AJL Administration User Guide

Transcription

1 AMERICA S JOB LINK ALLIANCE TECHNICAL SUPPORT AJL Administration User Guide America s JobLink Version 13.0 AMERICA S JOB LINK ALLIANCE TECHNICAL SUPPORT 1430 SW TOPEKA BLVD, 2 ND FLOOR TOPEKA KS ajladesk@ajla.net Voice: or Fax: A Service of the Kansas Department of Commerce 2014 America s Job Link Alliance Technical Support (AJLA TS). All rights reserved. This publication may be copied by subscribers for internal use by subscribers and their workforce partners only. No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form, or by any means (electronic, mechanical, photocopying, or otherwise) without prior written permission from AJLA TS.

2 Table of Contents AJL Administration... 1 Anonymous Services... 3 Overview... 3 Navigation... 3 Change Service Status... 4 Add New Service... 4 Delete Service... 5 Educational Partners... 5 Overview... 5 Navigation... 5 View/Edit Educational Partner Information... 6 Add Educational Partner Admin... 8 Overview... 8 Navigation... 8 Search for Address... 9 Replace Address... 9 Delete Address Error Lookup Overview Navigation Find Error Heard About Options Overview Navigation Edit Heard About Options Add New Heard About Option Deactivate Heard About Section JobLink Overview Navigation Agreements Pending Approve Employers Employer Approval Report Employer Search Green Industry Sectors Message Manager Overview Navigation View/Edit Message Add New Message Section Add New Template Message Delete Message Options Overview Navigation Manage Options Self Service Questions Overview Navigation Edit Self-Service Category Edit Self-Service Question i

3 Table of Contents Add Self-Service Question Add Self-Service Category Service Centers Overview Navigation Add Office View/Edit Office Information Service Providers Overview Navigation Approve Service Provider Change Requests and New Providers NAICS Update Provider Update ServiceLink Overview Navigation % Enrollments Add UI Wages Approving Staff Accounts Area Level Editor Auto Add Services Contact Types County Type Editor Delete Client Delete Enrollment Document Uploader Editor Enrollment Checks Editor Enrollment List Expenditure Categories Fiscal Options Fiscal Warning Level Settings Funding Allocation Type Settings HPOG SOC Management Layoff Entry Program List Pseudo SSN Reason for a Visit by Staff Referral Queue Remove RES Exemptions Reporting Options Security Services Admin Search/Edit Services Staff Accounts Management TAA Funding Stream Editor TAA Petition Management UI Wage Editor Site FAQ Manager Overview Navigation Edit/Delete FAQ Add FAQ Sitewide ii

4 Table of Contents Overview Navigation Cluster Status Login Count Login Message Maintenance Message State Codes Survey Menu User Lookup Overview Navigation User Lookup Extended Overview Navigation Superuser Add/Delete Admin Users Overview Navigation Add Admin Account Edit Admin Account Privileges Overview Navigation Set Admin Privileges iii

5 Table of Figures Figure 1 View Admin Menu... 2 Figure 2 Select Office to Edit Anonymous Self-Services... 3 Figure 3 View Office's Anonymous Self-Services... 3 Figure 4 Edit Anonymous Self-Service... 4 Figure 5 Add Anonymous Self-Services... 5 Figure 6 Educational Partner List... 6 Figure 7 Edit Educational Partner... 7 Figure 8 Add Educational Partner... 8 Figure 9 Search for Address... 8 Figure 10 View Address Search Results... 9 Figure 11 Replace Address... 9 Figure 12 Error Lookup Figure 13 View Error Lookup Results Figure 14 Heard About Options Figure 15 Edit Heard About Option Figure 16 Add Heard About Option Figure 17 JobLink Menu Figure 18 Agreements Pending Figure 19 Aged Accounts Warning Figure 20 Employer Accounts Pending Approval Figure 21 Employer Verification Page Figure 22 Primary/Subordinate Accounts Details Figure 23 Remove Subordinate Status Figure 24 Make Subordinate Figure 25 Employer Approval Report Figure 26 Employer Approval History Figure 27 Employer Search Page Figure 28 Employer Search Results Figure 29 Green Industry Sectors Figure 30 Edit Green Industry Sector Figure 31 Add Green Industry Sector Figure 32 Messages Page Figure 33 Edit Message Figure 34 Miscellaneous Options Figure 35 Self-Service Main Menu Figure 36 Self-Service Categories and Questions Figure 37 Edit Category for Self-Service Questions Figure 38 Edit Self-Service Question Figure 39 Add Self-Service Question Figure 40 Add Self-Service Category Figure 41 Service Centers Figure 42 Add Service Center Figure 43 Edit Service Center Figure 44 Service Providers Desktop Figure 45 Service Provider Changes Figure 46 Approve New Service Provider Figure 47 Approve Service Provider Change Figure 48 NAICS Search Figure 49 NAICS Search Results Figure 50 NAICS Update Figure 51 Service Provider Search Figure 52 Service Provider Search Results Figure 53 Update Service Provider iv

6 Table of Figures Figure 54 ServiceLink Desktop Figure 55 15% Enrollments (Partial) Figure 56 Edit 15% Enrollment Figure 57 Add New 15% Enrollment Figure 58 Search for Client Figure 59 Add UI Wages Figure 60 Select Quarter to Add Wages (Wages Blurred) Figure 61 Add UI Wage Information Figure 62 Staff Accounts Pending Approval Figure 63 Approve/Deny Staff Account Figure 64 Set Privileges for Staff Account (Partial) Figure 65 Set Page Level Security for Staff Account Figure 66 Staff Privileges Confirmation Page Figure 67 Area Level Editor Figure 68 Locations for Services Auto-Add Figure 69 Edit Location for Auto-Add Services Figure 70 Program Enrollments for Auto-Add Services (Partial) Figure 71 Services by Enrollment for Auto-Add Services (Partial) Figure 72 Contact Type Figure 73 Contact Type List Figure 74 Contact Reasons Figure 75 Contact Type List Show All Figure 76 Add Contact Type Figure 77 Edit County Type (Partial) Figure 78 Delete Client Figure 79 Delete Client Review Figure 80 Delete Client Confirmation Figure 81 Delete Enrollment Figure 82 Delete Enrollment Review Figure 83 Delete Enrollment Confirmation Figure 84 Document Uploader Editor Desktop Figure 85 Data Elements Editor Figure 86 Edit Data Element Figure 87 Add Data Element Figure 88 Edit Document Types Figure 89 Search Document Types Figure 90 Document Types Search Results Figure 91 Edit Document Type Figure 92 Modify Data Elements Figure 93 Select Enrollments Figure 94 Select Data Elements Figure 95 Add Document Type Figure 96 Enrollment Check Editor Figure 97 Enrollment Check Editor Exit Pages (Partial) Figure 98 Enrollment Names (Partial) Figure 99 Edit Enrollment Names Figure 100 Expenditure Categories Figure 101 Edit Expenditure Category Figure 102 Expenditure Category Update Confirmation Figure 103 Edit Expenditure Category Service Mappings (Partial) Figure 104 Delete Expenditure Category Confirmation Figure 105 Disable Expenditure Category Figure 106 Disable Expenditure Category Confirmation v

7 Table of Figures Figure 107 Add Expenditure Category Figure 108 Map Services for New Expenditure Category Figure 109 Fiscal Options Figure 110 Edit Fiscal Allocation Warning/Block Level Figure 111 Funding Allocation Type Editor Figure 112 Edit Funding Allocation Type Figure 113 Inactivate Allocation Type Warning Figure 114 Add New Funding Allocation Type Figure 115 HPOG SOC Management (Partial) Figure 116 HPOG SOC Edit Occupation Figure 117 Add HPOG Occupation Figure 118 Layoff Search Figure 119 Layoff Search Results Figure 120 Edit Layoff (Partial) Figure 121 Add Layoff Figure 122 Program Name Editor Figure 123 Edit Program Name Figure 124 Pseudo SSN Report Figure 125 Staff Visit Reasons (Partial) Figure 126 Edit Reason For A Visit By Staff Figure 127 Reason For A Visit By Staff Figure 128 Self-Referral Search Figure 129 Self-Referral Search Results (Partial) Figure 130 Remove RES or REA Exemption Figure 131 Remove REA or RES Exemption I Really Mean It Figure 132 Reporting Menu Options Figure 133 Edit Reporting Menu Option Figure 134 Reporting Menu SubAreas Figure 135 Edit Reporting Menu SubArea Figure 136 Reports by Area (Partial) Figure 137 Edit Reporting Menu Figure 138 Security Hierarchy Figure 139 Add Office Figure 140 Edit or Disable Agency Figure 141 Privileges - Inherit Rights (Partial) Figure 142 Privileges - Create Rights Figure 143 Edit or Disable Region Figure 144 Edit or Disable Office Figure 145 Security Staff Search Figure 146 Security Staff Search Results Figure 147 One-Stop Security Hierarchy Figure 148 Set Privileges for One-Stop Figure 149 One-Stop Privileges by Office Figure 150 One-Stop Figure 151 Add New One-Stop Figure 152 Services Admin Desktop Figure 153 Services Admin Search Figure 154 Services Admin Search Results Figure 155 Edit Service # Figure 156 Map Services to Reporting Categories by Enrollment (Partial) Figure 157 Service Inserted Figure 158 Add New Service Figure 159 Possible Duplicate Service vi

8 Table of Figures Figure 160 Self-Service Funding Sources Figure 161 Edit Self-Service Funding Source Figure 162 Add New Self-Service Funding Source Figure 163 Edit Service Sort Order by Enrollment Figure 164 Set Service Sort Order for Each Service (Partial) Figure 165 Staff Accounts Management Staff Search Figure 166 Staff Accounts Management Staff Search Results Figure 167 Disable Staff Account Figure 168 Set Staff Privileges Page - Program Level Privileges Section (Partial) Figure 169 Set Staff Privileges Page - Page Level Privileges Section Figure 170 Renew Staff Account Figure 171 TAA Funding Stream Search Figure 172 TAA Funding Stream Search Results Figure 173 Edit Funding Stream Figure 174 Add Funding Stream Figure 175 TAA Petition Management (Partial) Figure 176 View/Edit Petition Figure 177 Add Employees to Petition Figure 178 Add New TAA Petition Figure 179 TAA Petition Search Figure 180 Select Program Wages Figure 181 SiteFAQ Manager (Partial) Figure 182 Edit/Delete FAQ Figure 183 Manage SiteFAQ Record Figure 184 Sitewide Desktop Figure 185 Cluster Status Information Figure 186 Login Count Figure 187 Login Messages (Partial) Figure 188 View/Edit/Delete Login Message Figure 189 Add Login Message Figure 190 Multiple Login Message Error Figure 191 Add Maintenance Message Figure 192 State/Territory Codes (Partial) Figure 193 Edit State/Territory Code Figure 194 Add State/Territory Code Figure 195 Survey Desktop Figure 196 Surveys Figure 197 Edit Survey Figure 198 Add Survey Figure 199 View Survey Statistics (Partial) Figure 200 Employer Survey Statistics Figure 201 Survey Comments (Partial) Figure 202 Comment Selection Figure 203 Survey Comments Figure 204 Reset Participation Figure 205 User Search Figure 206 User Search Results Figure 207 User Lookup Extended Figure 208 User Lookup Extended Results Figure 209 Select Admin Account to Edit or Delete Figure 210 Add Admin Account Figure 211 Edit Admin Account Figure 212 Select Admin Account to Set Admin Privileges vii

9 Table of Figures Figure 213 Set Privileges for Admin Account (Partial) viii

10 Table of Tables Table 1 Employer Account Approval Table 2 Employer Search Table 3 Miscellaneous Options Table 4 Service Centers (Offices) Table 5 Add 15% Enrollment Table 6 Add UI Wages Table 7 Search Layoff Listings Table 8 Add Layoff (WARN or Non-WARN) Table 9 Add Office Table 10 Search Services Table 11 Add New Service Table 12 Login Message Table 13 Maintenance Message Table 14 Add Survey Table 15 User Search ix

11 AJL Administration Administrators have access to AJL s administration menu to manage AJL statewide. Additional administrator accounts can be created to allow access to the Admin menu for limited, specific functions, such as entering layoffs or approving employers. Administrator accounts are assigned specific privileges related to the administrator s duties and responsibilities. To access the top-level Admin menu, log into Admin from the AJL home page, using your administrator username and password. Page 1

12 Figure 1 View Admin Menu Page 2

13 Anonymous Services Overview Administrators can identify anonymous self-services to be added to, or removed from, the Self Service Tracker for each office. Navigation Log into Admin. On the top-level menu, click Anonymous Services. The Anonymous Self Services page displays. Figure 2 Select Office to Edit Anonymous Self-Services Select the office and click Edit Services. A list of services for the selected office displays, with the names of the services, status (Active or Inactive), and an option to delete the service from the Self Service Tracker for this office. Figure 3 View Office's Anonymous Self-Services Page 3

14 Change Service Status 1. To change the status of a service from Active to Inactive or vice versa, click the Service Name link. 2. Select Yes to make the service Active. Select No to make the service Inactive. Inactive services do not display on the Self Service Tracker, but remain on the office s list of services and can be reactivated at any time. 3. Click Save Changes. Add New Service Figure 4 Edit Anonymous Self-Service 1. To add a new service or services for this office, click Add New. 2. If you want the new service(s) to be Active (display on the Self Service Tracker), select Yes. If you want the new service to be Inactive (not display on the Self Service Tracker), select No. 3. Select the service(s) you want to add. To select multiple services, hold down the CTRL key. If the service you want to add does not appear in the list, you must first add it through Services Admin. 4. Click Add New. Page 4

15 Delete Service Figure 5 Add Anonymous Self-Services To delete a service for this office, click the Delete link. The service is removed from the Self Service Tracker (if it was Active), and from the office s list of available services. NOTE: Do not delete a service if you think you may want to use it again it in the future; instead, inactivate the service. Educational Partners Overview Administrators can add or edit information for educational institutions that provide WorkKeys tests. If educational partners have been added in Admin, they display in the Educational Partners drop-down on the client WorkKeys Scores page. Navigation Log into Admin. On the top-level menu, click Educational Partners. The Educational Partner List page displays. Page 5

16 Figure 6 Educational Partner List View/Edit Educational Partner Information 1. To view educational partner information, navigate to the Educational Partner List. Only active educational partners display by default. To display both active and inactive partners, click Show All. (To switch back to active-only display, click Show Active Only.) 2. To edit educational partner information, click the appropriate partner name. The Educational Partner page displays. The fields are pre-filled with the current values. 3. Edit the partner information as desired. To change the status to Active, select Yes. To change the status to Inactive, select No. Inactive educational partners do not display in the drop-down on the client WorkKeys Scores page, but remain on the Educational Partner List and can be reactivated at any time. 4. To save the changes, click Save. To return to the Educational Partner List page without saving the changes, click Return. Page 6

17 Add Educational Partner Figure 7 Edit Educational Partner 1. To add an educational partner, navigate to the Educational Partner List. Only active educational partners display by default. To display both active and inactive partners, click Show All. Reviewing both active and inactive partners before adding a new partner will help avoid creating duplicates. 2. Click Add New Partner. The Educational Partner page displays. 3. Enter the Partner Name, USD (unique numeric identifier for the Education Partner), and County. Select the Partner Type. 4. To set the status as Active, select Yes. Active educational partners display in the drop-down on the client WorkKeys Scores page. To set the status as Inactive, select No. Inactive educational partners do not display in the drop-down on the client WorkKeys Scores page, but remain on the Educational Partner List and can be reactivated at any time. 5. To save the changes, click Save. To return to the Educational Partner List page without saving the changes, click Return. Page 7

18 Figure 8 Add Educational Partner Admin Overview Administrators can search for information on addresses, replace addresses, and delete addresses, for example, if the address is no longer functional. Navigation Log into Admin. On the top-level menu, click Admin. The Administration page displays. Figure 9 Search for Address Page 8

19 Search for Address To search for an address, enter the address and click Check. AJL searches all user accounts, including employer accounts, and all job orders for the address and displays the details, including the users, job orders, and companies with that , and the date the address was created. Replace Address Figure 10 View Address Search Results 1. To replace the address, click Change. All users with the address display. Figure 11 Replace Address 2. Select the users for whom you want to replace the address. 3. Enter the new address. To confirm, enter the new address again. Page 9

20 4. To replace the address for the selected users, click Change Selected. Delete Address To delete the address throughout AJL, click Delete. Error Lookup Overview Administrators can look up error messages by error ID and consult with the responsible parties to resolve the error. Navigation Log into Admin. On the top-level menu, click Error Lookup. The Error Lookup page displays. Find Error Figure 12 Error Lookup To look up an error, enter the error ID number and click Find Error. Page 10

21 Figure 13 View Error Lookup Results A description of the error displays, along with the error details. Contact the responsible parties listed in the Basic Info column to resolve the error. Heard About Options Overview The Heard About options display on the New Account Creation page for job seekers and employers. The purpose is to ask new users how they heard about AJL. The Heard About function is controlled by an application variable: activateheardabout. Setting the value to No suppresses the Heard About function in AJL. If the value is set to Yes, Heard About is not suppressed and can be managed in Admin. Options can be added and edited, and the status can be set to active or inactive. Additionally, the entire section can be deactivated. Outreach reports are available in ServiceLink under Miscellaneous Reports. These reports are available Statewide, Local Area, and County, and drill down to the individual user. Heard About can be always active, or activated to assess specific outreach initiatives, but to manage Heard About in Admin, the value for activateheardabout must be set to yes. Page 11

22 Navigation Log into Admin. On the top-level menu, click Heard About Options. The Heard About Options page displays. Edit Heard About Options Figure 14 Heard About Options 1. To edit an option, click the appropriate link in the Option column. The Heard About Option Editor page displays to edit the selected option. 2. To change the status, select Active or Inactive from the dropdown. Inactive Heard About Options do not display on the New Account Creation page, but remain on the Heard About Options list and can be reactivated at any time. To change the sort order, select a number from the Sort Order dropdown. 3. To save the changes and return to the Heard About Options page, click Save Changes. To reset the page, click Reset. To return to the Heard About Options page without saving the changes, click Return. Figure 15 Edit Heard About Option Page 12

23 Add New Heard About Option 1. To add a new option, click Add New Option. The Heard About Option Editor displays to add the new option. 2. Set the status by selecting Active or Inactive from the dropdown. Inactive Heard About Options do not display on the New Account Creation page, but do display on the Heard About Options list and can be activated at any time. 3. Type the name of the option in the Text field; for example, Radio. 4. To set the sort order, select a number from the Sort Order dropdown. Click Add Option to add the new option and return to the Heard About Options page. Click Reset to reset the page. Click Return to return to the Heard About Options page without adding the option. Deactivate Heard About Section Figure 16 Add Heard About Option To deactivate the function, click Deactivate Heard About Section on the Heard About Options page. The deactivate button is a toggle. When the function is deactivated, the button will read Activate Heard About Section. When the function is activated, the button will read Deactivate Heard About Section. If the section is active, the active options will display to users on the New Account Creation page. If the section is inactive, the section will not display. JobLink Overview Administrators can view employer policy agreements pending, approve new JobLink employer accounts, or conduct employer searches. Navigation Log into Admin. On the top-level menu, click JobLink. The JobLink desktop displays. Page 13

24 Agreements Pending Figure 17 JobLink Menu To view a list of employers whose Employer Use Policy agreements are pending action, click Agreements Pending on the JobLink menu. The employers User ID, Contact, Company, Phone, , and Updated date display. Employer accounts cannot be approved until the employer accepts the Employer Use Policy. Approve Employers Figure 18 Agreements Pending 1. To review and approve or deny employer accounts, click Approve Employers on the JobLink desktop. A message page displays with information on the number of staff-assisted employer accounts that are pending approval. These accounts will be disabled (logically deleted) if they are not approved after thirty days. Page 14

25 Figure 19 Aged Accounts Warning 2. Click View Unapproved Employers. The employer approval queue displays with a list of self-service and staff-assisted employer accounts pending approval. Figure 20 Employer Accounts Pending Approval 3. To review and approve or deny the employer account, click the User ID link. The Employer Verification page displays. 4. Complete the fields on the Employer Verification page. See Table 1 Employer Account Approval for instructions. 5. To approve the employer account, click Approve. To deny the employer account, click Delete. Page 15

26 Figure 21 Employer Verification Page Page 16

27 Instructions for Completion: Field Name Username Creation Date Job Service Verification Status Military Status Contact Name Title Company Name Company Description Green Industry Sector Address Address Line 2 City State Zip/Postal Code Country International State/Province/County Phone Fax Website Number of Current Employees FEIN SEIN NAICS Code Notes Login Button Delete Button Next Button Previous Button Save Button Approve Button Table 1 Employer Account Approval Valid Entries Display Only Display Only Display Only Indicates self-service or staff-assisted account. Display Only Select type of employer Military or Non-Military. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Display Only Display Only Pre-filled; editable. Pre-filled; editable Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Displays countries from drop-down list. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Pre-filled; editable. Displays number of current employees from drop-down list. Pre-filled; editable. May not be required for creation of new staff-assisted accounts, but is required for approval, except for accounts with ownership type of Individual. Pre-filled; editable. Required for approval. Use the NAICS Search link to find the appropriate code. Enter notes related to review and approval. Click to login as the employer. Click to deny approval of the employer account. This logically deletes (disables) the account. Document the reason(s) for denial in the Notes box. Click to display the next employer account in queue for approval (if available). Click to display the previous employer account in the queue for approval (if available). Click to save any changed information on the page. This does not disable or approve the account. Click to approve the account. This grants self-service employers access to Resume Search. Any job orders entered by the self-service employer will now display to job seekers. Page 17

28 Field Name Return to List Button Primary/Sub Status Button Table 1 Employer Account Approval Valid Entries Click to return to the Employer Accounts page. Click to set the employer s primary or subordinate account status. View/Set Employer Account Primary or Subordinate Status Administrators can manage employer primary and subordinate account relationships. Primary and subordinate relationships are intended for employers who have two or more accounts, and need the ability for one account to view and manage another account s job orders. Primary employers can view and manage the company information and job orders of all their subordinates, as well as post job orders on the behalf of subordinates. Subordinates can still view and edit their own company information and post job orders. 1. To view/set employer account primary or subordinate status, on the Employer Verification page, click the Primary/Sub Status button. The employer s primary/subordinate accounts details display. a. If the employer is a primary account, a list of its subordinates displays with the setup date. To view a subordinate account s Employer Verification page, click the company name. Figure 22 Primary/Subordinate Accounts Details b. If the employer is a subordinate account, the primary account displays with the setup date. To view the primary account s Employer Verification page, click the company name. To unsubordinate this account, click Remove Subordinate Status. Figure 23 Remove Subordinate Status Page 18

29 c. If the employer account has no primary/subordinate relationships established, companies with the same FEIN as the selected employer display. To subordinate the employer account, select the company to you want it to be subordinated to, and click Make Subordinate. Figure 24 Make Subordinate d. If the employer account has not yet been approved, a message displays indicating that you cannot set primary/subordinate status until the account is approved. Employer Approval Report 1. To view a list of employer accounts that have been approved by staff, click Employer Approval Report on the JobLink desktop. Figure 25 Employer Approval Report 2. Select the desired date range and click Submit. To view employer information and approve or deny the account, click the company name. Page 19

30 Employer Search Figure 26 Employer Approval History Administrators can search for self-service and staff-assisted employer accounts by several different parameters. NOTE: Employer searches in Admin search both self-service and staffassisted employers. Employer searches in ServiceLink search staff-assisted employers only. To conduct an employer search, click Employer Search on the JobLink desktop. Enter one or more search parameters and click Search. See Table 2 Employer Search for instructions. Page 20

31 Page 21

32 Instructions for Completion: Figure 27 Employer Search Page Field Name Username Company Name FEIN SEIN City Zip Green Industry Master Accounts Table 2 Employer Search Valid Entries Enter the employer account username. Enter a partial or full company name. Enter the employer s FEIN. Enter the employer s SEIN. Enter the city in which the employer is located. Enter the employer s zip code. Select the company s green industry (if applicable). If you want to search for only primary employer accounts with subordinates, select the check box. Employer Search Results To view the employer s account verification page, click the username. The Employer Verification page displays. Green Industry Sectors Figure 28 Employer Search Results The Green Industry Sectors editor provides functions for adding and editing green industry sectors and descriptions, setting the sectors status as active or inactive, and setting the sort order. The active green industries display for selection on the New Account Creation page for both self-service and staff-assisted employer accounts to identify the primary industry as part of a green industry sector. To manage green industry sectors, click Green Industry Sectors on the JobLink desktop. The Green Industry Sectors page displays. Page 22

33 Edit Sector Figure 29 Green Industry Sectors 1. To edit an existing sector, click the appropriate link in the Sector column. The Edit Green Sector page displays. 2. To change the status, select Yes or No in the Active box. Active sectors display on the New Account Creation page. Inactive sectors do not display on the New Account Creation page, but do display on the Green Industry Sectors list, where they can be activated at any time. 3. To change the sort order, select a number from the Sort Order dropdown. 4. To edit the name of the sector, type the changes into the Sector Name field. 5. To edit the description of the sector, type the changes into the Sector Description field. 6. To save the changes and return to the Green Industry Sectors page, click Save Sector. To return to the Green Industry Sectors page without saving your changes, click Cancel. Page 23

34 Add New Sector Figure 30 Edit Green Industry Sector 1. To add a new sector, click Add New Sector. The Add Green Sector page displays. 2. Set the sort order by selecting a number from the Sort Order dropdown. 3. Type the Sector Name in the Sector Name field. 4. Type the description of the sector in the Sector Description field. 5. To save the new sector and return to the Green Industry Sectors page, click Add Sector. To return to the Green Industry Sectors page without saving, click Cancel. Page 24

35 Figure 31 Add Green Industry Sector Message Manager Overview Administrators can view, edit, create, and delete template messages (narratives) providing specific instruction to users on information requirements or rules of usage. Messages are generally available for editing on a paragraph-by-paragraph basis. For example, mn_veterans_dsp.cfm is the Veteran s Priority statement. In the Message Number (Msg No.) column, 1 is the title, and 2, 3, and 4 are the first, second, and third paragraphs. Navigation Log into Admin. On the top-level menu, click Message Manager. The Messages page displays. Page 25

36 Figure 32 Messages Page Page 26

37 View/Edit Message 1. To view and edit a message, click the template name link on the Messages page. The Messages Update page displays. 2. Edit the message. Figure 33 Edit Message 3. To save the changes, click Save. To return to the Messages page without saving, click Back to Messages List. To delete the message, click Delete. Add New Message Section 1. To add a new section (paragraph) to the message, click the Copy link on the Messages page. The Messages Update page displays. 2. The Label and Template Name fields are pre-filled with the message you copied. 3. The Page Section No. field is pre-filled with the next paragraph; for example, if the message you copied already has 3 paragraphs, the Page Section No. field is pre-filled with 4 and the paragraph you are adding will appear at the end of the message. Edit if necessary. Page 27

38 4. The Active Status field is pre-filled with the status of the message you copied. Edit if necessary. 5. Type the text of the new paragraph in the Message text box. 6. Type a description of the new paragraph in the Description text box. 7. To save the new paragraph, click Save. To return to the Messages page without saving, click Back to Messages List. Add New Template Message 1. To add an entirely new template message to the Message Manger, click Add New Template Message on the Messages page. The Messages Update page displays. 2. Enter the label. 3. Enter the template name. 4. The Page Section No. field is pre-filled with The Active Status field is pre-filled with Y. If you want the message to be Inactive, change to N. Active messages display to users. Inactive messages do not display to job seekers and employers, but do display on the Messages page, where they can be activated at any time. 6. Type the text of the message in the Message text box. 7. Type a description of the message in the Description text box. 8. To add the new message, click Add. To return to the Messages page without adding the new message, click Back to Messages List. Delete Message To delete a message, click the Delete link on the Messages page. Options Overview Administrators can select the initial sort for staff resume searches, the direction of the sort, and the default user type for staff resume searches. Administrators can enforce client eligibility for co-registrations on the Client Case Details page in Universal Information. Navigation Log into Admin. On the top-level menu, click Options. The Miscellaneous Options page displays. Manage Options On the Miscellaneous Options page, make the desired selections following the instructions in Table 3 Miscellaneous Options and click Save Options. Page 28

39 Instructions for Completion: Field Name Resume Search Page for Staff. Select the initial column to sort on. Resume Search Page for Staff. Select the initial direction to sort on. Enforce client eligibility for coregistrations? Default user type for staff to limit the resume search Figure 34 Miscellaneous Options Table 3 Miscellaneous Options Valid Entries Select the initial column from which to sort. Choices are: Education, Enrollment Date, Objective, Resume Created Date, Resume Updated Date. Select either Ascending or Descending. Select Yes or No. Select user type. Choices are: All Active Resumes, Active Registrants, Inactive Registrants, Both Active and Inactive Registrants. Searching by All Active Resumes will likely include job seekers who have never been registered/enrolled, or who have inactive registrations/enrollments. Page 29

40 Self Service Questions Overview The Self-Service Questions editor in Admin provides functions to manage the self-service questions (a.k.a. What Are You Doing Today? ) displayed to self-service job seekers when they log into JobLink. Navigation Log into Admin. On the top-level menu, click Self-Service Questions. The Self-Service Main Menu displays. Figure 35 Self-Service Main Menu Click Question Editor. The Self-Service Questions page displays. The Self-Service Questions page is set to display Active questions only. To display both Active and Inactive questions, click Show All. Reviewing both active and inactive questions before adding a new question will help avoid creating duplicates. Page 30

41 Edit Self-Service Category Figure 36 Self-Service Categories and Questions 1. To edit a category, click the appropriate category link (in bold) in the Service/Question column. The Self-Service Question Categories page displays. 2. To change the status, select Yes or No in the Active box. Inactive categories do not display to job seekers on the What Are You Doing Today? page, but do display on the Self Service Questions page (if Show All is selected), where they can be activated at any time. 3. To modify the name of the category, type the name changes into the Self-Service Category text box. 4. To save the changes and return to the Self-Service Questions page, click Save Changes. To return to the Self-Service Questions page without saving the changes, click Cancel. Page 31

42 Edit Self-Service Question Figure 37 Edit Category for Self-Service Questions 1. To edit a question, click the appropriate question link (not bold) in the Service/Question column. The Self-Service Questions page displays. 2. To change the status, select Yes or No in the Active box. Inactive questions do not display to job seekers on the What Are You Doing Today? page, but do display on the Self Service Questions page (if Show All is selected), where they can be activated at any time. 3. To change the question s category, select the appropriate category from the Category dropdown. 4. To modify the question, type the changes into the Self-Service Question text box. 5. To save the changes and return to the Self-Service Questions page, click Save Changes. To return to the Self-Service Questions page without saving the changes, click Cancel. Page 32

43 Add Self-Service Question Figure 38 Edit Self-Service Question 1. To add a question, click Add Question. The Self-Service Questions page for adding a question displays. 2. To set the status, click Yes or No in the Active box. Inactive questions do not display to job seekers on the What Are You Doing Today? page, but do display on the Self Service Questions page (if Show All is selected), where they can be activated at any time. 3. To set the question s category, select the appropriate category from the Category dropdown. 4. Type the new question into the Self-Service Question text box. 5. To save the question and return to the Self-Service Questions page, click Save New. To return to the Self-Service Questions page without saving the question, click Cancel. Page 33

44 Add Self-Service Category Figure 39 Add Self-Service Question 1. To add a category, click Add Category. The Self-Service Question Categories page displays. 2. To set the status, click Yes or No in the Active box. Inactive categories do not display to job seekers on the What Are You Doing Today? page, but do display on the Self Service Questions page (if Show All is selected), where they can be activated at any time. 3. Type the name of the new category into the Self-Service Category text box. 4. To save the category, click Save Changes. The Self-Service Questions page displays with the new category selected by default, allowing you to add a question to the category. 5. Type the new question into the Self-Service Question text box and click Save New. If a category is added without a question, the new category will be saved but will not display by default on the Self-Service Questions page or to job seekers. The category will display in the Category dropdown. Existing questions can be modified to display under this category, or new questions can be added. Page 34

45 Figure 40 Add Self-Service Category Service Centers Overview Administrators can view, add, edit, and update information on the Workforce Centers and other offices that appear in JobLink/ServiceLink. The default display is the list of offices set to display to the public. To show all offices, click Show All. Navigation Log into Admin. On the top-level menu, click Service Centers. The Workforce Centers list page displays. Page 35

46 Figure 41 Service Centers Page 36

47 Add Office 1. To add an office, click Add. The Workforce Centers in <Application Name> page displays. 2. Complete the fields on the Workforce Centers in <Application Name> page. For instructions, see Table 4 Service Centers (Offices). 3. To add the office, click Add. To return to the Workforce Centers list page without saving, click Return to List. Page 37

48 Instructions for Completion: Figure 42 Add Service Center Field Name Office Name Table 4 Service Centers (Offices) Valid Entries Enter the name of the office. Page 38

49 Field Name Office Number Location Address Address 2 City State ZIP/Postal Code Country International State/Province/County County Website Phone 1 Alternate Phone Fax TTY Contact Contact Title Office Group Type Registration Office WorkKeys Office Add Button Clear Button Return to List Button Table 4 Service Centers (Offices) Valid Entries Create an office number for the office if desired. The office number is a unique ID that helps keep reports and display values in line with existing offices. Enter the location of the office. Enter the street address of the office. AJL provides a Directions link on the office listing. For offices that display to the public, avoid using P. O. Box numbers or any extraneous marks or symbols in the address that could interfere with the mapping software used to locate the office. Enter the city. Select the State. Enter the ZIP or postal code. If the office is located in a country other than the United States, select that country. If applicable enter the international state, province, or country in which the office is located. Select the county. Enter the office website address if available. Enter the office main phone number. Enter the office alternate phone number if available. Enter the office fax number if available. Enter the phone number for the hearing impaired if available. Enter the contact person s name. Enter the contact person s job title. Enter the contact person s office address. Select the office group. The Office Group is the officegroup table in the database and the Region in the Security Hierarchy. Select the office type from dropdown. Select Yes if the office is an office to which Labor Exchange self-registrations will be mapped. The office must be present in the ziptooffice table in the database. Select Yes if the office administers the WorkKeys assessments for the WorkKeys Career Readiness Certification program. Click to add the office to the Workforce Centers list page. Click to erase information entered. Click to return to the Workforce Centers list page. View/Edit Office Information To view and edit office information, click the office name link on the Workforce Centers list page. Complete the necessary edits, and click Save. Page 39

50 Figure 43 Edit Service Center Service Providers Overview Administrators can approve new service providers added by staff, and staff requests to change service provider information. They can also search for and update service provider information, and map NAICS codes to service provider categories. Navigation Log into Admin. On the top-level menu, click Service Providers. The Service Providers desktop displays. Page 40

51 Figure 44 Service Providers Desktop Approve Service Provider Change Requests and New Providers 1. To view and approve service provider change requests and new providers, on the Service Providers desktop, click Change Requests and New Providers. The Service Providers Changes page displays. The providers listed may be new providers, or providers for whom changes have been requested. 2. To view the service provider information, click the provider name. Figure 45 Service Provider Changes a. If the provider is a new provider, the Current column will be empty. Review the proposed provider information. To approve the provider for inclusion on the AJL service providers list, click Approve. To deny the provider, click Delete. To return to the list of service providers without approving or denying the provider, click Return to List. Page 41

52 Figure 46 Approve New Service Provider b. If staff have requested a change to the provider s information, the Current column will be populated. Compare the current information with the proposed information. To approve the change(s), click Approve. To deny the changes, click Delete. To return to the list of service providers without approving or denying the change(s), click Return to List. Page 42

53 NAICS Update Figure 47 Approve Service Provider Change 1. To update which service provider category a NAICS code maps to, in the Service Providers desktop, click Provider Update. The NAICS Search page displays. Page 43

54 Figure 48 NAICS Search 2. Select your search criteria and click Search. To reset your search criteria, click Reset. Page 44

55 Figure 49 NAICS Search Results 3. To update the service provider category a NAICS code maps to, click the NAICS code. The NAICS Update page displays. Figure 50 NAICS Update Page 45

56 4. Select the service providers category you want the NAICS code to map to. To save, click Save. To return to the NAICS search results without saving, click Back To List. Provider Update 1. To search for and update service provider information, on the Service Providers desktop, click Provider Update. The Service Provider Search displays. Figure 51 Service Provider Search 2. Enter your search criteria and click Search. You may search by Company Name, Geographic Region, or both. To reset your search criteria, click Reset. Figure 52 Service Provider Search Results 3. To view/update the service provider information, click the provider name. The service provider record displays. Page 46

57 Figure 53 Update Service Provider 4. Edit the service provider record as necessary. To save your changes, click Save. To return to the service provider search, click Return To Search. ServiceLink Overview Administrators have access to functions that govern the utilization of ServiceLink. Navigation To access the ServiceLink Admin desktop, log into Admin. On the top-level menu, click ServiceLink. The ServiceLink desktop displays. Page 47

58 Page 48

59 15% Enrollments Figure 54 ServiceLink Desktop Administrators can view programs funded with the Statewide 15% Set Aside funds and edit or add programs. To manage statewide 15% programs, click 15% Enrollments on the ServiceLink desktop. The 15% Enrollment Code Editor displays. Edit Program Figure 55 15% Enrollments (Partial) 1. To edit a program, click a link in the Name column. The 15% Enrollment page displays. Page 49

60 2. Edit the information as necessary. 3. To save the changes, click Edit. Add New Program Figure 56 Edit 15% Enrollment 1. To add a new program, click the Add New button at the bottom of the 15% Enrollment Code Editor. The 15% Enrollment page displays. Page 50

61 Figure 57 Add New 15% Enrollment 2. Complete the fields by following the instructions in Table 5 Add 15% Enrollment. 3. To add the new program, click Add. Instructions for Completion: Table 5 Add 15% Enrollment Field Name Valid Entries Please enter the code number Enter the program code number. Please enter the code name Enter the program name. Eligible enrollment Select the specific program enrollment eligibility required for the participants. Active Select Yes to activate the program. Order Enter the order number for the program listing to order the display in the dropdown in ServiceLink. Add UI Wages 1. To add wages to a client record, click Add UI Wages on the ServiceLink desktop. The Search for Client & UI Wages page displays. Page 51

62 Figure 58 Search for Client 2. Enter the client s SSN or Participant ID. The UI Wages page displays. Figure 59 Add UI Wages 3. Select the program to which wages need to be added from the drop-down list. Click Continue. The Prior Registration page displays. Figure 60 Select Quarter to Add Wages (Wages Blurred) Page 52

63 4. To add wages in quarters prior to participation, complete the fields following the instructions in Table 6 Add UI Wages. To add wages to quarters after program exit, click the After Exit link in Related Links and complete the fields by following the instructions in Table 6 Add UI Wages. 5. To save the wages, click Add. Instructions for Completion: Figure 61 Add UI Wage Information Table 6 Add UI Wages Field Name Valid Entries Employed in Quarter Select the quarter in which wages were earned. FEIN Enter the company s Federal Employer Identification Number (FEIN). Company City Enter the company city. Company State Select the state from the drop-down list. Total Earnings for Quarter Enter the total earnings for quarter selected. Source of Administrative Records Indicate the source of the wage information from the drop-down list. Approving Staff Accounts 1. To approve or deny a staff account, click Approving Staff Accounts on the ServiceLink desktop. The Staff Accounts page displays. Page 53

64 Figure 62 Staff Accounts Pending Approval 2. Click a link in the User ID column on the Staff Accounts page. Page 54

65 Figure 63 Approve/Deny Staff Account 3. Review the staff account information. To change the Management User Type and Program User Type (if necessary), make new selections from the drop-down lists. 4. Enter the Employer Identification Number (EIN if applicable). 5. Enter any related comments if desired. Page 55

66 6. If you would like the new user to have the same security privileges as another staff person, select that person in the Inherit Permissions dropdown. The staff listed in the dropdown are in the same office with the same account type as the new user (Case Manager or Interviewer, Supervisor, Director, View Only, New Role). 7. To approve the account, click Approve. The Set privileges for <User> page displays allowing you to set the program and page level security for the account, or review and update the account s inherited permissions. To deny the account, click Disable. Figure 64 Set Privileges for Staff Account (Partial) Page 56

67 Figure 65 Set Page Level Security for Staff Account Page 57

68 8. Set the program level security for the account, dependent upon the duties and responsibilities of the staff person, to Write, Read, or Block. a. Write allows the staff person to create, edit, update, and delete data for the program listed. b. Read allows the staff person to only read data for the program listed. c. Block will not allow the staff person access to the data for the program listed. 9. Set the Page Level security for the staff person by checking the boxes next to the sections to which the staff person needs access. To uncheck all of the boxes, click Uncheck All. 10. Click Submit. The program access privileges that have been selected for the staff person display. An to the user is generated whenever privileges are updated. Figure 66 Staff Privileges Confirmation Page 11. To return to the list of staff accounts to be approved, click Return to List. To return to the Set privileges for <User> page, click Return to Security Main Page. Page 58

69 Area Level Editor Administrators can define self-sufficiency for each Workforce Investment Area based on a percentage of Lower Living Standard Income Level (LLSIL). To manage LLSIL percentages, click Area Level Editor on the ServiceLink desktop. For each Workforce Investment Area, select the percent of LLSIL that determines self-sufficiency. To save your selections, click Save. To return to the ServiceLink desktop without saving, click Return. Auto Add Services Figure 67 Area Level Editor Administrators can trigger the automatic adding of services after login or completion of a registration or similar activity. To manage the automatic adding of services, click Auto Add Services on the ServiceLink desktop. The Application Locations page displays. NOTE: Not all locations listed are currently enabled. Job Development and Login are not currently enabled. Page 59

70 Edit/Deactivate Location Figure 68 Locations for Services Auto-Add 1. To edit or inactivate a location, on the Application Locations page, click the Edit link to the right of the location. The Edit Location page displays. Figure 69 Edit Location for Auto-Add Services 2. Do not edit the Location. You can inactivate the auto-add function by selecting No in the Active box. 3. To save the changes, click Edit. Page 60

71 Select Enrollments and Services 1. On the Application Locations page, click appropriate Select link to select services to be automatically added, by enrollment. The Program Enrollments page displays. Figure 70 Program Enrollments for Auto-Add Services (Partial) 2. Select the program that will allow the automatic addition of services and click the Edit link. A page displays with a list of program-specific services you can auto add. Page 61

72 Figure 71 Services by Enrollment for Auto-Add Services (Partial) 3. To select a service(s) to be auto added, select either In Progress or Completed from the status drop-down list. 4. To save your selections, click Save. Deactivate Service 1. To discontinue the auto add of a specific service, on the Application Locations page, click the Select link to the right of the desired location. The Program Enrollments page displays. 2. Click the Edit link next to the program enrollment affected. The list of services associated with that program displays. 3. Find the service you wish to deactivate and select Do Not Auto Add from the dropdown list. 4. To save your changes, click Save. Contact Types Staff must select the Type of Contact when entering notes. To manage the methods that appear to staff in the Type of Contact dropdown, click Contact Type on the ServiceLink desktop. The Contact Type page displays. Page 62

73 Edit Contact Type Figure 72 Contact Type 1. To edit a contact type, on the Contact Type page, select the note type for which you would like to edit the contact types, or select All if you wish to edit the contact types for all note types. Click Continue. The list of contact types displays. Page 63

74 Figure 73 Contact Type List 2. Only active contact types display by default. To view both active and inactive contact types, click Show All. To edit a contact type, click the description. The Contact Reasons page displays. The fields are pre-filled with the current values. Figure 74 Contact Reasons 3. Make the desired edits to the contact type. To edit the contact type description that displays in the dropdown, edit the text in the Description field. To change the order in which the contact type displays in the dropdown, enter a different number in the Order field. NOTE: This does not automatically reorder the other contact types. To change on which notes screens the contact type displays, click the check box next to the desired note type(s). To change the status, select Yes or No in the Active box. Inactive contact types do not display in the dropdown on notes pages, but remain on the contact type list and can be reactivated at any time. 4. To save the changes, click Save. Add Contact Type 1. To add a contact type, on the Contact Type page, select the note type for which you would like to add the contact type, or select All if you wish to add the contact types for all note types. Click Continue. The list of contact types displays. 2. Only active contact types display by default. To ensure you do not create a duplicate contact type, click Show All to view both active and inactive contact types. Page 64

75 Figure 75 Contact Type List Show All 3. If the contact type you would like to add does not display, click Add New Reason. The Contact Reasons page displays. 4. In the Description field, enter the contact type description you want to display in the dropdown. 5. In the Order field, enter the order in which you want the contact type to display in the dropdown. NOTE: This does not automatically reorder the other contact types. 6. In the Note Type box, select which note type(s) you want the contact type to display on, or select All if you want the contact type to display on all note types. 7. In the Active box, to make the contact type active (display in the dropdown), leave Yes selected. To make the contact inactive, select No. Inactive contact types do not display in the dropdown on notes pages, but remain on the contact type list and can be reactivated at any time. 8. To save the contact type, click Save. To return to the contact type list without saving, click Return. Page 65

76 County Type Editor Figure 76 Add Contact Type Administrators can update all of the counties within their state to select the appropriate Lower Living Standard Income Level (LLSIL) county type. Once set, a job seeker s county of residence will be compared to the LLSIL county type to determine 70% and 100% LLSIL levels. To update county types, click County Type Editor on the ServiceLink desktop. Select the desired county type next to each county you want to update. To save your changes, click Save. To return to the ServiceLink desktop without saving, click Return. Page 66

77 Delete Client Figure 77 Edit County Type (Partial) Administrators can delete a job seeker account from AJL. This function should be used with considerable caution. Once the information is deleted, it can only be replaced by manual reentry. Clients with enrollments cannot be deleted. Enrollments with services or an employment plan cannot be deleted. Services with budgets cannot be deleted. Services and employment plans cannot be deleted from exited enrollments. Exited enrollments cannot be deleted. Self-services cannot be deleted. The Delete Client function can be used, for example, when a job seeker has a record with previous participation periods, subsequently seeks additional service, and a new record is entered with the incorrect SSN. 1. To delete a client, click Delete Client on the ServiceLink desktop. The Delete Client page displays. 2. Enter the User ID and click Delete. Page 67

78 Figure 78 Delete Client 3. The user will be identified and you will be asked to confirm the deletion by clicking Confirm. Figure 79 Delete Client Review 4. A message will display indicating that the deletion was successful. Figure 80 Delete Client Confirmation 5. If the user has program registrations on file, an error message displays indicating those registrations need to be merged into another account before this account can be deleted. Click Cancel. Delete Enrollment 1. Administrators can delete client enrollments providing no services or training activity is ongoing. To delete an enrollment, click Delete Enrollment on the ServiceLink desktop. The Delete Enrollment page displays. Page 68

79 Figure 81 Delete Enrollment 2. Enter the client s Participation ID, Program ID, and Enrollment ID. Figure 82 Delete Enrollment Review 3. The client name, SSN, Enrollment Name and Start Date will display. Click I Really Mean It. Figure 83 Delete Enrollment Confirmation 4. A message will display indicating the deletion was successful. Click Finished. Document Uploader Editor The Document Uploader Editor allows administrators to manage ServiceLink s document upload function. Administrators can control the following: Page 69

80 1. Data elements; 2. Document types; 3. Enrollments supported by the documentation; and 4. What the document supports; i.e. data element validation, enrollment eligibility, employment planning, or follow up. Data Elements and Documentation Types from the federal guidance for data element validation were loaded into AJL upon release of this function. States can add and edit both. To manage the document uploader, click Document Uploader Editor on the ServiceLink desktop. The Document Uploader Editor menu displays. Data Elements Editor Figure 84 Document Uploader Editor Desktop To edit or add Data Elements, on the Document Uploader Editor menu, click Data Elements Editor. The Data Elements page displays with several options. From this page, the status of the Data Element can be modified, and the Document Types associated with the Data Element can be modified. Edit Data Element Figure 85 Data Elements Editor 1. To change the status of a data element, click the appropriate link in the Data Element column. The Edit Data Element page displays. Page 70

81 Figure 86 Edit Data Element 2. To change the status, select Yes or No in the Active box. To change the sort order, select a number from the Sort Order dropdown. To modify the name of the data element, type the name changes into the Data Element field. 3. To save the changes and return to the Data Elements page, click Save Element. To return to the Data Elements page without saving the changes, click Cancel. Add Data Element To add a data element, click Add New at the bottom of the Data Elements page. The Add Data Element page displays. To set the status, click Yes or No in the Active box. To set the sort order, select a number from the Sort Order dropdown. Type the name in the Data Element field. To save and return to the Data Elements page, click Add Element. The data element will now display on the Data Elements page. To add Documentation Types to the new data element, see Documentation Items Editor. To return to the Data Elements page without saving, click Cancel. Page 71

82 Edit Document Types Figure 87 Add Data Element 1. To make changes to the Document Types associated with a data element, on the Data Elements page, click the appropriate Select link in the Doc Items column. The Select Documentation Items page displays with currently-selected types checked. Figure 88 Edit Document Types Page 72

83 2. To make changes, check or uncheck the appropriate checkboxes. 3. To save changes and return to the Data Elements page, click Save Selections. To return to the Data Elements page without saving changes, click Cancel. Documentation Items Editor To edit or add documentation items (types), data elements, and enrollments, on the Document Uploader Editor menu, click Documentation Items Editor. The Search Documentation Types page displays. If you know the name of the documentation item you want to modify, type the name in the Documentation Type field and click Search. Figure 89 Search Document Types The Search Results page displays. (If you don t know the name, click View All to view the entire list. The page layout and function for Search Results and View All are the same.) If the documentation item you are looking for is not in the search results, click New Search to search again. Modify What Supported Figure 90 Document Types Search Results 1. To modify what a documentation item supports, on the Search Results page, click the appropriate link in the Documentation Item column. The Edit Documentation Type page displays. Page 73

84 Figure 91 Edit Document Type Page 74

85 2. To change the status, select Yes or No in the Active box. To change the sort order, select a number from the Sort Order dropdown. To modify the name of the documentation item, type the name changes into the Documentation Type field. To change whether the documentation item supports the following, select Yes or No in the following boxes: Eligibility Documentation Item Data Element Validation Item Employment Planning Documentation Item Supporting Documentation Item Follow-Up Documentation Item 3. To save the changes and return to the Search Results page, click Save Type. To return to the Data Elements page without the saving the changes, click Cancel. Modify Data Elements 1. To modify the data elements associated with a documentation item, on the Search Results page, click the appropriate Select link in the Data Elements column. The Select Data Elements page displays with currently-selected data elements checked. Figure 92 Modify Data Elements 2. To make changes, check or uncheck the appropriate checkboxes. 3. To save the changes and return to the Search Results page, click Save Selections. To return to the Search Results page without the saving changes, click Cancel. Page 75

86 Modify Enrollments 1. To modify the enrollments associated with a documentation item, on the Search Results page, click the appropriate link in the Enrollments column. The Select Enrollments page displays with currently-selected enrollments checked. Figure 93 Select Enrollments 2. To make changes, check or uncheck the appropriate checkboxes. 3. To save the changes and return to the Search Results page, click Save Selections. To return to the Search Results page without the saving changes, click Cancel. Page 76

87 Add New Documentation Item (Type) Figure 94 Select Data Elements 1. To add a new documentation item, click Add New at the bottom of the Search Results page. The Add Document Type page displays. Page 77

88 Figure 95 Add Document Type 2. Set the status by selecting Yes or No in the Active box. 3. Set the sort order by selecting a number from the Sort Order dropdown. 4. Enter the name of the documentation item in the Documentation Type field. Page 78

89 5. To indicate whether the documentation item supports the following, select Yes or No in the following box(es): Eligibility Documentation Item Data Element Validation Item Employment Planning Documentation Item Supporting Documentation Item Follow-Up Documentation Item 6. To save the new documentation item and return to the Search Results page, click Save Type. To return to the Data Elements page without saving the changes, click Cancel. Enrollment Checks Editor Administrators can edit enrollment checks that have been specifically set to be editable through Sitetools. Any enrollment check can be set for Admin management. By default, no enrollment checks are available for Admin management. The following checks are used to illustrate the functionality: 1. ExitPagesCheckLERes: An exit page edit check allowing the admin user to control whether enrollment dates can be edited (deleted). A value of 1 sets the date as uneditable. 2. Service Status Codes: A check allowing the admin user to control the display of options in the Service Status drop-down. 0 = Don t display either one; 1 = Exited, Funding Source Change; 2 = Exited, Program Year Ended; 3 = Display both. To manage enrollment checks, click Enrollment Checks Editor on the ServiceLink desktop. The Enrollment Checks Editor displays listing a description of each enrollment check, along with the number of enrollments that have been selected for that enrollment check. Figure 96 Enrollment Check Editor Page 79

90 Edit Enrollment Checks 1. On the Enrollment Check Editor page, click the number link next to the appropriate edit check. The Enrollment Check Editor displays. 2. Set the enrollment checks as desired using the drop-downs. 3. To save the changes, click Save. To return to the Enrollment Check Editor page without saving, click Cancel. Enrollment List Figure 97 Enrollment Check Editor Exit Pages (Partial) Administrators can view and edit the Enrollment Name list. To manage the list of enrollment names, click Enrollment List on the ServiceLink desktop. The Enrollment Name Editor menu displays. Page 80

91 View/Edit Enrollment Name Figure 98 Enrollment Names (Partial) 1. On the Enrollment Name Editor page, click the desired link in the System Name column. Page 81

92 Figure 99 Edit Enrollment Names 2. To edit the enrollment name, type your changes in the Viewable Name field. To change whether the enrollment is part of fiscal tracking, select Yes or No in the Part of Fiscal Tracking box. 3. To save the changes and return to the Enrollment Name Editor page, click Save Changes. To return to the Enrollment Name Editor page without saving the changes, click Cancel. Expenditure Categories Administrators can set, delete, disable, enable, and map expenditure categories to services. These categories represent budget spreadsheet rows and valid expense types. They must be tied to individual services before appearing in client budgets. To manage expenditure categories, click Expenditure Categories on the ServiceLink desktop. The Expenditure Category Add/Edit page displays. View/Edit Expenditure Categories Figure 100 Expenditure Categories 1. To view/edit an expenditure category, select a category from the drop-down list. Each category is identified as Enabled or Disabled. Page 82

93 2. Click Edit. A page displays allowing you to edit the expenditure category information. Figure 101 Edit Expenditure Category 3. Make the necessary changes, and click Save and Continue. A message displays indicating the update was successful. Figure 102 Expenditure Category Update Confirmation 4. To update the services mapped to the expenditure category, click Modify Service Mappings. A list of valid services displays with currently-selected services checked. To return to the Services Admin page without modifying service mappings, click Back to Menu. Page 83

94 Figure 103 Edit Expenditure Category Service Mappings (Partial) 5. Update by selecting or de-selecting the desired services. Click Save Mappings to save the changes. Delete Expenditure Category 1. To delete an expenditure category, on the Expenditure Category Add/Edit page, click Delete. A confirmation page displays. Figure 104 Delete Expenditure Category Confirmation 2. To confirm the deletion, click Confirm. If the expenditure category is in use or has been used in a historical budget you cannot delete it. The following message displays: Page 84

95 Figure 105 Disable Expenditure Category 3. To stop the category from being used in future budgets, click Disable Category. Disable/Enable Expenditure Category 1. To disable or enable an expenditure category for future budgets, on the Expenditure Category Add/Edit page, click Disable/Enable. The Disable Confirmation page displays. Figure 106 Disable Expenditure Category Confirmation 2. To confirm the disabling or enabling category, click Confirm. Add New Expenditure Category 1. To add a new expenditure category, on the Expenditure Category Add/Edit page, click Add New. A page displays allowing you to enter the expenditure category information. 2. Enter a category name. Figure 107 Add Expenditure Category 3. Indicate the valid uses by making selections in the Valid Uses box. 4. To save the new expenditure category, click Save and Continue. A list of valid services (the Service Mapping page) displays. Page 85

96 Figure 108 Map Services for New Expenditure Category 5. Select the services that this expenditure category should be mapped to. 6. Click Save Mappings. Fiscal Options Administrators can set the Fiscal Options lowest level for payment, budget, voucher, and vendor deletions. To manage fiscal options, click Fiscal Options on the ServiceLink desktop. The State-Wide Fiscal Options page displays. Figure 109 Fiscal Options Select the lowest level of staff position that will have the authority to delete payments, budgets, vouchers, and vendors and click Save. Page 86

97 Fiscal Warning Level Settings Administrators can set warning and block levels for fiscal obligation, and expenditure levels for allocation of funds. To edit fiscal warning and block levels, click Fiscal Warning Level Settings on the ServiceLink desktop. The Fiscal Allocation Warning/Block Level Editor displays. Select the percentage of the total obligated for funding stream compared to the actual program allocation total for office that will either block additional obligations or display a warning that total obligations are close to exceeding available funding. To save your changes, click Save. To return to the ServiceLink desktop without saving your changes, click Return. Funding Allocation Type Settings Figure 110 Edit Fiscal Allocation Warning/Block Level Administrators can manage fiscal dropdown menus and funding types for the allocation process. These functions are for states using FiscalLink. To edit funding allocation types, click Funding Allocation Type Settings on the ServiceLink desktop. The Funding Allocation Type Editor displays. Page 87

98 Edit Funding Allocation Type Figure 111 Funding Allocation Type Editor 1. To edit a funding allocation type, on the Funding Allocation Type Editor, click the name. Figure 112 Edit Funding Allocation Type Page 88

99 2. Make the necessary edits. To save your changes, click Update. To clear your changes without saving, click Clear. Inactivate Funding Allocation Type 1. To inactivate a funding allocation type, on the Funding Allocation Type Editor, click Inactivate to the right of the allocation type. A warning page displays. Figure 113 Inactivate Allocation Type Warning 2. If you are sure you want to inactive the funding allocation type, click Inactivate. To return to the Funding Allocation Type Editor without inactivating the funding allocation type, click Back. Add Funding Allocation Type 1. To add a funding allocation type, on the Funding Allocation Type Editor, click the Add New Allocation button. Figure 114 Add New Funding Allocation Type 2. Enter the name of the allocation type. Page 89

100 3. To make the allocation type active, leave Yes selected in the Active box. To make the allocation type inactive, select No. Inactive allocation types will not display in the allocation types dropdown in FiscalLink s Funding Allocation Manager. 4. To prohibit multiple allocations per PY/FY for funding streams with this type, leave No selected in the Allow multiple allocations per PY/FY box. To allow multiple allocations per PY/FY, select Yes. 5. To save the new allocation type, click Insert. To clear the data without saving, click Clear. HPOG SOC Management Administrators can view the occupations that grantees have identified as targeted areas of occupational/vocational training for Health Profession Opportunity Grants. They can also add SOC codes as new ones become available and make changes to existing SOC codes. To manage HPOG SOC codes, click HPOG SOC Management on the ServiceLink desktop. Edit HPOG Occupation Figure 115 HPOG SOC Management (Partial) 1. To edit an occupation, on the HPOG SOC Management page, click the title. Page 90

101 Figure 116 HPOG SOC Edit Occupation 2. To change the SOC code, type the new code in the SOC Code box, or search for and select the SOC code by clicking ONET Lookup. 3. To change the status, select Yes or No in the Active box. Inactive occupations do not display on Demographics HPOG intake and HPOG Second Quarter Outcomes, but do display in the HPOG SOC Management list and can activated at any time. 4. To change the sort order, select the desired number in the Sort Order dropdown. NOTE: This does not automatically reorder the other occupations. If sort order for all is set to 1, the list will sort alpha numerically. The sort order value is used to override alphanumeric. 5. To save your changes, click Edit. To return to the HPOG SOC Management page without saving your changes, click Cancel. Add HPOG Occupation 1. To add an HPOG occupation, at the bottom of the HPOG SOC Management page, click the Add New button. Page 91

102 Figure 117 Add HPOG Occupation 2. Enter the SOC Code or search for and select it by clicking ONET Lookup. 3. To set the status as Active, select Yes. Active occupations display on the Demographics HPOG intake and HPOG Second Quarter Outcomes pages. To set the status as Inactive, select No. Inactive occupations do not display on Demographics HPOG intake and HPOG Second Quarter Outcomes, but do display in the HPOG SOC Management list and can activated at any time. 4. To set the sort order, select the desired number in the Sort Order dropdown. NOTE: This does not automatically reorder the other occupations. If sort order for all is set to 1, the list will sort alpha numerically. The sort order value is used to override alphanumeric. Layoff Entry Administrators can conduct a search for layoff information for WARN and Non-WARN layoffs; add layoff information; and edit and delete layoff information. To manage layoff information, click Layoff Entry on the ServiceLink desktop. The Layoff Search page displays. Page 92

103 Figure 118 Layoff Search Layoff Search 1. To conduct a layoff search, enter one or more search parameters and click Search. See Error! Reference source not found. for instructions. The layoff search results isplay. Figure 119 Layoff Search Results 2. To view or edit the layoff information, click the Company Name link in the Employer column. Instructions for Completion: Field Name Company Name City Zip/Postal Code Table 7 Search Layoff Listings Valid Entries Enter the company name. Enter the city where the layoff occurred. Enter the ZIP or postal code where the layoff occurred. Page 93

104 Field Name LWIB Area Start Date End Date Type of Layoff Table 7 Search Layoff Listings Valid Entries Identify the Local Workforce Investment Area where the layoff occurred. Indicate the date the layoff began, if known. Indicate the date the layoff ended, if known. Indicate WARN or Non-WARN. Edit Layoff Notice 1. To edit a layoff notice click the company name link on the layoff search results page. The Layoff Notice Edit page displays. Page 94

105 Figure 120 Edit Layoff (Partial) Page 95

106 2. Change the information that you wish to edit, and click Save. A message displays indicating that the entry has been updated. Add Layoff Information 1. To add information on a proposed layoff, click the Add Related Link at top of the Layoff Search page. The Add page displays. 2. Complete the fields. See Table 8 Add Layoff (WARN or Non-WARN) for instructions. 3. To save the information, click Submit. Page 96

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109 Instruction for Completion: Field Name Year Month Company Name Business Type Address Address Line 2 City State ZIP/Postal Code Country International State/Province/County Actual Address Actual Address Line 2 Actual City Actual State Actual ZIP/Postal Code Actual Country Figure 121 Add Layoff Table 8 Add Layoff (WARN or Non-WARN) Valid Entries Enter the year the layoff will occur. Select the month from the drop-down list. Enter the company name. Enter the company type. Enter the company street address. Enter the second line of the company address if needed, such as a suite number. Enter the city of company location. Select the state in which the company is located from the drop-down list. If the company is located in a country other than the United States, leave International selected. Enter the company ZIP or postal code. If the company is located in a country other than the United States, select that country. If applicable, type the international state, province, or county in which the company is located. If the layoff site is different than the home office, complete the actual address fields. Enter actual street address if different than above. Enter the second line of the address if different than above. Enter actual city if different than above. Select the actual state from the drop-down list if different than above. Enter actual ZIP or postal code if different than above. Select the actual country if different from above. Page 99

110 Field Name Actual International State/Province/County County Phone Number Contact Person Contact Title WIB Code WARN Notice Rapid Response Event Number KDOC Notice Notice by news article Other Notice Other Notice Type of Layoff Permanent Layoff Number of employees currently Table 8 Add Layoff (WARN or Non-WARN) Valid Entries Type the actual international state, province, or county if different from above. Select the actual county in which the company is located if different from above. Enter company phone number. Enter layoff contact person name. Enter layoff contact person title. Select Workforce Investment Area that company is located in from drop-down list. Select Yes or No. Enter the Rapid Response event number. Select Yes or No. Select Yes or No. Select Yes or No. If Other Notice indicate what type of notice. Select type of layoff from drop-down list. Select Yes, No or Unknown. Enter number of employees currently employed by company. Number of employees laid off Enter number of employees to be laid off. Type of jobs affected Indicate the type of jobs that will be affected by layoff. Is business closure due to Select Yes, No or Unknown. influx of foreign goods? Is the work being moved to Select Yes, No or Unknown. Canada or Mexico? Date of Notice Enter date notice was given to employees (mm/dd/yyyy). Initial Impact Date Enter date layoff will occur (mm/dd/yyyy). Other Impact Dates Enter any additional layoff dates (mm/dd/yyyy). Date of Response to Enter date responded to notification (mm/dd/yyyy). Notification Expeditious Assistance Date Enter date expeditious assistance will be given (mm/dd/yyyy). Employee Meeting Date Enter date of scheduled meeting with employees (mm/dd/yyyy). Other Intervention Dates Enter other dates when assistance can be given (mm/dd/yyyy). Union Affiliation List unions impacted by layoff if any. Date of Contact with Union Enter date of contact(s) with union (mm/dd/yyyy). Union Contact Person Enter name of union contact person(s). Union contact street address Enter union street address(s). Union contact city Enter union contact city. Union contact state Select union contact state from drop-down list. Union contact phone Enter ten digit union contact phone number. Other Notes Enter any additional notes about layoff. Page 100

111 Field Name Report filed by Report filed date Table 8 Add Layoff (WARN or Non-WARN) Valid Entries Enter name of person completing report. Enter date report is filed. Delete Layoff Notice To delete a notice, click Delete on the Layoff Notice Edit page. A message will display indicating the entry has been deleted. Program List Administrators can view and edit details on programs. To manage programs, click Program List on the ServiceLink desktop. The Program Name Editor page displays. View/Edit Program Name Figure 122 Program Name Editor 1. To view/edit a program name, click the desired link in the System Name column. The Edit Program Names page displays. Page 101

112 Figure 123 Edit Program Name 2. Edit the Viewable Name, Program Abbreviation, and/or the timeframe for expiration of program eligibility, and click Save Changes. Pseudo SSN Administrators can view a report showing the total staff-assisted registrations using a pseudo SSN by program and enrollment. To view the pseudo SSN report, click Pseudo SSN on the ServiceLink desktop. Select whether you want to view the report in Excel or HTML. The report displays in the format selected. Page 102

113 Figure 124 Pseudo SSN Report Use the drill-down links to drill down to a report showing the participants participant ID, name, registration date, enrollment type, enrollment date, staff name, and staff station desk. Reason for a Visit by Staff Administrators can add, edit, and disable the values displayed in the Reason for a Visit by Staff drop-down that appears on the Employer Contact Details page. To manage reasons for a visit by staff, click Reason For A Visit By Staff on the ServiceLink desktop. The Staff Visit Reasons page displays. The page is set to display Active reasons only. To display both Active and Inactive reasons, click Show All. Reviewing both active and inactive reasons before adding a new reason will help avoid creating duplicates. Page 103

114 Edit Reason for Staff Visit Figure 125 Staff Visit Reasons (Partial) 1. On the Staff Visit Reasons page, click the appropriate description link. The Reason For A Visit By Staff page displays. 2. To modify the reason description, type the changes into the Description text box. 3. To modify the WISPR Category, type the new category in the WISPR Category text box. 4. To modify the WISPR Category Description, type the changes into the WISPR Category Description text box. 5. To change the status, select Yes or No in the Active box. Inactive reasons do not display to staff in the drop-down, but do display on the Staff Visit Reasons page (if Show All is selected), where they can be activated at any time. 6. To save the changes and return to the Staff Visit Reasons page, click Save. To return to the Staff Visit Reasons page without saving the changes, click Return. Page 104

115 Add Reason for Staff Visit Figure 126 Edit Reason For A Visit By Staff 1. On the Staff Visit Reasons page, click Add New Reason. The Reason For A Visit By Staff page displays. 2. Enter a description of the reason for a visit by staff as you would like it to display in the drop-down. 3. Enter the WISPR ETA 9131 Customer Service category. 4. Enter the WISPR ETA 9131 Customer Service category description. 5. To actively display the reason in the drop-down, select Yes for Active. Inactive reasons do not display to staff in the drop-down, but do display on the Staff Visit Reasons page (if Show All is selected), where they can be activated at any time. 6. To save the changes and return to the Staff Visit Reasons page, click Save. To return to the Staff Visit Reasons page without saving the changes, click Return. Page 105

116 Referral Queue Figure 127 Reason For A Visit By Staff Administrators can view and update status of client self referrals by office, or for all offices. To manage the referral queue, click Referral Queue on the ServiceLink desktop. The Referral Search page displays. Referral Search Figure 128 Self-Referral Search 1. To conduct a referral search, enter one or more search parameters. You must enter a referral date and holding office. Additionally you can search by job title, client s SSN, client s Participant ID, last and first name. You can access client referrals that have not been reviewed, client referrals that have been reviewed, or display all applicants. 2. Click Display. The layoff search results display. Page 106

117 Figure 129 Self-Referral Search Results (Partial) 3. You can move a client self-referral from reviewed status to non-reviewed status by clicking the Change link in the Review Status column. This action allows the client to be reconsidered for referral and a No will display in the Review Status column. Remove RES Exemptions Administrators can remove clients from exemption for participation in the Reemployment Services (RES) program. To remove RES exemptions, click Remove RES on the ServiceLink desktop. The Remove Exemption page displays. Page 107

118 Figure 130 Remove RES or REA Exemption Enter the client s Participation ID, Program ID, and Enrollment ID from the Enrollment Details page and click Remove. Figure 131 Remove REA or RES Exemption I Really Mean It Make certain the correct client information displays and click I Really Mean It. Reporting Options Administrators can view and edit reporting menu items. To manage reporting menu items, click Reporting Options on the ServiceLink desktop. The Reporting Menu Items page displays. Page 108

119 View/Edit Report Area Menu Figure 132 Reporting Menu Options 1. To view/edit a report area menu, click the desired link in the Area column. Page 109

120 Figure 133 Edit Reporting Menu Option 2. You can inactivate the menu item by selecting No in the Active box. You can edit the name of the report area and the report area description which identifies submenu items. You can change the order in which the report area will appear on the menu. 3. Click Save Changes. View/Edit Report Submenu Items 1. To view/edit report submenu items, on the Reporting Menu Items page, click List SubAreas. The Reporting SubMenu Items page displays. Page 110

121 Figure 134 Reporting Menu SubAreas 2. Click the desired link in the SubArea column. The Reporting SubMenu Item page displays. Page 111

122 Figure 135 Edit Reporting Menu SubArea 3. You can inactivate the menu item by selecting No in the Active box. You can edit the name of the report area and the Report SubArea name and description which identifies SubArea report items. 4. Click Save Changes. View/Edit Reports 1. To view/edit reports, on the Reporting Menu Items page, click List Reports. The Reports by Area page displays. Page 112

123 Figure 136 Reports by Area (Partial) 2. Click the desired link in the Report column. The Report Changes page displays. Page 113

124 Figure 137 Edit Reporting Menu 3. You can inactivate the menu item by selecting No in the Active box. You can edit the name of the report, report area, or subarea. 4. Click Save Changes. Security Administrators can view, edit, and add the Agencies, Regions, and Offices in the Security Hierarchy; search for staff accounts to view, edit, and disable; and manage one-stops. Page 114

125 Security Hierarchy Figure 138 Security Hierarchy 1. Program privileges are inheritable from Agency (Provider) to Region (OfficeGroup); from Region (OfficeGroup) to Office; and from Office to staff. a. If the program privilege is set to Not Defined at the higher level, the privilege can be granted at the next level. b. If the program privilege is set to Block at the higher level, the privilege cannot be granted at the next level. c. Program privileges are set to Write, Read, and Not Defined at the Agency and Region level, but are either allowed or blocked at the office level. Page 115

126 2. Each staff account in ServiceLink must be assigned to an office; staff accounts cannot be assigned to a Region or Agency. a. AJLA-TS recommends creating an administrative office for each region. Staff who do not provide direct customer services can be assigned to the administrative office. b. AJLA-TS recommends creating a State Admin Agency, Region, and Office. Staff who work with multiple agencies as AJL system administrators for business operations (not IT) can be assigned to the State Admin office. c. AJLA-TS recommends that State Director accounts be created only for staff assigned to the State Admin office. 3. Agency is a generic terms that applies to any entity (public agency; private nonprofit; private for-profit; ETC) responsible for providing services for at least one workforce development program. 4. Agencies in AJL may have only one Region and only one Office, or they may have multiple Regions, each with multiple offices. Add Agency 1. To add an Agency, click Add Agency. The Add New Agency page displays. 2. Type the name of the new agency in the Agency Name textbox. 3. The Disable Agency? field defaults to No. Do not change. 4. To save the information and add a new agency, click Save. Add Region 1. To add a Region, click Add Region. The Add New Region page displays. 2. Type the name of the new region in the Region Name textbox. 3. Type the appropriate code in the Region Code textbox. (For Local Workforce Investment Areas, use the code assigned by USDOL ETA.) 4. Select the appropriate Agency from the Agency dropdown. All active Agencies display in the dropdown. 5. The Disable Region? field defaults to No. Do not change. 6. To save the information and add a new region, click Save. Add Office 1. To add an Office, click Add Office. The Add New Office page displays. 2. Complete the fields according to the instructions in Table 9 Add Office. 3. To save the information and add a new office, click Save. Page 116

127 Figure 139 Add Office Page 117

128 Instructions for Completion: Field Name Office Name Address Address Line 2 City State ZIP/Postal Code Country County Office Phone Alternate Phone Office Fax TTY Website Contact Contact Title Region One Stop WorkKeys Office Office Listing Flag Disable Office Table 9 Add Office Valid Entries Enter the name of the office. Enter the physical address of the office. Enter additional physical address information if needed, such as a suite number. Enter the name of the city in which the office is located. Select the state in which the office is located. Enter the ZIP or postal code of the office. If the office is located in a country other than the United States, select that country. Select the County in which the office is located Enter the telephone number of the office. Enter an alternate telephone number for the office, if available. Enter the Fax number of the office. Enter the TTY number of the office, if available. Enter the website address for the office, if available. Enter the name of the contact person for the office. Enter the title of the contact person. Enter an address. Select the Region to which the office belongs. All active Regions for all Agencies display in the drop-down. Select the One Stop to which the office belongs, as appropriate. Select Yes or No. If Yes, the office will appear in the Workforce Center drop-down when entering WorkKeys scores on a job seeker s record. Select Yes or No. If Yes, the office information will display on the Contact Us page. Select Yes or No. Disable Agency, Edit Agency, or Add/Edit Agency Privileges 1. Select an agency on the Security Hierarchy. Click Edit Selection. The Agency page displays. 2. To edit the Agency name, type a different name in the Agency Name text box. 3. The Disable Agency fields defaults to No. To disable the Agency, change to Yes, and click Save Changes. 4. To set or modify privileges for the Agency, click Modify Privileges. The Set Privileges page displays. The Set Privileges page has two sections: Inherit Rights and Create Rights. a. Inherit Rights If the agency is authorized to provide services for a program, set the Inherit Rights to Write. If not, set to Read. If you do not want to define the Inherit Rights, set to Not Defined. Page 118

129 Setting the rights to Read does not mean that the Agency/Region/Office/Staff will always automatically have rights to read client information for that program. The Read still depends on the overall Security Hierarchy set up and the individual client release of information. b. Create Rights If the agency is authorized to provide services for a program, set the Create Rights to Create. If you do not want to define the Create Rights, set to Not Defined. Figure 140 Edit or Disable Agency Page 119

130 Figure 141 Privileges - Inherit Rights (Partial) Page 120

131 Figure 142 Privileges - Create Rights Disable Region, Edit region, or Add/Edit Region Privileges 1. Select a region on the Security Hierarchy. Click Edit Selection. The Region page displays. 2. To edit the Region name, type a different name in the Region Name text box. 3. To edit the Region Code, type the information in the Region Code text box. 4. The Disable Region field defaults to No. To disable the Region, change to Yes, and click Save Changes. 5. To set or modify privileges for the Region, click Modify Privileges. The Set Privileges page displays. The Set Privileges page has two sections: Inherit Rights and Create Rights. a. Inherit Rights If the region is authorized to provide services for a program, set the Inherit Rights to Write. If not, set to Read. If you do not want to define the Inherit Rights, set to Not Defined. Only those program set to Read or Not Defined at the Agency level will display. Setting the rights to Read does not mean that the Region/Office/Staff will always automatically have rights to read client information for that program. Page 121

132 The Read still depends on the overall Security Hierarchy set up and the individual client release of information. b. Create Rights If the region is authorized to provide services for a program, set the Create Rights to Create. If you do not want to define the Create Rights, set to Not Defined. Figure 143 Edit or Disable Region Disable Office, Edit Office, or Block Office Program Access 1. Select an Office on the Security Hierarchy. Click Edit Selection. The Office page displays. 2. Editing or Disabling the Office: complete the items listed below in 2.a. and 2.b. and click Save Changes. a. Office Information and Office Contact Individual To edit the fields in the Office Information and Office Contact Individual sections, type the correct information in the appropriate fields. See Table 9 Add Office for more information on the fields. b. Office Membership/Display i. Region: to change the Region to which the office belongs, select the appropriate Region from the dropdown. ii. One Stop: to add or change One Stop membership, select the appropriate One Stop from the dropdown. iii. Office Listing Flag: select the appropriate listing flag for the office. iv. Job Service Office?: use this field to indicate if job seeker selfregistrations are mapped to this office. The office must be present in the ZipToOffice table in the database. v. Disable Office? 3. Blocking Program Access Use this field to disable the office. Page 122

133 a. To modify the programs to which the office has access, click Block Program Access. The Set Privileges for [Office] page displays. Program privileges for offices are either inherited from the Region to which the office belongs, or blocked. The Set Privileges for [Office] page is used to set programs to blocked. To block program access to a program, check the checkbox. Click Submit at the bottom of the page. Page 123

134 Figure 144 Edit or Disable Office Page 124

135 View/Edit Staff Security Privileges 1. To view/edit staff security settings, click the Staff Related Link at the top of the Security Hierarchy table. The Staff search page displays. Figure 145 Security Staff Search 2. Enter the staff person s last and first name, address, or user ID and click Search. The Staff Search Results page displays. Staff account roles are indicated by an underscore and number. The search results display both active and inactive accounts. To search for accounts by status (New, Approved, ETC), go to Staff Accounts Management. Figure 146 Security Staff Search Results 3. Click the staff person s name. See Edit Staff Privileges for instructions on setting program and page level security privileges for staff. View, Edit, and Disable One-Stops and Privileges 1. To view, edit, or disable a One-Stop, click the One-Stop Related Link at the top of the Security Hierarchy table. The One-Stop Hierarchy table displays. 2. Select the desired One-Stop and click Edit Selection. The Edit One-Stop page displays. Page 125

136 Figure 147 One-Stop Security Hierarchy 3. You can edit the One-Stop name and disable the One-Stop from access by selecting Yes in the Disable One-Stop box. 4. Click Modify Privileges to set security privileges for the offices assigned to the One- Stop. The Set Privileges page displays. Figure 148 Set Privileges for One-Stop 5. Select the program for which you want to set privileges from the drop-down list and click Submit. A page displays listing the program-specific privileges by offices within the one-stop. Page 126

137 Figure 149 One-Stop Privileges by Office 6. Indicate whether you want the offices assigned to the One-Stop to have Write or Read access to program information. If you want the office not to have access select Block. Select Write if you want the staff person to be able to create and edit records for the specific program listed. Select Read if the staff person is to only view records for the specific program listed. 7. Click Submit. Page 127

138 Assign Workforce Office Figure 150 One-Stop 1. To assign a workforce office to a One-Stop, select the office in the Security Hierarchy table. Click the Add Office button at the bottom of the page. 2. The Add a New Office page displays. Scroll to the section labeled Office Membership/Display and select the appropriate One-Stop from the drop-down list. 3. Click Save Changes. Add New One-Stop 1. To add a new One-Stop entity, click Add One-Stop at the bottom of the One-Stop Hierarchy page. The Add a New One-Stop page displays. 2. Enter the name of the One-Stop. Figure 151 Add New One-Stop 3. Select No in the Disable One-Stop box. Page 128

139 4. Click Save. The new One-Stop designation will appear on the One-Stop Hierarchy table. Services Admin Services Admin provides tools for administrations to add and edit services, including mapping services to reporting categories and fiscal categories. Services are tied to specific enrollments. To manage services, click Services Admin on the ServiceLink desktop. The Services Admin desktop displays. Search/Edit Services Figure 152 Services Admin Desktop 1. To search for and edit a service, click Search/Edit Services on the Services Admin desktop. 2. Enter one or more search parameters and click Search. (See Table 10 Search Services for instructions.) The search results display. Page 129

140 Instructions for Completion: Figure 153 Services Admin Search Field Name Service Type Service Name Funding Source Enrollments Service Category Table 10 Search Services Valid Entries Select the type of service: Self Service, Program Service, or All Services. Enter the Service name, if known. Indicate funding source from the drop-down list for Self Services only. Indicate the Program of Enrollment from the drop-down list for Program Services only. Select the service category from the drop-down list that relates to the type of service. Page 130

141 Figure 154 Services Admin Search Results 3. Click the desired service name link in the Service column. The Edit Service page displays. Page 131

142 Figure 155 Edit Service #1 Page 132

143 4. Make the desired changes and click Continue. The Service Categories page displays. REMINDER: If you choose a funding source and enrollments, the service will become a self-service and a program service. Figure 156 Map Services to Reporting Categories by Enrollment (Partial) 5. Choose a category for each enrollment this service is tied to from the drop-down lists. Click Continue. The Service Inserted page displays. Page 133

144 Figure 157 Service Inserted 6. If appropriate, choose a valid expenditure category for the service and click Save Expenditures and Return to Menu. Add New Service 1. To add a new service to ServiceLink, click Add New Service on the Services Admin desktop. The Add Service page displays. Page 134

145 Figure 158 Add New Service Page 135

146 2. Complete the fields on the Add Services page. See Table 11 Add New Service for instructions. Instructions for Completion: Field Name Active Funding Source Group Activity ATAA Eligible Can Non-Citizen Not Eligible to Work in the US have this service? Does this service create multiple enrollments? Does this service set participation date? Does this service trigger a common participation date for open enrollments? Is this a training related service? Enrollments Service Table 11 Add New Service Valid Entries To actively display the service select Yes. Select from drop-down list if self-service. Select Yes if service can be scheduled for group activity. Select Yes if service to be provided to ATAA eligible clients. Select Allow Service if Non-Citizens not eligible to work in the US can receive this service. Select Yes or No. Select Yes or No. Select Yes or No. Select Yes or No. Select program enrollments to be tied to this service if program service. Enter the name of the service. 3. If a service with a similar name already exists, a possible duplicates message displays. Click Edit Existing Service to edit the service information, or, if you feel it is a new service, click Create New. Figure 159 Possible Duplicate Service Page 136

147 Funding Admin View/Edit Funding Source 1. To view/edit funding sources that are used by self-services, click Funding Admin on the Services Admin desktop. The Self Service Funding Sources page displays. Figure 160 Self-Service Funding Sources 2. To edit the funding sources listed, click the funding source name link in the Source column. Figure 161 Edit Self-Service Funding Source 3. Make the desired changes and click Save Changes. Page 137

148 Add New Funding Source 1. To add a new funding source, click Funding Admin on the Services Admin desktop. The Self Service Funding Sources page displays. 2. Click Add New. The Self-Service Funding Source page displays. Figure 162 Add New Self-Service Funding Source 3. Select Yes in the Active box, enter a name for the funding source, and click Add New. Set Service Sort Order 1. To set the order in which services will appear in the dropdowns on the services pages in ServiceLink, click Set Service Sort Order on the Services Admin desktop. The Enrollments page displays. Figure 163 Edit Service Sort Order by Enrollment 2. Select the enrollment and click Continue. Page 138

149 Figure 164 Set Service Sort Order for Each Service (Partial) 3. Indicate the order in which you want each service to appear using the drop-down list next to the service name. When you are finished, click Save Order. Staff Accounts Management Administrators can access and manage staff accounts. To manage staff accounts, click Staff Accounts Management on the ServiceLink desktop. The Staff Accounts Search page displays. Page 139

150 Search for/disable Staff Account Figure 165 Staff Accounts Management Staff Search 1. To locate a staff account, select the user type, status, and office location. You can search for multiple accounts by holding down the CTRL key or by select All Types. 2. Click Search. Staff accounts in the office location selected will display. Figure 166 Staff Accounts Management Staff Search Results 3. If you want to disable a staff account, click the Approved link. The Account Status Change page displays. Page 140

151 Figure 167 Disable Staff Account 4. To place the account in the disabled queue, enter the reason and click Disable. To return to the Staff Accounts Search without disabling the account, click Return. Edit Staff Privileges 1. To edit program and page level security privileges for the staff person, click the staff person s Station Desk Number link in the Station Desk column on the Staff Accounts page. The Set Privileges for <Staff Name> page displays with two sections: Program Level Security and Page Level Security, plus WorkKeys Proctor. Page 141

152 Figure 168 Set Staff Privileges Page - Program Level Privileges Section (Partial) Page 142

153 Figure 169 Set Staff Privileges Page - Page Level Privileges Section Page 143

154 2. Select Write, Read, or Block for program level privileges. a. Write allows the staff person to create, edit, update, and delete data for the program listed. b. Read allows the staff person to only read data for the program listed. c. Block will not allow the staff person access to the data for the program listed. 3. Check the appropriate boxes for access to sections under Page Level Security. To uncheck all the boxes, click Uncheck All. 4. Click Submit. Renew Staff Account 1. To renew a staff person s account that has been disabled, on the Staff Accounts Search page, select Disabled from the Status drop-down list, and select the staff person s office. 1. Click Search. The Staff Accounts page displays. 2. Click the staff person s name link. The Account Status Change page displays. TAA Funding Stream Editor Figure 170 Renew Staff Account Administrators can manage the display of TAA funding streams for the TAA vendor payment pages in FiscalLink. To manage TAA funding streams, click TAA Funding Stream Editor on the ServiceLink desktop. The Funding Stream Search page displays. Page 144

155 Figure 171 TAA Funding Stream Search View/Edit TAA Funding Stream 1. To view/edit a TAA funding stream, enter the FY grant year on the Funding Stream Search page. To include inactive funding streams, select the check box. 2. Click Search. The funding streams that match your search criteria display. Figure 172 TAA Funding Stream Search Results 3. Click Edit next to the funding stream you want to edit. Page 145

156 Figure 173 Edit Funding Stream 4. Edit the funding stream, funding stream code, and start and end dates as necessary. 5. To change the status, select Yes or No. Inactive funding streams do not display on the vendor payment pages in FiscalLink, but remain on the list of funding streams and can be reactivated at any time. 6. To save your changes, click Update. To clear your changes, click Clear. To return to the Funding Stream Search page without saving your changes, click New Search. Add Funding Stream 1. To add a funding stream, enter the FY grant year on the Funding Stream Search page. Select the check box to include inactive funding streams, select the check box. This will help prevent the creation of duplicate funding streams. 2. Click Search. The funding streams that match your search criteria display. If the funding stream you want to add is not included in the search results, click Add New. Page 146

157 3. Enter the funding stream name. 4. Enter the funding stream code. Figure 174 Add Funding Stream 5. Enter the start and end dates representing the period of fund availability. 6. To make the funding stream active, leave Yes selected in the Active box. To make the funding stream inactive, select No. Inactive contact types do not display on the vendor payment pages in FiscalLink, but remain on the funding streams list and can be activated at any time. 7. To add the funding stream, click Insert. To clear the data, click Clear. To return to the Funding Stream Search page without saving the data, click New Search. TAA Petition Management Administrators can add and manage TAA Petition information. To manage TAA petition information, click TAA Petition Management on the ServiceLink desktop. The TAA Petition Management page displays. Page 147

158 View/Edit Petition Information Figure 175 TAA Petition Management (Partial) 1. To view and edit existing petition information, click the desired employer name link in the Employer column. The Manage TAA Petition Numbers page displays. Page 148

159 Figure 176 View/Edit Petition 2. Edit the information needed and click Submit. If you want to add Social Security Numbers for employees eligible under the petition, click Submit and Add Employees. The Add Employees page displays. Page 149

160 Figure 177 Add Employees to Petition 3. Enter the appropriate SSNs and click Submit. If you need to add more than 20 SSNs, click Submit and Add Additional Employees. Add New Petition 1. To add a new petition, click Add Petition on the TAA Petition Management page. The Manage TAA Petition Numbers page displays. Page 150

161 Figure 178 Add New TAA Petition 2. Complete the required fields and click Submit. If the state has chosen to tie individual social security numbers to a petition, when an item is selected in the dropdown, the application will check the list of SSNs tied to the petition for a match to the job seeker SSN. If there is a match, eligibility is granted. If there is not a match, the job seeker is not eligible. If you want to tie individual SSNs to the petition, click Submit and Add Employees to enter the appropriate SSNs. Petition Search 2. To search for an existing petition, click Search for Existing Petition on the TAA Petition Management page. The TAA Petition Search displays. Page 151

162 Figure 179 TAA Petition Search 3. To retrieve the Petition information, enter the employer name or petition number and click Search for Existing Petition. UI Wage Editor The UI Wage Editor is used to review wages and weed out duplicates that may be received from UI sources, and to review wages that are greater than $50,000 in a given quarter. To manage UI wages, click UI Wage Editor on the ServiceLink desktop. The Select Program Wages to List page displays. View/Edit Wages Figure 180 Select Program Wages 1. To view or edit UI Wages, navigate to the Select Program Wages to List page. Select a program from the drop-down list. Select a wage record category from the dropdown list (Dups and/or > 50,000 (All); Dups (Any); >50,000 (Any); Not Reviewed; To Be Deleted; Set as OK). 2. Click Submit. The UI Wage List displays. A drop-down in each row provides the following options: Not Reviewed, Delete, OK. The default value is Not Reviewed. To delete the wage, select Delete from the drop-down. To mark the wage as okay, Page 152

163 select OK from the drop-down. Wages marked as OK will not be returned in future lists. 3. If there is more than one page of wages, click NEXT page > to proceed to the next page. To save the changes, click Save. To select a different program and/or wage category, click Select Program. Site FAQ Manager Overview Administrators can manage the site s frequently asked questions and answers. Navigation Log into Admin. On the top-level menu, click SiteFAQ Manager. The SiteFAQ Manager page displays. Both Active and Inactive questions display. Figure 181 SiteFAQ Manager (Partial) Page 153

164 Edit/Delete FAQ 9. To edit or delete a FAQ, click the appropriate question link in the Question column. The Manage SiteFAQ Record page displays. The fields are pre-filled with the current values. 10. To edit the category, sort order, question, or answer, type your changes into the appropriate field(s). 11. To change the status, select Yes or No. Inactive questions do not display on the FAQ page, but remain on the SiteFAQ Manager page and can be reactivated at any time. 12. To save your changes, click Save. To delete the FAQ, click Delete. To return to the SiteFAQ Manager page without saving your changes, click Return. Add FAQ Figure 182 Edit/Delete FAQ 1. To add a FAQ, at the bottom of the SiteFAQ Manager page, click Add FAQ. The Manage SiteFAQ Record page displays. 2. Enter the FAQ category (Jobseeker or Employer). 3. Enter the sort order. This number determines in which order the question will appear on the FAQ page. 4. Enter the question and the answer. 5. To actively display the question on the FAQ page, select Yes for Active. Inactive questions do not display on the FAQ page, but do display on the Site FAQ Manager page, where they can be activated at any time. Page 154

165 6. To add the question, click Add. To clear all of the fields, click Clear. To return to the SiteFAQ Manager page without adding the question, click Return. Figure 183 Manage SiteFAQ Record Sitewide Overview Administrators can view data on site usage, manage a variety of messages, and manage surveys. Navigation Log into Admin. On the top-level menu, click Sitewide. The Sitewide desktop displays. Page 155

166 Cluster Status Figure 184 Sitewide Desktop To view information on server usage for JobLink and ServiceLink functions, click Cluster Status on the Sitewide desktop. Page 156

167 Figure 185 Cluster Status Information Page 157

168 Login Count To view a count of logged in users in a two hour period, click Login Count on the Sitewide desktop. Login Message Figure 186 Login Count Administrators can enter messages to display at login. The message can be set to display by user type. To enter or edit a login message, click Login Message on the Sitewide desktop. View/Edit/Delete Login Message Figure 187 Login Messages (Partial) 1. To view, edit, or delete an existing message, click the appropriate link in the Partial Message column. The Login Message page displays. Page 158

169 Figure 188 View/Edit/Delete Login Message 2. You can change the display for user type, disable the message, change the start and end dates or the message to display, or change the text of the message. 3. To save the changes, click Save. To delete the message, click Delete. To view the message as it displays to the user at login, click View Message. To return to the Login Messages page without saving, click Return. Page 159

170 Add Login Message 1. To add a new login message, click Add New Login Message at the bottom of the Login Messages page. 2. Complete the fields on the Login Message page. (See Table 12 Login Message for instructions.) Figure 189 Add Login Message Page 160

171 3. To save the new login message, click Save. NOTE: If the new message has the same user type and date range as another enabled message, an error message will display. You must select a different user type, date range, or the Disable display option to save the message. To return to the Login Messages page without saving, click Return. Instructions for Completion: Field Name Display for the following user types (any combination can be selected). Display options Figure 190 Multiple Login Message Error Table 12 Login Message Valid Entries Select the user(s) who will see the message when they login. Casetrackers includes all ServiceLink users. Training Provider applies to states that use ProviderLink and allow training providers to create self-service accounts. To display the message, select Enable. Start Date End Date Login Message Enter the date the message will begin to display. Enter the date the display of the message will end. Enter the login message as it should appear when the user logs in. Maintenance Message Administrators can enter, view, edit, or disable the message that displays on the splash page. Typically, these messages are related to system maintenance, but the Maintenance Message function can be used for any type of message. Click Maintenance Message on the Sitewide desktop. The Maintenance Message page displays. Page 161

172 Edit/Disable Maintenance Message Figure 191 Add Maintenance Message 1. To edit the maintenance message make the desired changes to the message or date. To disable the maintenance message select Disable in the Display options box. 2. Click Update Message and Status. A message displays indicating that the maintenance message has been updated. Enter Maintenance Message To enter a maintenance message, follow the instructions in Table 13 Maintenance Message and click Update Message and Status. Instructions for Completion: Field Name Display Options Table 13 Maintenance Message Valid Entries To display the message select Enable. Page 162

173 Field Name Start Date End Date Maintenance Message Table 13 Maintenance Message Valid Entries Enter the date for the message to display. Enter the date the message will end. Enter the message that you would like to display. State Codes Administrators can view, edit, add, and delete State and Territory codes. Click State Codes on the Sitewide desktop. The State/Territory Code Editor displays. View/Edit State/Territory Code Figure 192 State/Territory Codes (Partial) 1. To view or edit a code, click a link in the Name column. The Add/Edit State/Territory Code page displays. 2. Make the desired changes and click Save Changes. Page 163

174 Delete State/Territory Code Figure 193 Edit State/Territory Code To delete the state and code click the Delete link on the State/Territory Code Editor page. Add State/Territory 1. To add a new state or territory, click Add New State/Territory at the bottom of State/Territory Code Editor page. The Add/Edit State/Territory Code page displays. 2. Enter the name of the state or territory and the code and click Save Changes. Survey Menu Figure 194 Add State/Territory Code The survey menu allows administrators to view, add, or change website surveys. To view survey statistics and comments or reset survey participation ability, click Survey Menu on the Sitewide desktop. The Survey Admin menu displays. Page 164

175 Figure 195 Survey Desktop When the survey displays, the user has the option to decline taking the survey. AJL also tracks, by individual user, to whom the survey has been presented. The survey will not be presented to the user again until the administrator resets survey participation. Resetting participation clears the flag from the user s record indicating that the survey can be presented to the user again. Add, Change, or View Surveys To add, change, or view surveys, click Add, Change, or View Surveys on the Survey Admin menu. The View, Change, or Add a Survey page displays. Figure 196 Surveys Page 165

176 View/Change Survey 1. To view or change a survey, click the link in the Survey Type column. The Edit Survey Parameters page displays. Figure 197 Edit Survey 2. Change the start or end dates, number of participants to survey, frequency of survey display by number of logins, or survey participant type. 3. To save the changes, click Update Survey. To return to the View, Change, or Add a Survey page without saving the changes, click Return to Survey Selection. Add New Survey 1. To add a new survey, click Add Survey at the bottom of the View, Change, or Add a Survey page. The Add Survey Parameters page displays. 2. Complete the fields on the Add Survey Parameters page. (See the instructions in Table 14 Add Survey.) 3. To save the new survey, click Add Survey. To return to the View, Change, or Add a Survey page without saving the changes, click Return to Survey Selection. Page 166

177 Instructions for Completion: Figure 198 Add Survey Table 14 Add Survey Field Name Valid Entries Start Date Enter a date for the survey to begin End Date Enter a date for the survey to end. Number of Participants to Survey Enter the number of participants to be surveyed. If the number of participants is reached before the survey end date, the survey will end. Survey Every How Many Logins Indicate the frequency of display for the survey based on the number of log ins. Survey Participant Type Select the type of participant to survey. View Survey Statistics To view survey statistics by survey click View Survey Statistics on the Survey Admin menu. The Survey Roll-Up Statistics page displays. Page 167

178 Figure 199 View Survey Statistics (Partial) Click a link in the Survey Type column. Results display an average and percentage score for each of the components surveyed, and the number of participants not responding to each item. View Survey Comments Figure 200 Employer Survey Statistics 1. To view written comments, click View Survey Comments on the Survey Admin menu. The Survey Comments page displays. Page 168

179 Figure 201 Survey Comments (Partial) 2. Click a link in the Survey Type column. The Survey Comments page displays. Page 169

180 Figure 202 Comment Selection 3. Select the comments on the survey items that you would like to view. Click View Comments. The comments display in Excel for each survey item selected. Survey Comments Quick Search Oh my, job listings when you are selecting the listing says no experience needed, than you click on it and then the employer lists all this stuff you need to have knowledge of, this is very frustrating when looking for a job It's fine. Reset Survey Participation Ability Figure 203 Survey Comments Resetting survey participation clears the flags on the user record. The flags indicate that the user has either taken the survey, or declined to take the survey. Clearing the flags means that the survey may be presented to the user again. States can determine how often to reset participation based on their business practices and operations. To reset survey participation ability, click Reset Survey Participation Ability on the Survey Admin menu. The Reset Survey Participation Ability page displays. Page 170

181 Figure 204 Reset Participation Select the user type and click Reset Participation Ability. User Lookup Overview Administrators can look up usernames and passwords for job seekers, employers, and staff. In ServiceLink, User Lookup is limited to job seekers. In admin, User Lookup is for all types of users. Navigation Log into Admin. On the top-level menu, click User Lookup. The User Search page displays. Page 171

182 Figure 205 User Search To conduct a user search, enter one or more search parameters on following the instructions in Table 15 User Search and click Search. Instructions for Completion: (Enter one or more of the following fields.) Field Name Last Name Fist Name Date of Birth SSN Part ID Zip Code Address User ID Order By Table 15 User Search Valid Entries Enter the user s last name. Enter the user s first name. Enter the user s date of birth. (This is intended to refine searches by the last four digits of the Social Security Number.) Enter the user s Social Security Number. Enter the user s Participant ID. Enter the user s Zip Code. Enter the user s address. Enter the user s User ID if known. Sort by User ID or User Type. Search results will display a list of users by name and type. A Y will appear in the Del? column if the account has been deleted. If the account has not been deleted, an N will display in the Del? column. The user s selected security question will display with the answer. The contact phone number or address and the date the account was last updated will display. Page 172

183 Figure 206 User Search Results User Lookup Extended Overview Administrators can look up information for all types of users including companies and job orders using a variety of database keys. Navigation Log into Admin. On the top-level menu, click User Lookup Extended. The Users Table Lookup page displays. Figure 207 User Lookup Extended Page 173

184 Enter the desired value(s) and click Find User. The related information for the requested key displays. To conduct a new search, click New Search. Figure 208 User Lookup Extended Results Superuser Superuser accounts have access to all the functionality provided to Administrators. In addition, superusers can add, edit, and delete administrative user accounts. To access the superuser functions, log into Admin as a superuser. Add/Delete Admin Users Overview Superusers can add, edit, or delete administrative user accounts. Page 174

185 Navigation Log into Admin as superuser. Click Add/Del Admin on the top-level menu. The Admin User Addition/Delete page displays. Add Admin Account Figure 209 Select Admin Account to Edit or Delete 1. To add a new administrator account, click Add New. The New Admin User page displays. Figure 210 Add Admin Account 6. Enter a user name and password, and verify the password for the administrator. Enter the administrator s address. 7. Have the administrator select a question and answer. This will be used to verify the administrator s identity if they forget their user ID and password. 8. Set the level of access to WARN information. Click Submit. Page 175

186 Edit Admin Account 1. To edit an administrator s account, select the administrator s user name from the Administrator drop-down list and click Edit. The Edit Admin User page displays. Figure 211 Edit Admin Account 2. Edit the information as desired and click Submit. Delete Admin Account To delete an administrator s account, select the administrator s user name from the Administrator drop-down list and click Delete. Privileges Overview Superusers can set privileges for administrator access to administrative functionality. Navigation Log into Admin as a superuser. Click Privileges on the top-level admin menu. The Section Administrator Selection page displays. Figure 212 Select Admin Account to Set Admin Privileges Page 176

187 Set Admin Privileges 1. Select the administrator s user name from the Administrator drop-down list and click Submit. The Section Privileges for <user name> page displays. 2. Select the boxes next to the pages that the administrator should have access to and click Submit. Page 177

188 Figure 213 Set Privileges for Admin Account (Partial) Page 178