Skyward Export from IEPPLUS IEPPLUS

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1 Skyward Export from IEPPLUS IEPPLUS SunGard Public Sector Inc. All rights reserved. No part of this publication may be reproduced without the prior written permission of SunGard Public Sector Inc., with the exception of copies made for your internal use. AssessmentBUILDER, BusinessPLUS, CurriculumCONNECTOR, efinanceplus, eschoolplus, IEPPLUS, OLA, PerformancePLUS, PerformanceTRACKER, PLUS 360, PLUS SERIES, SunGard, and the SunGard logo are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. All other trade names are trademarks or registered trademarks of their respective 2014 SunGard Public Sector Inc. All Rights Reserved Page 1 of 11

2 TABLE OF CONTENTS TABLE OF CONTENTS... 2 OVERVIEW... 3 EXPORT FROM IEPPLUS... 3 CREATING THE SKYWARD EXPORT FILE... 3 PLUS360 DATA INTEGRATION RULES... 4 STUDENT SELECTION PARAMETERS... 4 DATA MAPPING... 4 REPORTS... 9 SYSTEM CONFIGURATION... 9 MAINTENANCE SECURITY REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved Page 2 of 11

3 OVERVIEW This document will outline how to export students (active in special education and students that did not qualify for special education) from IEPPLUS to an IEPPLUS table to then be exported to a Skyward format file. The student data in the Skyward file is then imported into the Skyward Student Information system. EXPORT FROM IEPPLUS Typically, the export will be run from a scheduled task located on the server where the DataIntegration.exe resides. To manually log into the PLUS360 Data Integration application, a system administration must have access to the application. Once logged into the PLUS360 Data Integration program, select File, Export, Student Data. The export process will now run for all students (based on the student selection parameters indicated in this user document) and all Export rules Direction set to Up. Once the process has completed all selected students (with and without errors) are inserted into the IEPPLUS table called Skyward_WA_SE_Export. Run the summary and error reports. See the Reports section of this manual for further information. CREATING THE SKYWARD EXPORT FILE Once the data is populated into the Skyward_WA_SE_Export table, the data is now available to be exported into a Skyward export file. Using SQL Server s DTS process, a single tab-delimited record will be created for each record in the Skyward_WA_SE_Export table. The file name will be called DistrictName_speced_yyyymmddhhmm.txt file. The date and time stamp indicated in the file name represents the date/time the file was created using the Microsoft SQL Server Data Transformation Services (DTS) 2014 SunGard Public Sector Inc. All Rights Reserved Page 3 of 11

4 The tab-delimited file is then stored in a folder defined by the district where it can be accessed by a district administration to then retrieve to be imported into the Skyward system. PLUS360 DATA INTEGRATION RULES There are 9 Export rules. The Direction on all of the Export rules must be set to UP. To stop a rule from running, change the Direction to None. STUDENT SELECTION PARAMETERS Note: reporting data parameters = FilterStartDate and FilterEndDate in the system administration screen as noted in the System Configuration section of this manual. The export process will select students with an active Special Education Enrollment record within the reporting date parameters as well as students where their latest Enrollment record in the date range with an Inactivation Reason alternate code type = OSPI Code with a value of SPE05. Also included in the export are student that are either Ineligible for Services or Parent Revokes Consent from services. In either case the student s Enrollment Start Date is blank, Enrollment End Date is within the reporting date parameters and the Enrollment Exit Reason has an Alternate Code Type = OSPI Code with a value of SPE01 or SPE05). All other students that have exited special education in IEPPLUS for any other reason (e.g. Moved) will not be included in the export file. DATA MAPPING Field ID Skyward Field Description Description or Special Rules Format / Valid Values IEPPLUS Table and Field Mapping Rule Name Mapping Notes 1 Student-ID# Required Unique identifier for a student Identification record. Identification Type Alternate Code = Alternate Code = SASID. (ID, Name, 2014 SunGard Public Sector Inc. All Rights Reserved Page 4 of 11

5 Must match the Stu ID in the Skyward SIS OR the WA SSID stored in Skyward SIS 2 Student Name x(25) Student name for the ID in the file Student Last, First name. student.st_last, student.st_first (ID, Name, DOB,District) No need to hold to the 25 character limit since the file is comma delimited 3 Student Birthdate yyyymmdd Included on the journals to assist in identifying the student Student.st_dob (ID, Name, DOB,District) 4 Evaluation Type E, R, W, T Required E=Initial R=Reevaluation W=Waiver of Reevaluation (optional) T=Transfer Student with completed evaluation (optional) Finds the Referral where Code Table = Referral, Alternate Code = 'IR' then report 'E' before the special education enrollment end date. If the most recent Referral Alternate Code = 'RE' then report 'R'. (Evaluation Type) 5 Consent for Evaluation yyyymmdd Required if field #4 = 'E' Date the parent gave permission to conduct the Initial evaluation Finds the Referral record before the special education enrollment record where the Referral if alt-code = 'IR'. Report the Consent Date in the referral (Consent For Eval) Date the timeline starts for the initial evaluation period Referral Type. Alternate code type = 'Alternate Code' 6 Consent for Reevaluation yyyymmdd Required if field #4 = 'R' and field #8 = 'IDEA' Date the parent gave permission for reevaluation or date district Find the most recent Referral record within the special education enrollment record where the Referral alt-code = 'RE'. Report the Consent Date in the referral (Consent for Reeval) We may look at the PWN 2014 SunGard Public Sector Inc. All Rights Reserved Page 5 of 11

6 proceeds without parent consent 7 Evaluation Completion Date yyyymmdd Required Start of the 3- year effective period for the evaluation Important Date with alternate code = LE (Eligibility Completion Date) Possibly the meeting date to discuss the evaluation results and eligibility determination with the parent or Signature date on the Waiver of Reevaluation or Date services will cease on the Revocation of Consent 8 Eligibility Determination Required IDEA = Qualifies for special education services Ineligible = Does not qualify for special education services Revocation of Consent = students was receiving services and the parent revokes consent for services (optional) Evaluation Terminated = Evaluation process was not completed (optional) IDEA: Reports IDEA if the student s Enrollment record with a type = Special Education is active within the reporting date range or the latest enrollment record has an Inactivation Reason with an Alternate Code Type = OSPI Code with a value of SPE05 (LRE change). Ineligible: Reports Ineligible if the student s Special Education enrollment record within the reporting data range has an Inactivation Reason Alternate Code Type = Alternate Code with a value of DNQ or Alternate Code Type = OSPI Code with a value of SPE01. (Eligibility Determination) IEPPLUS does not report the type = Revocation of 2014 SunGard Public Sector Inc. All Rights Reserved Page 6 of 11

7 Revocation of Consent: Reports Revocation of Consent if the student s latest Special Education enrollment record within the reporting date range has an exit reason (Inactivation Reason code table) with an Alternate Code Type = OSPI Code with a value of SPE04. SunGard does not report Evaluation Terminated 9 Disability - State Code x(2) Required if field #8 = 'IDEA' (student qualifies for special education services) Student's most recent primary disability, reports the Disability Alternate Code value (e.g. 1). Field is blank if field 8 is not equal to IDEA. (Disability) 10 IEP Start Date yyyymmdd Beginning date for the student s current IEP period Reports the latest Important Date with an Alt code = LI for IEP Completion Date. The date must be within the enrollment date range. (IEP Start Date, End Date) Field is blank if field 8 is not equal to IDEA. 11 IEP End Date yyyymmdd Ending date for the student s current IEP period Reports the latest Important Date with Alt code = LI, adding one year minus a day. (IEP Start Date, End Date) Field is blank if field 8 is not equal to IDEA. 12 LRE Code - State Code x(3) Code that describes the Least Restrictive Environment to educate the student as identified in current IEP Reports the latest Primary Placement in the reporting date range and enrollment date range. Reports the Placement s Least Restrictive Environment (Location of Intervention) Alternate Code Type = 'CEDARS Code' with the (LRE Code, Last IEP Date) They will accept LRE codes for all students We have already altcoded these but the primary reference is 2014 SunGard Public Sector Inc. All Rights Reserved Page 7 of 11

8 value (see Cedars Appendix W for codes) Field is blank if field 8 is not equal to IDEA. the CEDARS Appendix for Appendix W - Disability Codes The three character description in the format may be ignored. Format should be two character such as '01' or '28' 13 placeholder placeholder placeholder placeholder 14 Special Education Reporting District x(6) Required District Short Name District where the student is receiving special education services A database setting accessed through MSSQL only in a table called spipublic.applicationoption called Skyward District Short Name (ID, Name, DOB,District) 15 placeholder placeholder placeholder placeholder 16 Parent Consent for Initial Services/Placement Y, N or blank Optional On the Initial IEP written for a student whether or not the parent accepted the IEP and gave consent for implementation of the IEP. Reported as blank 17 Last IEP Meeting Date yyyymmdd Required for all students with IEP data (fields 10-12) Date of the last meeting regarding the student's current IEP Student with an active enrollment record and Start date of the latest Primary Placement record in the student's active current IEP. Field is blank if field 8 is not equal to IDEA. 18 Evaluation Extension 'X' or blank Optional Reported as 2014 SunGard Public Sector Inc. All Rights Reserved Page 8 of 11

9 If field #4 is 'E' (Initial) and there is a documented Evaluation Extension this field could contain an 'X' 19 Referral Date yyyymmdd Optional Date student was first referred to Special Education Reported as blank 20 Special Transportation Y, N or blank Optional Reported as blank 21 Date the Reevaluation Waiver was extended to yyyymmdd Required if Evaluation Type = 'W' Reported as blank 22 IEP Manager (optional) standard format Optional Reported as blank REPORTS There are two reports to run related to the data export. From the Run A Report menu, search for the word Skyward. The reports are called Export Error and Export Summary. The Summary Report lists all students that successfully exported from IEPPLUS in alphabetical order. Please note, however, that students in the export file and that appear on this summary report may have errors and appear on the Error Report. The Error Report lists all students in alphabetical order that have invalid data and are unable to be included in the Skyward export file. SYSTEM CONFIGURATION From the Options menu, select Set Systemwide Options. Click on the Administration tab and scroll to the bottom of the screen. A Export section appears. The data parameters will be indicated in this box (e.g. 8/1/2014 7/31/2015). The IEPPLUS System administration may change these dates at any time. The parameters are used to select students to be included on the 2014 SunGard Public Sector Inc. All Rights Reserved Page 9 of 11

10 MAINTENANCE 1. Navigate to Maintenance > Manage Code Tables. 2. Select the name of the table from the drop down list (e.g., Important Date ). 3. To add a code: choose New from the top menu. 4. Enter the Code in the yellow box, and then click on Update. Remember to save the record when finished. In order to add alternate codes, the Description must be added and saved first, then reselect the Code table to continue to add the alternate codes. 5. To add or edit an Alternate Code, first click Show Alternate Codes at the top of the page. Then click Edit on the applicable Code record to open the record for changes. 6. Once the record is open, click the appropriate link to add a new Alt Code or Edit an existing one. Clicking delete will remove an existing Alternate Code. When finished with the changes, click the Save icon. SECURITY Access to the PLUS360 Data Integration application is provided only to the System Administrators of IEPPLUS. The PLUS360 Data Integration application is a separate stand-alone 2014 SunGard Public Sector Inc. All Rights Reserved Page 10 of 11

11 REVISION HISTORY 06/08/16: Updated Field 7, Evaluation Completion Date to reflect Alternate Code = LE. 10/15/14: Updated field 1, software changed to use student s Identification record rather than IEPPLUS student ID. 10/6/14: Functionality of the export released. User document 2014 SunGard Public Sector Inc. All Rights Reserved Page 11 of 11