Frontline IEP-NY

Frontline IEP-NY (formerly IEP Direct) is a Web-based computer software system designed to draft, revise and distribute IEPs for special education students and Section 504 Accommodation Plans. This service includes training to generate district/state reports and create customized queries. Training on using Frontline Medicaid (formerly Medicaid Direct) (optional) for the submission of Medicaid reimbursement claims is also included in this service. The WNYRIC acts as an application service provider for Frontline IEP-NY hosting the programs and data on secure servers.







Frontline IEP-NY (formerly IEP Direct) is a Web-based software system designed to track Special Education and 504 students. This software allows districts to draft, revise, and distribute IEPs/504 Accommodation Plans and to generate reports as well as provide an efficient means to monitor, track, and schedule meetings, including producing correspondence. The software includes the State Mandated template of IEPs in draft and finalized format and a set of compliance letters and special education-related correspondence, generation of verifiable state reports and internal district reporting. Customized letters and listings may be created and queries can be exported as a text file.

Includes two days training (onsite, at the RIC, via the phone or Internet), phone support, user meetings and workshops. Also included are the software, hardware and technical infrastructure costs to maintain the servers at the WNYRIC where the application is hosted. Training is provided by members of the RIC team and may also include Centris Group trainers.

Frontline IEP-NY (formerly IEP Direct) Application Training will include instruction in the accurate use of the product, recommended techniques for compiling data and data entry, demonstration of reports and report capabilities, local table development, and generation of IEPs and letters. Additional training may include Medicaid processing and custom reports, if district purchases optional Medicaid Direct software. Training sessions are modified according to the needs of district staff, which may include supervisory personnel, clerical staff, CSE members, evaluators, teachers and service providers.

Frontline RTI (formerly RTIM Direct) is a web-based software solution for tracking and managing Response to Intervention /Academic Intervention Services. It is a comprehensive, easy-to-use, and effective RTI/AIS tracking system designed exclusively for New York School Districts.

Centris Sync technology allows demographic and guardian data from district's student management system to flow to Frontline IEP-NY/Frontline RTI via a nightly download eliminating the need for duplicate data entry. Changes are made in the district SMS and can be viewed in Frontline IEP-NY/Frontline RTI the next day. Implementation planning is key to the process and training sessions are designed to maintain data validation and creating documents.

Frontline Medicaid (formerly Medicaid Direct) Toolkit allows for Medicaid claiming analytics to maximize reimbursement.


Administrative PC/LAN Service Base (Service 650.650.00)

Requirements and Recommendations

Desktop/Laptop Computer (PC)
Operating System: • Microsoft Windows 7, 8, 8.1 or 10.
Hardware:  • 2 gigahertz (GHz) or faster 32-bit (x86) or 64-bit (x64) processor
• 2 gigabyte (GB) RAM minimum (4 GB RAM or more recommended)
Other Software: • Microsoft Word 2007 or higher to generate and print letters. 
• Acrobat Reader XI or higher to read PDF files.
Browser: • Microsoft Internet Explorer 10.0 or higher (128-bit Encryption support required) 
• Google Chrome Version 36.0 or higher
   
Macintosh (Mac)
Operating System: • OS X 10.9 or higher
Other Software: • Microsoft Word 2008 or higher to generate and print letters.
  • Acrobat Reader XI or higher to read PDF files.
Browser: • Safari 7.1.7 or higher
   
iPad
Operating System: • iOS 8 or higher
Hardware: • Apple A5 SoC (iPad 2) or Newer
Other Software:  • Microsoft Word Reader App 
  • PDF Reader App
Browser: • Safari or Chrome
   
Chromebook / Chromebox
Operating System: • Most Recent Version
Hardware: • Intel dual-core Celeron or faster processor
Browse: • Chrome
Other Software: • Microsoft Word Reader App
  • PDF Reader App

Connection: High Speed Internet connection

Considerations
• “Save Password” features should be disabled in the browser
• Web TCP port 80 and 443 is required to be open for general web and secured SSL connections from client workstations
• Screen resolution should be set to at least 1024x768
• Browser history settings should be set to check for newer versions of stored pages on every visit
• Pop-up Blockers should be turned off when using any of the Frontline IEP-NY products
• Assess the effects of any Content Filtering devices on the speed of the connection
• Assess the Internet bandwidth available for additional usage during peak times
• Assess the effects of a Proxy Server on access and speed of the connection

Notes
1. Internet Explorer within Windows 8 and 8.1 must be launched from the Desktop. Integrated Internet Explorer in Metro is currently unsupported.
2. In order to use any Frontline IEP-NY products, the iPad must be connected to a WiFi source.



District agrees to:

1. Provide T1 line or better for Internet connectivity to RIC.
2. Provide operating system, browser, hardware and software that meets vendor's recommended hardware requirements.
3. Ensure staff has Windows/Mac OS and Internet training
4. Have or purchase an adequate printer.
5. Accept responsibility for forms and paper management as well as printing of reports (Paper and supplies are aidable.)
6. Send appropriate representation to WNYRIC user meetings and workshops
7. Designate a district Frontline IEP coordinator.
8. Designate an appropriate number of turnkey teachers.
9. Ensure appropriate staff is available for training at implementation.
10. Ensure appropriate staff is available to verify converted data at implementation.
11. Ensure appropriate staff is available during summer and fall to meet state reporting timelines.
12. Participate in meetings with WNYRIC staff as needed.
13. Have a secure e-mail system and provide appropriate addresses to RIC.
14. Receive and review all relevant announcements, directions, and documentation from WNYRIC and vendor.
15. Retain all records as required by the Records Retention and Disposition Schedule ED-1.
16. Create/maintain local (district) tables.

Data Warehouse - District is responsible to:

1. Adhere to appropriate data entry methods into application in accordance with training to facilitate accurate data reporting.
2. Ensure data is correct in source system, as well as in the NYS Data Warehouse.
3. Submit a written request for any unscheduled NYS data extracts.
4. Log in to Level 0 and PD systems to review and validate data.
5. Ensure CIO participates in training on how to analyze, identify, and evaluate data issues.
6. Complete all required data verification and validation.
7. Lock data for transmission to Level 1 and PD systems on a timely basis.


WNYRIC agrees to:

1. Provide up to two (2) days on-site training/support (additional days may be purchased at the per diem rate).
2. Host two (2) user meetings per year.
3. Offer relevant group trainings at WNYRIC sites and/or online throughout the year.
4. Provide ongoing phone support.
5. Provide secure online access to application server located at RIC.
6. Provide a means for purchasing necessary hardware, software, and networking and communication equipment to be utilized with this service.
7. Serve as liaison between the district and the vendor.
8. Ensure vendor is aware of and responsive to NYS Reporting changes and requirements.
9. Provide training documentation.
10. Maintain strict confidentiality.
11. Host user meetings, workshops, and trainings.
12. Provide a meaningful web presence.- 13. Offer Service Desk services (1-800-872-0780) from 7:00 a.m. to 4:30 p.m.
14. Ensure data backups via Tivoli (TSM). TSM Backup/Restore provides for the automated backup of selected application server data files to the IBM Tivoli Storage Manager (TSM) Server in the data center at the Erie 1 BOCES Education Campus. The IBM Tivoli Storage Manager Client software is installed on the servers, which sends the data over the network to the backup system. A tape copy of the data is kept on-site and rotated daily to an off-site storage location for security purposes. Tests are performed monthly on the backups to insure data integrity.

Data Warehouse - WNYRIC will:

1. Provide ongoing guidance on data entry into application, in accordance with NYS requirements, to facilitate accurate data reporting.
2. Generate required NYS data extracts as per schedule and upon written request.
3. Load extracts to Level 0 for SMS supported districts and notify the district when data is ready to review and validate.
4. Provide DDC training on how to analyze, identify, and evaluate data issues.
5. Provide ongoing phone support to troubleshoot and correct data errors.
6. Serve as a liaison to SED for district questions regarding state requirements related to data reporting.

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follows best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. – 4:30 p.m. by calling (716) 821-7171, 1-800-872-0780, by email at servicedesk@e1b.org, or via live chat by clicking here. A representative will be available from 4:30 p.m. through 11:00 p.m. to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.