IMS Data Entry Personnel Meeting Notes – 2/03/09 10:00 A.M. – 11:15 A.M.
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Agenda |
1.
Introductions 2.
3.
Version 5 Web
IEP Update 4.
60 Day Timeline
Verification Reports 5.
Race/Ethnicity Data Collection 6.
Networking and
Sharing Announcements 1. Proposed meeting schedule 2009-2010 |
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Introductions |
The
sites checked in. |
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In preparation for web IFSP, Michelle reviewed the new ·
There will be a
few changes to IMS to support the web IFSP. ·
The data entry
personnel were invited to test the ·
A record for
each county to which a service coordinator is assigned. ·
They may have
multiple records which start and end at different times. 1. Go to the test site which is: http://test.aea10.k12.ia.us/imssql/aeaims.htm 2. Your IMS login will work in most cases. If you can’t
get your login to work and you have recently changed your password, try your
former password. If that doesn’t work,
call Michelle and she will assist you. 3. Go to Staff Demographic and click on the County
button. 4. Suggestions follow for testing the screen, and the
order is not significant: a. Add multiple counties for the same person. b. Change the start date. c. Add an end date. d. Pick another person and add records. e. Go to a different screen and return to the County
screen and check for the data entry. f.
Try the
different buttons. For example, does
the Search button work the way it does on other screens? 5. Keep a list of the bugs that are found. When testing is finished, send the list to
Michelle. If possible, include a
screen shot of something that is wrong. 6. Have this screen tested and any notes to Michelle by
Tuesday, February 17. Note: There may be other things on the test site
that are new. Users can look at those
things but do not test those items until requested to do so. |
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Version 5 Web IEP Update |
Kirby reviewed the following related to
Version 5 Web IEP: The following items were added a couple
weeks ago.
Click
here for details. Question: Could the summary report show in red what
is different? Answer: The summary report does not have this
function in V5. We will put it on the
list of considerations for V6. Question: If there are no accommodations “G” doesn’t
get removed. It is not removing prior
choices. Answer: That would be a bug. Send example to Kirby and he will look into
it. Question: When would you use a “G” on a high school
student? Answer: You can use a “G” on the following grades:
pre school, 9, 10 and 12. The DE
reports assessment data for students grades 3 through 8 and 11. Question: If a student is currently in a grade where
district wide assessments are not given but will be in a grade that will
include district wide assessments for part of the year during which the IEP I
am writing will be in effect, which DWA code do I choose? February 13, 2009
Post-Meeting Answer: After
further consultation between the Bureau and CPC staff, district wide
assessment should be handled in the following way: In
the District-Wide Assessment field on the Plan screen, enter one (1) and only
one of the following:
The
district wide assessment code is identified as of the meeting date of the
IEP. However, if a data entry
person believes an incorrect code appears on the IEP, please follow your
AEA’s procedures in regard to researching and checking the accuracy of the
data. |
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60 Day Timeline
Verification |
Amy followed-up on the 60 day timeline data
verification reports training that was presented at the December meeting. ·
She announced the good news that the reports are now available at the
AEA level versus needing to wait for the DE to produce and distribute them. ·
These reports are only for students resident in your AEA ·
Students whose parents gave up their parental rights will not appear on
the AEA reports although data for those students is reported. ·
It is recommended to use the reports monthly. Question: Today I ran a report and an IEP dated
10/28/08 is on the report. Why? Answer: The DE will look at this individual item. |
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Race/Ethnicity Data
Collection |
Amy presented new requirements and timelines for the Race/Ethnicity Data Collection.
To access a copy of the PowerPoint slides, click
here. ·
The federal government will require the new data collection starting
July 1, 2010. ·
The
state of ·
This
will allow pro-active data modification. ·
This
change aligns Race/Ethnicity with other agencies, health and census. ·
Re-identification of existing children will start 7/1/09. ·
When a student enrolls through Project EASIER, this data will transfer
to IMS. ·
More information will be forthcoming as it becomes available. |
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Networking and Sharing |
Question: Since we no longer collect goal and
severity, will severity be removed from the data entry screen? Answer: Yes, but not until the re-write of the
system. Question: We have been told to never delete valid
claims. I have a valid claim over 1
year old. It has not been sent in, but
no release has been signed. I also
have speech claims from last year, but it is no longer valid with the new
rules. Can I delete these claims? Post-Meeting Answer:
Yes, you can delete claims
over 1 year old. The transmission does not send these claims and this
will also help clean up the claims file. Question: The Infant/Toddler Medicaid Services forms
says that home visits are required
once each month. Now it is once
every 3 months. Will the form change? Answer: Please send an e-mail to Jim D. and ask
that question. Post meeting note:
The
results from the 2008 Special Education Enrollment Count survey may be
accessed now. Thanks to all who provided input. Click
here to see the survey results. |
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Announcements |
1.
Proposed
Meeting Schedule for 2009-2010 Tuesday, August 25; 10:00 AM – 12:00 PM (no September meeting) Tuesday, October 6; 10:00 AM – 12:00 PM Tuesday, November 3; 10:00 AM – 11:00 AM
Tuesday, December 1; 10:00 AM – 11:00 AM
Tuesday, January 5; 10:00 AM – 12:00 PM Tuesday, February 2; 10:00 AM – 12:00 PM
Tuesday, March 2; 10:00 AM – 12:00 PM Tuesday, April 6; 10:00 AM – 12:00 PM Tuesday, May 4; 10:00 AM – 12:00 PM Tuesday, June 1; 10:00 AM – 12:00 PM The schedule will be adjusted as needs change. If anyone has input regarding this
schedule, contact Michelle by February 15. |
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Next meeting will be March 3rd. It is scheduled for 2 hours but will be
reduced if the agenda does not warrant the length. |
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