Piece of the Puzzle

1. Piece of the Puzzle KAN_Service Beginners Training By: Mason Vosburgh

2. Agenda Item 1 Item 2 Item 3 Discussion Item One – Common Authentication Log in, Access Discussion Item Two – Getting startedSelecting the organization, Navigation pane, Calendar Set up, apply building settings, checking building minutes entering providers Discussion Item Four – Verifications Discussion Item Five – Exiting students Discussion Item Six – Reports Discussion Item Three – Student DataStudent Search, Keyboard Entry, Import / Upload batch files Discussion Item Seven – Other Issues Item 4 Item 5 Item 6 Item 7

3. Common Authentication Log in • Go to KSDE Web Applications • Enter User name • Enter Password • Log In • Browser – IE or Firefox for Mac If you have not registered, go here • Select KAN_Service from the list of approved applications

4. Getting Started Select All organization level – Click the “Go” Navigation Pane Select the destination in the application where the desired task is completed. Students Buildings, Calendars, settings Personnel Verifications Upload / Import Reports Yearly Student roll over

5. Getting Started Calendars select from Navigation Pane New calendar button Select the target school year for which the calendar applies

6. Getting Started Calendars • Set default district level calendar for all grades, all buildings. • Enter first and last day of school. • Mark days not in session • Save • Create new calendar for any programs / buildings that does not follow the district calendar

7. Getting Started Building Settings set up from Navigation Pane For buildings without approved settings, Choose a building Select “New” to enter settings for a school year

8. Getting Started Building Settings set up • Mark (all that apply) the setting codes that represent the programs that are offered in the building • As you work on this, it is considered to be “In progress”. Save keeps the data in progress • The save and submit button is selected to send to KSDE for approval. • KSDE will deny invalid settings • If a error is made, you can un-submit.

9. Getting Started Minutes by Building Minutes pull from the State Directory Note: Any building with missing or inaccurate building minutes Corrections are made in the State Directory

10. Getting Started Directory Updates Directory navigation: Find Organization, then select buildings in organization Directory is A KSDE Web application Section A, Daily Schedule = Grade 1- 12 Schedule Section B, Preschool Sessions schedules only Section C, Kindergarten schedules only

11. Getting Started • Click New Button - Enter Provider • Check for duplicates • Select Provider Role • At lease 1 role is required • Arrow over • Contract providers require a license code • Select agency • Arrow over • Save • Arrows • Arrow right - include • Arrow left - remove • Single arrow – single item • Double arrow – all items Providers from Navigation Pane

12. Getting Started Upload Providers A batch of Providers can be Imported through the Upload link on the Navigation Pane Select Personnel as the file type Tip: Coop and Interlocal user would repeat field R1 in the import specification for each district the provider serves.

13. Getting Started Reassign Providers If a provider left from last year to this year, and is on current year service lines. Find the old (From) and the new (To) provider with the search. Enter the effective date and reassign.

14. Student Data 2 methods for student data entry • Keyboard entry. • Student Search: Find a student in the application • Select status – where to find the student • In K_S • Not in K_S (KIDS) • All (both K_S & KIDS) • Search

15. Student Data 2 methods for student data entry • Keyboard entry. • Create Student profile • Demographics • Select the New button for new profile • Select the target school year for which the profile applies • Some data pulls from the KIDS record • Birthday • Race / ethnicity • LEP • Student • Note: your location in the application is listed in terms of a path. Here the path shows you went from Student Search to profile list. The path is displayed in the top left corner. • The back button takes you to the previous location on your path.

16. Student Data 2 methods for student data entry • Keyboard entry. Profile • Drop Down Menus for the selection of data elements • Different data is addressed in the Data Dictionary • Initial Eval • Conditional • Gifted Y /N • Placement • LEA • SRS / JJA • Save upon completion

17. Student Data 2 methods for student data entry • Keyboard entry. • From the Actions Menu • Profiles can be edited, view only or deleted • Go to the IEP page • Go to catastrophic Aid page

18. Student Data 2 methods for student data entry • Keyboard entry. • Student has no IEP entered • Because data entry is incomplete, OSEP data is not calculated • New IEP is selected

19. Student Data 2 methods for student data entry • Keyboard entry. • IEP date by type • Do not tab • IEP date from calendar • Save the Date • IEP is listed with alert of no service lines • Action – New Service line • Action – New NPE contract

20. Student Data 2 methods for student data entry • Keyboard entry. • Select service line data for each of the service line fields • Service Organization • Attendance building • Setting and service • Provider • Start and end dates

21. Student Data 2 methods for student data entry Duration is determined by total days. There are 3 options, the user would select 1 option consistently • Keyboard entry. • Minutes, Days, Weeks • Minutes = minutes per day • Frequency and Duration have options. Select only 1 option to arrive at total days. • +works best using roll over • * Note: Not recommended if you plan to use the roll over feature • Total Days between Start and End dates * • Days per week and frequency + • Days per week and the number of weeks – FY2011 MIS method * Note weeks defaults to 1 unless weeks are used to count total days

22. Student Data 2 methods for student data entry Alert: Always import complete data for school year. All IEPs and All Service for each import, original and subsequent. Subsequent imports erase all prior data for the student. • Importing. • Go to upload • Import type – student & IEP • Select upload mode • Select Browse to find the file • Navigate to file location • Select file. • Upload

23. Student Data 2 methods for student data entry Failed notes clue; copy the text in the failed alert and paste into Excel. Compare the header to the data. If the header has different data than the import. The wrong import type was selected. • Importing. • Upload history • Check Import results • Note failed records • Notes explain why import failed

24. Student Data 2 methods for student data entry – Importing, why records fail? • File format • The imported file is not the same length as called for in the specifications. Too long or too short. • The format of the data is incorrect. For example a date field is 98/HQ/20!*, grade field is not numeric -P4, Name field is not alpha – Sm!t8 • Student not found • There is not a KIDS record present in the organization for which you are submitting, no permissions • Required data missing. • The data is invalid. Fund = 8, KIDS ID is blank • Building Association • Responsible building in MIS in not the AYP, Funding or attendance building in the KIDS record • Records Note: • Number of records does not = number of students, each IEP or profile is a record

25. Alert Alert Alert Alert Alert Alert Alert Combinations of methods may create duplicate records upon import • KAN_Service matches on KIDS ID number and responsible school • If the student has moved within the catchment area and has a different responsible school from earlier in the year, please note: • 2 ways to fix. • 1. Delete the prior record before importing. • K_S only deletes the prior record when the subsequent record has the same responsible school. • If the subsequent record has a different responsible school and is imported, duplicate records will be present. • 2. import with the prior responsible school, then switch it to the current responsible school after it is in the application.

26. Verifications Verification Alerts Red Dot on selected record indicates a verification is present Verifications related to profiles are displayed under the profile Verifications related to service lines are displayed under the service line.

27. Verifications Verification List from Navigation Pane Default to all students with verification Verifications can be filtered by; Agency / Building Student or ID # Flag / type Open / unresolved Search

28. Verifications Running Verifications Run verification button starts the process Verifications can target all, building, staff or student Selected population goes into cue Refresh list – to see where you are in the process Increasing number means more records going into cue Decreasing number means process is completing

29. Verifications Verification Responses How to address verifications 2 kinds of verifications Errors Warnings Errors must be fixed corrections on: service lines profile directory calendar settings Corrections can be made in data source (IEP) and resubmitted Warnings can be addressed in an e-mail sent to KSDE. Upon approval verification is removed

30. Exiting How to exit a student Exit data is listed on the student profile. Change to inactive status Select Basis of exit Enter Exit Date Type Select from calendar Evidence box shows where the student went Save

31. Exiting How to exit a student - Truncate services Exit data is listed on the student profile. If the current year service lines extend past the date the student exited, Then the service lines must end the same day as the Exit Date Go to the IEP list Select the current IEP Enter the exit date as last day of services Truncate service end date to = exit date Save

32. Reports Reports from the navigation pane Local MIS reports State MIS reports Reports menu lists many of the same reports in LEAMIS rosters dates due Double click on report name to start

33. Reports Set report parameters Select school year Enter date Type in Select from calendar Find Provider All Select individual Select output file type PDF Excel

34. Reports Report Download Open or Save the file Completed Report in Excel Disable protected view for Excel functions Print Modify Cells Change layout Save as text, etc.

35. Reports Reports Wizard Build / Custom Reports Select Data criteria Choose Operator / condition Value Add Filer to include all criteria to report

36. Reports Reports Wizard Report criteria builds on original requirements. New criteria is listed as new items are added New criteria can be added by selection of new condition, and or New data is selected, New filtered is added Report criteria builds Run report to Excel Report can be named and saved for later without reinventing the same report

37. Year to year roll over Provider roll over Under provider list go to: Copy Year Select Source year and target year Select all providers and unmark all providers not continuing Copy marked providers into target school year

38. Year to year roll over Rolling over student data from one school year to next • Setting up next year – required prior to moving students. • Calendars • Set up calendars assign to new school year • Approved settings • For next year enter settings by building for all programs offered in each building based on continuing, new or changed programs • Copy providers • Details on next slide • Moving students – by district or responsible school batches. • Red Dots by building indicate tasks above have not been completed. • Once red dots are removed, • The roll over bar because active. • Alert – rolling over will replace exiting student data • Alert – subsequent imports will replace prior student rollovers

39. Year to year roll over Student roll over Go to: Roll over student data. Select Source year and target year Select Student’s organization and buildings Missing information for roll over is marked with red dot alert. When all red dot are gone, roll over bar will be active (not gray) Move selected organizations and buildings 39

40. Year to year roll overStudent roll over Managing Roll Over data • Post roll over issues • If responsible building changes in target year, what is important? • New KIDS record is needed before responsible building can be manually changed • If new record with new responsible building is imported, duplicate profile may occur. • Fix • Delete original profile prior to import, or • Switch original profile to new responsible building prior to import. Original profile will be deleted and replaced with import data if responsible buildings match at import. 1. Data can be rolled into the next school year by entire organization or by responsible building 2. To map services into the next school year, attendance buildings must have approved settings and calendars for the target year. Note: Directory minutes are not a factor. Missing minutes to not block roll overs. 3. Source year data is copied into next school year. Grades and status is promoted up by 1. 4. If any building, service type, time or setting changes for the target year, these changes must be made post roll over. 40

41. Discipline Data Go to: Discipline Data Select: target year Review students, basis of removal, type of removal and days of removal If discrepancies are found, alert your local KAN_DIS administrator at the building or district level for corrections. Revisit page for monthly updates to assure corrections have been made in KAN-Dis. 41

42. Other Issues Tips Navigation Tips Use the Back button in the application. Avoid the back button on the browser. Providers The value list of providers can be filtered by USD. Providers with assignments in one agency can be list only in the relevant agency. Providers with assignment across agencies can be listed in more than 1 agency Agency Start date This data pull from the service line and would be equal to the earliest start date , exit date is entered by user

43. Other Issues Crash – call the IT help desk If the application crashes, there is some helpful information to remember when reporting a crash. You may be asked a series of questions to trouble shoot. Your log in access? D0701 Your permissions? District user What you are going specifically? selecting a frequency on a service line What student did this occur? 4587896541