Resources

For any questions or assistance with OTS, please contact your Regional Community Life Engagement Project Manager (CLE).

You are able to book a 30 minute session with your Regional CLE if you have any questions surrounding OTS. 

Resources to help you use the OTS:

1. Login User Guide - directions on how to sign in. 
2. User Guide - step-by-step instructions for using OTS. 
3. Frequently Asked Questions (FAQ) - answers to common questions about OTS. 
4. Questions and Sub-Questions - the questions that are asked within the system. 
5. OTS Definitions - a tool to assist you with understanding the definitions of the OTS questions. 
6. OTS Full Training PowerPoint - a detailed training going over the requirements of OTS. 
7. 15-day Pull Training PowerPoint - a training going over what is required for the 15-day pull. 
8. 15-day Pull Guidance - a tool to assist you get prepared for the 15-day pull. 
9. Statewide Webinar Training 9-2-25 PowerPoint - a high level training and preparation for the upcoming Reporting Period. 

Trainings Available:

Important Updates:

1. Updates on the Place on the Path to Community Employment (PPCE)

Attention:

County Boards (CBs), Intermediate Care Facilities (ICFs), and Developmental Centers (DCs) staff that are responsible for entering the PPCE.

We appreciate your continued patience and understanding as we work through the ongoing issues with entering PPCE information and downloading it into a person's OhioISP using a Vendor system. We know these challenges have caused extra work, and we want to make this process easier and more accurately moving forward. 

What is changing?

• PPCE data entry will move from the CRM-IDS environment to the Salesforce environment. 
• You will be able to enter PPCE information directly on the person's account in Salesforce. 
• You will also be able to enter PPCE information within the person's OhioISP. 
• Both locations will point to the same single-entry point, which means:
  • The system will show the most recent information entered. 
  • Past entries will be visible. 
  • Data will no longer conflict or be duplicated. 
  • Data integrity and accuracy will improve. 

Timeline:

• The new PPCE entry option on the person's Salesforce record is expected to be available January 8, 2026. 
• The new PPCE entry option within the OhioISP is expected in the future. The expected date has not yet been determined; further information is forthcoming. 
• Once the Salesforce entry option is available:
  • CRM-IDS will become read-only for the PPCE. 
  • ImagineIS will be decommissioned on February 19, 2026. 

Improving Data Accuracy:

We recognize that there have been data accuracy issues with PPCE entries. To correct this, we will be collecting PPCE data for 2023, 2024, and 2025 so we can completed a full data fix and rebuild accurate historical information. 

• We will provide a .CSV file template with the required data fields. 

If you use a Vendor:

• County Boards and ICFs using a vendor system should:
  • Export a file (.CSV) of PPCE values for the people in your county or facility. 

If you do not use a Vendor:

• We have uploaded your PPCE values into Tableau. Please:
  • Review the data
  • Confirm the information is correct
  • If data is correct:
    • Select the values
    • Use the "Keep Only" feature in Tableau
    • Export the data and send the .CSV file to Lindsay.Terry-Stine@dodd.ohio.gov 
  • If data needs to be updated:
    • Select the values that need changed
    • Use the "Keep Only" feature in Tableau
    • Export the data
    • Update the values and send the .CSV file to Lindsay.Terry-Stine@dodd.ohio.gov

What DODD will do:

• DODD will delete all previous PPCE data in Salesforce. 
• We will upload the corrected data you provide through February 2026 within the Salesforce environment. 
• We will also include this data in CRM-IDS as read-only values. 
• You can begin updating or adding PPCE data starting January 8, 2026, but if you would prefer that your updates be included in the bulk import, we can assist with that. 

Roles needed to enter PPCE information in Salesforce:

• To enter PPCE data in Salesforce, users must have one of the following roles:
  • Data Entry Specialist
  • Data Admin
  • Assigned Case Manager 

Please ensure staff who will be entering PPCE values have one of these roles assigned before February 2026. You will continue to use the User Management process to assign roles. 

We appreciate your continued patience and understanding as we work to improve this process and ensure accurate PPCE data across the system. 

If you have any questions, please reach out to Lindsay.Terry-Stine@dodd.ohio.gov

2. Updates on ImagineIS Decommissioning

Attention:

County Boards (CBs), Intermediate Care Facilities (ICFs), and Developmental Centers (DCs) staff that use the ImagineIS system.

This is to notify you that the ImagineIS application will be decommissioned on February 19, 2026. After this date, plans and reports will no longer be accessible through the ImagineIS app or portal. 

To ensure compliance with applicable rules and to avoid disruption to your operations, we strongly encourage you to download and securely store all necessary documentation (including service plans and reports) prior to February 19, 2029.

What this means:

The ImagineIS application will no longer be available to you or your agency. Your agency may have documents, reports, and other materials that have not been saved outside of ImagineIS. We want to ensure you have the opportunity to download any documentation you need, whether for historical reference or compliance purposes. If you're unsure which documents or reports you need to retain, please review linked guidelines below.

• Rule 5123-9-06
• Rule 5123-9-40

What you need to do:

• Download all relevant plans and reports from ImagineIS before February 19, 2026. 
• Store or archive these documents in a secure and accessible location that meets your agency's record retention policies and audit readiness standards.
• Ensure your team is aware of this change and has a plan in place to complete the download process in time. 

You will still be able to access information through CRM-IDS. A blue tile will be within your applications that states "IDS" so that you can continue entering demographic information, Level of Care, and other important data. 

If you have any questions or need assistance with accessing or downloading documentation, please reach out to the Call Center at 1-800-617-6733. 

Thank you for your attention to this important matter and for your continued commitment to quality service delivery. 

Recorded Trainings and Screen Casts: