senior service america, inc. (ssai) “iep & sparq data entry” webinar we will start in 5...

Senior Service America, Inc. (SSAI)

“IEP & SPARQ Data Entry” Webinar

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Technical Details

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Technical Details This webinar is an I-Class session.

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Webinar Details

Today’s Presenters (alpha order): Mirian Barrios-Barrera - Compliance and Data

Validation Team Postell Carter - Information Systems Team Glendale Johnson - Field Support Team Lisa Le - Front End Support Team Joshua Wadsworth - Front End Support Team

Webinar Length 1 hour and 30 minutes from 2:00 – 3:30 p.m. Eastern Standard Time

We may finish early if not all time is needed

Agenda Welcome and Introductions Update….Individual Employment

Plans/Data Entry in SPARQ required Resources for a Good IEP Review of SSAI Policy and Procedures

relating to IEPs Demonstration of IEP Data Entry in

SPARQ Best Practices from some current SSAI

Project Directors Demonstration of Outlook reminders as

Best Practice Q&A Action Steps Adjourn

Introductions

SSAI is pleased to introduce the two newest additions to our Program Officer Team: Jeanna Vaughn - Compliance and Data

Validation Team

Reed Dewey - Field Support Team

IEP AND SPARQ DATA ENTRY

IEP and SPARQ Data Entry This past July, we learned from the

Department of Labor that certain Individual Employment Plan (IEP) edits will be added to SPARQ fields in Program Year 2013

Details are not fully known - but we know there will be SPARQ “warnings” and “rejects” for IEP data not entered or not within certain time boundaries on Participants served in PY 13. 

This includes all those Participants who were carried over on July 1, 2013 as well as those who have enrolled or have a Date of Services Began (DSB) since July 1, 2013.

These will also become subject to data validation sometime next year (PY 2014). 

IEP and SPARQ Data Entry

DOL will add two edits that will apply to records that were active on or after approximately 7/1/2013.  The exact dates of the filters is still to be determined. a warning if Initial Assignment Date (IAD) is more

than 6 months ago and the date of last IEP in the participant record is blank, or if IEP date is more than 6 months ago

a reject if IAD is more than 12 months ago and IEP date is blank, or if IEP date is more than 12 months ago.  We’ll use a date filter of IAD on or after 7/1/2013.

The IEP field is currently mandatory, Field 40c on the Participant Form

no change is required to the Participant form and participant screen

IEP and SPARQ Data Entry

The Participant Action Report management report provides grantees the data covered by the two new edits.

Until the new edits are implemented, grantees should use this report regularly to ensure that assessments and IEPs are up to date.

Date of Last IEP will be subject to Data Validation.

Validation is expected to include the existence and dates of both the last IEP and the assessment on which the IEP is based.

IEP and SPARQ Data Entry SSAI wants to be proactive and help you to

prepare for this change. 

Today the SSAI teams:  Field Support, Compliance/Data Validation, Front End Support and IT/IS will:

review current policies relating to the timing of IEP

review resources to complete a good IEP

demonstrate how and where to enter the data in the SPARQ fields

share some best practices or tips on how to keep up to date with completing the IEPs for all your participants as well as entering the data in SPARQ

Finally, we will allow for Questions and Answers

Late Breaking News SSAI learned yesterday, that an

additional field will be required in SPARQ for the 30 Day Written Notice of Termination

30 Day Written Notice is currently required for Non Voluntary Exits. Exit For Cause Durational Limit Over Income

The date the notice was given will be added as a field in SPARQ It is expected that this field will be retroactive to July 1,

2013

It is expected that this field will be subject to data validation

REVIEW OF SSAI POLICY AND PROCEDURES RELATING TO IEPS

Compliance Review PY 2013Participant Status Report (PSR)

RESOURCES TO COMPLETE A GOOD IEP

RESOURCES FOR A GOOD IEPResource #1 - Policy and Procedures Manual

IEP Policy 301 D:

Complete an IEP for each participant within 90 days of enrollment

Initial IEP must contain an employment goal

Update IEP no less than 2 x per year

Enter IEP dates in SPARQ

RESOURCES FOR A GOOD IEP

Resource #2 – SSAI Pre-recorded Webinar Qualities of a Good IEP

Each goal and task in the IEP must be “SMART”

Specific: The IEP should specifically state the goals and objectives of the participant

Measurable: The IEP should state goals, objectives and activities in a manner that can be accomplished and its results can be compared in a pre and post implementation fashion

RESOURCES FOR A GOOD IEPEach goal and task in the IEP must be “SMART” … Achievable: The IEP goals, objectives

and activities should be able to be accomplished by the participant within the specified time frame.

Realistic: The IEP goals, objectives and activities should be based on the participant and his/her needs, wants and desires

Time framed: The IEP goals, objectives and activities should have a deadline or date whereby activities should be completed.

RESOURCES FOR A GOOD IEP

Most importantly, the IEP must be:

Linked to the training provided at the Community Service Assignment

RESOURCES FOR A GOOD IEPResource #3-Sample IEP Action Steps and Tasks Action steps should explain:

1. What will occur (specific)2. How much, or to what extent, these actions will occur (measurable)3. When these actions will take place (time-frame)

Action steps must be realistic for the participant to achieve

Action steps is your system to track and monitor the participant’s progress

Examples of SMART Goals and Action Steps:

Goal: Part-time employment as general office clerk Timeframe: 3/31/13Action Step 1: Enroll in Level II computer training class at

library12/21/12

Action Step 2: Participate in job club offered at One-Stop once per week

3/31/13

Goal: Employment at a bank customer call center Timeframe: 3/31/13Action Step 1: Learn multi-line phone system at host agency 1/31/13

Action Step 2: Register and attend customer service training at (fill in location)

2/15/13

Goal: Obtain part-time employment in a bakery Timeframe: 4/1/13Action Step 1: Identify and research list of local bakeries,

requirements of positions12/1/12

Action Step 2: Meet with case manager once per week to review job searches and apply for positions

3/31/13

TRANSITION ASSESSMENT AND IEP

SSAI Policy:

• PPM 301 will place emphasis on meeting with participants 12 months prior to their individual durational limit exit date to start the Transition Assessment and IEP planning process with regular updates to the Transition IEP.

• SSAI will require projects to send a 12 month - 90 day and 30 day durational limit notice letter prior to a participant’s individual durational limit exit date

TRANSITION ASSESSMENT AND IEP FORM

TRANSITION ASSESSMENT QUESTIONS What is your goal once you leave

SCSEP?

Have you been looking for employment? If so, where?

How can we help you prepare for when you leave the SCSEP program?

Do you realize that you will no longer have the current income you are making now?

Will you be able to afford your medications, doctor visits, etc.

RESOURCES FOR A GOOD IEP

Resource #4 – Your Field Support Team Program Officers

Field Support (FS) Program Officers

States

Rita Monroy AL, CA, IN, NC, TX

Janet Ray IL, MD, MN, TN, WI

Glendale Johnson IA, MA, MS, NY, OH, PA

IEP DATA ENTRY IN SPARQ AND PARTICIPANT ACTION MANAGEMENT REPORT

Where do you enter the IEP Date in SPARQ?

What is the Participant Action Report and how do you use it to help you manage the timing of IEP entry into SPARQ?

IEP DATA ENTRY INTO SPARQ

IEP DATA ENTRY INTO SPARQ

IEP DATA ENTRY INTO SPARQ

IEP DATA ENTRY IN SPARQ

PARTICIPANT ACTIONMANAGEMENT REPORT

PARTICIPANT ACTIONMANAGEMENT REPORT

PARTICIPANT ACTIONMANAGEMENT REPORT

PARTICIPANT ACTIONMANAGEMENT REPORT

PARTICIPANT ACTIONMANAGEMENT REPORT

Grantee Code

Sub Grantee

CodeLast

NameFirst

Name PID Home PhoneCounty of Residence

Case Worker

Initial Assignment

DateDate of Last

IEPDue Date of

Next IEP

SSAI158 AL001 Doe John 2471253 (123) 555-1234Autauga County - Alabama 6/1/2013 blank 12/1/2013

SSAI158 AL001 Done James 2471254 (123) 555-1234Autauga County - Alabama 1/1/2013 blank 7/1/2013

SSAI158 AL001 Test George 2471255 (999) 999-9999Calhoun County - Alabama 11/20/2009 11/9/2012 5/9/2013

Results of export of Participant Action Management Report to Excel

BEST PRACTICES FROM SOME CURRENT SSAI PROJECT DIRECTORS

Staying on Track: Tips from your Colleagues

Run the Participant Action Report often to make sure all needed IEP meetings are scheduled with participants during the month they are due

This report shows when the last update was completed and when the next due date for the following items: IEPs, Recertification, Physicals, and Safety Consultation

Use an Excel spreadsheet to track IEP updates

Staying on Track: Tips from your Colleagues

Once staff completes an initial IEP, add the participant’s name to a simple log of updates due quarterly

Organize 12 folders - one for each month of the year - with participant names and the dates of the needed IEP updates which must be completed each month

Enter data in SPARQ as soon as possible: utilize staff/participant staff to help you as much as possible. Consider designating a certain day of the week as “Data Entry Day”

Staying on Track: Tips from your Colleagues

Schedule a participant training meeting to update IEPs

If there are obstacles in meeting with the participant in person: Complete the IEP via the telephone

Capture the signature of the participant by mailing the assessment to the participant or waiting until the next face to face meeting

Make sure all participants recognize the importance of an IEP to their success in the program

Staying on Track: Tips from your Colleagues

Create an in-house spreadsheet that documents which IEPs are due each month and how many are due in each count. Make a notation of all IEPs for that month and schedule the appointments so that there should not be any difficulty with completing the tasks

Please see example on next slide

IEP SCHEDULEGregory J. McFerran Project Director

COUNTY greg.mcferran@tarcog.usFISCAL YEAR 2013 - 2014 256-716-2454

NAME JULY AUG. SEPT. OCT. NOV. DEC. JAN. FEB. MAR. APRIL MAY JUNE COMMENTSFIRST Last

Jean K. Cann     *           *              

Patsy H. Purple       *           *            

Wanda J. White     *           *              

Charles D. Canary *           *                  

Shirley J. Temple         *           *          

Jimmy A. Carter         *           *          

Patricia C. Mann       *           *            

Edna M. McMann *           *                  

Donna S. Doo *           *                  

Betty A. Black         *           *          

Dortha L. Queen *           *                  

Patricia A. Elizabeth       *           *            

Katherine S. Kelly         *           *          

TOTAL IEP'S PER MONTH   4 0 2 3 4 0 4 0 2 3 4 0

KEY AUTHORIZED NEW ENROLLEES DATE

ADSS 2 NAME SSAI ADSS

Tuesday SSAI 11        

REVISED 10/29/2013 11:23        

NEED SSAI >> 1 TOTALS CURRENTLY        

NEED ADSS >> -1 <<MINUS EQUALS OVER ENROLLED BY SSAI 10        

ADSS 3        

Using Outlook to Manage IEP Updates

PDs polled are using Outlook to manage the IEP updates on a monthly basis by:

Creating calendar appointments on the first of the month to list all participants in need of IEP updates that month

Creating tickler emails to be sent at the beginning of the month listing all participants in need of IEP updates that month

Creating a Calendar Appointment

In Calendar, on the Home tab, click New Appointment OR you can right-click a time block in your calendar grid and click New Appointment:

Enter the Subject, Location, and Start and End times

 By default, a reminder appears 15 minutes before the appointment start time. To change when the reminder appears, on the Appointment tab, in the Options group, click the Reminder box arrow and then click the new reminder time.

In the body of the appointment, include the list of participants that are in need of an IEP update during the month

On the Appointment tab, in the Actions group, click Save & Close.

Delay Delivery of a Message Create a new email and address it to

yourself

In the message, select the Options tab and click Delay Delivery:

Under Delivery options, select the “Do not deliver before” check box, and then select the delivery date and time that you want the email to be sent.

After you click Send, the message remains in the Outbox folder until the delivery time.

Questions?

Comments?

3 things you can do now to prepare

Review the Participant Action Report to determine which records are in need of an IEP date

If IEP is complete, work with staff to enter the updated date in SPARQ

If last IEP update took place more than 6 months ago, begin meeting with participants to update

Thank You!!