EDSI EDSI Way Orientation – Quality Control

Table of Contents

• Master Database

• TimeTracker

• Comprehensive Workforce Development System

(CWDS)

• Pathtracker

• Introduction to EDSI

• Training Evaluation

Welcome to EDSI

As a new employee, we know that you probably have many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP?

Whether you are in Quality Control or a Job Developer, it is very critical for you to understand the importance of your role here at EDSI.

During Orientation, you will go through intensive job training guided by your Manager and staff including:

Introduction to EDSI

Review the EDSI Policy Manual

Administrative Paperwork

Job Specific Information

Software Training (available on the Intranet)

What to Expect

During orientation, you will get the

opportunity to meet different people and

learn all components of your position

You will get the chance to job shadow

different people and understand how your

role as a Quality Control Coordinator fits in

the organization

What makes EDSI different?

“The 3 P’s”

People

Committed Team Members

Process

ISO

Perspective

Innovative

EDSI Values

SHOW UP

SMILE

SUPPORT

EDSI Orientation Train to Gain

Day 1 Day 2 Day 3 Day 4 Day 5

Intro to EDSI

Meet and Greet

Tour of Facility

EDSI Policy Manual

Participant

Orientation

Classroom Overview

I-9 and W-4

PI

Guidelines

Code of Ethics

EDSI Way

Shadow – QCC

Corporate

Paperwork

Participant File

Participant

paperwork

Classroom

Skilldex

TABE (optional)

Shadow –QCC

ADP Timesheet

ISO Training

Contract Specific

Job Shadowing –

QCC

Day 6

Day 7

Day 8

Day 9

Day 10

Job Shadowing – EC

Organizational Skills

Job Shadowing –

Instructor

Outlook

Job Shadowing - JD Job Shadowing -

QCC

Q & A

Training Evaluation

EDSI’s Mission Statement

We must strive to create enthusiasm in our clients, see through their eyes, understand

their needs and deliver more than they expect

EDSI Locations

Dearborn, MI (Headquarters)

Detroit, MI

Chicago, IL

Prince George’s County, MD

(Temple Hills and Largo)

Washington, D.C

Staten Island, NY

Pittsburgh, PA

Philadelphia, PA

Raleigh, NC

Wilkes-Barre, PA

Hazleton, PA

Pottsville, PA

Chambersburg, PA

Bristol, PA

Lebanon, PA

Chester, PA

Norristown, PA

Reading, PA

Carlisle, PA

Harrisburg, PA

York, PA

Washington, DC

Lancaster, PA

Westland, MI

Gettysburg, PA

Wilmington, DE

EDSI Employee Intranet

In order to access the forms and training, you will need to

access the EDSI Website (www.edsisolutions.com)

Click on Employee Intranet

Enter your Employee ID and password (your last name)

EDSI Dress Code

Dress code is important for our staff and Participants.

Since, Participants look to us as role models, we must

exhibit a professional dress code.

As listed in the EDSI Company Policy Manual, EDSI

offices require Business Dress (Monday – Thursday) and

Business Casual is allowed on Friday.

Although clothing preferences differ by individual, as a

representative of EDSI, each employee is expected to

exercise good judgment and taste in selecting office attire

that is business-professional and is consistent with the

employees’ presentation during the interview process.

Microsoft Outlook

Microsoft Outlook is your Time Management tool to help you organize your day and communicate with others throughout the organization.

With Outlook, you’ll have the option to: Schedule meetings

Manage your tasks

View Calendar

You can access your e-mail via the Employee Intranet as well.

You can also access the Microsoft Outlook tutorial under Resources on the Employee Intranet.

ISO

ISO 9001 is an international quality standard to which

EDSI is registered. It is a process-based standard

focused on continuous improvement and customer

satisfaction.

ISO allows EDSI to perform our processes

consistently and document the results. When we

know how a process is performed, we know how to

improve it.

On the Employee Intranet, you will have access to the

ISO forms.

EDSI Databases

You will be utilizing many EDSI databases to help you in

your position

Here are some of the databases that you will have access

to:

Skilldex

TimeTracker

Master Database (Excel)

Contract specific system (please check with your Program Manager

for contract specific systems)

Master Database

How does this affect me?

Active EC’s, Retention EC’s and PWE Coordinators

can all use the Master Database to understand and

manage their caseloads.

Managers, PRI and Data Staff can utilize the Master

Database to run reports, complete monthly goals and

standards reports, complete Joe Charts and support

their numbers.

JD’s can utilize the Master Database to confirm the

status of their employed participants and generate a

list of participants by employer.

Understanding who I have (Active EC’s)

Utilize the Enrollment Tab on the Master Database to:

Determine how many people you have enrolled.

Determine how many active participants you currently

have on your caseload.

Determine how many/who you have terminated for the

contract year.

Understanding who I have (Retention EC’s)

Utilize the Placement Tab on the Master Database to:

Determine how many participants are on your

caseload.

Determine who is approaching their six month

retention.

Determine who needs to be reemployed.

Understanding who I have (PWE Coordinator)

Utilize the Enrollment Tab on the Master Database to:

Determine how many participants are on your

caseload.

Predict and plan when participants will need to be

placed in PWE.

Understanding who I have (Job Developers)

Utilize the Placement Tab on the Master Database to:

Review the placements that have been verified and

entered into CWDS

Predict six month retentions and generate call lists to

employers to close out participants

Review retention rates of particular employers by

analyzing employment term dates and six month

retention information

Understanding Where We Are

By understanding who we have we will be able to

understand where we are.

The PRI, Manager and Data staff will use these

databases to report program numbers, support these

numbers with a name by name roster of events,

generate action items to the staff as reminders, and

manage the transition meeting.

Database Training Information

The following slides review specific information

contained within the Enrollment and Placement tabs of

the Master Database.

To view a sample of the database, please click on the

icon below.

Columns on the Enrollment Tab

Re-enrollment/Flip: Marked if participant has been enrolled

into the program more then one time (may not be used in

all offices)

Program: CDC, Other

Status: Active, Employed, Termed, Ret Met, Retention Not

Met (RNM)

Activity Codes: Current activities opened for the participant

EC, Last, First, SS, contact information

Referral Date: Date participant’s referral was put on CWDS

Project Start date: The date the participant was enrolled in

the EARN Program

Columns on the Enrollment Tab

Mailing information: Used to generate mass mailing labels

for active or employed participants

Required Hours: 30 or 20. This is the participants weekly

requirement

Child under 6: “Yes”, if the participant has a child under 6,

“No”, if the participant does not have a child under the age

of 6

Birth date of the youngest child

TANF Days: The number of TANF days the participant had

upon their referral to EDSI. This column should be

monitored to see when a participant becomes an extended

TANF participant.

Columns on the Enrollment Tab (continued)

By placing a date in the Transfer column you will be

able to see when you transferred the participant from

one program to the next. If you do not see a re-

enrollment date in the next column you should contact

the CAO to get the participant re-referred again.

Columns on the Enrollment Tab (continued)

Re-enrollment into CDC: This should be the date the

participant got re-enrolled as a CDC participant after

the WSC closure.

By placing a date in this column you can confirm that

the closure from WSC was re-opened and you can

calculate the proper retention. You can also track the

length of time it takes to get the CAO to complete the

transfer. This documentation can be taken to the DST

meetings to address significant delays.

Columns on the Enrollment Tab (continued)

EDSI Term Code: The code used to terminate or complete

the participant’s retention should be listed here.

EDSI Term Date: The date the participant was terminated

or completed the program should be listed here.

Post placement Termination: If a participant gets terminated

after he/she are employed, place an X here.

Pre placement termination: If a participant is terminated

before he/she are employed, place an X here.

Columns on the Placement Tab

Program: CDC, WP, Other

Status and Activity Codes

District, EC, Last, First, SS

Program Referral and Start date: The date the participant

was enrolled in the EARN Program

Additional contact information

Required Hours: 30 or 20; this is the participant’s weekly

requirement

Child under 6: “Yes”, if the participant has a child under 6,

“No”, if the participant does not have a child under the age

of 6

Columns on the Placement Tab (continued)

TANF Days: The number of TANF days the participant

had upon their referral to EDSI. This column should be

monitored to see when a participant becomes an

extended TANF participant.

1st Placement date: This column contains the

placement date of the participant’s first placement.

This date should never be changed.

Average Days to Placement: Formulated column. This

should auto-populate when you enter a 1st placement

date

Columns on the Placement Tab (continued)

Employment end date: This column contains the end date of the first

placement only. Once the participant loses their first job this date

should never be changed.

Retention start date: This column records the date the participants

retention starts. This date will need to be manually changed if a break

greater than 28 days occurs during the retention period.

30, 60, 90 day: Formulated column that will give you the dates when

the participant will reach these benchmarks (uses the retention begin

date to create calculations)

Date to meet job retention: This date should automatically be populated

when you put a date in the retention start date column. It will calculate

the expected 180 day retention date for you.

Columns on the Placement Tab (continued)

Subsequent placement date: This column tracks the begin

date of the participant’s most recent/current employment.

If a participant has had three jobs, the 1st job info will be

captured in the 1st placement column and the 3rd job info

will be placed in the subsequent placement date column.

You will type over the second placement date information to

add the current placement.

There is no need to list all of the employments at once.

Columns on the Placement Tab (continued)

Employer

Starting Wage

Hours

Benefits

This information is all of the standard information contained

on your Employment Verification Form (EVF). Please keep

in mind that the information kept here should be the most

recent employment only.

Each participant will only have one line per enrollment.

Columns on the Placement Tab (continued)

Six month retention date: This column contains the date

you claimed the participant six month retention.

Retention Not Met Date: Date participant is terminated for

not being able to meet retention.

IMPORTANT

Please remember that each participant only gets one

line on the enrollment tab and one line on the

placement tab per enrollment, even if they have

multiple jobs during one enrollment.

Conclusion

Please try to keep the comments you place in the

comment section uniform. By using the same

language for specific comments you will be able to sort

the comment section when you need specific

information.

Comprehensive Workforce Development System (CWDS)

Comprehensive Workforce Development System

CWDS is a database used by the State of

Pennsylvania to track the Referrals, Enrollments,

Activities, Weekly Hours, Retentions, Transitions and

Terminations for all EARN participants. Some offices

also enter Supportive Service payments into the

system.

CWDS allows you to view a participant’s personal

information as well as history of the activities and

programs they have participated in.

Accurate and timely data entry into CWDS is

essential to having the most accurate information for

our participants.

Reference Materials

CWDS Cheat Sheet

CWDS User Agreement

The CWDS Web site includes project background

information, updates, and a feature for users to

submit FAQs to the CWDS Team.

http://www.paworkforce.state.pa.us/cwds

Features of CWDS

Base Record: Displays all of the participant’s

personal information.

Participant ID: The ID number given to every

participant (one per participant) as a unique

identifier. This number is auto generated by the

CWDS system; the number should be active in the

system when the participant arrives at the center.

Case ID: the ID number given to every case

(enrollment) opened for a participant.

Note: It is important to ensure that you select the right

case when adding a participant’s information to the

system.

Referral

A referral (completed by the CAO) is necessary for

all participants that come to the EARN Program.

Referrals will be accepted for participants that attend

the EARN orientation and rejected for participants

who do not attend.

Referrals are only good for 15 days from the date of

the referral. Any referrals that have an appointment

date (date the participant is scheduled for

orientation) for more than 15 days after the date of

referral should be rejected using a Code T(referred

in error). A new referral will have to be requested

from the CAO.

Referral (continued)

When accepting a referral, you should assign an

Employment Consultant (EC) to the participant’s

case. If you cannot assign an EC at that time, you

can go back into the system and complete it at a

later time.

Note: See Pg. 4 – How to Assign a Case Manager after a

Program Referral has been accepted.

It is possible to accept a referral for more than one

participant at a time as long as the participants are

from the same program and going into the same

activity for the same amount of hours.

Note: See Pg. 10 – Assign participants to an Activity

Activities

Activities are also known as Service Authorizations.

Note: See Pg. 10 – Assign participants to an Activity

After accepting a referral and creating a case for a

participant, you must assign an activity. Available

activities that a participant can participate in may

differ by location.

Use the link below to the Master Guidelines to find

which activities you can use at your site or contact

your Program Manager.

http://www.betpcmproject.org/betponlineforum/

Select Library of BETP Guidelines Documentation

Assigning Special Allowances

Not all offices will use the Special Allowances feature

If a participant is assigned a special allowance, it will

show in the Service Authorization page.

Note: See Pg. 18 – Assign Client to a Special Allowance

Attendance

Weekly attendance is entered into CWDS for all

participants from Timesheets, Job Search Logs and

Pay Stubs.

Attendance is one of the most important

requirements of CWDS.

All attendance should be entered timely and

accurately.

Any attendance submitted that looks incorrect or

questionable should be given to the Project Manager

for further review.

Note: See Pg. 21 – Enter Attendance

Placements

Once a participant is employed, an employment activity is opened in the Service Authorization screen and then a Placement Report is added to that activity listing all of the employment information.

At this time, a Sub-Project for Job Retention also needs to be opened. Only jobs where a participant works 20 or more hours can have a sub-project opened.

Note: See Pg. 30 – Open a Job Retention

You will also enter a Placement Report when opening a PWE activity for a participant. This report will contain the worksite of the participant and the salary information for that location. A new PWE placement report must be completed every time a participant changes a worksite.

Note: See Pg. 23 – Placement Report

Terminations

A participant may participate in several activities while they are enrolled in the EARN program. When a participant enters a new activity, it may be necessary to close the previous activity they are enrolled in. These types of closures will occur even though the participant is not being terminated.

A participant may also be terminated from the EARN program. When terminating a participant from the program, you must first close all activities and sub-projects and then close the participant’s case. Note: See Pg. 26 – Termination of Activities

Note: See Pg. 28 – Termination of a Client from a Program

Daily Monitoring Activities - Referrals

Referrals should be checked on a daily basis.

You will be checking for referrals that the CAO did

not add at the point the participant arrived at the

center as well as referrals for participants moving

from WSC to CDC.

Remember referrals cannot be left open for more

than 15 days or they will automatically be rejected by

the system.

Daily Monitoring Activities – Suspension List

The Suspension List is a list of records that have

personal information about the participant that

conflict with their personal information from a

previous record.

These conflicts need to be resolved before a

participant will appear as a referral.

If a participant record is not removed from this list,

you will not be able to access a participant’s record

and the participant cannot be enrolled.

Note: See Pg. 39 – Processing Suspension Lists

Daily Monitoring Activities – 45 Day Hold List

Participants that receive a K Closing (no longer

receiving cash assistance from the CAO and their

record in CIS closes) automatically go onto this list.

Participants will only remain on this list for 45 days

before their cases are automatically closed by the

system.

If the system automatically closes this case, no more

information is able to be added and retention cannot

be tracked. Please follow the steps to check the 45

Day Hold List and remove the participant so their

case does not close and you can continue to work

with the record.

Daily Monitoring Activities – 45 Day Hold List

Please follow these steps to check the 45 Day Hold List and remove the participant so their case does not close and you can continue to work with the record.

Search Case

Select CDC (also will need to do this for WSC) in “Program” drop down box under the “Search by other Parameters” heading

Click on the “Get Case Status” button

Use the drop down box in “Case Status” field and choose 45 Day Hold

Choose “All” in the Case Manager Field (or by name if you want to narrow your choice.)

Click on “Search”

Click on the radio button next to the participant’s name and click on “Edit Case”

In the “Change Case Status to:” field choose EH (Extended Hold) in the drop down box and use the data as the action is being performed as the “New Status Change Date”

You will need to do this for each participant in the 45 Day Hold List in both CDC and WSC

Data Entry Time Requirements

Referrals in CWDS are only good for 15 days from the date of the referral. All referrals must be accepted or rejected before the 15th day. Some vendors will require the referral be accepted or rejected the same day the participant was scheduled to report to the site. Please check with your Program Manager to see your specific requirements.

Enrollments (creating a Case), Activities, and Time & Attendance must be entered by the 15th day of the following month of when the change took place. The system automatically locks you out of data entry for anything that comes in after that date. All late data entry must be submitted to Inspiritec and requires our company to pay a fee. (Please talk to your Program Manager about Inspiritec)

All Terminations, including Retention (Met and Not Met), must be entered within 3 days of the participant’s termination date.

Placements must be entered as soon as possible after they have been verified by the employer.

In Conclusion

Time moves in one direction, memory in another.

William Gibson

All the databases will help you to be more effective

and efficient in keeping track of participants. It will

record and store your participants’/program

information and will be available to you to recall when

needed.

TimeTracker

TimeTracker

TimeTracker is a system developed to assist

staff with participant management and

participation monitoring. It can be used to

help staff manage weekly hours, activity

codes, enrollments, and terminations for

EARN participants.

TimeTracker

Employment Consultants, Job Developers,

and Instructors have access to each

individual participant’s information including

personal information and case notes. This

helps different staff communicate efficiently

using one system.

TimeTracker

TimeTracker should be used to help

reduce the amount of time spent on

data collection so staff can focus more

on participants’ education and needs.

TimeTracker

Each desktop is set up to feature

applications that are useful to the particular

staff member.

Not all desktops are the same and each

one designates the responsibilities of the

staff member.

TimeTracker

For example, Employment Consultants have access

to a case note report which enables them to view

contacts that need to be made.

The Time and Attendance Coordinator has access to

an hour entry application which allows them to data

enter each participant’s participation.

TimeTracker creates the opportunity for EDSI to go

PAPERLESS

EDSI Opportunity

TimeTracker Application

A set of applications are available to help staff

monitor participants through various reports.

Enrollment Report

View participant enrollments within a particular

timeframe

Determine the amount of new enrollments received

each week

Hours by Activity Report

View participation rates for each participant sorted by

activity

Weekly and Monthly reports

Participation Report

View overall participation rates

Sort reports by activity, Employment Consultant,

week, month, or location

The overall Participation Rate shows the rate of

participation for both CDC and WSC participants

who were enrolled in the EARN Program.

Participation Report (continued)

The Participation by Program report sorts out the

participation rates of the CDC and WSC population.

This allows us to see what our participation rate is

for CDC only which is used to calculate the Federal

Participation Rate.

Participation Report (continued)

The Participation report by EC lets us know how

each EC is performing.

It illustrates the percentage of participation for each

EC and shows the combined percentage for the

center.

This report can be opened up and each participant’s

participation can be viewed.

Participation Report (continued)

This is a sample of the Participation by EC report

when it is opened and the individual participant’s

participation is viewed.

This helps us reach out to participants who are close

to meeting participation and get them to complete

their hours to increase the participation rate.

Participation Report (continued)

The Overall Participation by Activity report allows us

to see the participation rate for each activity.

If an activity has low participation, it allows us to

focus on that activity to increase the participation

rate.

Suspect Hours Report

Shows participants who have errors reported on their

activity hours screen

Identifies key fob or reader errors

TANF Days Report

Identifies participants exceeding 1800 TANF days

Allows EC’s to determine participants who are or

approaching extended TANF

Termination Report

View terminations within a designated period of time

View termination codes and notes

Timesheet Report

List participants’ recorded hours sorted weekly by

EC

Lists participants’ hours that need to be approved

Generate PDF timesheets to print for participant’s file

Unapproved Termination Report

View any terminations pending approval

Low Hours Report

Used as communications tool between the EARN Center and the County Assistance Office

The report provides all identifying information about the participant as well as the participant’s activities and weekly/monthly hours

The Low Hours Report is done cumulatively by month but distributed on a weekly basis

Hours are entered weekly and delivered to the CAO when complete.

Hours are entered onto the report each week from the participant timesheets and job search logs by the appropriate EARN staff member

The Low Hours Report is also a helpful management tool. It allows the management staff to track a participant’s hours and activities and also provides as a useful tool when performing case reviews with their staff

Zero Hours Report

View participants sorted by EC that are have zero

hours entered for participation

Determine which participants need to be called in for

participation review

Determine which participants may need to be

terminated

Zero Hours Report (continued)

The Zero Hours report allows us to monitor each

participant that has recorded no hours for the week.

We can use this report to create call lists or generate

timely terminations for participants that refuse to

participate.

This report can be run daily, weekly or monthly so

participation for these participants can be addressed

in a timely manner.

Excused Absences

The Excused Absences report allows us to monitor

the number of hours a participant uses for excused

absences in a month.

We are able to go back and track the number of

hours the participant has used during their entire

enrollment.

Participant Near Job Search Limit

The Excused Absences report allows us to monitor

the number of hours a participant uses for excused

absences in a month.

We are able to go back and track the number of

hours the participant has used during their entire

enrollment.

Clients Near Job Search Limit

The Clients Near Job Search Limit report allow us to

monitor the number of weeks the participant is in job

search.

We are able to ensure the participants transition

promptly out of the job search code into another

activity.

Weekly Attendance Summary Report

The Timesheet displays the participant’s activity

hours for the week.

It displays the activities the participant is in and the

number of hours of participation.

Pathtracker

Pathtracker

Pathtracker is a software tool which will allow you to

capture pertinent participant information. It is a

mechanism to track the progress of your participants

from enrollment through retention. You will have the

opportunity to follow your participant’s data path from

referral to enrollment to placement to retention and

any step in between.

Pathtracker is only utilized for some programs.

Please check with your Program Manager.

Click on the icon for the Training Manual for

Pathtracker.

Training Evaluation

Now, that you have completed the training, please

complete the quiz below.

http://www.surveymonkey.com/s.aspx?sm=FVxuhAk476kOO4xlI9nt_2fA_3d_3d

Questions?

If you have any questions or need additional training,

please contact:

Laurie Narciso at 215-564-0015

lnarciso@edsisolutions.com

or

Kathy Goldstein at 215-473-3630

kgoldstein@edsisolutions.com