DRAFT Processing MSDS submissions for Michigan Federal and State Reports August 21, 2013 Presented...

DRAFT Processing MSDS submissions for Michigan Federal and State

Reports

August 21, 2013

Presented byAllan Knapp, PhD

Michigan Part C Data ManagerEarly 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.

08/21/2013 EOTTA Data Webinar 2

Today’s ContentsResourcesFall 2013 Collection RemindersNew MSDS fields coming in FALL 2013State Prototype IFSPFederal and State report submissionsProcessing MSDS data for the reportsPotential reports to help Service AreasQuestion and Answer interspersed and at

the end


Early On Data Group ListservThe 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 email to Allan Knapp [email protected] or call ◦(517) 485-8181

If you received an email from the listserv on Tuesday, August 13, then you are effectively on the listserv


mailto:[email protected]

Finding MSDS InformationGo to www.michigan.gov/CEPIChoose the CEPI Applications

option on the leftThen choose the Michigan

Student Data System (MSDS) option

OR Go to http://

www.michigan.gov/cepi/0,4546,7-113-986_50502---,00.html


http://www.michigan.gov/CEPI

http://www.michigan.gov/cepi/0,4546,7-113-986_50502---,00.html





Early On State ContactState Coordinator Vanessa

Winborne [email protected]


mailto:[email protected]

New Data ProfilesGo to www.earlyondata.comThe Fall 2012 portraits have been

finalized.The End Of Year 2013 portraits should

be available in September.


http://www.earlyondata.com/

FERPA rules for Data It is a potential FERPA violation to

send a child’s name or other identifying information in an open email.

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 email.

A free WinZip trial is available athttp://www.winzip.com/downwz.htm


http://www.winzip.com/downwz.htm

http://www.winzip.com/downwz.htm

Potential Problem with IE 10 on a Windows 8 Machine CEPI sent an email 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.”


Fall 2013 MSDS Collection FactsThe 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


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


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.


Component and Characteristic changes Coming for Fall 2013 (2)NEW: PartBReferral ComponentPartBReferral only submittable by the ISDIf 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)


Component and Characteristic changes Coming for Fall 2013 (3)New Characteristic in the

InitialIFSP Component◦InitialIFSPDate

New Characteristic in the InitialIEP Component◦InitialIEPCompletionDate


State IFSP PrototypeA spreadsheet is available that links

IFSP prototype entries to MSDS characteristics

AND, it contains a list of the expected MSDS characteristics that are NOT on the prototype

AND, it contains the report links from each MSDS characteristic to the federal (618) tables, APR, determinations, and public reports


IFSP Prototype CheckList Plus – Pg 1


For submitters and reports

Details by Component

MSDS Fields Not On Prototype

Some are not Early On fields but are 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)


IFSP Prototype CheckList Plus – Pg 4


For submitters and reports

Details by Component

K-12 Orientation

Needs More Information

Separate Event from IFSP

Update on DefinitionsEarly 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. 08/21/2013 EOTTA Data Webinar 19

Early On Data Field Flow


ServiceArea A

ServiceArea B

ServiceArea C

MSDSCollections

(child level)

Early On PlatinumFile(child level)

Federal Tables(state level)

APR(state level)

Public Reports(Service Area Level)

CIMS / Determinations(Service Area Level)

AssessmentAnalysis(Service Area and State Levels)

DEF..

MSDS Rules

Platinum File Rules

ProcessingRules

Data Portraits(Service AreaAnd State Levels)

Federal TablesChild Count due February – from Fall

count◦Unduplicated Snapshot

By Age and Setting By Race/Ethnic and Setting By Gender

◦Unduplicated CumulativeExit 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 MSDS08/21/2013 EOTTA Data Webinar 21

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◦10-13 – Dispute Resolution ◦14 – State Reported Data


Other Platinum File OutputsPublic Reports – APR indicators 1-8 for

service areas, published in JuneContinuous Improvement and Monitoring

System (CIMS) / Determinations on whether service areas met the indicator targets

Data Portraits – comparison of MSDS data values across SAs; matches Federal state counts and public report SA counts

Assessment Analysis – Child Outcome Indicator 3 results


Platinum File RulesOnce 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


Countability RulesA 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


Deduplication RulesUIC 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


Processing RulesA “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


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


Processing Rules – Indicators 2(setting), 5 and 6 (child counts)Values:

◦Ind2: 31 and 41 are good, 38 (other) is badPopulation: 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


Processing Rules – Indicators 1, 7, 8

NOTE: The 2012-2013 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


Processing Rules – Indicator 1(A)Possible Values:

◦01 – Timely new services◦02 – Valid reasons◦03 – Untimely services◦04 – No new services

Population: Cumulative countCalculation: Leave out 04’s

◦(01’s + 02’s) / (01’s + 02’s + 03’s)


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


Processing Rules – Indicator 7Possible 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)


Processing Rules – Indicator 8aPossible 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 monthsCalculation: (01’s + 03’s) /

(01’s+02’s+03’s)08/21/2013 EOTTA Data Webinar 34

Processing Rules – Indicator 8bPossible Values:

◦Yes or No; True or FalsePopulation: 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 Count08/21/2013 EOTTA Data Webinar 35

Processing Rules – Indicator 8cPossible 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 monthsCalculation: (01’s + 03’s) / (01’s+02’s+03’s)


Processing Rules – Indicator 3Data for Fall and End of Year

collections will be given to Wayne State University (WSU) qualitative analysis group

Service area and State level values are returned


Processing Rules – Indicator 4The complete Platinum file is

given to WSU, including address and phone

The data are used for survey contacts to create Family Outcome statistics.


Report IdeasCurrently Active childrenExits from Date 1 to Date 2Children eligible for Special Ed


Ending Question

What do you call a boomerang that doesn’t work?

Answer: a stick


Question and Answer…


DRAFT Processing MSDS submissions for Michigan Federal and State Reports August 21, 2013 Presented...

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