Post on 31-Dec-2015
Piece of the PuzzleKAN_Service Beginners Training
By: Mason Vosburgh
Agenda
Discussion Item One – Common Authentication Log in, Access
Discussion Item Two – Getting startedSelecting the organization, Navigation pane, Calendar Set up, apply building settings, checking building minutes entering providers
Discussion Item Four – Verifications
Discussion Item Five – Exiting students
Discussion Item Six – Reports
Item 1Item 1
Discussion Item Three – Student DataStudent Search, Keyboard Entry, Import / Upload batch files
Item 2Item 2
Item 3Item 3
Item 4Item 4
Item 5Item 5
Item 6Item 6
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Item 7Item 7 Discussion Item Seven – Other Issues
Common AuthenticationLog in
• Go to KSDE Web Applications• Enter User name • Enter Password• Log In• Browser – IE or Firefox for Mac
• Select KAN_Service from the list of approved applications
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If you have not registered, go here
Getting StartedSelect All organization level – Click the “Go”
Navigation PaneSelect the destination in the application where the
desired task is completed.Students
Buildings, Calendars, settingsPersonnel
VerificationsUpload / ImportReportsYearly Student roll over
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Getting StartedCalendars select from Navigation Pane
New calendar button
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Select the target school year for which the calendar applies
Getting StartedCalendars
1) Set default district level calendar for all grades, all buildings.
2) Enter first and last day of school.
3) Mark days not in session
4) Save5) Create new
calendar for any programs / buildings that does not follow the district calendar
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Getting Started
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Building Settings set up from Navigation Pane1) For buildings without
approved settings, Choose a building
2) Select “New” to enter settings for a school year
Getting Started
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Building Settings set up1) Mark (all that apply) the
setting codes that represent
the programs that are
offered in the building
2) As you work on this, it is
considered to be “In
progress”. Save keeps the
data in progress
3) The save and submit button
is selected to send to KSDE
for approval.
4) KSDE will deny invalid
settings
5) If a error is made, you can
un-submit.
Getting Started
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Minutes by Building1) Minutes pull from the
State Directory
2) Note: Any building with missing or inaccurate building minutes
3) Corrections are made in the State Directory
DIRECTORY IS A KSDE WEB APPLICATION
Getting StartedDirectory Updates
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1) Section A, Daily Schedule = Grade 1- 12 Schedule
2) Section B, Preschool Sessions schedules only
3) Section C, Kindergarten schedules only
DIRECTORY NAVIGATION: FIND ORGANIZATION, THEN SELECT BUILDINGS IN ORGANIZATION
Getting Started
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Providers from Navigation Pane 1) Click New Button - Enter Provider
1) Check for duplicates
2) Select Provider Role
1) At lease 1 role is required
2) Arrow over
3) Contract providers require a license code
4) Select agency
1) Arrow over
5) Save
6) Arrows
1) Arrow right - include
2) Arrow left - remove
3) Single arrow – single item
4) Double arrow – all items
Getting Started
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Upload Providers 1) A batch of Providers can be Imported through the Upload link on the Navigation Pane
2) Select Personnel as the file type
3) Tip: Coop and Interlocal user would repeat field R1 in the import specification for each district the provider serves.
Getting Started
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Reassign Providers
If a provider left from last year to this year, and is on current year service lines. Find the old (From) and the new (To) provider with the search. Enter the effective date and reassign.
Student Data2 methods for student data entry • Keyboard entry.
1. Student Search: Find a student in the application
2. Select status – where to find the student
1. In K_S2. Not in K_S (KIDS)3. All (both K_S &
KIDS)3. Search
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Student Data2 methods for student data entry • Keyboard entry.
1. Create Student profile1. Demographics
2. Select the New button for new profile
3. Select the target school year for which the profile applies
1. Some data pulls from the KIDS record
1. Birthday2. Race / ethnicity3. LEP4. Student
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• Note: your location in the application is listed in terms of a path. Here the path shows you went from Student Search to profile list. The path is displayed in the top left corner.
• The back button takes you to the previous location on your path.
Student Data2 methods for student data entry
• Keyboard entry. Profile1. Drop Down Menus for
the selection of data elements
2. Different data is addressed in the Data Dictionary
1. Initial Eval1. Conditional
2. Gifted Y /N3. Placement
1. LEA2. SRS / JJA
3. Save upon completion
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Student Data2 methods for student data entry
• Keyboard entry.1. From the Actions Menu2. Profiles can be edited,
view only or deleted3. Go to the IEP page4. Go to catastrophic Aid
page
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Student Data2 methods for student data entry
• Keyboard entry.• Student has no IEP entered• Because data entry is
incomplete, OSEP data is not calculated
• New IEP is selected
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Student Data2 methods for student data entry
• Keyboard entry.• IEP date by type
• Do not tab• IEP date from calendar• Save the Date• IEP is listed with alert of no
service lines• Action – New Service line• Action – New NPE contract
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Student Data2 methods for student data entry
• Keyboard entry.• Select service line
data for each of the service line fields
• Service Organization
• Attendance building
• Setting and service
• Provider• Start and end
dates
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Student Data2 methods for student data entry
• Keyboard entry.• Minutes, Days, Weeks• Minutes = minutes per
day• Frequency and Duration
have options. Select only 1 option to arrive at total days.
• + works best using roll over
• * Note: Not recommended if you plan to use the roll over feature
1. Total Days between Start and End dates *2. Days per week and frequency +3. Days per week and the number of weeks –
FY2011 MIS method *Note weeks defaults to 1 unless weeks are used to
count total days
Duration is determined by total days. There are 3options, the user would select 1 option consistently
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Student Data2 methods for student data entry
• Importing.1. Go to upload2. Import type – student & IEP3. Select upload mode4. Select Browse to find the file5. Navigate to file location6. Select file.7. Upload
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Student Data2 methods for student data entry
• Importing.1. Upload history2. Check Import results3. Note failed records4. Notes explain why import failed
Failed notes clue; copy the text in the failed alert and paste into Excel. Compare the header to the data. If the header has different data than the import. The wrong import type was selected.
• File format
• The imported file is not the same length as called for in the specifications. Too long or too short.
• The format of the data is incorrect. For example a date field is 98/HQ/20!*, grade field is not numeric -P4, Name field is not alpha – Sm!t8
• Student not found
• There is not a KIDS record present in the organization for which you are submitting, no permissions
Student Data2 methods for student data entry – Importing, why records fail?
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• Required data missing.
• The data is invalid. Fund = 8, KIDS ID is blank
• Building Association
• Responsible building in MIS in not the AYP, Funding or attendance building in the KIDS record
• Records Note:
• Number of records does not = number of students, each IEP or profile is a record
• KAN_Service matches on KIDS ID number and responsible school
• If the student has moved within the catchment area and has a different responsible school from earlier in the year, please note:
Alert Alert Alert Alert Alert Alert AlertCombinations of methods may create duplicate records upon import
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• 2 ways to fix.
• 1. Delete the prior record before importing.
• K_S only deletes the prior record when the subsequent record has the same responsible school.
• If the subsequent record has a different responsible school and is imported, duplicate records will be present.
• 2. import with the prior responsible school, then switch it to the current responsible school after it is in the application.
Red Dot on selected record indicates a verification is present
Verifications related to profiles are displayed under the profile
Verifications related to service lines are displayed under the service line.
VerificationsVerification Alerts
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VerificationsVerification List from Navigation Pane
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Default to all students with verification
Verifications can be filtered by;
Agency / Building
Student or ID #
Flag / type
Open / unresolved
Search
Verifications Running Verifications
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Run verification button starts the process
Verifications can target all, building, staff or student
Selected population goes into cue
Refresh list – to see where you are in the process
Increasing number means more records going into cue
Decreasing number means process is completing
VerificationsVerification Responses
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How to address verifications
2 kinds of verifications
1.Errors
2.Warnings
Errors must be fixedcorrections on:service linesprofiledirectorycalendarsettings
Corrections can be made in data source (IEP) and resubmitted
Warnings can be addressed in an e-mail sent to KSDE. Upon approval verification is removed
ExitingHow to exit a student
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Exit data is listed on the student profile.
Change to inactive status
1.Select Basis of exit
2.Enter Exit Date1. Type2. Select from
calendar
Evidence box shows where the student went
Save
ExitingHow to exit a student - Truncate services
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Exit data is listed on the student profile.
1.If the current year service lines extend past the date the student exited,
2.Then the service lines must end the same day as the Exit Date
1. Go to the IEP list2. Select the current
IEPEnter the exit date as last day of servicesTruncate service end date to = exit date
Save
Reports
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Reports from the navigation paneLocal MIS reportsState MIS reports
Reports menu lists many of the same reports in LEAMIS
rostersdates due
Double click on report name to start
Reports
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Set report parameters
Select school year
Enter dateType inSelect from calendar
Find ProviderAll Select individual
Select output file typePDFExcel
Reports
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Report Download
Open or Save the file
Completed Report in ExcelDisable protected view for Excel functions
PrintModify CellsChange layoutSave as text, etc.
Reports
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Reports Wizard
Build / Custom Reports
Select Data criteriaChoose Operator / conditionValue
Add Filer to include all criteria to report
Reports
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Reports Wizard
Report criteria builds on original requirements. New criteria is listed as new items are added
New criteria can be added by selection of new condition, and or
New data is selected, New filtered is added
Report criteria builds
Run report to Excel
Report can be named and saved for later without reinventing the same report
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Year to year roll overProvider roll over
Under provider list go to: Copy Year
Select Source year and target year
Select all providers and unmark all providers not continuing
Copy marked providers into target school year
Year to year roll over• Setting up next year – required prior to moving students.
• Calendars• Set up calendars assign to new school year
• Approved settings• For next year enter settings by building for all programs offered in each
building based on continuing, new or changed programs • Copy providers
• Details on next slide• Moving students – by district or responsible school batches.
• Red Dots by building indicate tasks above have not been completed.• Once red dots are removed,
• The roll over bar because active.• Alert – rolling over will replace exiting student data• Alert – subsequent imports will replace prior student rollovers
Rolling over student data from one school year to next
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Year to year roll overStudent roll over
Go to: Roll over student data.
Select Source year and target year
Select Student’s organization and buildings
Missing information for roll over is marked with red dot alert. When all red dot are gone, roll over bar will be active (not gray)
Move selected organizations and buildings
• Post roll over issues• If responsible building changes in target
year, what is important?• New KIDS record is needed before
responsible building can be manually changed
• If new record with new responsible building is imported, duplicate profile may occur.
• Fix• Delete original profile prior to import, or• Switch original profile to new responsible
building prior to import. Original profile will be deleted and replaced with import data if responsible buildings match at import.
1. Data can be rolled into the next school year by entire organization or by responsible building
2. To map services into the next school year, attendance buildings must have approved settings and calendars for the target year. Note: Directory minutes are not a factor. Missing minutes to not block roll overs.
3. Source year data is copied into next school year. Grades and status is promoted up by 1.
4. If any building, service type, time or setting changes for the target year, these changes must be made post roll over.
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Managing Roll Over data
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Year to year roll overStudent roll over
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Discipline Data Go to: Discipline Data
Select:target year
Review students, basis of removal, type of removal and days of removal
If discrepancies are found, alert your local KAN_DIS administrator at the building or district level for corrections.
Revisit page for monthly updates to assure corrections have been made in KAN-Dis.
Other IssuesTips
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Navigation TipsUse the Back button in the application. Avoid the back button on the browser.
ProvidersThe value list of providers can be filtered by USD. Providers with assignments in one agency can be list only in the relevant agency.Providers with assignment across agencies can be listed in more than 1 agency
Agency Start dateThis data pull from the service line and would be equal to the earliest start date , exit date is entered by user
If the application crashes, there is some helpful information to remember when reporting a crash.
You may be asked a series of questions to trouble shoot.
Your log in access?D0701
Your permissions?District user
What you are going specifically?
selecting a frequency on a
service lineWhat student did this occur?
4587896541
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Other IssuesCrash – call the IT help desk
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