Apprenticeship (APPR) User Manual for Training Delivery Agents
Contents
1. 5b If the client has failed the class from the What would you like to do drop down menu select Record the selected client as failed and click Go This opens the client s Reportable Subjects Results page Check off the subjects that the client has successfully completed leave the others blank and click Save Go back to the View Class List page The client will display with a Course Participation status of Complete and the result of Failed NOTE The TDA will not be able to change results for a Pass or Fail result once documented The TDA will forward a request to adjust the results to the School Scheduling Clerk Viewing TDA contract information 2 5 2 2 6 Viewing TDA contract information When to use Use this procedure to view your TDA contract information Note Only the ministry Financial Program Analyst can update contracts payments and deliverables information When a seat purchase contract has been received and signed by the TDA the value of the initial approved full time plan and the initial approved full and the initial approved part time plan is entered for your TDA by the ministry s Financial Program Analyst The contracted Seat Purchase Plan is the sum of both these entries If the value of the contract needs to be increased later in the year this increased amount will appear as the amended total contract value The amended total contract value will d2. Passed or Failed to Completed or Required Ceased Training Required Passed or Failed to Completed or Required Did Not Attend Required Only the ministry Financial Program Analyst School Scheduling Clerk and Field Office Manager can perform these actions Proof of upgrade from TDA Viewing TDA contract information 2 5 1 To change the class results from Marks Withheld to Passed or Failed Step Action 1 From the Left Navigation Bar click My TDA Information 2 Go to the Course Offerings tab Select the appropriate class listed underneath the program for which the client has been offered a course by clicking the check box next to the class number Note It is helpful to use the Program filter so that you are only displaying classes for that program From the What would you like to do drop down menu select View the class list for the selected class and click Go 5a On the View Class List page select the client for which you want to adjust the result by clicking on the check box next to the client s name If the client has passed the class from the What would you like to do drop down menu select Record the selected client as passed and click Go Result You will automatically be returned to the View Class List page and the client will display with a Course Participation status of Complete and the result of Passed
3. Work Item Use this procedure to enrol a client in a class Class enrolment typically occurs up to 5 business days for full time classes or up to 21 business days for part time classes following the start date of aclass Class enrolment precedes validation TDAs School Scheduling Clerks and Employment amp Training Consultants can perform this action Recording the enrolment is done through the TDA s Course Offerings tab Use the View Class List page to record the response Clients that were confirmed in a class may have withdrawn prior to enrolment day Clients not present in a class on the enrolment day will be considered as no show and will be entered in the EOIS APPR as Did not attend A work item Enrolment Overdue First 5 or 21 days will be generated and assigned to the TDA work queue via a scheduled process e onthe 5 business day after the start date of a full time class and e onthe 21 business day after the start of a part time class when there are clients in the class with a status of Confirmed and when there are no clients scheduled to a class The TDA will view the class list based on the class number displayed in the work item and update the class participation status for the clients confirmed Every 7 days thereafter when there are still clients in the class with a status of Confirmed the work item Enrolment Overdue After 7 days will be sent to the TDA See
4. Appendix A for additional details Enrolling a client in a class 2 2 1 Inputs A printed class list is generally used to identify the clients that are expected to attend on the first day of class If additional clients are accepted in the class they are manually offered by ministry staff then confirmed and then enrolled in EOIS APPR After the client is enrolled ministry staff can validate the client If it is determined that clients who have confirmed will not attend they should be withdrawn from the class before the class is validated Step Action From the Left Navigation Bar click My TDA Information Go to the TDA s Course Offerings tab Select the appropriate class listed underneath the program for which the client has been offered a course by clicking the check box next to the class number Note It is helpful to filter the program so that you are only displaying classes for that program From the What would you like to do drop down menu select View the class list for the selected class and click Go On the View Class List page select the client s which you want to enrol by clicking the check box next to the client name From the What would you like to do drop down menu select Enrol the selected client s in the class and click Go On the Change Status screen click Save The message Update applied is displayed at the top of the page Click on the
5. Once a class is locked the TDA or ministry staff cannot adjust the class Only the Financial Program Analyst has the authority to make changes to a locked class Note A client that was previously entered as Enrolled can be withdrawn from the class prior to validation Clients who are not present in the class at the time of validation will be considered as no show and will be entered in EOIS APPR as Did not Attend Validating class participation and locking class enrolment 2 3 1 Work Item A work item Confirmation of Class validation will display in the TDA work queue once a class has been locked based on the School Scheduling Clerk validating clients in a class The TDA will review the class list to ensure the accuracy of clients validated When the TDA user opens the linked work items beside the date assigned the class number will appear as a link and when opened it will open the view class list page If the class is accurate the TDA user can use the location bar to return to the work item and complete it See Appendix A for additional details Inputs Validation is based on the acceptance of the enrolment by the TDA and will incorporate any changes after enrolment but before class is locked At the time of class validation clients who are not present will be marked as Did not attend Validating class participation and locking class enrolment 2 3 2 2 4 Entering class results When to use
6. Use this procedure to enter class results once a client has completed their schooling Results can only be added for clients who have been validated in a class You can enter the class results as any of the following actions Passed Failed Ceased training Marks withheld The following table shows the results of the various actions on a client s Course Participation status Status in Class when entering the client s class results Action Course Class Result Participation Status Passed Completed Passed Failed Completed Failed Ceased training Ceased training None Marks withheld Remains Marks withheld Validated The Status in Class of Completed will display a class result of Pass or Fail Completed implies that the client attended and finished the course The client can also have their status documented as Ceased Training or Marks Withheld Marks Withheld implies that the client completed the course and once other conditions are met the class result will be adjusted to Passed or Failed The Course Participation status must be Completed and the class result must be Passed for the client to be scheduled for the next required level If the course result is Failed the client will be scheduled to repeat the level Viewing TDA contract information 2 4 1 Work Item The work item Class results overdue will be generated and assigned to the TDA w
7. format Note If there is no class client information to display based on the timing of the request a message will display that indicates No classes found with clients in the status of offered If the client s status changes from offered to confirmed or declined etc in EOIS APPR after the report has been created the next time the report is run the client will not appear on the list since only clients with the status of offered display Step Action 1 From the Left Navigation Bar click My TDA Information 2 Go to the TDA s Course Offerings tab 3 From the What would you like to do drop down menu select Create class list and click Go Note Depending on the size of the file this process can take a few minutes to complete 4 A pop up window will appear entitled File Download You have the choice to Open or Save this file 5 If you chose to save the file you will be required to select a location to save it in and click SAVE 6 Once the file has been saved a pop up window will appear which indicates Download Complete You have the following three choices Open Open folder or Close Creating a class list 2 7 1 CHAPTER 3 3 0 Viewing and completing TDA work items When to use Work items are sent to TDAs as reminders that work is outstanding There are work items associated with Low confirmation enrolment overdue first 5 21 days enrolment o
8. subjects are shown with Required status and have a check box Click View Class List on the Location bar to return to the View Class List page The numbers displayed on View Class List will be recalculated based on a client being changed from a Course Participation status of Validated to Completed The validated number will reduce by one for each client that is completed Viewing TDA contract information 2 4 3 Step Action When the class is locked and all clients in the class are complete you can determine the number of clients that were validated in the class by subtracting the Number of Seats Available from the Max seats e g Max seats 60 minus seats available 5 55 Viewing TDA contract information 2 4 4 2 5 Changing class results When to use Inputs Client results may need to be upgraded or changed due to data entry error TDAs will only be able to change Marks Withheld to Passed or Failed where the client s Course Participation status remains as Validated with Marks Withheld result Once changed the reportable subject will indicate Complete if Passed or Required if Failed TDAs must contact ministry staff to make any of the following changes Amendment type Original status New status of of Reportable Reportable Subject Subject Passed to Failed Completed Required Failed to Passed Required Completed
9. to see client scheduled to class clients schooling preferences match the of a full time or part time class class being offered and the number of and will stop 15 days prior to clients confirmed in the class has not the start date of the class exceeded the class maximum Low confirmation warning To advise the user the number of 45 days prior to the start date TDA In TDA record via the Work TDA Note if the work confirmed clients in a class is less than of a full time or part time class items tab item is not manually the planned number of seats for the class completed a scheduled process will automatically complete it on the class start date No response from Client Clients with the status of offered will be Will be run daily and will occur N A Client with a status of offered in N A changed to a course participation status of if the current date is 20 or a class will be changed to no no response more business days beyond response on the class list the start date of a full time class or 40 or more business days from the start date of a part time class Enrolment overdue first 5 To remind TDA that there are classes Will be run daily and will TDA In TDA record via the Work The TDA can manually or 21 days with no clients associated empty classes or there are classes with clients in the status of Confirmed that should be enrolled or removed from class appear if it is 5 business days after the start date of a full
10. will appear locked on view class list N A Confirmation of Class validation To remind TDA that the class has been locked and to review class list to ensure accuracy Will be run daily TDA Class will appear locked on view class list The TDA will need to manually complete this work item once the class has been reviewed as accurate Class results Overdue To remind TDA that the schooling results are overdue for classes with clients in the status of validated Will be run daily and will appear if it is 7 days beyond the end date of the class Appendix A Scheduled processes and background processes for schooling TDA In TDA record via the Work items tab The TDA can manually complete this work item or a Scheduled process will change it from in progress to complete 7 days after the work item was assigned If clients in the class remain in the status of validated the class number will refresh and display under Class results Overdue
11. Action 1 Select the campus to which you want to update information by clicking on the check box next to the campus name From the What would you like to do drop down menu select Update the selected campus and click Go On the Add Update Campus page update the campus name address or mailing address information For each address enter the appropriate postal code and click Look up Address This will open the Postal Code Look up application Click Next once you have added the information to return to the Add Update Campus page Click Save Go back to the TDA General page Under the Campuses section you will see the updated campus information Adding and updating campus information 4 2 1 To add a new contact to the campus Step Action 1 Select the campus for which you want to add a new contact by clicking on the check box next to the campus name 2 From the What would you like to do drop down menu select Add a new contact to the selected campus and click Go 3 On the Add Update Campus Contact page add the appropriate contact information Click Save 4 Go back to the TDA General page Under the Campuses section you will see the new campus contact information To update a campus contact Step Action 1 Select the campus contact which you want to update by clicking on the check box next to the campus contact name 2 From
12. Ministry of Training Colleges and Universities Apprenticeship APPR User Manual for Training Delivery Agents Prepared by EOIS APPR Business Team Date April 2013 Version Version 8 0 Table of Contents CHAPTER 1 1 0 Introduction to the EOIS APPR User Manual for TDAs 0 1 0 1 CHAPTER 2 2 0 Schooling Pre class Post start date and Post finish date activities 2 0 1 2 1 Recording a client s response to an offer of classroom training 2 1 1 2 2 Enrolling a client in a class 00 00 eecccceceeeeeeeeeseeeeeeeeeeeeeeeseeeeneaeeeeeeees 2 2 1 2 3 Validating class participation and locking class enrolment 2 3 1 2 4 Entering class TOSUNS 3a atts ce eter denevavsuetouguceesckevolateeeietesSesewetee 2 4 1 2 5 Changing class reSults cccccceceeeeeeeeeeeeeeeeeeenneeeeeeeeeeeeeeeennneeeeeeeees 2 5 1 2 6 Viewing TDA contract information c ceeeeeeeeeeeeeeeeeeeeenneeeeeeeees 2 6 1 2 7 Creating a class list at ick weet ose ac aiccettenecan dane endcoaneen tanccendcesea 2 7 1 CHAPTER 3 3 0 Viewing and completing TDA work iteMS ccceeceeeeeeeeeteeeeeeeees 3 0 1 CHAPTER 4 4 0 Maintaining TDA information ccceeeeeeeeeeeeeeeeeteeeeeeeeeeeeeeeeetanees 4 0 1 4 1 Adding and updating TDA information ceeeeeeeeeeeeeeeeeeetteees 4 1 1 4 2 Adding and updating campus information ccccceeeeeeeeeeteees 4 2 1 CHAPTER 5 5 0 TDA Subscriber IMf
13. OrnMmatlO ns ces setas cin secxetevocecsycenec test agietetteiaae 5 0 1 Appendix A Scheduled processes and background processes for schooling 1 CHAPTER 1 1 0 Introduction to the EOIS APPR User Manual for TDAs Purpose Scope How to use this manual If you need help The purpose of this User Manual for TDAs is to describe how ministry apprenticeship business is performed using the Employment Ontario Information System Apprenticeship EOIS APPR As system related procedures are updated the version number and the issue date will also be updated to reflect the current version The following procedures are described in this manual e Schooling Pre class Post start date and Post finish date activities o Recording a client s response to an offer of classroom training o Enrolling a client in a class o Validating class participation and locking class enrolment o Entering or changing class results Viewing TDA contract information Maintaining TDA information e g addresses contact information e Maintaining your Work Queue Each chapter has an Overview section that includes When to use that describes the purpose of each procedure Each procedure includes e Howto use the procedure including information to consider before proceeding further e Inputs to the procedure e Work items generated by the procedure if applicable and e Steps and page actions required to perform the procedure For
14. View Class List link on the Location bar to return to the TDA s View Class List page Use the Show filter to display the Enrolled clients When viewing the class list you can see the number of clients with the Course Participation status of Enrolled beside the Clients enrolled section at the top of the page Once a client is changed from Confirmed to Enrolled the Clients confirmed count will be decreased by one and the Clients enrolled count will be increased by 1 Result The client s status has been changed to Enrolled To return to the TDA record click TDA Course Offerings on the location bar Enrolling a client in a class 2 2 2 2 3 Validating class participation and locking class enrolment When to use The ministry School Scheduling Clerk is required to validate a class to confirm the enrolment reported by the TDA If the School Scheduling Clerk discovers that there are changes to the class list after clients have been enrolled she he would make these adjustments before validating clients Validation is usually done by the 5 business day after a full time class has started or the 21 business day after a part time class has started providing the clients in the class have a course participation of enrolled The ministry Financial Program Analyst can also validate class participation A class will become locked automatically when all clients in the class have been validated
15. ation Use the following table to determine who can perform the actions to record the client s response in the EOIS APPR Action Role Confirmed TDA School Scheduling Clerk Declined TDA School Scheduling Clerk Employment amp Training Consultant Exam Invigilator Field Office Staff Did not respond _ TDA School Scheduling Clerk Withdraw TDA School Scheduling Clerk Recording a client s response to an offer of classroom training 2 1 1 Work Item Inputs Recording the client s response can be done through the TDA s Course Offerings tab This is used to look up the entire class list when updating the client s response to an offer of classroom training You can sort the list of classes by year as well as by campus class number delivery mode start date and status The page action View Class List for the selected class is used to display the apprentices scheduled and record their response Note The View Class List page has a Show filter that allows you to filter the clients in the class based on their Course Participation status e Current statuses which include Offered Confirmed Enrolled Validated and Completed e Non Current statuses which include Declined No response Withdrawn Did Not Attend and Ceased Training e All statuses e Show clients separately who have one of the following statuses Confirmed Offered Declined Completed Enrolled and Validated The work item Lo
16. e procedures to maintain your Training Delivery Agent these TDA record procedures TDA staff can perform the following actions Add and update TDA contact information Add and update campus contact information Update TDA address Update campus information address Maintaining TDA information 4 0 1 4 1 Adding and updating TDA information When to use Use this procedure to add or update the following TDA information e Add anew contact to the TDA e Update TDA contact information e Update TDA address information Inputs For all of the procedures Step Action 1 Click Contact Information from the TDA Home Page which will take you to the General tab To add a new contact to the TDA Step Action 1 From the What would you like to do drop down menu select Add a new contact to the vendor TDA and click Go 2 On the Add Update Vendor TDA Contact page enter the contact information and click Save 3 Go back to the TDA General page Under the Administrative Office section you will see the new contact information Adding and updating TDA information 4 1 1 To update TDA contact information Step Action 1 Select the appropriate contact name in the Administrative Contact section by clicking the check box next to the name 2 From the What would you like to do drop down menu select Update the selected vendor TDA contact and click Go 3 O
17. efault to None unless a value other than this has been entered in the Amended total contract value field The contracted seat purchase plan amount will not change although the contract may be amended during the year because it reflects the amount the original contract was signed for When classes are added as a result of creating a mirror image or when created individually the initial status of the class is Tentative The Seat Planning Contract displays the tentative full time plan and tentative part time plan based on the class type when creating the class The EOIS APPR calculates the value of each part time and full time classed based on the number of planned seats fiscal duration and the per diem rate for the class The EOIS APPR automatically moves the value of the classes created in Tentative status to the seat planning contract tab The current value of Tentative classes is the sum of the tentative full time and part time plan Once a class is changed from Tentative to Active status the EOIS APPR automatically transports the value of the class from Current value of tentative classes to Current value of Planned seats and Current value of max seats As a part of activating a class and updating active classes the EOIS APPR does an edit check to determine if the Contracted seat purchase plan value is less than the Current value of max Viewing TDA contract information 2 6 1 seats O
18. help in using the EOIS APPR system you can refer to e Online Help On each page you can click Help with this page Introduction to the EOIS APPR User Manual for TDAs 1 0 1 Questions or comments can be directed to your local field office This is a typical screen from the EOIS APPR system aS Elementary S lt condary Postsecondary What s New Training Jobs Publications Related Sites ch gt TO Course Offerings Medium Sensitivity mning ZZA Contracts KOAP Work Items Help with this Page TDA Course Offerings Vendor TDA TE Ahat would you like to do View the class list for the selected class z D DBI Search gt Class Year 2007 2008 X Work Queues View Programs Logout Sort by Start date Y Facilities Technician Apprenticeship 1003695 03 mode Evenings Active S ate Program 255V Facilities Mechanic Apprenticeship A Plumber Apprenticeship Select C S 1003682 03 mode Block Active 1003678 02 de Block Ca u Active Status date UZ ADL uur Done Each of these five TABS will take you to a different screen to perform different functions described in this manual Introduction to the EOIS APPR User Manual for TDAs Start CON ASA 3 G8 Microsoft Work Que H TDA PR TDA User 2 Work Qu These are drop down menu filters which allows yo
19. itions of Use of the EOIS APPR Non compliance of these terms may result in revocation of access TDA Subscribers are provided with an Enrolment number and a Private Identification Number to access the system These authorization codes are to be maintained in a confidential and secure manner The Authentication screen where the subscriber will enter their PIN displays the last logged in date and time for the TDA Subscriber This additional security measure has been put in place to easily identify wnen someone other than the subscriber has accessed the EOIS APPR TDA Subscriber Information 5 0 1 The Subscriber status will be set to inactive if the Subscriber has not logged into the EOIS APPR for 120 days or if the Subscriber has been issued their enrolment and PIN numbers and has not yet enrolled and 120 days has passed This automated inactivation process also sends a warning email to the subscriber at the 90 day mark to advise of the pending inactivation Logging into the EOIS APPR halts the process TDA Subscriber Information 5 0 2 Appendix A Scheduled processes and background processes for schooling Service Event Purpose Frequency Assigned How to view Who completes Description to School scheduling EOIS APPR will automatically schedule Weekly The process will run N A In TDA record via view class list N A scheduled process clients to an Active class providing the 105 days prior to the start date
20. ling Clerk Field Office Staff and or Enter client s schooling preferences On Hold Date School Scheduling Clerk Field Office Staff Send client offer Schedule clients to class via scheduled process or manually of classroom training TDA Clerk School Scheduling Clerk Receive and record client s response to offer of classroom training i e confirm decline etc Yy School Scheduling Clerk Seat Planning Coordinator School Scheduling Clerk Seat Planning Coordinator Update class details if required e g increase decrease Cancel a class number of seats in a class Schooling Pre class Post start date and Post finish date activities Schooling Post class start date School Scheduling Clerk TDA Clerk Confirm enrollment School Scheduling Clerk TDA Clerk Update class list if necessary i e withdraw add indicate DNA School Scheduling Clerk Validate class participation class is locked Seat Planning Coordinator Change participants in a locked class if required Post class finish date TDA Clerk Enter results e g pass fail ceased training marks withheld etc Seat Planning Coordinator Generate HRDC extract file and reconcile response with class list School Schedu
21. ling Clerk Seat Planning Coordinator Amend class results 2 0 3 2 1 Recording a client s response to an offer of classroom training When to use Use this procedure to record a client s response to the ministry s offer of classroom training The following program participation statuses are set using a page action or under some circumstances are set automatically The client responses include the following e Confirmed Client has accepted the offer of classroom training and has paid the associated classroom fee to the TDA Once a client is confirmed in a class all other offers of schooling for this client will be automatically updated to Declined e Declined Client has declined participation in the class New offers of classroom training for future classes will be sent to the client e Did not respond Client has not responded to the offer of classroom training EOIS APPR will automatically set a client s status to No response if the client is in the status of Offered and it is 20 business days beyond the start date of a full time class and 40 business days beyond the start date of a part time class The status of No Response can be updated to Confirmed if there is a last minute acceptance and payment e Withdraw Client has withdrawn from the class Note This action can be done after the client has confirmed their attendance in the class and before valid
22. n the Add Update Vendor TDA Contact page update the appropriate contact information Click Save 4 Go back to the TDA General page Under the Administrative Contact section you will see the new contact information To update the TDA address Note A TDA s address is entered when the TDA record is created Step 1 Action From the What would you like to do drop down menu select Update the vendor TDA address and click Go On the Update Vendor TDA Address page you can update the TDA s main address and mailing address For each address enter the appropriate postal code and click Look up Address This will open the Postal Code Look up application Click Next once you have added the information to return to the Update Vendor TDA Address page Click Save Go back to the TDA General page Under the Administrative Office section you will see the updated TDA address Adding and updating TDA information 4 1 2 4 2 Adding and updating campus information When to use Use this procedure to add or update the following campus Inputs information e Update campus information name address mailing address e Add anew contact to a campus e Update a campus contact For all of the procedures Step Action 1 Click Contact Information from the TDA Home Page which will take you to the General tab To update campus information Step
23. nce clients have been validated in a class and the class has been locked the EOIS APPR calculates the Current commitment to plan and the Current payment commitment based on the payment type TDA type and class type The Total commitment to date is the sum of the Current commitment to plan plus the Current payment commitment The Uncommitted balance of contract is equal to the Contracted seat purchase plan minus the Total commitment to date The Total payments to date are equal to the sum of all payments in the status of Paid recorded against this contract number To view the payment details click the expansion box beside the Deliverables and Payments section on the Seat Planning Contracts page Step Action 1 From the Left Navigation Bar click My TDA Information 2 Go to the Seat Planning Contracts tab and filter by program 3 You will notice that the drop down menu for What would you like to do displays Sorry no options available You can use the Fiscal Ending Year filter to display the contracts by year On this page you can view the following information e Contract number type e Financial information e Deliverables and payments information Creating a class list 2 6 2 2 7 Creating a class list When to use Use this procedure to create a list of clients with the status of offered scheduled to attend upcoming classes at your TDA The list will be created in excel
24. ork queue 7 days after the end of a part time or full time class providing the class has at least one client with a status of validated The work item Class Results Overdue After 7 days will be refreshed every 7 days thereafter where there are clients in the class with the status of Validated The TDA will view the class list based on the class number displayed in the work item and enter the results for clients in the status of validated See Appendix A for additional details Inputs Directly by the TDA Step Action 1 From the Left Navigation Bar click My TDA Information 2 Go to the TDA s Course Offerings tab Note It is helpful to filter the program so that you are only displaying classes for that program Select the appropriate class listed underneath the program for which the client has been validated by clicking the check box next to the class number 3 From the What would you like to do drop down menu select View the class list for the selected class and click Go 4 On the View Class List page select the client you want to enter results for by clicking the check box next to the client s name Note You can select more than one client at a time as having passed but only one client at a time who has failed For any client who has failed see Step 6b below Viewing TDA contract information 2 4 2 Step Action 5 From the What would you like to do drop do
25. ss results and notice sent date 5 From the What would you like to do drop down menu select one of the following page options as appropriate e Confirm the selected client s in this class e Indicate the selected client s have declined this class e Indicate the selected client s have not responded e Withdraw the selected client s from this class Click Go 6 On the Change Status page a Status reason is required when a client declines or withdraws from a class Click Save Result This changes the status of the client s classroom participation to the selected action on the View Class List page Recording a client s response to an offer of classroom training 2 1 3 Step Action Click View Class List on the Location bar to return to the View Class List page and check that the status change has been made Note The Show filter on this page allows you to display current and all statuses The default filter is Current statuses which include Offered Confirmed Enrolled Validated and Completed Non Current statuses include Declined No response Withdrawn Did Not Attend and Ceased Training You can also filter by All statuses or select the specific status you want to display e g Confirmed To return to the TDA record click TDA Course Offerings on the Location bar Recording a client s response to an offer of classroom training 2 1 4 2 2 Enrolling a client in a class When to use
26. the What would you like to do drop down menu select Update the selected campus contact and click Go 3 On the Add Update Campus Contact page update the contact information as applicable Click Save 4 Go back to the TDA General page Under the Campuses section you will see the updated campus contact information Adding and updating campus information 4 2 2 CHAPTER 5 5 0 TDA Subscriber Information When to use these procedures This view only screen provides details of the TDA Subscriber s as well as the TDA Representative The TDA Subscriber is the individual s who has been granted on line access to the EOIS APPR to report under the Seat Purchase Agreement and the Terms and Conditions of Access The TDA Representative is the individual who on behalf of the TDA requests EOIS APPR on line access for the TDA Subscriber The TDA assumes full responsibility for the compliance of the TDA Subscriber with the Terms and Conditions of Access and the Seat Purchase Agreement Updates to the subscriber or representative records are maintained by the local service delivery office While there can be multiple subscribers the TDA is allowed to have only one representative Additional TDA Subscribers must complete an Application for Access and provide identification to an Employment amp Training Consultant as confirmation of identity Completion of the application includes acceptance of Terms and Cond
27. time class or 21 business days after the start of a part time class items tab complete the work item or a Scheduled process will change it from in progress to complete 7 days after the date the work item is assigned If clients in the class remained as confirmed the class number will display under Enrolment overdue after 7 days Appendix A Scheduled processes and background processes for schooling Service Event Description Purpose Frequency Assigned to How to view Who completes Enrolment overdue after 7 days To remind TDA that there are classes with clients in a status of Confirmed that should be enrolled Will be run daily and will appear if it is 7 days beyond the last enrolment reminder TDA in TDA record via the Work items tab The TDA can manually complete the work item or it will be completed via a scheduled process 7 days after the work item was created If clients in the class remain as confirmed the class number will refresh and display under Enrolment overdue after 7 days Class validation This background process will automatically lock a class if all clients in the class have a status other than Offered Confirmed or Enrolled Will be run daily Will lock classes if the start date of class is 5 business days after the start date of a full time class or 21 business days after the start of a part time class N A Class
28. u to narrow your search criteria This function allows you to sort the data by one criteria such as start date 1 0 2 CHAPTER 2 2 0 Schooling Pre class Post start date and Post finish date activities When to use these procedures Use these procedures when you are updating apprentices class participation status These activities take place following the application and approval of a client in a program and the set up of the training agreement or contract Pre class activities o Confirming a client s response to an offer of classroom training o Decline an offer of classroom training Did not respond to an offer of classroom training Post class start date activities o Enrolling clients who are in class Post class finish date activities o Entering class results Schooling Pre class Post start date and Post finish date activities 2 0 1 Lifecycle of Classroom Training Offer sent to client Confirmed AA Declined Did not respond Reconsidered for future classes Withdrawn Enrolled gt Did not attend Validated l li Ceased Marks Training completes Withheld Schooling Pre class Post start date and Post finish date activities i Pre class functions School Schedu
29. verdue after 7 and confirmation of class validation A description of the work item appears in the work item section in each of the previous chapters See Appendix A Scheduled processes and background processes for schooling which includes service event description purpose frequency assignment how to view responsibility for manual completion and completion of work items via scheduled process Use these procedures to manually complete work items that have been sent to the TDA work queue Step Action 1 Log on to the EOIS APPR 2 On your Work Queues page click the expansion box for the work that needs to be done or service event to be completed 3 Open the Work Item hyperlink associated with the service event 4 Select the work item to be completed by clicking the check box next to the event 5 Go to the appropriate section in the EOIS APPR to complete the work for example enrol outstanding clients as appropriate who are marked as Confirmed 6 Once you have completed the work From the What would you like to do drop down menu select Complete the selected work item and click Go Result The status of the work item will change from In progress to Complete 7 Return to your work queue using the Location bar to continue with your work Viewing and completing TDA work items 3 0 1 CHAPTER 4 4 0 Maintaining TDA information When to use Use thes
30. w confirmation warning is generated and displays in the TDA work queue if the following conditions are met e The number of Confirmed clients in the class is less than the planned number of seats for the class and it is 45 days prior to the class start date Only one Low confirmation warning work item will be created per class that meets these conditions See Appendix A for additional details e Telephone call letter email from the client Recording a client s response to an offer of classroom training 2 1 2 Step Action 1 From the Left Navigation Bar click My TDA Information 2 Go to the TDA s Course Offerings tab Note It is helpful to first filter by program and year so that you are only displaying classes for that program You can also sort by class from the drop down menu Select the appropriate class listed underneath the program for which the client has been offered a course by clicking the check box next to the class number 3 From the What would you like to do drop down menu select View the class list for the selected class and click Go 4 On the View Class List page select the client whose response you want to record Note You can select more than one client when changing course participation status You can print this page by scrolling to the bottom of the screen and clicking print friendly version which displays client and employer contact information client status cla
31. wn menu select one of the following actions e Record the selected client s as passed e Record the selected client as failed e Indicate the selected client s ceased training e Indicate the selected client s marks are withheld Click Go 6a Passed Ceased training or Marks Withheld If the page action is selected to indicate a client has Passed Ceased training or Marks Withheld the client s Course Participation status will change immediately on the View Class List page Note If you record a client as Marks withheld the client s Course Participation status remains as Validated with the result Marks withheld Once the client fulfills the TDA requirements the course result can be changed from Marks withheld to Passed or Failed and the Course Participation status reverts to Completed 6b Failed If you select that the client has Failed the page action opens Record Reportable Subject Results for that individual Check off the reportable subjects that the client has successfully completed and leave the failed reportable subject boxes blank these failed reportable subjects still need to be completed Note At least one reportable subject must remain in the status of Required if the client has failed the level Click Save Result All passed or completed reportable subjects are shown with the status Completed and there will be no check box The failed
Download Pdf Manuals
Related Search