December 1 Submission Training 2005

MICIS 2005 : 

MICIS 2005 Data Collection Training

Plan for Today’s Training: 

Plan for Today’s Training First 28 slides are an update of last year’s submission – we will move quickly through these The last 9 slides are NEW stuff. Questions at the end.

INFORMATION –Dates: 

INFORMATION – Dates Trainings Spider Phone Conference Calls – Register at www.mi-iis.com December 1 – COUNT DATE December 21 – End date for initial submissions January 13 – Midnight – end revisions

INFORMATION –Who To Call - IIS: 

INFORMATION – Who To Call - IIS Toll Free – 866-731-2379 Norma Hackett – 269-489-5255 nhackett@mi-iis.com Mary Schrader – 269-496-5885 msodutch@aol.com Kathy Bartolameolli – 906-875-3646 kbconsult@direcway.com Allan Knapp – 517-485-8181 akzoom@aol.com

INFORMATION – Other support and help options: 

INFORMATION – Other support and help options See www.mi-iis.com for news and downloads This Power Point 2005 Technical Manual 2005 Step-by-Step Submission Manual 2005 Step-by-Step visual Tutorial Updated information to help with submission process

Slide6: 

www.mi-iis.com

INFORMATION –2005 Step by Step Submission Guide: 

INFORMATION – 2005 Step by Step Submission Guide Download from www.mi-iis.com or from www.micis.org Three scenarios for submissions Special Education, non-MICIS users Special Education, MICIS users Early On EETRK users

Scenario 1 Special Education, Non-MICIS : 

Scenario 1 Special Education, Non-MICIS Not a MICIS Student Database user Submit “Flat” files Student – long format or short format Personnel See the 2005 Technical Manual Note: Student submission file structure is completely different from last year You may test your submission on the pilot site beginning November 1st (May be delays in responding to failed submissions)

Scenario 2Special Education, MICIS user: 

Scenario 2 Special Education, MICIS user MICIS Student Database user Run the Periodic Count Reports The new Data Validation report will be available in production November 1st Submit Your Data Small PSAs can still consider direct entry; Migration for RMS users is done until 2006

Scenario 3EETRK Early On® User: 

Scenario 3 EETRK Early On® User Send sneakernet to Norma Submit sneakernet to MICIS Test submissions can be done in the pilot site beginning November 1st (May be delays in responding to failed submissions)

What you need to know when you start the submission process: 

What you need to know when you start the submission process How many records you are submitting Active students Exited students Personnel For NON-MICIS Users and EETRK Users: The name of the file you are submitting The location of the file you are submitting EETRK Users: it is much faster to save your sneakernet to your hard drive

WHERE To Submit : 

WHERE To Submit Use Internet Explorer 5+ to find www.micis.org (will need at least IE 5.5 in January due to hardware upgrade) You can start from www.mi-iis.com Enter User ID and Password From menu, choose Data Exchange Periodic Count Periodic Count Submissions Click the New Submissions button

HOW TO MAKE Submission Selections – Step # 1: 

HOW TO MAKE Submission Selections – Step # 1 ISD One, multiple, or ALL districts Count Date – Dec 2005 is the only choice Code Set Type – EETRK, MI-CIS, or Special Ed Tech Manual File Type – EET Sneakernet, SpEd Personnel, Student Long Format, Student Short Format; depends on Code Set Type Email address for responses Number of records being submitted

HOW TO DO Submission – Step # 2 (Tech Manual and EETRK users): 

HOW TO DO Submission – Step # 2 (Tech Manual and EETRK users) Review previous selection Browse to find the file you are sending Student Personnel Sneakernet Click Submit and remember the submission number you are given If your count is incorrect, you will have to try again with the correct count

Successful Resubmission: 

Successful Resubmission

Stages to Expect : 

Stages to Expect Duplicate Local ID errors SUI data errors SUI verify Duplicate records – MICIS ID number Technical Manual data errors Active Primary / Secondary Data Verified Certify the data at ISD level

Work Box Tools: 

Work Box Tools Resolve Local ID Duplicates SUI Verification Resolve MICIS ID Duplicates Data Error Summary Primary Active / Secondary Move to Active, Exited, or Delete DELETE button for undesired submission Submission Count Changes Report Stagewise Summary Count Report

The Submission Reports are IMPORTANT: 

The Submission Reports are IMPORTANT The Submission Reports will be the DETAIL records that support the Data Portrait SUMMARY values. The Submission Reports will be the basis for Capacity Building grant allocations Check your reports before you CERTIFY

Reports To Expect: 

Reports To Expect NEW!!

Strategies to Employ: 

Strategies to Employ NOW - Make sure IEPs are getting done Use Business Rules to Scrub data PILOT site for Testing for Non-MICIS & EETRK users MICIS Users see new program on PILOT site; it will be in production by November 1 Look at www.mi-iis.com for Step-by-Step submission guide Look at www.mi-iis.com for NEWS on issues, bugs, tips, and more

Things to Remember: 

Things to Remember Your submission will take longer to process when more people are submitting, but should always be done overnight. We will contact you if you have made no progress on your submission for two days. Call BEFORE frustration sets in!!

AND NOW – The NEW Stuff: 

AND NOW – The NEW Stuff Format Fields Functions

New FORMAT for Student Flat File: 

New FORMAT for Student Flat File For Non-MICIS daily users Described in the 2005 Technical manual Student file will look like SRSD file Long Format has 125 fields Short Format has 43 fields Technical Manual edits will be used

New Format –2005 Technical Manual: 

New Format – 2005 Technical Manual Download from www.mi-iis.com or from www.micis.org See Record Layout page 10 Every Student Field has changed Personnel file has one new field, at the end Many student fields are NEW to the December count All users will submit by the SRSD rules See crosswalk tables for Data Portraits Ethnic, page 39 Exit Reason, Pages 44-45

List of NEW Required Fields : 

List of NEW Required Fields REQUIRED = Must be non-blank, and must pass business rule edits Resident LEA School or Facility Grade or setting Local Student ID – Required, unlike SRSD District Exit Status and Date Exited Program Eligibility/Participation – Byte 2 = SE, Byte 6 = LEP Student Residency Multiple Birth Date of Initial/Redetermination IEP Date of Count

List of NEW Elective Fields: 

List of NEW Elective Fields ELECTIVE = blank is allowed, but non-blanks must pass business rule edits County Additional Disability Characteristics Discipline Data Removal Counts Suspensions UIC

List of NEW Optional fields..: 

List of NEW Optional fields.. Optional = No fatal error edits; just include placeholder positions City or place of birth Address, City, Zip Supplemental Nutrition Eligibility All the other SRSD fields in the Long Format

New FUNCTIONS… : 

New FUNCTIONS… The Detail Reports have new groupings for new fields: Resident District, School, Grade, Student Residency, etc. The Detail Reports have SUB-GROUPINGS The Detail Reports have Excel or PDF format SUI Verification has a sort feature AND automatic next record You can download submitted or processed records

When Things Will Happen : 

When Things Will Happen By Dec 10 – Most Submissions By Dec 17 – SUI & Error Corrections By Dec 22 – Initial Submissions Complete By Jan 7 – Primary / Secondary Resolutions Be aware of new primary/secondary cases caused by later submitters By Jan 13 – Edits complete; Certify By Feb 1 – State reports to OSEP

WHO TO CALL – Data busters!: 

WHO TO CALL – Data busters! Interagency Information Systems Toll Free – 866-731-2379 Norma Hackett – 269-489-5255 nhackett@direcway.com Mary Schrader – 269-496-5885 msodutch@aol.com Allan Knapp – 517-485-8181 akzoom@aol.com Kathy Bartolameolli – 906-875-3646 kbconsult@direcway.com