DRAFT Processing MSDS submissions for Michigan Federal and State Reports

1. DRAFT Processing MSDS submissions for Michigan Federal and State Reports August 21, 2013 Presented by Allan Knapp, PhD Michigan Part C Data Manager Early On® Training and Technical Assistance

2. Starter News Item Comments of any males who have had excessive sun time this summer will be monitored closely today - We want to restrict unhelpful tangents. EOTTA Data Webinar

3. Today’s Contents • Resources • Fall 2013 Collection Reminders • New MSDS fields coming in FALL 2013 • State Prototype IFSP • Federal and State report submissions • Processing MSDS data for the reports • Potential reports to help Service Areas • Question and Answer interspersed and at the end EOTTA Data Webinar

4. 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 listserv on Tuesday, August 13, then you are effectively on the listserv EOTTA Data Webinar

5. 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 Webinar

6. Early On State Contact • State Coordinator Vanessa Winbornewinbornev@michigan.gov EOTTA Data Webinar

7. New Data Profiles • Go to www.earlyondata.com • The Fall 2012 portraits have been finalized. • The End Of Year 2013 portraits should be available in September. EOTTA Data Webinar

8. FERPA rules for Data • It is a potential FERPA violation to send a child’s name or other identifying information in an open email. • You can say a child’s name in a phone call • You can encrypt (require a password to view) a Word or Excel file and attach the file to an email. • A free WinZip trial is available at http://www.winzip.com/downwz.htm EOTTA Data Webinar

9. Potential Problem with IE 10 on a Windows 8 Machine • CEPI sent an email to its listserv in March saying “We’ve had several users run into issues where their system froze up during an upload process or while trying to run reports in MSDS using Internet Explorer version 10 on a windows 8 machine. While we’re still trying to investigate and figure out what the long term solution will be, it does seem that switching to an older version of IE, or a different browser, will let these processes run properly.  In addition, users of IE 10 can enter “compatibility mode” by pressing the F12 key, then selecting version 9 or earlier from the compatibility screen.  This should let you continue on with IE 10 if another browser isn’t an option for you. When we have a longer term solution, we’ll let everyone know.” EOTTA Data Webinar

10. Fall 2013 MSDS Collection Facts • The MSDS should be open for submissions around September 25 • The Count Date is the first Wednesday in October – 10/02/2013 • Data must be submitted by Wednesday, November 6 • Data must be certified by Wednesday, November 13 EOTTA Data Webinar

11. New Rules Coming For Fall 2013 • An Early On child three or older must have an exit reason and exit date • If there is a District Exit Date, there must be an Early On Exit Date and Reason • If a PartCAssessment component is submitted, an EarlyOn component must also be submitted EOTTA Data Webinar

12. Component and Characteristic changes Coming for Fall 2013 (1) • PartCTransition Component will be eliminated and its characteristics divided between two other components • TransitionIFSP and TransitionConference will be added to the EarlyOn Component • SEANotification and LEANotification will be added to the new PartBReferral Component – this new component is only for referrals from Early On to Part B. EOTTA Data Webinar

13. Component and Characteristic changes Coming for Fall 2013 (2) • NEW: PartBReferral Component • PartBReferral only submittable by the ISD • If there is a PartBReferral component, there must be an EarlyOn component. • PartBReferral Component contains • SEANotification and LEANotification • Parent Information: last name, first name, address1, address2, city, zip, phone number • Parent address unknown (yes if no address data) • Parent phone unknown (yes if no phone data) EOTTA Data Webinar

14. Component and Characteristic changes Coming for Fall 2013 (3) • New Characteristic in the InitialIFSP Component • InitialIFSPDate • New Characteristic in the InitialIEP Component • InitialIEPCompletionDate EOTTA Data Webinar

15. State IFSP Prototype • A spreadsheet is available that links IFSP prototype entries to MSDS characteristics • AND, it contains a list of the expected MSDS characteristics that are NOT on the prototype • AND, it contains the report links from each MSDS characteristic to the federal (618) tables, APR, determinations, and public reports EOTTA Data Webinar

16. IFSP Prototype CheckList Plus – Pg 1 For submitters and reports Details by Component EOTTA Data Webinar

17. MSDS Fields Not On Prototype • Some are not Early On fields but are needed for K-12 system (Enrollment Date) • Some are for separate events not covered at the IFSP (Exit, Assessment) • Some are federal Indicator requirements that need more information / calculation beyond what is on the IFSP (TimelyStartOfService) EOTTA Data Webinar

18. IFSP Prototype CheckList Plus – Pg 4 Needs More Information K-12 Orientation For submitters and reports Separate Event from IFSP Details by Component EOTTA Data Webinar

19. Update on Definitions • Early On has used PERIOD count to mean the children served in the last 12 months, ending on count date. We will now endeavor to use CUMULATIVE count, mimicking Federal language. • We will leave the word PERIOD to refer to the varying MSDS periods of time included in each collection. EOTTA Data Webinar

20. 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) Assessment Analysis (Service Area and State Levels) CIMS / Determinations (Service Area Level) EOTTA Data Webinar

21. Federal Tables • Child Count due February – from Fall count • Unduplicated Snapshot • By Age and Setting • By Race/Ethnic and Setting • By Gender • Unduplicated Cumulative • Exit Count due November – from two consecutive counts • Unduplicated exits in 12 months • By Exit Reason and Race/Ethnic • By Exit Reason and Gender • Dispute Resolution due Nov – no MSDS EOTTA Data Webinar

22. Annual Performance Report (APR) • Indicator Reports – due February • 1 – Timely Service Start • 2 – Natural Environment (setting) • 3 – Child Outcomes • 4 – Family Outcomes • 5 – Child Find Birth - 1 • 6 – Child Find Birth - 3 • 7 – Initial IFSP 45 Day Timeline • 8 – Transition • 9 – General Supervision • 10-13 – Dispute Resolution • 14 – State Reported Data EOTTA Data Webinar

23. Other Platinum File Outputs • Public Reports – APR indicators 1-8 for service areas, published in June • Continuous Improvement and Monitoring System (CIMS) / Determinations on whether service areas met the indicator targets • Data Portraits – comparison of MSDS data values across SAs; matches Federal state counts and public report SA counts • Assessment Analysis – Child Outcome Indicator 3 results EOTTA Data Webinar

24. Platinum File Rules • Once the MSDS collection is finished, CEPI goes through an internal File Update process. • CEPI then creates frozen data files, collectively called the GSR (Good Student Record). These are good records, not evaluated students. • A “Platinum” file of EO data is sent to Early On. • We have asked for specific Characteristics. An excel spreadsheet is available naming the requested fields • We asked for all data on all children with an EarlyOn component. The Fall 2012 data was missing some linked data; we hope the EndOfYear 2013 data will allow better “deduplication rule” analysis so that CEPI can do the deduplication work automatically EOTTA Data Webinar

25. 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 Webinar

26. 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 (SA) combo • 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? • To Be Determined, but will give preference to • Most recent CurrentIFSP • Special Ed eligibility • Presence of Initial IFSP record • Results of contact with Service Areas involved EOTTA Data Webinar

27. Processing Rules • A “status” field is added to the records received from CEPI. Status is used to distinguish • Deduplicated federal count • Duplicate exited records allowed in state count • Eliminated duplicate records, usually identifying the reason. • Separate search to identify children with two UICs (turn these in to CEPI and SA) • Last Name, First Name, Birth Date, Gender • First Name, Birth Date, Gender, Address EOTTA Data 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 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 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 • 8b – Transition Notification • 8c – Transition Conference EOTTA Data Webinar

31. Processing Rules – Indicator 1(A) • 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 Webinar

32. Processing Rules – Indicator 1(B) • 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 • Untimely Services must be chosen if at least one new service was late without an acceptable reason EOTTA Data Webinar

33. Processing Rules – Indicator 7 • Possible Values: • 01 – Timely • 02 – Untimely • 03 – Acceptable • Population: Initial IFSPs held within a to-be-defined 12 month period, 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 Webinar

34. Processing Rules – Indicator 8a • Possible Values: • 01 – Timely • 02 – Untimely • 03 – Untimely for Acceptable Reason • Population: Children from the Cumulative count who were countable when they reached 2 years and 9 months of age. (All these children should have a Transition Plan) • 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 Webinar

35. Processing Rules – Indicator 8b • Possible Values: • Yes or No; True or False • Population: Children from the Cumulative count who were • Countable when they reached 2 years and 9 months of age. • Special ed eligible • SIS: • SEA and LEA Notification should occur between age of 2 years 3 months and 2 years 9 months • Calculation: Yes’s / Population Count EOTTA Data Webinar

36. 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 • 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 Webinar

37. Processing Rules – Indicator 3 • Data for Fall and End of Year collections will be given to Wayne State University (WSU) qualitative analysis group • Service area and State level values are returned EOTTA Data Webinar

38. Processing Rules – Indicator 4 • The complete Platinum file is given to WSU, including address and phone • The data are used for survey contacts to create Family Outcome statistics. EOTTA Data Webinar

39. Report Ideas • Currently Active children • Exits from Date 1 to Date 2 • Children eligible for Special Ed EOTTA Data Webinar

40. Ending Question What do you call a boomerang that doesn’t work? Answer: a stick EOTTA Data Webinar

41. Question and Answer… EOTTA Data Webinar