virtual onestop feature enhancements in v11.05 r2 (from …create tables as part of editing text...

Confidential – Geographic Solution, Inc. Last modified: 5/10/2011 10:28 AM (Release 2) page 1 of 37

Virtual OneStop® Feature Enhancements in V11.05 R2 (from V11.0)

The enhancements to Virtual OneStop® in version 11.05 can be summarized as several significant areas of improvement for all users, as well as many improvements for each specific user (Individuals, Employers, Staff, Providers, Staff, Analysts, and Administrators). The brief summary below is followed by tables to indicate the full feature enhancements organized by the user type and path in the system.

• All Users: Cleaner navigation menus, expanding/collapsing menu controls, improved toolbars at the top and bottom of screens, and quick access to enhanced learning center videos and assistance center options, to make it easier for every type of user to navigate to and display the screens and selections that they use most frequently.

• Individuals: Improved job searches for education, ability to add tables to resumés and delete resumé templates, and flexibility in viewing self-assessments matched to occupations for one or multiple assessments.

• Employers: Improved job order creation steps, with a separate step for adding question sets, and a separate page for the question set that allows creation and/or use of a question set template during job order creation without leaving the job order.

• Staff: Additional staff training videos, enhancements to Generic Programs (for Applications, Soft Exits, Soft Exit alerts and Soft Exit reports), improved controls for assessments (including matching WorkKeys scores to CRC certificates), improvements for assisting providers in searches and in seeing state and local providers and programs, additional reports and report filters , a new Manage Documents option for scanning documents related to verifications, case notes, and other categories, and enhanced control of service tracking on individual pages.

• Administrator: There enhancements to both left navigation options and to several specific settings for additional features controlled through the Admin site. Staff Access privileges include privileges for security clearance, for funds management, and for reports that can be viewed. Left navigation enhancements include a Generic Setup option (under Program Administration) to access options for defining valid generic program types and defining questions and validations for use in Generic Program applications.

The following is a Feature Enhancement Release Notes (FERN) list for Virtual OneStop™ and Virtual LMI Version 11.05. This is organized in tables for each user type. The rows in yellow shading are summary rows for items/sections that follow. The first three columns indicate a pathway to the feature (e.g., the left navigation bar, fly-out, and Web page selections).

Note: In some instances, a link

to a figure is included at the end of the description (when a graphic may help). Version 11.05 is closely related to version 11.0. Users reviewing these notes should also review the Version 11.0 Feature Enhancements notes. Some features enhanced for v11.05 may have been implemented in a late deployment of 11.0 for specific customers.

All Users

Module (Left Nav. bar)

Component (fly-out / menu selection)

Sub-component (fly-out, page or feature)

Description of Feature

General Enhancements affecting all user types include improvements to navigation menus, controls to expand/collapse menus, screen top and bottom toolbars, assistance center, learning center, and help file options, such as:

• The use of collapsible links +/- controls has been improved and extended to more areas.

• Toolbars at the top and bottom of screens that include more options for quick access in the system as well as access to more general information.

• More Assistance Center options, such as interface preferences • Large additions to available Learning Center videos • Links to the Learning Center from all Help windows

General

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Navigation Bar Navigation and Menu Selections

More options and clearer collapsibility controls have been added (collapsing inside menus and enlarged +/- controls on folders & Case Management Programs data). This includes:

• The Left Navigation “Collapsible” links have been extended to main menu sections. • The +/- controls used on folders and sections have been increased in size for easier access. • A separate Learning Center option (under Other Services) for quick access to available courses and

videos.

Virtual OneStop® Feature Enhancement Release Notes – V11.05 (from V11.0)

Confidential – Geographic Solutions, Inc. Last modified: 5/10/2011 10:28 AM (Release 1) page 2 of 37

All Users





(See the figure, Collapsibility / Navigation Improvements, for an example.)

General

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Top/Bottom Toolbars Top of most screens

Bottom of most screens

New toolbars appear at the top bottom of most screens to supply more options to quickly navigate home, log out, or access common information and frequently used pages.

• The top toolbar lets users go to the home page, sign out, or switch to a different user type for other services.

• The bottom toolbars include three rows: A row for easy navigation to frequently used pages in the system

A row with links to general statement and contact information (e.g., privacy, terms, preferences) A row that lets users go to the home page or sign out

(See the figure, System Header/Footer Toolbar Options, for an example.)

[Misc.]

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Bottom Toolbar Bottom of most screens second row Privacy/Disclaimer/Help Info Link

The following links have been added in small font, at the bottom of the footer on screens. The content of all these links, except Contact Us, can be managed using the Content Publisher tool. Privacy Statement | Disclaimer | Terms of Use | Recommended Settings | EEO | Protect Yourself | About this site | Contact Us

Other Services

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Assistance Center Extra options have been added to the Other Services >Assistance Center menu screen:

(See the figure, More Assistance Center Options,

• About this Site - Select this option if you would like additional information about this site.

for a screen example.)

• Site Map - Select this option if you would like to view a list of different services available on this site and their location.

• My Preferences - Select this option to set your user interface preferences including the default theme (Web, text or screen reader), preferred language and menu options.

• Account Retrieval - Select this option if you can't remember your Username and/or Password needed to access this system. This option appears only in Assistance Center for users with Guest Access who are not logged in.

Other Services

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Learning Center

[Several Enhancements] Several options/enhancements have been made to the Learning Center and Assistance Center. This includes moving the Learning Center, containing videos, out of the Assistance Center to its own left navigation option in the Other Services area for all customers who are configured to have videos display. (See the figure, More Learning Center,

• Learning Center – Individual Courses – This option has been enhanced to include an improved section containing updated videos for Individual Users




All Users





• Learning Center – Staff Courses – This option has been enhanced to include improved sub-sections that can be collapsed or expanded, containing updates to course videos as well as new course videos for Version 11 Enhancement, Case Management.

• Learning Center – LMI Courses – This option has been enhanced to include improved sub-sections for containing Current and Historic Data LMI courses (that can be collapsed or expanded), for LMI Users accessing the Virtual OneStop system or the Virtual LMI system.

• Learning Center – Provider Videos – This option has been enhanced to include a section containing new videos for Provider Users.

• Learning Center – from Help pop-up windows – Links have been added to the bottom of all help screens to quickly access the Learning Center for courses/videos

• Assistance Center – The option My Preferences has been added to let users set their user interface preferences including the default theme (Web, text or screen reader), preferred language, and menu options.

[Misc.]

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[Bottom of all Help dialog boxes]

Link to Learning Center All pop-up Help windows in the Virtual OneStop Help system (accessed by clicking the Help icon) now include a link at the bottom of the window to go to the Learning Center as a quick path to training videos.

Labor Market Services

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Labor Market Facts [multiple links to FAQs in Labor Market Facts]

The Labor Market Facts page is accessible for Virtual OneStop Individuals, Employers, Staff, and LMI Analysts. All of the pages accessible through the Labor Markets Facts links have been enhanced to consistently include a help link containing useful help information.

[Miscellaneous]

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Conditionally Required Fields

Some fields on screens are conditionally required, such as military status fields or questions in the Individual Registration form. When these fields are conditionally required based on other field input, they are now displayed with an orange asterisk, *, similar to the red asterisk used for standard, required fields.

[Misc.]

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[Multi-State Portals] Zip Code Area Selection For specific customers where there is a “Statewide” option (e.g., for the MARC system), when the “statewide” option is selected in the “distance from the ZIP-code” selection, the search will determine the state based on the entered ZIP code.



Individual User





Quick Menu

Job Search

... and ...

Resumé Builder

... and ...

My Portfolio

Search Options

Search Results

Resumés tab, Edit Resumé

My Individual Profiles , Self Assessment Profile

The majority of the enhancements for individuals are available through the Quick Menu. They include:

• Jobs – education-level searches, social networking Improved job search by education to indicate an education equal to, lower than, or higher than the

selected education level An option on the Job Details screen to “Share this Job” using the individual’s Twitter account (as a

tweet of the basic job posting information) • Resumés – adding tables, deleting templates Create tables as part of editing text steps/sections of the Resumé Builder (for better display of

tabular or list data in resumés.) See the figure, Resumé Builder – Text Tools, Table Feature . Delete resumé templates (as long as they are not base system templates)

• Assessments – switching assessment match data, viewing multiple assessments From each screen for self-assessment data matched to occupations, a drop-down list lets users

compare that occupation data to any of their other completed self-assessments From a Multiple tab, users can see all their self-assessments in one place, and match occupations

for any group of self assessments. See Enhancements to Self Assessment - Occupations and Jobs Matching to see how these options display.

Quick Menu

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Job Search Search Options – Quick Job Search Tab & Job Search by Education Tab

The search tabs that contain the Education level drop-down display three new radio buttons when an education level is selected from the drop-down. These can be used to identify whether to search for education level exactly equal to, lower than, or higher than the education level selected under the education pull-down in the Quick Search and Job Search by Education tabs in a job search.

Quick Menu

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Job Search Search Results – Job Order Details Screen, Apply for this job

When an individual clicks the Apply for this job button at the bottom of a Job Order Details page, and clicks the Apply at Company Website button (when that is a valid application method), an additional confirmation message is now displayed, indicating “If you click the OK button you will be redirected to another website where you will need to follow the instructions and complete this company’s job application process.”

Quick Menu

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Job Search Search Results – Job Order Details Screen, Share This job [Twitter]

At the bottom of the Job Order Details page for a job order, to the right of the Send to a Friend link (which lets an individual e-mail the job posting to a friend), there is now a Share this Job link (which lets an individual add the basic job information to their Twitter account).



Individual User





Quick Menu

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Resumé Builder Resumés tab, Edit Resumé

For the larger text areas/sections in the Resumé Builder, an Table button has been added to the text editing toolbar. The button lets the users create a of table inside the text box. In the larger text box steps/sections of the Resumé Builder (such as Objective, Ability, Summary, Honors & Activities, Education & Training, Additional Information) the Table tool helps an individual the Table icon lets the user create a table for entering columns and rows for text to be used in that area of the resumé. (See the figure, Resumé Builder – Text Tools, Table Feature to see how the arrangement has changed.)

Quick Menu

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Resumé Builder Resumés tab, Edit Resumé, Edit Template Screen

The Resumés tab has been enhanced to allow individual users to delete resume templates that are not in use. Whether selecting Resumé Builder or the My Individual Plans > Employment Plan to get to the Resumés tab, when a user selects a specific resumé and selects the Edit Template link, an additional Delete Templates link is displayed at the bottom of the Resumé Layout Templates screen. (See the figure, Delete Resumé Templates to see how the arrangement has changed.)

Quick Menu

[106542]

My Portfolio My Individual Profiles , Self Assessment Profile

The Self Assessment Profile has been updated to include two significant enhancements involving all of the self assessments:

• Additional view options for occupations matched to assessments: From the results screen for matching occupations and jobs to a specific assessment, a drop-down list lets users see matching occupation data for any other completed self-assessments, without returning to the other assessment tabs. It also lets users see matching Labor Market Information (e.g., annual employment, openings, and wages), or Education information (e.g., recommended education level and needed preparation).

• An additional Multiple tab: This tab can be used to display all of the different self-assessment profiles in one place. It can also be used to find matching occupations and jobs for the results of more than one assessment, in a combined search.

See the figures under Enhancements to Self Assessment - Occupations and Jobs Matching to see how these options display.

Quick Menu My Portfolio My Individual Profiles, Self Assessment Profile – Job Skills Tab

The enhanced Job Skills tab for selecting occupation/job matches lets the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • Select a drop-down list from the occupation match results to display data for other assessments, LMI, or

education information

See the figure Switching to a view of Occupations for LMI or Education Data to see how LMI and Education options display.



Individual User





Quick Menu My Portfolio My Individual Profiles, Self Assessment Profile – Personal Skills Tab

The enhanced Personal Skills tab for selecting occupation/job matches lets the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or


Quick Menu My Portfolio My Individual Profiles, Self Assessment Profile – Workplace Skills Tab

The enhanced Workplace Skills tab for selecting occupation/job matches to WorkKeys scores lets the user:

• View an improved display of occupation matches to WorkKeys scores • Select from a drop down of occupation matches to display match level for other assessments

See the figure Matching Occupations based on Workplace Skills (and switching to a view for Work Interests)

Quick Menu

to see how these options display.

My Portfolio My Individual Profiles, Self Assessment Profile – Work Interests Tab

The enhanced Work Interests tab for selecting occupation/job matches lets the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • View an improved display of occupation matches to Work Interests scores • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or


Quick Menu My Portfolio My Individual Profiles, Self Assessment Profile – Work Values Tab (Work Importance)

The enhanced Work Values tab for selecting occupation/job matches lets the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • View an Improved display of occupation matches to Work Importance scores • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or


Quick Menu My Portfolio My Individual Profiles, Self Assessment Profile – Multiple Tab

The new Multiple tab lets users display all of the different self-assessment profiles, or a mix of those profiles, in one place. It can also be used to find matching occupations and jobs for the results of more than one assessment, as a combined assessment search. From this tab, users can:

• View all of their existing assessments in one place • Check a box next to each the assessment, to identify multiple

assessments for use in an occupation search • Pick an occupation match level (closely, moderately, loosely, or all

occupations) • View a display of occupation and job matches to the combined

assessment criteria, with an average percentage match • Select a drop-down list from the occupation match results, to display data

for LMI, or education information related to the occupations

See the figure Matching Occupations Based on Multiple Assessments to see how these options display.



Individual User





Services for Individuals

Career Services

... and ...

Job Seeker Services

... and ...

Education Services

Career Explorer

Letter Builder

Training and Education Programs

Enhancements for individuals available outside of common Quick Menu options include:

• Assessments – switching assessment match data, viewing multiple assessments Options for performing assessments are the same as the five options for self-assessments in the

Individual Profiles, Self Assessment Profile tab. Self-assessment data matched to occupations has been enhanced with a drop-down list that lets users compare the occupation data to any of their other completed self-assessments.

• Letter Builder – a link in letters and letter templates lets users access and select from “Action Words”

• Links to Online Courses –links to online courses (in program searches and from current user statistics) Links now exist to see online courses (in Education Services program searches) Links exist to access online courses completed (in Current User Statistics)


[106542]

Career Services Career Explorer

Match Your Skill Your Job Skills

The Job Skills self-assessment process is the same. However, the enhanced options for selecting and displaying occupation/job matches for the assessment let the user:

• Pick an occupation match level (closely, moderately, loosely, or all) • Select a drop-down list from the occupation match results, to display

data for other assessments, LMI, or education information

See the figure Switching to a view of Occupations for LMI or Education Data


to see how LMI and Education options display.)


Match Your Skill Your Personal Skills

The Personal Skills self-assessment process is the same. However, the enhanced options for selecting and displaying occupation/job matches for the assessment let the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or




Match Your Skill Your Workplace Skills

The Workplace Skills self-assessment process is the same. However, the enhanced options for selecting and displaying occupation/job matches for the WorkKeys assessment scores let the user:

• View an Improved display of occupation matches to WorkKeys scores • Select from a drop down of occupation matches to display match level for other assessments

See the figure Matching Occupations based on Workplace Skills (and switching to a view for Work Interests) to see how these options display.)



Individual User







Match Your Interests and Work Values Your Interests

The Work Interests self-assessment process is the same. However, the enhanced options for selecting and displaying occupation/job matches for the assessment let the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • View an Improved display of occupation matches to Work Interests scores • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or




Match Your Interests and Work Values What’s Important

The Job Skills self-assessment process is the same. However, the enhanced options for selecting and displaying occupation/job matches for the Work Values assessment let the user:

• Pick an occupation match level (closely, moderately, loosely, or all occupations) • View an Improved display of occupation matches to Work Values scores • Select a drop-down list from the occupation match results, to display data for other assessments, LMI, or


Job Seekers Services

[145222]

Letter Builder Create New Letter,

Display Letter

As part of the creation of a new letter or a letter template, the selections at the bottom of the Body paragraph section include an Insert Action Words

Education Services

link, which opens a separate browser window that displays categories of action words, as a tool for helping users to fill in the body text.

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Training and Education Programs

Program Search and Program Listing tabs

The search for education programs includes the ability to pick a program type (Classroom, Online, or Classroom & Online), and then to find online programs as well as traditional courses in Education Services (through linking for ALISON online courses related to CIP Codes). That is, searching for both classroom and online courses/training will show results for related online courses as well as the standard classroom courses. For example, searching for “ergonomics” may find online training courses with Ergonomics in the title, as well as classroom courses with Ergonomics in the detailed program description.

[bottom of page]

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Current User Statistic Online Training The Current User Statistics area that displays at the bottom of some Services for Individuals pages lists summary data about some activities the individual has completed, along with links to more details. This Current User Statistics area now has added lines for “Classroom Training” and “Online Training” to indicate summary data on any classroom or online courses that the user has taken, which can be tracked in the system (e.g., online Alison courses).

[bottom of page]

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[footer links] Contact Us The Contact Us hyperlink at the bottom of most Web pages opens a screen with three tabs for contact information. Both the Office Nearest You tab, and the All Offices tab now contain Map Location hyperlinks next to each listed office location, which will display a map of the location in Google maps.



Employer User





Quick Menu Manage Jobs

Create a Job

Manage Jobs – Create a Job is an improved step-by-step Job Order wizard with specific improvements to: display the number of referrals, control the interview questions attached to jobs, and provide an organized listing of the possible worksites for job orders.

Quick Menu

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Manage Jobs

Create a Job

The improvements to Manage Jobs – Create a Job include:

• Ability to configure the site to accommodate more referrals to a job order (with a four-digit maximum, rather than a three-digit maximum).

• Improvement to the Interview Questions Sets Job Application Questions are a separate step under the new Job Order wizard, and a separate edit

screen in selecting a section of a job order for edit The Question Set page, when selecting to create new questions associated to a job order, is

identical to the Question Set page when selected from Templates. It does not grey out the rest of the job order page while entering the questions and ask you to close the window. It looks like the screen from the template, and asks you to “return to job order.” The Question set drop-down will display the new Question set, and returns you directly to the full Job Order edits page.

The created Question Set for a job now in included under the separate Templates folder (along with the Correspondence and Skill Sets templates)

• Employer - Job Orders – Candidate Search & Referrals – Added ability to display in multiple pages with standard paging controls when there are a large number of applicants associated to a job

• Job Order - Worksite Listings in Job Orders are now sorted alphabetically – In adding or managing a job order, the Location area on the screen has been changed so that when you click to add or change location, the list of all available locations that displays is sorted alphabetically. This means that for employers with many sites (e.g., Dollar General, AVIS) it will be easier to select the correct worksite.



Staff User





General Navigation Bar Left Navigation Menu Selections

Top and bottom of most screens

The navigation bar has a better visual distinction between selections and between categories. This includes the separation of individual sections (Manage Documents, Manage Communications, Manage Schedules, and Other Staff Services), and the adjustment within Manage Communications for the Manage Alerts options. (See the figure, Staff Navigation Bar (More Differentiation).

General changes include changes in the top and bottom toolbars for all users (links in the bottom toolbar adjust for staff when they are assisting an individual or employer to reflect what the individual or employer sees in the footer. (See the figure, System Header/Footer Toolbar Options, for an example.)

General

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[145053]

Top Toolbar Top of most screens

The toolbar at the top of all screens supplies staff with options to quickly navigate home, log out, or switch to a different user type for other services. When a staff member clicks a link in the top bar to access services for individuals or services for employers that would log them out as staff (as indicated below), a pop-up advisory message is displayed..

The pop-up message requires the staff to confirm their log out.

General

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Bottom Toolbars Bottom of most screens The toolbar that appears at the bottom of most screens supplies staff with options to quickly navigate home, log out, access common information, and access frequently used pages via three rows:

A row for easy navigation to frequently used pages in the system A row with links to general statement and contact information (e.g., privacy, terms, preferences) A row that lets users go to the home page or sign out

The first row will only show staff Portfolio, Feedback, and Assistance links when they are assisting individuals or employers. (See the figure, System Header/Footer Toolbar Options, for an example.)

Manage Individuals – Assist an Individual

Staff Profiles , Case Management

Programs Tab

There are several enhancements for staff assisting individuals, including:

• Case Management - WIA Programs: Pre-populating the Selective Services verification that staff must do in WIA Application Improving printable information in WIA Case Closures

• Case Management - Generic Programs, Application Contact tab included for gathering recent, detailed contact data Application Questions tab included for questions and validations required by applications

(these application questions and validations can be built by an Administrator)



Staff User





Manage Employers – Assist an Employer

Employer Search

Assessments Tab

• Case Management – Assessments, WorkKeys: Includes configurable checks and messages to match Career Readiness Certificates to the

assessment scores Includes improved links for printing and tracking changes for WorkKeys scores

The Employer Search criteria for staff assisting employers includes fields to support staff in selecting and assisting accounts for multi-user employers with more than one employer account.


[v11_0?]

Staff’s Profiles

General Profile, Case Note Tab

The Case notes entry/edit screen, accessed when adding or editing Case Notes records from the General Profile Case Notes tab or from locations such as specific program activities, now includes a Case Note Attachment(s) area. This area includes controls to attach a document file or scan a document.

The attached/scanned document will be associated with a Case Notes type, which can be found and viewed in the Manage Documents feature available in the latest release.


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Staff’s Profiles

Case Management Profile Programs tab, WIA Program, WIA Application

A new configuration enables the system to automatically pre-populate and validate the “registered for Selective Services” verification, on the Demographic page for a WIA application, by checking the www.sss.gov site.


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Staff’s Profiles

Case Management Profile Programs tab, WIA Program, Case Closure

Three fields have been added to the printable Web-page for a WIA closure form: Create Date, Staff Edit, and Edit Date.


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Staff’s Profiles

Case Management Profile, Programs Tab, Generic Programs,

Application

Enhancements to Generic Programs let staff and administrators incorporate questions and related validations for the Generic Program application process. The changes/enhancements include:

• The Generic Program, Application link – Application is now four tabs instead of two tabs, to include a tab for contact information for the individual and a tab for questions to be asked as part of the application. Start Page tab – The original Attestation field that was on the Generic Application’s Start Page tab

has been moved to the last tab of the application, Staff Information, so that the statement occurs after all questions have been asked to the individual.

http://www.sss.gov/�



Staff User





Contact Information tab – This additional tab displays basic addresses, phone number, and e-mail data from the individual’s registered data, and let’s staff adjust the data for more recent contact information.

Application Questions tab – This tab is the largest change to the Generic program. It can list many questions, defined by an Administrator for the Generic program ID, and require the staff member to enter responses to the questions, as well as entering verification information for the questions that are answered.

Note: An Administrator, who creates the question set in the Admin system can use tools similar to the Question Set tool associated with Job orders, but with the enhanced ability to also create a table of acceptable verification options for any question that requires verification.

Staff Information tab – This final tab of the Generic Application is identical to the previous version, except for the move of the Staff Attestation message and check box to this tab.

(See the figure,


Generic Program, Enhanced Application Tabs,)

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Staff’s Profiles

Case Management Profile, Programs Tab, Generic Programs,

Soft Exit

The system can now do a soft exit on Generic program participants if no services are reported after 90 days in the same way the system currently performs soft exits for Federal program participants. Note that Generic soft exits are not tied to other exits. A Generic program soft exit can occur regardless of whether activities for federal programs (e.g., WIA) are still open.


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Staff’s Profiles

Case Management Profile, Assessments tab, WorkKeys

For staff managing WorkKeys scores on the Assessments tab, the system can now include rules and functionality for Career Readiness Certificates. For customers with configurations set to use these rules and determine certificate levels, the following enhancements apply:

• When a staff member enters WorkKeys scores, or when a page with existing scores but no career readiness certificate is recorded, the system will pre-populate the Career Readiness Certificate based on the rules in the specification/configuration parameters.

• If staff assigns a certificate that does not match the rules (based on the recorded test scores), the system will display an alert that the scores recorded do not support the certificate level.


[V11_0?]

Staff’s Profiles

Case Management Profile Assessments tab, WorkKeys

The staff page for maintaining WorkKeys scores includes two new links at the bottom of the screen:

• A Print Table

• A

link to print the table of WorkKeys Assessments scores and CRC in the format displayed on the screen.

View WorkKeys History

Manage Employers – Assist an Employer

link to display an audit history of records pertaining to individual WorkKeys changes and the ability to adjust WorkKeys Audit Table fields for use in the audit history view.

[V11_0?]

Employer Search Search Criteria (improvement/reorder)

The Search Criteria at the top of the Search screen for assisting employers now includes the ability to search for the primary employer user, or all employer user accounts associated with the employer search criteria.



Staff User





Manage Job Orders

[V11_0?]

Manage Job Orders Job Order Details “Security Clearance”

When a new permission is set to yes for a staff member, they will be able to see an additional question when they click the link to Edit Other Information for a job order. The additional question “Does this job order require security clearance?” will require a Yes/No response. A Yes response enables a drop-down list to be used to indicate the level of security clearance required. This level is displayed on the saved Job Order, for display with the other job order details.

Manage Providers

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Assist a Provider Provider Profile (General Tab – Edit Provider Details]

Configuration of the Provider Profile now allows for the General Information tab to include a "Type of Business" field in the Provider record entry form & Provider Display page. This permits further classification of the provider’s type of business. (See the figure Provider – Type of Business (Additional Category Field).)

Manage Providers

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Assist a Provider Provider Search (Provider User Criteria]

The staff member can both search for and select to assist the Provider, or the Provider User, thorough the Assist a Provider > Provider Search screen. If they select Provider User Criteria from this search screen, they will get results for specific Provider Users. The top of the Provider User Criteria will display the 5 most recent provider users assisted by staff, to make it easier to reselect a Provider User. This is done in the same way that the top of General Criteria displays the 5 most recent providers that staff assisted to let them select one of those providers.

Manage Providers

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Create a Provider … or

Assist a Provider

The Provider system has been enhanced (in conjunction with Virtual OneStop) so that local providers and local programs from those providers can be identified by appropriate staff or provider users, using the same controls for creation/maintenance as used for state providers.

• If the system is configured for local providers, then in Virtual OneStop these local providers and programs are visible and identifiable through the Education Services selections for Training Providers and Schools and for Training and Education Programs.

• When the configuration setting includes the displaying of local providers, as well as state provider, the Comparison button at the bottom of the detail screens will only display for state providers or programs (not local), and the only comparison results by pressing the Comparison button shown will be for other state providers or programs.

• The search results screens for displaying providers or provider programs have also been enhanced to make all columns sortable. The search results screens now also include the standard paging controls used on other Virtual OneStop pages for defining how many results display per page.

View Reports

[none?? ]

[General] Several enhancements to reports are available through the View Report menu, including: • New Case Load reports and additional report filters in existing reports • New horizontal and vertical toolbars on many reports, as shown below, which allow staff to change the

size of the report, determine the export option, and look for specific text terms in the report.



Staff User





• New Fund Management reports

View Reports

[none??]

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Case Management Case Load Program Specific

Staff Referrals

The Case Management, Case Load reports have been enhanced and reorganized, including separate program-specific case load reports. The Case Load - Program Specific Only reports include: • WIA: Dislocated Worker Layoff Date, Youth Goal, WIA Follow Up , Customer Group • Trade : TAA Waiver Review by Calendar, TAA Incumbent Worker Report, TAA Enrolled individuals with

Expired Work Authorizations • Generic: Generic Soon to Exit Cases (a new Soft Exit report for Generic programs soon to reach the date

at which a soft exit will occur if no changes in program activities are entered).

The Case Management, Staff Referral reports have been enhanced for referral report detail, and filter options.

(See the figure, View Reports – New Reports and Filters.)

View Reports

[135185]

Case Management Case Load Exited Cases

The specific Case Load, Exited Cases report has been enhanced with many additional filters and selection options, including identification of customer group, partner program, and a Filter Date selection for the Set Date Range that lets the user select the actual “Exit Date” or the “Soft Exit Date” (date system soft exited) for date range.

View Reports

[none?? ]

Fund Management

New Fund Management reports that support the Manage Funds options and the IFT module have been created. Other Fund reports have been enhanced for a wider range of reports and an improved user interface. This include reports for a breakdown of the following information by selectable categories: • Fund Summary Data • Individuals Receiving Funds • Trade Expenditures

(See the figure, View Reports – New Fund Management Reports.) Manage Documents

[159970 ]

Search Documents General Criteria & Specific Criteria categories

The ability to scan documents used for verifications has been enhanced to include a Manage Documents option for scanning and monitoring any acquired documents in one location. This lets staff scan documents that may be used for multiple applications, and which may support required verifications. The scanned documents can now be searched by a category (e.g., Case Note, Communication, and Verification) and/or by program and verification type (e.g., WIA, Date of Birth, and Birth Certificate).

(See the figure, Manage Scanned Documents .)

Manage Communications

[148007]

Manage Alerts Manage System Alerts, Manage My Alerts, Manage Text Watch List

Three Alert-related selections that were previously directly under Manage Communications (along with Manage Messages, and Manage Correspondence) are now under a secondary Manage Alerts section of their own.



Staff User





Manage Communications

[V11_0?]

[113458]

Manage Alerts Manage My Alerts > Modify My Alert Subscriptions

The staff alert notifications/subscriptions available to staff now include:

• Scancard Inactive Polling Application: This notifies staff if the polling service becomes inactive for any active scan card terminal.

• A Generic program Alerts group with three staff alerts: Generic Program Soft Exit: which notifies staff when a participant is about to soft exit Generic Program Activity Projected Start Date: This notifies staff when an individual has a

projected Generic activity start date about to occur. Generic Program Activity Projected End Date: This notifies staff when an individual has a projected

Generic activity end date about to occur. (See the figure, Manage Communication – Manage My Alerts Selection

Other Staff Services [153985]

Online Courseware Learning Center The Learning Center link and available training videos for staff have been improved and added to, and are accessed from the navigation bar. Improved videos include LMI Analyst, Provider User Analyst, and Staff training videos. (See the figure, More Learning Center,

General


[085128]

[Also OPC 119877, 123103 & 120379]

[All pages below the bottom menu.]

Track Page [separate link]

Certain staff can now add specific services that are tracked on certain pages through a link at the bottom of applicable Web-page screens. When a staff member selects the Track Page

A staff privilege in the Administration system, for Staff member settings, controls the

link, they open a window to define the services are automatically tracked and recorded for users accessing that Web-page screen — the window allows the a staff member to choose from a list of currently active services to associate with the selected page.

Track Page

link that will be display on applicable Web

page for that staff member. (For more, see Expanded Service Tracking Capability.)



Admin User





Staff Administration Staff Access Privileges Summary

The section for administering Staff privileges includes a new report called UI Wages report, a privileges setting for letting select staff member manage/define page service tracking, and an improved Employer Search result screen for selecting and managing employers.

Admin Administration

[134352]

Administer an Admin Account

Search for an Administrator

A user privilege has been added Under the Reports Administration section on the User Information page for a new UI Wages report, which is available to administrators who have this permission turned on.

View Reports

[134352]

UI Wages Report Administrators with the appropriate UI Wages Report privilege turned on can generate this new UI Wages report, which identifies wage data, by program, which is rejected when uploaded to EBSS (or current DRVS software) to create the quarterly data validation file for federal reporting.

User Administration

[152445]

Administer Employers Employer Search Results

An additional column on the Employer Search result screen will display both the Username (contact) and Company Name in the results, to support Multiple Employer User/Contact functionality,

Staff Administration

[085128]

Staff Access Privileges General Privileges

The category for General Privileges within the many privileges groups for Staff now includes a parameter for enabling self-services tracking for specific Web pages (by displaying a Track Page

• Manage Page Services Tracking Capability – Certain staff can now add specific services that are tracked on certain pages of the system through a link at the bottom of the applicable Web-page screen.

link at the bottom of the staff Web-pages).


[124888 ]

Staff Access Privileges Manage Job Orders [Other Specifications]

“State Use” field

A new permission has been added to enable an optional “State Use 1” field on job orders, in an Other Specification category. This is currently an item configured for use by just one customer, but the feature may be implemented in a way useful to other states. The State Use field displays just after the Other Information category at the bottom of an internal job (with an indication of Yes or No) for the job.

For customers with the State Use field configured for them, when the State Use parameter is turned on for a staff member, that staff member will see in the Job Order screen (along with the State Use field) an Edit Other Specifications


link to identify if the field applies for this job. The link will display a Yes/No button, along with additional information associated with the Yes/No button for that field. The Admin setting determines if this option and link can be used for Staff maintaining the order. The actual message, and definition displayed is determined by each customer’s configuration.

[?_11.0]

Staff Access Privileges Manage Job Orders [Other Information]

“Security Clearance”

A new permission has been added to enable a control for answering the question, “Does this Job Order require a security clearance? When the parameter is added for staff on the Admin site, staff members will see the additional question when they click the link to Edit Other Information. They will then be able to click yes for the Job Order, and pick a level of security clearance from the drop-down list.



Admin User






[?_11.0]

Staff Access Privileges Manage Funds

For customers with Advanced IFT, this category includes permissions in the sub-categories “Fund Management” and “Funding and Limits” to manage voiding of payments, accessing and deleting fund streams, and deleting individual limits.

• Funds Management: Manage Payments – Void – Allows the staff member to void payments • Funding and Limits: IFT Fund Streams – (advanced IFT) Determines the staff member's access to fund

stream budgets. • Funding and Limits: Delete IFT Fund Streams – (advanced IFT) Allows the staff member to delete a fund

stream's budget, removing it from access. • Funding and Limits: Delete IFT Individual Limits – Allows the staff member to delete a fund stream's

budget, removing it from access.

Staff Administration [?_11.0]

Staff Access Privileges View Reports

This category includes permissions in the sub-categories “Detail Reports,” “Case Management Reports,” and “IFT Reports” to enable access to separate Assessment Results Reports, Management Reports, Case Management - ARRA Reports, and IFT Fund Management Reports.

Staff Administration [156529]

Staff Access Privileges Manage Individuals This privilege enables functionality accessed in the Plan tab of an individual's Case Management profile related to the individual’s service plan information. When set to Yes, this allows the staff member to manage an individual's service plan information from the Manage Activities section, if the individual has veteran status.

Staff Administration [143165]

Staff Access Privileges Individual Programs Tab

WIA

A new staff privilege exists under WIA named “WIA - Youth Application - Update to Adult Eligible (override) when youth turn 18 years old.” The default for this switch is set to No (OFF). When the switch is Yes (ON), the system lets that staff update a youth eligible participant's application eligibility to be Adult eligible on or after the participant's 18th birthday. The system will check Age based upon the system date and date of birth values to ensure that the participant is 18 years old, and will record the system date as the effective date, and will record the staff user logged in making the change as the authorized staff.

Program Administration [139382]

Generic Setup Create Program and Create Program Questions

To support the enhancements for Generic Programs, particularly for Generic Applications, the category Generic Setup has been added to the Program Administration module. The two new options are:

• Create Programs – This option lets an administrator define valid generic program types by: Defining basic program type data to associate with a generic program

(e.g., program code, program description, inactive date program type) Adding or defining associated LWIA regions

• Generic Programs Questions – This option lets an administrator define Question Sets that will be associated with a Generic Program type and generated when an application is created by staff. The creation of



Admin User





Questions Sets is very similar to Question Set capabilities for internal job orders, with the additional features: A question set is associated to a Generic Program type. Each defined question can include a required validation. For a required validation, a Verify Header and a Verify Table for the selectable verification codes can

be created.



Example Figure s Collapsibility / Navigation Improvements

More Improvements in Collapse/Expand Controls

Graphic selection /navigation improvements include…

• The Left Navigation Main Menu “Collapsible” links have been extended to main menu items.

• The +/- controls on folders and sections, to enlarge or constrict a section, have been increased in size for easier access.



System Header/Footer Toolbar Options

More Improvements in Collapse/Expand Controls

New toolbar options appear at the top and bottom of most screens. • The top toolbar lets users go to the home page, sign out, or

switch to a different user type for other services.

• The bottom toolbars include: o A row for navigation to pages in the system o A row for statements information, and contact data. o A row that lets users go to the home page or sign out



More Assistance Center Options

New

New

New

11 Virtual OneStop 11.05 (added assistance options)

New For Guest Access – Assistance Center



More Learning Center Training Videos

More Training Videos are available to Virtual OneStop Staff, Provider Users, and Virtual LMI Analysts (depending on specific customer configuration)



Delete Resumé Templates

Sample Resumé Template Screen – Deleting a Template

A confirmation will notify the user that resumés attached to the template will convert to a system template. If you try to delete a system template, a message will indicate that this is not possible.

Or …



Resumé Builder – Text Tools, Table Feature

Resumé Builder – Table Feature

Tables can be created in the Resumé Builder, in sections that may look better with tabular listings of the data to be displayed and listed for prospective employers.



Enhancements to Self Assessment - Occupations and Jobs Matching

Matching Occupations based on Job Skills (and switching to a view for Personal Skills)

Career Explorer Assessment Options and Individual Profile, Self Assessment Tab Enhancements:

Wider Range of Drop-Downs to all other Occupation and Job Matching Selections (example 1)

The result of a Find Matching Occupations and Jobs selection (whether via Career Employer or an Individual Profile, Self Assessment tab) …

• Displays matching occupations (along with the associated assessment data related to that assessment)

• Includes a new Data to Display list box (from which you can switch to a display of the same occupations matched to data for any other assessments which you have performed and recorded)

The list box will include all assessments an individual has performed as well as LMI and Education Information options.



Matching Occupations based on Workplace Skills (and switching to a view for Work Interests)

Career Explorer Assessment Options and Individual Profile, Self Assessment Tab Enhancements:

Wider Range of Drop-Downs to all other Occupation and Job Matching Selections (example 2)

The result of a Find Matching Occupations and Jobs selection (whether via Career Employer or an Individual Profile, Self Assessment tab) …

• Displays matching occupations, along with the associated assessment data related to that assessment

• Includes a new Data to Display list box, from which you can switch to a display of the same occupations matched to data for any other assessments which you have performed and recorded

The list box selections include any recorded self-assessments and LMI and Education options. Changing the selection changes the data displayed for the occupations. It does not change the occupations themselves. They are the occupations from the original match.



Matching Occupations Based on Multiple Assessments

New Multiple Assessment Tab: Multiple Display and Occupation Matching (example 1)

The list box for multiple assessments still lets you see LMI data or Education data, including all assessments an individual has performed, as well as LMI and Education Information options.

The Multiple Assessment tab lets you… • Find Matching Occupations and Jobs

based on several assessments as combined search criteria

• Change the multiple selected assessments to use more or less assessment criteria

• Change the match level to a closer or looser match of occupations to your skills

• See LMI data or Education data for the matched occupations



Switching to a view of Occupations for LMI or Education Data

New Multiple Assessment Tab: LMI and Education Information (example 2)

From the Occupation and Job matching results of any assessment tab, you can …

• Display LMI data on estimated employment and current openings

• Display Education data on recommended education and preparation needed



Generic Program, Enhanced Application Tabs

Generic Program Application, Application Questions Tab

Generic programs can now include more checks, as part of the initial Generic Program Application, by using the Application Questions tab.



Provider – Type of Business (Additional Category Field)

Assist Provider – General Tab – Edit Provider Details (Type of Business)

Provider Services can be configured for an additional Type of Business category to help further define the Provider.



Staff Navigation Bar (More Differentiation)

Left-Navigation Changes from 11.0 to 11.05

Additional organization in Manage Schedules, Manage Communications, and Other Services

- Adds to ease for Managing Alerts and Text Watches

- Improves Access to Learning Center Videos

11.0 Virtual OneStop 11.05 (for a Staff user)



Manage Communication – Manage My Alerts Selection

Staff Resources (My Alerts –Alerts Selection/Subscription Screen)

Enhanced alert notifications and subscriptions include an alert for inactive Scan Card Polling Application, and…

… alerts for Generic Program soft exits, and activity start and end dates.



Expanded Service Tracking Capability

Expanded Service Tracking –Page Services Tracking Option (for qualified Administrative Staff)



State Use Field

Job Order Field – “State Use Field” and Job Search Relationship



Manage Scanned Documents

Manage Scanned Verification Document (the Manage Documents > Search Documents option)



View Reports – New Reports and Filters

View Reports – Case Load Reports Menu

Program-Specific Case Load Reports have been added (including an independent Generic Soft Exit report)

Many new report filters, like those for Staff Referral reports, are based on customer feedback.



View Reports – New Fund Management Reports

View Reports - Fund Management Reports Menu

New Fund Management Reports display information on various Individual Fund Tracking (IFT) categories and fund streams, such as Obligations by Location.