Virtual OneStop – Staff Services User Guide...Virtual OneStop®. Version 19. Staff Services. User Guide . 1001 Omaha Circle Palm Harbor, FL 34683 . Tel: (727) 7867955- Fax: (727)

Virtual OneStop® Version 19

Staff Services User Guide

1001 Omaha Circle

Palm Harbor, FL 34683 Tel: (727) 786-7955 Fax: (727) 786-5871

Copyright © 2019 by Geographic Solutions, Inc. All rights reserved. Copying and/or distributing this document, in whole or in part, without the express written permission of Geographic Solutions, Inc., is a violation of U.S. Copyright Laws. Trademarks and Acknowledgments Virtual OneStop®, Virtual LMI®, VOSGreeter®, VOScan®, and Geographic Solutions Unemployment System® (GUS) are trademarks of Geographic Solutions, Inc. Other names and brands may be trademarks of their respective owners.

Date Doc Version & Release #

Description

February, 2019 V19 – 02/2019 The first release for version 19. This version of the staff guide includes updates and new features corresponding to the recent version 19.0 Virtual OneStop code going into production.

August, 2019 V19 – 08/2019 The second release for version 19.0 of Virtual OneStop functions for staff, including updates to improve document accessibility for all users.

Virtual OneStop – Staff Services User Guide iii V19 – 08/2019

Contents 1: OVERVIEW, ACCESS, REGISTRATION 1-1

Overview of Virtual OneStop® ......................................................................................................... 1-1 Intensive Individual Services ................................................................................................................ 1-2 Employer Services ................................................................................................................................ 1-2

Access ........................................................................................................................................... 1-3 Logging Into VOS and Staff Services ................................................................................................... 1-3

Accessing the Left Menu (the button)........................................................................................... 1-4 Working with the Message Alert ....................................................................................................... 1-5

How to Navigate / Move Around in Virtual OneStop ............................................................................. 1-5 Navigation Menu and Fly-outs.......................................................................................................... 1-5 My Staff Workspace ........................................................................................................................ 1-6 “Currently Managing” on Navigation Menu........................................................................................ 1-6 Backward and Forward Navigation ................................................................................................... 1-6 Hyperlinks for Moving Quickly Between Pages ................................................................................. 1-7 Using the Footer Toolbar to Change Settings ................................................................................... 1-7

How to Change Screen Views .............................................................................................................. 1-9 Graphics and Text Display ............................................................................................................... 1-9 Language Display............................................................................................................................ 1-9 Enable/Disable Fly-out Menus ....................................................................................................... 1-10

Page Services Tracking ...................................................................................................................... 1-10

2: MY STAFF WORKSPACE 2-1 Quick Search ................................................................................................................................. 2-2 My Staff Dashboard ........................................................................................................................ 2-2

Configuring the Dashboard ................................................................................................................... 2-7 My Staff Resources ........................................................................................................................ 2-7

Correspondence ................................................................................................................................... 2-9 Messages ............................................................................................................................................. 2-9 Communication Templates ................................................................................................................. 2-11 My Alerts ............................................................................................................................................. 2-12 Search Lists ........................................................................................................................................ 2-13 Assigned Cases .................................................................................................................................. 2-14 My Reports ......................................................................................................................................... 2-15 My Virtual Recruiter ............................................................................................................................ 2-16 My Preferences .................................................................................................................................. 2-17 My Appointments ................................................................................................................................ 2-18 Upcoming Events ............................................................................................................................... 2-19

Manage Existing Events ................................................................................................................ 2-19 Add New Event ............................................................................................................................. 2-20

My Email Log ...................................................................................................................................... 2-20 My Staff Account .......................................................................................................................... 2-21

Preferences (Landing Pages, Recently Assisted, Case Notes) ......................................................... 2-23 Preferences (Auto Assist Display) ...................................................................................................... 2-23 Preferences (Employer Search Area) ................................................................................................. 2-23 Preferences (Menu Preferences) ....................................................................................................... 2-23 Preferences (Summary and Detail Landing Pages) ........................................................................... 2-24 Staff Signature .................................................................................................................................... 2-25

3: MANAGE INDIVIDUALS – CREATE, ASSIST, AND MANAGE PROFILES 3-1 Creating an Individual Account (Registration) ................................................................................. 3-2

SNAP Mini-Registration ...................................................................................................................... 3-11

Contents

Virtual OneStop – Staff Services User Guide iv V19 – 08/2019

Common Intake Form (Combined Application) .............................................................................. 3-15 Notes to Consider for Common Intake ............................................................................................... 3-15 Sample Steps for Using Common Intake ........................................................................................... 3-16

Quick Search ............................................................................................................................... 3-23 Assisting an Individual .................................................................................................................. 3-24

Quick Assist ........................................................................................................................................ 3-24 Search Results (Summary View) ........................................................................................................ 3-29 Search Results (Detailed View) .......................................................................................................... 3-30 Wagner-Peyser Re-Enrollment Prompt .............................................................................................. 3-31 Right To Work Validation Flag ............................................................................................................ 3-32 Choose a Profile or Plan (My Portfolio Options) ................................................................................. 3-33

One Case Note to Multiple Individuals .......................................................................................... 3-34 WIOA Pre-Applications ................................................................................................................. 3-37

Viewing / Approving WIOA Pre-Applications ...................................................................................... 3-38 The Individual’s WIOA Pre-Application Screens ................................................................................ 3-40

Creating a Mini-Registration (as Staff) .......................................................................................... 3-43 Mini-Registration Users (Complete Registration) ........................................................................... 3-44 Managing My Individual Profiles ................................................................................................... 3-46

Personal Profile Folder ....................................................................................................................... 3-47 General Information Tab ................................................................................................................ 3-47 Background Tab ............................................................................................................................ 3-52 Activities Tab................................................................................................................................. 3-53 Paths Tab ..................................................................................................................................... 3-54 Memo Tab..................................................................................................................................... 3-55 Documents Tab ............................................................................................................................. 3-56

Search History Profile Folder .............................................................................................................. 3-58 Jobs Tab ....................................................................................................................................... 3-60 Employers Tab .............................................................................................................................. 3-60 Programs Tab ............................................................................................................................... 3-62 Occupations Tab ........................................................................................................................... 3-63 Industries Tab ............................................................................................................................... 3-65 Areas Tab ..................................................................................................................................... 3-65

Self-Assessment Profile Folder .......................................................................................................... 3-67 Job Skills Tab ................................................................................................................................ 3-68 Personal Skills Tab ........................................................................................................................ 3-69 Work Interests Tab ........................................................................................................................ 3-69 Work Values Tab ........................................................................................................................... 3-71 Multiple Tab .................................................................................................................................. 3-74 Typical Tools and Technology Tab ................................................................................................. 3-74

Using Your Communications Profile Folder ........................................................................................ 3-75 Messages Tab .............................................................................................................................. 3-75 Correspondence Tab ..................................................................................................................... 3-76 Templates Tab .............................................................................................................................. 3-77 Career Network Tab ...................................................................................................................... 3-79 Subscriptions Tab.......................................................................................................................... 3-84 Email Log Tab ............................................................................................................................... 3-85

Managing My Individual Plans ...................................................................................................... 3-86 Employment Plan Profile .................................................................................................................... 3-88

Résumés Tab ................................................................................................................................ 3-88 Job Applications Tab ..................................................................................................................... 3-90 Online Application Tab................................................................................................................... 3-91 Virtual Recruiter Tab...................................................................................................................... 3-92 Employment Strategy Tab ............................................................................................................. 3-92 Employment Goals Tab ................................................................................................................. 3-93

Training Plan Profile ........................................................................................................................... 3-94 Classroom Training Tab ................................................................................................................ 3-95 Online Training Tab ....................................................................................................................... 3-95

Contents

Virtual OneStop – Staff Services User Guide v V19 – 08/2019

Benefits Plan Profile ........................................................................................................................... 3-97 Financial Plan Profile .......................................................................................................................... 3-98

Overall Budget Tab ....................................................................................................................... 3-98 Training Budget Tab ...................................................................................................................... 3-99 Transition Budget Tab ................................................................................................................... 3-99

Using the Staff Profiles (Overview) ............................................................................................. 3-100 General Profile .................................................................................................................................. 3-100

Summary Tab (multiple panels) ................................................................................................... 3-101 Case Notes Tab .......................................................................................................................... 3-102 Activities Tab............................................................................................................................... 3-103 Documents Tab ........................................................................................................................... 3-104

Case Management Profile ................................................................................................................ 3-105 Programs Tab ............................................................................................................................. 3-105 Plan Tab ..................................................................................................................................... 3-106 Assessments Tab ........................................................................................................................ 3-106

Report Profile .................................................................................................................................... 3-107

4: INDIVIDUALS – CASE MANAGEMENT 4-1 Staff Profiles – General Profile ........................................................................................................ 4-2

Summary Tab ....................................................................................................................................... 4-3 Summary Tab – Case Summary Panel ............................................................................................ 4-3 Summary Tab – Chronological Case History Panel ........................................................................... 4-4 Summary Tab – Individual Information Panel.................................................................................... 4-5 Summary Tab – Verification Summary Panel.................................................................................... 4-6 Summary Tab – Staff Assisted Summary Panel ................................................................................ 4-8

Case Notes Tab .................................................................................................................................. 4-10 Creating a Case Note Template ..................................................................................................... 4-11 Adding a Case Note ...................................................................................................................... 4-13

Activities Tab ...................................................................................................................................... 4-15 Internal Job Referrals .................................................................................................................... 4-16 Activity History/Service Plan .......................................................................................................... 4-18 Employment History ...................................................................................................................... 4-21 Event History................................................................................................................................. 4-22 Alternate Contacts ......................................................................................................................... 4-24 Staff Referrals to Providers ............................................................................................................ 4-24 Wage Information for Program Participant ...................................................................................... 4-33 Local Status Tracking .................................................................................................................... 4-34 Tracking of Time ........................................................................................................................... 4-35

Staff Profiles – Case Management Profile ..................................................................................... 4-36 Programs Tab ..................................................................................................................................... 4-37 Plan Tab ............................................................................................................................................. 4-38

Objective Assessment Summary (OAS) ......................................................................................... 4-39 Individual Employment Plan/Service Strategy (IEP/SS) ................................................................... 4-51

Assessments Tab ............................................................................................................................... 4-59 Basic Skills Assessment ................................................................................................................ 4-59 Aptitude Assessment ..................................................................................................................... 4-62 WorkPlace Skills Assessment ........................................................................................................ 4-63 Other Assessments ....................................................................................................................... 4-65

Staff Profiles – Report Profile........................................................................................................ 4-66 Tracking Tab ....................................................................................................................................... 4-67 Statistics Tab ...................................................................................................................................... 4-68 Combined Assessment Tab ............................................................................................................... 4-68 Labor Exchange Tab .......................................................................................................................... 4-70

5: PROGRAMS: WAGNER-PEYSER 5-1 WP on Programs Tab – An Introduction .......................................................................................... 5-1

Completing a WP Application ............................................................................................................... 5-2 Notes on Navigating the Wizard ....................................................................................................... 5-2

Contents

Virtual OneStop – Staff Services User Guide vi V19 – 08/2019

Intro Step ........................................................................................................................................ 5-3 Contact Step ................................................................................................................................... 5-5 Demographic Step........................................................................................................................... 5-6 Veteran Step ................................................................................................................................... 5-7 Employment Step ............................................................................................................................ 5-9 Farmworker Step ............................................................................................................................. 5-9 Education Step .............................................................................................................................. 5-10 Public Assistance Step .................................................................................................................. 5-11 Barriers Step ................................................................................................................................. 5-12 Miscellaneous Step ....................................................................................................................... 5-13 Eligibility Summary Step ................................................................................................................ 5-14

Printing a WP Application ................................................................................................................... 5-16 Completing WP Forms ....................................................................................................................... 5-17

Participation .................................................................................................................................. 5-18 Activities / Enrollments / Services ................................................................................................... 5-19 Partner Programs .......................................................................................................................... 5-22 Credentials.................................................................................................................................... 5-23 Closure ......................................................................................................................................... 5-25 Exit / Outcome .............................................................................................................................. 5-28 Follow-Ups .................................................................................................................................... 5-31

6: THE PROGRAMS TAB: WIOA 6-1 WIOA Program Overview ............................................................................................................... 6-1

The WIOA Application Form ................................................................................................................. 6-4 Summary of WIOA Eligibility Types and Requirements ..................................................................... 6-4 Summary of WIOA Tabs per Eligibility Type ..................................................................................... 6-7 Starting a WIOA Application............................................................................................................. 6-8 Notes on Navigating the Wizard ....................................................................................................... 6-9 The WIOA Application (for Adult) ................................................................................................... 6-10

MEETS LOW INCOME: 6-27

ELIGIBILITY MATRIX: 6-27 The WIOA Application (for Dislocated Worker) ............................................................................... 6-32


ELIGIBILITY MATRIX: 6-48 The WIOA Application (for Youth) .................................................................................................. 6-52


ELIGIBILITY MATRIX: 6-65 The WIOA Application (for Incumbent Worker) ............................................................................... 6-70


ELIGIBILITY MATRIX: 6-76 Seeing WIA Legacy Data (via the Eligibility Tab) ............................................................................ 6-77 Printing the WIOA Application ........................................................................................................ 6-78

The WIOA Participation Form ............................................................................................................. 6-80 The WIOA Service/Activity Enrollments ............................................................................................. 6-81

Creating a Non-Fundable Activity (Initial Assessment) .................................................................... 6-83 Creating a Fundable Activity (Support Service) ............................................................................... 6-88 Creating a Fundable Activity (Individualized Training Account - ITA Service) ................................... 6-96

Measurable Skills Gain ..................................................................................................................... 6-107 Partner Programs ............................................................................................................................. 6-109 Training Justification ......................................................................................................................... 6-111 Literacy & Numeracy Scores ............................................................................................................ 6-113

Contents

Virtual OneStop – Staff Services User Guide vii V19 – 08/2019

Literacy & Numeracy Pre-Test Assessment .................................................................................. 6-113 Literacy & Numeracy Progress Assessment ................................................................................. 6-115 Literacy & Numeracy Post-Test Assessment ................................................................................ 6-117

Youth Goals ...................................................................................................................................... 6-119 Create Credentials ............................................................................................................................ 6-120 Create Entered Employment ............................................................................................................ 6-121 Enrollment Closure ........................................................................................................................... 6-124 WIOA Enrollment – Reset Options ................................................................................................... 6-126 The WIOA Case Closure .................................................................................................................. 6-128 WIOA Follow-Up Services ................................................................................................................ 6-131

Follow-Up Services and Soft Exits ............................................................................................... 6-131 The WIOA Outcome (Hard Exit) ....................................................................................................... 6-132 Deleting WIOA Outcomes ................................................................................................................ 6-135 WIOA Follow-Up Forms .................................................................................................................... 6-136 WIOA Outcome Form (Youth) .......................................................................................................... 6-140 WIOA Follow-Up Form for Youth ...................................................................................................... 6-141

7: PROGRAMS TAB: TAA 7-1 TAA Program Forms ...................................................................................................................... 7-1 Completing a TAA Application ........................................................................................................ 7-2

Navigating the Wizard .......................................................................................................................... 7-3 Completing the TAA Application Wizard ............................................................................................... 7-4

Intro ................................................................................................................................................ 7-4 Contact ........................................................................................................................................... 7-6 Demographic................................................................................................................................... 7-7 Veteran ........................................................................................................................................... 7-8 Employment .................................................................................................................................... 7-9 Education ...................................................................................................................................... 7-13 Public Assistance .......................................................................................................................... 7-13 Barriers ......................................................................................................................................... 7-14 Eligibility Summary ........................................................................................................................ 7-15

Viewing the TAA Application .............................................................................................................. 7-16 TAA Participation Form ................................................................................................................ 7-19 TAA Service Enrollment Form ...................................................................................................... 7-20

Creating a TAA Service Enrollment .................................................................................................... 7-20 General Information Tab ................................................................................................................ 7-21 Service Provider Tab ..................................................................................................................... 7-23 Enrollment Cost Tab ...................................................................................................................... 7-23 Financial Aid Tab .......................................................................................................................... 7-25 Enrollment Budget Tab .................................................................................................................. 7-26 Budget Planning Tab ..................................................................................................................... 7-27 Closure Information Tab ................................................................................................................ 7-28

TAA Bona Fide Application Form .................................................................................................. 7-29 TAA Waiver Entry Form ................................................................................................................ 7-30

TAA Waiver Extenuating Circumstances or Good Cause Reasons ................................................... 7-33 TAA Training Application Form ..................................................................................................... 7-34 TAA Closure ................................................................................................................................. 7-36 TAA Enrollment – Reset Options .................................................................................................. 7-40 TAA Outcome .............................................................................................................................. 7-42

Deleting TAA Outcomes ..................................................................................................................... 7-44 Using the TRA Payment View....................................................................................................... 7-45

8: PROGRAMS TAB: WTP-JFES 8-1 WTP-JFES Program Overview ....................................................................................................... 8-1

WTP-JFES Application ......................................................................................................................... 8-4 The Intro Tab .................................................................................................................................. 8-7

Contents

Virtual OneStop – Staff Services User Guide viii V19 – 08/2019

The Contact Tab ............................................................................................................................. 8-9 The Demographics Tab ................................................................................................................... 8-9 The Education Tab ........................................................................................................................ 8-11 The Employment Tab .................................................................................................................... 8-12 The Eligibility Summary Tab .......................................................................................................... 8-13 Printing the WTP-JFES Application ................................................................................................ 8-15

DSS Information (Import Data) ........................................................................................................... 8-16 WTP-JFES Service Needs Assessment Form ................................................................................... 8-18

The Background Tab ..................................................................................................................... 8-19 The Languages Tab ...................................................................................................................... 8-20 The Education Tab ........................................................................................................................ 8-20 The Employment Tab .................................................................................................................... 8-21 The Learning Disabilities Tab ......................................................................................................... 8-22 The Substance Use Disorder Tab .................................................................................................. 8-23 The Mental/Physical Healthy Tab ................................................................................................... 8-24 The Other Information Tab ............................................................................................................. 8-25 The Orientation Tab....................................................................................................................... 8-26 The Orientation Schedule Tab ....................................................................................................... 8-26 Editing, Viewing, or Deleting an SNA Record.................................................................................. 8-28

Child Care (Import Data) .................................................................................................................... 8-28 Participation Form .............................................................................................................................. 8-30 Work Readiness Assessment ............................................................................................................. 8-31 Employment Plan ............................................................................................................................... 8-33

Goals ............................................................................................................................................ 8-35 Objectives ..................................................................................................................................... 8-36 Working with Existing Plans ........................................................................................................... 8-39

WTP-JFES Activities / Enrollments / Services Form .......................................................................... 8-40 General Information Tab ................................................................................................................ 8-41 Schedule Tab ................................................................................................................................ 8-44 Service Provider Tab ..................................................................................................................... 8-45 Tab Screens for Fundable Enrollment Activities .............................................................................. 8-46 Closure Information Tab ................................................................................................................ 8-47

Attendance Tracker ............................................................................................................................ 8-48 Countable Hours Identification at Enrollment .................................................................................. 8-49

Sanctions ............................................................................................................................................ 8-51 Create Credentials Form .................................................................................................................... 8-54 Case Closure Form ............................................................................................................................ 8-55 WTP-JFES Mini-Registration .............................................................................................................. 8-59

9: THE PROGRAMS TAB: GENERIC 9-1 Generic Programs – Application ..................................................................................................... 9-2 Generic Programs – Enrollment ...................................................................................................... 9-7

General Information Tab ....................................................................................................................... 9-8 Service Provider Tab ............................................................................................................................ 9-8 Enrollment Cost Tab ........................................................................................................................... 9-10 Financial Aid Tab ................................................................................................................................ 9-11 Enrollment Budget Tab ....................................................................................................................... 9-13 Budget Planning Tab .......................................................................................................................... 9-15

Generic Programs – Activity Service Closure ................................................................................ 9-18 Closure Information Tab ..................................................................................................................... 9-19

Generic Programs – Activity Reset Options .................................................................................. 9-20 Generic Program Outcome ........................................................................................................... 9-21

Program Outcome – General Information Tab ................................................................................... 9-22 Program Outcome – Employment Information Tab ............................................................................ 9-22 Program Outcome – Staff Information Tab ......................................................................................... 9-23

10: THE PROGRAMS TAB: SNAP E&T 10-1 SNAP E&T Program Overview ..................................................................................................... 10-2

Contents

Virtual OneStop – Staff Services User Guide ix V19 – 08/2019

SNAP Mini-Registration ................................................................................................................ 10-3 Step 1 of 4 (Name, Location, Demographics) ................................................................................... 10-4 Step 2 of 4 (Addresses) ...................................................................................................................... 10-5 Step 3 of 4 (Phone Data) .................................................................................................................... 10-6 Step 4 of 4 (DHS Info) ........................................................................................................................ 10-6

Initial SNAP Appointment/Letter ................................................................................................... 10-8 Modifying SNAP Appointment / Letter ................................................................................................ 10-9 Schedule New SNAP Appointment/Letter ........................................................................................ 10-10

DHS Notification ......................................................................................................................... 10-10 SNAP Application ....................................................................................................................... 10-13

Start Page Tab ................................................................................................................................. 10-13 Application Contact Tab ................................................................................................................... 10-15 Application Appointment Tab ............................................................................................................ 10-16 Application Demographic Tab .......................................................................................................... 10-16 Application Employment Tab ............................................................................................................ 10-17 Application Veteran Tab ................................................................................................................... 10-18

Q1 – Transitioning Service Member ............................................................................................. 10-19 Q2 – Veteran of Active Duty......................................................................................................... 10-19 Q3 – Spouse of Veteran .............................................................................................................. 10-20

Modifying the SNAP E&T Application ............................................................................................... 10-24 SNAP E&T Participation Record ................................................................................................. 10-25 SNAP E&T Enrollment (Appraisal) .............................................................................................. 10-26

General Information Tab ................................................................................................................... 10-26 Service Provider Tab ........................................................................................................................ 10-27 Closure Information Tab ................................................................................................................... 10-28

SNAP E&T Component Activity (IES) ......................................................................................... 10-30 SNAP E&T Participant Reimbursement (IES) ............................................................................. 10-31

General Information Tab ................................................................................................................... 10-32 Service Provider Tab ........................................................................................................................ 10-32 Enrollment Cost Tab ......................................................................................................................... 10-33 Financial Aid Tab .............................................................................................................................. 10-34 Enrollment Budget Tab ..................................................................................................................... 10-35 Budget Planning Tab ........................................................................................................................ 10-37 Closure Information Tab ................................................................................................................... 10-37 SNAP E&T Reimbursement Vouchers ............................................................................................. 10-38 SNAP E&T Voucher Payments ........................................................................................................ 10-43 Payment Refunds ............................................................................................................................. 10-44

Additional SNAP E&T Activities/Components .............................................................................. 10-45 Create Credential ....................................................................................................................... 10-46 Add/Edit Entered Employment .................................................................................................... 10-47 Create Outcome (SNAP Exit) ..................................................................................................... 10-49

SNAP E&T Anniversary Exits ........................................................................................................... 10-49 SNAP E&T Soft Exits ........................................................................................................................ 10-50 SNAP E&T Hard Exits ...................................................................................................................... 10-50

SNAP Quarterly Follow ups ........................................................................................................ 10-52 General Information Section ............................................................................................................. 10-52

Contact Information ..................................................................................................................... 10-52

11: THE PROGRAMS TAB: NFJP 11-1 NFJP Program Overview .............................................................................................................. 11-2

NFJP Application ................................................................................................................................ 11-3 Step 1: Start .................................................................................................................................. 11-4 Step 2: Contact ............................................................................................................................. 11-6 Creating Partially Complete vs. Incomplete NFJP Applications...................................................... 11-11 Step 3: Demographics ................................................................................................................. 11-12

Contents

Virtual OneStop – Staff Services User Guide x V19 – 08/2019

Step 4: Veteran ........................................................................................................................... 11-13 Step 5: Employment .................................................................................................................... 11-14 Step 6: Education ........................................................................................................................ 11-15 Step 7: Public Assistance ............................................................................................................ 11-16 Step 8: Barriers ........................................................................................................................... 11-18 Step 9: Farmworker ..................................................................................................................... 11-19 Step 10: Income .......................................................................................................................... 11-22 Step 11: Eligibility ........................................................................................................................ 11-24 Working with a Completed NFJP Application ................................................................................ 11-26 NFJP Participation Form .............................................................................................................. 11-29

NFJP Program Enrollment ................................................................................................................ 11-30 General Information Tab .............................................................................................................. 11-31 General Information Section ........................................................................................................ 11-31 Enrollment Information Section .................................................................................................... 11-32 Staff Information Section ............................................................................................................. 11-33 Service Provider Tab ................................................................................................................... 11-34 Tab Screens for Fundable Enrollment Activities ............................................................................ 11-36 Closure Information Tab .............................................................................................................. 11-36

Measurable Skills Gain ..................................................................................................................... 11-38 General Information Section ........................................................................................................ 11-38 Skill Attainment Information Section ............................................................................................. 11-39 Staff Information Section ............................................................................................................. 11-40

Educational Functioning Level for Measurable Skills Gain ............................................................... 11-40 Literacy & Numeracy Pre-Test Assessment .................................................................................. 11-40 General Information Section ........................................................................................................ 11-40 Assessment Information Section .................................................................................................. 11-41 Staff Information Section ............................................................................................................. 11-42 Progress/Post Assessments Section ............................................................................................ 11-43 Literacy & Numeracy Progress Assessment ................................................................................. 11-43 Literacy & Numeracy Post-Test Assessment ................................................................................ 11-45

Credentials ....................................................................................................................................... 11-46 General Information Section ........................................................................................................ 11-46 Credential Information Section ..................................................................................................... 11-47

Add Employment .............................................................................................................................. 11-47 Closure ............................................................................................................................................. 11-50

General Information Section ........................................................................................................ 11-50 Outcome Information Section ....................................................................................................... 11-51 Employment Information Section.................................................................................................. 11-52 Staff Information Section ............................................................................................................. 11-52

Exit/Outcome .................................................................................................................................... 11-53 General Information Section ........................................................................................................ 11-54 Exit Information Section ............................................................................................................... 11-54 Alternate Contact Information Section .......................................................................................... 11-55 Staff Information Section ............................................................................................................. 11-55

Follow-Ups ........................................................................................................................................ 11-56 General Information Section ........................................................................................................ 11-57 Alternate Contact Information ...................................................................................................... 11-58 Contact Attempts Section ............................................................................................................ 11-58 Follow-up Employment Information Section .................................................................................. 11-60 Credential and Diploma/Certificate Information Section ................................................................. 11-61 Current Status at Follow-up Section ............................................................................................. 11-62 Staff Information Section ............................................................................................................. 11-63

12: THE PROGRAMS TAB: ADULT EDUCATION 12-1 AED Programs Tab – An Introduction ........................................................................................... 12-1

Completion of an Adult Education Application .................................................................................... 12-3 The Intro Tab ................................................................................................................................ 12-5 The Contacts Tab .......................................................................................................................... 12-7 The Demographics Tab ................................................................................................................. 12-8 The Employment Tab .................................................................................................................. 12-10

Contents

Virtual OneStop – Staff Services User Guide xi V19 – 08/2019

The Education Tab ...................................................................................................................... 12-11 The Public Assistance Tab .......................................................................................................... 12-13 The Barriers Tab ......................................................................................................................... 12-14 The Eligibility Summary Tab ........................................................................................................ 12-15

The Participation Form ..................................................................................................................... 12-16 Completing AED Forms .............................................................................................................. 12-17

The Activity Enrollment Wizard ......................................................................................................... 12-17 The Intro Tab .............................................................................................................................. 12-17 The Service Provider Tab ............................................................................................................ 12-19 The Closure Information Tab ....................................................................................................... 12-20

Class Registrations ........................................................................................................................... 12-21 Creating a Student’s Class Registration ....................................................................................... 12-21 Editing/Managing a Student’s Class Registration .......................................................................... 12-22 Reviewing a Student’s Class Schedule ........................................................................................ 12-27

13: THE PROGRAMS TAB: VOC REHAB 13-1 Vocational Rehabilitation Program Overview ................................................................................ 13-1 Voc Rehab Application Form ........................................................................................................ 13-2

Viewing the VOC Rehab Application .................................................................................................. 13-2 VOC Rehab Participation Form .................................................................................................... 13-2

14: MANAGE WOTC 14-1 Provide WOTC Functionality to an Employer ................................................................................ 14-1

Request WOTC Access During Employer Registration ...................................................................... 14-1 Request WOTC Access for an Existing Employer Account ................................................................ 14-2

Enable WOTC Agents and Employers .......................................................................................... 14-3 Set WOTC Privileges for Contacts or Agents ................................................................................ 14-6 Complete a WOTC Application ..................................................................................................... 14-7

IRS Form 8850 ................................................................................................................................... 14-7 ETA Form 9061 ................................................................................................................................ 14-11

Review WOTC Application Status ............................................................................................... 14-15 Request More Information ................................................................................................................ 14-16 Certify a WOTC Application .............................................................................................................. 14-17 Deny a WOTC Application ................................................................................................................ 14-18

Upload WOTC Verification Documents ....................................................................................... 14-18

15: THE PROGRAMS TAB: “PLACEHOLDER” 15-1 Overview ...................................................................................................................................... 15-1

16: MANAGE EMPLOYERS 16-1 Create an Employer Account (Registration) .................................................................................. 16-2 Employer Access Rights ............................................................................................................... 16-6

Changing Employer Access Rights .................................................................................................... 16-8 Assist an Employer..................................................................................................................... 16-10

Releasing an Employer .................................................................................................................... 16-10 Assisting a Different Employer ......................................................................................................... 16-10 Searching for Employers to Assist .................................................................................................... 16-10

Working with Employer Search Results ........................................................................................ 16-12 Searching for Employers That Have Jobs Posted ............................................................................ 16-13 Local Employer Sites ........................................................................................................................ 16-15

Employer Profiles ....................................................................................................................... 16-17 Corporate Profile .............................................................................................................................. 16-18

General Information Tab .............................................................................................................. 16-19 Locations Tab ............................................................................................................................. 16-26 Contacts/Users Tab ..................................................................................................................... 16-32

Contents

Virtual OneStop – Staff Services User Guide xii V19 – 08/2019

Account Summary Tab ................................................................................................................ 16-40 Search History Profile ....................................................................................................................... 16-41 Communications Profile .................................................................................................................... 16-42

Messages Tab ............................................................................................................................ 16-43 Correspondence Tab ................................................................................................................... 16-44 Communication Templates Tab ................................................................................................... 16-44 Subscriptions Tab........................................................................................................................ 16-46 Email Log Tab ............................................................................................................................. 16-46

Human Resource Plan ............................................................................................................... 16-47 Job Order Plan ................................................................................................................................. 16-48

Job Orders Tab ........................................................................................................................... 16-48 Job Order Templates Tab ............................................................................................................ 16-79 Application Questions Tab ........................................................................................................... 16-83 Job Skill Sets Tab........................................................................................................................ 16-84 Tools and Technology Tab .......................................................................................................... 16-85

Recruitment Plan .............................................................................................................................. 16-86 Job Applicants Tab ...................................................................................................................... 16-87 Favorite Candidates Tab ............................................................................................................. 16-89 Virtual Recruiter Tab.................................................................................................................... 16-90

Staff’s Profile .............................................................................................................................. 16-92 Case Management Profile ................................................................................................................ 16-92

Case Notes Tab .......................................................................................................................... 16-92 Activities Tab............................................................................................................................... 16-98

Contact Management Profile .......................................................................................................... 16-101 Marketing Lead Appointments.................................................................................................... 16-103

17: MANAGE RÉSUMÉS 17-1 Create a Résumé ......................................................................................................................... 17-1 Search for Résumés ..................................................................................................................... 17-2

Staff Criteria about an Individual ........................................................................................................ 17-2 Match Résumés to a Job .............................................................................................................. 17-3 Candidate Referrals ..................................................................................................................... 17-4

18: MANAGE JOB ORDERS 18-1 Create an Internal Job .................................................................................................................. 18-1 Search for Internal Jobs ............................................................................................................... 18-2

Working with Job Orders .................................................................................................................... 18-4 Modifying a Job Order ................................................................................................................... 18-5

Search For and Refer All Jobs ...................................................................................................... 18-7

19: MANAGE LABOR EXCHANGE 19-1 Mass Job Referrals ...................................................................................................................... 19-2

Referral/Notifications Details Screen .................................................................................................. 19-4 Notification to Send to Employer .................................................................................................... 19-5 Employer Follow Up ...................................................................................................................... 19-6 Notification to Send to Job Seeker ................................................................................................. 19-7 Job Seeker Follow-Up ................................................................................................................... 19-7

Mass Candidate Referrals ............................................................................................................ 19-9 Enter Job Referral Results.......................................................................................................... 19-10 Job Referrals Pending Staff Review ........................................................................................... 19-13 Job Candidate Follow Up............................................................................................................ 19-15 Job Skill Sets ............................................................................................................................. 19-17

Editing a Staff Skill Set ..................................................................................................................... 19-17 Add a New Skill Set .......................................................................................................................... 19-18

Analyzing Skills ........................................................................................................................... 19-19

Contents

Virtual OneStop – Staff Services User Guide xiii V19 – 08/2019

Skill Matching .............................................................................................................................. 19-20 External Job Options .................................................................................................................. 19-21

Exclude by Employer Name ............................................................................................................. 19-21 Exclude by Job Number ................................................................................................................... 19-21 Exclude by Keyword ......................................................................................................................... 19-22

20: MANAGE ACTIVITIES 20-1 Individual Services ....................................................................................................................... 20-2

Add a Service for an Individual ........................................................................................................... 20-4 Add Multiple Services for an Individual ............................................................................................... 20-4

One Service to Multiple Individuals ............................................................................................... 20-6 Employer Services ....................................................................................................................... 20-8

Add a Service for an Employer ......................................................................................................... 20-10 Add Multiple Services for an Employer ............................................................................................. 20-10

One Service to Multiple Employers ............................................................................................. 20-12 Scheduled Services .................................................................................................................... 20-13 Event Rosters ............................................................................................................................ 20-14

21: MANAGE PROVIDERS & PROVIDER REPS 21-1 Manage Providers Overview ......................................................................................................... 21-1 The New Program Wizard & Provider Functions ........................................................................... 21-2

Provider Users – Summary ................................................................................................................ 21-3 Register as Provider User .............................................................................................................. 21-3 Add Programs/Courses ................................................................................................................. 21-4 Apply for WIOA Program Certification ............................................................................................ 21-4 Reapply for WIOA Program Certification ........................................................................................ 21-5 View State High Demand Occupations ........................................................................................... 21-6 View Institution and Program Reports ............................................................................................ 21-6 Reviewing Other Provider’s Services (Educational Services) .......................................................... 21-6 View Training Videos ..................................................................................................................... 21-6

Provider Staff – Summary .................................................................................................................. 21-6 Create a Provider .......................................................................................................................... 21-6 Create a Provider User .................................................................................................................. 21-7 Activate a Provider ........................................................................................................................ 21-8 Enable a Provider User.................................................................................................................. 21-8 Add Programs/Courses ................................................................................................................. 21-9 Approve Programs for WIOA ....................................................................................................... 21-10

Approve WIOA Program Reapplication ............................................................................................ 21-11 Provider User – Self-Registration................................................................................................ 21-12

Provider Rep – Registration Screens ............................................................................................... 21-13 Provider Staff Verification ................................................................................................................. 21-16

Provider Rep – Self Service Functionality ................................................................................... 21-18 Manage Provider Profile ................................................................................................................... 21-19 Manage Institution Programs ............................................................................................................ 21-20

Service Type / General Information Sections ................................................................................ 21-22 Service Information/Course Information Sections.......................................................................... 21-24 Program/Service Occupation Section ........................................................................................... 21-26 Service Cost Details Section ........................................................................................................ 21-27 Program/Service Locations Section.............................................................................................. 21-28 Program/Service Skills Section .................................................................................................... 21-29 Program/Service Performance Section ......................................................................................... 21-30 Program/Service Application Confirmation Section ....................................................................... 21-33 Program/Service Review Status Section ...................................................................................... 21-34

Demand Occupations ....................................................................................................................... 21-34 View Reports .................................................................................................................................... 21-35 Education Services ........................................................................................................................... 21-36

Contents

Virtual OneStop – Staff Services User Guide xiv V19 – 08/2019

Staff Provider Functionality ......................................................................................................... 21-37 Staff Access to Providers ................................................................................................................. 21-37 Creating a Provider Institution .......................................................................................................... 21-38

Provider Profile Folder ................................................................................................................. 21-41 Provider Programs Folder ............................................................................................................ 21-43

Assisting a Provider Institution ......................................................................................................... 21-49 Managing Program Reapplication .................................................................................................... 21-52 Reports ............................................................................................................................................. 21-54

Manage Providers Conclusions .................................................................................................. 21-55

22: MANAGE VOSCAN AND SCAN CARD 22-1 VOScan and Scan Card Overview ................................................................................................ 22-1 VOScan Scan Card Kiosk............................................................................................................. 22-3 VOScan and Scan Card Kiosk Setup ............................................................................................ 22-6

Setting Up Full-Time Buttons .............................................................................................................. 22-8 Setting Up a Services Schedule ......................................................................................................... 22-8

Manual Scan Services .................................................................................................................. 22-9

23: MANAGE CASE ASSIGNMENT 23-1 Individual Case Assignment ......................................................................................................... 23-1

Staff Permissions ................................................................................................................................ 23-2 Create and Manage Groups ............................................................................................................... 23-2

Manage Groups ............................................................................................................................ 23-3 Create a Group ............................................................................................................................. 23-3

Staff Group Assignment ..................................................................................................................... 23-4 Individual Assignment ......................................................................................................................... 23-5

Assign Staff ................................................................................................................................... 23-6 Assign Group ................................................................................................................................ 23-6 Case Assignment within Program Forms (In Context) ..................................................................... 23-7

Individual Case Un-Assignment ......................................................................................................... 23-7 Temporary Assignment ...................................................................................................................... 23-9

Create a Temporary Assignment.................................................................................................... 23-9 Remove a Temporary Assignment ............................................................................................... 23-10

Case Reassignment ......................................................................................................................... 23-11 Group Reassignment ........................................................................................................................ 23-12 View Case Load ............................................................................................................................... 23-14 Case Assignment History ................................................................................................................. 23-16

Employer Case Assignment ....................................................................................................... 23-17 Employer Case Assignment ............................................................................................................. 23-17

Employer Location Case Assignment ........................................................................................... 23-18 Employers Case Reassignment ....................................................................................................... 23-19 Employers Case Temporary Assignment ......................................................................................... 23-20 Employers View Case Load ............................................................................................................. 23-21

24: MANAGE PROFILING 24-1 Scheduled Profiling Services ........................................................................................................ 24-2 Profiling Non-Compliance ............................................................................................................. 24-3 Profiling Orientation Letter ............................................................................................................ 24-3

25: MANAGE FOLLOW-UP AND SURVEYS 25-1 Manage Follow-Up ....................................................................................................................... 25-1

WIOA Exiters for Follow-Up ................................................................................................................ 25-1 Manage Satisfaction Surveys ....................................................................................................... 25-2

Customer (Individual) Satisfaction Surveys ........................................................................................ 25-2 Employer Satisfaction Surveys ........................................................................................................... 25-4

Contents

Virtual OneStop – Staff Services User Guide xv V19 – 08/2019

26: MANAGE FUNDS 26-1

27: MANAGE VISITORS 27-1 VOSGreeter® Overview ................................................................................................................ 27-1 Main Menu – Manage Visitors ...................................................................................................... 27-2 Visitor System Configuration ........................................................................................................ 27-2

Visit Reasons ...................................................................................................................................... 27-2 Area-Wide Visit Reasons ............................................................................................................... 27-3 Add or Edit Visit Reasons for Your Office ....................................................................................... 27-3

Preview the Office Kiosk ..................................................................................................................... 27-5 Visitor Kiosk ................................................................................................................................. 27-5

Set Up the Kiosk ................................................................................................................................. 27-5 Allow Document Scanning .................................................................................................................. 27-6 Visitor Check-In Options ..................................................................................................................... 27-8 Visitor Check-In Screens .................................................................................................................... 27-8 Staff Notifications .............................................................................................................................. 27-10

Office Check-In Log .................................................................................................................... 27-11 Review the Check-In Log ................................................................................................................. 27-11

Filter and Sort Records ................................................................................................................ 27-12 Staff Check-In Features .................................................................................................................... 27-12

Manual Check-In ......................................................................................................................... 27-13 Office Assisting Log .................................................................................................................... 27-15 Reports ...................................................................................................................................... 27-16 Administration System Options ................................................................................................... 27-18

System Settings ................................................................................................................................ 27-18 Staff Privileges .................................................................................................................................. 27-19 System Parameters .......................................................................................................................... 27-20

Sample EEO Visitor Kiosk Screens .............................................................................................. 27-20

28: MANAGE WARN NOTIFICATIONS 28-1 WARN Overview .......................................................................................................................... 28-1 Create WARN Notice (WARN Entry)............................................................................................. 28-2

Step 1 – Company WARN Information ............................................................................................... 28-3 WARN Information ........................................................................................................................ 28-4 Company Information .................................................................................................................... 28-4 Contact Information ....................................................................................................................... 28-5 Layoff/Closure Information ............................................................................................................. 28-6

Step 2 – Company Location Information ............................................................................................ 28-6 Company Information .................................................................................................................... 28-7 Contact Information ....................................................................................................................... 28-8 Layoff/Closure Information ............................................................................................................. 28-8

Step 3 – Union Information ............................................................................................................... 28-10 Union Information ........................................................................................................................ 28-11 Contact Information ..................................................................................................................... 28-11

Step 4 – Occupations Associated to the WARN Notice ................................................................... 28-12 Job Titles .................................................................................................................................... 28-13

Step 5 – LWIA/Regional Notification Information ............................................................................. 28-15 Step 6 – Additional Information (Ready to Send?) ........................................................................... 28-16 WARN Summary .............................................................................................................................. 28-17

Search for WARN Notices .......................................................................................................... 28-19 Partially Completed WARN Notices ............................................................................................ 28-21 Create WARN Visit Record ......................................................................................................... 28-21 View Visit Reports ...................................................................................................................... 28-23

Contents

Virtual OneStop – Staff Services User Guide xvi V19 – 08/2019

29: MANAGE REPORTS 29-1 Reports Overview ......................................................................................................................... 29-1 Report Generation and Navigation ................................................................................................ 29-3

Generate a Report .............................................................................................................................. 29-3 Display Options .................................................................................................................................. 29-4 Date Filters ......................................................................................................................................... 29-5 Navigate Report Results ..................................................................................................................... 29-5 Save to My Reports ............................................................................................................................ 29-6 Save or Export a Report ..................................................................................................................... 29-7 My Reports ......................................................................................................................................... 29-9

Summary Reports ........................................................................................................................ 29-9 Dashboards ...................................................................................................................................... 29-10 Executive Reports ............................................................................................................................ 29-11

Executive Sample Reports ........................................................................................................... 29-12 Project Management Sample Reports .......................................................................................... 29-13

Master Summary .............................................................................................................................. 29-15 Trend ................................................................................................................................................ 29-17

Detailed Reports ........................................................................................................................ 29-19 Case Management Reports .............................................................................................................. 29-21

Case Load Reports ..................................................................................................................... 29-23 Case Load Non-WIOA Reports .................................................................................................... 29-25 Case Load – WIOA Specific Reports ............................................................................................ 29-28 Documentation Reports ............................................................................................................... 29-31 Predictive Reports ....................................................................................................................... 29-34 Staff Referrals Reports ................................................................................................................ 29-35

CRM (Client Relationship Management) Reports ............................................................................ 29-36 Employer Reports ............................................................................................................................. 29-37

Job Order Reports ....................................................................................................................... 29-38 Registered Employer Reports ...................................................................................................... 29-42 Referrals and Referral Results Reports ........................................................................................ 29-45 Hire............................................................................................................................................. 29-49 Financial Reports ........................................................................................................................ 29-50

Summary .......................................................................................................................................... 29-50 Individual .................................................................................................................................... 29-51 Case Manager ............................................................................................................................ 29-51 Trade Expenditure ....................................................................................................................... 29-52

Training Reports ............................................................................................................................... 29-52 Alison Metrics .............................................................................................................................. 29-53 Financial Aid Report .................................................................................................................... 29-53 Provider Funding Reports ............................................................................................................ 29-53 Training....................................................................................................................................... 29-54

Individual Reports ............................................................................................................................. 29-55 Background Information Reports .................................................................................................. 29-55 Registered Individual Reports ...................................................................................................... 29-58 Veteran Reports .......................................................................................................................... 29-61 Characteristics ............................................................................................................................ 29-61 Enrolled Individual Reports .......................................................................................................... 29-61 Veteran ....................................................................................................................................... 29-64 Résumé Reports ......................................................................................................................... 29-64 Miscellaneous Reports ................................................................................................................ 29-67 Assessment Results .................................................................................................................... 29-68 Equal Employment Opportunity Reports ....................................................................................... 29-69 Security Reports .......................................................................................................................... 29-70 Questionnaire .............................................................................................................................. 29-72 Tracking ...................................................................................................................................... 29-73 Contact ....................................................................................................................................... 29-74 Messages ................................................................................................................................... 29-75 Survey ........................................................................................................................................ 29-75

Contents

Virtual OneStop – Staff Services User Guide xvii V19 – 08/2019

Provider Reports ............................................................................................................................... 29-76 Eligible Training (CRS) ................................................................................................................ 29-76 Provider ...................................................................................................................................... 29-77

Services Reports .............................................................................................................................. 29-77 Event Scheduler .......................................................................................................................... 29-78 Services Provided Employer ........................................................................................................ 29-78 Scan Card ................................................................................................................................... 29-80 Services Provided Individuals ...................................................................................................... 29-81

WARN Reports ................................................................................................................................. 29-83 Custom Reports ......................................................................................................................... 29-84

State Performance ............................................................................................................................ 29-84 PREP/REA ....................................................................................................................................... 29-85 Locally Developed ............................................................................................................................ 29-86

Wyoming ..................................................................................................................................... 29-87 District of Columbia ..................................................................................................................... 29-87 Florida ........................................................................................................................................ 29-87 Maryland ..................................................................................................................................... 29-88 California .................................................................................................................................... 29-88 Louisiana .................................................................................................................................... 29-88 Indiana ........................................................................................................................................ 29-89 New Mexico ................................................................................................................................ 29-89 Rhode Island ............................................................................................................................... 29-89

Custom UI Reports ........................................................................................................................... 29-89 Ad Hoc Query Wizard Reports .................................................................................................... 29-90 Federal Reports ......................................................................................................................... 29-92

ETA 9090 WIOA Quarterly Reports .................................................................................................. 29-92 ETA 9091 WIOA Annual Reports ..................................................................................................... 29-94 ETA WP 9002/VETS200 Quarterly Reports ..................................................................................... 29-95 Trade Adjustment Act Report ........................................................................................................... 29-96 MIC Report ....................................................................................................................................... 29-97 ETA 9048 Profile Report ................................................................................................................... 29-98 Recovery Act (ARRA) Reports ......................................................................................................... 29-99 EEO Reports .................................................................................................................................... 29-99 Veteran Priority of Service Survey Report ...................................................................................... 29-101

Live Data Reports..................................................................................................................... 29-102

30: MANAGE DOCUMENTS 30-1 Introduction .................................................................................................................................. 30-1 The Documents Tab (Loading Documents) ................................................................................... 30-4

Add a Document (Upload) .................................................................................................................. 30-6 Scan a Document ............................................................................................................................... 30-8 Link a Document (Selecting from Available Files) ............................................................................ 30-10 Edit a Document and Create Annotations ........................................................................................ 30-11 Delete a Document ........................................................................................................................... 30-13

In-Context Scanning, Linking, and Viewing ................................................................................. 30-14 Scanning a Document (In-Context) .................................................................................................. 30-15 Linking a Document (In-Context) ...................................................................................................... 30-15 The Document Management Search ................................................................................................ 30-17

Verification Summary Panel and Document Management ........................................................... 30-18 Frequently Asked Questions ....................................................................................................... 30-19

31: MANAGE COMMUNICATIONS 31-1 Manage Messages ....................................................................................................................... 31-2

Work with Existing Messages ............................................................................................................. 31-4 Create New Messages ....................................................................................................................... 31-5

Manage Correspondence ............................................................................................................. 31-8

Contents

Virtual OneStop – Staff Services User Guide xviii V19 – 08/2019

Create Correspondence ..................................................................................................................... 31-9 Print Correspondence ....................................................................................................................... 31-10 Create and Print Mailing Labels ....................................................................................................... 31-11

Manage Communication Templates ........................................................................................... 31-12 Create a Correspondence Template ................................................................................................ 31-13 Edit a Correspondence Template ..................................................................................................... 31-14 Copy a Correspondence Template ................................................................................................... 31-14

Manage Alerts ............................................................................................................................ 31-15 View System Alerts ........................................................................................................................... 31-15 Manage My Alerts ............................................................................................................................. 31-16

Create or Modify Alerts ................................................................................................................ 31-17 Manage Text Watch Lists ................................................................................................................. 31-19

Filter the Text Watch Alerts List ................................................................................................... 31-21 Preview Alerts ............................................................................................................................. 31-21 Create Text Watch Alerts ............................................................................................................. 31-22 Edit Text Watch Alerts ................................................................................................................. 31-22 Delete Text Watch Alerts ............................................................................................................. 31-22

Virtual Recruiter ......................................................................................................................... 31-23 Email Log ................................................................................................................................... 31-23

32: MANAGE SCHEDULES 32-1 Appointment Calendar .................................................................................................................. 32-1

Add a New Appointment ..................................................................................................................... 32-3 Appointment Information ................................................................................................................ 32-3 Location ........................................................................................................................................ 32-3 Schedule ....................................................................................................................................... 32-3 Attendees ..................................................................................................................................... 32-4 Notification Options ....................................................................................................................... 32-5

Delete an Appointment ....................................................................................................................... 32-6 Change Calendar View ....................................................................................................................... 32-6 View Individual or Employer Appointments ........................................................................................ 32-6 Invitations ........................................................................................................................................... 32-7 Manage Attendees ............................................................................................................................. 32-8 Manage Pool Counts .......................................................................................................................... 32-9

Events Calendar ........................................................................................................................... 32-9 Add a New Event .............................................................................................................................. 32-12

Event Information ........................................................................................................................ 32-12 Schedule ..................................................................................................................................... 32-12 Associated Offices ....................................................................................................................... 32-13 Event Location ............................................................................................................................ 32-13 Moderator ................................................................................................................................... 32-14 Calendar ..................................................................................................................................... 32-14 Attendance Tracking.................................................................................................................... 32-15 Registration ................................................................................................................................. 32-17 Service and Attendee Tracking through Event Management ......................................................... 32-18

Copy Events ..................................................................................................................................... 32-21 Cancel Events .................................................................................................................................. 32-21

33: OTHER STAFF SERVICES 33-1 Labor Market Services.................................................................................................................. 33-2

Labor Market Facts ............................................................................................................................. 33-3 Area Profile ......................................................................................................................................... 33-4

Area Summary Tab ....................................................................................................................... 33-4 Area Narrative Tab ........................................................................................................................ 33-5 Area Details Tab ........................................................................................................................... 33-5 Area Comparison Tab ................................................................................................................. 33-15

Industry Profile .................................................................................................................................. 33-16

Contents

Virtual OneStop – Staff Services User Guide xix V19 – 08/2019

Industry Summary Tab ................................................................................................................ 33-18 Industry Narrative Tab ................................................................................................................. 33-18 Industry Details Tab..................................................................................................................... 33-20 Industry Comparison Tab............................................................................................................. 33-25

Occupational Profile ......................................................................................................................... 33-26 Occupation Summary Tab ........................................................................................................... 33-27 Occupation Narrative Tab ............................................................................................................ 33-28 Occupation Details Tab ............................................................................................................... 33-28 Occupation Comparison Tab ....................................................................................................... 33-50

Educational Profile ............................................................................................................................ 33-53 Education Profile – Summary Tab ................................................................................................ 33-53 Education Profile – Narrative Tab ................................................................................................. 33-54 Education Profile – Details Tab .................................................................................................... 33-55 Education Profile – Comparison Tab ............................................................................................ 33-57

Assistance Center ............................................................................................................................ 33-58 About this Site ............................................................................................................................. 33-58 Quick Reference Cards ............................................................................................................... 33-58 Site Map ..................................................................................................................................... 33-59 Site Search ................................................................................................................................. 33-59

My Preferences ................................................................................................................................ 33-61 Staff Online Resources ............................................................................................................... 33-61 Staff Online Courseware ............................................................................................................ 33-62

Learning Center ................................................................................................................................ 33-62 Geographic Solutions Community Forum.................................................................................... 33-63

34: CUSTOMER RELATIONSHIP MANAGEMENT (CRM) 34-1 Methods to Create a Marketing Lead ............................................................................................ 34-1

Option 1: CRM Widget ........................................................................................................................ 34-2 Option 2: CRM Group ......................................................................................................................... 34-2 Option 3: Create an Employer ............................................................................................................ 34-3 Option 4: Local Employer Sites .......................................................................................................... 34-4 Option 5: Converting External Jobs .................................................................................................... 34-5

Marketing Lead Account Management .......................................................................................... 34-6 Contact Information Section ............................................................................................................... 34-8

Contact Details .............................................................................................................................. 34-8 Contact Designations .................................................................................................................. 34-10 Login Information ........................................................................................................................ 34-10

Company Information Section .......................................................................................................... 34-11 Company Details ......................................................................................................................... 34-11 Account Type .............................................................................................................................. 34-16

Marketing Information Section .......................................................................................................... 34-17 Employer Marketing Profile .......................................................................................................... 34-17 Contact Marketing Profile............................................................................................................. 34-18 Follow Up .................................................................................................................................... 34-18 Using Advanced Options to Set Follow Ups .................................................................................. 34-19

Professional Employer Organization Section ................................................................................... 34-19 Activities Section .............................................................................................................................. 34-19

Add Work Item ............................................................................................................................ 34-20 Add Appointment ......................................................................................................................... 34-21 Marketing Section........................................................................................................................ 34-24

Attachments Section ......................................................................................................................... 34-25 Case Notes Section .......................................................................................................................... 34-26

Summary Section ........................................................................................................................ 34-26 Case Note Details Section ........................................................................................................... 34-26 Case Note Attachment(s) Section ................................................................................................ 34-27

Surveys Section ................................................................................................................................ 34-27 Create New Surveys.................................................................................................................... 34-27 Managing a Form List .................................................................................................................. 34-30

Contents

Virtual OneStop – Staff Services User Guide xx V19 – 08/2019

Contacts List ..................................................................................................................................... 34-31 Marketing Leads ......................................................................................................................... 34-32 Work Items ................................................................................................................................. 34-33 Appointments ............................................................................................................................. 34-34 Online Surveys ........................................................................................................................... 34-34 CRM Reports ............................................................................................................................. 34-34 System Login for Primary/Secondary Contacts ........................................................................... 34-36

Account Management for Primary/Secondary Contacts ................................................................... 34-37

APPENDIX A: COMMON SYSTEM TOOLS A-1 Search by Keyword ........................................................................................................................ A-1 Search by Geographic Area ........................................................................................................... A-2 Search for Employers ..................................................................................................................... A-5

Quick Employer Search ....................................................................................................................... A-6 Advanced Employer Search ................................................................................................................ A-7 Employer Search by Occupation ......................................................................................................... A-8

Search for Jobs .............................................................................................................................. A-9 Job Details – Staff Links ...................................................................................................................... A-9

Virtual Recruiter ........................................................................................................................... A-10 Select a Specific Occupation ........................................................................................................ A-10

Occupations by Keyword ................................................................................................................... A-11 Search for Jobs within the Selected Occupation ............................................................................. A-12

Occupation by Group ......................................................................................................................... A-12 Occupation Listing ............................................................................................................................. A-13 Occupations by Education Program .................................................................................................. A-14 Occupations by Military Specialty ...................................................................................................... A-15

Military Occupational Classification ................................................................................................ A-15 MOC Code .................................................................................................................................... A-15 Keyword........................................................................................................................................ A-16 Branch of Service .......................................................................................................................... A-17

Occupations by Occupation Code ..................................................................................................... A-18 Occupations by License .................................................................................................................... A-19

Select an Industry......................................................................................................................... A-20 Industries by Keyword ....................................................................................................................... A-21 Industries by Sector ........................................................................................................................... A-21 Industry Listing .................................................................................................................................. A-22 Industries by Industry Code ............................................................................................................... A-22

Determine the NAICS Code ........................................................................................................... A-23 Spell Check .................................................................................................................................. A-23 Formatting Controls ...................................................................................................................... A-25

APPENDIX B: LMI PROFILES B-1 Overview of Labor Market Services ................................................................................................ B-2

Display Options and Data Categories ................................................................................................. B-4 Display Options ............................................................................................................................... B-4 Data Categories .............................................................................................................................. B-5

Labor Market Facts .............................................................................................................................. B-6 Area Profiles .................................................................................................................................. B-9

Select an Area ..................................................................................................................................... B-9 Area Summary ................................................................................................................................... B-10

Narrative Description of Area ......................................................................................................... B-11 Quick Reference Icons .................................................................................................................. B-11 Snapshots ..................................................................................................................................... B-12

Jobs ................................................................................................................................................... B-13

Contents

Virtual OneStop – Staff Services User Guide xxi V19 – 08/2019

Candidates ........................................................................................................................................ B-19 Supply and Demand .......................................................................................................................... B-22 Education, Training and Experience .................................................................................................. B-27 Employment and Wages ................................................................................................................... B-29 Demographics ................................................................................................................................... B-39

Industry Profiles ........................................................................................................................... B-42 Select an Industry .............................................................................................................................. B-42 Industry Summary ............................................................................................................................. B-43

Narrative Description of Industry .................................................................................................... B-43 Quick Reference Icons .................................................................................................................. B-44 Snapshots ..................................................................................................................................... B-44

Jobs ................................................................................................................................................... B-46 Employers .......................................................................................................................................... B-48 Wages ............................................................................................................................................... B-49 Employment and Projections ............................................................................................................. B-50

Occupation Profiles ...................................................................................................................... B-54 Select an Occupation ........................................................................................................................ B-55 Occupation Summary ........................................................................................................................ B-55

Narrative Description of Occupation ............................................................................................... B-56 Quick Reference Icons .................................................................................................................. B-56 Snapshots ..................................................................................................................................... B-57

Description ......................................................................................................................................... B-58 Jobs ................................................................................................................................................... B-59 Candidates ........................................................................................................................................ B-61 Supply and Demand .......................................................................................................................... B-63 Employers .......................................................................................................................................... B-65 Skills .................................................................................................................................................. B-66 Education and Work Experience ....................................................................................................... B-69 Employment and Wages ................................................................................................................... B-74 Nature of the Work ............................................................................................................................ B-81 Job Requirements ............................................................................................................................. B-84 Other Information ............................................................................................................................... B-90

Related Occupations ..................................................................................................................... B-91 Occupational Videos...................................................................................................................... B-92 Career Ladders ............................................................................................................................. B-93

Education Profiles .............................................................................................................................. B-95 Select an Education Program ........................................................................................................ B-96 Education Comparison Feature ...................................................................................................... B-97

Summary ........................................................................................................................................... B-98 Narrative Description of Program ................................................................................................... B-99 Quick Reference Icons .................................................................................................................. B-99 Snapshots ..................................................................................................................................... B-99

Jobs ................................................................................................................................................. B-101 Program Completers ....................................................................................................................... B-103 Program Providers ........................................................................................................................... B-104 Related Occupations and Licensure ................................................................................................ B-105

INDEX I-1

Virtual OneStop – Staff Services User Guide I-1 V19 – 08/2019

Index

A

About this Site, 33-58 Accessing Cases

My Resources, 2-14 Activities

Managing, 20-1 Advanced Employer Search, A-7 Appointments

My Resources, 2-18 Area Comparison Tab, 33-15 Area Description, 33-6 Area Details, 33-5 Area Details – Building Permits, 33-14 Area Details – Candidate Data, 33-6 Area Details – Consumer Price Index, 33-14 Area Details – Demographic Data, 33-11 Area Details – Economic Indicators, 33-13 Area Details – Education and Training Data, 33-7 Area Details – Education, Training and Work

Experience, 33-7 Area Details – Employer Data, 33-6 Area Details – Employment and Wage Data, 33-9 Area Details – Income, 33-13 Area Details – Industries, 33-10 Area Details – Jobs Data, 33-6 Area Details – Jobs, Employers and Candidates,

33-6 Area Details – Occupations, 33-10 Area Details – Population, 33-11 Area Details – Property Values Data, 33-14 Area Details – Supply and Demand, 33-6 Area Details – Tax Revenues Data, 33-15 Area Details – Unemployment Rates, 33-11 Area Details – Wages, 33-9 Area Details – Work Experience Data, 33-8 Area Narrative, 33-5

Area Profile – Area Details, 33-5 Area Profile – Area Narrative, 33-5 Area Profile – Area Summary, 33-4 Area Profiles, B-9 Area Selection, A-2 Area Summary, 33-4 Area Summary Narrative, 33-6 Assistance, 31-1, 32-1, 33-1 Assistance Center, 33-58

B

Back Button and Browser Buttons, 1-6

C

Case Assignment Individual Case Assignments, 23-1

Controls in Viewing Reports, 29-5

CRM Marketing Lead Account, 34-6 Marketing Lead Creation, 34-1, 34-2 Reports, 34-34 Work Items, 34-33

D

Dashboard Configuration, 2-7

Dashboard, 2-2

E

Educational Profile, 33-53 Eligibility Tab

Adult, 6-26, 8-13 Dislocated Worker, 6-47 WP, 5-5, 5-6, 5-7, 5-9, 5-10, 5-11, 5-12, 5-14

Email Job Posting, 18-7 Employer Access

Locked Out, 16-6 Revoked, 16-6

Index


Employer Profile Job Applicants Tab, 16-87 Job Orders Tab, 16-48 Virtual Recruiter Tab, 16-90

Employer Search, A-5 Employer Search by Occupation, A-8 Employer Search, Advanced, A-7 Employer Search, Quick, A-6 Employers

Managing Their Accounts, 16-1 Search Results (Summary), 16-12

Employment Tab Adult, 6-18, 8-12 Youth, 6-57

Event Calendar Adding New Events, 32-12

External Jobs Excluding, 19-21 Excluding a Specific Job Number, 19-21 Excluding for Invalid Words, 19-22 Excluding Jobs by an Employer Name, 19-21

F

Formatting, A-25

G Geographic Area, Search by, A-2

I Individuals

Profile Definitions, 3-33 Search Results (Detail), 3-30 Search Results (Summary), 3-29

Industries – Search by Industry Code, A-22 Industries – Search by Keyword, A-21 Industries – Search by Sector, A-21 Industry Comparison, 33-25, 33-50 Industry Details, 33-20 Industry Details – Employers, 33-22 Industry Details – Employment Wage Statistics,

33-23 Industry Details – Establishments and

Employees, 33-23 Industry Details – Industry Description, 33-21 Industry Details – Industry Employment

Distribution, 33-25

Industry Details – Industry Projections, 33-23 Industry Details – Industry Summary, 33-20 Industry Details – Jobs and Training, 33-21 Industry Details – Jobs Available, 33-21 Industry Details – Labor Market Data, 33-23 Industry Details – Occupations/Staffing Patterns,

33-25 Industry Listing, A-22 Industry Narrative, 33-18 Industry Profile, 33-16 Industry Profiles, B-42 Industry Selection, A-20 Industry Summary, 33-18 Intro Tab

WP, 5-3

J

Job Order Templates, 16-79 Job Orders

Managing as Staff, 18-1

K Keyword Searches (Systemwide), A-1

L Labor Market Facts, 33-3, B-6 Labor Market Services Overview, B-2 Landing Page Preference, 2-23 LMI Profiles

Display Options and Data Categories, B-4

M Military Branch of Service - Search for

Occupations, A-17 Mini-Registration

Created from Staff menu, 3-43 Partial registrations, 3-44

Miscellaneous Tab WP, 5-13

MOS Code, A-15 My Preferences, 33-61 My Resources, 2-7

Correspondence, 2-9 Messages, 2-9

Contents


My Alerts, 2-12 My Appointments, 2-18 My Templates, 2-11, 16-79, 16-83 Search Lists, 2-13 Upcoming Events, 2-19, 2-20

My Staff Account, 2-21 My Workspace, 2-1

N NAICS Code, How to Determine, A-23

O Occupation - Keyword Search, A-11 Occupation - Search by Group, A-12 Occupation Comparison, 33-50 Occupation Details, 33-28 Occupation Details – Abilities Required, 33-46 Occupation Details – Advertised Job Skills, 33-44 Occupation Details – Candidates, 33-31 Occupation Details – Career Ladder, 33-49 Occupation Details – Education Data, 33-34 Occupation Details – Education, Training and

Work Experience, 33-33 Occupation Details – Employers, 33-31 Occupation Details – Employment and Wage

Data, 33-36 Occupation Details – External Web Resources,

33-48 Occupation Details – Job Description, 33-30 Occupation Details – Job Duties, 33-29 Occupation Details – Job Requirements, 33-42 Occupation Details – Job Skills, 33-42 Occupation Details – Jobs, 33-30 Occupation Details – Jobs, Employers and

Candidates, 33-30 Occupation Details – Knowledge Required, 33-45 Occupation Details – Largest Industries, 33-37 Occupation Details – Licensing Information, 33-

45 Occupation Details – Nature of the Work, 33-39 Occupation Details – Occupation Description, 33-

29 Occupation Details – Occupational Videos, 33-50

Occupation Details – Other, 33-47 Occupation Details – Personal Skills, 33-43 Occupation Details – Related Occupations, 33-49 Occupation Details – Significant Points, 33-30 Occupation Details – Skills Required, 33-42 Occupation Details – Supply and Demand, 33-32 Occupation Details – Training Programs, 33-33 Occupation Details – Wages, 33-36 Occupation Details – Work Activities, 33-40 Occupation Details – Work Experience Data, 33-

35 Occupation Details – Work Interests, 33-46 Occupation Details – Work Styles, 33-47 Occupation Details – Workplace Skills, 33-43 Occupation Listing, A-13 Occupation Narrative, 33-28 Occupation Profiles, B-54 Occupation Search by Keyword, A-11 Occupation Selection, A-10 Occupation Summary, 33-27 Occupation Summary – Bright Outlook and

“Green” Occupations, 33-28 Occupational Profile, 33-26 Occupations - Search by Education Program, A-

14 Occupations - Search by Military Specialty, A-15 Occupations – Search by Occupation Code, A-18 Overview of Adult Ed, 13-1, 15-1 Overview of Adult Ed, 5-1, 12-1 Overview of WIOA, 6-1, 11-2

P

Password Reset Requests, 3-28 Primary Work Site

Changing the Primary Location, 16-31 Profiles

Case Management Personal, 3-100

Managing Personal Profiles, 3-46, 3-86 Recruitment Plan, 16-86 Search History

Employer, 16-41 Personal, 3-58, 3-67

Index


Programs Education Profiles, B-95

Programs in Search History, 3-65 Programs Tab

NFJP, 11-1 Wagner-Peyser, 5-1 WIOA, 6-1 WTP, 8-1

Q Quick Employer Search, A-6 Quick Reference Cards, 33-58 Quick Search

Assist, 2-2 Assisting an Individual, 3-23

R Re-enrollment prompt, 3-31 Registering an Individual, 3-2 Reports

Exporting, 29-7 Generation, 29-3 Results and Navigation, 29-5 Saving or Printing, 29-7

Résumés Manage Résumés Menu, 17-1

Right To Work Flag (RTW), 3-32

S Save a Job as a Job Order Template, 16-69 Scan Card

Managing Scan Services, 22-1 Search by Geographic Area, A-2 Search by Keyword, A-1 Search for Employers, A-5 Search for Employers by Occupation, A-8 Search for Industries by Industry Code, A-22 Search for Industries by Keyword, A-21 Search for Industries by Sector, A-21 Search for Industries in a List, A-22 Search for Occupations by Branch of Service, A-

17 Search for Occupations by Education Program, A-

14 Search for Occupations by Group, A-12

Search for Occupations by Keyword, A-11 Search for Occupations by Military Specialty, A-

15 Search for Occupations by Occupation Code, A-

18 Search for Occupations in a List, A-13 Searching

Results and Criteria, 3-24 Select an Industry, A-20 Select an Occupation, A-10 Share Job Posting via Social Media or Email, 18-7 Site Map, 33-59 Site Search, 33-59 SNAP

Mini-Registration l Social Media – Share Job Posting, 18-7 Spanish

Changing Language View, 1-9 Spell Check, A-23

T Templates Profile

Correspondence Tab, 3-76, 3-77, 16-43, 16-44 CorrespondenceFolder, 16-42

TRA Payment, 7-45

V View

Footer Toolbar, 1-7 Graphics/Theme Display, 1-9 Language, 1-9 Visually Impaired Display, 1-9

W Waiver

Activity Enrollment, 7-20 Entry Form, 7-30

WOTC Agents and Employers, How to Enable, 14-3

WOTC Applications How to Complete, 14-7 How to Review Status, 14-15 Verification Documents, 14-18

WOTC Contacts or Agents, How to Set Privileges, 14-6

WOTC Employer Registration, 14-1