Systemwide or User Options User Guide IEPPLUS 4...written permission of SunGard Public Sector Inc.,...

Records Transfer State Submissions Revision 1.0

School Year 2008-2009

of 14 Last Modified: 8/02/16

Systemwide or User Options User Guide

IEPPLUS 4.3

© 1990 - 2016 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.

SunGard, the SunGard logo, PLUS 360, eSchoolPLUS, IEPPLUS, PerformancePLUS, eFinancePLUS, and BusinessPLUS 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 holders.

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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 Option: The system default is by Last Name: ............................................................................................ 4 Student Search Identification Type: .................................................................................................................................... 4 Student Inactivation Delete Option: .................................................................................................................................... 4 Letterhead: .......................................................................................................................................................................... 4 Organization: ...................................................................................................................................................................... 5 Goal Book: ........................................................................................................................................................................... 5 Calendar Mask: ................................................................................................................................................................... 5 Statement Option: ............................................................................................................................................................... 5 Student Summary: ............................................................................................................................................................... 5

ADMINISTRATION TAB ................................................................................................................................................................... 5 Data Exchange: ................................................................................................................................................................... 6 Set Student Access: ............................................................................................................................................................. 7 eSchoolPLUS PDF Display: ................................................................................................................................................... 8 Form: ................................................................................................................................................................................... 8 Reporting:............................................................................................................................................................................ 8 Notifications: ....................................................................................................................................................................... 8 eSchoolPLUS/TAC Interface Integration: ............................................................................................................................. 8

MEDICAID TAB (OPTIONAL) ........................................................................................................................................................... 8 BATCH ATTENDANCE (OPTIONAL) .................................................................................................................................................... 9 PROGRESS REPORTING TAB ............................................................................................................................................................ 9

COGNOS REPORTNET TAB (OPTIONAL) .............................................................................................................................. 10

FORM TAB ......................................................................................................................................................................... 10

IEP Options ........................................................................................................................................................................ 11 IEP Functional Performance Page Break ........................................................................................................................... 11 New Form Options ............................................................................................................................................................ 11 Warning Messages ............................................................................................................................................................ 11 Archive Display Date ......................................................................................................................................................... 11 Link goals & Objectives to services and attendance ......................................................................................................... 11 504 Package (Optional) ..................................................................................................................................................... 11

LOGIN TAB ......................................................................................................................................................................... 12

PROXY TAB ........................................................................................................................................................................ 12

AUTO-UPDATE SETTING ..................................................................................................................................................... 12

ADVANCED REPORTING ..................................................................................................................................................... 13

USER OPTIONS ................................................................................................................................................................... 13

REVISION HISTORY ............................................................................................................................................................ 14




OVERVIEW

Options, Set System-wide Options enables setting of some master settings for IEPPLUS. It consists of several tabs: Main, Administration, Medicaid, Batch Attendance, Progress Reporting, Cognos ReportNet, Form, Login, Proxy, Auto-Update Settings, Advanced Reporting which will be outlined in this document. Note: Some tabs outlined may not appear depending on district settings (items such as Cognos ReportNet will only display if it is part of your system).




SYSTEM OPTIONS

MAIN TAB FIELDS

This tab will enable you to setup how your district searches for students (such as by name or by ID), your master Letterhead, the System Organization, Goal book and what displays on the student summary screen. Each field is outlined below:

START DATE: USUAL LEFT BLANK . This prompt can be used to autofill the start date for new placements, services and courses. Since most IEP records do not start on the first day of school this field is left blank unless all IEP’s go from August 24, 2016 – May 25, 2017, for example.

END DATE: USUALLY LEFT BLANK. This prompt can be used to autofill the end date for new placements, services and courses. This works the same as the Start date outlined above.

LAST STUDENT ID: USUALLY LEFT BLANK. This field can be used to start auto numbering students starting with a specific number. For example: If you are a new district and your old system had the last student entered as 111111, you could set this field to be 111111 and any new student entered directly into IEPPLUS would be assigned the next number (ie 111112).

STUDENT SEARCH OPTION: THE SYSTEM DEFAULT IS BY LAST NAME: This drop down enables the district to change how staff searches IEPPLUS for student records. Available search types are by Last Name, Student ID, Birth date, Identification Type (ie State ID)

STUDENT SEARCH IDENTIFICATION TYPE: This drop down enables IEPPLUS to set a specific ‘Identification Type’ as an additional search criteria. Common Identifications are General Education ID, Medicaid ID, State ID.

STUDENT INACTIVATION DELETE OPTION: This checkbox indicates ALL records will be removed that are greater than the inactivation date. Future records could include courses, placement, service, disability, need, goal, objective, statement, organization association, staff association, meeting, important date, and enrollment records. Transient districts may leave this item unchecked so records remain linked to a student’s IEP as they come and go frequently within the school year to avoid data entry.

LETTERHEAD: This drop down enables the district to default the letterhead to be used by their staff. (Note: There is also ‘Set My Options’ which could be used if Staff uses a Building Letterhead instead of a District Letterhead).




ORGANIZATION: This drop down set the district organization.

GOAL BOOK: This drop down sets the district’s default goal book to be used by staff. (Note: There is also ‘Set my Options’ which could be set by staff to use a different goal book instead of the district default, for example: Transition.

CALENDAR MASK: This drop down enables the district to look at a calendar in IEPPLUS. This setting can be used on some reports to eliminate school closing and holidays, for example, for Timely Eligibility reporting.

STATEMENT OPTION: Convert ‘the student’ statement text into the student’s first name – Yes/No. This option looks at a statement added to the student and replaces the work ‘the student’ with ‘Johnny’ for example. (The student will count up to 100. would print as Johnny will count up to 100.)

STUDENT SUMMARY: This area controls what areas will display on the student’s Summary page. Items checked are those displayed.

ADMINISTRATION TAB

This tab stores important information with regard to Data Exchange with eSchoolPLUS, setting student access, eSchoolPLUS PDF display, preventing users from access the same form at the same time, enabling Notifications, and setting paths for eSchoolPLUS and TAC.




DATA EXCHANGE: Checking this box enables data to be exchanged between systems.

Process Options: Additional options can be set with regard to how data will be changed between the systems as shown in the example above:




o OutsideFuture = Yes: If a current record is not found in eSchoolPLUS, it will find a future record.

o IEPPLUS Future = Yes: If a current record is not found in IEPPLUS, it will find a future record.

A complete list of available options is listed below:

o OutsideFuture: If no current records found in eSchoolPLUS, it will find future record o IEPplusFuture: If no current records found in IEPPLUS, it will find future record o IgnoreProper: If set to yes, it will download eSchoolPLUS names exactly as they are entered in

eSchoolPLUS. If set to no, it will try to fix the name since eSchoolPLUS sometimes puts the student name in all capitals.

o MatchOutsideEnrollmentEndDate: Attempts to match the withdrawal date when creating records in IEPPLUS.

SET STUDENT ACCESS: Items listed in this box controls how data is selected for display.

Process Options: These settings indicate how records will be selected for security purposes. For Example:

o Groups=Yes: Runs student access based on groups. (Students assigned to a group ie Building)

o Users=Yes: Runs student access by user administration. (Students assigned to a user) o IncludeHistorical=No: A User will not be able to have continued access to the students

after a record has ended. o IncludeFuture=Yes: A user will be able to see a student with a future start date. o StudentAccessGracePeriod=30: A user will be able to see a student for 30 days after the

record has ended to finish up paperwork. Note: A staff member must be linked to a user for a message to appear on the Student Access tab: ‘Student Access Grade Period XX Days’.

A complete list of available options is listed below:

o Users: Run student access by user administration. o IgnoreBlankStaff: Ignore users with a blank staff id. o Groups: Run student access by group administration. o IgnoreBlankOrganization: Ignore groups with a blank organization id. o Caseloads: Run student access by user administration with valid staff id only. o IncludeHistorical: User will continue to have access to the students after the effective end date o IncludeFuture: User will have access to students not effective yet o IncludeCaseloadHistorical: User will have access to students after the effective end date, for

caseload only. o IncludeCaseloadFuture: User will have access to student not effective yet, for caseload only. o IncludeCourse: user will have access to students with course staff associated with the user o IncludePlacement: user will have access to students with placement staff associated with the

user o IncludeService: user will have access to students with service staff associated with the user o IncludeAssociation: user will have access to students with district associated with the group. o IncludeOrganizationAssociation: user will have access to students with organization associated

with groups the user is associated with.




o IncludeStaffAssociation: user will have access to students with staff association associated with the user

o IncludeEnrollment: user will have access to students with enrollment organization associated with the groups the user is associated with (Ohio, Washington, Virginia, Missouri only)

o IncludeMeeting: Combines IncludeMeetingLocation and IncludeMeetingStaff. o IncludeMeetingLocation: user will have access to students with meeting location associated

with the groups the user is associated with o IncludeMeetingStaff: user will have access to students with meeting staff associated with the

user o StudentAccessGracePeriod: Number of days after end date has passed that student would still

be considered active. o ActiveDate: user will have access to students that are active as of active date o ActiveDateOffsetInDays: Number of days to offset active date comparisons.

ESCHOOLPLUS PDF DISPLAY: Check off the forms you wish to display in eSchoolPLUS. Note: The example screen above reflects

the forms in Illinois. These options will change per state. An additional check box is available to exclude display of PDF’s when a student is no longer active.

FORM: Check box to prevent multiple users from accessing the same form at the same time.

REPORTING: Check box to show enrollment grade and location option in reporting. This does not apply to all

states. Currently Ohio, Missouri, Washington.

NOTIFICATIONS: Check box to Enable PLUS360 Notifications

ESCHOOLPLUS/TAC INTERFACE INTEGRATION: This area displays the location of other databases that link to IEPPLUS such as eSchool PLUS, and

TAC. Check box to enable the ‘Student Drawer’ between IEPPLUS and eSchoolPLUS or TAC.

MEDICAID TAB (OPTIONAL)

This feature is an optional enhancement to IEPPLUS and not available to all states. This tab records information needed for Medicaid Billing.




BATCH ATTENDANCE (OPTIONAL)

This feature is an optional enhancement to IEPPLUS and not available to all states. It is used by billing customers who record attendance in IEPPLUS.

PROGRESS REPORTING TAB

This section identifies the type of progress reporting module to display. It is now legacy software as districts are now using the latest version of IEPPLUS. You can find additional information in Help, Progress Reporting.




COGNOS REPORTNET TAB (OPTIONAL)

This section links Cognos with IEPPLUS and identifies the version used.

FORM TAB

This tab enables various restricts and/or setup options for multiple forms and/or form conditions in IEPPLUS.




IEP OPTIONS This area enables the district to lock down the IEP Form creation wizard to meet the district needs. For Example, if you require your district to enter new goals for every IEP, you can enforce all user to ‘Not select any goals’. If the ‘Enforce’ check box is not marked and the screen is set to ‘Do not select any Goals’, the user can change the radio button to Create new goals from existing goals as needed.

IEP FUNCTIONAL PERFORMANCE PAGE BREAK This checkbox will force a page break for each Academic Achievement and Functional Performance area instead of printing the pages continuously. This option maybe dependent upon your state settings.

NEW FORM OPTIONS These check boxes enforce whether a user can create a new IEP when an unfinalized form already exists for an IEP or 504 form.

WARNING MESSAGES These check boxes will disable warning messages for Amendments. Such as the message asking the user whether they want to create an amended form or warn a user when they are trying to remove an amendment.

ARCHIVE DISPLAY DATE This check box allows the district to use either the form meeting date or the date the form was created on the Form Archive toolbar.

LINK GOALS & OBJECTIVES TO SERVICES AND ATTENDANCE This feature enables the ability to link goals/objectives to individual service and attendance records.

504 PACKAGE (OPTIONAL) Enables the ability to use the 504 package if it exists in your state. In addition, security will need to be set-up.




LOGIN TAB

This tab requires additional security requirements when creating a password such as ‘Require password changes every X days or requires a complex password and X characters long.

PROXY TAB

This tab enables your district administrator to setup specific Proxy settings, ports and passwords to login as needed.

AUTO-UPDATE SETTING

This tab records the current version the district is running of IEPPLUS as well as the path to the program to facilitate processing of an update. It is a one-time setup and not changed unless servers move.




ADVANCED REPORTING

This tab has two options with regard to the Initial Referral Aging report. Whether to show Caseload Option or Print Case Manager.

USER OPTIONS

This section contains an abbreviated list of options that a user can set for themselves and over-ride the system default options. For example a user can decide to search by Student ID instead of the system default set to Student name or they may choose their building letterhead instead of a district letterhead etc. Please refer to the fields outlined above for specific details as needed.




REVISION HISTORY

09/16/16: Added new Form Option – Prevent all forms from being created when an Unfinalized form already exists 08/02/16: Created documentation.

Systemwide or User Options User Guide IEPPLUS 4...written permission of SunGard Public Sector Inc.,...

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