The Individualized Plan for Service (IPE), is the written plan of action which outlines the Employment Goal, Criteria to Evaluate Progress, and Services to be provided. The IPE must be developed as soon as possible after a person is determined Eligible.
For more information, see:
Policy 206.00: Individualized Plan for Employment
Rehabilitation Act: Sec 102(b)
Federal Regulations §361.45; §361.46
From an Open case:
1. On the Menu Bar
Click: Case Process
Point: IPE Original
Click: Create IPE
2. The IPE Window displays:
Five horizontal tabs appear across the top:
Main, Services, Criteria, Extended SE, Comments
The information that is entered into the Tab fields will be entered onto the IPE, as appropriate. In addition, it will maintain information in CaMS (for ticklers, etc.) and send information to the Mainframe (financial information, etc.).
If you are not already defaulted to the Main Tab:
3. Click: Main Tab
|IPE Date||Required. Cannot access other Tabs (Services, Criteria, Extended SE, Comments) until date is entered.|
|Authored By||Required - identifies the individual who wrote the IPE. Defaults to the Primary Administrator, or choose from drop-down list.|
|(Final)||Display only. Checked if on Finalized IPE.|
|(Change Date)||Enabled only on a finalized IPE.|
|SOC Code||Required to Finalize - 6 characters|
|SOC List||Click this button to display the SOC Code list to choose the SOC Code from.|
|Employment Goal||Required to Finalize - Defaults to SOC title. Can be edited.|
|Employment Goal Date||Required to Finalize|
|SE Goal||If checked, enables Extended SE Tab, checks Supported Employment checkbox under Service Options and inserts "Supported Employment" in front of Employment Goal on printed copy of IPE Original/IPE Change.|
|Annual Review Date||Required to Finalize|
|Projected Job Ready Date||Required to Finalize|
|Case is Job Ready||Optional. Yes/No/Null|
(Check as appropriate)
4. Click: Services Tab
Note that there are three vertical tabs:
- Service Line (active)
- Mail To (enabled only if Other is checked in the Mail To field on the Service Line)
5. Click: Service Line Vertical Tab
These fields must be completed separately for each line of service.
|Authorization Type||Required to Finalize. Choose from drop-down list.|
|Service Provider||Required to Finalize. Choose from drop-down list or Vendor/Service Search. If Service Provider is entered, system automatically enters associated Vendor #.|
|Vendor Number||Required to Finalize. Automatically inserted if Service Provider is entered. If Service Provider field is blank and Vendor # is entered, the Service Provider name is automatically entered when you tab off the Vendor # field.|
|(Worksheet Date)||Displays IPE date. Disabled.|
|(Spend Down Balance)||Display only.|
|Case Service Description||Choose from drop-down list or via Vendor/Service Search.|
|Contract Number||Choose from drop down list of Contract Provider Names and Contract Dates. Enables based on Authorization Type chosen.|
|Description||Required. Defaults to Case Service Description; may be edited to provide a more precise description.|
|Start Date of Service||Required to Finalize.|
|End Date of Service||Required to Finalize. Cannot be more than one year from Start Date, except for No-Cost and School No-Cost services.|
|Quantity||Required to finalize.|
|Unit||Optional. Choose from drop-down list.|
|Unit Price||Required to finalize.|
|(Total Cost)||Display only - automatically calculated.|
|Comparable Benefits||Enter amount of Comparable Benefits, if known.|
|(Spend Down)||Enabled if service is contingent on Economic Need and a Spend Down Balance exists.|
|Consumer Responsibility||Enter the amount the individual is expected to apply toward his/her services.|
|VR Cost||Required to Finalize, if service cost is other than No Cost or School No-Cost and is not being covered through Comparable Benefits and/or Consumer Responsibility.|
|Mail To||Required to Finalize. Defaults to Vendor. Choose Consumer or Other, if appropriate. If Other is chosen, the Mail To Vertical Tab is enabled.|
|(Authorization Category)||Disabled unless Authorization Type is M&T, required to Finalize.|
|Vouchers||Enter number required.|
|Timesheets||Enter number required.|
|Additional Instructions||Free text. Disabled if Authorization Type is No Cost and Service Provider is VR Counseling and Guidance.|
|Rel/Fin Date||Release to Finance date. Must be today's date or in the future. Required to Finalize.|
|(Authored By)||Read only - Displays author of IPE.|
|Cancel||Check if you wish to cancel a line of service.|
Click: Apply Button (Service Line)
If you have another line of service to enter:
Click: New Button (Service Line)
Repeat the process of applying new lines of service until all Service Lines for the IPE are entered.
6. If you would like more information about any vendor, see Vendor/Service Search or click More Info Button.
7. If you are interested in seeing a summary of all the service lines that have been entered for this IPE:
Click: Summary Vertical Tab
This will display one horizontal line for each line of service, providing the following information: Provider; Service; Start Date; End Date; Release Status; Release Date; CaMS Cancel; VR Cost; and Req Import Number.
Clicking to highlight any of these lines will fill the Service Line vertical tab fields with the full information for that line of service.
8. If you Mail To choice was Other, you will need to enter an appropriate name and address:
Click: Mail to Vertical Tab
(Remember - this will not be enabled unless the Mail To is Other)
Enter: Addressee (Name)
Up to three lines of address (Address Lines 1, 2, 3)
City, State and Zip Code (via drop-down pick-list)
Zip Code + 4 (Optional)
Click: Apply Button (Mail To)
9. Click: Criteria
The Criteria to Evaluate Progress (Evaluation of Progress Toward the Work Goal screen displays.)
On the top half of the window, multiple criteria statements display, separated by dotted lines. Use the vertical scroll bar (right hand side of screen) to view and locate criteria statements or use the Criteria Search Foundation.
To add a criteria statement(s):
Click: Add Button or
Use the Drag and Drop Function.
To free text a criteria statement(s), add "Add New Criteria 1" statement. After the statement is added, Double Click on the statement to access the Edit Criteria Window. Enter criteria statement; enter Due Date and click Create Tickler checkbox, if appropriate, Click: OK.
Criteria statement(s) display as one line summary on the bottom part of the screen.
If you wish, enter the Due Date and click the Create Tickler checkbox to receive a tickler on this Criteria Statement.
To edit a standard Criteria Statement(s), after it has been added, Double Click on the statement to access the Edit Criteria Window. Edit statement, enter Due Date and check the Create Tickler checkbox, if appropriate, Click: OK.
To remove a Criteria Statement(s) from the bottom of the screen:
Click: To Highlight (multiple statements may be highlighted)
Click: Remove Button
Highlighted criteria statements are removed.
10. If you have identified Supported Employment goal:
Click: Extended SE Tab
This is enabled only if SE Goal is checked on the Main Tab.
The Extended SE window displays.
Enter: Service Provider from drop-down list.
Enter: Funding Source from drop-down list. If Other is chosen as the Funding Source, the Other Funding Source field becomes enabled to enter free text.
11. Click: Comments
The Comments window displays.
Since comments are optional, the Consumer Has No Comments check box is active. Check this checkbox if the consumer has no comments.
Enter: Consumer Comments as free text if they are provided at the time you are doing the IPE.
The IPE can either be saved as a Draft or Finalized.
Save as a Draft:
Click: Save icon or File, Save or
The Draft will be entered, with IPE Date, in the Tree View.
At any time you wish to re-enter the IPE to edit the draft:
Click: Plus (+) sign to the left of IPE in the Tree View
The plus will change to a minus sign; a list of any draft or finalized IPE's display.
Click: Draft you wish to reopen
The identified draft will appear in the IPE screen for review/editing.
To delete a draft IPE Original, retrieve the draft to the screen.
Retrieved draft IPE on screen.
Click: Case Process
Point: IPE Original
Click: Delete Draft IPE
IPE Original is deleted.
To Finalize the Original IPE:
Click: Finalize or click Finalize icon.
When finalized, the Documents screen appears, and the document will be assembled.
The finalized IPE will appear in the Tree View, under IPE, as Original with the IPE Date.
Required Fields are Missing
If required fields are missing, Error 032001 will appear.
You will be brought back to the IPE screen.
Required areas will be highlighted and must be completed before the IPE can be finalized.
IPE Development Case Note Not Completed
If the IPE Development Case Note has not been finalized before finalizing the IPE Original, you will receive error message 020250:
Please note that you cannot finalize an "Original IPE" without an "Original IPE Development Case Note."
Case In Status Prior to 10
If the case is in a status prior to 10, Error D 20082 will display:
Case must be in Status 10 (Plan Development) before IPE Original can be finalized.
IPE Original must contain at least one service line
The IPE Original must contain at least one service line before it can be finalized. Error Message 026180 will display if a service line has not been entered.
IPE Original must contain at least one criteria statement
The IPE Original must contain at least one Criteria to Evaluate Progress before it can be finalized. Error Message 020280 will display if a criteria to evaluate progress has not been added: At least one Service (IPE Service Tab) must be entered.
IPE Date must be today's date or dated in the past
If the IPE Date is in the future, Error Message 020275 will display: The IPE Date (IPE Main Tab) cannot be in the future.