Pages 69 Searching for a Child Page 10 Contacting the Help Desk Pages 1115 Starting the Process Pages 1622 Features within the Request form Pages 23 Accessing the form at a later date ID: 686361
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Slide1
EHC Request guideSlide2
INDEX
Pages 3-5 – Login Process
Pages 6-9 – Searching for a Child
Page 10 – Contacting the Help Desk
Pages 11-15 – Starting the Process
Pages 16-22 – Features within the Request form
Pages 23 – Accessing the form at a later date
Pages 24-25 - Attaching Documents
Pages 26-27 – Exporting sections of the form
Pages 28-29 – Finalising the request form
Pages 30-31 – Printing the form
Pages 32-33 – Saving Excel to PDF
Pages 34-36 – Information Gathering: Delegated Tasks
Pages 37-44 – Annual Review
Page 45 – Help desk reminderSlide3
LOGGING INTO EHM
In the coming weeks in preparation for the
‘Go live’
date of the EHC process you will be sent the web address link and login details to EHM. Once you have received these details follow the instructions and enter your
Login ID
into the web page.Slide4
LOGGING INTO EHM
The next step is the password. All new accounts will be issued with an initial password of Trafford01. The screenshot below shows that I have been asked to enter the 1
st
,7
th
and 8th
letter so I would enter
T
, r and d. The letters you will be asked to enter will vary each time you try to login. N.B. The password you use is case sensitive note the capital T.Slide5
LOGGING INTO EHM
Finally you will be asked to enter the security question answer which has been provided. Upon this being typed in you will then be prompted to enter a new password of your own choice which will last for the next 4 weeks, you should also change your security questions in your account settings.Slide6
Searching for a child
When logged onto the system you will need to search to ascertain whether the child has already been created on the system. To do this hover your mouse over the
Find
and then click
Find Adult or Child.
Slide7
SEARCHING FOR A CHILD
The next page will present fields where the user can type in the child details. It is recommended that you search under the
Forename
and
Surname
using a ‘wildcard function’. This allows you to only enter minimal details and by adding a
*
at the end of the letters the search will bring back results however the child still may not be on the system.Slide8
SEARCHING FOR A CHILD
There are two ways to enter the
*
icon.
Towards the bottom left of your keyboard is the
Shift
key which has
a
n arrow pointing upwards. Hold this key down and press the number 8.If you have a number pad on the right side of your keyboard there is a asterisk key there.
+
or Slide9
SEARCHING FOR A CHILD
The search function will bring back a table listing possible names of the client I am looking for. However in this instance the client is not on the list and therefore I need to take the next steps to ensure they are added by contacting the
Liquid Logic support help desk
.Slide10
CONTACTING THE HELP DESK
For children that need adding on the system, the Liquid Logic help desk will facilitate this on your behalf. To contact the help desk you can ring
them between
8:30am and 4:30pm Monday-Friday on
0161 912 2922
or email liquidlogicsupport@trafford.gov.uk.
They
will need full name, date of birth, address and gender.
For telephone calls the help desk member will stay on the phone whilst you search for the child to ensure that you can locate the child’s record. If you wish to email please use the following layout and explain your query so we know this is for an EHC case. Forename: TobySurname: Le Rone
Date of Birth
: 17/07/2001
Address
: Trafford Town Hall, Talbot Road, Stretford, M32 0TH
Gender
: MaleSlide11
STARTING THE EHC PROCESS
Once the child is on the system you will click into the child’s name from the table that appears. This will then take you to the main page for the child.Slide12
Starting the process
Once on the
Basic demographics
page you will see
Actions
on the right side of the page. Click on the Create a new
EHCP Request
link. Do
not click on Transfer to new EHC plan as this will create a vastly different form, if you do by accident call x2922Slide13
STARTING THE PROCESS
The first thing you will need to do on the next screen is to click on the green
Pickup
button. By clicking this button you will then get the task in your name and can then click into the link below which states
EHCP Request.Slide14
Starting the process
By clicking into the
EHCP Request
text you will then be taken to a screen with the button
Start blank. Slide15
Starting the process
The start blank button will now appear. N.B. If the client had a previous request completed the system would allow this to be copied forward.Slide16
Features within the request FORM
The form will now show on screen with all the various sections down the left hand side which require information to be input before you can
send the request over to the SEN team.
Clicking on a section will automatically take you to that page where more information will be required. Slide17
Features within the
request FORM
RED
text is a mandatory field and must have information added at these points. You can also fill parts of the form in and save as you go along so you can return to the form at a later time
.Slide18
Features within the
request FORM
Throughout the request form you will be met with features which will have the ability to enhance the work you are undertaking. On the screenshot below you can see there is a table where there are numerous features including; drop down lists which by clicking on the table arrows you can select items from the list that appears. You can also add or delete rows from the table using the
X
and
+
features.Slide19
Features within the
request FORM
At this stage you can add yourself as a key agency by clicking ‘Add a new School Record’:
You will be prompted to ‘Add a Key Agency’:Slide20
Features within the
request FORM
Next add yourself as the ‘Contact in School’ the easiest way to do this is by
right
clicking on the blue people icon, this will create a popup like this. Click on your name and it will populate the fields:Slide21
Features within the
request FORM
Finally click in the circle and ‘Create’ at the top:
The school will now show in the request:Slide22
FEATURES WITHIN THE REQUEST FORM
Other features you will use are tick boxes and embedded links to assist you with your request form. The example below shows this in more detail. Please note the
Click here
link which will open up this guidance document in a new Internet explorer page and also the
Attachments
option where documents can be uploaded to the request form.Slide23
Attaching documents to your request
In the attachments section you then can
Add Attachment
from
a list of options. Please make sure to only select the options for the
EHCP categories namely the
EHCP – Referral to SEN – From Education
. Once you have selected the document type you are due to upload press next.Slide24
Attaching documents to your request
By pressing next you will reach the page where you can
Browse
for the document you wish to upload. This will open up a box where you can navigate on your own computer to where the document is located to be uploaded. The final step to upload your document is to then press the
Finish
button.Slide25
Features within the request FORM
In Section NA4c there is an embedded form which requires the user to start and finalise. The user needs to click a link to start the form then start blank. Please note this section must be finalised before you can complete the Request form in its entirety.Slide26
Features within the request FORM
Press the start blank button, this generates the provision map form. The form then has to be filled out and once you are finished press
Finalise Assessment.Slide27
Features within the request FORM
If you try to finalise the request without finalising the Provision map form or any of the mandatory fields you will be met with a yellow banner message advising what needs to be completed.Slide28
ACCESSING FORM AT A LATER DATE
The form itself is unlikely to be able to be completed in one sitting. Therefore when the
Save
button is pressed the
Task
will sit in your worktray. By clicking into the Task name you will be taken back into your form to carry on from where you left off. If you click anywhere but the task name you will be taken to the child's record rather
than back to
the
form.Slide29
Exporting sections to be filled out externally
By clicking into
Export Document
at the bottom on the left you are taken to a screen much like the attachment screen, here you need to select the document you would like exporting to word to be emailed out:Slide30
Exporting sections to be filled out externally
Once the document type is selected, click create at the top. This takes you to the document details screen, you can download the document to save on your computer and then email out. Once received back the relevant sections can be updated by copy and pasting them.Slide31
Finalising the request form
Once you are satisfied the form has been completed you can, on any page of the request form, press the
Finalise Request
button. If by error you finalise or have difficulties with the assessment please contact the help desk.Slide32
FINALISING THE REQUEST FORM
Once the request has been finalised you should see the following page. Note that the
Request
box on the left hand side is now in grey which
indicates this has been completed. The task will now be awaiting allocation in the EHC team duty tray in preparation for the next scheduled Trafford Assessment Panel.Slide33
SAVING EXCEL TO PDF
For any users wishing to upload content which was originally input into Excel, saving this to PDF will allow the content to be uploaded to EHM.
Slide34
SAVING EXCEL TO PDF
The final step is to then select
PDF
from the
Save as
drop down list.Slide35
After the Request
Within a few weeks of the request being submitted the case will be taken to the Trafford Assessment Panel, if the outcome of this meeting is ‘Yes to Assess’ you will be delegated a section of the ‘Assessment/Information Gathering’ form to be completed.
Certain details from the request will automatically populate into this delegated task you should still update those sections if anything has changed since the request.
Do not advise the parent of this outcome unless advised that the EHC coordinator has informed the parent/carer of this outcome.Slide36
delegated Tasks
During the information gathering stage you should receive a task in your worktray from the EHC team. This task is in place of the information request you would normally receive via email or post.Slide37
delegated Tasks
Clicking into the task will take you to the information gathering form, you will need to click into the green section on the left, these sections are delegated to you and need to be
completed. You
are also able to attach documents as described before. Once you have completed the form click the ‘Finalise Form Sections’ button to send back to the EHC coordinator:Slide38
Annual Review
After the plan is issued an annual review task will be assigned to your tray as the SENCO with a due date 12 months from the date the plan was issued. This is how the task will appear in your tray:
*If you complete a review prior to the scheduled review complete the review task anyway as that will reset the timer on the annual review.
**The forms in this next section
will be updated
as guided by the business to match
AR forms
currently used.Slide39
Annual Review
When you click into the task you will be taken to this screen, progress through the 3 tasks on the list available on the right.Slide40
Annual Review
First schedule the review meeting, with the due date. You are also able to enter the planned location and the expected meeting length. Once updated click save:Slide41
Annual Review
Next click the ‘Meeting Held – Write up Outcomes’ button and enter the date the meeting actually occurred and click update, if the meeting happened after the planned meeting date you will need to give a reason for the delay:Slide42
Annual Review
When you update the actual meeting date you will be taken to complete the review outcomes form, fill in the details in the ‘Dates’ heading on the left and then click finalise form: Slide43
Annual Review
The three suggested outcomes of the annual review are:
No Change to Plan – this will create a new review task 1 year from the review meeting date.
Change the Plan – this will create a task for the EHC coordinator to begin the assessment/information gathering process prior to an updated plan being issued.
End Plan – this will create a episode closure task for the EHCP team / the EHC coordinator to close the case.Slide44
Annual Review
Regardless of outcome, once you finalise the form you will need to click ‘complete meeting’ for the outcomes to take effect in the systemSlide45
Help desk reminder
Liquid Logic Support Help desk
open weekdays 08:30am-4:30pm
:
0161 912 2922
Liquid Logic mailbox
:
liquidlogicsupport@trafford.gov.uk