2.5 Enterprise GETTING STARTED Contents Quick Start Guide... 2 Supporting Data... 3 Prompts... 3 Techniques... 4 Pragmatic Observations... 5 Locations... 6 School Levels... 6 Quick Notes... 6 Session Groups... 7 Goal / Objective Bank... 7 My Profile... 8 Schools... 9 Students... 10 Additional Features for Enterprise Users... 10 Creating IEP Goals and Objectives... 12 IEP Management Goal / Objective / Technique Sort Order... 15 Creating IEP s - Sharing Data... 15 Creating IEP s Prompt Customization... 16 Creating IEP s Observation Customization... 17 Creating IEP s Important Dates... 17 Conducting Sessions / Scoring... 18 Downloading the IEPPal IPad app... 19 Capturing Notes During a Session... 19 Session Timers... 20 Reviewing Past Sessions... 21 Reporting... 22 Support... 24
Quick Start Guide Thank you for your interest in IEPPal! This document will walk you through how to utilize the application. This document walks through the entire process starting from the point that you obtain either a demo or full license to the production of progress based reports for one or more of your students. 2 P age
Supporting Data IEPPal is a two pronged solution that leverages both your regular PC as well as your IPad. We set it up this way so that all of your main data entry can take place on a full sized keyboard at your regular PC, but you can take advantage of the touch screen ipad app while facilitating sessions with children. Session based scoring can also occur utilizing your PC should you choose or need to utilize that option, but was originally designed to take place on the IPad. While the feature sets for scoring are identical on the PC and IPad the scoring process is more dynamic and on the IPad and allows for more interactive sessions. All of the supporting data needed to conduct a session is loaded and stored in the browser based portion of the IEPPal solution at https://app.ieppal.com. This information includes data related to students, reports, IEP s and their component parts, etc. Once this information is entered it will be synced with your IPad after which you are ready to conduct interactive sessions on the IPad. So before downloading and using the IPad app all of your support data should be loaded in the browser portion of the solution. You can access this site from your IPad if you wish, but as it involves a decent amount of data entry it is easier to use your regular PC. Follow the steps below to setup all of the needed support data to conduct an interactive session on your IPad. When completed you will need to open the IPad app and sync to pull down all of the data that you entered on the browser application to the IPad. NOTE: While you don t HAVE to follow this order of getting set up it will make the task a little easier if you do since you will need some of these items later such as techniques to attach to an IEP when you load it. Additionally as you work through the setup process you will notice that some of the support tables are populated with data already. This was done intentionally so that new users would be provided with examples in an effort to make the process more intuitive. This data can be deleted or changed to fit your needs. Prompts Prompt scoring is an optional component of IEPPal, and one many IEPPal features that you can customize to your needs in a variety of ways. Scoring in IEPPal can be done with or without prompts. Global or main prompt maintenance can be accessed from the main menu by clicking the Setup tab and then selecting prompts. You will need to determine if you wish to score with or without prompts and, if so, how many, what they are titled, and what button text you wish to use. If you choose to utilize prompts there are many ways in which you can customize your use of them, and disable them for certain situations even if they are enabled globally. This feature exists in IEPPal so that you can fully customize your use of prompts in the event that prompts are not needed for certain sessions, or if a different group of prompts is needed that differs from your global template. This is discussed in detail later on in this manual (in the technique and creating IEP s sections). 3 P age
The first time you access prompt maintenance you will be asked if you wish to use prompts. If you select yes you will need to populate additional data to educate the system to display and process prompt related scores according to your guidelines. Once prompts are enabled you can define your default or main prompt settings. A sample prompt setup screen is shown in Figure 2 to help you understand how best to possibly set prompts up for your use. Utilizing the screen above you need to: Figure 2 - Sample Prompt Setup Screen Select the number of prompt types you wish to use Enter a description for each prompt type Enter a two character button text description for each prompt type. This will be displayed on the prompt button within the IPad app to remind you which prompt is which so try and make it something that will remind you of the prompt description. Techniques A technique is the score- able item that you will track while sitting with a child during a session such as story retelling, picture descriptions, etc. To create a new technique, first click on the Setup tab shown below and then select Techniques from the menu on the left of the screen. Figure 3 - Setup Button 4 P age
Next click New Technique and populate the information shown below: Figure 4 - Adding a new technique Technique simply enter the name of the technique Description enter a brief description of the technique (optional) Target the targeted number of trials Min. for Valid the number of trials required to equate to a valid session. Only sessions that meet this number of trials will be included on summary progress reports. Turn Prompt Scoring Off for this Technique If prompts have been enabled globally they can be disabled in association with certain techniques if desired, as there may be certain techniques that are employed where the use of prompts does not apply. Once a technique has been created and saved, the prompts used during sessions for trials associated with this technique can be further modified (provided that they are not disabled). In the event that you would like to use prompts in conjunction with a certain technique, but wish to use a different group of prompts than that defined as your default or global prompts (defined through prompt tab) you can do so. To modify prompts specific to a technique, access the technique from the setup menu and click on the Prompts button to the right of the technique you wish to modify (see below): Figure 5 Modifying prompts at the technique level From here you will be able to modify the available prompts for this technique in the same fashion that you defined your global prompts. Pragmatic Observations This data can also be maintained by utilizing the Setup tab. It is not required or critical to you beginning to use the application and can be updated at any time. You can add as many pragmatic observations as you wish to the system and track the occurrence of each during IPad sessions. Any that are added will appear in the top right of the IPad app during sessions with students. 5 P age
Locations The option to maintain this data is also found by accessing the Setup tab. You just need to add location names to the system and can enter as many as you wish. When conducting a session you will be asked to choose both a facility /school and a location whereby the session is taking place. This feature set is beneficial to those users that work in multiple facilities or schools. The existence of multiple and locations serves as a way of segregating data and results. You will need to add at least one location prior to conducting any sessions. School Levels This is another data set maintained by accessing Setup tab. This data is utilized when creating students in the system. When you create a new student record you will prompted to enter the student s school level (1 st grade, 2 nd grade, etc.) so before creating student records you will need to setup school levels. NOTE: School Levels is OPTIONAL and is not required anywhere. This is only necessary if you wish to have the database hold grade levels for your students. Quick Notes This feature allows you to setup the beginning portion of a session note, to be used when scoring with the IPad. It is intended to save you time while entering notes during sessions so that as little of your time as possible is spent typing notes on the IPad and more time is spent with the individuals you are working with. To add a quick note, simply select Quick Notes from the setup menu and then click on the New Quick Note button. Then simply add the quick note text and click save. Figure 6 Quick Notes Once the quick note is established it will be available during sessions on the IPad app provided that a sync occurs. Once available in the system when entering a note you can select the quick note and simply append to it. For example you could create a quick note such as; student is having difficulty with. This would allow you to select this quick note and simply indicate what the student is having difficulty with, for example paying attention. In this case you would just need to type paying attention and save the note as opposed to typing student is having difficulty with paying attention. 6 P age
Session Groups This feature allows you to create predefined groups of session participants to be included in sessions when using the IPad app. If you frequently meet with the same group of students you can establish a group to be selected for session participation as opposed to selecting each student one by one in the app. To create a session group select Session Groups from the setup menu and then click on the New User Group button. Then select a facility or school that this session group is associated to, give the group a name, and save. Figure 7 User Groups Once saved you can use the assign button shown above to add or remove student to or from the group. NOTE: To utilize this feature you must create both school and student records. The creation of both of these entities is described in detail below. Goal / Objective Bank In order to make loading IEP goals and objectives easier for users a goal / objective bank has been added to the system. Users can populate their goal and/or objective banks with options that they frequently use. Then when creating an IEP a goal or objective preloaded options can be chosen from the bank instead of being typed out. The goal / objective bank feature can be accessed through the Setup menu option on the web app. 7 P age
Figure 8 Goal / Objective Bank Users can add as many goals and objectives as they wish to this bank. To do so simply click the New Goal / Objective button, enter the title of the goal / objective, choose whether to add it to the goal, the objective bank, or both, and save. Figure 9 Adding a Goal / Objective to the Bank Once a goal or objective has been added to the bank it can be accessed and selected during the IEP creation process by My Profile The My Profile tab can be used to manage certain preferences concerning your use of IEPPal. 8 P age
Figure 10 My Profile Settings Eliminate the Use of Objectives The use of objectives in the IEP building and data tracking processes can be eliminated if desired. This option is targeted for those users who track progress towards goals as opposed to goals and objectives. With this option turned off users will not be required to enter an objective for each IEP goal, or pick one when tracking data. Use Plain Skin on IPad By default IEPPal uses a theme or background that is targeted to a younger audience in terms of the recipients of therapy. If IEPPal is being used in a more mature setting the background of the IPad app can be modified to one that is simply plain blue. Show Timer By default the IPad scoring feature includes a session timer. This timer will display and record the total session time, as well as time spent with each student during group sessions. If enabled this data is included in the sync process and can be reported against on the browser application. Schools School records must be created as well. As mentioned above each time you wish to start a session on the IPad you will be asked which school and location within the facility (speech room, classroom, etc) the session is occurring at. For some users the school information will always be the same, but for others this is a valuable tool for organizing data and managing their case load. Student or patient records will also be connected to particular facilities. To create schools in the system click the Schools tab at the top of the page: Figure 11 - Schools Button Then select Add New School, enter some basic information for the school and select Create. 9 P age
Students Student records are created utilizing the Schools feature. Simply navigate to the school record that you created above for the school the student you wish to create attends and click on the Individual button: Figure 12 - Individuals Button After clicking on the Individual button select New Individual to create a new student record. From there populate the information shown below and select Create when done: Figure 13 - Individual Setup Screen The photo image is optional. If uploaded it will appear in the IPad app and make the selection of students to participate in sessions easier. Additional Features for Enterprise Users IEPPal offers Enterprise licenses to its larger user bases, or those that need the ability to share data with other system users in their network. The navigation menu for this user group is different than it is for general users, and contains additional menu options. Enterprise licenses allow for data sharing internally throughout a district, organization, etc. These types of accounts utilize a hierarchical user structure. Within an enterprise account there are 3 distinct user types; administrator, supervisor, and instructor users. When an enterprise account is established an administrator account is setup. This administrator user can then create and manage supervisor and instructor user accounts. The administrator can access all data within the enterprise account, including all student and associated session data, reports, etc. Supervisor users can access data only for instructors that they are the supervisor of record for. If listed as the supervisor users they can view student data tied to their subordinates. Instructor users can only 10 P age
access data for students that are on their caseload. They can independently add students to their caseload but have no access to student data attached to other users. The menu for Enterprise administrator user is shown below: Figure 24 Enterprise User Menu Supervisors As many necessary supervisors can be created. New supervisor records can be created independently by the administrator. These accounts are setup by accessing the supervisor tab and clicking the add supervisor button. After this the administrator can establish the supervisor s login and password for the system. Once supervisor records are created, subordinates can be assigned to this supervisor by clicking the Instructors button to the right of the supervisor s name: Figure 35 Supervisor / Instructor Association Process Supervisors must also be assigned or associated to schools, which also influences access in terms of what instructors are available to be assigned to them. This is accomplished through the edit button to the right of the supervisor s record. This then allows facilities to be associated to the supervisor. Figure 46 Edit a Supervisor Record / School Association Instructors Instructors are created in the exact same fashion as supervisors. Once an instructor record is established it can be modified by clicking the edit button to the right of their name. From here they too can be associated to both facilities and individuals. An instructor must be assigned to any individual for whom they will work with during sessions. 11 P age
Figure 57 Edit an Instructor / School & Individual Association Creating IEP Goals and Objectives Now that the above information is loaded you are ready to start loading your IEP s for the students that you created. To create an IEP: A) Click on the My Students tab Figure 18 - My Students Area B) Select the facility or school the individual you wish to create an IEP for attends by using the dropdown at the top of the page. C) Click the View IEP s button D) Click the Add New IEP button E) Populate basic IEP data shown below and select Create. The start date listed for the IEP determines when the goals and objectives associated with the IEP will be available in the app for scoring, so it is important to choose a date that will enable you to access the IEP data based on your needs (an end date is not required and should be left blank for all active IEP s). As mentioned earlier in this document you can eliminate the use of prompts for trials associated with all goals and objectives attached to an IEP by utilizing the Turn Prompts OFF for this IEP checkbox. 12 P age
Figure 19 - Creating an IEP F) To add all of the component data (Goals, Objectives, etc.) to the IEP select Edit to the right of the IEP listing: Figure 20 - Edit IEP Button NOTE: Once created you can print IEP s by utilizing the print button shown above. G) Click Add New Goal button (option available on Goals and Objectives tab): NOTE: If prompts are enabled globally you can disable them at the IEP level by utilizing the Turn Prompt OFF for this IEP option shown below. Figure 21 - Add New Goal Button 13 P age
H) Enter the name of the new goal you wish to add and save (to load a goal from your goal bank click the Your Goal Bank button). Figure 6 - Entering a Goal I) After entering a goal, you can add the goal description to your goal bank if it is not created there already by clicking the + Goal Bank button. J) Click the Add New Objective button and follow the same steps as above to create the new objective. K) Select which technique will be utilized for trials associated with the selected goal and objective by utilizing the technique dropdown and select an attach date (date trials to begin) and click the Attach button when done. Figure 7 - Attaching Techniques HINT: If the IEP you are working on has multiple Goals you may collapse and expand goals using the small - / + button in the upper left of each Goal Setup box. L) You are now ready to work with the student that you created the IEP for in the IPad application. 14 P age
IEP Management Goal / Objective / Technique Sort Order During or after the creation of an IEP and the establishment of all related goals, objectives, and techniques you can modify the order in which these entities will appear when utilizing the IPad app. The appearance of an IEP s goals, objectives, and techniques will appear by default in the app according to the order in which they were created. However you can modify this order if you wish. Each one of these entities will have an arrow to the left of their description in the IEP overview. To change the order in which these appear simply utilize the arrows to modify the order to fit your needs, and update the IEP. Once you sync the IPad app during your next use, the modified order will be in place. Figure 24 Goal / Objective / Technique Sort Order Creating IEP s - Sharing Data IEPPal Enterprise users can share IEP s with colleagues if desired. This is done so through the Delegates tab of the IEP. 15 P age
Figure 25 Sharing an IEP From this tab users can select other instructors within their network to share IEP data with. To share an IEP with another instructor simply check the box to the left of their name. Once done you can modify the permissions the instructor has for this IEP. Score The shared user will be able to utilize the goals and objectives associated with this IEP during IPad conducted sessions and records trial data. Edit The shared user will be able to make modifications to the IEP online. Report The shared user can view collected session data for this IEP through the reports tab. Creating IEP s Prompt Customization If you wish to utilize different prompts from those that were established at the global level (Prompt tab) you can do so through the Prompts tab of the IEP itself. Figure 26 IEP Prompt Customization 16 P age
Prompts for an IEP can be modified and different prompts than your global set can be utilized for scoring trials associated with specific IEP s. To accomplish this check the I would like to set up custom Prompts/Cues for this IEP box and enter the prompt data you wish to use specific to this IEP and save. Creating IEP s Observation Customization Similar to prompts the pragmatic observation options to be utilized or present during IPad sessions can be customized at the IEP level. This is accomplished through the Observations tab of the IEP. Figure 27 IEP Observation Customization To customize the available observations for a specific IEP, first check the I would like to create custom observations for this IEP checkbox. Next select which pragmatic observations from the global list that you would like to apply specific to this IEP. Creating IEP s Important Dates IEPPal allows you to load and associate important dates to an IEP as reminders, such as important milestones. This is managed through the Important Dates tab of the IEP. Figure 28 IEP Important Date Management To add important dates click the New Important Date button. Then select the date, add a title or description and save the record. 17 P age
Conducting Sessions / Scoring As mentioned earlier in this document sessions can be facilitated on both the IPad and through the web app. The functionality is the same from a process standpoint. To begin a session from the web app, select the My Students menu option and then click on the New Session button to the right of the student s name. Figure 30 Starting a New Session from the Web App Select an IEP, a location and enter a session date (current date and time will show as default), and click the begin button. Figure 31 Beginning a Session Once the session has begun you can utilize the plus and minus buttons at the top right to record observational data (behavior issues, eye contact, any other option that you created for pragmatic observations). To record trial data follow the steps in order below: Utilize the green plus, and red minus buttons to indicate a correct or incorrect action. Click on the prompt icon that corresponds to the prompt given (if prompts are turned off you will not see these icons and can skip this and the next step). Click on the number of times the prompt was given one or two Start again at the first bullet point. Repeat this process throughout your session and click the close session button when finished your work will be saved automatically. If during a session a student masters a technique you can click on the Mastered button. This will enter an end date for this option and it will no longer show as an option 18 P age
for scoring, however it will still be visible in the web app and on reporting data. The interface on the IPad looks very similar to the below and from a process standpoint is the same. Figure 32 - Download ipad App Button Downloading the IEPPal IPad app The app can be downloaded a couple of different ways. You can either go to the App Store on your Ipad and search for IEPPal then download it or you can use the link to the ITunes store in the browser based version of the system to download the app and then sync with you IPad. Figure 33 - Download ipad App Button Capturing Notes During a Session While scoring a session users can now enter notes and associate them to a participant in the session. Notes can be captured in two different ways. Both text and audio notes are available to users during a session. An audio note is initiated by tapping on the image of the notepad next to the individual you want to associate a note to, and the microphone icon launches the capture audio notes. 19 P age
Figure 34 Note Icons In the event that a text note is to be captured users can either type the entire note on the notepad, or click the Quick Notes button and select a prefix or beginning of the note and add the additional detail. After the note has been entered in full, click the Close button to end the process, which will confirm that you wish to save the note. Figure 35 Note Entry During a Session Any notes saved during a session will be available for review as part of the individual s Performance Summary Report. They will appear at the bottom of the report. Session Timers IEPPal incorporates session timers. The app automatically keeps track of session duration time as well as time spent with each participant (as mentioned earlier you can turn these off from the browser app by accessing the My Profile option). Each time focus is given to a particular participant or shifts to another the timer keeps track of how much time is spent. In the below you will see that time is kept for each individual and for the entire session itself. 20 P age
Figure 36 Session Timers Reporting capabilities around this new functionality also exist and are discussed in more detail further along in this document. Reviewing Past Sessions The ability to review past sessions is available in both the web app and IPad app. This feature allows you to view all of the sessions that were conducted for each individual that you have worked with, and look at session specific details. Access to past session is available in the IPad app from the main menu. Select the Review Past Sessions / Scores option from the main menu and the select an individual from your case load to see past results. Figure 37 IPad App Review Past Sessions Past sessions can also be reviewed through the web app. This is accomplished by clicking the Past Sessions button to the right of any individual on your case load. 21 P age
Reporting Figure 38 Web App Review Past Sessions You can generate numerous different reports from the browser based component. These reports will include data for any sessions that you have conducted on the IPad. In order for the information to be available you must sync so that all the new data entered since your last sync is available in the database. You can access the reporting features by clicking on the Reports tab. Reports can be produced for anyone on your caseload for any customized period of time. The reports available in the system are described in detail below. Performance Summary Report This report includes all of a student s goals and objectives and the session data that has been collected for each. Any pragmatic observation data as well as session notes (audio and text) are also included on this report, as to provide a complete overview. Figure 39 - Reporting Screen 22 P age
To graph the results shown above simply click the chart icon in the top right part of the page (shown with arrow above). Location Analysis This report shows the same data as the performance summary report but groups the performance data by the location of the session. Utilizing this report, users can compare performance results in one setting vs. another to determine if environment is potentially impactful. Figure 40 Location Analysis Report Session Summary This report allows users to select a timeframe and view all session breakdowns as far as time is concerned. The report details both total session time as well as the time spent with each session participant. Figure 41 Session Summary Report 23 P age
Support This document is intended to walk you through the setup process an enable you to begin to use the system however if you have additional questions and need some help please contact us at either info@ieppal.com or (800) 488-5412. 24 P age