TrackOneNew Features Release

January, 2007

Presented by DWD and @Work Solutions

Webinar Overview

IntroductionsRules for communicating

during webinar.How to handle follow-up

questions.

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.

Overview -- Master User Training

Opening/IntroductionsReview logistics Parking Lot for questions

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.

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.

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 applicationchanging the site assignment back-dating services.

What’s not included in this release

Internet Explorer bug fix (coming in April)

Rolling screens (coming in April)

Rolling selection listsClient name in the case notes

report header

Changes to come for Master Users

Regional security with single sign-on (coming in April)

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 formsImprovements to Services including

edit checksAbility to print services

What Is included in this release

New soft-exit routineVisual distinction between 60-

and 90-day alertsImprovements to AccountsChanges in recording GapsNew Reports & Reporting

Tables

The Foundation – Overall Process is

changing a bitBefore:add new clientadd new appcreate registration

add first intensive service (remember “one broad stroke of the brush” from training?)

After:add new clientadd/record a core service

create application

edit registrationadd first intensive service

Changes to Adding a new client

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:

Miscellaneous Changes

The left-hand side menu structure under the Case Management tab has been restructured per requests from the field.

Before: After:

Demonstration

Add new client Add work history (remember,

it’s moved on the navigation panel)

Changes to Creating Applications

Now, only one open application possible at a time.

This ties to the Service Delivery ModelTrackOne defines the Period of

Participation (P.O.P.) based on services and then drives the application and registration process.

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.

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.

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.

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.”

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.

Exit dates and the Enrollment and

Application ScreenOnce a soft-exit date is

applied, the “Edit Application” choice is removed from the gear menu.

Exit dates and the Enrollment and

Application ScreenIf 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.

Demonstration

View changes on enrollment and application screen

Add Core ServiceShow availability of application

choices

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.

Eligibility Determination Changes

- continued 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 ChangesBefore: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.

Eligibility Determination ChangesBefore:Employment/

Dislocation Info. -- Old approach had some historically redundant and unnecessary fields

After:Employment/

Dislocation Info. -- These unnecessary fields have been removed.

Eligibility determination has been

“adjusted”Local barriers are not included.

You have to review the eligibility for those internal to your organization.

Demonstration

Complete the application for our “demo” client – watch the eligibility

Complete registration

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.

Intake/site assignment

This field shows as a new column on the enrollment and application screen.

Before: After:

??

???

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.

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.

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.

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.

Demonstration

Show intake/assignment field in application and on enrollment/application screen.

Show case manager edit capability

For MU only – show additional edit capability

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)

Service Records

There is a new arrangement of services

Be sure to review service architecture documentation available on DWD website.Core

Self-ServiceStaff-Assisted

Service Records

Significant Staff InvolvedIntensiveTAA ServicesSupportive ServicesTrainingYouth

Follow-up Services

Service search screen filters for you

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 screenExamples:

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.

Demonstration

Look at services available for the client we’ve been working with

Add new client and show only core services are available.

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.

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.

Funding Stream:*

Service Screen ChangesBefore: 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:*

New Print Button On Services There is now a “Print Service Detail”

item on the gear for service records.

Demonstration

Add intensive service for demo client and show change in funding stream dropdown.

Show “Print Service Detail” on gear.

Service Screen Changes

Backdating the service record Case managers/general users still can

only backdate a service record 3 days or less.

Before:

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.

Demonstration

Perhaps demo back-dating service dates for case manager and for MU

Explanation of new soft-exit routine

The nightly soft-exit routine has been restructured.

Before: It was calculating the exit each night. Once a soft-exit was applied to a client, then it was not reviewed or recalculated.

After: soft exits will be recalculated when a service is created and the soft-exit alerts generated each night.

Visual distinction between 60- and 90-day alertsBefor

e:

After:

Improvements in Accounts

The Account selection list is now driven off the eligibility determination codes. If client is only eligible for WIA Adult, then on the Accounts

screen the only available choices will be WIA Adult - ITA,

and WIA Adult – Support. Before: After:

Demonstration

Look at account list for our demo client

Gaps in Service

Gap review There are three allowable gaps:

1. health/medical, 2. delay before start of training, and3. temporary move from area

Since the gap is technically not a service, and the date of the gap can’t be used as the last service date for calculating an exit – we’ve moved the gap function to reduce confusion.

New way to record a gap

The gap function is now located as a choice on the gear icon menu for the application.

Creating a gap (i.e. filling out the data screen) is very straightforward

Demonstration

Return to client and add a gap

How to remove a gap

Gap is removed via the gear icon menu off the application.

Click edit from the screen listing the gaps. Enter the end date. (Begin Date is read only.)

How to remove a gap

Impact on services and exits:The “90 day clock” now looks back to

last service date. If more than 90 days since last service, be sure to enter a current service for the client when you remove the gap!

If there is no service to add, then during the nightly job, the exit date will be evaluated. If more than 90 days, the soft exit will be applied back to the last service date.

Demonstration

Return to client and remove gap

Existing Gaps

Existing gaps will be migrated to the gap screen. Once a gap is closed, you are no longer able to see the history.

Reports – New Reports available and new folder structure

Several new reports added and the folder structure is a little more intuitive.

Documentation available within TrackOne.

Regional Reporting Tables – Raw Data for Regional Operators Every night a set of MS Access tables are

exported from TrackOne for each of the 12 regions.

Master Users have access to these tables for regional ad hoc reporting needs

Wrap-up

Questions?Webinar attendees will receive

email survey tomorrow