Minneapolis Public Schools (MPS), Minneapolis, Minnesota
District Type: Large Urban
Total SPED Students: 5,307

EasyIEP™ Implementation and Medicaid Billing Services

Prior to using EasyIEP™, PCG Education's web-based special education management system, Minneapolis Public Schools’ (MPS’) special education system faced a number of problems with their Individualized Education Plan (IEP) writer software. Each year, the school district had to update all of its ‘stand-alone’ software programs to meet annual changes in state and federal regulations. User-enforced compliance checks, reporting, accessibility, and productivity were limited.

 

    “The IEP template was installed on one or two computers at each site, and staff had to schedule time to enter their portion of the IEP on the template.”

Kay Dole
Special Education EasyIEP® Program Manager
Minneapolis Public Schools

Limited access to the existing system led to compliance and data entry issues. Although educators agreed that change was needed, the challenge of updating the existing system was daunting for a district with 120 schools, nearly 5,300 special education students, and 1,300 end-users. And while the district sensed that a web-based system seemed to be the correct approach, educators had great concerns about privacy, security, and compatibility of student data that would be entered on the Internet. In addition, training was a key factor in the district’s consideration of a new system.

 

    “We realized we had staff with various levels of computer skills, so training and ongoing support were also factors in our decision.”

Kay Dole

In July 2002, MPS selected PCG Education to implement EasyIEP™ and EasyTrac™ to integrate a web-based solution for the management of all special education processes and health service tracking for Medicaid reimbursement.

PCG Education worked closely with MPS administrators to develop an implementation timeline that would accomplish the district’s special education objectives, training requirements, and ongoing support needs. In the fall of 2002 – just three months after the initial contract signing – we began the first pilot that resulted in district wide health service tracking for Medicaid reimbursement. In the next phase of implementation, PCG Education successfully phased roll-out of the full special education management solution. This implementation was accomplished through alignment with district best practices that ensured compliance with state and federal regulations.

Now it is the 6th year of partnership with PCG Education, MPS has used their customized EasyIEP™ and EasyTrac™ tools to create more than 300,000 special education documents. And as the district’s needs have changed from year to year to meet IDEA 2004 and other federal and state requirements, the PCG Education tools and services have adapted accordingly.

 

    “I used to have to get into my car and drive to a school to get an IEP, often couldn’t find it and now I just do 4 clicks and have what I need.”

Minneapolis Special Education Teacher

    “PCG Education staff has always been accessible and willing to assist us as we look for ways to use EasyIEP™ more effectively. They are responsive to our inquiries and maintain an open line of communication.”

Kay Dole

    “This is the best thing the district has done for teachers, because as a special ed. teacher, it is such a good feeling to pass a student on to the next grade with a record that is complete and to know that all of the student’ information is there ensuring that the student’s program can be carried out immediately. We didn’t have that before.”

Minneapolis Special Education Teacher