Welcome! Federal/Early Head Start Reporting Training Webinar May 8-10, 2012 Conference Call # 1-888-998-2663 Passcode: 6349246 If you have any problems dialing in to the call or logging in to the webinar, please contact Nisha Satyanarayana at nsatyanarayana@deloitte.com or (717) 695-5783 1
Agenda Web Ex Overview Head Start Federal Reporting Overview Accessing Provider Self Service (PSS) for SLDS Account Set Up Conversion and data entry into SLDS Upload Template File upload into PELICAN Accessing and Viewing Processing Logs Generating and Accessing the Child Longitudinal Outcomes Report Training Materials Online Help Q&A 2
Web Ex Overview � Cisco Web Ex is a new tool used for conducting webinars, which is very similar to Live Meeting that was used previously The audio information can be found � Features: under the Audio tab – Chat – Polling – Audio/Video The Chat feature allows Participants to chat with the host(s) Participants can take notes and save them 3
Initiative Overview What is this new initiative all about? � Data can now be captured in PELICAN for federally-funded Head Start (HS) and Early Head Start (EHS) providers and the children enrolled in those programs. � This initiative will provide the Office of Child Development and Early Learning (OCDEL) with the ability to better understand the range, access and quality of early childhood programs in the Commonwealth of Pennsylvania. � This initiative will also provide participating HS/EHS providers with access to their children’s 3rd grade aggregate outcomes reports from the PSSAs. What are the highlights? � Providers and vendors will be able to input basic provider and child demographic information into a template and then upload the template into PELICAN. � Providers will be able to access Provider Self Service (PSS) to set up a new user account. This will allow providers to then link to PELICAN for their data uploads. � Child Longitudinal Outcomes Report – A new location report titled the “Child Longitudinal Outcomes Report” will be available to providers. This report will display comprehensive data for children from Kindergarten through grade 3. – Aggregate child outcome data generated in this report will be displayed by location, program and school district. – This report will be generated overnight and will be available as a PDF file. 4
Provider Self-Service (PSS) Overview PELICAN Provider Self Service (PSS) helps early learning and child care providers manage their working relationship with both their clients and the Department of Public Welfare. It allows providers to: � Manage child care certification renewals and applications online � View and update your provider search profile. – This profile is used by parents and members of the public when searching for early learning providers in Pennsylvania. – Keeping your profile up to date helps your location show up in search results when parents look for a provider – The early learning provider search can be found at https://www.humanservices.state.pa.us/compass.web/ProviderSearch/pgm/PSWEL.aspx � For regulated providers participating in subsidized child care, you can submit your monthly attendance invoice to your CCISs – Reduce paper use, time spent filing, mailing costs – Get access to your invoice at the beginning of each month � This allows you to see the expected schedule of all your subsidy kids ahead of time � You can start entering attendance immediately instead of waiting till the end of the month – Receive electronic notification of any enrollment or co-pay changes. You’ll no longer have to wait for the enrollment summary to get to you in the mail. – Receive electronic copies of your payment summaries. – And much more! � Provider Self Service also serves as an information hub, providing links to a variety of early learning sites around the Web. A user guide for PSS is located on the PSS Home Page , by clicking on the “Learn about Provider Self Service” link. 5
Accessing PSS Logging into PSS for Providers that are not current PELICAN users � What is the State Longitudinal Data System (SLDS) role? o Allows Federal HS Providers access to ELN via PSS for data upload � Complete New User Registration Process and a Keystone ID is provided o Registration instructions are provided in the Provider Self Service Guide located on the PSS Home Page o The Keystone ID will be approved at the Head Quarters level If you currently participate in PELICAN PA Pre-K Counts or the Early Learning Network you should already have a “b-“ user ID. Your existing user ID can be set up to allow you to access Provider Self-Service. Contact the ELN helpdesk at 1-877-491-3818 and give them your current ID. 6
Managing PSS User Roles The first user for each Master Provider Index (MPI) will be given the “LE Supervisor” role to manage access for other users under their legal entity. � To complete the registration process, log into PSS from the Home page and select the Access SLDS Upload link under the Manage Provider Data section � Enter your Tax ID and MPI and continue, this will submit your registration for SLDS specific approval. Approval will be received via e-mail � All other requests for access under this Tax ID and MPI will be given by the LE Supervisor 7
Managing PSS User Roles The “LE Supervisor” will now manage all other users that register under that legal entity. � Click the Manage Users link on the home page � Click Select next to the desired user � Select the check box to give access to the SLDS role and select which locations under the Legal Entity the new user will be associated with 8
Access SLDS Upload � From the PSS Homepage, click “Access SLDS Upload” link � Directs users to the PELICAN system � Log in using your Keystone ID 9
PKC/ELN Landing Page Click [UPLOAD CHILD DATA] Note : this view is for a user who only has the SLDS role. An existing PELICAN user with this role added would see everything they normally see in addition to upload child data. Press [GO] next to the Upload option 10
Upload Templates Users will be provided with a template that data will be entered into prior to upload. There will be two files provided; an SLDS Upload Template and an SLDS Upload Template Format. Steps to convert the files: 1. Save both files to your computer 2. Open the SLDS Upload Template (Microsoft Excel) file 3. Select the Data tab on the Excel ribbon 4. Click the From Other Sources dropdown and select From xml data import 5. Select the previously saved SLDS Upload Template Format file and click [OPEN] – This action will map the two files together – Other important notes: � There are 4 tabs at the bottom of the SLDS Upload Template; Tip Sheet, XML Template Import, Key Values and Upload Formats. The Key Values are very important to correctly entering the child data. There are values that must be entered in the correct format, i.e.- gender, ethnicity, etc. These data elements have corresponding numerical values that must be entered. 11
Upload Templates Important! There are 4 tabs on the SLDS Upload Template � Tip Sheet : will display the “SLDS Data Input and Conversion Tip Sheet” for a quick reference on the steps to input data � Upload Field Formats : displays a list of the column abbreviations, full column names, whether the column is mandatory, if the column has a “key value” and an example of how each data field should be formatted � Key Values : displays the characters (alpha or numeric) for certain data fields, such as race, gender, ethnicity, etc. � XML Import Template : displays a blank Excel sheet until the SLDS Upload Template Format is imported. This tab is where all data should be entered. 12
SLDS Upload Template (Key Values) File after .xml import Example: Two blue pre-formatted rows are imported, but can be deleted if not needed and/or additional rows can be added File after data is entered For example, note the Key Value for Ethnicity. 13
SLDS Upload Template (Upload Formats) File after data is entered Example (cont.): Upload Field Formats tab 14
Excel Tips Saving the new file: After the data has been entered into the Excel file, it must be saved as an .xml file in order to be uploaded into PELICAN. The file must be given a name and saved to your computer. (see Captivate Simulation for more details) � The file name should be something related to the data entered, such as location, date, etc. � Remember where the file has been saved. It is recommended to create a folder for the upload files and save all like files in the same folder. Adding/Deleting rows in the file: After the import process, the Excel file will have two pre-formatted (blue) rows. � To add additional rows; press Tab at the end of the last row OR click in a data filled cell and drag the mouse down. � To delete rows, right click in the far left column of the row to be deleted and select the Delete option. 15
Upload Child Data Click the [BROWSE] to select the .xml file to upload and then click [UPLOAD] Once the files are successfully uploaded, they will display in the Process Log Inbox 16
Process Log Inbox Every file that is uploaded will display in the Process Log Inbox. To view the Process Log, click [VIEW]. The Status column will indicate whether the files have been uploaded successfully or not. If there is a failure, the Exception column will explain why the file was not uploaded. The file must be fixed and uploaded again. 17
Recommend
More recommend
