Education Information System Proposal by zvb10416

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1
2                                                            Oxford Community School Functionality List
3                                                            Special Education Information System (SEIS)
4                                                                                                                                                                      Functionality
5                                                                                                                                                                        Native
6                                                                                                                                                                        To SEIS
7                                                                                                                                                                      Y=Yes/N=No      Explanation

        I.      Purpose-The district will be optimizing its processes in the identification and documentation of response to intervention activities, in the
     identification and documentation Section 504 activities and in the identification and documentation of special need (a/k/a special education) student
     activities (age birth to twenty-six). The special needs management information system vision encompasses on-line referral, invitation preparation, parent
     contact documentation, instructional professional documentation, diagnostic and prescriptive deliverable development and distribution, timeline, staff,
     and deliverable project management, and document management. The special needs management information system’s functionality will include multi-
     year field transaction history data archival and document management system functionality. The system will interface directly with/or through
8    middleware with the district’s PowerSchool® student information system (SIS).
9      II.      General System Functionality

          a. Special Education Information System (SEIS) archival of district specified fillable forms (i.e., Response to Intervention [RTI], Section 504 [504],
10        Special Education [SE] {district will require the application provider to outline the system form capacity, field capacity, and field length information})
11                               i. Oxford Community School specified forms
12                              ii. Oakland Intermediate School District specified forms
13                             iii. Michigan Department of Education and related state and federal governmental departments/agencies
          b. SEIS will facilitate a district professionals’ ability to prepare the RTI, 504, and IEP related data, information and documents, via secure login
14        protocols, from any district and/or remote user login capable device
15        c. Interface options
16                               i. (SIS) *including student discipline date+ ↔ (SEIS) direct interface
                              1. SEIS would be expected to encompass the functionality to distribute read and print RTI, 504, IEP and related information via
                              encrypted e-mail, fax, land mail, and to identification secured parent/student portals and other district departments (e.g.
17                            transportation, social worker etc).
                              2. SEIS would be expected to interface with the SIS to extract demographic, grade, instructor, medical information and other
                              district specified data. That is, it would be expected the SIS would be the initial source of RTI, 504, and IEP data and populate the
18                            SEIS data field/forms.
19                              ii. SIS ↔ interface middleware (i.e., Level Data Inc. application) ↔SEIS
                              1. SEIS would be expected to encompass the functionality to distribute read and print RTI, 504, IEP and related information via
                              encrypted e-mail, fax, land mail, and to secured parent/student portals and other district departments (e.g. transportation, social
20                            worker etc).
                              2. SEIS would be expected to interface with the SIS to extract demographic, grade, instructor, medical information and other
                              district specified data. That is, it would be expected the SIS would be the initial source of RTI, 504, and IEP data and populate the
21                            SEIS data field/forms.




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22
23                                                           Oxford Community School Functionality List
24                                                           Special Education Information System (SEIS)
25                                                                                                                                                                      Functionality
26                                                                                                                                                                        Native
27                                                                                                                                                                        To SEIS
28                                                                                                                                                                      Y=Yes/N=No      Explanation

29       d. Intentional Blank-No Response
30       e. Case Management
                                 i. The SEIS will encompass the integral functionality track timeline compliance with local, state and national oversight laws,
31   rules, policies, and administrative practices
32       f. Access
                               i. The SEIS secure user login functionality will be interfaced the SIS system’s secure user login functionality to eliminate the
                            necessity to login to the interfaced systems using different protocols and vice versa (i.e., SIS secure user login functionality
33                          interfaced with the SEIS)
34       g. Documentation
                                 i. The system’s archived digital forms preparation will be performed using “trusted timestamping” and industry accepted
35   “digital signature” security protocols
36       h. Permissioning
37                               i. The system will encompass differentiated user field access permissioning (i.e., read, write and print)
38       i. Student Identification and Field Population

                                i. The system will encompass users’ ability to identify the student for which the RTI, 504, and IEP forms will be required by
39   student number and/or name through the use of a “real time” SEIS ↔ SIS interface or SEIS ↔ Level Data, Inc. middleware ↔ SIS
                               ii. Upon student identification and users’ selection of function related forms, the software application would populate the
40   appropriate fields within the pupil’s current SIS archived information
41                            iii. Upon completion and appropriate execution of the fillable forms the following would occur:
42                                                                  1. Total real time field archival within the SEIS (i.e., SIS and users’ field population of SEIS)
43                        2. SEIS field interface with certain district specified fields of the SIS (i.e., SEIS ↔ SIS or SEIS ↔ Level Data, Inc. middleware ↔ SIS)
44        j. Oversight Agency Interface

                            i. The SEIS will interface with the Oakland Intermediate School District, the Michigan Department of Education and related
45   governmental departments/agencies electronic data reporting systems to update appropriate field data within the oversight organizations’ timelines
46        k. Archival and Queries
47                          i. SEIS field transaction histories will be archived by the application software for five years
48                         ii. User ability to perform system queries based on any field or combination of fields encompassed by the SEIS

49                            iii. User ability to access SEIS RTI, Section 504 and Special Education student specific forms based upon field date of execution




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50
51                                                          Oxford Community School Functionality List
52                                                          Special Education Information System (SEIS)
53                                                                                                                                                               Functionality
54                                                                                                                                                                 Native
55                                                                                                                                                                 To SEIS
56                                                                                                                                                               Y=Yes/N=No      Explanation
57        l.   Forms Addition/Modification
58                             i. District ability to add/modify field based fillable forms, as necessary, within the SEIS document library.
59        m. SEIS Deliverable Distribution
                               i. District function related correspondence, including invitations, would be forwarded, to appropriate parents/caregivers,
     organization staff, intermediate school district, and the Michigan Department of Education and related governmental departments/agencies using SEIS
60   and SIS data via encrypted email, fax and land mail)
61   III.   RTI Function Performance
          a. SEIS archived RTI fillable forms will be available for user completion, interface and distribution (i.e., digital, hardcopy or PDF formats) as
62        indicated above
63        b. Student specific executed RTI fillable forms will be archived within the SEIS
64        c. Student specific executed RTI data will populate the SEIS fields

65       d. SEIS will encompass the functionality to archive RTI field transaction histories for birth to twenty-six students for five years as follows:
66                             i. By student, grade, teacher, support teacher, building, intervention and other district specified criteria
                              ii. By time and date to facilitate snapshot development and printing of historical RTI records by student, grade, teacher,
67   support teacher, building, intervention and district specified data
68   IV.    Section 504 of the Rehabilitation Act (504)
         a. SEIS archived 504 fillable forms will be available for user completion, interface and distribution (i.e., digital, hardcopy or PDF formats) as
69       indicated above
70       b. Student specific executed 504 fillable forms will be archived within the SEIS
71       c. Student specific executed 504 fillable forms will populate SEIS fields

72        d. SEIS will encompass the functionality to archive 504 transaction histories for birth to twenty-six students for five years as follows:
73                             i. By student, grade, teacher, support teacher, building, intervention and other district specified criteria
                              ii. By time, day, and date of each year to facilitate snapshot development and printing of historical 504 records by student,
74   grade, teacher, support teacher, building, intervention and other district specified data




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75
76                                                           Oxford Community School Functionality List
77                                                           Special Education Information System (SEIS)
78                                                                                                                                                                  Functionality
79                                                                                                                                                                    Native
80                                                                                                                                                                    To SEIS
81                                                                                                                                                                  Y=Yes/N=No      Explanation
82    V.     Special Education Information System
           a. RTI documentation will populate the Multi-Disciplinary Team Report (MET) and Individual Education Plan (IEP) fields and by attachment as
83         required by local, state and national oversight laws, rules, policies, and administrative practices
           b. RTI, 504, and IEP district staff referrals will, upon SEIS facilitated preparation of fillable form, auto populate a SEIS native project management
 84        plan that encompasses the following:
 85                               i. Date of referral
 86                              ii. Date of district acceptance (i.e., special education director acceptance)
 87                             iii. Date of parental consent
 88                            iv. Date of assignment to child study person
 89                              v. Date of child study completion
 90                            vi. Date of parental/caregiver invitation
 91                           vii. On-line meeting scheduler
 92                          viii. On-line district staff phone contact and content log
 93                            ix. Tracking of mandated compliance timelines by referral, student, child study person, update, and reevaluation
 94                              x. Other district specified fields native to SEIS
 95        c. The SEIS native project management plan functionality will allow the district to sort project plan data at the following levels:
 96                               i. Referral
 97                            1. Time, day, and date
 98                            2. Referring person
 99                            3. Student name
100                            4. Student grade
101                            5. Student building
102                            6. Referral reason
103                            7. Date of parental acceptance
104                            8. Date of district acceptance (i.e., special education director acceptance)
105                            9. Student special education eligibility identification
106                            10. Other district specified fields native to SEIS
107                              ii. RTI
108                            1. Teacher
109                            2. Grade
110                            3. Number of RTI students
111                            4. Building
112                            5. RTI student name
113                            6. RTI differentiated instruction plans
114                            7. RTI differentiated instruction by student name
115                            8. Other district specified fields native to SEIS




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116
117                                                  Oxford Community School Functionality List
118                                                  Special Education Information System (SEIS)
119                                                                                                                          Functionality
120                                                                                                                            Native
121                                                                                                                            To SEIS
122                                                                                                                          Y=Yes/N=No      Explanation
123                       iii. 504
124                      1. Teacher
125                      2. Grade
126                      3. Number of 504 students
127                      4. Building
128                      5. 504 student name
129                      6. 504 accommodation plan(s)
130                      7. 504 accommodation plan(s) by student name
131                      8. Other district specified data fields native to SEIS
132                      iv. IEP
133                      1. Teacher
134                      2. Grade
135                      3. Number of IEP students
136                      4. Building
137                      5. IEP student name
138                      6. IEP certification
139                      7. IEP by certification by student name
140                      8. Case load by teacher
141                      9. Case load by supporting teacher
142                      10. Programs and services
143                      a. Student
144                      b. Teacher
145                      c. Supporting teacher
146                      d. Grade
147                      e. District
148                      f. Frequency and duration
149                      g. Delivery date expected
150                      h. Delivery confirmation time, day, date, and service provider
151                      11. Other district specified data fields native to SEIS
152   d. SEIS will archive the summative assessment type selection the student will be expected to complete
153   e. SEIS will archive the summative assessment administration date (PowerSchool® will archive assessment results)




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154
155                                                    Oxford Community School Functionality List
156                                                    Special Education Information System (SEIS)
157                                                                                                                                                        Functionality
158                                                                                                                                                          Native
159                                                                                                                                                          To SEIS
160                                                                                                                                                        Y=Yes/N=No      Explanation
      f. SEIS would be expected to either interface directly with or through middleware (i.e., Level Data Inc. application) to populate the SIS with the
161   following (Label, Field Name, Type):
162                          i. FTE General Education, meis_fte_in_gen_ed, Entry Field
163                         ii. FTE Section 52, MI_SpEd_FTE52, Entry Field
164                        iii. Non-IEP Program Service Code, MI_SpEd_PrgmServiceCode1, Entry Field
165                       iv. Approved FTE in Section 53, MI_SpEd_FTE53, Entry Field
166                         v. Pending Section 53, SE_Pending_Sec_53, Check box
167                       vi. Approval Rec’d Section 53, SE_Approved_Sec_53, Check box
168                       vii. Current School, [schools]abbreviation, Static Field,
169                      viii. Parental Consent Date, MI_DateOfConsent, Entry Field
170                       ix. Primary Disability, MI-SpEd_PrimaryDisability, Static Field
171                         x. Original IEP Date, SE_Orig_IEP_Date, Entry Field
172                       xi. IEPT Date, MI_SpEd-_IEPDate, Static Field
173                       xii. Current MET/Redetermination Date, MI_SpEd_METDate,Entry Field
174                      xiii. Current Program Start-Date, SE_Current_Program_Start, Entry Field
175                      xiv. Decertification/Drop Date, SE_Decert_Date, Entry Field
176                      xv. Parental Consent for Medicaid, SE_Parental_Consent_for_Medicaid, Pop-up Menu
177                      xvi. Vehicle Required, SE_Vehicle_Required, Pop-up Menu
178                     xvii. State Testing, SE_STATE_Testing, Pop-up menu
179                    xviii. Primary Ed Setting, MI-SpEd_PrimaryEdSetting, Static Field
180                      xix. Program Service Code 1, MI_SpEd_PrgmServiceCode1, Static Field
181                      xx. Primary Teacher 1, MI_SpEd_Teacher, Static Field
182                      xxi. Hours-Primary, MI_SpEd_Hours, Entry Field
183                     xxii. Minutes-Primary, MI_SpEd_Minutes, Entry Field
184                    xxiii. Support Code 1, MI_SpEd_SupportServices1,Static Field
185                   xxiv. Support Teacher 1, SE_Support_Tch_1, Pop-up Menu
186                     xxv. Hours-Support 1, SE_Hours_Support_1, Entry Field
187                   xxvi. Minutes-Support 1, SE_Minutes_Support_1, Entry Field
188                   xxvii. Support Code 2, MI_SpEd_SupportServices2, Static Field
189                  xxviii. Support Teacher 2, SE_Support_Tch_2, Pop-up Menu
190                   xxix. Hours-Support 2, SE_Hours_Support_2, Entry Field
191                     xxx. Minutes-Support 2, SE_Minutes_Support_2, Entry Field




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192
193                                                              Oxford Community School Functionality List
194                                                              Special Education Information System (SEIS)
195                                                                                                                                                                 Functionality
196                                                                                                                                                                   Native
197                                                                                                                                                                   To SEIS
198                                                                                                                                                                 Y=Yes/N=No      Explanation
199                         xxxi.       Support Code 3, MI_SpEd_SupportServices3, Static Field
200                         xxxii.      Support Teacher 3, SE_Support_Tch_3, Pop-up Menu
201                        xxxiii.      Hours-Support 3, SE_Hours_Support_3, Entry Field
202                        xxxiv.       Minutes-Support 3, SE_Minutes_Support_3, Entry Field
203                        xxxv.        Support Code 4, MI-SpEd_SupportServices4, Static Field
204                        xxxvi.       Support Teacher 4, SE_Support_Tch_4, Pop-up Menu
205                      xxxvii.        Hours-Support 4, SE_Hours_Support_4, -Entry Field
206                      xxxviii.       Minutes-Support 4, SE_Minutes_Support_4, Entry Field
207        g.   SEIS data fields
208                                i.    Encompass the current data fields existing within the Oxford Community School (OCS) SE Protocols of Practice

209                                ii. Encompass the current data fields existing within the Oakland Intermediate School (OISD) District SE Protocols of Practice
210                               iii. Encompass the current data fields existing with the Michigan Department of Education SE Protocols of Practice

211                         iv. Encompass the current data fields required by the State of Michigan to comply with its MSDS reporting standards
                              v. Encompass the functionality to allow the district to add SEIS data fields to facilitate its management and reporting of special
      education functions whether required by the district, the intermediate school district and/or state and federal government (including subdivisions and
212   authorities)
213        h. SEIS provider will identify the number of fields that may be created by the district
214        i. SEIS should encompass the following service delivery projection and tracking functions
215                            i. Identification by student the IEP specified services required
216                          1. By type
217                          a. District provided
218                          b. External service person providing
219                          c. Medicaid reimbursable
220                                                    ii. Identification by student whether (F)(R) & McKinney Vento (i.e., homeless)
221                          1. Data could be pulled from the SMIS
222                          a. Direct interface
223                          b. Interface through Level Data Inc. application




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224
225                                                            Oxford Community School Functionality List
226                                                            Special Education Information System (SEIS)
227                                                                                                                                                                 Functionality
228                                                                                                                                                                   Native
229                                                                                                                                                                   To SEIS
230                                                                                                                                                                 Y=Yes/N=No      Explanation
                                                         iii. Identification special education service delivery (i.e., be able to produce OISD OS -4061-4C and/or
231                               equivalent
232                               1. Teacher
233                               2. Supporting teacher
234                               3. Student name
235                               4. Grade
236                               5. Building
237                               6. Certification
238                               7. MET
239                               8. IEP Date
240                               9. SE FTE, GE FTE
241                               10. District
242          j.   SEIS will interface with the Zangle Lite OISD system to facilitate automated Medicaid invoicing
243                                 i. Direct interface
244                                ii. Interface through Level Data Inc. application
245    VI.        Vendor Certification
                   a. All potential SEIS vendors will certify in writing within their documented response to this request for proposal by indicating yes or no on
                   the form provided whether or not the proposed software encompasses the requested functionality as outlined in the Excel response
246                compilation sheet
247
248   VII.        Pricing and Vendor Support Metrics
249                a. Successful SEIS vendor would be required to provide on-site instruction to district specified individuals.
250                               i. Indicate number of hours included with request for proposal submission
251                              ii. Indicate the cost per hour for instruction beyond the request for proposal submission
252                b. Successful SEIS vendor will provide an implementation project manager
253                               i. Indicate number of hours included with request for proposal submission
254                              ii. Indicate the cost per hour for instruction beyond the request for proposal submission
255                c. Outline your (i.e., vendor) system acquisition and annual support pricing




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256
257                                                        Oxford Community School Functionality List
258                                                        Special Education Information System (SEIS)
259                                                                                                          Functionality
260                                                                                                            Native
261                                                                                                            To SEIS
262                                                                                                          Y=Yes/N=No      Explanation
263   VIII.   References
264             a. Provide reference districts’ contact information formatted as follows:
265                             i. Michigan Districts
266                          1. PowerSchool SIS Users
267                          2. Non-PowerSchool SIS Users
268                            ii. Midwest Districts
269                          1. PowerSchool SIS Users
270                          2. Non-PowerSchool SIS Users
271                           iii. All other USA Districts
272                          1. PowerSchool SIS Users
273                          2. Non-Power School SIS Users
274    IX.    District Technology Requirements
275           a. Outline SEIS system’s district technology requirements




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