TRAC-IT Update 2024-08-22

Local System Managers, Contract Agencies and Independent Contractors:

Please note the following TRAC-IT updates.

Issue Impacting IFSP Print Templates:

There was an issue in production that impacted the PDF versions of some IFSP print templates generated between 6/21/24 and 8/21/24.  DOCX versions were being generated without issue, but in certain cases the PDF version was not successfully generated.  Specifically, the PDF got created without any contents so the file is present in TRAC-IT, but it cannot be opened/does not contain any information.

A fix was deployed last evening (8/21/24) to stop the issue from occurring moving forward. The next step is to address already impacted documents. SSG is targeting to have all impacted documents identified and regenerated in TRAC-IT by the middle of next week. No action is required on the part of local users. However, if you have a situation where an immediate fix is needed for a PDF version, the SSG Support Desk can assist you.

New Potentially Eligible for Part B Logic:

During the Compliance Indicators Monitoring and Verification (CIMV) process this summer, we identified increased noncompliance with the requirement to send transition notification to the Virginia Department of Education. In most cases, the local system and TRAC-IT users believed the notification was being automatically sent by the state office; but the user had forgotten to check the “Potentially eligible for Special Ed” box in TRAC-IT, which is one of the fields required for the notification to be sent. To avoid this issue moving forward, new logic has been built into TRAC-IT. Once this enhancement is deployed to production (scheduled for the evening of 8/23/24), users will be unable to enter a “no earlier than date” for the transition notification until the “Potentially eligible for Special Ed” box is checked. Instructional text will be provided on the screen as a reminder that this box must be checked. This logic has been built in only for users who directly enter data into TRAC-IT. It will be added later for those using an EHR upload.

Indicator 3 (Child Outcomes) Federal Report:

Updates to the Indicator 3 federal report were deployed on 8/13/24 to address enhancements requested by users. The enhancements include:

• Adding the service coordinator’s name to the report for easier follow-up;
• Ensuring exit scores are based on an assessment that occurred no more than 6 months prior to the child’s discharge from early intervention in order to be included; and
• If the enrollment was re-enrolled and an IFSP carried forward, and no contact notes exist on the enrollment, OR contact notes exist but the Service Type or the note is Service Coordination, then the enrollment is excluded from the Detail Reports tab and the Detail Report for Excluded tab on the Indicator 03 report.

Kyla