Michigan Early On Part C Data Collection Profile Report

Michigan Early On Part C Data Collection Profile Report

Originally held February 26, 2014Rebroadcast March 12, 2014

Presented byAllan Knapp, PhD

Michigan Part C Data ManagerEarly On® Training and Technical

Assistance

Today’s ContentsExplanation of terms used in the Data Profiles

(e.g. Percent, %Change, Rank)Description of the CALCULATIONS used for the

Data Profiles (this will be an update of last August’s webinar at EOTTA site)

Availability of Data Profiles◦See June 2010 through June 2013 NOW at

www.earlyondata.com ◦Fall 2013 should be available in March; we will have a

follow up webinar thenQuestion and Answer interspersed and at the end

3/12/2014 EOTTA Data Profiles Webinar 2

http://www.earlyondata.com/

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 [email protected] on behalf of Allan Knapp on Wednesday March 5, then you are effectively on the listserv


mailto:[email protected]

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





EXPLANATION OF TERMS


Main Page Information - 1H H H B gHChoose between State and Service Area

profiles in left dropdownChoose collections back to June 2010 in right

dropdownCounts come from data provided by Service

AreaCounts of 5 or less (oops) are “masked” with ** Explanation is repeated at bottom


Main Page Information - 2HHHBgG

Percent for snapshot, period, Age counts are “percent served” based on MI birth data

Percent for other variables are percent for a specific code within the variable (e.g. see SETTING)

Ranks are done with 1 for LARGEST percent and 56 for smallest. Ties are settled by larger number of children served, then by lowest ISD code.

Print by clicking Print Report in upper right corner3/12/2014 EOTTA Data Profiles Webinar 7

State View – Top Portion


No ranks for State

Ind 6 value

Ind 5 value

State View – Middle Portion


No ranks for State

Ind 6 value

Ind 5 value

State View – Bottom Portion


No ranks for State

Ind 6 value

Ind 5 value

Indicators – light yellow highlight, with Target value appendedIndicator 6 – Child Find Birth-3, target 2.70%Indicator 5 – Child Find Birth-1, target 1.24%Indicator 2 – Setting in Natural Environment,

target 93.00%Indicator 1 – Timely Start of Service, Target

100%Indicator 7 – Timely Initial IFSP, Target 100%Indicator 8a – Timely Transition Plan, Target

100%Indicator 8c – Timely Transition Conference,

Target 100%


Indicators – usageIndicators 2, 5, and 6 have been and will

be used for Federal Child Count submissions, APR, and Public Reporting

Indicators 1, 7, 8a, and 8c are reported in the Data Profiles the way the data come through the MSDS data system◦ Indicators 1,7,8a,and 8c are all 100%

required variables◦ If you have 0.0% on any required variable,

something is wrong with your SIS1,7,8a,8c from MSDS will be used for

CIMS and Public Reporting eventually


Masking (5 or less, **)Smaller Service Areas have more

masked values. Profile Heading (see slide 6)

needs to be corrected – it currently says “less than 5”; it should be “5 or less”

Masking is done for FERPA reasons


Birth CountsPrior to Fall 2012, birth counts by

County were converted to counts by ISD using names (e.g. add Marquette and Alger county counts to get Marquette-Alger ISD count)

Starting Fall 2012, now using 2010 census County and ISD counts for ratios and “geocoding” to identify the county where each birth mother resides.

Three years’ births for Snapshot denominator; four years for Period


Anachronism – something from a different period of timePeriod Change displays the count

change and percent change in Cumulative Counts between collections.

6mon, 12mon, 18mon was more accurate when collections were Dec 1 and June 1; now should be prior collection; two collections earlier; three collections ago

Value was greater when Period count was part of the Funding Formula Allocation


Percent Change (far right column)The COUNT from this collection is compared to

the count from the immediately prior collection. Calculation: 100*(this count-last count)/last count

The immediately prior collection is named.If there is no value in either the current or the

prior collection, “n/a” is assigned.Negative change (in red) means the number

decreased. Positive change (black) means an increase.

The Percent Change is not useful when either the starting or ending number is negative (e.g. see the Period Change in slide 18)


RankingsNo rankings are assigned in State Data ProfileRanks are done with one for LARGEST percent and

56 for smallest. Ties are settled by larger number of children served, then by lowest ISD code.

Often a rank <7 or >50 is an “outlier” – it is different from most districts and should be examined◦ 100% for Required Indicators is not an “outlier”

We are working on a new report that will present all 56 Service Areas plus the State, in rank order. This may help you see who is doing well in some area where you need improvement. See next screen for example


Sample Ranking Listisd Total Seelig SeeligPer SeeligRnk23 3 3 100.00 150 820 649 79.15 256 97 69 71.13 338 148 105 70.95 435 23 16 69.57 513 93 62 66.67 641 715 471 65.87 779 47 30 63.83 832 33 20 60.61 934 128 74 57.81 1030 90 50 55.56 1121 80 42 52.50 1259 64 33 51.56 1382 1246 631 50.64 1428 160 78 48.75 1509 91 42 46.15 1603 95 42 44.21 1739 227 100 44.05 1862 46 20 43.48 1963 688 269 39.10 2046 102 38 37.25 2158 124 46 37.10 2273 205 73 35.61 2361 171 60 35.09 2480 144 47 32.64 2583 81 26 32.10 2674 129 41 31.78 2744 72 22 30.56 2815 61 18 29.51 2929 84 24 28.57 3070 396 113 28.54 31


Rank

Percent

Specific Service Area view - Top


Specific Service Area view - Middle


Specific Service Area view - Bottom


Snapshot CountThe snapshot count will equal

◦Sum of ‘Age<1’ plus ‘Age 1-2’ plus ‘Age 2-3’◦All the ethnic counts◦All the Setting counts◦All the Service Coordinator counts

The snapshot count is the denominator for ◦The Males percent◦The Special Ed Eligible percent◦All the percents in the Ethnic, Setting,

Service Coordinator and Age sections


Period CountThe period count will equal

◦Sum of Snapshot plus TOTAL EXITS◦All the Timely Start of Service counts


Explanation of Calculations


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)

WSU AssessmentAnalysis(Service Area and State Levels)

DEF..

MSDS Rules

Platinum File Rules

ProcessingRules

Data Portraits(Service AreaAnd State Levels)

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 combo in

period count 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?◦ These tie breaker rules worked well for Fall 2013:

First pick the most recent CurrentIFSPDate Then choose Special Ed eligibility over not


Processing Rules DefinitionsValues – lists the possible MSDS

valuesPopulation – 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 3/12/2014 EOTTA Data Profiles Webinar 28

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, ExitInd 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◦8c – Transition Conference


Processing Rules – Indicator 1Possible 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(more)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

◦03 - 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: Children in the Cumulative count whose Initial IFSP was held within the 12 month period ending on Count Date, 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: All Children from the Cumulative count who were countable when they reached 2 years and 9 months of age should have a Transition Plan◦ Snapshot (Child Count) Children older than 2yrs 9mon with

Initial IFSP prior to 2yrs 9mon◦ Exited Children whose PartCExitDate is after age 2yrs

9monSIS: 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)


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 (see rules on last page) AND◦ 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)


Question and Answer…If you are cold, why should you

go in the corner?


Michigan Early On Part C Data Collection Profile Report

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Transcript of Michigan Early On Part C Data Collection Profile Report