PA L

1
Comprehensive Workforce Development System
(CWDS) CWDS 101

2
Agenda

• Provide an overview of the CWDS
• Project goals
• Agencies and end-users
• Functional releases
• Timeline
• Discuss the five subsystems of CWDS
• Highlighted features and functionality
• Process Flows

3
Todays Schedule

• 900 1030am Class
• 1030 1045am BREAK
• 1045 1200pm Class
• 1200 100pm LUNCH
• 100 215pm Class
• 215 230pm BREAK
• 230 330pm Class

4
What is CWDS?

• Comprehensive Workforce Development System
• Integrated System that meets program specific
  requirements
• Replacement of PA CareerLink operating system
  website and LWIA case management
• Replacement of LI OVR mainframe, counselor
  toolset and Lotus Notes systems
• Replacement of DPW BETP Automated Interface
  Management System (AIMS)
• Collaboration across programs to provide
  integrated client view
• Highest priority in the Health Human Services
  Community of Practice

Today
Tomorrow
DPWBETP
DLIWorkforce
DPWBETP
CWDS
5
CWDS Goals

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

6
CWDS User Population
The CWDS application has been architected and
designed to accomplish the performance and
business requirements of the diverse user groups
DPW BETP
DLI WORKFORCE
DLI OVR
97 Field Offices 18 Field Offices 104
Field Offices 3500 Users 1200 Users
7500 Users 1.3M Self Service 1215
Extranet Users
7
Highlighted Features of Functional Release 1

• BWDP
• Enhanced Reporting
• Case-Management Functions
• Increased Resumé Creation and Job-Match
  Functionality
• Local Events Management
• Enhanced Employer Management including Employer
  Self-service
• BETP
• Contractor Self-service, Including
• Events Management
• Bulk Entry
• Electronic Entry of Assessment Results,
  Attendance Sheets and Services
• Management of Subcontractors
• Real-time Referrals
• Dual Enrollments
• Improved Data Integrity
• Enhanced Reporting
• OVR

8
Highlighted Features of Functional Release 2

• Decommissioning of Local Case Management Systems
• Local Program Management
• Ability to create and determine program
  eligibility
• Associate funding and services
• Track and report on services provided or
  associated with this program
• Centrally maintained question and answer bank to
  administer these local programs
• Scanning/Imaging Solution
• Ad-hoc Reporting from Transactional Data
• Digital Signatures
• Enhancement of OVR Counselor Toolset

9
Highlighted Features of Functional Release 3

• Integrated Data Warehouse
• Possible Decommissioning of Mirroring Reporting
  System Created in FR1
• Integration with the CWIA Labor Market
  Information (LMI) WorkStats system
• Integration with Worker Opportunity Tax Credit
  (WOTC) system
• Integration with WARN/PA system
• Swipe Card Technology to Track Services
• Multi-Lingual Version for all Public Facing
  Screens

10
Highlighted Features of Functional Release 4

• Enhancements and Modifications Identified in
  Previous Releases
• Assess integration of CWIA Data Warehouse into a
  Consolidated Data Warehouse
• Infrastructure (Desktop/Server) Updates
• Completion of Knowledge Transfer and Hand off to
  COPA

11
CWDS High-level Project Timeline
2010
2011
2008
2007
2006
2009
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July 08 Initial Local Functions
and Infrastructure
1.1
1.2
Oct 09 More Functions Swipe Cards, Interfaces
1.3
Jan 10 Workforce/OVR Data Warehouse
2.1
9/4/07 Core LI Workforce Functions, Decommission
PA CareerLink operating system website
10/12/07 Core DPW BETP Functions, Decommission
AIMS
2.2
3.1
Jul 10CWIA DataWarehouse
3.2
Jan 09Full Functions and Decommission of Local
Case Management
11/19/07 Core LI OVR Functions, Decommission OVR,
Notes Apps
4.1
4.2
Maintenance, Quarterly Releases
Hardware and Software Refresh
18 moWarranty
We are here!
12
CWDS Requirements Gathering
Assessment Recommend.
Requirements Design
To-Be Assessment
As-Is Assessment
Gap Analysis

• As-Is Sessions
• Included 100 labor and management level
  participants as well as local partners
• Business Process Re-engineering Sessions
• Included 35 labor and management level
  participants
• To Be Functional Requirements
• Included 100 labor and management level
  participants
• Focus Groups
• 14 Employers participated
• 10 Providers participated
• Job Seeker Surveys
• A total of 175 surveys were received

13
CWDS Development Overview

• 386 Screens
• 35 Interfaces
• 28 Batch Processes
• 106 Reports
• 62 Correspondences
• 256 Conversion Objects

9/05 7/06
8/06 2/07
BPR
Application Development
Detail System Design
General System Design

• Functional
• Technical
• Accessibility
• Database
• Conversion
• Interfaces
• Batches
• Reports
• Security
• Performance
• Regression

Quality Assurance
Unit Testing

• Requirements
• Use Cases
• Screen Specifications
• Supplemental Specifications

12/06 3/07
2/07 4/07
Component Integration Testing
Systems Integration Testing
8/07 11/07
4/07 7/07
User Acceptance Testing
Training Implementation
We are here!
And more Testing...
R1 Go Live!
14
CWDS 101 General System Overview
15
CWDS General System Overview

• CWDS Users
• 219 Field Offices
• 12,200 Staff Users
• 1.3 Million Self-Service
• Participants
• Employers
• Providers

Legacy System Users DLI WORKFORCE 97 Field
Offices 3500 Users 1.3 Million Self-Service
DLI OVR 18 Field Offices 1200 Users DPW
BETP 104 Field Offices 7500 Users
Staff Users, Participants, Providers, and
Employers will use one centralized system
WebSelf-service
Staff
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CWDS General System Overview
Screens 386
Correspondences 62
Reports 106
CWDS 873 Objects Developed
Interfaces 35
Conversion 256
Batch 28
17
CWDS General System Overview
Builds a Foundation for the Future, Provides
an Integrated Core System, and Provides a Solid
First Impression to Users
Participant Mgmt
Administration
Data
Channels

Security
Enrollment
Assessment
Help
Eligibility
Support Svcs.
Case Load Management
CentralizedCWDSRepository
Staff
WebSelf-service
Plan Dev.
Referrals
Events/Scheduling
Labor Exchange
Follow-up
Ticklers/Alerts
Employer Mgmt
Financial Mgmt
Interfaces and Batch
Registration/Contacts
Funds Management
CIS
SSA
Plan Development
Service Authorization
UC
Common Measures
Labor Exchange
Invoices
Offline
Tablet PC
HCTC
Provider Mgmt
Reports (Mirrored)
TAA/ATAA
PA Wages/ WRIS
Support
HGAC
Registration/Contacts
Standard Reports
Accessibility
CWIA
RSA
Certification/Approval
Summary Reports
Trade FMS
ICS/SAP
Time/Attendance Tracking
Parameterized
DART
MCI
Service/Course Catalogue
Ad-hoc Reports
18
CWDS General System Overview
CWDS
Data Sharing Where Permitted

• Participant Management
• Eligibility Determination
• Plan Development
• Job Matching/Placement
• Employer Management
• Job Orders/Referrals Tracking
• Employer Services
• Provider Management
• Service Applications and Approval
• Online Form Submission
• Financial Management
• Funds
• Invoices
• Administration
• Security
• Event Scheduling
• Alerts

Central Data Repository
Web Channel

• Converted Data from Legacy Systems
• Data Warehouse Reporting

• Workforce Staff
• OVR Staff
• BETP Staff
• and Contractors
• Participants
• Providers
• Employers

• Electronic Interfaces
• CIS
• UC
• Other Applications

Simplified Interfaces
Core CWDS Application
19
CWDS General System Overview Key Terms
20
CWDS General System Overview Key Terms
21
CWDS 101 Administration Subsystem

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Administration Subsystem Login and Home Pages

• Who can access the CWDS application?
• Anonymous users
• Participants
• Employers
• Providers
• Staff
• Assisting other users
• Performing office activities
• How can they access the application?
• Over the internet
• From CWOPA desktop click on the icon

23
Administration Subsystem Public Login Page

• Highlights of key elements
• Banner
• Login box
• Important Announcements
• Entry points to login pages
• Helpful links
• Existing CareerLink login
• Footer

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Administration Subsystem Other Login Pages

• Login pages specific to user type
• Individual Login
• Employer Login
• Provider Login
• Staff Login
• Contains information relevant to user type
• Announcements
• Services links
• Gives a quick overview of the key features of the
  system

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Administration Subsystem Home Pages

• Landing page for the user
• Customized for the user type
• Main elements
• Important announcements
• Alerts
• Correspondences
• Quick links
• Change office
• Change business folder

26
Administration Subsystem Service Locations,
Offices and Programs
Service Location

• Service location
• Has an address
• Brick-and-mortar structure
• Office
• Belongs to a WPA
• Staff works in an office
• Central and Local office
• Operates in counties or zip codes
• Supervising office
• Programs
• Assigned to offices
• Can create sub-programs

Office 2
Office 1
Program 1
Program 1
Program 2
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Administration Subsystem Alerts

• Similar to reminders in outlook
• Some alerts are also sent as e-mails
• Created from work flow
• Link to the screen where action is needed
• Alerts can be dismissed without taking an action

28
Administration Subsystem Feedback and Support
Requests

• Feedback
• Any user can submit feedback
• Online survey form
• Staff users can list them
• Support Requests
• Any user can submit a support request
• Primarily for problem resolution
• Routed to appropriate office based on type and
  zip code
• Requires action from staff
• Close Resolved, Close Unresolved and Forward
• Both individual and bulk processing

29
Administration Subsystem One-Stop services and
Web Resources

• One-stop services
• Primarily for people who do not wish to create an
  account
• Provides information and categorizes them
• Detail screens have contact form to request
  information
• E-mail sent to specific contact upon submission
• Web resources
• Links page with hyperlinks to external web
  sites
• Roles driven links appear only if relevant to
  user type

30
Administration Subsystem Events

• Meetings, Job fairs, Orientation etc.
• Registration Restriction
• Cut-off date
• Staff creates events
• Participant can register themselves
• Staff can register participants
• Staff updates attendance
• Services can be added

31
Administration Subsystem Correspondences

• Method of communication between staff,
  participants, employers and providers
• Delivery method
• E-mail
• Post
• Creation
• From participant bulk action list
• Process flows
• Typical correspondence flow
• Recipient selection
• Template
• Preview
• Send

32
CWDS 101 Participant Management

33
Participant Management High Level Functional
Decomposition
Program Referral
Participant Base Record
Case
Participant Detailed Profile
Services
Program Application
Plan
Case Progress Notes
Eligibility Determination
34
Participant Management Key Terms

• Case - Formalized management of services being
  provided to Participant.
• Eligibility Determination - Determine eligibility
  for program based on completed application.
• Enrollment Establish a base record on the
  system at this point Participant is not
  associated with a specific program.
• Plan - Documentation that describes a
  Participants goals and prescribed course of
  action to achieve those goals.
• Program Application Capture specific
  information required to determine eligibility to
  receive services under a specific program.
• Program Registration - Associate a Participant
  with a specific program.
• Referral - Activity of directing Participant to
  another agency/ program/entity to receive
  services. Referrals differ based on direction
  (inbound/outbound) and referring entity.
• Service - Describes the type of service (e.g. Job
  Search, IEP, Group Counseling) provided to the
  Participant.

35
Participant Management Key Navigation Features

• Participant logs in to the system
• Participant Home Page
• Participant Menu
• Staff logs in to the system
• Staff Menu
• Staff searches for a Participant
• Selecting a Participant and accessing Participant
  Folder
• How does the Staff Menu look now?

36
Participant Management Manage Base Record

• Base Record Concept
• Core information captured by the system for each
  Participant
• Created for all Participants, including
  self-service, staff assisted enrollments or
  Participants created by interfaces
• Base Record Contents
• Name
• Basic personal information
• Date of birth
• Citizenship
• Demographic information
• Legal status in US workforce
• Veteran status
• Contact information
• Mailing/Location address
• Other information
• Language preferences
• Additional communication needs

37
Participant Management Manage Base Record

• Participant Identifying Information
• Highlights
• Last Name, First Name, Middle Initial, Date of
  Birth, SSN (Last 4 digits mandatory)
• This information is used to determine uniqueness
  of participant through clearance process
• Check for Child Population
• Highlights
• Workforce Age greater than or equal to 13
• OVR No age limit. (Automatically hide
  participants below 12, choose to hide/show
  participants in the age range 12-21,
  automatically show participants above 21 years)
• BETP Age greater than or equal to 12
• Self-enrollment Age greater than or equal to 13
• Participant Clearance
• Highlights
• System will determine the uniqueness of the
  participant
• System will display matching profiles with match
  (if any)
• Staff can either link to an existing profile or
  create a new profile
• System will not allow the participant to create a
  new profile if match is beyond a threshold

38
Participant Management Base Record and Detailed
Record

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

39
Participant Management Base Record and Detailed
Record

• Participant Profile Structure

Base Record


Detailed Record
Military Record
Education Record
Work Record
Licenses Certifications
Skills, Qualifications Achievements
40
Participant Management Manage Detailed Record
How its used
Participant Detailed Profile
Program Application
Plans
Work Record
Resume
Work Record 1
Work Record 2
Work Record 3
41
Participant Management Job Preferences
Program Referral

• Job Preferences
• Participant created a CWDS resume
• I am available for matching
• Program Referral
• Participant Folder
• Accept/Reject referral
• Create Case
• Assign Staff

42
Participant Management Application, Case,
Outcome, Services, Trade

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

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

43
Participant Management OVR Services
Search Service Provider (pop-up )
Participant Bulk Action List
Search Screen
Create Service Authorization
Search Service Catalog (pop-up)
End
Confirmation Screen
Create Service Authorization
Participant Service Record
Create Service Authorization
44
Participant Management BWDP Services
Search Screen
Participant Bulk Action List
Create Service Authorization
The 1st value added service with CM Triggering
FS in a case should be a non-cost service.
Check Pre-requisites (shown only if errors exist)
Common Measures (if needed)
Check Pre-requisites (shown only if errors exist)
Create Service Details
Select Funding Streams(s) Service(s)
Participant Service Record
Create Service Authorization
Confirmation
End
45
Participant Management DPW Services
Participant Bulk Action List
Search Screen
Create Service Authorization
Confirmation Screen
End
Select Funding Stream Service(s)
Create Service Details
Participant Service Record
Create Service Authorization
46
Participant Management Interfaces from External
Systems

• Programs
• UC/PREP/SEA Unemployment Compensation
• New Directions Department of Public Welfare
• Key processes
• Interface processing
• Suspension list
• Conflict resolution
• Call-in process

47
Participant Management Caseload Management
48
CWDS 101 Employer Management

49
Employer Management High Level Functional
Decomposition
50
Employer Management Key Terms

• Enrollment Establishment of Employer business
  folder and point of contact, and creation of CWDS
  username and password
• Job Order Online job posting created by
  Employer (self-service) or staff
• Job Referral Participant has applied for a
  specific job or Employer or Staff has selected
  the Participant as someone who should be
  contacted for the job
• ONET Codes (Occupational Information Network)
  Standardized occupation codes to be used in CWDS
• Point of Contact Member of Employer
  organization who will represent the organization,
  be contacted by staff, receive correspondences,
  submit job orders, and create job referrals

51
Employer Management Key Navigation Features

• Employer logs in to the system
• Employer Home Page
• Employer Menu
• Staff logs in to the system
• Staff Menu
• Staff searches for an Employer
• Selecting an Employer and accessing Employer
  Business Folder

52
Employer Management Browse Participants vs.
Match

• Browse
• User does not need to be logged in
• Based on user provided search criteria
• Match
• User is logged in
• Based on Match Algorithm

53
Employer Management Participant Match

• What is involved?
• Open Job Order (Employers)
• Completed Job Preference (Participants)
• Match Algorithm
• Criteria Score
• Matching Options
• For each Occupation, Experience can be traded
  for Education
• Example
• Occupation 5 years experience
• Occupation Matching Option 2 years experience
  plus Bachelors Degree
• Expand Match and Display Not Selected
• Expand Match Uses Occupation Category instead
  of Occupation Title
• Display Not Selected Includes Job Orders/Job
  Preferences in the Not Selected List
• Refine Match Criteria (for Employers)
• If More than 25 match results
• Keyword Search
• Zip Code Search

54
Employer Management Browse Participants
Referrals

• Browse Participants
• User does not need to be logged in
• Based on user provided search criteria
• Referrals
• Pre-Referral
• Employer or Participant Requests Contact
• Employer or Participant Call-In
• Employer or Participant Not Interested
• Update Referrals
• Referral
• Post-Referral
• Hired
• Not Hired
• Refused Job
• Did Not Report for Interview
• Did Not Report for Work
• Could Not Contact Employer or Participant
• Not Selected for Interview

55
Employer Management Criteria Score
56
Employer Management Search Screens

• Employer search screens
• Browse Job Orders
• Browse Participants
• Job Referral List
• Staff search screens
• Search Employer
• Search Job Order
• Refer to Job Order
• Participant Needing Contact

57
CWDS 101 Provider Management

58
Provider Management High Level Functional
Decomposition
59
Provider Management Key Terms

• Enrollment Establishment of Provider business
  folder and point of contact, and creation of CWDS
  username and password
• Point of Contact Member of Provider
  organization who will represent the organization,
  be contacted by staff, receive correspondences,
  and submit service applications, appeals, and
  forms
• Provider Forms Online submission of required
  information from Providers, such as attendance
  sheets, progress reports, placement reports, and
  others
• Service Application Providers application to a
  WPA to provide a specific service, course, or
  program
• Service Approval WPA approval of a Provider
  service application

60
Provider Management Key Navigation Features

• Provider logs in to the system
• Provider Home Page
• Provider Menu
• Staff logs in to the system
• Staff Menu
• Staff searches for a Provider
• Selecting a Provider and accessing a Provider
  Business Folder

61
Provider Management Anonymous Search of
Providers

• Programs
• Adult training (ETPP)
• Youth
• Search by
• Provider
• Approved Service/Course

62
Provider Management Search Screens

• Provider search screens
• Provider Service List
• Agreement List
• Participant Service List
• Forms List
• Staff search screens
• Search Provider
• Search Provider Service
• Search Participant Forms

63
CWDS 101 Financial Management

64
Financial Management

• Review of functional areas
• Manage funds
• Funding Streams Programs
• Funds
• Office distribution, budgets allocations
• Service authorizations purchase order
• Service authorization
• Purchase order
• Payments
• Invoices
• Claims
• Refunds
• SSA reimbursements
• SSA reimbursement claims
• Ticket to Work
• Tracking open authorizations
• Cancellation Roll-over of open purchase orders

65
Financial Management Functional Overview
66
Financial Management Scope

• BETP will not use financial management component
  of CWDS
• For FR1, WF will use the manage funds
  functionality
• For future release, WF proposes to have the
  following
• Online FSR submission by locals
• Capturing distributing state funds
• Trade - Invoices, claims and refunds

67
Financial Management Key Terms

• Claim A bill from a participant/provider for
  services that were not pre-authorized in the
  system (but are authorized at the time of
  payment)
• Expenditure Fund amount actually used to pay
  for services provided to participants
• Fund Monies from grants that are used for
  program and administrative purposes
• Funding Stream Container for funds for each
  program
• Invoice A bill from a provider for services
  rendered
• Obligation Fund amount set aside for services
  to be provided to participants
• Purchase Order Official document (for a
  participant) sent to a provider requesting
  services to be provided
• Rollover Transferring unexpensed funds from an
  existing purchase order to a new purchase order
  with next years funding
• Service Authorization Container for services to
  be provided to participants. Has approval process
  tied to it.

68
Financial Management Functional Overview

• Key Navigational Features
• Staff Menu has a financial component within the
  Administration menu
• Staff Homepage quick links
• Search Service Authorization
• Search Invoices
• Financial screens are only accessible by staff
  except the following which are accessed by
  providers
• Search Purchase Order
• View Purchase Order
• Search Invoice
• Create/Update Invoice
• View Invoice

69
Financial Management Authorizing Services

• Service Authorization
• What is it?
• Services for Participant (link with Participant
  sub-system)
• Internal Vs. Cost Services
• Providers for services (link with Provider
  sub-system)
• Financial component Fund
• Approval process
• Purchase Order
• What is it?
• Purchase order correspondence

70
Financial Management Invoices
71
Financial Management Claims Refunds

• Claims
• Used specifically to pay for certain services for
  which authorization was not created
• Ability to submit claim for multiple participants
• Auto-create service authorization and purchase
  order
• Send to SAP for payment
• Refunds
• Refunds Vs. Other Incomes
• Refunds tied to Invoices/Claims
• Approving Processing refunds

72
Financial Management SSA Reimbursement

• SSA Reimbursement
• Create Participant SSA information
• Generate SSA Claim
• Generate SSA Appeal
• Reallocate reimbursement
• SSA Ticket to Work

73
Financial Management Tracking Open
Authorizations

• Open Authorizations
• What is an open authorization/obligation?
• Why is tracking important?
• Typical year-end process
• Searching open authorizations
• Cancel vs. closing open authorizations
• Rollover open authorizations

74
Financial Management Interfaces with External
Systems

• SAP Interface for Invoices/Claims
• SSA Interface for SSA Benefits information
• HGAC invoice and refund interface

75
CWDS 101 Course Summary

76
CWDS 101 Summary

• CWDS project goals
• Agencies and end-users
• Functional releases
• Timeline
• Five subsystems of CWDS
• Administration
• Participant
• Employer
• Provider
• Financial
• Go-live dates
• BWDP 9/4/07
• BETP 10/15/07
• OVR 11/19/07