ESI Caselog is designed to assist Evaluation Chairs in meeting compliance when completing Initial Eligibility and Reevaluation events. In-process metrics are displayed as the case progresses. By checking the Evaluation Chair Queue frequently, an Evaluation Chair will be able to monitor the ‘health’ of the Initial Eligibility or Reevaluation event by using Caselog.

Color Meaning

White background: Associated event has not been locked in Phoenix. In most cases, errors can still be corrected.

Example:   

Open

Solid/filled background: Associated event has been locked in Phoenix. Corrections cannot be made when badge is a solid color and a correction event may be required.  Example:  

Open

Sequence of colors:

Green – All dates/tasks are within the compliance timelines.

Yellow – At Risk: Dates/tasks are within the compliance timelines; however, the Due date of the event/task is approaching.

Orange – Warning: Dates/tasks are within the compliance timelines; however, the Due Date of the event/task is imminent. Immediate action should be taken.

Red – Not compliant: Due Date of event/task has passed.

 Badges

Icon

Location

Meaning

Action to take

Queue – Event Status

Report Request submitted but file has not been received by Word Processing – between 11 and 20 days overdue.

Send file to Word Processing

Queue – Event Status

Report Request submitted but file has not been received by Word Processing – between 21 and 30 days overdue.

Send file to Word Processing

Queue – Event Status

Report Request submitted but file has not been received by Word Processing – more than 30 days overdue.

Send file to Word Processing

Attachments

Queue – Attachment Status

The timeline has not started (i.e. appears in Attachment column when the IJR has not been locked).

N/A

Queue – Attachment Status

Assessment Results have not been attached to the open event in Phoenix.

Attach Assessment Results in Phoenix or check “No assessment results are needed” on Eligibility tab if appropriate

Queue – Attachment Status

Assessment Results have been attached in Phoenix (number of attachments).

N/A

Queue – Attachment Status

Assessment Results are not needed for this event.

N/A

Queue – Attachment Status

Assessment Results were not attached before the event was locked.

Contact the Service Desk to attach the Assessment Results

Queue – Attachment Status

Assessment Results were not needed for this locked event.

N/A

Queue – Attachment Status

Assessment Results were attached to the locked event (number of attachments).

N/A

Queue – Attachment Status

Assessment Results were not needed because the event was not completed (parent refused consent, etc.).

N/A

Notification of Meeting

Queue – NOM Status

The timeline has not started (i.e. appears in NOM when the IJR has not been locked).

N/A

Queue – NOM Status

No Notification of Meeting has been completed and “stored” for this event.

Complete, save and “store” the NOMs for the RED and Eligibility Conference

Queue – NOM Status

Number of Notification of Meeting forms that have been “stored”.

N/A

Queue – NOM Status

IJR and Correction Event – Notification of Meeting is not included with those events.

N/A

Queue – NOM Status

Reevaluation – Only one Notification of Meeting has been completed, usually for the RED meeting.

Complete the Notification of Meeting for the Eligibility Conference

Queue – NOM Status

Number of stored Notification of Meetings included in a locked event.

N/A

Queue – NOM Status

IJR or Correction Event – Notification of Meeting is not completed for those events.

N/A

Queue – NOM Status

Event was locked in Phoenix with no “stored” Notification of Meeting

Contact the Service Desk to have a new event created adding the NOM(s). The old event will be removed.

Queue – NOM Status

Reevaluation – only one Notification of Meeting form was “stored” in the locked event. It could have been for the RED meeting or the Eligibility Conference.

If the date of the Eligibility Conference is incorrect, contact the Service Desk. The SD will assist with the event; may need to be deleted and reentered with correct meeting dates on the NOMs.

30, 60 and 10 Day Timelines

Queue – Timelines

The timeline has not started (i.e. appears in 60 Day and 10 Day columns when the IJR has not been locked).

N/A

Queue – Timelines

Event is in process – timelines are within compliance.

N/A

Queue – Timelines – 30 Day, 60 Day, 10

Day, 3 Day

Task is still within the compliance timeline however the current date is close to the compliance date

Complete the task in question as quickly as possible (i.e. lock the event or submit the report request)

Queue – Timelines – 30 Day, 60 Day, 10

Day, 3 Day

Task is still within the compliance timeline however the current date is very close to the compliance date.

Complete the task in question as quickly as possible (i.e. lock the event or submit the report request)

Queue – Timelines

Event has not been locked and the current date is beyond the event’s due date.

Lock the event. If the Scheduled Date is prior to the Due Date, the icon will display as green “Compliant” after locking.

Queue – Timelines

There is a date error in the open event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received).

Correct date error. For assistance contact the Service Desk.

Queue – Timelines

The metric is not compliant (ex: more than 10 days have passed since the date of the Eligibility Conference but report has not been submitted to WP).

None. Once the maximum number of days has passed the error cannot be fixed.

Queue – Timelines

No Notification of Meeting with Scheduled Date after date of consent

Complete Notification of Meeting for Eligibility Conference.

Queue – Timelines

Timelines are compliant in the locked event.

N/A

Queue – Timelines

The metric is not applicable for this event because the event was not completed (i.e. parent refused or rescinded consent before testing was started).

N/A

Queue – Timelines

The timeline for this indicator was not met prior to locking the event.

N/A

Queue – Timelines

There is a date error in the event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received).

Contact the Service Desk for assistance. The locked event may need to be deleted and reentered.

Queue – Timelines

Metric could not be calculated because of issue with the data.

Contact the Service Desk to have DevOps adjust code.

Metrics on the Summary tab of Caselog

Caselog – Metrics

The timeline has not started for this particular metric.

N/A

Caselog - Metrics

The metric is currently in-process and compliant.

N/A

Caselog – Metrics

The Notification of Meeting for the Eligibility Conference has not been “stored”. The date must be after consent received date on NOA.

Complete and “store” the NOM for the Eligibility Conference.

Caselog - Metrics

Displays the number of days remaining before the compliance date. Green = compliant.

N/A

Caselog - Metrics

Displays the number of days remaining before the compliance date. Task is still within the compliance timeline

however the current date is close to the compliance date Yellow = “At Risk”. The color changes based on the timeline for the specific metric.

Complete the task in question as quickly as possible. (i.e. lock the event or submit the report request)

Caselog - Metrics

Displays the number of days remaining before the compliance date. Task is still within the compliance timeline however the current date is very close to the compliance date Orange = “Warning”. The color changes based on the timeline for the specific metric.

Complete the task in question as quickly as possible (i.e. lock the event or submit the report request)

Caselog - Metrics

Displays the number of days past the compliance date when compared to current date.

Complete the task in question as quickly as possible (i.e. lock the event or submit the report request). If the Scheduled Date of the Eligibility Conference is prior to the Due Date the indicator will return to green “Compliant” after the event is locked. If the deadline for the task has passed, the indicator will remain “Not Compliant”.

Caselog – Metrics

Current date is past the Due Date of the Event.

Lock the event. If the Scheduled Date is prior to the Due Date, the icon will display as green “Compliant” after locking.

Caselog - Metrics

There is a date error in the open event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received).

Check all dates in the open event. Contact the Service Desk for assistance if unable to determine the problem. Never lock an event with this error without checking with the Service Desk.

Caselog - Metrics

There is a date error in the locked event (i.e. the Scheduled Date of the Eligibility Conference is prior to the date consent was received).

Contact the Service Desk for assistance. The locked event may need to be deleted and reentered.

Caselog - Metrics

Metric could not be calculated because of issue with the data.

Contact the Service Desk to have DevOps adjust code.

Caselog - Metrics

Compliance Indicator – Displays after the metric has been finalized. Green check mark means the Metric is compliant.

N/A

Caselog - Metrics

Compliance Indicator – Displays after the metric has been finalized. Red X means the Metric is not compliant.

N/A

Caselog - Metrics

Alert to a serious issue with the data that requires immediate attention. Evaluation Report Request cannot be submitted if this icon is visible.

If alert is inaccurate, contact the Service Desk to have DevOps adjust code.

Caselog – Eligibility

Assessment Results have not been attached to the open event in Phoenix.

Attach the Assessment Results prior to locking.

Caselog – Eligibility

Assessment Results have been attached to the open event in Phoenix (number of attachments).

N/A

Caselog – Eligibility

“No assessment results are needed for this evaluation” was selected on the Eligibility tab(number of attachments will show if something was attached to the event).

N/A

Caselog – Eligibility

Assessment Results were attached before event was locked (number of attachments).

N/A

Caselog – Eligibility

Assessment Results were not needed for the event (number of attachments will show if something was attached to the event).

N/A

Caselog – Eligibility

Assessments Results were not attached prior to locking the event in Phoenix.

Contact the Service Desk to have assessment results added to locked events.

Queue – Event Process Caselog – Event Process

A Correction Event is in process or has been completed for this event.

N/A

Event Status on Queue

Initial Eligibility Event

Reevaluation Event

Processed – Referred

IJR is ready to be completed

N/A

Referred

IJR has been locked

N/A

Reevaluation in Process

N/A

Reevaluation has been added to Caselog by Evaluation Chair

Evaluation Completed

Initial Eligibility Event has been locked

Reevaluation Event has been locked

Report Request Submitted

Evaluation Chair has clicked “Send to Word Processing” on the Evaluation Report Request tab

Evaluation Chair has clicked “Send to Word Processing” on the Evaluation Report Request tab

Processing Report

A Word Processor has clicked “Assign to Me” on the Unassigned Reports Submitted Queue. The report is being processed.

A Word Processor has clicked “Assign to Me” on the Unassigned Reports Submitted Queue. The report is being processed.

Report Sent

The Word Processor has sent the report to the parent and entered Date Report Sent to Parent on Word Processing tab.

The Word Processor has sent the report to the parent and entered Date Report Sent to Parent on Word Processing tab.

File Received

The Word Processor has received the file from the Evaluation Chair and entered the date File Received at CO on Word Processing tab.

The Word Processor has received the file from the Evaluation Chair and entered the date File Received at CO on Word Processing tab.

File Not Received

The Word Processor has not received the file from the Evaluation Chair after a period of time (defined by the WP Dept) and indicates such on Word Processing tab. Student is removed from the WP queue. Student is moved to the completed cases queues for the Evaluation Chair and Administrator. A Complete Date is stamped on the Word Processing tab.

The Word Processor has not received the file from the Evaluation Chair after a period of time (defined by the WP Dept) and indicates such on Word Processing tab. Student is removed from the WP queue. Student is moved to the completed cases queues for the Evaluation Chair and Administrator. A Complete Date is stamped on the Word Processing tab.

Completed

Word Processor has reviewed the file, sent it to Student Records and clicked “File Sent to Student Records”. Student is removed from the WP queue. Student is moved to the completed cases queues for the Evaluation Chair and Administrator.

Word Processor has reviewed the file, sent it to Student Records and clicked “File Sent to Student Records”. Student is removed from the WP queue. Student is moved to the completed cases queues for the Evaluation Chair and Administrator.

Evaluation Not Completed

Initial Eligibility event was NOT created and could not be completed (i.e. parent no response to NOA, parent refusal to consent to an evaluation, the RED Not Completed)

Initial Eligibility event was created; however, the evaluation was NOT completed (i.e. parent rescission of consent before testing started, student moved before testing started)

Evaluation was created and locked down, but no report written (i.e. parent rescinded consent before testing started, parent refused the evaluation, student moved before testing started)

Evaluation Not Warranted

Team determined that an evaluation was not warranted through a joint review

N/A