System Administrator Guide

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Virtual OneStop/

Virtual LMI

Version 8.0

VOS/VLMI Administration

System Administrator Guide

Geographic

Solutions

WWW.GEOGRAPHICSOLUTIONS.COM

1001 Omaha Circle Palm Harbor, FL 34683

Tel: (727) 7867955 Fax: (727) 7865871

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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.

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2: SYSTEM SETTINGS 5 Email 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 ... 16

3: STAFF ADMINISTRATION 19 Administer a Staff Account... 19 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... 29 Staff User Information...29

State Staff Profile ... 31

Local Staff Profile ... 31

Statewide Provider Profile ... 32

Create Privilege Groups... 33 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

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Contents

V8.0 R2 – 9/2006 iv VOS/VLMI System Administrator Guide

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 ... 39

Delete Privilege Groups... 39

4: USER ADMINISTRATION 41 Administer Individuals ... 42

Archive Individual Records...44

Restore Individual Records ...45

Delete Individual Records ...46

Administer Employers ... 46

Archive Employer Records ...49

Restore Employer Records ...49

Delete Employer Records...49

Administer Analysts ... 49

Archive Analyst Records...51

Restore Analyst Records ...52

Delete Analyst Records ...53

5: SERVICE ADMINISTRATION 54 Individual/Employer Services ... 54

Background ...55

Fund Tracking Data Structure ...56

Status Change...56

Edit Service ...57

Add Service...60

Scan Card Terminals ... 60

Change Terminal Status ...61 Add Scan Card Terminals ...61 Edit Scan Card Terminals...62 Scan Card Events... 62 Change Event Status...63 Add Event...64 Edit Event...67

6: DATA ADMINISTRATION 68 Import/Export Data... 68 Data Modification... 69 Search for Records ...71 Modify Record ...71 Add New Record ...72 Archive Records... 72

Restore Record ... 74

Help System Maintenance ... 76

Edit Existing Help Record...77

Help Text Display ... 79

Generic Setup... 80

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Contents

Program/LWIA Association...82

7: ADMIN ADMINISTRATION 83 Administer an Admin Account... 83

Modify an Administrator’s Account...85

Delete an Administrator’s Account ...86

Add a New Administrator ...86

Create an Admin Account... 87

GLOSSARY G1

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Contents

V8.0 R2 – 9/2006 vi VOS/VLMI System Administrator Guide

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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 onestop 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:

Login Screen

2 Type your user name and password.

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.

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Overview and Conventions

V8.0 R2 – 9/2006 2 VOS/VLMI System Administrator Guide

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.

Directory of Administrative Services Screen

From here, you can select from the following options:

· 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 scan card 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 masterlevel administrators have access to the Admin Administration component.

State and locallevel administrators won’t see this option, unless they are granted masterlevel administrative rights.

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Note: Depending on your Admin system deployment, the appearance and functions might look different. The left navigation menu contains flyout 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 rightfacing 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.

Sample Toolbar

Refer to the following list for toolbar assistance:

· Home—displays the Login screen.

· 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.

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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:

System Settings Options Screen

You can select from the following options:

· Email Addresses—maintains administrator email addresses.

· System Defaults—controls preset system display information.

· Administer Event Calendar—controls the onestop agency events displayed in your VOS/VLMI system.

Note: Components may vary depending on your Admin system deployment.

Email Addresses

Click the Email Addresses link to manage administrator email address information for a service in the Virtual OneStop/Virtual LMI system. To access the Email Addresses option, employ one of the following methods:

· On the navigation menu, click System Settings4Email Addresses.

· On the System Settings Options screen, click Email Addresses.

The following figure displays a sample Modify Email Address screen:

To control LMI data formats, refer to the “System Defaults” topic.

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System Settings

Modify Email Address Screen

In the table pictured above, the system maintains two points of contact that will receive emails for various functions:

· Employer Services contact—receives email alerts from the system when one of three actions occur:

¨ 1 A new employer selfregisters in the system

¨ 2 An employer creates a new job order

¨ 3 An employer modifies an existing job order

· Webmaster contact—receives emails from employer and individual system users when they compose emails using the Assistance Center4Email Your Questions service component. To modify an email address for a particular contact, type the new address in the Email 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:

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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 ( ), or select a value from a dropdown list. The system provides jump links to separate each section and provide swift access to

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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 “one time only” setup.

System Parameters Section

Use this parameter section to establish generic system settings. System Parameters Section

Item System(s) Description

System Parameters Section

Default menu style

VOS, VLMI Select whether flyouts (cascading menus) will be enabled or disabled in the system.

Domain name VOS, VLMI Type your system’s IP address. Email address to route error reports to VOS, VLMI Special software monitors system performance. Type the email address of the recipient who will receive email notification if a page crash occurs. Occupational videos URL VOS, VLMI 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 email exchange. SMTP server address VOS, VLMI Type the SMTP (Simple Mail Transfer Protocol) server address if email exchange within your system is enabled. Spell check physical dictionary path VOS, VLMI Type the server file path that maintains the system’s spell check dictionary. This is setup protocol for clients that host the system.

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System Settings

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) VOS, VLMI Type your system’s username as it would appear on the Home page System region name VOS, VLMI Type your system’s regional name, if applicable. This only applies to local VOS/VLMI systems, not state systems. The form address used for emails generated from the web server. VOS, VLMI Type the “from” email address on the email server that is responsible for generating email 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

ALMIS Parameters Section Industry table time period (periodyear + periodtype +period) VOS, VLMI Type the specific date to control which industry data set displays in the system. Industry data is updated quarterly. InfoUSA EMPDB time period (periodyear + periodtype +period) VOS, VLMI Type the specific date that corresponds to the employer data displayed. Geographic Solutions manages this date information according to copyright laws established by InfoUSA ® .

SFI/SFE area profile population high year

VOS, VLMI Type the maximum 4digit year to create a date range that controls population statistics. This information may be viewed by selecting Labor Market Services4Area Profile.

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System Settings

Item System(s) Description SFI/SFE area profile

population low year

VOS, VLMI Type the minimum 4digit year to create a date range that controls population statistics. This information may be viewed by selecting Labor Market Services4Area Profile.

SFI/SFE area profile population source VOS, VLMI 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. SFI / SFE industry areas where found area distribution VOS, VLMI 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 systemregister before viewing candidate resume details.

Candidate Searching Parameters Section

Candidate Searching Parameters Section Number of days until a resume becomes inactive by a search VOS, VLMI Select the number of days candidate resumes remain active. Employers may only retrieve active resumes. Resume searching behavior VOS, VLMI Select the appropriate point at which guest employers must systemregister in order to view details of candidate resumes.

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System Settings

Database Parameters Section

Use this parameter section to establish settings that affect database behavior and communications protocol.

Database Parameters Section

Database Parameters Section

The from address used for emails generated from the database server.

VOS, VLMI Type the “from” email address on the email server that is responsible for generating email alerts. This is a security protocol for clients that host the system.

The name of the jobbanks database used by this system.

VOS, VLMI Type the name of the database that maintains job orders for the system.

The SMTP server address used by the database server to send emails.

VOS, VLMI Type the SMTP (Simple Mail Transfer Protocol) server address if email exchange within your system is enabled.

Employer Parameters Section

Use this parameter to control the verification process for employer system registration

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System Settings

Employer Parameters Section Employer verification switch this option to On if you would like employ ers to be verified before posting job orders VOS, VLMI Select whether selfregistered employers must first be verified by staff before posting job orders and conducting candidate resume searches (On=Yes, Off=No). Employer verification preverified employers have ability to post jobs (This setting overrides the employer verification option)

VOS, VLMI Select whether staffregistered employers must first be verified by staff before posting job orders and conducting candidate resume searches (On=Yes, Off=No). Employer auto verification enable the auto verification of newly registered employers VOS, VLMI 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). Employer auto verifica tion number of days until system automa tically verifies newly registered employers VOS, VLMI 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

Individual Parameters Section Maximum number of letter records that can be stored per individual VOS, VLMI Select the default limit for employer letters (any combination of cover, followup, or acceptance letters) the system maintains for each individual. Maximum number of resume records that can be stored per individual VOS, VLMI Select the default limit for saved resumes the system maintains for each individual.

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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

Job Order Parameters Section Default status when a job order is created VOS, VLMI Whether staff or employercreated, record the preexisting 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) Job orders require veteran preference

VOS, VLMI Click On if the system must reserve all new job orders for veterans only. Business rules will define veteran’s preference duration Number of days for a job order to be followed up on (sets the default job order follow up date) VOS, VLMI 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. Number of days until job order is closed (sets the default close date) VOS, VLMI 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.

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System Settings

Job Search Parameters Section

Job Search Parameters Section

External job links available

VOS, VLMI Click On to allow job seekers to visit job sites outside of the system.

Hide Employer Name on job details before user clicks on apply

VOS, VLMI Click On to prevent the employer (company) name from displaying on the job order match results screen. Individual job seeker message English VOS, VLMI Type the systemgenerated message that appears in English when the Virtual Recruiter (job alert) has located at least one job that matches the individual’s search criteria. Individual job seeker message Spanish VOS, VLMI Type the systemgenerated message that appears in Spanish when the Virtual Recruiter (job alert) has located at least one job that matches the individual’s search criteria. Job searching / applying behavior VOS, VLMI Select the appropriate time at which guest individuals must systemregister in order to view job order details. Job searching by employer VOS, VLMI Not in use. The top number of records to return for job search queries. VOS, VLMI 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.

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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

Virtual Recruiter Parameters Section Maximum number of Virtual Recruiter records that can be stored per employer VOS, VLMI Select the default limit of resume alerts each employer may save. Maximum number of Virtual Recruiter records that can be stored per individual VOS, VLMI Select the default limit of job alerts each individual may save. Number of days until a Virtual Recruiter record expires VOS, VLMI 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

VOS Parameters Section Minimum hourly wage (applied in the employ ment 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 param eter setting, the system will display a popup alert indicating the typed amount falls below the established default limit.

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System Settings

Administer Event Calendar

Click the Administer Event Calendar link to add, edit, or delete events scheduled for a onestop 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 dropdown 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.

· Doubleclick 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.

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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, singleclick the desired calendar entry to access the Edit Event screen and click the Delete button.

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System Settings

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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.

Staff Administration Options Screen

You can select from the following options:

· 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.

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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.

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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.

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Existing Staff Account Screen – Part 1 Controls staff access to programs

within the Staff Referrals to Providers

option in VOS (Case Management Profile>Activities Tab).

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To complete each section—thus modifying the selected staff member’s access privileges—select the desired value from the dropdown 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 viewonly 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 lockeddown 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 lockeddown 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 dropdown 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 WagnerPeyser activity services for an individual? (F/N/V)

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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 ReAssignment—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 WagnerPeyser 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/Noformat.

Access Privileges—Manage Employers Section

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· 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/Noformat.

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)

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· 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 Followup 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.

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· 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 WagnerPeyser (WP) Customer Satisfaction survey results? (Y/N)

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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).

· WagnerPeyser—can this staff member manage an individual’s WagnerPeyser (WP) service plan? (F/LA/N/SA/V).

· WelfaretoWork—can this staff member manage WelfaretoWork (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

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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 dropdown list (a sample of which follows).

Controls staff access to programs

within the Staff Referrals to Providers

option in VOS (Case Management Profile>Activities Tab).

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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 onestop 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 onestop 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 datadriven 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 onestop office check boxes this staff member may work within.

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WIA OneStop Office Dropdown 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 dropdown list for a particular locale.

ES Office Dropdown 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 onestop 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.

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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:

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Complete this form the same way you did when administering and creating staff accounts (previous two topics). For assistance, follow the section details below.