20: Manage Activities...Manage Activities. VOS Staff Guide - 20: Manage Activities . 20-5 . V19 - 01/2020 . Adding Multiple Services for an Individual . 3 . Select the checkbox to

VOS Staff Guide - 20: Manage Activities 20-1 V19 - 01/2020

20: Manage Activities Chapter Contents

Individual Services ....................................................................................................................... 20-2 Add a Service for an Individual ............................................................................................... 20-4 Add Multiple Services for an Individual ................................................................................... 20-4

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

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

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

The Manage Activities feature lets staff access different services scheduled for the one-stop for a specific individual or employer, or for services/activities scheduled on the upcoming event calendar.

Manage Activities Page

Staff may choose from the following options:

• Individual Services – Search for an individual and open the Activity History/Service Plan page, which lists that individual’s services. This option may, if available, open from the individual’s profile, in the Activities folder (under the Case Management profile) by selecting the Activity History/Service Plan link.

• One Service to Multiple Individuals – Record one service for multiple individuals, such as a workshop or job fair activity. Staff can specify criteria for one service, then identify multiple individuals and add the activity for all of them.

• Employer Services – Search on an employer name and open the Service Plan page, which lists the employer’s services. This option may, if available, open from the Employer’s profile, in the Activities folder (under Case Management profile) by selecting the Service Plan link.

Manage Activities


• One Service to Multiple Employers – Record one service for multiple employers, such as advanced résumé search training. Staff can specify criteria for one service, then find multiple employers and add the activity to all of their Service Plans.

• Scheduled Services – Search for and view special services scheduled at a specific one-stop location or designated office.

• Events – This feature is an alternate way to access the events calendar for managing events and is identical to accessing an event through My Staff ResourcesUpcoming Events. See the “Upcoming Events” section in Chapter 2 My Staff Workspace and in the “Events Calendar” section in Chapter 32 Manage Schedules for more information on managing upcoming events.

• Event Rosters – Manage rosters of individuals who are registered for a specific event. This feature also allows staff to assign services to registered individuals.

Individual Services The Individual Services feature allows staff to add or manage specific services or multiple services that an individual can complete.

To access Individual Services: 1 From the Services for Workforce Staff menu, click Manage Activities, then select Individual

Services.

A search page appears that lets staff search for an individual. This page is the same as the search page for Manage Individuals, and Assist an Individual (details on the search option are covered in the “Assisting an Individual” section in Chapter 3 Manage Individuals).

Search Page for Individual Services

2 Enter search criteria and click the Search button. A search results page appears listing the individuals that meet the search criteria.

Manage Activities


Individual Search Results Page

3 Click the user name link to display the individual’s Service Plan page. This page can be used to enter, edit, or delete individual services or multiple services.

Individual Service Plan Page

From this page, staff can perform the following functions:

• Edit an existing service; click the View link in the Action column • Remove a service; click the Delete link in the Action column • Print service details for the selected service; click the Print link in the Action column • Enter a single service or multiple services simultaneously; click the Add Service or Add Multiple

Services link above or below the listing table

Manage Activities


Add a Service for an Individual To add a service for an individual:

1 Click the Add Service link on the Service Plan list page. A page appears for service plan entry.

Add Service Plan Page

2 Complete the fields as desired. 3 Click Save Changes to save the service.

Note: This process is also available from the Activities tab for the individual. For more details, see the “Activities Tab” section in Chapter 4 Individuals - Case Management.

Add Multiple Services for an Individual To add multiple services for an individual:

1 Click the Add Multiple Services link on the Service Plan list page. The Add Multiple Services pages displays.

2 Select the LWIA/Region, Office Location, Position, and Customer Group from the corresponding drop-down lists. A list of available services will display.

Manage Activities


Adding Multiple Services for an Individual

3 Select the checkbox to the left of each service you want to add. 4 For each one, enter the:

a. Scheduled Date b. Scheduled Time c. Rapid Response Event Number or TAA Petition Number (if applicable)

Note: Look up these numbers by clicking the appropriate links below the fields and completing the forms that display.

d. Actual End Date if necessary. This date has already pre-populated when the service checkbox was selected.

5 Add or edit a Case Note. Refer to the “Case Notes Tab” section of Chapter 4 Individuals - Case Management for information regarding case notes.

6 Click Save to save your changes. The system will display an updated Service list page.

Note: This process is also available from the Activities tab for the individual. For more details, see the “Activities Tab” section in Chapter 4 Individuals - Case Management.

Manage Activities


One Service to Multiple Individuals This feature allows staff to assign one service to multiple individuals, such as a workshop, job fair, or Rapid Response activity.

To assign a service to multiple individuals: 1 From the Services for Workforce Staff menu, click Manage Activities, then select One service

to multiple individuals. A page appears for you to define an activity, then search for individuals. 2 Enter the information for the service by completing the fields on the Activity Details page.

Activity Details Page

3 Then click Search for Individuals to search for and identify multiple individuals. Refer to the “Assisting an Individual” section of Chapter 3 Manage Individuals for information regarding searching for an individual.

Manage Activities


Multiple Individuals Search Results Page

4 On the search results page, click the checkbox in the Select column for each individual who will be assigned to the service and click the Continue button at the bottom of the list.

5 Verify the intended individuals in the Activity Recipient(s) section and make any required changes.

6 Click Save to assign the service and return to the Manage Activities page.

Manage Activities


Employer Services The Employer Services feature allows staff to add or manage specific services or multiple services for an employer.

To access Employer Services: 1 From the Services for Workforce Staff menu, click Manage Activities, then select Employer

Services.

A search page appears that lets staff search for an employer. This page is the same as the search page for Manage Employers, and Assist an Employer (details on the search option are covered in the “Assist an Employer” section in Chapter 16 Manage Employers).

Search Page for Employer Services

2 Enter search criteria and click the Search button. A search results page appears listing the employers that meet the search criteria.

Manage Activities


Employer Search Results Page

3 Click the Activities link in the Action column and then click the Service Plan link. This displays the Employer Services page, where staff can view and manage services or add one or more services.

Employer Services Page

Manage Activities


Add a Service for an Employer To add a service or activity for an employer:

1 Click the Add Service link on the Employer Services page. A page appears for service entry.

Add Service Page

2 Complete the fields as desired. 3 Click Save to save the service.

Add Multiple Services for an Employer To add multiple services or activities for an employer:

1 Click the Add Multiple Services link on the Employer Services page. The Add Multiple Services pages displays.

2 Select the LWIA/Region, Office Location, Position, and Worksite Location from the corresponding drop-down lists. A list of available services will display.

Manage Activities


Adding Multiple Services for an Employer

3 Select the checkbox to the left of each service you want to add. 4 For each one, enter the:

a. Scheduled Date b. Scheduled Time c. Rapid Response Event Number or TAA Petition Number (if applicable)

Note: Look up these numbers by clicking the appropriate links below the fields and completing the forms that display.

d. Actual End Date if necessary. This date has already pre-populated when the service checkbox was selected.

5 Add or edit a Case Note. Refer to the “Case Notes” section of Chapter 16 Manage Employers for information regarding case notes.

6 Click Save to save your changes. The system will display an updated Service list page.

Manage Activities


One Service to Multiple Employers This feature allows staff to assign one service to multiple employers, such as training for advanced résumé searching.

To assign a service to multiple employers: 1 From the Services for Workforce Staff menu, click Manage Activities, then select One service

to multiple employers. A page appears for you to define an activity, then search for employers.

Activity Details Page

2 Enter service information into the Activity Details page. 3 Then click Search for Employers to search for and identify multiple employers.

Manage Activities


Multiple Employers Search Results Page

4 Click the Select checkboxes for the desired employers, then click Continue. 5 Confirm the service/activity details and recipients and make any desired changes, then click Save

to assign the service/activity and return to the Manage Activities page.

Scheduled Services The Scheduled Services area lets you get a quick listing of all services scheduled for a specific one-stop on a specific day.

To access Scheduled Services: 1 From the Services for Workforce Staff menu, click Manage Activities, then select Scheduled

Services. A page appears (similar to the top of the following figure) from which you can display a list of the scheduled services that meet your criteria.

Manage Activities


Scheduled Services Page

2 Enter the Schedule Date for which you want to view services, or click the calendar icon and specify a date.

3 Select the desired one-stop Office. 4 Optionally, select Staff Status, Staff person, and/or Service from the corresponding drop-down

lists. 5 Click the View button. Any scheduled services that match your criteria are listed below with

individuals who are enrolled. a. From this page, staff can edit or delete services for that individual.

Event Rosters The Event Rosters feature allows staff to review individuals who are registered for particular events, such as a Job Fair. They can monitor whether the person appeared for the event and also generate a service for an event.

To access Event Rosters: 1 From the Services for Workforce Staff menu, click Manage Activities, then select Event

Rosters. 2 On the search page that appears (similar to the following figure), select the type of roster to view:

Per Event, Per Office, or Per Region. 3 Select a LWIA/Region and Office Location and Event Category from the drop-down lists. 4 Select additional options as new drop-down lists appear, such as how long ago they occurred,

Event Title, Date Range, or Event Date. 5 Click the View Roster button.

Manage Activities


Note: As information is entered, the system will determine if there are any events and anyone registered for the event. If no events match the search criteria, an alert message appears instead of the View Roster button.

Event Roster Search Page

Based on the search criteria entered, one or several individuals may appear. The listing provides individual names, the last four digits of their Social Security number, the Event ID, and the WP status.

Event Participants Roster

6 To open the event and record an outcome for the individual, click the Assist link in the Action column. This will display the individual’s Staff Profiles, where staff can enter completion information on the event.

7 To reschedule the person for another event, click the Reschedule link in the Action column. The Reschedule User page appears.

Manage Activities


Reschedule User Page

8 Select another Office and available date and time and click Reschedule.

When the page refreshes, you can print a letter for the individual by clicking the Print Letter button.

Documents

20: Manage Activities...Manage Activities. VOS Staff Guide - 20: Manage Activities . 20-5 . V19 - 01/2020 . Adding Multiple Services for an Individual . 3 . Select the checkbox to