Lawrence R. Fine, M.Ed. Special Education Program Director Bi-County Collaborative

The SEMStracker IEP Web-based Management System is a highly accurate, multi-purpose IEP Development and Management System. However, the system is only as accurate as the data being input into the system How can we make this system a viable and valuable tool that those involved with its use see as worth their time and effort?

 A structured, standardized plan must be developed and implemented by ALL Collaborative staff members involved in the process.  Developing and implementing this plan is the problem that I intent to solve.

 The Semstracker IEP development and management system has significant capabilities to provide highly accurate and informative data collection reports. However, the data being input by organization staff is not being input and managed in a consistent and standardized manner.  Every Staff Member in the Collaborative will benefit significantly with the standardization of this management system but there is currently no way to control standardized input.

 The relationship between the teachers/itinerants that are inputting the data and central office staff and administrators that are acquiring and analyzing the data is closely aligned.  Both the teachers/itinerants and the administrators have much to gain from the accuracy of the data being input and analyzed. The problems being acknowledged are problems that have to do with the standardization of the data and the accuracy of the data being input.  Neither staff nor administrators have any problems with the goal of the project.

 The relationship between the teachers/itinerants that are inputting the data and central office staff and administrators that are acquiring and analyzing the data is closely aligned.  Both the teachers/itinerants and the administrators have much to gain from the accuracy of the data being input and analyzed.  The problems being acknowledged are problems that have to do with the standardization of the data and the accuracy of the data being input. Neither staff nor administrators have any problems with the goal of the project.

 The three general categories of resources are identified as money, people and knowledge. Fortunately the money aspect of this project is not at issue.  In fact the money is already being spent without the benefit of a management report system that is useful and accurate. Therefore, the other two areas of acquisition are people and knowledge.  Again, the strength of this project lies in the ability of the people to access the information and knowledge they already possess and utilize those resources at their disposal to develop a viable and accurate reporting system that will benefit the very individuals that are the stakeholders in this project.

 My proposed strategy is to meet with all the stakeholders and clearly express the importance of this standardized system and how their acceptance and commitment to the process will actually make their jobs both easier and more beneficial to the organization.  The research I have done shows that given accurate information, the process will be streamlined, the data will be much more accurate and therefore more useful, and the system will eventually become a self-managing tool that will provide information that will assist all the stakeholders in doing a more competent job of IEP development while allowing for more accurate use of resources and staff.  The evaluation plan will be the actual reports themselves. It will be clear to every individual stakeholder that with a 100% accuracy rate, the reporting system and the management of resources will be clear and concise. The 100% accuracy potential is quite realistic since the reporting system itself will identify any missing information and who is responsible for the information.

 BI-COUNTY COLLABORATIVE  SEMSTRACKER CHECKLIST   STUDENT NAME:___________________________ TEACHER NAME:__________________________   The following areas must be completed as part of each IEP. This checklist is not all-inclusive and does not change how you develop IEP’s. These areas are required in order to provide Management Reports and accurately manage an IEP’s response status.   Place a check next to each area to insure completion of the required areas.   _____ Administrative Data Form – Page #1  Status  District Contact Name  Date of Meeting  Type of Meeting  Form Next Scheduled annual review  Next Scheduled 3-year eval.   _____ Management Information – Page #2  LEA  Primary Disability  Program Months (10 or 12)  IEP From: & To:   IEP Section of SEMS Tracker   _____ Page 1  Form Date  Form Status  IEP From: & To:   _____ Services Pages (Service Delivery)  Grid:  Focus on Goals #s:  Type of Service:  Type of Personnel:  Start Date:  End Date:  Frequency/Duration:  Total Hours:  Service Provider: Rev:

STUDENTS BYGRADE LEVEL ON IEP Only 7 students without Grade Level Recorded on IEP (3.3% error rate)

 What will we do to keep things going?  Let’s look ahead……..

 Over time, the project will be extended to all new hire individuals through yearly training events and mentoring from experienced staff members. Yearly IEP development will allow for constant revisions, additions and deletions that will maintain product integrity and report accuracy.  Through in-service presentations and professional development activities, newly acquired information will consistently be communicated and disseminated throughout the organization in ways that will insure standardized input and a common understanding of the need for accurate reports and the significant benefits to the stakeholders.

 As Team Leader of this project, I expect to continually refine and streamline the process of data management reporting in ways that will foster positive results and therefore positive efforts on the part of my staff.  Staff will be provided with timely and ongoing report presentations where they will be able to view and acknowledge that their efforts are resulting in significant improvements in IEP development, student performance, program functionality, staff management, data collection, report generation and evaluation as well as positive organizational growth.

 Ownership of the participants is essential to the success of this project.  Providing staff with opportunities to provide input and participate in the development process is key to getting staff on board and insuring successful implementation.  Opportunities to SHOW how staff efforts are truly resulting in report and management improvement is essential to an overall on-going commitment to the system

THAT’S IT FOR NOW Thanks a lot…..