EDSI. EDSI Way Orientation Quality Control

Transcription

1 EDSI EDSI Way Orientation Quality Control

2 Table of Contents Introduction to EDSI Master Database Comprehensive Workforce Development System (CWDS) TimeTracker Pathtracker Training Evaluation

3 Welcome to EDSI As a new employee, we know that you probably have many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP? Whether you are in Quality Control or a Job Developer, it is very critical for you to understand the importance of your role here at EDSI. During Orientation, you will go through intensive job training guided by your Manager and staff including: Introduction to EDSI Review the EDSI Policy Manual Administrative Paperwork Job Specific Information Software Training (available on the Intranet)

4 What to Expect During orientation, you will get the opportunity to meet different people and learn all components of your position You will get the chance to job shadow different people and understand how your role as a Quality Control Coordinator fits in the organization

5 What makes EDSI different? People The 3 P s Committed Team Members Process ISO Perspective Innovative

6 EDSI Values SHOW UP SMILE SUPPORT

7 EDSI Orientation Train to Gain Day 1 Day 2 Day 3 Day 4 Day 5 Intro to EDSI Meet and Greet Tour of Facility EDSI Policy Manual Participant Orientation Classroom Overview I-9 and W-4 PI Guidelines Code of Ethics EDSI Way Shadow QCC Corporate Paperwork Participant File Participant paperwork Classroom Skilldex TABE (optional) Shadow QCC ADP Timesheet ISO Training Contract Specific Job Shadowing QCC Day 6 Day 7 Day 8 Day 9 Day 10 Job Shadowing EC Organizational Skills Job Shadowing Instructor Outlook Job Shadowing - JD Job Shadowing - QCC Q & A Training Evaluation

8 EDSI s Mission Statement We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect

9 EDSI Locations Dearborn, MI (Headquarters) Detroit, MI Chicago, IL Prince George s County, MD (Temple Hills and Largo) Washington, D.C Staten Island, NY Pittsburgh, PA Philadelphia, PA Raleigh, NC Wilkes-Barre, PA Hazleton, PA Pottsville, PA Chambersburg, PA Bristol, PA Lebanon, PA Chester, PA Norristown, PA Reading, PA Carlisle, PA Harrisburg, PA York, PA Washington, DC Lancaster, PA Westland, MI Gettysburg, PA Wilmington, DE

10 EDSI Employee Intranet In order to access the forms and training, you will need to access the EDSI Website ( Click on Employee Intranet Enter your Employee ID and password (your last name)

11 EDSI Dress Code Dress code is important for our staff and Participants. Since, Participants look to us as role models, we must exhibit a professional dress code. As listed in the EDSI Company Policy Manual, EDSI offices require Business Dress (Monday Thursday) and Business Casual is allowed on Friday. Although clothing preferences differ by individual, as a representative of EDSI, each employee is expected to exercise good judgment and taste in selecting office attire that is business-professional and is consistent with the employees presentation during the interview process.

12 Microsoft Outlook Microsoft Outlook is your Time Management tool to help you organize your day and communicate with others throughout the organization. With Outlook, you ll have the option to: Schedule meetings Manage your tasks View Calendar You can access your via the Employee Intranet as well. You can also access the Microsoft Outlook tutorial under Resources on the Employee Intranet.

13 ISO ISO 9001 is an international quality standard to which EDSI is registered. It is a process-based standard focused on continuous improvement and customer satisfaction. ISO allows EDSI to perform our processes consistently and document the results. When we know how a process is performed, we know how to improve it. On the Employee Intranet, you will have access to the ISO forms.

14 EDSI Databases You will be utilizing many EDSI databases to help you in your position Here are some of the databases that you will have access to: Skilldex TimeTracker Master Database (Excel) Contract specific system (please check with your Program Manager for contract specific systems)

15 Master Database

16 How does this affect me? Active EC s, Retention EC s and PWE Coordinators can all use the Master Database to understand and manage their caseloads. Managers, PRI and Data Staff can utilize the Master Database to run reports, complete monthly goals and standards reports, complete Joe Charts and support their numbers. JD s can utilize the Master Database to confirm the status of their employed participants and generate a list of participants by employer.

17 Understanding who I have (Active EC s) Utilize the Enrollment Tab on the Master Database to: Determine how many people you have enrolled. Determine how many active participants you currently have on your caseload. Determine how many/who you have terminated for the contract year.

18 Understanding who I have (Retention EC s) Utilize the Placement Tab on the Master Database to: Determine how many participants are on your caseload. Determine who is approaching their six month retention. Determine who needs to be reemployed.

19 Understanding who I have (PWE Coordinator) Utilize the Enrollment Tab on the Master Database to: Determine how many participants are on your caseload. Predict and plan when participants will need to be placed in PWE.

20 Understanding who I have (Job Developers) Utilize the Placement Tab on the Master Database to: Review the placements that have been verified and entered into CWDS Predict six month retentions and generate call lists to employers to close out participants Review retention rates of particular employers by analyzing employment term dates and six month retention information

21 Understanding Where We Are By understanding who we have we will be able to understand where we are. The PRI, Manager and Data staff will use these databases to report program numbers, support these numbers with a name by name roster of events, generate action items to the staff as reminders, and manage the transition meeting.

22 Database Training Information The following slides review specific information contained within the Enrollment and Placement tabs of the Master Database. To view a sample of the database, please click on the icon below.

23 Columns on the Enrollment Tab Re-enrollment/Flip: Marked if participant has been enrolled into the program more then one time (may not be used in all offices) Program: CDC, Other Status: Active, Employed, Termed, Ret Met, Retention Not Met (RNM) Activity Codes: Current activities opened for the participant EC, Last, First, SS, contact information Referral Date: Date participant s referral was put on CWDS Project Start date: The date the participant was enrolled in the EARN Program

24 Columns on the Enrollment Tab Mailing information: Used to generate mass mailing labels for active or employed participants Required Hours: 30 or 20. This is the participants weekly requirement Child under 6: Yes, if the participant has a child under 6, No, if the participant does not have a child under the age of 6 Birth date of the youngest child TANF Days: The number of TANF days the participant had upon their referral to EDSI. This column should be monitored to see when a participant becomes an extended TANF participant.

25 Columns on the Enrollment Tab (continued) By placing a date in the Transfer column you will be able to see when you transferred the participant from one program to the next. If you do not see a reenrollment date in the next column you should contact the CAO to get the participant re-referred again.

26 Columns on the Enrollment Tab (continued) Re-enrollment into CDC: This should be the date the participant got re-enrolled as a CDC participant after the WSC closure. By placing a date in this column you can confirm that the closure from WSC was re-opened and you can calculate the proper retention. You can also track the length of time it takes to get the CAO to complete the transfer. This documentation can be taken to the DST meetings to address significant delays.

27 Columns on the Enrollment Tab (continued) EDSI Term Code: The code used to terminate or complete the participant s retention should be listed here. EDSI Term Date: The date the participant was terminated or completed the program should be listed here. Post placement Termination: If a participant gets terminated after he/she are employed, place an X here. Pre placement termination: If a participant is terminated before he/she are employed, place an X here.

28 Columns on the Placement Tab Program: CDC, WP, Other Status and Activity Codes District, EC, Last, First, SS Program Referral and Start date: The date the participant was enrolled in the EARN Program Additional contact information Required Hours: 30 or 20; this is the participant s weekly requirement Child under 6: Yes, if the participant has a child under 6, No, if the participant does not have a child under the age of 6

29 Columns on the Placement Tab (continued) TANF Days: The number of TANF days the participant had upon their referral to EDSI. This column should be monitored to see when a participant becomes an extended TANF participant. 1 st Placement date: This column contains the placement date of the participant s first placement. This date should never be changed. Average Days to Placement: Formulated column. This should auto-populate when you enter a 1 st placement date

30 Columns on the Placement Tab (continued) Employment end date: This column contains the end date of the first placement only. Once the participant loses their first job this date should never be changed. Retention start date: This column records the date the participants retention starts. This date will need to be manually changed if a break greater than 28 days occurs during the retention period. 30, 60, 90 day: Formulated column that will give you the dates when the participant will reach these benchmarks (uses the retention begin date to create calculations) Date to meet job retention: This date should automatically be populated when you put a date in the retention start date column. It will calculate the expected 180 day retention date for you.

31 Columns on the Placement Tab (continued) Subsequent placement date: This column tracks the begin date of the participant s most recent/current employment. If a participant has had three jobs, the 1 st job info will be captured in the 1 st placement column and the 3 rd job info will be placed in the subsequent placement date column. You will type over the second placement date information to add the current placement. There is no need to list all of the employments at once.

32 Columns on the Placement Tab (continued) Employer Starting Wage Hours Benefits This information is all of the standard information contained on your Employment Verification Form (EVF). Please keep in mind that the information kept here should be the most recent employment only. Each participant will only have one line per enrollment.

33 Columns on the Placement Tab (continued) Six month retention date: This column contains the date you claimed the participant six month retention. Retention Not Met Date: Date participant is terminated for not being able to meet retention. IMPORTANT Please remember that each participant only gets one line on the enrollment tab and one line on the placement tab per enrollment, even if they have multiple jobs during one enrollment.

34 Conclusion Please try to keep the comments you place in the comment section uniform. By using the same language for specific comments you will be able to sort the comment section when you need specific information.

35 Comprehensive Workforce Development System (CWDS)

36 Comprehensive Workforce Development System CWDS is a database used by the State of Pennsylvania to track the Referrals, Enrollments, Activities, Weekly Hours, Retentions, Transitions and Terminations for all EARN participants. Some offices also enter Supportive Service payments into the system. CWDS allows you to view a participant s personal information as well as history of the activities and programs they have participated in. Accurate and timely data entry into CWDS is essential to having the most accurate information for our participants.

37 Reference Materials CWDS Cheat Sheet CWDS User Agreement The CWDS Web site includes project background information, updates, and a feature for users to submit FAQs to the CWDS Team.

38 Features of CWDS Base Record: Displays all of the participant s personal information. Participant ID: The ID number given to every participant (one per participant) as a unique identifier. This number is auto generated by the CWDS system; the number should be active in the system when the participant arrives at the center. Case ID: the ID number given to every case (enrollment) opened for a participant. Note: It is important to ensure that you select the right case when adding a participant s information to the system.

39 Referral A referral (completed by the CAO) is necessary for all participants that come to the EARN Program. Referrals will be accepted for participants that attend the EARN orientation and rejected for participants who do not attend. Referrals are only good for 15 days from the date of the referral. Any referrals that have an appointment date (date the participant is scheduled for orientation) for more than 15 days after the date of referral should be rejected using a Code T(referred in error). A new referral will have to be requested from the CAO.

40 Referral (continued) When accepting a referral, you should assign an Employment Consultant (EC) to the participant s case. If you cannot assign an EC at that time, you can go back into the system and complete it at a later time. Note: See Pg. 4 How to Assign a Case Manager after a Program Referral has been accepted. It is possible to accept a referral for more than one participant at a time as long as the participants are from the same program and going into the same activity for the same amount of hours. Note: See Pg. 10 Assign participants to an Activity

41 Activities Activities are also known as Service Authorizations. Note: See Pg. 10 Assign participants to an Activity After accepting a referral and creating a case for a participant, you must assign an activity. Available activities that a participant can participate in may differ by location. Use the link below to the Master Guidelines to find which activities you can use at your site or contact your Program Manager. Select Library of BETP Guidelines Documentation

42 Assigning Special Allowances Not all offices will use the Special Allowances feature If a participant is assigned a special allowance, it will show in the Service Authorization page. Note: See Pg. 18 Assign Client to a Special Allowance

43 Attendance Weekly attendance is entered into CWDS for all participants from Timesheets, Job Search Logs and Pay Stubs. Attendance is one of the most important requirements of CWDS. All attendance should be entered timely and accurately. Any attendance submitted that looks incorrect or questionable should be given to the Project Manager for further review. Note: See Pg. 21 Enter Attendance

44 Placements Once a participant is employed, an employment activity is opened in the Service Authorization screen and then a Placement Report is added to that activity listing all of the employment information. At this time, a Sub-Project for Job Retention also needs to be opened. Only jobs where a participant works 20 or more hours can have a sub-project opened. Note: See Pg. 30 Open a Job Retention You will also enter a Placement Report when opening a PWE activity for a participant. This report will contain the worksite of the participant and the salary information for that location. A new PWE placement report must be completed every time a participant changes a worksite. Note: See Pg. 23 Placement Report

45 Terminations A participant may participate in several activities while they are enrolled in the EARN program. When a participant enters a new activity, it may be necessary to close the previous activity they are enrolled in. These types of closures will occur even though the participant is not being terminated. A participant may also be terminated from the EARN program. When terminating a participant from the program, you must first close all activities and subprojects and then close the participant s case. Note: See Pg. 26 Termination of Activities Note: See Pg. 28 Termination of a Client from a Program

46 Daily Monitoring Activities - Referrals Referrals should be checked on a daily basis. You will be checking for referrals that the CAO did not add at the point the participant arrived at the center as well as referrals for participants moving from WSC to CDC. Remember referrals cannot be left open for more than 15 days or they will automatically be rejected by the system.

47 Daily Monitoring Activities Suspension List The Suspension List is a list of records that have personal information about the participant that conflict with their personal information from a previous record. These conflicts need to be resolved before a participant will appear as a referral. If a participant record is not removed from this list, you will not be able to access a participant s record and the participant cannot be enrolled. Note: See Pg. 39 Processing Suspension Lists

48 Daily Monitoring Activities 45 Day Hold List Participants that receive a K Closing (no longer receiving cash assistance from the CAO and their record in CIS closes) automatically go onto this list. Participants will only remain on this list for 45 days before their cases are automatically closed by the system. If the system automatically closes this case, no more information is able to be added and retention cannot be tracked. Please follow the steps to check the 45 Day Hold List and remove the participant so their case does not close and you can continue to work with the record.

49 Daily Monitoring Activities 45 Day Hold List Please follow these steps to check the 45 Day Hold List and remove the participant so their case does not close and you can continue to work with the record. Search Case Select CDC (also will need to do this for WSC) in Program drop down box under the Search by other Parameters heading Click on the Get Case Status button Use the drop down box in Case Status field and choose 45 Day Hold Choose All in the Case Manager Field (or by name if you want to narrow your choice.) Click on Search Click on the radio button next to the participant s name and click on Edit Case In the Change Case Status to: field choose EH (Extended Hold) in the drop down box and use the data as the action is being performed as the New Status Change Date You will need to do this for each participant in the 45 Day Hold List in both CDC and WSC

50 Data Entry Time Requirements Referrals in CWDS are only good for 15 days from the date of the referral. All referrals must be accepted or rejected before the 15 th day. Some vendors will require the referral be accepted or rejected the same day the participant was scheduled to report to the site. Please check with your Program Manager to see your specific requirements. Enrollments (creating a Case), Activities, and Time & Attendance must be entered by the 15 th day of the following month of when the change took place. The system automatically locks you out of data entry for anything that comes in after that date. All late data entry must be submitted to Inspiritec and requires our company to pay a fee. (Please talk to your Program Manager about Inspiritec) All Terminations, including Retention (Met and Not Met), must be entered within 3 days of the participant s termination date. Placements must be entered as soon as possible after they have been verified by the employer.

51 In Conclusion Time moves in one direction, memory in another. William Gibson All the databases will help you to be more effective and efficient in keeping track of participants. It will record and store your participants /program information and will be available to you to recall when needed.

52 TimeTracker

53 TimeTracker TimeTracker is a system developed to assist staff with participant management and participation monitoring. It can be used to help staff manage weekly hours, activity codes, enrollments, and terminations for EARN participants.

54 TimeTracker Employment Consultants, Job Developers, and Instructors have access to each individual participant s information including personal information and case notes. This helps different staff communicate efficiently using one system.

55 TimeTracker TimeTracker should be used to help reduce the amount of time spent on data collection so staff can focus more on participants education and needs.

56 TimeTracker Each desktop is set up to feature applications that are useful to the particular staff member. Not all desktops are the same and each one designates the responsibilities of the staff member.

57 TimeTracker For example, Employment Consultants have access to a case note report which enables them to view contacts that need to be made. The Time and Attendance Coordinator has access to an hour entry application which allows them to data enter each participant s participation.

58 EDSI Opportunity TimeTracker creates the opportunity for EDSI to go PAPERLESS

59 TimeTracker Application A set of applications are available to help staff monitor participants through various reports.

60 Enrollment Report View participant enrollments within a particular timeframe Determine the amount of new enrollments received each week

61 Hours by Activity Report View participation rates for each participant sorted by activity Weekly and Monthly reports

62 Participation Report View overall participation rates Sort reports by activity, Employment Consultant, week, month, or location The overall Participation Rate shows the rate of participation for both CDC and WSC participants who were enrolled in the EARN Program.

63 Participation Report (continued) The Participation by Program report sorts out the participation rates of the CDC and WSC population. This allows us to see what our participation rate is for CDC only which is used to calculate the Federal Participation Rate.

64 Participation Report (continued) The Participation report by EC lets us know how each EC is performing. It illustrates the percentage of participation for each EC and shows the combined percentage for the center. This report can be opened up and each participant s participation can be viewed.

65 Participation Report (continued) This is a sample of the Participation by EC report when it is opened and the individual participant s participation is viewed. This helps us reach out to participants who are close to meeting participation and get them to complete their hours to increase the participation rate.

66 Participation Report (continued) The Overall Participation by Activity report allows us to see the participation rate for each activity. If an activity has low participation, it allows us to focus on that activity to increase the participation rate.

67 Suspect Hours Report Shows participants who have errors reported on their activity hours screen Identifies key fob or reader errors

68 TANF Days Report Identifies participants exceeding 1800 TANF days Allows EC s to determine participants who are or approaching extended TANF

69 Termination Report View terminations within a designated period of time View termination codes and notes

70 Timesheet Report List participants recorded hours sorted weekly by EC Lists participants hours that need to be approved Generate PDF timesheets to print for participant s file

71 Unapproved Termination Report View any terminations pending approval

72 Low Hours Report Used as communications tool between the EARN Center and the County Assistance Office The report provides all identifying information about the participant as well as the participant s activities and weekly/monthly hours The Low Hours Report is done cumulatively by month but distributed on a weekly basis Hours are entered weekly and delivered to the CAO when complete. Hours are entered onto the report each week from the participant timesheets and job search logs by the appropriate EARN staff member The Low Hours Report is also a helpful management tool. It allows the management staff to track a participant s hours and activities and also provides as a useful tool when performing case reviews with their staff

73 Zero Hours Report View participants sorted by EC that are have zero hours entered for participation Determine which participants need to be called in for participation review Determine which participants may need to be terminated

74 Zero Hours Report (continued) The Zero Hours report allows us to monitor each participant that has recorded no hours for the week. We can use this report to create call lists or generate timely terminations for participants that refuse to participate. This report can be run daily, weekly or monthly so participation for these participants can be addressed in a timely manner.

75 Excused Absences The Excused Absences report allows us to monitor the number of hours a participant uses for excused absences in a month. We are able to go back and track the number of hours the participant has used during their entire enrollment.

76 Participant Near Job Search Limit The Excused Absences report allows us to monitor the number of hours a participant uses for excused absences in a month. We are able to go back and track the number of hours the participant has used during their entire enrollment.

77 Clients Near Job Search Limit The Clients Near Job Search Limit report allow us to monitor the number of weeks the participant is in job search. We are able to ensure the participants transition promptly out of the job search code into another activity.

78 Weekly Attendance Summary Report The Timesheet displays the participant s activity hours for the week. It displays the activities the participant is in and the number of hours of participation.

79 Pathtracker

80 Pathtracker Pathtracker is a software tool which will allow you to capture pertinent participant information. It is a mechanism to track the progress of your participants from enrollment through retention. You will have the opportunity to follow your participant s data path from referral to enrollment to placement to retention and any step in between. Pathtracker is only utilized for some programs. Please check with your Program Manager. Click on the icon for the Training Manual for Pathtracker.

81 Training Evaluation Now, that you have completed the training, please complete the quiz below. koo4xli9nt_2fa_3d_3d

82 Questions? If you have any questions or need additional training, please contact: Laurie Narciso at or Kathy Goldstein at