Web IEP Administrators and IMS Data Entry Personnel Meeting Notes

1/06/09 10:00 A.M. – 11:00 A.M.

 

 

Question

When a student is being added, could a pop up message appear so the user would be warned that this student isn’t found in IMS?

 

Answer

Yes, that is possible.  We’ll look into this.

 

 

Review by Kirby

When a New Staff is coming on board:

Complete at minimum, in IMS, the following fields on the Staff Demographic screen:

  • AEA
  • Name
  • User Name
  • Password

 

If these fields are completed, the account should move over to Version 5 the next morning.

 

If there are problems, please e-mail Kirby with the names of the staff and he will check this out.

 

The CPC will discuss whether or not an e-mail can be sent to the data entry personnel indicating the outcome of the nightly procedure.

 

 

Question

Will Web IEP reports be developed in Version 5?  If so, what are the timelines?

 

Answer

They are not on the priority list at this time.  That is why Version 4 reports are still available.  Just a reminder that they are using IMS data rather than IEP data.

 

 

Question

If there are two Meeting Notices, the application will print both.  Also, there are some formatting differences between forms.

 

Answer

We cannot duplicate the bug in regard to the formatting at the top of the form.  Until we learn more, we will not be able to get that fixed. 

 

If there are two forms for the student, print only the page you want.

 

 

Question

Are you aware that on the web reports the reports pull data from both IMS and IEP?

 

Answer

Please forward the name of the report to Kirby so he can check on this.

 

 

Question

When will Version 5 be hooked to the web IEP button on the IMS screen?

 

Answer

It is in process. There are several things in process at this time, including the exclude speech from Medicaid in the Parent Consent form and new district-wide assessment codes.

 

 

Question

We have a student move from one district to another.  The receiving teacher submitted an IEP.  The IEP disappeared from the new teacher and appeared on the old teacher.  The new teacher couldn’t access the IEP she created.  The record was not changed in IMS. 

 

Answer

The IEP will appear in Review/Overview in the AEA of the attending building.  As far as new/old district, that is irrelevant.  The building where the services are will determine where the student will appear.

 

Please send the information so Kirby can research.  It may or may not be a bug.

 

 

Question

Teachers are asking for the Goals and Summary Report. 

 

Answer

Yes, that report has been requested.  When we had to prioritize items for Version 5, that was one of the reports put aside.  It is likely that this report will not be part of Version 6 due to emphasis of getting the IFSP programmed.

 

On a related note…the only items developed for Version 6 will be Required Items.  Required items relate to data that must be collected. At this time, there are about 5-6 required items that will be programmed in Version 6

 

 

Question

On Staff Demographic screen, the changes in departments or assignments occurred overnight.  Is that the same overnight function that moves accounts from IMS to Version 5?

Answer

The change in services or departments is not an overnight function.  When you change the menu or access level in the Staff Demographic screen, those changes values in Version 4.  To change in Version 5, you have to change the screen in Version 5

 

Changes will not take affect until the consumer logs out and logs back into Version 5

 

Question

Are there any plans to get the new FBA and BIP into Version 5?

 

Answer

The new forms will be available in Version 6.

 

 

Question

When we upload files, sometimes wrong files are uploaded.  Can we remove files that have been uploaded?

 

Answer

That is governed by the Delete Uploaded Files permission. 

 

Also, there was a bug that was fixed.  If a file can’t be accessed, it has to do with the naming of the file.  The quickest fix is to delete the file and then to upload it again.  Contact Kirby if there are problems.

 

Encourage staff to only use number or letter characters when naming files.    Avoid other characters and especially “:” and “/”, in file names.

 

 

Review by Kirby

Consider using the EER (Word document) to compose the text.  The document can be uploaded to a student’s IEP or the text can be copied and pasted from the Word document into the on-line form.

 

 

Question

On the topic of EER, trying to add extra areas of concerns seem to be a problem.  Any solution other than using the Word document.

 

Answer

What Toni has said in the past is that you should rarely use more than 4 areas of concern.  It takes just 1 area of concern to establish eligibility.  The areas of concern are becoming too specific.

 

When OT and PT are areas of concern, combine them into Motor Concerns.  We can add areas of concern later, but it will be 2 years out.  For now, be creative.

 

 

Question

Have there been any reports of people having problems with the BIP saving?

 

Answer

It could be that during the 2 hours, there are problems with the one of the various components that make for a successful connection.  These include the consumer’s Internet connection and server.

 

 

Question

Is there any way that when you type something into the application, it saves as you go?

Answer

It is programmatically possible.  However, a change such as this will impact server performance tremendously. 

 

 

Question

When will the Authorization of the Exchange of Information be adjusted?  It shows the right number but when they print it goes back to 0.

 

Answer

A problem with this form was fixed the other day; give Kirby a specific instance so it can be researched and fixed.

 

 

Review by Kirby

If you want to give us some feedback on how often you want this kind of session, that would be appreciated.

 

 

 

This is the end of the meeting notes.