·       Upcoming Open House December 5^th and December 7^th.  Only one session needs to be attended.
·       Dee will be closing grant access soon so be sure to get your report information to Brandon.
 

2. Upcoming items for Production Release:

·       The fix for customers turning 25 and their eligibility being removed is coming out.  You cannot re-enroll them into another program after they have aged out.  They can only finish the program they are in.
·       Case Note Deletion Request log and report is ready to go for the administrative team.
If you are looking at a customer on their case notes and you see a status of Deleted, then the case note was deleted.  If the case note goes back to the original state, it was rejected – you will receive an email with the rejection reason. If you see a status of Unsubmit the case note has been requested to be deleted.  
·       The DHS Youth Performance Report is where the customer sits as of the day you run the report.  You don't have to wait to run the report until the end of the quarter, it can be run anytime.  If you export it, you can see the flow of where your customers are going. 
o   If you go to Performance Measure and select multiple measures it slows the run time of the report. Using the Report Sections on the left may save you wait time.
·       On the customer's Overview > Progress Plan, Career Plan has been changed to Case Plan in the CLS section items.
·       On the Career Plan tab > Review Assessment tab, the related instructions were updated, as well as on the Assessments tab.
·       On the Dashboard, the Agency Related Behaviors change log will have a link to the Admin report for management to review case note deletion requests.
·       Success Story: If you are writing a success story about a person, the person must be enrolled in the system.
·       Employment 101 Post Assessment: This assessment requires a 70% or better score or it won't show.
·       Career Plan: If you are adding a credential to an activity, the Earned Credentials tab is at the top and the Description field was required but did not have a red asterisk to mark it as required. Now the field is marked as required so you know it must be answered.
 
3.The paper application is on the partner page. 
It is in the Application Process section in the middle of the page. Paper Application for DHS Youth Program (PDF).

4. Trouble getting staff into the system.
Click User Management at the top (Person icon)
Note: Dee can update their email address when you submit a Help Request.
·       Click Add Partner
o   First Name
o   Last Name
o   Birth Date
o   Phone Number and/or Extension
o   Email
o   Zip Code
o   Type in Organization or Group name and click Search button.
o   If No account has been found. Click Yes, next to create one.
o   Click Add Partner button
o   Write down the username and (temporary) Password that is created for them.

5. Adding Payroll
*There are instructions on the right of the page.
*There is also a video on the partner page, How to Upload Subsidized Payroll. https://www.youtube.com/watch?v=p9nAGsHYJCc&t=7s
*If you have any youth that are working at a subsidized work experience, the payroll should be uploaded so the administrative team can check your payroll against what is being billed to DHS.
·       Click Bulleted List (icon at the top)
·       Select Project
·       Select Agency
·       Click Filter
·       Click Add Payroll
·       Enter in Start and End dates.
·       Download payroll template.
·       The only change you should be making to the payroll template is deleting the people who did not have any worksite hours on that payroll.
·       Then save the file to your computer.
·       Upload the EXACT document. (DO NOT CHANGE the formatting.)
·       Click Submit.
Request from a partner to figure out a way to remove youth who are no longer participating. Heather B and Dee will investigate a solution.

6. Re-Enrolling Customers
·       Leave previous grant profile as Discharged.
·       Click Add Customer, complete the application, eligibility review, and enroll them in Category II.  
o   You will need to complete the application again, but the data will be cleaner.
o   Heather B and Dee are investigating a way to pre-populate the information from the most recently completed application to save time.

7. Reminder emails are now being sent out from Dee on days with TA calls.
If you are not getting the emails, please check your junk mail, bulk mail, and check that you are in the system. If you still not getting the emails, check with your IT team to make sure Illinois workNet emails are allowed to be sent to you.

8. Next Meeting: Tuesday, December 5^th 1:30-2:30PM

1. Notes from Brandon:
·       Still no news on NOFO. Brandon will share as soon as he has any information.

·       Number one focus is on Payments and getting PPR's in and correctly submitted.

2. Notes from Chanel Dotson:
·       No manager meetings coming up.
·       Trainings dates can be found here: https://www.icoyouth.org/upcoming-events/
·       Casey Life Skills next Training dates  - is September 11^th https://www.icoyouth.org/event/casey-life-skills-18/
 

3. Final Worksite Assessment – there is a paper version that can be sent to an employer.

• Worksite Evaluation of Essential Employability Skills (Paper version PDF) (Partner Guide)

·       To enter the results from a paper copy:

o   Click Assessment under the Participant Summary Tools (on the left of the customer profile.)

o   Click on the Worksite Evaluation section and then click New Evaluation. 
Complete step 1-5.

o   If entering on behalf of an employer, skip step 3.  

o   Until the Search by worksites button is added, enter the job title and worksite location in the step 2.

4. Per contract youth should complete 180 hours at minimum.  They also need to complete all the other hours too. Do not mark a customer as Complete (successful or unsuccessful) unless they are completely done with working with the grant for the year.

5. Youth who are being hired on permanently but you are paying for the first X number of days through reimbursing the employer use the activity "Start Permanent Employment" and be sure to put a subsidized start and end date.

6. Worksite Placement (bulleted list icon at the top in Illinois workNet.)
·       Select Project
·       Select Program
·       Select Employment Type
·       Filter Worksite Placement
·       If it isn't there, click Add Employer Worksite
o   Your agency is the employer if you are subsidizing wages.
o   If you are not subsidizing wages, enter the employment information. (there are written instructions on the page and video on the partner page)
o   A worksite evaluation is required after 30 and 90 days.
Worksite Agreement: Worksite Agreement Fillable (PDF)

Worksite Placement and Payroll Upload (PDF)

8.  On the Progress tab, clicking on the information bubbles will tell exactly what needs to be done.

9. After you complete the Casey Life skills assessment, create and upload the case plan, then start/complete the Casey Life Skills Activity.

10. Be sure to update your Contacts.  Your agency's primary contact person should be listed with an email address and phone number to be reached at. There is a link to the document on the partner page. Because there are phone numbers, you must be logged in to your Illinois workNet account to access the link.

 11. Next Meeting: September 19^th at 1:30PM. 

·        Customer Services Report filter updates
o    Project: DHS Youth Programs

o    Select Sub-Project

o    Select Grantee

·        On the Progress tab > Employment 101 Gen 2 Pre-Assessment: If it is complete, a date shows.

·        On the Progress tab, if a youth has a high school diploma, then items listed in the Improved Educational Outcomes section (under the Career Plan PPR Tab section) will be greyed out.  These items will also be deactivated on the participant's career plan in an upcoming sprint.   

·        Updated the Improved Skills section to ensure it is tracking properly.

·        Added a new goal category for the career plan called, "Case Plan".  This should be a short-term goal.  It should be used when adding things like needs new glasses or car repairs.

o    An associated "Case Plan Activity" can be added in the Career Plan to use with those goals. Complete them as you would the Casey Life Skills items.

·        On the Overview tab, the profile menus on the left-side should all be shortened.

·        Working on a fix for Subsidized days to calculate correctly.

·        On the PPR Report for DHS Youth, updated Performance Measure items:
o    Added age 25.
o    Added Multi-Race option (If more than one race box is checked on the application.)

2. Accessing a customer's Employment 101 (Listen to the recording for additional information.)
To access a customer's Employment 101:
·        From the Overview tab, click Assessments (in the Participant Summary Tools on the left), click Employment 101, then click View Employment 101 Guide.  
·        From the Progress tab, click View Employment 101 Guide.

3. DHS Youth Application Intake Process (Usually takes 45 minutes) (Listen to the recording for additional information.)
After you are logged into the Illinois workNet system, users land on the Groups tab, click DHS Youth. This will give you a view of all your customers.
Adding a new customer:
·        From the Groups page, click Add Customer.
·        Enter in First Name, Last Name, Date of Birth, Email, SSN (do not add it here, wait until you are filling information on the application or eligibility), Provider, and ZIP Code.  

*The Social Security number is only required if the customer is going to be Enrolled and Employed.
·        Write down the Username and Password and click Complete initial application with customer.
·        Review the agreement, have the customer check the box, click Save and Go To Next Page.
·        Complete the application with the customer.
·        At least one or more of the situations should be selected.  
·        You do not have to do both computer and paper application.  If the paper application is completed, it should only be because you did not have a computer in front of you at the time.
·        Social Media is not required.
·        On the Intake Review tab, after the application has been completed, complete step 2 Verify Initial Program Eligibility.  The customer will need to bring paper documentation to verify some of the items on the list.
·        On the Intake Review tab, after step 2 has been completed, complete step 3 Enrollment Status. Enroll the customer here.  If your customer gets un-enrolled, come back to this box, select the Program category, and save the Enrollment change.  The Enrollment History will show additional details.  
·        The next step is to set up a plan for the customer to complete the pre-populated list of activities under the Career Plan. 

4. User Management (Listen to the recording for additional information.)
Option 1: Adding Partners to your Organization.
If you have been granted User Management access, you will see a User Management tab (head with shoulders icon) at the top of page when logging into Illinois workNet.  Clicking on the icon will show a list of your Agency Partners and staff.  The list shows all the people who have access in your Agency to look at participants.  
To add a new partner:
·        Click Add Partner to Group or search the partner's name in the search box.
·        Enter the following information if Add Partner to Group was selected: 
o    First Name
o    Last Name
o    Birth Date
o    Phone Number
o    Email (Note: The partner cannot share an email address with someone else.  The email address must be only for this person.)
o    ZIP Code
o    Organization or Groups to Add Partner to
o    Click Search
o    Click Add Partner
o    Add the partner to the associated Organization.    
o    Then check the information based on "A match has been found based on information provided?" click yes and then click add partner.

Option 2: Removing Partners from an Organization (Listed to the recording for additional information.)
On the User Management tab (head with shoulders icon), click the red X under the Add/Remove partner column.  This will remove the Partner from having access to the Organization.

5. Discharging a Youth (Listen to the recording for additional information.)
Under the Activities tab, all the activities should be successfully or unsuccessfully completed.
Customers will be automatically discharged after 90 days of inactivity.
·        On the Outcome tab, click Discharge.
·        Fill in a date.
·        Pick Completion Status.
·        Pick Completion Reason.
·        Click Save Discharge Info.
The discharge should show in the Enrollment History.

6. Payroll Upload (Listen to the recording for more additional information.)
If you have any youth that are working at a subsidized work experience, the payroll should be uploaded so the Admin team can check your payroll against what is being billed to DHS.
·        Click the Bulleted List icon.
·        Select Project.
·        Select Agency.
·        Click Filter.
·        Click Add Payroll.
·        Enter in Start and End dates.
·        Download payroll template.
                    The only change you should be making to the payroll template is deleting the people who did not        have any worksite hours on that payroll.
·        Then save the file to your computer.
·        Upload that exact document. (DO NOT change the formatting.)
·        Click Submit.

7. Payroll, Timesheets, and Attendance (Listen to the recording for more additional information.)
·        Time should be entered via the Attendance tab in the activity/service.  If this section is being used, timesheets do not have to be uploaded and can be retained as a paper file.
·        Timesheets and paystubs should be uploaded to the customer's profile using the Uploads tab.  
·        After payroll has been submitted, on the Worksite Placement tab, payroll tab, click view under the Payroll History to download a copy for vouchering. What you upload to the system is the same as what you would Export.
 
8. DHS Youth Partner page (Listen to the recording for more additional information.)
https://www.illinoisworknet.com/partners/CYEPpartners/Pages/default.aspx

9. Permanent Employment (Listen to the recording for more additional information.)
Permanent Employment is where they went and got the job on their own.
These timesheets do not need to be uploaded.

• Introduction to today’s session. (2:56)
• You all should have your very own user name and password to enter the system. (7:40)
• Keep these updated as much as possible. (12:02)
• How to use the Illinois WorkNet partner page. (16:32)
• How to add a customer to the Youth Dashboard. (23:25)
• What are the colors of the rose? (28:39)
• How to add work sites to your program list. (33:15)
• How to do a worksite placements report. (40:47)
• How to get help requests. (44:42)
• How to add a work plan to your grants. (49:01)

Beginning on July 1 with the start of new Fiscal Year 2024, all youth placed in a subsidized job may be paid up to a maximum of $16.00 per hour - this is an increase for IYIP, AICI and AIYIP grants.  This 16/hour is a maximum amount but the minimum amount that must be paid is still the minimum wage for the city/county location where the youth is working.
 
2. Updated the Paper Application
The paper application was updated to match the current look on the website.
The following changes were made to the paper application as well as to the system:  
·        The Address page was updated to include the city, state, and zip code.
·        New types of travel (July 20^th push) will now include; walk, bike or scooter, and driven by others (friends, family, taxi, uber).
 

3. Informational Meeting Notes being sent out
The way the messaging system works, it sends the meeting notes to every single person associated with an organization.  If the meeting notes are not being received, check your spam email folder.  Also, have your organization's IT department approve emails from SIU.edu and IllinoisworkNet.com.
 

4. Customers without a high school diploma
If a youth cannot find or does not have access to their diploma, contact the school or district office for assistance.  A copy of their diploma is needed for anyone who is enrolled.
 

5. Worksite Placement
·        Be sure the Worksite is entered into the system (Worksite Placement tab).
·        Select Employment Type (make consistent across your agency). I.e. work experience, apprenticeship, or on-the-job training.
·        Permanent employment should only be selected if the participant wages are not being paid out of grant funds. Subsidized wages means that your agency is paying the employee.  
·        Enter hourly wage and number of openings, if subsidized number of weeks for the experience.
·        Grantee Details tab: Ensure the activity/service added matches the type of employment to count towards your performance.  
·        Customer Career Plan:  Add the activity/service that corresponds to the Worksite Placement.
·        Service Provider should be selected.
·        Track Attendance. Tracking Attendance within Illinois workNet means that you do not have to upload timesheets.

 
 
6.  Payroll, Timesheets, and Attendance
·        Time should be entered via the Attendance tab in the activity/service.  If this section is being used, timesheets can be retained as a paper file.

·        Timesheets and paystubs should be uploaded to the customer's profile using the Uploads tab.  

·        After payroll has been submitted, on the Worksite Placement tab, payroll tab, click view under the Payroll History to download a copy for vouchering. What you upload to the system is the same as what you would Export.

7. Casey Life Skills Assessments
·        Go to the Assessments tab on a customer profile.
·        In the bottom section, enter more assessment.
·        Click Add Assessment results button.
·        Type the word Casey into the search box.
·        Select Casey Life Skills.
·        Fill in the information and save it.
·        Upload the full results under the Uploads tab using the category CLS ASSESSMENT.
·        The Assessment Summary section is different than adding an assessment.  This section can be found under the Career Plan tab, 1. Review Assessments tab, then click Add Assessment Summary.
 

8. Case Notes
Case notes cannot be edited.  A new case note can be entered after the one that is not needed detailing that the previous note was an error and should be ignored.
 

9. Items for release Thursday, 7/6 at 7:00pm Central Standard Time:  
1. Fixed a bug on the Customer Export List
2. Effective July 6, 2023, we are implementing automated discharges after 90 days of inactivity. Please update all customers that you wish to keep active in your customer list before July 6.
The parameters that we will be using to determine who is discharged are:
1.      customers invited without an application submitted within 90 days of invitation. 
2.      90 days of inactivity 
a.      case note created. 
b.      career plan change  
c.      assessment added. 
3.      Worksite placement 
a.      start date without an end date - 365 days after the start date. 
b.      most recent - start and end date and it is 90 days past the end date. 
This will run every day. This will save all of us time when trying to enroll youth who participated from 2018 - 2022 and were not discharged. This will reduce the need for Help Requests to be sent for customers who have not been discharged by a previous provider that are older than 90 days.

• Help Request System
  
• Integrated Resource Team
  
• Adding a casenote
  

• Customer Services Report
  
• Career Cluster Report
  
• PPR
  

• Answered Questions
  

• Answered questions off recording
  

• Attendance counts as timesheet
  
• Earned Credentials
  

• PPR update
  
• Discharge youth
• Add customers
  
• Casey Lifeskills update
  

• Career Plan
  
• Customer Service Report
  
• Dashboard
  
• List
• Export
  
• PPR
  
• Credentials
  

• update contact information
  
• close out youth
  
• don't use application URL
  
• Do NOT have youth create a new profile to add them to the system
  

• Exiting Youth
  
• Application
  
• ICOY
  
• Re-Enrolling Category 1 youth
  

• check links on public page
• removed CYEPapply page
  
• Reviewed application issues
  
• answered questions
  

• A new FY22 competitive NOFO has been posted on the IDHS FCS grants web page.  You or someone at your agency should have received an email from Dena Dobson (DHS) yesterday 2/28/22 morning.  Because this is a competitive NOFO, I will not be able to answer any questions outside of the bidders conference as to not give an unfair advantage to anyone.  This is the same protocol as with any other competitive NOFO.  The bidders conference/Q & A session will be held on Tuesday, March 15 at 1:00.  If you do not think your agency received the email regarding this, then please email me today so that I can share the info with you.  Also, this new ARPA Illinois Youth Investment Program - Community Intermediaries NOFO does not affect current IYIP in any way.  There will be a continuation renewal app posted for FY23 IYIP in the coming months. 

  https://www.dhs.state.il.us/page.aspx?item=142877  is the link to the new NOFO for ARPA IYIP if you wish to view it. Applying for the new grant is optional. a provider have to apply separately for the new FY22 NOFO (beginning on May 1) and also apply for the continuation FY23 renewal app for IYIP (which begins on July 1)
  
• Agency asked for suggestions on how to help youth show up to work.
  
• Add success stories. If you cannot add a name / photo because of safety issues, send Brandon the text of the item to his email.
• E101 - youth need to be enrolled before being able to select DHS youth for the career plan option. 
  

• Success Stories
  
• Discharge Youth
  
• ICOY meeting February 17
  

• ICOY training
  
• Site Visits
  
• Success Stories
  
• Answered questions (not recorded)
  

• E101 group training ideas
  
• Customer Services Report
  
• Site Visits
  

• ​Screen Time-out
  
• Career Plan services
  
• Services Report
  
• Switch categories
  
• Payrolls
  
• Friday meeting
  

• ​Screen Time-out
  
• Customer Services Report
  
• Career Plan
  
• Pre-populated steps
  

• Success stories
  

• User List
  
• Success Stories
• ICOY meeting
  

• Update User Management
  
• Dates for Meeting
• Subsidized Days check
  
• Quarterly Meeting
• Services Report
  

• User Management
  
• Agency Resources - Grant Details
  
• Worksite placements
  
• User Management
• Payroll upload
  
• Upload files
  

• E101 - Reset Guide - work as student
  
• Susidized stipend for steps
  
• Entering Payroll
• Grantee detail
  

• Casey Lifes Skills Plan template
  
• MOU agreement template
  
• Worksite Agreement template
  
• Upload categories
  
• Working as a participant in E101gen2
  

• ​Casey Life Skills steps
• Improved Education Outcomes Steps
• Actual Enrollment
• Dashboard for reports
• Employment 101
• Upload Categories
• County/Township/Community
• Services Report
  

• Close out all CSYEP and DHS Youth who might be enrolled in IYIP Category 1
  
• Reviewed that subsidized days are total for year not category. If a youth already has 107 subsidized days they will not have any subsidized days available for category 1
  
• Asked who had completed E101 Gen 2 and completed survey
  
• Reviewed process for IYIP category 1 and answered questions
  

• ​Added Excel Column to payroll Report, 
• Evaluated Not Required, 
• Situations, 
• Send list, 
• Grant Information

• Production Updates - review list from February 2021
  
• Answered questions directed to Brandon
  
• Ended recording and answered specific IwN questions
  

• Production Updates - review list from January 12, 2021 here: https://​www.​illinoisworknet.​com​​/partners​​/CYEPpartners​​/Pages​​/updates​.aspx
  
• Add situations to customers added before 1-12-21 Excel document.
  
• Agencies need to update Service Finder information:
  

• Aunt Martha's Work First Center -8640 S. Chicago Ave, Chicago IL Direct Link: https://​apps​.illinoisworknet​.com​​/Locator​​/Mtce​​/Detail.aspx?id=4476

• Puerto Rican Cultural Center - 2636 W Division, Chicago IL   Direct Link: https://​apps​.illinoisworknet​.com​​/Locator​​/Mtce​​/Detail.aspx?id=5734 or PRCC - Testing Site 2640 West Division Street, Chicago IL    Direct Link: https://​apps​.illinoisworknet​.com​​/Locator​​/Mtce​​/Detail.aspx?id=4504

• Jewish Child & Family Services - Is this Jewish Vocational Service (255 Revere Drive, Northbrook, IL)? If not, then the site needs added.
  

• Universal Family Connection, Inc. – Needs added.

• Reviewed in test the following:
  
• Added Evaluated Not Required
• Required casenote for any referral service
• Larger input field for Casey Life Skills
• New situations on application
• Grant details - participants
• Completed CLS training
  
• Agencies that need to update Service finder location information:
  
• JCFS
  
• Aunt Martha's
  
• Puerto Rican Cultural Center
  
• Operation Uplift
  
• Universal Family Connection
• Urbana Neighborhood Connections
  

• How to update service finder for your agency
  
• Q&A about billing, data, case management
  

• Services in Grant Details, 
• Prepopulated services, 
• Adding additional services, 
• How to track Casey Life Skills, 
• Adding completion of staff CLS training
  
• How to find people in the dashboard
  

• Reviewed User management and system for new providers
  

• Changed language to DHS Youth Programs / Partners
  
• Reviewed User Management
  
• Showed new step
  
• Reviewed Self-Evaluation
  

• Reviewed customer view of self-evaluation
  
• Reviewed agency view of self-evaluation and worksite evaluation
  
• Reviewed how to select correct program.
  

• Reviewed subsidized wage dates update to worksite placement.​

• ​Reviewed E101 section overview videos
• Reviewed update to worksite placement.
• Previewed update to inactive status on worksite placement.

• Reviewed items in dashboard by agency. We started at the bottom of the list.
  

• Moving forward worksite placement for youth must be entered through a step in career plan.
  
• Verify correct participants in the payroll uploaded rows on Worksite Dashboard
  
• New workbook from DHS requires adding information from July - November.
  

• Re-enrollment application
  

• Worksite Placement
• Career Plan

• Updates:  Services Report
• Q&A for Technical Assistance
• PPR Updates and Verify Numbers
  

• Grantee Status Update 
  
• Review Employment 101 Content Survey Feedback
  
• Collect Layout and Tools Feedback Via Online Survey
  

• Review Progress Page updates
  
• Review dashboards
  

• Overview of application updates
  
• Overview of adding a worksite placement to a customer
  
• Review of resources on CYEP partners page
  

• Dashboard Red Rows
  
• Moving customers to unsubsidized - see directions under the Add Customers portion
  

• Performance Reports
  

• Interactive Participation
  
• Clear forms on Chrome
  
• Site management on Location Finder
  

• Partner Page in new layout
  
• Full list of resources
  
• Article pages
  
• Download case notes
  

• Updated goal areas, next steps, and cumulative post program year column to the Periodic Performance Report (PPR)
  

• Updates
  

• Review PPR and demonstrate how to make updates that impact the ISTEP and  worksite placement sections of the report.​
  

• Review Performance Measures and Case Closure Sections​
• DHS Updates
  

• DHS Updates​
• ISTEP Customer view (prev-view)
  

• System Updates
• CYEP Periodic Performance Report Updates

• Worksite Placement Updates

• Funding Clarification

• Review Case Note Updates
• Review Progress Page Overview
• Dashboard Demonstration

• Program Requirements Overview

• Completing Fiscal Documentation

• Program Information Entered In Illinois workNet
• Program Tools Overview
• Application and Customer Information Demonstration
• Next Steps