Using the One Stop Service Tracking (OSST) System Interface Tools

1
Using the One Stop Service Tracking (OSST) System
Interface Tools

• The Agency for Workforce Innovation
• Revised October 06, 2005

2
What changes have been made?

• Several changes have been made recently in the
  OSST system to improve the way in which
  participant cases are referred to the Food Stamp
  Employment and Training (FSET), Optional Workfare
  (OW) and Welfare Transition (WT) program
  providers.
• The changes relate to how the OSST system
  interprets case records received from the
  Department of Children and Families (DCF),
  Florida Online Recipient Integrated Data Access
  (FLORIDA) system.

3
What changes have been made?

• The participants zip code is the primary
  mechanism for referring cases to the appropriate
  FSET, OW or WT unit. There are some
  circumstances when the zip code is not used as
  the primary mechanism
• If the zip code is not valid or located by the
  interface process, the OSST system will rely
  solely on the FLORIDA site code
• If a zip code is shared across more than one
  county, the zip code is multiple mapped. In
  this instance, the system uses the zip code and
  the first 2 digits of the FLORIDA site code which
  are representative of a county
• If a zip code is multiple mapped and a case is
  referred with a county for which the zip code is
  not mapped, the system will refer the case to the
  county that was originally selected for the zip
  code mapping.

4
What changes have been made?

• For additional information about the new zip code
  referral procedures, please see the memos related
  to this topic at http//www.floridajobs.org/onest
  op/os_admin_guides.htmlMemorandums
• dated 7/14/05, 6/21/05 and 5/16/05

5
What new tools are available?

• Several new tools are available for OSST system
  users.
• These tools include
• The Other Important Information field on the Case
  at a Glance screen
• The Case Movement Restricted field
• The FLORIDA site/zip code search.
• The following slides describe how each tool can
  be used by OSST system users.

6
The Other Important Information Field

• This field on the Case at a Glance screen
  contains two pieces of information
• How the case was last referred to the program
  unit
• If the case has been restricted to a specific
  unit.

7
The Last DCF Referral Mapped Field

• The Last DCF Referral Mapped field in the Other
  Important Information section shows the OSST
  system user how the case was last referred to the
  unit
• FLORIDA site code mapped
• Zip code mapped or
• Information is not available.

8
The Last DCF Referral Mapped Field FLORIDA
Site Code Mapped

• The FLORIDA site code may be used to refer a case
  to a particular region, county and unit if the
  zip code mapping is not available.
• In the example below, the case was last referred
  to the program unit based on the FLORIDA site
  code (37402).

9
The Last DCF Referral Mapped Field Zip Code
Mapped

• In the example below, the case was last referred
  to the program unit based only on the
  participants zip code (zip code 33619).
• In the example below, because zip code 34691 is
  multiple mapped, the case was last referred to
  the program unit based on the first 2 digits of
  the FLORIDA site code (county 51), the FSET
  program, and the zip code.

10
The Last DCF Referral Mapped Field Not Available

• Not available is used to identify cases that
  were last referred prior to the implementation of
  these changes.

11
The Case Movement Restricted Field

• The Other Important Information field also shows
  the OSST system user if the case has a Case
  Movement Restricted field set.
• The field will either show None or County
  Level.

12
How Does the Case Movement Restricted Field Work?

• Setting the Case Movement Restricted field to
  county level overrides the normal FLORIDA/OSST
  system interface procedures.
• Essentially, the user is preventing the OSST
  system from generating a transfer alert to
  transfer the case to a unit (within the county)
  other than the unit in which the case currently
  exists.

13
How Does the Case Movement Restricted Field Work?

• Example
• A WT case is open in Region 5, County 37, Unit
  441 the OSST system user sets the Case Movement
  Restricted field to county level.
• If the case is re-referred through the FLORIDA
  interface to Region 5, County 37, Unit 442, an
  alert will NOT be generated to transfer the case.
  
• An exception record will be created indicating
  that the transfer did not occur due to the
  existence of the Case Movement Restricted
  setting.
• The OSST system user can view FLORIDA exception
  records on the OSST case on the Case at a Glance
  screen.

14
How Does the Case Movement Restricted Field Work?

• The OSST system user can restrict the case from
  being moved out of a specified unit in a
  specified county.
• The OSST user cannot restrict the case from being
  moved out of a specified county through the
  automatic interface process.
• If the FLORIDA interface record includes a new
  county or region, a transfer alert will be
  generated.

15
How Does the Case Movement Restricted Field Work?

• If a transitional or applicant case is restricted
  to a particular unit based on the Case Movement
  Restricted field and the case becomes mandatory
  based on the FLORIDA record, the Case Restricted
  Movement field will be ignored. The case will be
  moved to the region, county and unit based on the
  FLORIDA record.
• If an OSST case is closed and the case is
  restricted to a particular unit, a mandatory
  referral will result in the Case Restricted
  Movement field being ignored. The case will be
  moved and re-opened as appropriate.

16
Why Would Staff Use the Case Movement Restricted
Field?

• The Case Movement Restricted field may be used
• To designate specific caseloads (i.e. teen
  parents, sanctioned participants, etc.)
• When a participant wants to be served by a
  particular unit that differs from the zip code
  mapping logic
• For other locally defined purposes.

17
Additional Levels of the Case Movement Restricted
Field

• Additional levels of the Case Movement Restricted
  Field will be added to the OSST system soon.
• Additional information regarding the additional
  levels will be disseminated separately.

18
The FLORIDA Site/Zip Code Search

• The search allowing OSST system users to review
  the referral-mapping logic has been revised.
• The search now allows the OSST user to search by
  comparing the
• OSST Region, County, Unit (RCU) to the FLORIDA
  site code
• The FLORIDA site code to the RCU
• The RCU to the zip code
• The zip code to the RCU.

19
The FLORIDA Site/Zip Code Search

• For example, if the OSST system user wants to
  view the zip codes correlated to a specific RCU,
  (s)he should use the OSST RCU - zip code search.

20
The FLORIDA Site/Zip Code Search

• The user should then select the desired RCU and
  click search.

21
The FLORIDA Site/Zip Code Search

• The search results will display the zip codes
  that are mapped to the RCU selected.