rescareworcs - toolbox · ojt ... daily business and manage the overall project performance, while...

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ResCareWORCS

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Table of contents

Introduction .................................................................................................................................... 3Navigation ..................................................................................................................................... 3

Sign In ....................................................................................................................................... 4Forgot Your Password? ......................................................................................................... 4Accessing the Application ..................................................................................................... 5Home Page ............................................................................................................................. 6Search ...................................................................................................................................... 7

Participants ................................................................................................................................... 7Add Participant ....................................................................................................................... 8Add Case Note ....................................................................................................................... 8Add Document ........................................................................................................................ 9

Profiles ........................................................................................................................................ 10Add Profile ............................................................................................................................. 10Services ................................................................................................................................. 11

Support Services ............................................................................................................. 11OJT .................................................................................................................................... 12Intensive Services ............................................................................................................ 12ITA ..................................................................................................................................... 13WEP .................................................................................................................................. 13

Obligations ................................................................................................................................. 13Add Obligation ...................................................................................................................... 14Add Obligation Adjustment .................................................................................................. 15

Vouchers ..................................................................................................................................... 16Add SS Voucher ................................................................................................................... 16

Check ................................................................................................................................ 17Near Cash Item ................................................................................................................ 18

Add OJT Voucher ................................................................................................................. 19OJT .................................................................................................................................... 20

Add Int Svcs Voucher ........................................................................................................... 20Intensive Services ............................................................................................................ 21

Add ITA Voucher ................................................................................................................... 22ITA ..................................................................................................................................... 23

Add WEP Voucher ............................................................................................................... 24Work Experience ............................................................................................................. 25

Voucher Approvals ............................................................................................................... 26Print Voucher ......................................................................................................................... 26

Offices ......................................................................................................................................... 26Add Office .............................................................................................................................. 26

Staff ............................................................................................................................................. 27Add Staff ................................................................................................................................ 28

Providers .................................................................................................................................... 29Add Provider ......................................................................................................................... 29

Training Programs ..................................................................................................................... 30Add Training Program .......................................................................................................... 30

Funding Sources ........................................................................................................................ 31Add Funding Source ............................................................................................................ 31

Funding Changes ...................................................................................................................... 31Add Funding Change ........................................................................................................... 32

Payments .................................................................................................................................... 33Add Payment ......................................................................................................................... 33

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Voucher Reductions .................................................................................................................. 34Add Reduction ...................................................................................................................... 35

Refunds ....................................................................................................................................... 36Add Refund ............................................................................................................................ 36

Introduction

Welcome to the ResCareWORCS (Workforce Operations and Re-employment Case System), your“Gateway to Effective Case Management".

ResCareWORCS is a data collection tool designed to help you track customer progress towardsself-sufficiency. This system is security based therefore it is the responsibility of each accountholder to safeguard their access into the system in order to maintain the integrity.

By using a HIPAA compliant secure web system it can be accessed from anywhere a webconnection is available. The ResCareWORCS System creates an easy user-friendly environmentfor career counselor/coaches, employment specialists, and program management to conductdaily business and manage the overall project performance, while tracking daily, monthly, andyearly program goals to manage performance and outcomes. By using a creative flow patternand unique identification system, the ResCareWORCs database links customers with activities,e.g. training, support services, ITAs, OJTs, vouchers, payments, and related funding sources.While providing a distinctive document management system built in to allow for uploading andretaining case information, giving you an unsurpassed quality control system.

For purposes of the North TX contract, this system will be used to document budgets andexpenditures related to Individual Training Accounts (ITAs), OJTs, Support Services, and WEP(Work Experience Placements). It is designed to calculate these disbursements as it maintainsa real-time balance of funds obligated, expended, de-obligated and refunded.

In short, this system is configured to meet the needs of this project. Of course, data is notuseful without the ability to extract and use the information, which is why we develop uniquereports within the system to meet the requirements of the project. This analytical ability can beused for past trends and advanced planning for future spending.

These training materials and screen shots from the system were created to make yourexperience as user friendly as possible during the navigation of ResCareWORCs.

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A Few Navigational Tips

Return to Previous Screen--------------------------Use web browser's back arrow

Favorites-----------------------------------------------Lists most recent pages andreports accessed

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Home Page --------------------------------------------Single clicking on the Home icon onthe left on any screen will take the user to the Home Page

Save-----------------------------------------------------Save every screen each time whenfinished

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Sign In https://rci.quickbase.com

After having created your credential for your ResCareWORCS account, you will get this sign-inscreen to access the system. Type your email address and password and click the "Sign in"button. If you have never created a log-in, there is a link for you to do that. If you have forgottenyour password, there is a link to reset it.

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Forgot Your Password?

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https://rci.quickbase.com

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If you forgot your password when signing in, click the “I forgot my password” hyperlink. A linkwill be sent to your email that will prompt you to create a new password. Then sign in with youremail address and new password.

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Accessing the Application

On your My QuickBase page, you will see one icon for access into the database. Click on“ResCareWORCS – Disbursements” to access the applicaton.


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Home Page

Home Page - You can return to the Home Page at anytime by clicking on the "Home" icon. Thelook of the Home Page may vary slightly depending upon the role of the user (Case Manager,Manager, Project Accountant, Administrator, etc.).


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Search

To find a particular record, select Search, which is located in the top menu bar. Enter yoursearch criteria and then select the "Search" button.

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Participants

The Participant record is used to store/display information specific to a particular participant.






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Add Participant

Add Participant

To add a new Participant record, select the Participants tab, and then select the "+ NewParticipant" button. To save your information, select the "Save" button.

The required data elements are:

· Participant First Name, Participant Last Name, Participant ID

· Staff Name, Office

· Participant Address, City, State, and Zip


Add Case Note

The Case Note record is used to store/display information specific to a particular participant'scase. To add a Case Note, select the "Add Case Note" button in the Case Notes section of theParticipant screen. To save the record, select the "Save" button.


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· Date

· Type

· Entered By

· Comment

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Add Document

The Documents section is used to store/display documents specific to a particular participant.To add a Document, select the "Add Document" button in the Documents section of theParticipant screen. To save the record, select the "Save" button.

Besides the document itself, the data elements are:

· Document Type


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· Document Date


Profiles

The Profile record is used to store/display information specific to a particular participant's case,otherwise referred to as a Disbursements Profile.


Add Profile

The Profile screen is used to store/display information specific to a particular participant's case,otherwise referred to as a Disbursements Profile. To save your information, select the "Save"button.

On the Participant screen, scroll down to the Disbursements Profile section and select the "AddProfile" button.


· Profile Status (defaults to "Open")

· Funding Source



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Services

Locate the Services section. Check off applicable services to be provided (Support Service, OJT,Intensive Services, ITA, WEP).

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Support Services

If Support Service is checked in the Services section, there are no further fields to complete for iton the Profile screen.

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OJT

If OJT is checked in the Services section, several fields related to OJT will appear.


· OJT Provider

· OJT Program

· OJT Start Date

· OJT End Date

· OJT Starting Wage

· OJT Funded Wage

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Intensive Services

If Intensive Services is checked in the Services section, several fields related to IntensiveServices will appear.

The optional data elements are:

· IS Start Date

· IS End Date


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ITA

If ITA is checked in the Services section, several fields related to ITA will appear.

· Provider

· Training Program

· Planned Start Date

· Planned End Date


WEP

If WEP is checked in the Services section, there are no further fields to complete for it on theProfile.

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Obligations

The Obligation record is used to store/display information specific to a particular participant'sObligations on a Program Year basis.

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Add Obligation

On the Profile screen, scroll down to the applicable section and select the "Add Obligation"button. You may need to select the Pencil icon (Edit) to see the button. To save yourinformation, select the "Save" button.

Note: Obligations require approval. Those in the role of Manager may approve these records.


· Obligation Type (this value gets passed from the Profile record)

· Program Year (this value gets passed from the Profile record)

· Funding Change

· Original Obligation ($)

· Status (defaults to Submitted)

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Add Obligation Adjustment

On the Obligation screen, scroll down to the applicable section and select the "Add ObligationAdjustment" button. You may need to select the Pencil icon (Edit) to see the button. To saveyour information, select the "Save" button.

Note: Obligation Adjustments require approval. Those in the role of Manager may approvethese records.


· Date Requested

· Adjustment Amount ($)

· Reason

· Approval (defaults to Submitted)

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Vouchers

The Voucher record is used to store/display information specific to a particular participant'svoucher request.


Add SS Voucher

On the Obligation screen, scroll down to the applicable section and select the "Add SS Voucher"button. To save your information, select the "Save" button.


· Disbursement Medium

· Funding-Program Year

· Start Date

· End Date

· Date Requested

· Status

· Pay To

· Provider Name (if Pay To equals "Vendor")



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Check

If the Disbursements Medium is a Check, complete the following field in the Support Servicesection.

The data elements are:

· Expense Type

· Item Description

· Price


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· Quantity


Near Cash Item

If the Disbursements Medium is a Near Cash Item, complete the following field in the Gas Cards& Bus Passes section.


· Near Cash Item

· Type*

· Denomination*

· Card Number*

* Values will auto-populate after selecting the Near Cash Item when the record is saved.

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Add OJT Voucher

On the Obligation screen, scroll down to the applicable section and select the "Add OJTVoucher" button. To save your information, select the "Save" button.



· Start Date

· End Date

· Date Requested

· Status

· Pay To

· Provider Name

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OJT

Expenses are described in the OJT section.


· Expense Type

· Item Description

· Hourly Wage

· Hours


Add Intensive Services Voucher

On the Obligation screen, scroll down to the applicable section and select the "Add Int SvcsVoucher" button. To save your information, select the "Save" button.



· Start Date

· End Date




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· Date Requested

· Status

· Pay To

· Provider Name


Intensive Services

Expenses are described in the Intensive Services section.


· Intensive Training Type

· Expense Type

· Item Description

· Price

· Quantity


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Add ITA Voucher

On the Obligation screen, scroll down to the applicable section and select the "Add ITAVoucher" button. To save your information, select the "Save" button.



· Start Date

· End Date

· Date Requested

· Status

· Pay To

· Provider Name


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ITA

Expenses are described in the ITA section.


· ITA Type

· ITA Note

· Expense Type

· Item Description

· Price

· Quantity


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Add WEP Voucher

On the Obligation screen, scroll down to the applicable section and select the "Add WEPVoucher" button. To save your information, select the "Save" button.



· Start Date

· End Date

· Date Requested

· Status

· Pay To

· Provider Name


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Work Experience

Expenses are described in the Work Experience section.


· Expense Type

· Item Description

· Hourly Wage

· Hours


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Voucher Approvals

Managers approve Vouchers by changing the Status to Approved.


Print Voucher

Once approved, Vouchers may be printed via the Print Voucher button on the Voucher screen.


Offices

The Office record is used to store/display information specific to a particular location.


Add Office

Add New Office





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To add a new Office record, select the Offices tab, and then select the "+ New Office" button.To save your information, select the "Save" button.


· Location Name

· Project Name

· Office Manager

· Office Address

· Office City

· Office State

· Office Zip


Staff


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The Staff record is used to store/display information specific to a particular staff person.

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Add Staff

Add Staff

To add a new Staff record, select the Staff tab, and then select the "+ New Staff" button. Tosave your information, select the "Save" button.


· Staff Name

· Status (Defaults to "Active")

· Position Title

· Supervisor


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Providers

The Provider record is used to store/display information specific to a particular provider.


Add Provider

To add a new Provider record, select the Provider tab, and then select the "+ New Provider"button. To save your information, select the "Save" button.


· Provider Name

· Type

· Project Name

· Provider Name

· Contact Name, Contact Title, Contact Email

· Street Address, City,State, and Zip



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Training Programs

The Training Program record is used to store/display information specific to a particularprovider.

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Add Training Program

The Training Program record is used to store/display information specific to a particularprovider's training programs. To add a Training Program, select the "Add Training Program"button in the in the Training Programs section of the Provider screen. To save the record, selectthe "Save" button.

The required data elements vary depending upon the Provider type:

· Training Program Name

· Program Type

· Occupational Category

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Funding Sources

The Funding Source record is used to store/display information specific to a particular fundingsource.


Add Funding Source

To add a new Funding Source record, select the Funding Source tab, and then select the "+ NewFunding Source" button. To save your information, select the "Save" button.


· Funding Source

· Project Name

· Funding Year Start Month (Numeric Value...July would be 7)

· Funding Year End Month (Numeric Value...June would be 6)

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Funding Changes

The Funding Changes record is used to store/display information specific to a particular funding



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change, or instance.


Add Funding Change

The Funding Change record is used to store/display information specific to a particular FundingSource's program year budget for a particular service. To add a Funding Change, select the "AddFunding Change" button in the in the Funding Changes section of the Funding Source screen. Tosave the record, select the "Save" button.


· Funding Source

· Funds Type

· Date Effective

· Expiration Date

· Status (Defaults to "Approved")

· Approved By


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Payments

The Payment record is used to store/display information specific to a particular voucher'spayments.


Add Payment

The Payment record is used to store/display information specific to a particular voucher'spayments. To add a Payment, enter the payment information directly into the table in thePayments section of the Payments screen. To save the record, select the "Save" button.



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· Payment Category

· Payment Amount

· Payment Date

· Payment Check Number

· Description

· Invoice #

· Invoice Date


Voucher Reductions

The Voucher Reduction record is used to store/display information specific to a particularvoucher's reductions.


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Add Reduction Record

The Voucher Reduction record is used to store/display information specific to a particularvoucher's reductions. To add a Reduction Record, select the "Add Reduction Record" button inthe Voucher Reductions section of the Payments screen. To save the record, select the "Save"button.

Note: Reduction Records often become necessary when Payments will not be applied toApproved Vouchers. This allows the user to "zero out" the Voucher, reducing the 'PendingPayment' to zero, while also allowing the user to reduce the related Obligation. For moreinformation, refer to the section on Obligation Adjustments.


· Adjustment Date

· Amount (this will effectively reduce the Net Approved value of the voucher)

· Description

· Type

· Processed

· Processed Date


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Refunds

The Refund record is used to store/display information specific to a particular voucher'srefunds.

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Add Refund

The Refund record is used to store/display information specific to a particular voucher'srefunds. To add a Refund, select the "Add Refund Record" button in the Refund Records sectionof the Payments screen. To save the record, select the "Save" button.



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· Refund Date

· Amount

· Description

· Refund Type

· Processed

· Processed Date

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