PLUS 360 Advanced Data Integration With eschoolplus 3.1

Transcription

1 PLUS 360 Advanced Data Integration With eschoolplus 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.

2 TABLE OF CONTENTS OVERVIEW... 3 ADDING A GENERAL EDUCATION STUDENT... 3 METHOD 1 (WITHIN THE IEPPLUS APPLICATION)... 3 METHOD 2 (WITHIN THE ESCHOOLPLUS APPLICATION)... 6 STUDENT SUMMARY SCREEN... 8 DATA INTEGRATION RULES... 9 SETUP AND CONFIGURATION SYSTEM OPTIONS Data integration Error Summary SCREEN CONFIGURATION Main Page Student Summary Intake Form Options Form SECURITY REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 16

3 OVERVIEW The PLUS 360 Student Integration feature set provides cross application interoperability and data exchange functionality between eschoolplus and IEPPLUS, including: Ability to add a student into IEPPLUS from either application.* Refresh student data between eschoolplus* and IEPPLUS on a student-by-student basis, ondemand, anytime, from either application. View a student s data integration validation information from the student summary page. Administrative authority to temporarily disable the data integration processes and manage data integration options from within IEPPLUS. eschoolplus 3.1 Personal Page the IEP Status field has been removed and replaced with a Special Education Summary page that details historical special education program activity for the student.* This document describes the PLUS 360 student integration and data exchange processes between eschoolplus and IEPPLUS, as well as setup and configuration required for implementing this functionality. * The functionality requires eschoolplus 3.1 or greater. ADDING A GENERAL EDUCATION STUDENT There are two ways to manually integrate a student into IEPPLUS: From the IEPPLUS application and from the eschoolplus 3.1 (or higher) application. METHOD 1 (WITHIN THE IEPPLUS APPLICATION) When enabled through security, the user will see the Student Management > Add General Education Student menu option. This option provides the ability to add a student from the IEPPLUS application. Clicking this menu option will open a Student Intake Search screen, allowing the user to enter search parameters, such as Last Name, First Name, Student ID or Birth Date. Minimum search entry is 3 characters SunGard Public Sector Inc. All Rights Reserved. Page 3 of 16

4 Birth Date and First Name must be entered together with another parameter. For example, Last Name and First Name, Student ID and First Name, or Student ID and Birth Date would all be valid searches. First Name or Birth Date entered by its self would not be a valid search. In addition, if searching by Student ID, the user must enter a full ID (partial Student ID is not valid and will not return search results). A valid search will return a list of active eschoolplus students, including the student s Name, Student ID, Birth Date, Grade and Building. Select a student to begin the student integration process. After clicking on a student name, a Special Education Management/Intake Form will display. Use the drop down list to select the IEPPLUS Enrollment Type. The Start Date is the actual date the student will start in that program. If the student is in the referral process and the district uses the Enrollment Type = Special Education for example, do not enter a Start Date. For transfer students, the District might want to use the date the student is eligible for the program. The Enrollment record would be managed after the evaluation process takes place. Next, click the Add button to add the data and enable the Save button. If you make a mistake, use the Delete button to remove the row SunGard Public Sector Inc. All Rights Reserved. Page 4 of 16

5 Saving the data will create an Enrollment record (e.g., Type = Referral, Special Ed, Gifted) and integrate the data between IEPPLUS and eschoolplus. The student s data, including date of birth, home address, phone number, contacts, etc., is now available in IEPPLUS. The Student Status/Enrollment information is sent up to eschoolplus. When adding the student from within the IEPPLUS application, the completion of the student integration process will return the user to the Student Summary in IEPPLUS. The student data obtained from eschoolplus will display. The results of the data exchange process and the Refresh PLUS 360 Data button will also display, if enabled through System Options and Security. The data exchange results will provide immediate feedback regarding any integration errors needing correction. After correcting the issues, click on the Refresh PLUS 360 Data button to re-integrate the student s data. *Note: 1) The regular PLUS 360 Data Integration process will continue to run as a scheduled task for all students. The Refresh PLUS 360 Data button will run the full data integration process, including all standard and state regulatory integration rules, just for an individual student. Data exchange, whether initiated through the Refresh PLUS 360 Data button or the Add GE Student menu option, also includes the process that sets student access. This process will add the student to the appropriate Building Group based on the student s location integrating from eschoolplus. Users with that Building Group in their security profile will have immediate access to the student s data. 2) The labels displayed to identify the PLUS 360 Validation Summary and the Refresh PLUS 360 Data button, as well as the four fields on the Intake Form (Status Description, Start Date, End Date, and Exit SunGard Public Sector Inc. All Rights Reserved. Page 5 of 16

6 Reason) may differ based on the district s screen configuration settings (see Setup and Configuration section for details). METHOD 2 (WITHIN THE ESCHOOLPLUS APPLICATION) Navigate to the Student Center > Search page > Student Summary for a given student. Scroll down, and then click on the Personal Information link to see the Special Education Summary. All fields on the Special Education Summary are read only and will update following completion of the data integration process. See further in the document for more information regarding the IEPPLUS Integration and IEP check boxes. Click the Manage button to display the Special Education Management/Intake Form in IEPPLUS. Select the Status Description (Enrollment Type) and Start Date (if applicable). The Start Date is the actual date the student will begin the program. If the student is in the referral process and the district uses the Enrollment Type = Special Education for example, do not enter a Start Date. For transfer students, the District might want to use the start date that the student was found eligible for that program. Select the Status Description and Start Date, and then click the Add button to add the data. Click the Save button to update IEPPLUS and run the PLUS 360 Integration for the student. The student s information will now be available in IEPPLUS. The Intake Form will re-display with the data integration results and the Refresh PLUS 360 Data button now available SunGard Public Sector Inc. All Rights Reserved. Page 6 of 16

7 The data exchange results and refresh button only display if the Intake Form was accessed through eschoolplus after adding the student to IEPPLUS. Close the Intake Form and refresh the screen to see the Special Education Summary in eschoolplus. Illustrated below is a referral (Enrollment Type = Special Education with no Start Date). IEPPLUS Integration this box will be managed by the system (read-only). It is checked based on esp PLUS360 Integration Rule # SunGard Public Sector Inc. All Rights Reserved. Page 7 of 16

8 IEP this box will be managed by the system (read-only). It is checked based on esp PLUS360 Integration Rule #3a or #3b. IEPPLUS Files this area will display the latest of each IEPPLUS student form (e.g. IEP). This feature is available for districts using the PDF Streaming functionality. The files that appear here are determined by what forms are selected in the IEPPLUS System Options\Administration tab.. STUDENT SUMMARY SCREEN A new PLUS360 Validation Summary section is now displayed in the student s summary screen. See below for an example. Data Integration errors will be displayed with the date and time the process ran as well as a detailed error description. A Refresh PLUS 360 Data button appears at the top right of the summary grid. When the user clicks the button, all standard and state reporting data integration processes run SunGard Public Sector Inc. All Rights Reserved. Page 8 of 16

9 DATA INTEGRATION RULES The following PLUS 360 Integration Rules will update the special education information in eschoolplus. Rule Name esp PLUS 360 Integration Rule #1 esp PLUS 360 Integration Rule #2 esp PLUS 360 Integration Rule #3a esp PLUS 360 Integration Rule #3b esp PLUS 360 Integration Rule #4 esp PLUS 360 Integration Rule #5 esp PLUS 360 Integration Rule #6 Description Rule 1 deletes any previous eschoolplus 'REG_IEP_STATUS' records for a specific student in preparation for bringing up the current data from IEPPLUS. Rule 2 uploads the Enrollment data (Status Description, Start Date, Exit Date, and Exit Reason) from IEPPLUS into the eschoolplus Special Education Summary. Rule 3a updates the eschoolplus Personal Information Has IEP field and the SE Summary IEP field based on a current active Enrollment in IEPPLUS with Status Description = Special Education. Rule 3b updates the eschoolplus Personal Information Has IEP field and the SE Summary IEP field based on whether or not the student has an active IEP form in IEPPLUS as of the date of integration. Rule 4 updates the eschoolplus Personal Information Section 504 Plan field based on a current active Enrollment in IEPPLUS with Status Description = 504. This is the rule that controls whether the student integrates. Rule 5 updates the eschoolplus SE Summary IEPPLUS Integration field based on an IEPPLUS Enrollment record active as of the date of integration or the Enrollment record does not have a Start or End date. Rule 6 will create a 'To Be Determined' Placement (Date Range equal to Add Date plus one year) if the student was recently integrated through the 'Add General Education Student' process and an active placement record does not already exist. *Note: For information on all other rules included in PLUS 360 Integration, please refer to the general and state specific information under PLUS 360 Advanced Integration in the IEPPLUS Help Menu. The Personal Information section of the Student Summary page in eschoolplus will indicate the student s special education status in either the Has IEP or Section 504 Plan field. The Has IEP field is based on the student Enrollment record or IEP plan in IEPPLUS, depending on which rule the district is using (3a or 3b) SunGard Public Sector Inc. All Rights Reserved. Page 9 of 16

10 Rule 2 will update the four Enrollment fields, Status Description, Start Date, Exit Date, and Exit Reason in the Student Summary > Personal Information > Special Education Summary. Rule 5 will update the IEPPLUS Integration checkbox on the Special Education Summary based on a current Enrollment in IEPPLUS. An Enrollment ending before today s date would disable data integration for that student as illustrated in the screenshot below. SETUP AND CONFIGURATION SYSTEM OPTIONS DATA INTEGRATION Go to Options > Set System Options > Administration to enable data exchange and set process options. Only users with administrative security can see this tab (user has to have Administrative Authority enabled in Security) SunGard Public Sector Inc. All Rights Reserved. Page 10 of 16

11 There are two sections: Data Exchange and Data Upload. The Data Upload information only applies to districts that upload state reporting data. The scheduled task that runs data exchange will check the settings before proceeding with data integration processing. Data Exchange setting will control the standard integration rules, while the Data Upload settings will affect state reporting only. ERROR SUMMARY A system option will provide the ability to show or hide the PLUS 360 Validation Summary and Refresh PLUS 360 Data button on the Student Summary screen. Go to Options > Set System Options > Main > Student Summary. Click the Data Integration Error Summary checkbox and Save the changes. SCREEN CONFIGURATION These options will show or hide a field, or change the standard label displayed for a field. The Student Summary, Intake Form and System Options screens all have configurable fields. MAIN PAGE Go to Maintenance> Manage Screen Configuration> MainPage to configure the Add General Ed Student button at the District level. Set the item Visible = Yes. If this is set to Yes, the user, in addition to security SunGard Public Sector Inc. All Rights Reserved. Page 11 of 16

12 permissions, will see the Add General Ed Student button on the student toolbar. See the Security section of this document for further information. STUDENT SUMMARY Go to Maintenance > Manage Screen Configuration > Student Summary to configure the PLUS 360 fields on the Student Summary screen. There are two PLUS 360 options defined in the table below. This option controls this field or area and configures the Label displayed and field Visibility PLUS 360 Data Status PLUS 360 Validation Summary Both Refresh PLUS 360 Data Refresh PLUS 360 Data button Both Data Integration Disabled Text Text displayed when hovering over the Refresh button to notify the user that data integration is not enabled (System Options > Admin tab > Data Exchange or where applicable Data Upload) SunGard Public Sector Inc. All Rights Reserved. Page 12 of 16

13 To change screen configuration, click the Edit button, modify the Display Text field and make the Visible field either Yes or No (as appropriate). INTAKE FORM Go to Maintenance > Manage Screen Configuration > Intake Form to configure the fields on the Special Education Management/Intake Form (Student Management > Add General Education Student > Intake Form displayed after searching for and selecting a student). All fields on the form are configurable. This option controls this field or area and configures the Label displayed and field Visibility Data Integration Disabled Text Text displayed when users try to access the Intake Form (through IEPPLUS or eschoolplus) and data integration is not enabled (System Options > Admin tab > Data Exchange or Data Upload) PLUS 360 Data Status PLUS 360 Validation Summary Refresh PLUS 360 Data Refresh PLUS 360 Data button Both Status Grid End Date Exit Date Status Grid Reason Exit Reason Status Grid Start Date Start Date Status Grid Type Status Description Student Search Button Tool Tip displayed when hovering over the Search button SunGard Public Sector Inc. All Rights Reserved. Page 13 of 16

14 Click the Edit button, modify the Display Text field and make the Visible field either Yes or No (as appropriate). *Note: The PLUS 360 Validation Summary and Refresh PLUS 360 Data button only display on the Intake Form when accessed through eschoolplus (Student Summary > Personal Information > Special Education Summary > Manage button after adding the student to IEPPLUS). OPTIONS FORM Go to Maintenance > Manage Screen Configuration > Options Form to configure the Data Exchange and Data Upload sections of the Options > Set System Options > Administration screen. This option controls this field or area and configures the Label displayed and field Visibility Administration Data Exchange Process Options Data Exchange > Options (text box label) Administration Data Upload Process Options Data Upload > Options (text box label) Administration Data Upload Data Upload section Visibility only for districts that upload state reporting data Administration Enable Data Exchange Administration Enable Data Upload Administration Data Exchange Web Service URL Enable Data Exchange (checkbox label) Enable Data Upload (checkbox label) System Options > Administration > Data Exchange > Web Service URL section SunGard Public Sector Inc. All Rights Reserved. Page 14 of 16

15 Administration Ignore Mail Flag System Options > Administration > Data Exchange > Question 1 after Web URL Administration Sync Contact Communication System Options > Administration > Data Exchange > Question 2 after Web URL Administration Ignore Mail Flag System Options > Administration > Data Exchange > Question 3 after Web URL To change screen configuration, click the Edit button, modify the Display Text field and make the Visible field either Yes or No (as appropriate). SECURITY Go to Security > Manage User or Manage Group to enable the Add General Education Student Menu Option and the Refresh PLUS 360 Data button. Select the user or group name, and then click on the Permissions link. Scroll down to the section illustrated below, click the permission checkbox and Save the changes. The checkmark indicates permission is granted. eschoolplus Add General Education Student - This option will grant access to the Add General Education Student menu option on the Student Management menu. eschoolplus Refresh PLUS 360 Data - This option will grant access to the Refresh PLUS 360 Data button on the Student Summary page. *Note: These permissions only apply to districts configured for data exchange with eschoolplus. REVISION HISTORY 4/29/14: Updated the Method 2 section adding more information on how the IEP and IEPPLUS Integration are checked by the system. Updated field descriptions in the Data Integration Rules section for fields 3a, 3b and 5. Added the IEPPLUS PDF streaming screen shot regarding IEPPLUS Files area within eschoolplus. 3/28/14: Added Main Page as a new section under security. Added additional screen shots SunGard Public Sector Inc. All Rights Reserved. Page 15 of 16

16 2/20/2014: Initial document created SunGard Public Sector Inc. All Rights Reserved. Page 16 of 16