ClearTrack 200 for Providers/Agencies

ClearTrack 200 for Providers/Agencies is a comprehensive web based software system designed to manage data associated with special education students attending or residing in a private facility or agency. The software includes attendance tracking, services tracking, a letter generator, flexible security options, reports and billing module.  ClearTrack 200 allows for online storage and viewing of IEPs in PDF format easily transferred from other ClearTrack 200 districts or uploaded from non-ClearTrack 200 districts. Reports can be easily run and previewed on screen, and custom reports can also be created which can be exported into Word or Excel. ClearTrack 200 for Providers/Agencies includes application training on instruction in the accurate use of screens, recommended techniques for compiling data and data entry, demonstration of reports and report  capabilities, local table development, and generation of letters. Training sessions are modified according to the needs of district staff, which may include supervisory personnel, clerical staff, evaluators, and service providers. Please refer to service code 650.680 for full service details.

Workstation Requirements: 

PC Software

1. Firefox (latest version)
2. Google Chrome (not recommended but will work)
3. Adobe Acrobat Reader 9 or newer to view PDF reportsWord 2007 or later to view letters create

MAC Software 

1. Mac OS X or newer
2. Apple Safari 6.0 or newer
3. Firefox (latest version)
4. Adobe Acrobat Reader 9 or later to view PDF reports
5. Word MAC 2008 or newer to view letters created

Customer Responsibilities:

1. Provide T1 line or better for Internet connectivity to RIC.
2. Provide OS, browser, hardware, and software that meet vendor  recommended requirements.
3. Ensure staff has Windows/Mac OS and Internet training. 
4. Have or purchase an adequate printer. 
5. Accept responsibility for forms and paper management as well as printing of reports. (Paper and supplies are aidable).
6. Send appropriate staff to WNYRIC user meetings and workshops
7. Designate a district ClearTrack 200 coordinator.
8. Have a secure e-mail system and provide appropriate addresses to RIC.
9. Receive and review all relevant announcements, directions and documentation from WNYRIC and vendor.
10. Create/maintain local (district) tables.

WNYRIC agrees to:

1. Provide up to two (2) days on-site training and support (additional days may be purchased at the per diem rate).
2. Host user meetings. 
3. Offer relevant group trainings at WNYRIC sites and/or online throughout the year.
4. Provide ongoing phone support. 
5. Provide secure online access to application server located at RIC for RIC hosted districts.
6. Provide a means for purchasing necessary hardware, software, and networking and communication equipment to be utilized with this service.
7. Serve as liaison between the district and the vendor.
8. Ensure vendor is aware of and responsive to NYS reporting changes and requirements. 
9. Provide training documentation. 
10. Maintain strict confidentiality. 
11. Provide a meaningful web presence.
12. Provide secure online access to application server located at RIC for hosted districts.
13. Ensure data backups via Tivoli (TSM). TSM Backup/Restore provides for the automated backup of selected application server data files to the IBM Tivoli Storage Manager (TSM) Server in the data center at the Erie 1 BOCES Education Campus. The IBM Tivoli Storage Manager Client software is installed on the servers, which sends the data over the network to the backup system. A tape copy of the data is kept on-site and rotated daily to an off-site storage location for security purposes. Tests are performed monthly on the backups to insure data integrity.

The WNYRIC utilizes cost effective best practices determined by research from Gartner and Info Tech that allows our experienced and trained technical staff to perform robust testing and piloting on the WNYRIC network in the areas of security, infrastructure engineering and design, energy management, virtualization strategies, disaster recovery and business continuity, effective monitoring and pro-active analysis customized for the K-12 educational environment.  By following these principles we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.

Staff follow best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.

Service Desk can be reached Monday – Friday from 7:00 a.m. –  4:30 p.m. by calling (716) 821-7171, 1-800-872-0780 or by e-mail at servicedesk@e1b.org.  From 4:30 p.m. through 5:00 a.m., a representative will be able to assist you with emergency situations.  During off-hours and holidays, a caller will receive important information regarding coverage and available staff. This upgrade reflects our continuous goal of providing the best services and processes to meet our customer needs.