Workforce One User Manual Minnesota FastTRAC
Contents
1. 8 FastIRAC WF1 Manual 4 The Application Summary now lists the Fast TRAC program as Pending in the Status column Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Ma0 Cu Services Case Notes History Tickler Eligibility Enrollment Activity Status Employment Plan Outcome Interactions Application Summary oom tf ARB status Edggigsed Curcentstetf Current Agenvy Action astTRAC 10 03 2011 Pending Goodall Chr For Famnilice lt ry Goodwill Center for Families Summa User Fields a 10 01 2011 Enrolled R Grover Goodwill Easter Seals Summary Goodwill Center for Families TEES Go to Act Stat a Moo 07 01 2005 Enrolled L Doheny Workforce Solutions Ramsey County 1 01 13 2005 Exited 01 14 2005 L Doheny Workforce Solutions Ramsey County Add New Application for FastTRAC Add New Eligibility 1 Go to Program gt Eligibility to see the client s Eligibility Summary table 2 Select FastTRAC from the drop down list and press Continue New Eligibility Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment MJO CUu Services Case Notes History Tickler Application Enrollment Activity Status Employment Plan Outcome Interactions Eligibility Summary rroaram B8P nasut mocision onta asif anency action WIA Ad 1 Eligible 10 01 2011 R Grover Goodwill Easter Seals Formula Goodwill Center for Families WIA YY 1 Eligible 07 01 2005 L Doheny Work2. e Returning Reservist returns to civilian life after active duty rather than continue with FastTRAC e Transportation problems withdraws due to transportation problems Exit Date is when the person exited from FastTRAC and cannot be a future date or prior to an existing activity s start date Labor Force Status at time of exit Choices are e Employed full time is working 30 hours per week or more e Employed part time is working less than 30 hours per week e Not in Labor Force is not actively seeking work e Unemployed but is actively looking for work Certificate Type Attained while receiving services Choose one or more of the following e AA or AS Diploma Degree e BA or BS Diploma Degree e Doctorate Degree e GED e High School Diploma e Master s Degree e Occupational skills certificate or credential e Other Recognized Credential e Technical or Occupational Skills License Diploma Attainment Date 1s required if Certificate Type is checked Did the participant receive Supportive Services Yes if the person received State Support Service such as child care transportation or clothes 27 FastIRAC WF1 Manual Did the participant receive Needs Related Payments Answer No NOTE a response is optional Click Save Outcome Now If all the relevant information is not available at the time Save as Pending can be clicked to save the progress but this does not exit the individual from the program
3. Application the starting point 1 Begin at Program gt Application with the client s Application Summary table 2 Select FastTRAC from the drop down list and press Add New Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment idreletum Services Case Notes History Tickler Eligibility Enrollment Activity Status Employment Plan Outcome Interactions 1 Application Summary oan EEF ARR staus Eaggigeed cust current aaen Action WIA Ad 10 01 2011 Enrolled R Grover Goodwill Easter Seals Summary Formula Goodwill Center for Families User Feki Go to Act Stat WIA YY 1 nae Enrolled k Doheny an Solutions Ramsey County 1 01 13 2005 Exited 01 14 2005 L j Workforce Solutions Ramsey County Add New Application for ipo Add New 3 Enter the Application Date as MM DD YYYY and assign a staff person optional Press Save Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment M4m Cu Services Case Notes History Tickler Eligibility Enrollment Activity Status Employment Plan Outcome Interactions New Application Program FastTRAC Program Sequence 1 Agency Goodwill Easter Seals Staff Entering Peter Butler indicates required information Application Date Assign to Agency Location Goodwill Center for Families Assign to Staff None Selected save _Cancel l The application date cannot be a future date or more than six months old
4. FastTRAC program providers will use assessments consistent with program requirements to place participants into the appropriate courses and to measure progress All providers will use quantitative and qualitative data tracking through WF1 to collect and analyze key information about FastTRAC program participants and graduates FastlRAC programs are evaluated on the following measures These measures are based on research indicating that one year of postsecondary credit and attainment of an industry recognized credential lead to career pathway employment NOTE participants will not be included in the performance outcomes calculated for the Workforce Investment Act IB programs funded by the US Department of Labor e Basic skills acquisition attainment of NRS Educational Functioning Level EFL gain as adopted by the Minnesota Department of Education ABE Office 37 FastIRAC WF1 Manual Retention in program retention of participants throughout the duration of the program including information on attrition identification of program challenges etc Credential attainment industry recognized certification not a work readiness certificate including a certificate diploma or degree with academic credit from a MnSCUu institution Job placement in career field participant obtained employment in an occupation related to FastTRAC education and training Job retention participant maintains employment for 12 months after job pla
5. No You can record any follow up activity in Program gt Outcome Click on Follow up see image on next page 28 FastIRAC WF1 Manual General Assessment Program Services Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions Outcome Summary ee a roe ram Program Enroll Date Exit Reason aad att d Agency FastTRAC 01 17 2012 06 22 2012 Other termination Granholm Agency WIA Follow up Location One Re open Prog Seg e The two links directly under FastTRAC moves your cursor to each section Post Exit Data Summary and Follow Up Summary General Assessment Program Services Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions FastTRAC Vv Ka Post Exit Data Follow Up Post Exit Data Summary Top Exit Date 06 22 2012 ea No Post Exit Information exists Follow Up Summary Top No Follow Up Information exists Add New Follow Up NOTE After an outcome has been saved FastTRAC considers an individual s participation complete and exited from the program Because FastTRAC participant data are not being reported with other Workforce Investment Act IB programs the State FastTRAC office does not require follow ups With various Workforce Investment Act programs however follow ups are required and meant to capture credential attainment and or employment and wage information after an individual ha
6. Outcome Interactions Program Activity Status Summary FastTRAC View all Status Type Sta Start Date Actual End Date Staff Assigned igned a Agency Action Individual plan Development 12 06 2011 R Grover Goodwill Easter Seals Delete Crtcal skis oomen Skills Goodwill Center for Families Core Services 12 05 2011 R Grower Goodwill Easter Seals Critical Skills Goodwill Center for Families Open New Activity Status 3 You can update most fields except Activity Status Type and Start Date Press Save Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment M4m CUE Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Open Activity Status Activity Status Type Core Services Activity Status SubType FastTrac Training Type Bridge Program z Start Date 12 05 2011 Funding Stream Critical Skills z Estimated End Date 01 03 2012 22 FastIRAC WF1 Manual Close an Activity 1 Goto Program gt Activity Status Click on FastTRAC Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment igre Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Activity Status Summary Program Program Program Seq Program Enroll Date Program Exit Date Program Exit Date Agency FastTRAC 12 05 2011 Goodwill Easter Seals Critical Skills Goodwill Center for Families WIA wa
7. Residence Address 1 1000 State Street Residence Address 2 Residence City St Paul Residence State Minnesota Residence Zip 55106 Changing the client s Basic Information here also changes the client s Person Record under the General tab after pressing Enroll Now 2 Enter data for the Basic Information section e Social Security Number If participant cannot or will not provide an SSN see Policy for Entry of Pseudo Social Security Numbers in Appendix C Most fields are self explanatory The following ones have a required format e Residence Zip Five digit number nine digit format is optional e Residence State Choose None Selected if Residence Country is not the United States e Residence County Choose Out of State if Residence Country is not the United States or Residence State is not Minnesota First Name Last Name Residence Address 1 and Residence City do not have a required format but cannot be blank when you press Enroll Now Enter a single letter if the required information is missing so you can enroll the person 3 Enter data for the Fast TRAC Basic Information section Ethnicity indicates whether the person is of Hispanic or Latino origin and can be any race Race Choose one or more of the following e American Indian or Alaska Native origins in North Central and South America and maintains tribal affiliation or community attachment e Black or African American o
8. Some Placement Information section fields become required if the Primary Exit Reason involves employment General DHS IX Assessment Jere Services Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions s i Did the participant receive Supportive Services yes No Did the participant receive Needs Related Payments yes No Date of Death Save Outcome Now Save as Pending Placement Information o Clear Placement Info Employer Name Job is Outside U S Employer State EIN Employer Industry NAICS NAICS Lookup Address City State None Selected County None Selected X Zip Code z Phone Email Private Public Sector Private Public The following fields are required if Entered unsubsidized employment is selected Employer Name Employer Industry NAICS Use NAICS Lookup link to select the closest industry description Address City State and Zip Code Mailing address of the employer Occupational Title O NET Employment Start Date indicates the approximate start date of the job MM DD YYYY Hourly Wage Estimated hourly wage of the job USD Hours per Week Estimated numbers of hours worked per week at the job Benefits Package Yes if the individual is receiving benefits such as employer sponsored health insurance UI Coverage Non Traditional Indicator Unless locally defined select
9. access MUL 003 R D FastTRAC Exit Types Description FastTRAC This is an aggregate report showing the number of persons exited from the selected program between the report dates It is in the form of a list of all possible reasons for exit for the selected program followed by a count of all persons who fit into that category MUL 005 R D FastTRAC Individual Activi Description FastTRAC This is a detail report by individual person of activities and exit information Records included will be persons who were active in the program at the beginning of the report period and their activities which do not have an end date prior to the start date of the report period When a person is transferred to a new agency with open activity statuses those activities are transferred and the history is altered to reflect the transfer MUL 002 R D FastTRAC Individual Supportive Services Description FastTRAC Shows individual support service transactions for all persons in the program during the selected report period Can be viewed statewide or by region agency agency location and counselor based on security access MUL 006 R D FastTRAC Non Traditional Employment Description FastTRAC This report shows number and percent of exiters from the program who were placed during the selected report period Shows numbers and percentages of exiters placed in non traditional employment during the period 4 Enter the report s begin and end dates the t
10. change a drop down list selection if the cursor pointer is located on the field when highlighted blue Moving the mouse wheel can change the selection Move your cursor away from the drop down box after choosing an answer AUNnaway YOu No Significant Work History UI Benefit Status Exha 7 Tey 5 a g a 5 Homeless Cyes No A 4 O FastTRAC WF1 Manual New Client Entry Search for an Existing WF1 Record A potential FastTRAC client may have a WF1 record from participating in another program also managed in WF1 You must search for an existing record before adding a new one 1 After logging in click on Person Workforce One Home yy Gy Cl my Pagey Safety Tob ee Minnesota Workforce One Home Page Menu a Person Staff Interactions Manage Person User Alerts Updated 9 21 2011 Staff Mass Participation Agency Referral Queue Agency Edit Tables Tickler Schools Agency Employment Staff Referral Queue Plan Template CRViewer Forms Reports Manage Event Types Service Desk and Sessions TAA Person Search SSA Verification Change Password 2 Enter your client s last name or Social Security Number SSN to determine if he or she is in WF 1 This search prevents duplicate records and saves data entry time Press Search Person Search Person Search Name Last Johnsson s lt s First e SSN C I1 CI C_ i Record ID MAXIS ss Birth Date mm dd yy
11. fields Citizen Right to Work indicates whether the person has a legal right to work in the United States due to citizenship or other authorization The choices are e Right to work the person possesses documented authorization to work in the United States Choose this option if your education program does not require documentation e Citizen the person is a United States citizen e No the person is not a citizen nor is authorized to work in the United States and results in an ineligible determination Selective Service Registration Is the person a male over 18 years registered with the Selective Service or not required to register Males will be program ineligible if legally required to register and you choose Not Registered If the participant does not have his Selective Service Number click on Look Up Selective Service Number and follow the instructions to Check a Registration The participant can also register online or request a status information letter from http www sss gov default htm Meets Local Priority of Service indicates whether the person meets your program s standards for priority of service The person cannot be enrolled without a Yes Choose Yes if your program does not have priority of service standards 5 Enter the Decision Date and press Determine Results 10 FastIRAC WF1 Manual 6 If the result is ineligible press Return to Eligibility Criteria and confirm all the required fields
12. gap between an individual s skills and Development his her goals Literacy Training in conjunction with Education instruction particularly in basic skills to raise an individual s general competency level Basic Skills refer to locally defined reading comprehension language arts writing and verbal communication and computational skills that enable an individual to function in the labor market and society Non Credentialed Use for ABE Bridge class es including college prep classes Training 34 FastIRAC WF1 Manual OJT Public or Private Training to obtain basic job skills in an actual job setting in the public or private sector Partnering Use only when a participant is co enrolled in a WIA Title I WIA Title IV MFIP FSET Diversionary Work Program or another program tracked in WF1 that is paying for the participant s coordinated support services or activities Planned Extended Leave Planned gap in service greater than 89 days due to a delay before the beginning of training or a health medical condition that prevents participating in services The third and fourth position of the 4 digit Activity Type must contain the planned activity into which the individual is returning The following data fields must also be completed regarding the planned extended leave Start Date of leave and Estimated End Date of leave Staff Assisted Assessment An evaluation of the person s capabilities needs and vocati
13. participate in Fast RAC Select the type of financial assistance the person would need to participate in the program NOTE a response is optional The choices are e Childcare e Housing e Student Financial Aid e Other e Transportation Education Status at Application indicates if the applicant is currently enrolled in NOTE a response is optional e ESL English as a Second Language e ABE Adult Basic Education e GED prep e Adult Diploma e Secondary Education e Post secondary Education e N A use if the person is not in school Received Workforce Information Services Yes 1f staff provided information on local labor market conditions industries occupations wages and benefits and job vacancies NOTE a response is optional User Tip Using the last six months of income helps ensure the participant s eligibility better than using the most recent full year if the person has been recently unemployed 15 FastIRAC WF1 Manual WPRS Referral Yes if the person is an Unemployment Insurance claimant who has been referred to WIA Reemployment Services by Worker Profiling and Reemployment Services NOTE a response is optional Parenting Pregnant Youth Yes if the person is either under 22 years of age and is pregnant or is an individual male or female who is providing custodial care for one or more dependents under age 18 NOTE a response is optional Runaway Youth Yes if the person is 2
14. person who is working less than 30 hours per week Employed received term notice military separation person is employed but has received a notice of termination employment from employer or is a Transitioning Service Member Not employed and previously not self employed unemployed or not actively seeking employment Not employed and previously self employed farm 1s now unemployed Not employed and previously self employed non farm 1s now unemployed Disability Status is a self reported physical mental or learning disability emotional behavioral disorder or substance abuse that has an impact on employability The choices are Not disabled Yes and disability is an employment barrier Yes disability not a barrier to employment 13 FastIRAC WFL Manual Limited English Language Proficiency Yes for English as a Second Language speakers whose language barriers impede employment NOTE a response is optional Veteran Status Yes if the person actively served in the United States Armed Forces and was not dishonorably discharged NOTE If the person is a spouse of a veteran choose Yes Recently Separated Veteran Yes if the veteran has a discharge date or release from active duty from the United States Armed Services that is within 36 months prior to program participation NOTE a response is optional Active Duty Start Date If the response to Veteran Status was Yes enter the first date th
15. progress or steps toward a goal while Services are types of assistance that usually require payments Additionally participants in Bridge and or Integrated components are identified in WF1 by opening specific activity statuses e For participants who have entered or completed Bridge I or II record Non Credentialed Training e For participants in a credit bearing Integrated component record Classroom Training Occ Skills e For participants in a noncredit bearing Integrated component record Customized Training See the Glossary of Activity Statuses and Support Services in Appendix A for complete definitions of all of the FastTRAC activities in WF1 Open a New Activity 1 Goto Program gt Activity Status Select FastTRAC from the drop down list and press Continue New Activity Status see image on next page 19 FastIRAC WF1 Manual Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment MJO Au Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Activity Status Summary Program Program Seq Program Enroll Date Program Exit Date Agency FastTRAC 2 12 05 2011 Goodwill Easter Seals Critical Skills Goodwill Center for Families WIA Ad 10 01 2011 Goodwill Easter Seals Formula Goodwill Center for Families WIA YY 07 25 2005 Workforce Solutions Ramsey County 01 13 2005 01 14 2005 Workforce Solutions Ramsey County Open New Acti
16. them for the list a final step is to permanently end the record Once this action is taken though you can no longer change or edit activities and outcomes or enter follow up information 1 Go to History to see the client s Record Assignment Summary table and click on FastTRAC General Assessment i lol Services Case Notes History Tickler Record Assignment Summary Program e Prog Seq Current Agency Location Current Staff astTRAC Agency WIA Jake Granholm Location One FSET 1 DEED Contract WSA 14 Mike Lang MN WorkForce Center West St Paul Minnesota Dislocated Worker 1 DEED Contract WSA 14 Mike Lang Formula MN WorkForce Center West St Paul 2 Click End to permanently end the record Otherwise click Transfer to assign the client another counselor Assessment th cl os _ Case Notes History om rail L_nonsert wage Veta Record Assignment Details for FastTRAC i Agency WIA Jake Granholm 01 17 2012 L caton One 30 FastIRAC WF1 Manual 3 Press OK when the following message appears 31 FastIRAC WF1 Manual Reports Run Reports 1 Click on Reports from the Home Menu Minnesota Workforce One Home Page Menu ik Se eee ae Person StaInteractions _ Interactions Manage Person User Alerts Updated 9 21 2011 Staff Mass Participation Agency Referral Queue Hours Glossary Agency Edit Tables Tickler Forms Schools Agency Employment Staff Referral Queue Plan Template C
17. 1 years of age or less and has absenteed himself or herself from home or place of legal residence without the permission of parent s or legal guardian NOTE a response is optional No Significant Work History Yes 1f the person has not worked for the same employer for longer than three consecutive months in the past two years UI Benefit Status indicates if the person receives Unemployment Insurance UJ or is eligible to The choices are e Eligible Not Claimant is eligible but has not claimed benefits e Eligible Claimant is receiving UI benefits e Exhaustee has exhausted UI benefits excluding Federal Supplemental Additional or Extended Benefits e Ineligible Labor Force Attachment was employed but is ineligible due to insufficient earnings or employer was not required to provide UI benefits e Not Eligible Applicable is not eligible for UI benefits Homeless Yes if the person lacks a fixed regular and adequate nighttime residence or whose nighttime residence is a supervised temporary living accommodation or shelter Offender Status Yes if the person s arrest record or conviction is an employment barrier Recovering Chemically Dependent Yes if the person disclosed previous involvement in chemical abuse or chemical dependency but does not presently exhibit those symptoms or behaviors and whose previous involvement with chemical abuse or chemical dependency has interfered with their ability to
18. Foro RCN eea e E E E EEA E EE E 11 Eterne ACUVINOS etenin er E EE E O AEE IENE AEE 19 Opena New ACHIV aceasta em sarcts pretre sa sansaiccnccec E T E E Eea TE 19 Update anr Open ACUI Y seren R E 22 CO 7A ACY eea e E E E E 23 Paterno CE VLOG ha te esses nt tern satpnea dag nee parc st E pao toh A 24 FI SCC AE E 24 PELOS N CS cr aae sate E E E E E E 25 SNe IR CC aoa sass ssc e stesso a ssacateas aa E E E E 25 Exiting Participant from the Pros aii sii0i4 ci ceucwnesicaessicnusucveudienedndaeauevesvicuenncndealctioadtawebaieceucwesviaweds 29 Permanently Ending a Participant Record ccceccccccsssssseeececeeeeeaeeseseceeeeeesaaaeeseeseeeeeeeaaaaeeess 30 2 001 E A AE E N E E O E O eee 32 Pon TR CONS e A E E E E E E 6 Appendix A Glossary of Activity Statuses and Support Services ccc ssssseeeeeees 34 PACU ALY SIUS S oer aea EA EE EEEO ENE ns 34 SUPPE VI S a E E E E E S 36 Appendix B Participant Eligibility Core Program Components and Accountability 37 Appendix C Policy for Entry of Pseudo Social Security Numbers cccccccccceeees 39 1 FastIRAC WF1 Manual Snapshot of Essential Information Collection Workforce One WF 1 is the primary tool used to collect and manage participants support services and career guidance and job search activities Use this page as a quick reference for the data to be entered into WF1 Along with the usual data fields required for al
19. Internship part of an established curriculum Career Counseling Assessment to identify skills career interests goals and barriers Classroom Training A generic academic program not specifically related to an occupation Academic Classroom Training Use for the ABE MnSCU FastTRAC credit bearing Integrated Occ Skills class es Community Involvement and Leadership To enhance responsibility and managerial skills including one on one assistance to understand and resolve financial problems around program participation Use Financial Literacy Course activity for training and classes Development Activities Core Services Job search and placement assistance counseling testing background checks working with the employer and job seeker workshops and job clubs Customized Training Designed to meet an employer s special training needs including ABE MnSCU FastTRAC noncredit Integrated class es Entrepreneurial Training Training to start one s own small business ESL Training in Participant is provided training in English as a second language conjunction with Financial Literacy Course To develop skills for making informed decisions about personal finances GED Training in Training to obtain a General Educational Development diploma GED conjunction with Holding Non activity that temporarily places a participant in suspension Individual Plan Creating a plan to bridge the
20. MINNESOTA TRAINING RESOURCES AND CREDENTIALING ADULT CAREER BATH WANS YW y Workforce One User Manual Minnesota FastTRAC Adult Career Pathways January 2013 Introduction Minnesota FastTRAC Adult Career Pathways hereafter FastTRAC is a partnership of Adult Basic Education ABE state and local workforce development and human services systems and the Minnesota State Colleges and Universities MnSCU to improve outcomes for low wage low skilled adults From foundational preparation to postsecondary program completion FastTRAC leads to employment by building career pathways along an educational and training continuum For a more complete description of the core program components see Appendix B Workforce One WF1 will be the primary tool used to collect and manage participants support services and career guidance and job search activities Because FastTRAC is a multi agency partnership with ABE and the MnSCU system education management information systems will collect and report on additional education and training measures FastTRAC is an evolving initiative where participants can move in and out of the pathway over time so they are not currently being included in the Workforce Investment Act Title IB participant data submitted to the US Department of Labor Therefore local or statewide performance outcomes will not be negatively affected by that activity However having accurate and timely participant information f
21. Message from webpage x General _ DHS IX Assessment M40 AUE Services Case Notes History Tickler Application Eligibility Activity Status Employment Plan Outcome Interactions l American Indian or Alaska Native Asian Black or African American l Hawaiian Native or other Pacific Islander White After correction press Enroll Now again Another error message may appear if more blank fields exist or if entries were incorrectly formatted such as dates 18 FastIRAC WF1 Manual 7 Press Print Enrollment to print a contract for the participant s signature Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment M40 EWU Services Case Notes History Tickler Application Eligibility Activity Status Employment Plan Outcome Interactions MNSCU CBU Effective Date Enrollment Date 12 02 2011 Open Activity Status indicates required information Activity Status Type Core Services na FastTrac Training Type Bridge Program v Estimated End Date 01 30 2012 Estimated Hours fis Funding Stream Critical Skills Comments gi Enroll Now Save As Pending Print Enrollment Cancel You cannot change Enrollment information once completed with these exceptions e The Open Activity Status is changed under Program gt Activity Status e The Wage Detail Consent is changed under History gt Wage Detail Consent Entering Activities Activities reflect the participant s FastTRAC
22. RViewer Reports Manage Event Types Service Desk and Sessions TAA Person Search SSA Verification Change Password Log Out 2 Click on FastT RAC from the Report Group Menu Report Group Menu Choose the Report Group to View the Report Options Across Programs Reports Dislocated Worker Minnesota Formula Dislocated Worker Minnesota Projects Dislocated Worker WIA Formula Dislocated Worker WIA Projects Dislocated Worker WIA Stimulus Formula Dislocated Worker WIA Stimulus Projects 2 e FastTRAC WIA Title I Adult Home Log Out 32 FastIRAC WF1 Manual 3 Click on a report link Report Selection List Return to Group List Please select th Aig k for the FastTRAC report you wish to view WAD 001 R D FastTRAC Activit Description FastTRAC For each activity displays number of persons who are currently on board or served during the report period Served shows the count of each Activity Status Type that has an Activity Status Start Date before or within the specified report period and without an Activity Status End Date before first day of the specified report period On Board shows the count of each of the Activity Status Type that has an Activity Status Start Date before or during the report period and does not have an Activity Status End Date either before or during the report period Counts can be shown statewide by region agency and or agency location based on security
23. Tickler State Support Services Summary Program Actual Date Actual Amount State Support Service Type Staff Assigned Agency Action T FastTRAC 12 06 2011 5 000 00 Child Care R Grover Goodwill Easter Seals Edi Critical Skills Goodwill Center for Families Delete Add New State Support Service For FastTRAC Seq 1 Continue New Service 2 Edit the information in any of the four fields then press Save Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Program ECS Case Notes History Tickler Add Edit State Support Service Type Agency Goodwill Easter Seals Program FastTRAC Sequence 2 Staff Entered Peter Butler Staff Assigned Rover Grover Actual Date 12 06 2011 Actual Amount 500 00 State Support Service Type Child Care Funding Stream Critical Skills Save and Return to Summary o _ 3 Cancel Delete a Service 1 Go to Services Click on Delete in the Action column on the State Support Services Summary screen 2 The following message appears Press OK j Are you sure you want to delete Cancel Closing a Record Exiting a Participant from the Program Close the participant s Fast TRAC record if he or she exited voluntarily or involuntarily 1 Go to Program gt Activity Status Select FastTRAC from the drop down list and press Continue New Outcome see image on next page 25 FastIRAC WF1 Manual General DHS IX Assessment deu Service
24. ad 10 01 2011 Goodwill Easter Seals Formula Goodwill Center for Families 2 Click on Close Activity Status or scroll down the screen Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment M40 CU Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Open Close Activity Status Open Activity Status Close Activity Status indicates required information Program FastTRAC Program Sequence 2 3 Enter the End Date and Completion Results All other fields are optional Press Save You can edit the saved data or add more information at a future date General DHS IX Assessment M40 EU Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Close Activity Status End Date 2 06 2011 Completion Results Satisfactorily Completed Actual Hours Actual Training Dollars Diploma Attainment Date Certificate Type Attained T AA or AS degree T BA or BS degree I GED I High School Diploma The End Date cannot be prior to the start date nor more than 14 days into the future 23 FastIRAC WF1 Manual Entering Services Add a New Service A service is different than an activity Services are used to record instances when participants receive monetary supports through the program If support services are being paid for by a separate program tracked in WF1 record those services in that pro
25. ance counseling testing background checks working with the employer and job seeker workshops and job clubs e Staff Assisted Assessment An evaluation of the person s capabilities needs and vocational potential e Staff Assisted Job Placement Referral to programs for job openings job seeking and job development 17 FastTRAC WF1 Manual e Staff Assisted Job Search in Area Includes job seeking skills and interviewing skills within 50 miles e Staff Assisted Job Search Out of Area Includes job seeking skills and interviewing skills outside of 50 miles NOTE See the Glossary of Activity Statuses and Support in Appendix A for a full list of staff assisted Activities and definitions FastTRAC Training Type The participant s program The choices are e Adult Career Pathways use for all enrollments after August 1 2011 e Bridge Program e Integrated and Bridge e PDIP Project Estimated End Date The activity s estimated completion date Estimated Hours The participant s estimated hours for this activity Funding Stream The name of the FastTRAC project site the enrollee is part of Comments Enter any additional information about this activity NOTE Comments do not appear on the printed enrollment form Press Enroll Now when all the required fields are completed You Il receive the following error message if a required field is blank After pressing OK the blank field appears directly under the blue banner
26. aphics Contact Information Social Security Number 473 02 9583 V SSN Verified MAXIS SSN Verification First Name Caroline Middle Initial M Primary Phone a Ext try D Primary Phone Incorrect Secondary Phone Ext L try L Secondary Phone Incorrect Fax Email Email Address Incorrect Residential Address Address 1 444 Elm St Address 2 5 Click on the Program tab to begin the FastTRAC intake process see page 5 If No Record Exists 1 Press Add a New Person Record Person Search List SEARCH CRITERIA Last Name Smithie Results 0 Viewing 0 0 No record was found that matches your criteria New Search Add a New Person Record Home 6 FastIRAC WF1 Manual 2 A blank Create a New Record screen appears Complete all required fields Press Save Create a New Record Contact Info Residential Address Contact Information Social Security Number al I SSN Verified Last Name Smithie First Name Jerry Middle Initial Date of Birth Residential Address Address 1 321 Naim Street Address 2 City West St Paul b State Minnesota Zip Code 55116 County Dakota Country United States x Veteran Status C yes No Citizen Right To Work Citizen C No Right to Work Alien Registration Card ID No Expiration Date mm dd yyyy Citizen Right to Work indicates that the person i
27. are correct or press Approve Decision to complete the Eligibility process Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment M40 Eu Services CaseNotes History Tickler Application Enrollment Activity Status Employment Plan Outcome Interactions Eligibility Determination Results Program FastTRAC Program Sequence 1 Agency Goodwill Easter Seals Goodwill Center for Families Staff Entering Peter Butler Staff Assigned Result indicates required information Determination Results Eligible meets priority of service Decision Date 10 03 2011 Approve Decision Return to Eligibility Criteria Save as Pending 7 You cannot edit the Eligibility Criteria screen after the decision is approved You must delete the record and return to Step 1 above if the person s eligibility changes before enrollment Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Program Services Case Notes History Tickler Application Enrollment Activity Status Employment Plan Outcome Interactions Eligibility Summary Staff Result Decision Date Assigned Agency Eligible 10 03 2011 Goodwill Easter Seals Goodwill Center for Families Eligible 10 01 2011 R Grover Goodwill Easter Seals Goodwill Center for Families Eligible 07 01 2005 L Doheny Workforce Solutions Ramsey County Eligible 01 13 2005 L Doheny Workforce Solutions Ramsey County Enrollment 1 Go
28. ation is unavailable Previous Occupational Title required if Hourly Wage of Last Job is more than 0 Use the O NET Lookup to select the closest description for the person s most recent job during the past 26 weeks Leave blank if unemployed during the last 26 weeks General DHS IX Assessment M40 Auu Services Case Notes History Tickler Application Eligibility Activity Status Employment Plan Outcome Interactions Hourly Wage of Last Job Previous Occupational Title O NET oa 0 NET Lookup Person has given consent to obtain Wage Detail Yes if the person s paper file contains a signed consent form releasing DEED Wage Detail information to the FastTRAC provider Person has given consent to share data as needed with Fast RAC partners Yes if the person s paper file contains a signed consent form releasing FastTRAC information Consult the form for any restrictions before sharing data Effective Date of the signed Consent to Collect Wage and Employment Data on Individuals form Enrollment Date must be after the Eligibility Decision Date and not a future date If possible enter the enrollment date when creating the record or within 30 days Enter data for the Open Activity Status section A person cannot be enrolled without completing this section Activity Status Type Enter the participant s initial FastTRAC activity The choices are at enrollment are e Core Services Job search and placement assist
29. cement Wage progression pre and post program completion e g survey annual reporting data match increased earnings after job placement Continuation of career pathway training participant enrolls in next level of career pathway coursework Attachment to funding stream ability to follow participants through publicly funded programming e g MFIP state dislocated worker Food Support Participant satisfaction and other process goals as defined by the local partnership Measure employer involvement and feedback at the local level 38 FastIRAC WF1 Manual Appendix C POLICY FOR ENTRY OF PSEUDO SOCIAL SECURITY NUMBERS The following policy is for standardizing the entry of Social Security Numbers SSN for individuals who do not wish to disclose their SSN or who fail to provide adequate documentation Most programs in Workforce One WF1 require the entry of a nine digit number in the SSN field before services can be provided but the provision of a valid SSN is still optional Below is the DEED Business and Information Technology prescribed procedure for entering a pseudo SSN Risks in using a pseudo SSN e The search function in WF1 encompasses many parameters SSN name email address MAXIS number WF1 Record ID or Birthdate If a pseudo SSN is used a later search for the person by SSN may not yield a result e Post program earnings will not be able to be determined Procedure If an individual refuses to sup
30. e person began active duty service in the United States Armed Forces NOTE a response is optional Active Duty End Date Enter the date the person was discharged or released from active United State Armed Forces duty NOTE a response is optional Veteran Type indicates the type of veteran The choices are e Campaign Badge Eligible served during a war or campaign listed at http www opm gov staffingportal vgmedal2 asp e NA not applicable No veteran status or dishonorably discharged e Other Eligible person is the spouse of any person who died on active duty of a service connected disability or the spouse of any member of the Armed Forces serving on active duty e Vietnam Veteran served in the Republic of Vietnam from February 28 1961 to May 7 1975 or in armed forces from August 5 1964 to May 7 1975 regardless of location Service Related Disability The person was discharged or released from active United States Armed Forces duty because of a service connected disability NOTE a response is optional The choices are e Yes 0 to 20 Disabled e Yes Special Disabled 30 Disabled e No No Service Related Disability 4 Enter data for the Additional FastTRAC Information section Supplemental Security Income SSI Recipient Yes if the person receives federal SSI TANF MFIP Recipient Yes if the person participates in Temporary Assistance for Needy Families Minnesota Family Investment Program Food S
31. eeeeeeEDR9RRND9nDnN0 Key Activities o e e e e e e JIN J p lt OO Key Activities 19 35 Record for participants who have registered in a credit 19 34 Skills bearing Integrated component Record for participants who have registered in a noncredit 19 34 bearing Integrated component Partnering Record in participant s FastTRAC enrollment when 19 35 participant is co enrolled in and receiving coordinated services funded through a partner program Any activities funded by that partner should be recorded in that enrollment and do not have to be recorded in the FastTRAC activity screens Support Services a Add a New Service Used to record instances when participants receive monetary 24 36 supports through Fast TRAC If support services are being paid for by a separate program tracked in WF1 record those services in that program enrollment and select the Partnering activity in the FastTRAC enrollment Closing a Record Exiting a Participant from the Close the participant s FastTRAC record if they exited Program voluntarily or involuntarily Indicates why a person left the program 2 Outcome A participant is exited after an outcome is saved Fast TRAC 28 does not require follow ups If a participant is co enrolled in a program that requires these follow ups the guidelines for that program must be followed 3 FastIRAC WF1 Manual N N ON Purpose This manual
32. force Solutions Ramsey County 1 Eligible 01 13 2005 L Doheny Workforce Solutions Ramsey County Determine New Eligibility for FastTRAC z Continue New Eligibility e _ 2 9 FastIRAC WF1 Manual 3 Some Eligibility Criteria fields are automatically populated from the client s Person Record under the General tab Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Services Case Notes History Tickler Application Enrollment Activity Status Employment Plan Outcome Interactions 3 Eligibility Criteria Criteria Program FastTRAC Program Sequence 1 Agency Goodwill Easter Seals Goodwill Center for Families Staff Entering Peter Butler Staff Assigned Application Date 10 03 2011 Eligibility Criteria indicates required information 000 22 3333 Social Security Number Date of Birth 06 09 1990 Age 21 Gender Male Female Citizen Right to Work Citizen x Selective Service Registration N A Register for Selective Service Selective Service Number Look Up Selective Service Number Meets Local Priority of Service Yes No Justification for Meeting Local Priority of Service Decision Date Determine Results Save As Pending Print Cancel Changing the client s date of birth gender citizen status or selective service registration fields does not affect the client s Person Record under the General tab 4 Enter data for any blank required
33. gram enrollment and select the Partnering activity in the FastTRAC enrollment see page 18 1 Go to Services NOTE Access to the Services list varies by project site Select Fast TRAC from the drop down list and press Continue New Service Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Program EGS Case Notes History Tickler State Support Services Summary No Services Found Add New State Support Service For FastTRAC Seqgi1 Continue New Service 2 All fields are required Press one of the Save buttons Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Program EGA Case Notes History Tickler Add Edit State Support Service Type Agency Goodwill Easter Seals Program FastTRAC Sequence 2 Staff Entered Peter Butler Staff Assigned Rover Grover Actual Date 12 06 2011 Actual Amount 5000 00 State Support Service Type Child Care Funding Stream Critical Skills z Save and Add Another Service Save and Return to Summary o 2 Cancel Enter two decimal places for dollar amounts but no comma or dollar sign 5000 00 not 5 000 State Support Service Type See the Glossary of Support Services in Appendix A for service type definitions Edit a Service 1 Go to Services Click on Edit in the Action column see image on next page 24 FastIRAC WF1 Manual Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment Program ESIC Case Notes History
34. he Pathways to Employment initiative isa partnership between the Department of Human Services the Department of Employment and Economic Development and the Minnesota State Council on Disability 40 FastIRAC WF1 Manual
35. ime period that the report returns data for workforce One Report Parameter Options S fp v Page Safety Tools Report Parameter Options Selection Report Selected MUL 003 R D Exit Types Description This is an aggregate report showing the number of persons exited from the selected program between the report dates It is in the form of a list of all possible reasons for exit for the selected program followed by a count of all persons who fit into that category Views Statewide Region Agency Agency Location Counselor A Report Begin Date 01 01 2011 Report End Date 12 31 2011 o 4 Select the View o 5 Statewide C Yes No Region Minneapolis Employment and Training WSA 10 Agency Las Agency Location Goodwill Center for Families Counselor None Selected Select Dislocated Worker Funding Stream Funding Stream None Selected 7 6 Home Log Out Return to Selection Cancel Help 5 Select the view or level of detail Statewide WSA region agency agency location and counselor Your access rights limit the drop down choices 6 Press Run Report 33 FastTRAC WF1 Manual Appendix A Glossary of Activity Statuses and Support Services These tables define the drop down list choices when completing the Program gt Activity Status and Services screens Activity Statuses Practical supervised training experience in the classroom or worksite as Adult
36. l programs enrollments marked by asterisks please note that FastTRAC has modified some definitions and procedures to allow it to produce FastTRAC specific process and outcome measures Manual WE Section Required FastTRAC Fields Page Enrollment Definitions and Response Options FastTRAC Program Enrollment Bridge participants should be enrolled in the FastTRAC 5 program in WF1 when they first access workforce services or sooner If no workforce services are provided while in the Bridge course s the participant must be enrolled by the time they complete that component Participant of Hispanic or Latino origin yes no 12 Race Highest Level of Education Family Status Labor Force Status Disability Status Veteran Status Yes no choose yes if participant is a spouse of a veteran SSI Recipient American Indian Alaskan Native Black African American 12 Hawaiian Native Other Pacific Islander White Asian Grades 1 12 GED High school diploma 1 2 or 3 years of post secondary AA degree Certificate of attendance completion Other post secondary degree BA degree Education beyond BA No education grades completed Not a family member Other family member parent in a one parent family parent in two parent family Employed full time Employed part time Employed received term notice military separation Not employed amp previously not self employed Not and previously self employed No
37. n you press Save 20 FastIRAC WF1 Manual Start Date Cannot be prior to Enrollment Date and can be a future date Funding Stream The name of the FastTRAC project site the enrollee is part of Estimated End Date The activity s estimated completion date Estimated Hours The participant s estimated hours for this activity Estimated Training Dollars The estimated cost for classroom training tuition books supplies and on the job training You do not have to update this figure with actual costs Employer Name The participant s primary employer based on hours worked Hourly Wage If the participant works multiple jobs calculate the average as the total weekly earnings divided by total hours worked Occupational Training Title Enter the person s occupational or training program title using the O Net Lookup School Enter the school s name using the School Lookup Training Program Code CIP Enter the Classification of Instructional Programs identifier using the CIP Lookup You must select a response in all three steps of the Lookup feature Utilizing ITA Yes if the services were purchased with an Individual Training Account Provider ID If unknown leave blank Partner Program Select the partner program if any paying for this activity through a co enrollment The Partnering activity from the Activity Status Type menu must first be selected NOTE The menu option Adult local is being used by FastTRAC providers t
38. o identify WIA Adult funded activities Partner Project Leave as none selected Activity Returning To Not a required field to populate for FastTRAC User Defined Text 1 You can enter up to 20 characters for any purpose User Defined Text 2 You can enter up to 20 characters for any purpose User Defined Date You can enter a date for any purpose Comments Enter any additional information about this activity 3 Press Save 21 FastIRAC WF1 Manual Update an Open Activity 1 Goto Program gt Activity Status Click on FastTRAC Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment igre Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Activity Status Summary Hosa Monamses tiowansuliate toate ST E e FastTRAC 12 05 2011 Goodwill Easter Seals Critical Skills Goodwill Center for Families WIA Ad 10 01 2011 Goodwill Easter Seals Formula Goodwill Center for Families WIA YY 1 07 25 2005 Workforce Solutions Ramsey County MY 1 01 13 2005 01 14 2005 Workforce Solutions Ramsey County Open New Activity Status for FastTRAC _ Continue New Activity Status 2 Select an existing activity from the Status Type column You can start a new activity too Iama Sample DOB 06 09 1990 Pa Record Id 100252297 General DHS IX Assessment rerum Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan
39. obtain training or employment NOTE a response is optional WSA Barrier Yes if the person meets the criteria of an additional category of individuals who face serious barriers to employment as defined by the Governor and agreed to be served by the WSA as specified in the service plan pursuant to Workforce Investment Act law NOTE a response is optional Financial Aid indicates if the person receives or will receive financial aid The choices are e None no financial aid e Scholarship a grant awarded by a non government agency e Student grant Pell Alliss etc a grant awarded by a government agency e Student loan a loan guaranteed by the U S government e Work study part time work at the person s school to pay tuition and related costs 16 FastIRAC WF1 Manual Enter any additional information about Financial Aid in Case Notes Information added to the Comments box on the Eligibility screen will not appear on printed enrollment form Number of weeks unemployed out of last 26 Enter the number of weeks the person has been unemployed during the past 26 weeks Dependents Under Age 18 Enter the person s number of dependents under 18 years of age including spouses under 18 Total dependents must be less than Eligible Family Size Hourly Wage of Last Job Enter the person s latest hourly wage within the past 26 weeks Enter 0 if the person was unemployed the entire 26 weeks Leave blank ONLY IF the inform
40. onal potential Staff Assisted Job Referral to programs for job openings job seeking and job development Placement Staff Assisted Job Search Includes job seeking skills and interviewing skills within 50 miles in Area Staff Assisted Job Search Includes job seeking skills and interviewing skills outside of 50 miles Out of Area Work Experience An employment experience with a non profit organization and that provides basic work readiness and maturity skills Staff Assisted 1s one on one service for at least two hours 35 FastIRAC WF1 Manual Support Services Service Definition Child Care Family Dependent Care helps participants meet their family care needs during participation and ranges from day care outside the home or in house to after school programs outside the home or in house The care usually includes supervision and shelter and may include subsistence and transportation Clothes To improve job search and interview potential or to provide items required for training or as a condition of employment upon completion of training Drug and Alcohol Referral and counseling services to address drug and alcohol use issues Counseling Emergency Financial Cash outlay to client or vendor to provide for a variety of needs of clients Assistance including but not limited to meals food subsistence licenses initiation fees physicals etc required for job placement Family Involvement Services encouraging
41. parental spousal and other significant adult involvement in the programs of the participant Healthcare Includes but not limited to preventive and clinical medical treatment voluntary family planning services dental personal hygiene and appropriate psychiatric psychological and prosthetic services Needs Related To enable participation in training or education programs e g tuition tools Payment equipment and other training related supplies Other Services Any supportive service s not included above provided to eligible individuals to enable them to participate in planned activities Personal Counseling Assistance with a variety of personal problems occurring during the participation Temporary Shelter A supervised publicly or privately operated shelter designed to provide a temporary living accommodation Transportation Service provided to ensure mobility between home and employment training and or other supportive services Examples mass transit fares auto mileage gas oil tires repairs and maintenance and insurance 36 FastIRAC WF1 Manual Appendix B Participant Eligibility Core Program Components and Accountability Participant Eligibility FastTRAC programs are designed for adults sixteen 16 years old or older who are not enrolled in secondary school and who qualify under one or more of the following conditions e Lack a recognized high school credential e Have a limited ability to speak read o
42. ply an SSN and adequate documentation then enter a 9 digit number based on this method 1 Start the number with 000 or 800 or 900 2 The next two numbers are the WSA Independent Service Provider number WSAL Ol EAC 45 HIRED 92 JVS 87 CMS 90 QCS 38 TSB 74 3 The next 4 numbers are assigned in a sequential manner 1 e 0001 0002 0003 etc gt For example a person enrolled in EAC would be 900 45 0001 For information about invalid Social Security Numbers see http ssa custhelp ssa gov app answers detail a_1d 425 invalid or impossible social security numbers Adequate documentation is any one of the following An SSN card issued by the Social Security Administration a federal or state issued document containing the person s name and SSN a court issued document containing the person s name and SSN a financial institution issued document containing the person s name and SSN or an employer provided Dislocated Worker list containing the person s name and SSN 39 FastIRAC WF1 Manual This document was prepared with support fom a Competitive Employment Systems Medicaid Infra structure Grant from the Centers for Medicare and Medicaid Services to Minnesota s Department of Human Services Grant 1Q AC M 5030325 The funds for this grant were authonzed through the Ticket to Work Work Incentives Improvement Act of 1999 Public Law 106 170 Catalog of Federal Domestic Assistance 93768 T
43. r write the English language or e Lack sufficient mastery of core basic educational skills math reading writing listening speaking below a 12 grade level to function effectively in the workplace as measured by the National Reporting System NRS list of adult appropriate standardized assessments as adopted by the Minnesota Department of Education ABE Office Note Programs may apply additional eligibility requirements depending on the specific providers and skill standards of the program Core Program Components FastTRAC programs contain three required components contextualized instruction career development and support services tailored to adults delivered through collaboration of partners and in a manner appropriate for the needs and circumstances of the participant A Navigator or central point of contact who stays in touch with students assists them in moving between components and coordinates their workforce and support services is essential Required components include e Contextualized instruction that integrates industry occupation knowledge with basic reading math and language skills e Career development that includes work culture exploration and planning within a career area job placement and job retention services e Support services tailored to adults that provide each adult with the information and wrap around assistance needed to reach a goal Accountability Program and Participant Outcomes All
44. rigins in the black racial groups of Africa e Hawaiian Native or other Pacific Islander origins in Hawaii Guam Samoa or other Pacific Island e White origins in Europe the Middle East or North Africa includes most people of Hispanic Latino ethnicity 12 FastIRAC WF1 Manual Asian origins in Far East Southeast Asia or the Indian subcontinent Highest Level of Education completed The choices are Separate choices for 1 through 12 grades no diploma earned NOTE 1 grade is not the same as a high school diploma or GED Separate choices for one two or three years of college technical vocational school Attained Associate s Diploma or Degree Attained Certificate of Attendance Completion Attained Other Post Secondary Degree or Certification Bachelor s Degree or equivalent Education beyond a Bachelor s Degree GED High School Diploma No education grades completed Family Status indicates who the person lives with The choices are Not a family member does not live with any family members Other family member lives with one or more family members but is not a parent Parent in one parent family has sole custodial responsibility for one or more dependent children Parent in two parent family shares responsibility with another person for dependent children Labor Force Status at time of enrollment Employed full time a person who is working 30 hours per week or more Employed part time a
45. rom all the management information is systems 1s still critical in evaluating the impact of FastTRAC Bridge participants therefore should be enrolled in the FastTRAC program in WF1 when they first access workforce services However the Navigator may choose to enroll them at an earlier point If no workforce services are provided while in the Bridge course s the participant must be enrolled by the time they complete that component NOTE Inform the State FastTRAC Office if your agency adds new sites that will begin offering FastTRAC programs and or putting data about FastTRAC customers into WF 1 State FastTRAC Contacts For WF issues and questions Nola Speiser 651 259 7595 nola speiser state mn us For program and policy guidance Judy Mortrude 651 259 7638 judy mortrude state mn us FastIRAC WF1 Manual Table of Contents Snapshot of Essential Information Collection 00 ccc cc ccccssseseecccceeeceaesseeeccceeeesaaaeseeeeeeees 2 BUNS pee se scene tosses E A E E T E seas rosaeeeecademseesseuse aosersevensee 4 ETIS cess E case eo E E AE see sais cas tu E ceo seeouss eect 4 New Ce 2 ea re ee eee ee ETO 5 Scarch Tor am Existing W FL REC Ort eissoes in el svascsdueworeeovaesssisatarad ed casts 5 MAOR ORG EG a E R E EA EEE EA E E EE E E E E 6 ake EN aE EEEO A EEE E EE A 8 PRD PIC AU OM serene N Redes assassinate gue cus EEES ETENN E EE RS 8 PODI are sce tes E E so scutee chines E cutee caceel wesuee seals E E A 9
46. s Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions Outcome Summary 1 No outcomes exist Add New Outcome for FastTRAC v Continue New Outcome 2 Enter data under the Outcome Information section General DHS IX Assessment MJ Eu Services Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions Outcome roman Primary Exit Reason Transportation problems z Exit Date 2 06 2011 Labor Force Status Not in the Labor Force Certificate Type Attained I AA or AS degree I BA or BS degree I Doctorate Degree I GED I High School Diploma I Masters Degree I Occupational skills certificate or credential I Other Recognized Credential I Technical or Occupational Skills License Diploma Attainment Date Did the participant receive Supportive Services yes CNo Did the participant receive Needs Related Payments yes No Date of Death Save Outcome Now Save as Pending 3 Primary Exit Reason indicates why a person left the program Choices are e Administrative Separation for any other reason than one of those listed below NOTE This should also be used in situations where a participant completed the Bridge component but could not qualify for the Integrated component e Cannot Locate cannot be located e Death dies while enrolled in program e Does Not Require Workforce Development Ser
47. s a United States citizen or possesses documented authorization to work in the United States Check Yes for Veteran Status if the person actively served in the United States Armed Forces and was not dishonorably discharged NOTE If the person is a spouse of a veteran check Yes for Veteran Status When an enrollment record is created later choose Other Eligible under Veteran Type see Enrollment section starting on page 8 3 The General gt Basic screen appears with your client s contact and demographic information Jerry Smithie DOB Record Id 100258748 DHS IX Assessment Progra Services Case Notes History Tickler Additional Notes Employment Objectives Educ Lic Skills amp Abilities Job History rr Contact Info Residential Address MaNing Address Demographics Contact Information Social Security Number r I SSN Verified MAXIS SSN Verification Last Name First Name Middle Initial Primary Phone Ext O try D Primary Phone Incorrect Ext O try Secondary Phone Incorrect Secondary Phone Fax Email l Email Address Incorrect Residential Address Address 1 321 Naim Street Address 2 4 Click on the Program tab to begin the FastTRAC intake process 7 FastIRAC WF1 Manual Intake Entry Intake Entry covers a new FastTRAC application through approval and first activity The required order is Application Eligibility Enrollment and Activity Status
48. s left a program If a participant is co enrolled in a program that requires these follow ups the guidelines for that program must be followed If co enrollment is not occurring it is up to the individual FastTRAC site to decide if there is program value in having a formal follow up policy 5 You can re open a closed case in Program gt Outcome Click on Re open Prog Seq General Assessment Program Services Case Notes History Tickler Application Eligibility Enrollment Activity Status Employment Plan Interactions Outcome Summary Asa LL LLL H ram p Program Enroll Date Ext Date E Exit Reason aad Lii Agency Action FastTRAC 01 17 2012 06 22 2012 Other termination J Granholm Agency WIA Follow up Location One Re open Frog s g 29 FastIRAC WF1 Manual 6 Press OK when the following message appears Message from webpage i x This action will remove all record of this outcome and any follow ups It will re open this st program sequence Are you sure you want to permanently delete this outcome Cancel Permanently Ending a Participant Record As noted in the previous section Fast TRAC considers an individual s participation complete and exited from the program after an outcome has been saved At this point nothing else is required in managing that record However that individual will continue to appear on the list of cases assigned to the Navigator If for file management purposes you choose to remove
49. s purpose is to help Minnesota FastTRAC provider organizations add new applicants and update enrolled participants activities and services into the Workforce One WF1 case management system in a consistent manner The data support state and local reporting client case management and program evaluation Readers should have a Workforce One account and basic training on logging in searching for persons enrolling new program participants and other system features and functions This manual italicizes field names and bolds tabs links and buttons General DHS IX Assessment Program i Services ase Notes History Tickler Eligibility Enrollment Activity Status Employment Plan Outcome Interactions Update Application Program FastTRAC gt Program Sequence 2 Agency Goodwill Easter Seals Staff Entering Peter Butler indicates required information y Application Date 12 02 2011 Location Assigned Goodwill Ceriter for Families Staff Assigned Peter Butler y Save Cancel User Tips 1 The age field is automatically calculated from the date of birth field 2 Enter the decimal and two decimal places for dollar amounts but no comma or dollar sign 5000 00 not 5 000 3 You must have the appropriate access rights to view another program s data such as Minnesota Family Investment Program MFIP 4 WEI accepts upper or lower case entries so capitalize proper names Be careful not to accidently
50. t disabled yes and disability is an employment barrier Yes disability not a barrier to employment _ p _ Actual Family Size Same definition as Eligible Family Size 15 Annual Family Income No Significant Work History UI Benefit Status If no income was earned enter 0 Otherwise leave blank ONLY IF the information is unavailable Eligible not claimant Eligible claimant Exhaustee Ineligible labor force attachment Not eligible applicable 16 Offender Status ee ON ON ON N n Se Sess AIEN W 09 SS Se 2 FastIRAC WF1 Manual Financial Aid None Scholarship Student grant Student loan Work study 16 Number of Weeks of weeks unemployed Unemployed Out of Last 26 Dependents Under Age 18 Participant s number of dependents under 18 years of age Hourly Wage of Last Job Enter 0 if the person was unemployed the entire 26 weeks Leave blank ONLY IF the information is unavailable Previous Occupational Title Activity Status Type Initial activity choices at enrollment 17 19 Core services Staff assisted assessment Staff assisted job placement Staff assisted job search in area staff assisted job search out of area FastTRAC Training Type The options include Adult Career Pathways Bridge Program Integrated and Bridge PDIP Project Select Adult Career Pathways for all FastTRAC program enrollments after August 1 2011 EE EEEEEOEEEeeeee
51. to Program gt Enrollment for Enrollment New see image on next page e The four links directly under Enrollment New moves your cursor to each section Basic Information Fast RAC Basic Information Fast RAC Additional Information and Open Activity Status e The Person Record under the General tab automatically populates many Enrollment New fields but the client should confirm that the information is current e You must assign a staff person if not assigned previously e Scroll to the end of the web page and press Save as Pending if you cannot complete all your data entry Required fields can remain blank until you press Enroll Now 11 FastTRAC WF1 Manual Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment ivr lrctum Services Case Notes History Tickler Application Eligibility Activity Status Employment Plan Outcome Interactions Enrollment New EHI Information FastTrac Basic Information FastTrac Additional Information Open Activity Status Program FastTRAC Program Sequence 1 Agency Goddwill Easter Seals Goodwill Center for Families WSA Minneapolis Employment and Training WSA 10 Staff Entering Peter Butler Staff Assigned Assign to Staff lt None Selected Application Date 10 03 2011 Decision Date 10 03 2011 Basic Information indicates required information Social Security Number 000 22 3333 Last Name Sample First Name lama Middle Initial
52. upport Recipient Yes if the person receives Food Support formerly called Food Stamps through a county human services agency Refugee Assistance Recipient Yes if the person receives refugee assistance through a county human services agency 14 FastIRAC WF1 Manual General Assistance Recipient Yes if the person receives general assistance through a county human services agency Minnesota Supplemental Aid Recipient Yes 1f the person receives monthly a cash supplement through a county human services provider NOTE a response is optional Group Residential Housing GRH Yes 1f the person lives in a licensed or registered setting through a county human services agency NOTE a response is optional Actual Family Size Enter the number of persons related by blood marriage or adoption living in a single residence whose income must be counted for program eligibility same definition as Eligible Family Size Annual Family Income Multiply eligible family members income from the past six months by two and enter the result Determine self employment income from the most recent Federal Income Tax return or a more up to date record Pro rate a separated or divorced applicant s income on the length of time during the last six months that the applicant lived with the other wage earner If no income was earned enter 0 Otherwise leave blank ONLY IF the information is unavailable Assistance needed to
53. vices use for participants leaving or not continuing beyond BRIDGE class because the individual decided they are not interested in that career path e Employment Education Comb enters unsubsidized full time or part time employment and also continues education e Entered Armed Forces enters the Armed Forces e Entered Registered Apprentice Training enters a federal or state approved apprenticeship program e Entered Unsubsidized Employment enters unsubsidized full time or part time employment e Family Care Problems withdraws due to family care problems e Found Ineligible subsequently found 26 FastIRAC WF1 Manual e Health Pregnancy withdraws for health reasons or pregnancy e Institutionalized resides or will reside at an institution or facility providing 24 hour support such as a prison or hospital e Moved from area is moving or has moved from the area e Other Termination leaves program for any other reason e Personal Medical Problem leaves program because of personal or medical barriers to participation e Program Type Transfer participant exits one FastTRAC funding stream i e a career pathway and transferring to another FastTRAC funding stream e PWIR Placement participant is employed according to Wage Detail records but exact employment details are unknown e Refused to Continue refuses to continue receiving program services e Remained in School participant chose to continue on in school
54. vity Status for FastTRAC Continue New Activity Status oe 1 2 Enter information in the Open Activity Status section You must complete all required fields before hitting Save Iama Sample DOB 06 09 1990 Record Id 100252297 General DHS IX Assessment MAEN Services Case Notes History Tickler Application Eligibility Enrollment Employment Plan Outcome Interactions Open Close Activity Status Open Activity Status Close Activity Status indicates required information Program FastTRAC Program Sequence 2 Agency Goodwill Easter Seals Goodwill Center for Families Staff Entering Peter Butler Staff Assigned Rover Grover Enrollment Date 12 05 20 Open Activity Status Activity Status Type None Selected Activity Status SubType FastTrac Training Type None Selected Start Date P Funding Stream None Selected z Estimated End Date Estimated Hours Activity Status Type See the Glossary of Activity Statuses and Support Services in Appendix A for definitions of the FastTRAC activities Fast TRAC Training Type The participant s program The choices are e Adult Career Pathways Use for all program enrollments after August 1 2011 e Bridge Program e Integrated and Bridge e PDIP Project User Tip Some optional fields cannot be completed for certain Activity Status Types or become required for other Activity Status Types An error message appears in these situations whe
55. yy Email P Staff Assigned None Selected t PSearch Reset Cancel eee Search Help l For common last names enter the person s first initial with an to narrow the search results l User tip If the search returns no record search on last name instead of SSN or leave the first name field blank 5 FastIRAC WF1 Manual 3 Click on your client s name Last name searches return all records matching the last name and first initial Gf used while a SSN search returns one matching record Person Search List Last Name Johnson Results 3 First Name C Viewing 1 3 Name SSN City Birth Date Record ID Staff Assigned ohnson Caroline M 473 02 9583 Anoka 11 29 1973 100250590 Grinde Dan Johnson Clinton F 573 07 9189 White Bear Lake 01 01 1980 100256268 Bogan John Johnson Corrine 887 91 8104 Hutchinson 08 15 1957 100256604 Grams Jodi New Search Add a New Person Record Help Advanced Search Home Display 10 results per page Change display results 4 If your client is already in WF1 the General gt Basic screen appears with your client s contact and demographic information Caroline M Johnso DOB 11 29 1973 Record Id 100250590 i X General DHS IX Assessment Progra Services Case Notes History Tickler Additional Notes Employment Objectives Educ Lic Skills amp Abilities Job History a Return To Search Results Contact Info Residen Ciadd ess Mailing Address Demogr
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