PEI and PDP digital without going crazy: platforms, selection criteria and a workflow that really works

In schools, the problem is no longer "lacking tools." It's choosing the right ones and using them consistently, without turning PEI (Individualized Education Plan) and PDP (Personalized Learning Plan) into a jigsaw puzzle of scattered files, different versions, missing signatures, and endless chats. Digital technology has multiplied possibilities. It hasn't always simplified the work. For those working on support, the practical question is this:

Which software (or platform) helps me build a useful, shareable, and updateable PEI/PDP, without taking up teaching time?

And most importantly: does it help me think better or just fill out papers faster?

In this article we propose a “ForAllWe style” approach: a few key concepts, a checklist, a reasoned comparison, and a replicable workflow .

First rule: the platform doesn't "make" inclusion (but it can make it fail)

A good digital camera isn't the one with the most features. It's the one that allows you to:

• write better (guided questions, clear structure, fewer forgetfulnesses)

• work in a team (curricular, support, family, specialists)

• keep track (observations, revisions, attachments)

• bring everything into practice (observable goals, routines, tools actually used)

If the tool complicates these things, it will waste your time and – often – make the documents less useful.

What should a "support" software for PEI and PDP have?

Essential Checklist (to use before choosing)

Check them off mentally. If more than two items are missing, consider carefully.

• Guided compilation (questions/steps): reduces errors and "holes" in the drafting

• Integrated ICF/ICF-CY (for ICF-based PEI): useful for not remaining in the generic

• Collaboration : access and roles (who sees what, who modifies what)

• Export : PDF/Word and sorted archiving (school year, student, version)

• Attachment management : reports, observation grids, adapted checks

• History and revisions : “what has changed” and when

• Privacy & access management : especially if multiple figures are involved

4 (different) solutions that you can already find used in schools

Here we are not looking for “the absolute best”, but the most suitable one for your context .

1) COSMI ICF (PEI) and COSMI PDP (PDP)

If your school already works with COSMI, the advantage is clear: a dedicated system for ICF-based IEPs and a parallel environment for PDPs. COSMI ICF was created specifically as an online platform for drafting ICF-based IEPs.

When it makes sense

• school that wants to standardize the process

• strong need for uniformity between classes/teams

• institutional and “official” management of documents

Be careful of

• adoption curve (everyone should use it, not just support)

2) SOFIA ICF (Erickson) – guided compilation

SOFIA focuses on a very concrete idea: it guides you through questions and links the answers to a broad taxonomy (with ICF-CY references available within the platform).

When it makes sense

• team that needs guidance to write more “solidly”

• teachers who want to reduce the risk of descriptive but poorly operational PEIs

• contexts where "structure" is needed to avoid getting lost

Be careful of

• Don't delegate the educational part to the platform: the choices remain yours

3) PRO+ Support (PEI, PDP, PAI)

It is presented as a management system for PEI/PDP/PAI with AI support.

When it makes sense

• school that wants a single container for multiple documents

• need for organization and standardization on multiple levels (not just PEI)

Be careful of

• clarify the scope: what is "automated" and what remains the team's responsibility (especially regarding sensitive texts and teaching decisions)

4) (Complementary to documents) GECO BES to bring design into routine

It is not a platform for writing PEI/PDP, but it is useful to mention it here because it solves a real problem: moving from the document to everyday life , with ready-made activities and materials (software + resource library).

When it makes sense

• primary / early learning

• need for structured routines and observable activities

• need for “ready materials” that can be adapted without reinventing everything

Quick mini-comparison (to choose without wasting days)

If you need it…	You could look first…	Why
PEI based on the “institutional” and standardized ICF	COSMI ICF	It is specifically designed for PEI in an ICF perspective
Guided compilation with questions and strong structure	SOFIA ICF	Reduces forgetfulness and supports writing
A single container for multiple documents (PEI/PDP/PAI)	PRO+ Support	“All-in-one” management approach
Turning goals into daily activities (not just paper)	GECO BES	Ready-made, observable materials and activities

An “anti-chaos” workflow (copyable from tomorrow)

The point here is not which platform you choose, but how you use it .

Step 1 - 20 minutes of “focused” observation (before writing)

Collect only what you need to make the plan operational:

• what works (contexts, tasks, mediators)

• what causes a crisis (cognitive load, times, deliveries)

• What environmental barriers are there (noise, transitions, texts, assessment)

If you don't have this data, any platform will produce a "beautiful" but not very useful document.

Step 2 - Draft “with observable objectives”

For each area, write goals that can be seen:

• “participate” → how ? for how long? in what activity?

• “improve autonomy” → on what? With what support? According to what criteria?

Step 3 - Strategies and tools you'll actually use

This is where everything often falls apart: we list perfect tools that then never enter into routine.

Choose a few, but stable ones:

• 1–2 real compensatory tools

• 1 constant adapted delivery mode

• 1 support routine (previews, agenda, checklist, etc.)

Step 4 - Sharing with the team (and micro-agreements)

Don't ask a generic "OK?". Ask:

• who does what

• when you see it again

• What signals do we look for to understand if it works?

Step 5 - Brief but frequent review

Better to have four 10-minute micro-reviews than a 3-hour marathon at the end of the semester.

Common Mistakes (and How to Avoid Them)

• Too many tools → choose a few and always use them

• Non-measurable goals → make them observable (criterion + context)

• Document written by a single person → even 15 minutes of discussion improves everything

• Digital = copy/paste → the platform must help you “think”, not just fill in

  
  

Do you want to make PEI and PDP truly “alive” and not just documents to be archived?

Sign up for the ForAllWe newsletter : every week, get practical ideas, digital tools, and inclusive activities ready to bring into the classroom. You can also read our article on GECO BES HERE .

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