Virtual OneStop® Version 18

Staff Services

User Guide

1001 Omaha Circle Palm Harbor, FL 34683 Tel: (727) 786-7955 Fax: (727) 786-5871

Copyright © 2018 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

January, 2018 V18 - January The first release for version 18. This version of the staff guide also includes updates and new features corresponding to the recent version 18.0 changes and other new feature enhancements. It includes updates to chapter 14 – WOTC (summarizing how staff can manage WOTC application approval).

March, 2018 V18 - March The second release for version 18, is specfically for minor updates in the following chapters: 6 – Programs - WIOA, 8 – Programs - WTP, and 21 – Manage Providers.

May, 2018 V18 - May The third release for version 18, is an update for minor and new features congruent with recent updates to version 18.1 code.

Virtual OneStop - Staff Services User Guide I-iii V18 – 05/2018

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 Navigation Menu ( the button) .......................................................................................1-4 Working with the Message Alert ......................................................................................................................1-4

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

How to Change Screen Views .............................................................................................................................. 1-8 Graphics and Text Display ...............................................................................................................................1-8 Visually Impaired Display ...............................................................................................................................1-9 Language Display ............................................................................................................................................1-9 Enable/Disable Fly-outs ...................................................................................................................................1-9

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

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

Configuring Your Dashboard ............................................................................................................................... 2-6 My Staff Resources ...................................................................................................................................... 2-6

Correspondence .................................................................................................................................................... 2-8 Messages .............................................................................................................................................................. 2-9 Communication Templates................................................................................................................................. 2-10 My Alerts ........................................................................................................................................................... 2-11 Search Lists ........................................................................................................................................................ 2-12 Assigned Cases................................................................................................................................................... 2-14 My Reports ......................................................................................................................................................... 2-15 My Virtual Recruiter .......................................................................................................................................... 2-15 My Preferences ................................................................................................................................................... 2-17 My Appointments ............................................................................................................................................... 2-17 Upcoming Events ............................................................................................................................................... 2-18

Manage Existing Events ................................................................................................................................ 2-18 Add New Event ............................................................................................................................................. 2-19

My Email Log .................................................................................................................................................... 2-20 My Work Items .................................................................................................................................................. 2-21

My Staff Account ....................................................................................................................................... 2-21 Preferences (Landing Pages) .......................................................................................................................... 2-23 Preferences (Most Recently Assisted)............................................................................................................. 2-23 Preferences (Case Notes Sort Order) .............................................................................................................. 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 .................................................................................................................................... 3-10 Common Intake Form (Combined Application) ........................................................................................... 3-13

Contents

Virtual OneStop - Staff Services User Guide iv V18 – 05/2018

Notes to Consider for Common Intake ........................................................................................................... 3-13 Sample Steps for Using Common Intake ........................................................................................................ 3-14

Quick Search .............................................................................................................................................. 3-20 Assisting an Individual ............................................................................................................................... 3-20

The Quick Assist ........................................................................................................................................... 3-21 Search Results (Summary View)........................................................................................................................ 3-26 Search Results (Detailed View).......................................................................................................................... 3-27 Wagner-Peyser Re-Enrollment Prompt .............................................................................................................. 3-28 Right To Work Validation Flag .......................................................................................................................... 3-29 Choose a Profile or Plan (My Portfolio Options) ............................................................................................... 3-29

One Case Note to Multiple Individuals ........................................................................................................ 3-31 WIOA Pre-Applications.............................................................................................................................. 3-33

Viewing / Approving WIOA Pre-Applications .................................................................................................. 3-34 The Individual’s WIOA Pre-Application Screens .............................................................................................. 3-36

Creating a Mini-Registration (as Staff) ........................................................................................................ 3-38 Mini-Registration Users (Complete Registration) ........................................................................................ 3-39 Managing My Individual Profiles ................................................................................................................ 3-40

Personal Profile Folder ....................................................................................................................................... 3-41 General Information Tab................................................................................................................................ 3-41

Setting/Changing the Registration Office ...................................................................................................................................... 3-42 Resetting an Individual’s Account (Password / Security Question) ............................................................................................... 3-42 Viewing/Editing an Individual’s SSN ............................................................................................................................................ 3-43 Individual Audit History ................................................................................................................................................................ 3-43 Merge Individual | Potential Duplicate Accounts ........................................................................................................................... 3-44 Changing an Individual’s Password or User Name ........................................................................................................................ 3-45

Background Tab ............................................................................................................................................ 3-45 Activities Tab ................................................................................................................................................ 3-46 Memo Tab .................................................................................................................................................... 3-47 Documents Tab ............................................................................................................................................. 3-48

Search History Profile Folder ............................................................................................................................. 3-50 Jobs Tab ........................................................................................................................................................ 3-51 Employers Tab .............................................................................................................................................. 3-51 Programs Tab ................................................................................................................................................ 3-53 Occupations Tab............................................................................................................................................ 3-54 Industries Tab ............................................................................................................................................... 3-56 Areas Tab...................................................................................................................................................... 3-56

Self-Assessment Profile Folder .......................................................................................................................... 3-58 Job Skills Tab................................................................................................................................................ 3-59 Personal Skills Tab ........................................................................................................................................ 3-60 Work Interests Tab ........................................................................................................................................ 3-61 Work Values Tab .......................................................................................................................................... 3-63 Multiple Tab ................................................................................................................................................. 3-65 Typical Tools and Technology Tab ................................................................................................................ 3-66

Using Your Communications Profile Folder ...................................................................................................... 3-66 Messages Tab ................................................................................................................................................ 3-67 Correspondence Tab ...................................................................................................................................... 3-67 Templates Tab ............................................................................................................................................... 3-68

Creating a New Template .............................................................................................................................................................. 3-69 Editing an Existing Template ......................................................................................................................................................... 3-70 Previewing an Existing Template .................................................................................................................................................. 3-70 Copying a Template ....................................................................................................................................................................... 3-70 Deleting a Template ....................................................................................................................................................................... 3-70

Career Network Tab ...................................................................................................................................... 3-70 Career Network Profile – Show Preferences .................................................................................................................................. 3-71 Career Network Profile – Show Display Options ........................................................................................................................... 3-72 Search for People to Add ............................................................................................................................................................... 3-74

Subscriptions Tab .......................................................................................................................................... 3-75 Email Log Tab .............................................................................................................................................. 3-76

Managing My Individual Plans ................................................................................................................... 3-77 Employment Plan Profile ................................................................................................................................... 3-78

Résumés Tab ................................................................................................................................................. 3-78 Job Applications Tab ..................................................................................................................................... 3-80 Online Application Tab ................................................................................................................................. 3-80

Contents

Virtual OneStop - Staff Services User Guide v V18 – 05/2018

Printing an Online Application ...................................................................................................................................................... 3-81 Virtual Recruiter Tab ..................................................................................................................................... 3-81 Employment Strategy Tab ............................................................................................................................. 3-82 Employment Goals Tab ................................................................................................................................. 3-83

Training Plan Profile .......................................................................................................................................... 3-83 Classroom Training Tab ................................................................................................................................ 3-84 Online Training Tab ...................................................................................................................................... 3-84

Benefits Plan Profile........................................................................................................................................... 3-86 Financial Plan Profile ......................................................................................................................................... 3-87

Overall Budget Tab ....................................................................................................................................... 3-87 Training Budget Tab ...................................................................................................................................... 3-88 Transition Budget Tab ................................................................................................................................... 3-88

Using the Staff Profiles (Overview) ............................................................................................................ 3-89 General Profile ................................................................................................................................................... 3-89

Summary Tab (multiple panels) ..................................................................................................................... 3-90 Case Notes Tab ............................................................................................................................................. 3-90 Activities Tab ................................................................................................................................................ 3-91 Documents Tab ............................................................................................................................................. 3-92

Case Management Profile .................................................................................................................................. 3-93 Programs Tab ................................................................................................................................................ 3-93 Plan Tab ........................................................................................................................................................ 3-94 Assessments Tab ........................................................................................................................................... 3-94

Report Profile ..................................................................................................................................................... 3-95 Tracking Tab ................................................................................................................................................. 3-95 Combined Assessments Tab........................................................................................................................... 3-96 Labor Exchange Tab ...................................................................................................................................... 3-97

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

Summary Tab ....................................................................................................................................................... 4-2 Summary Tab – Case Summary Panel ..............................................................................................................4-2

Additional Access to Activity Summary & Activity Tracking .........................................................................................................4-3 Summary Tab – Chronological Case History Panel ...........................................................................................4-7 Summary Tab – Individual Information Panel ..................................................................................................4-8 Summary Tab – Verification Summary Panel ..................................................................................................4-9

Viewing Documents in Verifications List ...................................................................................................................................... 4-10 Case Notes Tab .................................................................................................................................................. 4-12

Create a Case Note Template ......................................................................................................................... 4-13 Add a Case Note............................................................................................................................................ 4-15

Activities Tab ..................................................................................................................................................... 4-17 Internal Job Referrals..................................................................................................................................... 4-18

Record Job Referral Results ........................................................................................................................................................... 4-18 Add a Referral 4-19

Activity History/Service Plan ......................................................................................................................... 4-19 Add Service 4-20 Add Multiple Services ................................................................................................................................................................... 4-22

Employment History ..................................................................................................................................... 4-23 Event History ................................................................................................................................................ 4-24 Alternate Contacts ......................................................................................................................................... 4-26

Add Alternate Contact Information................................................................................................................................................ 4-27 Staff Referrals to Providers ............................................................................................................................ 4-27 Manage Referral Types .................................................................................................................................. 4-28

Add Referral Type ......................................................................................................................................................................... 4-29 Manage Referral Results ................................................................................................................................................................ 4-31 Add Referral Result ....................................................................................................................................................................... 4-31 Add Referral for Service ................................................................................................................................................................ 4-33

Wage Information for Program Participant ..................................................................................................... 4-35 Local Status Tracking .................................................................................................................................... 4-36

Add Local Activity ........................................................................................................................................................................ 4-37 Add Multiple Local Activities ....................................................................................................................................................... 4-38

Staff Profiles – Case Management Folder .................................................................................................... 4-39 Programs Tab ..................................................................................................................................................... 4-39

Overview ...................................................................................................................................................... 4-40 Collapsible/Expandable Program Sections/Forms ........................................................................................... 4-42 System Configuration Settings (WP) .............................................................................................................. 4-43

Contents

Virtual OneStop - Staff Services User Guide vi V18 – 05/2018

Entering Program Application Form Information ............................................................................................ 4-43 Editing Application Form Information – View Link ...................................................................................................................... 4-45 Editing Application Form Information – Edit Wizard .................................................................................................................... 4-45 Editing Enrollment Form Information – View Link ....................................................................................................................... 4-46 Editing Enrollment Form Information – Edit Wizard..................................................................................................................... 4-48

Plan Tab ............................................................................................................................................................. 4-49 Objective Assessment Summary (OAS) ......................................................................................................... 4-49 IEP 4-63 Goals ............................................................................................................................................................ 4-64 Objectives ..................................................................................................................................................... 4-65

Predefined Objectives .................................................................................................................................................................... 4-66 Working with Existing Plans .......................................................................................................................... 4-68

Assessments Tab (Case Management) ............................................................................................................... 4-69 Basic Skills Assessment Entry ....................................................................................................................... 4-69 Aptitudes ...................................................................................................................................................... 4-71 WorkKeys Assessments ................................................................................................................................. 4-72 Other Assessments ........................................................................................................................................ 4-73

Staff Profiles – Report Profile ..................................................................................................................... 4-73 Tracking Tab ...................................................................................................................................................... 4-74 Combined Assessments Tab ............................................................................................................................... 4-74 Labor Exchange Tab .......................................................................................................................................... 4-75

5: PROGRAMS TAB: WAGNER-PEYSER 5-1 WP Program Overview ................................................................................................................................. 5-1

The WP Application Form ................................................................................................................................... 5-4 Summary of WP Eligibility Types (and Requirements) .....................................................................................5-5 The Intro tab (selecting the Eligibility Type) ....................................................................................................5-7 The Contact Tab ..............................................................................................................................................5-9 The Demographics Tab ....................................................................................................................................5-9 The Veteran Tab ............................................................................................................................................ 5-10 The Employment Tab .................................................................................................................................... 5-12 The Farmworker Tab ..................................................................................................................................... 5-13 The Education Tab ........................................................................................................................................ 5-14 The Public Assistance Tab ............................................................................................................................. 5-15 The Barriers Tab ........................................................................................................................................... 5-16 The Miscellaneous Tab (Configurable) ........................................................................................................... 5-16 The Eligibility Summary Tab ......................................................................................................................... 5-17 Printing the WP Application .......................................................................................................................... 5-21

The WP Participation Form ................................................................................................................................ 5-22 WP Activities / Enrollments / Services Form ..................................................................................................... 5-24 Adding Additional Wagner-Peyser Services ...................................................................................................... 5-25 WP Case Closure Form ...................................................................................................................................... 5-25 WP Exit / Outcome Form (Hard Exit) ................................................................................................................ 5-28 WP Follow-Up Forms ........................................................................................................................................ 5-32

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 The WIOA Application (for Adult) ..................................................................................................................6-9

The Start Tab (Identifying Eligibility Type) ....................................................................................................................................6-9 The Contact Information Tab ......................................................................................................................................................... 6-11 The Demographics Tab .................................................................................................................................................................. 6-13 The Veteran Tab ............................................................................................................................................................................ 6-15 The Employment Tab .................................................................................................................................................................... 6-16 The Education Tab ......................................................................................................................................................................... 6-17 The Public Assistance Tab ............................................................................................................................................................. 6-18 The Barriers Tab ............................................................................................................................................................................ 6-19 The Family Income Tab ................................................................................................................................................................. 6-20 The Miscellaneous Tab (Configurable) .......................................................................................................................................... 6-21 The Eligibility & Grants Tab (Adults Example) ............................................................................................................................ 6-22

The WIOA Application (for Dislocated Worker) ............................................................................................ 6-29 The Start Tab (Identifying Eligibility Type) .................................................................................................................................. 6-29 The Contact Information Tab ......................................................................................................................................................... 6-31

Contents

Virtual OneStop - Staff Services User Guide vii V18 – 05/2018

The Demographics Tab .................................................................................................................................................................. 6-31 The Veteran Tab ............................................................................................................................................................................ 6-33 The Employment Tab .................................................................................................................................................................... 6-34 The Education Tab ......................................................................................................................................................................... 6-37 The Public Assistance Tab ............................................................................................................................................................. 6-38 The Barriers Tab ............................................................................................................................................................................ 6-38 The Family Income Tab ................................................................................................................................................................. 6-39 The Miscellaneous Tab (Configurable) .......................................................................................................................................... 6-40 The Eligibility & Grants Tab (Dislocated Workers)....................................................................................................................... 6-41

The WIOA Application (for Youth) ............................................................................................................... 6-46 The Start Tab (Identifying Eligibility Type) .................................................................................................................................. 6-46 The Contact Information Tab ......................................................................................................................................................... 6-48 The Demographics Tab .................................................................................................................................................................. 6-48 The Veteran Tab ............................................................................................................................................................................ 6-49 The Employment Tab .................................................................................................................................................................... 6-49 The Education Tab (for Youth) ...................................................................................................................................................... 6-50 The Public Assistance Tab (for Youth) .......................................................................................................................................... 6-52 The Barriers Tab (for Youth) ......................................................................................................................................................... 6-53 The Family Income Tab ................................................................................................................................................................. 6-54 The Miscellaneous Tab (configurable)........................................................................................................................................... 6-55 The Eligibility & Grants Tab (Youth Example) ............................................................................................................................. 6-55

The WIOA Application (for Incumbent Worker) ............................................................................................ 6-61 The Start Tab (Identifying Eligibility Type) .................................................................................................................................. 6-61 The Contact Information Tab ......................................................................................................................................................... 6-61 The Demographics Tab .................................................................................................................................................................. 6-62 The Veteran Tab ............................................................................................................................................................................ 6-62 The Employment Tab .................................................................................................................................................................... 6-63 The Education Tab (for Incumbent Worker) .................................................................................................................................. 6-63 The Eligibility & Grants Tab (Incumbent Worker) ........................................................................................................................ 6-64

Seeing WIA Legacy Data (via the Eligibility Tab) .......................................................................................... 6-66 Printing the WIOA Application ...................................................................................................................... 6-67

The WIOA Participation Form ........................................................................................................................... 6-68 The WIOA Service/Activity Enrollments .......................................................................................................... 6-69

Creating a Non-Fundable Activity (Initial Assessment) ................................................................................... 6-70 On the General Information tab: .................................................................................................................................................... 6-70

Creating a Fundable Activity (Support Service) .............................................................................................. 6-74 General Information tab: ................................................................................................................................................................ 6-74 Service Provider tab:...................................................................................................................................................................... 6-75 Enrollment Cost tab: ...................................................................................................................................................................... 6-76 Financial Aid tab: .......................................................................................................................................................................... 6-77 Enrollment Budget tab: .................................................................................................................................................................. 6-78 Budget Planning tab:...................................................................................................................................................................... 6-78 Closure Information tab: ................................................................................................................................................................ 6-79

Creating a Fundable Activity (Individualized Training Account - ITA Service) ............................................... 6-81 General Information tab: ................................................................................................................................................................ 6-81 Service Provider tab:...................................................................................................................................................................... 6-83 Enrollment Cost tab: ...................................................................................................................................................................... 6-84 Financial Aid tab: .......................................................................................................................................................................... 6-84 Enrollment Budget tab: .................................................................................................................................................................. 6-85 Budget Planning tab:...................................................................................................................................................................... 6-86 Closure Information tab: ................................................................................................................................................................ 6-88

Measurable Skills Gain ...................................................................................................................................... 6-90 Partner Programs ................................................................................................................................................ 6-92 Literacy & Numeracy Scores ............................................................................................................................. 6-94

Literacy & Numeracy Pre-Test Assessment ................................................................................................................................... 6-94 Literacy & Numeracy Progress Assessment .................................................................................................................................. 6-96 Literacy & Numeracy Post-Test Assessment ................................................................................................................................. 6-97

Create Credentials .............................................................................................................................................. 6-98 Create Entered Employment ............................................................................................................................ 6-100 Enrollment Closure .......................................................................................................................................... 6-102 WIOA Enrollment – Reset Options .................................................................................................................. 6-104 The WIOA Case Closure .................................................................................................................................. 6-106 WIOA Follow-Up Services .............................................................................................................................. 6-109

Follow-Up Services and Soft Exits ............................................................................................................... 6-109 The WIOA Outcome (Hard Exit) ..................................................................................................................... 6-111 Deleting WIOA Outcomes ............................................................................................................................... 6-112 WIOA Follow-Up Forms ................................................................................................................................. 6-114 WIOA Outcome Form (Youth) ........................................................................................................................ 6-116 WIOA Follow-Up Form for Youth .................................................................................................................. 6-118

7: THE PROGRAMS TAB: TAA 7-1 TAA Program Overview ............................................................................................................................... 7-1

Contents

Virtual OneStop - Staff Services User Guide viii V18 – 05/2018

TAA Application Form ................................................................................................................................. 7-3 Viewing the TAA Application ........................................................................................................................... 7-11

TAA Participation Form ............................................................................................................................. 7-13 TAA Service Enrollment ............................................................................................................................ 7-14 TAA Bona Fide Sub-Application Form ....................................................................................................... 7-23 TAA Waiver Entry Form ............................................................................................................................ 7-25 TAA Approved Training Sub-Application Form ......................................................................................... 7-29 TAA Case Closure ...................................................................................................................................... 7-30 TAA Enrollment – Reset Options................................................................................................................ 7-35 TAA Outcome ............................................................................................................................................ 7-37

Deleting TAA Outcomes .................................................................................................................................... 7-38 Using the TRA Payment View .................................................................................................................... 7-39

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

WTP-JFES Application ........................................................................................................................................ 8-4 The Intro Tab ..................................................................................................................................................8-7 The Contact Tab ..............................................................................................................................................8-8 The Demographics Tab ....................................................................................................................................8-8 The Education Tab ........................................................................................................................................ 8-10 The Employment Tab .................................................................................................................................... 8-11 The Eligibility Summary Tab ......................................................................................................................... 8-11 Printing the WTP-JFES Application ............................................................................................................... 8-14

DSS Information (Import Data).......................................................................................................................... 8-15 WTP-JFES Service Needs Assessment Form..................................................................................................... 8-16

The Background Tab ..................................................................................................................................... 8-17 The Languages Tab ....................................................................................................................................... 8-17 The Education Tab ........................................................................................................................................ 8-18 The Employment Tab .................................................................................................................................... 8-19 The Learning Disabilities Tab ........................................................................................................................ 8-19 The Substance Use Disorder Tab ................................................................................................................... 8-20 The Mental/Physical Healthy Tab .................................................................................................................. 8-20 The Other Information Tab ............................................................................................................................ 8-21 The Orientation Tab ...................................................................................................................................... 8-22 The Orientation Schedule Tab ........................................................................................................................ 8-22 Editing, Viewing, or Deleting an SNA Record ................................................................................................ 8-23

Child Care (Import Data) ................................................................................................................................... 8-24 Participation Form .............................................................................................................................................. 8-25 Work Readiness Assessment .............................................................................................................................. 8-26 Employment Plan ............................................................................................................................................... 8-29

Goals ............................................................................................................................................................ 8-30 Objectives ..................................................................................................................................................... 8-32

Predefined Objectives .................................................................................................................................................................... 8-33 Working with Existing Plans .......................................................................................................................... 8-35

WTP-JFES Activities / Enrollments / Services Form ......................................................................................... 8-36 General Information Tab................................................................................................................................ 8-36 Schedule Tab................................................................................................................................................. 8-40 Service Provider Tab ..................................................................................................................................... 8-41 Tab Screens for Fundable Enrollment Activities ............................................................................................. 8-42 Closure Information Tab ................................................................................................................................ 8-42

Attendance Tracker ............................................................................................................................................ 8-44 Sanctions ............................................................................................................................................................ 8-46 Create Credentials Form ..................................................................................................................................... 8-49 Case Closure Form ............................................................................................................................................. 8-51 WTP-JFES Mini-Registration ............................................................................................................................ 8-54

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

Contents

Virtual OneStop - Staff Services User Guide ix V18 – 05/2018

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 .......................................................................................................................................... 9-14

Generic Programs – Activity Service Closure .............................................................................................. 9-17 Closure Information Tab .................................................................................................................................... 9-18

Generic Programs – Activity Reset Options................................................................................................. 9-19 Generic Program Outcome .......................................................................................................................... 9-20

Program Outcome – General Information Tab ................................................................................................... 9-20 Program Outcome – Employment Information Tab ........................................................................................... 9-21 Program Outcome – Staff Information Tab ........................................................................................................ 9-22

10: THE PROGRAMS TAB: SNAP E&T 10-1 SNAP E&T Program Overview .................................................................................................................. 10-1 SNAP Mini-Registration ............................................................................................................................. 10-3

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

Initial SNAP Appointment/Letter ................................................................................................................ 10-7 Modifying SNAP Appointment / Letter ............................................................................................................. 10-8 Schedule New SNAP Appointment/Letter ......................................................................................................... 10-9

DHS Notification ........................................................................................................................................ 10-9 SNAP Application .................................................................................................................................... 10-12

Start Page Tab 10-12 Application Contact Tab .............................................................................................................................................................. 10-13 Application Appointment Tab ..................................................................................................................................................... 10-13 Application Demographic Tab ..................................................................................................................................................... 10-14 Application Employment Tab ...................................................................................................................................................... 10-15 Application Veteran Tab .............................................................................................................................................................. 10-17 Application Public Assistance Tab .............................................................................................................................................. 10-19 Application Staff Tab................................................................................................................................................................... 10-20 Application Document Management Tab .................................................................................................................................... 10-21 Application Eligibility Tab .......................................................................................................................................................... 10-22

Modifying the SNAP E&T Application ........................................................................................................... 10-22 SNAP E&T Participation Record .............................................................................................................. 10-23 SNAP E&T Enrollment (Appraisal) .......................................................................................................... 10-24

General Information Tab.............................................................................................................................................................. 10-24 Service Provider Tab ................................................................................................................................................................... 10-26 Closure Information Tab .............................................................................................................................................................. 10-26

SNAP E&T Component Activity (IES) ..................................................................................................... 10-28 SNAP E&T Participant Reimbursement (IES) ........................................................................................... 10-29

General Information Tab.............................................................................................................................................................. 10-30 Service Provider Tab ................................................................................................................................................................... 10-31 Enrollment Cost Tab .................................................................................................................................................................... 10-31 Financial Aid Tab ........................................................................................................................................................................ 10-32 Enrollment Budget Tab ................................................................................................................................................................ 10-33 Budget Planning Tab ................................................................................................................................................................... 10-35 Closure Information Tab .............................................................................................................................................................. 10-35

SNAP E&T Reimbursement Vouchers ............................................................................................................ 10-36 SNAP E&T Voucher Payments........................................................................................................................ 10-40 Payment Refunds.............................................................................................................................................. 10-41

Additional SNAP E&T Activities/Components ......................................................................................... 10-42 Create Credential ...................................................................................................................................... 10-43 Add/Edit Entered Employment ................................................................................................................. 10-44 Create Outcome (SNAP Exit) ................................................................................................................... 10-46

SNAP E&T Anniversary Exits ......................................................................................................................... 10-46 SNAP E&T Soft Exits ...................................................................................................................................... 10-46 SNAP E&T Hard Exits..................................................................................................................................... 10-47

SNAP Quarterly Follow ups ..................................................................................................................... 10-48 General Information Section ........................................................................................................................................................ 10-49

Contents

Virtual OneStop - Staff Services User Guide x V18 – 05/2018

Contact Information ..................................................................................................................................................................... 10-49 Contact Attempts Information Section ......................................................................................................................................... 10-50 Employment Information Section ................................................................................................................................................ 10-51 Follow-up Staff Information Section ........................................................................................................................................... 10-51

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

NFJP Application ............................................................................................................................................... 11-3 Start Tab Screen ............................................................................................................................................ 11-4 Contact Tab Screen ....................................................................................................................................... 11-7 Creating Partially Complete vs. Incomplete NFJP Applications..................................................................... 11-11 Demographics Tab Screen ........................................................................................................................... 11-13 Veteran Tab Screen ..................................................................................................................................... 11-14 Employment Tab Screen .............................................................................................................................. 11-15 Education Tab Screen .................................................................................................................................. 11-16 Public Assistance Tab Screen....................................................................................................................... 11-17 Barriers Tab Screen ..................................................................................................................................... 11-19 Farmworker Tab Screen ............................................................................................................................... 11-21 Income Tab Screen ...................................................................................................................................... 11-24 Eligibility Tab Screen .................................................................................................................................. 11-26 Working with a Completed NFJP Application .............................................................................................. 11-28

NFJP Participation Form .................................................................................................................................. 11-30 NFJP Program Enrollment ............................................................................................................................... 11-32

General Information Tab Screen .................................................................................................................. 11-32 Service Provider Tab Screen ........................................................................................................................ 11-35 Tab Screens for Fundable Enrollment Activities ........................................................................................... 11-36 Closure Information Tab Screen ................................................................................................................... 11-37

Measurable Skills Gain .................................................................................................................................... 11-38 Literacy and Numeracy .................................................................................................................................... 11-40

Literacy & Numeracy Pre-Test Assessment .................................................................................................. 11-41 Literacy & Numeracy Progress Assessment .................................................................................................. 11-44 Literacy & Numeracy Post-Test Assessment ................................................................................................ 11-45

Create Credential .............................................................................................................................................. 11-46 Create Entered Employment ............................................................................................................................ 11-47 Create NFJP Closure ........................................................................................................................................ 11-50 Create NFJP Outcome ...................................................................................................................................... 11-53 NFJP Follow-Up .............................................................................................................................................. 11-57

12: THE PROGRAMS TAB: ADULT EDUCATION 12-1 Adult Education Program Overview ............................................................................................................ 12-1 Adult Education Application ....................................................................................................................... 12-2

1. Start Tab Screen ............................................................................................................................................. 12-4 2: Contacts Tab Screen ....................................................................................................................................... 12-6 3. Demographic Tab Screen ............................................................................................................................. 12-11 4. Employment Tab Screen .............................................................................................................................. 12-14 5. Education Tab Screen ................................................................................................................................... 12-15 6. Barriers Tab Screen ...................................................................................................................................... 12-17 7. Public Assistance Tab Screen ....................................................................................................................... 12-18 8. Eligibility...................................................................................................................................................... 12-19

Adult Application Program Tab ................................................................................................................ 12-32 1. Participation ................................................................................................................................................. 12-32 2. Activities/Enrollments/Services ................................................................................................................... 12-34 3. Class Registrations ....................................................................................................................................... 12-34 4. Attendance Hours ......................................................................................................................................... 12-36 5. Assessments ................................................................................................................................................. 12-36 6. Credentials.................................................................................................................................................... 12-39 7. High School Equivalency ............................................................................................................................. 12-39 8. HSE Vouchers .............................................................................................................................................. 12-39 9. Closure ......................................................................................................................................................... 12-39 10, Exit/Outcome ............................................................................................................................................. 12-39

Transfer – Programs tab ............................................................................................................................... 12-40

Contents

Virtual OneStop - Staff Services User Guide xi V18 – 05/2018

Adult Education Process – Manage Adult Education – Left navigation ...................................................... 12-41 Overview .......................................................................................................................................................... 12-41 1. Manage Classes ............................................................................................................................................ 12-41

Create / Edit Classes .................................................................................................................................... 12-42 2. Manage Class Transfers ............................................................................................................................... 12-44

Multiple Class Transfers .............................................................................................................................. 12-44 3. Manage Class Attendance ............................................................................................................................ 12-46

Multiple Class Attendance ........................................................................................................................... 12-46 13: THE PROGRAMS TAB: VOC REHAB 13-1

Vocational Rehabilitation Program Overview.............................................................................................. 13-1 Voc Rehab Application Form...................................................................................................................... 13-3

Viewing the VOC Rehab Application .............................................................................................................. 13-11 VOC Rehab Participation Form ................................................................................................................ 13-13 Voc Rehab Service Enrollment ................................................................................................................. 13-14

14: MANAGE WOTC 14-1 Overview of the WOTC Program ................................................................................................................ 14-1 WOTC Staff Privileges in Admin................................................................................................................ 14-2 Manage WOTC Target Groups in Admin .................................................................................................... 14-2 Register as a WOTC Employer ................................................................................................................... 14-5

Already Registered as a Recruiter? .................................................................................................................... 14-8 Already Registered as an Agent? ....................................................................................................................... 14-9

Upload Multiple Employers ......................................................................................................................... 14-10 Enable WOTC Agents and Employers (Staff-Only) ................................................................................... 14-10 Set WOTC Privileges for Contacts or Agents ............................................................................................ 14-14 Recruit WOTC Job Applicants .................................................................................................................. 14-16 Complete a WOTC Application ................................................................................................................ 14-17

IRS Form 8850 ................................................................................................................................................. 14-17 ETA Form 9061 ............................................................................................................................................... 14-21

Review WOTC Application Status ............................................................................................................ 14-25 Request More Information ............................................................................................................................... 14-27 Deny WOTC Application ................................................................................................................................. 14-28 Certify WOTC Application .............................................................................................................................. 14-28

WOTC Verification Documents ................................................................................................................ 14-28

15: THE PROGRAMS TAB: TANF 15-1 TANF Overview ......................................................................................................................................... 15-1 TANF Application Form............................................................................................................................. 15-3

Viewing the TAA Application ......................................................................................................................... 15-11 TANF Participation Form ......................................................................................................................... 15-13 TANF Service Enrollment ........................................................................................................................ 15-14

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

Account Summary ......................................................................................................................................... 16-5 Add Employer Locations.................................................................................................................................... 16-6 Assign a Case Manager ...................................................................................................................................... 16-8 Add Contacts ...................................................................................................................................................... 16-9

Contact Information....................................................................................................................................... 16-9 Associated Location(s) ................................................................................................................................ 16-10 Contact Designations ................................................................................................................................... 16-11 Sign In Information ..................................................................................................................................... 16-11 User Privileges ............................................................................................................................................ 16-12

Assist an Employer ................................................................................................................................... 16-13 Search for Employers to Assist ........................................................................................................................ 16-13 Employer Search Results (Summary View) ..................................................................................................... 16-14

Contents

Virtual OneStop - Staff Services User Guide xii V18 – 05/2018

Employer Search Results (Detailed View) ....................................................................................................... 16-15 Employer Access Rights .................................................................................................................................. 16-16

Access Rights Options ................................................................................................................................. 16-18 Choose a Profile ............................................................................................................................................... 16-18

Employer Portfolio ................................................................................................................................... 16-19 Employer Profiles ..................................................................................................................................... 16-19

Corporate Profile .............................................................................................................................................. 16-20 General Information Tab.............................................................................................................................. 16-20

Reset Employer Account ............................................................................................................................................................. 16-22 Reset Password ............................................................................................................................................................................ 16-22 Reset Security Question/Response ............................................................................................................................................... 16-23 Merge Employer Accounts .......................................................................................................................................................... 16-24 Restore Archived Employer Accounts ......................................................................................................................................... 16-25

Locations Tab ............................................................................................................................................. 16-26 Add Locations 16-27 Edit or Inactivate Locations ......................................................................................................................................................... 16-27

Contacts/Users Tab...................................................................................................................................... 16-27 Add contacts 16-29 Edit Contacts 16-30 Inactivate/Activate Contacts ........................................................................................................................................................ 16-30

Account Summary Tab ................................................................................................................................ 16-31 Search History Profile ...................................................................................................................................... 16-32

Viewed Résumés Tab .................................................................................................................................. 16-32 Programs Tab .............................................................................................................................................. 16-33 Occupations Tab.......................................................................................................................................... 16-33 Industries Tab ............................................................................................................................................. 16-34 Areas Tab.................................................................................................................................................... 16-35

Communications Profile ................................................................................................................................... 16-35 Messages Tab .............................................................................................................................................. 16-36 Communication Templates Tab.................................................................................................................... 16-37

Create New Correspondence Templates ...................................................................................................................................... 16-38 Copy 16-39 Edit Correspondence Templates .................................................................................................................................................. 16-39 Delete Templates ......................................................................................................................................................................... 16-39

Subscriptions Tab ........................................................................................................................................ 16-39 Email Log Tab ............................................................................................................................................ 16-39

Human Resource Plan............................................................................................................................... 16-40 Job Order Plan .................................................................................................................................................. 16-41

Job Orders Tab ............................................................................................................................................ 16-41 Convert External Jobs, Mass Job Order Import and Import Applicants ....................................................................................... 16-43 Import Applicants ........................................................................................................................................................................ 16-46 Create Job Orders ........................................................................................................................................................................ 16-46 Copy Job Orders .......................................................................................................................................................................... 16-58 View Incomplete Jobs Orders ...................................................................................................................................................... 16-61 Edit or Delete Job Orders ............................................................................................................................................................. 16-61 Search for Candidates & Résumés ............................................................................................................................................... 16-62 Applicants 16-62 Preview 16-62 Save a Job as a Template ............................................................................................................................................................. 16-62 Job Order Status........................................................................................................................................................................... 16-63 Increase Positions and Applicants ................................................................................................................................................ 16-66 Applicant Details ......................................................................................................................................................................... 16-67

Job Order Templates Tab ............................................................................................................................. 16-72 Create Job Order Templates ......................................................................................................................................................... 16-72

Application Questions Tab ........................................................................................................................... 16-76 Job Skill Sets Tab ........................................................................................................................................ 16-77 Typical Tools and Technologies Sets Tab ..................................................................................................... 16-78

Recruitment Plan .............................................................................................................................................. 16-80 Job Applicants Tab ...................................................................................................................................... 16-81 Favorite Candidates Tab .............................................................................................................................. 16-83 Virtual Recruiter Tab ................................................................................................................................... 16-87

Staff’s Profile ........................................................................................................................................... 16-88 Contact Management Profile ............................................................................................................................ 16-88

Marketing Lead Appointments ..................................................................................................................... 16-89 Case Management Profile ................................................................................................................................ 16-92

Case Notes .................................................................................................................................................. 16-92 Add Case Notes ........................................................................................................................................................................... 16-93 Modify or Delete Case Notes ....................................................................................................................................................... 16-94

Contents

Virtual OneStop - Staff Services User Guide xiii V18 – 05/2018

Create Case Note Templates ........................................................................................................................................................ 16-95 Activities .................................................................................................................................................... 16-96

Add Service Plans ........................................................................................................................................................................ 16-97 Add Multiple Service ................................................................................................................................................................... 16-99

Employer Access Rights ........................................................................................................................... 16-99 Employers Posting Jobs .......................................................................................................................... 16-100 Local Employer Sites .............................................................................................................................. 16-101 One Case Note to Multiple Employers .................................................................................................... 16-103

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

Staff-Specific Search Criteria ............................................................................................................................. 17-2 Match Résumés to a Job ............................................................................................................................. 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

Assigning Referrals to Job Orders ...................................................................................................................... 19-3 Finding a Candidate for the Job Order Referrals ................................................................................................ 19-3 Referral/Notifications Details Screen ................................................................................................................. 19-5

Notification to Send to Employer ................................................................................................................... 19-7 Employer Follow Up ..................................................................................................................................... 19-7 Notification to Send to Job Seeker.................................................................................................................. 19-7 Job Seeker Follow Up .................................................................................................................................... 19-8

Mass Candidate (Résumé) Referrals .......................................................................................................... 19-10 Entering Job Order Referral Results .......................................................................................................... 19-11 Job Order Referrals Pending Staff Review ................................................................................................ 19-14 Following Up on Job Order Candidates ..................................................................................................... 19-17 Create / Modify Job Skill Sets ................................................................................................................... 19-19

Editing a Staff Skill Set .................................................................................................................................... 19-19 Create/Add a New Skill Set.............................................................................................................................. 19-19

Analyzing Skills .......................................................................................................................................... 19-20 Skills Matching ........................................................................................................................................... 19-21

External Job Options ................................................................................................................................ 19-22 Exclude by Employer Name ............................................................................................................................. 19-22 Exclude by Job Number ................................................................................................................................... 19-23 Exclude by Keyword ........................................................................................................................................ 19-23

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

Add a Service ..................................................................................................................................................... 20-3 Add Multiple Services ........................................................................................................................................ 20-4

One Service to Multiple Individuals ............................................................................................................ 20-5 Employer Services ...................................................................................................................................... 20-6 One Service to Multiple Employers ............................................................................................................. 20-6 Scheduled Services ..................................................................................................................................... 20-7 Events ........................................................................................................................................................ 20-8 Event Rosters ............................................................................................................................................. 20-8

Contents

Virtual OneStop - Staff Services User Guide xiv V18 – 05/2018

21: MANAGE PROVIDERS & PROVIDER REPS 21-1 Manage Providers Overview ....................................................................................................................... 21-1 Provider Rep – Self-Registration ................................................................................................................. 21-2

Provider Rep – Registration Screens .................................................................................................................. 21-4 Provider Staff Verification ................................................................................................................................. 21-6

Provider Rep – Self Service Functionality ................................................................................................... 21-9 Manage Provider Profile .................................................................................................................................. 21-10 Manage Institution Programs ........................................................................................................................... 21-10

Service Type / General Information Sections ................................................................................................ 21-12 Service Type Information ............................................................................................................................................................ 21-12 General Information..................................................................................................................................................................... 21-12

Service Information/Course Information Sections ......................................................................................... 21-14 Service Information ..................................................................................................................................................................... 21-14 Course Information ...................................................................................................................................................................... 21-14 Qualifications, Prerequisites and Equipment................................................................................................................................ 21-15

Program/Service Occupation Section ........................................................................................................... 21-16 Service Cost Details Section ........................................................................................................................ 21-17 Program/Service Locations Section .............................................................................................................. 21-19 Program/Service Skills Section .................................................................................................................... 21-19 Program/Service Performance Section.......................................................................................................... 21-20 Program/Service Application Confirmation Section ...................................................................................... 21-23 Program/Service Review Status Section ....................................................................................................... 21-24

Demand Occupations ....................................................................................................................................... 21-25 View Reports .................................................................................................................................................... 21-25 Education Services ........................................................................................................................................... 21-26

Staff Provider Functionality ...................................................................................................................... 21-27 Staff Access to Providers ................................................................................................................................. 21-27 Creating a Provider Institution ......................................................................................................................... 21-28

Provider Profile Folder ................................................................................................................................ 21-31 Provider Programs Folder ............................................................................................................................ 21-33

Assisting a Provider Institution ........................................................................................................................ 21-39 Managing Program Reapplication .................................................................................................................... 21-43 Reports ............................................................................................................................................................. 21-45

Manage Providers Conclusions ................................................................................................................. 21-46

22: MANAGE VOSCAN AND SCAN CARD 22-1 VOScan and Scan Card Overview ............................................................................................................... 22-1 VOScan Scan Card Kiosk ........................................................................................................................... 22-2 VOScan and Scan Card Kiosk Setup ........................................................................................................... 22-5

Setting Up Full-Time Buttons ............................................................................................................................ 22-7 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 ..................................................................................................................................... 23-3 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

Contents

Virtual OneStop - Staff Services User Guide xv V18 – 05/2018

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 ............................................................................................................................. 23-20

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

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

Customer (Individual) Satisfaction Surveys ....................................................................................................... 25-2 Employer Satisfaction Surveys........................................................................................................................... 25-3

26: MANAGE FUNDS 26-1 IFT Administration ..................................................................................................................................... 26-2 IFT Fund Management ............................................................................................................................... 26-2

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 Area-Wide Visit Reasons ............................................................................................................................... 27-5

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 ................................................................................................................................... 27-7 Visitor Check-In Screens.................................................................................................................................... 27-8 Staff Notifications .............................................................................................................................................. 27-9

Office Check-In Log ................................................................................................................................. 27-10 Review the Check-In Log................................................................................................................................. 27-10

Filter and Sort Records ................................................................................................................................................................ 27-11 Change Views 27-11 Monitor Wait Time ...................................................................................................................................................................... 27-11

Staff Check-In Features .................................................................................................................................... 27-11 Manual Check-In ......................................................................................................................................................................... 27-12 Assist or Not Registered Link ...................................................................................................................................................... 27-12 Assisted or Left Office Options ................................................................................................................................................... 27-13 Automatic Close Option .............................................................................................................................................................. 27-13 Mini Panel for Visitor Check-Ins ................................................................................................................................................. 27-14

Office Assisting Log ................................................................................................................................. 27-14 Reports ..................................................................................................................................................... 27-15 Administration System Options ................................................................................................................ 27-17

System Settings ................................................................................................................................................ 27-17 Staff Privileges ................................................................................................................................................. 27-17 System Parameters ........................................................................................................................................... 27-18

Sample EEO Visitor Kiosk Screens .............................................................................................................. 27-19

Contents

Virtual OneStop - Staff Services User Guide xvi V18 – 05/2018

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 ........................................................................................................................................................... 28-5

Step 2 – Company Location Information ........................................................................................................... 28-5 Company Information .................................................................................................................................................................... 28-6 Contact Information ....................................................................................................................................................................... 28-6 Layoff/Closure Information ........................................................................................................................................................... 28-7

Step 3 – Union Information ................................................................................................................................ 28-8 Union Information ....................................................................................................................................................................... 28-10 Contact Information ..................................................................................................................................................................... 28-10

Step 4 – Occupations Associated to the WARN Notice ................................................................................... 28-11 Job Titles 28-12

Step 5 – LWIA/Regional Notification Information .......................................................................................... 28-13 Step 6 – Additional Information (Ready to Send?) .......................................................................................... 28-14 WARN Summary ............................................................................................................................................. 28-15

Search for WARN Notices ........................................................................................................................ 28-17 Partially Completed WARN Notices ......................................................................................................... 28-19 Create WARN Visit Record ...................................................................................................................... 28-19 View Visit Reports ................................................................................................................................... 28-21

29: MANAGE REPORTS 29-1 Reports Overview ....................................................................................................................................... 29-2 Report Generation and Navigation .............................................................................................................. 29-4

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

My Reports ................................................................................................................................................ 29-9 Summary Reports ..................................................................................................................................... 29-10

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

Executive Sample Reports ........................................................................................................................... 29-12 Project Management Sample Reports ........................................................................................................... 29-14

Master Summary .............................................................................................................................................. 29-16 Trend ................................................................................................................................................................ 29-18

Detailed Reports ....................................................................................................................................... 29-20 Case Management Reports ............................................................................................................................... 29-22

Case Load Reports....................................................................................................................................... 29-23 Case Load Non-WIOA Reports .................................................................................................................... 29-26 Case Load – WIOA Specific Reports ........................................................................................................... 29-28 Documentation Reports ............................................................................................................................... 29-31

Case Notes Reports ...................................................................................................................................................................... 29-31 Documentation Management Report............................................................................................................................................ 29-32 Last Case Note for Participant ..................................................................................................................................................... 29-33

Predictive Reports ....................................................................................................................................... 29-34 Staff Referrals Reports ................................................................................................................................ 29-36

CRM (Client Relationship Management) Reports............................................................................................ 29-36 Employer Reports ............................................................................................................................................. 29-38

Job Order Reports........................................................................................................................................ 29-38 Internal 29-38 Executive 29-40 External 29-41 Summary 29-42

Registered Employer Reports ....................................................................................................................... 29-42 Access 29-43 Activity 29-44

Contents

Virtual OneStop - Staff Services User Guide xvii V18 – 05/2018

Referrals and Referral Results Reports ......................................................................................................... 29-45 Referral ............................................................................................................................................................................. 29-46 Internal ............................................................................................................................................................................. 29-46 External ............................................................................................................................................................................. 29-48 Results ............................................................................................................................................................................. 29-49 Hire ............................................................................................................................................................................. 29-50

Financial Reports.............................................................................................................................................. 29-51 Summary .................................................................................................................................................... 29-51 Individual .................................................................................................................................................... 29-52 Case Manager.............................................................................................................................................. 29-52 Trade Expenditure ....................................................................................................................................... 29-53

Training Reports ............................................................................................................................................... 29-54 Alison Metrics ............................................................................................................................................. 29-54 Financial Aid Report ................................................................................................................................... 29-54 Provider Funding Reports ............................................................................................................................ 29-55 Training ...................................................................................................................................................... 29-55

Individual Reports ............................................................................................................................................ 29-56 Background Information Reports ................................................................................................................. 29-56 Registered Individual Reports ...................................................................................................................... 29-58

Registered: 29-58 Veteran Reports........................................................................................................................................... 29-61 Characteristics. ............................................................................................................................................ 29-61 Enrolled Individual Reports ......................................................................................................................... 29-61 Veteran ....................................................................................................................................................... 29-64 Resumé Reports .......................................................................................................................................... 29-65

Resume ............................................................................................................................................................................. 29-65 Worker ............................................................................................................................................................................. 29-66

Miscellaneous Reports ..................................................................................................................................... 29-67 Assessment Results ..................................................................................................................................... 29-68

Administration ............................................................................................................................................................................. 29-68 Result ............................................................................................................................................................................. 29-68 Skill ............................................................................................................................................................................. 29-69 Rating ............................................................................................................................................................................. 29-69

Equal Employment Opportunity Reports ...................................................................................................... 29-69 Security Reports .......................................................................................................................................... 29-70

Security ............................................................................................................................................................................. 29-70 IP Location ............................................................................................................................................................................. 29-71 Security (Suspicious Activity) ..................................................................................................................................................... 29-72

Questionnaire .............................................................................................................................................. 29-73 Tracking...................................................................................................................................................... 29-74 Contact ....................................................................................................................................................... 29-75 Messages .................................................................................................................................................... 29-76 Survey ........................................................................................................................................................ 29-76

Provider Reports ............................................................................................................................................... 29-77 Eligible Training (CRS) ............................................................................................................................... 29-77 Provider ...................................................................................................................................................... 29-78

Services Reports ............................................................................................................................................... 29-79 Event Scheduler .......................................................................................................................................... 29-80 Services Provided Employer ........................................................................................................................ 29-80 Scan Card.................................................................................................................................................... 29-83 Services Provided Individuals ...................................................................................................................... 29-84

WARN Reports ................................................................................................................................................ 29-85 Custom Reports ........................................................................................................................................ 29-86

State Performance ............................................................................................................................................ 29-87 PREP/REA ....................................................................................................................................................... 29-88 Locally Developed ........................................................................................................................................... 29-89

Wyoming .................................................................................................................................................... 29-90 District of Columbia .................................................................................................................................... 29-90 Florida ........................................................................................................................................................ 29-91 Maryland .................................................................................................................................................... 29-91 California .................................................................................................................................................... 29-91 Louisiana .................................................................................................................................................... 29-92 Indiana ........................................................................................................................................................ 29-92 New Mexico................................................................................................................................................ 29-92 Rhode Island ............................................................................................................................................... 29-92

Contents

Virtual OneStop - Staff Services User Guide xviii V18 – 05/2018

Custom UI Reports ........................................................................................................................................... 29-92 Ad Hoc Query Wizard Reports ................................................................................................................. 29-93 Federal Reports ........................................................................................................................................ 29-95

ETA 9090 WIOA Quarterly Reports ................................................................................................................ 29-96 ETA 9091 WIOA Annual Reports ................................................................................................................... 29-97 ETA WP 9002/VETS200 Quarterly Reports .................................................................................................... 29-99 Trade Adjustment Act Report ........................................................................................................................ 29-100 MIC Report .................................................................................................................................................... 29-101 ETA 9048 Profile Report ............................................................................................................................... 29-101 Recovery Act (ARRA) Reports ...................................................................................................................... 29-102 EEO Reports................................................................................................................................................... 29-103 Veteran Priority of Service Survey Report ..................................................................................................... 29-105

Live Data Reports ................................................................................................................................... 29-106

30: MANAGE DOCUMENTS 30-1 Introduction ................................................................................................................................................ 30-1 The Documents Tab (Loading Documents) ................................................................................................. 30-3

Add a Document (Upload) ................................................................................................................................. 30-5 Scan a Document ................................................................................................................................................ 30-7 Link a Document (Selecting from Available Files) ............................................................................................ 30-9 Edit a Document and Create Annotations ........................................................................................................ 30-10 Delete a Document ........................................................................................................................................... 30-13

In-Context Scanning, Linking, and Viewing .............................................................................................. 30-14 Scanning a Document (In-Context) .................................................................................................................. 30-14 Linking a Document (In-Context) .................................................................................................................... 30-14 The Document Management Search................................................................................................................. 30-16

Verification Summary Panel and Document Management ......................................................................... 30-17 Frequently Asked Questions ..................................................................................................................... 30-19

What are the main differences between what individuals see on their Documents tab and what staff see on their view of Individual Documents tab and on Documents (Staff) tab? ............................................................................................................................ 30-19 What about the document information/association fields for scan/upload. Does that differ for individuals and staff? ................ 30-19 Can staff hide documents that individuals uploaded or scanned? ................................................................................................. 30-19 Can individuals or staff launch all the types of documents that can be uploaded or scanned from the Documents tab? ............... 30-19 What can be searched for from the Document Search tool? ......................................................................................................... 30-20

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

Work with Existing Messages ............................................................................................................................ 31-3 Create New Messages ........................................................................................................................................ 31-5

Manage Correspondence ............................................................................................................................. 31-8 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................................................................................................................................. 31-18

Enable Text Watch Alerts ............................................................................................................................ 31-18 Filter the Text Watch Alerts List ................................................................................................................. 31-20 Preview Alerts ............................................................................................................................................. 31-20 Create Text Watch Alerts ............................................................................................................................. 31-20 Edit Text Watch Alerts ................................................................................................................................ 31-21 Delete Text Watch Alerts ............................................................................................................................. 31-21

Virtual Recruiter ....................................................................................................................................... 31-21

Contents

Virtual OneStop - Staff Services User Guide xix V18 – 05/2018

Email Log ................................................................................................................................................ 31-21

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 ....................................................................................................................................... 32-5 Change Calendar View ....................................................................................................................................... 32-5 View Individual or Employer Appointments ..................................................................................................... 32-6 Invitations ........................................................................................................................................................... 32-6 Manage Attendees .............................................................................................................................................. 32-7 Manage Pool Counts .......................................................................................................................................... 32-8

Events Calendar.......................................................................................................................................... 32-8 Add a New Event ............................................................................................................................................. 32-11

Event Information ....................................................................................................................................... 32-11 Schedule ..................................................................................................................................................... 32-11 Associated Offices ....................................................................................................................................... 32-12 Event Location ............................................................................................................................................ 32-12 Moderator ................................................................................................................................................... 32-13 Calendar...................................................................................................................................................... 32-13 Attendance Tracking.................................................................................................................................... 32-14

Service Tracking .......................................................................................................................................................................... 32-14 ScanCard Tracking ...................................................................................................................................................................... 32-15

Registration ................................................................................................................................................. 32-15 Service and Attendee Tracking through Event Management .......................................................................... 32-16

Manage Event Attendees ............................................................................................................................................................. 32-16 Register Attendees ....................................................................................................................................................................... 32-18

Copy Events ..................................................................................................................................................... 32-19 Cancel Events ................................................................................................................................................... 32-19

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

Labor Market Facts ............................................................................................................................................ 33-2 Area Profile ........................................................................................................................................................ 33-3

Area Summary Tab ....................................................................................................................................... 33-4 Area Narrative Tab ........................................................................................................................................ 33-5 Area Details Tab ........................................................................................................................................... 33-6

Area Description ............................................................................................................................................................................ 33-6 Jobs, Employers and Candidates .................................................................................................................................................... 33-6 Education, Training and Work Experience .................................................................................................................................... 33-7 Employment and Wage Data ......................................................................................................................................................... 33-9 Demographic Data ....................................................................................................................................................................... 33-11 Economic Indicators .................................................................................................................................................................... 33-12

Area Comparison Tab .................................................................................................................................. 33-14 Industry Profile................................................................................................................................................. 33-14

Industry Summary Tab ................................................................................................................................ 33-15 Industry Narrative Tab ................................................................................................................................. 33-16 Industry Details Tab .................................................................................................................................... 33-18

Industry Summary ....................................................................................................................................................................... 33-18 Jobs and Training......................................................................................................................................................................... 33-19 Jobs Available 33-19 Labor Market Data ....................................................................................................................................................................... 33-20 Industry Projections ..................................................................................................................................................................... 33-20

Industry Comparison Tab............................................................................................................................. 33-22 Occupational Profile ......................................................................................................................................... 33-23

Occupation Summary Tab ........................................................................................................................... 33-24 Bright Outlook and “Green” Occupations .................................................................................................................................... 33-25

Occupation Narrative Tab ............................................................................................................................ 33-25 Occupation Details Tab ............................................................................................................................... 33-25

Occupation Description ............................................................................................................................................................... 33-25 Jobs, Employers and Candidates .................................................................................................................................................. 33-26 Education, Training and Work Experience .................................................................................................................................. 33-29

Contents

Virtual OneStop - Staff Services User Guide xx V18 – 05/2018

Employment and Wage Data ....................................................................................................................................................... 33-32 Nature of the Work ...................................................................................................................................................................... 33-34 Job Requirements ........................................................................................................................................................................ 33-36 Other 33-41

Occupation Comparison Tab ........................................................................................................................ 33-44 Educational Profile ........................................................................................................................................... 33-46

Education Profile – Summary Tab ................................................................................................................ 33-46 Education Profile – Narrative Tab ................................................................................................................ 33-48 Education Profile – Details Tab.................................................................................................................... 33-49 Education Profile – Comparison Tab ............................................................................................................ 33-50

Assistance Center ..................................................................................................................................... 33-51 About this Site .................................................................................................................................................. 33-51 Quick Reference Cards ..................................................................................................................................... 33-51 Site Map ........................................................................................................................................................... 33-52 Site Search ........................................................................................................................................................ 33-52 My Preferences ................................................................................................................................................. 33-53

Staff Online Resources ............................................................................................................................. 33-54 Staff Online Courseware ........................................................................................................................... 33-55

Learning Center ................................................................................................................................................ 33-55 Dynamic Works Staff Courseware ................................................................................................................... 33-56

Geographic Solutions Community Forum ................................................................................................. 33-57

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 ......................................................................................................................... 34-3 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

Add Worksite Location(s)............................................................................................................................................................ 34-12 Add Additional Contacts.............................................................................................................................................................. 34-14

Account Type .............................................................................................................................................. 34-17 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 ........................................................................................................................................ 34-22

Calendar Display Section ............................................................................................................................................................. 34-22 Appointment Information Section ................................................................................................................................................ 34-22 Location Section .......................................................................................................................................................................... 34-22 Schedule Section.......................................................................................................................................................................... 34-23 Attendees Section ........................................................................................................................................................................ 34-23 Notification Options Section ........................................................................................................................................................ 34-24 Marketing Section........................................................................................................................................................................ 34-25

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 ................................................................................................................................................ 34-28 Create New Surveys .................................................................................................................................... 34-28

Survey Section(s)/Group(s) ......................................................................................................................................................... 34-29 Non-Classified Questions ............................................................................................................................................................ 34-30

Contents

Virtual OneStop - Staff Services User Guide xxi V18 – 05/2018

Managing a Form List ................................................................................................................................. 34-31 Contacts List ............................................................................................................................................ 34-32 Marketing Leads ....................................................................................................................................... 34-33 Work Items .............................................................................................................................................. 34-34 Appointments ........................................................................................................................................... 34-35 Online Surveys ......................................................................................................................................... 34-35 CRM Reports ........................................................................................................................................... 34-35 System Login for Primary/Secondary Contacts.......................................................................................... 34-37

Account Management for Primary/Secondary Contacts................................................................................... 34-38

APPENDIX A: COMMON SYSTEM TOOLS A-1 Search by Keyword ..................................................................................................................................... A-1 Search by Geographic Area ......................................................................................................................... A-2 Search for Employers .................................................................................................................................. A-4

Quick Employer Search....................................................................................................................................... A-4 Advanced Employer Search ................................................................................................................................ A-6 Employer Search by Occupation ......................................................................................................................... A-7

Search for Jobs ............................................................................................................................................ A-7 Job Details – Staff Links ..................................................................................................................................... A-7

Virtual Recruiter .......................................................................................................................................... A-8 Select an Occupation ................................................................................................................................... A-8

Occupations by Keyword .................................................................................................................................... A-9 Search for Jobs within the Selected Occupation ............................................................................................. A-10

Occupation by Group ........................................................................................................................................ A-10 Occupation Listing ............................................................................................................................................ A-11 Occupations by Education Program .................................................................................................................. A-12 Occupations by Military Specialty .................................................................................................................... A-13

(MOS) Code................................................................................................................................................. A-13 Keyword ...................................................................................................................................................... A-14 Branch of Service ......................................................................................................................................... A-15

Occupations by Occupation Code ..................................................................................................................... A-15 Occupations by License..................................................................................................................................... A-16

Select an Industry ...................................................................................................................................... A-17 Industries by Keyword ...................................................................................................................................... A-18 Industries by Sector ........................................................................................................................................... A-18 Industry Listing ................................................................................................................................................. A-19 Industries by Industry Code .............................................................................................................................. A-19

Determine the NAICS Code .......................................................................................................................... A-20 Spell Check ............................................................................................................................................... A-21 Formatting Controls ................................................................................................................................... A-22

APPENDIX B: SYSTEM ALERTS B-1 Alert ID: 1 Alert Name: Individual Welcome Message ............................................................................................................. B-2 Alert ID: 2 Alert Name: Employer Welcome Message .............................................................................................................. B-3 Alert ID: 3 Alert Name: Resume Expiration .............................................................................................................................. B-3 Alert ID: 4 Alert Name: Job Order Expiration ........................................................................................................................... B-3 Alert ID: 5 Alert Name: Featured Jobs by Occupation .............................................................................................................. B-3 Alert ID: 6 Alert Name: UI Interface Welcome Message .......................................................................................................... B-3 Alert ID: 7 Alert Name: Analyst Welcome Message ................................................................................................................. B-4 Alert ID: 8 Alert Name: Provider Welcome Message ................................................................................................................ B-4 Alert ID: 9 Alert Name: Provider User Registration Notification .............................................................................................. B-4 Alert ID: 10 Alert Name: Provider Change Notification - Staff Review ...................................................................................... B-4 Alert ID: 11 Alert Name: Provider Change Notification - Informational ..................................................................................... B-5 Alert ID: 12 Alert Name: Analyst User Registration Notification (NLMA) ................................................................................ B-5 Alert ID: 13 Alert Name: Individual Incomplete Resume(s) ....................................................................................................... B-5 Alert ID: 14 Alert Name: UI Registrant Job Openings ................................................................................................................ B-5 Alert ID: 15 Alert Name: Individual Feedback Alert ................................................................................................................... B-5 Alert ID: 16 Alert Name: Suppressed Job Order Referrals .......................................................................................................... B-6 Alert ID: 17 Alert Name: Staff Account Expiration Notice ......................................................................................................... B-6 Alert ID: 18 Alert Name: Potential Candidates Matching Job Posting ........................................................................................ B-6 Alert ID: 19 Alert Name: Applicant Verification ........................................................................................................................ B-6 Alert ID: 20 Alert Name: Let Us Help You Find a Job: Week 1-2 .............................................................................................. B-7 Alert ID: 21 Alert Name: Let Us Help You Find a Job: Week 2-8 .............................................................................................. B-7

Contents

Virtual OneStop - Staff Services User Guide xxii V18 – 05/2018

Alert ID: 22 Alert Name: Let Us Help You Find a Job: Week 8-25 ............................................................................................ B-7 Alert ID: 23 Alert Name: Let Us Help You Find a Job: Week 25-99 .......................................................................................... B-7 Alert ID: 24 Alert Name: Employer Registration Validated ........................................................................................................ B-7 Alert ID: 25 Alert Name: Employer Registration Not Validated ................................................................................................. B-8 Alert ID: 26 Alert Name: Notification - External Employer of Spidered Job Asking Status of UI Applicants ............................ B-8 Alert ID: 27 Alert Name: Notification - Employer of an Out of System (Offline) Job Asking Status on UI Applicants .............. B-8 Alert ID: 28 Alert Name: Notification to Employer to Provide Status on UI Applicants ............................................................. B-8 Alert ID: 29 Alert Name: Notification to Claimant Asking for Additional Information on Jobs Applied For.............................. B-9 Alert ID: 30 Alert Name: Appeal Case Information .................................................................................................................... B-9 Alert ID: 31 Alert Name: Statement of Potential Charges ........................................................................................................... B-9 Alert ID: 32 Alert Name: Separation Information Request .......................................................................................................... B-9 Alert ID: 33 Alert Name: Payment Summary ............................................................................................................................ B-10 Alert ID: 34 Alert Name: Payment Register .............................................................................................................................. B-10 Alert ID: 35 Alert Name: Payment Overpayment Detail ........................................................................................................... B-10 Alert ID: 36 Alert Name: Payment Detail ................................................................................................................................. B-10 Alert ID: 37 Alert Name: Payment Adjustment Detail .............................................................................................................. B-11 Alert ID: 38 Alert Name: Overpayment Summary .................................................................................................................... B-11 Alert ID: 39 Alert Name: Overpayment Repayments ................................................................................................................ B-11 Alert ID: 40 Alert Name: Overpayment Out of State Summary ................................................................................................ B-11 Alert ID: 41 Alert Name: Overpayment Out of State Detail ...................................................................................................... B-11 Alert ID: 42 Alert Name: Overpayment In State Summary ....................................................................................................... B-12 Alert ID: 43 Alert Name: Overpayment In State Detail ............................................................................................................. B-12 Alert ID: 44 Alert Name: Overpayment Installment Payment Plan ........................................................................................... B-12 Alert ID: 45 Alert Name: Overpayment Cases .......................................................................................................................... B-12 Alert ID: 46 Alert Name: Notice of Telephone Hearing ............................................................................................................ B-13 Alert ID: 47 Alert Name: Appeal Decision................................................................................................................................ B-13 Alert ID: 48 Alert Name: Notice of Separation and Wage Request ........................................................................................... B-13 Alert ID: 49 Alert Name: Notice of Hearing Before Appeal Tribunal ....................................................................................... B-13 Alert ID: 50 Alert Name: Non-Monetary Redetermination ....................................................................................................... B-14 Alert ID: 51 Alert Name: Non-Monetary Determination ........................................................................................................... B-14 Alert ID: 52 Alert Name: Monetary Redetermination ............................................................................................................... B-14 Alert ID: 53 Alert Name: Monetary Determination Summary ................................................................................................... B-14 Alert ID: 54 Alert Name: Monetary Determination Detail ........................................................................................................ B-15 Alert ID: 55 Alert Name: Monetary Determination ................................................................................................................... B-15 Alert ID: 56 Alert Name: Meeting Notice ................................................................................................................................. B-15 Alert ID: 57 Alert Name: Job Apply Delinquency..................................................................................................................... B-15 Alert ID: 58 Alert Name: Issue Summary ................................................................................................................................. B-16 Alert ID: 59 Alert Name: Issue Detail ....................................................................................................................................... B-16 Alert ID: 60 Alert Name: Employer Charge Summary .............................................................................................................. B-16 Alert ID: 61 Alert Name: Employer Charge History ................................................................................................................. B-16 Alert ID: 62 Alert Name: Eligibility Review Summary ............................................................................................................. B-17 Alert ID: 63 Alert Name: Eligibility Review Quest ................................................................................................................... B-17 Alert ID: 64 Alert Name: Eligibility Determination .................................................................................................................. B-17 Alert ID: 65 Alert Name: Claim Registration ............................................................................................................................ B-17 Alert ID: 66 Alert Name: Claim Information ............................................................................................................................ B-18 Alert ID: 67 Alert Name: Call Notice ........................................................................................................................................ B-18 Alert ID: 68 Alert Name: Benefit Claim Type ........................................................................................................................... B-18 Alert ID: 69 Alert Name: Benefit Claim Employers .................................................................................................................. B-18 Alert ID: 70 Alert Name: Benefit Certification Summary ......................................................................................................... B-19 Alert ID: 71 Alert Name: Benefit Certification Detail ............................................................................................................... B-19 Alert ID: 72 Alert Name: Base Period Employment Information .............................................................................................. B-19 Alert ID: 73 Alert Name: Staff Notification of Analyst Registration ......................................................................................... B-19 Alert ID: 76 Alert Name: Potential Jobs Matching Resume Posting .......................................................................................... B-20 Alert ID: 77 Alert Name: Job Order Modification Alert ............................................................................................................ B-20 Alert ID: 95 Alert Name: Employer Job Order TEGL Notice ................................................................................................... B-20 Alert ID: 22 Alert Name: Employer Suspicious Individual Access ........................................................................................... B-21 Alert ID: 19 Alert Name: Employer Suspicious IP .................................................................................................................... B-21 Alert ID: 20 Alert Name: Employer Suspicious IP Location ..................................................................................................... B-21 Alert ID: 21 Alert Name: Employer Suspicious Message Activity ............................................................................................ B-21 Alert ID: 102 Alert Name: Individuals with Less than High School Degree ............................................................................... B-22 Alert ID: 83 Alert Name: New Employer Registration Message ............................................................................................... B-22 Alert ID: 101 Alert Name: New Job Order Completed Office Alert ............................................................................................ B-22 Alert ID: 99 Alert Name: New Job Order Completed Primary Contact Alert ............................................................................ B-22 Alert ID: 99 Alert Name: New Request of Information ............................................................................................................. B-23 Alert ID: 99 Alert Name: Notice of Determination Issued for Preliminary Application ............................................................ B-23 Alert ID: 82 Alert Name: Online Resume Submittal Confirmation ........................................................................................... B-24 Alert ID: 78 Alert Name: Please Confirm Your Email Address ................................................................................................ B-24 Alert ID: 81 Alert Name: Program Not Reviewed Within 30 Days ........................................................................................... B-24 Alert ID: 80 Alert Name: Program Review Status Change ........................................................................................................ B-24 Alert ID: 89 Alert Name: Provider Change Notification – Program Rejected ........................................................................... B-25 Alert ID: 79 Alert Name: Provider Status Change ..................................................................................................................... B-25

INDEX I-1

Virtual OneStop - Staff Services User Guide I-1 V18 – 05/2018

Index A

About this Site, 33-51

Accessing Cases My Resources, 2-14

Activities Managing, 20-1

Advanced Employer Search, A-6

Appointments My Resources, 2-17

Area Comparison Tab, 33-14

Area Description, 33-6

Area Details, 33-6

Area Details – Building Permits, 33-13

Area Details – Candidate Data, 33-6

Area Details – Consumer Price Index, 33-13

Area Details – Demographic Data, 33-11

Area Details – Economic Indicators, 33-12

Area Details – Education and Training Data, 33-8

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, 33-12

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, 33-13

Area Details – Supply and Demand, 33-6

Area Details – Tax Revenues Data, 33-13

Area Details – Training Programs, 33-7

Area Details – Unemployment Rates, 33-10

Area Details – Wages, 33-9

Area Details – Work Experience Data, 33-8

Area Narrative, 33-5

Area Profile – Area Details, 33-6

Area Profile – Area Narrative, 33-5

Area Profile – Area Summary, 33-4

Area Selection, A-2

Area Summary, 33-4

Area Summary Narrative, 33-6

Assistance, 31-1, 32-1, 33-1

Assistance Center, 33-51

B

Back Button and Browser Buttons, 1-6

C

Candidate Résumés in Search History, 16-32

Case Assignment Individual Case Assignments, 23-1

Choosing Individual Profiles, 3-29

Combined Assessments, 3-96, 3-97, 4-74, 4-75

Controls in Viewing Reports, 29-6

Creating an Individual Standard Registration, 3-2

CRM Marketing Lead Account, 34-6 Marketing Lead Creation, 34-1, 34-2

Contents

Virtual OneStop - Staff Services User Guide I-2 V18 – 05/2018

Reports, 34-35 Work Items, 34-34

D

Dashboard, 2-2 Configuration, 2-6

E

Educational Profile, 33-46

Eligibility Tab Adult, 5-17, 6-22, 8-11 Dislocated Worker, 6-41

Email Job Posting, 18-7

Employer Access Locked Out, 16-16 Revoked, 16-16

Employer Profile Job Applicants Tab, 16-81 Job Orders Tab, 16-41 Virtual Recruiter Tab, 16-87

Employer Search, A-4

Employer Search by Occupation, A-7

Employer Search, Advanced, A-6

Employer Search, Quick, A-4

Employers Creating an Account, 16-2 Managing Their Accounts, 16-1 Profile Definitions, 16-18 Search Results (Detail), 16-15 Search Results (Summary), 16-14

Employment Tab Adult, 5-12, 6-16, 8-11 Youth, 6-49

Event Calendar Adding New Events, 32-11

External Jobs Excluding, 19-22 Excluding a Specific Job Number, 19-23 Excluding for Invalid Words, 19-23 Excluding Jobs by an Employer Name, 19-22

F

Formatting, A-22

G

Geographic Area, Search by, A-2

I Individuals

Managing Their Services, 3-1 Profile Definitions, 3-29 Search Results (Detail), 3-27 Search Results (Summary), 3-26

Industries – Search by Industry Code, A-19

Industries – Search by Keyword, A-18

Industries – Search by Sector, A-18

Industry Comparison, 33-22, 33-44

Industry Details, 33-18

Industry Details – Employers, 33-19

Industry Details – Employment Wage Statistics, 33-20

Industry Details – Establishments and Employees, 33-20

Industry Details – Industry Description, 33-18

Industry Details – Industry Employment Distribution, 33-21

Industry Details – Industry Projections, 33-20

Industry Details – Industry Summary, 33-18

Industry Details – Jobs and Training, 33-19

Industry Details – Jobs Available, 33-19

Industry Details – Labor Market Data, 33-20

Industry Details – Occupations/Staffing Patterns, 33-21

Industry Listing, A-19

Industry Narrative, 33-16

Industry Profile, 33-14

Industry Selection, A-17

Industry Summary, 33-15

Contents

Virtual OneStop - Staff Services User Guide I-3 V18 – 05/2018

J

Job Order Templates, 16-72

Job Orders Managing as Staff, 18-1

K

Keyword Searches (Systemwide), A-1

L

Labor Exchange, 19-1

Labor Market Facts, 33-2

Landing Page Preference, 2-23

M

Military Branch of Service - Search for Occupations, A-15

Mini-Registration Created from Staff menu, 3-38

Mini-Registration Users Listing Partial (, 3-39

MOS Code, A-13

My Preferences, 33-53

My Resources, 2-6 Correspondence, 2-8 Messages, 2-9 My Alerts, 2-11 My Appointments, 2-17 My Templates, 2-10, 16-72, 16-76 Search Lists, 2-12 Upcoming Events, 2-18, 2-20

My Staff Account Landing, 2-23

My Staff Account, 2-21

My Workspace, 2-1

N

NAICS Code, How to Determine, A-20

O

Occupation - Keyword Search, A-9

Occupation - Search by Group, A-10

Occupation Comparison, 33-44

Occupation Details, 33-25

Occupation Details – Abilities Required, 33-39

Occupation Details – Advertised Job Skills, 33-38

Occupation Details – Candidates, 33-27

Occupation Details – Career Ladder, 33-42

Occupation Details – Education Data, 33-30

Occupation Details – Education, Training and Work Experience, 33-29

Occupation Details – Employers, 33-28

Occupation Details – Employment and Wage Data, 33-32

Occupation Details – External Web Resources, 33-41

Occupation Details – Job Description, 33-26

Occupation Details – Job Duties, 33-25

Occupation Details – Job Requirements, 33-36

Occupation Details – Job Skills, 33-37

Occupation Details – Jobs, 33-27

Occupation Details – Jobs, Employers and Candidates, 33-26

Occupation Details – Knowledge Required, 33-39

Occupation Details – Largest Industries, 33-33

Occupation Details – Licensing Information, 33-38

Occupation Details – Nature of the Work, 33-34

Occupation Details – Occupation Description, 33-25

Occupation Details – Occupational Videos, 33-43

Occupation Details – Other, 33-41

Occupation Details – Personal Skills, 33-37

Occupation Details – Related Occupations, 33-42

Contents

Virtual OneStop - Staff Services User Guide I-4 V18 – 05/2018

Occupation Details – Significant Points, 33-26

Occupation Details – Skills Required, 33-36

Occupation Details – Supply and Demand, 33-28

Occupation Details – Training Programs, 33-29

Occupation Details – Wages, 33-32

Occupation Details – Work Activities, 33-35

Occupation Details – Work Experience Data, 33-31

Occupation Details – Work Interests, 33-40

Occupation Details – Work Styles, 33-40

Occupation Details – Workplace Skills, 33-38

Occupation Listing, A-11

Occupation Narrative, 33-25

Occupation Search by Keyword, A-9

Occupation Selection, A-8

Occupation Summary, 33-24

Occupation Summary – Bright Outlook and “Green” Occupations, 33-25

Occupational Profile, 33-23

Occupations - Search by Education Program, A-12

Occupations - Search by Military Specialty, A-13

Occupations – Search by Occupation Code, A-15

Overview of Adult Ed, 13-1, 15-1

Overview of Adult Ed, 12-1

Overview of TAA, 7-1

Overview of WIOA, 6-1, 11-1

P

Password Reset Requests, 3-25

Primary Work Site Changing the Primary Location, 16-27

Profiles Case Management

Personal, 3-89 Corporate, 16-19

Managing Personal Profiles, 3-40, 3-77 Recruitment Plan, 16-80 Report

Combined Assessments, 3-96, 3-97, 4-74, 4-75

Search History Employer, 16-32 Personal, 3-50, 3-58

Programs in Search History, 3-56, 16-33, 16-34, 16-35

Programs Tab NFJP, 11-1 Wagner-Peyser, 5-1 WIA, 6-1 WTP, 8-1

Q

Quick Employer Search, A-4

Quick Reference Cards, 33-51

Quick Search Assist, 2-1 Assisting an Individual, 3-20

R

Re-enrollment prompt, 3-28

Registering an Individual, 3-2

Reports Exporting, 29-7 Generation, 29-4 Results and Navigation, 29-6 Saving or Printing, 29-7

Résumés Manage Résumés Menu, 17-1

Right To Work Flag (RTW), 3-29

S

Save a Job as a Job Order Template, 16-62

Scan Card Managing Scan Services, 22-1

Search by Geographic Area, A-2

Search by Keyword, A-1

Contents

Virtual OneStop - Staff Services User Guide I-5 V18 – 05/2018

Search for Employers, A-4

Search for Employers by Occupation, A-7

Search for Industries by Industry Code, A-19

Search for Industries by Keyword, A-18

Search for Industries by Sector, A-18

Search for Industries in a List, A-19

Search for Occupations by Branch of Service, A-15

Search for Occupations by Education Program, A-12

Search for Occupations by Group, A-10

Search for Occupations by Keyword, A-9

Search for Occupations by Military Specialty, A-13

Search for Occupations by Occupation Code, A-15

Search for Occupations in a List, A-11

Search History Candidate Résumés, 16-32 Programs, 16-33

Search Lists Saved From Assist Individual/Employer, 2-

12

Searching Results and Criteria, 3-20

Select an Industry, A-17

Select an Occupation, A-8

Share Job Posting via Social Media or Email, 18-7

Site Map, 33-52

Site Search, 33-52

SNAP Mini-Registration l

Social Media – Share Job Posting, 18-7

Spanish Changing Language View, 1-9

Spell Check, A-21

Sub-Applications Overview, 7-1

T

Templates Profile Correspondence Tab, 3-67, 3-68, 16-36, 16-

37 CorresponndenceFolder, 16-35

TRA Payment, 7-39

V

View Footer Toolbar, 1-7 Graphics/Theme Display, 1-8 Language, 1-9 Visually Impaired Display, 1-9

W

Waiver Activity Enrollment, 7-14, 13-14, 15-14 Entry Form, 7-25

WOTC Agents and Employers, How to Enable, 14-10

WOTC Applications How to Complete, 14-17 How to Review Status, 14-25 Verification Documents, 14-28

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

WOTC Employer Registration, 14-5

WOTC Job Applicants, How to Recruit, 14-16

WOTC Overview, 14-1

WOTC Staff Privileges in Admin, 14-2

WOTC Target Groups in Admin, 14-2

Contents

Virtual OneStop - Staff Services User Guide I-6 V18 – 05/2018

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