Our investment in Medicaid just accelerated. We’re thrilled to announce that Aprel Dobson has joined MSB as Director of Medicaid Solutions on the Product team.

Aprel brings over 20 years of proven, end-to-end SHARS experience, spanning operations, audit strategy, finance, compliance, and district advisory support. Most recently, she led SHARS finance strategy and compliance operations at Onward Learning, where she helped districts maximize reimbursements while maintaining strict alignment with state and federal requirements.

Prior to that, Aprel served as Director of Operations at Medicaid Claims Solutions of Texas, overseeing statewide SHARS operations from interim billing to cost reporting. She led audit preparation and response efforts, drove systems implementation and process improvements, and strengthened district partnerships across Texas.

At MSB, Aprel will partner closely with our Product and Development teams to shape the future of our Medicaid portfolio—ensuring our solutions reflect real district workflows and today’s SHARS landscape. Just as importantly, she will collaborate directly with our Service teams to enhance the support we provide to current clients.

Her focus will include strengthening Medicaid financial projections, refining payment monitoring systems, and advancing reporting tools that give districts deeper visibility into reimbursement performance. By aligning product innovation with hands-on service expertise, Aprel will help ensure our clients have clearer forecasting, stronger compliance positioning, and greater confidence in their Medicaid programs.

This addition reflects MSB’s broader strategic investment in Texas Medicaid—strengthening our team, services, and software to meet what districts need right now. We’re investing in the expertise and infrastructure that help districts not only navigate change, but thrive within it.

Welcome to MSB, Aprel—we’re excited for what’s ahead. 

Email: adobson@msbconnect.com

Phone: 737-220-1145

The phased rollout of STEPS, HHSC’s new system replacing STAIRS, continues to move forward. Last month, identified district personnel received system access in batches. Now, the next phase is underway: required online cost report training is live and available inside STEPS.

From Annual Webinar to On-Demand Learning

In the past, HHSC provided an annual webinar for SHARS cost report training. With the implementation of STEPS, training has transitioned to a self-paced, online course that allows users to complete modules at their convenience.

This updated format provides greater flexibility while ensuring all required personnel receive consistent, comprehensive training prior to preparing or certifying the FY2025 cost report.

Step 1: Confirm STEPS Access

Identified district personnel should first ensure they can successfully log in to STEPS.

If you experience access issues:

• Contact the Help Desk to regain access.
• Follow the instructions outlined in the “Support and Assistance” section of the state communication.

🔔 Reminder: IAMOnline will automatically deactivate accounts if users do not log in within 90 days. We recommend logging in at least every 60 days to maintain access.

Step 2: Enroll in the SHARS Cost Report Training | 2025

Once logged in to STEPS, follow these steps to begin the required course:

1. Login to STEPS
2. Select “STEPS External” under My Applications
3. Select “Access Trainings” under the Trainings section
4. Select “SHARS Cost Report Training | 2025”
5. Click “Enroll”
6. Select “View Details”

Course Overview

• 10 modules
• Total time commitment: approximately 3 hours
• Modules vary in length
• Select the arrow to begin each module
• If a module opens mid-page, scroll to the top to begin

Who Is Required to Complete the Training?

The following roles are required to complete the applicable state-sponsored web-based training module before preparing, taking action on, or certifying the cost report:

• Primary Entity Contacts
• Financial Contacts
• Cost Report Preparers

As part of the training:

• Participants must complete online assessments for each training unit.
• If a training unit applies to multiple modules, credit will automatically apply across all applicable modules.

These requirements ensure all responsible parties are fully informed of cost reporting processes and compliance requirements prior to submission.

Recommended Completion Timeline

We strongly recommend completing the training by March 31, 2026, in preparation for the anticipated April cost report launch window.

Early completion will:

• Prevent delays during the filing period
• Ensure required certifications can occur without interruption
• Support a smooth transition into the FY2025 cost report cycle

Continued Support

Your Program Specialist continues to monitor district contact information and support districts throughout the STEPS transition. We will continue sharing updates as HHSC releases additional guidance.

If you have questions regarding access, training requirements, or preparation timelines, please reach out to your MSB contact.

We appreciate your proactive attention to this next phase of STEPS implementation and look forward to supporting you through a successful FY2025 cost report season.

We are officially one month away from kicking off the Spring 2026 SHARS Interactive Tour—and this season, we’re going even deeper.

After connecting with districts serving more than 150,000 special education students during our Fall tour, one message came through loud and clear:

Districts want real examples, real strategies, and real results they can apply immediately.

This spring, we’re delivering exactly that.

More Time. More Depth. More Impact.

We’re increasing our investment in each session—expanding from 2 hours to 3 hours to create a more hands-on, interactive experience.

That extra hour isn’t just added time. It’s added value.

With an expanded format, districts can expect:

• More guided discussion and live problem-solving
• Deeper operational walkthroughs
• Interactive exercises focused on reimbursement recovery
• Time for meaningful Q&A and peer collaboration

This is not a sit-and-listen presentation. It’s a working session designed to help districts leave with clarity and next steps.

District Spotlights: Learning from Those Who’ve Paved the Way

One of the most anticipated additions this spring is our District Spotlight at every location.

You’ll hear directly from districts that:

• Identified breakdowns in their SHARS operations
• Made strategic changes to service delivery, documentation, and workflows
• Rebuilt financial projections and monitoring systems
• Took action to get reimbursements back on track

They’ll share what worked, what didn’t, and what they would do differently—so you don’t have to learn the hard way.

These stories bring SHARS to life and demonstrate that meaningful improvement is possible with the right operational adjustments.

What You’ll Walk Away With

This collaborative experience is designed for:

• Special Education Administrators
• Business Office Leaders
• District staff supporting SHARS operations

Attendees will gain practical strategies to:

• Strengthen SHARS operational processes
• Improve documentation and compliance positioning
• Build and validate financial projections
• Monitor reimbursement performance more effectively
• Shift from reactive fixes to proactive program management

Most importantly, you’ll leave with a clearer path to restoring and sustaining reimbursement performance.

Open, Accessible, and Designed for Collaboration

• Open to all districts—regardless of vendor
• No cost to attend
• In-person sessions focused on discussion, peer learning, and hands-on engagement

A virtual option will be available for those unable to attend in person. However, the virtual session will provide a summary of content only and will not include the district spotlights or interactive components that make the in-person experience especially impactful.

We’re looking forward to reconnecting, collaborating, and working alongside districts as you continue strengthening your SHARS programs.

With just one month to go, now is the time to secure your seat. We can’t wait to see you on the road.

👉 Spring SHARS Interactive Tour Dates - Register Here

We look forward to continuing the conversation this spring—sharing what’s working, learning from one another, and helping districts strengthen their SHARS programs with confidence.

3/27/2026 | Houston

4/1/2026 | Fort Worth

4/2/2026 | Dallas

4/7/2026 | San Antonio

4/8/2026 | Austin

4/16/2026 | Amarillo

4/21/2026 | Edinburg

4/28/2026 | Whitehouse

4/30/2026 | Virtual

The state announced on February 19, 2026 that districts will permanently lose access to the STAIRS system effective April 30, 2026.

With the transition to STEPS now underway, STAIRS will be fully retired. After April 30, districts will no longer be able to log in to retrieve historical cost report data or supporting documentation.

Why This Matters

Medicaid policy allows for audits up to seven years after submission. That means districts must retain complete historical documentation in the event of future audit activity.

If records remain in STAIRS and are not downloaded before the system sunset date, they may not be recoverable.

Now is the time to ensure your district has secured all historical cost report documentation.

Recommended Downloads Before April 30

At a minimum, districts should complete the following for each cost report year housed in STAIRS:

1) Upload Center

• Download all documents stored in the Upload Center for each cost report year.

2) Section 2 and Section 5

• Open each cost report.
• Download both:
• The “View” version
• The “Adjusted View” version
• These are located within Section 2 and Section 5.

3) Section 9 Certification

• Download all Section 9 certification documents.

4) View Cost Report Data

• Select the “View Cost Report Data” button (located near the Print icon at the top of the report).
• Save a full copy of the cost report data for your records.

Best Practice: Don’t Wait

We strongly recommend districts begin this process immediately to avoid last-minute access issues prior to April 30.

Consider:

• Assigning a specific staff member to oversee the downloads
• Creating organized folders by cost report year
• Verifying files are saved in a secure, backed-up district location

The retirement of STAIRS marks the end of an era—but protecting your historical data is essential for compliance and audit readiness.



If you need assistance identifying what to download or navigating historical reports, please contact your Program Specialist. We’re here to help ensure your district is fully prepared before the April 30 deadline.

Last month, MSB hosted our customer-exclusive SHARS Operational Adjustments for Transportation webinar—and the strong attendance confirmed what many districts are experiencing: this reset was needed.

While SHARS policy has not changed, audit scrutiny and reimbursement reductions have highlighted operational gaps. With staffing changes across districts, many teams shared that revisiting documentation expectations, service logging practices, and common denial trends was both timely and helpful.

Now Offered Twice a Year

Due to positive feedback, MSB will offer this webinar twice annually, with the next session scheduled on August 6, 2026. This will help districts onboard new staff and stay aligned with current audit expectations.

👉 Click here to register.

Missed It?

If you’re an MSB customer and would like the recording—or know someone in your district who would benefit—email txpsa@msbconnect.com.

We look forward to continuing to support districts in keeping SHARS operations strong and reimbursements on track.

On March 2, districts were required to notify HHSC whether they agreed or disagreed with their FY2024 SHARS cost report desk review results and whether they would move forward with an informal review.

Now that the deadline has passed, important trends are emerging.

Nearly 30% of Districts Requested Further Review

Approximately 30% of districts determined that their disallowances warranted a second look by HHSC and elected to proceed with the informal review process.

In many cases, districts identified discrepancies between the auditor’s findings and their internal documentation—particularly related to student counts tied to paid claims.

A Common Theme: Modified Student Counts

One of the most significant issues we’re seeing involves the number of students with paid claims that were adjusted downward during the audit process.

Several districts found that:

• The auditor reduced the count of students with paid claims
• District records reflected documentation supporting a higher number
• Supporting documentation was available to substantiate the original totals

For these districts, the informal review process provides an important opportunity to reconcile documentation and ensure student counts—and corresponding reimbursement calculations—accurately reflect allowable services delivered.

Why This Matters

Adjustments to student counts, IEP ratios, transportation ratios, and Acceptable Quality Level (AQL) sampling determinations can materially impact reimbursement outcomes.

When documentation supports a different result than what was reflected in the desk review findings, pursuing an informal review is not simply procedural—it is a critical compliance and financial safeguard.

Districts that conducted thorough internal reviews before the March 2 deadline were better positioned to:

• Identify potential calculation inconsistencies
• Validate documentation supporting paid claims
• Make informed decisions about whether to agree or disagree
• Protect reimbursement accuracy

What Happens Next?

For districts that requested an informal review:

• HHSC will conduct a secondary evaluation of the disputed items
• Additional documentation may be reviewed
• Final determinations will be issued following the review process

For districts that agreed with their findings:

• The desk review results will move toward finalization
• Adjustments will be incorporated into settlement calculations

Continued Support for Districts

As informal reviews move forward, MSB continues to:

• Analyze modified student counts and ratio adjustments
• Validate documentation supporting paid claims
• Assist with review submissions and clarification requests
• Provide strategic guidance as final determinations are issued

The March 2 deadline marked an important milestone—but it is not the end of the process. Careful follow-through during the informal review phase remains essential to ensuring accurate reimbursement outcomes.

If your district has questions about next steps or documentation support, your Program Specialist is ready to assist.

We will continue to monitor trends and share updates as additional guidance or outcomes emerge.