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 Community Employment (PPCE) as of 2/5/2026

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Attention:

County Boards (CBs), Intermediate Care Facilities (ICFs), and Developmental Centers (DCs) staff that are responsible for entering the PPCE. We're making PPCE data entry easier, more accurate, and secure. Here's what you need to know:

What's Changing

• PPCE data entry has moved from CRM-IDS/ImagineIS to Salesforce.
• You can now enter PPCE information directly on a person's account in Salesforce.
• Future functionality will PPCE entry within the OhioISP—both locations will point to a single source of truth, eliminating duplication and improving data integrity.

Data Safety and Accuracy

All corrected historical PPCE data for 2023-2025 will be placed in Salesforce.

• PPCE Data Upload Schedule:
  • DODD will upload corrected PPCE data on 2/19, 3/5, 3/19, and 4/2.
• If you use a vendor:
  • Confirm with your vendor when and how your agency's data will be sent to DODD.
  • Vendors must export or help export PPCE data using the Excel template (covert to .CSV file).
• If you do not use a vendor:
  • Submit your PPCE data using the Excel template (convert to .CSV file) to Joseph.VanHorn@dodd.ohio.gov and Amanda.Brooks@dodd.ohio.gov.

What You Should Do Now

1. Review PPCE records in your vendor system (or internal records) to ensure the last three years are accurate and complete.
2. Begin entering PPCE data in Salesforce if you prefer to update directly. 
3. Ensure staff who will enter PPCE values have the correct roles assigned (Data Entry Specialist or Assigned Case Manager)

How to Enter PPCE Values:

Internal Users (DCs):

1. Navigate to the Person's Account in the Salesforce environment
2. Click the dropdown menu in the top right of Person Account Record
3. Click 'Create New'
4. Select the appropriate PPCE value (Place 1,2,3,4)
5. Enter the start date
6. Click 'Save'
7. To view the PPCE section, click on the OhioISP tab in the Person's Account and scroll down to the PPCE section.

External Users (CBs, Private ICFs):

1. Navigate to 'Contacts' (you can also use the search bar in navigation bar to select a person and go to step 4)
2. Use the list view dropdown to select 'All Individuals'
3. Select a person with lived experience
4. Click the dropdown menu in the top right of the Account Record
5. Click 'Create New'
6. Select PPCE then click 'Continue'
7. Select the appropriate PPCE value (Place 1,2,3,4)
8. Enter the start date
9. Click 'Save'
10. To view the PPCE section, click on the Related tab in the Account Record and scroll down to the PPCE section

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 Joseph.VanHorn@dodd.ohio.gov and Amanda.Brooks@dodd.ohio.gov.

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2. Updates on ImagineIS Decommissioning

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Attention:

County Boards (CBs), Intermediate Care Facilities (ICFs), and Developmental Centers (DCs) staff that use the ImagineIS system. We are decommissioning ImagineIS. Here's what you need to know:

• ImagineIS well be decommissioned on February 19, 2026.
• Before this date, it is advisable to download and save any important documents (service plans, reports) to avoid disruptions, though it is not mandatory.
• After February 19:
  • Access ImagineIS files through IDS by going to a person's record and clicking View Documents.
  • For PPCE historical data, contact your vendor or email policydatateam@dodd.ohio.gov.

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 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

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, 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.

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Recorded Trainings and Screen Casts: