eceap data systems for center directors...b) select the 2016-2017 school year in the upper right...
TRANSCRIPT
ECEAP Data Systems for Center Directors
(including ELMS and ChildPlus Monitoring Suite)
“Do your little bit of good where you are. It’s those little bits of good put together that overwhelm the world”
– Desmond Tutu
Table of Contents
• ELMS and Data Use • Logging into ELMS • Individual Child Records
• Setting up ELMS for new year • Entering Corrective Action Plans in ChildPlus
• Report overview
Introduction (stop at 17% complete)
Data In (stop at 68% complete)
Data Out
Welcome!
• Welcome to ECEAP Data Systems for Center Directors! This tutorial reviews all data-related tasks
you need to know as you get started with ECEAP. It includes an overview of ECEAP data and the
ELMS data system, as well as the Monitoring Suite in the ChildPlus data system.
• You can stop and finish the course later. The Table of Contents shows how the course is divided.
A course navigator appears after each section to help you keep track of what you've learned
and what's coming.
• = course navigator page
• = section complete
• = what’s coming next
How you’ll navigate the course…
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to set up sites and classes in ELMS for a new school year.
• Reviewing monitoring results and entering CAPs in ChildPlus.
• An overview of ELMS reports used by your staff.
Act
Take
Data
Report Analyze
Plan
PSESD Early Learning uses data for:
• Planning program and services
• Supporting sites
• Quality assurance
All of your data tasks:
• Can help you plan your work with children and families.
• Are tied to metrics that we report to our funders throughout the year.
• Ensure continued funding for services to children and families.
ELMS
Education Data
Health and Nutrition
Data
Family Support
Data
“Data In”
• ECEAP generates Health, Family Support, and
Education-related data for all enrolled children
and families.
• ELMS is the collection point.
• Once the data is in ELMS you can pull it out in
many convenient ways.
ELMS Overview • How to log into ELMS
• Tour of the Child tab
Accessing ELMS
Contact your PSESD ELMS Administrators to get an ELMS login and password.
Colette Dutton 425-917-7888 King County
253-778-7888 Pierce County
Sue Gettmann 425-917-7887 King County
253-778-7887 Pierce County
Accessing ELMS (cont.)
• Once you have your logon information, you can access ELMS from any computer with an Internet
connection.
• Open a new browser window and go to the Early Learning Portal on the Department of Early
Learning website. Direct URL https://apps.del.wa.gov/
Accessing ELMS (cont.)
1. Logging into ELMS will take you to the Early
Learning Portal.
2. Click the ELMS hyperlink in the Application
column.
3. You will land on the News screen. Here you
can find updates, technical assistance, and
other resources.
1. Next, click on the Child tab. Underneath is a tan strip with enrollment and data entry tasks.
You and your team will be putting a lot of data into ELMS, and in turn, will be able to access a
lot of information.
2. Your FSS will use this tab frequently. You will want to be familiar with it, as you and the
teaching team will also be navigating there. The next slides give a brief overview.
Child Search Screen
1. On the Child Search screen, type a student’s name in the
Child Name box and click the Search button.
2. The search results will appear at the bottom of the screen.
Find the child’s name that you need and select Child/Family
Updates on the right-hand side of the screen.
Household
• This takes you to the Household tab, which includes
addresses, phone numbers, and basic demographics
like language and race.
• The child's name is at the top of the screen.
• The tabs under the child's name correspond to a
service area in ECEAP, and is how ELMS organizes
child records.
Medical Status Health
• The next tab is Medical Status,
which includes information about
special health needs, and results of
physical exams.
• This information can be helpful for
understanding stressors affecting
the child and family.
Dental Status Health Health
• The next tab is Dental Status.
• You can find the results of dental
screenings or exams near the bottom of
the page under the sub-heading Dental
Exam or Screening by a Dental
Hygienist.
• Dental concerns can also be important
background information on your
students’ oral health and access to
dental care.
Health Screening Health Health
• The next tab is Health Screening.
• This is where you will document results
of hearing, vision and growth
screenings.
Health Health
• The Child Development tab is where you
can find education-related data for every
child who enrolls.
• This is where teaching staff document:
1. Developmental screenings
2. IEP dates and eligibility
3. Parent-teacher conferences
Child Development
• The Family tab is the data home for
Family Support services.
• Here Family Support staff will document
family support visits and keep current
data on family engagement and certain
risk factors.
Family
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to set up sites and classes in ELMS for a new school year.
• Reviewing monitoring results and entering CAPs in ChildPlus.
• An overview of ELMS reports used by your staff.
Setting up ELMS for a New School Year
Setting Up ELMS for a New Program Year
The Department of Early Learning (DEL) requires all its contractors and subcontractors to update their center, site, and class data in ELMS every year between April 1 and September 15. You will do so in the following order –
1. Center information
2. Site information, and
3. Class information
Instructions for each step can be found in the pages below.
Note: Steps 2 and 3 above will need to be repeated for every site and class (respectively) in your program.
1. Update Center Information
a) Log into ELMS
b) Select the 2016-2017 school year in the upper right corner of your ELMS screen.
c) Click on Locations & Classes, and then the gray Subcontractor button.
d) Click the blue Info hyperlink next to your Center name.
1. Update Center Information
e) The next screen will have your Center name at the top with Center information organized in four tabs below.
f) On the Info page, enter ECEAP services and update if there are changes.
g) On the Staff page, update staff and primary contact, if changed.
h) On the Funding & Slots page, enter funded ECEAP slots and funds per slot for each model. The rest is optional.
2. Update Site Information
The following information must be entered manually for each site before September 15:
a) Select the Sites tab.
b) Click on the blue Info hyperlink next to the Site name.
c) If you will have new sites, click the +New Site button (right) and complete the Info, Staff, Slots and Recruitment pages.
2. Update Site Information
d) On the Info page, answer all yes/no questions. Review and update all other fields.
e) Update the primary contact on the Staff page, if necessary. For staff changes, contact Sue or Colette.
f) On the Slots page, enter number of slots assigned to the site.
g) On the Recruitment page, review and update your responses.
3. Update Class Information
a) From the Site Information screen, click on the Classes tab.
b) To add a class, click the button and complete the class Info and Staff, Slots & Ratio pages.
c) Otherwise click Info next to the name of the class you need.
You must enter additional information for each class before enrolling children:
3. Update Class Information
d) On the Info page, review and update the top section, and complete all fields in the Schedule section.
e) Select the Staff, Slots & Ratio tab.
i. Review the staff information. Contact Sue or Colette if changes are needed.
ii. Complete the Plan for Reserving Slots. Funded ECEAP slots must be entered for the Site in order to be made available to assign to the class.
f) Repeat steps 3(a)-3(e) until you have set up every class in your program for the coming year.
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to set up sites and classes in ELMS for a new school year.
• Reviewing monitoring results and entering CAPs in ChildPlus.
• An overview of ELMS reports used by your staff.
Child Plus Overview • Logging into ChildPlus
• Internal Monitoring Suite • Viewing Monitoring Results
• Entering Corrective Action Plans (CAPS)
Logging in
• Click on the ChildPlus.net icon on your desktop.
• Contact Carol Weaver [email protected] if ChildPlus is not yet installed on your computer or
to have your account set-up.
Select a child from column at left
Services tab
• When you log into ChildPlus, you land on the
Services tab.
Internal Monitoring Suite
The Internal Monitoring Suite (IMS) helps streamline the monitoring process by tracking
monitoring results and corrective action plans directly in ChildPlus.net.
To monitor compliance of your sites and classrooms with IMS:
1. Click on the Management tab in ChildPlus .
2. Click on Internal Monitoring.
Internal Monitoring Suite
• The main page has a complete list of all monitoring results for sites and classrooms.
• Specify a date range, or click a column header to sort or filter results.
• Click on a line for more detail about that particular monitoring session.
Internal Monitoring Suite
• Clicking on a monitoring record will bring up a sub-menu with details from that monitoring visit.
• The Monitoring Results tab
shows compliance for each
indicator.
• For areas of non-compliance,
enter corrective action plan in
the Corrective Action Plan (CAP)
tab.
Corrective Action Plans (CAPs)
When areas of non-compliance are found, you must submit a corrective action plan. To do this:
1. Click on the Management tab.
2. In the blue sub-menu underneath, click on Internal Monitoring.
3. Find the monitoring record for which you need to submit a CAP and click on it.
Corrective Action Plans (CAPs)
1. This will open the detailed view of
that monitoring visit.
2. Click on the Corrective Action Plan
(CAP) tab.
3. Screen includes due date and all
indicators that were marked non-
compliant.
4. Enter CAP for each non-compliant
indicator at the bottom of the
screen and Save.
“Data In…”
Once data are in ELMS, you can view and
report on them again whenever you want.
ELMS
Education Data
Health and Nutrition
Data
Family Support
Data
Individuals
Data In…
Group
…Data Out
• Reports are dynamic, so every change to your class roster and new information on your
students will show up next time you run reports.
• Reports let you group
information in convenient
ways, like parents’ phone
numbers or students with
disabilities sorted by IEP end
date.
“…Data Out”
You will learn about:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to set up sites and classes in ELMS for a new school year.
• Reviewing monitoring results and entering CAPs in ChildPlus.
• An overview of ELMS reports used by your staff.
“Data Out” • How to run reports in ELMS • Family Support and Parent Teacher Conference Minutes Report • Enrollment by Child Report • Health Status by Child Report • Developmental Screening Report • Enrollment Count Report
This section is an overview of reports commonly used by staff. They are:
1. Family Support and Parent-Teacher Conference Minutes Report
2. Enrollment by Child Report,
3. Health Status by Child Report,
4. Developmental Screenings Report, and
Reports
To begin, click on the Reports tab at the
top of the screen. Scroll down and
select the one you want.
1. In the pop-up (see left), select the
current school year.
2. Select your class from second box then
run the report
Reports (cont.)
• The report has children in separate rows. You will also see a small black arrow at the
top of each column. Click the arrow to re-sort the results.
• Sort by Child’s First Day in Class to bring up kids who started late and need their first
conference.
• Sort by Parent Teacher Conference Minutes to prioritize scheduling by students with
fewest minutes.
Family Support and Parent Teacher Conference Minutes Report Displays number of family
support visits and total parent-
teacher conference minutes for
each child
Lists children with their age, poverty level, IEP status, priority points and first and last days
attending class.
In the spring, sort by Age to find
and recruit all those who will still be
age eligible in the fall.
For referrals or inter-agency
collaboration, sort by Homeless, IEP
Status, Foster, etc. to quickly group
applicable children.
Enrollment by Child Report
Monitor completion of health requirements for late enrollees by sorting
on Child’s First Day in Class.
Health Status by Child Report
The Health Status by Child Report
lists children with status of medical
and dental homes, medical and
dental coverage, exams and
immunization.
• Keep track of children who need screenings by sorting on Original Screening Date. Any
child without a date will be grouped at the top.
• Sort by Result column to find all students who need to be rescreened or referred.
Developmental Screening Report
The Developmental Screening
Report includes children’s
developmental screening
results and dates
• Check this report regularly to monitor students’ ages and IEP status as your class
roster changes over the program year.
Enrollment Count Report
The Enrollment Count report includes children who have started class and children with an
expected start date in the future. Children who never attend are subtracted from this report
upon exit or transfer.
You have learned:
• Early Learning Management System, or ELMS, the data collection system for
ECEAP.
• How to set up sites and classes in ELMS for a new school year.
• Reviewing monitoring results and entering CAPs in ChildPlus.
• An overview of ELMS reports used by your staff.
Now you can test your knowledge with a quick quiz!
Additional Resources • ELMS Tips • Eligibility and Enrollment Manual • Waiting Lists and Enrollment screencast • Monthly Report How-To
PSESD ELMS Resources
• Go to earlylearningwa.org → For Staff → All Staff Hub → Data – ELMS (ECEAP)
Contact Us
Colette Dutton User accounts, tech support
425-917-7888 253-778-7888
Sue Gettmann User accounts, tech support
425-917-7887 253-778-7887
Cathy Schley Tech support 425-917-7721 253-778-7721
Paméla Raya-Carlton
Tech support 425-917-7832 253-778-7832
Nathalie Jones Tech support 425-917-7719 253-778-7719