1. Electronic Review Process
Second in a series
Electronic Review Process
November 2010
This is the second presentation in a series about the Iowa IDEA system.
The purpose of this series is to provide an overview of how data gets from an IEP into IMS so that those data can be used by the Bureau of Children and Family Support Services as well as AEAs.
During this presentation, the listener will be provided an overview of the electronic review process of the web IEP.

2. Background
A bit of background is needed before the specifics of the electronic review process are addressed.
Data in a data system have different degrees of importance, depending on its function. Some data are required for state and federal reports, for example. Some data would be required essentially for the database itself so it may do its job properly.
When the specifications for the web IEP were written, the writers identified the required data for state and federal report such as date of birth or grade.
The web IEP has a feature that identifies if a required data field is blank. When a service provider navigates between IEP pages by using the page buttons, the page buttons are color coded to indicate the status of that page: Red means that no required fields have been completed; a yellow button means that the required fields on a page are partially completed and green means that all the required data have been completed.

3. Submit
As indicated in the previous slide, when a service provider has completed an IEP, all of the page buttons that contain required data will turn green.
At that time, the IEP document can be submitted for review.  The teacher or AEA staff will click on the ‘Submit’ checkbox.
This action locks the document to further editing and makes the IEP document accessible via another feature in the program where all Submitted IEPs will appear in a list. This feature is referred to as ‘Review Overview’.

4. Review Overview
Typically permission for the Review Overview screen is granted to the IMS data entry personnel although in some AEAs a person who is checking on the quality of the IEP may be reviewing the IEPs as well. In the example in this presentation, the IMS data entry person is the person who is reviewing the IEP.
When a data entry person accesses the Review Overview, he/she will see all ‘Submitted’ IEPs from the districts for which he/she enters data. 
When an individual row is clicked, that particular IEP document will be displayed for review.

5. Review of IEP
Once the IEP is opened, the reviewer can navigate to any page in the IEP. 
There are several actions that can be taken during the review. 
We will focus on the two primary actions which are most commonly used; Back to Author and Implement.

6. Back to Author
Even though many data checks are built into the authoring stage of the web IEP, one of the tasks for the data entry personnel is to look for problems with the data, especially the required data.
If the data entry person finds a problem with the IEP, he/she clicks on the ‘Back to Author’ button.

7. Action Log
This will bring up a ‘Action Log’ window where the data entry person can type a note to the service provider explaining the changes required.
When that ‘Action Log’ note is saved, two actions occur: First, it sends an to the service provider which includes the content of the note typed by the reviewer and second, it makes the document editable again and returns it to the service provider.
This review and “Back to Author” process can be repeated until the data in the IEP are satisfactory.

8. Implement
When an IEP is reviewed and is considered complete, the IMS staff will click on the ‘Implement’ button. Data are then ready for the next step which will be addressed in a subsequent presentation.
This marks the end the review process.
When the implement button is clicked, the document is marked as ready to archive. Several times during the day, the server archives files.  This archive will forever contain the content of the document at that particular point in time.

9. Following Archived
If the the service provider wants to access the student’s IEP at this time, the archive file will be available to view or print and the IEP is now marked ‘IMP’ for Implemented.

10. Following Archived
After the IEP has been archived, the service provider can begin to record goal progress collected during the duration of the IEP. That is the only part of the IEP that is editable; all other content of the document remains locked.

11. Following Archived
If the original document needs editing any time during the duration of the IEP, an Amendment will need to be started. 
When an IEP is amended, the status of the document is changed. The IEP will then need to be ‘Submitted’ and the entire review process repeated.  Another archive will be created and the document will be returned to the IMP status again.

12. Final Archive
Over time, many archives are created to document the course of a student’s IEP or IEPs. 
When a student’s IEPs are displayed, a row signifies the activity for one IEP. This activity would include any amendments to the IEP.
This example shows that a new IEP is under development.  This is indicated by the red buttons, signifying no required data has been entered on those pages. In addition, the status code is blank.
This row shows the previous IEP. The original archive, as well as two more archives created after Amendments were completed, are shown.
The last two rows show the previous IEPs archives. The one marked Final is created when a newer IEP is submitted or when a student is exited from special education.  This Final Archive will include all of the progress monitoring activities and the resulting graphs.

13. Electronic Review Process
Second in a series
Electronic Review Process
November 2010
In summary, the electronic review process provides information to consumers of the web IEP and signifies when the data in the IEP are ready for the next step.
This concludes the 2nd presentation on the electronic review process of the web IEP.