OH: EMIS Upload. PLUS360 Advanced Integration - EMIS Upload Wizard IEPPLUS to eschoolplus

Transcription

1 PLUS360 Advanced Integration - EMIS Upload Wizard IEPPLUS to eschoolplus Functionality: IEPPLUS will upload disability, disability determination, meeting, placement (LRE), testing and service information into the appropriate eschoolplus tables. Wizard Options: SubmissionDate: o This is the date of the submission. Default is today s date. StudentStartDate: o This is the start date to locate active students. StudentEndDate: o This is the end date to locate active students. FilterStartDate: o This is the start date to upload information only within this date range. FilterEndDate: o This is the end date to upload information only within this date range. FinalizedOnly: o This is the flag to only process finalized records. Acceptable values are Yes and Default is If option is set then Disability, Meeting, Placement and Service will be Yes and Referral will be FinalizedDisabilityOnly: o This is the flag to only process finalized disability records. Acceptable values are Yes and Default is FinalizedMeetingOnly: o This is the flag to only process finalized Meeting records. Acceptable values are Yes and Default is FinalizedPlacementOnly: o This is the flag to only process finalized Placement records. Acceptable values are Yes and Default is FinalizedReferralOnly: o This is the flag to only process finalized Referral records. Acceptable values are Yes and Default is FinalizedServiceOnly: o This is the flag to only process finalized Service records. Acceptable values are Yes and Default is IgnoreUnableToLocateStudents: o This is the flag to remove students who are not found in the eschoolplus database from the error report. Acceptable values are Yes and Default is PrimaryPlacementOnly: o This is the flag to only process primary placement records. Acceptable values are Yes and Default is Ignore205GiftedRecords: o This is the flag to ignore EMIS Codes that start with a value of 205. Generally are related to gifted students and not always tracked in IEPPLUS. Acceptable values are Yes and Default is SunGard Public Sector Inc. All Rights Reserved. Page 1 of 10

2 Wizard Functionality: The EMIS Upload now has the ability to run through a wizard to select specific students to upload. The wizard also has desired options related to which records get uploaded. The wizard screen will look similar to the following: Submission Date: The integration program will locate any student s EMIS reportable records on the Submission date and 364 days prior to attempt to upload the data. October 31 LRE Submission Date: The integration program will upload the most recent October 31 LRE Outcome code within the meeting record based on a valid EMIS Meeting on or 364 days prior to the October 31 LRE submission date. If the reportable meeting as of the date or less than 364 days prior, it will upload the outcome code into screen 618. If the latest reportable meeting does not have a October 31 LRE Outcome code, it will report a blank in the eschoolplus system (EMIS Student Attribute Screen, eschoolplus Table RegUser screen 618, Field 16 = LRE Outcome (Oct.). Select all students, individual students or select students based on a date range. Click Next. If the user selects the Select student(s) individually option, an additional screen will be displayed to select students. Click the + icon to display the students on the left side. Students that are active in the date range on the prior screen will appear on the left side pane. Select the names by clicking on the name and clicking on the > button or double click on the name for the students to appear on the right side pane. Students that appear on the right side pane will be selected for integration. Click OK when finished SunGard Public Sector Inc. All Rights Reserved. Page 2 of 10

3 Check the applicable boxes and click Next SunGard Public Sector Inc. All Rights Reserved. Page 3 of 10

4 EMIS Integration Rules: There are 9 EMIS Upload integration rules. These rules can be turned on/off in the data integration module, under the Maintenance, Rule menu option. The upload rules are: The integration module has the ability to upload student data based on finalized records or non-finalized records. This can be configured by the individual district. o EMIS Disability Information: This rule will exchange data between the eschoolplus REG_DISABILITY table and the IEPPLUS disability information. o EMIS Disability Determination Information: This rule will exchange data between the eschoolplus 'REG_USER' table and the IEPPLUS disability determination information. o EMIS Disability Determination Information #2: This rule will exchange data between the eschoolplus 'OH_EMIS_PROGRAMS' table and the IEPPLUS disability determination information. o EMIS Meeting Information: This rule will exchange data between the eschoolplus 'REG_USER' table and the IEPPLUS meeting information as well as Testing Requirements (e.g. Alt, STR, STA) on the student testing screen. o EMIS Placement Information: This rule will exchange data between the eschoolplus 'REG_USER' table and the IEPPLUS placement information. o EMIS Placement Information #2: This rule will exchange data between the eschoolplus 'OH_EMIS_PROGRAMS' table and the IEPPLUS placement information. o EMIS Referral Information: This rule will exchange data between the eschoolplus 'REG_USER' table and the IEPPLUS referral information. o EMIS Service Information: This rule will exchange data between the eschoolplus 'REG_USER' table and the IEPPLUS service information. o EMIS Service Information #2: This rule will exchange data between the eschoolplus 'OH_EMIS_PROGRAMS' table and the IEPPLUS service information. Depending on which disability determination, placement and service rules are turned on, the upload will delete all information related to that student from: o The eschoolplus REG_USER table for screen 605 with an EMIS value of or that start with 205 (depending on Gifted 205 record flag) or that start with 21. o The eschoolplus OH_EMIS_PROGRAMS table with an EMIS value of or that start with 205 (depending on Gifted 205 record flag) or that start with 21. If the service rule is turned on and the EMIS value is , it will upload the staff role id as well. If the disability rule is turned on, the upload will delete all information related to that student from the eschoolplus REG_DISABILITY table. If the meeting rule is turned on, the upload will delete all information related to that student from the eschoolplus REG_USER table for screen 612. If the meeting rule is turned on, the upload will delete the LRE specific information from the eschoolplus REG_USER table for screen 618, field SunGard Public Sector Inc. All Rights Reserved. Page 4 of 10

5 EMIS Special Education Data Elements The following is an example of the EMIS eschoolplus Special Ed screen SunGard Public Sector Inc. All Rights Reserved. Page 5 of 10

6 Date Indicator: Either a Meeting date or a Referral record date. Valid EMIS Meeting Types (Manage Code Tables, Meeting Type, Alternate Code type = EMIS Code). Valid Referral Types (Manage Code Tables, Referral, Alternate Code type = EMIS Code such as RFRL, PSTC). Date: Meeting date or Referral record date associated to the Date Indictor above. Outcome: See EMIS Data Mapping document on logic for each of the Event Codes (e.g. IIEP). Non Compliance ID: Meeting Extension tab. Extension Reason Code Table, Alternate Code Type = EMIS Code. Outcome Beginning Date: See EMIS Data Mapping document on logic for each of the Event Codes (e.g. IIEP). Outcome End Date: See EMIS Data Mapping document on logic for each of the Event Codes (e.g. IIEP). IEP Test Type: See EMIS Data Mapping document on logic for each of the Event Codes (e.g. IIEP) SunGard Public Sector Inc. All Rights Reserved. Page 6 of 10

7 Secondary Planning Element: For AIEP, IIEP, RIEP, TETR, IISP, RISP or TIEP meeting types only. Program will find the student s earliest Placement record that starts on or after the meeting date. If the grade has an EMIS Code = 12, then it will report the EMIS Code of the Diploma field (renamed to Secondary Planning on the Placement screen. Student s Placement screen (Diploma field renamed to Secondary Planning): Diploma Code Table: Ohio Graduation Test: (Special Education Graduation Record). Items checked will upload to the EMIS Special Education screen and will check off the applicable check boxes SunGard Public Sector Inc. All Rights Reserved. Page 7 of 10

8 LRE Outcome (Oct 31): This data is integrated into the Reg_User screen 618, Field 16 called LRE Outcome (Oct 31). Configuration Grade - Code Tables = Grade. The Grade Code Table requires an EMIS Code Alternate Code for each applicable grade level. Printing EMIS Error and Data Check Reports 1. EMIS Upload Error report: Select IEPPLUS, Reporting, Advanced Reporting Select the Report (ie. EMIS_Upload Error Report) Version = Standard Click the Export button to export the data to excel. The DOCS button stores the IEPPLUS instructions. The exported data extracts any errors since the last time the EMIS Data Integration program (scheduled task) ran last. SunGard recommends running this report routinely since any data appearing on this report will NOT be uploaded to eschoolplus. 2. EMIS Upload Error report: From the Run A Report menu, search for the EMIS Upload Error report. The report will automatically generate and display page one of the report. Click on the export button to export to PDF. This report will be a pdf version of the EMIS_Upload Error Report (extract) from the Advanced Reporting menu as indicated in item #1 above SunGard Public Sector Inc. All Rights Reserved. Page 8 of 10

9 3. EMIS Upload Summary report: From the Run A Report menu, search for the EMIS Upload Summary report. The report will automatically generate and display page one of the report. Click on the export button to export to PDF. This report details all students that successfully uploaded to eschoolplus. In addition, on page 1 it indicates when the integration process started and when it completed. If the Process Completed information is blank, the integration process is still running or it did not complete successfully. At the end of this report, it will list a section called Amendment Meetings Not EMIS Reportable. These are AIEP meetings in which the LRE, Test Type or Graduation Exemptions did not change, thus the meeting is in fact not reportable to EMIS. Excluding a student from EMIS Integration To exclude a student that is active in the EMIS integration date range (e.g. test students), the student must have an Identification Record = EMIS Upload with a value of The student will not appear on the EMIS Summary report or the EMIS Upload Error reports (all 3 reports listed above). Example: SunGard Public Sector Inc. All Rights Reserved. Page 9 of 10

10 Revision History 5/22/2015: Updated LRE Dec 1 to LRE Oct 31. 7/15/2014: Added a Configuration section. 3/3/2014: Clarified the Dec1 LRE field SunGard Public Sector Inc. All Rights Reserved. Page 10 of 10