Piece of the PuzzleKAN_Service Beginners Training

By: Mason Vosburgh

Agenda

Discussion Item One – Common Authentication Log in, Access

Discussion Item Two – Getting startedSelecting the organization, Navigation pane, Calendar Set up, apply building settings, checking building minutes entering providers

Discussion Item Four – Verifications

Discussion Item Five – Exiting students

Discussion Item Six – Reports

Item 1Item 1

Discussion Item Three – Student DataStudent Search, Keyboard Entry, Import / Upload batch files

Item 2Item 2

Item 3Item 3

Item 4Item 4

Item 5Item 5

Item 6Item 6

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Item 7Item 7 Discussion Item Seven – Other Issues

Common AuthenticationLog in

• Go to KSDE Web Applications• Enter User name • Enter Password• Log In• Browser – IE or Firefox for Mac

• Select KAN_Service from the list of approved applications

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If you have not registered, go here

Getting StartedSelect All organization level – Click the “Go”

Navigation PaneSelect the destination in the application where the

desired task is completed.Students

Buildings, Calendars, settingsPersonnel

VerificationsUpload / ImportReportsYearly Student roll over

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Getting StartedCalendars select from Navigation Pane

New calendar button

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Select the target school year for which the calendar applies

Getting StartedCalendars

1) Set default district level calendar for all grades, all buildings.

2) Enter first and last day of school.

3) Mark days not in session

4) Save5) Create new

calendar for any programs / buildings that does not follow the district calendar

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Getting Started

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Building Settings set up from Navigation Pane1) For buildings without

approved settings, Choose a building

2) Select “New” to enter settings for a school year

Getting Started

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Building Settings set up1) Mark (all that apply) the

setting codes that represent

the programs that are

offered in the building

2) As you work on this, it is

considered to be “In

progress”. Save keeps the

data in progress

3) The save and submit button

is selected to send to KSDE

for approval.

4) KSDE will deny invalid

settings

5) If a error is made, you can

un-submit.

Getting Started

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Minutes by Building1) Minutes pull from the

State Directory

2) Note: Any building with missing or inaccurate building minutes

3) Corrections are made in the State Directory

DIRECTORY IS A KSDE WEB APPLICATION

Getting StartedDirectory Updates

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1) Section A, Daily Schedule = Grade 1- 12 Schedule

2) Section B, Preschool Sessions schedules only

3) Section C, Kindergarten schedules only

DIRECTORY NAVIGATION: FIND ORGANIZATION, THEN SELECT BUILDINGS IN ORGANIZATION

Getting Started

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Providers from Navigation Pane 1) Click New Button - Enter Provider

1) Check for duplicates

2) Select Provider Role

1) At lease 1 role is required

2) Arrow over

3) Contract providers require a license code

4) Select agency

1) Arrow over

5) Save

6) Arrows

1) Arrow right - include

2) Arrow left - remove

3) Single arrow – single item

4) Double arrow – all items

Getting Started

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Upload Providers 1) A batch of Providers can be Imported through the Upload link on the Navigation Pane

2) Select Personnel as the file type

3) Tip: Coop and Interlocal user would repeat field R1 in the import specification for each district the provider serves.

Getting Started

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Reassign Providers

If a provider left from last year to this year, and is on current year service lines. Find the old (From) and the new (To) provider with the search. Enter the effective date and reassign.

Student Data2 methods for student data entry • Keyboard entry.

1. Student Search: Find a student in the application

2. Select status – where to find the student

1. In K_S2. Not in K_S (KIDS)3. All (both K_S &

KIDS)3. Search

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Student Data2 methods for student data entry • Keyboard entry.

1. Create Student profile1. Demographics

2. Select the New button for new profile

3. Select the target school year for which the profile applies

1. Some data pulls from the KIDS record

1. Birthday2. Race / ethnicity3. LEP4. Student

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• Note: your location in the application is listed in terms of a path. Here the path shows you went from Student Search to profile list. The path is displayed in the top left corner.

• The back button takes you to the previous location on your path.

Student Data2 methods for student data entry

• Keyboard entry. Profile1. Drop Down Menus for

the selection of data elements

2. Different data is addressed in the Data Dictionary

1. Initial Eval1. Conditional

2. Gifted Y /N3. Placement

1. LEA2. SRS / JJA

3. Save upon completion

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Student Data2 methods for student data entry

• Keyboard entry.1. From the Actions Menu2. Profiles can be edited,

view only or deleted3. Go to the IEP page4. Go to catastrophic Aid

page

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Student Data2 methods for student data entry

• Keyboard entry.• Student has no IEP entered• Because data entry is

incomplete, OSEP data is not calculated

• New IEP is selected

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Student Data2 methods for student data entry

• Keyboard entry.• IEP date by type

• Do not tab• IEP date from calendar• Save the Date• IEP is listed with alert of no

service lines• Action – New Service line• Action – New NPE contract

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Student Data2 methods for student data entry

• Keyboard entry.• Select service line

data for each of the service line fields

• Service Organization

• Attendance building

• Setting and service

• Provider• Start and end

dates

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Student Data2 methods for student data entry

• Keyboard entry.• Minutes, Days, Weeks• Minutes = minutes per

day• Frequency and Duration

have options. Select only 1 option to arrive at total days.

• + works best using roll over

• * Note: Not recommended if you plan to use the roll over feature

1. Total Days between Start and End dates *2. Days per week and frequency +3. Days per week and the number of weeks –

FY2011 MIS method *Note weeks defaults to 1 unless weeks are used to

count total days

Duration is determined by total days. There are 3options, the user would select 1 option consistently

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Student Data2 methods for student data entry

• Importing.1. Go to upload2. Import type – student & IEP3. Select upload mode4. Select Browse to find the file5. Navigate to file location6. Select file.7. Upload

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Student Data2 methods for student data entry

• Importing.1. Upload history2. Check Import results3. Note failed records4. Notes explain why import failed

Failed notes clue; copy the text in the failed alert and paste into Excel. Compare the header to the data. If the header has different data than the import. The wrong import type was selected.

• File format

• The imported file is not the same length as called for in the specifications. Too long or too short.

• The format of the data is incorrect. For example a date field is 98/HQ/20!*, grade field is not numeric -P4, Name field is not alpha – Sm!t8

• Student not found

• There is not a KIDS record present in the organization for which you are submitting, no permissions

Student Data2 methods for student data entry – Importing, why records fail?

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• Required data missing.

• The data is invalid. Fund = 8, KIDS ID is blank

• Building Association

• Responsible building in MIS in not the AYP, Funding or attendance building in the KIDS record

• Records Note:

• Number of records does not = number of students, each IEP or profile is a record

• KAN_Service matches on KIDS ID number and responsible school

• If the student has moved within the catchment area and has a different responsible school from earlier in the year, please note:

Alert Alert Alert Alert Alert Alert AlertCombinations of methods may create duplicate records upon import

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• 2 ways to fix.

• 1. Delete the prior record before importing.

• K_S only deletes the prior record when the subsequent record has the same responsible school.

• If the subsequent record has a different responsible school and is imported, duplicate records will be present.

• 2. import with the prior responsible school, then switch it to the current responsible school after it is in the application.

Red Dot on selected record indicates a verification is present

Verifications related to profiles are displayed under the profile

Verifications related to service lines are displayed under the service line.

VerificationsVerification Alerts

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VerificationsVerification List from Navigation Pane

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Default to all students with verification

Verifications can be filtered by;

Agency / Building

Student or ID #

Flag / type

Open / unresolved

Search

Verifications Running Verifications

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Run verification button starts the process

Verifications can target all, building, staff or student

Selected population goes into cue

Refresh list – to see where you are in the process

Increasing number means more records going into cue

Decreasing number means process is completing

VerificationsVerification Responses

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How to address verifications

2 kinds of verifications

1.Errors

2.Warnings

Errors must be fixedcorrections on:service linesprofiledirectorycalendarsettings

Corrections can be made in data source (IEP) and resubmitted

Warnings can be addressed in an e-mail sent to KSDE. Upon approval verification is removed

ExitingHow to exit a student

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Exit data is listed on the student profile.

Change to inactive status

1.Select Basis of exit

2.Enter Exit Date1. Type2. Select from

calendar

Evidence box shows where the student went

Save

ExitingHow to exit a student - Truncate services

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Exit data is listed on the student profile.

1.If the current year service lines extend past the date the student exited,

2.Then the service lines must end the same day as the Exit Date

1. Go to the IEP list2. Select the current

IEPEnter the exit date as last day of servicesTruncate service end date to = exit date

Save

Reports

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Reports from the navigation paneLocal MIS reportsState MIS reports

Reports menu lists many of the same reports in LEAMIS

rostersdates due

Double click on report name to start

Reports

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Set report parameters

Select school year

Enter dateType inSelect from calendar

Find ProviderAll Select individual

Select output file typePDFExcel

Reports

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Report Download

Open or Save the file

Completed Report in ExcelDisable protected view for Excel functions

PrintModify CellsChange layoutSave as text, etc.

Reports

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Reports Wizard

Build / Custom Reports

Select Data criteriaChoose Operator / conditionValue

Add Filer to include all criteria to report

Reports

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Reports Wizard

Report criteria builds on original requirements. New criteria is listed as new items are added

New criteria can be added by selection of new condition, and or

New data is selected, New filtered is added

Report criteria builds

Run report to Excel

Report can be named and saved for later without reinventing the same report

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Year to year roll overProvider roll over

Under provider list go to: Copy Year

Select Source year and target year

Select all providers and unmark all providers not continuing

Copy marked providers into target school year

Year to year roll over• Setting up next year – required prior to moving students.

• Calendars• Set up calendars assign to new school year

• Approved settings• For next year enter settings by building for all programs offered in each

building based on continuing, new or changed programs • Copy providers

• Details on next slide• Moving students – by district or responsible school batches.

• Red Dots by building indicate tasks above have not been completed.• Once red dots are removed,

• The roll over bar because active.• Alert – rolling over will replace exiting student data• Alert – subsequent imports will replace prior student rollovers

Rolling over student data from one school year to next

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Year to year roll overStudent roll over

Go to: Roll over student data.

Select Source year and target year

Select Student’s organization and buildings

Missing information for roll over is marked with red dot alert. When all red dot are gone, roll over bar will be active (not gray)

Move selected organizations and buildings

• Post roll over issues• If responsible building changes in target

year, what is important?• New KIDS record is needed before

responsible building can be manually changed

• If new record with new responsible building is imported, duplicate profile may occur.

• Fix• Delete original profile prior to import, or• Switch original profile to new responsible

building prior to import. Original profile will be deleted and replaced with import data if responsible buildings match at import.

1. Data can be rolled into the next school year by entire organization or by responsible building

2. To map services into the next school year, attendance buildings must have approved settings and calendars for the target year. Note: Directory minutes are not a factor. Missing minutes to not block roll overs.

3. Source year data is copied into next school year. Grades and status is promoted up by 1.

4. If any building, service type, time or setting changes for the target year, these changes must be made post roll over.

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Managing Roll Over data

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Year to year roll overStudent roll over

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Discipline Data Go to: Discipline Data

Select:target year

Review students, basis of removal, type of removal and days of removal

If discrepancies are found, alert your local KAN_DIS administrator at the building or district level for corrections.

Revisit page for monthly updates to assure corrections have been made in KAN-Dis.

Other IssuesTips

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Navigation TipsUse the Back button in the application. Avoid the back button on the browser.

ProvidersThe value list of providers can be filtered by USD. Providers with assignments in one agency can be list only in the relevant agency.Providers with assignment across agencies can be listed in more than 1 agency

Agency Start dateThis data pull from the service line and would be equal to the earliest start date , exit date is entered by user

If the application crashes, there is some helpful information to remember when reporting a crash.

You may be asked a series of questions to trouble shoot.

Your log in access?D0701

Your permissions?District user

What you are going specifically?

selecting a frequency on a

service lineWhat student did this occur?

4587896541

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Other IssuesCrash – call the IT help desk

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