Web IFSP

1. Web IFSP Service Coordinator Presentation February 24, 2010

2. Welcome Housekeeping Introductions Agenda Objectives The Big Picture There will be hands-on time in the training. We would like you to wait to get into your computers until we tells you to log in. We ask that you turn phones off or on silent. Minimize side bars and questions until there is a time for Q & A Write questions on cards/post its so you don’t forget your questions. We have a parking lot for questions that don’t get answered. Lunch - 12:00. There will be hands-on time in the training. We would like you to wait to get into your computers until we tells you to log in. We ask that you turn phones off or on silent. Minimize side bars and questions until there is a time for Q & A Write questions on cards/post its so you don’t forget your questions. We have a parking lot for questions that don’t get answered. Lunch - 12:00.

3. Sailing through the Web IFSP We’re Here to Help! AEA 1 Web Administrators: Julie Tschirgi Sue Schulz Assisting: Mary Jo Nordheim Tiffany Kuhens Rachael Putman Procedures and Process: Joane Amick

4. Morning AgendaFor Service Coordinators Introduction Big Picture - Overview Navigation of the Web IFSP for Service Coordinators Break Key Forms for Service Coordination

5.  Afternoon Agenda for Service Providers and Coordinators Introduction Big Picture - Overview Getting into the system Navigation of the Web IFSP Enter Real Case with your team Evaluation and Assessment Outcome Page Services Page A Quick Look at the rest of the Web IFSP

6. Objectives for the Day Participants will: Begin to learn how to use the Web IFSP Have hands on experience with the Web IFSP Provide feedback to presenters on continued needs, for improving the training, on what questions still exist

7. Big Picture - Overview Charting Our Course Joane Amick Early ACCESS Regional Coordinator We have built an Early ACCESS interagency system and will continue our collaboration. One of the benefits of the web based IFSP is that it makes it easy for everyone to access the IFSP and make their own entries. This will be the expectation for our staff. We have built an Early ACCESS interagency system and will continue our collaboration. One of the benefits of the web based IFSP is that it makes it easy for everyone to access the IFSP and make their own entries. This will be the expectation for our staff.

8. Service Coordinators forRegion 1 AEA ECSE Teacher Consultants OT/PT when they are the only service provider Vicki Berger, SLP; Zondra Foster, hearing itinerant; Marti Andera, nurse practitioner Child Health Specialty Clinics - Drug Affected, Preemies, Medically Fragile Visiting Nurses Association - lead exposed, no developmental delays We have just updated the list of service coordinators and service providers with their contact information on the Early ACCESS website. Note: Prior to now AEA has had sole proprietorship of IMS and the web IEP added users from the LEA staff. Web IFSP is now expanded to include our community partners (like VNA and empowerment) and signatory partners (DE, DPH, CHSC) We have just updated the list of service coordinators and service providers with their contact information on the Early ACCESS website. Note: Prior to now AEA has had sole proprietorship of IMS and the web IEP added users from the LEA staff. Web IFSP is now expanded to include our community partners (like VNA and empowerment) and signatory partners (DE, DPH, CHSC)

9. Early ACCESS Partners Providing Family Training HAWC Empowerment - Howard, Allamakee, Winneshiek, and Clayton Counties Early Head Start - Allamakee and Clayton Counties Parent Share and Support - Fayette County Parents as Teachers - Delaware County Parents as Teachers - Dubuque County

10. Expectations for Learning Mastery of getting into the system Understanding navigation process Conceptual mastery of data entry versus page entry Mastery of how to add a child to the system Understanding of service coordinator role for access to others and how to set up meeting page Awareness of how to access forms

11. Let’s Get StartedAt the Dock: Structure of the Web IFSP System Julie Tschirgi Co-web IFSP Administrator Sue Schulz Early ACCESS Administrative Liaison Co-web IFSP Administrator ===========================Next slide notes======================== There are a lot of similarities to the the web IEP. Julie and I are going to give you some basics that you need to keep in mind. You will locate the web IFSP information at the same URL as you use for the web IEP. Much like the web IEP, the IFSP program is written to handle the common 85-90% of situations that you’ll run into when writing an IFSP - and like the web IEP there will be times when we need to develop a work around because the system isn’t equipped to do what we want it to. We would suggest that you go to the IowaIDEA.org website and update your subscription for announcements to include the announcements about the web IFSP. We’re going to give you time to do this in a few minutes so please don’t hop on your computers right now. ===========================Next slide notes======================== There are a lot of similarities to the the web IEP. Julie and I are going to give you some basics that you need to keep in mind. You will locate the web IFSP information at the same URL as you use for the web IEP. Much like the web IEP, the IFSP program is written to handle the common 85-90% of situations that you’ll run into when writing an IFSP - and like the web IEP there will be times when we need to develop a work around because the system isn’t equipped to do what we want it to. We would suggest that you go to the IowaIDEA.org website and update your subscription for announcements to include the announcements about the web IFSP. We’re going to give you time to do this in a few minutes so please don’t hop on your computers right now.

12. Similarities to Web IEP Same URL - https://iep.aeaims.org/IDEA_Apps/ Application built for commonalities - 85-90% IowaIDEA.org Update Subscription Quick Reference Guide Passwords Bug Reports Time Out Typing not an activity Log Out Procedures When you select the IFSP tab at the IowaIDEA site you can follow the links to several resources including a Quick Reference Guide in pdf format that you might want to consider downloading to your desktop. This document will also be linked on our agency’s Early ACCESS web page. (DEMONSTRATE) With respect to logging on - you will use the same password that you have for the web IEP system. Like the web IEP system, if you run into “glitches” in the system like the ones we have for the last week or so, you can submit a bug report. You might want to start with your OA, but if a bug report is needed it must come from your computer which will pull additional encoded info with the message. Another similar feature is the 2 hour time out. Like the web IEP typing on the web IFSP is not an activity so you need to SAVE OFTEN. Unlike the web IEP however, moving from screen to screen does not save your work. Finally we want to mention the log out procedures. It is important, like for the web IEP, that you log out of a page rather than simply quitting your browser. Not logging out can result in the page being locked and others will not be able to access the child for data entry.When you select the IFSP tab at the IowaIDEA site you can follow the links to several resources including a Quick Reference Guide in pdf format that you might want to consider downloading to your desktop. This document will also be linked on our agency’s Early ACCESS web page. (DEMONSTRATE) With respect to logging on - you will use the same password that you have for the web IEP system. Like the web IEP system, if you run into “glitches” in the system like the ones we have for the last week or so, you can submit a bug report. You might want to start with your OA, but if a bug report is needed it must come from your computer which will pull additional encoded info with the message. Another similar feature is the 2 hour time out. Like the web IEP typing on the web IFSP is not an activity so you need to SAVE OFTEN. Unlike the web IEP however, moving from screen to screen does not save your work. Finally we want to mention the log out procedures. It is important, like for the web IEP, that you log out of a page rather than simply quitting your browser. Not logging out can result in the page being locked and others will not be able to access the child for data entry.

13. Browsers & Settings Browsers & Platforms Mac OS 10.4 - Firefox 3 Windows 2000, XP, Vista - IE7 or IE8, Firefox 3 Browser Setup (pp 13-19; Ref Guide) Cache, Popups, Print backgrounds Printing - similar features including incomplete data report printing only the pages you need Another similarity are the browsers and settings you can use for the web IFSP. These include Firefox 3 for those of us on Macs, and Internet Explorer 7 or 8 as well as Firefox for Windows 2000, XP, or Vista users. For Mac users you will need a MAC OS 10.4 or newer. We are aware that some of our community partners do not yet have these more current versions for their platforms and we’ll be working on solutions for this. All AEA staff, however, should be be able to access the webIFSP without a problem. Information on set up can be found on pages 13-19 of the Quick Reference Guide that you can download from the IowaIDEA.org website. Good news is that if you’ve been using the webIEP you’re probably set to go. If you have trouble with popups, banks or printing, please see your OA for assistance. We aren’t going to take time during this session to make sure everyone’s good to go. We will demonstrate a feature for many of the pages that let’s you know how many items still need to be completed. However, if you are having difficulty figuring out what needs to be finished, you can select the same Print Incom-plete Data Report as a feature like the web IFSP. You can also select indivi-dual or multiple pages for printing. Some of the forms can only be accessed from the print command and we’ll be explaining more about that as we go. 13Another similarity are the browsers and settings you can use for the web IFSP. These include Firefox 3 for those of us on Macs, and Internet Explorer 7 or 8 as well as Firefox for Windows 2000, XP, or Vista users. For Mac users you will need a MAC OS 10.4 or newer. We are aware that some of our community partners do not yet have these more current versions for their platforms and we’ll be working on solutions for this. All AEA staff, however, should be be able to access the webIFSP without a problem. Information on set up can be found on pages 13-19 of the Quick Reference Guide that you can download from the IowaIDEA.org website. Good news is that if you’ve been using the webIEP you’re probably set to go. If you have trouble with popups, banks or printing, please see your OA for assistance. We aren’t going to take time during this session to make sure everyone’s good to go. We will demonstrate a feature for many of the pages that let’s you know how many items still need to be completed. However, if you are having difficulty figuring out what needs to be finished, you can select the same Print Incom-plete Data Report as a feature like the web IFSP. You can also select indivi-dual or multiple pages for printing. Some of the forms can only be accessed from the print command and we’ll be explaining more about that as we go. 13

14. Login Screen Use the same username and password you use for the Web IEP. (Community Partners - Will be given usernames at the training.)Use the same username and password you use for the Web IEP. (Community Partners - Will be given usernames at the training.)

15. Main Menu You’ve been able to set a default, but since web IEP was what you were using we didn’t really cover this in web IEP training. Now we have the web IFSP option. If you primarily work in Early ACCESS forms, you can choose the IFSP default. This results in the web IFSP being the first choice in your applications and the tab which you’ll want to click on in order to access your child lists. You’ve been able to set a default, but since web IEP was what you were using we didn’t really cover this in web IEP training. Now we have the web IFSP option. If you primarily work in Early ACCESS forms, you can choose the IFSP default. This results in the web IFSP being the first choice in your applications and the tab which you’ll want to click on in order to access your child lists.

16. All Hands on Deck Activity - 10 Minutes IowaIDEA.org Set up notification Find IFSP supportive documents Log In Set default 10 minutes max! We’re going to give you a few minutes to go to the IowaIDEA website and the splash page for the web IEP to become familiar with the items we’ve just shared. 10 minutes max! We’re going to give you a few minutes to go to the IowaIDEA website and the splash page for the web IEP to become familiar with the items we’ve just shared.

17. Caseload Currently, your Caseload Page/Child List will look much like this one - without the red box - until you have a new referral or add children. Service Coordinator will see Caseload, Child List and Intake. You will not see Coordination as a menu choice unless you have add child permissions. Service Provider will see “child list” (for the children for whom they have been identified as the provider) The level of permissions is similar to the web IEP. You see those features that you need to. If you feel that you do not have a permission that is necessary for your work, please contact your office assistant. Currently, your Caseload Page/Child List will look much like this one - without the red box - until you have a new referral or add children. Service Coordinator will see Caseload, Child List and Intake. You will not see Coordination as a menu choice unless you have add child permissions. Service Provider will see “child list” (for the children for whom they have been identified as the provider) The level of permissions is similar to the web IEP. You see those features that you need to. If you feel that you do not have a permission that is necessary for your work, please contact your office assistant.

18. Intake Entered by Office Assistances at AEA,Lead by VNA - Meghan Wolfe, CHSC - Rae Miller  The Office Assistants assigned to IMS will enter the intake into the web IFSP system and assign the service coordinator according to our current office procedures. Lead referrals intakes are entered by Meghan Wolfe, VNA. She will assign the service coordinator. AEA office assistance will enter all other intakes and assign service coordinator. If service coordinator is going to be from CHSC, she will indicate the agency and then Rae Miller will assign the service coordinator. In our region, that would be Janis Breitsprecher. Intake/referral information will be auto-filled to the Family Information Page. It is important to note that if the intake page requires editing, you must do so using the information initially entered for birthdate and name. It may be corrected once you get to the referral info page. For example, if a child was previously entered with the incorrect spelling of name – select “edit intake” and type the same incorrect spelling. Then, change the information to the correct spelling on the referral page. Please note, however, that any changes to names and birthdates needs to be reported to the IMS data entry personnel. They will follow up to ensure that all student records are merged. You may also see that in some cases, that someone you team with does not have Edit Intake privileges. If this is the case and you note a birthdate or name that is in error, contact your IMS data entry person. The Office Assistants assigned to IMS will enter the intake into the web IFSP system and assign the service coordinator according to our current office procedures. Lead referrals intakes are entered by Meghan Wolfe, VNA. She will assign the service coordinator. AEA office assistance will enter all other intakes and assign service coordinator. If service coordinator is going to be from CHSC, she will indicate the agency and then Rae Miller will assign the service coordinator. In our region, that would be Janis Breitsprecher. Intake/referral information will be auto-filled to the Family Information Page. It is important to note that if the intake page requires editing, you must do so using the information initially entered for birthdate and name. It may be corrected once you get to the referral info page. For example, if a child was previously entered with the incorrect spelling of name – select “edit intake” and type the same incorrect spelling. Then, change the information to the correct spelling on the referral page. Please note, however, that any changes to names and birthdates needs to be reported to the IMS data entry personnel. They will follow up to ensure that all student records are merged. You may also see that in some cases, that someone you team with does not have Edit Intake privileges. If this is the case and you note a birthdate or name that is in error, contact your IMS data entry person.

19. Reason for Referral While the Office Assistant enters the Intake form, there may be times when you want to know the reason for the referral. The reason for referral will only be displayed on the Referral Intake page. To view the Intake page (reason for referral), you can go to the print menu, select Print Preview and the Intake form. You’ll learn more about printing options as we go along, but it is important to note that your access to some forms is only through the Print process. That process will be described later in the ppt.While the Office Assistant enters the Intake form, there may be times when you want to know the reason for the referral. The reason for referral will only be displayed on the Referral Intake page. To view the Intake page (reason for referral), you can go to the print menu, select Print Preview and the Intake form. You’ll learn more about printing options as we go along, but it is important to note that your access to some forms is only through the Print process. That process will be described later in the ppt.

20. IMS Data Entry Staff  Assign Service Coordinator Office Assistants will assign a Service Coordinator according to our current office procedures on this screen - one they have access to in their permissions but that you most likely won’t see. From this screen a child can also be transferred to a new SC. Contact the office assistant in writing and provide a reason for transferring a child to another Service Coordinator if that’s needed. (email is sufficient)Office Assistants will assign a Service Coordinator according to our current office procedures on this screen - one they have access to in their permissions but that you most likely won’t see. From this screen a child can also be transferred to a new SC. Contact the office assistant in writing and provide a reason for transferring a child to another Service Coordinator if that’s needed. (email is sufficient)

21. “You’ve got mail” Once a Service Coordinator has been assigned, the system will send the new SC an email. It may be a good practice to check your caseload daily to see if you have a new child. The “New” at the top of your caseload list, lets the SC know that she has a new referral (As I stated a moment ago the system will also generate an email to let you know this). It is important that we do NOT abandon current and common sense practices like communicating with team members (e.g. when you are going to identify them as a potential provider). Therefore a copy of the intake form will still be placed in the service coordinator’s box. Note: The new cases are marked with an asterisk by the last name. Once a Service Coordinator has been assigned, the system will send the new SC an email. It may be a good practice to check your caseload daily to see if you have a new child. The “New” at the top of your caseload list, lets the SC know that she has a new referral (As I stated a moment ago the system will also generate an email to let you know this). It is important that we do NOT abandon current and common sense practices like communicating with team members (e.g. when you are going to identify them as a potential provider). Therefore a copy of the intake form will still be placed in the service coordinator’s box. Note: The new cases are marked with an asterisk by the last name.

22. “Add Child”Completed by Office Assistants The “Add Child” feature is used when entering existing cases (these children are currently in IMS). Right now we have given permission only to the OAs to add a child. When a child is added, the name and birth date must be accurate. This is another reminder, to ask the parent how child’s name is spelled on birth certificate to ensure accuracy when you are doing initials. We are assuming the names and birthdates we currently have in IMS are accurate. If you are wanting to work on a periodic or annual and the child has not yet been added to the system, visit with your IMS data entry person. Again, we can’t say this enough - be sure the IMS data entry person has the correct name and birthdate even when requesting that they add a student. We will also ask IMS folks to double check rather than simply add from the info you have provided. The “Add Child” feature is used when entering existing cases (these children are currently in IMS). Right now we have given permission only to the OAs to add a child. When a child is added, the name and birth date must be accurate. This is another reminder, to ask the parent how child’s name is spelled on birth certificate to ensure accuracy when you are doing initials. We are assuming the names and birthdates we currently have in IMS are accurate. If you are wanting to work on a periodic or annual and the child has not yet been added to the system, visit with your IMS data entry person. Again, we can’t say this enough - be sure the IMS data entry person has the correct name and birthdate even when requesting that they add a student. We will also ask IMS folks to double check rather than simply add from the info you have provided.

23. Key Points of Caseload View Service Coordinators menu includes “view case load” Service Providers menu includes “child list” Service Coordinator providing a service will see both lists “New” indicates a new referral An email will also accompany the referral alert Don’t abandon current and common sense practices around communicating with team mates Service coordinators will see a menu that includes “view case load”. Once we get to full implementation (probably a date between July and October) rosters from IMS will no longer be printed. Instead, you will keep track of your children through the view caseload option. For service providers only like our SLPs and community partners, their menu has a “child list” but no “view case load.” For those of you who do both roles you’ll see both the case load and the child list. When a new referral is entered by the IMS data entry the child’s name will appear on your caseload list as “New” An email is also sent - although at the current time we’d like to make sure that the referral process is working so a copy of the intake form will continue to be given to the SC. The Service Coordinator will want to maintain their current system of notifying team members that a referral has come in and their participation is needed. Service coordinators will see a menu that includes “view case load”. Once we get to full implementation (probably a date between July and October) rosters from IMS will no longer be printed. Instead, you will keep track of your children through the view caseload option. For service providers only like our SLPs and community partners, their menu has a “child list” but no “view case load.” For those of you who do both roles you’ll see both the case load and the child list. When a new referral is entered by the IMS data entry the child’s name will appear on your caseload list as “New” An email is also sent - although at the current time we’d like to make sure that the referral process is working so a copy of the intake form will continue to be given to the SC. The Service Coordinator will want to maintain their current system of notifying team members that a referral has come in and their participation is needed.

24. Tips for Navigating the IFSP Let’s talk a little about navigation - Buttons (located at the top & bottom of each screen) include things like Save - Spell Check - and Print Bank “B”: Can be used to store information that is commonly used on IFSPs. This information is linked to the person entering the bank. Lookup field “L”: A non-editable field that contains signatory partner information or other types of lists such as the school district’s name or county listing. There’s a special Agency Lookup “L” found on Intake/Referral, Provider & Exchange of Information. If an agency is not listed that you need contact your Web IFSP Administrator with the contact information and the agency will be added to the list. In some fields there is a “blank” option in the drop down menu, if you need to empty a field. The example on this slide is the Parent Field - you can see that the first line is blank in the pop up menu. This is similar to your calendar program that you use here at the AEA. Let’s talk a little about navigation - Buttons (located at the top & bottom of each screen) include things like Save - Spell Check - and Print Bank “B”: Can be used to store information that is commonly used on IFSPs. This information is linked to the person entering the bank. Lookup field “L”: A non-editable field that contains signatory partner information or other types of lists such as the school district’s name or county listing. There’s a special Agency Lookup “L” found on Intake/Referral, Provider & Exchange of Information. If an agency is not listed that you need contact your Web IFSP Administrator with the contact information and the agency will be added to the list. In some fields there is a “blank” option in the drop down menu, if you need to empty a field. The example on this slide is the Parent Field - you can see that the first line is blank in the pop up menu. This is similar to your calendar program that you use here at the AEA.

25. Navigating Tips (cont.) Unlike the Web IEP, and much like the calendar program we all use, shifting from one screen to the next DOES NOT SAVE. Therefore, each time you start to enter info on a particular screen and you have not yet saved it - the Save button will turn red. It is imperative that you SAVE OFTEN especially on pages like the Evaluation document. In addition, you will access your PRINT commands from various form pages. Please note the Print button.Unlike the Web IEP, and much like the calendar program we all use, shifting from one screen to the next DOES NOT SAVE. Therefore, each time you start to enter info on a particular screen and you have not yet saved it - the Save button will turn red. It is imperative that you SAVE OFTEN especially on pages like the Evaluation document. In addition, you will access your PRINT commands from various form pages. Please note the Print button.

26. Setting SailRaising the Sails First Steps on Forms We have built an Early ACCESS interagency system and will continue our collaboration with all service providers throughout our region. One of the benefits of the web based IFSP is that it makes it easy for everyone to access the IFSP and make their own entries. The following section of information will be the expectation for our staff. We are going to walk through a couple of the forms and are aware that not everyone has a new intake to work on. So, we ask that you watch what we are demonstrating and listen to what we are sharing - with no direct work on your own computers. Then we’ll provide some time for data entry and ask that you gather as groups around the folks who do have a new intake they can work on. We have built an Early ACCESS interagency system and will continue our collaboration with all service providers throughout our region. One of the benefits of the web based IFSP is that it makes it easy for everyone to access the IFSP and make their own entries. The following section of information will be the expectation for our staff. We are going to walk through a couple of the forms and are aware that not everyone has a new intake to work on. So, we ask that you watch what we are demonstrating and listen to what we are sharing - with no direct work on your own computers. Then we’ll provide some time for data entry and ask that you gather as groups around the folks who do have a new intake they can work on.

27. Completing Family Information Alright - most of what we’ve shared with you so far has been background information to assist you with getting started. Now we’re going to move into content that you’ll need in order to write a web based IFSP. Begin by selecting - simply click on on the child’s name - from the caseload/child list to access the family information page. The Family Tab will most likely be the one highlighted when this page opens. On the web the family information does not look like the templates you’re familiar with (see tabs for family info, providers, insurance, etc.) but it will print exactly like you’re used to seeing.This is true of most of the pages you’ll work on in the web IFSP. The web IFSP has been designed for data fields so that if forms themselves change, we don’t have to rewrite the entire program for the change. The data fields will most likely still remain data fields. Much of the Family info page will be automatically transferred from the intake form if one has been done. Alright - most of what we’ve shared with you so far has been background information to assist you with getting started. Now we’re going to move into content that you’ll need in order to write a web based IFSP. Begin by selecting - simply click on on the child’s name - from the caseload/child list to access the family information page. The Family Tab will most likely be the one highlighted when this page opens. On the web the family information does not look like the templates you’re familiar with (see tabs for family info, providers, insurance, etc.) but it will print exactly like you’re used to seeing.This is true of most of the pages you’ll work on in the web IFSP. The web IFSP has been designed for data fields so that if forms themselves change, we don’t have to rewrite the entire program for the change. The data fields will most likely still remain data fields. Much of the Family info page will be automatically transferred from the intake form if one has been done.

28. Key points about the family information page Much of the family information page will be filled automatically if a New Intake form is being done. If the intake page is edited/updated it will not carry forward to the family information page. If “Add Child” process is used, family info will need to be entered. If family information needs to be updated, do this on the Family Info page rather than on the intake form. Once you’ve started the process, making changes on the referral/intake form will not result in updates to other pages like the family info page. For these first IFSPs you are entering - if the child is added through the Add Child process rather than the Intake process - you will need to add the Family Information. The web IFSP does not pull from IMS like the web IEP does. The reason for this is that with the re-write of IMS, more and more info will go directly from the web IFSP and in the future from the web IEP, into IMS. OAs will focus more on data accuracy to ensure that the system pulls in the correct info rather than entering the data themselves. In the meantime, you will have additional info to fill in. Let your OA know if you need assistance with this. If family information needs to be updated, do this on the Family Info page rather than on the intake form. Once you’ve started the process, making changes on the referral/intake form will not result in updates to other pages like the family info page. For these first IFSPs you are entering - if the child is added through the Add Child process rather than the Intake process - you will need to add the Family Information. The web IFSP does not pull from IMS like the web IEP does. The reason for this is that with the re-write of IMS, more and more info will go directly from the web IFSP and in the future from the web IEP, into IMS. OAs will focus more on data accuracy to ensure that the system pulls in the correct info rather than entering the data themselves. In the meantime, you will have additional info to fill in. Let your OA know if you need assistance with this.

29. Family Information Page There are three tabs that you’ll complete as part of the family information page. Some info may already be filled in. For children already in IMS you won’t be able to fill in the Intake/Referral Date. Other information that appears on the tab may be filled out or changed and include: ethnicity (which won’t print out on the page), district of residence and attending district, county, language in the home and the demographic info for adults. To add sibling information you’ll select the add button on the bottom of the Family page. Hit add for as many siblings as needed. Note to self: The Family Information tab does not have the number indicators on Insurance and Provider to indicate information is missing, as other tabs do.There are three tabs that you’ll complete as part of the family information page. Some info may already be filled in. For children already in IMS you won’t be able to fill in the Intake/Referral Date. Other information that appears on the tab may be filled out or changed and include: ethnicity (which won’t print out on the page), district of residence and attending district, county, language in the home and the demographic info for adults. To add sibling information you’ll select the add button on the bottom of the Family page. Hit add for as many siblings as needed. Note to self: The Family Information tab does not have the number indicators on Insurance and Provider to indicate information is missing, as other tabs do.

30. Provider and Insurance Tabs These are providers involved in the child’s/family’s lives, like physicians, DHS workers, etc. Your familiar with this section as you currently complete it in your electronic forms. Guidance is forthcoming in the statewide procedures manual on how to have the conversation with families about insurance and Medicaid. Hold down Control and then click on the type of insurance to choose more than type. Medicaid number will fill in automatically. These are providers involved in the child’s/family’s lives, like physicians, DHS workers, etc. Your familiar with this section as you currently complete it in your electronic forms. Guidance is forthcoming in the statewide procedures manual on how to have the conversation with families about insurance and Medicaid. Hold down Control and then click on the type of insurance to choose more than type. Medicaid number will fill in automatically.

31. View of Completed Family Info PageNote XThis deletes form from Print command only! When you think you’ve completed the Family Information tabs, you can select Print - And the Print Menu comes up. Click on the form you want and select Form - then Print Preview - You’ll be able to view the page. We’ll go over these directions in more detail in a few minutes, but want to have you see what the Family Info page will look like. Note the X in the upper right hand corner -deletes the form from your Print Preview. When you think you’ve completed the Family Information tabs, you can select Print - And the Print Menu comes up. Click on the form you want and select Form - then Print Preview - You’ll be able to view the page. We’ll go over these directions in more detail in a few minutes, but want to have you see what the Family Info page will look like. Note the X in the upper right hand corner -deletes the form from your Print Preview.

32. Obtaining Forms There are several forms that are only available via the Print command such as the consents. Use the print button I commented on a few slides back to obtain forms. In some cases (e.g. forms that require no inputs like consent for evaluation, consent for services, Medicaid authorization– these are found under “additional forms”) using the print button is the only way to obtain the forms. This is also where you can do a print preview to view the Intake Page – view Reason for Referral. The forms are divided into IFSP main forms and IFSP additional forms. For each page/form, you can select 1) a completed page/form, indicated as “form” or 2) a blank page/form indicated as “blank” or 3) both blank and completed indicated as “both”. If a page/form is empty or not required, the only choice is “blank” There are several forms that are only available via the Print command such as the consents. Use the print button I commented on a few slides back to obtain forms. In some cases (e.g. forms that require no inputs like consent for evaluation, consent for services, Medicaid authorization– these are found under “additional forms”) using the print button is the only way to obtain the forms. This is also where you can do a print preview to view the Intake Page – view Reason for Referral. The forms are divided into IFSP main forms and IFSP additional forms. For each page/form, you can select 1) a completed page/form, indicated as “form” or 2) a blank page/form indicated as “blank” or 3) both blank and completed indicated as “both”. If a page/form is empty or not required, the only choice is “blank”

33. Print - Form Key Points On the Print Forms screen - Also - Note also the print preview, incomplete data report, and IMS summary on this feature. The program will require you to think some in terms of when you print forms and how the info is integrated. For example, you won’t want to print the Medicaid form until you’ve completed the services page so that the info you put in on services pulls into the Medicaid form and is complete. Again - we recommend that Print Preview become your friend and that you use it to double check if ALL info has been entered to complete the form. On the Print Forms screen - Also - Note also the print preview, incomplete data report, and IMS summary on this feature. The program will require you to think some in terms of when you print forms and how the info is integrated. For example, you won’t want to print the Medicaid form until you’ve completed the services page so that the info you put in on services pulls into the Medicaid form and is complete. Again - we recommend that Print Preview become your friend and that you use it to double check if ALL info has been entered to complete the form.

34. Print Previewallow you to view any form selectedIf info is missing you will need to think about where you enter the info - e.g. Meeting tab - since the form itself is not available for data entry. To obtain a Consent for Evaluation on a new intake - Select Consent for Evaluation - Selected “Form” Keep in mind that if you want information to be filled in - such as the Procedural Safeguards were reviewed by - you will need to complete information on the Meeting tab we will talk about shortly. Signed copies will not be stored on the web, but will be in the AEA file with the rest of the IFSP. To obtain a Consent for Evaluation on a new intake - Select Consent for Evaluation - Selected “Form” Keep in mind that if you want information to be filled in - such as the Procedural Safeguards were reviewed by - you will need to complete information on the Meeting tab we will talk about shortly. Signed copies will not be stored on the web, but will be in the AEA file with the rest of the IFSP.

35. Raising the Sail Activity Activity - 15 Minutes Navigate the Family Info page tabs Family Info Providers Insurance Locate the reason for referral info on new intake - partner, if needed Print Command View the Print Menu options Suggest break here if we’ve been at it 90 min. Suggest break here if we’ve been at it 90 min.

36. SC Starts a Meeting The Meeting Tab is similar to our previous Meeting Details page. Choose the type of meeting, initial, periodic, etc. This may not be an option with the first IFSP you enter - as when the “Add child” process was done - we needed to identify whether or not it was an annual or periodic. Once you are using the system regularly you may need to select the type. A popup menu will appear like the one in the next slide. Think it through so you enter the correct response. Once you enter a meeting type, it requires deleting the plan and entering a new one to fix. The Meeting Tab is similar to our previous Meeting Details page. Choose the type of meeting, initial, periodic, etc. This may not be an option with the first IFSP you enter - as when the “Add child” process was done - we needed to identify whether or not it was an annual or periodic. Once you are using the system regularly you may need to select the type. A popup menu will appear like the one in the next slide. Think it through so you enter the correct response. Once you enter a meeting type, it requires deleting the plan and entering a new one to fix.

37. Meeting Popup Make sure you do not select Yes (Periodic) on initials or annuals. Select okay to move forward, or cancel to get out of the screen. Again - if you incorrectly enter Yes and get a periodic contact the system administrator to delete the plan and start a new one. Once the SC completes the meeting type and date, it gives the SC access to the remainder of the IFSP. Estimate a date, as this can be changed to the actual date the IFSP meeting was held. Make sure you do not select Yes (Periodic) on initials or annuals. Select okay to move forward, or cancel to get out of the screen. Again - if you incorrectly enter Yes and get a periodic contact the system administrator to delete the plan and start a new one. Once the SC completes the meeting type and date, it gives the SC access to the remainder of the IFSP. Estimate a date, as this can be changed to the actual date the IFSP meeting was held.

38. Initial IFSP Meeting The system calculates on new intakes the dates and determines if your projected meeting date will be within 45 days. On new intakes, You also have the option of selecting boxes that might apply if the infant or toddler fits one of the special populations the state may gather data on in the future. At the current time, these boxes are a place holder and are not something you need to be concerned about answering. If you know the child has been referred by CAPTA - you could select that item by clicking on the box. The system calculates on new intakes the dates and determines if your projected meeting date will be within 45 days. On new intakes, You also have the option of selecting boxes that might apply if the infant or toddler fits one of the special populations the state may gather data on in the future. At the current time, these boxes are a place holder and are not something you need to be concerned about answering. If you know the child has been referred by CAPTA - you could select that item by clicking on the box.

39. Transition Planning Meeting? In some cases, when the child is over 2 yrs. 3 months, the initial will also be a transition meeting. The system automatically asks the question due to the child’s age and meeting date. Please note that when you finish the evaluation and select an eligibility reason, the choices appear for High Probability and 25% delay - In some cases, when the child is over 2 yrs. 3 months, the initial will also be a transition meeting. The system automatically asks the question due to the child’s age and meeting date. Please note that when you finish the evaluation and select an eligibility reason, the choices appear for High Probability and 25% delay -

40. Meeting Tab Enter the child’s eligibility basis, IT Code, Meeting Participants and so on

41. Meeting Tab (cont.) There are some things that you can enter on the Meeting Tab before the meeting occurs and some things that you will need to happen after. For example, this is the screen you’ll go back in and enter the date that the parent signed the consent for eval form. You will also note here the date that procedural safeguards are reviewed. Be sure to read carefully the rest of the fields and recognize that you will need to come back to this tab periodically during each plan. There are some things that you can enter on the Meeting Tab before the meeting occurs and some things that you will need to happen after. For example, this is the screen you’ll go back in and enter the date that the parent signed the consent for eval form. You will also note here the date that procedural safeguards are reviewed. Be sure to read carefully the rest of the fields and recognize that you will need to come back to this tab periodically during each plan.

42. Meeting Page Correct the meeting date, if needed, to accurately reflect the date of the IFSP meeting. The program will auto-fill 45-day timeline. If not met, indicate why. Complete Eligibility information. Check all that apply for Special Populations for state data collection ( similar to IEP requirement) This is a future place holder for data collection with more information forthcoming. This info does not show on printed IFSP.Correct the meeting date, if needed, to accurately reflect the date of the IFSP meeting. The program will auto-fill 45-day timeline. If not met, indicate why. Complete Eligibility information. Check all that apply for Special Populations for state data collection ( similar to IEP requirement) This is a future place holder for data collection with more information forthcoming. This info does not show on printed IFSP.

43. Meeting Page  Indicate if the child is eligible. If the child is not eligible, this will auto-fill on the case closure. If Eligibility: Yes AND Parent Declined:. Marking the eligibility choices this way will remove all other 'Incomplete Data Report' items and the plan may be electronically implemented. This process will: Archive all documents related to the plan. Complete the 'Case Closure' section of the Intake/Referral End Service Coordination End all services Remove the child from the Caseload and Child List. Complete Eligibility information - Check all that apply for Special Populations for state data collection (similar to IEP requirement) This is a future place holder for data collection with more information forthcoming from the DE. This info does not show on printed IFSP.  Indicate if the child is eligible. If the child is not eligible, this will auto-fill on the case closure. If Eligibility: Yes AND Parent Declined:. Marking the eligibility choices this way will remove all other 'Incomplete Data Report' items and the plan may be electronically implemented. This process will: Archive all documents related to the plan. Complete the 'Case Closure' section of the Intake/Referral End Service Coordination End all services Remove the child from the Caseload and Child List. Complete Eligibility information - Check all that apply for Special Populations for state data collection (similar to IEP requirement) This is a future place holder for data collection with more information forthcoming from the DE. This info does not show on printed IFSP.

44. Meeting PageConsent for EA Evaluation and Parental Rights Documentation Signed copies and printed IFSPs are stored in AEA files. A copy will be made for the parents, as well. Signed copies and printed IFSPs are stored in AEA files. A copy will be made for the parents, as well.

45. Key Points about the meeting page One of the first pages you need to access (selecting meeting date and type of meeting) and the last page (completing meeting results) to be completed when an IFSP is developed Make sure you have the accurate date for IFSP meeting if changed from the original estimate Enter Consent for Evaluation and Parent Rights information Enter Eligibility information If the child is not eligible it will auto-fill on intake page – case closure section. Be sure to print the IFSP pages you need. The file will be archived and removed from roster at midnight.If the child is not eligible it will auto-fill on intake page – case closure section. Be sure to print the IFSP pages you need. The file will be archived and removed from roster at midnight.

46. Tab Counts

47. Services Tab SC identifies what service(s) she will add. Initially, she may add various service providers/team member to assist with the evaluation. This will give them access to the child’s IFSP. The child’s name will appear on the service provider’s list. This does not mean the service provider will end up providing IFSP services. That will be determined when evaluations are completed and the IFSP services needed are identified. At that time the service coordinator will delete any service providers not providing IFSP services from the service page. We’ll review this process again later in the presentation. Note: This may be the case of partnering agencies who provide service coordination. A service provider’s name on the service page for the purpose of evaluation. It does not mean the SC determine those services are needed. This is simply opening the door for access to the web system.SC identifies what service(s) she will add. Initially, she may add various service providers/team member to assist with the evaluation. This will give them access to the child’s IFSP. The child’s name will appear on the service provider’s list. This does not mean the service provider will end up providing IFSP services. That will be determined when evaluations are completed and the IFSP services needed are identified. At that time the service coordinator will delete any service providers not providing IFSP services from the service page. We’ll review this process again later in the presentation. Note: This may be the case of partnering agencies who provide service coordination. A service provider’s name on the service page for the purpose of evaluation. It does not mean the SC determine those services are needed. This is simply opening the door for access to the web system.

48. Select Service Provider SC selects a provider (use “L” = look up feature) Note: We need to make sure that everyone is listed who can provide the service. If the name you need is not on the list, please see your OA. SC selects a provider (use “L” = look up feature) Note: We need to make sure that everyone is listed who can provide the service. If the name you need is not on the list, please see your OA.

49. Services Services Page (select Service Tab) Service Coordination is a pre-filled service for all students. Minutes are total for the ‘Expected Duration” period You cannot edit the Frequency (1) in 6 month period of Expected Duration This is dictated by Medicaid For example if you go every other month for 30 mins. for SC then you would enter 90 minutesServices Page (select Service Tab) Service Coordination is a pre-filled service for all students. Minutes are total for the ‘Expected Duration” period You cannot edit the Frequency (1) in 6 month period of Expected Duration This is dictated by Medicaid For example if you go every other month for 30 mins. for SC then you would enter 90 minutes

50. Include All Services Provided Once it is determined what services will be provided, Service Providers will complete their own box for the services page.Once it is determined what services will be provided, Service Providers will complete their own box for the services page.

51. Include All Services Provided When the SC is also a service provider, include additional boxes for each service. Intensity = minutes per sessions.When the SC is also a service provider, include additional boxes for each service. Intensity = minutes per sessions.

52. Other Services There is no longer a separate page for “Other Services” . They must be added on the Services tab page.There is no longer a separate page for “Other Services” . They must be added on the Services tab page.

53. Early Intervention Servicesand Other Services Notice drop down box lists all the Early Intervention Services as well as Other Outcome-Linked Service and Other Outcome-Health Services.Notice drop down box lists all the Early Intervention Services as well as Other Outcome-Linked Service and Other Outcome-Health Services.

54. Other Services Choices are OE for Other Outcome-Linked Service, or OH-Other Outcome-Health Service. Other services are services that are not considered early intervention services, because there is a cost to the family or the services are not one of the listed services or they are not monitored by the system. Other services with outcomes require service information to be completed If the “other service” provider does not write an outcome or is not connected to an outcome, they would be listed on the provider list on the family information page. Not on this page. Choices are OE for Other Outcome-Linked Service, or OH-Other Outcome-Health Service. Other services are services that are not considered early intervention services, because there is a cost to the family or the services are not one of the listed services or they are not monitored by the system. Other services with outcomes require service information to be completed If the “other service” provider does not write an outcome or is not connected to an outcome, they would be listed on the provider list on the family information page. Not on this page.

55. Deleting Services Once it has been determined a service provider who was previously given access to the IFSP for evaluation purposes will not be providing services, that service/service provider is deleted from the service page by clicking the X. Only the service coordinator can delete a service.Once it has been determined a service provider who was previously given access to the IFSP for evaluation purposes will not be providing services, that service/service provider is deleted from the service page by clicking the X. Only the service coordinator can delete a service.

56. Getting Underway Take the next 15 minutes and review Meeting Tab Service Tab

57. Service Coordinator And Team Evaluate Child Getting started with family statements

58. Family Statements Form(family assessment) Click on the Statements Tab to access the Family Statements form. Select Family declines or fill in the family assessment information. Click on the Statements Tab to access the Family Statements form. Select Family declines or fill in the family assessment information.

59. Case Closure Case closure reasons are located at the bottom of the referral intake page. To Access the Case Closer options, Service Coordinators clicks on EDIT Intake. Be sure to put in date. Very limited number of intakes we can enter at this time, because this feature requires that no data entry into IMS has occurred. Case closure reasons are located at the bottom of the referral intake page. To Access the Case Closer options, Service Coordinators clicks on EDIT Intake. Be sure to put in date. Very limited number of intakes we can enter at this time, because this feature requires that no data entry into IMS has occurred.

60. SC Key Points & Summary New Intake or Add Child - OA assists Meeting tab needs to be started so access to forms is available Services need to be assigned so others have access to child’s forms Services can only be deleted by the service coordinator Service coordinator must do the printing & submitting Service coordinator only can see everyone’s logs

61. Work on Your Own Cases