making your iep system work for you: 5 questions to ask about your iep system
TRANSCRIPT
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Making Your IEP System Work for You: 5 Ques4ons to Ask of Your IEP System
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About Our Guest
Alex Brecher, CEO Accelify
Alex Brecher, Chief Execu4ve Officer of Accelify, has directed special educa4on management system implementa4ons with districts such as LAUSD, Broward County Public Schools, Dallas ISD, DC Public Schools, and many others. As CEO of Accelify for the past six years, Alex has transformed the company from a niche Medicaid billing company to a leader in educa4on management solu4ons. Alex also co-‐founded Accelify Consul4ng, a bou4que Special Educa4on consul4ng firm staffed by world class Special Educa4on experts.
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5 QuesIons to Ask of Your IEP System
1. Does my IEP system proacIvely ensure compliance? 2. Is my IEP system adaptable?
3. Is my IEP system only an “IEP system”? 4. Does my IEP system support data-‐driven decision making?
5. How does my IEP vendor ensure we are reaping the full benefit of our
system?
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Taking the Temperature: 40 Years of IDEA
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History of IDEA
Nov. 29 1975 EducaIon for All Handicapped Children
Act is passed (now IDEA)
1967
200,000 with significant disabili4es were in state ins4tu4ons
1970
Public schools only educated 1 in 5 students with disabili4es
1975
1.8 million children with disabili4es were being excluded from public schools
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Where are we now – 40 years into IDEA?
More than 6.7 million students are now being served by IDEA
57%
Inclusion % of SWDs educated in general educa4on classrooms for more than 80% of the day
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But we sIll have a long way to go …
Achievement Gap • Reading: 88% of SWDs
in 4th grade and 92% in 8th grade tes4ng below proficient
• Math: 83% of SWDs in
4th grade and 92% in 8th grade tes4ng below proficient
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But we sIll have a long way to go …
Achievement Gap 2015 Smarter Balanced Test results in California indicated that • Literacy: 88% of SWDs
did not meet standards • Math: 91% of SWDs did
not meet standards 0
20
40
60
80
100
Math Literacy
% of SWDs who met standards
% of SWDs who did not meet standards
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But we sIll have a long way to go …
GraduaIon Gap: 2014 gradua4on rates reached high of 82.3%
• 33 states graduate less than 70 percent of SWDs
• 7 of those states graduate less than 50 percent of SWDs
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But we sIll have a long way to go …
DisproporIonality • SWDs are more than
twice as likely (13%) to receive an out of school suspension than their general educa4on peers (6%)
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But we sIll have a long way to go ...
2015 State DeterminaIons Under RDA • 6 meet the requirements and
purposes of IDEA • 36 need assistance in
implemen4ng the requirements of IDEA
• 3 need intervenIon in implemen4ng the requirements of IDEA; or Needs substan4al interven4on in implemen4ng the requirements of IDEA.
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1. Does my IEP system proacIvely ensure compliance? a.k.a “Get it Done Right the First Time”
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Does my IEP system proacIvely ensure compliance?
Districts naIonwide struggle with compliance
• 35% of SWDs not receiving enIrety of services recommended (more than 60,000)
• 5% of SWDs not receiving ANY services (approx. 9,000)
• 30% of students slated for Ini4al IEP evalua4on were not reviewed within mandated 60 days
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Does my IEP system proacIvely ensure compliance?
Compliance Factors
Sequencing & Timelines ValidaIons Permissions
& Privacy
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Does my IEP system proacIvely ensure compliance?
Responsive FuncIonality to Drive Compliance Perform valida4ons at
every level to ensure accurate data entry
Alert appropriate staff when 4melines are approaching or are not met
Prevent staff from bypassing steps/events
Prepopulate fields to prevent duplicate data entry, save 4me and ensure data accuracy
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2. Is my IEP system adaptable?
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Is my IEP system adaptable?
Challenge with most IEP systems: According to a 2016 GAO Report, Teachers and district-‐level administrators rated some tasks as being par4cularly 4me-‐consuming, such as • Preparing IEP documents • Enforcing compliance • Determining special educa4on eligibility • Using technology
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Is my IEP system adaptable?
Deterrents to upgrading or replacing exisIng technology
• Despite 30% repor4ng budget increases, 54% sIll indicate that they don’t have enough
money to “meet overall expectaIons of the school board/district leaders” • 68% plan to delay replacements of technology, or defer maintenance
(a decision that the consor4um argues results in waste and inefficiency) • Most systems are off the shelf products with limited flexibility
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Is my IEP system adaptable?
What does an adaptable IEP system look like? • Accommodates your process rather than determining it • Allows for customiza4on without imposing addi4onal costs (or vendor
involvement) • Supports process management as opposed to document management • Allows you to adapt to changing regulatory and “business” environments …
quickly
… right now … by me?
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Is my IEP system adaptable? What kinds of flexibility and funcIonality should I look for in an adaptable IEP system?
Data Access
Form CreaIon
User Permissions Interoperability Workflow
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Is my IEP system adaptable? Workflow: System is built around your process and is responsive to
changes in your workflow.
• Workflows are outlines of your op4mal “business process” for a plan type
• Workflows define the sequence of
Events and Event Groups
• Workflows define the 4melines between Events and Event Groups
• Workflows define the “triggers” that
cause subsequent event groups
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Workflows Control 4meframe and triggers between events
EVENT GROUP
EVENT GROUP
EVENT GROUP
X days X days EVENT EVENT
Forms
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Forms
ValidaIons
Event/Form/Field Level
Forms
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Forms Forms
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Custom Element (mee4ng, services, goals/objec4ves,
etc.)
Forms
X days EVENT EVENT X days EVENT EVENT X days
Is my IEP system adaptable?
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Is my IEP system adaptable? Data Access: Data should inform us on the decisions we need to make,
not just support the decisions we are already making.
• Real-‐4me dashboards around your key performance indicators
• Customizable build-‐your-‐own reports
• Instantaneous drill-‐down capability for visibility at every layer
Means … no need for vendor interven2on
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Is my IEP system adaptable?
Form creaIon: Should not require major customiza4on efforts or addi4onal cost … or vendor involvement
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Is my IEP system adaptable?
User permissions: Should support as many user roles as necessary in your environment
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Is my IEP system adaptable?
Demographic informaIon
Assessment
Student Progress
Interoperability: Compa4bility/integra4on with outside systems is key
State ReporIng
Medicaid Billing
Other
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3. Is my IEP system only an “IEP system”?
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Is my IEP system only an “IEP system”?
15%
85% Planning
Delivery
How is personnel Ime spent?
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3. Is my IEP system only an “IEP system”?
• Can I create and manage 504 Plans? • Can I manage the pre-‐referral and evalua4on process? • Can I manage the RtI process? • Can I manage plans for gioed students? • Can I track the delivery of services against the IEP? • Can I es4mate resource needs based on IEP informa4on? • Can I monitor student progress easily? • Can I allocate personnel more efficiently? • Can I cut down on travel 4me? • Can I validate Medicaid claims against the IEP? • Can I increase reimbursements?
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Does my IEP system go beyond planning to ensure effecIve plan delivery?
To ensure effecIve and efficient plan delivery that gets results, your IEP system should help you:
Develop your plan
EsImate, allocate, and maximize resources
Deliver on and track services
Access ALL Data When and How You
Need It
PLANNING
AcceliROUTE AcceliNURSE AccelPCS AcceliTRACK Service Scheduling and Tracking
School Nursing Services Management
Student Transportation Service Tracking
Personal Care Service Management
SERVICE DELIVERY
AcceliBILL Contractor Management and Billing
CONTRACTOR BILLING
SERVICE DELIVERY
AcceliCLAIM Medicaid Billing Management and Reporting
MEDICAID BILLING
AcceliDASH
AcceliPIVOT
AcceliREPORT
Report Builder
Real-Time Compliance and Revenue Dashboards around Key Performance Indicators
Ad-Hoc Pivot Table Reporting Tool for Powerful Data Analytics
In-Depth Real-Time Multi-Faceted Reports
Unique Forms-Based Custom Report Building and Publishing Tool
Decision Support
AcceliSCHEDULE
RESOURCE ESTIMATION RESOURCE ALLOCATION AUTOMATIC SCHEDULING
Automated Resource Allocation and Scheduling for Service Providers
AcceliPLAN IEP IEP Plan Development and Management
AcceliPLAN EP EP Plan Development and Management
AcceliPLAN 504 504 Plan Development and Management
AcceliPLAN IFSP IFSP Plan Development and Management
AcceliPLAN LEP LEP Plan Development and Management
AcceliPLAN RtI RtI Plan Development and Management
AcceliPLAN PSSP PSSP Plan Development and Management
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4. Does my IEP support data-‐driven decision making?
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Does my IEP system promote data-‐driven decision making?
• Before: focus was on ensuring IDEA procedural requirements were being met
• Now: focus is on improving educa4on results and func4onal outcomes for all SWDs
Ship from Compliance to Results
Under RDA
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Does my IEP system promote data-‐driven decision making?
RDA Core Principals
• Drives improved results • Encourages States to direct resources to where they can have the
greatest posi4ve impact on outcomes • Provides differen4ated incen4ves, supports and interven4ons based
on each State’s unique strengths, progress, challenges and needs • Minimizes administra4ve burden and duplica4on of effort • Strives to be transparent and understandable to educators and
families
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Does my IEP system promote data-‐driven decision making?
Visibility at Every Level IEP systems should provide districts with beqer visibility at every level to drive beqer decision making.
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Does my IEP system promote data-‐based decision making?
Visibility at Every Level Gain visibility into the en4re IEP process from referral, intake and assessment and eligibility determina4on to service planning, transi4on and exit.
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Does my IEP system promote data-‐based decision making?
Visibility at Every Level Track and monitor the delivery and efficacy of services • Special educa4on administrators • Special educa4on providers
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Does my IEP system promote data-‐based decision making?
Visibility at Every Level Evaluate resource needs and resource alloca4on
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Does my IEP system promote data-‐based decision making?
Visibility at Every Level Track program costs
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Does my IEP system promote data-‐based decision making?
Visibility at Every Level Interpret outside data (ie. Student progress data) in a meaningful way
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5. How does my IEP vendor ensure we are reaping the full benefit of our system?
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• During implementa4on: get feedback from focus groups
• Post implementa4on: take in sugges4ons and required enhancements
• Measure performance
• Con4nually and con4nuously review evalua4on data
• Con4nually and con4nuously follow technology trends
• Con4nually and con4nuously partner with clients to build new systems
• "SCRUM" based development • Generally demo on a 2 week
cycle • Limited and complete roll outs
(depending on cycle)
• Iden4fy key stakeholders • Iden4fy "focus group" makeup • Map your workflows and processes • Iden4fy your specific valida4ons
and 4melines • Iden4fy and define integra4on
requirements • Map roles and permission levels
How does my IEP vendor ensure we are reaping the full benefit of our system?
Enhance Plan
Execute Evaluate
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How does my IEP vendor ensure we are reaping the full benefit of our system?
Successful ImplementaIons should Include:
ü Par4cipa4on and coordina4on among all key stakeholders / user groups
ü Consulta4on to understand current processes and workflow ü Early on iden4fica4on and tes4ng of outside system integra4ons and data syncing
ü Transi4on planning
ü Focus groups to ensure user needs are met, to build awareness, and to secure buy
in
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How does my IEP vendor ensure we are reaping the full benefit of our system?
Successful ImplementaIons must Include:
On-‐going Support
• Dedicated help-‐desk • Contextual in-‐system training
documenta4on / knowledgebase • User groups • Ongoing performance
monitoring, assessment and repor4ng
Comprehensive and Sustainable Training
• On-‐site and Virtual Training
Op4ons • By User-‐group • TOT (for large implementa4ons) • Ongoing webinars and refresher
trainings to support system adop4on
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True Cost Benefit of the RIGHT IEP System
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True Cost Benefit of the RIGHT IEP System
ü Improved student outcomes
ü Decreased due process costs ü Increased dependability of service delivery ü Increased job sa4sfac4on among district staff and providers
ü Increased u4liza4on of resources ü Beqer Results
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Q&A
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