Placement and Ongoing Processes

Trainer Guide

Ongoing Processes Trainer Guide

Table of Contents

CARES/CWW Entry Activities

Email Guidelines

Copy and paste to e-mail

Subject Lines - Choose one

Feedback - for each case, choose one of the following

Placement Case Checklist

Beth

Linda

Julie

Ongoing Case Checklist

Beth

Linda

Julie

Additional Feedback that may be used for WP related specific issues:

Quia Activities

W-2 Ongoing Processes Quiz

Next Steps

Email Text

E/CM and CM Only

CARES/CWW Entry Activities

The following information is for those in the following curriculums:

  • Case Management Only
  • Eligibility/Case Management

Email Guidelines

Copy and paste to e-mail

Placement

In this section we are checking to see that you have correctly determined and entered the placement for each case and accurately justified your decision in case comments.

Ongoing Processes

Throughout this section you made multiple changes to your cases and we are checking to be sure that you entered all the changes and updated informal assessment information, placements, and activity assignments as needed.

Subject Lines - Choose one

  • Placement/Planning (case name(s) if applicable, if all cases submitted together then this is not needed) – COMPLETE
  • Placement/Planning (case name(s) if applicable, if all cases submitted together then this is not needed) – 1st REVIEW (or 2nd, etc.)
  • Ongoing (case name(s) if applicable, if all cases submitted together then this is not needed) – COMPLETE
  • Ongoing (case name(s) if applicable, if all cases submitted together then this is not needed) – 1st REVIEW (or 2nd, etc.)

Feedback - for each case, choose one of the following

  • Work Programs complete. You correctly entered all screens as instructed, entered comments, recorded an informal assessment, developed/updated the EP, and tracked assigned activities.
  • Placement complete. You correctly entered the W-2 placement and justified your placement decision in CMCC/Case Comments.
  • Use the format above to list the Page Title and error.
  • Examples:

WPAW – Beth had some volunteer activities that need to be entered.

WPRU – you need to summarize/justify your decision regarding (name’s) readiness for unsubsidized employment.

WPWI – change the Case Manager ID to yours, all alerts go to the Case Manager listed here.

Additional comments as needed if additional errors are made. Also add something that the worker did well.

Placement Case Checklist

Beth

  • CSJ on W-2 Placement page
  • Placement justification in CMCC
  • An example: Beth is job ready but could use some assistance; is seeking employment and working on her GED.
  • Case Comments in CWW

Linda

  • CMC on W-2 Placement page
  • Placement justification in CMCC
  • Linda has child who is less than 8 weeks old
  • Case Comments in CWW

Julie

  • W-2Ton W-2 Placement page
  • Placement justification in CMCC
  • Julie is currently unable to work except for the hours while her son is in school
  • She needs flexible work/activity schedule so she can be available to go and care for her son as needed while he is in school
  • Case Comments in CWW

Ongoing Case Checklist

Beth

Changes as a result of placement
  • WPAS - Some discretion is allowed for Beth’s activities, they may include (but not limited too):
  • Motivation/Job readiness (MO) for 10 hours per week for two weeks
  • Adult basic education (BE) 10 hours per week
  • Employment Search (ES) 20 hours per week (10 individual and 10 in workshops)
  • Any additional activities that may be appropriate
  • Be sure that Beth is not scheduled for more than 40 hours a week.
  • Ensure both the EP and WPCH are updated and align
  • Comments entered on CMCC
  • Include rationale behind EP changes and activity assignment
Ongoing Changes
  • MO end dated on WPCH
  • Review other activities on WPAS/WPCH to be sure that Beth is not engaged more than 40 hours/week
  • CAPS and COPS entered on WPED and also shown as completed on WPCH
  • Comments on CMCC
Non-Participation

Note: the activities in the CARES entry guide may not match up exactly with what the new worker actually entered for activities and the activity codes on WPCH, you may have to guide the new worker to enter non-participation on any of their assigned activities on WPAS and are open in actual phase on WPCH.

  • Job Readiness/Motivation (MO)
  • W no transportation, F no call no show, W medical appointment, F no call no show.
  • Employment Search Workshop (ES)
  • W medical appt, F no call no show (same as MO dates for both)
  • 5 hours for independent ES good cause for 5 of them
  • CMCC updated documenting contact regarding non-participation
  • Worksite supervisor contacting the worker with a pattern of non-participation
  • Contacting Beth to see what’s going on and she reports that Carl has moved in
  • Appointment scheduled to meet with them recorded
  • GCD must be entered to begin comments on determination of good cause for non-participation in CMCC
Two Parent Households

Add Carl to the household in CWW and complete an informal assessment in CARES Mainframe.

Case Management Only:

Trainees are instructed to contact trainer to add Carl at this point.

CWW- Add Carl via Person Add driver flow

  • Household relationships
  • Carl is the legal/adjudicated father of Alex (FTR)
  • Non-financial
  • Add all relevant information
  • Financial – Asset/Vehicle
  • Auto - 2000 Chevy Cavalier valued at $1500
  • Absent Parent screen
  • Carl is no longer absent, he is in the home (HOM)
  • Run eligibility with dates
  • Carl moved in 1 week ago
  • Depending on Adverse Action, case may need to be run multiple times
  • Eligibility confirmed for Carl, Beth, and Alex
  • Determination of Two Parent Household
  • Case Comments indicating the addition of Carl to the case

CARES/Work Programs processes

  • Referral and assessment information added
  • WPEL/EH past employment
  • A-1 Auto
  • Miller Automotive
  • WPAW Goal to be a mechanic
  • WPJR Valid WI driver’s license and a vehicle
  • WPJR Honest and reliable (HON/REL)
  • WPRU decision clear and accurate
Placement Change
  • On W-2 Placement page place Carl in CSJ
  • Check W-2 Placement Summary to ensure all placement changes were made
  • If placements were made on same day, click on the clock to view episode details.
  • Case Comments on placement change
  • Develop an appropriate EP for Carl
  • Schedule Carl at least 35 hours to meet the Federal WPR two-parent participation requirement of CORE activities
  • 30 hours for one parent
  • 20 hours Core and 10 hours Non-Core
  • Beth may volunteer since they will not be receiving child care
  • Update activities on WPCS/WPCH
  • Ensure they match/align with the activities on WPAS (EP) for Beth and Carl.
  • Enter comments in CMCC for each explaining placement determination for Carl as the most employable and placed parent (explaining rationale) and expected outcomes of assigned activities
  • Comments for Beth that she is not the most employable; Beth can volunteer to participate and utilize any on-site care available
Entering Employment

Carl started part time employment at Westchester Automotive

Case Management Only:

This section for CWW would NOT be completed by those in Case Management Only. Proceed to CARES/Mainframe section.

CWW

  • Enter employment in CWW and run eligibility
  • Check the Employment Summary to ensure the first month of the new employment is prorated with an override converted amount
  • Ensure comments are entered explaining override converted amount and showing math
  • A new begin month should be added showing ongoing calculation
  • The converted override amount and comments are removed.
  • Paid weekly at $8/hr, 25 hours per week, 1st check in 2 weeks
  • Case Comments are entered explaining worker action and eligibility changes.
  • Enter placement change from CSJ to CS1 on W-2 Placement page

CARES/Mainframe

  • Enter employment in WPEH as an EE
  • Update WPCH/WPAS with appropriate activities
  • Working part-time should be included
  • Other answers may vary
  • Case Comments entered on CMCC
  • Employment entered, placement change, activity changes, etc.
Retention

Carl has an increase in hours

Case Management Only:

The section for CWW would NOT be completed by those in Case Management Only. Proceed to CARES/Mainframe section.

CWW

  • Increased hours (40/week) in employment entry in CWW and run eligibility.
  • Check the Employment Summary to ensure the first month of more hours is prorated with an override then ongoing the override is removed.
  • Ensure comments on the Employment page include how override amount was calculated and why
  • Enter appropriate Case Comments
  • Enter placement change to CMF+ on the W-2 Placement page
  • Eligibility will need to be run ignoring income and assets to allow W-2 to remain open

CARES/Mainframe

  • EP update
  • Change in WPCS/WPCH
  • Check history to ensure all activity codes that should be closed are and that the hours/activities are appropriate for working full-time
  • Answer could potentially vary
  • Update on WPEL/WPEH, this is not an EE, but a date of change should be showing
  • Comments on CMCC
Job Loss/Re-Engagement

Carl loses his job

Case Management Only:

The section for CWW would NOT be completed by those in Case Management Only. Proceed to CARES/Mainframe section.

CARES/Mainframe

  • Document Beth’s call to inform the worker of Carl’s job loss in CMCC
  • Schedule an appointment with them tomorrow, should be documented in CMCC
  • Document the offer of the BST and Carl’s refusal.
  • Document referral to AA
  • End employment on WPEL/WPEH.
  • Develop a new EP and assign new activities related to employment search activities
  • These can include independent job search with help and direction through job leads, meeting with a job developer, group job search activities. AODA meetings should also be listed.
  • Enter assessment information on WPBD
  • AODA

CWW

  • End employment in CWW
  • Ensure income is calculated correctly for current months and all months moving forward
  • Enter Placement change to a CSJ on the W-2 Placement page
  • Case Comment loss of job
  • Run eligibility and confirm
  • Eligibility will need to be run to include income and assets

Beth calls to reports that Carl has lost his job

  • Document call and scheduled appointment in CMCC

Linda

Changes as a result of placement
  • Goals entered on WPJS
  • Employment goals, may include:
  • Waitress (311), cashier (211), etc.
  • Only one goal/line for primary/secondary employment goals
  • Related goals
  • Long term
  • Refer back to policy on what constitutes a good long term goal
  • Short term
  • Refer back to policy on what constitutes a good short term goal
  • Personal goals
  • May reference SMART goals
  • Activities entered on WPAS. Activities include:
  • Parenting class (Baby and Me)10 hrs per week 2-4 pm M-F at the local YMCA
  • Budgeting class 5 hours per week 9-10 M-F at the job center
  • WPCH entered and matches/aligns with the activities on WPAS (EP)
  • WPRU updated to support placement decision
  • Comments in CMCC
  • Include rationale behind EP activities and any other case changes
Ongoing Changes
  • Linda Medical Capacity Form Returned– WPAW, WPRU, WPBD, CMCC
  • WPAW
  • Cannot operate heavy machinery, cannot drive (seizures)
  • Sensitive to perfume/cologne odors
  • Lift 20 pounds
  • WPBD updated as part of the BST and return of Med. Cap. Form
  • date formal assessment was completed should be entered along with any accommodations needed
  • Updates to WPRU as needed
  • Linda having a child less than 8 weeks should no longer be in the summary of the decision
  • Enter comments on CMCC without disclosing confidential medical information
Clock Maintenance

Added 4 months to the TANF clock for MN

  • Create a clock on AIWO
  • Reason: TANF used in another state
  • 4 months used in MN displayed on AIWC
  • The clocks can also be viewed in CWW on the W-2/Child Care section- W-2 Clocks
  • Case Comment the clock creation and details
Non-Participation

Note: the activities in the CARES entry guide may not match up exactly with what the new worker actually entered for activities and the activity codes on WPCH, you may have to guide the new worker to enter non-participation on any of their assigned activities on WPAS and are open in actual phase on WPCH.

  • LS workshop, called and taking sister to appointment
  • Hours based on the number of hours the new worker assigned
  • LS workshop, cancel it as she doesn’t want to do it
  • Add comments to CMCC that the worker contacted Linda about why she wanted to cancel and she said her sister convinced her she should be home with her baby.
  • Two appointments
  • No call no show last week, cancelled yesterday and rescheduled for today.
  • GCD must be entered to begin comment on determination of good cause for non-participation in CMCC

Placement Change

Child 8 weeks old

  • Place in a CSJ based on previous assessment information on the CWW W-2 Placement page.
  • Complete the assessment driver flow (begins on WPED)
  • Review information to ensure it is up to date
  • Update WPRU summary of decision should be supported with the activities that Linda is being engaged in
  • Yes she is job ready then there should be some job search activities that include applying for job openings from job leads provided
  • No she is not job ready then her activities should be designed to lead her being job ready
  • Assign appropriate activities and develop an EP
  • Record activities on WPCH
  • Record comments as needed in CWW and CMCC
  • Ensure comments include rationale behind placement change decision.

Julie

Changes as a result of placement

  • Goals entered on WPJS
  • Employment goals, may include:
  • Waitress (311), cashier (211), etc.
  • Only one goal/line for primary/secondary employment goals
  • Related goals
  • Long term
  • Refer back to policy on what constitutes good long term goals
  • Short term
  • Refer back to policy on what constitutes good short term goals
  • Activities entered on WPAS. Activities include:
  • Housing search 5 hours per week
  • Employment Search 5 hours per week
  • Adult Basic Education 10 hours per week
  • CD based on other assignments.
  • WPCH entered and matches/aligns with the activities on WPAS (EP)
  • WPRU updated to support placement decision
  • Comments in CMCC
  • Include rational behind EP activities and any other case changes

Non-Participation

Note: the activities in the CARES entry guide may not match up exactly with what the new worker actually entered for activities and the activity codes on WPCH, you may have to guide the new worker to enter non-participation on any of their assigned activities on WPAS and are open in actual phase on WPCH.

  • ES two instances for workshop both good cause
  • T ill child, W ill child
  • ES 2 hours for independent ES and no good cause
  • GCD must be entered to begin comment on determination of good cause for non-participation in CMCC

Entering Employment

Case Management Only:

The section for CWW would NOT be completed by those in Case Management Only.

Started part time employment

  • Add employment to CWW
  • 20 hours/week at the GATES school at 7.75/ hour (income total should be 20 X 7.75 X 4.3=666.00)
  • Paid weekly with first check 2 weeks from today
  • Check the Employment Summary to ensure the first month of the new employment is prorated with an override then ongoing the override is removed.
  • Ensure comments are entered on Employment page explaining the override amount and the math used.
  • Enter Case Comments
  • Run eligibility and confirm
  • Change placement to prorated CSJ (CS1) on W-2 Placement page
  • Update EP and record activities on WPCS
  • Enter on WPEL as an Entered Employment
  • Comments in CMCC

Additional Feedback that may be used for WP related specific issues:

Goals/EP/WPAW:

Participant’s Employment and Related Goals
This section of the EP identifies both employment goals that can be achieved during program participation and those that the job seeker would like to achieve beyond W-2.

Program Employment Goals
The primary goal should be employment that is achievable during program participation and currently available within the local labor market. The secondary goal can be more specific, related to the job seeker’s unique skills, education and interest. Remember that if the participant is unclear about employment goals, you may need to assist them with completing a career interest inventory or an assessment of transferable skills.

Related Goals
If the participant’s ultimate career goal is beyond the scope of the program, it can be recorded on the EP as a long-term goal. This goal represents the final objective toward which a participant is working. The short-term goal should still be related to finding employment. It could also be education/training related (take a GED test by MM/DD/YY, complete a CNA training program, Raise reading level to xx.xx, etc.)

Participant’s Personal Goals
The participant’s personal goals are additional steps that are not required for W-2 program participation. These steps outline long range and short-term activities participants can do to help achieve employment goals, and/or help resolve personal and family issues. Examples of personal goals may include:Addressing parenting issues, obtaining financial counseling, Involvement in support groups, Moving to a safer neighborhood.

EP Dates:

Ongoing EP: Even though it allows us to enter an EP that lasts 6 months, we really should never go more than what is reasonable/manageable/appropriate for the customer and for you to be able to effectively monitor and support. This way you always have a close enough understanding of what is going to move the customer to new and appropriate activities to continue to help them progress to their employment goals. Especially for a brand new participant in the program, we would want to closely follow his/her activities and progress to determine if the current activities are appropriate and that we offer activities that keep up with progress.