Michigan Early On Part C Data Collection Profile Report

1. Michigan Early On Part C Data Collection Profile Report Originally held February 26, 2014 Rebroadcast March 12, 2014 Presented by Allan Knapp, PhD Michigan Part C Data Manager Early On® Training and Technical Assistance

2. Today’s Contents • Explanation of terms used in the Data Profiles (e.g. Percent, %Change, Rank) • Description of the CALCULATIONS used for the Data Profiles (this will be an update of last August’s webinar at EOTTA site) • Availability of Data Profiles • See June 2010 through June 2013 NOW at www.earlyondata.com • Fall 2013 should be available in March; we will have a follow up webinar then • Question and Answer interspersed and at the end EOTTA Data Profiles Webinar

3. Early On Data Group Listserv • The listserv uses Yahoo Groups; all you need to do is check “listserv only” • To join, you need to be invited; for an invitation, send an email to Allan Knapp allangknapp@gmail.com or call • (517) 485-8181 • If you received an email from the EarlyOnData@yahoogroups.com on behalf of Allan Knapp on Wednesday March 5, then you are effectively on the listserv EOTTA Data Profiles Webinar

4. Finding MSDS Information • Go to www.michigan.gov/CEPI • Choose the CEPI Applications option on the left • Then choose the Michigan Student Data System (MSDS) option OR Go to • http://www.michigan.gov/cepi/0,4546,7-113-986_50502---,00.html EOTTA Data Profiles Webinar

5. EXPLANATION OF TERMS EOTTA Data Profiles Webinar

6. Main Page Information - 1 • H • H • H • B • gH • Choose between State and Service Area profiles in left dropdown • Choose collections back to June 2010 in right dropdown • Counts come from data provided by Service Area • Counts of 5 or less (oops) are “masked” with ** • Explanation is repeated at bottom EOTTA Data Profiles Webinar

7. Main Page Information - 2 • H • H • H • Bg • G • Percent for snapshot, period, Age counts are “percent served” based on MI birth data • Percent for other variables are percent for a specific code within the variable (e.g. see SETTING) • Ranks are done with 1 for LARGEST percent and 56 for smallest. Ties are settled by larger number of children served, then by lowest ISD code. • Print by clicking Print Report in upper right corner EOTTA Data Profiles Webinar

8. State View – Top Portion No ranks for State Ind 6 value Ind 5 value EOTTA Data Profiles Webinar

9. State View – Middle Portion No ranks for State Ind 6 value Ind 5 value EOTTA Data Profiles Webinar

10. State View – Bottom Portion No ranks for State Ind 6 value Ind 5 value EOTTA Data Profiles Webinar

11. Indicators – light yellow highlight, with Target value appended • Indicator 6 – Child Find Birth-3, target 2.70% • Indicator 5 – Child Find Birth-1, target 1.24% • Indicator 2 – Setting in Natural Environment, target 93.00% • Indicator 1 – Timely Start of Service, Target 100% • Indicator 7 – Timely Initial IFSP, Target 100% • Indicator 8a – Timely Transition Plan, Target 100% • Indicator 8c – Timely Transition Conference, Target 100% EOTTA Data Profiles Webinar

12. Indicators – usage • Indicators 2, 5, and 6 have been and will be used for Federal Child Count submissions, APR, and Public Reporting • Indicators 1, 7, 8a, and 8c are reported in the Data Profiles the way the data come through the MSDS data system • Indicators 1,7,8a,and 8c are all 100% required variables • If you have 0.0% on any required variable, something is wrong with your SIS • 1,7,8a,8c from MSDS will be used for CIMS and Public Reporting eventually EOTTA Data Profiles Webinar

13. Masking (5 or less, **) • Smaller Service Areas have more masked values. • Profile Heading (see slide 6) needs to be corrected – it currently says “less than 5”; it should be “5 or less” • Masking is done for FERPA reasons EOTTA Data Profiles Webinar

14. Birth Counts • Prior to Fall 2012, birth counts by County were convertedto counts by ISD using names (e.g. add Marquette and Alger county counts to get Marquette-Alger ISD count) • Starting Fall 2012, now using 2010 census County and ISD counts for ratios and “geocoding” to identify the county where each birth mother resides. • Three years’ births for Snapshot denominator; four years for Period EOTTA Data Profiles Webinar

15. Anachronism – something from a different period of time • Period Change displays the count change and percent change in Cumulative Counts between collections. • 6mon, 12mon, 18mon was more accurate when collections were Dec 1 and June 1; now should be prior collection; two collections earlier; three collections ago • Value was greater when Period count was part of the Funding Formula Allocation EOTTA Data Profiles Webinar

16. Percent Change (far right column) • The COUNT from this collection is compared to the count from the immediately prior collection. Calculation: 100*(this count-last count)/last count • The immediately prior collection is named. • If there is no value in either the current or the prior collection, “n/a” is assigned. • Negative change (in red) means the number decreased. Positive change (black) means an increase. • The Percent Change is not useful when either the starting or ending number is negative (e.g. see the Period Change in slide 18) EOTTA Data Profiles Webinar

17. Rankings • No rankings are assigned in State Data Profile • Ranks are done with one for LARGEST percent and 56 for smallest. Ties are settled by larger number of children served, then by lowest ISD code. • Often a rank <7 or >50 is an “outlier” – it is different from most districts and should be examined • 100% for Required Indicators is not an “outlier” • We are working on a new report that will present all 56 Service Areas plus the State, in rank order. This may help you see who is doing well in some area where you need improvement. See next screen for example EOTTA Data Profiles Webinar

18. Percent Sample Ranking List Rank EOTTA Data Profiles Webinar

19. Specific Service Area view - Top EOTTA Data Profiles Webinar

20. Specific Service Area view - Middle EOTTA Data Profiles Webinar

21. Specific Service Area view - Bottom EOTTA Data Profiles Webinar

22. Snapshot Count • The snapshot count will equal • Sum of ‘Age<1’ plus ‘Age 1-2’ plus ‘Age 2-3’ • All the ethnic counts • All the Setting counts • All the Service Coordinator counts • The snapshot count is the denominator for • The Males percent • The Special Ed Eligible percent • All the percents in the Ethnic, Setting, Service Coordinator and Age sections EOTTA Data Profiles Webinar

23. Period Count • The period count will equal • Sum of Snapshot plus TOTAL EXITS • All the Timely Start of Service counts EOTTA Data Profiles Webinar

24. Explanation of Calculations EOTTA Data Profiles Webinar

25. Early On Data Field Flow Platinum File Rules Processing Rules MSDS Rules Federal Tables (state level) Service Area A MSDS Collections (child level) Early On Platinum File (child level) APR (state level) Service Area B Service Area C Public Reports (Service Area Level) D E F . . Data Portraits (Service Area And State Levels) WSU Assessment Analysis (Service Area and State Levels) CIMS / Determinations (Service Area Level) EOTTA Data Profiles Webinar

26. Countability Rules • A child is countable on count date if • Child’s birth date is prior to the count date • Child is less than three years old on the count date • CurrentIFSP is on or prior to the count date • Current IFSP is within one year of the count date • PartCExitDate is blank EOTTA Data Profiles Webinar

27. Deduplication Rules • UIC is the main criterion • Only one record per UIC in federal counts • In State count: • Only one record per UIC in snapshot count • Only one record per UIC/Service Area combo in period count • State level cumulative count can have the same UIC in multiple Service Areas (at most one in snapshot) • What happens when there is more than one allowable, countable record for a UIC? • These tie breaker rules worked well for Fall 2013: • First pick the most recent CurrentIFSPDate • Then choose Special Ed eligibility over not EOTTA Data Profiles Webinar

28. Processing Rules Definitions • Values – lists the possible MSDS values • Population – describes the records that will be used in evaluating the given indicator • SIS Responsibility – federal and state expectations for reported values • Calculation – how the indicator value is determined from the data received EOTTA Data Profiles Webinar

29. Processing Rules – Indicators 2(setting), 5 and 6 (child counts) • Values: • Ind2: 31 and 41 are good, 38 (other) is bad • Population: subsets of the snapshot count • Ind 2: select all snapshot children • Ind 5: select snapshot children under the age of one • Ind 6: select all snapshot children • SIS: accurate birth, setting, IFSP date, Exit • Ind 2 Calculation: (31’s +41’s) / Snapshot EOTTA Data Profiles Webinar

30. Processing Rules – Indicators 1, 7, 8 • NOTE: The 2012-2013 values for these three indicators will come from Self-Assessments, NOT from MSDS data • 1 – Timely Service Start • 7 – Initial IFSP 45 day timeline • 8a – Transition Plan • 8c – Transition Conference EOTTA Data Profiles Webinar

31. Processing Rules – Indicator 1 • Possible Values: • 01 – Timely new services • 02 – Valid reasons • 03 – Untimely services • 04 – No new services • Population: Cumulative count • Calculation: Leave out 04’s • (01’s + 02’s) / (01’s + 02’s + 03’s) EOTTA Data Profiles Webinar

32. Processing Rules – Indicator 1(more) • SIS Responsibility • Identify all NEW services • Compare the start date of each new service against the authorizing IFSP date (timely is within 30 days) • Identify if there was a valid reason for a start date > 30 days after the IFSP • 03 - Untimely Services must be chosen if at least one new service was late without an acceptable reason EOTTA Data Profiles Webinar

33. Processing Rules – Indicator 7 • Possible Values: • 01 – Timely • 02 – Untimely • 03 – Acceptable • Population: Children in the Cumulative count whose Initial IFSP was held within the 12 month period ending on Count Date, formed by joining two collections together • SIS: If InitialIFSPDate > 45 days after ReferralDate, the code should not be Timely • Calculation: (01’s + 03’s) / (01’s+02’s+03’s) EOTTA Data Profiles Webinar

34. Processing Rules – Indicator 8a • Possible Values: • 01 – Timely • 02 – Untimely • 03 – Untimely for Acceptable Reason • Population: All Children from the Cumulative count who were countable when they reached 2 years and 9 months of age should have a Transition Plan • Snapshot (Child Count) Children older than 2yrs 9mon with Initial IFSP prior to 2yrs 9mon • Exited Children whose PartCExitDate is after age 2yrs 9mon • SIS: Transition Plan should occur between age of 2 years 3 months and 2 years 9 months • Calculation: (01’s + 03’s) / (01’s+02’s+03’s) EOTTA Data Profiles Webinar

35. Processing Rules – Indicator 8c • Possible Values: • 01 – Timely • 02 – Untimely • 03 – Acceptable • Population: Children from the Cumulative count who were • Countable when they reached 2 years and 9 months of age (see rules on last page) AND • Special Ed eligible • SIS: • Conference should occur between age of 2 years 3 months and 2 years 9 months • Calculation: (01’s + 03’s) / (01’s+02’s+03’s) EOTTA Data Profiles Webinar

36. Question and Answer… • If you are cold, why should you go in the corner? EOTTA Data Profiles Webinar