1. 4/25 or 28/2011Early On Spring Data Cleaning 1 Spring Cleaning for Your Early On Data EOTTA Webinar April 25 and 28, 2011 Presented by Allan Knapp and Mary Schrader Interagency Information Systems (IIS)

2. 4/25 or 28/2011Early On Spring Data Cleaning 2 Schedule for MI-CIS June 2011 Collection Count day is Thursday, June 30 Must be CERTIFIED by 4pm Friday, July 29 Early On Active and Exited children Detail Reports available as soon as data submitted Data Portrait draft ready by August 12 June 2011 data will be used for Special Ed Indicator 12 spreadsheet AND for APR indicators 1, 7, 8a

3. Changes Coming – 1 MI-CIS will be the site for June 2011 and December 2011 collections The Michigan Student Data System (MSDS) may be the collection site starting in June 2012, more likely in December-ish 2012 MSDS successfully collected annual Special Education data last fall (good) Early On impact: likely minor 4/25 or 28/2011Early On Spring Data Cleaning 3

4. Changes Coming – 2 MSDS is planning a “Combined Collection” for fall 2011 for General Collection Special Education Supplemental Nutrition Planned Date = First Wednesday in October Early On Impact: MSDS Early On collection delayed (see Change – 1) 4/25 or 28/2011Early On Spring Data Cleaning 4

5. Changes Coming – 3 Changed Special Ed regulations are now out for public comment Under age 2.5, there is only an IFSP Children continuing with Special Ed services after age three must have an IEP by their third birthday. Early On impacts: All Special Ed children under age 2.5 will be in Early On; MICIS Notification screen will be more useful. More details expected 4/25 or 28/2011Early On Spring Data Cleaning 5

6. Changes Coming – 4 The official counts for Indicators 1,7,8a will come from the June 2011 collection The MI-CIS counts will replace part of the Self Assessment process in the Annual Application The December 2010 collection provided a Trial run for gathering and reporting the Indicator 1,7,and 8a data. Impact: Some must do the entry work! 4/25 or 28/2011Early On Spring Data Cleaning 6

7. See Dec 2010 handout P1 4/25 or 28/2011Early On Spring Data Cleaning 7

8. See Dec 2010 handout P2 4/25 or 28/2011Early On Spring Data Cleaning 8

9. Some APR Feb 2012 Data Captured in December 2010 See the left side 618 columns in the Early On Summary Counts handout ACTIVE child records captured for Indicator 2 – Natural Environment Indicator 5 – Child Find Birth – 1 Indicator 6 – Child Find Birth – 3 Ind 2 is final; Ind 5 and 6 percent might change if new (2010) Birth data available 4/25 or 28/2011Early On Spring Data Cleaning 9

10. Other Feb 2012 APR Data will be captured in June 2011; Trial Run in December Indicators 1,7,and 8a will use the period 7/1/10 – 6/30/11. We can see partial data from December – the right side columns in EO Summary Counts The Indicator 1,7,and 8a counts on the following pages will NOT match the December Data Portrait; they are a subset. 4/25 or 28/2011Early On Spring Data Cleaning 10

11. APR Data Trial Run in December All three Indicators 1,7,and 8 are compliance – you SHOULD have 100% on each Low percents on the handout are a WARNING to you – clean up your data and correct how you do things! Some of you have three high numbers – Congratulations! Keep it up! 4/25 or 28/2011Early On Spring Data Cleaning 11

12. 4/25 or 28/2011Early On Spring Data Cleaning 12 Handout Close Up – Pg 2

13. The Plan for Today Indicators 1,7,8a Review Data Entry Suggest Best Reports to identify missing data Encourage low scorers to DO SOMETHING Indicator B-12 and C-8b,c This Year; Next Year – starting 7/1/2011 See B-12 Webinar May 23 and 26 Q&A; additional webinar May 16 and 18 4/25 or 28/2011Early On Spring Data Cleaning 13

14. Indicator 1 – Timely Service Start This is a compliance indicator – 100% is expected. Late Services are NOT the problem The problem is NOT ENTERING the Actual Start Date for the service This can be corrected for the June count 4/25 or 28/2011Early On Spring Data Cleaning 14

15. 4/25 or 28/2011Early On Spring Data Cleaning 15 Indicator 1 – All options

16. Indicator 1 – Actual Service Start Date Rules Enter Actual Start Data for all NEW services A red NEW label appears on the prog/serv screen the first time a service is offered; trust the red NEW Continuations are not new Only need to enter start date for one if there are two of same service staring same day Only need to worry about NEW services DUE on or after 7/1/2010. 4/25 or 28/2011Early On Spring Data Cleaning 16

17. Program/Services Detail 4/25 or 28/2011Early On Spring Data Cleaning 17

18. Indicator 1 – Due List Reports Two due list reports are meant for current active children See Reports / Early On / Due List Services Actual Start Date Report is a potential entry document Detail Services Start Date Code shows code for all ACTIVE children 4/25 or 28/2011Early On Spring Data Cleaning 18

19. Indicator 1 – History Report Federal PERIOD count report shows ALL children you should be interested in See Reports / Early On / Federal / Period Count Choose period from 7/1/10 – 6/30/11 Group By Service Actual Start Code Check the Unduplicate Count button Review the Missing Service Code group 4/25 or 28/2011Early On Spring Data Cleaning 19

20. Indicator 1 – Fix the Missing Find the child record Go to the Programs/Services screen Click the SHOW ALL button Don’t bother with SECode records Don’t worry if Begin Date prior to 6/1/2010 Don’t worry about Continuation services – (AND remember it is PLAN continuation) Don’t worry if there is no red NEW Call the Help Desk 4/25 or 28/2011Early On Spring Data Cleaning 20

21. Find Service(s) to Update 4/25 or 28/2011Early On Spring Data Cleaning 21

22. Indicator 7 – Timely First Meeting Dates This is a compliance indicator – 100% The December data file did not have accurate Late Reasons, so the actual numbers are a little better than those presented in the EO Summary Counts. The state will look at timely Initial IFSP dates as well as timely First Meeting dates. The APR will only contain First Meeting dates. 4/25 or 28/2011Early On Spring Data Cleaning 22

23. 4/25 or 28/2011Early On Spring Data Cleaning 23 Indicator 7 – All options

24. Indicator 7 – Entry Screen Expectations Indicator 7 is only about Initial IFSPs The Referral Date is the start of the timeline There will be Due Dates for First Meeting Date (45 days) and Initial IFSP Date (60 days) Events happening after a due date mean a Late Reason must be entered 4/25 or 28/2011Early On Spring Data Cleaning 24

25. Indicator 7 – Referral Outcomes Report Reports / Referrals / Early On Referral Outcomes Select Period 7/1/2010 – 6/30/2011 Group By Outcome the BLANK outcomes will rise to the top You probably can’t fix the Untimely outcomes, but it is worth making sure you have the correct Late Reason. 4/25 or 28/2011Early On Spring Data Cleaning 25

26. Indicator 7 – Blank Referral Outcomes Reasons for having a blank outcome No Initial Eligibility IFSP was entered No Late Reason was entered Multiple open referrals are out there Data entry is goofy 4/25 or 28/2011Early On Spring Data Cleaning 26

27. Indicator 8a – Timely Transition Plan Entry This is a compliance indicator – 100% Plans screen – choose the Purpose option = Transition Plan If you have a review which is also a Transition Plan, enter two records Most Common problem is a missing Transition Plan 4/25 or 28/2011Early On Spring Data Cleaning 27

28. Indicator 8a – Timely Transition Plan Rules APR will count children who were active when they turned 33 months old Will exclude exits prior to 33 months Will exclude initial IFSPs after 33 months Timely Transition Plans are held between 27 and 33 months of age Some untimely plans were too early A missing Transition Plan counts as Untimely Transition Plan late reason not tracked 4/25 or 28/2011Early On Spring Data Cleaning 28

29. 4/25 or 28/2011Early On Spring Data Cleaning 29 Indicator 8a – All options

30. Indicator 8a – Transition Plans Report Reports / Early On / Due List / Transition Plan Due List shows plans for children in Snapshot (Active) or Period (Both) Sort by birth date Use the with and without Transition Plan to narrow the search TIP: the report does not label Transition Plans held too early (prior to 27 months). Do a visual scan to see if a later plan is needed. 4/25 or 28/2011Early On Spring Data Cleaning 30

31. What to do NOW Run the reports and make the entries for Indicators 1, 7, and 8a If you have questions, attend another webinar May 16 or 18, whose focus is to review this material and answer questions 4/25 or 28/2011Early On Spring Data Cleaning 31

32. Predicting Upcoming Changes for 8b, 8c, B-12 The following assumes that the new proposed Special Ed regulations will be implemented If not, all bets are off! 4/25 or 28/2011Early On Spring Data Cleaning 32

33. Indicator 8b, 8c – Timely Notification, Conference For the current year, ending 6/30/11, expect Any child who has an IEP by age 3 will count as having had a timely notification and conference Use the Special Ed Eligible check box on the Early On screen. So most Service Areas will have 100% 4/25 or 28/2011Early On Spring Data Cleaning 33

34. Indicator 8b, 8c – Changes beginning 7/1/2011- Rules? The new Special Ed regulations say no IEP until age 2.5 All three transition events must occur between 27 and 33 months of age Transition plan for all EO children Notification for potentially eligible for SE Conference if SE evaluation needed No Notifications until 27 months of age 4/25 or 28/2011Early On Spring Data Cleaning 34

35. Indicator 8b, 8c – Changes beginning 7/1/2011- Impact? A date field will be added to MICIS for Conference Date Dates will need to be in order: Transition Plan, then Notification, then Conference Only Notification Screen entries will be counted for C-8b as well as B-12 Use existence of MSDS IEP for children age 3; compare to count of notifications 4/25 or 28/2011Early On Spring Data Cleaning 35

36. Indicator B12 – Timely Initial IEP for Special Education The June 2011 June collection will once again be the starting point and will use a similar calculation and spreadsheet format as the last two years. The expected change in state Special Ed regulations will likely have an impact starting July 1, 2011 for the February 2013 APR. 4/25 or 28/2011Early On Spring Data Cleaning 36

37. Indicator B12 – Timely Initial IEP for SE- changes? Expect that Notification entry will be required for counting B-12 children Role and use of combined IEP/IFSP check box and the Special Ed Eligible check box will change Tell your Special Ed counterparts about the webinars May 23 and 26 – B12 Entry and Reporting 4/25 or 28/2011Early On Spring Data Cleaning 37

38. 4/25 or 28/2011Early On Spring Data Cleaning 38 Schedule for MI-CIS June 2011 Collection – Reminder Count day is Thursday, June 30 Must be CERTIFIED by 4pm Friday, July 29 Early On Active and Exited children Detail Reports available as soon as data submitted Data Portrait draft ready by August 12 June 2011 data will be used for Special Ed Indicator 12 spreadsheet

39. Early On Spring Data Cleaning 39 INFORMATION – Contact the Help Desk – Interagency Information Systems (IIS) Footprints issue tracking Access through www.mi-iis.com / MICIS Support, orwww.mi-iis.com http://mi-iis.nfpondemand.com/MRcgi/MRlogin.pl?PROJECTID=1 Login with your email address Email support@mi-iis.com opens automatically in Footprints. You need a Footprints login.support@mi-iis.com Toll Free Phone – 866-731-2379 4/25 or 28/2011