EDPlan: Phase 1 of the Idaho Optional Statewide Electronic IEP System Preparing for Phase 1: Data Requirements Overview January 8, 2019
Introductions Samantha Law Dave O’Leary Special Education Project Manager Policy Advisor Victoria Haverty Implementation Lead www.pcgeducation.com 2 2
Agenda Welcome to Idaho EDPlan! Phase 1 Activities Goal One: Memorandum Of Agreement Goal Two: Implementation Planning Goal Three: Data Set-Up Goal Four: Training Goal Five: Support Goal Six: ISEE Transition Year Reporting Next Steps Questions www.pcgeducation.com 3
Introducing EDPlan to Idaho! We are excited that you are joining us in Phase 1 of the Idaho EDPlan implementation! • EDPlan is a comprehensive special education data management solution used by thousands of school districts across the country to develop Individualized Education Programs (IEPs), manage special education compliance, and improve program outcomes • Key Benefits Include: Intuitive, user-friendly features Customized for Idaho Transfer of data between Idaho EDPlan districts Spanish translation capability Ongoing investment in product by PCG and thousands of school districts nationally Additional modules available beyond core IEP system • Our goal today: Define the activities and schedule for the coming months www.pcgeducation.com 4
Phase 1 District Participation Region 1 • Idaho Department of Juvenile Corrections • Idaho Technical Career Academy • Boundary County School District • INSPIRE Academics Inc. • Coeur d'Alene Charter Academy • Legacy Charter School • Coeur d'Alene School District • Meadows Valley School District • Forrest Bird Charter School • Melba Joint School District • Kellogg Joint School District • Sage International School • Mullan School District • Victory Charter School • Wallace School District • Lakeland School District Region 4 • Post Falls School District • Filer School District Region 2 • Glenns Ferry School District • Gooding Joint School District • Culdesac School District • Kimberly School District • Lewiston Independent School District • Orofino Joint School District Region 5 • Palouse Prairie Charter School • Bear Lake School District • Potlatch School District • Rockland School District • Salmon River Joint School District Region 6 Region 3 • American Heritage Charter School • Basin School District • Blackfoot Community Charter/Bingham Academy • Caldwell School District • Blackfoot School District • Compass Public Charter School • Fremont County Jt. School District • COSSA • Idaho Science and Technology Charter School • Council School District • Emmett School District • Future Public Schools www.pcgeducation.com 5
EDPlan Phase 1 Implementation Goals Implementation ISEE Support MOA Data Set‐Up Training Planning Reporting • Scheduled • Week of • Ongoing • Dedicated • Signed by • Create with PCG March 4 th Districts Initial files throughout ISEE by January Trainings implement Reporting no later by January 18 th 22 nd than will be held ation and scheduled • Final test March 1 st regionally subsequent in February due by usage • Drop In February 18 th WebEx sessions beginning January 18 th www.pcgeducation.com 6
First Things First Goal One: Memorandum of Agreement • Phase 1 participation will require a Memorandum of Agreement (MOA) between the LEA and SDE, outlining the relationships between LEA, SDE, and PCG with respect to EDPlan • The MOA is being finalized by SDE and will be sent to you via email in the next two weeks • SDE will schedule and hold a Webinar to walk participating districts through the document • The MOA will need to be executed by March 1 st in support of the Phase 1 launch www.pcgeducation.com 7
Goal Two: District Implementation Planning Calls • PCG will reach out to LEAs to develop a LEA-specific implementation plan • All calls will be held by January 18, 2019 • Best practice processes for data imports, training, and support will be discussed along with any LEA specific circumstances related to district resources • Plans for entering district user data will be established • Import functions are available as well as manual entry by the district project manager www.pcgeducation.com 8
Goal Three: EDPlan Data Set-Up PROJECT GOALS: 1. LEA uploads initial data file with all current, core compliance dates and events. 2. LEA provides an ongoing nightly student enrollment data file update from the LEA’s Student Information System (SIS) to EDPlan. Benefits include: • System users are able to access the compliance alerts beginning day one of system use • Data integrity maintained as duplicate data entry is reduced and/or eliminated • Student records readily available in EDPlan for referral Secure File Ongoing Data Transfer EDPlan from LEA’s SIS Protocol (SFTP) www.pcgeducation.com 9
Goal Three: EDPlan Data Set-Up (continued) Initial Data File Upload • This file will be imported into your EDPlan site one time using data from the district SIS system as well as the current IEP system (if applicable) • File will include currently enrolled Special Education Students, including: • Initial Referral Date • Initial Eligibility Date and Disability Category • Initial IEP Date • Current Eligibility Date and Disability Category • Current IEP SIS Initial Student EDPlan Data Load File IEP System www.pcgeducation.com 10
Goal Three: EDPlan Data Set-Up (continued) Ongoing Nightly File Upload • This file will be loaded into your EDPlan site nightly utilizing the Secure File Transfer Protocol (SFTP) site provided by PCG • All currently enrolled students (General Education and Special Education Students) • Student Personal Information • Current School and Grade information A Parent/Guardian demographic file can also be uploaded on a nightly basis and is recommended but not required Nightly Student EDPlan Enrollment Data SIS File www.pcgeducation.com 11
Goal Three: EDPlan Data Set-Up (continued) Data File Import Specification Sample www.pcgeducation.com 12
Goal Three: EDPlan Data Set-Up Alternatives The Idaho EDPlan project team realizes that each LEA may have different technical resources available to produce student data import files. Support will be available to assist LEAs based on individual needs as determined through the implementation planning calls LEAs concerned with meeting the EDPlan Data requirements have other options, including: 1. Manually create a student file to load into EDPlan (instead of automated script), and a) Manually load students file to SFTP b) Manually load students file to EDPlan 2. Create and load a student file from the SIS less often than nightly 3. Manually enter student information into EDPlan (instead of imports) www.pcgeducation.com 13
Goal Three: Data Set-Up Timeline Due By Task January 18 th 2019 PCG to facilitate Implementation Planning Call with each LEA January 21 st 2019 PCG to provide log in information to SFTP site to LEA IT Manager and EDPlan Project Manager January 22 nd 2019 LEA to create first round of student import files for testing February 1 st 2019 PCG will test the first round of student import files and send the LEA a list of any errors identified February 8 th 2019 LEA will update the first round of student import files to address all errors identified by PCG during testing February 13 th 2019 PCG will retest to confirm the errors have been corrected *This process will continue until file is 100% correct February 18 th 2019 LEA will make final edits to the import files to account for recently completed IEPs and Evaluations www.pcgeducation.com 14
Goal Four: Phase 1 EDPlan Training PROJECT GOAL: Phase 1 LEAs will transition all district Special Education staff to EDPlan during March 2019 • To support this transition, regional trainings will occur during the first two weeks of March • These trainings will be provided to the following user groups: • LEA EDPlan System Administrators (1-2 Staff per district) • These are the staff who will learn how to manage the LEAs EDPlan site • LEA EDPlan Trainers (1-2 staff per school building) • These are the staff who will become experts on EDPlan and support your systemwide user training • Once users are trained, all new eligibilities and IEPs going forward should be created in EDPlan www.pcgeducation.com 15
Goal Four: Phase 1 EDPlan Training (continued) • Trainings will occur within the North, Southwest, and East Regions • Regional training dates, times, and locations are being finalized and will be communicated to all participating districts by the end of January • Each training session is 4 hours long and includes both lecture and hands on practice time • All trainings will allow users to practice with their LEA specific student data that will be imported with the initial student data file upload • Administrator trainings will occur at a separate time than End User training to allow Administrators to access both curricula if desired www.pcgeducation.com 16
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