ieLink Help What is ieLink? ieLink is a product that allows iePoint> clients to access outside expertise for claims computation. It allows exporting of pertinent iePoint> claims data to an External Location in the form of a spreadsheet. The External Location manipulates the claim data in the spreadsheet then uploads the spreadsheet to you via our web site. After the data has been imported into iePoint> and all information has been checked for errors, the claim is ready to transmit to ISBE. Do I have to use ieLink? No, ieLink is an optional product. It was developed for those clients who prefer to use spreadsheets to calculate claims. In the past, those who have used spreadsheets to calculate the claim have had the time consuming task of entering all of the claim information into the spreadsheet and then back into iePoint> manually for transmission to ISBE. How do I get the External Location Set Up? Contact Harrisburg Project and let us know that you are interested in ieLink. After you have talked to us, you will have the information needed to set up the External Location. Please remind the External Location that we will NOT provide technical support for third party products used to view the spreadsheet, such as Microsoft Excel. Can other users have iePoint> open when I am using ieLink? No. The integrity of the data being exported/imported could be compromised if other users are making changes during the export/import process of ieLink. Page 1 of 11 How is ieLink accessed? ieLink can be accessed in iePoint> by going to File ‐> iePoint> Manager ‐> ieLink. Page 2 of 11 Exporting Data Selecting District(s) to Include To include a single district in the export, simply highlight the district of choice and click the Single Right Arrow. You may also double click the district of choice and it will move to the Districts Included window. To include all districts in the export, click the Double Right Arrow. Auto Fill or Entering Filename If you would like ieLink to suggest a filename, click [Auto Fill]. The suggested filename will consist of the Term and Fund Codes. You may add to, change, or completely replace the filename to suit your preferences. Page 3 of 11 Importing Your Data Selecting Available Files To import a single file, simply highlight the file of choice and click the “Add” Single Arrow. You may also double click the filename and it will move to the Files Included window. To include all files in the import, click the “Add” Double Arrow. Page 4 of 11 Questions about Exporting Question: Can other users have iePoint> open when I am using ieLink? Answer: No. The integrity of the data being exported/imported could be compromised if other users are making changes during the export/import process of ieLink. Question: Does exporting change the data in iePoint> in any way? Answer: No. When data is exported out of iePoint>, ieLink is sending only a copy of your data. Question: Can I work in iePoint> while the External Location has my data? Answer: Yes. When you export data, it is a COPY of the data. Just remember, if you work in iePoint> and change any of the pertinent reimbursement fields, your work will be overwritten when the data is imported back into iePoint>. Question: Can I export data more than one time? Answer: Yes, but remember each time you export the file you may want to rename it so an earlier exported file is not overwritten. Question: What if I want to export different districts at different times? Answer: That’s no problem. Just remember to name the export file differently each time. Example: I manage three districts data. I only want to export two of them to the External Location. I export two districts and name the file “withoutdist21”. In doing this, the External Location and I will recognize that District 21’s data is not included in this export when viewing the filename. Later, I export District 21’s data and name the file “onlydist21”. This helps me recognize what I exported. Also, if I name the file identically to the first filename, the second export will overwrite the first export. Question: What fields are exported? Answer: (see below for a list of all fields exported) Student Regular Term: PRIMEKEY CRITICAL LINK TO iePoint> DATA FTEREG FTE Regular Term RDAYSENRL Days Enrolled Regular Term SDAYSENRL Days Enrolled Summer Term RDAYSSESN Days in Session Regular Term SDAYSSESN Days in Session Summer Term EDCOSTADE Education Cost for 1.0 ADE in Program EDCOSTSTD Education Cost for Student TRANSCOST Transportation Cost EQPCOST Equipment Cost AIDECOST Aide Cost CONTSERV Contractual Services Page 5 of 11 PERCNTREG Percent Regular Education Regular Term PERCNTSPED Percent Special Education Regular Term ALPHANAME Last Name, First Name Middle Name DOB Date of Birth FUND Fund Code PERCAP Per Cap BEGINDATE Date Student Begins Receiving Services ENDDATE Date Student Services End PROGNAME Program Name TERM Term RES_RCDT Resident District’s RCDT Code RESDISTNAM Resident District’s Name PRIVFAC Private Facility DISBCODES Disability Codes RLSVCODES Related Service Codes GRADELVL Grade Level LRE Educational Environment RESEXIT Reason for Exit LOCDSTNUM Local District ID SITEID Site ID Student Summer Term: PRIMEKEY CRITICAL LINK TO iePoint> DATA FTEEFS FTE Fund Codes E and F Summer RDAYSENRL Days Enrolled Regular Term SDAYSENRL Days Enrolled Summer Term RDAYSSESN Days in Session Regular Term SDAYSSESN Days in Session Summer Term EDCADEEFS Education Cost for 1.0 ADE Fund Codes E and F Summer Term EDCOSTEFS Education Cost for Student for Fund Code E and F Summer Term TRANCTEFS Transportation Cost Fund Code E and F Summer Term EQPCSTEFS Equipment Cost Fund Code E and F Summer Term AIDECTEFS Aide Cost for Fund Code E and F Summer Term CONTSVEFS Contractual Services for Fund Code E and F Summer Term PERCNTSPED Percent Special Education Regular Term PRCTSPEFS Percent Special Education Summer Term ALPHANAME Last Name, First Name Middle Name DOB Date of Birth FUND Fund Code PERCAP Per Cap BEGINDATE Date Student Begins Receiving Services ENDDATE Date Student Services End PROGNAMEEFS Program Name for Fund Codes E and F Summer Term TERM Term Page 6 of 11 RES_RCDT Resident District’s RCDT Code RESDISTNAM Resident District’s Name PRIVFAC Private Facility DISBCODES Disability Codes RLSVCODES Related Service Codes GRADELVL Grade Level LRE Educational Environment RESEXIT Reason for Exit LOCDSTNUM Local District ID SITEID Site ID Personnel: PRIMEKEY CRITICAL LINK TO iePoint> DATA ALPHANAME Last Name, First Name DOB Date of Birth SSN Social Security Number SPEDID Special Education ID TERM Term REGFTE FTE for Regular Term SUMFTE FTE for Summer Term REGDAYS Number of Days Employed for the Regular Term SUMDAYS Number of Days Employed for the Summer Term REGHHFTE FTE for Home Hospital Regular Term REGHHSAL Salary for Home Hospital Regular Term SUMHHFTE FTE for Home Hospital Summer Term SUMHHSAL Salary for Home Hospital Summer Term RLOCALSAL Local Salary for Regular Term SLOCALSAL Local Salary for Summer Term RORPHSAL Orphanage Salary for Regular Term SORPHSAL Orphanage Salary for Summer Term RDSFTSAL Flow through Discretionary Funds for the Regular Term SDSFTSAL Flow through Discretionary Funds for the Summer Term RPRESCSAL Preschool Salary Regular Term SPRESCSAL Preschool Salary Summer Term ROTHERSAL Other Salary for Regular Term SOTHERSAL Other Salary for Summer Term DIST_RCDT District RCDT Code DISTNAME District’s Name WKASGN1 Work Assignment #1 WKASGN2 Work Assignment #2 WKASGN3 Work Assignment #3 WA1R35FTE Work Assignment #1 Regular Term Age 3‐5 FTE WA1R621FTE Work Assignment #1 Regular Term Age 6‐21 FTE WA1S35FTE Work Assignment #1 Summer Term Age 3‐5 FTE Page 7 of 11 WA1S621FTE Work Assignment #1 Summer Term Age 6‐21 FTE WA2R35FTE Work Assignment #2 Regular Term Age 3‐5 FTE WA2R621FTE Work Assignment #2 Regular Term Age 6‐21 FTE WA2S35FTE Work Assignment #2 Summer Term Age 3‐5 FTE WA2S621FTE Work Assignment #2 Summer Term Age 6‐21 FTE WA3R35FTE Work Assignment #3 Regular Term Age 3‐5 FTE WA3R621FTE Work Assignment #3 Regular Term Age 6‐21 FTE WA3S35FTE Work Assignment #3 Summer Term Age 3‐5 FTE WA3S621FTE Work Assignment #3 Summer Term Age 6‐21 FTE BEGDATE Begin Date ENDDATE End Date CROSSCAT Cross Categorical NOTE42 Note Field 42 NOTE43 Note Field 43 Question: What can the External Location do to the data that would be considered a critical mistake? Answer: There are two items that are critical in saving the integrity of the data. 1. The External Location should NOT change any of the Prime Keys. If this happens, the data will be corrupt when imported back into iePoint>, resulting in incorrect claims reimbursement. 2. The External Location should NOT change any of the Column Names that will be imported. If this happens the spreadsheet will be rejected by ieLink Data Service (IDS). Page 8 of 11 Questions about Importing Question: Can I import the data more than one time? Answer: Yes. Just remember, if you want to import the same data file, the External Location must upload the file again before you can do this. Question: What happens if I import a file more than on time? Answer: Each time you import the same file, ieLink will overwrite the previous import. Question: What if I have student records attached to Programs or Calendars under the Method of Computing Days? Answer: When the data file is imported into iePoint>, those records will no longer be linked to a Program or Calendar. The Method of Computing Days will be set to Manual. Question: What fields are imported back into iePoint>? Answer: (see below for a list of all fields exported) Student Regular Term: PRIMEKEY CRITIAL LINK TO iePoint> DATA FTEREG FTE Regular Term RDAYSENRL Days Enrolled Regular Term SDAYSENRL Days Enrolled Summer Term RDAYSSESN Days in Session Regular Term SDAYSSESN Days in Session Summer Term EDCOSTADE Education Cost for 1.0 ADE in a program EDCOSTSTD Education Cost for Student TRANSCOST Transportation Cost PERCNTSPED Percent Special Education Regular Term PRCTSPEFS Percent Special Education Summer Term Student Summer Term: PRIMEKEY CRITIAL LINK TO iePoint> DATA FTEEFS FTE Summer Term RDAYSENRL Days Enrolled Regular Term SDAYSENRL Days Enrolled Summer Term RDAYSSESN Days in Session Regular Term SDAYSSESN Days in Session Summer Term EDCADEEFS Education Cost for ADE 1.0 Fund Codes E and F Summer Term EDCOSTEFS Education Cost for Student for Fund Code E and F Summer Term TRANCTEFS Transportation Cost Fund Code E and F Summer Term PERCNTSPED Percent Special Education Regular Term PRCTSPEFS Percent Special Education Summer Term Page 9 of 11 Note: Reimbursement information for Fund Codes A, K, L, and P is exported for the claims calculation but is not imported back into iePoint>. Personnel: PRIMEKEY CRITICAL LINK TO iePoint> DATA REGFTE FTE Regular Term SUMFTE FTE Summer Term REGDAYS Days Employed for the Regular Term SUMDAYS Days Employed for the Summer Term REGHHFTE FTE Home Hospital Regular Term REGHHSAL Salary Home Hospital Regular Term SUMHHFTE FTE Home Hospital Summer Term SUMHHSAL Salary Home Hospital Summer Term RLOCALSAL Local Salary Regular Term SLOCALSAL Local Salary Summer Term RORPHSAL Orphanage Salary Regular Term SORPHSAL Orphanage Salary Summer Term RDSFTSAL Flow through Discretionary Funds Regular Term SDSFTSAL Flow through Discretionary Funds Summer Term RPRESCSAL Preschool Salary Regular Term SPRESCSAL Preschool Salary Summer Term ROTHERSAL Other Salary Regular Term SOTHERSAL Other Salary Summer Term Question: What can the External Location do to the data that would be considered a critical mistake? Answer: There are two items that are critical in saving the integrity of the data. 1. The External Location should NOT change any of the Prime Keys. If this happens, the data will be corrupt when imported back into iePoint>, resulting in incorrect claims reimbursement. 2. The External Location should NOT change any of the Column Names that will be imported. If this happens, the spreadsheet will be rejected by ieLink Data Service (IDS). Question: What is the Prime Key? Answer: The Prime Key is the “key” to getting the data imported correctly. If the Prime Key is altered, the data will be corrupt. Question: How do I prevent the External Location from changing the Prime Keys and Columns that will be imported? Page 10 of 11 Answer: You don’t. The External Locations have been instructed in their Help Section not to alter these two items. It is recommended however, that you KNOW and TRUST the External Location. Question: What file format is acceptable for import? Answer: Excel 97‐2003 Workbook.xls What You Need to Tell the External Location The External Location must be assigned a login name and password by Harrisburg Project. If the External Location also happens to be an iePoint> client, he or she may log in using the assigned HBUG login and Password. These can be found in the iePoint> Program. Harrisburg Project will NOT provide technical support for third party products used to view the spreadsheet, such as Microsoft Excel. Page 11 of 11