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Customer Records Database System. Preparing for Implementation January 24 – 27. 2011. Unpacking. FJEP Manual. Unpacking. IEP and Forms Handouts Jump Drive. Purpose. Provide an online case management system for the FJEP projects with robust data tracking and reporting functionality.

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Customer records database system

Customer Records Database System

Preparing for Implementation

January 24 – 27. 2011


Unpacking
Unpacking

  • FJEP Manual


Unpacking1
Unpacking

  • IEP and Forms Handouts

  • Jump Drive


Purpose
Purpose

Provide an online case management system for the FJEP projects with robust data tracking and reporting functionality.


Key system features
Key System Features

Paper and Online application options

Automated confirmation of eligibility determinations

Offsite review and auditing of customer records

Online tracking and editing of IEP, Case Notes and Training Activities

Tracking of service dates, exit dates and retention activities


Implementation timelines
Implementation Timelines

  • March 31: End of Quarter 3, PY 2010-11

    • Begin use of new FJEP Forms

    • Continue use of existing paper IEP with customers

    • Data entry continues in existing system

    • Simultaneous data entry in CRD at identified sites


Implementation timelines1
Implementation Timelines

April 30, 2011 – (Target Date)

  • Data migration from existing database to CRD

    Early May, 2011 – (Target Date)

    • Directive from Tampa Program Office to commence data entry solely into CRD.

    • Project Staff login to CRD and review customer records


Implementation timelines2
Implementation Timelines

May 15, 2011

  • Last WIASPR Report is sent to DOLETA from the existing database

    June 30, 2011

  • Preparations of 4th Quarter data begin for the first WIASPR Report from CRD

    August 15, 2011

  • First WIASPR Report created from the CRD is sent to DOLETA


Preparing for implementation
Preparing for Implementation

  • 1. Prepare Case Notes for entry into customer’s record:

    • Put case notes in an editable Word document in consecutive order.

    • Include the date of each case note entry in the text

    • Include the initials of the author in the text


Sample case note format
Sample Case Note Format

Your login and project name will appear here

Add the author’s initials

Add this date to your entry.


Case notes
Case Notes

  • Each individual case note will need to be copied and pasted into a separate entry.

  • Benefits:

    • Each customer will have an up-to-date, chronological service history

    • Improvedcontinuity of services

    • ‘My Office’ functionality for all users


Preparing for implementation1
Preparing for Implementation

  • 2. Prepare IEP and associated customer data for entry into CRD:

    • Put assessment results, IEP goals, and narrative accounts in an editable Word document in consecutive order.

    • Choose the applicable CRD section and fields for data entry (see IEP handout)




Checking for accuracy
Checking for accuracy

  • 3. Compile a list of relevant services and dates for your customer for later comparison with CRD andreports.

    • Enrollment date

    • IEP dates – creation and revisions

    • Training dates – classroom, OJT

    • Date of Last Service, or Exit Date

    • Retention status

    • Outcome and participation data


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