TrackOne New Features Release January, 2007

1. TrackOneNew Features ReleaseJanuary, 2007 Presented by DWD and @Work Solutions

2. Webinar Overview • Introductions • Rules for communicating during webinar. • How to handle follow-up questions.

3. Webinar Overview • Goal: At the end of this session, case managers (end-users) will be able to use the new functionality in the upgrade. In addition, they will know where to find reports currently loaded in TrackOne, and will know where to find documentation to help with running the reports.

4. Overview -- Master User Training • Opening/Introductions • Review logistics • Parking Lot for questions

5. Overview -- Master User Training • Goal: At the end of this session, Master Users will be able to use new functionality and be able to explain it to users. In addition, they will be able to define the purpose of each report currently loaded in TrackOne.

6. Theme for today – Before and After! • You’ll see new features that go-live Monday, 1/22. • The format we will follow is to describe the change…show the “before”…then, show how the “after” will work. • We will demonstrate by following the “life” of a client through each new function. • We’ll conclude with reports.

7. For Master User’s Only • We’ll show you the case manager feature, then show the MU impact for your 3 big functions: • editing the application • changing the site assignment • back-dating services.

8. What’s not included in this release • Internet Explorer bug fix (coming in April) • Rolling screens (coming in April) • Rolling selection lists • Client name in the case notes report header

9. Changes to come for Master Users • Regional security with single sign-on (coming in April)

10. What Is included in this release • Moved work history ahead of enrollment and application (on navigation bar) • Changes to Applications including edit checks • Auto-populating TAA forms • Improvements to Services including edit checks • Ability to print services

11. What Is included in this release • New soft-exit routine • Visual distinction between 60- and 90-day alerts • Improvements to Accounts • Changes in recording Gaps • New Reports & Reporting Tables

12. Before: add new client add new app create registration add first intensive service (remember “one broad stroke of the brush” from training?) After: add new client add/record a core service create application edit registration add first intensive service The Foundation – Overall Process is changing a bit

13. Before: “Laid off from TAA Certified Position/Employer” was just a check box. Hispanic/Latino designation was simply a check-box. After: Now the field has a “look-up” magnifying glass which allows the user to find and select the specific TAA certified employer. Hispanic/Latino: Now, a pick list is presented to the user. Hispanic/Latino: Changes to Adding a new client

14. Miscellaneous Changes The left-hand side menu structure under the Case Management tab has been restructured per requests from the field. Before: After:

15. Demonstration • Add new client • Add work history (remember, it’s moved on the navigation panel)

16. Changes to Creating Applications • Now, only one open application possible at a time. • This ties to the Service Delivery Model • TrackOne defines the Period of Participation (P.O.P.) based on services and then drives the application and registration process.

17. Changes to Creating Applications • A core service is required to start the period of participation. • Once established, then an application and registration can be attached to this P.O.P.

18. Where did the New Application button go? • The “New Application” button has been removed from the Application and Enrollment screen. You now find this function on the “gear” as “Create Application.” • The screen shot above is for a client without a core service which creates a period of participation.

19. Core Service now required • A core service must be recorded. This starts a period of participation and will result in an enrollment date appearing. • The Action icon/gear will then provide the “create application” choice.

20. Core Service now Required • The screenshot below is for a client with a core service. The “New Application” button is not present, but the Action icon has “Create Application.”

21. Changes to Creating Application • Once the application is created, the choice on the menu changes to “edit application.” This will prevent staff from mistakenly creating a second application during an active period of participation.

22. Exit dates and the Enrollment and Application Screen • Once a soft-exit date is applied, the “Edit Application” choice is removed from the gear menu.

23. Exit dates and the Enrollment and Application Screen • If a new period of participation is started, then a core service needs to be recorded. After it is added, the “Create Application” choice will be available on the “gear” icon on the application and enrollment screen.

24. Demonstration • View changes on enrollment and application screen • Add Core Service • Show availability of application choices

25. Eligibility determination has been “adjusted” • Based on feedback from the field, we reviewed and tested the eligibility determination logic. • It works based on eligibility policy 99-14, change 2. • Low income/poverty guidelines are cross-walked in. • Regional poverty level tables are now integrated into the logic. • The Low Income field is now a calculated field which cannot be changed.

26. Family/Income -- The old approach did not have the regional poverty level tables in the eligibility determination logic. Eligibility Codes – Minor changes with the Eligibility codes at the end of the application. Family/Income -- The regional poverty level tables are now integrated into the eligibility logic. The Low Income field is now a calculated field which cannot be changed. Eligibility Codes – Minor changes with the Eligibility codes at the end of the application. Eligibility Determination Changes - continued

27. Eligibility Determination Changes Before: • Youth 5% Provision - The “Qualifies Under Youth 5% Provision” was a user entered “check box.” After: • Youth 5% Provision - Youth 5% is calculated by TrackOne, based on the information entered by the user.

28. Eligibility Determination Changes Before: Employment/Dislocation Info. -- Old approach had some historically redundant and unnecessary fields After: Employment/Dislocation Info. -- These unnecessary fields have been removed.

29. Eligibility determination has been “adjusted” • Local barriers are not included. You have to review the eligibility for those internal to your organization.

30. Demonstration • Complete the application for our “demo” client – watch the eligibility • Complete registration

31. Intake/site assignment • This is a new field on the application showing the office location where the client is assigned. • By default, this is the organization of the user which creates the application. • The client will count towards that location’s/ region’s performance. • This is a read-only field and the general user cannot edit it.

32. ?? ??? Intake/site assignment • This field shows as a new column on the enrollment and application screen. Before: After:

33. Intake/site assignment • The Master user will be able to change this intake/office field. The master user will be able to switch offices within their region and also across regions. • Operational steps must be taken in order to switch a client to another region. The specific guidelines are listed in TTGB 2006-10.

34. Editing applications • Of course, case managers create a new application. Those screens will give access to enter data for all fields. • Moving forward, when the case manager goes back to a “saved” application, some fields will be “read only” – even for the case manager who created the app.

35. Editing applications • These fields impact eligibility determination and performance. • Case managers will be able to edit ATAA eligibility after app is saved. • Master users will be able to open and edit other fields in the application.

36. Editing applications • Periods of participation with an exit date will not allow any user to access the Edit Application screen. The application/ registration form can still be printed and viewed. • Regions will need to create an internal/ operational process for submitting application edits to master users.

37. Demonstration • Show intake/assignment field in application and on enrollment/application screen. • Show case manager edit capability • For MU only – show additional edit capability

38. Auto-populate TAA Forms • Before: Many TAA forms used to only pull name and SSN • After: They will now pull much more information about the client to simplify things for you. (petition #, separation date, application date, local office, employment goal, and highest grade completed)

39. Service Records • There is a new arrangement of services • Be sure to review service architecture documentation available on DWD website. • Core • Self-Service • Staff-Assisted

40. Service Records • Significant Staff Involved • Intensive • TAA Services • Supportive Services • Training • Youth • Follow-up Services

41. Before: You used to see everything, whether it related to your client or not. After: It will display only those services which the client is eligible. This is an example of a client with no application. When Intensive services are searched “No results” are returned. This is an example of a client with an application. Service search screen filters for you

42. Service search screen • Examples: • If no current application, then only Core and partner services are displayed. • If determined eligible for youth only on the application screen, then only youth services are displayed. • If core service and application are recorded, then service list will include intensive services. • The instructions at the top of each service search screen are now more descriptive.

43. Demonstration • Look at services available for the client we’ve been working with • Add new client and show only core services are available.

44. Funding Stream:* Service Screen Changes Before: • Funding Stream -- Funding stream is not filtered based on the individual’s eligibility or location in the service delivery process. (All possible funding streams for the service are present.) • Also the old approach did not have a general “WIA Core” funding stream.

45. Funding Stream:* Service Screen Changes After: • Funding Stream -- Funding stream is filtered based on the individual’s eligibility or location in the service delivery process. • This means available funding streams are based on the eligibility determination codes. • Also, there is now a general “WIA Core” funding stream available. If the service being added is a first core service, the funding stream drop down will default to WIA Core. If an application has been completed and the client is only eligible for WIA Adult, then only the WIA Adult funding stream will be available.

46. Before: Program Enrollment -- User required to identify and link the appropriate open period of participation to the service. After: Program Enrollment -- The Program Enrollment field is no longer a user defined field. TrackOne automatically attaches the open/active program enrollment (period of participation) to the service. Program Enrollment:* Service Screen Changes

47. New Print Button On Services • There is now a “Print Service Detail” item on the gear for service records.

48. Demonstration • Add intensive service for demo client and show change in funding stream dropdown. • Show “Print Service Detail” on gear.

49. Service Screen Changes Backdating the service record • Case managers/general users still can only backdate a service record 3 days or less. Before:

50. Service Screen Changes • Master users will have the ability to back-date a service more than 3 days. • It is essential for Master Users to enter a case note for monitoring and validation purpose whenever a service record is back-dated.