department proceduresccsd.net/resources/management-process-system/proc_pdfs/368371… · doc#...

DOC# SEM-M001, Rev. K Date: 120120 of 32

WARNING: ONLY ELECTRONIC VERSIONS ARE CONTROLLED

Department Procedures



Table of Contents

Responsibility ............................................................................................................................................................................................. 4

Definitions .................................................................................................................................................................................................. 5

Administrative Procedures ........................................................................................................................................................................ 6

Measurable Goals .................................................................................................................................................................................. 6

Support Staff Payroll (SEM‐W001) ......................................................................................................................................................... 6

Certified Payroll (SEM‐W004) ................................................................................................................................................................ 7

SAP Shopping Cart (SEM‐W007) ............................................................................................................................................................ 7

Purchasing Card (SEM‐W008) ................................................................................................................................................................ 8

Budget (SEM‐W036)............................................................................................................................................................................... 9

SSSD Calendar (SEM‐W039) ................................................................................................................................................................... 9

Daily Log (SEM‐W032) ............................................................................................................................................................................ 9

Authorization for Extra Pay (CCF‐5) for Long Term Subs (SEM‐W041) ................................................................................................ 10

Mileage/Travel/Expense Claim (CCF‐174) (SEM‐W040) ...................................................................................................................... 10

Work Orders (SEM‐W035) ................................................................................................................................................................... 11

Training Procedures ................................................................................................................................................................................. 12

Processing DP‐403s (SEM‐W002) ......................................................................................................................................................... 12

Training Schedule (SEM‐W019) ........................................................................................................................................................... 12

Training Surveys (SEM‐W021) .............................................................................................................................................................. 13

Training Materials (SEM‐W022) ........................................................................................................................................................... 13

Conducting Training (SEM‐P007) ......................................................................................................................................................... 14

Training Questions Report (SEM‐PUB‐R004 and SEM‐W023) ............................................................................................................. 14

Procedure Questions Report ............................................................................................................................................................... 15

Help Desk Procedures .............................................................................................................................................................................. 16

Help Desk Phone Greeting (SEM‐W009) .............................................................................................................................................. 16

Answering and Documenting Help Desk Calls (SEM‐W003 and SEM‐W046) ...................................................................................... 16

Reporting Issues (SEM‐W003).............................................................................................................................................................. 16

Goals and Benchmarks in Encore (SEM‐W010) ................................................................................................................................... 17

Data Management System Changes .................................................................................................................................................... 18

Outages (SEM‐W042) ........................................................................................................................................................................... 21

Test Plan (SEM‐P009 and SEM‐W031) ................................................................................................................................................. 21

Help Desk Calls Analysis (SEM‐W003) .................................................................................................................................................. 21

Open Bugs Report (SEM‐W003) and (SEM‐W033) ............................................................................................................................... 22



Issue Reconciliation (SEM‐W003) ........................................................................................................................................................ 22

Daily Briefing (SEM‐W003) ................................................................................................................................................................... 22

Website Updates (SEM‐W003) ............................................................................................................................................................ 23

Daily Logs (SEM‐W032) ........................................................................................................................................................................ 23

HOUSE Maintenance (SEM‐W011) ...................................................................................................................................................... 23

SEMS Help Desk Email Icon (SEM‐W003) and (SEM‐W038) ................................................................................................................ 23

Data and Reports ..................................................................................................................................................................................... 25

Maintaining Contractor & Long Term Sub List (SEM‐W029) ................................................................................................................ 25

Inactivating Contractors (SEM‐W029) ................................................................................................................................................. 25

Adding Students to Encore® (SEM‐W017) ........................................................................................................................................... 25

Duplicate Student Records in Encore® (SEM‐W016) ........................................................................................................................... 26

Daily Sped Report (SEM‐W014) ........................................................................................................................................................... 26

Special Education Area Reports (SEM‐W030) ...................................................................................................................................... 26

Other Reports ...................................................................................................................................................................................... 27

Students with Disabilities Child Count (SEM‐W028) ............................................................................................................................ 27

Presentations ........................................................................................................................................................................................... 29

New Teacher Orientation (SEM‐W012) ............................................................................................................................................... 29

Special Education Instructional Facilitator Area Meetings (SEM‐W013) ............................................................................................. 29

Related Services Kick‐off (SEM‐W024) ................................................................................................................................................. 30

Record Retention Table ........................................................................................................................................................................... 31

Document Revision History ...................................................................................................................................................................... 32



RESPONSIBILITY Administrative Procedures

A. Secretary II and Coordinator III

Training Procedures

B. Administrative Computer Services Specialist

C. Special Education Instructional Facilitator(s)

Help Desk Procedures

D. Administrative Computer Services Specialist

E. Special Education Instructional Facilitator(s)

F. TISS

Data and Reports

G. Information Processor

H. TISS Database Analyst

Presentations

I. Special Education Instructional Facilitators



DEFINITIONS A. CCF-101: Employee Absence Request/Authorization Form

B. CCF-377: CCSD Purchasing Card Log

C. CCF-391: CCSD Request for Purchase

D. CCF-392: CCSD Request for Purchase Continuation Sheet

E. CENTRA: An online, real-time learning environment

F. CIS: Central Information Systems Department

G. DAILY LOG: Issue Management System daily report summarizing that day’s Help Desk calls

H. DBA: Database Administrator

I. DP-403: Mainframe Computer Access Request

J. ENCORE®: District’s special population data management system

K. HEAT REPORT: SK12’s report of open issues

L. HOUSE: Issue management database

M. INTERACT: CCSD E-mail System

N. OARS: Online Absence Reporting System

O. OPEN ISSUES REPORT: Report of all open issues in HOUSE

P. PATHLORE: Online training tracking system

Q. SAP BUDGET INQUIRY: CCSD’s web-based budget management system

R. SAP SHOPPING CART: CCSD’s web-based purchasing system

S. SEIF: Special Education Instructional Facilitator

T. SEMS: Special Education Management Systems Department

U. SEMS MANAGEMENT FOLDER: Folder in SEMS-General shared drive that is only accessible to Coordinator III and Secretary II

V. SEMS STAFF CONFERENCE: Conference within Interact accessible only by SEMS Staff

W. TISS: Technology and Information Systems Services Division



ADMINISTRATIVE PROCEDURES

MEASURABLE GOALS a) This procedure requires the following:

i. SSSD Goals

ii. Word processor

iii. Excel

b) Coordinator III receives SSSD goals and reviews with SEMS team

c) SEMS team determines areas where collaboration is appropriate, reaches out to identified departments and develops department goals, strategies, tactics, and measurement methodology to successfully measure progress towards the goal

d) Coordinator III submits SEMS goals to SSSD for review and approval

e) Coordinator III receives final goals from SSSD and shares with SEMS Team

f) Coordinator III develops reporting format, schedule to measure progress towards goals, and shares with SEMS Team

g) Coordinator III and SEMS Team determine goal assignments and specific tactics

h) SEMS Team reports progress on assigned tactics & progress at 1st SEMS team meeting of each month

i) Coordinator III reports progress as requested by SSSD

SUPPORT STAFF PAYROLL (SEM‐W001) a) This procedure requires the following:

i. Mainframe access

ii. OARS access

iii. Completed and authorized CCF-101

iv. “Mainframe: Online Absence Reporting Systems (OARS) Manual” Rev. January 2005

b) Secretary II adds new employees to OARS if needed

c) Secretary II gathers completed and authorized CCF-101s and updates absence information in OARS for each support staff employee

d) At the end of each pay period, Secretary II prints payroll, attaches CCF-101s, and submits to Coordinator III for review & approval

e) Secretary II files approved payroll (with attached documents indicated in IV, A, 1, e) in appropriate folder

f) Secretary II reconciles approved payroll with Payroll Variance report sent from CIS & files in appropriate folder

g) Contact Payroll at 799-5351 with any questions



CERTIFIED PAYROLL (SEM‐W004)

a) This procedure requires the following

i. Mainframe access

ii. OARS access

iii. Completed and authorized CCF-101

iv. “Mainframe: Online Absence Reporting Systems (OARS) Manual” Rev. January 2005

b) Secretary II adds new employees to OARS if needed

c) Secretary II gathers completed and authorized CCF-101s and updates absence information in OARS for each certified employee

d) At the end of each pay period (the last workday of the month):

i. Secretary II inputs extended days for each certified employee in OARS except for non-assigned periods (winter & spring break).

ii. Secretary II prepares a CCF-5 and an extra time sheet for FADA for the non-assigned periods (winter break, spring break)

iii. Secretary II prints updated payroll, attaches CCF-101s, & submits to Coordinator III for review and authorization

e) Secretary II files approved payroll (with attached documents indicated in IV, A, 2, e) in appropriate folder

f) Secretary II reconciles approved payroll with Payroll Variance report sent from CIS

g) Secretary II files approved payroll and Payroll Variance report in the appropriate folder

h) Contact Payroll at 799-5351 with any questions

SAP SHOPPING CART (SEM‐W007) a) This procedure requires the following:

i. SAP Shopping Cart access

ii. Access to SEMS Management folder in InterAct

iii. Access to budget folders in the Secretary II’s filing cabinet

b) Secretary II checks the budget to ensure there are adequate funds for the items being purchased

c) Secretary II enters the items that are needed into the SAP Shopping Cart

i. SAP Shopping Cart access

ii. If there are not sufficient funds, Secretary II doesn’t complete the purchase & alerts Coordinator III

d) Secretary II enters the items that are needed into the SAP Shopping Cart

e) Secretary II enters the items that are needed into the SAP Shopping Cart



f) Secretary II changes the cost assignment to the correct Internal Order number and Functional Area number for each item in the shopping cart

g) Secretary II puts the shopping cart on hold

h) Secretary II prints out a copy of the shopping cart for Coordinator III to authorize

i) Secretary II orders the shopping cart if authorized by Coordinator III, If not then cancels the shopping cart

j) Secretary II informs Assistant Accountant in FADA that there is a shopping cart awaiting approval

k) Secretary II files authorized copy of the shopping cart in the red budget folder for the appropriate account

l) Secretary II references the following documents:

i. “Enterprise Resource Planning Budget Inquiry/Shopping Cart Manual” Rev. June 2007

PURCHASING CARD (SEM‐W008) a) This procedure requires:

i. Purchasing Card Agreement Form authorized by Coordinator III for each employee

ii. CCF-377, Purchasing Card Log (aka log)

iii. Purchasing Card Binder

iv. Access to Budget Detail spreadsheet in SEMS Management folder in InterAct

v. Access to budget folders in the Secretary II’s filing cabinet

b) Upon request to use the Purchasing card, Secretary II verifies that the employee checking out the card has an authorized Purchasing Card Agreement form

c) Secretary II completes the log and gives the card to the employee checking it out

d) Secretary II requests Coordinator III authorize the check-out of purchasing card by initialing the log

e) Secretary II gives the card to the employee if authorized by Coordinator III, else deletes item on the log

f) When employee returns the card, Secretary II checks in the card on the log, reviews the receipt to ensure tax was not charged, and retains the receipt

g) Secretary II writes the correct coding on the receipt

h) Secretary II submits the receipt to Coordinator III for review

i) Coordinator III reviews receipt to confirm only authorized purchases were made & initials the receipt. If unauthorized purchases were made, the Coordinator III discusses with employee to determine appropriateness and necessity. If appropriate and necessary, Coordinator III initials the receipt, else directs employee to return item(s) in question.

j) Secretary II faxes the initialed receipt to Assistant Accountant in FADA

k) Secretary II updates Budget Detail in SEMS Management folder in InterAct



l) Secretary II files the receipt(s) in its appropriate folder

m) Reference the following documents:

i. “Clark County Purchasing Card Policy and Procedures Manual” Rev. May 2004

BUDGET (SEM‐W036) a) This procedure requires:

i. Access to Budget Detail spreadsheet in SEMS Management in SEMS General > SEMS Management

ii. FADA’s Budget Summary

ii. Access to budget folders in the Secretary II’s filing cabinet

iii. Excel

a) Secretary II receives Budget Summary report from FADA on or about the 15th of each month

b) Secretary II reconciles expenses of each account on Budget Summary to expenses in Budget Detail

c) If expense reconciles, Secretary II puts an “x” in Budget Detail

d) If an expense doesn’t reconcile, Secretary II notes the discrepancy on the Budget Summary and follows up with the assistant accountant in FADA

e) Secretary II transfers invoices/receipts from (pending) red folders to (completed) green folders in the file cabinet

f) Secretary II transfers Credit Card receipts into the appropriate month in the credit card folders (behind the green folders)

g) Coordinator III reviews budget periodically throughout the month, a minimum of twice per month, and submits budget transfers or amendments as Coordinator III deems necessary

SSSD CALENDAR (SEM‐W039) a) This procedure requires:

i. Interact access

ii. Access to the SSSD Calendar

b) Secretary II receives an updated SEMS Training Calendar from the Administrative Computer Service Specialist by the first week of the month if changes were made

c) Secretary II updates SEMS training in SSSD Calendar.

DAILY LOG (SEM‐W032) a) This procedure require the following:

i. Access to CIS Portal, HOUSE

ii. Microsoft Excel



iii. InterAct access

iv. Access to the N Drive

h) Secretary II logs into HOUSE each morning

i) Secretary II prints the Daily log and attaches the routing slip

j) Secretary II distributes the Daily Log to SEIF scheduled for Help Desk that day

AUTHORIZATION FOR EXTRA PAY (CCF‐5) FOR LONG TERM SUBS (SEM‐W041) a) This procedure requires the following:

i. CCF-5 Authorization for Extra Pay (CCF-5)

ii. Access to SEMS Management folder in InterAct

iii. Access to the sign-in sheet binder

b) Secretary II receives CCF-5 and time stamps it

c) Secretary II confirms the long-term subs attendance at a SEMS-sponsored training by reviewing the appropriate sign-in sheet

d) Secretary II makes a copy of the sign-in sheet and attaches it to CCF-5

e) Secretary II completes the budget coding on the CCF-5

f) Secretary II submits the completed CCF-5 and attached document(s) to Coordinator III for review and authorization

g) Coordinator III reviews the CCF-5 and attached documentation confirming the long-term sub attended SEMS-sponsored training and authorizes the CCF-5

h) If documentation does not support the request for extra pay, Coordinator III denies the CCF-5 and returns it to Secretary II to inform requestor of the status of their CCF-5

i) If CCF-5 is approved, Secretary II makes copy of the CCF-5 and attached document(s)

j) Secretary II updates Budget Detail in SEMS Management folder in InterAct

k) Secretary II files the CCF-5 copy and attached document(s) and submits original to Quality Assurance for review and approval

MILEAGE/TRAVEL/EXPENSE CLAIM (CCF‐174) (SEM‐W040) a) This procedure requires the following:

i. CCF-174, Mileage/Travel Expense Claim

ii. Access to SEMS staff calendar and Coordinator III calendar

iii. Access to CCSD’s Site to Site Distances

b) Secretary II receives travel information from SEMS staff within first 5 days of the month



c) Secretary II compares information received to staff calendar and completes a CCF-174 for SEMS staff

d) Secretary II submits the CCF-174 to Coordinator III for review and authorization

i If Coordinator III doesn’t authorize, the CCF-174 is returned to staff to correct travel in question and resubmit

ii If approved, Secretary II makes a copy of the approved CCF-174’s and files

e) Secretary II submits the CCF-174’s to FADA

WORK ORDERS (SEM‐W035) a) This procedure requires the following:

i. Maximo access

ii. Printer

b) Secretary II places a work order with Maximo as needed

c) Secretary II prints the work order and places it in folder next to fax machine until work is completed



TRAINING PROCEDURES

PROCESSING DP‐403S (SEM‐W002) a) This procedure requires the following:

i. DP-403, Computer Access Request

ii. Pathlore Access

iii. SEM-F035, DP-403 Encore Access

b) SEM-PUB051, DP403 Memo – Not Processed Secretary II picks up DP403‘s in designated basket in TISS

c) Secretary II date stamps and submits to Administrative Computer Services Specialist

d) Administrative Computer Services Specialist or designee reviews the DP-403 for completeness and accuracy and confirms If requestor attended training

i. If requestor attended training, Administrative Computer Services Specialist or designee writes appropriate Role and Access on DP-403 (see DOC# SEM-F035) if the request is for Encore and authorizes the DP-403 as the Coordinator III’s designee

ii. If requestor did not attend training, Administrative Computer Service Specialist or designee files the DP-403 in a pending file for 30 days, checking the file weekly to determine if requestor completed training yet.

iii. Administrative Computer Services Specialist reviews the pending file as needed. If requestor did not attend training after 30 days, Administrative Computer Services Specialist attaches a memo (see DOC# SEM-PUB051) to the DP-403 and returns it to the requestor.

k) Administrative Computer Services Specialist or designee places the completed and authorized DP-403 in outbox to be returned to TISS

l) Secretary II returns DP-403’s to TISS as needed

TRAINING SCHEDULE (SEM‐W019) a) This procedure requires the following:

i. Excel

ii. Location site information

iii. Master Training Calendar (SEM-PUB002)

iv. SEMS Staff calendar in InterAct

b) Administrative Computer Services Specialist recommends to the Coordinator III the type and number of classes offered

c) Administrative Computer Services Specialist identifies potential training sites and maintains list of contacts and addresses and any special requirements or procedures for that site



d) Administrative Computer Services Specialist develops the Master Training Calendar (SEM-PUB_002), assigns SEIFs to training classes, and updates Pathlore (SEM-W020)

e) Administrative Computer Services Specialist or designee records the trainers, dates, times, and locations on the SEMS Staff calendar in InterAct

f) Administrative Computer Services Specialist updates the Master Training Calendar (SEM-PUB002) and Pathlore as needed

g) Administrative Computer Services Specialist or designee updates the SEMS Staff calendar on InterAct as needed

TRAINING SURVEYS (SEM‐W021) a) This procedure requires the following:

i. Survey Software

ii. Internet Access

iii. Access to SEMS Shared Drive (“S” drive)

iv. Excel

b) Administrative Computer Services Specialist develops training surveys and submits to Coordinator III for review and approval

c) If Coordinator III approves the survey, Administrative Computer Services Specialist contacts InterAct Office to update the training link on the SEMS website

d) Administrative Computer Services Specialist downloads the survey results once a month and saves them as an Excel file to the MPS folder, 3. Measurable Obj, on the “S” drive

e) Administrative Computer Services Specialist analyzes the survey results

f) Administrative Computer Services Specialist communicates survey results at the 1st SEMS Team meeting of each month

g) Administrative Computer Services Specialist coordinates enhancements to training as needed

TRAINING MATERIALS (SEM‐W022) a) This procedure requires the following:

i. Laptop

ii. Access to the Internet

iii. Training materials

b) SEIF and Administrative Computer Services Specialist develops training outline, agenda, and quick references as needed using department template

c) SEIF and Administrative Computer Services Specialist reviews and revises training materials at least once per year or more frequently if needed

d) Administrative Computer Services Specialist determines training location needs based on Training Schedule (see #2 above) and reserves locations



e) Administrative Computer Services Specialist updates the Training Calendar as needed (see B, 2)

f) On the day of the training, SEIF sets up training room

g) SEIF conducts the training using the appropriate Trainer Outline

h) SEIF administers the training survey

i) SEIF assure training room is left in original condition

j) SEIF submits sign-in sheets to Coordinator III for signature

k) Coordinator III signs and distributes to Administrative Computer Services Specialist

l) Administrative Computer Services Specialist provides a copy to SSSD staff responsible for Sub report and then files the sign-in sheets

CONDUCTING TRAINING (SEM‐P007) a) This procedure requires the following:

i. Training Plan (SEM-P007) in MPS > 20. Product and Service Planning

ii. Training materials

iii. Laptop

iv. Projector

b) SEIF and Administrative Computer Services Specialist review the Training Plan at least once per year

c) SEIF and Administrative Computer Services Specialist make appropriate updates as needed

d) Administrative Computer Services Specialist and SEIFs schedule run-throughs at least once per year

TRAINING QUESTIONS REPORT (SEM‐PUB‐R004 AND SEM‐W023) e) This procedure requires the following:

i. HOUSE access

ii. Microsoft Office Excel


f) Administrative Computer Services Specialist searches for records categorized as training questions in HOUSE and exports them to an Excel file each month

g) Administrative Computer Services Specialist analyzes the issues and creates a spreadsheet of the top 10 issues categorized as Training Questions and saves it to MPS folder, 3. Measurable Obj, 3. Training

h) Administrative Computer Service Specialist reviews results with SEIF’s and either conducts further analysis to determine the root cause or revise training materials as needed (see B.6.)



PROCEDURE QUESTIONS REPORT i) This procedure requires the following:

i. HOUSE access

ii. Microsoft Excel


j) Administrative Computer Services Specialist exports data from HOUSE each month

k) Administrative Computer Services Specialist analyzes the issues and completes spreadsheet of the top 10 issues categorized as Procedure Questions and saves it to MPS folder, 3. Measurable Obj, 3. Training



HELP DESK PROCEDURES

HELP DESK PHONE GREETING (SEM‐W009) a) This procedure requires the following:

i. Access Help Desk Phone System

b) Record help desk greeting

c) Review Help Desk greeting at least once per year

ANSWERING AND DOCUMENTING HELP DESK CALLS (SEM‐W003 AND SEM‐W046) a) This procedure requires the following:

i. Access to CIS Portal , HOUSE

ii. Access to EasyTRAC, Encore® , and AIMSweb

iii. Access to the Help Desk Phone System

b) Logs into Encore®, EasyTRAC, AIMSweb and HOUSE

c) Help Desk Staff logs onto the Help Desk Phone System

d) Help Desk Staff answers the phone & clicks “New Issue” in HOUSE

e) Help Desk Staff completes required fields in HOUSE, including HEAT number if appropriate

f) Help Desk Staff saves the issue and clicks “New Issue” in HOUSE to create a new record

g) Help Desk Staff logs off of HOUSE, Encore®, EasyTRAC, AIMSweb, and Help Desk Phone System at the end of their shift

REPORTING ISSUES (SEM‐W003) a) This procedure requires the following:


ii. Access to EasyTrac, Encore, and AIMSweb

iii. Access to SEMS Email Icon

b) On a daily basis, SEIF reviews issues in HOUSE

c) If issue is categorized as a Bug:

i. SEIF reviews issue to ensure all pertinent information is recorded and the issue is clearly written

ii. If issue requires additional information or clarity, SEIF notifies the originator to correct/complete OR makes correction themself

iii. If the issue is complete, the SEIF submits the issue to the vendor



iv. The vendor provides a ticket number and the SEIF updates HOUSE with the vendor’s ticket number

v. When future calls are received on the same issue, the vendor’s same ticket number is entered in each HOUSE issue

d) If issue is categorized as a Change Request:





v. Ticket is resolved through the Data Management System Changes

e) If issue is categorized as a Help Desk Call:

i. Help Desk Calls are reviewed through the Daily Log and HOUSE Maintenance (see procedures below)

f) If issue is categorized as a Performance Issue:





v. Ticket is resolved through the Data Management System Changes

g) If issue is categorized as a Product Change:





v. Ticket is resolved through the Data Management System Changes (see procedure below)

GOALS AND BENCHMARKS IN ENCORE (SEM‐W010) a) This procedure requires the following:

i. Encore® access

ii. Curriculum Engine access

b) At least once per year, SEIF collaborates with Curriculum and Professional Development representative to review and revise goals and benchmarks as needed



c) SEIF presents draft changes to Coordinator III

d) Coordinator III arranges for SEIF to present updates to Special Education Leadership

e) If changes are approved by Special Education Leadership, SEIF submits changes to vendor

f) When changes are ready, SEIF schedules import of changes to Test environment

g) SEIF reviews Test environment to ensure changes to the goals and benchmarks are done correctly

h) SEIF presents findings and recommendation to Coordinator III

i) Upon Coordinator III’s approval, SEIF schedules import to Production environment

j) Upon completion of import, SEIF reviews Production environment to ensure changes are imported correctly

DATA MANAGEMENT SYSTEM CHANGES a) This procedure requires the following:


ii. Access to EasyTrac, Encore, and AIMSweb

iii. Access to SEMS Email Icon

b) SEIF reviews open issues monthly in HOUSE categorized as Bug, Change Request, Performance Issue, or Product Change to determine priority of the issues for resolution and makes recommendations to Coordinator III

c) Coordinator III reviews recommendations and If Coordinator III agrees with recommendation, and if issues are categorized as bugs, Coordinator III authorizes SEIF to email vendor advising them of priorities

i. If Coordinator III does not agree with recommendation, Coordinator III seeks input from SEMS team and other stakeholders as necessary and then makes a final determination as to priority

ii. Coordinator III authorizes SEIF to email appropriate vendor advising them of priorities

1. SEIF provides list of prioritized bugs to be resolved and negotiates a timeline for resolution

2. When vendor advises SEIF the fixes for the bugs are ready to be deployed:

4.1 If the fixes are for Encore, SEIF collaborates with TISS to schedule time for fixes to be deployed in SEMS’ Test environment

4.1.1 SEIF notifies SEMS team when the fixes are in the Test environment, and the lead SEMS SEIF assigned to Encore arranges for the SEMS team to test the fixes (see Test Plan)

5.1.1 If the fixes don’t pass testing, lead SEMS SEIF assigned to Encore notifies SEMS team and Encore vendor, then the process begins again at step e)

6.1.1 If the fixes pass testing, lead SEMS SEIF assigned to Encore notifies SEMS team and Encore vendor, and collaborates with TISS and the vendor to deploy the fixes to Production environment



7.1.1 When fixes are deployed to Production environment, the lead SEMS SEIF assigned to Encore performs a review to ensure the fixes were deployed successfully

8.1.1 The lead SEMS SEIF assigned to Encore creates a SEMS Update and distributes it to Encore stakeholders

5.1 If the fixes are for EasyTrac, vendor notifies SEIF when fixes are deployed in their Test environment

5.1.1 SEIF notifies SEMS team and the lead SEMS SEIF assigned to EasyTrac tests the fixes (see Test Plan)

6.1.1 If the fixes don’t pass testing, lead SEMS SEIF assigned to EasyTrac notifies SEMS team and EasyTrac vendor, then the process begins again at step e)

7.1.1 If the fixes pass testing, lead SEMS SEIF assigned to EasyTrac notifies SEMS team and EasyTrac vendor, and the vendor advises lead SEMS SEIF assigned to EasyTrac when the fixes will be in their Production environment

8.1.1 When fixes are deployed to Production environment, the lead SEMS SEIF assigned to EasyTrac performs a review to ensure the fixes were deployed successfully

9.1.1 The lead SEMS SEIF assigned to EasyTrac creates a SEMS Update and distributes it to EasyTrac stakeholders

6.1 If the fixes are for AIMSweb, vendor advises when the fixes are deployed to the vendor’s Test or Production environment

6.1.1 If fixes are deployed to Test environment, SEIF notifies SEMS team and the lead SEMS SEIF assigned to AIMSweb tests the fixes (see Test Plan)

7.1.1 If the fixes don’t pass testing, lead SEMS SEIF assigned to AIMSweb notifies SEMS team and AIMSweb vendor, then the process begins again at step e)

8.1.1 If the fixes pass testing, lead SEMS SEIF assigned to AIMSweb notifies SEMS team and AIMSweb vendor, and the vendor advises lead SEMS SEIF assigned to AIMSweb when the fixes will be in their Production environment

9.1.1 When fixes are deployed to Production environment, the lead SEMS SEIF assigned to AIMSweb performs a review to ensure the fixes were deployed successfully

10.1.1 The lead SEMS SEIF assigned to AIMSweb creates a SEMS Update and distributes it to AIMSweb stakeholders

d) Coordinator III reviews recommendations and If Coordinator III agrees with recommendation, and if issues are categorized as change requests, Coordinator III requests project specifics from vendor regarding time, scope, impact, and cost of the change

i. If Coordinator III does not agree with recommendation, Coordinator III seeks input from SEMS team and other stakeholders as necessary and then makes a final determination as to priority

1. Vendor provides requested information for Coordinator III to review with appropriate advisory committee, and if Coordinator III and advisory committee agree with specifics then proceed or else procedure stops here

2. When vendor advises SEIF the changes are ready to be deployed:

5.1 If the fixes are for Encore, SEIF collaborates with TISS to schedule time for the changes to be deployed in SEMS’ Test environment



9.1.1 SEIF notifies SEMS team when the changes are in the Test environment, and the lead SEMS SEIF assigned to Encore arranges for the SEMS team to test the fixes (see Test Plan)

10.1.1 If the changes don’t pass testing, lead SEMS SEIF assigned to Encore notifies SEMS team and Encore vendor, then the process begins again at step e)

11.1.1 If the changes pass testing, lead SEMS SEIF assigned to Encore notifies SEMS team and Encore vendor, and collaborates with TISS and the vendor to deploy the fixes to Production environment

12.1.1 When the changes are deployed to Production environment, the lead SEMS SEIF assigned to Encore performs a review to ensure the fixes were deployed successfully

13.1.1 SEIF informs Coordinator III the changes are in Production and Coordinator III authorizes payment of invoice there was a cost associated with the changes

14.1.1 The lead SEMS SEIF assigned to Encore creates a SEMS Update and distributes it to Encore stakeholders

7.1 If the fixes are for EasyTrac, vendor notifies SEIF when the changes are deployed in their Test environment

10.1.1 SEIF notifies SEMS team and the lead SEMS SEIF assigned to EasyTrac tests the changes (see Test Plan)

11.1.1 If the changes don’t pass testing, lead SEMS SEIF assigned to EasyTrac notifies SEMS team and EasyTrac vendor, then the process begins again at step e)

12.1.1 If the changes pass testing, lead SEMS SEIF assigned to EasyTrac notifies SEMS team and EasyTrac vendor, and the vendor advises lead SEMS SEIF assigned to EasyTrac when the changes will be in Production environment

13.1.1 When the changes are deployed to Production environment, the lead SEMS SEIF assigned to EasyTrac performs a review to ensure the fixes were deployed successfully


15.1.1 The lead SEMS SEIF assigned to EasyTrac creates a SEMS Update and distributes it to EasyTrac stakeholders

8.1 If the fixes are for AIMSweb, vendor advises when the changes are deployed to the vendor’s Test or Production environment

11.1.1 If the changes are deployed to Test environment, SEIF notifies SEMS team and the lead SEMS SEIF assigned to AIMSweb tests the fixes (see Test Plan)

12.1.1 If the changes don’t pass testing, lead SEMS SEIF assigned to AIMSweb notifies SEMS team and AIMSweb vendor, then the process begins again at step e)

13.1.1 If the changes pass testing, lead SEMS SEIF assigned to AIMSweb notifies SEMS team and AIMSweb vendor, and the vendor advises lead SEMS SEIF assigned to AIMSweb when the fixes will be in their Production environment

14.1.1 When the changes are deployed to Production environment, the lead SEMS SEIF assigned to AIMSweb performs a review to ensure the fixes were deployed successfully




16.1.1 The lead SEMS SEIF assigned to AIMSweb creates a SEMS Update and distributes it to AIMSweb stakeholders

OUTAGES (SEM‐W042) a) This procedure requires the following:

i. Access to the N Drive

b) During the hours of 6 AM – 7 AM, SEIF or Administrative Computer Services Specialist will contact Database Administrator of system outage.

c) During the hours of 7 AM – 3 PM, SEIF or Administrative Computer Services Specialist will contact Database Administrator of system outage.

d) From 3 PM – 4 PM, SEIF or Administrative Computer Services Specialist will contact Coordinator III of system outage. Coordinator III will determine who to contact

e) After 4 PM and any CCSD non-work day, Coordinator III will be notified by any SEMS staff that becomes aware of a system outage. Coordinator III will determine who to contact.

TEST PLAN (SEM‐P009 AND SEM‐W031) a) This procedure requires the following:

i. Computer

ii. Access to Encore, EasyTrac, or AIMSweb

iii. Access to CIS Portal, HOUSE

iv. Access to Testing Folder in SEMS General > Testing

v. Current specifications for Encore

vi. Regression Testing Results file in SEMS General > Testing > Regression Testing

b) SEIF reviews the Test Plan at least once per year

c) SEIF makes appropriate updates as needed and submits to Coordinator III for review and approval

d) When changes are scheduled to be deployed to one of SEMS’ data management systems, SEIF follows Test Plan procedures

HELP DESK CALLS ANALYSIS (SEM‐W003) b) This procedure requires the following:

i. CC Supervision

ii. Excel




c) On a monthly basis, SEIF runs a report from CC Supervision of all Help Desk calls received

d) On a monthly basis, Administrative Computer Services Specialist runs a report from HOUSE of all calls recorded

e) On a monthly basis, Administrative Computer Services Specialist updates the HD Measurable Objective Graph in MPS > 3. Measurable Obj > 4. Help Desk (SEM-PUB-R036) and reviews results at the 1st SEMS Team meeting of each month

OPEN BUGS REPORT (SEM‐W003) AND (SEM‐W033) a) This procedure requires the following:

i. InterAct

ii. Excel


b) SEIF reviews open bugs in HOUSE as needed

c) SEIF updates the Open Bugs Report (SEM-PUB-R010) as needed

d) SEIF distributes updated Open Bugs Report to SEMS team as needed

ISSUE RECONCILIATION (SEM‐W003) a) This procedure requires the following:

i. HOUSE access

ii. Excel

iii. Heat report

b) Administrative Computer Services Specialist runs a report of open Encore issues in HOUSE

c) Administrative Computer Services Specialist receives an open ticket report from Global Scholar for Encore issues

d) Administrative Computer Services Specialist reconciles HOUSE open issues report with the open ticket report, notes discrepancies, and saves Excel file to Data and Reports > Help Desk > Encore Issue s Reconciliation (file name ‘PUB-R015 YYMMDD’)

e) Administrative Computer Services Specialist provides discrepancies to SEIF to research and follow up with Global Scholar

DAILY BRIEFING (SEM‐W003) a) This procedure requires the following

i. Daily Briefing Team Meeting

b) SEIF facilitates a Daily Briefing of the current help desk issues

c) SEIF posts Daily Briefing notes to SEMS Staff InterAct conference



WEBSITE UPDATES (SEM‐W003) a) This procedure requires the following:

i. Internet access

ii. URL to make changes

b) SEMS staff recommends updates for the SEMS website and Coordinator III or designee reviews and approves

c) SEIF posts new and updated information to the SEMS website as needed

DAILY LOGS (SEM‐W032) a) This procedure requires the following:

i. HOUSE access

ii. Excel

b) Secretary II runs a Daily Log report each day of issues that were recorded in HOUSE the previous work day

c) Secretary II attaches a routing slip to the Daily Log report and distributes the Daily Log report to the SEMS team

d) SEMS team reviews the Daily Log and notes corrections that should be made in HOUSE

e) Originator of HOUSE issue makes corrections as needed and SEIF files final copy of Daily Log

HOUSE MAINTENANCE (SEM‐W011) a) This procedure requires the following:

i. HOUSE access

b) SEIF or designee performs various audit checks on issues recorded in HOUSE at least once per month

c) SEIF or designee identifies issues that require correcting

i. SEIF or designee determines whether to make the correction or bring it to the attention of the originator to make the correction

SEMS HELP DESK EMAIL ICON (SEM‐W003) AND (SEM‐W038) a) This procedure requires the following:

i. InterAct access to SEMS Email icon

b) SEIF or designee reviews SEMS Email icon on a daily basis

i. If the email is from a vendor:

1) Delete previous email from that specific thread after ensuring the previous thread is intact

2) Update HOUSE and delete email, OR



3) Forward the email to the originator of the issue if there are questions regarding the issue

ii. If the email is from SEMS staff:

1) Forward email to the appropriate vendor

2) Attach email to HOUSE issue

3) Delete the email



DATA AND REPORTS

MAINTAINING CONTRACTOR & LONG TERM SUB LIST (SEM‐W029) a) This procedure requires the following:

i. Excel spreadsheet

ii. Input from the Speech, Nursing, OT/PT, Health Services, and Psychological Services departments

iii. InterAct

b) Information Processor submits the Contractor & Long Term Sub List the first work day of each quarter (March, June, September, and December) to the Speech, Nursing, OT/PT, Health Services, and Psychological Services department administrators for their review/revision. A one-week deadline is established for changes to be submitted back to SEMS.

c) Information Processor updates the Contractor & Long Term Sub List based on changes provided by the Speech, Nursing, OT/PT, Health Services, and Psychological Services departments.

d) Information Processor submits the newly revised Contractor & Long Term Sub List to the SEMS Database Administrator (DBA) and TISS Help Desk and ensures DBA updates Encore®

INACTIVATING CONTRACTORS (SEM‐W029) e) This procedure requires the following:

i. InterAct

ii. Input from the Speech, Nursing, OT/PT, Health Services, and Psychological Services departments

f) Information Processor receives notification from Speech, Nursing, OT/PT, Health Services, or Psychological Services departments of a contractor termination/separation which requires the contractor’s Encore® account to be inactivated.

g) Information Processor emails the TISS Help Desk and directs the inactivation of the contractor

h) Information Processor confirms inactivation in Encore®

ADDING STUDENTS TO ENCORE® (SEM‐W017) i) This procedure requires the following:


ii. InterAct

iii. Mainframe access/Screen 19

iv. Encore® access

j) Information Processor receives an Excel spreadsheet of students from the CCSD schools and Charter Schools who’s students are not included in the nightly SASI interface with Encore®



k) Information Processor checks Mainframe for the student’s previous record in SASI

l) Information Processor checks Encore® for previous record in Encore®

m) If student has a previous record in SASI, Information Processor manually adds student to Encore® using the student’s SASI ID and the demographic data from the spreadsheet.

n) If the student does not have a previous record in SASI, Information Processor will manually add the student to Encore® by creating a student ID number using the date of birth and adding the demographic data from the spreadsheet.

o) Notify SEIF assigned to the appropriate school if school does not submit their spreadsheets by the end of the first week of each month

DUPLICATE STUDENT RECORDS IN ENCORE® (SEM‐W016) p) This procedure requires

i. Mainframe Access/Screen 19

ii. Encore® Access

q) Information Processor verifies the student’s correct ID number in Mainframe/Screen 19

r) Information Processor verifies if there are duplicate Encore® records

s) Information Processor changes the Encore® student ID to match the SASI student ID

t) Information Processor changes the wrong student ID by adding a zero first, then student ID + zero at end

u) Information Processor transfers the Encore® record with wrong ID to Clark County Test School

DAILY SPED REPORT (SEM‐W014) a) This procedure requires:


ii. InterAct

iii. WinZip

iv. N Drive

b) Information Processor receives Sped Report from Database Administrator via email

c) Information Processor reformats the Sped Report

d) Information Processor saves file to the N Drive

e) Information Processor deletes the email

SPECIAL EDUCATION AREA REPORTS (SEM‐W030) a) This procedure requires the following:

i. InterAct

ii. Excel Spreadsheet



b) SEIF receives the Special Education Area Report once a week

c) At least once per month, SEIF reviews the report for key data needed for the Students with Disabilities Child Count

d) If an issue with a student’s special education data is discovered, SEIF contacts the appropriate teacher, facilitator/liaison, or area director as needed for review and correction

OTHER REPORTS a) This procedure requires the following:

i. InterAct

ii. Excel Spreadsheet

b) SEIF or Information Processor receives reports according to the schedule for the report appropriate to the SEIF’s or Information Processor’s assigned area of responsibility

c) SEIF or Information Processor reviews the report for accuracy at least three times per year (fall, winter, and spring)

d) If an issue with a report is discovered, SEIF or Information Processor contacts the TISS database administrator assigned to support SEMS as well as the affected department to inform them of the issue

e) SEIF or Information Processor documents the issue in HOUSE (see procedure for Reporting Issues)

f) The TISS database administrator resolves the issue and provides a test file to the SEIF or Information Processor to validate

g) If validation passes, the TISS database administrator schedules the report to run per schedule

h) If the validation does not pass, the TISS database administrator attempts another iteration and submits to SEIF or Information Processor for validation – this steps repeats until validation is successful

STUDENTS WITH DISABILITIES CHILD COUNT (SEM‐W028) a) This procedure requires the following:

i. Nevada Dept of Education instructions

ii. Encore® access

iii. Area SEIF meetings

iv. Students with Disabilities Child Count report Master Child Count database

b) SEIF presents at area SEIF meetings providing school facilitators/liaisons with guidance on how to review and correct their data special education data

c) Database Administrator runs a test file of the Students with Disabilities Child Count report and submits it to SEIFs for review

d) If the Students with Disabilities Child Count test file is inaccurate based on SEIF’s review, SEIFs report their findings to the Database Administrator for correction. This process may be reiterated several times until the Students with Disabilities Child Count test file is accurate.



e) On the date designated by the Nevada Department of Education, Database Administrator runs the Students with Disabilities Child Count report at 5:00 PM and submits it to SEIFs

f) SEIFs validate the report

g) Information Processor imports report into Master Child Count database & creates PDFs for each school

h) SEIF emails the reports and instructions to the school facilitator/liaison and school administrator

i) Secretary II receives signed reports back from the schools, time stamps them and distributes to Administrative Computer Services Specialist

j) Administrative Computer Services Specialist logs receipt of reports and disseminates to appropriate SEIF

k) SEIF verifies accuracy and completeness of reports, contacts schools as necessary to make corrections

l) SEIF submits final corrected report to the Information Processor

m) Information Processor updates the Master Child Count database per SEIFs’ corrections

n) Coordinator III reviews the Master Child Count database checking for completeness and accuracy, submits a Child Count Verification form to the Chief, Student Support Services Division for signature, and submits the final report and signed verification form to the Nevada Department of Education

i) Coordinator III prepares Child Count statistics and disseminates to SSSD Special Education Leadership



PRESENTATIONS

NEW TEACHER ORIENTATION (SEM‐W012) a) This procedure requires the following:

i. InterAct

ii. Word

iii. Excel

iv. SEMS Folders

v. Highlighter

vi. Copier

vii. Stapler

b) SEIF contacts the following departments to determine the number of new hires:

i. Professional Development Department

ii. Speech/Language

iii. Psychology

iv. Occupational and Physical Therapy

v. Health Services

c) SEIF provides this information to SEMS Secretary to order the DP403 forms. Upon receipt of the DP403’s, SEIF prepares them for New Teacher Orientation

d) SEIF reviews/revises the following documents: DP403 instructions, Orientation Encore® letter, training calendar for September, training maps

e) SEIF retrieves SEMS folders from the warehouse and separates appropriate number of folders into departments (as listed in paragraph 1). Each folder will contain: highlighted DP403 with instructions stapled, Orientation Encore® letter, training calendar for September and training maps.

f) SEIF delivers the completed folders to appropriate departments

SPECIAL EDUCATION INSTRUCTIONAL FACILITATOR AREA MEETINGS (SEM‐W013) g) This procedure requires the following:

i. SEMS Updates (SEM-PUB054)

ii. Word processor



iii. Copier

h) SEIFs determine if there’s a need to present at their assigned SEIF area meeting

i) SEIFs create an agenda and submit to Coordinator III

j) SEIFs coordinate presentation and communication to ensure consistent message

RELATED SERVICES KICK‐OFF (SEM‐W024) k) This procedure requires the following:

iv. Encore® Access

v. Word processor

vi. Copier

l) SEIFs review presentation agenda and content with Coordinator III

m) SEIFs determine assignments for each related service department presentation

n) SEIFs contact appropriate department administrator to review presentation

o) SEIF conducts presentation



RECORD RETENTION TABLE

Identification Description Storage Retention Disposition Protection

SEM‐P007 Training Plan Electronic 7 years Archive CCSD Backup

SEM‐P009 Test Plan Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R001 Sped Report Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R002 Training Report Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R003 Employee Retention Electronic Permanent Archive CCSD Backup

SEM‐PUB‐R007 Initial Eligibility Report Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R009 Change Requests Electronic 1 year Archive CCSD Backup

SEM‐PUB‐R010 Open Bugs Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R014 Child Count Summary Electronic 7 years Archive CCSD Backup

SEM‐PUB‐R015 HOUSE Reconciliation Electronic 1 year Archive CCSD Backup

SEM‐PUB‐R016 Daily Log Electronic 1 year Shred CCSD Backup

SEM‐PUB‐R017 Students w/ Disabilities

Child Count

Electronic &

SEMS File

7 years Archive CCSD Backup

SEM‐PUB‐R018 Contractor List Electronic 1 year Archive CCSD Backup



DOCUMENT REVISION HISTORY

Date: Rev. Description of Revision:

070711 A Initial release of the manual

080116 B Added the new procedures: IV. E. 2, IV. E. 3, IV. D.4, IV. D.5, IV. E. 1, IV. E. 5, IV. E. 4. Minor revision to clarify process: IV. A. 8, IV. A. 9

090128 C Added the new procedures: IV. F. 1-3, IV. C.5,

090306 D Added the new procedure: IV. A.10

091106 G Added the new procedures: IV. E. 7. Minor revision to clarify process: IV. E. 6

100107 I Added the new procedures: IV. C. 7, IV. C.8, IV. C.

100205 J Reviewed and updated the Administrative, Training, Help Desk, Information Processor, SEIF, and Technology procedures. Updated the Record Retention table

111214 K Reviewed and updated Administrative, Training, Test Plan, Help Desk, Information Processor, SEIF, and Technology procedures

Supporting Document References:

1. M001 – Procedure Manual - See table of contents

2. P009 – Test Plan – See Procedure Manual (M001), pg. 21

3. P007 – Training Plan – See procedure manual (M001), pg. 14

Documents approved by:

1. M001 – Procedure Manual - Stephanie Pocchia, Coordinator III

2. P009 – Test Plan – Stephanie Pocchia, Coordinator III

3. P007 – Training Plan – Stephanie Pocchia, Coordinator III