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VOS Staff Guide - 4: Individuals - Case Management 4-1 V19 – 01/2020

4: Individuals – Case Management Chapter Contents

Staff Profiles – General Profile ........................................................................................................ 4-2 Summary Tab .......................................................................................................................... 4-3

Case Summary Panel ........................................................................................................ 4-3 Chronological Case History Panel ...................................................................................... 4-4 Individual Information Panel ............................................................................................... 4-5 Verification Summary Panel ............................................................................................... 4-6

How Verifications are Made in the System ............................................................................. 4-7 Staff Assisted Summary Panel ........................................................................................... 4-8

Tracking Time Spent with an Individual .................................................................................. 4-9 Case Notes Tab ..................................................................................................................... 4-10

Creating a Case Note Template ....................................................................................... 4-11 Adding a Case Note ......................................................................................................... 4-13

Activities Tab ......................................................................................................................... 4-15 Internal Job Referrals ....................................................................................................... 4-16

Adding a Referral .................................................................................................................. 4-16 Recording Applicant Status for a Job Referral ...................................................................... 4-17

Activity History/Service Plan............................................................................................. 4-18 Adding a Service ................................................................................................................... 4-19 Adding Multiple Services ....................................................................................................... 4-20

Employment History ......................................................................................................... 4-20 Event History ................................................................................................................... 4-22 Alternate Contacts ........................................................................................................... 4-24 Staff Referrals to Providers .............................................................................................. 4-24

Managing Referral Types ...................................................................................................... 4-25 Adding a Referral Type ......................................................................................................... 4-26 Managing Referral Results ................................................................................................... 4-27 Adding a Referral Result to the Master List .......................................................................... 4-28 Adding a Referral for Service for an Individual ..................................................................... 4-29 Recording a Referral Result for an Individual ....................................................................... 4-32

Wage Information for Program Participant ........................................................................ 4-33 Local Status Tracking ...................................................................................................... 4-33

Adding a Local Activity .......................................................................................................... 4-34 Tracking of Time .............................................................................................................. 4-35

Staff Profiles – Case Management Profile ..................................................................................... 4-36 Programs Tab ........................................................................................................................ 4-37 Plan Tab ................................................................................................................................ 4-38

Objective Assessment Summary (OAS) ........................................................................... 4-39 Individual Employment Plan/Service Strategy (IEP/SS) .................................................... 4-51

Creating a New Individual Employment Plan/Service Strategy (IEP/SS) ............................. 4-51 Working with Existing IEP Plans ........................................................................................... 4-58

Assessments Tab .................................................................................................................. 4-59 Basic Skills Assessment .................................................................................................. 4-59 Aptitude Assessment ....................................................................................................... 4-61 WorkPlace Skills Assessment .......................................................................................... 4-63 Other Assessments.......................................................................................................... 4-65

Staff Profiles – Report Profile........................................................................................................ 4-66 Tracking Tab .......................................................................................................................... 4-66 Statistics Tab ......................................................................................................................... 4-67 Combined Assessment Tab ................................................................................................... 4-67 Labor Exchange Tab .............................................................................................................. 4-68

Individuals – Case Management


The system provides full-range-of-service case management functions for counselors, case managers, and other supervisory staff members to enter and share information on participants who receive both basic and individualized training and other services through a federal program.

Options exist for administering the Wagner-Peyser program (WP), the Workforce Innovation and Opportunity Act program (WIOA), and other programs and services that may be defined on a local or non-federal level.

This chapter discusses the case management options available from your Staff Profiles folder when assisting an individual, including the General Profile, Case Management Profile, and Report Profile.

Staff Profiles – Case Management Options for Assisting an Individual

Staff Profiles – General Profile Four tabs deal with general aspects of individual case management in the General Profile:

• Summary – Provides multiple panels/views of the individual’s summary case management and general information.

• Case Notes – Serves as the primary location for staff to manage an individual’s case notes. • Activities – Maintains the individual’s Wagner-Peyser service activities. • Documents (Staff) – Displays the individual’s data verification documents used to determine

program eligibility. (Not all sites have this module as part of their configuration; it is not covered in this chapter, but in Chapter 30, Manage Documents.)



General Profile Tabs

Summary Tab Once you have selected an individual to work with, clicking on their name in the left navigation menu displays the Summary tab in the General Profile (unless you set a different landing page).

This tab is a quick starting point to review individual cases across five different panels, which you select from the Panel to be displayed drop-down list at the top of the tab. (Staff Assisted Summary is not included here.)

These panels provide at-a-glance information about case records, activities, background, recent case history, or general information, and are described in the following pages.

Note: If your system includes integrated Unemployment Insurance modules, there will be additional summary panels (e.g., Unemployment Appeals Summary, Claim History and Work Search Summary panels), which are covered in the GUS Staff User Guide.

Case Summary Panel The Case Summary panel displays four sections of summary data with links to drill into the details. Each of these areas can be hidden or displayed by clicking Hide/Show:

• Activity Summary – Activity types with their creation dates, including case notes, service records, job referrals, referrals to providers, résumés, job applications, saved virtual recruiter job alerts, and new messages and appointments

• Case Management Summary – Case and program management types with their key dates, such as Wagner-Peyser applications, WIOA participations, or TAA outcomes

• Employment History Summary – Previous employer data • Education History Summary – Education degrees/certifications



Summary Tab – Case Summary Panel

Chronological Case History Panel A quick starting point to review a case is the Chronological Case History panel, which gives a snapshot of the details in the Case Management Profile – Programs tab. You can filter this summary for just the programs and activities you want to view by clicking the checkboxes above the table and then clicking the Filter link.

Case history data is listed in chronological order, from the most recent item to the oldest. You can change the sort order of any column by clicking on the column heading. The bottom of the panel shows the rows for each item in the filtered list. Clicking a View link in the Action column will display the page for viewing/maintaining details on that item.



Individual Information Panel The Individual Information panel displays a summary of the general information for an individual (see the figure below), including their case manager, their LWIA/region, and one-stop office. Clicking the client’s name will take you to the General tab under the individual’s Personal Profile.



Summary Tab – Individual Information Panel

Note: The region label on this Panel, and some other system pages, may indicate “LWIA/Region.” However, the actual value shown for the region selection will indicate the Local Workforce Development Board (LWDB), when that is the current term in use for the region.

Verification Summary Panel The Verification Summary panel (see figure below) lets staff see a listing of all verifications recorded for an individual. The listing can be filtered by program (those that are currently active for the individual, e.g., Wagner-Peyser, WIOA, or TAA) and/or by all verification points that did not have documents entered for verification purposes.

This can be particularly helpful if an individual has begun a process (such as a WIOA application) and is making an appointment to come into a one-stop office to complete the process. A staff member can quickly view the verifications not made for a specific application and identify documents that the individual may need to bring.



Summary Tab – Verification Summary Panel

Note: Though links are provided in the Action column of the Verification Summary panel to Scan, Upload, or Link documents (for sites with the Virtual OneStop Document Management module), this panel is not intended for document management. See the topic “In-Context Scanning, Linking, and Viewing” in Chapter 30 - Manage Documents for details on acquiring documents.

How Verifications are Made in the System Staff are required to verify an individual’s data at certain points in program management, such as WIOA, TAA, or other program applications, as well as certain enrollments, follow-ups, and case closures.

These verifications are recorded at the point at which the data is entered, for example, verifying the SSN for a WIOA program application. The Verify link allows you to select from a list of document types that will be used as verification (as shown in the figure below).

Note: Depending on your site’s configuration options, you may also have links to Scan or Upload a copy of the card as an image associated with the verification.



Verify Link on WIOA Application Wizard, Contact Page

Staff Assisted Summary Panel The Staff Assisted Summary panel allows staff to view and record non-specific time spent with an individual. System-generated entries are what are mostly logged here, but if it’s important to track “off-line” time spent with a client, you can do that here as well, though this feature does not allow for any labeling or description of the time spent.

Note: The Tracking of Time option on the Activities tab also leads to this panel.



Staff Assisted Summary Panel with Filter Criteria

You can filter by preset time frames, or enter a custom range, as well as by specific staff members.

Tracking Time Spent with an Individual To add a time entry for an individual:

1 From the bottom of the Staff Assisted Summary panel of the Summary tab, click the Add Staff Time link (see figure above). The Add Time Entry page appears (see figure below).

Add Time Entry Page

2 In the Time Entry section, enter the Date Assisted, Begin and End Time and click Save. The Staff Assisted Summary panel redisplays with the manual time entry added (see figure below).



Manual Time Entry

Case Notes Tab The Case Notes tab in the General Profile of the Staff Profiles allows staff to document an event or observation for an individual by adding, editing, and viewing case notes.

Note: Only staff with the proper privileges may edit existing case notes.

Case Notes Tab – Staff Privileges and Filter Criteria Section

From the Case Notes tab, you can perform the following tasks (see figures on the next two pages):

• Filter the case notes displayed using various search criteria (see figure below) by clicking the Show Filter Criteria link.

• Sort case notes by clicking a desired heading column heading once for ascending, or twice for descending order.

• View a particular case note by clicking its subject link. • Print all case notes by clicking the select column heading checkbox and then the Print Selected

Case Notes link at the bottom of the list. • Print select case notes by clicking the select checkboxes for the desired case notes and then the

Print Selected Case Notes link at the bottom of the list.



• Add a new case note by clicking Add New Case Note. For details, refer to the next section. • Create a case note template by clicking the View Case Note Templates link at the bottom of the

page (shown in figure below). For details, refer to the section that follows.

Case Notes Tab – List Section

Notes: Using the My Staff Account left menu option, under the Preferences section, you may select a default Case Notes Sort Order (oldest to newest or newest to oldest, based on the contact date or create date).

Certain case notes are auto-generated. For example, each time a case has been reassigned, the system auto-generates a case note with the date of assignment and the new case manager’s name.

Creating a Case Note Template By creating case note templates, staff may easily create case notes by selecting an existing template. The system will autofill each required field in the new note based on data saved in the template.

To create a case note template: 1 From the bottom of the Case Notes tab, click the View Case Note Templates link (see figure

above). A list of existing case note templates displays (see figure below) and the system automatically defaults to either individual templates or employer templates, depending on who you are assisting.



Case Note Template List Page

2 Click the Create New Template link. The Create New Case Note Template page displays. The template type automatically defaults to Individual or Employer based on the user type you’re currently assisting.

3 Complete the fields as desired, and note the following: a. In the Template Restriction section, specify any restrictions for the template.

i. From the Template to be used by drop-down list, you must specify who can use the template (e.g., only you, staff in a certain LWIA/Region, all staff).

b. In the Case Note Content section, you may select to suppress the case note. This means only staff members with access to case notes for this workforce region may view suppressed case notes. This protects the individual, should confidential or sensitive information be entered.

4 Enter Case Note Description details.



Create New Case Note Template Page

5 Click Save to save the case note template.

Adding a Case Note When you create a case note for an individual, you can either use a template to pre-fill some of the information, or create one from scratch.

To create a case note: 1 Click the Add New Case Note link at the top of the Case Notes tab.

Case Notes Tab

2 If desired, in the pop-up window that displays, select a template to autofill some of the case note entries (see below). You must complete any remaining required fields.



Add Case Note Pop-up Window

3 In the Case Note Details section, to suppress the case note, check the box. By doing so, only staff members with access to case notes for this workforce region may view suppressed case notes. This protects the individual, should confidential or sensitive information be entered.

4 Enter the date you made contact with the client in regards to this case note in the Contact Date field.

5 Select the appropriate LWIA/Region and Office Location to which you and the client belong. 6 Select the Program affiliation for this case note. As a result, the system displays the individual’s

application ID for the selected program. Note: Your system configuration determines whether staff may create case notes for individuals

who are not program participants.

7 Select the application ID from the App ID drop-down list. 8 If applicable, select the appropriate Partner Program (for example, Vocational Rehabilitation) for

this case note. 9 Enter a descriptive title in the Subject field. 10 Select how contact was made with the client from the Contact Type drop-down list. 11 Enter text for the Case Note Description. 12 To create a system message from the case note to be shared with desired recipients, click the

Create Message From Case Note on Save checkbox. When the page refreshes, select the desired delivery method(s).



Note: If your system includes the Document Management module, you can click the Add a Document or Scan a Document link to add or attach images of documents associated with the case note.

13 Click Save to save the case note.

Activities Tab The Activities tab in the General Profile of your Staff Profiles allows staff to maintain a variety of information about an individual that helps staff to manage the individual’s account. Your staff member privileges control access to each option and the capacity within which each may be used.

Activities Tab

Staff can manage the following information for an individual using the Activities tab:

• Internal Job Referrals – Create a job referral to an internal job (created by Virtual OneStop-registered employers), or manage job referral results for the selected individual. For more information, refer to the next section.

• Activity History/Service Plan – Access details of the individual’s Wagner-Peyser service record. For more information, refer to the section “Activity History/Service Plan.” Note: Your system may provide service record information for multiple programs, not just

Wagner-Peyser.

• Employment History – View or edit existing work experience information, or add a new work history record for the selected individual. For more details, refer to the section “Employment History” on page 4-20.

• Alternate Contacts – View alternate contact information for persons related to the selected individual. For more details, refer to the section “Alternate Contacts.”

• Event History – View the individual’s scan card activity history by selecting a desired event. For more details, refer to the section “Event History” on page 4-22.



Note: The Event History link applies only to sites with the VOScan module using programmable scan card terminals.

• Staff Referrals to Providers – Track service referrals for the selected individual. Typically these service providers work outside of the system’s programmed functionality (for example, they are non-WIOA or non-WP providers). For more information, refer to the section “Staff Referrals.”

• Wage Information for Program Participant – Confirms whether quarterly wage information is available for the selected individual. For more information, refer to the section “Wage Information” on page 4-32.

• Local Status Tracking – Displays details of the individual’s service record for specific activities related to status tracking codes that are set up unique to a specific LWIA/Region for local tracking or reporting purposes. Note: Local Status Tracking is an optional feature implemented for a limited number of sites

and may not be available in your system. For more information, refer to the section “Local Status Tracking” on page 4-33.

Internal Job Referrals Use the Internal Job Referrals option to manage job order referral information for the selected individual.

Internal Job Referrals List Page

Staff can perform the following tasks from this page:

• View/record applicant status for a referral – click the Results link in the Action column for the desired job order. For details, see the “Record Applicant Status for a Job Referral” topic below.

• Print a job referral – click the Print link in the Action column for the desired job order. • Create a job referral – click the Add a Referral button. For details, see the “Add a Referral”

section.

Adding a Referral To create a job referral for the selected individual only:

1 Click the Add a Referral button at the bottom of the Internal Job Referrals page (see figure above). The Advanced Job Search tab displays as the first step in creating an Internal Job Referral. The last five jobs viewed by the individual show as links at the top of the search tab.



See the topic “Mass Job Referrals” in Chapter 19 Manage Labor Exchange, for details on making a job referral.

Recording Applicant Status for a Job Referral You can return to this page repeatedly to enter and update an applicant’s status as they progress through the recruiting process for a specific job.

To record applicant status results for an individual: 1 On the Internal Job Referrals list page (see figure above), click the Results link in the Action

column for the desired job. The Applicant Status page displays (see figure below).

Applicant Status Page

2 Using the radio buttons and entering the associated date, record the applicable recruiting status for the applicant. Depending on the stage selected, different fields will display in the Applicant Summary section.

The Applicant’s Current Status will change from Not Specified to In Progress, Hired, or Not Hired. If you selected…

a. Scheduled Interview, the Current Recruiting Stage drop-down list appears below their current status and defaults to Scheduled Interview, but other stages may be selected.



b. Interviewed, the Current Recruiting Stage drop-down list appears below their current status and defaults to Interviewed Individual, but other stages may be selected.

c. Hired, enter the person’s starting date, salary amount and type, for example, $4000 per month. (For any type other than hourly, the system converts it to an hourly rate).

3 Enter any other details in the Comments text box. 4 Click Save Status to save your edits.

Activity History/Service Plan The individual’s activity history (or service plan) is a list of activity services provided to the individual within the Wagner-Peyser (WP) program.

Note: Your system may display additional program services, for example, Workforce Innovation and Opportunity Act (WIOA) or Unemployment Insurance (UI).

Some of these services are manually entered by staff, while others are automatically recorded by the system (for example, job referrals, labor market research, and others).

For staff to manually record WP services provided to the individual, the Wagner-Peyser Program Application and Wagner-Peyser Program Participation forms must be completed. Both forms are maintained in the Programs tab (for details, see page 4-37).

To view an individual’s activity history/service plan: 1 Click the Activity History/Service Plan link on the Activities tab. The Service Plan List page

appears.

Service Plan List Page

From this page, you can perform the following tasks:

• Filter the list of displayed services; click the Show Filter Criteria link. • Add a single service to the individual’s service plan; click the Add Service link. For details, refer

to the “Add a Service” topic that follows. • Add multiple services to the individual’s service plan; click the Add Multiple Services link. For

details, refer to the topic “Add Multiple Services” on page 4-20. • Print the individual’s entire service list; click the Print Table link. • View specific activity service details; click the desired View link in the Action column. • Remove an activity service; click its Delete link in the Action column.



Note: The system deletes only those job referrals with no recorded referral results.

Adding a Service To add a single Wagner-Peyser service to the individual’s service plan:

1 Click the Add Service link above or below the list of existing services (see figure above). The system verifies that the individual’s Wagner-Peyser Program application and Wagner-Peyser Participation form – maintained in the Programs tab – have been successfully completed. (For more information, see Chapter 5 - The Programs Tab: Wagner-Peyser.) If not, the system will display an alert; if the prerequisite forms are complete, the system displays a Service Plan entry form (as shown in the following figure).

Service Plan Information Entry Page

2 Specify the Customer Group for the individual. 3 Select the desired Service/Activity Code. 4 Enter the activity’s Scheduled Date and Time of occurrence. 5 If applicable, enter the Actual Service Date for the activity. 6 If completing this entry after the activity has occurred, select the appropriate Completion Code. 7 If this is a Rapid Response Event, search for the event using the RR Search link. 8 Select your LWIA/Region and Office Location. 9 Select your Position (Staff, LVER, DVOP). 10 To add a case note, click the Add a new Case Note link. For details, refer to the “Case Notes

Tab” topic on page 4-8. 11 Click Save Changes to save your edits. When complete, the updated Service Plan Listing page

redisplays.



Adding Multiple Services To add multiple Wagner-Peyser services to the individual’s service plan:

1 Click the Add Multiple Services link above or below the list of existing services. The system verifies that the individual’s Wagner-Peyser Program application and Wagner-Peyser Participation form – maintained in the Programs tab – have been successfully completed. If not, the system will display an alert; if the prerequisite forms are complete, the system displays a Service Plan multi-entry form (as shown in the following figure).

Multiple Services Page

2 Select your LWIA/Region and Office Location. 3 Select your Position (Staff, LVER, DVOP). 4 Specify the Customer Group for the individual. 5 Click the checkboxes in the left column for the desired activity services. 6 Enter the activity’s Scheduled Date and Time of occurrence. 7 If applicable, enter the Actual End Date for the activity. 8 If this is a Rapid Response Event, search for the event using the Find Rapid Response Event

link. 9 If this service is associated with a Trade Adjustment, search for the petition number using the

Find TAA Petition link. 10 To add a case note, click the Add a new Case Note link. For details, refer to the “Case Notes

Tab” topic on page 4-8. 11 Click Save to save your edits. When complete, the updated Service Plan Listing page redisplays.

Employment History The individual’s employment history information is available for viewing and modifying in several places, including:

• Individual Profiles > Personal Profile > Background tab • Staff Profiles > General Profile > Activities tab (Employment History link)



• Staff Profiles > Case Management Profile > Programs tab (Wagner-Peyser, WIOA, and TAA Application forms)

To view or modify an individual’s employment history: 1 Click the Employment History link on the Activities tab. The Employment History List page

appears.

Employment History List Page


• View or modify the employment history; click Edit in the Action column (or the hyperlinked name of the company).

• Remove the employment history; click Delete in the Action column. • Create a new employment history entry; click the Add Employment History link. The Add

Employment History page appears (see figure below).



Add Employment History Page

Event History VOScan is a service tracking option that may be employed to record details of an individual’s service plan. Depending on the scan card readers in use, staff may pre-program these readers to automatically record activities when the individuals’ cards are swiped at an event (for example, a résumé writing workshop).

Note: This option only applies to the VOScan (Scan Card) module. If your site does not have this option, refer to the previously covered “Activity History/Service Plan” topic to see an individual’s activity history.

To access information for the scan card events an individual has participated in: 1 Click the Event History link on the Activities tab. The Event History List page appears (see figure

below).



Event History List Page

2 To view a particular event log, enter both the Minimum Date (Begin) and Maximum Date (End) to filter the results, then click Search. A list of matching events displays.

3 To view details for any event, click the desired View Details link in the Action column. The Event Details page appears.



Event Details Page

Alternate Contacts Alternate contacts serve as points of contact when you cannot reach the selected individual. This is an additional place in the system where contacts can be entered.

To create, view, or modify personal contact information for the selected individual: 1 Click the Alternate Contacts link on the Activities tab. The Contacts List page appears.

Contacts List Page


• View or modify an existing record by clicking its Edit link in the Action column. • Add an alternate contact record by clicking the Add Contact button.

Staff Referrals to Providers Staff members can track referrals they make on behalf of registered individuals for provider services that are outside of system programs (i.e., WP or WIOA). For example, staff can manage individuals who receive WIOA services in the usual way, but must create a referral for a skill assessment through Vocational Rehabilitation Services.

To manage activities related to provider referrals: 1 Click the Staff Referrals to Providers link on the Activities tab. The Staff Referrals page appears

for the selected individual. Any existing referrals they have are listed below their information.



Staff Referrals Page

From this page, staff can manage the individual’s referrals, as well as manage master lists of referral types and results, which are then used when creating individuals’ referral records.

• Create a new referral for the individual by clicking the Add Referral button. See the topic “Add a Referral for Service for an Individual” below for details.

• Filter the referrals displayed by selecting the desired status option from the drop-down list (All, Open, Completed, Inactive).

• Modify an existing referral, including recording referral results, by clicking its Edit link in the Action column. See the topic “Recording a Referral Result” below for details.

• Delete an existing referral by clicking its Delete link in the Action column • Deactivate an existing referral by clicking its Inactivate link in the Action column; reactivate a

referral by clicking its Activate link. • Manage the master list of referral types by clicking the Manage Types link. This is limited to staff

members with the proper privileges. See the topic “Manage Referral Types” below for details. • Manage the master list of referral results by clicking the Manage Results link. This is limited to

staff members with the proper privileges. See the topic “Manage Referral Results” below for details.

Managing Referral Types Before staff can create referrals for individuals, they must first compile a list of referral types. These will appear as checkbox items on the Add a Referral page.

Note: Add and edit capabilities are limited to staff members with the proper privileges.

To view and manage referral types: 1 Click the Manage Types link at the bottom of the Staff Referrals page (see previous page). The

Referral Type List page appears. 2 Select the desired LWIA/Region and which status to Show. The page redisplays with matching

referral types.



Referral Type List Page

Note: Your staff member privileges determine region accessibility to referral types.

Staff with the proper privileges may perform the following tasks from this page:

• Create a new referral type; click Add Referral Type. See “Add a Referral Type” below for details. • Modify a referral type; click its Edit link in the Action column. • Deactivate an existing referral type by clicking its Inactivate link in the Action column; reactivate

a referral type by clicking its Activate link.

Note: Referral types cannot be deleted; only deactivated.

Adding a Referral Type Note: The add capability is limited to staff members with the proper privileges.

To add a new referral type to the master list: 1 Click the Add Referral Type button at the bottom of the Referral Type List page (see figure

previous page). The Add Referral Type page appears.



Add Referral Type Page

2 For the Status, click Active. 3 Enter a description for the Type of Referral (for example, Referral to Medical Provider for

Individual Counseling). 4 Select your LWIA/Region from the drop-down list. 5 Specify the Program Making Referral for this referral type. 6 Select whether the system will Automatically Record Wagner-Peyser Activities to the

individual’s service plan as a result of successfully completing a referral of this type. 7 If Yes was chosen in the previous step, select all appropriate Service codes for activities that will

be recorded in the service plan as a result of successfully completing the referral. 8 Click Save to save the referral type. The updated Referral Type List page displays.

Managing Referral Results Before staff can create referrals for individuals, they must first compile a list of referral results. These will appear as checkbox items on the Add a Referral page.

Note: Add and edit capabilities are limited to staff members with the proper privileges.

To view and manage referral results: 1 Click the Manage Results link at the bottom of the Staff Referrals page. The Referral Type List

page appears. 2 Select the desired LWIA/Region and which status to Show. The page redisplays with matching

referral results.



Referral Result List Page

Staff with the proper privileges may perform the following tasks from this page:

• Create a new referral result, click Add Referral Result. See “Add a Referral Result” below for details.

• Modify a referral result, click its Edit link in the Action column. • Deactivate an existing referral result by clicking its Inactivate link in the Action column;

reactivate a referral result by clicking its Activate link.

Note: Referral results cannot be deleted; only deactivated.

Adding a Referral Result to the Master List Note: The add capability is limited to staff members with the proper privileges.

To add a new referral result to the master list: 1 Click the Add Referral Result button at the bottom of the Referral Result List page (see figure

above). The Add Referral Result page appears.



Add Referral Result Page

2 For the Status, click Active. 3 Enter a description for the Referral Result (for example, Successfully Completed). 4 Select your LWIA/Region from the drop-down list. 5 Specify the Program Making Referral for this result. 6 Select whether the system will Automatically Record Wagner-Peyser Activities to the

individual’s service plan as a result of successfully recording this referral result. 7 Select all appropriate activity Services that will automatically be recorded in the individual’s

service plan as a result of successfully recording this referral result. Do this only if you selected Yes in the previous step.

8 Click Save to save the result. The updated Referral Result List page displays.

Adding a Referral for Service for an Individual A referral is used to introduce an individual to another program or provider of service. They are also where results are notated once the service or program has terminated.

To add a new provider referral for an individual: 1 Click the Add Referral button at the bottom of the Staff Referrals page. The Add Referral page

appears.



Add Referral Page – General Information Section

2 In the General Information section, select the LWIA/Region and Office Location of Referral associated with the referral from the drop-down lists. These determine which types of referrals are available to choose from.

3 Enter the Date of Referral (defaults to current day). 4 Select the program associated with this referral from the Program Making Referral drop-down

list. If a different or additional program is making the referral, use Special Program below. 5 If any information in the personal information fields is incorrect (e.g., Social Security number,

name, address, or contact information), click the Edit Individual Profile link to make updates, then return to this page.

6 If a different or additional program is associated with the referral, select it from the Special Program drop-down list.

7 In the Type of Referral section, click the desired checkboxes indicating the referral type(s). a. If the referral type is unique (or you do not have other choices), click Other and provide a

description in the Other Description text box.



Add Referral Page - Type of Referral Section

8 State the reason for the referral in the Reason for Referral text box. 9 Record other referral details using the Additional information regarding referral text box. 10 In the Provider section (see figure below), click the Search for Provider link to conduct a keyword

search for the desired provider. A pop-up window displays to enter search criteria for a provider. Note: Only sites that have the Individual Fund Tracking module with the ability to Manage

Providers can use this automatic search tool. Otherwise, go to Step 11.

a. Enter your search criteria and click Submit. b. From the matching provider display list, click the desired provider name link.

Note: The remainder of the Referral page requires manual data entry only if you did not successfully use the Search for Provider function.

11 Select a location for the provider from the Location drop-down list. Address information will fill in automatically.

12 Complete the remaining provider information fields as needed, noting the following: a. If the selected provider has active contracts, you may select the desired Contract from

the drop-down list. b. From the Program/Service drop-down list, select the service offered by the provider for

this individual. 13 Click Save to save the referral. When complete, the updated Staff Referrals page redisplays.



Add Referral Page – Provider Information Section

Recording a Referral Result for an Individual To record a referral result for an individual:

1 On the Staff Referrals page, click the Edit link for the desired referral. The Add Referral page appears in edit mode with the added Referral Result section at the bottom (as shown in the next figure).

2 Specify if the individual completed the activity called for in the referral and enter any Comments. 3 Select the completion Status from the drop-down list.



Add Referral Page – Edit Mode with Referral Result Section

4 Click Save. The Staff Referrals page redisplays with an updated status for the referral and this activity is recorded in the individual’s Case Summary record.

Wage Information for Program Participant Staff can check to see if quarterly wages have been recorded for individuals in programs that require wage reporting, including Wagner-Peyser, WIOA, and Trade (TAA).

Note: To maintain confidentiality required of unemployment insurance data, actual wages are not shown, only Yes/No indicators per quarter/per program.

To view wage status for an individual: 1 Click the Wage Information for Program Participant link on the Activities tab. The Wages

Information page appears for the selected individual (see figure below).

Wages Information Page

Local Status Tracking Note: Not all states have this option configured for their sites.

Local status tracking allows staff to track and list services/activities provided to an individual that are unique to a LWIA/Region or local office, independent from standard federal tracking activities.

For example, certain LWIAs or Regions may need to track the number of individuals frequenting one-stops, so they will create a local activity code used for all individuals beginning any service at the one-stop center. Another example might be creating a local activity code for Initial Assistance Workshops conducted in Spanish in order to track attendance specifically for those workshops.



Note: The list of available local activities are defined through the Admin system for a LWIA/Region. Unless you are state staff, you will be limited to adding only local activities associated with your LWIA/Region.

To view and track local activity status for an individual: 1 Click the Local Status Tracking link on the Activities tab. The Local Status Tracking page appears

(see figure below).

Local Status Tracking Page

From the Local Status Tracking page, you can perform the following tasks:

• Filter the list to limit the displayed activities; click the Filter Show/Hide toggle link, enter criteria and click the Apply Filters link.

• Add a single activity by clicking the Add New Local Activity Tracking link. For details, refer to the “Add a Local Activity” topic that follows.

• Add multiple activities by clicking the Add Multiple New Local Activity Tracking link. • Edit activity details; click the desired Edit link in the Action column. • Remove an activity; click the desired Delete link in the Action column.

Adding a Local Activity To manually add a single local activity for the individual:

1 Click the Add New Local Activity Tracking link at the top of the page (see figure above). The Add Local Activity Status page appears (see figure below).

Note: To add multiple activities at one time, select the Add Multiple New Local Activity Tracking link.



Add Local Activity Status Page

2 Select the LWIA/Region from the drop-down list. This determines the local offices and activities to choose from.

Note: If you are state staff, then all LWIA/Regions and associated activity codes are accessible.

3 Select the Office affiliation from the drop-down list. 4 Select the Local Activity from the drop-down list. 5 Select the activity’s Actual Date of occurrence. 6 Select the Completion Status from the drop-down list. 7 Select your Position (Staff, LVER, DVOP). 8 Click Save to save your changes.

Tracking of Time This option displays the Staff Assisted Summary panel on the Summary tab, which allows staff to view and record non-specific time spent with an individual. See the “Track Time with an Individual” topic in the Summary Tab section above for details.



Staff Profiles – Case Management Profile Four tabs deal with various aspects of case management in the Case Management Profile in the Staff Profile:

• Case Summary – This tab is identical to the Summary tab in the General Profile. See the Summary tab description starting on page 4-3 for details.

• Programs – Enables staff to create the application and participation forms for various federal programs and then record the services, outcomes, and closures for a program.

• Plan – Enables staff to record the Objective Assessment Summary (OAS) and Individual Employment Plan/Service Strategy (IEP/SS) for the individual.

• Assessments – Where assessment results are recorded that are instrumental in determining crucial elements of federal program enrollments.

Case Management Profile Tabs



Programs Tab The Programs tab within the Case Management Profile is where staff enter and maintain all details of a client’s involvement in federal programs, such as Wagner-Peyser (WP), the Workforce Innovation and Opportunity Act (WIOA), and Trade Adjustment Assistance (TAA).

Note: Additional programs may display on this tab for some sites, such as Adult Education, SNAP, etc.

Programs Tab – Initial Display for New Client

Special items to note on the page are:

• Each program has a color-coded band to identify it and a Create… link below for creating an application. Multiple apps can be created for a single program, as if often the case.

• When an individual registers (or when staff registers them), the system creates a WP application in Registration Only status. Staff will need to complete the registration using the Application Wizard, as this will determine their eligibility, and make their services reportable.

• The Application Wizard, Print Application, and Verification Summary icons allow staff to work with existing apps.

• The +/- icon displays and hides form sections where program details are recorded, such as participation, activities/enrollments/services, credentials, closure, exit/outcome, and follow-ups (see figure below).



WIOA Forms Sections

The forms are listed in the order in which most activities progress after eligibility is determined—from creating the initial participation record, to enrollment in activities/services over time, through program closure and follow-ups.

Note: Refer to the separate program chapters for details on completing their application and other forms: Chapter 5: Wagner Peyser, Chapter 6: WIOA, Chapter 7: TAA, Chapter 8: WTP, Chapter 9: Generic, Chapter 10: SNAP E&T, Chapter 11: NFJP, Chapter 12: Adult Education, Chapter 14: WOTC.

Plan Tab The Plan tab lets staff create and manage an individual’s career goals and skills assessments using two functions: the Objective Assessment Summary (OAS) and the Individual Employment Plan (IEP). This information combined provides a comprehensive plan for each program that helps direct the nature and number of program services provided to the individual.

With the OAS, an individual’s academic levels, skill levels, and service needs are recorded; with the IEP, their employment and career goals, achievement objectives, and the appropriate services are recorded.

Depending on your state and local one-stop business rules, you may need to create an OAS and/or an IEP before you enroll an individual into any services for the appropriate program.



Plan Tab

From this page, staff can create, modify, print, or delete both the OAS and IEP.

Objective Assessment Summary (OAS) The Objective Assessment Summary (OAS) is used to satisfy program requirements for recording results of Vocational Skill Assessments or Objective Assessment activities. Each program application (e.g., WP, WIOA) will have its own assessment record associated with it.

The data collected in the assessment process for employment and training programs is commonly used to assess vocational skills and aptitudes as related to employability, job seeking, and job keeping skills, and may be used in the analysis and development of Employment Plans/Service Strategies.

Note: Staff can associate an OAS record to an open Individual Employment Plan (IEP), however, there is no link to associate OAS results to Goals and Objectives set in the IEP/SS form.

To create an Objective Assessment Summary (OAS): 1 Click the Create Objective Assessment Summary button on the Plan tab of the Case

Management Profile. This starts a 12-page OAS wizard and displays the General page (see figure below).

Note: Some fields on the following pages may be pre-populated based on entries from the individual’s general info and background data. Some data can be changed for OAS purposes.



Objective Assessment Wizard - Page 1: General

To begin creating the OAS: 1 In the General Information section, select the Program for which you’re creating the OAS. The

Application ID fills in automatically. 2 Select your LWIA and Office affiliation. 3 Enter the Assessment Create Date for the OAS. 4 Select whether to attach an active Individual Employment Plan (IEP) to the OAS. If Yes, enter

the plan ID (if only one exists, it populates automatically). 5 In the Contact Information section, if necessary to add or change any information, click the Edit

Contact Info link. 6 In the Alternate Contact section, to add an alternate contact person, click the Click Here link. 7 In the Staff section, if desired, enter a note for the assessment in the Overall Note text box. 8 Click Next to save your edits and continue to the Expectation page (see figure below).



Objective Assessment Wizard - Page 2: Expectations

To record the participant’s expectations in the OAS: 1 In the Program Expectations section:

a. Indicate whether the individual seeks immediate employment. b. Record desired services in the text box, for example, career counseling, work readiness, etc.

2 In the Employment Expectations section: a. Select up to three desired occupations. For details, see the topic “Select an Occupation” in

Appendix A. b. Specify desired job attributes, such as employment type, full or part time, shift preferences,

desired salary, etc. c. Identify any benefits needed, job search assistance requested, and other requested career

planning or training services and preferences, as appropriate. 3 Click Next to save your edits and continue to the Education page (see figure below).



Objective Assessment Wizard - Page 3: Education

To add education details to the OAS: 1 In the Education History section:

a. Select the individual’s highest grade completed and current school status. b. Enter any comments to summarize their education history.

2 In the Basic Skills/Education Factors section, identify their dropout status, areas of basic skills deficiency, primary language, need for financial aid, and other factors, as applicable.

3 Click Next to save your edits and continue to the Degree page (see figure below).



Objective Assessment Wizard - Page 4: Degrees

To add degree information to the OAS: Note: If any degree information was previously saved in the Background Wizard and/or Résumé

Builder, it will be listed here. If an existing degree record needs to be changed, click the Edit link in the Action column.

1 To add a degree, click the Add a New Degree link. 2 In the Add Degree pop-up box, complete the required details of the individual’s degree, then click

Save. 3 Click Next to save your edits and continue to the Certificate page (see figure below).



Objective Assessment Wizard - Page 5: Certificates

To add certificate information to the OAS: Note: If any certificate information was previously saved in the Background Wizard and/or Résumé

Builder, it will be listed here. If an existing certificate record needs to be changed, click the Edit link in the Action column.

1 To add a certificate, click the Add a New Certificate link. 2 In the Add Certificate pop-up box, complete the required details of the individual’s certificate, then

click Save. 3 Click Next to save your edits and continue to the Employment page (see figure below).



Objective Assessment Wizard – Page 6: Employment

To add employment history details to the OAS: 1 In the Occupation Transferrable Skills section, enter any information that summarizes the skill

assessment for the individual in the text box provided. 2 In the Employment History section, to add an employment history record, click the Add a New

Employment History link.

Note: If any employment history information was previously saved in the Background Wizard and/or Résumé Builder, it will be listed here. If an existing job record needs to be changed, click the Edit link in the Action column.

3 In the Add Employment pop-up box, enter all required information, then click Save. 4 Click Next to save your edits and continue to the Household & Income page (see figure below).



Objective Assessment Wizard – Page 7: Household & Income

To record household income sources in the OAS: 1 In the Household & Income Summary text box, enter a brief summary statement, as applicable. 2 To add a new household member and their income, click the Add a New Household Member link. 3 In the Add Income pop-up box, enter all required information, then click Save. 4 Click Next to save your edits and continue to the Work Readiness page (see figure below).

Note: The Household & Income page is a “secure information” page. The information on it is not included in the Print form. Staff will need a separate Admin privilege that would allow them to edit, view only, or not access this page at all.



Objective Assessment Wizard – Page 8: Work Readiness

The Work Readiness page allows staff to identify what obstacles or issues the individual might face that will affect their work readiness.

To record work readiness details in the OAS: 1 Select items by clicking in the checkboxes as necessary. 2 Enter comments as needed. 3 Click Next to save your edits and continue to the Barriers page (see figure below).



Objective Assessment Wizard – Page 9: Barriers

The comprehensive Barriers page allows staff to identify—after observing the individual—certain obstacles or issues the individual might face that will affect their employment/training. Sections include Health & Behavioral Observations, Living Environment, Economic Factors/Financial, Vocational/ Occupational Factors, Other Assistance Received, Barriers to Employment, and Access Assessment.

To record barriers to employment in the OAS: 1 Select statements that correctly characterize the individual’s health, behavior, and substance

abuse information by clicking in the checkboxes as necessary. 2 Enter comments as needed. 3 Click Next to save your edits and continue to the Criminal Background page (see figure below).



Objective Assessment Wizard – Page 10: Criminal Background

To record criminal background information in the OAS: 1 Select items by clicking in the checkboxes as necessary. 2 Enter comments as needed. 3 Click Next to save your edits and continue to the Tests page (see figure below).

Note: The Criminal Background page is a “secure information” page. The information on it is not included in the Print form. Staff will need a separate Admin privilege that would allow them to edit, view only, or not access this page at all.



Objective Assessment Wizard – Page 11: Tests

To record test results in the OAS: 1 Click the desired Click Here link to add, view, or edit any Basic Skills Assessment, WorkKeys® (if

WorkKeys are part of your system), or Other Testing. A pop-up window will display for adding or editing existing assessment results, just as they are maintained in the Assessments tab of the individual’s Case Management Profile (as shown above for a WorkKeys assessment).

2 Enter any comments to summarize all test results. 3 Click Next to save your edits and continue to the Referrals page (see figure below).



Objective Assessment Wizard – Page 12: Referrals

In certain circumstances, a referral may be made as the last step related to the OAS.

To add a referral to the OAS: 1 Click the Add a New Referral link. 2 Complete the fields on the Add Referral pop-up window and click Save. 3 Click Finish to complete the OAS.

Individual Employment Plan/Service Strategy (IEP/SS) The Individual Employment Plan/Service Strategy (IEP/SS) is required by the Workforce Innovation and Opportunities Act for every individual registered into WIOA. The IEP is an ongoing strategy jointly developed by the participant and case manager that identifies the participant's employment Goals, the appropriate achievement Objectives, and the appropriate combination of Services for the participant to achieve the employment Goals.

Four Tabs of the Individual Employment Plan/Service Strategy

The tabs must be completed in order and contain the following information:

• Plan Tab - contains general information about the participant, the program they are enrolled in, and plan dates.

• Goal Tab - allows staff to establish or edit Goals for an IEP/SS. The primary goal for Adult/Dislocated Worker customers is unsubsidized employment, and all adult/dislocated workers must have an employment goal. The Goals for Youth are unsubsidized employment and/or post-secondary education (which includes advanced training).

• Objectives Tab - allows staff to add Objectives associated with IEP/SS Goals. Staff can select Pre-Defined Objectives or create a New Objective.

• Service Tab - displays all Services provided for the individual, including Universal (WP), WIOA and Generic. All Services provided should relate back to the IEP Objectives and Goals.

Note: A participant can only have one IEP open at a time. The IEP itself must be created first (Plan tab), followed by the plan's Goals. A goal must be created before Objectives for that goal can be recorded.

Creating a New Individual Employment Plan/Service Strategy (IEP/SS) To create an Individual Employment Plan/Service Strategy (IEP/SS):

1 Click the Create Individual Employment Plan/Service Strategy button on the Plan tab of the Case Management Profile.



Plan Tab of Case Management Profile

The Plan tab of the IEP displays (see figure below). The Currently Participating In section shows any other programs that may also be available for “funding needed activities or services” for the individual. If there are no other programs, this section does not display.

Create IEP - Plan Tab

2 In the Plan Information section, complete the required fields, then click Next to save and continue to the Goals tab. Any existing goals are listed in the IEP/SS Goals section.



Create IEP – Goals Tab

Note: Goals must be added to the IEP before Objectives since objectives are linked to them.

To add a new goal to the IEP: 1 Click the Add New Goal link. The Add New Goal page displays.

Create IEP – Add New Goal Page



2 In the Goal Information section, select a LWDB/Region and Office. 3 Check Program Affiliation(s). 4 Select a Type of Goal: Employment, Training, or Schooling. 5 Select the Term of Goal: Short Term, Long Term, Intermediate Term. 6 Enter a Description of Goal. 7 Enter the Date Established for the goal. 8 Enter the Estimated Completion Date for the goal.

Note: Leave the Completion Status set to Open and Actual Completion Date blank. When closing the goal, you will enter the Actual Completion Date, select Closed, and then indicate the Reason Closed.

9 Enter any additional information in the Goal Details textbox. 10 Click Save. The Goals tab redisplays with the added goal along with links to Edit or Delete (see

figure below).

Completed Goals Tab

11 Repeat this procedure for as many goals as desired. 12 Click Next to proceed to the Objectives tab, where you add objectives that support the goal,

either pre-defined (by the affiliated program) or by creating new ones.

Create IEP – Objectives Tab

To add a new objective to the IEP: 1 Click the Add new objective link to enter a related objective for the individual. The Add New

Objective displays.



Create IEP – Add New Objective Page

2 Select the Goal to be associated with this objective. 3 Enter the date the goal was defined in the Goal Date Established field (defaults to today). 4 Select the LWDB/Region, Office Location, and Program Affiliation. 5 Name the Objective, which is an activity that will serve to achieve the associated goal. 6 Enter the Date Established for the objective and the Review Date on which progress should be

evaluated (defaults to 45 days after Established date).

Note: Leave the Actual Completion Date blank and Completion Status set to Open. When closing the objective, you will supply the Actual Completion Date, select Closed, and then indicate the Reason Closed.

7 Enter any additional information in the Objective Details textbox. 8 Click Save. The Objectives tab redisplays with the added objective along with links to Edit or

Delete (see figure below).



Completed Objectives Tab

9 Repeat this procedure for as many objectives as desired. 10 Click Next to proceed to the Services tab, or add pre-defined objectives.

Instead of defining an objective in a free-form fashion, pre-defined objectives are available for selection based on the program affiliated with the goal.

To add a pre-defined objective to the IEP: 1 Click the Select pre-defined objectives link (see figure above). The Add Pre-defined Objectives

page displays.

Add Pre-defined Objectives Page

2 Select the Goal for the objective(s). 3 Select the LWDB/Region and Office Location. 4 Select the Program Affiliation for the objective. The page will refresh after a few seconds with

the list of pre-defined objectives for the program (see figure below).



Refreshed Pre-defined Objective Page

5 Click the checkbox in the left column for each objective to add to the individual’s program goal. 6 Enter the Date Established for each objective and the Review Date on which progress should

be evaluated.

Note: The objective established date must be greater than the goal established date and the review date defaults to 45 days after the established date.

7 Click Save. The Objectives tab redisplays with the added objective along with links to Edit or Delete (see figure on previous page).

8 Click Next to proceed to the Services tab to review.

Note: If services or activities have been provided via the Programs tab, they will display on the IEP Services tab in view-only mode and cannot be modified from within the IEP.

9 Click Finish to complete the IEP/SS plan. The Plan tab of Case Management Profile redisplays with the IEP listed (see figure below).



Plan Tab of Case Management Profile with Summary and Plan

Working with Existing IEP Plans To view and/or print the entire plan, including its Goals, Objectives, and Services:

1 Click the Display/Print link in the Action column (see figure above). 2 In the Plan Information section, click the checkbox if you wish to print the services listing. 3 Check to include Applicant and/or Staff Signatures, if desired (must have a signature app

installed). 4 Click Print at the bottom of the page. A PDF version is generated and displays in a pop-up

window. From there, you can download or print the file.

To close Objectives or Goals: Note: Remember, you must work from the “bottom up” when closing parts of a plan: Objectives first,

then their associated Goals. All Objectives and Goals must be closed before the plan itself can be closed.

1 Click the Edit link in the Action column (see figure above). The Plan tab of the IEP displays. 2 Click the Objectives or Goals tab, as appropriate. 3 Click the desired Edit link. 4 Enter the Actual Completion Date, set the Completion Status to Closed, and then select the

Reason Closed (Successful or Unsuccessful). 5 Click Save. Repeat as needed.

To close an IEP: Note: Before closing a plan, you must close all Objectives and Goals associated with the plan, working

“from the bottom up”: Objectives first, then Goals, then the plan. See steps above.

1 Click the Edit link in the Action column (see figure above). The Plan tab of the IEP displays. 2 Ensure all Objectives and Goals are already closed by visiting those tabs. 3 Enter a date to close the plan in the Plan closed on field. 4 Click Next to move through the remaining tabs.



5 Click Finish on the Services tab. The Plan tab of the Case Management Profile redisplays with the plan status showing as Closed.

Plan Tab with Closed IEP

Assessments Tab The Assessments tab is used by staff for entering or editing the staff-administered assessments for an individual. These are separate from an individual’s self-assessments in their Assessments folder.

Assessments Tab

Note: Not all sites will have all four options; Workplace Skills, for WorkKeys, is an optional site configuration.

Basic Skills Assessment The Basic Skills Assessment form allows staff to enter test scores for Reading, Math, and Language assessments taken by a participant, such as CASAS, TABE, etc.

To add or update Basic Skills Assessment test scores for an individual: 1 Click the Basic Skills Assessment link on the Assessments tab (see figure above). The Basic

Skills Assessments page displays and lists any existing assessment records (see figure below).



Basic Skills Assessments Page

2 To create a new assessment record, click Add Assessment. OR… To update an existing record, click the Edit link in the Action column (see figure above). The Basic Skills Assessment entry form appears (see figure below).

3 Enter the Assessment Date and LWIA/Board. LWIA determines which tests are available to choose from.

4 For each skills area tested—Reading, Math, and Language: a. Select the type of test that was taken from the …Test Given drop-down list. If Other is

chosen, enter the test name in the Specify field below. b. Select the scoring method from the …Score Type drop-down list (Grade Equivalent or

Raw Score). c. Enter the …Test Result value in the proper format based on the scoring method

previously selected, noting the following: Grade Equivalent - Valid scores range from 00.0 through 13.0 (value must include

the decimal point); note the following special-use score values: Enter 87.0 when the individual is not tested and their skills are obviously

below the 9th grade level. Enter 88.0 when the individual refuses testing, could not be tested, or testing

was not needed.

Raw Score - Valid entries are 0000 through 9999. d. Specify the …Test Version taken.

5 Specify if the Customer meets the definition of Basic Literacy Skills deficient.

Note: If the Reading, Math or Language score is less than 9.0, or equal to 87.0, the system automatically records a "Yes." This field is only active if at least one of the assessment test score types has been set to "Grade Equivalent.”

The term "basic skills deficient" refers to a person who computes or solves problems, reads, writes, or speaks English at or below the 8th grade level or is unable to compute or solve problems, read, write or speak English at a level necessary to function on the job, in the individual's family, or in society.

6 Select the WP Service Record this assessments applies to from the drop-down list.



7 Click Save to save the test scores record. The Basic Skills Assessments page redisplays.

Basic Skills Assessment Entry Form

Aptitude Assessment The Aptitude Assessment form allows staff to enter test scores for common assessments taken by a participant, including SAGE, GATB, Ability Profiler, and CareerScope (for vets and their dependents).

To add or update Aptitude Assessment test scores for an individual: 1 Click the Aptitudes link on the Assessments tab. The Aptitude Assessments page appears with

any existing assessment records displayed.



Aptitude Assessment Page

2 To create a new assessment record, click Add Aptitude Assessment OR… To update an existing record, click the Edit link in the Action column (see figure above). The Aptitude Assessment entry form appears (see figure below).

3 Select the LWIA/Region, Office Location (at bottom of page), and Test Name from the drop-down lists.

4 Enter the Assessment Date. 5 For each of the areas tested, enter the test scores. 6 Enter any additional Comments as desired. 7 Click Save. The Aptitude Assessment page redisplays.



Aptitude Assessment Entry Form

WorkPlace Skills Assessment The WorkPlace Skills option is for either state/site-specific assessments or WorkKeys, if that module has been configured for the site. This topic covers how to enter WorkKeys scores.

Note: Depending on your site configuration, this link may not be available.

To enter or modify WorkKeys scores: 1 Click the WorkPlace Skills link on the Assessments tab. 2 Click the WorkKeys link to expand the page.



WorkKeys Assessment Page

3 For each assessment entry, select the Skill Level by clicking the appropriate radio button and enter the Test Date.

4 Other options available at the bottom of this page are: a. Review how this individual’s skill levels relate to different occupations by clicking the View

Occupation link. b. Reset all scores for a particular assessment category by clicking the appropriate Reset

link to clear your choices. c. Increase the skill levels and explore more career occupations in a “what-if scenario” by

selecting new skill levels. Note: The Reset function only clears the skill levels temporarily; it does not erase the

previous skill level scores entered by staff. This provides the opportunity to see available careers for improved skill levels in specific assessment areas.

d. Permanently delete the scores and rest the Career Readiness Certificate to None Selected by clicking the Delete Scores link.

e. Print the form in tabular format by clicking the Print Table link.



f. Print a “suitable for framing” certificate for any completed assessments by clicking the Print Career Readiness Certificate Assessments link.

5 Click Save to record the assessments. a. To save WorkKeys scores, be sure to check the Client authorized sharing of

WorkKeys scores checkbox first at the top of the page.

Other Assessments Each site will have a different selection of additional assessments based on their system configuration.

To enter another type of assessment that doesn’t fit any of the standard assessments: 1 Click the Other Assessments link. The Other Assessments page appears with any existing

assessment records displayed.

Other Assessments Page

2 Click Add Assessment. The Other Assessment Taken page appears (see figure below).

Other Assessments Taken Page

3 Enter the Assessment Date and Test Result score. 4 Select the Test Given from the drop-down list. 5 Enter any optional Comments. 6 Click Save. The Other Assessments page redisplays with the entry added.



Staff Profiles – Report Profile The Report Profile allows staff to evaluate where an individual went in the system, or as an access point to link to other significant items that the individual created. The Report Profile has four tabs:

• Tracking – Review an individual’s site usage, for example, job seeker or labor market services. • Statistics – Monitor an individual’s activities, including number of résumés created and saved job

alerts, or total study time for online training courses. • Combined Assessment – View and print all of an individual’s assessments on one page, both

self-administered and case management-related. • Labor Exchange – View a list of dates and times employers viewed the individual’s résumés.

Report Profile Tabs

Tracking Tab To view the individual’s site usage by service:

1 Click the Site Usage link to review a report on individual site usage (see figure above). The summarized report displays with count totals per service category.

Summarized and Detailed Site Usage Reports



2 To see a detailed list of the services used, including date and time accessed, select Detailed Report (see figure previous page, right).

3 To see services used during a specific time period, click the Select Date Range link (see figure previous page, left).

a. In the date range pop-up window, enter start and end the dates for time period, and click Set Range.

Statistics Tab On the Statistics tab, staff can see a summary of an individual’s activity, broken down by number of items reviewed and created; messages and appointments; and quantity of and time spent on classroom and online training courses. Details can be viewed by clicking on any number listed for each topic.

Statistics Tab

Combined Assessment Tab On the Combined Assessments tab, staff can review the results of both self-administered and staff-administered assessments in one quick view (see figure next page). Assessments include Job Skills, Personal Skills, WorkKeys, Work Interests, Work Importance, Basic Skills, Aptitudes, and Other Assessments.



Combined Assessments Tab

Labor Exchange Tab The Labor Exchange tab has three panels from which staff can view an individual’s job seeking activities:

• Information on Résumés is the default view (see figure below) and lists the employers that have viewed the individual’s résumé(s). The list can be sorted by any of the column headings; click any links to drill into the details.

• Information on Jobs lists the jobs the individual has viewed and, optionally, applied for. The list can be filtered by recruitment stage and sorted by any of the column headings (see figure top of next page).

• Information on Detail Tabs lists employers who have viewed the individual’s background information. The list can be sorted by any of the column headings (see figure bottom of next page).



Labor Exchange Tab - Information on Résumés Panel

Labor Exchange Tab - Information on Jobs Panel



Labor Exchange Tab - Information on Detail Tabs Panel