Information Management System

Operations Governance Committee Meeting Minutes

ICN Meeting

October 18, 2007

Roll Call

Voting Members Present –Shelley Ackermann, Mary Ellen Becker, Pam Childers, Faye DeSmit (by phone), Roger Hess, Kirby Leland, Melody Raub and Toni Van Cleve

Center Staff Present – Dave Brousard, Michelle Tressel, Abbie Strobel, Brandon Watson and Ben Dudley

Ex-Officio members Present – Dixie Kimrey and John Lee

Members Absent: Kathy Tinker

Review of Minutes from Previous Meeting

Minutes from the August 13, 2007 meeting and minutes from the September 20, 2007 were approved at the October OGC meeting.

Introduction of IMS Programmers

Abbie Strobel, Brandon Watson and Ben Dudley introduced themselves to the OGC membership.

Additions to Agenda

3 additions to the request section

IMS Priorities and Expectations – Update by Michelle Tressel and Dave Brousard

  1. Operating the CentralProcessingCenter which includes maintaining the IMS application and addressing requests from clients
  2. Nightly:
  • The figures for the month of September appeared in the monthly report.
  • From October 1 – 1, the nightly did not run one night. It ran 93.33% of the time without being restarted
  • Backup Generator:
  • The electricity at Grant Wood went out on Tuesday, October 2 around 4:00. The power was off for about 2 hours and the servers and the connection stayed up due to the generator.
  1. In-Person Meeting
  2. Michelle updated the committee about issues with the spring in-person meeting. On topics, we are unsure what issues the Bureau may want included. Michelle thinks the main topic is likely to be the next version of the Web IEP. Given that, the April meeting date may mean that the product is not complete when they are previewing it. There is also a question about location and whether to have 1 State-wide meeting or multiple regional meetings (this would allow more discussion with participants about the new Web IEP).
  3. Developing Additional web IMS reports: (nothing new to report)
  4. Continuing to Monitor the Usage of reports: (nothing new to report)
  5. Continuing to facilitate identifying, documenting and training of uniform data entry procedures:
  6. Roger and Mary Ellen reported that the Special Education Directors decided to determine individually whether to continue to have their IMS operators gather the goal codes or not through the end of this school year.
  7. Developing the new integrated IDEA web applications:
  8. Michelle talked to the group about possible elimination of the I-Plan checkbox on page A, the I-Plan date on page A, the SDO code on page A, the goal code on page D and the standard and benchmark on page D. The group decided that the decision on the I-Plan checkbox and date and the SDO section should go to the Special Ed Directors.
  9. Kirby reviewed the priority issues for the Web IEP. We discussed the need for Roger and Mary Ellen to ensure that items that are a high priority for the Special Education Directors (or come up at that meeting) are communicated to the Center staff members. One example is the need for the 6 Re-evaluation questions to be put on the Web IEP when re-evaluation is checked on the IEP.
  10. Dave reviewed what the programmers have done to date in regard to the new system. He also talked about the timetable for the Web IEP and that no timetables are available yet for the IFSP and IMS.Dave suggested not bringing old data into the new IMS with the exception of IEPs from July 1, 2007 on. The old data will still be able to be accessed but not integrated into the new application (much of this data is not clean.
  11. Continuing to improve data verification report tools to monitor data in all of the web applications: (nothing new to report)

Statewide Requests

  1. New Requests:
  2. Request 1516 “Medicaid Eligibility--add ‘Additional Staff’ filter”; submitted 10.3.07 by Lauri Jennisch, AEA 10; and Request 1517 “Add field to Medicaid eligibility report”; submitted 10.05.07 by David Happe;

The OGC approved the CPC’s recommendation is that we approve request 1517 (Roger moved and Melody seconded the motion to approve 1517) and hold 1516 until the AEAs have had a chance to use 1517. If AEA 13 finds that they need staff names added as well, then we would reconsider request 1516. (Roger moved, Toni seconded the decision to hold on request 1516).

  1. Request 1518 “Add F8H Communication and Language Development to the Goal Codes”; submitted 10.9.07 by Toni VanCleve;

It is projected that this request will take 2 hours to complete. This was approved with a motion by Kirby and a second by Pam.

  1. Request 1519 “Adding Full/Part Time Field”; submitted 10.9.07 by Dixie Kimrey;

It is projected that this request will take 1 day to complete as full/part time is not on other reports. This request was withdrawn by Dixie.

  1. Request 1520 – Teacher Roster; submitted on 10.12.07 by Dixie Kimrey;

It is projected that this request will take about 1 day to complete. This request was withdrawn by Dixie.

  1. Request 1521 – Teacher Roster District Menu; submitted on 10.12.07 by Dixie Kimrey;

It is projected that this request will take about 2 hours. This request was withdrawn by Dixie.

  1. Request 1522 – Web IEP Final Exit Changes; submitted on 10.16.07 by Kirby Leland;

It is projected that this request will take about 1 hour and will be completed by David Ostroot. This was approved with a motion by Toni and a second by Melody.

  1. Previous Requests: None

Recommendations on Fields and Screens and Changes from Joint Procedures Manual

Roger and Mary Ellen reviewed with the Directors the issue of billing AEAs for custom modules that will need to be developed again in the new IMS application – they agreed. The Directors would like the opportunity to review their Agency’s custom reports one more time before we begin programming (by March 1, 2008).We also talked about the timing of completion of the new joint Procedures Manual and that any changes made to the IEP may not be able to be incorporated into Version 5 of the Web IEP.

There was additional discussion of what was needed prior to the count in 2008. AEAs, especially those who are going paperless need to be able to electronically submit a) tuition in/out reports, b) teacher rosters and c) weighted enrollment to their districts. If it is not possible to have these available and accurate on the web for all districts, then the suggestion was for them to be able to be copied from the Fox Pro report to another application for electronic submission.

IMS Budget

Discussion was deferred to the November meeting.

OGC Meetings

Discussion was deferred to the November meeting.

Future Meetings

  • Wednesday, November 14, 2007; AEA 11’s 6445 Building; Rooms G and H
  • Wednesday, December 19, 2007; AEA 11’s 6445 Building; Rooms G and H
  • Thursday, January 17, 2008; AEA 11’s 6445 Building; Room F
  • Friday, February 29, 2008; AEA 11’s 6445 Building; Rooms G and H

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