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EDSI EDSI Way Orientation – Quality Control
Table of Contents
• Master Database
• TimeTracker
• Comprehensive Workforce Development System
(CWDS)
• Pathtracker
• Introduction to EDSI
• Training Evaluation
Welcome to EDSI
As a new employee, we know that you probably have many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP?
Whether you are in Quality Control or a Job Developer, it is very critical for you to understand the importance of your role here at EDSI.
During Orientation, you will go through intensive job training guided by your Manager and staff including:
Introduction to EDSI
Review the EDSI Policy Manual
Administrative Paperwork
Job Specific Information
Software Training (available on the Intranet)
What to Expect
During orientation, you will get the
opportunity to meet different people and
learn all components of your position
You will get the chance to job shadow
different people and understand how your
role as a Quality Control Coordinator fits in
the organization
What makes EDSI different?
“The 3 P’s”
People
Committed Team Members
Process
ISO
Perspective
Innovative
EDSI Values
SHOW UP
SMILE
SUPPORT
EDSI Orientation Train to Gain
Day 1 Day 2 Day 3 Day 4 Day 5
Intro to EDSI
Meet and Greet
Tour of Facility
EDSI Policy Manual
Participant
Orientation
Classroom Overview
I-9 and W-4
PI
Guidelines
Code of Ethics
EDSI Way
Shadow – QCC
Corporate
Paperwork
Participant File
Participant
paperwork
Classroom
Skilldex
TABE (optional)
Shadow –QCC
ADP Timesheet
ISO Training
Contract Specific
Job Shadowing –
QCC
Day 6
Day 7
Day 8
Day 9
Day 10
Job Shadowing – EC
Organizational Skills
Job Shadowing –
Instructor
Outlook
Job Shadowing - JD Job Shadowing -
QCC
Q & A
Training Evaluation
EDSI’s Mission Statement
We must strive to create enthusiasm in our clients, see through their eyes, understand
their needs and deliver more than they expect
EDSI Locations
Dearborn, MI (Headquarters)
Detroit, MI
Chicago, IL
Prince George’s County, MD
(Temple Hills and Largo)
Washington, D.C
Staten Island, NY
Pittsburgh, PA
Philadelphia, PA
Raleigh, NC
Wilkes-Barre, PA
Hazleton, PA
Pottsville, PA
Chambersburg, PA
Bristol, PA
Lebanon, PA
Chester, PA
Norristown, PA
Reading, PA
Carlisle, PA
Harrisburg, PA
York, PA
Washington, DC
Lancaster, PA
Westland, MI
Gettysburg, PA
Wilmington, DE
EDSI Employee Intranet
In order to access the forms and training, you will need to
access the EDSI Website (www.edsisolutions.com)
Click on Employee Intranet
Enter your Employee ID and password (your last name)
EDSI Dress Code
Dress code is important for our staff and Participants.
Since, Participants look to us as role models, we must
exhibit a professional dress code.
As listed in the EDSI Company Policy Manual, EDSI
offices require Business Dress (Monday – Thursday) and
Business Casual is allowed on Friday.
Although clothing preferences differ by individual, as a
representative of EDSI, each employee is expected to
exercise good judgment and taste in selecting office attire
that is business-professional and is consistent with the
employees’ presentation during the interview process.
Microsoft Outlook
Microsoft Outlook is your Time Management tool to help you organize your day and communicate with others throughout the organization.
With Outlook, you’ll have the option to: Schedule meetings
Manage your tasks
View Calendar
You can access your e-mail via the Employee Intranet as well.
You can also access the Microsoft Outlook tutorial under Resources on the Employee Intranet.
ISO
ISO 9001 is an international quality standard to which
EDSI is registered. It is a process-based standard
focused on continuous improvement and customer
satisfaction.
ISO allows EDSI to perform our processes
consistently and document the results. When we
know how a process is performed, we know how to
improve it.
On the Employee Intranet, you will have access to the
ISO forms.
EDSI Databases
You will be utilizing many EDSI databases to help you in
your position
Here are some of the databases that you will have access
to:
Skilldex
TimeTracker
Master Database (Excel)
Contract specific system (please check with your Program Manager
for contract specific systems)
Master Database
How does this affect me?
Active EC’s, Retention EC’s and PWE Coordinators
can all use the Master Database to understand and
manage their caseloads.
Managers, PRI and Data Staff can utilize the Master
Database to run reports, complete monthly goals and
standards reports, complete Joe Charts and support
their numbers.
JD’s can utilize the Master Database to confirm the
status of their employed participants and generate a
list of participants by employer.
Understanding who I have (Active EC’s)
Utilize the Enrollment Tab on the Master Database to:
Determine how many people you have enrolled.
Determine how many active participants you currently
have on your caseload.
Determine how many/who you have terminated for the
contract year.
Understanding who I have (Retention EC’s)
Utilize the Placement Tab on the Master Database to:
Determine how many participants are on your
caseload.
Determine who is approaching their six month
retention.
Determine who needs to be reemployed.
Understanding who I have (PWE Coordinator)
Utilize the Enrollment Tab on the Master Database to:
Determine how many participants are on your
caseload.
Predict and plan when participants will need to be
placed in PWE.
Understanding who I have (Job Developers)
Utilize the Placement Tab on the Master Database to:
Review the placements that have been verified and
entered into CWDS
Predict six month retentions and generate call lists to
employers to close out participants
Review retention rates of particular employers by
analyzing employment term dates and six month
retention information
Understanding Where We Are
By understanding who we have we will be able to
understand where we are.
The PRI, Manager and Data staff will use these
databases to report program numbers, support these
numbers with a name by name roster of events,
generate action items to the staff as reminders, and
manage the transition meeting.
Database Training Information
The following slides review specific information
contained within the Enrollment and Placement tabs of
the Master Database.
To view a sample of the database, please click on the
icon below.
Columns on the Enrollment Tab
Re-enrollment/Flip: Marked if participant has been enrolled
into the program more then one time (may not be used in
all offices)
Program: CDC, Other
Status: Active, Employed, Termed, Ret Met, Retention Not
Met (RNM)
Activity Codes: Current activities opened for the participant
EC, Last, First, SS, contact information
Referral Date: Date participant’s referral was put on CWDS
Project Start date: The date the participant was enrolled in
the EARN Program
Columns on the Enrollment Tab
Mailing information: Used to generate mass mailing labels
for active or employed participants
Required Hours: 30 or 20. This is the participants weekly
requirement
Child under 6: “Yes”, if the participant has a child under 6,
“No”, if the participant does not have a child under the age
of 6
Birth date of the youngest child
TANF Days: The number of TANF days the participant had
upon their referral to EDSI. This column should be
monitored to see when a participant becomes an extended
TANF participant.
Columns on the Enrollment Tab (continued)
By placing a date in the Transfer column you will be
able to see when you transferred the participant from
one program to the next. If you do not see a re-
enrollment date in the next column you should contact
the CAO to get the participant re-referred again.
Columns on the Enrollment Tab (continued)
Re-enrollment into CDC: This should be the date the
participant got re-enrolled as a CDC participant after
the WSC closure.
By placing a date in this column you can confirm that
the closure from WSC was re-opened and you can
calculate the proper retention. You can also track the
length of time it takes to get the CAO to complete the
transfer. This documentation can be taken to the DST
meetings to address significant delays.
Columns on the Enrollment Tab (continued)
EDSI Term Code: The code used to terminate or complete
the participant’s retention should be listed here.
EDSI Term Date: The date the participant was terminated
or completed the program should be listed here.
Post placement Termination: If a participant gets terminated
after he/she are employed, place an X here.
Pre placement termination: If a participant is terminated
before he/she are employed, place an X here.
Columns on the Placement Tab
Program: CDC, WP, Other
Status and Activity Codes
District, EC, Last, First, SS
Program Referral and Start date: The date the participant
was enrolled in the EARN Program
Additional contact information
Required Hours: 30 or 20; this is the participant’s weekly
requirement
Child under 6: “Yes”, if the participant has a child under 6,
“No”, if the participant does not have a child under the age
of 6
Columns on the Placement Tab (continued)
TANF Days: The number of TANF days the participant
had upon their referral to EDSI. This column should be
monitored to see when a participant becomes an
extended TANF participant.
1st Placement date: This column contains the
placement date of the participant’s first placement.
This date should never be changed.
Average Days to Placement: Formulated column. This
should auto-populate when you enter a 1st placement
date
Columns on the Placement Tab (continued)
Employment end date: This column contains the end date of the first
placement only. Once the participant loses their first job this date
should never be changed.
Retention start date: This column records the date the participants
retention starts. This date will need to be manually changed if a break
greater than 28 days occurs during the retention period.
30, 60, 90 day: Formulated column that will give you the dates when
the participant will reach these benchmarks (uses the retention begin
date to create calculations)
Date to meet job retention: This date should automatically be populated
when you put a date in the retention start date column. It will calculate
the expected 180 day retention date for you.
Columns on the Placement Tab (continued)
Subsequent placement date: This column tracks the begin
date of the participant’s most recent/current employment.
If a participant has had three jobs, the 1st job info will be
captured in the 1st placement column and the 3rd job info
will be placed in the subsequent placement date column.
You will type over the second placement date information to
add the current placement.
There is no need to list all of the employments at once.
Columns on the Placement Tab (continued)
Employer
Starting Wage
Hours
Benefits
This information is all of the standard information contained
on your Employment Verification Form (EVF). Please keep
in mind that the information kept here should be the most
recent employment only.
Each participant will only have one line per enrollment.
Columns on the Placement Tab (continued)
Six month retention date: This column contains the date
you claimed the participant six month retention.
Retention Not Met Date: Date participant is terminated for
not being able to meet retention.
IMPORTANT
Please remember that each participant only gets one
line on the enrollment tab and one line on the
placement tab per enrollment, even if they have
multiple jobs during one enrollment.
Conclusion
Please try to keep the comments you place in the
comment section uniform. By using the same
language for specific comments you will be able to sort
the comment section when you need specific
information.
Comprehensive Workforce Development System (CWDS)
Comprehensive Workforce Development System
CWDS is a database used by the State of
Pennsylvania to track the Referrals, Enrollments,
Activities, Weekly Hours, Retentions, Transitions and
Terminations for all EARN participants. Some offices
also enter Supportive Service payments into the
system.
CWDS allows you to view a participant’s personal
information as well as history of the activities and
programs they have participated in.
Accurate and timely data entry into CWDS is
essential to having the most accurate information for
our participants.
Reference Materials
CWDS Cheat Sheet
CWDS User Agreement
The CWDS Web site includes project background
information, updates, and a feature for users to
submit FAQs to the CWDS Team.
http://www.paworkforce.state.pa.us/cwds
Features of CWDS
Base Record: Displays all of the participant’s
personal information.
Participant ID: The ID number given to every
participant (one per participant) as a unique
identifier. This number is auto generated by the
CWDS system; the number should be active in the
system when the participant arrives at the center.
Case ID: the ID number given to every case
(enrollment) opened for a participant.
Note: It is important to ensure that you select the right
case when adding a participant’s information to the
system.
Referral
A referral (completed by the CAO) is necessary for
all participants that come to the EARN Program.
Referrals will be accepted for participants that attend
the EARN orientation and rejected for participants
who do not attend.
Referrals are only good for 15 days from the date of
the referral. Any referrals that have an appointment
date (date the participant is scheduled for
orientation) for more than 15 days after the date of
referral should be rejected using a Code T(referred
in error). A new referral will have to be requested
from the CAO.
Referral (continued)
When accepting a referral, you should assign an
Employment Consultant (EC) to the participant’s
case. If you cannot assign an EC at that time, you
can go back into the system and complete it at a
later time.
Note: See Pg. 4 – How to Assign a Case Manager after a
Program Referral has been accepted.
It is possible to accept a referral for more than one
participant at a time as long as the participants are
from the same program and going into the same
activity for the same amount of hours.
Note: See Pg. 10 – Assign participants to an Activity
Activities
Activities are also known as Service Authorizations.
Note: See Pg. 10 – Assign participants to an Activity
After accepting a referral and creating a case for a
participant, you must assign an activity. Available
activities that a participant can participate in may
differ by location.
Use the link below to the Master Guidelines to find
which activities you can use at your site or contact
your Program Manager.
http://www.betpcmproject.org/betponlineforum/
Select Library of BETP Guidelines Documentation
Assigning Special Allowances
Not all offices will use the Special Allowances feature
If a participant is assigned a special allowance, it will
show in the Service Authorization page.
Note: See Pg. 18 – Assign Client to a Special Allowance
Attendance
Weekly attendance is entered into CWDS for all
participants from Timesheets, Job Search Logs and
Pay Stubs.
Attendance is one of the most important
requirements of CWDS.
All attendance should be entered timely and
accurately.
Any attendance submitted that looks incorrect or
questionable should be given to the Project Manager
for further review.
Note: See Pg. 21 – Enter Attendance
Placements
Once a participant is employed, an employment activity is opened in the Service Authorization screen and then a Placement Report is added to that activity listing all of the employment information.
At this time, a Sub-Project for Job Retention also needs to be opened. Only jobs where a participant works 20 or more hours can have a sub-project opened.
Note: See Pg. 30 – Open a Job Retention
You will also enter a Placement Report when opening a PWE activity for a participant. This report will contain the worksite of the participant and the salary information for that location. A new PWE placement report must be completed every time a participant changes a worksite.
Note: See Pg. 23 – Placement Report
Terminations
A participant may participate in several activities while they are enrolled in the EARN program. When a participant enters a new activity, it may be necessary to close the previous activity they are enrolled in. These types of closures will occur even though the participant is not being terminated.
A participant may also be terminated from the EARN program. When terminating a participant from the program, you must first close all activities and sub-projects and then close the participant’s case. Note: See Pg. 26 – Termination of Activities
Note: See Pg. 28 – Termination of a Client from a Program
Daily Monitoring Activities - Referrals
Referrals should be checked on a daily basis.
You will be checking for referrals that the CAO did
not add at the point the participant arrived at the
center as well as referrals for participants moving
from WSC to CDC.
Remember referrals cannot be left open for more
than 15 days or they will automatically be rejected by
the system.
Daily Monitoring Activities – Suspension List
The Suspension List is a list of records that have
personal information about the participant that
conflict with their personal information from a
previous record.
These conflicts need to be resolved before a
participant will appear as a referral.
If a participant record is not removed from this list,
you will not be able to access a participant’s record
and the participant cannot be enrolled.
Note: See Pg. 39 – Processing Suspension Lists
Daily Monitoring Activities – 45 Day Hold List
Participants that receive a K Closing (no longer
receiving cash assistance from the CAO and their
record in CIS closes) automatically go onto this list.
Participants will only remain on this list for 45 days
before their cases are automatically closed by the
system.
If the system automatically closes this case, no more
information is able to be added and retention cannot
be tracked. Please follow the steps to check the 45
Day Hold List and remove the participant so their
case does not close and you can continue to work
with the record.
Daily Monitoring Activities – 45 Day Hold List
Please follow these steps to check the 45 Day Hold List and remove the participant so their case does not close and you can continue to work with the record.
Search Case
Select CDC (also will need to do this for WSC) in “Program” drop down box under the “Search by other Parameters” heading
Click on the “Get Case Status” button
Use the drop down box in “Case Status” field and choose 45 Day Hold
Choose “All” in the Case Manager Field (or by name if you want to narrow your choice.)
Click on “Search”
Click on the radio button next to the participant’s name and click on “Edit Case”
In the “Change Case Status to:” field choose EH (Extended Hold) in the drop down box and use the data as the action is being performed as the “New Status Change Date”
You will need to do this for each participant in the 45 Day Hold List in both CDC and WSC
Data Entry Time Requirements
Referrals in CWDS are only good for 15 days from the date of the referral. All referrals must be accepted or rejected before the 15th day. Some vendors will require the referral be accepted or rejected the same day the participant was scheduled to report to the site. Please check with your Program Manager to see your specific requirements.
Enrollments (creating a Case), Activities, and Time & Attendance must be entered by the 15th day of the following month of when the change took place. The system automatically locks you out of data entry for anything that comes in after that date. All late data entry must be submitted to Inspiritec and requires our company to pay a fee. (Please talk to your Program Manager about Inspiritec)
All Terminations, including Retention (Met and Not Met), must be entered within 3 days of the participant’s termination date.
Placements must be entered as soon as possible after they have been verified by the employer.
In Conclusion
Time moves in one direction, memory in another.
William Gibson
All the databases will help you to be more effective
and efficient in keeping track of participants. It will
record and store your participants’/program
information and will be available to you to recall when
needed.
TimeTracker
TimeTracker
TimeTracker is a system developed to assist
staff with participant management and
participation monitoring. It can be used to
help staff manage weekly hours, activity
codes, enrollments, and terminations for
EARN participants.
TimeTracker
Employment Consultants, Job Developers,
and Instructors have access to each
individual participant’s information including
personal information and case notes. This
helps different staff communicate efficiently
using one system.
TimeTracker
TimeTracker should be used to help
reduce the amount of time spent on
data collection so staff can focus more
on participants’ education and needs.
TimeTracker
Each desktop is set up to feature
applications that are useful to the particular
staff member.
Not all desktops are the same and each
one designates the responsibilities of the
staff member.
TimeTracker
For example, Employment Consultants have access
to a case note report which enables them to view
contacts that need to be made.
The Time and Attendance Coordinator has access to
an hour entry application which allows them to data
enter each participant’s participation.
TimeTracker creates the opportunity for EDSI to go
PAPERLESS
EDSI Opportunity
TimeTracker Application
A set of applications are available to help staff
monitor participants through various reports.
Enrollment Report
View participant enrollments within a particular
timeframe
Determine the amount of new enrollments received
each week
Hours by Activity Report
View participation rates for each participant sorted by
activity
Weekly and Monthly reports
Participation Report
View overall participation rates
Sort reports by activity, Employment Consultant,
week, month, or location
The overall Participation Rate shows the rate of
participation for both CDC and WSC participants
who were enrolled in the EARN Program.
Participation Report (continued)
The Participation by Program report sorts out the
participation rates of the CDC and WSC population.
This allows us to see what our participation rate is
for CDC only which is used to calculate the Federal
Participation Rate.
Participation Report (continued)
The Participation report by EC lets us know how
each EC is performing.
It illustrates the percentage of participation for each
EC and shows the combined percentage for the
center.
This report can be opened up and each participant’s
participation can be viewed.
Participation Report (continued)
This is a sample of the Participation by EC report
when it is opened and the individual participant’s
participation is viewed.
This helps us reach out to participants who are close
to meeting participation and get them to complete
their hours to increase the participation rate.
Participation Report (continued)
The Overall Participation by Activity report allows us
to see the participation rate for each activity.
If an activity has low participation, it allows us to
focus on that activity to increase the participation
rate.
Suspect Hours Report
Shows participants who have errors reported on their
activity hours screen
Identifies key fob or reader errors
TANF Days Report
Identifies participants exceeding 1800 TANF days
Allows EC’s to determine participants who are or
approaching extended TANF
Termination Report
View terminations within a designated period of time
View termination codes and notes
Timesheet Report
List participants’ recorded hours sorted weekly by
EC
Lists participants’ hours that need to be approved
Generate PDF timesheets to print for participant’s file
Unapproved Termination Report
View any terminations pending approval
Low Hours Report
Used as communications tool between the EARN Center and the County Assistance Office
The report provides all identifying information about the participant as well as the participant’s activities and weekly/monthly hours
The Low Hours Report is done cumulatively by month but distributed on a weekly basis
Hours are entered weekly and delivered to the CAO when complete.
Hours are entered onto the report each week from the participant timesheets and job search logs by the appropriate EARN staff member
The Low Hours Report is also a helpful management tool. It allows the management staff to track a participant’s hours and activities and also provides as a useful tool when performing case reviews with their staff
Zero Hours Report
View participants sorted by EC that are have zero
hours entered for participation
Determine which participants need to be called in for
participation review
Determine which participants may need to be
terminated
Zero Hours Report (continued)
The Zero Hours report allows us to monitor each
participant that has recorded no hours for the week.
We can use this report to create call lists or generate
timely terminations for participants that refuse to
participate.
This report can be run daily, weekly or monthly so
participation for these participants can be addressed
in a timely manner.
Excused Absences
The Excused Absences report allows us to monitor
the number of hours a participant uses for excused
absences in a month.
We are able to go back and track the number of
hours the participant has used during their entire
enrollment.
Participant Near Job Search Limit
The Excused Absences report allows us to monitor
the number of hours a participant uses for excused
absences in a month.
We are able to go back and track the number of
hours the participant has used during their entire
enrollment.
Clients Near Job Search Limit
The Clients Near Job Search Limit report allow us to
monitor the number of weeks the participant is in job
search.
We are able to ensure the participants transition
promptly out of the job search code into another
activity.
Weekly Attendance Summary Report
The Timesheet displays the participant’s activity
hours for the week.
It displays the activities the participant is in and the
number of hours of participation.
Pathtracker
Pathtracker
Pathtracker is a software tool which will allow you to
capture pertinent participant information. It is a
mechanism to track the progress of your participants
from enrollment through retention. You will have the
opportunity to follow your participant’s data path from
referral to enrollment to placement to retention and
any step in between.
Pathtracker is only utilized for some programs.
Please check with your Program Manager.
Click on the icon for the Training Manual for
Pathtracker.
Training Evaluation
Now, that you have completed the training, please
complete the quiz below.
http://www.surveymonkey.com/s.aspx?sm=FVxuhAk476kOO4xlI9nt_2fA_3d_3d
Questions?
If you have any questions or need additional training,
please contact:
Laurie Narciso at 215-564-0015
or
Kathy Goldstein at 215-473-3630