Systemwide r User Optins User Guide IEPPLUS 4.3 1990-2016 SunGard Public Sectr Inc. All rights reserved. N part f this publicatin may be reprduced withut the prir written permissin f SunGard Public Sectr Inc., with the exceptin f cpies made fr yur internal use. SunGard, the SunGard lg, PLUS 360, eschlplus, IEPPLUS, PerfrmancePLUS, efinanceplus, and BusinessPLUS are trademarks r registered trademarks f SunGard Data Systems Inc. r its subsidiaries in the U.S. and ther cuntries. All ther trade names are trademarks r registered trademarks f their respective hlders. Page 1 f 14 Last Mdified: 8/02/16
TABLE OF CONTENTS OVERVIEW... 3 SYSTEM OPTIONS... 4 MAIN TAB FIELDS... 4 Start Date: Usual left blank.... 4 End Date: Usually left blank.... 4 Last Student ID: Usually left blank.... 4 Student Search Optin: The system default is by Last Name:... 4 Student Search Identificatin Type:... 4 Student Inactivatin Delete Optin:... 4 Letterhead:... 4 Organizatin:... 5 Gal Bk:... 5 Calendar Mask:... 5 Statement Optin:... 5 Student Summary:... 5 ADMINISTRATION TAB... 5 Data Exchange:... 6 Set Student Access:... 7 eschlplus PDF Display:... 8 Frm:... 8 Reprting:... 8 Ntificatins:... 8 eschlplus/tac Interface Integratin:... 8 MEDICAID TAB (OPTIONAL)... 8 BATCH ATTENDANCE (OPTIONAL)... 9 PROGRESS REPORTING TAB... 9 COGNOS REPORTNET TAB (OPTIONAL)... 10 FORM TAB... 10 IEP Optins... 11 IEP Functinal Perfrmance Page Break... 11 New Frm Optins... 11 Warning Messages... 11 Archive Display Date... 11 Link gals & Objectives t services and attendance... 11 504 Package (Optinal)... 11 LOGIN TAB... 12 PROXY TAB... 12 AUTO-UPDATE SETTING... 12 ADVANCED REPORTING... 13 USER OPTIONS... 13 REVISION HISTORY... 14 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 2 f 14
OVERVIEW Optins, Set System-wide Optins enables setting f sme master settings fr IEPPLUS. It cnsists f several tabs: Main, Administratin, Medicaid, Batch Attendance, Prgress Reprting, Cgns ReprtNet, Frm, Lgin, Prxy, Aut-Update Settings, Advanced Reprting which will be utlined in this dcument. Nte: Sme tabs utlined may nt appear depending n district settings (items such as Cgns ReprtNet will nly display if it is part f yur system). 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 3 f 14
SYSTEM OPTIONS MAIN TAB FIELDS This tab will enable yu t setup hw yur district searches fr students (such as by name r by ID), yur master Letterhead, the System Organizatin, Gal bk and what displays n the student summary screen. Each field is utlined belw: START DATE: USUAL LEFT BLANK. This prmpt can be used t autfill the start date fr new placements, services and curses. Since mst IEP recrds d nt start n the first day f schl this field is left blank unless all IEP s g frm August 24, 2016 May 25, 2017, fr example. END DATE: USUALLY LEFT BLANK. This prmpt can be used t autfill the end date fr new placements, services and curses. This wrks the same as the Start date utlined abve. LAST STUDENT ID: USUALLY LEFT BLANK. This field can be used t start aut numbering students starting with a specific number. Fr example: If yu are a new district and yur ld system had the last student entered as 111111, yu culd set this field t be 111111 and any new student entered directly int IEPPLUS wuld be assigned the next number (ie 111112). STUDENT SEARCH OPTION: THE SYSTEM DEFAULT IS BY LAST NAME: This drp dwn enables the district t change hw staff searches IEPPLUS fr student recrds. Available search types are by Last Name, Student ID, Birth date, Identificatin Type (ie State ID) STUDENT SEARCH IDENTIFICATION TYPE: This drp dwn enables IEPPLUS t set a specific Identificatin Type as an additinal search criteria. Cmmn Identificatins are General Educatin ID, Medicaid ID, State ID. STUDENT INACTIVATION DELETE OPTION: This checkbx indicates ALL recrds will be remved that are greater than the inactivatin date. Future recrds culd include curses, placement, service, disability, need, gal, bjective, statement, rganizatin assciatin, staff assciatin, meeting, imprtant date, and enrllment recrds. Transient districts may leave this item unchecked s recrds remain linked t a student s IEP as they cme and g frequently within the schl year t avid data entry. LETTERHEAD: This drp dwn enables the district t default the letterhead t be used by their staff. (Nte: There is als Set My Optins which culd be used if Staff uses a Building Letterhead instead f a District Letterhead). 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 4 f 14
ORGANIZATION: This drp dwn set the district rganizatin. GOAL BOOK: This drp dwn sets the district s default gal bk t be used by staff. (Nte: There is als Set my Optins which culd be set by staff t use a different gal bk instead f the district default, fr example: Transitin. CALENDAR MASK: This drp dwn enables the district t lk at a calendar in IEPPLUS. This setting can be used n sme reprts t eliminate schl clsing and hlidays, fr example, fr Timely Eligibility reprting. STATEMENT OPTION: Cnvert the student statement text int the student s first name Yes/N. This ptin lks at a statement added t the student and replaces the wrk the student with Jhnny fr example. (The student will cunt up t 100. wuld print as Jhnny will cunt up t 100.) STUDENT SUMMARY: This area cntrls what areas will display n the student s Summary page. Items checked are thse displayed. ADMINISTRATION TAB This tab stres imprtant infrmatin with regard t Data Exchange with eschlplus, setting student access, eschlplus PDF display, preventing users frm access the same frm at the same time, enabling Ntificatins, and setting paths fr eschlplus and TAC. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 5 f 14
DATA EXCHANGE: Checking this bx enables data t be exchanged between systems. Prcess Optins: Additinal ptins can be set with regard t hw data will be changed between the systems as shwn in the example abve: 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 6 f 14
OutsideFuture = Yes: If a current recrd is nt fund in eschlplus, it will find a future recrd. IEPPLUS Future = Yes: If a current recrd is nt fund in IEPPLUS, it will find a future recrd. A cmplete list f available ptins is listed belw: OutsideFuture: If n current recrds fund in eschlplus, it will find future recrd IEPplusFuture: If n current recrds fund in IEPPLUS, it will find future recrd IgnrePrper: If set t yes, it will dwnlad eschlplus names exactly as they are entered in eschlplus. If set t n, it will try t fix the name since eschlplus smetimes puts the student name in all capitals. MatchOutsideEnrllmentEndDate: Attempts t match the withdrawal date when creating recrds in IEPPLUS. SET STUDENT ACCESS: Items listed in this bx cntrls hw data is selected fr display. Prcess Optins: These settings indicate hw recrds will be selected fr security purpses. Fr Example: Grups=Yes: Runs student access based n grups. (Students assigned t a grup ie Building) Users=Yes: Runs student access by user administratin. (Students assigned t a user) IncludeHistrical=N: A User will nt be able t have cntinued access t the students after a recrd has ended. IncludeFuture=Yes: A user will be able t see a student with a future start date. StudentAccessGracePerid=30: A user will be able t see a student fr 30 days after the recrd has ended t finish up paperwrk. Nte: A staff member must be linked t a user fr a message t appear n the Student Access tab: Student Access Grade Perid XX Days. A cmplete list f available ptins is listed belw: Users: Run student access by user administratin. IgnreBlankStaff: Ignre users with a blank staff id. Grups: Run student access by grup administratin. IgnreBlankOrganizatin: Ignre grups with a blank rganizatin id. Caselads: Run student access by user administratin with valid staff id nly. IncludeHistrical: User will cntinue t have access t the students after the effective end date IncludeFuture: User will have access t students nt effective yet IncludeCaseladHistrical: User will have access t students after the effective end date, fr caselad nly. IncludeCaseladFuture: User will have access t student nt effective yet, fr caselad nly. IncludeCurse: user will have access t students with curse staff assciated with the user IncludePlacement: user will have access t students with placement staff assciated with the user IncludeService: user will have access t students with service staff assciated with the user IncludeAssciatin: user will have access t students with district assciated with the grup. IncludeOrganizatinAssciatin: user will have access t students with rganizatin assciated with grups the user is assciated with. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 7 f 14
IncludeStaffAssciatin: user will have access t students with staff assciatin assciated with the user IncludeEnrllment: user will have access t students with enrllment rganizatin assciated with the grups the user is assciated with (Ohi, Washingtn, Virginia, Missuri nly) IncludeMeeting: Cmbines IncludeMeetingLcatin and IncludeMeetingStaff. IncludeMeetingLcatin: user will have access t students with meeting lcatin assciated with the grups the user is assciated with IncludeMeetingStaff: user will have access t students with meeting staff assciated with the user StudentAccessGracePerid: Number f days after end date has passed that student wuld still be cnsidered active. ActiveDate: user will have access t students that are active as f active date ActiveDateOffsetInDays: Number f days t ffset active date cmparisns. ESCHOOLPLUS PDF DISPLAY: Check ff the frms yu wish t display in eschlplus. Nte: The example screen abve reflects the frms in Illinis. These ptins will change per state. An additinal check bx is available t exclude display f PDF s when a student is n lnger active. FORM: Check bx t prevent multiple users frm accessing the same frm at the same time. REPORTING: Check bx t shw enrllment grade and lcatin ptin in reprting. This des nt apply t all states. Currently Ohi, Missuri, Washingtn. NOTIFICATIONS: Check bx t Enable PLUS360 Ntificatins ESCHOOLPLUS/TAC INTERFACE INTEGRATION: This area displays the lcatin f ther databases that link t IEPPLUS such as eschl PLUS, and TAC. Check bx t enable the Student Drawer between IEPPLUS and eschlplus r TAC. MEDICAID TAB (OPTIONAL) This feature is an ptinal enhancement t IEPPLUS and nt available t all states. This tab recrds infrmatin needed fr Medicaid Billing. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 8 f 14
BATCH ATTENDANCE (OPTIONAL) This feature is an ptinal enhancement t IEPPLUS and nt available t all states. It is used by billing custmers wh recrd attendance in IEPPLUS. PROGRESS REPORTING TAB This sectin identifies the type f prgress reprting mdule t display. It is nw legacy sftware as districts are nw using the latest versin f IEPPLUS. Yu can find additinal infrmatin in Help, Prgress Reprting. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 9 f 14
COGNOS REPORTNET TAB (OPTIONAL) This sectin links Cgns with IEPPLUS and identifies the versin used. FORM TAB This tab enables varius restricts and/r setup ptins fr multiple frms and/r frm cnditins in IEPPLUS. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 10 f 14
IEP OPTIONS This area enables the district t lck dwn the IEP Frm creatin wizard t meet the district needs. Fr Example, if yu require yur district t enter new gals fr every IEP, yu can enfrce all user t Nt select any gals. If the Enfrce check bx is nt marked and the screen is set t D nt select any Gals, the user can change the radi buttn t Create new gals frm existing gals as needed. IEP FUNCTIONAL PERFORMANCE PAGE BREAK This checkbx will frce a page break fr each Academic Achievement and Functinal Perfrmance area instead f printing the pages cntinuusly. This ptin maybe dependent upn yur state settings. NEW FORM OPTIONS These check bxes enfrce whether a user can create a new IEP when an unfinalized frm already exists fr an IEP r 504 frm. WARNING MESSAGES These check bxes will disable warning messages fr Amendments. Such as the message asking the user whether they want t create an amended frm r warn a user when they are trying t remve an amendment. ARCHIVE DISPLAY DATE This check bx allws the district t use either the frm meeting date r the date the frm was created n the Frm Archive tlbar. LINK GOALS & OBJECTIVES TO SERVICES AND ATTENDANCE This feature enables the ability t link gals/bjectives t individual service and attendance recrds. 504 PACKAGE (OPTIONAL) Enables the ability t use the 504 package if it exists in yur state. In additin, security will need t be setup. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 11 f 14
LOGIN TAB This tab requires additinal security requirements when creating a passwrd such as Require passwrd changes every X days r requires a cmplex passwrd and X characters lng. PROXY TAB This tab enables yur district administratr t setup specific Prxy settings, prts and passwrds t lgin as needed. AUTO-UPDATE SETTING This tab recrds the current versin the district is running f IEPPLUS as well as the path t the prgram t facilitate prcessing f an update. It is a ne-time setup and nt changed unless servers mve. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 12 f 14
ADVANCED REPORTING This tab has tw ptins with regard t the Initial Referral Aging reprt. Whether t shw Caselad Optin r Print Case Manager. USER OPTIONS This sectin cntains an abbreviated list f ptins that a user can set fr themselves and ver-ride the system default ptins. Fr example a user can decide t search by Student ID instead f the system default set t Student name r they may chse their building letterhead instead f a district letterhead etc. Please refer t the fields utlined abve fr specific details as needed. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 13 f 14
REVISION HISTORY 09/16/16: Added new Frm Optin Prevent all frms frm being created when an Unfinalized frm already exists 08/02/16: Created dcumentatin. 1990-2016 SunGard Public Sectr Inc. All Rights Reserved. Page 14 f 14