The Event System Setup screen is used to configure the programs to be used within the SSS module and configure how each program functions. Teacher profiles only have View access to this screen.
The settings on this tab drive which programs appear on the Manage Student screen and how the program tabs look.
1. In the menu, click SSS. Then click Setup.
The Programs tab is displayed.
2. Review the program settings.
Full Name - Displays the full name for the program.
Short Name - Short names for each program must be unique. Districts have the option to rename a program, but not the short name. For example, the MTSS program can be renamed "Academic PMP," but the short name is disabled and cannot be edited.
Primary Color - The primary color for the tab.
Secondary Color (Optional) - The secondary color will display when the user hovers over the program tab.
Display on Manage Student - Displays the program on the Manage Student screen.
Sort Order - Determines where the program will display on the Manage Student screen.
Display All Events - Displays the All Events tab on the Manage Student screen, giving users a consolidated view of active, inactive, and locked events for this program in one place. When this option is disabled, the All Events tab is hidden for this program. The setting is enabled by default for all programs. Parent users do not see the All Events tab regardless of this setting.
Display Active Events, Display Locked Events, Display Inactive Events, Display Archived Files - Control whether the Active Events, Locked Events, Inactive Events, and Archived Files tabs display for the program on the Manage Student screen.
Archived Files requires an Archive folder in the config file for access to files from a legacy system, and for the "Archive Catalogue Options" option to be used in SSS > General.
Each event is associated with one program, which is assigned in the Category column. Events in one program generally don’t interact with events in another program and each event should have a unique name. The IEP is an example of an event.
Once an event has been created, profile permissions to the event must be set in SSS > User Profile Permissions, including the profile that created the event.
1. Click the Events tab.
2. Review the event settings.
Name - Displays the name of the event.
Category - Displays the category or program where the event will be housed.
Max Concurrent - Displays the number of instances of an event that can be active at one time ( -1 = unlimited instances).
Max Total - Displays the total number of active and inactive (locked) instances of an event (-1 = unlimited instances).
The most common settings is -1, as this keeps a historical record of the event.
Concurrent and total events apply to the individual student record and not the program totals.
Academic Record Category - If your district is using the Document Management add-on module, this option is used to include the event forms on the Uploaded Files screen for the student once the event is locked. If the event is later unlocked, the forms will be removed from the Uploaded Files screen.
The Academic Record Category options (Category A and Category B) are defined by the Florida Department of Education ruling 1b-24.003 Ref-10357 GS7 on records retention.
Alternate Title - When an Alternate Title is populated, the alternate title will be used as the event name throughout SSS wherever the original event name had been previously displayed.
Auto-Image - When this option is enabled, users are able to send a PDF of the event's forms to a remote server.
Users with the "Auto-Image" system permission set to allow in SSS > User Profile Permissions will have access to the Image button on locked events. The SFTP information for the server must be set up in SSS > General in the Document Upload Integration setting. Clicking the Image button on the event in the Locked Events tab of Manage Student will generate a PDF with all of the event's forms and place it on the server. The event's file name will be: {student ID}_{focus SSS program}_{event name}.pdf.
- {student_id} - the Focus student ID
- {focus SSS program} - any SSS program, e.g. ESE, Section 504, Gifted Program
- {event name} - name of the SSS event
- File name example: auto-image IEP Event for student 123456789 = 123456789_ESE_ IEP Event.pdf
Allow No Forms - Allows the user to select the "Don't Include Forms" option on the Manage Student screen when initiating the event for a student.
When "Allow No Forms" is not selected for an event, the form options are hidden on the Manage Student screen, and the forms are automatically included when the event is initiated for the student.
Publish to Parent Portal - Allows documents from the event to be published to the Parent Portal.
When an event that has the “Publish to Parent Portal” option enabled is locked, the user is asked “Do you want to publish to parent's portal?“ If the user clicks Cancel, the event is locked, but the document is not published to the Parent Portal. If the user clicks Yes, the event is locked and the following occurs:
- The parent receives an alert in the Alerts box on the Parent Portal: “A Student Service document (event name) has been published for your review for your student (student name).”
- Clicking the alert opens the Reports tab in the student block on the Portal. The document is displayed in the Student Services section of the Reports tab. It includes the link to the document, the Date Published (when the event was locked), and the Date Viewed (when the parent last viewed the linked document).
- Clicking the document link opens a PDF of the event forms in a new tab. The alert is removed from the Alerts block once the parent opens the document.
- If a user unlocks the event, or deletes the event, the alert and document is removed from the Parent Portal.
Publish to Student Portal - Allows documents from the event to be published to the Parent Portal. Note: This functionality is only available for Custom Screen Setup forms.
When an event that has the “Publish to Student Student” option enabled is locked, the user is asked “Would you like to publish this to the Student Portal?“ If the user clicks Cancel, the event is locked, but the document is not published to the Student Portal. If the user clicks Yes, the event is locked and the following occurs:
- The student receives an alert in the Alerts box on the Student Portal: “A Student Service document (event name) has been published for your review.”
- Clicking the alert opens the Reports tab in the student block on the Portal. The document is displayed in the Student Service Documents section of the Reports tab. It includes the link to the document, the Date Published (when the event was locked), and the Date Viewed (when the student last viewed the linked document).
- Clicking the document link opens a PDF of the event forms in a new tab. The alert is removed from the Alerts block once the student opens the document.
- If a user unlocks the event, or deletes the event, the alert and document is removed from the Student Portal.
Hide in Event Creation - Hides the event from the Event pull-down in Manage Student until a trigger creates the event.
Image Name Format - Defines the custom name format for PDFs generated from this event.
The following variables can be used in the name:
- {student_id} - adds the student ID
- {program_name} - adds the name of the program the event belongs to
- {event_name} - adds the name of the event
- {id} - adds the ID of the event instance
- {standard_file_name} - A shorthand for the default file name, minus the file extension. This is equivalent to {student_id}_{program_name}_{event_name}
- In addition, form fields can be added by including the fields name in curly braces, for example {iep_plandate}.
- If no file name is specified, the default name is used. If a custom name is specified, the file extension .pdf much be included at the end.
Custom Lock Message - Displays the custom confirmation message when the event is locked instead of the default message.
The steps are the forms that are associated with each specific event. These steps are generally created via a form that is built with Form Builder and tagged for the SSS module. Steps do not require unique names, but it is recommended since steps with identical names are difficult to distinguish when it is time to create the sequences (order of steps) for an event. The same step (form) can be associated with different events within a program, e.g. a step (form) called “Meeting Purpose” can be associated with the IEP and Amendment Agreement events within the ESE program (category).
1. Click the Steps tab.
2. Review the step settings.
Step Name - Displays the step name.
Custom Route - A path to scripts which handle the display and saving of a custom screen, such as Supplements, Meeting Minutes, Goals & Objectives, etc. These are built with code and not with the Form Builder. The Custom Route allows the user to see the form and complete and save the form when it is opened on the Manage Student screen. This column is Maintained by Focus.
The custom screens for IEP Accommodations, Schedule of Services, IEP Goals & Objectives, IEP Goals Progress Report, Minutes, and the PMP use special routes: “sss/accommodations”, “sss/services”, “sss/goal-builder”, “sss/progress-monitoring/view”, “sss/minutes”, and "sss/pmp/view" respectively IN ADDITION TO Class.
Class - Handles various operations that may require additional customization depending on the needs of the step's implementation. This is primarily only used with the custom screens used with custom route. This column is Maintained by Focus.
Hide on Step List - This option is selected if the associated form should not be filled out electronically but still be available when printing the forms for the event.
Hide on Print List - This option is selected if the step should not print.
To set up the Academic PMP functionality, a step must be added with the Custom Route as sss/pmp/view/academic and the Class as Focus\Sped\Controller\Iep\PMPController.
To set up the Behavior PMP functionality, a step must be added with the Custom Route as sss/pmp/view/behavior and the Class as Focus\Sped\Controller\Iep\PMPController.
Sequences link a series of steps in an event and the forms associated with each step. Since many steps may appear multiple times across multiple events, use of an intermediate table reduces the need for duplicated data. This tab is also used to define the order in which the steps of an event will display on the Manage Student event screen when the event is opened. The sequence should be set up prior to creating event and/or form triggers.
1. Click the Sequences tab.
2. Review the sequences settings.
Event - Displays the event.
Step - Displays the step.
Form - Displays the form for the step.
If the district has created its own form to use instead of the default Focus form for a specific step, the district form is selected.
If the step will use a custom screen such as Meeting Minutes, Supplements, PMP, Goals & Objectives, etc., the Form field is set to N/A.
Custom Field Category - Displays the custom screen that was set up in Custom Screen Setup.
Alternate Step Title - When an Alternate Step Title is populated, it will display throughout SSS instead of the original step title in that sequence.
Parameters - Allows for a column to be added to the supplementary step table to be populated with data from a specific field on the form when the form is saved and validated. The column is also added the events table in Manage Student.
For example, this might be useful for Florida Harm Prevention & Threat Management Instrument event on the "Witness/Target Interview" or "Teacher or Staff Questionnaire" supplementary step.
For the "Witness/Target Interview" step, a user can enter "witness_target, Interviewee Name" into the Parameters field.
When the Florida Harm Prevention & Threat Management Instrument event is initiated for a student and the "Witness/Target Interview" step opened, the column "Interviewee Name" is added to the table and populates with the value entered in the witness_target field when the form is saved and validated.
For the "Teacher or Staff Questionnaire" step, a user can enter "teacher_staff_name, Teacher/Staff Name" into the Parameters field.
When the Florida Harm Prevention & Threat Management Instrument event is initiated for a student and the "Teacher or Staff Questionnaire" step is opened, the "Teacher/Staff Name" column is added to the table and populates with the option selected in the teacher_staff_name field when the form is saved and validated.
Columns configured in this manner are also added to the events table in Manage Student, next to the Event column.
Cloneable - When selected, the sequence can be copied to another instance of the event (Optional).
Sort Order - Displays the sort order in which the step will appear within the event.
Required - When selected, this step/form must be completed in order to lock the event.
Step Header, Step Footer - When Default is selected, the header and footer associated with the form on that step is displayed (if any). When a different option is selected, the selected header and footer will display on the form instead of the header and footer option associated with that form. Selecting None will display nothing as the header or footer.
Disable - When selected, the step will no longer be included as a part of the event sequence.
To set up the Academic PMP and Behavior PMP functionality, the steps that were created must be added to the appropriate event, such as the MTSS Progress Monitoring Plan.
The primary purpose of the Forms tab is to designate a form as a supplement for one or multiple programs or events. A step called "Supplement" must first be created for the program (ESE, ELL, 504, etc.) or the specific event before a form can be designated as a supplement. Creating a Supplements step requires a Custom Route and Custom Class to be entered on the Steps tab. Districts may need to work with Focus when creating Supplements steps.
1. Click the Forms / Custom Field Category tab.
2. Review the forms settings.
Form Name - Displays the name of the form to be added as a supplement. If using a custom form from Custom Screen Setup, the Form Name is left blank and the custom form is selected in the Custom Field Category pull-down.
Max Supplemental Instances - The number of times the form can be used as a supplement. Enter either -1 for unlimited or enter a specific positive integer.
The instances refer to a single student and not the program total.
Tags - Indicate the program or event the supplement will be tied to.
A form can be used as a supplement for multiple programs or events but each must be on its own line.
Event triggers are what should happen once a specific condition of an event has been met. Districts should work with Focus when creating event triggers.
1. Click the Event Triggers tab.
2. Review the event trigger settings.
Event - Displays the event that will have the trigger.
Primary Condition - Displays the primary condition for the event.
Secondary Condition - Displays the secondary condition for the event, if applicable.
Secondary conditions work with radio groups, checkboxes, and dropdowns on forms.
Radio Groups:
{Form Name -> Field Name} == '0'
Checkboxes:
in_array('2', {Form Name -> Field Name}
Dropdown: (looking for 2 options)
in_array('0', {Form Name -> Field_Name}) || in_array('1', {Form Name -> Field_Name})
Order - Displays the order.
This is set to 0 if there is only 1 trigger; if multiple triggers for the same event, an integer is used to assign the order the triggers should run.
Action - Displays the action of the event that will happen when the identified condition is met.
The "Execute SQL" action now supports multi-select fields, such as checkbox groups and multi-select pull-downs.
Parameters - Hover over the green ellipsis for directions on using parameters. Parameters are entered one per line.
Form triggers are what actions should be triggered when specific fields on a form are completed, selected or answered in a specific way, such as Yes or No. Fields on forms need to have a unique name before a form trigger can be set up. Districts should work with Focus when creating form triggers.
1. Click the Form Triggers tab.
2. Review the form trigger settings.
Form - Displays the form.
Field - Displays the field on the form that will generate the trigger.
Condition - The the logic that will activate the trigger.
It is best to work with Focus when creating form triggers due to the varying dependencies between the condition, the order, the selected action, and the parameters.
Order - Displays the order of the trigger.
The order will depend upon how many conditions are being set on the individual field for the same action to occur.
Action - Displays the action that will take place when the condition has been met.
The "Execute SQL" action now supports multi-select fields, such as checkbox groups and multi-select pull-downs.
Parameters - Hover over the green ellipsis for a description of the requirements. Parameters are entered one per line.
The Custom Screen Triggers tab is used to set up triggers for custom screens.
1. Click the Custom Screen Triggers tab.
2. Review the custom screen trigger settings.
Custom Field Category - Displays the custom screen category.
The categories set up in the Categories tab on the Custom Screen Setup screen are available for selection.
Field - Displays the field that will generate the trigger.
The fields assigned to the category on the Custom Screen Setup screen are available for selection.
Condition - This is the logic that will activate the trigger.
Order - Displays the order of the trigger, used to designate the order when multiple triggers run.
Action - Displays the action that will take place when the condition has been met.
Comments - Displays any comments.
Parameters - Hover over the green ellipsis for directions. Parameters are entered one per line.
The Progress Codes table is used for entering and setting the codes used on the IEP Goals Progress Report.
1. Click the Progress Codes tab.
2. Review the progress code settings.
Enabled - When selected, the code is active in the Progress Monitoring Report.
Code - Displays the code.
Description - Displays a description of the code.
The Accommodation Categories tab is used to create the categories for accommodations that display in the IEP. These categories can also be used with district-created Gifted Plans, 504 plans and/or Service Plans. Districts can delete, rename and/or re-sort the existing categories as well as create new categories.
Existing categories are those that are allowed on Florida Statewide Assessments.
1. Click the Accommodation Categories tab.
2. Review the accommodation category settings.
Title - Displays the title of the category.
Sort Order - Displays the sort order of the category.
Active - When selected, the category is active.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this category can be used.
The Domains tab is used to set up state-specific domains to be used in the Goals & Objectives screen in the IEP event.
1. Click the Domains tab.
2. Review the domain settings.
Name - Displays the name of the domain.
Form Field, Custom Screen Field - The Form Field is the field on the Present Levels form that is used to mark the domain as an area of concern, which makes the domain available on the Goals & Objectives screen. When using a custom screen configured in Custom Screen Setup, the Custom Screen Field that is used to mark the domain as an area of concern is selected.
The Accommodation Options tab is used to set up the accommodation options users will see in the drop-downs for each category on the Accommodations screen. The Short Description is what the user sees and selects while the Long Description is what will print when the Accommodations are printed.
Existing accommodations are those that are allowed on Florida Statewide Assessments.
1. Click the Accommodation Options tab.
2. Review the accommodation option settings.
Category - Displays the category of the option.
Receives State Funding - Indicates if the option receives state funding.
Short Description, Long Description - The Short Description is what the user sees and selects while the Long Description is what will print when the Accommodations are printed.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this option can be used.
The Alert Triggers tab is used to set up notification emails and Portal alerts for specific users, profiles, and schools, triggered by particular steps or field values on forms.
1. Click the Alert Triggers tab.
2. Review the alert trigger settings.
Form - Displays the form.
Field - If the trigger is based on a particular value for a field in the form, the field is displayed. If the trigger is based on form completion, the Field field is blank.
Condition/Value - Displays the value that will trigger the alert, if a field was selected in the previous option.
Users can enter "is null" or "is not null" to create a trigger based on the field's null status.
If the field is a select multiple, and the end user selects more than one option in the pull-down, the alert will trigger based on the first option listed in the pull-down.
Users - Displays the users the alert will display for. One or multiple can be selected.
Profiles - Displays the profiles the alert will display for. One or multiple can be selected.
Alerts must be set up on separate lines if an individual user and a profile group are to receive the same alert.
Schools - Displays the schools the alert will display for. One or multiple can be selected.
Send Notification Email - When selected, a notification email is sent to the users/profiles.
In the Profiles screen, users must also have the profile permission "Receive Emails" enabled beneath Alerts in order to receive a notification email.
Send Notification Message - Displays the text of the notification email or Portal alert.
Include Student Name in Email - When enabled, the student's name is included in the alert email, along with the student ID. When the check box is not selected, only the student ID is displayed in the alert email.
Send Portal Alert - When enabled, a Portal alert is sent to the users/profiles.
When a form triggers an alert, locking the associated event does not re-trigger the alert.
The Providers tab is used to define the list of school-based providers of services. The providers set up in this tab, along with the services set up in the Services tab, are used in the Caseload & Services module to allow teachers and service providers to individually document the services, accommodations, and modifications they provide to students.
1. Click the Providers tab.
2. Review the provider settings.
Active - Indicates whether the provider option is active.
Title - Displays the title of the provider.
The Services tab is used to define the list of services, accommodations, and modifications provided to students. The services set up in this tab, along with the providers set up in the Providers tab, are used in the Caseload & Services module to allow teachers and service providers to individually document the services, accommodations, and modifications provided to students.
Currently, only non-Medicaid billable services, such as the provision of classroom/testing accommodations or modifications, are documented in this setup. Districts should continue to use their current program(s) for documenting and submitting Medicaid-billable services, such as Speech/Language Therapy.
When the setting "Setup - Billing Columns" is enabled in SSS > General, the Product List Item column is removed from the Services tab.
1. Click the Services tab.
2. Review the services settings.
Active - Indicates whether the service is active.
Code - Displays the code.
ICD10 Code - For the current functionality, displays the same code as in the Code field.
Title - Displays the title of the service. This is the description of the service/accommodation/modification.
Provider - Displays the providers who can provide this service/accommodation/modification.
This pull-down is populated based on the providers set up in the Providers tab.
Type - Displays whether the service is a Group Service only, Individual Service only, or Both (Individual & Group Service).
When adding a service to an individual student in Caseload & Services, only services marked as "Individual Service only" or "Both (Individual & Group Service)" are available for selection. When adding a service to a group of students, only the services marked as "Group Service only" and "Both (Individual & Group Service) are available for selection.
Product List - Displays the item used to bill students for a service.
Active items from the Internal Accounts Product List in ERP are available for selection. When an item is attached to the service, the student can be billed for the service from the Service Billing tab in Caseload & Services.
The Hypotheses tab is used to set up the drop-down options for the Hypothesis field on the Academic and Behavior PMP.
The fields used on the Academic and Behavior PMP are set up and customized on the SSS > PMP Setup screen.
1. Click the Hypotheses tab.
2. Review the hypotheses settings.
Title - Displays the title.
PMP Types - Displays the PMP types for which this hypothesis will be available.
Content Area - Displays the content areas for which this hypothesis will be available. One or multiple can be selected.
Tier - Displays the tiers for which this hypothesis will be available. One or multiple can be selected.
Grade Levels - Displays the grade levels for which this hypothesis will be available. One or multiple can be selected.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this option can be used.
The Strategies tab is used to set up the drop-down options for the Strategy field on the Academic and Behavior PMP.
The fields used on the Academic and Behavior PMP are set up and customized on the SSS > PMP Setup screen.
1. Click the Strategies tab.
2. Review the strategies settings.
Title - Displays the title.
PMP Types - Displays the PMP type this strategy will be available for: Academic, Behavior, or both.
Content Area - Displays the content areas this strategy will be available for. One or multiple can be selected.
Tier - Displays the tiers this strategy will be available for. One or multiple can be selected.
Grade Levels - Displays the grade levels this strategy will be available for. One or multiple can be selected.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this option can be used.
The Monitoring Tools tab is used to set up the drop-down options for the Progress Monitoring Tool Type field on the Academic PMP and the Data Collection Tool field on the Behavior PMP.
The fields used on the Academic and Behavior PMP are set up and customized on the SSS > PMP Setup screen.
1. Click the Monitoring Tools tab.
2. Review the monitoring tools settings.
Title - Displays the title.
PMP Types - Displays the PMP types this tool will be available for: Academic, Behavior, or both.
Content Area - Displays the content areas this tool will be available for. One or multiple can be selected.
Tier - Displays the tiers this tool will be available for. One or multiple can be selected.
Grade Levels - Displays the grade levels this tool will be available for. One or multiple can be selected.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this option can be used.
The Accommodation Location tab allows districts to customize the Location options available in the custom Accommodations step of the IEP event.
1. Click the Accommodation Location tab.
2. Review the accommodation location settings.
Title - Displays the title.
Sort Order - Displays the sort order.
Active - Indicates whether the location is active.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this location can be used.
The Accommodation Frequency tab allows districts to customize the Frequency options that are available in the custom Accommodations step of the IEP event.
1. Click the Accommodation Frequency tab.
2. Review the accommodation frequency settings.
Title - Displays the title.
Sort Order - Displays the sort order.
Active - Indicates whether the accommodation frequency option is active.
Minimum Year, Maximum Year - Displays the minimum and/or maximum school year when this option can be used.
The Diagnosis Code tab is used to set up diagnosis codes for use when adding a service in Caseload & Services. This tab is only available on the Setup screen when the preference "Caseload & Services - Add Service: Diagnosis Codes Dropdown" is enabled in SSS > General > Caseload & Services tab. Users will be required to select a diagnosis code when adding a service.
1. Click the Diagnosis Code tab.
2. Review the diagnosis code settings.
Active - Indicates whether the diagnosis code option is active.
ICD10 Code - Displays the ICD10 code.
Title - Displays the title for the code.
The Areas Covered tab is used to set up area options for use when adding a service in Caseload & Services. This tab is only available on the Setup screen when the preference "Caseload & Services - Add Service: Areas Covered Dropdown" is enabled in SSS > General > Caseload & Services tab. Users will be required to select at least one area option when adding a service.
1. Click the Areas Covered tab.
2. Review the areas covered settings.
Active - Indicates whether the areas covered option is active.
Service Class Category - Displays the service class category.
Service Category - Displays the service category.
Name - Displays the name for the area option.
Provider - Displays the providers who can use the area option.
The providers that are available for selection are set up in the Providers tab.