Caseload Attendance Progress Reporting Option. User Guide

Transcription

1 Caseload Attendance Progress Reporting Option User Guide SnGard 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. AssessmentBUILDER, BusinessPLUS, CurriculumCONNECTOR, efinanceplus, eschoolplus, IEPPLUS, OLA, PerformancePLUS, PerformanceTRACKER, PLUS 360, PLUS SERIES, SunGard, and the SunGard logo 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 SunGard Public Sector Inc. All Rights Reserved. Page 1 of 10

2 TABLE OF CONTENTS POVERVIEW... 3 SETUP OPTIONS... 3 LINKING GOALS... 5 ATTENDANCE ENTRY... 7 EXPORTING TO PROGRESS REPORTING... 8 ATTENDANCE REPORT... 9 REVISION HISTORY SunGard Public Sector Inc. All Rights Reserved. Page 2 of 10

3 OVERVIEW The Caseload Attendance Progress Reporting Options will allow staff to enter attendance and session notes at one time for multiple students in IEPPLUS. This functionality: Provides the ability to link IEP Goals and Objectives to Services. Makes the linked Goals and Objectives visible in the Caseload Attendance Utility along with the district s standard Cuing benchmarks. Enables the assigned staff to enter Cuing and Session Comments and to export this information to the student s Progress Report. This guide covers the basic requirements for this feature, including Setup Options, linking Goals and Objectives to Services, Caseload Attendance processing and exporting of data to Progress Reporting. For further details on Progress Reporting or Batch Attendance, please refer to the applicable topics in the IEPPLUS Help menu. SETUP OPTIONS There are three areas requiring setup: System Options, Attendance Templates and Code Tables. 1. Options > Set System Options > Form tab: This option will enable linking of Goals and Objectives to Services only within a student s form. Services displayed outside the form will show any previously linked Goals and Objectives (read only). 2. Maintenance > Manage Batch Attendance Templates > Options Within the Services template (Type = Service, Option = Daily), select from the following options: Show Attendance Cuing for Goals Show Attendance Comments for Goals Show Attendance Cuing for Objectives Show Attendance Comments for Objectives SunGard Public Sector Inc. All Rights Reserved. Page 3 of 10

4 These options will enable Cuing and Session Comments within the Caseload Attendance Utility. Example Attendance screen with Cuing and Comments options enabled 3. Maintenance > Manage Code Tables > Attendance Cuing Example Attendance Cuing Codes In districts using the Cuing option, the cuing benchmarks must be loaded to the Attendance Cuing code table. These codes will populate the Cuing drop down in the Attendance Utility SunGard Public Sector Inc. All Rights Reserved. Page 4 of 10

5 LINKING GOALS The linking of Services to Goals and Objectives is only possible from within the student s form (ARD/IEP or Service Plan). When accessed through a form, the Service will have a Linked Goals/Objectives tab. This tab allows the user to select/link the student s Goals and Objectives to a Service. When accessed through the Student tool bar, the Service will display only previously linked Goals and Objectives (read only). Following is an example of linking Speech Service Goals. Example Service with Filtering Option and Goals ready for selection Clicking on a Goal Code will select the Goal and link it to the Service. After selection, the Goal will display at the top of the screen with the Objectives link highlighted in yellow. Example Service with Linked Goal (top section) and remaining Goals still available for selection (bottom section) Click Link Objectives to display the Objectives for the Goal in the bottom part of the screen. Click the Objective/Code to select and link the Objective to the Service SunGard Public Sector Inc. All Rights Reserved. Page 5 of 10

6 Example Service with one linked Goal and Objective and two more Objectives available for selection Click on Link Goals to re-display the remaining/unselected Goals. Link Goals and Link Objectives will toggle between the remaining/unselected Goals and Objectives displayed in the bottom portion of the screen. When viewing the Goals, there is a Category filtering option: Click the Category (e.g., Speech) to display only Goals in that Category. Control + Left Click (together) will deselect the Category, and redisplay all the unselected Goals in all Categories. In addition: BIP Goals (Category = 'Behavioral Intervention Plan') and Transition Goals (Type = TPGOAL ) are excluded, and will not display on the linking screen. The links between the Goals/Objectives and Services will NOT copy from form to form. Users will need to rerecreate the links when creating a new form. Staff assigned in the Service record will determine if the student displays in the Caseload Attendance Utility. Example Service with Staff assigned SunGard Public Sector Inc. All Rights Reserved. Page 6 of 10

7 ATTENDANCE ENTRY Go to Utilities > Batch Attendance by Caseload, and then select the applicable Attendance template (e.g. Service/Daily). Select a Calendar, Staff Name and Position and click Continue. Example Batch Attendance with preliminary data On the next screen, enter the attendance Reason and session data for each student. Each linked Goal and Objective will display along with a Cuing drop down list and/or Comments text box, as defined in the Attendance Template settings. Example Batch Attendance with Cuing and Session Comments SunGard Public Sector Inc. All Rights Reserved. Page 7 of 10

8 When attendance data entry is completed, click Apply. This will save the attendance data and enable the Export to Progress Report button if applicable. EXPORTING TO PROGRESS REPORTING Once the attendance is saved in the Batch Attendance screen, an Export to Progress Report button will be displayed. When the user clicks on the Export to Progress button, the system will locate the date of service and attempt to add a new progress reporting note in the applicable marking period of the form s progress report. The Export button will not display next to the date of service if: the Progress Report has not been created yet the Progress Report Marking Period is locked there is no applicable Marking Period in the date range of the attendance record In these cases, the error message Progress Report not found for this attendance date or period is locked will display at the top of the screen and the Comment will be marked with an asterisk. The Export button also will not display after exporting the data. Refer to the examples below. Example Batch Attendance with Export button Example Batch Attendance after Successfully Exporting the data SunGard Public Sector Inc. All Rights Reserved. Page 8 of 10

9 Example Batch Attendance with Export Errors (Red asterisks and No Export Button) Clearing up the export errors will involve going to the student s form summary page. Ensuring the form is finalized. Clicking on the Progress Reporting link to create or open the report. Insuring there is a valid unlocked Progress Reporting Marking Period. The Export to Progress Reporting button will load both the Cuing and Comments data to the corresponding Progress Report/Marking Period based on the Attendance Date. For example, if the Marking Period end dates are 10/31 and 12/31, and the Attendance Date is 12/1, the data will export to the 12/31 marking period (starts 11/1 and ends 12/31). The entry date for the notes is NOT the Attendance Date but the Export Date. The user that clicked the Export to Progress Reporting button will be displayed in the Entered By field. The date and time the user clicked the button will also display in the Last Modified field, not the date of service. Example Progress Report with exported Cuing and Comments data The exported data will display with an error message Matching Indicator Not Found. The user will need to click the Edit icon and select the student s grade in order to clear the errors and enable printing/archiving of the Progress Report. ATTENDANCE REPORT SunGard Public Sector Inc. All Rights Reserved. Page 9 of 10

10 Select Batch Service Attendance - Procedures Goals in the reports drop down, and then click Print Preview to display and print a PDF copy of the Attendance Report. The report is available after selecting the Apply button. This report will include the linked Goals and Objectives, as well as the Cuing and Session Comments from the Attendance screen. The report will print with the student s Medicaid number and staff signature lines at the bottom of the page. Only students with applied data will print. Students without any data will be omitted from the report. Example Attendance Report data REVISION HISTORY 10/20/14 Initial functionality and document created SunGard Public Sector Inc. All Rights Reserved. Page 10 of 10