General

1. Can I send and receive emails through the system, or will I still use Outlook?
   
   

   ​Case  notes  at  the  organization  and  the  customer  level are  stored  within  the  system.  Referrals  and reports  can  also  be  submitted  directly through  the  system.  However,  direct  communication  to another  user,  including  customers,  is  not  supported  at  this  time.  So  if  you  need  to  send  a  direct email, you  will  still do  that  through  your  usual  email  client  (Outlook  for IDHS  staff). 
   

2. Can I use my mobile device or a tablet to access the system?
   
   

   ​Yes.  The system  is  online,  so  it is  accessible  over  the  internet  even  on  mobile  devices  and  tablets. We expect  that  for  users  with  tablets,  taking  attendance  and  documenting  activities  will  be  made easier  because  you  can  do  it  anywhere  using  a  mobile  device. No  personal  data  from  your  device  will  be  accessible  to  the  system. 
   

3. Can I get ISETS client information inside IES instead?
   
   

   ​No. At this time, eligibility information is passed from IES into ISETS  so users can determine if someone is eligible for SNAP E&T; no information from ISETS is pushed back into IES. Integration enhancements are planned but for now, the systems do not “talk” to each other in that way.
   

4. Does ISETS give me tasks and reminders like IES?
   
   

   ​No.  ISETS  is  not  task  based  like  IES.  It  will,  however,  give  you  a  nice  looking  dashboard  with  lists  of yellow  and  red  flag  items  that  need  attention.  It  will  be  up  to  you  to  check  your  dashboard  regularly to  correct  any issues  or follow  up  with  any clients  which  are  red  flagged.  Your  dashboard  has  been designed  for  your  position  for  example,  Provider  Managers  will  have  a  different  looking  dashboard with  different  data than  a  Provider  Case  Manager  will.
   

5. How can I become a partner user in ISETS?
   
   

   Here’s the process for your reference:

   1. Approval of a Security and Privacy Controls Questionnaire for your organization: please complete and submit an SPCQ to DHS.ISETS.ACCESS. (If your SPCQ has already been submitted and approved, proceed to step 2.)
      

   2. Each ISETS user must complete HIPAA and Security Awareness Training Modules and Attestations found at IES Access and Support Center for External Partners. Keep Attestations at your Agency.
      

   3. Each ISETS user must complete a Confidentiality Agreement found at IES Access and Support Center for External Partners. Keep at your Agency.
      

   4. Submit an initial user list saved as a Microsoft excel file with your organization's name in place of "Organization Name" in the file name. If you have already submitted an initial user list, each subsequent user must be requested by submitting an IL444-2022 form (step 6).
      

   5. Andi Grabemeyer will forward all forms to the correct department, and once we have a final DHS signature, users will be uploaded to ISETS. You will receive a system-generated notification once you have been added.

   6. New users added after the initial user list must submit the IL444-2022 form and provide a birth date to be added to the ISETS system.

   Find the three documents you need on the partner page. > Full List of Resources > right-hand column.
   

6. How do I setup my access?
   
   

   IDHS Staff Users: Your manager must submit a list of staff who need access from your department or FCRC. The ISETS team will contact you and ask you to sign a data confidentiality statement. Once received, your username and password will be sent to your work email provided by your organization. If your department/office needs to remove a user, they need to enter a ticket within the system.
   

   CBO/Provider Users: Your organization must submit your name and information to the ISETS team to set up a user account for you. The ISETS team will contact you and ask you to sign a data confidentiality statement. Once received, your username and password will be sent to your work email provided by your organization. If your organization needs to remove a  user, they need to enter a ticket within the system.
   

   Process for reference:
   

   1. Approval of a Security and Privacy Controls Questionnaire for an organization; if your SPCQ has already been submitted and approved, proceed to step 2.
      
   2. Each ISETS user must complete HIPAA and Security Awareness Training Modules and Attestations found at IES Access and Support Center for External Partners. Keep Attestations at your Agency.
   3. We will forward all forms to the correct department; once we receive a final DHS signature, users will be uploaded to ISETS. You will receive a system-generated notification once you are uploaded.
      
   4. New users added after the initial user list must submit the IL444-2021 form and provide a birth date to be added to the ISETS system.
      
7. I understand Security is important to IDHS, our Providers, and our Customers. Is the data secure?
   
   

   ​Yes. The ISETS system meets all rigorous security standards set by DoIT and IDHS Security. No one has access to the system who is not an IDHS employee or contracted Provider. Referrals between partners may only be made with signed customer consent.
   

   In addition, although the ISETS system lives within Illinois workNet (IwN), no customer data is passed from ISETS to IwN.
   

8. I’m located in a downstate FCRC and my office provides E&T services, not external Providers. How does this work in the new system?
   
   

   ​FCRCs are set up in the system to enroll E&T customers in activities as well as make referrals. If your FCRC has no external Providers, you will not need to make referrals to yourself; you will simply enroll customers in activities that you provide. However, it is our hope that in the near future, you will have access to make referrals to more Providers with remote services available. If you know of organizations in your region who would like to sign on as E&T Providers, please contact  Charles Hopkins via email at charles.hopkins@illinois.gov.
   

9. What about the forms currently used? Will they be available still?
   
   

   ​All approved forms are available for use. The ISETS system was designed to auto-fill certain frequently used forms that can either be submitted through the system, emailed, or printed if necessary.
   

10. What can I do in the new system that I was doing manually before?
    
    

    The new system is designed to be user-friendly and intuitive to reduce the amount of manual work users are doing, reduce communication lags, and increase the security of data. Here are things that can be accomplished inside ISETS that you may have  done manually or via email:
    

    • Determine eligibility for SNAP E&T
      
    • Assess customers and make referrals
      
    • Create Individualized Employment Plans
      
    • Document skills, experience, and assessment scores
      
    • Track customer attendance and progress in an E&T activity
      
    • Monthly and Periodic Performance Reporting, especially when preparing or holding Staffing
      
    • Document and track supportive service payments and determine maximum allowable payments
      
    • Track Provider performance and spending relative to contracted benchmarks
      
11. What is ISETS?
    
    

    ISETS stands for Illinois SNAP Employment & Training System. It is the new online data system that IDHS will use to track SNAP Employment & Training activities. The ISETS system is built inside Illinois workNet's platform but is not integrated as a part of Illinois workNet.
    

    For more information, visit illinoisworknet.com/isetspartners
    

12. What system requirements do I need to have for my computer and/or network to access ISETS? What if my computer is old and slow; can I still use ISETS?
    
    

    ​We recommend  using  Google  Chrome,  Edge,  Firefox  or  Internet  Explorer  11  or  newer  browsers to access  the  system.  The  only other  thing  that  is  needed  is  a  stable  internet  connection.   Supported  browsers: 

    •  Microsoft  Edge  Chromium: https://www.microsoft.com/en-us/edge#platform 

    •  Firefox: https://www.mozilla.org/en-US/firefox/new/ 

    •  Google Chrome: Last  updated  October  13,  2021 https://www.google.com/chrome/?brand=YTUH&geo=US&gclid=Cj0KCQjw5JSLBhCxARIsAH gO2SdakdT5h7vhYyOk6V84muoTGx1t78LypYam0vpVM9jbIgp9Kpkb30aAmEyEALw_wcB&gclsrc=aw.ds 

    Unsupported  Browsers: 

    •  Internet  Explorer  11:  Manufacturer  Support  expired  August  17,  2021 

    •  Edge Legacy:  Manufacturer  Support  expired  March  9,  2021 
    

13. Who needs to use ISETS?
    
    

    ​Any IDHS staff or Provider working with SNAP E&T customers needs access to check eligibility, perform assessments, create employment plans, enroll customers in activities, track attendance, and report outcomes (education, training, and employment).
    

    Reports will also be available in ISETS; Program Managers and IDHS Provider Managers need access to submit and review reports. FCRC staff who work with SNAP E&T customers or make referrals to Providers will find the new referral and recommendation tool helpful.
    

14. Why is ISETS needed when we have IES/WVS?
    
    

    ​The new system will have a direct impact on Illinois' capacity to accurately track outcomes for SNAP E&T participants, increase understanding of effective strategies to improve employment and earnings outcomes for SNAP E&T participants, and increase the State's ability to use outcomes data to continuously improve SNAP E&T programs including:
    

    • Higher engagement of customers in E&T activities
    • Better fit between customer skills/interest and E&T opportunities
    • Lower administration costs and error rates
    • Better understanding of effective strategies to improve outcomes and programs.
      

    Currently, IES works well for determining a customer’s eligibility and tracking that eligibility and benefits over time. WVS is a module inside IES that currently tracks TANF customers, but there is no system to adequately track SNAP E&T activities and data. It is our intent that these systems should all work together seamlessly over time for more accurate data collection and reporting and to ensure a more user-friendly experience for everyone.
    

15. Will customers be able to access ISETS?
    
    

    ​Yes.  Customers  will  be  prompted  to  create  a  user  account.  After  they  have  created  their  account, they can  access  ISETS.  They will  be  able  to  give  signed  consent  to  share  their  data  with  different partner  organizations,  see  their  own  attendance  and  progress,  and  access  additional optional helpful career  tools  through  Illinois  WorkNet. 
    

Operations

1. What if I have problems? Is there anyone to help me?
   
   

   ​Yes.  Southern  Illinois  University  (SIU)  will  be  providing  user  support  as  well  as  periodic  updates  and upgrades  to  the  system.  DoIT  will  NOT  be  servicing  this  system,  so  if  you  contact  DoIT  about  ISETS, they will  refer you  back  to  SIU  for  help.   If  you  need  help,  you  can  either  email  support@isets.gov  to create  a  trouble  ticket. More instructions  on  submitting  a trouble  ticket  inside  the  system  will be  added  at  a later  date. 
   

Training

1. How do I sign up for training and what will that look like?
   
   
   The vendor in charge of developing ISETS (Southern Illinois  University-Illinois workNet) will provide training via online webinars that focus on different groups, so you will sign up for training that applies to you.
   

   To sign up:

   • Go to IllinoisworkNet.com/ISETSpartners
   • Click on the registration link that is appropriate for your role:
     
   • CBO/Other E&T Provider Program Managers are for CBO/Provider Management or Administrative staff who monitor program performance contract expenditures and participate in staffing.
     
   • CBO/Other E&T Provider Case Managers are for CBO/Provider staff working directly with clients that need to perform intake/assessment, enroll customers in E&T activities, document attendance, and monitor customer progress.
     
   • IDHS (FCRC) with no referral partners is for State level staff or FCRC staff who will NOT refer customers to CBO/E&T Providers but may need to provide direct E&T services to customers and document them in the system.
   • IDHS (FCRC) making referrals to CBOs for E&T Services is for IDHS State level staff or FCRC staff who refer customers to CBO/E&T Providers that provide E&T services to customers.
     
   • IDHS Provider Manager is for IDHS Provider Managers or State of Illinois Administrative staff who monitor program performance, contract expenditures, and participate in staffings.
     
   • You will receive an immediate Eventbrite confirmation to add the event to your calendar for Outlook and Google. A confirmation email will send 1 day prior to the training date with the login and instructions. You will also receive a reminder 1 hour prior to the training. Your login will remain active until the end of the day to offer you an opportunity to "play" in the test system.
     
   • You may attend and observe trainings that are intended for other groups, but you may not receive a login if you are not an actual member of that training group.