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Spring Cleaning for Your Early On Data

Spring Cleaning for Your Early On Data. EOTTA Webinar April 25 and 28, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS). Schedule for MI-CIS June 2011 Collection. Count day is Thursday, June 30 Must be CERTIFIED by 4pm Friday, July 29

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Spring Cleaning for Your Early On Data

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  1. Spring Cleaning for Your Early On Data EOTTA Webinar April 25 and 28, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS) Early On Spring Data Cleaning

  2. Schedule for MI-CIS June 2011 Collection • Count day is Thursday, June 30 • Must be CERTIFIED by 4pm Friday, July 29 • Early On Active and Exited children • Detail Reports available as soon as data submitted • Data Portrait draft ready by August 12 • June 2011 data will be used for Special Ed Indicator 12 spreadsheet AND for APR indicators 1, 7, 8a Early On Spring Data Cleaning

  3. Changes Coming – 1 • MI-CIS will be the site for June 2011 and December 2011 collections • The Michigan Student Data System (MSDS) may be the collection site starting in June 2012, more likely in December-ish 2012 • MSDS successfully collected annual Special Education data last fall (good) • Early On impact: likely minor Early On Spring Data Cleaning

  4. Changes Coming – 2 • MSDS is planning a “Combined Collection” for fall 2011 for • General Collection • Special Education • Supplemental Nutrition • Planned Date = First Wednesday in October • Early On Impact: MSDS Early On collection delayed (see Change – 1) Early On Spring Data Cleaning

  5. Changes Coming – 3 • Changed Special Ed regulations are now out for public comment • Under age 2.5, there is only an IFSP • Children continuing with Special Ed services after age three must have an IEP by their third birthday. • Early On impacts: All Special Ed children under age 2.5 will be in Early On; MICIS Notification screen will be more useful. • More details expected Early On Spring Data Cleaning

  6. Changes Coming – 4 • The official counts for Indicators 1,7,8a will come from the June 2011 collection • The MI-CIS counts will replace part of the Self Assessment process in the Annual Application • The December 2010 collection provided a Trial run for gathering and reporting the Indicator 1,7,and 8a data. • Impact: Some must do the entry work! Early On Spring Data Cleaning

  7. See Dec 2010 handout P1 Early On Spring Data Cleaning

  8. See Dec 2010 handout P2 Early On Spring Data Cleaning

  9. Some APR Feb 2012 Data Captured in December 2010 • See the left side 618 columns in the Early On Summary Counts handout • ACTIVE child records captured for • Indicator 2 – Natural Environment • Indicator 5 – Child Find Birth – 1 • Indicator 6 – Child Find Birth – 3 • Ind 2 is final; Ind 5 and 6 percent might change if new (2010) Birth data available Early On Spring Data Cleaning

  10. Other Feb 2012 APR Data will be captured in June 2011; Trial Run in December • Indicators 1,7,and 8a will use the period 7/1/10 – 6/30/11. We can see partial data from December – the right side columns in EO Summary Counts • The Indicator 1,7,and 8a counts on the following pages will NOT match the December Data Portrait; they are a subset. Early On Spring Data Cleaning

  11. APR Data Trial Run in December • All three Indicators 1,7,and 8 are compliance – you SHOULD have 100% on each • Low percents on the handout are a WARNING to you – clean up your data and correct how you do things! • Some of you have three high numbers – Congratulations! Keep it up! Early On Spring Data Cleaning

  12. Handout Close Up – Pg 2 Early On Spring Data Cleaning

  13. The Plan for Today • Indicators 1,7,8a • Review Data Entry • Suggest Best Reports to identify missing data • Encourage low scorers to DO SOMETHING • Indicator B-12 and C-8b,c • This Year; Next Year – starting 7/1/2011 • See B-12 Webinar May 23 and 26 • Q&A; additional webinar May 16 and 18 Early On Spring Data Cleaning

  14. Indicator 1 – Timely Service Start • This is a compliance indicator – 100% is expected. • Late Services are NOT the problem • The problem is NOT ENTERING the Actual Start Date for the service • This can be corrected for the June count Early On Spring Data Cleaning

  15. Indicator 1 – All options Early On Spring Data Cleaning

  16. Indicator 1 – Actual Service Start Date Rules • Enter Actual Start Data for all NEW services • A red NEW label appears on the prog/serv screen the first time a service is offered; trust the red NEW • Continuations are not new • Only need to enter start date for one if there are two of same service staring same day • Only need to worry about NEW services DUE on or after 7/1/2010. Early On Spring Data Cleaning

  17. Program/Services Detail Early On Spring Data Cleaning

  18. Indicator 1 – Due List Reports • Two due list reports are meant for current active children • See Reports / Early On / Due List • Services Actual Start Date Report is a potential entry document • Detail Services Start Date Code shows code for all ACTIVE children Early On Spring Data Cleaning

  19. Indicator 1 – History Report • Federal PERIOD count report shows ALL children you should be interested in • See Reports / Early On / Federal / Period Count • Choose period from 7/1/10 – 6/30/11 • Group By Service Actual Start Code • Check the Unduplicate Count button • Review the Missing Service Code group Early On Spring Data Cleaning

  20. Indicator 1 – Fix the Missing • Find the child record • Go to the Programs/Services screen • Click the SHOW ALL button • Don’t bother with SECode records • Don’t worry if Begin Date prior to 6/1/2010 • Don’t worry about Continuation services – (AND remember it is PLAN continuation) • Don’t worry if there is no red NEW • Call the Help Desk Early On Spring Data Cleaning

  21. Find Service(s) to Update Early On Spring Data Cleaning

  22. Indicator 7 – Timely First Meeting Dates • This is a compliance indicator – 100% • The December data file did not have accurate Late Reasons, so the actual numbers are a little better than those presented in the EO Summary Counts. • The state will look at timely Initial IFSP dates as well as timely First Meeting dates. The APR will only contain First Meeting dates. Early On Spring Data Cleaning

  23. Indicator 7 – All options Early On Spring Data Cleaning

  24. Indicator 7 – Entry Screen Expectations • Indicator 7 is only about Initial IFSPs • The Referral Date is the start of the timeline • There will be Due Dates for First Meeting Date (45 days) and Initial IFSP Date (60 days) • Events happening after a due date mean a Late Reason must be entered Early On Spring Data Cleaning

  25. Indicator 7 – Referral Outcomes Report • Reports / Referrals / Early On Referral Outcomes • Select Period 7/1/2010 – 6/30/2011 • Group By Outcome • the BLANK outcomes will rise to the top • You probably can’t fix the Untimely outcomes, but it is worth making sure you have the correct Late Reason. Early On Spring Data Cleaning

  26. Indicator 7 – Blank Referral Outcomes • Reasons for having a blank outcome • No Initial Eligibility IFSP was entered • No Late Reason was entered • Multiple open referrals are out there • Data entry is goofy Early On Spring Data Cleaning

  27. Indicator 8a – Timely Transition Plan Entry • This is a compliance indicator – 100% • Plans screen – choose the Purpose option = Transition Plan • If you have a review which is also a Transition Plan, enter two records • Most Common problem is a missing Transition Plan Early On Spring Data Cleaning

  28. Indicator 8a – Timely Transition Plan Rules • APR will count children who were active when they turned 33 months old • Will exclude exits prior to 33 months • Will exclude initial IFSPs after 33 months • Timely Transition Plans are held between 27 and 33 months of age • Some untimely plans were too early • A missing Transition Plan counts as Untimely • Transition Plan late reason not tracked Early On Spring Data Cleaning

  29. Indicator 8a – All options Early On Spring Data Cleaning

  30. Indicator 8a – Transition Plans Report • Reports / Early On / Due List / Transition Plan Due List shows plans for children in Snapshot (Active) or Period (Both) • Sort by birth date • Use the with and without Transition Plan to narrow the search • TIP: the report does not label Transition Plans held too early (prior to 27 months). Do a visual scan to see if a later plan is needed. Early On Spring Data Cleaning

  31. What to do NOW • Run the reports and make the entries for Indicators 1, 7, and 8a • If you have questions, attend another webinar May 16 or 18, whose focus is to review this material and answer questions Early On Spring Data Cleaning

  32. Predicting Upcoming Changes for 8b, 8c, B-12 • The following assumes that the new proposed Special Ed regulations will be implemented • If not, all bets are off! Early On Spring Data Cleaning

  33. Indicator 8b, 8c – Timely Notification, Conference • For the current year, ending 6/30/11, expect • Any child who has an IEP by age 3 will count as having had a timely notification and conference • Use the Special Ed Eligible check box on the Early On screen. • So most Service Areas will have 100% Early On Spring Data Cleaning

  34. Indicator 8b, 8c – Changes beginning 7/1/2011- Rules? • The new Special Ed regulations say no IEP until age 2.5 • All three transition events must occur between 27 and 33 months of age • Transition plan for all EO children • Notification for potentially eligible for SE • Conference if SE evaluation needed • No Notifications until 27 months of age Early On Spring Data Cleaning

  35. Indicator 8b, 8c – Changes beginning 7/1/2011- Impact? • A date field will be added to MICIS for Conference Date • Dates will need to be in order: Transition Plan, then Notification, then Conference • Only Notification Screen entries will be counted for C-8b as well as B-12 • Use existence of MSDS IEP for children age 3; compare to count of notifications Early On Spring Data Cleaning

  36. Indicator B12 – Timely Initial IEP for Special Education • The June 2011 June collection will once again be the starting point and will use a similar calculation and spreadsheet format as the last two years. • The expected change in state Special Ed regulations will likely have an impact starting July 1, 2011 for the February 2013 APR. Early On Spring Data Cleaning

  37. Indicator B12 – Timely Initial IEP for SE- changes? • Expect that Notification entry will be required for counting B-12 children • Role and use of combined IEP/IFSP check box and the Special Ed Eligible check box will change • Tell your Special Ed counterparts about the webinars May 23 and 26 – B12 Entry and Reporting Early On Spring Data Cleaning

  38. Schedule for MI-CIS June 2011 Collection – Reminder • Count day is Thursday, June 30 • Must be CERTIFIED by 4pm Friday, July 29 • Early On Active and Exited children • Detail Reports available as soon as data submitted • Data Portrait draft ready by August 12 • June 2011 data will be used for Special Ed Indicator 12 spreadsheet Early On Spring Data Cleaning

  39. INFORMATION –Contact the Help Desk – Interagency Information Systems (IIS) • Footprints issue tracking • Access through www.mi-iis.com / MICIS Support, or • http://mi-iis.nfpondemand.com/MRcgi/MRlogin.pl?PROJECTID=1 • Login with your email address • Email support@mi-iis.com opens automatically in Footprints. You need a Footprints login. • Toll Free Phone – 866-731-2379 Early On Spring Data Cleaning

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