EOIS Case Management System Service Provider User Guide
Contents
1. 2014 The Queen s Printer Release 4 0 Version 2 3 Page 26 of 27 EOIS Case Management System Service Provider User Guide 10 3 Report Troubleshooting and Tips gt am not able to access the EOIS Service Provider Reporting Website Ensure that your internet browser supports 128 bit encryption and that JavaScript and cookies are enabled gt What does it mean when the report is blank The report has no data associated with it For example the performance report may be blank if there are no clients who have completed the program within the report period gt How can tell if the report run has been successful The notification message area under the blue navigation bar will indicate if the report runs are successful or if there is an issue gt How do know where am located on the EOIS Service Provider Reporting Website The you are in line under the notification message shows your location on the website Click on Home SDS Reports or Rollup Reports to navigate back to a main report area gt How do get rid of the page header footers in a report that is exported to Excel Sort the report and delete the page headers and footers gt How to view a French report Click on the Francais link on the top right of the screen 2014 The Queen s Printer Release 4 0 Version 2 3 Page 27 of 272. Reporting from the list of available applications Francais a Lb Ontario ONe key Welcome helpdesk_2 Last Login 10 01AM 04 Jul 2014 Help Logout ONe key Account i ee ae My Services ONe key has made several changes Find out more Manage my Account You currently have access to the service s listed below Logout You can enrol for accessing additional services from the Available Services menu on the left side of the screen Available Services Business Services e EOIS CaMS Application e EOIS CaMS Reportin Personal Services Services by Category gt All Services from A to Z Find Available Services 2 Start typing to search 2014 The Queen s Printer Release 4 0 Version 2 3 Page 10 of 27 EOIS Case Management System Service Provider User Guide gt Step 3 Enter your EOIS CaMS Authentication Number also known as your EOIS Cams Private Identification Number PIN in the EOIS CaMS Authentication number field and click on the Submit button p n b Ontario ONe key ONE KEY PORTAL LOGOUT Last login 10 02AM 04 Jul 2014 Confirm your identity Required Field EOIS CaMS Private Identification Number PIN eoccce Please enter your EOIS CaMS Private Identification Number PIN Ce oe O cet The EOIS Service Provider Reporting Website will appear be A EO Partners Gateway Ontario ca Fran ais Ontario MINISTRY OF TRAINING COLLEGES ano UNIVERSITIES
3. Release 4 0 Version 2 3 Page 24 of 27 EOIS Case Management System Service Provider User Guide 10 1 5 2 Printing Reports Reports from the website can be printed PDF reports have been formatted to print on screen It is recommended that the client level data reports provided in Excel format be altered in Excel before printing The Quick Reference at the end of this chapter describes the report format types allow for data sorting and analysis Due to their size these reports Client level data reports have been provided in Excel format to have not been formatted appropriately for printing System Steps gt Step 1 Open the report that is to be printed If printing from Excel modify the print setup to ensure that it is formatted properly for printing gt Step 2 Click on the Print button from the File menu gt Step 3 Choose the appropriate settings for printing and print 2014 The Queen s Printer Release 4 0 Version 2 3 Page 25 of 27 EOIS Case Management System Service Provider User Guide 10 2 Report Header and Footer Content Report Headers and footers contain report specific information such as e top right the report generation date the date the report was run e top centre the report title and reference number e top left run time parameters displayed for pre processed and on demand reports the parameters selected when the report was processed or when the report is run on
4. Management System Transfer Data Every Night Access lt Data A Transfer Data Every Night _ EOIS Reporting Database IFIS Contract Management System Access on demand__ _ amp precompiled a EOIS Reporting Website Ministry Report User Note Ministry users access Infoview by logging in through their ministry network password Export Precompiled Reports daily weekly or monthly Access v Precompiled lt R s epots Service Provider Report User Note Service Providers access reporting website by logging in through One Key 2014 The Queen s Printer Release 4 0 Version 2 3 Page 5 of 27 EOIS Case Management System Service Provider User Guide 10 1 1 Reporting Process When a service provider is created in the Case Management System a system automated Service Provider Identification SPID number is generated starting in the 3000 series i e 3002 As affiliated service delivery sites are created the system will generate a site ID by adding a letter to the corresponding SPID i e 3002A When a service plan is created the user must identify the affiliated service delivery site using the identification number assigned All service plan data and corresponding participant and employer information will be linked to the service plan that is affiliated to the service delivery site serving the client Data from the Case Management and Contract Management systems is t
5. Management System Service Provider User Guide Location bar The Location bar will indicate your location on the website Example You are in SDS Reports service Provider ID service delivery site ID ES Service Quality or You are in Rollup Reports gt ES Service Quality gt Ontario gt 2009 MINISTRY OF TRAINING COLLEGES ano UNIVERSITIES EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided in SDS Reports gt CLUB 2000 NIAGARA INC gt 4172A CERF Niagara L Moris Log Out Please select report All Reports Your current selection is All Reports program ES Reports LBS Reports Submit OSEB Reports SJS Reports Non Program Specific Reports Y 4172A CERF Niagara Es all Data Employer Placement Es all Data Outcomes Follow ups Es All Data RI gt ES All Data Service Plan Profile Brera lass armoa 2014 The Queen s Printer Release 4 0 Version 2 3 Page 19 of 27 EOIS Case Management System Service Provider User Guide Rollup Report Navigation System Steps gt Step 1 Click on the Rollup Reports link in the website blue navigation bar to view the rollup reports Reports are typically available for the following levels depends upon the report Provincial Region and Sub Region Navigation is completed in the same manner as the SDS report section described above where the most current re
6. demand Note post processing filter parameters are not displayed e report run frequency how often the pre processes report is run and the date the report data was refreshed most likely based on the previous business day e medium sensitivity statement identifies that the report content is of medium sensitivity based on the personal information stored within the system and reports Reports containing personal information should not be left out in the open they should be shredded when disposed and electronic versions of reports should be saved in a secure location For more information refer to the privacy on line module e Bottom left report version and last revised date refers to the current version of the report template to note when changes are made and date when the change was applied bottom left e Page X of X in the bottom right hand corner of the report notes the current page and number of pages in the report Generated on 11 Dec 2009 w gt EMPLOYMENT Ontario ONTARIO Medium Sensitivity Report Title Ref 17 Run time parameters Service Provider 3021 SDS Ref Number 3021A Fiscal Year 2009 Report run frequency Weekly This report s data is current to date use dw_etlcontrol LAST_ETL_DATE Information presented in this reportis for Ministry use only and is not intended for external distribution Medium Sensitivity Medium Sensitivity Report Version 0 0 0 1 last revised on Dec 09 2009 Page 1 of 1
7. their EOIS CaMS Enrolment Number and PIN Staff that have access to both the Case Management System and reports will have the same Enrolment Number and PIN for both Report users will not require individual licenses therefore there are no limitations on the number of report users per service provider 10 1 3 Report Users There are two report user roles one for service provider managers those who manage caseworkers and one for all other service provider staff including caseworkers and administrative staff A staff level role does not have access to client level reports that identify caseload summaries A service provider manager may delegate their reporting role to staff if they choose delegation changes will be made via the SPRA For more information on report access roles refer to the EOIS Reports Desk Aid found on the Employment Ontario Partners Gateway 2014 The Queen s Printer Release 4 0 Version 2 3 Page 7 of 27 EOIS Case Management System Service Provider User Guide 10 1 4 Accessing the EOIS Service Provider Reporting Website Once authenticated by ONe key service provider delivery sites access reports by clicking on the EOIS Reporting link on the Resource page Required Prerequisite Steps gt Step 1 Reporting accounts will be set up based on the reporting roles identified on the Service Provider Staff EOIS CaMS Registration form provided to the Service Provider Registration Au
8. ups gt 2011 Morris Log Out Please select report D Your current selection is All Reports program ES Reports LBS Reports Submit OSEB Reports ea SJS Reports Non Program Specific Reports YV 4172A CERF Niagara gt Es All Data Employer Placement YVES All Data Outcomes Follow ups Y 2011 December Guide Y 2012 January Guide February Guide xl 2014 The Queen s Printer Release 4 0 Version 2 3 Page 17 of 27 EOIS Case Management System Service Provider User Guide Guide link A Detail Reporting Guide is available for each report type To access the guide click Guide next to the report Guides will be based on both the current and historical versions of reports The same guide is applicable for rollup reports Please select report Your current selection is ES Reports program p LBS Reports submi OSEB Reports SJS Reports Non Program Specific Reports Y 4172A CERF Niagara gt ES All Data Employer Placement gt ES All Data Outcomes Follow ups Es All Data RI gt ES All Data Service Plan Profile VES Case Activity gt 2012 2013 gt January gt February March 05 March 2013 06 March 2013 Ps Employers gt ES Service Quality gt Es Detailed Service Quality Guide CONTACT US QUEEN S PRINTER FOR ONTARIO V3 5 3 2013 LAST MODIFIED 26 8 09 11 35 AM 2014 The Queen s Printer Release 4 0 Version 2 3 Page 18 of 27 EOIS Case
9. EOIS Case Management System Service Provider User Guide Chapter 10 Case Management System Reports Version 2 3 July 2014 EOIS Case Management System Service Provider User Guide Document History Version Description Initial version released prior to the launch of the me Y Sa system on August 4 2010 1 01 May 2011 2 0 January 2012 Review and edit for Release 3 0 2 1 April 2012 Update to section 10 1 3 Report Users 2 2 April 2013 EOIS Reporting website navigation 23 July 2014 Updated ONe Key screenshots to reflect changes to that application 2014 The Queen s Printer Release 4 0 Version 2 3 Page 2 of 27 EOIS Case Management System Service Provider User Guide TABLE OF CONTENTS DOCUMENT HISTORY siicsss ccasecseacussties duseccusedtovina sduausussecnstaassiodsesssdecieastnsevaseanceuvdsioveseeds 2 10 CASE MANAGEMENT SYSTEM REPORTS 10 1 Reporting Environment 10 1 1 Reporting Process 10 1 2 Reporting Access 10 1 3 Report Users 10 1 4 Accessing the EOIS Service Provider Reporting Website 10 1 5 EOIS Service Provider Reporting Website Navigation 10 1 5 1 Saving Reports 10 1 5 2 Printing Reports 10 2 Report Header and Footer Content 10 3 Report Troubleshooting and Tips Release 4 0 Version 2 3 2014 The Queen s Printer Page 3 of 27 ONN OO 12 25 26 27 EOIS Case Management System Service Provider User Guide 10 Case Management System Repo
10. EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided Please select report p Your current selection is All Reports program ES Reports LBS Reports Submit OSEB Reports Eee SJS Reports Non Program Specific Reports gt 4172A CERF Niagara 2014 The Queen s Printer Release 4 0 Version 2 3 Page 11 of 27 EOIS Case Management System Service Provider User Guide 10 1 5 EOIS Service Provider Reporting Website Navigation Language selection Users have the ability to toggle between English and French text on the website without losing the data on the page To toggle between languages click Francais be Z EO Partners Gateway Ontario ca Ontario MINISTRY F TRAINING COLLEGES ano UNIVERSITIES ee oe SSS EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in SDS Reports gt CLUB 2000 NIAGARA INC gt 4172A CERF Niagara Morris Log Out Please select report program Your current selection is All Reports LBS Reports OSEB Reports Non Program Specific Reports 2014 The Queen s Printer Release 4 0 Version 2 3 Page 12 of 27 EOIS Case Management System Service Provider User Guide Notification section A notification message is available on the home page of the website under the blue navigation bar This message wil
11. Specific Reports gt 4172A CERF Niagara 2014 The Queen s Printer Release 4 0 Version 2 3 Page 15 of 27 EOIS Case Management System Service Provider User Guide gt Step 2 After selecting a Report Program click on a service delivery site to see a list of the available reports To view a report click on the report link Please select report program Your current selection is ES Reports Non Program Specific Reports Y 4172A CERF Niagara gt Es all Data Employer Placement gt Es All Data Outcomes Follow ups gt Es All Data RI VY Es All Data Service Plan Profile gt 2011 Y 2012 January February June July August September ES Case Activity des Employers ES Service Quality gt ES Detailed Service Quality 2014 The Queen s Printer Release 4 0 Version 2 3 Page 16 of 27 Guide Guide Guide Guide Guide Guide Guide EOIS Case Management System Service Provider User Guide gt Step 3 To see a previously run or historical report click on the chevron beside the report and then continue to expand the year month chevrons until you ve navigated to the report that you wish to view Click on the report link to view the report EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in _ SDS Reports gt CLUB 2000 NIAGARA INC gt 4172A CERF Niagara gt ES All Data Outcomes Follow
12. avigation bar MINISTRYOF TRAINING COLLEGES ano UNIVERSITIES m 5 i EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in SDS Reports gt CLUB 2000 NIAGARA INC gt 4172A CERF Niagara Morris Log Out Please select report All Reports Your current selection is All Reports program ES Reports LBS Reports Submit OSEB Reports SJS Reports Non Program Specific Reports Y 4172A CERF Niagara gt ES All Data Employer Placement Es all Data Outcomes Follow ups Es All Data RI gt Es All Data Service Plan Profile en on 7 2014 The Queen s Printer Release 4 0 Version 2 3 Page 14 of 27 EOIS Case Management System Service Provider User Guide SP Report Navigation System Steps gt Step 1 A list of service delivery sites affiliated with the service provider will appear at the bottom of the page From the Report Program Selection list users have the ability to filter the desired programs they want to view Choose a selection and click Submit 7 EO Partners Gateway Ontario ca Francais pe Ontario MINISTRY OF TRAINING COLLEGES ano UNIVERSITIES EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in SDS Reports gt CLUB 2000 NIAGARA INC Morris Log Out Please select report program Non Program
13. l Data Service Plan Profile Rollup gt ES Detailed Service Quality Rollup ES Service Quality Rollup 2014 The Queen s Printer Release 4 0 Version 2 3 Page 21 of 27 EOIS Case Management System Service Provider User Guide gt Step 3 After selecting the Report Program click on the desired Region or Province Notification message not provided You are in Rollup Reports gt ES All Data Outcomes Follow ups Rollup sss sttsti lt lt CS CS S SSSCCC ste st Log Out Please select report program Your current selection is ES Reports p LBS Reports Submit OSEB Reports SJS Reports Non Program Specific Reports gt Es All Data Employer Placement Rollup VES All Data Outcomes Follow ups Rollup gt ontario gt central P Eastern gt Northern Western ES All Data RI Rollup ES All Data Service Plan Profile Rollup gt Es Detailed Service Quality Rollup Es Service Quality Rollup 2014 The Queen s Printer Release 4 0 Version 2 3 Page 22 of 27 EOIS Case Management System Service Provider User Guide gt Step 4 A list of reports available to the Region Province will appear To view the report click on the report link The most current report will be displayed HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in Rollup Reports 3ES All Data Outcomes Foll
14. l relate to report issues or updates For example report status messages such as all reports have been successfully run or report X failed to run and will be available by X date MINISTRY OF TRAINING COLLEGES ano UNIVERSITIES ea Eg o e a e _ e EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message You are in SDS Reports gt CLUB 2000 NIAGARA INC gt 4172A CERF Niagara i Morris Log Out Please select report program Your current selection is All Reports Non Program Specific Reports 2014 The Queen s Printer Release 4 0 Version 2 3 Page 13 of 27 EOIS Case Management System Service Provider User Guide Navigation bar There are two groups of reports available to service provider staff e reports specific to a service provider service delivery site shown under the SDS Reports section e rollup reports that aggregate data into sub regions regional and provincial reports shown under the Rollup Reports section Once the user logs in to the EOIS Service Provider Reporting Website they will be brought to the SDS Reports page noting the service delivery site affiliated with the service provider To navigate to aggregated Rollup Reports click on the Rollup Reports link in the blue header bar For a list of who to contact see the Contact Us link under the blue navigation bar To log out click on the Log Out link on the blue n
15. ow ups Rollup gt Central gt 2013 TTN test Log Out Please select report Your current selection is ES Reports program pD LBS Reports OSEB Reports Eaa SJS Reports Non Program Specific Reports gt Es All Data Employer Placement Rollup VY Es All Data Outcomes Follow ups Rollup b Ontario Y Central gt 2011 gt 2012 2013 gt Eastern gt Northern gt western Es all Data RI Rollup Es All Data Service Plan Profile Rollup 2014 The Queen s Printer Release 4 0 Version 2 3 Page 23 of 27 EOIS Case Management System Service Provider User Guide 10 1 5 1 Saving Reports System Steps gt Step 1 Once you have navigated to the report follow section 10 1 4 click on the link for the report Depending on the report they may be in either Adobe pdf Excel xls Word doc or data file csv format gt Step 2 To save a report click on the Save button in the File tab or right click on the report file and select save target as or save link as Choose the path where the file is to be saved and an appropriate name for the report Exported reports are saved to the file folder chosen by the individual A It is advised that reports containing individual client information be saved to a secure location For more information refer to the ES Service Providers Handbook for Privacy Confidentiality and Security 2014 The Queen s Printer
16. port is shown first HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in Rollup Reports gt ES All Data Outcomes Follow ups Rollup test Please select report program Your current selection is ES Reports Non Program Specific Reports gt Es all Data Employer Placement Rollup YES All Data Outcomes Follow ups Rollup gt ontario gt central gt Eastern b Northern western gt ES All Data RI Rollup gt Es All Data Service Plan Profile Rollup gt Es Detailed Service Quality Rollup gt ES Service Quality Rollup 2014 The Queen s Printer Release 4 0 Version 2 3 Page 20 of 27 EOIS Case Management System Service Provider User Guide gt Step 2 From the Report Program Selection list users have the ability to filter the desired programs they want to view Choose a selection and click Submit MINISTRYOF TRAINING COLLEGES ano UNIVERSITIES SS EOIS SERVICE PROVIDER REPORTING HOME SDS REPORTS ROLLUP REPORTS CONTACT US LOG OUT Notification message not provided You are in Rollup Reports _ Please select report test Log Out Your current selection is ES Reports program Non Program Specific Reports gt Es all Data Employer Placement Rollup gt Es all Data Outcomes Follow ups Rollup Es all Data RI Rollup gt Es Al
17. ransferred to the reporting database overnight this means that report data is current as of the end of the previous business day The database information is updated each day and the new information is used to generate reports Service delivery site reports are generated based on the Service Delivery Site ID associated to the data and posted to the EOIS Service Provider Reporting Website Each report has been assigned a run schedule with pre processed reports ranging from daily weekly or monthly run times Report data is current as of the end of the previous business day Service providers will only have access to their own service delivery site reports plus reports aggregated to the sub region region and province For more information on report types and run timeframes refer to the EOIS Reports Desk Aid found on the Employment Ontario Partners Gateway 2014 The Queen s Printer Release 4 0 Version 2 3 Page 6 of 27 EOIS Case Management System Service Provider User Guide 10 1 2 Reporting Access Report access is provided through a Service Provider Registration Authority SPRA who will affiliate the Service Provider and Service Delivery Site IDs to reporting user accounts Service delivery sites will access reports using their ONe key username and password Once authenticated by ONe key there will be a link for the EOIS Service Provider Reporting Website on the EOIS Resource page Users must then enter
18. rts Information in the EOIS Case Management System can be analyzed by means of standardized reports that are available to ministry staff and external service providers This chapter provides an overview of report types the reporting process user roles and how to access reports via the EOIS Service Provider Reporting Website In addition to this guide detailed EO S Report User Guides noting the specific data sources and calculations will be provided on the EOIS Service Provider Reporting Website In order to access the EOIS Service Provider Reporting Website users require at minimum Microsoft Internet Explorer 6 0 Ensure that your internet browser supports 128 bit encryption and that JavaScript and Cookies are enabled The optimal screen resolution for viewing reports is 800x600 pixels 2014 The Queen s Printer Release 4 0 Version 2 3 Page 4 of 27 EOIS Case Management System Service Provider User Guide 10 1 Reporting Environment The following diagram illustrates the transfer of data between the Case Management System the Contract Management system and the end user The EOIS Reporting system consists of e adatabase that holds data from both the EOIS Case Management and Contract Management systems e an Infoview tool that publishes and allows ministry staff to access reports and e an EOIS Service Provider Reporting Website that allows service provider staff to access reports fe Case
19. thority SPRA gt Step 2 The user will receive confirmation of their user account creation in the form of two emails The first will contain their CaMS Enrolment Number The second email which will follow 48 hours later will contain their CaMS Personal Identification Number PIN An email will be sent to the user s inbox indicating the PIN for accessing the EOIS Service Provider Reporting Website a Staff that have access to both the Case Management System and reports will have a single user account with one Enrolment Number and PIN for both SRE 2014 The Queen s Printer Release 4 0 Version 2 3 Page 8 of 27 EOIS Case Management System Service Provider User Guide System Steps gt Step 1 Log in to ONe key https www iaa qov on ca iaalogin IAALogin jsp This is the same process as logging into the Case Management System Enter the One key ID and Password and click on the Login button Francais M 2 Ontario ONe key _Sign ip Sign in with your ONe key ID ONe key ID New to ONe key A ONe key account gives you secure access to Ontario Government programs and services Learn more Password Don t have a ONe key ID Sign up now Can t access your account 2014 The Queen s Printer Release 4 0 Version 2 3 Page 9 of 27 EOIS Case Management System Service Provider User Guide gt Step 2 A list of applications will appear Select EOIS CaMS
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