System Administrator Guide

Transcription

1 Virtual OneStop/ Virtual LMI Version 8.0 VOS/VLMI Administration System Administrator Guide Geographic Solutions Omaha Circle Palm Harbor, FL Tel: (727) Fax: (727)

2 Copyright 2006 by Geographic Solutions, Inc. All rights reserved. Copying and/or distributing this document, in whole or in part, without the express written permission of Geographic Solutions, Inc., is a violation of U.S. Copyright Laws. Trademarks and Acknowledgments Geographic Solutions and Virtual OneStop are trademarks of Geographic Solutions, Inc. Other products or services mentioned herein may be identified by trademarks designated by the companies that market those products or services. Make inquiries concerning those trademarks directly to those companies.

3 Contents 1: OVERVIEW AND CONVENTIONS 1 System Log On... 1 Navigation Menu... 3 Toolbar...3 2: SYSTEM SETTINGS 5 Addresses... 5 System Defaults... 6 System Parameters Section...8 ALMIS Parameters Section...9 Candidate Searching Parameters Section...10 Database Parameters Section...11 Employer Parameters Section...11 Individual Parameters Section...12 Job Order Parameters Section...13 Job Search Parameters Section...13 Virtual Recruiter Parameters Section...15 VOS Parameters Section...15 Administer Event Calendar : STAFF ADMINISTRATION 19 Administer a Staff Account User Information Section...24 Access Privileges Access Group Section...24 Access Privileges Individual Activities Tab Section...24 Access Privileges Individual Assessment Tab Section...25 Access Privileges Case Assignment Section...25 Access Privileges Case Notes Tab Section...25 Access Privileges Employer Case Management Section...25 Access Privileges Employer File Folders Section...25 Access Privileges Manage Employers Section...25 Access Privileges Individual File Folders Section...26 Access Privileges Individual Fund Tracking Section...26 Access Privileges Manage Individuals Section...26 Access Privileges Manage Job Orders Section...27 Access Privileges Manage Appointments/Messages Section...27 Access Privileges Manage Profiling Section...27 Access Privileges Staff Service Reports Section...27 Access Privileges Manage Satisfaction Surveys Section...28 Access Privileges Individual Programs Tab Section...29 Create a Staff Account Staff User Information...29 State Staff Profile...31 Local Staff Profile...31 Statewide Provider Profile...32 Create Privilege Groups Privilege Group Name Section...34 Access Privileges Individual Activities Tab Section...34 Access Privileges Individual Assessment Tab Section...34 Access Privileges Case Assignment Section...35 Access Privileges Case Notes Tab Section...35 Access Privileges Employer Case Management Section...35 Access Privileges Employer File Folders Section...35 V8.0 R2 9/2006 iii VOS/VLMI System Administrator Guide

4 Contents Access Privileges Manage Employers Section...35 Access Privileges Individual File Folders Section...36 Access Privileges Individual Fund Tracking Section...36 Access Privileges Manage Individuals Section...36 Access Privileges Manage Job Orders Section...37 Access Privileges Manage Appointments/Messages Section...37 Access Privileges Manage Profiling Section...37 Access Privileges Staff Service Reports Section...37 Access Privileges Manage Satisfaction Surveys Section...38 Access Privileges Individual Programs Tab Section...38 Change Privilege Group Settings Delete Privilege Groups : USER ADMINISTRATION 41 Administer Individuals Archive Individual Records...44 Restore Individual Records...45 Delete Individual Records...46 Administer Employers Archive Employer Records...49 Restore Employer Records...49 Delete Employer Records...49 Administer Analysts Archive Analyst Records...51 Restore Analyst Records...52 Delete Analyst Records : SERVICE ADMINISTRATION 54 Individual/Employer Services Background...55 Fund Tracking Data Structure...56 Status Change...56 Edit Service...57 Add Service...60 Scan Card Terminals Change Terminal Status...61 Add Scan Card Terminals...61 Edit Scan Card Terminals...62 Scan Card Events Change Event Status...63 Add Event...64 Edit Event : DATA ADMINISTRATION 68 Import/Export Data Data Modification Search for Records...71 Modify Record...71 Add New Record...72 Archive Records Restore Record Help System Maintenance Edit Existing Help Record...77 Help Text Display...79 Generic Setup Create/Edit Program...81 V8.0 R2 9/2006 iv VOS/VLMI System Administrator Guide

5 Contents Program/LWIA Association : ADMIN ADMINISTRATION 83 Administer an Admin Account Modify an Administrator s Account...85 Delete an Administrator s Account...86 Add a New Administrator...86 Create an Admin Account GLOSSARY G 1 INDEX I 1 V8.0 R2 9/2006 v VOS/VLMI System Administrator Guide

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7 1: Overview and Conventions The Virtual OneStop/Virtual LMI (VOS/VLMI) system is a valuable tool for anyone interested in looking for work, training, or career exploration. Job seekers, students, employers, and others seeking employment and training support will find it convenient and helpful. The VOS/VLMI Administration system lets a person in an Application Administrator role maintain and control the access for these different types of users, their accounts, and the data they can see. This manual presents a detailed analysis of the Virtual OneStop/Virtual LMI (VOS/VLMI) Administration system, as it relates to system administrator (SA) functionality. This person is responsible for numerous administrative duties, examples of which include the following: Setting staff user access levels Maintaining data records Establishing default values or views Managing customer user accounts Viewing and purging outdated records Managing activity service codes The users who will conduct system administrator functions should possess a strong understanding of computer terminology, navigation, and supporting equipment (mouse, browser, Internet, etc.). These persons will ultimately perform software and hardware maintenance to ensure the integrity of the one stop agency s daily operations. Note: Although the typical administrator will be familiar with general web browser and VOS specific conventions, for a basic overview of Virtual OneStop and of conventions used in the VOS system, as well as in the user manuals, refer to the Chapter 1, Overview and Conventions in the Staff User Guide. System Log On To log on to the Admin system, perform the following steps: Step Action 1 Open your Web browser and type the appropriate URL in the address box. A screen appears, similar in function to the one below: 2 Type your user name and password. Log in Screen Note: The initial login to the Admin system is reserved for the Master Administrator. This person establishes other system administrators, both on the State and Local level. V8.0 R2 9/ VOS/VLMI System Administrator Guide

8 Overview and Conventions 3 Click Sign In. The Directory of Administrative Services screen appears, a sample of which appears below. Note: Depending on your Admin System deployment, the appearance and functions may look different. Some Administrative Service options may not be included. Please refer to your client administrator should you have any questions. From here, you can select from the following options: Directory of Administrative Services Screen Content Publisher controls specific information available to Virtual OneStop/Virtual LMI system users, such as community service programs, news articles, and other pertinent information. For details of this service component, refer to the Geographic Solutions Content Publisher User Guide. System Settings controls system preferences for data retrieval and default display settings. Staff Administration controls staff account information. User Administration controls individual, employer, and analyst account information (if applicable). Service Administration controls services for individual and employer accounts, and scancard terminal configuration (if applicable). Data Administration controls the modification, export, and import of account data. Admin Administration controls account information for system administrators. Note: Only master level administrators have access to the Admin Administration component. State and local level administrators won t see this option, unless they are granted master level administrative rights. V8.0 R2 9/ VOS/VLMI System Administrator Guide

9 Overview and Conventions Navigation Menu The Administration system includes a navigation menu that allows you to quickly and easily access any administrative service within those listed. The following figure displays a sample navigation menu with flyouts enabled: Navigation Menu Note: Depending on your Admin system deployment, the appearance and functions might look different. The left navigation menu contains fly out menus that allow cascading menus (or submenus) to appear, providing access to administration services. To access a function from the navigation menu, click that function. Functions with a right facing triangle ( ) have a submenu that appears when you move the mouse pointer over them. In the example above, the mouse pointer was placed over the Staff Administration option. To select a submenu item, click it. Toolbar At the lower part of most pages, a toolbar or line of linked words appears (see the following sample). Click a desired link to access its location or function. Refer to the following list for toolbar assistance: Home displays the Log in screen. Sample Toolbar Services displays the Directory of Administrative Services screen. Admin Profile displays the User Information section of the Edit Administrator Account screen, allowing data modification to your account. Log Off displays a pop up window allowing the user to exit the system. V8.0 R2 9/ VOS/VLMI System Administrator Guide

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11 2: System Settings The System Settings option allows administrators to control preset information displayed in the VOS/VLMI system. To access this service option, employ one of the following methods: On the navigation menu, click System Settings. On the Directory of Administrative Services screen, click System Settings. A screen appears, similar to the one below: To control LMI data formats, refer to the System Defaults topic. You can select from the following options: System Settings Options Screen Addresses maintains administrator addresses. System Defaults controls preset system display information. Administer Event Calendar controls the one stop agency events displayed in your VOS/VLMI system. Note: Components may vary depending on your Admin system deployment. Addresses Click the Addresses link to manage administrator address information for a service in the Virtual OneStop/Virtual LMI system. To access the Addresses option, employ one of the following methods: On the navigation menu, click System Settings4 Addresses. On the System Settings Options screen, click Addresses. The following figure displays a sample Modify Address screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

12 System Settings Modify Address Screen In the table pictured above, the system maintains two points of contact that will receive s for various functions: Employer Services contact receives alerts from the system when one of three actions occur: 1 A new employer self registers in the system 2 An employer creates a new job order 3 An employer modifies an existing job order Webmaster contact receives s from employer and individual system users when they compose s using the Assistance Center4 Your Questions service component. To modify an address for a particular contact, type the new address in the Address box and click Save Changes. System Defaults Your Virtual OneStop/Virtual LMI deployment has standard preset information, most of which derives from the initial kickoff meeting held between Geographic Solutions and the client project team. Geographic Solutions initially establishes the system defaults on the client s behalf, but clients that host the system will be responsible for making adjustments. To view or modify these standard default settings, employ one of the following methods: On the navigation menu, click System Settings4System Defaults. On the System Settings Options screen, click System Defaults. The following figure displays a sample Default Settings screen: Note: System default options may vary depending on your Admin system deployment. V8.0 R2 9/ VOS/VLMI System Administrator Guide

13 System Settings Click a jump link to access that section information. Default Settings Screen Due to the screen s extensive information, the screen is broken down into sections, each of which controls specific information for your Virtual OneStop or Virtual LMI system. To complete each desired section, type text, click a radio button ( list. The system provides jump links ), or select a value from a drop down to separate each section and provide swift access to V8.0 R2 9/ VOS/VLMI System Administrator Guide

14 System Settings either the top or bottom of the screen. You may also click a desired jump link along the screen top to access that section. When complete, click Save Changes. To help you complete default settings for your Virtual OneStop/Virtual LMI system, see the following figures and descriptions for each section of the Defaults Settings screen. Most settings employ a onetime only setup. System Parameters Section Use this parameter section to establish generic system settings. System Parameters Section Item System(s) Description Default menu style VOS, VLMI System Parameters Section Select whether fly outs (cascading menus) will be enabled or disabled in the system. Domain name VOS, VLMI Type your system s IP address. address to route error reports to Occupational videos URL VOS, VLMI VOS, VLMI Special software monitors system performance. Type the address of the recipient who will receive notification if a page crash occurs. Type the server file path that maintains video summaries for mainstream occupations. Users access this tool within Career Services4Career Informer or Labor Market Services4Occupational Profile. This is setup protocol for clients that host the system. SMTP enabled VOS, VLMI Select whether the system will permit exchange. SMTP server address Spell check physical dictionary path VOS, VLMI VOS, VLMI Type the SMTP (Simple Mail Transfer Protocol) server address if exchange within your system is enabled. Type the server file path that maintains the system s spell check dictionary. This is setup protocol for clients that host the system. V8.0 R2 9/ VOS/VLMI System Administrator Guide

15 System Settings Item System(s) Description SSL enabled VOS, VLMI Select No if the proper SSL licensure has NOT been secured. This option helps support various web server configurations. System name (friendly name) System region name The form address used for s generated from the web server. VOS, VLMI VOS, VLMI VOS, VLMI Type your system s username as it would appear on the Home page Type your system s regional name, if applicable. This only applies to local VOS/VLMI systems, not state systems. Type the from address on the server that is responsible for generating alerts. This is a security protocol for clients that host the system. Virtual Directory VOS, VLMI Type the portion of your system s URL address that follows the.com,.org, or.edu suffix. ALMIS Parameters Section Use this parameter section to manage data displayed from America s Labor Market Information System (ALMIS). ALMIS Parameters Section Item System(s) Description ALMIS Parameters Section Industry table time period (periodyear + periodtype +period) InfoUSA EMPDB time period (periodyear + periodtype +period) SFI/SFE area profile population high year VOS, VLMI VOS, VLMI VOS, VLMI Type the specific date to control which industry data set displays in the system. Industry data is updated quarterly. Type the specific date that corresponds to the employer data displayed. Geographic Solutions manages this date information according to copyright laws established by InfoUSA. Type the maximum 4 digit year to create a date range that controls population statistics. This information may be viewed by selecting Labor Market Services4Area Profile. V8.0 R2 9/ VOS/VLMI System Administrator Guide

16 System Settings Item System(s) Description SFI/SFE area profile population low year SFI/SFE area profile population source SFI / SFE industry areas where found area distribution VOS, VLMI VOS, VLMI VOS, VLMI Type the minimum 4 digit year to create a date range that controls population statistics. This information may be viewed by selecting Labor Market Services4Area Profile. Type the appropriate number to denote which source provided the population statistics (for example, US Census, State Census Bureau, University studies, etc). If you wish to modify this value, please contact Geographic Solutions for assistance. Select the appropriate value to control the display of employment statistics (county, MSA, or WIA distribution). This information may be viewed by selecting Labor Market Services4Industry Profile4Display More Information about this Industry4Areas Where Found. Candidate Searching Parameters Section Use this parameter section to set resume properties that affect: How long saved resumes remain active in the system. The point at which guest employers must system register before viewing candidate resume details. Candidate Searching Parameters Section Item System(s) Description Candidate Searching Parameters Section Number of days until a resume becomes inactive by a search Resume searching behavior VOS, VLMI VOS, VLMI Select the number of days candidate resumes remain active. Employers may only retrieve active resumes. Select the appropriate point at which guest employers must system register in order to view details of candidate resumes. V8.0 R2 9/ VOS/VLMI System Administrator Guide

17 System Settings Database Parameters Section Use this parameter section to establish settings that affect database behavior and communications protocol. Database Parameters Section Item System(s) Description Database Parameters Section The from address used for s generated from the database server. The name of the jobbanks database used by this system. The SMTP server address used by the database server to send s. VOS, VLMI VOS, VLMI VOS, VLMI Type the from address on the server that is responsible for generating alerts. This is a security protocol for clients that host the system. Type the name of the database that maintains job orders for the system. Type the SMTP (Simple Mail Transfer Protocol) server address if exchange within your system is enabled. Employer Parameters Section Use this parameter to control the verification process for employer system registration. Employer Parameters Section V8.0 R2 9/ VOS/VLMI System Administrator Guide

18 System Settings Item System(s) Description Employer Parameters Section Employer verification switch this option to On if you would like employers to be verified before posting job orders Employer verification pre verified employers have ability to post jobs (This setting overrides the employer verification option) Employer auto verification enable the auto verification of newly registered employers Employer auto verification number of days until system automatically verifies newly registered employers VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI Select whether self registered employers must first be verified by staff before posting job orders and conducting candidate resume searches (On=Yes, Off=No). Select whether staff registered employers must first be verified by staff before posting job orders and conducting candidate resume searches (On=Yes, Off=No). Select whether the system, not a staff member, will automatically enable a newly registered employer s access rights to post job orders and conduct candidate resume searches (On=Yes, Off=No). Select the number of days following employer registration the system will automatically enable a newly registered employer s access rights to post job orders and conduct candidate resume searches (1 5 days; Not Enabled if previous item=no). Individual Parameters Section Use this parameter to set the maximum number of resumes and employer letters each individual user may save. Individuals select the Job Seeker Services component to access these tools in the system. Individual Parameters Section Item System(s) Description Individual Parameters Section Maximum number of letter records that can be stored per individual Maximum number of resume records that can be stored per individual VOS, VLMI VOS, VLMI Select the default limit for employer letters (any combination of cover, follow up, or acceptance letters) the system maintains for each individual. Select the default limit for saved resumes the system maintains for each individual. V8.0 R2 9/ VOS/VLMI System Administrator Guide

19 System Settings Job Order Parameters Section Use this parameter to set defaults within the system s Create New Job Order screen. Job Order Parameters Section Item System(s) Description Job Order Parameters Section Default status when a job order is created Job orders require veteran preference Number of days for a job order to be followed up on (sets the default job order follow up date) Number of days until job order is closed (sets the default close date) VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI Whether staff or employer created, record the pre existing job order status using one of the following codes: 1 = Hold till employer is verified (Inactive) 2 = Employer access revoked (Inactive) O = Open C = Closed E = Marked for Deletion H = Hold I = Released from Hold or Closed P = Placed (Inactive) R = Fully Referred (Inactive) V = Veteran Hold (Inactive) X = Expired (Inactive) Click On if the system must reserve all new job orders for veterans only. Business rules will define veteran s preference duration Select this default value as it will appear on the Add Job Order screen. This value represents a goal date for staff to manage outstanding referral results. Select the appropriate number of days following job order creation after which the system resets the job order status to Closed. Job Search Parameters Section Use this parameter to manage job search capabilities in the system. V8.0 R2 9/ VOS/VLMI System Administrator Guide

20 System Settings Job Search Parameters Section Item System(s) Description Job Search Parameters Section External job links available Hide Employer Name on job details before user clicks on apply Individual job seeker message English Individual job seeker message Spanish Job searching / applying behavior Job searching by employer The top number of records to return for job search queries. VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI VOS, VLMI Click On to allow job seekers to visit job sites outside of the system. Click On to prevent the employer (company) name from displaying on the job order match results screen. Type the system generated message that appears in English when the Virtual Recruiter (job alert) has located at least one job that matches the individual s search criteria. Type the system generated message that appears in Spanish when the Virtual Recruiter (job alert) has located at least one job that matches the individual s search criteria. Select the appropriate time at which guest individuals must system register in order to view job order details. Not in use. Select the default limit of job search results displayed, regardless of the search option employed. Users will be prompted to modify their search criteria if job matches exceed this value. V8.0 R2 9/ VOS/VLMI System Administrator Guide

21 System Settings Virtual Recruiter Parameters Section Use this parameter to set job alert and resume alert controls for individual and employer user types. Virtual Recruiter Parameters Section Item System(s) Description Virtual Recruiter Parameters Section Maximum number of Virtual Recruiter records that can be stored per employer Maximum number of Virtual Recruiter records that can be stored per individual Number of days until a Virtual Recruiter record expires VOS, VLMI VOS, VLMI VOS, VLMI Select the default limit of resume alerts each employer may save. Select the default limit of job alerts each individual may save. Select the default number of days before an employer s resume alert or an individual s job alert expires. Users may override this default expiration date. VOS Parameters Section Use this parameter to set a minimum wage alert in the Employment History section of the Background Wizard. VOS Parameters Section Item System(s) Description VOS Parameters Section Minimum hourly wage (applied in the employment history section of the background wizard) VOS Type the minimum wage limit, per hour, to prevent data entry errors. If a system user types an amount below this parameter setting, the system will display a pop up alert indicating the typed amount falls below the established default limit. V8.0 R2 9/ VOS/VLMI System Administrator Guide

22 System Settings Administer Event Calendar Click the Administer Event Calendar link to add, edit, or delete events scheduled for a one stop center. Events managed here within the Admin system may be viewed by users in the VOS system. To access this option, employ one of the following methods: On the navigation menu, click System Settings4Administer Event Calendar. On the System Settings Options screen, click Administer Event Calendar. Note: Your system may not offer the Administer Event Calendar component. The following figure displays a sample Event Calendar screen: Event Calendar Screen You can perform the following tasks from this screen: To view existing events, select the event type, month, and year from the drop down lists. You may also use the navigation arrows by: Clicking to display future months and to display previous months Clicking to display future years and to display previous years. Double click the actual calendar date to add, edit, or delete an event or multiple events for that date. To create a new event, click Add Event. The following figure displays a sample Event screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

23 System Settings Event Screen To add or modify an event, perform the following steps: Step Action 1 Type the desired date. 2 Type the desired start time. 3 Select AM or PM. 4 Select the desired event type. 5 Type an event title. 6 Type an event description. 7 Click Save Event. To delete an existing event, single click the desired calendar entry to access the Edit Event screen and click the Delete button. V8.0 R2 9/ VOS/VLMI System Administrator Guide

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25 3: Staff Administration Note: Depending on your Admin System deployment, the appearance and functions may look different. Some Administrative Service options may not be included. Please refer to your client administrator should you have any questions. The Staff Administration option allows you to manage Virtual OneStop staff account information. To access this option, employ one of the following methods: On the navigation menu, click Staff Administration. On the Directory of Administrative Services screen, click Staff Administration. The Virtual OneStop Admin system displays a screen similar to the one below. You can select from the following options: Staff Administration Options Screen Administer a Staff Account controls modification of existing staff member accounts. Create a Staff Account controls the creation of new staff member accounts. For details, refer to Create a Staff Account on page 29. Create Privilege Groups controls the creation of user groups whose privileges rely on designated system accessibility. Change Privilege Group Settings controls the modification of existing privilege groups. Delete Privilege Groups controls the removal of existing privilege groups. Administer a Staff Account Click the Administer a Staff Account link to work with existing staff accounts. To access this option, employ one of the following options: On the navigation menu, click System Administration4Administer a Staff Account. On the Staff Administrative Options screen, click Administer a Staff Account. V8.0 R2 9/ VOS/VLMI System Administrator Guide

26 Staff Administration The Admin system displays a search form. Enter the appropriate search criteria to find the name(s) or group you want to manage. You may search by user name, last name, group, location number, or station desk. For example, if you are searching for all staff members with the last name Smith, type smith in the last name field. Enter or select criteria for one or more fields and click the Find Staff Member button. The following figure displays a sample Staff Account Search screen: Staff Account Search Screen Based on the search criteria you entered, VOS Admin displays a list of accounts that match your criteria. Note: Local administrators may only access staff accounts from their LWIA. The following figure displays a sample Staff Member Search List screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

27 Staff Administration Staff Member Search List Screen On this page, you can perform the following functions: To sort the returned list, click the column heading by which to sort. To access the desired list page: Use the navigational toolbar by clicking the appropriate jump link. Type the desired page number in the Enter page number box and click Go. To conduct a new search, click Change Search Criteria. To deactivate a staff account, click the desired Inactivate link. To add a staff account, click the Add a new Staff Member link. Refer to Create a Staff Account on page 29 for details. To work with a specific account, click the desired Username link. A screen similar to the following figure appears. V8.0 R2 9/ VOS/VLMI System Administrator Guide

28 Staff Administration Controls staff access to programs within the Staff Referrals to Providers option in VOS (Case Management Profile>Activities Tab). Existing Staff Account Screen Part 1 V8.0 R2 9/ VOS/VLMI System Administrator Guide

29 Staff Administration Existing Staff Account Screen Part 2 V8.0 R2 9/ VOS/VLMI System Administrator Guide

30 Staff Administration To complete each section thus modifying the selected staff member s access privileges select the desired value from the drop down lists. When complete, click Save Changes. For assistance in modifying staff account information, refer to the following topics that address the corresponding screen sections. The following list describes the available access levels and their meanings: Yes allows the staff member to perform the associated task. No prevents the staff member from performing the associated task. Full allows the staff member full access rights to the associated task. View allows the staff member view only privileges for the associated task. None allows the staff member no access to the associated task. Local Admin allows the staff member full access rights to manage information for individuals or employers within the same LWIA (local workforce investment area), and in some instances, includes the ability to change locked down data elements. Developers at Geographic Solutions establish these security rights when they program your system according to your design specifications. Refer to your system specifications to identify specific administrative field level access rights. State Admin allows the staff member full access rights to manage information for individuals or employers, regardless of their LWIA affiliation. This includes the ability to change locked down data elements. The State Admin level is the highest access level for staff members. Developers at Geographic Solutions establish these security rights when they program your system according to your design specifications. Refer to your system specifications to identify specific administrative field level access rights. User Information Section To modify existing staff account information with the exception of the username click and drag the mouse over the desired text to highlight it. Type the appropriate changes. If applicable, select the office location(s) from checkboxes or available drop down lists. Note: Items marked with a red asterisk (*) require information. Access Privileges Access Group Section Select the appropriate privilege group to which this staff member belongs. You can stop here, offering this staff member the system access rights associated with the selected privilege group. Otherwise, you can continue modifying the remaining access areas. For information on creating privilege groups, refer to the Create Privilege Groups topic. Access Privileges Individual Activities Tab Section This section provides staff access to the Activities tab within an individual s Case Management Profile. Alternate Contacts can this staff member manage alternate contact information? (F/N/V) Employment History can this staff member manage an individual s employment information? (F/N/V) Job Referral can this staff member manage an individual s job referral information? (F/N/V) Provider Referral can this staff member manage provider referral information for an individual? (F/N/V) Service Plan can this staff member manage Wagner Peyser activity services for an individual? (F/N/V) V8.0 R2 9/ VOS/VLMI System Administrator Guide

31 Staff Administration Access Privileges Individual Assessment Tab Section This section provides staff access to the Assessment tab within an individual s Case Management Profile. Aptitude Assessment can this staff member use the Aptitude Assessment tool? (F/LA/N/SA/V) Basic Skills Assessment can this staff member use the basic skills assessment tool? (F/N/V) Objective Assessment can this staff member use the objective assessment tool? (F/LA/N/SA/V) Other Assessment can this staff member use the other assessment tool? (F/N/V) WorkKeys Assessment can this staff member use the WorkKeys assessment tool? (F/N/V) Access Privileges Case Assignment Section This section controls the ability of case managers to perform various functions associated with case assignment. Virtual OneStop lists the following key responsibilities reserved for these users: Batch Individual Case Assignment not in use. Case Re Assignment can this member remove clients from a case manager s caseload and assign them to another case manager? (Y/N) Case Temporary Assignment can this member remove clients from a case manager s caseload and temporarily assign then to another? (Y/N) Employer Case Assignment can this staff member assign employers to case managers? (Y/N) Individual Case Assignment can this member assign an individual to a case manager or group? (Y/N) Manage Groups can this member create and administer case management groups? (F/LA/N/SA/V) Staff Group Assignment can this member assign staff (case managers) to case management groups? (F/LA/N/SA/V) Note: Only staff with local or state administrator privileges can perform the Manage Groups and Staff Group Assignment functions. Access Privileges Case Notes Tab Section This section provides staff access to the Case Notes tab within an individual s Case Management Profile. Individual Case Notes can this staff member manage an individual s case notes? (F/LA/N/SA/V) Access Privileges Employer Case Management Section This section provides staff access to an employer s Case Management Profile. Case Notes can this staff member manage an employer s case notes? (F/LA/N/SA/V) Employer Activities can this staff member manage Wagner Peyser activity services for an employer? (F/N/V) Access Privileges Employer File Folders Section The folders listed in this section refer to collective information the system maintains on an employer s behalf. You may find these folders in an employer s account by clicking the My Profile option in the left navigation menu. All access levels employ a Yes/No format. Access Privileges Manage Employers Section This section lists three privileges within the Manage Employers module: V8.0 R2 9/ VOS/VLMI System Administrator Guide

32 Staff Administration Create an Employer Account can this staff member create a VOS account for an employer? (Y/N) Employer System Access Rights can this staff member control an employer s ability to post job orders and search for candidate resumes in Virtual OneStop? (F/N/V) Work with an Employer can this staff member assist an employer? (Y/N) Access Privileges Individual File Folders Section The folders listed in this section refer to collective information the system maintains on an individual s behalf. You may find these folders in an individual s account by clicking the My Profile option in the left navigation menu. All access levels employ a Yes/No format. Access Privileges Individual Fund Tracking Section The Individual Fund Tracking section applies only to VOS deployments that include this function. This section controls the ability of case managers, fiscal managers, and other appointed personnel to perform various functions associated with fund management. (General staff members often do not perform fund tracking roles). This section lists key components to the Manage Individual Fund Tracking (IFT) module within VOS: Account Limits can this staff member manage default account limits? (F/LA/N/SA/V) Fund Reallocation IFT Advanced only can this staff member move monies from one category to another within the same fund stream? (Y/N) Fund Redistribution IFT Advanced only can this staff member move monies from one fund stream to another? (Y/N) Manage Client Vouchers can this staff member manager vouchers made payable to the client? (F/LA/N/SA/V) Manage Contracts IFT Advanced only can this staff member manage contracts for service and program providers? (F/LA/N/SA/V) Manage Funds IFT Advanced only can this staff member manage the Fund Management component within IFT? (F/LA/N/SA/V) Manage IFT Admin can this staff member manage the Administrative component within IFT? (F/LA/N/SA/V) Manage Individual Limits can this staff member set account limits for individuals? (F/LA/N/SA/V) Manage Providers can this staff member manage service and program providers? (F/LA/N/SA/V) Manage Tracking can this staff member manage training referrals and vouchers, as well as support service vouchers? (F/LA/N/SA/V) Manage Voucher Approval can this staff member use this feature to verify and approve a pending training or support service voucher? (F/LA/N/SA/V) Access Privileges Manage Individuals Section This section lists key responsibilities staff typically perform within the Manage Individuals module of Virtual OneStop: Assign Individual Cases to Staff Members can this staff member access the case assignment component within Manage Individuals? (Y/N) Note: This must be set to Yes in order to perform the case assignment tasks described above. V8.0 R2 9/ VOS/VLMI System Administrator Guide

33 Staff Administration Create an Individual Account can this staff member create a VOS account for an individual user? (Y/N) Edit Date of Birth can this staff member modify an individual s date of birth (DOB)? (Y/N) Edit SSN can this staff member modify and individual s Social Security Number (SSN)? (Y/N) Manage Individual Services can this staff member manage an individual s service plan information? (Y/N) Manage Veterans can this staff member access and manage account information for veterans? (Y/N) Scheduled Services can this staff member generate office lists of individuals scheduled to appear for service plan activities? (Y/N) View Case Load can this staff member view a case manager s case load? (Y/N) Work with Individuals can this staff member assist individuals? (Y/N) Access Privileges Manage Job Orders Section This section lists key responsibilities staff typically perform to manage employer job orders: Job Order Follow up Referrals can this staff member access this Manage Job Order component? (Y/N) Job Order Mass Referrals can this staff member access this Manage Job Order component? (Y/N) Job Order Referrals Requiring Staff Review can this staff member access this Manage Job Order component? (Y/N) Job Order Referral Results can this staff member access this Manage Job Order component? (Y/N) Job Order Verification can this staff member access this Manage Job Order component? (F/LA/N/SA/V) Job Order Vet Rep can this staff member manage job orders held for US veterans? (Y/N) Job Orders by Occupation not in use. (Y/N) Access Privileges Manage Appointments/Messages Section The items listed in this section allow staff members to create, modify, and delete appointments, messages, and correspondence form letters. Access levels employ a Yes/No format. Access Privileges Manage Profiling Section This section lists key responsibilities staff typically perform to manage unemployment insurance (UI) for unemployed or displaced workers: Profiling Orientation Letter can this staff member generate letters to individuals selected for profiling services? (Y/N) UI Data Maintenance can this staff member access information for the number of UI claims processed weekly? (Y/N) Access Privileges Staff Service Reports Section This section lists report categories available to staff. All with the exception of WIA Quarterly reports employ a Yes/No format. Note: Staff Service Report options may vary. V8.0 R2 9/ VOS/VLMI System Administrator Guide

34 Staff Administration Activity, Referral Reports can this staff member generate job referral reports? (Y/N) Activity, Service Reports can this staff member generate service plan reports? (Y/N) Background Information Reports can this staff member generate reports from an individual s background info entered in VOS? (Y/N) Case Management, Case Load Reports can this staff member generate case management reports under the Case Load heading? (Y/N) Case Management, Predictive Reports can this staff member generate case management reports under the Predictive heading? (Y/N) Case Management, Staff Referral Reports can this staff member generate case management reports under the Staff Referral heading? (Y/N) Enrolled Individual Reports can this staff member generate reports for enrolled individuals? (Y/N) ETA 9002 Reports can this staff member generate ES 9002 Reports? (Y/N) IFT, Funding Reports can this staff member generate IFT reports that illustrate account limits, fund streams balances, and provider expenditures? (Y/N) IFT, Provider Reports can this staff member generate IFT reports that provide institution information, such as course offered? (Y/N) Job Order Reports can this staff member generate Job Orders reports? (Y/N) Registered Employer Reports can this staff member generate Registered Employer reports? (Y/N) Registered Individual Reports can this staff member generate reports for registered individuals? (Y/N) Resume Reports can this staff member generate reports based on resumes? (Y/N) Scancard Reports can this staff member generate scan card event reports? (Y/N) Services Provided Individual Reports can this staff member generate Individual reports based on services received? (Y/N) Services to Employer Reports can this staff member generate Employer reports based on services received? (Y/N) Survey Reports can this staff member generate Survey reports for registered individuals and employers? (Y/N) Tracking Reports can this staff member generate Tracking reports? (Y/N) WIA Annual Reports can this staff member generate WIA Annual reports on the federal report level? (Y/N) WIA Quarterly Reports can this staff member generate WIA Quarterly reports on the federal report level? (Y/N/SA) Access Privileges Manage Satisfaction Surveys Section This section lists satisfaction survey report categories available to staff. Access levels employ a Yes/No format. Employer Satisfaction Survey can this staff member generate Employer Satisfaction survey results? (Y/N) WIA Customer Satisfaction Survey can this staff member generate a report with WIA Customer Satisfaction survey results? (Y/N) WP Customer Satisfaction Survey can this staff member generate a report with Wagner Peyser (WP) Customer Satisfaction survey results? (Y/N) V8.0 R2 9/ VOS/VLMI System Administrator Guide

35 Staff Administration Access Privileges Individual Programs Tab Section The items listed in this section represent program information maintained within the Programs Tab of an individual s Case Management Profile. Common Intake can this staff member manage common intake information for an individual? (F/LA/N/SA/V). Generic Program can this staff member manage generic program information for an individual? (F/LA/N/SA/V). Individual Employment Plan can this staff member manage Individual Employment Plan (IEP) information for an individual? (F/LA/N/SA/V). Objective Assessment Entry can this staff member manage objective assessment information for an individual? (F/LA/N/SA/V). Unemployment Services can this staff member manage this specialized program information for an individual? (F/LA/N/SA/V). Wagner Peyser can this staff member manage an individual s Wagner Peyser (WP) service plan? (F/LA/N/SA/V). Welfare to Work can this staff member manage Welfare to Work (WtW) information for an individual? (F/LA/N/SA/V) Workforce Investment Act can this staff member manage Workforce Investment Act (WIA) information for an individual? (F/LA/N/SA/V) Youth Services can this staff member manage this specialized program information for an individual? (F/LA/N/SA/V). To secure your edits, click the Save Changes button. Create a Staff Account The tasks you perform to create a new staff account are the same to administer a staff account (previous topic). The only difference involves managing User Information data. For details, refer to the topic that follows. Staff User Information Use this section of the Staff Account screen to record the following staff member information: User ID and password First and last name Contact information LWIA and/or ES office affiliation Account status The following figure displays a sample User Information section of a Staff Account screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

36 Staff Administration Controls staff access to programs within the Staff Referrals to Providers option in VOS (Case Management Profile>Activities Tab). User Information Section Staff Account Screen Type the appropriate user information to complete the upper portion of the staff member s profile. Items marked with a red asterisk (*) are mandatory. To designate the LWIA (local workforce investment area) region to which this staff member belongs, make a selection from the drop down list (a sample of which follows). V8.0 R2 9/ VOS/VLMI System Administrator Guide

37 Staff Administration Sample LWIA Region List In this example, VOS Admin displays three types of regions to which staff members may belong, and only present these options to State Administrators: State Staff (formerly State Administrator) staff members in this group work in an administrative capacity usually at the State Capitol for program Departments overseeing program implementation rather than providing direct program assistance. State staff generally do not have office location designations, and most do not add participant records. According to system access privileges, some may modify client records in a State Administrator capacity. Local Staff staff members in this group are involved in programs that are limited to a particular locale (for example, Central area). To complete this selection, you will be required to identify the appropriate WIA one stop office(s) within the selected LWIA this staff member may operate within, and/or their ES office and station ID. Note: Local administrators will only see their LWIA. Statewide Providers these group members may not be one stop staff members, but WIA Statewide service providers granted access to Virtual OneStop. The system uses an office designation to define each specific, statewide contracted service provider. After selecting Statewide Provider, you will be required to select the appropriate office to which this service provider belongs. The Staff Account screen is an example of a data driven form the page will refresh based on the LWIA region you select. For details of this dynamic form (in all three profile types), see the following topics. State Staff Profile When you select State Staff (or State Administrator) as the desired LWIA region for a staff member, the page will refresh and display information for your state that is similar to the following figure. Note: State staff members rarely complete office affiliation information. Your Admin system may require you to select a WIA office or ES office and station ID number. For assistance completing the rest of the form, refer to the previous topic, Administer a Staff Account. Local Staff Profile When you select a specific locale as the desired LWIA region for a staff member, the page will refresh and display information for your region that is similar to the following figure. Complete this staff member s user information by clicking the appropriate WIA one stop office check boxes this staff member may work within. V8.0 R2 9/ VOS/VLMI System Administrator Guide

38 Staff Administration WIA One Stop Office Drop down List Note: Virtual OneStop will filter staff selections in WIA forms based on the offices recorded, so be sure to include all offices for which the staff user may add and edit WIA records. You may also select the appropriate ES office and type the staff member s ES Station ID, if applicable. The following figure displays an ES office drop down list for a particular locale. ES Office Drop down List For assistance completing the rest of the form, refer to the previous topic, Administer a Staff Account. Statewide Provider Profile When you select Statewide Provider as the desired LWIA region for a staff member, the page will refresh and display information similar to the following figure. Statewide Provider Profile Depending on your Admin system deployment, you may see a list of WIA provider offices to which statewide providers may belong. Accordingly, click the appropriate one stop office check box(es) this person may work within. Statewide providers rarely belong to an ES office. Note: Admin system business rule requirements may vary. For information about creating a staff account, see the previous topic, Administer a Staff Account. V8.0 R2 9/ VOS/VLMI System Administrator Guide

39 Staff Administration Create Privilege Groups This option allows you to create user groups with customized access levels. Staff members you add to these groups share the same privileges with fellow members. To access this feature, employ one of the following methods: On the navigation menu, click Staff Administration4Create Privilege Groups. On the Staff Administration Options screen, click Create Privilege Groups. The following figure displays a sample Create Privilege Groups screen: Create Privilege Groups Screen V8.0 R2 9/ VOS/VLMI System Administrator Guide

40 Staff Administration Complete this form the same way you did when administering and creating staff accounts (previous two topics). For assistance, follow the section details below. The following list describes the available access levels and their meanings: Yes allows the staff member to perform the associated task. No prevents the staff member from performing the associated task. Full allows the staff member full access rights to the associated task. View allows the staff member view only privileges for the associated task. None allows the staff member no access to the associated task. Local Admin allows the staff member full access rights to manage information for individuals or employers within the same LWIA (local workforce investment area), and in some instances, includes the ability to change locked down data elements. Developers at Geographic Solutions establish these security rights when they program your system according to your design specifications. Refer to your system specifications to identify specific administrative field level access rights. State Admin allows the staff member full access rights to manage information for individuals or employers, regardless of their LWIA affiliation. This includes the ability to change locked down data elements. The State Admin level is the highest access level for staff members. Developers at Geographic Solutions establish these security rights when they program your system according to your design specifications. Refer to your system specifications to identify specific administrative field level access rights. Privilege Group Name Section Type the desired group name. Access Privileges Individual Activities Tab Section This section provides staff access to the Activities tab within an individual s Case Management Profile. Alternate Contacts can this staff member manage alternate contact information? (F/N/V) Employment History can this staff member manage an individual s employment information? (F/N/V) Job Referral can this staff member manage an individual s job referral information? (F/N/V) Provider Referral can this staff member manage provider referral information for an individual? (F/N/V) Service Plan can this staff member manage Wagner Peyser activity services for an individual? (F/N/V) Access Privileges Individual Assessment Tab Section This section provides staff access to the Assessment tab within an individual s Case Management Profile. Aptitude Assessment can this staff member use the Aptitude Assessment tool? (F/LA/N/SA/V) Basic Skills Assessment can this staff member use the basic skills assessment tool? (F/N/V) Objective Assessment can this staff member use the objective assessment tool? (F/LA/N/SA/V) Other Assessment can this staff member use the other assessment tool? (F/N/V) WorkKeys Assessment can this staff member use the WorkKeys assessment tool? (F/N/V) V8.0 R2 9/ VOS/VLMI System Administrator Guide

41 Staff Administration Access Privileges Case Assignment Section This section controls the ability of case managers to perform various functions associated with case assignment. Virtual OneStop lists the following key responsibilities reserved for these users: Batch Individual Case Assignment not in use. Case Re Assignment can this member remove clients from a case manager s caseload and assign them to another case manager? (Y/N) Case Temporary Assignment can this member remove clients from a case manager s caseload and temporarily assign then to another? (Y/N) Employer Case Assignment can this staff member assign employers to case managers? (Y/N) Individual Case Assignment can this member assign an individual to a case manager or group? (Y/N) Manage Groups can this member create and administer case management groups? (F/LA/N/SA/V) Staff Group Assignment can this member assign staff (case managers) to case management groups? (F/LA/N/SA/V) Note: Only staff with local or state administrator privileges can perform the Manage Groups and Staff Group Assignment functions. Access Privileges Case Notes Tab Section This section provides staff access to the Case Notes tab within an individual s Case Management Profile. Individual Case Notes can this staff member manage an individual s case notes? (F/LA/N/SA/V) Access Privileges Employer Case Management Section This section provides staff access to an employer s Case Management Profile. Case Notes can this staff member manage an employer s case notes? (F/LA/N/SA/V) Employer Activities can this staff member manage Wagner Peyser activity services for an employer? (F/N/V) Access Privileges Employer File Folders Section The folders listed in this section refer to collective information the system maintains on an employer s behalf. You may find these folders in an employer s account by clicking the My Profile option in the left navigation menu. All access levels employ a Yes/No format. Access Privileges Manage Employers Section This section lists three privileges within the Manage Employers module: Create an Employer Account can this staff member create a VOS account for an employer? (Y/N) Employer System Access Rights can this staff member control an employer s ability to post job orders and search for candidate resumes in Virtual OneStop? (F/N/V) Work with an Employer can this staff member assist an employer? (Y/N) V8.0 R2 9/ VOS/VLMI System Administrator Guide

42 Staff Administration Access Privileges Individual File Folders Section The folders listed in this section refer to collective information the system maintains on an individual s behalf. You may find these folders in an individual s account by clicking the My Profile option in the left navigation menu. All access levels employ a Yes/No format. Access Privileges Individual Fund Tracking Section The Individual Fund Tracking section applies only to VOS deployments that include this function. This section controls the ability of case managers, fiscal managers, and other appointed personnel to perform various functions associated with fund management. (General staff members often do not perform fund tracking roles). This section lists key components to the Manage Individual Fund Tracking (IFT) module within VOS: Account Limits can this staff member manage default account limits? (F/LA/N/SA/V) Fund Reallocation IFT Advanced only can this staff member move monies from one category to another within the same fund stream? (Y/N) Fund Redistribution IFT Advanced only can this staff member move monies from one fund stream to another? (Y/N) Manage Client Vouchers can this staff member manager vouchers made payable to the client? (F/LA/N/SA/V) Manage Contracts IFT Advanced only can this staff member manage contracts for service and program providers? (F/LA/N/SA/V) Manage Funds IFT Advanced only can this staff member manage the Fund Management component within IFT? (F/LA/N/SA/V) Manage IFT Admin can this staff member manage the Administrative component within IFT? (F/LA/N/SA/V) Manage Individual Limits can this staff member set account limits for individuals? (F/LA/N/SA/V) Manage Providers can this staff member manage service and program providers? (F/LA/N/SA/V) Manage Tracking can this staff member manage training referrals and vouchers, as well as support service vouchers? (F/LA/N/SA/V) Manage Voucher Approval can this staff member use this feature to verify and approve a pending training or support service voucher? (F/LA/N/SA/V) Access Privileges Manage Individuals Section This section lists key responsibilities staff typically perform within the Manage Individuals module of Virtual OneStop: Assign Individual Cases to Staff Members can this staff member access the case assignment component within Manage Individuals? (Y/N) Note: This must be set to Yes in order to perform the case assignment tasks described above. Create an Individual Account can this staff member create a VOS account for an individual user? (Y/N) Edit Date of Birth can this staff member modify an individual s date of birth (DOB)? (Y/N) Edit SSN can this staff member modify and individual s Social Security Number (SSN)? (Y/N) Manage Individual Services can this staff member manage an individual s service plan information? (Y/N) V8.0 R2 9/ VOS/VLMI System Administrator Guide

43 Staff Administration Manage Veterans can this staff member access and manage account information for veterans? (Y/N) Scheduled Services can this staff member generate office lists of individuals scheduled to appear for service plan activities? (Y/N) View Case Load can this staff member view a case manager s case load? (Y/N) Work with Individuals can this staff member assist individuals? (Y/N) Access Privileges Manage Job Orders Section This section lists key responsibilities staff typically perform to manage employer job orders: Job Order Follow up Referrals can this staff member access this Manage Job Order component? (Y/N) Job Order Mass Referrals can this staff member access this Manage Job Order component? (Y/N) Job Order Referrals Requiring Staff Review can this staff member access this Manage Job Order component? (Y/N) Job Order Referral Results can this staff member access this Manage Job Order component? (Y/N) Job Order Verification can this staff member access this Manage Job Order component? (F/LA/N/SA/V) Job Order Vet Rep can this staff member manage job orders held for US veterans? (Y/N) Job Orders by Occupation not in use. (Y/N) Access Privileges Manage Appointments/Messages Section The items listed in this section allow staff members to create, modify, and delete appointments, messages, and correspondence form letters. Access levels employ a Yes/No format. Access Privileges Manage Profiling Section This section lists key responsibilities staff typically perform to manage unemployment insurance (UI) for unemployed or displaced workers: Profiling Orientation Letter can this staff member generate letters to individuals selected for profiling services? (Y/N) UI Data Maintenance can this staff member access information for the number of UI claims processed weekly? (Y/N) Access Privileges Staff Service Reports Section This section lists report categories available to staff. All with the exception of WIA Quarterly reports employ a Yes/No format. Note: Staff Service Report options may vary. Activity, Referral Reports can this staff member generate job referral reports? (Y/N) Activity, Service Reports can this staff member generate service plan reports? (Y/N) Background Information Reports can this staff member generate reports from an individual s background info entered in VOS? (Y/N) Case Management, Case Load Reports can this staff member generate case management reports under the Case Load heading? (Y/N) V8.0 R2 9/ VOS/VLMI System Administrator Guide

44 Staff Administration Case Management, Predictive Reports can this staff member generate case management reports under the Predictive heading? (Y/N) Case Management, Staff Referral Reports can this staff member generate case management reports under the Staff Referral heading? (Y/N) Enrolled Individual Reports can this staff member generate reports for enrolled individuals? (Y/N) ETA 9002 Reports can this staff member generate ES 9002 Reports? (Y/N) IFT, Funding Reports can this staff member generate IFT reports that illustrate account limits, fund streams balances, and provider expenditures? (Y/N) IFT, Provider Reports can this staff member generate IFT reports that provide institution information, such as course offered? (Y/N) Job Order Reports can this staff member generate Job Orders reports? (Y/N) Registered Employer Reports can this staff member generate Registered Employer reports? (Y/N) Registered Individual Reports can this staff member generate reports for registered individuals? (Y/N) Resume Reports can this staff member generate reports based on resumes? (Y/N) Scancard Reports can this staff member generate scan card event reports? (Y/N) Services Provided Individual Reports can this staff member generate Individual reports based on services received? (Y/N) Services to Employer Reports can this staff member generate Employer reports based on services received? (Y/N) Survey Reports can this staff member generate Survey reports for registered individuals and employers? (Y/N) Tracking Reports can this staff member generate Tracking reports? (Y/N) WIA Annual Reports can this staff member generate WIA Annual reports on the federal report level? (Y/N) WIA Quarterly Reports can this staff member generate WIA Quarterly reports on the federal report level? (Y/N/SA) Access Privileges Manage Satisfaction Surveys Section This section lists satisfaction survey report categories available to staff. Access levels employ a Yes/No format. Employer Satisfaction Survey can this staff member generate Employer Satisfaction survey results? (Y/N) WIA Customer Satisfaction Survey can this staff member generate a report with WIA Customer Satisfaction survey results? (Y/N) WP Customer Satisfaction Survey can this staff member generate a report with Wagner Peyser (WP) Customer Satisfaction survey results? (Y/N) Access Privileges Individual Programs Tab Section The items listed in this section represent program information maintained within the Programs Tab of an individual s Case Management Profile. Common Intake can this staff member manage common intake information for an individual? (F/LA/N/SA/V). V8.0 R2 9/ VOS/VLMI System Administrator Guide

45 Staff Administration Generic Program can this staff member manage generic program information for an individual? (F/LA/N/SA/V). Individual Employment Plan can this staff member manage Individual Employment Plan (IEP) information for an individual? (F/LA/N/SA/V). Objective Assessment Entry can this staff member manage objective assessment information for an individual? (F/LA/N/SA/V). Unemployment Services can this staff member manage this specialized program information for an individual? (F/LA/N/SA/V). Wagner Peyser can this staff member manage an individual s Wagner Peyser (WP) service plan? (F/LA/N/SA/V). Welfare to Work can this staff member manage Welfare to Work (WtW) information for an individual? (F/LA/N/SA/V) Workforce Investment Act can this staff member manage Workforce Investment Act (WIA) information for an individual? (F/LA/N/SA/V) Youth Services can this staff member manage this specialized program information for an individual? (F/LA/N/SA/V). To secure all your edits, click Create. Change Privilege Group Settings Virtual OneStop allows you to modify privileges for established groups within the system. To access this option, employ one of the following methods: On the navigation menu, click Staff Administration 4Change Privilege Group Settings. On the Staff Administration Options screen, click Change Privilege Group Settings. Perform the same tasks outlined in the previous topic, Create Privilege Groups. To begin, select the desired user group from the Access Group drop down list. Then, begin modifying select list items (using section information from the previous topic for assistance). When complete, click Save Changes. Delete Privilege Groups In addition to creating and modifying privilege groups, Virtual OneStop also allows you to delete them. To access this option, employ one of the following methods: On the navigation menu, click Staff Administration 4Delete Privilege Groups. On the Staff Administration Options screen, click Delete Privilege Groups. The following figure displays a sample Delete Privilege Groups screen: Delete Privilege Groups Screen V8.0 R2 9/ VOS/VLMI System Administrator Guide

46 Staff Administration Select the desired user group from the Group to Delete drop down menu. Then, select a new user group from the Group to Reassign Users To drop down menu whose privileges will replace those for the deleted group. When complete, save your changes and initiate the delete command by clicking the Delete Group button. To confirm your desired action, the Virtual OneStop Admin system displays a message similar to the one below: Click OK to execute the delete command. Note: Be careful when selecting which group users will be reassigned to. You may inadvertently provide far more privileges than you intended. V8.0 R2 9/ VOS/VLMI System Administrator Guide

47 4: User Administration Use this option to manage individual, employer, and analyst account information in Virtual OneStop/Virtual LMI. To access this feature, employ one of the following methods: On the navigation menu, click User Administration. On the Directory of Administrative Services screen, click User Administration. The following figure displays a sample User Administration Options screen: Reserved for labor market analysts only. User Administration Options Screen Select from the following options: Administer Individuals select this option to manage registered individual account information, including password data and system access rights. Administer Employers select this option to manage registered employer account information, including the Federal Employer ID # and system access rights. Administer Analysts select this option to manage registered analyst account information, including password data, system access rights, and the ability to suppress select LMI data. (Labor Market Analysis module only.) V8.0 R2 9/ VOS/VLMI System Administrator Guide

48 User Administration Administer Individuals Use this option to manage account information for the selected individual. Employ one of the following methods to access this feature: On the navigation menu, click User Administration4Administer Individuals. On the User Administration Options screen, click Administer Individuals. When you click the Administer Individuals link, the Admin system displays a search screen to access the desired individual. The following figure displays a sample Search for an Individual User screen: Search for an Individual User Screen Type the username, first name, last name, or city of residence for the desired individual. If you are unsure how to spell the person s name information, the Admin system allows partial search criteria (for example, type only the first letter of the last name) to execute a search. Note: The more specific the search criteria you employ, the more specific the match list Admin returns. To execute the search, click Find Individual User. The following figure displays a sample Individual User List screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

49 User Administration Individual User List Screen The vague search results are based on vague search criteria. By typing M in the Last Name field, the system returned 4 pages of matching data. You can perform the following tasks from this screen: To sort the returned list, click the column heading by which to sort. To access the desired list page: Use the navigational toolbar by clicking the appropriate jump link. Type the desired page number in the Enter page number box and click Go. To delete a specific user, click the corresponding Delete link. To suspend an individual account, click the desired Archive link. To reactivate a suspended account, click the desired Restore link. To access a specific individual account, click the desired Username link. The Admin system displays a screen similar to the following one. V8.0 R2 9/ VOS/VLMI System Administrator Guide

50 User Administration Click Denied to prevent this individual from logging in to Virtual OneStop or Virtual LMI. User Information Screen Create, modify, or delete the appropriate account information for the selected individual user account. When complete, click the Save Changes button. Archive Individual Records The Admin system allows you to archive user records. By selecting this account status, Virtual OneStop/Virtual LMI does not send the record to another physical location as the name archive might imply. Instead, it prevents the record from appearing in a match list when users conduct a system query. To archive an individual account, perform the steps in the previous topic, Administer Individuals, to access the Individual List screen. Locate the desired user and click the corresponding Archive link (see sample below). The Admin system displays a screen similar to the one below. V8.0 R2 9/ VOS/VLMI System Administrator Guide

51 User Administration Click OK to archive the selected user record. The Admin system displays a confirmation screen, a sample of which appears below. Archived Record Confirmation Screen Click the Return to the results page button to access the updated Individual List screen (see below). Restore Individual Records You can reactivate archived accounts by changing the account status. To begin, perform the steps in the previous topic, Administer Individuals, to access the Individual List screen. Locate the desired user and click the corresponding Restore link (see sample above). The Admin system displays a screen similar to the one below. Click OK to restore the selected user record. The Admin system displays a confirmation screen, similar to the following sample. Restored Record Confirmation Screen Click the Return to the results page button to access the updated Individual List screen (see below). V8.0 R2 9/ VOS/VLMI System Administrator Guide

52 User Administration Delete Individual Records The Admin system allows you to delete user records. By executing this function, Virtual OneStop/Virtual LMI permanently removes the record from its database. Note: The delete record function is irreversible. To delete an individual account, perform the steps in the previous topic, Administer Individuals, to access the Individual List screen. Locate the desired user and click the corresponding Delete link (see sample below). The Admin system displays a screen similar to the one below. This is the first of two pop up alerts that allow you to cancel without deleting the record. When you click OK to proceed, the Admin system displays another screen similar to the following one: Click OK to execute the delete function, or Cancel to exit. Administer Employers Access this option to manage account information for the selected employer user. Use one of the following methods to access this feature: On the navigation menu, click User Administration4Administer Employers. On the User Administration Options screen, click Administer Employers. When you click the Administer Employers link, the Admin system displays a search screen to access the desired employer. The following figure displays a sample Search for an Employer screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

53 User Administration Search for an Employer Screen Type the appropriate search criteria in one (or all) of these boxes, as described in the Administer Individuals topic. Click Find Employer to initiate the search. The following figure displays a sample Employer List screen: Employer List Screen You can perform the same tasks on this screen as those described in the Administer Individuals topic. By clicking the desired Username link, the Admin system displays a screen similar to the one on the following page: V8.0 R2 9/ VOS/VLMI System Administrator Guide

54 User Administration User Information Screen Create, modify, or delete the appropriate account information for the selected employer user account. When complete, click the Save Changes button. V8.0 R2 9/ VOS/VLMI System Administrator Guide

55 User Administration Archive Employer Records The necessary steps to archive an employer record match those for an individual record. For details archiving an employer record, refer to the Archive Individual Records topic. Restore Employer Records The necessary steps to restore an archived employer record match those for an individual record. For details restoring an archived employer record, refer to the Restore Individual Records topic. Delete Employer Records The necessary steps to delete an employer record match those for an individual record. For details deleting an employer record, refer to the Delete Individual Records topic. Administer Analysts Use this option to manage account information for the selected labor market analyst. Employ one of the following methods to access this feature: On the navigation menu, click User Administration4Administer Analysts. On the User Administration Options screen, click Administer Analysts. Note: This is included in the Labor Market Analysis module only. When you click the Administer Analysts link, the Admin system displays a search screen to access the desired analyst record. The following figure displays a sample Search for an Analyst User screen: Search for an Analyst User Screen Type the username, first name, last name, or city of residence for the desired individual. If you are unsure how to spell the person s name information, the Admin system allows partial search criteria (for example, type only the first letter of the last name) to execute a search. If you search by region, the Admin system will require you to include at least one additional search criterion. Note: The more specific the search criteria you employ, the more specific the match list Admin returns. To execute the search, click Find Analyst User. The following figure displays a sample Analyst User List screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

56 User Administration Analyst User List Screen You can perform the following tasks from this screen: To sort the returned list, click the column heading by which to sort. To access the desired list page: Use the navigational toolbar by clicking the appropriate jump link. Type the desired page number in the Enter page number box and click Go. To delete a specific user, click the corresponding Delete link. To suspend an analyst account, click the desired Archive link. To reactivate a suspended account, click the desired Restore link. To access a specific analyst account, click the desired Username link. The Admin system displays a screen similar to the following one. Controls whether specific LMI data will display for this analyst user. Allows/prevents access to Virtual LMI. Analyst User Information Screen V8.0 R2 9/ VOS/VLMI System Administrator Guide

57 User Administration In the User Information section of this screen, type over existing data to modify it. Click Save Changes to secure your edits. In the LMI Suppression Rules section of this screen, the administrator may select a data suppression method for select labor market data. Refer to the following table for a description of all display items, their drop down value selections, and the path Analysts take to view the data in Virtual LMI. Item CES Female Employment Suppression CES Hours and Earnings Suppression CES Hours Earned Suppression CES Production Workers Suppression CES Total Record Suppression Industry 202 Suppression Industry Projection Suppression OCC Wage Suppression Occupational Projection Suppression Occupational Staffing Patterns Suppression OES Wage Suppression Value None, Suppressed, Not Suppressed* None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None, Suppressed, Not Suppressed None Selected, Not Suppressed, Suppress Employment, Suppress Wage, Suppress Employment and Wage Path = Labor Market Analysis> Reserved for future use. Industry4Current Employment Statistics (CES) Industry4Current Employment Statistics (CES) Reserved for future use. Reserved for future use. Industry4Covered Employment and Wages (ES) Industry4Industry Employment and Projections) Occupation4Occupational Wages Occupation4Occupational Employment and Projections Industry4Staffing Patterns Income and Wages4Occupational Wages, Occupational Wages by OES Code4OES Wage Survey * Not Suppressed allows analysts to view suppressed data. Archive Analyst Records The Admin system allows you to archive analyst user records. By selecting this account status, Virtual LMI does not send the record to another physical location as the name archive might imply. Instead, it prevents the record from appearing in a match list when users conduct a system query. To archive an analyst account, perform the steps in the previous topic, Administer Individuals, to access the Analyst User List screen. Locate the desired user and click the corresponding Archive link (see sample below). V8.0 R2 9/ VOS/VLMI System Administrator Guide

58 User Administration The Admin system displays a screen similar to the one below. Click OK to archive the selected user record. The Admin system displays a confirmation screen, a sample of which appears below. Archived Record Confirmation Screen Click the Return to the results page button to access the updated Analyst User List screen (see below). Restore Analyst Records You can reactivate archived accounts by changing the account status. To begin, perform the steps in the previous topic, Administer Individuals, to access the Analyst User List screen. Locate the desired user and click the corresponding Restore link (see sample above). The Admin system displays a screen similar to the one below. Click OK to restore the selected user record. The Admin system displays a confirmation screen, similar to the following sample. Restored Record Confirmation Screen Click the Return to the results page button to access the updated Analyst User List screen (see below). V8.0 R2 9/ VOS/VLMI System Administrator Guide

59 User Administration Delete Analyst Records The Admin system allows you to delete user records. By executing this function, it permanently removes the record from its database. Note: The delete record function is irreversible. To delete an individual account, perform the steps in the previous topic, Administer Individuals, to access the Analyst User List screen. Locate the desired user and click the corresponding Delete link (see sample below). The Admin system displays a screen similar to the one below. This is the first of two pop up alerts that allow you to cancel without deleting the record. When you click OK to proceed, the Admin system displays another screen similar to the following one: Click OK to execute the delete function, or Cancel to exit. V8.0 R2 9/ VOS/VLMI System Administrator Guide

60 5: Service Administration Note: Depending on your Admin System deployment, the appearance and functions may look different. Some Administrative Service options may not be included. Please refer to your client administrator should you have any questions. The Admin system allows you to manage activity service codes for registered individuals and employers within Virtual OneStop. You can also manage the equipment and pre program events for scan card, if these features are included in your Virtual OneStop deployment. To access this option, employ one of the following methods: On the navigation menu, click Service Administration. On the Directory of Administrative Services screen, click Service Administration. The following figure displays a sample Service Administration Options screen: Service Administration Options Screen Select from the following options: Individual/Employer Services manage activity service codes for individuals and employers. Scan Card Terminals manage your scan card terminals. Scan Card Events create or modify events for scan card tracking. Individual/Employer Services This option allows you to manage activity service codes the Virtual OneStop (VOS) system employs to identify activities that individual users and employers performed in VOS. These codes also document the various services or activities individuals receive as a result of program enrollment (for example, WIA training or support service enrollment). To access a list of services for individuals and employers, employ one of the following methods: On the navigation menu, click Service Administration4Individual/Employer Services. From the Service Administration Options screen, click Individual/Employer Services. V8.0 R2 9/ VOS/VLMI System Administrator Guide

61 Service Administration The following figure displays a sample Individual/Employer Services screen: Individual/Employer Services Screen You can perform the following tasks from this screen: To locate a specific service based on its service activity code, type the code in the top box and click Search. To reset the list view and return to its original display, click the Clear button. To access the desired list page: Use the navigational toolbar by clicking the appropriate jump link. Type the desired page number in the Enter page number box and click Go. To change the status of a particular service, click its Status link. To edit a particular service, click its Edit link. To create a new service, click the Add Service button. Background The base list of activity service codes within the system derives from Federal programs such as Wagner Peyser, Welfare to Work (WtW), and the Workforce Investment Act (WIA). Geographic Solutions simply adopted these common codes and created new ones to more closely match system functionality. The benefit of this scheme allows you to track and interpret universal activity services, by code, whether performed within Virtual OneStop or a career center agency. V8.0 R2 9/ VOS/VLMI System Administrator Guide

62 Service Administration Part of the responsibility of managing activity service codes relies on your ability to establish guidelines that govern the proper use and application of these codes. The list below describes some of the tasks you will need to perform, and some of the determinations you will need to make: Create new activity service codes. Modify existing activity service codes. Establish a hierarchy of staff entered rules (for example, will specific activity services serve as prerequisites for others?). Determine what programs (for example, Wagner Peyser, WIA, etc.) these service codes pertain to. Determine what pages/functions within VOS performed by self service individuals or employers would automatically record activity service records. Fund Tracking Data Structure The formulation and maintenance of these service codes proves especially crucial for clients that use the Manage Fund Tracking module within Virtual OneStop. Accordingly, these codes establish the required data relationship that controls program enrollment with respect to the following elements: Program group to which program does a service/activity belong? Provider type is a service/activity a training or support service? Which type? Service type to which provider type subset does an activity/service belong? Because a program enrollment form in Virtual OneStop (such as the WIA enrollment form) is data driven, it requires all supporting data be congruent and complete. Specifically, service code data in the Admin system must correlate to program provider data within the Manage Fund Tracking module in the Virtual OneStop system. Service code criteria also controls whether to document funding and occupational code information during program enrollment. For additional information related to data correlation, refer to the Virtual OneStop Individual Fund Tracking User Guide. Status Change By default, the services and activities VOS lists for individuals and employers display an Active status. To change the status of a desired service to Inactive (or to reactivate a de activated code), access the Individual/Employer Services screen, locate the desired activity service code, and click its corresponding Status link (see below). In response, the VOS system displays a message similar to the one below. Click the OK button to execute the change of status command. Virtual OneStop then displays an updated Individual/Employer Services screen, a sample of which appears below. V8.0 R2 9/ VOS/VLMI System Administrator Guide

63 Service Administration Edit Service Virtual OneStop allows you to modify an existing activity service. Although you cannot change the actual service code ID number, you can modify all other service description information. To perform this task, access the desired activity service listing on the Individual/Employer Services screen, and click its Edit link. This yields the Activity Service Edit screen, similar to the following sample: V8.0 R2 9/ VOS/VLMI System Administrator Guide

64 Service Administration For use when VOS automatically records services provided system users. This section relates specifically to program enrollment for individuals (for example, WIA) and helps build the required data relationships between Virtual OneStop and IFT (Individual Fund Tracking). This section determines how the selected service code will be federally reported. Use your WIASRD requirements and/or your Data Validation File to map all applicable report categories, one service code at a time. Activity Service Edit Screen To modify an existing activity service, perform the following steps: Step Action 1 Deactivate the current service code by clicking Inactive; reactivate the suppressed service code by clicking Active. 2 (optional) Click and drag the mouse in the Service/Activity Description box to highlight the existing description. Type a new description. V8.0 R2 9/ VOS/VLMI System Administrator Guide

65 Service Administration 3 Indicate this service code s display order, as it appears in the entire service code list. 4 Use the Federal Service Code box to create a crosswalk for Federal or State service codes. Choose from the following tasks: Click Add Code to record an existing service code. VOS displays the Federal Service Code window, in which you type the desired code. Click Reset List to display original data. Click Clear List to remove the activity service code(s) you just typed. 5 In the Service/Activity Entered By list box, select System, Staff, or Scan Card. Multiple selections are permitted. 6 Click the appropriate radio button to determine whether this activity service code is mandatory for unemployment insurance (UI) profiling. (Y/N) 7 In the Client Type list box, click whom the activity service code pertains to. Note: Individuals and Employers cannot share the same code ID. 8 Click the appropriate check box(es) to identify program(s) related to the selected service code. This action controls the services available to program staff members for individual/employer service enrollment in VOS. 9 Click to select the desired activity service(s) that must be completed before enrolling an individual/employer in the selected service. Note: To select multiple activity services, hold the Ctrl key while clicking the desired choices. 10 Identify the VOS Web page(s) that will automatically record the activity service performed by unassisted individuals and employers. This works only if the code is system entered (see Step 5). Click the: Select pages link to select the appropriate Web page(s) from a list box of choices. Reset list link to display original data. Clear list link to remove your choice(s). 11 Indicate the time interval that separates each recorded visit for service enrollment. This works only if the code is system entered (see Step 5). 12 (for WP service codes only) Select whether employer information must be recorded by staff when using this code for program service enrollment. 13 Determine whether the selected activity service can establish a Wagner Peyser Registration Year. This works only if the code is staff entered (see Step 5). Note: Steps 14 to 17 directly impact individual program enrollment (for example, WIA training services) in Virtual OneStop systems that include the Manage Fund Tracking component. 14 Select the desired provider type to which the selected activity service belongs. Note the following abbreviations: PS provider service. Activity services that belong to this provider type may only be selected for training related services. SS support service. Activity services that belong to this provider type may only be selected for support service roles. 15 Select the desired service/activity code type to which the selected activity service applies. Note: The selections made between provider type and activity code type should compliment one another (for example, they both deal with transportation, medical, child care, etc.). 16 Determine whether the selected activity service requires funding. If Yes, you must identify the fund stream it s tied to during WIA enrollment. V8.0 R2 9/ VOS/VLMI System Administrator Guide

66 Service Administration 17 Determine whether the selected activity service requires staff to select an applicable occupation code. If Yes, you must select a comparable occupation code during WIA enrollment (for example, occupational skills training). 18 Determine whether staff must record attained credential information when selecting this code during program enrollment. 19 Select all appropriate reporting categories to determine how this service will be federally reported. Note: Use your WIASRD requirements and/or Data Validation File to map all applicable report categories, one service code at a time. Some categories (for example, Training WIA 335 et al) link to multiple activity services. 20 Click Save Changes to secure your edits, or Cancel to exit. Add Service VOS Admin allows you to customize the list of activity services by adding new ones. The steps to achieve this outcome are the same as those previously described in the Edit Service topic. For details, refer to that topic. Scan Card Terminals Geographic Solutions supports swipe card technology, whereby services provided to individuals or employers at a sponsored event are automatically uploaded to their service plan in Virtual OneStop. This feature, referred to as the VOScan module or scan card, minimizes staff effort and permits service tracking. Administrators use the Scan Card Terminals option to set up and manage these card swipe devices assigned to physical career center locations. To access this feature, employ one of the following methods: On the navigation menu, click Service Administration4Scan Card Terminals. On the Service Administration Options screen, click Scan Card Terminals. The following figure displays a sample Manage Scan Card Terminals screen: Manage Scan Card Terminals Screen Refer to the topics that follow to manage scan card terminals. V8.0 R2 9/ VOS/VLMI System Administrator Guide

67 Service Administration Change Terminal Status By default, the scan card terminals VOS lists display an Active status. To change the status of a desired terminal to Inactive, access the Manage Scan Card Terminals screen, locate the desired terminal, and click its corresponding Status link (see below). The Virtual OneStop Admin system refreshes the page and turns the selected terminal s status to Inactive. To return the terminal to its original status, simply click the Status link again. Add Scan Card Terminals Besides managing existing scan card terminals, VOS Admin allows you to create additional terminal locations within your one stop career center. To begin, click the Add Terminal button on the Manage Scan Card Terminals screen. The system displays a screen similar to the following one. Add Scan Card Terminal Screen To add a terminal in your one stop location, perform the following steps: Step Action 1 Type the terminal identification (50 alpha numeric characters or less). 2 Type the terminal name (20 alpha numeric characters or less). 3 Type a unique description (for example, the terminal s purpose). 4 Select the desired office in which the terminal will reside. 5 Click all the scan card events associated with this terminal. If no active events exist, you cannot perform this step. 6 Determine auto vs. manual scan card event entry. If you select Yes, staff will be required to enter event details for clients into Virtual OneStop. If you select No, the VOScan terminal will automatically record event details in Virtual OneStop for clients. V8.0 R2 9/ VOS/VLMI System Administrator Guide

68 Service Administration 7 Select the staff member tied to this terminal. 8 Click Save to secure your edits, or Cancel to exit. Edit Scan Card Terminals To edit a particular terminal, click its Edit link in the Action column, as shown in the following figure. A terminal information screen displays, similar to the one below. Edit Scan Card Terminals Screen Make all necessary changes using this edit screen. Refer to the previous topic, Add Scan Card Terminals, for assistance. Click the Save button to secure your edits, or Cancel to exit. Scan Card Events A scan card terminal may be pre programmed to record specific activity services for individuals and employers when their card is swiped. For example, most one stop centers provide Orientation programs, so this Orientation event may be pre set in the scan card terminal. Other scan card events may comprise several activity services within the single workshop, so when attendees swipe their cards through the pre programmed terminals, Virtual OneStop automatically V8.0 R2 9/ VOS/VLMI System Administrator Guide

69 Service Administration records all these services and uploads them to the person s service plan, which may be found in the Activities tab of the Case Management Profile. Administrators use the Scan Card Events feature to pre program one stop events into the terminals, and may even establish user requirements in an effort to deter walkouts. To access this tool, employ one of the following methods: On the navigation menu, click Service Administration4Scan Card Events. On the Service Administration Options screen, click Scan Card Events. The following figure displays a sample Events List screen: Events List Screen You can perform the following tasks from this screen: To change the default display option, select another status from the drop down list. To sort the list, click the column heading by which to sort. To access the desired list page (if the list exceeds one page), type the desired page number in the Enter page number box and click Go. To change the status of a particular event, click its Status link. To edit a particular event, click its view/edit link in the Action column. To create a new event, click the Add Event button. For details, refer to the Add Event topic that follows: Change Event Status By default, the scan card events VOS lists for individuals and employers display an Active status. To change the status of a desired event to Inactive, access the Events List screen, locate the desired event, and click its corresponding Status link (see below). The Virtual OneStop Admin system refreshes the page and turns the selected event s status to Inactive. To return the terminal to its original status, simply click the Status link again. V8.0 R2 9/ VOS/VLMI System Administrator Guide

70 Service Administration Add Event Virtual OneStop allows you to create a new scan card terminal event. To perform this task, access the Events List screen, and click the Add Event button. This yields the Add Event screen, a sample of which appears below. Record early start times and late end times to accommodate clients who arrive early and/or stay late. VOS will not record actual scan times outside the event start and end times. Add Event Screen To add an event, perform the following steps: Step Action 1 (Required) Type the event name (50 alpha numeric characters or less). 2 Type a description of the event. 3 Required) Click the desired event type. Choices include One Time, Re occurring daily, and Re occurring weekly. Note: Two separate events cannot occupy the same timeframe on the same terminal. V8.0 R2 9/ VOS/VLMI System Administrator Guide

71 Service Administration 4 (Required only if you selected One Time in Step 3) Enter the event s start and end date by: Typing the dates in mm/dd/yyyy format, OR Clicking the calendar icons. Use <> arrows to select the month, and <<>> arrows to select the year. Click the day of the month to create the date, and click Select to save the changes. 5 (Required only if you chose Re occurring weekly in Step 3) Select the desired re occurring day from the drop down list. 6 Enter the event s start and end time by selecting the desired hour, minute, and AM or PM designation. 7 Select all the activity services that comprise the event. Note: To select multiple activity services, hold the Ctrl key while clicking the desired services. 8 Select the staff member associated with this event (for reporting purposes). 9 (Required) Select the scan card terminal associated with this event. If no active terminals exist, you cannot perform this step. 10 Select which terminal associated with the event will provide a backup event log (report), should participants forget to swipe their cards in the terminal. 11 (Required) Select whether participants must swipe their cards to exit from the event. This helps deter walkouts, as a Yes setting will only record the service(s) to the participant s service plan if they scan out of the event. 12 (Required only if you selected Yes in Step 9.) Enter the time following the initial scan in that VOS will automatically record as the event log scan out time. Note: Completing Step 12 only records an event scan out time for clients participating in the event. It will NOT automatically upload the related activity service(s) to a client s account if scan out is required to record the service(s). Refer to the next Step/Action table for more information. 13 Click Next to proceed, or Cancel to exit. The Virtual OneStop Admin system refreshes the Add Event screen, and displays a screen similar to the one below. V8.0 R2 9/ VOS/VLMI System Administrator Guide

72 Service Administration Add Event Screen, Part 2 Perform the following steps to complete the Add an Event procedure: Step Action 1 Select whether clients must scan out of an event activity service for Virtual OneStop to record the information and upload it to the clients accounts. Click Yes to enforce the scan out, or No to disregard it. 2 If you selected Yes for any of the event activities, you must select a mandatory time interval from the drop down list. This forces clients to scan in, attend the activity for the duration you set, and scan out of the event activity in order to receive credit for services rendered. 3 (optional) Click Add Services to revise the event services that will be recorded and uploaded to the participant s service plan. 4 Confirm the event scan out information established previously. 5 Click Save to save your changes. The system employs your input and displays the updated Event List screen. V8.0 R2 9/ VOS/VLMI System Administrator Guide

73 Service Administration Edit Event Virtual OneStop allows you to modify an existing event. To perform this task, access the desired event on the Events List screen, and click its View/Edit link (see below). This yields the Event Edit screen, a sample of which appears below: Event Edit Screen Make any necessary changes to the displayed event information. Click Save to save your changes, or Cancel to exit. V8.0 R2 9/ VOS/VLMI System Administrator Guide

74 Data Administration 6: Data Administration The Admin system offers this module to manage user records, imported and exported data, database tables you have access to, Help files, and generic program setup. To access this feature, employ one of the following methods: On the navigation menu, click Data Administration. On the Directory of Administrative Services screen, click Data Administration. The following image displays a sample Data Administration Options screen: Select from the following options: Data Administration Options Screen Import/Export Data allows specific information to be shared with other legacy systems, typically a State mainframe or other type of system. Data Modification allows you to create, modify, or delete fields and their values for specific data tables you have access to. Archive Records allows the system to automatically archive various records based on criteria you set. Restore Records allows you to reactivate archived (suspended) records. Help System Maintenance allows you to modify or delete the Help text displayed in the system. Generic Setup allows you to establish non Federal programs whose fund expenditures may be tracked. Note: Actual system components within Data Administration may vary. Import/Export Data The import/export data function allows specific system (VOS) information to be shared with other legacy systems, typically a State mainframe or other type of system. V8.0 R2 9/ VOS/VLMI System Administrator Guide

75 Data Administration To access this feature, employ one of the following methods: On the navigation menu, click Data Administration 4Import/Export Data. On the Directory of Administrative Services screen, click Data Administration4Import/Export Data. The following image displays a sample Import/Export Data Options screen: Options may vary. Import/Export Data Options Screen In this sample, VOS Admin creates a data extract file for all WIA enrollment data in the VOS system. When you click the displayed link, the system will display subcategories of file data on a subsequent page that are available for upload (see sample below). Choose File Extract Screen Had actual data been available, the Admin system would display a hotlink for each, allowing you to click a desired link to execute the specified data transfer. Data Modification Geographic Solutions creates an access plan that allows you to edit specific tables within the Virtual OneStop database. Normally it restricts this access to lookup table data, the modification of which will not greatly impact system functionality. Geographic Solutions restricts access to data tables whose modification might disable related system functions. To access this function, employ one of the following methods: On the navigation menu, click Data Administration4Data Modification. On the Data Administration Options screen, click Data Administration4Data Modification. The following figure displays a sample Table List screen: V8.0 R2 9/ VOS/VLMI System Administrator Guide

76 Data Administration Click the appropriate view option to view the desired table information. Table List Screen Click the appropriate view option to view the desired table information. The Admin system displays only those tables you may access. To view the field and field values that comprise a listed table, click the desired Table link. A screen appears similar to the one below. Table Data List Screen You can perform the following tasks from this screen: To access a specific data element (record), click the Search link. To access a desired list page: Use the navigational toolbar by clicking the appropriate jump link (not shown). Type the desired page number in the Enter page number box and click Go (not shown). To alter the number of viewable data elements, type the desired number in the Records per page box and click Go (not shown). To modify or delete a particular data element, click its Edit link. To create a new data element for the selected table, click Add New Record. To exit the Table Data List screen, click Return to Table List. V8.0 R2 9/ VOS/VLMI System Administrator Guide

77 Data Administration Search for Records Note: Actual system components within Data Administration may vary. Data tables and lookup tables consist of numerous records (data elements) that comprise multiple pages on the Table Data List screen. The Admin system provides a search feature to help you access a specific record. To begin, click the Search link on the Table Data List screen. A screen appears similar to the one below. Record Modification Search Window Based on the table data available to you, your search screen options may vary. In this case, type either the numeric LWIA ID or its text name (LWIA = region). Specify the depth of the search by clicking the appropriate radio button, and click Search. Based on your search criteria, the Admin system displays a modified version of the Table Data List screen (see previous sample). To modify the data table, refer to the next topic. Modify Record Note: Actual system components within Data Administration may vary. Whether you click a record s Edit link on the Table Data List screen or the Record Search Results screen, The Admin system displays a screen similar to the one below. Record Modification Screen Based on the table data available to you, your display screen options may vary. In this case, type you may edit either the numeric or alpha text that identifies the selected region. Click Save to secure your edits, or Cancel to escape. V8.0 R2 9/ VOS/VLMI System Administrator Guide

78 Data Administration Add New Record Note: Actual system components within Data Administration may vary. If you need to add new records to a selected table, click the Add New Record button. The Admin system displays a screen similar to the one below. Add New Record Screen Type the appropriate information in the boxes provided and click Save. Archive Records The Admin system provides a method for archiving data that meets your criteria. The system does not move this data to another location. Instead, when users conduct records searches, VOS prevents the display of these archived (suspended) records. To access this feature, employ one of the following methods: On the navigation menu, click Data Administration4Archive Records. On the Data Administration Options screen, click Archive Records. The following figure displays a sample Select Criteria screen: Select Criteria Screen To begin, type a desired number in the # of Days boxes. This number serves as a cutoff value to complete the conditional statement listed in the Item column. For example, if you type 45 in the first text box, VOS will archive all account records for individual users who did not log in to the system within the last 45 days. V8.0 R2 9/ VOS/VLMI System Administrator Guide

79 Data Administration When you finish typing your selection criteria, click the View Results button. The Admin system displays a screen similar to the sample below. Archive Summary Screen To view a list of records by Item set for archiving, click the desired See List link. A screen similar to the sample below appears. Click a desired Archive link to affect only that record. Records to Archive List Screen Use this screen to individually select records to archive, or simply review the records listing. To archive all records displayed, click the Archive All Records button. A window appears, similar to the sample below. V8.0 R2 9/ VOS/VLMI System Administrator Guide

80 Data Administration Click OK to execute the Archive All command. The system displays a confirmation screen, similar to the following figure. Click here to return to the Archive Summary screen. Archive Confirmation Screen Note: The Admin system allows you to reverse this action, if necessary. Refer to the Restore Records topic for details. Restore Record The Admin system allows you to restore records previously archived, thus restoring the default Active status. To access this feature, employ one of the following methods: On the navigation menu, click Data Administration4Restore Records. On the Data Administration Options screen, click Restore Records. The following figure displays a sample Restore Summary screen: Restore Summary Screen To view a list of records by Item set for restoration, click the desired See List link. A screen similar to the sample below appears. V8.0 R2 9/ VOS/VLMI System Administrator Guide

81 Data Administration Click a desired Restore link to affect only that record. Records to Restore List Screen Use this screen to individually select records to restore, or simply review the records listing. To restore all records displayed, click Restore All Records. A window appears, similar to the sample below. Click OK to execute the Restore All command. The system displays a confirmation screen, similar to the following figure. Restore Confirmation Screen Click here to return to the Restore Summary screen. V8.0 R2 9/ VOS/VLMI System Administrator Guide

82 Data Administration Help System Maintenance Part of the success of the Virtual OneStop system is incorporation of features and abilities to easily guide users through task completion. Employers, job seekers, staff and analysts may all click Help text bubbles anywhere within either system to access support information. Although Geographic Solutions normally manages updates to Help text, clients may request to manage their Help text files and assume total responsibility for its upkeep. To manage Help text files that appear within Virtual OneStop/Virtual LMI, administrators use the Help System Maintenance component in the Admin system. Note: Depending on your Admin system deployment, this component may not be active. To access this feature, employ one of the following methods: On the navigation menu, click Data Administration4Help System Maintenance. On the Data Administration Options screen, click Help System Maintenance. The following figure displays a sample Help Record Display screen: Help Record Display Screen You can perform the following tasks from this screen: To sort the list, click the column heading by which to sort. To access the desired list page: Type the desired page ID (for example, training ) in the Search by: textbox and click the Search link (see sample URL address). Click the Next and Previous links to page forward and backward one page at a time. V8.0 R2 9/ VOS/VLMI System Administrator Guide

83 Data Administration Type the desired page number in the Enter page number box and click Go. Type the desired number of records to display (per page) in the Display box and press Enter. To modify an existing Help record, click the desired Page ID link. For details, refer to the next topic. Edit Existing Help Record In order to locate a desired Help record in the Admin system, it might be helpful to first identify where the Help file exists in VOS. To demonstrate this relationship, consider the Background Wizard component, a sample of which appears below. Each of the sections contains a Help bubble, the text for which administrators control using the Help System Maintenance component. Screens/pages can have multiple screen groups with multiple help information links Background Tab Folder The Internet browser displays the VOS page name in the address bar (see below). V8.0 R2 9/ VOS/VLMI System Administrator Guide

84 Data Administration Because the Admin system lists Virtual OneStop page names (without extensions) alphabetically, locate the listing for bgwizard. There should be separate listings, as shown in the Order column, one for each step of the Background Wizard (see below). To access a Help record, click its corresponding Page Id link. The Admin system displays a screen similar to the one below. Help Record Edit Screen V8.0 R2 9/ VOS/VLMI System Administrator Guide

85 Data Administration The following table defines the Help text components as found in the Admin system: Item Page ID Description Displays the Virtual OneStop page name (without extension) that contains Help text. Section ID Display Order Section Title English Section Description English Section Title Spanish Section Description Spanish Displays the portion of the VOS page to which the Help text applies. Displays the sequential order the Help text appears in, if multiple sections apply. Displays the English name of the page section the Help text appears in. Displays the English Help text in its entirety. HTML style conventions are used for font style (for example, bold). Displays the Spanish name of the page section the Help text appears in. Displays the Spanish Help text in its entirety. HTML style conventions are used for font style (for example, bold). Note: Spanish titles and descriptions apply to the Spanish language setting in Virtual OneStop. Failure to provide non English titles and descriptions results in a Translation Required message that appears in each text box. After modifying information in the Help record, click Save to secure your edits or Cancel to exit. Help Text Display When users click a Help bubble (for example, in Step 1 of the Background Wizard) Virtual OneStop displays a Help text window, similar to the one below. Help Text Window V8.0 R2 9/ VOS/VLMI System Administrator Guide

86 Data Administration When you compare the text to the corresponding Help record in the Admin system, the information is identical: Help Text Record Generic Setup An individual s Case Management Profile within the Virtual OneStop system maintains detailed information about their participation in federal programs such as the Workforce Investment Act (WIA). In this instance, a full program setup is required, and includes the application and maintenance of extensive business rules as program rules change. These federal programs may also be tied to the fund tracking module within Virtual OneStop to monitor the flow of program funds and establish account limits for participants. Optionally, there are small, generic (non federal) programs run within Local Workforce Investment Areas (LWIAs) and State systems that do not require full program set up with extensive business rules. In order to accommodate the establishment of this initiative, and to allow for the fund tracking mechanism, the system Administrator must first define each program that exists under the Generic Program category, and tie each to a specific LWIA. Note: Depending on your Virtual OneStop Admin system deployment, this component may not be active. To access this feature in the Admin system, employ one of the following methods: On the navigation menu, click Data Administration4Generic Setup. On the Data Administration Options screen, click Generic Setup. The following figure displays a sample Generic Setup Options screen: Select from the following options: Generic Setup Options Screen Create Program use this option to identify all local programs associated with Generic Program tracking. For details, refer to the next topic. Associate LWIA and Program use this option to connect a local program (as defined by the Administrator) with a desired LWIA so that staff may properly enroll individuals in these programs V8.0 R2 9/ VOS/VLMI System Administrator Guide

87 Data Administration using the Virtual OneStop system. For details, refer to the Program/LWIA Association topic on page 82. Create/Edit Program In order to complete the first phase of Generic Program setup, you must record information for any local programs your one stop agency offers. Not only may you create new programs using this interface, you may also edit existing ones. To access this option, employ one of the following methods: On the navigation menu, click Data Administration4Generic Setup4Create Program. On the Generic Setup Options screen, click Create Program. The Admin system displays a screen similar to the one below. Click this drop down arrow to modify an existing program. Using this interface, you may perform two tasks: Generic Program Options Screen Edit an existing program click the drop down arrow and select the desired program from the displayed list. For edit details, refer to the step/action table that follows. Create new program click the Add Program button. The Admin system displays a screen similar to the following figure: The program ID is system set upon Save. Create Generic Program Screen V8.0 R2 9/ VOS/VLMI System Administrator Guide

88 Data Administration To add a generic program (or edit an existing one): Step Action 1 Type the user defined program code for the generic program. 2 Type a brief program description. Note: Case managers and other staff will select whatever you type when they enroll individuals in this generic program. 3 (optional) Enter the program s end date by: Typing the date in the Inactive Date box in mm/dd/yyyy format OR Clicking the calendar icon next to the Inactive Date box. Note: Use the month/year list boxes,, or the arrows to select the month, < >, and year, << >>. Click the day of the month to create that date, and click Select. 4 Type the numeric place holder (display order) for this program. 5 Select User Defined as the program type. 6 Click Save to save your changes. Program/LWIA Association In order to complete the second phase of Generic Program setup, you must tie a desired local workforce investment area (LWIA) or region to a desired local (generic) program. Not only may you create new LWIA associations, you may also edit existing ones. To access this option, employ one of the following methods: On the navigation menu, click Data Administration4Generic Setup4Associate LWIA and Program. On the Generic Setup Options screen, click Associate LWIA and Program. The Admin system displays a screen similar to the one below. Select LWIA Screen To associate a LWIA to a generic program, perform the following steps: Step Action 1 Select the desired LWIA from the drop down list. Note: Local administrators will only see their LWIA. 2 Click the checkbox for each generic program that should be associated with the selected LWIA. 3 Click Save to save your changes. V8.0 R2 9/ VOS/VLMI System Administrator Guide

89 7: Admin Administration Geographic Solutions created this option for a Master Administrator to manage all Admin system users regardless of their access levels. The benefit of this scheme provides only key people unlimited access to control system data and Admin account data, thus providing an added measure of security. Note: This service option is only available to Master Administrators, which are State or Local Administrators granted master level privileges. To access this option, employ one of the following methods: On the navigation menu, click Admin Administration. On the Directory of Administrative Services screen, click Admin Administration. The Admin system displays a screen similar to the one below. Admin Administrator Options Screen You can select from the following options: Administer an Admin Account controls modification of existing administrator accounts. Create an Admin Account controls the addition of system administrator accounts. Administer an Admin Account This option allows you the Master Administrator to manage account data for existing administrators. These include State and Local Administrators, some of which are granted Master Administrator privileges at your discretion. State Administrators may access the Admin system to add, modify, and delete account data for staff and individual users regardless of their regional origin. Local Administrators may only control staff and individual users who belong to the same region as they do. This level administrator cannot create new administrator accounts like Master Administrators (and State Administrators granted Master Administrator privileges) can. Currently, employer account data is not tied to regions like that of individual users. Any level administrator can therefore add, modify, and delete employer account data. To access the Administer an Admin Account option, employ one of the following methods: On the navigation menu, click Admin Administrator4Administer an Admin Account. On the Admin Administrator Options screen, click Administer an Admin Account. The Admin system displays a screen similar to the one below: V8.0 R2 9/ VOS/VLMI System Administrator Guide

90 Admin Administration Local administrators may only search within their own region. State administrators may search within any region statewide. Administrator Account Search Screen Enter the appropriate search criteria to access the desired administrator account. You may search by username, first name, last name, or region to which the administrator belongs. To access all State Administrators, for example, select this option from the Region list box and click Find Administrators. This yields a screen similar to the following one. Administrator Search List Screen You can perform the following tasks from this screen: To modify an existing account, click the desired username link. To delete an existing account, click the desired Delete link in the Action column. To create a new administrator account, click Add a New Administrator. To initiate a new search, click Change Search Criteria. V8.0 R2 9/ VOS/VLMI System Administrator Guide

91 Admin Administration Modify an Administrator s Account As the Master Administrator or a sub administrator with Master Administrator privileges you can edit the account information for an existing administrator. To begin, click the desired username link on the Administrator Search List screen (see above). This yields the Edit Administrator Account screen, similar to the following sample. Only for Virtual OneStop Only for Virtual LMI Edit Administrator Account Screen This screen divides account information into two sections: User Information displays contact information for the selected administrator. Access Privileges displays a series of Yes/No switches that correspond to the service options listed in the left navigation menu. V8.0 R2 9/ VOS/VLMI System Administrator Guide

92 Admin Administration In the User Information section, select the desired text box(es) to edit and type the modified data. In the Access Privileges section, determine whether the selected administrator should receive Master Administrator privileges. If you click Grant this user Master Administrator privileges, the Admin system displays a window similar to the one below: By clicking OK, the system provides unlimited system access to this individual, regardless of the access privileges previously selected. In fact, all access privileges previously set to No will automatically update to Yes. To secure your edits, click Save Changes. Delete an Administrator s Account The Admin system allows you the Master Administrator to delete administrator account information. To begin, perform a system search to access the Administrator Search List screen, a sample of which appears below: Administrator Search List Screen Click the Delete link for the desired administrator. This yields a warning window similar to the one below: Click OK to execute the delete command. Add a New Administrator By clicking the Add a New Administrator link on the Administrator Search List screen, the Admin system displays the Add New Administrator screen. For detail of this function, refer to the following topic. V8.0 R2 9/ VOS/VLMI System Administrator Guide

93 Admin Administration Create an Admin Account As the Master Administrator (a State or Local Administrator with Master Administrator privileges) you can create new administrator accounts within the Admin system. To access this option, employ one of the following methods: On the navigation menu, click Admin Administrator 4Create an Admin Account. On the Admin Administrator Options screen, click Create an Admin Account. On the Administrator Account Search screen, click Add a New Administrator. On the Administrator Search List screen, click Add a New Administrator. The Add New Administrator screen is displayed. The screen is identical to the Administrator Search List Screen (shown in the previous topic), but all User Information fields are blank, and all Access Privileges start as No. Complete this screen the same way you would to modify an existing administrator account screen. For more information, see the previous Modify an Administrator s Account topic. V8.0 R2 9/ VOS/VLMI System Administrator Guide

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95 Glossary ACINET America's Career Information Network CareerOneStop ADA Americans with Disabilities Act AEFLA Adult Education and Family Literacy Act of 1998 AEA/USA Adult Education Association of the United States America COS CareerOneStop CRT Criterion Referenced Tests CWP Center for Workforce Preparation US Chamber of Commerce DAEL Division of Adult Education and Literacy DOE Department of Education DOLETA Department of Labor, Employment and Training Administration TAA Trade Adjustment Act TABE Test of Adult Basic Education TANF Temporary Assistance for Needy Families VOS Virtual OneStop V8.0 R2 9/2006 G 1 VOS/VLMI System Administrator Guide

96 Glossary VLMI Virtual Labor Market Information WEB Workers Education Bureau WEP Workplace Education Programs WIA Workforce Investment Act WIB Workforce Investment Board V8.0 R2 9/2006 G 2 VOS/VLMI System Administrator Guide

97 Index Index A Access Logging In, 1 Access Privileges Staff, 17 Access Group, 22 Case Assignment, 23 Employer Case Management, 23 IFT Individual, 24 Individual Activities, 22 Individual Assessment, 23 Individual File Folders, 24 Account Creation Staff, 27 Admin Account Creation, 86 Deletion, 85 Admin Account Administration, 82 Administration Staff, 17 ALMIS Parameters, 8 Analyst Administration, 49 C Creating Administrator Accounts, 86 Creating Privilege Groups, 31 Creating Staff Accounts, 27 D Data Administration, 67 Help, 75 Import/Export, 67 Restore Record, 73 Default Settings, 5 Deleting Administrator Accounts, 85 E Addresses, 4 Employer Administration, 45 Event Calendar, 15 F Fund Tracking Data Structure Administration, 56 H Help System Administration, 75 I Import/Export Administration, 67 Individual Administration, 41 Individual/Employer Services Administration, 54 L Logging In, 1 P Privilege Groups Creation, 31 R Record Restoration, 73 S Scan Card Administration, 59 Service Administration, 54 Fund Tracking, 56 Individuals/Employers, 54 Scan Card, 59 Staff Account Access Group Privileges, 22 Administration, 17 Case Assignment Privileges, 23 Employer, 23 Individual Activities Privileges, 22 Individual Assessment Privileges, 23 Individual IFT, 24 Individual Privileges, 24 Staff Administration, 17 System Settings, 4 ALMIS, 8 Defaults, 5 Addresses, 4 Event Calendar, 15 V8.0 R2 9/2006 I 1 VOS/VLMI System Administrator Guide

98 U User Administration, 40 Analysts, 49 Employers, 45 Individuals, 41 Index V8.0 R2 9/2006 I 2 VOS/VLMI System Administrator Guide