Bridging Employment Program (BEP) Service Providers User Guide

Ministry of Employment and Income Assistance Ministry of Employment and Income Assistance Ministry of Employment and Income Assistance Bridging Employment Program (BEP) Service Providers User Guide Ministry of Employment and Income Assistance Ministry of Employment and Income Assistance Ministry of Employment and Income Assistance

Province of British Columbia Ministry of Employment and Income Assistance Information Management Branch Suite 1800, 1050 West Pender Street, Vancouver BC V6E 3S7 July 2005 (Ministry name changed) BEP Service Providers' User Guide.doc Version: V1.0 Issued August 31, 2003 About Version V1.0 of this Guide This user guide describes the first release of the BEP System, implemented on September 2, 2003. It will be updated when further updates to the BEP System are implemented. Please note the following about this release: Online Help for the BEP System will be incorporated into the system by mid- October, 2003. There is currently only one session per service provider. Only one service provider (in Victoria) is currently using continuous intake sessions.

Table of Contents Table of Contents About this Guide 3 What s in the Guide 4 Using the Guide 5 Getting Help 6 Section 1 Introduction to the BEP System 7 About the BEP System 8 Codes You Use in the BEP Program 9 BEP Program Status Codes 9 Withdraw/Closed Reason Codes 10 BP File Status Codes 12 Action Plan Codes 12 Outcome Codes 12 Overview of Steps in the Bridging Employment Program (BEP) 13 Section 2 Getting Started 15 To Change Your BEP Password 16 To Log onto VPN and the BEP System 17 BEP System Main Menu 20 Timing Out from Inactivity (Application Session Expired) 21 To Display Administrator Messages on the Home Page 22 To Display Online Help for the BEP System 23 To Log Off the BEP System and VPN 24 Section 3 Finding Client Information 27 How to Find Client Records 28 To Find a Client s Record by BP File Number 29 To Display Client Lists 30 How to Use Client Lists 31 To Print Client Lists 31 About Searching on the Search Client Screen 32 Fields You can Search On 33 Wildcard Searches 35 To Specify Date Ranges with Calendar Buttons 36 To Search for Client Records 37 Specify Search Criteria 38 Find Client in Search Results 39 Display Details and History for the Client 40 If Search Results are not Displayed 40 To Print Displayed BEP Information 41 2003-Aug-31 Page i

Table of Contents Section 4 Recording Client Information on the BEP System 42 To Confirm an Eligible Client 43 To Record a Client s Withdrawal 45 To Record a Client s Completion and Action Plan 47 To Record a Client s Achieved Outcome 48 Section 5 Printing BEP Reports 49 Daily Auto-Close Report 50 To Print BEP Reports 51 Appendix Glossary of Terms 53 Index 57 Page ii 2003-Aug-31

About this Guide ABOUT THIS GUIDE The purpose of this user guide is to provide Bridging Employment Program (BEP) service providers with information and instructions for using the service provider s version of the Bridging Employment Program (BEP) System. Note how the following terms are used in this user guide: The Bridging Employment Program (BEP) Program is also referred to as the BEP Program or BEP. This is a Ministry of Employment and Income Assistance (MEIA) British Columbia government program, not a computer program. The Bridging Employment Program (BEP) System is also referred to as the BEP System. This is a computer application (program), which is used to keep track of information recorded for the BEP Program. There are two versions of the BEP System, one for MEIA staff and one for BEP service providers. This user guide describes the first release of the BEP System, implemented on September 2, 2003. It will be updated when further updates to the BEP System are implemented. This user guide contains information about how to use the service provider s version of the BEP System. For more information about other BEP activities that are not completed on a computer, refer to the information provided to you by MEIA during your training session. This user guide does not include information about service provider billing activities. 2003-Aug-31 Page 3

About this Guide What s in the Guide This guide includes the following sections. About this Guide provides information about how to use this guide and how to get help. Section 1 Introduction to the BEP System provides an overview of the BEP System and describes the codes used in the system. Section 2 Getting Started explains how to log on and off the BEP System and provides information about using the system. Section 3 Finding Client Information provides information and procedures about how to find and display client records in the BEP System. Section 4 Recording Client Information on the BEP System provides information and procedures about how to record client information on the BEP System. Section 5 Printing BEP Reports provides information and procedures about how to print BEP reports. Appendix Glossary of Terms provides definitions of terms used in the BEP Program. Index provides an easy way for you to find information in the manual. Page 4 2003-Aug-31

About this Guide Using the Guide This guide assumes the user has basic computer skills. The following table explains how instructions and features are used in this guide. Typing text Words or characters you need to type are shown in bold. Terminology Using the mouse buttons Using keys on the keyboard Using the Back button Procedures Buttons Icons Note: Tip: For example, type BP for file type means type exactly BP (without the quotes). Text that must be replaced with information you need to provide is shown in bold italics. For example, type the BP file ID means type the actual BP file ID, such as BP00001234 (without the quotes). The terms Client and Participant refer to an individual BCEA client at a different stage of the client s movement through the program. To avoid confusion, this user guide uses the term client for all stages. In this guide, these abbreviations are used: The MEIA program, Bridging Employment Program (BEP), is also referred to as the BEP. The Bridging Employment Program (BEP) System (computer application) is referred to as the BEP System. A BP file is the file that is created for a client when the MEIA caseworker confirms that the client is eligible for BEP. Each client has a unique BP File number, which starts with BP and has 8 numbers (such as BP00000999 ). In instructions, these terms are used: Click click once with the left mouse button. Double-click click twice with the left mouse button. Right-click click once with the right mouse button. Keyboard keys are shown in bold. For example, Enter. You can use the Back button on Internet Explorer to go back to the previous BEP screen that you displayed. Procedures start with the word to. For example, To Change Your BEP Password. Button names are shown in bold. For example: Click Search. Desktop icons are shown with graphics. For example: Double-click the Internet Explorer icon. Notes supply important information and are indicated with a pushpin icon. Tips provide additional helpful information or alternate methods for some tasks and are indicated with a light bulb icon. 2003-Aug-31 Page 5

About this Guide Getting Help For information about accessing online Help for the BEP System, refer to To Display Online Help for the BEP System on page 23. For more information about BEP service provider s non-system activities, refer to the information provided to you by MEIA during your training session. If you need additional help or have any problems or questions, contact the MEIA Helpdesk at 604 660-1636. Page 6 2003-Aug-31

Section 1 Introduction to the BEP System SECTION 1 INTRODUCTION TO THE BEP SYSTEM This section provides an overview of the BEP System and codes that you use in the system. Contents About the BEP System 8 Codes You Use in the BEP Program 9 BEP Program Status Codes 9 Withdraw/Closed Reason Codes 10 BP File Status Codes 12 Action Plan Codes 12 Outcome Codes 12 Overview of Steps in the Bridging Employment Program (BEP) 13 2003-Aug-31 Page 7

Section 1 Introduction to the BEP System About the BEP System The purpose of the BEP System is to help the ministry and BEP service providers keep track of clients who are involved in the Bridging Employment Program (BEP) and to help ensure that the ministry pays service providers for client milestones that are achieved. This program is focused on skill building and support intended to help BC Employment and Assistance (BCEA) clients who have suffered violence or abuse to improve their opportunities for sustained employment. The Bridging Employment Program (BEP) System includes some functions that are used only by service providers, some that are used only by MEIA staff and some that are available to all users. To simplify references to the functions used by different users, this user guide describes them as different versions of the BEP System for ministry staff and service providers. The data in the BEP System is stored in a single database that both ministry staff and BEP service providers can access from their respective BEP Systems. BEP service providers use their User IDs and passwords to access the BEP System through the provincial government Virtual Private Network (VPN) SPANDIAL gateway. For an overview of how BEP service providers use the BEP System, refer to Overview of Steps in the Bridging Employment Program (BEP) on page 13. Page 8 2003-Aug-31

Section 1 Introduction to the BEP System Codes You Use in the BEP Program This section describes the Program Status, Withdraw/Closed Reason, File Status, Action Plan and Outcome codes used for BEP. BEP Program Status Codes The following Program Status Codes are used to indicate what stage the client has reached in the BEP Program. As a client moves through the BEP, their program status is updated each time they reach the next stage. Status Code Description What it Indicates L Eligible The client is eligible for BEP. F Confirmed The client is confirmed to be in regular attendance in a BEP session. E Enrolled W Withdrawn C Completed P Outcome Pending The client is enrolled in a BEP session. The client has withdrawn or been dismissed from the program. A client has successfully completed the session. A client has achieved a positive outcome. Ministry staff have confirmed the eligibility of the client and created a BP file for the client. Within 14 days from the session start date, the service provider has recorded that the client is attending a BEP session. The confirmation must be recorded before 11:00 pm on day 14 of the session. For example, if you record a client s attendance at 10:50 pm, that client s record will be processed the same night (nightly processing starts at 11:00 pm). If the confirmation is recorded before day 14, the service provider must withdraw the client if the client stops attending prior to day 14. The BEP system has processed the confirmation of attendance (described in Confirmed above). This happens in the nightly processing on day 14 of the session for all confirmed clients, regardless of which day you confirm the client s attendance. The service provider has recorded the client s withdrawal and the reason code. A client may withdraw when their status is Eligible, Confirmed or Enrolled (that is, at any time before they complete the session). The service provider has recorded the successful completion of the session and indicates an action plan to inform the ministry of the client s planned next steps. The service provider has recorded that the client has achieved one of the outcomes for which the service provider is eligible for a bonus payment. Continued 2003-Aug-31 Page 9

Section 1 Introduction to the BEP System Status Code Description What it Indicates A Outcome Achieved N Outcome Not Achieved The client s successful outcome is confirmed. The client s successful outcome is denied. The Regional Contract Manager or designate has confirmed that the client s outcome was achieved. The Regional Contract Manager or designate has recorded that the client outcome was not actually achieved. Withdraw/Closed Reason Codes These codes are used as follows: Closed Reason Codes indicate the reasons why the system has automatically closed BP files. These codes are automatically applied when the files close. Withdraw Codes indicate the reasons why clients have withdrawn or been dismissed from BEP. Closed Reason Codes BP files automatically close in the following situations. Closed Reason Code Indicates that the client s BP file has been closed automatically for this reason: 14 Day Enrollment At 11:00 pm on the 14 th day after the client s session started, the service provider has not recorded that the client has been confirmed or withdrawn by then (client s status is still eligible ). 14 Day Completed At 11:00 pm on the 14 th day after the client s session ended, the service provider has not recorded that the client has completed or withdrawn by then (client s status is still enrolled ). 14 Day Outcome At 11:00 pm on the 14 th day after the client s 6-month period to achieve the action plan has ended, the service provider has not recorded that the client has achieved their outcome pending status (client s status is still completed ). You cannot record Closed Reason codes on the BEP System, but you can use them to search for BP files that have been closed for these reasons. Note the following about auto-closes: All auto-closes scheduled to occur on statutory holidays will be suspended until 11:00 pm on the following day. If the BEP system or its component parts is unavailable for any portion of a day, all auto-closes scheduled to occur on that day will be suspended until 11:00 pm on the following day or equivalent number of days as the outage. You can use the Daily Auto-Close Report (page 50) to determine which BP files will close automatically within the next seven days unless you take specific steps on the client s file. To see how these closures fit into the steps in the program, refer to the chart on page 13. Page 10 2003-Aug-31

Section 1 Introduction to the BEP System Withdraw Reason Codes Use these codes to record the reasons why clients have withdrawn from BEP. You can also use them to search for BP files that have been closed for these reasons. Withdraw Reason Code Family responsibilities Financial Issues Other Session cancelled Session full Session rescheduled Employment Secondary education Post-secondary education Other ministry-funded program Requires alternate services Client withdrew self No show Health issues Moving Deceased Dismissed from program Details The client has family responsibilities which impact their ability to attend and participate in the BEP program. The client has financial issues which impact their ability to attend and participate in the BEP program. Other The session that the client was going to attend has been cancelled. The session that the client was going to attend is full. The session that the client was going to attend has been rescheduled. The client is working and their job impacts their ability to attend and participate in the BEP program. The client is enrolled in secondary education or high school equivalency programs and these programs impact on the client s ability to attend/complete BEP. The client is enrolled in post-secondary education and these programs impact on the client s ability to attend/ complete BEP. The client is participating in another Ministry program, such as Job Placement, Training for Jobs and/or Employment Programs for Persons with Disabilities. Use this code if the session the client is enrolled in does not suit the client s knowledge, skills and abilities. The client has determined that they do not want to proceed with BEP and have asked to be withdrawn. The client did not show up for the session they were going to attend. The client possesses physical and or mental health issues that impact their ability to attend and participate in the program. The client is moving out of the area that your company or institution works in. You have been informed (through ministry or client s immediate family) that the client is deceased. The client has not been complying with their BEP requirements/obligations and you have dismissed the client. 2003-Aug-31 Page 11

Section 1 Introduction to the BEP System BP File Status Codes These codes are used to indicate whether a client s BP file is open or closed. Status Code Description What it Indicates Open The client s BP file is open (active). The client is currently involved in the BEP. Closed Action Plan Codes The client s BP file is closed (inactive). The client is not currently involved in the BEP. Action Plan codes are meant to inform the MEIA case worker about what the client wants to do after completing the Bridging program. For example, if the client wants to access another "Ministry Funded Program" the case worker can assist the client in making the necessary referral. Code Ministry Funded Program Post-Secondary Education Secondary Education Employment Other What it Indicates The client plans to try to access another Ministry program such as Job Placement, Training for Jobs and/or Employment Programs for Persons with Disabilities. The client plans to enter a post-secondary program to gain vocational or other skills required to make a successful transition to employment. The client plans to re-enter a secondary school program to gain skills required to make a successful transition to employment. The client will be searching for part or full-time work. The client plans to take other steps (such as move, care for family full-time, leave labour market). Outcome Codes Service providers use outcome codes to indicate to MEIA that they think a client has reached one of these outcomes, thereby entitling the service provider to a bonus. Code Ministry Funded Program Post-Secondary Education Secondary Education Employment What it Indicates The client has been accepted into another Ministry program, such as Job Placement, Training for Jobs and/or Employment Programs for Persons with Disabilities. The client is enrolled in post-secondary education, with reduced or eliminated dependency on BCEA. The client is enrolled in secondary education or high school equivalency programs. The client is placed in part or full-time work, with reduced or eliminated dependency on BCEA. Page 12 2003-Aug-31

Section 1 Introduction to the BEP System Overview of Steps in the Bridging Employment Program (BEP) The following chart shows an overview of the steps in a client s progress through the Bridging Employment Program (BEP). This chart shows the following: The steps show changes in the client s Program Status. The BEP service provider records these status codes, except where automatic closures of BP files are noted. The column on the right shows the page numbers for procedures associated with the steps. Step Program Status After step, client is listed on 1 The service provider recruits suitable BEP participants and sends an application to the MEIA case worker for an eligibility assessment. 2 If the caseworker confirms that the client is eligible, they create a BP file on MIS and must include the session the client will be in. The BP file information is sent to the service provider in the next nightly processing. The remaining steps are completed on the BEP System. 3 Within 14 days after the session start date, the service provider either: Confirms that the client is attending the session. Records the withdrawal of the client and the reason for withdrawal. If the service provider does not record the confirmation by 11:00 pm of the 14 th day after the session started, BEP automatically closes the BP file. 4 On the night of 14th date of the Session, the BEP system automatically changes the clients in that session with Confirmed status to Enrolled status. 5 During the session (between 12 and 26 weeks), the client remains Enrolled, unless: Client withdraws from the session, and the service provider records the reason for withdrawal. 6 At the end of the session, the service provider records either of the following. If the client: completed the session, the service provider records this completion and indicates the client s action plan. See page N/A N/A N/A Eligible (automatically set when information is sent to the service provider) Confirmed Withdrawn Enrolled Withdrawn Completed Eligible Clients List Confirmed Clients List None (BP file is closed) None (BP file is closed) Enrolled Clients List None (BP file is closed) Client Outcome List N/A 43 45 N/A 45 47 Continued 2003-Aug-31 Page 13

Section 1 Introduction to the BEP System Step Program Status After step, client is listed on did not complete the session, the service provider records the appropriate reason for withdrawal. If the service provider does not record the completion by 11:00 pm of the 14 th day after the session ended, BEP automatically closes the BP file. 7 The client has 6 months to achieve one of four bonus outcomes (described in your contract with MEIA). By the end of 6 months, if the client: Has achieved one of these four outcomes, the service provider records that the client s outcome is pending. Has not achieved one of the four planned outcomes by 11:00 pm of the 14 th day after the 6 months ended, the system automatically closes the BP file. Withdrawn None (BP file is closed) None (BP file is closed) Outcome Pending Outcome Verification List None (BP file is closed) See page 45 48 Note: For clients with the Outcome Pending status, the MEIA Contract Manager verifies whether the client has achieved the outcome that was pending. They record either Outcome Achieved, or Outcome Not Achieved. Outcome Achieved will automatically generate a request to MEIA for the related bonus payment at the end of the month that Outcome Achieved was recorded. Page 14 2003-Aug-31

Section 2 Getting Started SECTION 2 GETTING STARTED This section explains how to log on and off the BEP System and information about using the system. Contents To Change Your BEP Password 16 To Log onto VPN and the BEP System 17 BEP System Main Menu 20 Timing Out from Inactivity (Application Session Expired) 21 To Display Administrator Messages on the Home Page 22 To Display Online Help for the BEP System 23 To Log Off the BEP System and VPN 24 2003-Aug-31 Page 15

Section 2 Getting Started To Change Your BEP Password The passwords that MEIA initially provides to new users are pre-expired for security reasons. Therefore, when you install the VPN software or attempt to access the BEP System for the first time, you must change the password. Important: Your password also expires every 90 days. Be sure to keep track of when it is due to expire, and use the procedure below to change it a few days before it expires. Passwords must be typed in lower case letters. If you type any capital letters, the system will not recognize the password. A new password must: be at least 6 characters long contain at least two alphabetic characters and at least one numeric or special character within the first 8 characters. differ from your previous password by at least three characters. To change your password: 1 Go to https://www.pwchange.gov.bc.ca on the internet. 2 The following screen is displayed. Note: Passwords must be typed in lower case letters only. 2 Type the following. your BEP UserID for User Name your existing password for Current Password your new password for New Password your new password again for Confirm Password. 3 Click the Change Password button. A Password Changed message is displayed. Page 16 2003-Aug-31

Section 2 Getting Started To Log onto VPN and the BEP System Authorized BEP service providers can access the service providers version of the BEP System. Note: If you have problems logging on, ask your Technical Lead to contact the MEIA Helpdesk at 604 660-1636. 1 To start the VPN Client Software, click Start > Programs > Nortel Networks > Contivity VPN Client. The VPN Client dialog box is displayed. Important: Do NOT click the Save Password check box. This can cause logon problems. Note: Passwords must be typed in lower case letters only. 2 To log onto VPN: Type or verify your BEP User ID for the User Name. Type your BEP password in lower case letters. Make sure the Save Password check box is not checked. Click the Connect button. The following information box is displayed while your VPN information is verified. 2003-Aug-31 Page 17

Section 2 Getting Started 3 Wait for this to process to complete. When it is completed, the SPAN/BC VPN Gateway Security Banner is displayed. 4 Click the OK button. The first time you log onto the VPN server, the following message is displayed. 5 If you do not want this message to be displayed in the future, click the checkbox and then OK. Otherwise, just click OK. Note: When you are connected to the VPN Gateway, the Contivity VPN icon is displayed in the Task Bar at the bottom right corner of your screen. 6 Launch your Internet Explorer browser. Page 18 2003-Aug-31

Section 2 Getting Started 7 Type http://bep.eia.gov.bc.ca in the Address box and press Enter. The following dialog box is displayed. Important: Do NOT click the Remember my password check box. This can cause logon problems. Note: Passwords must be typed in lower case letters only. 8 To log onto the BEP System: Type IDIR\Username for the User name (where the Username is your BEP User ID). Type your BEP Password in lower case letters for the Password. Make sure the Remember my password check box is not checked. Click the OK button. The Home screen for the BEP System is displayed (shown on the next page). 2003-Aug-31 Page 19

Section 2 Getting Started BEP System Main Menu On the left side of the screen, the BEP System main menu options are displayed. The screen corresponding to the selected menu option is displayed on the right side of the screen. When you log onto the BEP System, the Home menu option is displayed, as shown above. The BEP System main menu contains these options: Home displays messages for all service providers and for individual service providers. Search Client displays the Search Client screen where you can specify criteria for searches. Eligible Clients displays the list of clients who are currently eligible for a BEP session offered by your company or institution and have not yet been confirmed or withdrawn. Confirmed Clients displays the list of clients who have been confirmed in sessions between the session start date and day 14. Enrolled Clients displays the list of clients who are currently enrolled in a BEP session offered by your company or institution (not yet completed or withdrawn). Client Outcome displays the list of clients who have completed their session and proceeded with their action plan, but have not yet achieved one of the four bonus outcomes. Reports is used to print BEP reports. Help displays online Help for the BEP System. BP File Number field is used to find a specific client s record, using their BP File Number, and display the client s details and history of BEP involvement. Page 20 2003-Aug-31

Section 2 Getting Started Timing Out from Inactivity (Application Session Expired) If the BEP System is open but has not been used for 20 minutes, the system automatically times out. The automatic time out essentially logs you off the system, but does not close your VPN connection. In this situation, the following screen is displayed. If this screen is displayed: 1 Click the Logoff link shown on the screen. 2 If your BEP System closes, do either of the following: To log on again, repeat steps 6 to 8 of the To Log onto VPN and the BEP System procedure, starting on page 17. To log off the system, refer to To Log Off the BEP System and VPN on page 24. 2003-Aug-31 Page 21

Section 2 Getting Started To Display Administrator Messages on the Home Page The Home page on the BEP System displays messages for all service providers and for individual service providers. When you log onto the BEP System, the Home page is displayed on the right side of the screen. As you use the BEP System, other screens are shown on the right side of the screen. To return to the Home page, click Home on the BEP System main menu. Hint: If there are more messages than can be shown, scroll bars are displayed to the right of the list. Click and drag the scroll bar to scroll through the list. The Home page contains the following: The top part of the Home page displays the Global messages, which are intended for all service providers. The bottom part of the Home page displays Personal messages, which are intended only for your company or institution. Page 22 2003-Aug-31

Section 2 Getting Started To Display Online Help for the BEP System Click Help on the BEP System main menu. Another Internet Explorer window opens, displaying the online Help. For more information about using the online Help, click Using Help on the Help menu. To close the Help, click the (Close) button on the Help window. 2003-Aug-31 Page 23

Section 2 Getting Started To Log Off the BEP System and VPN Use this procedure to log off the BEP System first and then log off VPN. 1 In the top right corner of the window displaying the BEP System, click. 2 Click the Contivity VPN icon on the Task Bar at the bottom of your screen. Page 24 2003-Aug-31

Section 2 Getting Started The Contivity VPN Client Monitor dialogue box is displayed. 3 Click the Disconnect button. The following dialogue box is displayed. 4 Click the Yes button. Note: There is a cost to the province for every minute you are logged into the VPN Gateway. Please remember to log off of the VPN Gateway every time you exit the BEP System. 2003-Aug-31 Page 25

Section 2 Getting Started Page 26 2003-Aug-31

Section 3 Finding Client Information SECTION 3 FINDING CLIENT INFORMATION This section provides information and procedures about how to search for clients in the BEP System. How to Find Client Records 28 To Find a Client s Record by BP File Number 29 To Display Client Lists 30 How to Use Client Lists 31 To Print Client Lists 31 About Searching on the Search Client Screen 32 Fields You can Search On 33 Wildcard Searches 35 To Specify Date Ranges with Calendar Buttons 36 To Search for Client Records 37 Specify Search Criteria 38 Find Client in Search Results 39 Display Details and History for the Client 40 If Search Results are not Displayed 40 To Print Displayed BEP Information 41 2003-Aug-31 Page 27

Section 3 Finding Client Information How to Find Client Records This section describes the different ways you can find client records on the BEP System. You can find client records in all of the ways described in this section. Until you are familiar with these methods, you may want to use the chart below to determine which method to use. If you know the following: You can: See page A client s BP file number A client s BP program status Other information about the client Display the details of the client s record. Display a list all clients who have that program status and display the details of these clients records. Find all clients matching the same criteria and display the details of these clients records. For more information about how to searching in this way. 29 30 37 32 Page 28 2003-Aug-31

Section 3 Finding Client Information To Find a Client s Record by BP File Number If you know a client s BP File Number, you can use the BP File Number field on the main menu to quickly display their BEP record. Use this procedure to display the following on the Client Information screen: client s demographic information client s history of involvement in BEP. 1 On the main menu, type the client s BP file number in the BP File Number field. You must type the BP prefix as well as the 8-digit number. 2 Click the Show button. The Client Information screen is displayed, showing the client s detailed BEP information. For details about the information displayed, refer to the screen samples in To Search for Client Records on page 37. 2003-Aug-31 Page 29

Section 3 Finding Client Information To Display Client Lists You can use client lists to display the list of clients with a particular program status (described in BEP Program Status Codes on page 9). You access these lists from the BEP main menu. To display client lists, click: Eligible Clients to display the Eligible Clients List screen. This screen lists all clients who are currently eligible for BEP and not yet confirmed or withdrawn (screen sample on the next page). Confirmed Clients to display the Confirmed Clients List screen. This screen lists all clients who have been confirmed in sessions between the session start date and day 14 (screen sample on page 45). Enrolled Clients to display the Enrolled Clients List screen. This screen lists all clients who are currently enrolled in a session, sorted by the end date of sessions (screen sample on page 47). Client Outcome to display the Client Outcome List screen. This screen lists all clients who have completed their session within the last 6 months but have not yet achieved one of the four bonus outcomes (screen sample on page 48). Note: Withdrawn clients are not displayed on list screens. To display details and history of withdrawn clients, use the search procedure on page 37, and select Withdrawn in the Program Status field. Page 30 2003-Aug-31

Section 3 Finding Client Information How to Use Client Lists List screens list the clients who have the program status shown on the screen. For example, the screen below shows the List screen for eligible clients. Each BEP client who has this program status is displayed as a detail line on the screen. A detail line also shows the Actions that are available when the client has the status shown on that screen ( Confirm and Withdraw on the screen below). Note: A detail line is a horizontal line on a List screen that shows information for one client. Detail lines are alternately grey and white, so you can distinguish them more easily. As the client proceeds through the BEP Program, their program status is changed to reflect their progress. When the client s program status changes, their detail line is added to the list screen showing their current status and removed from the list screen showing their previous status. For example, when Eligible clients are confirmed, their detail line is removed from the Eligible Clients List and is displayed on the Confirmed Client List. To Print Client Lists You can print the list of clients on a list screen. Refer to To Print Displayed BEP Information on page 41 for the procedure. 2003-Aug-31 Page 31

Section 3 Finding Client Information About Searching on the Search Client Screen This section provides information about how to make searches on the Search Client screen. The procedure for searching is on page 37. When you click Search Client on the BEP main menu, the following screen is displayed, where you specify the criteria that you want to search by. Note the following tips about searching: You can search for clients using any of the fields on the Search Client screen in any combination, except for the Service Provider field. You can only display clients that are involved with your company or institution. On fields that have drop-down lists from which you select an option, there is a blank option at the top of the list. Use this option when you want to include all options for the field. For example, in the Program Status field, you would use the blank option to include all Program Status codes. You do not need to type a space in the field, just leave it blank. To find more specific information, specify more search criteria. You can specify combinations of the fields described below. For example, if you search for open BP files (File Status = Open), your search will find a large number of clients. If you also specify an alpha split and a postal code, your search will be more specific. Page 32 2003-Aug-31

Section 3 Finding Client Information Fields You can Search On You can search on the following fields on the Search Client screen. Press the TAB key to move between the fields on the screen. Field Name Last Name SIN First Name Postal Code Alpha Split Region Office(s) BP File No Service Provider About the Field Limits the search to clients who have the specified last name, or whose last names start with the letters you specify. You can use an asterisk to represent missing letters in the last name. For example, if you want to find people with the name Smith, you could type SM* to find people with different spellings of the name. Limits the search to the client with the specified Social Insurance Number (SIN). You must type the SIN without spaces. For example, 123456789. Use the SIN to find a specific client. If you type a valid SIN in this field (and the BP File No is not filled in see below), all other search criteria is ignored, as this indicates that you are looking for a specific client. Limits the search to clients who have the specified first name, or whose first names start with the letters you specify. You can use an asterisk to represent missing letters in the first name. For example, if you want to find all of the clients starting with Daniel, type Daniel*. The list would include all clients with Daniel or Danielle as first names. Limits the search to clients with the specified Postal Code. You can use an asterisk to stand for missing characters in the postal code. For example, you can type V5B* to find all of the clients who have Postal Codes starting with V5B. Limits the search to last names beginning with the specified letters. You must type two letters. For example, E-E limits the search to last names beginning with E. A-D limits the search to names beginning with A, B, C and D. This field is used by MEIA staff only. This field is used by MEIA staff only. Limits the search to people with the specified Bridging Employment Program (BP) File ID. You must type the file number with the BP prefix. For example, BP12141111. Use the BP File ID to find a specific client. If you type a valid BP File ID in this field (and the SIN is not filled in see SIN above), all other search criteria is ignored, as this indicates that you are looking for a specific client. You can search for BEP clients in your company or institution only. You cannot use this field to select another service provider. Continued 2003-Aug-31 Page 33

Section 3 Finding Client Information Field Name File Status Program Status Withdraw/ Close Code Current Only/ Any About the Field Limits the search to clients with the specified BP File Status. Click the down arrow and select a File Status. Options include Open, Closed and Blank (use Blank to include all File Statuses). Limits the search to clients with the specified Program Status. Click the down arrow and select a Program Status. Options include: Blank - use this option to include all Program Statuses. Status codes listed in BEP Program Status Codes, page 9. Use the following two date fields to indicate a date range for a change to the Program Status. If you do so, you must specify both the earliest and latest date. Earliest Program Status Date. Limits the search to Program Status changes on or after this date. It indicates the beginning of a date range. Latest Program Status Date. Limits the search to Program Status changes on or before this date. It indicates the end of a date range. For details about how to specify dates and use the Calendar buttons, see page 36. Limits the search to clients with the Withdraw Reason Code or Closed Reason Code that you specify. These codes are described on page 10. There are two ways you can use these codes: Search for a specific Withdraw or Close Reason code. For example, to find which clients BP files were closed because a session was full, you would select the Session full reason code in your search. In this case, you would need to do a separate search for each reason code. Search for all Withdraw and Close Reason codes. To do this, you would leave this field blank, to include all reason codes. In this case, you would probably find a long list of clients, and would need to display the details for each client to see their reason code. (To shorten the list, specify more search criteria). These buttons are used with the criteria you specify in the File Status, Program Status and Withdraw/Close Code fields. Current Only limits the search to clients who currently have the specified status and/or code. Any includes all clients who currently have the specified status and/or code or have had it in the past. For example, if you search for clients with the Program Status Eligible the search results list will include: if Current Only is on, only clients who currently are Eligible status. if Any is on, clients who are currently eligible AND clients who have previously been eligible. Page 34 2003-Aug-31

Section 3 Finding Client Information Wildcard Searches On the Search Client screen, some fields show an asterisk (*) after the field label. This indicates you can use wildcard searches in that field. With wildcard searches, you can use an asterisk to represent characters in the search. Type an asterisk to represent one or more characters. The asterisk must be typed after one or more characters. For example, if you know that a client's last name is some variation of Johnson, you could type john* in that field. All clients with the last names Johnson, Johnston and Johnstone would be listed. Clients with a last name of Jonsson would not be listed. 2003-Aug-31 Page 35

Section 3 Finding Client Information To Specify Date Ranges with Calendar Buttons You can search for all clients whose Program Status changed to the specified status during a given period of time. Use the calendar buttons displayed beside the date fields, to select a date for the field. You must specify both the beginning (earliest) and end (latest) dates in the date range. Your search will include files whose status changed during this date range, including the first and last dates. Notes: To include files whose status changed on a particular date, specify the same date in both date fields. To include files whose status changed on a particular date and have not been updated since, specify the same date in both date fields and also click the Current button. This will find only the records where the most recent update was on the selected date. 1 Select the program status. 2 Click the Calendar button beside the date field. A calendar is displayed. Note: This screen sample shows the calendar for the Latest Program Status Date field. The name of this field is temporarily hidden by the calendar. 2 To select a different month or year, click the associated < and > buttons. 3 Click the date you want to select or the Today button for today s date, for both: beginning date of the date range, in the Earliest Program Status Date field. end date of the date range, in the Latest Program Status Date field. When you click a date, the calendar closes automatically, and the selected date is displayed in the date field. Note: To close the calendar without selecting a date, click the the calendar. (Close) button on Page 36 2003-Aug-31

Section 3 Finding Client Information To Search for Client Records Use the Search Client screen to find for records of BEP clients in your company or institution. The results of your search are listed on the Search Client Results screen. You can then click clients on your list of search results to display their details and history of BEP involvement. For more information about how to specify searches, refer to About Searching on the Search Client Screen on page 32. Note: If you want to find a specific client and you know the client s BP file number, it is faster to access the client s record directly from the main menu. See To Find a Client s Record by BP File Number on page 29. 1 Select Search Client from the BEP main menu. The Search Client screen is displayed. For details about how to use all of the search fields on this screen, see Fields You can Search On on page 33. 2003-Aug-31 Page 37

Section 3 Finding Client Information Specify Search Criteria Hints: To remove all information from the fields, click Clear All Criteria. Both Withdraw Reasons and Closed Reasons are shown in the Withdraw/ Close Code field. If a scroll bar appears on the right side of the screen, click and drag it to scroll up and down the screen. 2 Type or select the information in the fields that you want to search on. For example, you can search for the following: To find: Specify the following criteria: Page a specific client clients with a specified program status clients who changed to a specified program status during a specified time frame clients who withdrew from a session clients whose BP files were closed for specified reasons all BP files closed for any reason only clients who currently have the specified Program Status, File Status and Withdraw/Close codes clients, regardless of specified codes 3 Click the Search button. Type the client s SIN in SIN field, BP file number in BP File No field or name in Last/First Name fields. Select the program status code in Program Status field Select the program status code as above, then the earliest and latest date in the time frame in Earliest and Latest Program Status Date fields. Select Client Withdrew Self in the Withdraw/ Close Code field. Select the withdraw or close reason code in the Withdraw/Close Code field. Select Closed in the File Status field, and leave the Withdraw/Close Reason field blank. Click the Current Only radio button near the bottom of the screen. Click the Any radio button near the bottom of the screen. 33 33 33 34 34 34 34 34 34 34 Page 38 2003-Aug-31

Section 3 Finding Client Information All clients matching your search criteria are listed on the Search Client Results screen. This screen shows what search criteria you specified and the number of records found. The detail lines show of the records found. Note: If no search results are listed, read the displayed message and try the search again with slightly different search criteria. For more information, refer to If Search Results are not Displayed on page 40. Find Client in Search Results 4 Click a client's name to display their details. The client s details are displayed on the Client Information screen. 2003-Aug-31 Page 39

Section 3 Finding Client Information The Information section displays the client s demographic information. Display Details and History for the Client Note: As the client accumulates more information you may need to use the right scroll bar to scroll down the screens. The Activity History section displays the history of the client s involvement in BEP. It includes a detail line for the session the client is involved in. If the client has been involved in more than one session in your company or institution, the most recent session is shown first. Each change to the client's Program Status adds a detail line to the client s activity history. Detail lines are sorted by the date the status changed, with the most recent status on the first line. (For example, on the screen above, the client s current Program Status is Confirmed.) 5 To return to the Search Client Results screen, click the Back button on Internet Explorer. This screen lists the results of your last search. 6 To display the details of other clients found in your search, repeat steps 4 to 5. If Search Results are not Displayed When you make a search on the Search Client screen, the clients matching your search criteria are listed on the Search Client Results screen. The Search Client Results screen displays the criteria you specified for your search, the date and the number of records that match that criteria. For a screen sample, refer to page 39. If no search results are shown, check the message that indicates how many records were found in the search. If no client records match your search criteria, try searching again with more general criteria. If more than 200 client records match your search criteria, try searching again with more specific criteria. The maximum number of records that can be listed on the Search Client Results screen is 200. Page 40 2003-Aug-31

Section 3 Finding Client Information To Print Displayed BEP Information You can print list screens, your lists of search results and the details for individual clients. When you print search results, the entire list is printed. 1 Do a search, as described in any of the Search procedures in this section. 2 Do either of the following: Right click in the right panel and select Print. Position the cursor in the information to print and either: Click the Print button on the button bar to print it on your default printer. Select Print from the File menu to display the Print window. Select your printer options and click OK. Note: If your report is cut off on the right side, you need to decrease the size of the text on your screen. To do this: 1 On the Internet Explorer menu, highlight the View menu and then Fonts or Text Size (depending on your version of Internet Explorer). 2 Select a smaller font than the size that is checked. 2003-Aug-31 Page 41

Section 4 Recording Client Information on the BEP System SECTION 4 RECORDING CLIENT INFORMATION ON THE BEP SYSTEM This section provides information and procedures about how to record client information on the BEP System. To Confirm an Eligible Client 43 To Record that a Client s Withdrawal 45 To Record a Client s Completion and Action Plan 47 To Record a Client s Achieved Outcome 48 Page 42 2003-Aug-31

Section 4 Recording Client Information on the BEP System To Confirm an Eligible Client Within 14 days after the session start date, you must either confirm that the client is attending the session or record that the client has withdrawn (see page 45). Important: The BEP System allows up to 14 calendar days to confirm a client. If you do not record the confirmation by 11:00 pm of the 14 th day after the session started, the BEP System will automatically close the BP file. This date is shown as the Expiry Date on the Eligible Client List screen. Use the Eligible Client List screen to select the client that you want to confirm. This screen lists all clients in your company or institution with an Eligibile program status. Then use the Confirm Client screen to confirm that the client is attending the session. Note: You cannot confirm a client until the session has started. 1 Select Eligible Clients from the main menu. The Eligible Client List screen is displayed. 2 Locate the detail line for the client and click the Confirm link. 2003-Aug-31 Page 43

Section 4 Recording Client Information on the BEP System The Confirm Client screen is displayed, showing the record for the selected client. Note: To cancel this procedure and go back to the previous screen without confirming the client, click the Cancel button. 3 Click the Confirm button. When clients have been confirmed, they are listed on the Confirmed Client List screen. They are no longer displayed on the Eligible Client List screen. Page 44 2003-Aug-31

Section 4 Recording Client Information on the BEP System To Record a Client s Withdrawal If clients do not meet their obligations/requirements during your program or choose to leave the program, you record that they have withdrawn from the program. This may happen at three stages of the client s involvement in program, when the client is listed on one of these screens: Eligible Clients List if the client is eligible between the session start date and day 14, but then stops attending or is dismissed by you (program status Eligible ). Confirmed Clients List if the client has been confirmed between the session start date and day 14, but then stops attending or is dismissed by you (program status Confirmed ). Enrolled Clients List if the client has been enrolled (program status Enrolled ) in a session, but withdraws or is dismissed before completing the session. Use any of the screens listed above to select the client who has withdrawn. Then use the Withdraw Client screen to record the withdrawal and reason for withdrawal. When you specify the reason for withdrawing the client, select the most applicable Withdraw Reason code (the code that best describes the client s current situation). For example, health, moving, and childcare may all be factors in a client withdrawing. If the client has a chronic health condition that severely limits their ability to participate in a session, who is moving from Victoria to Vancouver, and who requires childcare services, then health is the factor that impacts BEP involvement the most. Tip: If you do not know which screen the client is listed on, you can use the To Search for Client Records page 37 procedure to find out. On the Client Information screen, the client s current program status is shown on the first detail line under the heading Program Status. 1 Depending the client s program status, click one of the following on the BEP main menu: Eligible Clients, Confirmed Clients or Enrolled Clients. 2003-Aug-31 Page 45

Section 4 Recording Client Information on the BEP System The associated list screen is displayed. 2 On the displayed screen, locate the client s detail line and click Withdraw. 3 Select the most applicable reason for why you are withdrawing the client (for more information about these codes, see page 11). 4 Click the Withdraw button. Client s BP file is closed, and the client is no longer displayed on any of the BEP System list screens. You can still display details and history of client using search procedure on page 37. Page 46 2003-Aug-31

Section 4 Recording Client Information on the BEP System To Record a Client s Completion and Action Plan When clients complete the sessions they are enrolled in, you record their completion as well as their action plan. For example, a client may plan to enroll in classes to complete their secondary education. For a description of the outcome codes, see Action Plan Codes on page 12. 1 Select Enrolled Clients from the main menu. The Enrolled Clients List screen is displayed, showing the session each client is enrolled in, and the start and end date of the session. 2 Locate the client s detail line and click Completed. The Complete Session screen is displayed. 3 Select the client s action plan in the Planned Outcome field and click Submit. This advises the ministry what steps the client plans to take next, so that ministry staff can, where possible, help the client take necessary steps. 2003-Aug-31 Page 47

Section 4 Recording Client Information on the BEP System To Record a Client s Achieved Outcome The client has six months (from the completion date of their session) to achieve one of four bonus outcomes. The outcome reached can be different from the action plan. By the end of the six months, if the client has achieved their action plan, you record that the client s outcome is pending. For a description of the outcome codes, see Outcome Codes on page 12. If the client has not achieved their action plan by 11:00 pm of the 14 th day after the six months ended, the system automatically closes the BP file. 1 Select Client Outcome from the main menu. The Client Outcome List screen is displayed. 2 Locate the client s detail line and click Outcome Pending. The Achieved Outcome Reason screen is displayed. 3 Select the client s outcome reason and click Submit Outcome. Page 48 2003-Aug-31

Section 5 Printing BEP Reports SECTION 5 PRINTING BEP REPORTS This section provides descriptions of the BEP reports and the procedure for printing these reports. Daily Auto-Close Report 50 To Print BEP Reports 51 2003-Aug-31 Page 49

Section 5 Printing BEP Reports Daily Auto-Close Report This report shows all clients in your company or institution whose BP files are due to automatically close within the next seven calendar days, unless you take specific steps. The report is broken down by session. For each session, the records are sorted by days before auto-close, then client name. The report includes this information: Days before auto-close BEP # Client Name Current Status (the status of the client record), which may be: Eligible (leading up to Enrollment Milestone) Enrolled (leading up to Completion Milestone) Completed (leading up to Outcome Milestone) Reason, which may be: Client not confirmed by Service Provider Client not noted as completed by Service Provider Client outcome not noted by Service Provider Page 50 2003-Aug-31

Section 5 Printing BEP Reports To Print BEP Reports 1 Click Reports on the BEP main menu. The Report Selection screen is displayed. 2 Select the following: the format for report (Excel, PDF or Word/RTF). Daily Auto-Close Report for report type. 3 Click the Run Report button. A print preview window opens and displays the formatted report. 4 Click the Print button or select Print from the File menu. 5 Select your printer options and click OK. 6 Click the button in the top right corner of the report window to close it. 2003-Aug-31 Page 51