AGENCY FOR WORKFORCE INNOVATION Office of One Stop and Program Support Training, Guidance and Technical Assistance Unit

Transcription

1 DRAFT AGENCY FOR WORKFORCE INNOVATION Office of One Stop and Program Support Training, Guidance and Technical Assistance Unit OSMIS Data Entry Procedures for Mandatory Dual Enrollment of Trade Adjustment Assistance (TAA) Customers into the WIA Dislocated Worker Program Receiving Training Services For questions or technical assistance contact Mershal Noble Bettye McGlockton

2 Job Seeker Registration Application This is the one stop staff home page. Go the Navigation Menu and open the Register file to begin the applicant registration process. 2

3 Job Seeker Registration Application Go to the Navigation Menu, open the Register file and the Job Seeker folder. Select New to access the Contact Details page which is the first page of the Common Customer Intake. 3

4 Job Seeker Registration Application Complete all mandatory (*) data items, including a primary phone number, on this page. Click Next to go to the next page of the Common Customer Intake. 4

5 Job Seeker Registration Application Complete all mandatory (*) data items on the Demographic Information page. Click Next to go to the Program Details page of the application. 5

6 Job Seeker Registration Application A job seeker registration is required for all trade affected applicants. Go to the Register file and open the Job Seeker folder. Select New to access the first page of the Common Customer Intake. Complete all required (*) data elements on the Wagner Peyser General Information page including the Veterans status. The other items on this page may be completed for informational purposes. 6

7 Job Seeker Registration Application This is an example of a completed General Information page. The Contact Details, Demographics and the General Information pages compose the Wagner Peyser application. These three OSMIS pages may be copied and placed in the applicant s file. Click Next to go to Employment History page of the application. 7

8 Job Seeker Registration Employment History The employment history is the next page of the application. Complete all required (*) data elements. This is an example of a summary of the complete employment history page. Note: The trade affected employer should be the most recent employer listed on the history page with the appropriate reason for dislocation. 8

9 Job Seeker Registration Employment Preferences Employment preferences are important in the job search and job matching process. If job seeker must find a job leave the shift, salary and job type blank. Leaving these fields blank will not limit your job match when performing job search activity. If receiving unemployment compensation Are you actively seeking employment? should = yes. 9

10 Job Seeker Registration Selection of Job Titles Job titles should be selected based on employment preferences. 10

11 Job Seeker Retrieving a Job Seekers File Go to the Navigation Menu and click on Select Job Seeker to access the customer s registration. Note: The application status is usually active, but a job placement or no services provided to the customer within a 90 day period inactivates a registration. 11

12 Job Seeker Services Go to the Navigation Menu and click on the Manage Services link, and select add to display services. 12

13 Job Seeker Application Skills Gap Analysis A Skills Gap Analysis is an optional assessment tool. 13

14 WIA Registration Change user access role by changing the Login as: from Wagner Peyser/OneStopStaff to WIA/Staff. 14

15 WIA Registration Go to the Navigation Menu, click on Select Customer and enter the participant s SSN in the SSN field and click search to locate the customer s case in OSMIS. 15

16 WIA Registration The customer s case displays in the Customer Search Results. Click on the customer s name to open the case. 16

17 WIA Registration This is the Contact Details page of the Common Customer Intake. Update the participant s contact information, as appropriate and click Next. 17

18 WIA Registration This is the Demographic Information page of the Common Customer Intake. Review accuracy of data against hard copy documentation and make corrections as necessary. Save updated information. Click Next to go to the Program Details page. 18

19 Job Seeker Registration Application Click on the Add link to open the Concurrent Participation page in order to record that the customer is a NAFTA TAA or Trade Adjustment Act participant. Note: It is mandatory that the Concurrent Participation block be selected to record the partner program NAFTA TAA or Trade Adjustment Act for the customer who is covered under an approved petition #. 19

20 Job Seeker Registration Application Click on the Program drop down box to see a list of partner programs. Select either NAFTA TAA or Trade Adjustment Act. Please note that NAFTA TAA refers to the old petition number series below

21 Job Seeker Registration Application Enter the Start Date of the NAFTA TAA or Trade Adjustment Act program. The start date is the Enrolled in Training (approval) date. The End Date is the WIA Program exit date, which is populated by OSMIS. Save the page. 21

22 TAA CASE MANAGEMENT IN OSMIS Registration OSMIS WIA This is the Program Registration History page. Click on Select Program drop down box and select WIA Program. Follow the prompts and complete the Select Unit and Select Case Manager from the drop down boxes. Then click Next. 22

23 Training Registration OSMIS WIA This is an example of a completed WIA Program Registration History page. 23

24 Program Registration WIA OSMIS Complete all required data items on the WIA General Information page. The trade affected employer should be the most recent employer listed in the Employment Information section. Completion of this page composes the WIA application. Save the information. OSMIS will take you to the WIA Eligibility Documentation List. 24

25 Program Registration OSMIS WIA After saving the Program Registration General Information page, OSMIS will take you to the Eligibility Documentation List. Select the calendar or manually enter the Date of Verification, Verify Status, and the Verification Source for each programs eligibility items. Select a response for Is the customer eligible? and then SAVE the document. All verification source documents must be maintained in the participant s folder. Note: Completion of the Contact Details, Demographics, Program Details and the Eligibility Documentation List (Dislocated Worker) constitute a TAA Bona fide Application. 25

26 Program Registration OSMIS WIA This is an example of a completed WIA Eligibility Summary page. 26

27 TAA WIA CASE MANAGEMENT IN OSMIS Assigning Assisted Core Activity Go to the Navigation menu and open the Case Management folder and the Activities folders. Click on Assigned Activities to access the assisted core registration table. Select Assisted Core from the activity drop down box, enter the projected end date, select Pell Grant status, actual start date and select a Service Provider. Note: You must use your local Dislocated Worker funds for this activity. 27

28 TAA WIA CASE MANAGEMENT IN OSMIS Selecting a Service Provider Click on the Search Service Provider (blue) link after the Training Information block to select the service provider offering the assigned activity. OSMIS will populate the provider information on the assigned activity page. Verify the accuracy of the information on this page, then save the document. This page constitutes the WIA registration and now counts in your local performance. Subsequent changes or corrections should be sent to the Data Change Request Mailbox. 28

29 TAA WIA CASE MANAGEMENT IN OSMIS Assigning an Intensive Activities When assigning an Intensive activity, enter data in the fields as illustrated in the screenshot above. Note: You must use your local Dislocated Worker funds for this activity. 29

30 TAA WIA CASE MANAGEMENT IN OSMIS Assigning A Training Activity The actual training start date is the first day the participant attends class and should not reflect an Individual Training Account (ITA) issuance date. This page illustrates that the Training activity is funded with Trade Adjustment Act (TAA) dollars. The funding code has been selected from the Special Project Code dropdown box. The available special project funding code is: 00KY TAA for TAA 30

31 TAA WIA CASE MANAGEMENT IN OSMIS Assigning Activities ITA Information ITA information must be entered when assigning a Training (Occupational Skill, Customized Training or Onthe Job Training (OJT)) activity. The ITA amount should be the amount awarded/allocated to the participant for the ITA year. Note: The ITA amount should be the amount to be expended during the ITA year (July 1 through June 30). The remaining amount can be entered on a second ITA Details page for the subsequent year (i.e. ITA year = 2006 and ITA year = 2007). Document in the case notes the ITA total amount approved for training related costs. 31

32 TAA WIA CASE MANAGEMENT IN OSMIS Assigning Activities This illustration is a summary of the activities provided and how they were funded. 32

33 TAA WIA CASE MANAGEMENT IN OSMIS Providing Supportive Services This illustration is a Counseling Supportive Service funded with Dislocated Worker (DW) local funds. 33

34 Closing The Training Activity Go to the Navigation Menu and select the Activity Summary link to close a training activity. Select the Edit link for the Occupational Skills Training activity. Enter the activity completion status from the drop down menu and enter the training activity actual end date. 34

35 Job Placement On the Navigation Menu select the Job Placement link to display the Job Placement Details screen. Click on Add to enter Employer and Job Placement information. Enter the employer s name in the Employer name starts with field and click Search to access employer information. 35

36 Job Placement Click on the Employer s Name on the Employer Search Results page. Enter details about the placement job in the mandatory fields. 36

37 Job Placement Job Placement is recorded in the OSMIS Case History. 37

38 Closing Assisted Core and Intensive Activities Go to the Navigation Menu and select the Activity Summary link to close the Assisted Core and Intensive activities. Select the Edit link for each activity, and enter the activity completion status from the drop down menu. 38

39 TAA Training Completion Go to the Navigation Menu and select the Activity Summary link to close a training activity. Select the Edit link for the Occupational Skills Training activity. Enter the actual classroom hours completed (i.e. total hours according to attendance records). Also, enter the training activity Actual End Date. 39

40 Recording A Credential Click on Credential Information link at the end of the Training Outcome page to go to the Training Details page. Enter the following data: Description of Certification Completion Date Attained Credential Date Credential Attained Type of Credential Attained Note: Credential Details must be recorded for participants enrolled in Training. Please refer to the definitions in the WIA Resource Guide at MIS_Resource_Guide doc 40

41 Closing a Case Go to the Navigation Menu and select Close from the Manage Case folder. Close the case by entering a close date in the Exit Date field. The Yes, Open job placement at exit? is the Exit Reason. Save the page. The case is closed, but can be re opened during the current quarter after lockdown. 41

42 Closing TAA Training Participation in WIA The training activity actual end date has been populated to the TAA End Date in the Concurrent Participation block from the case closure date. 42

43 Case Follow up Case follow up must be conducted on program exiters at these intervals: 3 months 9 months 12 months 43

44 THE END 44