9: The Programs Tab: Generic

Transcription

1 9: The Programs Tab: Generic Chapter Contents Generic Programs Application Generic Programs Enrollment General Information Tab Service Provider Tab Enrollment Cost Tab Financial Aid Tab Enrollment Budget Tab Budget Planning Tab Generic Programs Activity Service Closure Closure Information Tab Generic Programs Activity Reset Options Generic Program Outcome Program Outcome General Information Tab Program Outcome Employment Information Tab Program Outcome Staff Information Tab The Generic Program module allows Geographic Solutions clients to establish local programs that address customer needs. These programs require tracking (from application, to enrollment, to program exits) using forms similar to those in WIOA. Generic program parameters, including eligibility, are established and managed at the local (regional) level. Generic programs are established through the Virtual OneStop Administration module and are associated with specific Local Workforce Investment (LWIA) areas. Unlike the federal programs governed by Common Measures, generic programs follow a less procedural format requiring the following steps for program enrollees: Step Form Name Reason for Use 1 Common Intake Form This form serves as a prerequisite for generic program enrollment. 2 Application Form This form links applicants to a particular generic program and provides staff attestation for eligibility purposes, as well as customized questions and verifications. 3 Enrollment Form This form maintains details of the participant s service record, including dates of service and status. 4 Exit (Outcome) Form This form terminates participant involvement in a generic program and provides details of the participant s status after program participation. The Generic Programs module has basic business rules to ensure that individuals can clearly be defined as program participants. Some of these rules are: A common intake must be completed before creating a generic program application. This has been established to ensure that specific data, such as EEO data, is collected with enough background information (degrees, employment, employment requirements, etc.) to support any possible program eligibility. Virtual OneStop Staff Services User Guide 9-1 V18 05/2018

2 A generic application is a very simple entry form used when the individual has been determined eligible to participate in the generic program and that all appropriate documentation is in the case file. An individual can be enrolled in multiple generic programs; however, only one open enrollment per generic program is allowed. A generic program exit cannot be created until all activities are closed. For details of the generic program enrollment process, refer to the topics that follow. Generic Programs Application After completing the Common Intake form, staff may continue the process of generic program enrollment. To create a Generic Program Application: On the Programs tab of the Case Management Profile, click the Create Generic Application link to open the Application Wizard. Programs Tab Generic Programs The Start Page of the Application Wizard will display, as shown below. The top two sections, Identifying Information and Currently Participating, are display-only. Virtual OneStop Staff Services User Guide 9-2 V18 05/2018

3 Follow the steps of the Application Wizard to complete the application form, starting with the General Information section of the Start Page. Note: Generic Program Application Wizard Start Page Some of the fields may not be visible, depending upon the system's configuration and the case management application. On each tab of the Application Wizard, click Next to validate and save the data on that screen and proceed to the next screen. Click the Exit Wizard link to save the data entered thus far and exit the Application Wizard. Staff can reopen the application and complete it at a later date. Application Date Enter the application date in mm/dd/yyyy format. Date of Eligibility Enter the participant s eligibility date. LWIA/Region Select the LWIA/Region from the drop-down list. Office Location Select the office from the drop-down list. Rapid Response Orientation Indicate whether the participant has attended a Rapid Response orientation by selecting the Yes or No radio button. Event Search Click the Click Here link to search for an event. The Rapid Response Event Search screen will open (as shown below). Enter search criteria to search for an event and click the Search button. Event Search Screen Virtual OneStop Staff Services User Guide 9-3 V18 05/2018

4 The Event Selection screen will open. Click a link in the Event Number column to select the event. Event Selection Screen Rapid Response Event No. The system will fill in the Rapid Response Event number automatically after a selection is made from the Event Selection screen. Program Eligibility Select the program for which the individual is eligible from the Meets Program Eligibility drop-down list. The list contains only those programs that are available within the LWIA/Region selected. Click the Next button to proceed to the next tab. On the Contact Information screen, the system will fill in the participant s contact information automatically. Staff can make changes to the information, if necessary. Click the Next button to proceed to the Application Questions Tab. Generic Program Application Wizard Contact Information Tab Virtual OneStop Staff Services User Guide 9-4 V18 05/2018

5 The Application Questions tab contains a series of questions that will vary, depending on the Generic program. Enter all information that pertains to the individual and click the Next button to proceed to the final tab. Note: Generic programs is flexible in its setup. It may include simple or complex questions, and the questions may even be set up to require verifications (depending on your system s configuration). The screen on the right, in the figure below, is an example of a customer who has created a Generic program for which the application has detailed questions, and verifications links related to the question and the source of answering the questions. Administrators set up the Generic programs, the related questions, and any associated verification codes. If Verifications links were set up, clicking the link will display possible verifications selections. Staff can click on the document or sources used to verify the response Generic Program Application Wizard Application Questions Tab (Partial) On the Staff Information tab, staff will attest to the accuracy of the information contained in the application. Attestation Read the statement and select the checkbox to attest the information is true, complete and accurate. Position Select a position from the Staff Position drop-down list. Case Management The case manager, if assigned, will display. Select a link to assign or remove a case manager. Assign Case Manager Click this link to assign a new case manager. Assign Me Staff can click this link to assign themselves as the case manager. Remove Case Manager Click this link to remove the current case manager. Virtual OneStop Staff Services User Guide 9-5 V18 05/2018

6 Case Notes The Case Note table will display all case notes created, if any. New Click the Add a new Case Note link to add a case note. Filter List Click the Show Filter Criteria link to open the filter screen. Select the filter criteria and click the Filter link to filter the list of case notes. Edit Click the Edit link to edit a case note. Click the Finish button to finish the application. The system will display the updated Programs tab. Note: Questions are defined by an administrator in the Administration module. See the Administrator Guide for information on how to define questions for the application. As is true with WIOA and TAA applications, Generic Program application questions may include a verification link. There also may be links to scan or upload documents (if the Document Management module functions are part of the customer s implementation). See chapter 30 - Manage Documents, for more information on these links. Generic Program Application Wizard Staff Information Tab Virtual OneStop Staff Services User Guide 9-6 V18 05/2018

7 Generic Programs Enrollment To enroll the participant in a generic program, staff can expand the Generic Program by clicking the plus sign (+) next to the Generic Programs link. With the details expanded, click the Create Activity link. Generic Program Activity Enrollment Link After clicking the link, the system displays the General Information tab of the Generic Program Enrollment wizard, which works similarly to the WIOA Program Enrollment wizard. To enroll the individual, add information on the first screen (the General Information tab) and click the Next button to proceed to the next tab. Continue adding information to each tab in this manner. If required information is omitted or if data violates a business rule, the system will notify staff by displaying a pop-up alert. Staff will be required to remedy the error before proceeding. This process is essentially the same as the WIOA enrollment process. Staff may record non-fundable (typically, core) services, as well as fundable services that require fiscal tracking. Based on the Individual Fund Tracking (IFT) module the user s system employs, staff may be required to select a desired fund stream from which the fundable service deducts. Note: For details of non-fundable enrollment, see the topic The WIOA Service/Activity Enrollments section in chapter 6 - The Programs Tab: WIOA. For details on fundable enrollments, see the topic Creating a Fundable Activity (Individualized Training Account ITA Service) in chapter 6. Sample Generic Program Enrollment General Tab Screen Virtual OneStop Staff Services User Guide 9-7 V18 05/2018

8 General Information Tab General Information Most information in this section is prefilled by the system. Staff may select a different Customer Program Group or Office Location from the corresponding drop-down lists. Enrollment Information Activity Code To select the activity code, click the Select Activity Code link. The system will open a separate window from which staff will select the appropriate activity by clicking the link in the Activity Title column. The system will fill in the Activity Code fields automatically, based on the Activity selection. Activity Code Selection Begin Dates Enter the Projected and Actual Begin Date. Projected End Date Enter the Projected End Date. Staff Information In the Staff Information section: Position The Position field is prefilled by the system. Staff can change the position, if needed. Case Management The case manager, if assigned, will display. Select a link to assign or remove a case manager. Assign Case Manager Click this link to assign a new case manager. Assign Me Staff can click this link to assign themselves as the case manager. Remove Case Manager Click this link to remove the current case manager. Comments Enter Comments, if needed. Case Notes Case notes cannot be added until the enrollment is saved. The Case Note table will display all case notes created, if any (after the enrollment is saved). New Click the Add a new Case Note link to add a case note. Filter List Click the Show Filter Criteria link to open the filter screen. Select the filter criteria and click the Filter link to filter the list of case notes. Edit Click the Edit link to edit a case note. Click the Next button to proceed to the next tab. Service Provider Tab Staff will select information about the course, service or contract the participant is being enrolled in and the provider offering the course or service. Virtual OneStop Staff Services User Guide 9-8 V18 05/2018

9 Sample Generic Program Enrollment Service Provider Tab Provider To select a provider, click the Select Provider link. The system will open a separate window from which staff will select the provider by clicking the link in the Provider Name column. The system will fill in the Provider field automatically, based on the provider selection. Provider Selection Service, Course or Contract In some cases, the system will prefill the information in this field, based on the provider selection. To select a service or course, click the Select Service, Course or Contract link. The system will open a separate window from which staff will select an option by clicking the link in the Service, Course or Contract Name column. The system will fill in the Service, Course or Contract field automatically, based on the selection. Service, Course or Contract Selection Provider Locations In some cases, the system will prefill the information in this field, based on the provider selection. To select a provider location, click the Select Provider Locations link. The system will open a separate window from which staff will select the location by clicking the link in the Location Name column. The system will fill in the Provider Location field automatically, based on the selection. Virtual OneStop Staff Services User Guide 9-9 V18 05/2018

10 Provider Location Selection Provider Contacts In some cases, the system will prefill the information in this field, based on the provider selection. To select a provider contact, click the Select Provider Contacts link. The system will open a separate window from which staff will select the contact; the system will fill in the Provider Contacts field automatically based on the selection. Occupational Training Code Select or enter the Occupational Training Code, if applicable. Click the Next button to proceed to the next tab. Enrollment Cost Tab The Enrollment Cost screen contains information about the activity's cost. The cost fields are dependent upon the type of activity in which the participant is enrolling and the service provider's record; therefore, the fields on the screen will vary. Sample Generic Program Enrollment Enrollment Cost Tab Because the Enrollment Cost screen reloads to display more options based upon the previous data entries or selections, it is recommended that staff complete this enrollment form from the top down. The system will perform calculations automatically after figures are entered into any of the Costs fields. Click the calculator icon to access up a pop-up calculator. Virtual OneStop Staff Services User Guide 9-10 V18 05/2018

11 Costs The system will prefill the cost fields, based on the available amounts for the activity. Staff can change the amounts in the costs fields and in the Unit field(s). The system will update the Total Cost field as changes are made to other fields on the screen. Available Amounts Depending upon the program (e.g., WIOA, Wagner-Peyser, TAA), the currently available amounts will display below the cost fields and units field(s). These figures are updated once the changes are saved to the database. Line Items To add additional cost entries that are not already specified, select an option from the Line Items field and click the Add button. Line item options are determined by the service record but can be deleted by clicking the Remove link. (The ability to work with Line Items is determined by the staff member s privileges set in the Administration system.) Click the Next button to proceed to the next tab. Financial Aid Tab The fields displayed on the Financial Aid tab, as with the Enrollment Cost tab, depend on the activity and the system configuration. On the Financial Aid tab, staff will enter information concerning financial aid available for the activity, if any. Sample Generic Program Enrollment Financial Aid Tab Financial Aid Applicable If financial aid is applicable to the activity in which the individual is being enrolled, click the Yes radio button. If Yes is selected, additional fields will open on the Virtual OneStop Staff Services User Guide 9-11 V18 05/2018

12 screen so that staff can enter the financial aid information. For assistance, staff can click the link on the screen to visit the Financial Aid website. Total Planned Cost and Total Funded Cost These are read-only fields. This data is pulled from the previous tab. Add Financial Aid Click the Add Financial Aid link to add information about any financial aid that the individual is/will be receiving. A pop-up window will appear that lets staff choose from a list of financial aid programs (such as Pell Grants and Stafford Student Loans). Financial Aid Selection Depending on the financial aid selected, the screen will display additional fields. Enter the necessary data to complete the financial aid section. To remove a financial aid selection, click the Remove link next to the option. The following figure displays the additional fields that will open if a Pell Grant is selected. Sample Financial Aid Tab with Pell Grant Selected The following figure displays the additional fields that will open if a Stafford Loan is selected. Virtual OneStop Staff Services User Guide 9-12 V18 05/2018

13 Sample Financial Aid Tab with Stafford Loan Selected After entering information on the screen, click the Calculate button to update the Total Financial Aid Contribution field and the New Planning Cost field. Click the Next button to proceed to the next tab. Enrollment Budget Tab The data in the Enrollment Budget Information section, at the top of the screen, is read-only. In the Budget Allocation section, staff will click the link to select a budget or fund stream to use for the activity. The budgets listed are dependent upon various factors, such as the individual's or provider's eligibility, regional or local fund limits, individual fund limits, previous program expenditures, etc. Budget Selection After selecting a budget, the screen will reload to display the selection in a table, with the budget's Funded Amount, Obligated Amount, and Current Balance. Virtual OneStop Staff Services User Guide 9-13 V18 05/2018

14 Sample Enrollment Budget Tab with Budget Selected Click the Edit link in the Action column to enter or change the Funded Amount against the budget for this activity. A separate window will open to edit the amount as shown in the figure below. Edit Funded Amount Screen Click the History link to view a history of all changes made to the funded amount. Budget Planning Tab The Budget Planning tab displays the following read-only information in the Budget Plan Information section at the top of the screen. Total Funded Costs This is the total of all allocations (for this enrollment) from the budgets/fund streams selected. This is the amount that will be paid from available budgets. These amounts are shown in more detail further down on the screen. Virtual OneStop Staff Services User Guide 9-14 V18 05/2018

15 Note: Total Obligations - This is the total amount of the approved vouchers, both paid and unpaid. This figure does not include pending vouchers. Total Paid Obligations - This is the total of payments, minus refunds. Total Outstanding Obligations - This is the amount of obligations that have not yet been paid. Total Funded Costs to be Obligated - This is the Total Funded Costs minus Total Obligations. The TAA program refers to obligations as "Accrued Expenditures." Sample Budget Planning Tab Virtual OneStop Staff Services User Guide 9-15 V18 05/2018

16 Click the Add a Voucher link to create a voucher for this funded activity. The system will display a popup window that allows staff to enter information about the voucher. Add Voucher Screen The screen will reload, showing the newly added voucher. Click the + Voucher # link to view the voucher details in a table format. If there are multiple vouchers, click the Expand All link to open all voucher details. Staff can perform the following functions with vouchers: Edit Voucher Click this link to modify the voucher's details. History Click this link to view a history of all changes to the voucher. Print Click this link to print a copy of the voucher. Virtual OneStop Staff Services User Guide 9-16 V18 05/2018

17 Voucher Details with All Expanded To add a payment, click the Add a Payment link at the bottom of the screen. Payments cannot be added until the voucher is approved. To add a refund, click the Add a Refund link. Click the Next button to proceed to the next tab. Generic Programs Activity Service Closure Staff must complete a generic program outcome to officially terminate the individual s enrollment in the program. This is also required if the individual seeks enrollment in a new generic program, assuming more than one is offered through any local workforce investment area (LWIA). Before staff complete an outcome form, the system requires that all open generic program enrollment activities be closed. The process of manually closing generic program enrollment activities is similar to closing WIOA activities. For details, see the topic Enrollment Closure in chapter 6 - The Programs Tab: WIOA. To close an activity on the Programs tab, click the Close link in the Actual End Date column. Activity Close Link Virtual OneStop Staff Services User Guide 9-17 V18 05/2018

18 Closure Information Tab After clicking the Close link, the system opens the Closure Information tab. On the Closure Information tab, staff will enter the information about the completion of the activity and will finalize the enrollment for this activity. Last Activity Date Enter the last date of the activity. Completion Code Select a Completion Code from the drop-down list. The options include Successful or Unsuccessful Completion, Dropped Out or Unknown. Received Credential Indicate whether the individual received a credential, if applicable, by selecting the Yes or No radio button. Select the credential from the Credential Type drop-down list. The list includes the recognized educational or occupational certificates, credentials, diplomas, and degrees that might have been attained by an individual who enrolled in the activity. Clicking the Reset Credential Information link will remove all selections from the Received Credential, Credential Verification, Other Credential, and Credential Date fields. Credential Verification Indicate whether the individual credential (if any) was verified by selecting the Yes or No radio button. If the Document Management module is available in the user s system, staff can attach documents to the record by clicking one of the links in the Credential Verification section. Scan Click this link to scan a document and save it to the participant s record. Upload Click this link to upload a document and save it to the participant s record. Link Click this link to link a document that was previously saved in the system to the participant s record. View Click this link to view the participant s documents, if any. Case Notes Case notes cannot be added until the enrollment is saved. The Case Note table will display all case notes created, if any (after the enrollment is saved). Industry In the Industry Information section, click the link to search for and select the NAICS code. After selection, the pop-up Search window will close and the system will fill in the Industry Code and Description automatically. Click the Finish button to finish the enrollment. Click the Finish and Start a New Enrollment link to save and finish the current enrollment and begin another. Sample Closure Information Tab Virtual OneStop Staff Services User Guide 9-18 V18 05/2018

19 Generic Programs Activity Reset Options Staff can edit the enrollment information for a generic program (in a way that is similar to editing an individual s WIOA program enrollment). Staff may perform the following functions: Reopen a closed enrollment record Reset an activity s actual end date Reset the completion status Reset credential attainment status Reset diploma and certificate status (if applicable) Reset school status (if applicable) Void an activity (except the first federal program enrollment) To open an activity, click the title link in the Activity/Provider column. Activity/Provider Link When the Activity Enrollment Summary screen opens, click the [EDIT ACTIVITY] link at the top of the screen. Activity Enrollment Summary Screen Edit Activity Link Virtual OneStop Staff Services User Guide 9-19 V18 05/2018

20 Certain fields on the screen will open in edit mode so that staff can update them. The fields that cannot be changed are marked as such. Some Fields Cannot Be Modified Generic Program Outcome The purpose of the outcome form is to officially terminate an individual s enrollment in a (federal or generic) program. Before staff may complete this task, they must first close any open activities (those that do not have an actual end date) within the program. For details, see the topic Enrollment Closure in chapter 6 - The Programs Tab: WIOA. To close an individual s generic program enrollment, thus exiting the individual from the program, staff click the Create Outcome link. Create Outcome Link The system will open the Program Outcome screen, with the General Information tab displayed. Program Outcome General Information Tab On the General Information tab, enter the following information. Exit Date Enter the exit date in the Date of Exit field. One-stop Select the One-stop Location from the drop-down list. Reason Select the Exit Reason from the drop-down list. Click the Next button to proceed to the Employment Information tab. Virtual OneStop Staff Services User Guide 9-20 V18 05/2018

21 Program Outcome General Information Tab Program Outcome Employment Information Tab Staff must enter the employer information on the Employment Information tab if the exit reason is hired. On the Employment Information tab: OR Employer Click Search Individual Employment History link to search for an employer in the individual s employment history record. Manually enter the Employer Information in the fields provided. Job Information Enter the individual s job information. Click the Select Occupation link to search for and select an occupation. The system will automatically fill in the Occupation code. Click the Save button to save the information. The system will clear the data fields and add the employer information to a table at the top of the screen. Continue adding additional employer information, if needed, clicking the Save button to save each additional employer. If the screen minimizes so that the fields to add or edit the employer information do not display, click the [Add Employer] link near the top of the screen. This will redisplay the Employer Information fields. Click the Next button to proceed to the Staff Information Tab. Virtual OneStop Staff Services User Guide 9-21 V18 05/2018

22 Program Outcome Employment Information Tab Program Outcome Staff Information Tab On the Staff Information Tab, staff can enter a case note, if necessary. To assign or remove a case manager, select one of the Case Manager links. To complete the outcome, click the Finish button. Program Outcome Staff Information Tab Virtual OneStop Staff Services User Guide 9-22 V18 05/2018