Commonwealth Workforce Development System CWDS Overview

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Commonwealth Workforce Development System
(CWDS)Overview
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Commonwealth Workforce Development System
(CWDS)Overview
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CWDS Overview Agenda

• Who?
• Why?
• When?
• Next Steps

Add graphic of CWDS Home Page
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Who?

• Workforce Partnering Agencies (WPA)
• Department of Labor Industry Bureau of
  Workforce Development Partnership (BWDP)
• www.paworkforce.state.pa.us
• Department of Labor Industry Office of
  Vocational Rehabilitation (OVR)
• www.dli.state.pa.us/ovr
• Department of Public Welfare Bureau of Employment
  and Training Programs (BETP)
• www.dpw.state.pa.us

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BWDP
GOAL

• Finding Skilled Workforce
• Successful Careers For PA
  Residents

SERVICES , RESOURCES RESPONSIBILITIES
Policy Development, Guidance, Coordination of
Services, and Technology
POPULATION

• Adults, Youth, Dislocated Workers to Provide
  Workforce Investment Activities

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BETP
GOAL
Promote, Improve and Sustain the
Quality of Family Life Break the Cycle of
Dependency, Promote Respect for Employees
SERVICES , RESOURCES RESPONSIBILTIES
Program Design Development, Management
Information System Design Support,
Policy Procedure Development, Contract
Management Research Reporting Local
Implementation
POPULATION
Welfare and Cash Recipients
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OVR
GOAL

• Assist Pennsylvanians
  with Disabilities
• to Secure and Maintain Employment
  and Independence

SERVICES , RESOURCES RESPONSIBILITIES
Achieving an Individuals Employment Goals,
Maximizing Employment, Independence and
Integration into Society
POPULATION
Individuals Through Bureau of Program Operations,
Bureau of Blindness and Visual Services,The
Hiram G Andrews Center, Office for the Deaf and
Hard of Hearing
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Who?
BWDP CareerLink 1800 End Users
OVR Mainframe 900 End Users
BETP AIMS 1900 End Users
CWDS 4600 End Users Participants (1.4
Million) Employers (45,000) Providers (2,000)
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Why Create a Shared System?

• Improve customer service by increasing
  coordination and collaboration across and within
  state agencies
• Provide better information to support case
  managers, counselors and service providers in
  assisting customers
• Improve accuracy and timeliness of reporting by
  capturing uniform customer data
• Replace aging systems with a new integrated
  system which will increase accessibility and
  staff productivity
• Create a system that can be easily adapted to
  support business requirements specific to local
  offices and programs

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CWDS Goals

• Aligned with Job Ready PA Goals
• Focus on building career paths for customers
• Improve customer service and delivery
• Establish a single vision to provide workforce
  services in PA
• Unified and integrated case management
• Modernize and replace aging legacy systems with
  an accessible application, supporting staff, case
  managers, counselors, employers, self-service
  customers
• Gain efficiencies by continual focus on the most
  critical business processes
• Improve data integrity and reporting capabilities

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Training Registration Dates
BWDP 5/29/07 7/20/07
BETP 7/9/07 8/31/07
OVR 8/13/07 10/5/07
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GO LIVE DATES
GO LIVE
GO LIVE
GO LIVE
BETP 10/15/07
BWDP 9/4/07
OVR 11/19/07
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Next Steps

• Complete Pre-Work
• Discuss training dates with local office
• Register for training
• Complete instructor-led training and/or
  computer-based training
• Prepare for implementation

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Additional Information

• For additional information on the CWDS project,
  please visit
• www.paworkforce.state.pa.us/cwds

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CWDS Terms and Definitions
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Agenda

• New Terms and Definitions

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Crosswalk Terms
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Crosswalk Terms
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Crosswalk Terms
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New Terms
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Definitions
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Definitions
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Definitions
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Comprehensive Workforce Development
System Subsystem Overview
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CWDS Subsystems
Definition of Subsystem Logical grouping of
functionality (wikipedia def)

• Participant Management
• Apply for Jobs
• Base Record
• Detailed Profile
• Participant Clearance
• Program Referral
• Application
• Case
• Outcome
• Services
• Trade
• Employer Management
• Enroll Employer
• Browse Participants
• Participant Match Referrals

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CWDS Subsystems

• Provider Management
• Enroll Provider
• Service Applications Forms
• Financial Management
• Funds
• Funding Streams
• Local Office Distribution
• Payments
• SSA Reimbursement
• Batch Programs
• Track Open Authorization
• Refunds

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CWDS Subsystems

• Administration and Reports
• Home Pages
• Login Pages
• One Stop Services
• Support Requests
• Service Locations
• Offices
• Programs
• Events
• Correspondence
• Feedback
• Support Requests
• Web Resources
• Reports

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Participant Management
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CWDS Functional Overview Participant Management
Functional Flow
Program Referral
Participant Base Record
Case
Participant Detailed Profile
Services
Program Application
Plan
Case Progress Notes
Eligibility Determination
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CWDS Functional Overview Participant Management

• Apply for Jobs
• Resume
• Job Preferences
• Job preferences basic
• Job preferences skills
• Job preferences occupation selection
• Job preferences review
• Browse Job Order List
• Base Record
• Participant Identifying Information
• Name
• Date of birth
• SSN (last 4 digits)
• Basic Personal Information
• Citizenship
• Demographic information
• Legal status in US workforce
• Veteran status
• Contact Information

• Detailed Profile
• Program Application
• Plans
• Resume
• Education record
• Licenses and certification record
• Military record
• Skills, qualifications, and achievements record
• Work record
• Participant Clearance
• Displays Matching Profiles with Match
• Link to Existing Profile or Create New Profile
• Program Referral
• Not allowed to create new profile if match is
  beyond a threshold
• Participant Folder
• Accept/Reject referral
• Create Case

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CWDS Functional Overview Participant Management

• Application
• Referral Application
• Choose a participant
• Create program referral
• Search program referral
• Accept/Reject referral
• Create case assign case staff
• View participant case list
• Create WIA application
• Create verification
• Application w/o Referral
• Search participant
• View participant case list
• Create WIA application
• Create verification
• Case
• Application
• Plan

• Outcome
• Outcome Details
• Create Outcome
• Outcome Confirmation
• Services
• Funding Stream
• Check Pre-requisites
• Service Details
• Common Measures
• Confirmation
• Trade
• Job Search Authorization
• Prior Job Search Information
• Proposed Job Search Information
• Job Search Reimbursement
• Job Search Application Status Information

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Employer Management

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CWDS Functional Overview Employer Management
Functional Flow
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CWDS Functional Overview Employer Management -
Functional Flow

• Identify Employer
• Locate Business Folder
• FEIN
• Business Folder List
• Business Folder Details
• Contact Details
• Verify Existing User
• Active Directory Match
• PaCL
• PaCL Details
• Employer Services Offered List
• Business Folder Review
• Business Folder Enroll Confirmation

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CWDS Functional Overview Employer Management
Functional Flow

• Referrals
• Pre-Referral
• Employer or Participant Requests Contact
• Employer or Participant Call-In
• Employer or Participant Not Interested
• Update Referrals
• Referral
• Post-Referral
• Hired
• Not Hired
• Refused Job
• Did Not Report for Interview
• Did Not Report for Work
• Could Not Contact Employer or Participant
• Not Selected for Interview
• Participant Not Interested-Post Referral

• Browse Participants
• User does not need to be logged in
• Based on user provided search criteria
• Participant Match
• User is logged in
• Based on Match Algorithm
• Criteria Score
• Matching Options
• Expand Match and Display Not Selected
• Expand Match Uses Occupation Category instead
  of Occupation Title
• Display Not Selected Includes Job Orders/Job
  Preferences in the Not Selected List
• Refine Match Criteria

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Service Provider Management

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CWDS Functional Overview Service Provider
Management - Functional Flow
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CWDS Functional Overview Service Provider
Management - Functional Flow

• Identify Provider
• Locate Business Folder
• FEIN
• Provider Business Folder List
• Provider Business Folder Details
• Provider Contact Details
• Verify Existing User
• Active Directory Match
• Business Folder Review
• Business Folder Confirmation

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CWDS Functional Overview Service Provider
Management - Service Applications Forms

• Service Application
• Create Application
• Provider Program Type
• Certification Category
• Service Basic Details
• Location and Contact Details
• Provider Profile
• Service Training Details
• Service Cost Details
• Performance Details
• Forms List
• Attendance Sheet
• Progress Report
• Placement Report
• Job Coaching
• Referral
• Needs Determination
• Hours Negotiated

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Financial Management

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CWDS Functional Overview Financial Management -
Functional Flow
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CWDS Functional Overview Financial Management -
Functional Flow

• Funds
• Create Grant
• Distribute Grant to Programs
• Create Fund for Each Funding Stream
• Create Fund for Child Funding Stream
• Funding Stream
• Create Funding Stream
• Create Funding Stream - Program Association
• Create Funding Stream Funding Stream
  Association
• Disassociate from Program and Parent Funding
  Stream
• Inactivate Funding Stream
• Search Funding Stream
• View Funding Stream Summary

• Local Office Distribution
• Create Local Office Distribution
• Search Allocations
• Amount Obligated
• Amount Expensed
• Amount Remaining to Obligate
• Amount Remaining to Expense

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CWDS Functional Overview Financial Management -
Functional Flow

• Payments
• Claims
• Submit for Multiple Participants
• Auto-Create Service Authorization and Purchase
  Order
• Send to SAP for Payment
• Invoices
• Create Invoice
• Search Purchase Order
• Select Purchase Order Line Items to be Invoiced
• SSA Reimbursement
• Create Participant SSA Information
• Generate SSA Claim
• Generate SSA Appeal
• Reallocate reimbursement
• Ticket to Work

• Batch Programs
• Set Fund Status to Activity Close
• Set Fund Status to Technical Close
• Set Fund Status to Financial Close
• Set SSA Status to New Closure Assign Case
  Manager Responsible for Service Authorization
• Track Open Authorizations
• Cancellation of Open Purchase Orders
• Roll-Over of Open Purchase Orders
• Refunds
• Approve Refund
• Process Refund

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Administration Subsystem

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CWDS Functional Overview Administration
Functional Flow

• Home Pages
• Important Announcements
• Alerts
• Correspondences
• Quick Links
• Change Office
• Change Business Folder
• Login Pages
• Individual Login
• Employer Login
• Provider Login
• Staff Login
• Announcements
• Service Links

• One Stop Services
• Accessible without an Account
• Contact Form to Request Information
• Provide information
• Support Requests
• Problem Resolution
• Requires Action from Staff
• Routed to Office Based on Type and Zip Code

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CWDS Functional Overview Administration
Functional Flow

• Events
• Meetings, Job Fairs, Orientation, etc.
• Registration Restriction
• Cut-off Date
• Staff Creates Events
• Participant Can Register Themselves
• Staff Can Register Participants
• Staff Updates Attendance
• Services Can be Added

• Service Locations
• Has an Address
• Brick-and-mortar Structure
• Offices
• Belongs to a WPA
• Staff Works in an Office
• Central and Local Office
• Operates in Counties or Zip Codes
• Supervising Office
• Programs
• Assigned to Offices
• Can Create Sub-programs

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CWDS Functional Overview Administration
Functional Flow

• Correspondence
• Deliver Method
• E-mail
• Post
• Creation
• Participant bulk action list
• Process flows
• Typical Correspondence Flow
• Recipient selection
• Template
• Preview
• Send
• Feedback
• Submitted by Any User
• Online Survey Form

• Support Requests
• Submitted by Any User
• Primarily for Problem Resolution
• Routed to Appropriate Office Based on Type and
  Zip Code
• Requires Action from Staff
• Closed Resolved, Close Unresolved and Forward
• Both individual and bulk processing
• Web Resources
• Links Page
• Based upon user type

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Introduction to Basic Navigation