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Special Education Data Pipeline September 16 th , 2013

Special Education Data Pipeline September 16 th , 2013. September 16 th Special Education “Huddle”. Welcome to the first in a series of Special Education Data Reporting weekly “Huddles” Dial in number is 1-866-764-6750 Please use *# to mute your phone. You can unmute your phone using *#.

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Special Education Data Pipeline September 16 th , 2013

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  1. Special Education Data Pipeline September 16th, 2013

  2. September 16thSpecial Education “Huddle” Welcome to the first in a series of Special Education Data Reporting weekly “Huddles” • Dial in number is 1-866-764-6750 • Please use *# to mute your phone. You can unmute your phone using *#. • Support at: datapipeline.support@cde.state.co.us • Goal: Provide a weekly forum to answer LEA questions on Special Education Data Reporting.

  3. Webinar Etiquette • Mute Your Phone (*# Mutes and Un-mutes Individual Phones) • Enter your Name and your District when logging into the webinar (no password will be needed) • If you have questions during the presentation you can • Type it in the Chat Box for a response OR • Raise Your Hand: • A presenter will call your name • After your name is called, un-mute your phone and speak your question/comment • We will open the lines up for on air questions • Please be respectful of others time; we may need to have a separate conversation later to best help you

  4. Topics for Discussion • Introductions and Purpose of the weekly “Huddle” • Identity Management • User Managers • LAMS • User Groups • Last Week’s Huddle Recap • Data Pipeline Website • Interchange Interplay • ESSU IEP Interchange System

  5. INTRODUCTIONS PURPOSE OF THE WEEKLY “HUDDLE”

  6. Introductions Today’s Presenters: Kristi Gleason (303) 866-4620 gleason_k@cde.state.co.us Lindsey Heitman (303) 866-5759 heitman_l@cde.state.co.us

  7. Introductions The purpose of the Special Education Weekly “Huddle” will be to provide a forum to answer LEA questions on the new data reporting processes specific to Special Education and to inform LEA’s on any upcoming news and updates.

  8. IDENTITY MANAGEMENT

  9. AU User Manager • Every AU needs 1 User Manager assigned with the AU or BOCES code. • Why? Need someone of authority to oversee the role assigning process and to make sure data respondents get setup with the appropriate user roles. • Example: UM-64053 or UM-9140 • BOCES -Executive Director or Special Education Director • Administrative Units- Special Education Director

  10. IdM Status • AUs that still need a User Manager: 01020, 01040, 01070, 03020, 03060, 07010, 07020, 18010, 19010, 21020, 21030, 21050, 21060, 21090, 22010, 26011, 35020, 35030, 38010, 43010, 51010, 51020, 62040, 62050, 62060, 64043, 64143, 64160, 64193, 80010, 66050, 66070 • How? Ask either your Special Education Director or BOCES Executive Director to register as the User Manager in Identity Management. They need to register with the AU or BOCES code. ***If they’re already registered in the system, they won’t be able to proceed. In that case, please email us to assign User Manager to their account. ***

  11. Executive Director Registration: • Go to the IdMhome page: https://cdeapps.cde.state.co.us/index.html • Click “Executive Director Registration” • If you’re already registered in IdM you won’t be able to proceed. Please contact us and we will assign UM to your account. • Fill out personal information • Organization code should be AU code or BOCES code • (If you register with the BOCES code you won’t be able to see your AU users unless you also have AU LAM access assigned.)

  12. AU LAM • Must have at least 1 AU LAM • Example: LAM-64053 • Why an AU LAM too? So you can see and or assign the AU special education roles which have a 5 digit code. Without an AU LAM, you will not be able to assign the sped roles. • LAMs and/or UMs that want to see all of their Users will have to have LAM access for the AU and the BOCES.

  13. IdM Status • AUs that still need a LAM assigned: 01020, 01040, 03040, 03060, 07010, 07020, 18010, 19010, 21050, 21060, 22010, 35020, 43010, 51010, 51020, 62040, 64043, 64093, 64153, 64160, 64193, 66050, 66070

  14. AU Roles These are the roles available to assign with a 5 digit AU code (Special Education data): • Interchange roles • Only 1 role per dataset. 2 will not allow you to login. • A dataset is an Interchange or Snapshot.

  15. AU Roles • Special Education IEP Interchange: • PIPELINE-00000-SPE~LEAVIEWER • (read-only on Pipeline side and able to submit and modify in the ESSU Statewide IEP system.) • Example: DENVER_1 PIPELINE-16010-SPE~LEAVIEWER Read-Only Role • Staff Interchange: • PIPELINE-00000-STF~LEAVIEWER • PIPELINE-00000-STF~LEAUSER • Example: DENVER_1 PIPELINE-16010-STF~LEAUSER Submit and Modify Role

  16. AU IdM Groups for Snapshots • Snapshot roles: Choose only 1 role per snapshot • Special Education EOY Snapshot: Special Education Discipline Snapshot: • Pipeline-00000-EOY~LEAUSER Pipeline-00000-SPI~LEAUSER • Pipeline-00000-EOY~LEAVIEWER Pipeline-00000-SPI~LEAVIEWER • Pipeline-00000-EOY~LEAAPPROVERPipeline-00000-SPI~LEAAPPROVER • Special Education December Count Snapshot: • Pipeline-00000-DEC~LEAUSER • Pipeline-00000-DEC~LEAVIEWER • Pipeline-00000-DEC~LEAAPPROVER • Example: DENVER_1 PIPELINE-16010-DEC~LEAAPPROVER Approver Role • Example: DENVER_1 PIPELINE-16010-EOY~LEAAPPROVER Approver Role • Example: DENVER_1 PIPELINE-16010-SPI~LEAUSER Approver Role

  17. AU RITS ROLES AU RITS ROLE: • 1 option: RITS Web “View Only Role” • Use dummy code 9993 • Ex: ADMIN_UNIT_ACCESS RITS-9993-4 View Only Role • Ex: CMHI_PUEBLO RITS-8102-4 View Only Role (State Operated Program) • There are no RITS Pipeline roles for an AU User

  18. AU EDIS ROLES AU EDIS ROLES: • 4options available for AU Users • EDIS Web system role must have a 4 digit code. Use BOCES code. • Example: • SANTA_FE_TRAIL_BOCES EDIS-9150-2 Admin Role Add and Update • SANTA_FE_TRAIL_BOCES EDIS-9150-4 View Only Role • EDIS Pipeline role can have a 5 digit code. Use AU code. • Example: • NORTHEAST_BOCES PIPELINE-64103-EDS~LEAVIEWER Read-Only Role • NORTHEAST_BOCES PIPELINE-64103-EDS~LEAUSER Submit and Modify Role

  19. IDENTITY MANAGEMENT FAQ Below is a link to the Colorado Department of Education Identity Management Frequently Asked Questions where you will find information about its benefit, what Single Sign-On is, who is responsible for what, and collection/group mappings. • https://cdeapps.cde.state.co.us/faqs.html

  20. Data Pipeline Website

  21. Data Pipeline Website From the CDE Home Page click on Data & Accountability on the top right corner http://www.cde.state.co.us/

  22. Data Pipeline Website On the Data & Accountability page click on “Data Pipeline” under the Data Tools section.

  23. Data Pipeline Website The Data Pipeline website provides information on the project, training, interchanges, snapshots, frequently requested codes, resources, etc. http://www.cde.state.co.us/datapipeline

  24. Data Pipeline – How to Prepare

  25. Data Pipeline – How to Prepare • Speak with vendors, business owners and IT staff • Communicate within your local education agency (LEA) • Communicate beyond your LEA • Determine your role • Tune in to Town Halls • Tune in to Weekly Special Education Huddles • Attend training webinars • Complete the self assessment • Access the online curriculum

  26. Data Pipeline – Work with Vendors • For each interchange • Determine how file will be created • Vendor product generates • IT pulls • Self-created • Template • Enrich • Is there any additional information that must be pulled in? • Who has it? • How will you get it? • Who will ensure it is placed into the file?

  27. Interchanges and Snapshots

  28. Interchanges and Snapshots Submitted by districts and AUs Submitted by districts Submitted by AUs Submitted by districts Submitted by districts Submitted by districts • Staff Interchange • Profile • Assignment Association • Student Interchange • Demographics • School Assn • Advanced Course Completion • ESSU IEP • Interchange • SPED Child • Student SPED Participation • Student Parent Assn • Discipline Interchange • Incident • Action Title I Interchange TSDL Interchange HR Snapshot Student October Snapshot SPED December Count Snapshot SPED Discipline Snapshot Student October Snapshot Math & Science Snapshot SPED December Count Snapshot Student End of Year Snapshot SPED End of Year Snapshot Student End of Year Snapshot Roster Verification SPED December Count Snapshot SPED Discipline Snapshot Review the graphic…. What Interchanges are used to create the SPED December Count Snapshot? SPED End of Year Snapshot SPED Discipline Snapshot SPED December Count Snapshot pulls data from the Staff Interchange, Student Interchange, and the ESSU IEP Interchange. 11th Grade Assessment Snapshot

  29. Special Education IEP Interchange Files

  30. Staff Interchange • 2 Files • Staff Profile • Staff Assignment Association • Contact • Annette Severson • Severson_a@cde.state.co.us • (303) 866-6824

  31. Staff Interchange 31

  32. Staff Interchange 32

  33. Student & Enrollment • 3 files • Student Demographics • School Association • Advanced Course Completion • Contact information • Annie Matula • Matula_A@cde.state.co.us • 303-866-6755 • Kevin Smith • smith_kevin@cde.state.co.us • 303-866-6723

  34. Student & Enrollment 34

  35. Student & Enrollment 35

  36. Student & Enrollment 36

  37. Discipline Interchange • 2 Files • Discipline Incident • Discipline Action • Contact • Kristi Gleason • Gleason_k@cde.state.co.us • (303) 866-4620

  38. Discipline Interchange

  39. Discipline Interchange

  40. Special Education IEP Interchange • 3 Files • Special Education Child • Special ed. student demographic info (Facility, Part C, PPPS, SOPs) • Student Special Education Participation • Program and participation data • Student Parent Association • Parent or guardian contact information

  41. Special Education IEP Interchange The following information related to the Special Education IEP Interchanges may be found at the following location http://www.cde.state.co.us/datapipeline/inter_sped-iep • Overview • File Layout and Definitions • Business Rules • Templates • Trainings • Additional Links

  42. Special Education Child Special Education IEP Interchange

  43. Special Education IEP Interchange 43

  44. Special Education IEP Interchange

  45. Special Education data flow • Data uploaded to the IEP Interchange through the ESSU Statewide Data Management System. (Single sign-on) -Level 1 errors at the IEP Interchange (update your source system) -Level 2 errors at the Snapshot (corrections cannot be made here, must be done at in source system and updated in interchange)

  46. Special Education IEP Interchange Workflow AUs participating in the state project will click on Gather data, review error validations and Submit AUs enter the IEP Interchange and Upload file(s). • AUs enter data into the IEP Interchange • AUs participating in the state project will submit electronically via command • AUs not participating in the state project will upload files • Data format is checked; Level 1 edits are run; and, email notifications are sent re: errors • IEP Interchange is scheduled to upload to main Pipeline on a regular schedule based on load capability (15 minutes) • Pipeline processes the file, including business rule validation • Errors are corrected at the local level and files are resubmitted to the IEP Interchange AUs view data errors, return to the IEP Interchange and correct data and resubmit AUs view Level 1 error validation reports and correct data and then edit records or resubmit file Yes Data file from IEP Interchange will be uploaded to Pipeline on a regular schedule (15 minutes or less based on load capability) Snapshot: Level II Data Validations Done No

  47. Snapshots • Snapshot data taken directly from Interchanges • Corrections to Snapshot data • Made in the source Interchange file(s) • Interchange File(s) resubmitted • Snapshot created again • Snapshots represent a ‘point-in-time’ of the data

  48. ESSU Data Management System Overview

  49. About ESSU Statewide Data Management System… The Exceptional Student Services Unit (ESSU) Statewide Data Management System offers a low cost option for local AUs in providing an electronic IEP system for their special education documentation and state reporting. At the state level, CDE is developing student record transfer functionality that will allow for the transfer of records for students in Special Education who transfer from AU to AU. CDE is also planning to provide electronic monitoring of special education records through the ESSU Data Management System.

  50. About ESSU Statewide Data Management System… The ESSU Statewide Data Management system serves as the entry portal for the Data Pipeline Individualized Education Program (IEP) Interchange. ESSU IEP Interchange ESSU Statewide Data Management System Data Pipeline

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