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Using H.E.L.P. on a Network Report Solutions Inc. 435 West Broadway Centralia, IL 62801
H.E.L.P. can be installed to Local Area Network Terminal Server Local Hard drive
Local Area Network H.E.L.P. is installed to file server Local workstations are attached to the database on the file server Users log on to the Network and all data is saved on the file server Everyone works in the same database and on the same forms
Advantages File servers are usually configured for automatic backups. Users print to local printers. Users can see IEPs for all students in the database. The teachers and related service staff can complete parts of the IEP Student information is consistent from user to user and does not have to be re-entered by each user.
Does H.E.L.P. look different on a Network? NO H.E.L.P. looks and works exactly the same whether on a standalone or Network Network connectivity can affect the speed If the network goes down, you will not have access to H.E.L.P. program
Decisions Do you want one database for the district? –Do you frequently have students move from one building to another? –Do you frequently have students move from one program to another? Do you want one database for each building? –Will there be a large number of students in the database?
How does it happen? H.E.L.P. is installed to the file server as either an empty or sample database H.E.L.P. Databases from each users standalone computers are imported into the file server (Network version) of H.E.L.P. IF two or more teachers have the same student in their standalone database, there will be duplicates –If teachers used the same ID number, there will be duplicate IEP forms –If teachers used different ID numbers for the same student, the student will appear more than one time in the database.
Next… Clean up your database Before your database is exported from your standalone computer, delete duplicate records –Delete blank IEP forms –Only retain the most recent form(s) for each student –Delete any duplicates, especially Conference Summary Report –It is best to have only one of each form except for the Goals and Objectives/Benchmarks form. There may be multiples of these due to different goal areas to meet the needs of the student –Clean up your Z-loads
Z-load Database Clean up Go to the Main Menu and select System Maintenance Then Select Customized Tables. Go through each z-load and delete duplicate and unnecessary data
Z-Load: IEP Short Term Objectives Review the z-load IEP Short Term Objectives. This z- load contains your library of goals that you use to click in to the form Goals & Objectives/Benchmarks through the Quick Selection option. Look at each of the Goals by using the binoculars (search) icon. Present LevelsCheck to see if something has been keyed into both the Present Levels of Performance and the Goal Statement fields. If either one or both are blank, key in pertinent information for the field. This is important when export is done from your database. If there is no data in either or both of these fields, export of the data will be impeded and data could be lost.
Z-load IEP Short Term Objectives While in the z-load IEP Short Term Objectives set your cursor in front of the statement describing the Present Levels of Performance. Key in your initial in front of the statement. H.E.L.P. automatically alphabetizes the information in each z-load By adding your initials in front of the Present Levels of Performance your library of goals will be grouped together.
Z-load database clean up To find your goals in the co-mingled H.E.L.P. program on the server: 1. Go to the Forms Menu. 2. Select the form: Goals & Objectives/Benchmarks 3. Select your student and begin completing the form 4. Select Quick Selection An overlay will appear. 5. Key in the first letter of your initials in the Search line. You will go directly to your IEP library of goals.
Key in the first letter of your initials in the Search Data line and you will go directly to your IEP library of goals Use the drop down (combo box) arrow to continue searching you goal library.
More Z-Load Clean up Go to the z-load Schools/Districts. Key in your last name or first initial and last name behind the School name in this z-load. This will group your students in the reports menu
Clean up in Client Intake Check each students biographical information to insure that it is the most recent information and that the students full legal name is correctly entered At the Main Menu Select
Click in the information that you just edited from the z-load Schools/District into each of the students information under Serving District
When you have finished the Clean Up of your database… You are ready to run Compact-Repair to finish the clean up process
How to Compact-Repair Close the H.E.L.P. program – You can NOT have the program open to run compact-repair. Do not minimize the program or put it on the task bar, CLOSE IT Go to Start, Programs, H.E.L.P. Version 4.0 Click on: H.E.L.P. Compact-Repair in the extension
Compact-Repair You will see a gray screen In the bottom left corner you will first see ready, then you will see an indicator compacting If you have many records in the database this may take several minutes – be patient When the compact-repair is finished, the program will close.
Export Files After Compact- Repair, open your H.E.L.P. program Go to System Maintenance Menu 2 Export: Select All Information (exports Client Info and Client Forms and Customized Z-loads)
Export and Import Features Simplified Instead of typing in the path, such as C:\temp Click on the Browse button A new H.E.L.P. Browser appears which allows the user to search the computer to find the files and folders on the computer Name your file to be exported (i.e. your name) Export files will NOT fit on 1.44 floppy. A larger storage device is needed (i.e.. USB drive, CD, folder on hard drive, folder on server drive).
After H.E.L.P. is installed on the server… What does each Case Manager need to do?
After the Network Version is set-up each Case Manager will need to examine the data for their students. Look for duplicate students –Use Report Menu – Listing by Student ID Before you delete a student you may need to copy/paste parts of the IEP into other forms If you delete student in Client Intake, Student and ALL forms are deleted Deleting within Forms Menu does not delete the student from the database
Daily Database Cleanup It is best to have only 1 of most forms on a child (excluding Goals & Objectives) in the database The forms should reflect the latest information about the child Instead of starting a new form each time, Edit the previous one. This will keep the reports up to date
Forms Clean-up To Delete duplicate forms: Click on Form –Click on Student name using Search (binoculars) –Click on Trash can and delete the unwanted Form you see on the screen
Yearly Database Clean up At least once a year each case manager should clean up their students files in H.E.L.P. Students who have moved or exited Special Education Programs should be saved (if necessary) and then deleted A good way to check the cleanup is to use the Reports Menu.
Can I group the students in the database to Case Managers? YES In Client Intake, go to Serving District and either: 1.Set the cursor in the field behind the Serving District School Name and type in the case managers last name OR 2. In the z-load Schools/District load the district name information with both the schools name and Case Managers last name This will need to be changed at least yearly.
What to look for: Look for Serving District/School Type Case Manager name behind school name
Add case manager name to the z- load so it can be clicked it in Type Case Manager Name behind the School Name.
Report will group the students to Case Manager
Can I do my monthly attendance on a Network Version? The answer is YES! Attendance can be handled by a designated person(s) (i.e. case manager/teachers) in your district each month Since students are linked to a case manager/teacher in the database (as was illustrated on the previous slides) students will be grouped with the case manager/teacher By entering the Report Menu and selecting Listing by Attendance the districts designated person(s) can generate their own attendance from the Network database. Teachers who service more than one building (i.e. SLPs) will have to print their own attendance from the network denoting their specialty so that the correct Minutes/Week appear in the printout
Arent you glad you have H.E.L.P. ? Both IEPs and Computers have come along way…
QUESTIONS? Dont forget… Our website: com Our phone number: Weve Cooked up an IEP Solution
FAQs about Export and Import H.E.L.P. merges files based on ID number, date, and time H.E.L.P. does not overwrite information that has previously been added to forms It is best to edit old forms so that you have no more than ONE of each form for a student – except Goals and Objectives It is best to give Export file a name other than the default name: Transfer
FAQs about Export and Import H.E.L.P.s Master Table cannot be changed by Import. You must make the changes directly to the Master Table using one of these options: Option 1 – Delete student from Client Intake and then import changes from another source Option 2 – After Import, go to Client Intake, Educational Services and Placement and Conference Summary Report forms and key in changes Related Services and location % of times IN general education classroom and Special Education Number of Special Education minutes EE – Educational Environment