Excent Tera Introduction August 2009

1. Excent Tera Introduction August 2009

2. Historical Overview PAPER County Wide>>> Word Templates Hand written/typed in schools Critical information entered/typed into RMS at central office ENCORE-District Wide Typed/entered in schools, shared documents, improve in compliance Critical information still entered/typed into RMS at central office; separate database for reports

3. Historical Overview Excent Tera- County Wide System Typed/entered in schools, shared documents, improve in compliance (continued) Critical information, reported directly from ET to county and state (elimination of dual entry) Increased accuracy of school/district data (elimination of dual entry) Reallocate OP time to compliance and quality control (reduction in entry tasks/time) Standardization of encounter logging (part of ET database)

4. Historical Overview Excent Tera- County Wide System Consolidating resources w/ county is a good thing, but�.slower decisions and progress Muddling through numerous logistics/details this summer Lots of questions still to be answered Need your patience and flexibility!!!

5. Logging Into Excent ET is not a program on your computer. ET is not a website. ET is a program housed on another computer/server, in Jackson. Essentially we are logging into someone else�s computer We are all sharing one big computer with different access to certain parts.

6. Logging Into JCISD Server Remote Desktop Program, put in Dock Log into Jackson�s Server User Name: firstname.lastname Password: phone Helpdesk (994-5040) Domain: waet.jcisd.org<<<<<DELETE THIS Logging in is a bit cumbersome now, but will be streamlined soon�

7. Logging Into Excent Please see online instructions at: http://www.aaps.k12.mi.us/excent.home/logging_in

8. Logging Into Excent If you are in more than one building, you will log-in under the building �Ann Arbor Administration� If you are only in one building, log-in through that building. NOTE: The ISD is sorting through various levels of �privileges�, this may change over time.

9. Navigating Excent Tera Click HOME (If you can�t find it�Scroll up!!) Get used to this function Filter Prompt Relate to ENCORE search page- how change after rights/privileges assigned *Opportunity to select �do not show at start up�

10. Navigating Excent Tera Home Page Make-Up Tool Bar (top-intuitive/typical) Side Bar is ~to Navigation Tree List of filtered students Info about individual student at bottom-left Info about group/colors to top-right More filter options at lower right

11. Navigating Excent Tera Home Page �ET Go Home��when lost, confused Color codes for list: red past due, blue upcoming, green manager not assigned Service Category- 01= SE Student, ENT=Referred/Entry Level, UE=Under Evaluation

12. Navigating Excent Tera Use the �Exit Icon� to back up or out:

13. Navigating Excent Tera Side Bar is ~to Navigation Tree Demographics-(Import from PowerSchool???) Students, 3pages basic, school/service, IEP date info Contacts- standard parent info. Documents- IEPs, Eval. Reports, Invites, Encounters- Medicaid, and ALL encounters (TC, OT/PT, SW, SLP, Nurse, etc.) Managers- assign secondary manager, and primary? Or is it assigned in the IEP and demographics page 2 Teams- create school teams Reports- 50 preset reports with descriptions Reminders - System generated reminders of upcoming tasks/events, SE staff only, pop up on entry if preferred Notebook- Word processor for multiple uses My Profile- Personal Info> add work phone, change password

14. Navigating Excent Tera Side Bar is ~to Navigation Tree My Profile- Personal Info re: Staff - change password - add work phone Click Reminders as Home Page if preferred Only work phone is necessary to enter (Pre-fills on IEP)

15. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Demographics- Still working on information import from PowerSchool 3 pages: Pg. 1 - Basic Pg. 2 - School/Service, Primary (Case) Manager Pg. 3 - IEP date info

16. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Contacts- standard parent/student info. Should now be in ET Important to identify a primary contact whenever possible.

17. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Encounters- For logging ALL encounters (TC, OT/PT, SW, SLP, Nurse, etc.) Medicaid implications forth coming

18. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Managers- assign secondary manager (primary is identified in Demographics sections) 1. Click on Student 2. Click EDIT 3. Highlight Manager 4. Click on Blue Arrow to move to list below - Staff now appears as Secondary Managers MANAGERS Primary Manager = Case Manager Secondary Manager = Caseload (e.g. service providers)

19. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Teams- Creates school teams This page functions the same as the Managers page TEAMS -People invited to the IEP, e.g. Staff, Parent, Student

20. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Reminders - System generated reminders of upcoming tasks/events, SE staff only Internal messaging system Staff to staff, or central office to staff Can be set as your �Start-Up Page� in My Profile Discussion for building teams �How do your teams want to use this function?�

21. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Reports- 61 preset reports with descriptions Should be more functional than ENCORE A brief description of each report is found at the bottom (once specific report is highlighted)

22. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Notebook - Word processor for multiple uses

23. Navigating Excent Tera LIDS DOWN PLEASE Side Bar is ~to Navigation Tree Documents- IEPs, Eval. Reports, Invites, etc.

24. Navigating Excent Tera LIDS UP!!! YOUR TURN TO PLAY

25. Completing Forms LIDS CLOSED PLEASE Forms have been updated (per Cassandra on opening day) State Mandates: Standard based IEPs, More Data/Succinct PLAAFPs, ESY etc. PDF will be posted for review SISS AD to train the use of documents FAB/BIP, Early Childhood, MET, temporary placement (30-day), Tri-annual (Re-eval), etc. are under review

26. Completing Forms LIDS CLOSED PLEASE Documents are listed in the left-hand column Existing documents are listed in the right-hand column In progress Finalized Show Most Recent/All Documents

27. Completing Forms LIDS CLOSED PLEASE If new document: Highlight the type of document that you need Click NEW button If returning to an �In Progress� document: Highlight the document (from the right side) Click EDIT button

28. Browser bar found within documents Reload Add Notes (Sticky) Meeting Reminder Validate Current Page Re-order Items Find/Repair broken Hyperlinks Write Goals & Objectives

29. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Memo Fields Calendar/Date Fields Drop Downs Check Boxes Expandable Tables Double click each to utilize the hyperlinked function

30. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Memo Fields Double click on the underlined word �Memo� Text box will open up Type/Cut&Paste into field Click OK on bottom right You are able to type next to a Memo field, but if you do not click on the hyperlink first, it may NOT save properly.

31. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Calendar/Date Fields Double click on date Click on Calendar or Type it in

32. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Drop Downs Double click on field You can type first few letters to scroll to selection Click OK to return You can always manually change a selection by typing in description field

33. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Check Boxes There are many that are pre-filled Double click to reverse current status

34. Completing Forms Types of Hyperlinks (Fields) - Blue underlined text Expandable Tables Use the BLUE Arrow on right to create row or add to list/table

35. Completing Forms Scrolling student finder, page toggler in toolbar- be sure to click outside of toolbar to be on that page/student, not still in the toolbar. Validating page by page (instead of document as whole-takes you directly to the error (or column in Goals & Objectives Page).

36. Completing Forms Invitations First Step (just like in ENCORE) They are linked to the IEP Participants, student/parent demographics are pre-filled on IEP from invite >>>reconvenes need to change dates in the IEP, similar to page 6 w/ ENCORE! (note: timelines are now set from IEP, not the invite) Building principal or invited administrator= Superintendent/Designee

37. Completing Forms Finishing the Invitation Validation Page Validate Document = Save and Close w/ ENCORE Takes you to the error vs. validating whole document Warnings vs. Errors Click on Icon and will show you specific errors In Progress vs. Finalizing (Locking) Choose the document Highlight the document in the upper right Now is in the status window at bottom right Change �In Progress� to �Finalized� You have to finalize Invite in order to link it to an IEP.

38. Navigating Excent Tera LIDS UP!!! YOUR TURN TO PLAY

39. Completing Forms IEPs Highlight IEP and click NEW It asks which finalized Invite you would like the IEP linked to Select invite *Pay attention and choose the correct date Primary Ed Setting/LRE % used to be a task (come back to after programs/services)

40. Completing Forms IEPs - Top of Form (Pg. 1) Primary Ed Setting/LRE % used to be a task (come back to after programs/services) Purpose will pre-fill from Invite Check boxes are pre-filled/checked

41. Completing Forms IEPs - Transition Considerations

42. Completing Forms IEPs - PLAAFP Will be changing to align with standards based IEPs Broken down into memo fields under each area of need

43. Navigating Excent Tera LIDS UP!!! YOUR TURN TO PLAY

44. Completing Forms IEPs - LRE Pre-fill check box warning Supplementary aids and services needs to be checked (one or the other) (Form will change to include ESY) When you double click the services Work left to right (Creates narrative on the right) You can edit generated text on right

45. Completing Forms IEPs - State and District Assessments Check box pre-filled Page will be changed MEAP - Access will be added Additional Comments page here Will go on (Forever��) Transportation Still being considered Click yes and then supply information in the memo field

46. Completing Forms IEPs - Signatures Page Someone that attended that wasn�t on the invite Just add them (didn�t transfer over) Have sign in below/in margin Print this ahead of time Sign in and signature page in one! SOF (Signature on file)

47. Completing Forms IEPs - Transportation and Nursing services Not using at this point

48. Completing Forms IEPs - Options considered and rejected �Prior written notice� and to be completed with SISS administration

49. Navigating Excent Tera LIDS UP!!! YOUR TURN TO PLAY

50. Completing Forms IEPs - Goals and Objectives Blue - �Read Only� Functions like ENCORE Click Add/Delete Student Goals & Objectives icon Click NEW icon Choose �Add from goal bank�/�Manually� Order of operations Area of Need Goal Objective Do simultaneously Each goal on separate page You can change the page breaks PLAAFP statement needs to be added into the Area of Need

51. Completing Forms IEPs - Progress Report Pre-populate after IEP is finalized Looks ugly - being redone

52. Completing Forms IEPs - Validating & Finalizing Validate page by page to view what is still required on each Once �completed�, Finalize entire document in status window Same process as locking in ENCORE Case Manager gives nod to Finalization.

53. Navigating Excent Tera LIDS UP!!! YOUR TURN TO PLAY

54. Encounters Historically Individual methods for tracking encounters�.too often NO method for tracking encounter! Dual entry for encounters and medicaid billing Now Asked more and more for evidence of services provided Need to maximize any/all possible medicaid revenue

55. Encounters Excent Tera Systematic record for ALL service providers Single entry in ONE system for both encounters and medicaid Easy reporting for defending service inquiries Additional information to understand demands of caseload>>better staffing projections

56. Encounters Filters used to locate your students Highlight student Click �NEW� icon Tab 1 = date, place, procedure, duration of encounter Tab 2 = pre-loaded information (e.g. diagnoses), progress notes

57. Encounters For immediate use: Date, Place, Time with student (Tab 1) Provided Therapy/Diagnoses (Tab 2) Progress Notes (w/ or w/o �memo bank�) Codes for other functions will be trained at a later date (likely by discipline at first week meetings)

58. Misc./Procedures New Student/ Temporary Placement Printing MET reports Access to ENCORE Support

59. Misc./Procedures Adding a new student to ET Create�excenthelp� ticket must include: Last Name, First Name, DOB, Grade, Gender Balas staff will get student into ET as soon as possible

60. Excent (ET)- New FormsTemporary Placement New name (30-Day vs. Temporary Placement) Supplemental aides/services are typed in the �memo� field for services along w/ programs Consider using the AAPS 30-day form as a guide/reminder until comfortable: Get all contact information from sending district/school (not in form) Release of information is a separate form in the �Miscellaneous Forms� folder in Excent (not in form) Give Procedural Safeguards when filling it out (reminder not in form)

61. Excent- New FormsTemporary Placement SAME PROCESSING as usual: > Print a blank copy/ complete by hand > Get principal signature > Put copy in school file > Send original to SISS attention �Teresa Frierson� ALL move-ins (not just those from outside the WISD) should include previous MET, IEP, etc. information

62. Misc./Procedures Printing Go to Remote Desktop Connection (RDC) Go to Preferences Go to Printers Select the printer of choice. MAY need to quit and save changes, re-enter program to make chosen printer take effect

63. Misc./Procedures MET Reports They don�t attach like in ENCORE!, instead Complete MET reports like usual Cut and paste into �memo� fields

64. Access to ENCORE? Staff will continue to have access to their ENCORE in a �VIEW ONLY� mode

65. Misc./Procedures Support Excent Support Site at: http://www.aaps.k12.mi.us/excent.home/aaps_excent_support E-mail Support at: excenthelp@aaps.k12.mi.us Phone Support at: 994-2318