As SHARS enters its second year of implementation, lessons learned and audit results are shaping a more defined path forward. With a full cycle of implementation behind us and the first results from student audits now in hand, MSB is offering a complimentary 2-hour training session designed to give districts and academies the tools they need to protect revenue, prepare for audits, and operate with confidence.

This fall’s sessions will deliver the latest insights, strategies, and practical guidance for navigating the SHARS program. Whether you are a Special Education leader, Business Office administrator, or SHARS program manager, you’ll gain actionable knowledge you can apply right away.

👉 Open to all districts and academies – whether or not you’re an MSB customer.



Session Lineup

SHARS 360: Navigating Change with Confidence

From national Medicaid trends shared by the National Alliance for Medicaid in Education, to recent student audits under the new SHARS program, and emerging audit findings from the FY2024 desk review season—here’s what every district needs to know to stay compliant, protect funding, and prepare for the future.

Mastering SHARS Operations: Compliance Made Practical

Take a hands-on look at the operational realities of the new SHARS program. Explore best practices for documentation, competency, NPIs, and interim billing monitoring—equipping your district with the tools needed for compliance and sustained success.

SHARS Financial Future: From Revenue to Readiness

Explore the real financial impact of the new SHARS program, including revenue forecasts and 12-month cash flow projections. Walk away with practical strategies and actionable tips to move your district from reactive adjustments to proactive planning.

MSB Data & Analytics Portal

At these sessions, MSB will also unveil its new data and analytics portal, purpose-built for SHARS program leaders. Even if you are not an MSB customer, this tool will help you understand what kinds of reports are critical for compliance and financial oversight in your district.

How to Attend

We’re offering onsite sessions in multiple regions with time for Q&A, collaboration, and hands-on reporting practice, as well as a virtual briefing option for those who prefer a concise overview.

👉 Register for a session near you by clicking here or a location below.

October 21 | Houston (North)

October 21 | Houston (South)

October 23 | Leander

November 4 | San Antonio

November 12 | Dallas

November 12 | Fort Worth

November 18 | Whitehouse

November 19 | Virtual

Don’t miss this opportunity to strengthen your SHARS program with proven insights and practical solutions.

MSB is excited to announce Rolando Ocañas as our new Vice President of Sales. Rolando is no stranger to our leadership team—or to the EdTech space. Over the course of his career, he has held leadership roles at Frontline, AIM, and SuccessEd, where he worked alongside our CEO, Jim Bridges, and successfully led the Sales team. His appointment marks a powerful step forward as we continue to align our solutions with the evolving needs of districts across the country.

A Heart for Educators, A Vision for Solutions

Rolando’s career began in education, serving as a school psychologist and later as a special education director. That experience shaped his deep appreciation for the challenges educators face and instilled in him a passion for building solutions that truly meet district needs. Over the past two decades, he has brought that same passion into the EdTech space, leading sales teams that partner with districts to implement Medicaid, IEP, and other critical programs with long-term impact.

Rolando firmly believes that successful partnerships are built on alignment between customer needs and company solutions. He is both resilient in finding answers and creative in building strategies to help districts achieve success.

Proven Sales Leadership

With extensive experience in sales management, field and inside sales, marketing, and customer service, Rolando has built his career on combining technical expertise with relationship-driven leadership. He coaches his teams to go beyond transactions, using a predictable sales methodology that focuses on:

• Helping customers select the right solutions for their needs.
• Ensuring smooth implementation and long-term success.
• Building strong, lasting relationships with every district partner.

For Rolando, sales in EdTech is about more than numbers—it’s about creating partnerships that are relational, predictable, and scalable. His personable, professional, and goal-driven approach reflects MSB’s mission to serve districts with excellence.

Looking Ahead

We are confident that Rolando’s leadership will further strengthen MSB’s ability to support districts with the solutions, strategies, and service they need to succeed in today’s SHARS and special education landscape.

Please join us in welcoming Rolando to MSB! Want to chat with Rolando?

👉 Schedule time here.

Time is running out for districts to meet the newly required Interim Billing Minimums for Fiscal Year 2025. With less than 90 days remaining, it’s critical to take action now to avoid audit findings and potential financial setbacks.

What We’ve Learned from FY2023 Desk Reviews

Last year’s FY2023 Cost Report desk reviews showed a clear audit trend

• Districts were evaluated on the number of students listed in their IEP and transportation ratios.

• Auditors confirmed whether each student identified had at least one paid claim recorded in the TMHP system.

This pattern strongly suggests that districts should treat interim claims as a baseline compliance requirement moving forward.

The Deadline Gap: Why Timing Matters

The interim billing payment cycle for FY2025 closes on January 3, 2026, but the cost report itself isn’t due until April 2026. By the time cost reports are filed, the window to submit additional interim claims will have already closed. This makes early preparation and timely claim submission essential.

What Districts Should Do Now

• Review your current claims activity: Ensure all eligible students identified in your upcoming IEP and transportation ratios have at least one paid claim in TMHP.

• Develop a proactive strategy: Don’t wait until April—interim billing must be secured before the January 3 deadline.

• Work with MSB: If you’re uncertain about your status or lack a plan, reach out to your MSB Program Specialist for a review. Together, we can build a strategic plan to ensure you meet the minimums and protect your district’s revenue.

Act now—don’t let January 3 arrive without a clear plan in place.

On September 23, 2025, the Health and Human Services Commission (HHSC) Provider Finance Department announced an important change impacting all Local Education Agencies (LEAs) participating in the SHARS program.

Effective October 1, 2025 (Q1 FY2026), the number of Random Moment Time Study (RMTS) surveys issued to participating staff will be reduced. This adjustment follows guidance from the Centers for Medicare and Medicaid Services (CMS) 2023 Manual, which allows HHSC to shift the statistical error rate from ±2% to ±5% while maintaining a 95% precision level.

Why the Change Matters

CMS first highlighted this flexibility in its 2023 Technical Assistance Guide (see page 111), encouraging states to adopt measures that reduce the administrative burden of Medicaid-to-Schools programs. HHSC’s adoption of this change means fewer surveys will be issued each quarter.

While fewer surveys may reduce some of the operational load for districts, it also raises the stakes for those that are distributed. Every completed survey will carry greater weight in determining SHARS reimbursement outcomes.

What This Means for Your District

Over the past two years, districts have learned that while completing RMTS surveys may seem like a relatively minor operational task, the accuracy and timeliness of responses directly impact total reimbursement amounts. With fewer surveys now in circulation, staff participation and accuracy will be more critical than ever.

Following HHSC’s state-provided guidelines and training will lay the foundation for success. Districts should double down on preparing staff to complete surveys promptly and correctly—ensuring that this change translates into reduced burden without risking financial stability.

The Q1 Participant List for FY2026 has now been certified, marking an important milestone in the SHARS program. This list identifies the staff who provide billable services to students with IEPs and directly impacts how much cost your district can showcase when filing your cost report.

From Reactive to Proactive

In the past, many districts have approached SHARS in a reactive way—waiting until desk reviews or audits to identify risks and opportunities. Under the new SHARS program, however, every quarterly decision (like who is included on the Participant List) plays a significant role in shaping both compliance and financial outcomes.

By adopting a proactive approach, districts can not only meet requirements but also begin to forecast future revenues with greater accuracy. Decisions made today—such as how your Participant List is structured—can influence the financial health of your program months and even years down the road.

Tools to Strengthen Your Planning

To support this shift, MSB now offers revenue and cash flow projections based on your current decisions. This assessment allows you to:

• Understand the financial impact of your certified Participant List.
• Gain visibility into next 12- and 24-month cash flow forecasts.
• Build a proactive strategy to stabilize revenue and prepare for audits.

Take the Next Step

If you haven’t yet taken advantage of this service, now is the time. Schedule a session with MSB today and leverage this assessment to strengthen your SHARS program for years to come.

Whether you’re just getting started with X Logs or already using it daily, there’s always more to learn! That’s why we’re inviting all users to join our upcoming product webinars designed to help you maximize efficiency and streamline your documentation efforts.

Why Attend?

• Tips & Tricks to Get Started – Perfect for new users who want to build confidence and learn the basics.

• Advanced Insights for Experienced Users – Already documenting in X Logs? Discover time-saving shortcuts, advanced features, and smarter ways to manage your workload.

• Beyond the Intro Training – X Logs is a powerful tool with many paths to success. These webinars go deeper than the introductory sessions, covering real-world use cases and best practices.

How to Register

Getting signed up is simple:

1. Log into X Logs
2. Select the “My Learning” tab at the top
3. Click on “My Events” to find and register for sessions

Don’t miss this chance to sharpen your skills, learn new tricks, and make X Logs work even harder for you!