Processing MSDS submissions for Michigan Federal and State Reports

August 21, 2013

Presented byAllan Knapp, PhD

Michigan Part C Data ManagerEarly On Training and Technical

Assistance

Starter News ItemComments of any

males who have had excessive sun time this

summer will be monitored closely

today - We want to restrict unhelpful tangents.

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Today’s ContentsResourcesFall 2013 Collection RemindersNew MSDS fields coming in FALL 2013State Prototype IFSPFederal and State report submissionsProcessing MSDS data for the reportsQuestion and Answer interspersed and at

the end

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Early On Data Group ListservThe listserv uses Yahoo Groups; all you

need to do is check “listserv only”To join, you need to be invited; for an

invitation, send an email to Allan Knapp allangknapp@gmail.com or call ◦(517) 485-8181

If you received an email from the listserv on Tuesday, August 13, then you are effectively on the listserv

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Finding MSDS InformationGo to www.michigan.gov/CEPIChoose the CEPI Applications

option on the leftThen choose the Michigan

Student Data System optionOR Go to

http://www.michigan.gov/cepi/0,4546,7-113-986_50502---,00.html

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New Data ProfilesGo to www.earlyondata.comThe Fall 2012 portraits have been

finalized.The End Of Year 2013 portraits should

be available in September.

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FERPA rules for Data It is a potential FERPA violation to

send a child’s name or other identifying information in an open email.

You can say a child’s name in a phone call

You can encrypt (require a password to view) a Word or Excel file and attach the file to an email.

A free WinZip trial is available athttp://www.winzip.com/downwz.htm

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Fall 2013 MSDS Collection FactsThe MSDS should be open for

submissions around September 25

The Count Date is the first Wednesday in October – 10/02/2013

Data must be submitted by Wednesday, November 6

Data must be certified by Wednesday, November 13

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New Rules Coming For Fall 2013An Early On child three or older

must have an exit reason and exit date

If there is a District Exit Date, there must be an Early On Exit Date and Reason

If a PartCAssessment component is submitted, an EarlyOn component must also be submitted

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Component and Characteristic changes Coming for Fall 2013 (1)PartCTransition Component will

be eliminated and its characteristics divided between two other components◦TransitionIFSP and

TransitionConference will be added to the EarlyOn Component

◦SEANotification and LEANotification will be added to the new PartBReferral Component – this new component is only for referrals from Early On to Part B.08/21/2013 EOTTA Data Webinar 10

Component and Characteristic changes Coming for Fall 2013 (2)NEW: PartBReferral ComponentPartBReferral only submittable by the ISDIf there is a PartBReferral component,

there must be an EarlyOn component.PartBReferral Component contains

◦SEANotification and LEANotification◦Parent Information: last name, first name,

address1, address2, city, zip, phone number◦Parent address unknown (yes if no address

data)◦Parent phone unknown (yes if no phone data)

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Component and Characteristic changes Coming for Fall 2013 (3)New Characteristic in the

InitialIFSP Component◦InitialIFSPDate

New Characteristic in the InitialIEP Component◦InitialIEPCompletionDate

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State IFSP PrototypeA spreadsheet is available that links

IFSP prototype entries to MSDS characteristics

AND, there is a list of the expected MSDS characteristics that are NOT on the prototype

AND, the report links for each MSDS characteristic are given – federal tables, APR, determinations, public reports

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IFSP Prototype CheckList Plus – Pg 1

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For submitters and reports

Details by Component

IFSP Prototype CheckList Plus – Pg 4

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For submitters and reports

Details by Component

MSDS Fields Not On PrototypeSome are not EO fields but needed

for K-12 system (Enrollment Date)Some are for separate events not

covered at the IFSP (Exit, Assessment)

Some are federal Indicator requirements that need more information / calculation beyond what is on the IFSP (TimelyStartOfService)

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Update on DefinitionsEarly On has used PERIOD count

to mean the children served in the last 12 months, ending on count date. We will now endeavor to use CUMULATIVE count, mimicking Federal language.

We will leave the word PERIOD to refer to the varying MSDS periods of time included in each collection. 08/21/2013 EOTTA Data Webinar 17

Early On Data Field Flow

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ServiceArea A

ServiceArea B

ServiceArea C

MSDSCollections

(child level)

Early On PlatinumFile(child level)

Federal Tables(state level)

APR(state level)

Public Reports(Service Area Level)

CIMS / Determinations(Service Area Level)

AssessmentAnalysis(Service Area and State Levels)

DEF..

MSDS Rules

Platinum File Rules

ProcessingRules

Data Portraits(Service AreaAnd State Levels)

Federal TablesChild Count due February – from Fall count

◦Unduplicated Snapshot By Age and Setting By Race/Ethnic and Setting By Gender

◦Unduplicated CumulativeExit Count due November – from two

consecutive counts◦Unduplicated exits in 12 months

By Exit Reason and Race/Ethnic By Exit Reason and Gender

Dispute Resolution due Nov – no MSDS

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Annual Performance Report (APR)Indicator Reports – due February

◦1 – Timely Service Start◦2 – Natural Environment (setting)◦3 – Child Outcomes◦4 – Family Outcomes◦5 – Child Find Birth - 1◦6 – Child Find Birth - 3◦7 – Initial IFSP 45 Day Timeline◦8 – Transition◦9 – General Supervision◦10-13 – Dispute Resolution ◦14 – State Reported Data

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Other Platinum File OutputsPublic Reports – APR indicators 1-8 for

service areas, published in JuneContinuous Improvement and Monitoring

System (CIMS) / Determinations on service areas meeting the indicator targets

Data Portraits – comparison of MSDS data values, matches Federal state counts and public report service area counts

Assessment Analysis – Child Outcome Indicator 3 results

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Platinum File RulesOnce the MSDS collection is finished, CEPI goes

through an internal File Update process.CEPI then creates frozen data files, collectively

called the GSR (Good Student Record). These are good records, not evaluated students.

A “Platinum” file of EO data is sent to Early On.◦ We have asked for specific Characteristics. An excel

spreadsheet is available naming the requested fields◦ We asked for all data on all children with an EarlyOn

component. The Fall 2012 data was missing some linked data; we hope the EndOfYear 2013 data will allow better “deduplication rule” analysis so that CEPI can do the deduplication work automatically

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Countability RulesA child is countable on count date

if◦Child’s birth date is prior to the count

date◦Child is less than three years old on

the count date◦CurrentIFSP is on or prior to the count

date◦Current IFSP is within one year of the

count date◦PartCExitDate is blank

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Deduplication RulesUIC is the main criterion

◦Only one record per UIC in federal counts◦ In State count:

Only one record per UIC in snapshot count Only one record per UIC/Service Area (SA) combo State level cumulative count can have the same UIC

in multiple Service Areas (at most one in snapshot)What happens when there is more than one

allowable, countable record for a UIC?◦ To Be Determined, but will give preference to

Most recent CurrentIFSP Special Ed eligibility Presence of Initial IFSP record Results of contact with Service Areas involved

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Processing RulesA “status” field is added to the records

received from CEPI. Status is used to distinguish◦Deduplicated federal count◦Duplicate exited records allowed in state

count◦Eliminated duplicate records, usually

identifying the reason. Separate search to identify children with

two UICs (turn these in to CEPI and SA)◦Last Name, First Name, Birth Date, Gender ◦First Name, Birth Date, Gender, Address

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Processing Rules DefinitionsValues – lists the possible MSDS

valuesPopulation – describes the

records that will be used in evaluating the given indicator

SIS Responsibility – federal and state expectations for reported values

Calculation – how the indicator value is determined from the data received 08/21/2013 EOTTA Data Webinar 26

Processing Rules – Indicators 2(setting), 5 and 6 (child counts)Values:

◦Ind2: 31 and 41 are good, 38 (other) is badPopulation: subsets of the snapshot count

◦Ind 2: select all snapshot children◦Ind 5: select snapshot children under the age

of one◦Ind 6: select all snapshot children

SIS: accurate birth, setting, IFSP date, ExitInd 2 Calculation: (31’s +41’s) / Snapshot

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Processing Rules – Indicators 1, 7, 8

NOTE: The 2012-2013 values for these three indicators will come from Self-Assessments, NOT from MSDS data◦1 – Timely Service Start◦7 – Initial IFSP 45 day timeline◦8a – Transition Plan◦8b – Transition Notification◦8c – Transition Conference

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Processing Rules – Indicator 1(A)Possible Values:

◦01 – Timely new services◦02 – Valid reasons◦03 – Untimely services◦04 – No new services

Population: Cumulative countCalculation: Leave out 04’s

◦(01’s + 02’s) / (01’s + 02’s + 03’s)

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Processing Rules – Indicator 1(B)SIS Responsibility

◦Identify all NEW services◦Compare the start date of each new

service against the authorizing IFSP date (timely is within 30 days)

◦Identify if there was a valid reason for a start date > 30 days after the IFSP

◦Untimely Services must be chosen if at least one new service was late without an acceptable reason

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Processing Rules – Indicator 7Possible Values:

◦01 – Timely◦02 – Untimely◦03 – Acceptable

Population: Initial IFSPs held within a to-be-defined 12 month period, formed by joining two collections together

SIS: If InitialIFSPDate > 45 days after ReferralDate, the code should not be Timely

Calculation: (01’s + 03’s) / (01’s+02’s+03’s)

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Processing Rules – Indicator 8aPossible Values:

◦01 – Timely◦02 – Untimely◦03 – Untimely for Acceptable Reason

Population: Children from the Cumulative count who were countable when they reached 2 years and 9 months of age. (All these children should have a Transition Plan)

SIS: ◦Transition Plan should occur between age of 2

years 3 months and 2 years 9 monthsCalculation: (01’s + 03’s) / (01’s+02’s+03’s)

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Processing Rules – Indicator 8bPossible Values:

◦Yes or No; True or FalsePopulation: Children from the Cumulative

count who were ◦Countable when they reached 2 years and 9

months of age. ◦Special ed eligible

SIS: ◦SEA and LEA Notification should occur

between age of 2 years 3 months and 2 years 9 months

Calculation: Yes’s / Population Count08/21/2013 EOTTA Data Webinar 33

Processing Rules – Indicator 8cPossible Values:

◦ 01 – Timely◦ 02 – Untimely◦ 03 – Acceptable

Population: Children from the Cumulative count who were ◦ Countable when they reached 2 years and 9

months of age◦ Special Ed eligible

SIS: ◦ Conference should occur between age of 2 years 3

months and 2 years 9 monthsCalculation: (01’s + 03’s) / (01’s+02’s+03’s)

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Processing Rules – Indicator 3

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Processing Rules – Indicator 4

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Report IdeasCurrently Active childrenExits from Date 1 to Date 2Children eligible for Special Ed

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Potential Problem with IE 10 on a Windows 8 Machine CEPI sent an email to its listserv in March saying “We’ve had several users run into issues where their system froze up during an upload process or while trying to run reports in MSDS using Internet Explorer version 10 on a windows 8 machine.While we’re still trying to investigate and figure out what the long term solution will be, it does seem that switching to an older version of IE, or a different browser, will let these processes run properly.  In addition, users of IE 10 can enter “compatibility mode” by pressing the F12 key, then selecting version 9 or earlier from the compatibility screen.  This should let you continue on with IE 10 if another browser isn’t an option for you.When we have a longer term solution, we’ll let everyone know.”

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Ending Question

What do you call a boomerang that doesn’t work?

Answer: a stick

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Question and Answer…

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