Processing MSDS submissions for Michigan Federal and State Reports Processing MSDS submissions for Michigan Federal and State Reports August 21, 2013 Presented by Allan Knapp, PhD Michigan Part C Data Manager Early On Training and Technical Assistance

Starter News Item Comments of any males who have had excessive sun time this summer will be monitored closely today - We want to restrict unhelpful tangents. 08/21/2013EOTTA Data Webinar2

Today’s Contents Resources Fall 2013 Collection Reminders New MSDS fields coming in FALL 2013 State Prototype IFSP Federal and State report submissions Processing MSDS data for the reports Question and Answer interspersed and at the end 08/21/2013EOTTA Data Webinar3

Early On Data Group Listserv The 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 to Allan Knapp or call ◦ (517) If you received an from the listserv on Tuesday, August 13, then you are effectively on the listserv 08/21/2013EOTTA Data Webinar4

Finding MSDS Information Go to Choose the CEPI Applications option on the left Then choose the Michigan Student Data System option OR Go to 08/21/2013EOTTA Data Webinar5

New Data Profiles Go to The Fall 2012 portraits have been finalized. The End Of Year 2013 portraits should be available in September. 08/21/2013EOTTA Data Webinar6

FERPA rules for Data It is a potential FERPA violation to send a child’s name or other identifying information in an open . 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 . A free WinZip trial is available at 08/21/2013EOTTA Data Webinar7

Fall 2013 MSDS Collection Facts The 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 08/21/2013EOTTA Data Webinar8

New Rules Coming For Fall 2013 An 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 08/21/2013EOTTA Data Webinar9

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. 08/21/2013EOTTA Data Webinar10

Component and Characteristic changes Coming for Fall 2013 (2) NEW: PartBReferral Component PartBReferral only submittable by the ISD If 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) 08/21/2013EOTTA Data Webinar11

Component and Characteristic changes Coming for Fall 2013 (3) New Characteristic in the InitialIFSP Component ◦ InitialIFSPDate New Characteristic in the InitialIEP Component ◦ InitialIEPCompletionDate 08/21/2013EOTTA Data Webinar12

State IFSP Prototype A 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 08/21/2013EOTTA Data Webinar13

IFSP Prototype CheckList Plus – Pg 1 08/21/2013EOTTA Data Webinar14 For submitters and reports Details by Component

IFSP Prototype CheckList Plus – Pg 4 08/21/2013EOTTA Data Webinar15 For submitters and reports Details by Component

MSDS Fields Not On Prototype Some 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) 08/21/2013EOTTA Data Webinar16

Update on Definitions Early 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. 08/21/2013EOTTA Data Webinar17

Early On Data Field Flow 08/21/2013EOTTA Data Webinar18 Service Area A Service Area B Service Area C MSDS Collections (child level) Early On Platinum File (child level) Federal Tables (state level) APR (state level) Public Reports (Service Area Level) CIMS / Determinations (Service Area Level) Assessment Analysis (Service Area and State Levels) DEF..DEF.. MSDS Rules Platinum File Rules Processing Rules Data Portraits (Service Area And State Levels)

Federal Tables Child Count due February – from Fall count ◦ Unduplicated Snapshot  By Age and Setting  By Race/Ethnic and Setting  By Gender ◦ Unduplicated Cumulative Exit 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 08/21/2013EOTTA Data Webinar19

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 ◦ – Dispute Resolution ◦ 14 – State Reported Data 08/21/2013EOTTA Data Webinar20

Other Platinum File Outputs Public Reports – APR indicators 1-8 for service areas, published in June Continuous 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 08/21/2013EOTTA Data Webinar21

Platinum File Rules Once 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 08/21/2013EOTTA Data Webinar22

Countability Rules A 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 08/21/2013EOTTA Data Webinar23

Deduplication Rules UIC 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 08/21/2013EOTTA Data Webinar24

Processing Rules A “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 08/21/2013EOTTA Data Webinar25

Processing Rules Definitions Values – lists the possible MSDS values Population – 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 08/21/2013EOTTA Data Webinar26

Processing Rules – Indicators 2(setting), 5 and 6 (child counts) Values: ◦ Ind2: 31 and 41 are good, 38 (other) is bad Population: 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, Exit Ind 2 Calculation: (31’s +41’s) / Snapshot 08/21/2013EOTTA Data Webinar27

Processing Rules – Indicators 1, 7, 8 Processing Rules – Indicators 1, 7, 8 NOTE: The 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 08/21/2013EOTTA Data Webinar28

Processing Rules – Indicator 1(A) Possible Values: ◦ 01 – Timely new services ◦ 02 – Valid reasons ◦ 03 – Untimely services ◦ 04 – No new services Population: Cumulative count Calculation: Leave out 04’s ◦ (01’s + 02’s) / (01’s + 02’s + 03’s) 08/21/2013EOTTA Data Webinar29

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 08/21/2013EOTTA Data Webinar30

Processing Rules – Indicator 7 Possible 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) 08/21/2013EOTTA Data Webinar31

Processing Rules – Indicator 8a Possible 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 months Calculation: (01’s + 03’s) / (01’s+02’s+03’s) 08/21/2013EOTTA Data Webinar32

Processing Rules – Indicator 8b Possible Values: ◦ Yes or No; True or False Population: 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 Count 08/21/2013EOTTA Data Webinar33

Processing Rules – Indicator 8c Possible 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 months Calculation: (01’s + 03’s) / (01’s+02’s+03’s) 08/21/2013EOTTA Data Webinar34

Processing Rules – Indicator 3 08/21/2013EOTTA Data Webinar35

Processing Rules – Indicator 4 08/21/2013EOTTA Data Webinar36

Report Ideas Report Ideas Currently Active children Exits from Date 1 to Date 2 Children eligible for Special Ed 08/21/2013EOTTA Data Webinar37

Potential Problem with IE 10 on a Windows 8 Machine CEPI sent an 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.” 08/21/2013EOTTA Data Webinar38

Ending Question What do you call a boomerang that doesn’t work? Answer: a stick 08/21/2013EOTTA Data Webinar39

Question and Answer… 08/21/2013EOTTA Data Webinar40