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DEPARTMENT OF LABOR
JFES CTHires Manual
Training & Reference Guide
Prepared By: DOL JFES
(Rev. 05/2020)
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JFES CTHires Training Manual
Contents
Introduction ............................................................................................................................................................................ 5
CTHires Terminology ............................................................................................................................................................... 5
Home Page (Sign In) ................................................................................................................................................................ 7
My Dashboard ......................................................................................................................................................................... 8
Top Navigation .................................................................................................................................................................... 8
Noteworthy Widgets ........................................................................................................................................................... 9
Left Navigation .................................................................................................................................................................. 10
Manage Individuals ............................................................................................................................................................... 12
Assist an Individual ............................................................................................................................................................ 12
Folders/Organizational Displays ........................................................................................................................................... 14
My Individual Profile ......................................................................................................................................................... 14
My Individual Plans ........................................................................................................................................................... 14
Staff Profiles ...................................................................................................................................................................... 15
Events Calendar .................................................................................................................................................................... 16
Adding an Event ................................................................................................................................................................ 16
Managing Attendees ......................................................................................................................................................... 19
Case Management Profile ..................................................................................................................................................... 20
Case Summary ................................................................................................................................................................... 20
Programs ........................................................................................................................................................................... 20
Plan.................................................................................................................................................................................... 20
Case Summary ....................................................................................................................................................................... 21
Chronological Case History ............................................................................................................................................... 21
Programs Tab ........................................................................................................................................................................ 23
Program Application ............................................................................................................................................................. 23
Expanding the JFES Program Application .......................................................................................................................... 26
DSS Information .................................................................................................................................................................... 28
Interface Conditions: How Clients are sent from ImpaCT ................................................................................................ 29
Trigger Conditions: ........................................................................................................................................................ 30
Future Triggers: ............................................................................................................................................................. 30
DSS Information Page: Interface Data Reference ............................................................................................................. 31
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Client Identification ....................................................................................................................................................... 31
Contact .......................................................................................................................................................................... 31
Demographic ................................................................................................................................................................. 32
Eligibility ........................................................................................................................................................................ 33
Extension ....................................................................................................................................................................... 35
Sanction ......................................................................................................................................................................... 36
Employment .................................................................................................................................................................. 37
Service Needs Assessment .................................................................................................................................................... 39
SNA Wizard Page 1 ............................................................................................................................................................ 40
SNA – View Navigation ...................................................................................................................................................... 41
Work Readiness Assessment ................................................................................................................................................ 44
WRA – Link to Assessments .......................................................................................................................................... 47
WRA Summary Table ........................................................................................................................................................ 48
Barriers to Employment and Barrier History .................................................................................................................... 49
The JFES Program Application ............................................................................................................................................... 51
Editing the Program Application ....................................................................................................................................... 52
Individual Detail ............................................................................................................................................................ 54
Case Notes .................................................................................................................................................................... 55
Comments ..................................................................................................................................................................... 59
Completing the Program Application ............................................................................................................................... 59
Creating a Participation ........................................................................................................................................................ 65
Entering First JFES Activity ................................................................................................................................................ 66
Activity – Page 1 - General Information ........................................................................................................................ 66
Activity – Page 2 - Schedule .......................................................................................................................................... 69
Activities/Enrollments/Services ............................................................................................................................................ 74
Service Provider for Employment Activities ..................................................................................................................... 76
Worksite Information Screenshot ................................................................................................................................. 78
Worksite Information Required Fields .......................................................................................................................... 79
Activities – View Mode ..................................................................................................................................................... 80
Activities – Close Activity .................................................................................................................................................. 81
Activity Closure Reason Selections ............................................................................................................................... 81
Individual Employment Plan ................................................................................................................................................. 82
JFES IEP - Goals .................................................................................................................................................................. 84
JFES IEP - Objectives .......................................................................................................................................................... 87
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JFES IEP - Services.............................................................................................................................................................. 91
Printed IEP ......................................................................................................................................................................... 93
Message Center .................................................................................................................................................................... 95
Case Management Alerts .................................................................................................................................................. 97
DSS Interface Alerts ........................................................................................................................................................ 100
My Calendar ........................................................................................................................................................................ 102
Events Calendar .............................................................................................................................................................. 102
Add Events .................................................................................................................................................................. 103
Result Event Rosters ................................................................................................................................................... 105
Appointment Calendar .................................................................................................................................................... 106
Child Care Information ........................................................................................................................................................ 109
Attendance Tracker ............................................................................................................................................................. 111
Calendar Heading ............................................................................................................................................................ 113
Attendance Tracker Navigation ...................................................................................................................................... 114
Attendance Tracker Data Entry ....................................................................................................................................... 115
Attendance Tracker Case Management Alert ................................................................................................................. 118
Sanctions ............................................................................................................................................................................. 119
Attach Case Notes ........................................................................................................................................................... 120
DSS Email Notification ..................................................................................................................................................... 123
Sanction Summary Table ................................................................................................................................................ 123
DSS Disposition ............................................................................................................................................................... 124
Sanction Completed Case Management Alert ................................................................................................................ 128
Credential ............................................................................................................................................................................ 129
Credential Information ................................................................................................................................................... 131
Case Closure ........................................................................................................................................................................ 134
Closing the Open Employment Plan ............................................................................................................................... 134
Closing the Open Activities ............................................................................................................................................. 135
Entering the Closure ....................................................................................................................................................... 136
Status Updates from a Case Closure ............................................................................................................................... 139
Entering Follow Up Activities .......................................................................................................................................... 139
Deleting a Case Closure ................................................................................................................................................... 140
Case Transfer Form ............................................................................................................................................................. 140
Case Management – Accessing Active and Closed Cases ................................................................................................... 141
Active Case Load Widget ................................................................................................................................................. 141
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Left Navigation Menu: Path to Case Load ....................................................................................................................... 143
APPENDIX ............................................................................................................................................................................ 144
Issue Reporting Flowchart .................................................................................................................................................. 145
CTHires JFES Case Data Sheet ............................................................................................................................................. 148
Customizing CTHires ........................................................................................................................................................... 149
Customizing the Assist an Individual Landing Page ........................................................................................................ 149
Customizing the Display Order of Case Notes ................................................................................................................ 150
SNA – Schedule Orientation – Group or One-on-One ........................................................................................................ 151
Notes ................................................................................................................................................................................... 153
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Introduction
CTHires (Connecticut Helping Individuals (and Employers) Reach Employment Success) is CT’s version of a larger,
national case management system developed by Geographic Solutions Inc. (Geo). CTHires can generally be divided into
two components: Job Searching and Case Management. These components serve three user groups: Employers,
Jobseekers and Workforce Development Staff.
The Connecticut Department of Labor (DOL) purchased CTHires with the goal of modernizing and improving services
delivered to participants in the following programs: Wagner-Peyser (WP), Workforce Innovation and Opportunity Act
(WIOA), Trade Adjustment Act (TAA) and Jobs First Employment Services (JFES). In 2015 DOL launched Phase 1 of
CTHires which transferred the WP, WIOA and TAA program data from CTWBS to CTHires. Phase 2 will be the migration
of JFES.
CTHires Terminology
- Fly Out
o Menu or page that displays when the mouse is hovered over an item
- Forms
o The JFES Program data collection/display pages within CTHires, usually in Wizard format
- Hot Links
o Like a hyperlink, when clicked the CTHires Page/Form loads. Ex. User Names are a Hot Link that load the User Profile
- Living Document
o A document that will be routinely updated instead of creating a new document.
▪ For example, the JFES Work Readiness Assessment is a “Living Document.” More examples and context will be available in review of the forms.
- Message Center
o The internal messaging component of CTHires where staff users will receive messages and system generated Alerts.
- Privileges/User Rights
o Privileges set in the Admin site for specific Users and User Groups.
o Common access rights (None, View and Full and Delete) and privilege levels (State User, Staff User).
- Production
o The live CTHires site which hosts real client data and program information.
- Program Application
o Form on the Programs Tab that provides access to the JFES Program. We use this form to record demographic and intake data.
- Submenu
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o Menus within the JFES Program Application summary that contain the JFES Forms
- Tabs/Folders
o Tabs or Folders are the visual representation Geographic Solutions uses to separate sections of a page.
- VOS – Virtual Onestop
o This is the name given for the CTHires standard (or “Base”) components shared by all consumers of their workforce products.
- Work Readiness Assessment (WRA)
o New form to identify Employment Barriers similar to CTWBS factors.
- Wizard
o A type of user interface that breaks data entry down into steps, similar to a Setup Assistant.
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Home Page (Sign In)
One identifying trait
between the UAT site and
Production is the text at
the top of the page “This
is the UAT site.”
Sign In by entering your
Username and Password
here.
8
My Dashboard
After signing in, you will land on
the My Staff Dashboard.
CTHires has customized
Dashboards for each user:
- Staff
- Job Seeker
- Employer
Top Navigation
- The Top Navigation bar includes:
- Home
- My Dashboard
- Sign Out
- Services for Individuals
- Services for Employers
Home: Returns user to the Home Page, and effectively signs you out. Only click this if you wish to sign out.
My Dashboard: a quick link to return to the Staff Dashboard (based on your staff log in credentials).
Sign Out: To log out of CTHires.
Services for Individuals: As a staff user, this page will show you Job Seeker services in CTHires.
Services for Employers: Leads you to Guest Services for Employers, which will also log you out of your staff user
account.
Note: All options will provide a pop up notification to confirm your selection before signing out.
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Noteworthy Widgets
The Active Case Load Widget is
a quick way to access our
Active Cases. (More on this will
be covered in the section: Case
Transfer Form
Coming soon, expected July
2020.
Case Management –
Accessing Active and
Closed Cases.)
The Message Center Widget
will show you how much read
or unread mail you have.
(More on this will be covered in
the Message Center.)
The My Calendar Widget notes
your upcoming appointments
or events in your Job Center.
(More on this will be covered in
the section: My Calendar.)
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Left Navigation
The Left Navigation is the bar displaying on the left side of the page, which includes the
following sections that are currently collapsed. Submenus will appear when you click the
symbol.
- Menu
o Clicking Menu will make the left navigation bar appear or hide.
Quick Search
-
o Quick Search is a fast way to find individuals by name, SSN, state ID (unique ID number to CTHires), username, or a variety of CTHires criteria.
o This feature does not currently support search by DSS Client ID.
- Currently Managing:
-
o When you are Assisting an Individual, their name will appear in this section.
o To stop assisting the individual, click Release Individual.
o To quickly assist someone else, click Assist a new Individual.
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- My Staff Workspace
-
o My Staff Workspace shows the options available as tabs on your Staff Dashboard.
- My Staff Resources will be the location where you can set up your preferences, as seen in the fly out menu shown to the left.
- My Staff Account lets you set up your contact information and some personal preferences to customize your CTHires experience.
- Directory of Services is a single page location that houses all the sections available on the left navigation on one page, including: Services for Workforce Staff, Reports, Correspondence, Templates, Document Management, Other Staff Service, and Schedules.
- These sections can be explored, but the following Services for Workforce Staff are not applicable to JFES: Manage Follow-Up (for TAA and WIOA), Manage Surveys (Employer and Customer Satisfaction Surveys).
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Manage Individuals
- Hovering your mouse over Manage Individuals will open a fly-out menu.
- The fly-out menu will provide options to:
o Create an Individual – this is a staff-assisted full registration and will not be used by JFES
o Add One Case Note to Multiple Individuals – this feature can be used by JFES in the event you want to add a case note to many client records at one time.
▪ Ex. Client attended Steps to Success Orientation at the New Britain American Job Center this date.
o Assist an Individual - this will be the most common JFES search function.
o Create a JFES Mini-Registration – this is a function for DSS staff in the event that the ImpaCT interface does not build the JFES record (this is a backup plan).
- Click Assist an Individual to reach the Search page.
Assist an Individual
General Criteria:
- Multiple options for search criteria are available, including Username
o State ID
o First/Last Name
o DOB
o Region
- The JFES criteria most commonly used will be Client ID. This is the DSS Client ID added for the JFES program.
- After typing in the Client ID, click Search or press [Enter] on your keyboard.
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Individual Detailed Search Results
- The results provide basic system and demographic data on the client.
- Action Column provides quick access to multiple sections within CTHires including the Programs Tab, which houses the JFES Program Application.
- Note: When selecting the Programs tab, some clients may have popups requesting additional information be completed on the client. Click OK to Proceed to the Programs tab.
- Note: Error message to bypass when locating records. Click OK if this message pops up.
- Note: Error message to bypass to bypass when locating records. Click OK if this message pops up. Page should refresh and bring user to the Folder Display, described next.
Note: For navigational preference, you can also set the page you land on when Assisting an Individual. Go to the Appendix section Customizing CTHires for more information.
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Folders/Organizational Displays
- Your view settings may show your page displaying these three folders, collapsed.
- Expanded, the folders display these options.
My Individual Profile
My Individual Profile includes:
- Background tools for the client.
- Assessments, job search agents.
My Individual Profile is the location where the client can access CTHires when logging in. This folder includes the
Personal Profile, Search History, Assessments, and Communication.
My Individual Plans
My Individual Plans includes:
- Resume development
- Shared resources between the client and programs they are involved in within the Job Center.
My Individual Plan is a location where the client can develop a resume and use CTHires for employment needs. Certain
program staff such as Wagner Peyser and Trade can share forms with the client in this location, but JFES will not at this
time.
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Staff Profiles
Staff Profiles includes:
- Shared General Profile showing a summary of case notes and activities
- Case Management Profile which stores applications for any/all current Case Management programs (Including JFES)
- Report Profile
Staff Profiles are where the bulk of JFES program data entry forms will be located. This section is reserved only for staff.
The client does not have access to these areas under their own job seeker accounts.
Note: For navigational
preference, you can also use
the tabs displayed under each
folder.
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Events Calendar
The Events Calendar can be
reached in the Schedules
section located on the left
menu.
From the Events Calendar, you
can select preferred viewing
options such as Calendar
View” in the drop-down below
Show Filter Criteria.
The bottom of the calendar
displays has options to Add
Event or Print Current View.
Adding an Event
After clicking Add Event, you
will see a page requesting
information about the event.
Select an Event Category:
• JFES Group Orientation
• JFES One on One Orientation or
• JFES Job Search Workshop
Event Title:
When staff select the Event Type: JFES Group Orientation the system defaults the Workshop Title to: JFES Group
Orientation. For consistency in naming conventions for Group Orientations, modify Event Titles for JFES Group
Orientations in the following format:
• JFES Group Orientation – AJC Location – Language (If not English) o ex. JFES Group Orientation – Hartford AJC
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o ex. JFES Group Orientation – Hartford AJC – Spanish
JFES Job Search Workshops have a similar default but don’t have an impact on DSS enrollment. For consistency, staff can
precede the Event Title with “JFES” like below:
• ex. JFES Job Search Workshop – Resume
• ex. JFES Job Search Workshop – CASAS
Schedule
• Within this section you can create one unique event with a start and end time, or create a recurring event.
• To create a recurring event, select an option such as: Occurs Every: [First] [Tuesday]
Associated Offices
• If not defaulted, select the appropriate LWIA and Office for the Event
• Use the Down Arrow to move the selected office or offices
Event Location
Once an associated office is in
the Selected Office window,
that office will be available in
the “Copy address information
from” drop down menu in
Event Location.
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Moderator/Presenter
• Moderator: Staff that create the event.
• Presenter: Staff that will host/facilitate the event.
• Both names may print on confirmation pages when printing from the Events Calendar.
Attendance Tracking
• This MUST be set to No for all JFES events.
• Attendance Tracking is a Wagner Peyser function only. Tracking services by mistake will not allow JFES customers to enroll in an event without Wagner Peyser registration.
• This would also prevent JFES staff from managing the event or the attendees.
Registration
Select the appropriate
registration method,
Instructions, Wait List, or
Reminder needs for the Event.
19
When your data entry is
complete, click Save.
Depending on your Event, you
may get additional prompts
about setting up recurring days.
Managing Attendees
To view Roster information,
follow the above instructions.
Below the options to alter date,
time and frequency are
registration options.
To access rosters for an event,
select the “Manage Attendees”
link below the registration
options. This link is at the very
bottom of the page above the
blue “Save” and “Cancel”
buttons.
In addition to the blue “Save”
and “Cancel” buttons, is the
option to “Return to Calendar.
Upon clicking Manage
Attendees, an event summary
table will display with a second
table below depicting each
person scheduled for the event.
You can result the event by
selecting the appropriate
Status in a drop down menu.
20
Case Management Profile
Case Summary
Case Summary tab includes:
- Case Summary, Chronological Case History, Individual Information, Verification Summary (All Applications), and Staff Assisted Summary.
Programs
Programs tab
- Summary tab of all Programs the staff user has privileges to access or view.
Filter Programs (on Programs Tab)
- View can be modified to Filter by Application Types or Specific Programs.
- This will allow the staff user to view only JFES Program Application if needed.
Plan
Plan
- This tab is not used by JFES.
- Plan tab has the Individual Employment Plan which is shared across non-JFES programs.
- Note: JFES has unique employment plan on the Programs tab under the JFES Program Application.
Assessments
- Basic Skills Assessment (e.g. CASAS).
- Aptitudes.
- Other Assessments (e.g. DWYA).
- JFES can use this page to enter applicable assessments.
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Case Summary
Chronological Case History
You can see a history on the Summary page (Under the folder Staff Profiles > General Profile > Summary)
Panel to be displayed: choose Chronological Case History
Choose what items you want to filter by (defaults to all):
22
To view only Orientations from the Events Calendar, view Event Registrations.
(Click Unselect All and check Event Registrations and click Filter)
Once filtered, page will display any Event Registrations and their statuses. You can sort by title to locate JFES Group Orientations.
Conversion Notes:
• Events converted as Events onto the Events Calendar in CTHires from November 2017 forward.
• November 2016 – November 2017 events converted as an activity (615- JFES Orientation activity).
• Events prior to November 2016 remained in CTWBS.
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Programs Tab
Program Application
Application View/Summary
Display
- This is 1 Application that will be reopened and closed.
Note: The JFES Application is essentially the former Intake form, but the status of the form will dictate what is or is not
available in order to work with the client. The data entry in completing this form will be reviewed further on.
Action Buttons
- + - Expand Application.
- Pointer – Edit Wizard.
- Check – Verify Application (not required for JFES).
Program Application Link Text Display - JFES #(App #)– (Status)
- Unique Application Number assigned to individual’s JFES Program Application
- Application Statuses
o Partial - Application partially complete by a Mini-Registration, remaining required fields not completed.
o Incomplete - Application partially complete by Interface, remaining required fields not completed.
o Complete - Application completed by JFES Program Staff, remaining required fields completed.
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- Data available under the Program Application provides relevant Program data at-a-glance.
- LWDB: Individual’s Assigned WDB Region.
- Application Date: Date the application was created.
- Participation Date: First date Participation was recorded against the Application.
- Onestop: Individual’s Assigned Office.
- Case Reopen Date: Date the most recent closure was deleted.
o Note: The ImpaCT Interface Batch process will remove a staff entered Closure in the event the client changes from a previous status back to a Pending or Active TFA Status as a Mandatory Participant or Volunteer.
- Closure Date: Date staff entered a Closure.
- Open/Total Activities: Display of current/all activities.
- Exit Date: (Not Used by JFES.)
Case Information:
- Displays JFES Case Management and ImpaCT Interface Data.
- Client ID: DSS Client ID
- Eligibility Group ID: DSS EDG Number
- Case Management Status: Status of the individual within the JFES Program Case Management, which includes 3 possible options:
o Pending: Application is created but no Case Manager has been assigned to the record.
o Active: Application is created with an assigned Case Manager and no Closure has been entered against the record.
o Closed/Inactive: Application is created with an assigned Case Manager and a Closure has been entered against the record.
- ImpaCT Interface Data
o Eligibility Status: Shows the Individual EDG Status. This evaluates 3 criteria from ImpaCT in order to determine if the client is individually Pending, Denied, Active, or Closed TFA within their Eligibility Determination Group (EDG). The criteria evaluated are:
25
▪ EDG Status: If the EDG is Closed or Denied, no Individual can be Pending or Active.
▪ Individual Closure or Denial: An adult who is not the Head of Household could Close TFA while the EDG remained Active/Approved. (This is most common when the other adult moves out of the Household.)
▪ Individual Pending: An adult who is not the Head of Household could be Pending TFA while the EDG is Active/Approved. (This is most common when the other adult is joining the Household.)
▪ This is most similar to the EMS Client Status, the field that no longer exists in ImpaCT.
o Participant Type: Shows the (TFA) Work Participation Status.
▪ This is the TFA Work Participation Status that you see on the Wrap Up Screen in Data Collection on ImpaCT. This value describes who is individually Mandatory, Exempt, or Voluntary and is similar to the former Employment and Training Status from EMS.
▪ You may see the code and the value of the code.
▪ The Mandatory JFES statuses are:
• P - Mandatory Participant
• E - Mandatory And Employed
• M - Mandatory Minor Parent
▪ TFA recipients who want to Volunteer with the JFES Program while on an Exemption will display as:
• V - Voluntary Participant
• T - Voluntary-Employed
▪ TFA recipients who are exempt and do not want to Volunteer with the JFES Program will display as:
• I - Exempt And Not Interested
• W - Exempt And Working
o Time Limited Status:
▪ This is the EMS Waiver Type, displaying either Exempt or Time- Limited.
▪ This is an EDG-Level Status, meaning the whole household is taken into consideration when determining the appropriate status.
▪ Time-Limited: In order for this field to display Time-Limited, there must be at least one individual in the household who is Mandatory for Work Requirements with JFES and subject to Time Limits.
▪ Exempt: In order for this field to display Exempt, there must be no Mandatory individuals in the household and the household is not subject to TFA Time Limits.
o Eligibility Begin Date: Shows the Individual Eligibility Begin Date.
▪ This is the date when the individual became eligible for TFA.
o Eligibility End Date: Shows the Individual Eligibility End Date.
▪ This is the date when the individual is no longer eligible for TFA.
- Case Management
o Case Manager
26
▪ The Assigned JFES Case Manager will display here, when attached to the case.
o Temporary Case Manager
▪ This is a function within CTHires where a Temporary Case Manager can be assigned. This can be used in the event the Primary Case Manager has a long-term period of time away.
Expanding the JFES Program Application
Clicking the + Sign will expand the JFES Program Application to view the JFES
Forms.
In order to access all JFES forms/functions, the following need to be
complete:
- Program Application
- Participation
Outside of these requirements, the following forms will be available for
review or edits:
- JFES Program Application (limited Viewing, must be completed)
- DSS Information
- Service Needs Assessment
- Child Care
- Participation (requires a Date entry in order to proceed to activities)
- Work Readiness Assessment
Note: This means you can review these sections on any client, no matter
their Participation or Program Application Status.
- For example, if a client is going to attend their STS, you can view the Case Information (that displays under the Program Application link) or click DSS Information to get more details around the client’s TFA status.
- This also allows DSS to complete an SNA and JFES staff to review the SNA outside of any other requirements.
o When the client first shows to Orientation, they may be Partial, so the Case Manager can review the SNA prior to their one-on-one appointment where they would review and Complete the JFES Program Application.
Expand the + icon on each section to Create or View forms with Summary
tables.
27
28
DSS Information
Toggle the + sign to expand the DSS
Information section in the JFES submenus
and click the DSS Information link to access
the DSS Information Page.
The image to the left is an excerpt of the DSS
Information Page. This will be populated by
the DSS interface.
Note: If a client is not updated by the DSS
Interface, an error message will display.
When finished reviewing, the bottom of the
page has a Return to Programs Tab button.
29
Interface Conditions: How Clients are sent from ImpaCT
Background: The Web Service ‘Selection Process’ and Batch Process create and update JFES records in CTHires. To avoid
creating any TFA record DSS works with in CTHires, we set up specific conditions on who to send and create, in order to
target only those who would be referred to the JFES Program. (This will generally exclude CTHires from receiving
Caretakers, Children, and non-TANF clients.)
The Web Service is a one-time call from ImpaCT to CTHires to create a record in near-real time for DSS referral to JFES
orientation and completing the SNA. The Batch Process will update clients already sent through Web Services (and will
also create clients in the event the Web Services call is unsuccessful).
To be created by the interface, ImpaCT reviews both current and ongoing month data in ImpaCT. ImpaCT will evaluate
data for the current and ongoing month, and if the client meets conditions for one of the two months, they will get sent
to CTHires. However, any data sent from ImpaCT to CTHires will reflect the current month, Authorized information only.
“JFES Client” Definition: Client data can be sent from ImpaCT to CTHires Web Service/Batch File, when the client meets
the conditions of a “JFES Client” in ImpaCT, defined as collecting or applying for TFA and having the following statuses:
- The TFA Work Participation Status is one of these for the current or following month: o Mandatory Participant o Mandatory Minor Parent o Mandatory Employed o Voluntary Participant o Voluntary Employed
- The latest EDG Status is either Approved or Pending in ImpaCT (for Web Services/newly created clients sent to
CTHires) o Note: The interface process will send only current month information on the file, so a Web Service client
could show Denied, Authorized EDG but was sent since ImpaCT validated the client has Pending status next month.
- The Participation Status Code is either
o Eligible Adult or o Deemed Adult – (rare value) o Ineligible Adult –
▪ Note: Ineligible Adult could be a temporary initial status of a returning JFES client who was formerly Eligible, or a longer term status of a client who was Closed
30
Trigger Conditions:
If the current or ongoing month show a JFES client has a change in any of the following statuses or codes, they will be placed on the batch file:
- Change in TFA Work Participation Status
- Change in EDG Status
- Change in Participation Status Code
- Change in Time Clock (Where TFA Issuance is made & Time clock is updated on Approved EDG)
o These changes cover general updates on client counters, exemptions, time limits, or a variety of voluntary statuses. Certain status combinations are evaluated in CTHires to generate alerts to the assigned Case Manager.
Future Triggers:
- If the EDG Status or Participation Status Code or TFA Work Participation Status (any value above) for the client is different for current month and ongoing month, then create a future trigger for 1st day of ongoing month.
o Ex. A common future trigger built for the interface was for adults with children turning 1. When the exemption is over, ImpaCT will send a file to CTHires to create a record so DSS can refer the client to JFES.
31
DSS Information Page: Interface Data Reference
Client Identification
- DSS Client ID:
o A unique identifier assigned to the individual by DSS. The DSS Client ID will appear on many of the CTHires JFES screens and can be used to search both CTHires and ImpaCT.
- Name:
o First and last name as they appear on the DSS interface file and in ImpaCT.
- SSN:
o Social Security Number as it appears (if available) on the DSS interface file and in ImpaCT.
o Note: If the client created a Job Seeker account using CTHires before JFES was added to the system, the client may have a profile in CTHires with a pseudo-SSN. In order to not impact other programs’ reporting needs, the pseudo-SSN will remain on most CTHires pages, but their accurate SSN will display on the DSS Information Page when available.
- Date of Birth:
o The client’s date of birth as it appears on the DSS interface file and in ImpaCT.
- Username:
o Username for CTHires
- User ID:
o Unique ID number for CTHires
- State ID:
o Unique ID number for CTHires
- DSS Office:
o The DSS Office assigned to the client per ImpaCT
- Assigned Case Manager:
o Assigned JFES Case Manager in CTHires
- Date Created:
o Date the DSS Info Page was first populated by the Interface
- Date Last Updated:
o Date the DSS Info Page was last updated by the Interface
Contact
- Phone Number:
o Home Phone (if available) from ImpaCT.
- Residential Address:
o Residential Address from ImpaCT.
- Mailing Address:
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o Mailing Address from ImpaCT.
Demographic
- Gender:
o ImpaCT only sends two options for Gender through the interface (Male/Female).
o CTHires has a Not Identified option so a discrepancy may occur between these fields.
- Race:
o Race provided from ImpaCT.
- Spoken Language:
o Spoken Language identified in ImpaCT.
- Education Level:
o Education level identified in ImpaCT from Unknown or No Education, Kindergarten to 11th grade, High School Diploma/GED, Vocational Certificates or various levels of Collegiate achievement
- Impairment Type 1:
o If any Impairments are identified in ImpaCT, one of the following may display here:
o Behavioral Health;
o Learning Disability;
o Other Physical Impairment;
o Speech Impairment;
o Hearing Impairment
o Mental Impairment;
o Other Mental/Psychological Impairment;
o Substance Abuse;
o Vision Impairment
o Otherwise, you may only see No Impairment
- Impairment Type 2:
o See Impairment Type 1
- Impairment Type 3:
o See Impairment Type 1
- ADA Accommodation 1: I
o If there is an Accommodation Request based on an Impairment identified in ImpaCT, one of the following may display here:
o Assistance Needed to Complete Eligibility Forms;
o Assistance Needed Securing Medical Documentation;
o Assistance Needed Securing Non-Medical Verification;
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o Calling when a Notice is Issued; Home Visit Required for Eligibility Reviews;
o Waiving the In-Office Interview Requirement;
o American Sign Language;
o Other.
- ADA Accommodation 2:
o See ADA Accommodation 1.
- ADA Accommodation 3:
o See ADA Accommodation 1.
Eligibility
- Jobs First Clock:
o Tracks CT issued benefits for 21 months plus extensions.
o Does not count exempt months.
o Based on number of whole months EDG/AU is Active (no partials included).
o Tracks all our Active, Mandatory JFES participants – TANF or State Funded (Single HOH or 2 parent families).
o Used only for JFES program.
- State 60 Month Clock:
o Total Months towards 60 month limit of TANF funded assistance + Months of CT-State funded assistance.
o Includes increments for partial months.
o Does not count exempt months.
▪ Will count for regular TANF Funded JFES, but will also count for state funded (Single HOH or 2 parent families).
- Individual EDG Status:
o A derived value of the former EMS Client Status that does not exist in ImpaCT
▪ This value combines Participation Status (Eligible/Ineligible) and EDG Status to determine who is individually Pending, Approved, Denied, or Closed on the EDG.
- Individual EDG Status Date:
o The date the client’s Individual EDG Status was established or last changed/updated.
- Ineligibility Reason 1:
o Records that are closed or denied may retain up to 3 failure reasons that explains why the individual is no longer collecting the TFA benefit. The full lists of these reasons are available in the Appendix.
- Ineligibility Reason 2:
o See Ineligibility Reason 1.
- Ineligibility Reason 3:
o See Ineligibility Reason 1.
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- Individual EDG Begin Date:
o The date the client began receiving TFA benefits at the individual level.
o Households with 2 adults or more may have different dates here compared to EDG Dates.
- Individual EDG End Date:
o The date the client stopped receiving TFA benefits.
o Households with 2 adults or may have different dates here compared to EDG Dates.
- Time Limit Status:
o This will indicate if the EDG is Exempt from participation or is Time Limited.
o If there is one mandatory individual on the EDG, the EDG will be Time Limited.
- Time Limit Status Start Date:
o The date the Time Limited Status was recorded in ImpaCT.
- EDG Status:
o The status of the Eligibility Determination Group (EDG).
- EDG Status Date:
o The date the DSS worker changed the status of the EDG.
- EDG Begin Date:
o The date eligibility began for the EDG.
- EDG End Date:
o This is the paid-through date for the EDG.
- Coverage Group Size:
o The size of the group covered under the EDG.
- TFA Work Participation Status:
o The TFA Work Participation Status shows who is Mandatory, Exempt or an Exempt Volunteer. This value becomes null/empty when the individual stops receiving TFA.
- TFA Work Participation Date:
o The date the TFA Work Participation Status was set in ImpaCT.
- TFA Work Participation Exemption Reason:
o The reason why the individual is labeled as exempt from TFA Work Participation requirements.
o Households with 2 adults or more could have a Time Limited EDG where the HOH is exempt while caring for a child under 1 year old, and the other adult is Mandatory for JFES.
- Program:
o The DSS program code is the general benefit classification from which an individual receives benefits (i.e. SNAP, Cash and Medical Assistance). For JFES, the acronym TF (short for TFA Cash) will appear here.
- Program Type:
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o This reflects the DSS Program Type: P- Pregnant; U – Two Parent; R – Regular TFA.
- Participation Status:
o The Participation Status shows if the participant is eligible to receive TFA under the EDG.
o This is their status participating within the EDG. The following values may display here: Eligible Adult, Ineligible Adult, Deemed Adult.
o Commonly but not always:
▪ Active or Pending JFES clients will be Eligible Adults.
▪ Closed or Denied JFES client will be Ineligible Adults.
o A Deemed Adult is an adult who is mandatory for JFES work requirements but is not currently collecting any portion of the TFA award due to varied penalties.
▪ Examples of penalties include Parole/Probation Violator/Non-cooperation with Social Security Number/Fugitive Felon, etc.
▪ These penalties will not display on the DSS Information Page but may be visible in ImpaCT.
- Head of Household Relationship:
o If the client is the Head of Household, this will display Self.
o Otherwise, this field will display how the client is related to the Head of Household.
- EDG Number:
o The Eligibility Determination Group number where the file’s TFA data and household/group information can be found in ImpaCT.
Extension
- TFA Extension:
o The status of an extension beyond the 21-month JFES limit and/or the State 60-month limit.
- Extension Number:
o Indicates which of the 3 extensions the individual is on.
- Extension Reason:
o The reason the extension was approved or denied. Can include the following options:
o 2M - 2 or More Barriers
o DH - Working less than 35hrs and caring for disabled household member
o DV - Domestic Violence that interferes with Employment Services Participation
o MO - Working less than 35hrs with medical impairment
o GF - Failed to Make Good Faith Effort
o IP - Failed to complete IPC
o 2B - Less than 2 Barriers and does not meet other criteria for 3 or more extensions
- Extension Approval Date:
o The date DSS approved the extension application.
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- Extension Barrier Type:
o The barrier that qualified the individual for the extension. Can include barriers such as the following:
o TR - Lack of Transportation
o DF - DCF plan that interferes with Employment Services Participation
o DV - Domestic Violence that interferes with Employment Services Participation
o SH - Serious Health Problems
o LD - Learning Disabilities (One or More)
o CO - Court Order that interferes with involvements in Employment Services Participation
o OT - Other Barrier
o CH - Child with Severe Physical or Behavioral Problems
o CC - Lack of Child Care
o LL - Low Literacy
o SA - Substance Abuse or Addiction
- Extension Barrier Type 2:
o The secondary barrier that qualified the individual for the extension, if applicable.
o See Extension Barrier Type 1.
- TFA Fund Type:
o Indicates the funding source for the DSS program, which can be one of the following:
▪ T - Federal/Commingled TANF
▪ U - Two-Parent Cases
▪ H – Eligibility Determination Groups (formerly AUs) Exceeding the 20% Hardship Cap
▪ E - Certain Exempt Families
▪ S - Non-Hardship Families Above the 60 Month Federal Limit
▪ P - Non-Citizen Families Subject to 5 Year Bar
Sanction
- Sanction Count:
o All sanction/penalty related information sent to JFES will be for Employment and Training penalties.
- Penalty Begin Date:
o The start date of the most recent penalty.
- Penalty End Date:
o The end date of the most recent penalty.
- Penalty Type:
o This will always display “ET” or “Employment and Training” by default when penalty information is sent through the interface.
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Employment
- Employer Name #1:
o For up to 3 instances of Employment, DSS will send current or most recent employment in the Employer #1 section first.
o If there are less than 3 instances of Employment, DSS will not populate data in the remaining employment fields.
- Employment Begin Date #1:
o Note: In ImpaCT, Employment Begin Date is not a required field, so this could be blank, even for current employment.
- Employment End Date #1:
o Note: In ImpaCT, Employment End Date is a required field. If this field is blank for an instance of employment, then that blank End Date should confirm that the job is current and ongoing.
- Hourly Wage #1:
o Wages per hour captured in ImpaCT.
- Employer Name #2:
o See Employer #1 information.
- Employment Begin Date #2:
- Employment End Date #2:
- Hourly Wage #2:
- Employer Name #3:
o See Employer #1 information.
- Employment Begin Date #3:
- Employment End Date #3:
- Hourly Wage #3:
- Hours Worked:
o Hours worked will be the calculated monthly averages across employment where the client reported earnings to DSS.
o Once this monthly total reaches 250 hours, the field will stop adding additional hours.
- Gross Earned Income:
o Each employment instance that has earnings reported to DSS will be combined in this field to reflect total earnings for the month.
o In ImpaCT, users can reference the Earned Income Budget sheets.
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- Total Earned Income:
o This field will display the total of all Earned Income, in addition to employment earnings. (These fields will typically display the same figure unless the client is also collecting taxable non-employment-related earnings such as a disability benefit.
o Note: Child Support, Alimony, Unemployment Benefits, Social Security, etc. are not earned income. If you need to review this information, you must request it from the client and/or review data from the Unearned Income section of Data Collection in ImpaCT.
- Termination Reason:
o This field will display the most recent termination reason. If there are multiple terminated jobs populated on the file then the latest terminated job reason code will be populated.
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Service Needs Assessment
The Service Needs Assessment (or SNA) is very similar to the SNA that existed in CTWBS aside from a few key factors:
• The SNA in CTHires is a multi-page Wizard.
• Ability to create the SNA is based on a privilege setting in the CTHires Admin site. o Only DSS will be able to physically create an SNA.
Toggle the + sign to expand the Service Needs
Assessment section in the JFES submenus. If No SNA
exists against the record, you will see a link to Create
Service Needs Assessment.
Only privileged users will be able to Create an SNA.
When an SNA exists against a client’s record, a summary table like the one above will display. In order to View the
information collected by DSS, JFES users can click VIEW in the Action column.
The summary table displays multiple columns:
SNA #
• The is a unique record number assigned to the particular SNA record. This is generated automatially by CTHires.
DSS Office
• This displays the Office Assigned to the Creating staff. In the example above, it says New Britain American Job Center because this SNA was created for example purposes only.
• Under regular production, this will say DSS Mancheser or DSS Norwich, as needed.
Create Date
• The date the SNA was created.
Created By
• The staff user that created the SNA.
Last Edit Date
• The date the SNA was last edited.
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• Note: DSS can edit an existing SNA for up to one year. One a year has elapsed from the Create Date, the DSS user will be instructed that they must create a new SNA form if the client needs to be re-referred to JFES.
Edited By
• The staff user that last edited the SNA.
Action
• A standard column on CTHires Summary Tables with actions users can take depending on privielge setting: o Edit – To Edit the SNA. o View – To View the SNA. o Print Confirmation - To Print an Event Confirmation Page after DSS uses the SNA to enroll a client in a
JFES Group or One-on-One Orientation. o Delete – To Delete the SNA (in case of errrors).
SNA Wizard Page 1
When viewing the SNA (via VIEW in the Action column) you will see one page at a time.
There are 9 Wizard Pages in total, including:
1. Background Information
2. Languages
3. Education
4. Employment
5. Learning Disabilities
6. Substance Use Disorder
7. Mental/Physical Health
8. Other Information
9. Orientation
a. Orientation Schedule
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A screenshot of some view-only responses to SNA questions listed on Page 1 - Background Information are above.
SNA – View Navigation
Use the drop down menu to navigate through each page and read responses submitted by DSS.
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For example, in the above screenshot, the user jumped to Other Information in order to review responses on that page.
JFES Orientation Scheduling within the SNA
The screenshot to the left shows a View Only mode of a
One-on-One orientation request. This is the Orientation
Tab of the SNA View Mode. Specific Orientation Dates
scheduled where DSS enrolled the participant would be on
the Orientation Schedule Tab.
When a DSS Worker selects “One-on-One” for Orientation
Type, they will be asked a series of questions that mirror
the existing One-on-One request form.
What accomodation is being requested in the form to the left? Write your answer below:
Note: The biggest change for DSS staff is the inclusion of Orientation Scheduling within the SNA. The last 2 pages of the
SNA are Orientation and Orientation Schedule. The expectation is that all DSS workers will be using these pages for the
Group Orientation enrollments. The logistics on how JFES staff will create One-on-One orientations so this feature rather
than the One-on-One form are yet to be determined.
For regions with availability, they can review adding 2-3 individual one-on-one sessions to the CTHires Events calendar to
see if these are utilized by DSS. Otherwise, local plans can be developed and reviewed at a future date, but this
functionality is available within the SNA.
For reference, screens on what the DSS worker will complete when it comes to Scheduling the Orientation by using the
SNA are in the Appendix.
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When you are finished reading/reviewing the SNA, the
bottom of each page seelction will have a button labeled
Return to Programs Tab.
Clicking this button will bring the user back to the
Programs tab.
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Work Readiness Assessment
The Work Readiness Assessment (or WRA) is most similar to the Employment Plan Factors page that existed in CTWBS
where we recorded barriers at time of Intake, but there are some key differences:
• Ability to create the WRA is based on a privilege setting in the CTHires Admin site. o Only JFES Staff will be able to physically create a WRA.
• The WRA in CTHires will be used throughout a client’s time within the JFES program.
• The WRA is much more comprehensive than the Employment Plan Factors checkboxes. This allows a user to capture a checkbox against an identified factor impacting a client’s life vs. checking a box to identify the issue as a barrier to the client’s Employment.
o Note: This is based upon the training/guidance that not all concerns are barriers to Employment. o For example, if the client doesn’t have a car but has access to transportation that will not limit or
prevent them from working, then lack of an automobile is not a barrier to employment for this client.
Toggle the + sign to expand the Work Readiness
Assessment section in the JFES submenus and click
Create Work Readiness Assessment to begin.
Note: Once the WRA is created, JFES staff will update the
existing form throughout the client’s time within the
JFES Program. In other words, there will not be a need to
create two WRAs for a single person. This is also what
we call a “living document.”
Identifying Information
The first part of the WRA the user will see is what we call
the Identifying Information header. This information is
View Only and is pulled from various sections of CTHires
for reference.
Participant Name, Address, DSS Client ID, User Name,
User ID, State ID and Case Manager are all pulled from
the client’s Program Application/Intake form or
populated by the DSS Interface.
Date Created, Created by, Date last Edited, and Edited by
are all unique to the WRA. Upon first Create, these will
display the same names and dates as the creating staff.
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Below the header information, the Confidentiality Notice will be the first text the JFES user sees when creating or editing
the WRA. This red text states the following: Before JFES Staff identify barriers of a confidential nature that affect a
participant’s employment plan, activities or the attainment of the employment objective, the “Authorization to
Record and Share Confidential Information” form must be completed and signed by the participant. Confidential
barriers include: domestic violence, substance abuse, legal issues, learning disabilities, physical and mental health
conditions, DCF involvement and other information.
This text is listed on the WRA to ensure we gather the necessary forms and client signatures prior to recording any
sensitive barrier information.
The Work Readiness Assessment is a one page form.
Each Barrier Category is listed as displayed with an
option in red to add/record a barrier.
Categories to review for potential barriers include:
1. Basic Needs Evaluation
2. Educational Factors
3. Health Factors
4. Judicial System Involvement
5. Employability
WRA Exercise:
In the example above, how would you complete the Child Care Availability and Child Care Expenses sections for a client
with children older than 16 years of age?
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Possible solution to WRA Exercise:
All sections that may include potential
barriers are required. These sections
listed above are:
1. Basic Needs Evaluation
2. Educational Factors
3. Health Factors
4. Judicial System Involvement
5. Employability
Employability is the section visible on the
left. The first topic, Work History, is
required because this question may lead
to an indication of a Limited Work History
barrier.
Note about Required Questions:
Follow up questions below, for Resume,
Interviewing, Job Searching and
Workplace topics, are not required. This
is because this screen was built with
flexibility in mind. Some locations may
want the Case Manager to review all
questions with the participant, but other
areas may want to leave the remaining
Resume or Interview questions up to a
Job Developer. This will allow the Case
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Manager to save the WRA, and the Job
Developer to finish the remaining topics.
Error Messages
If a user ever attempts to Save and misses
a required field, the WRA will refresh and
bring the user to the top of the page and
display what is currently preventing a
successful save.
The error on the left shows that the user
did not complete the Work History topic
under Employability.
WRA – Link to Assessments
Near the end of the form are links to the Assessments.
This provides a quick link to data housed within the
Assessment Tab.
When you click Add/View Basic Skills Assessments you will be able to review any Basic Skills Assessments saved onto
the client’s record. In the example above, the client took a CASAS Reading Appraisal on 12/05/2017.
For reference, the standard Assessments path is available under the Case Management Profile
folder (under Staff Profiles).
Assessments are the last option available in this folder.
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Three buttons on the bottom of the page provide navigation options to:
Add Assessment – Use this option if you want to record CASAS or other applicable assessment scores while completing
the WRA.
(If the data is not available at the time of the WRA completion, this can be skipped and added at a later time. The user
can add Assessment data from the WRA or go directly to the Assessments folder.)
Back to Work Readiness Assessment – Use this option when adding data to the WRA in order to return to the in
progress form and save your data.
Return to Assessment Folder – Note: This option will move you out of the WRA and not save any recorded data. Only
click this path when you are accessing the WRA on Edit and not making any changes.
When Returning to the WRA to Save
information, Save and Cancel are
available at the bottom of the form.
Save – will save form once finished.
Cancel – allows user to back out of form
and not save any changes.
WRA Summary Table
After a successful save, a Summary
Table is created under the Work
Readiness Assessment section of the
Program App.
The WRA Summary Table displays the following information:
Create Date: Date the WRA was initially created.
Current Barriers: If any barriers are selected (via checkboxes on the WRA with red text stating to “Add X barrier”) then
current barriers will display here.
JFES Application Status: (This will be updated to say JFES Status or potentially removed.) This JFES Status will show if a
client is missing an assigned Case Manager. (See JFES Status section earlier within the document.)
Date Last Edited: Lasted date the WRA was edited.
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Edited By: The staff user who last edited the WRA.
Action:
• Edit: To open/edit the WRA.
• Delete: To delete the WRA (based on privilege setting) in case of errors.
• Print: An option to print a WRA.
• View Barrier History: A window to view past barriers without opening the full WRA (based on privilege setting).
To continue reviewing the WRA, open the WRA by clicking Edit in the Action column.
Barriers to Employment and Barrier History
Barriers to Employment
The first time you access the WRA on Edit, you will see that any saved barriers where you checked “Add X Barrier”
checkbox now display in their own table labeled Barriers to Employment.
• Dates display with + signs to modify Date Identified while the barrier is open.
• Close Barrier displays in the Action column with a + to enter a date to close.
Toggling both + signs allow entry/modification of dates.
Press OK to save data to the database.
Barriers that display in the Barriers to Employment table are the Current Barriers that are visible on the WRA Summary
Table.
Note: Since the WRA is a living form, there may be times when you update the WRA based upon a conversation over the
phone with the client. In these cases staff may prioritize a case note over editing the WRA. Here we can edit dates
identified or closed to match when information was provided if there is ever a gap in the data entry.
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Once Closed, barriers will display in the Barrier History section of the form. (View Barrier History is a link under the
Barriers to Employment table on the WRA and via link “View Barrier History” on the WRA Summary Table.)
The same + sign functionality is available for editing dates.
The Action column provides a privilege based Delete function.
Barriers that display in the Barrier History table are the barriers visible in the pop up window when clicking “View Barrier
History” on the WRA Summary Table.
Since we use this form throughout a client’s time within JFES, the Barrier History table may be long. In order to save
space, this section is hidden from initial view and also has the option to Close Barrier History.
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The JFES Program Application
The JFES Program Application is most similar to the Intake form on CTWBS, but has some additional functionality:
• The JFES Program Application collects: o Demographic, education, and employment data with o Functionality to add a Case Manager.
• Once a JFES Program Application is in a Complete Status, staff can create a Participation record. o Once both a Participation and Program Application are complete, staff can use and create all available
forms listed under the JFES Program Application.
This is how most records will
display the first time they are
accessed. This client record was
created by the DSS interface.
The + Sign will expand
the Program
Application. When
clicked, the remaining
JFES forms will
appear in a list below
with Application link.
This pointer with a
spark is the symbol to
open the Program
Application Wizard
and begin Edits.
This icon gives the
option to Print the
Application. This may
not be widely used
but is a standard
feature for most
CTHires applications.
A sample print is
provided below.
This icon consolidates
all verifications a
client provided for
each Program. JFES
has no required
verifications but here
you will see SSN
verification from
Wagner Peyser or
WIOA, Veteran
Status, and other
applicable items.
This link will open a
View Only mode of
the application when
clicked.
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This is an example of how the
JFES Program Application
prints. Since the application is
currently Partial, not all data is
available.
When the Application is in a
Complete status, more
information will be populated
on this print form.
Editing the Program Application
In order to move the Program
Application from a Partial (or
Incomplete) status to
Complete, click the Editing
button, identified by a Pointer
with a spark.
When you click the Edit icon,
the JFES Program Application
will open to Wizard page 1. On
the top of the page there is a
list of sections requiring an
update.
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The first step, Intro, loads in
yellow with an exclamation
point. This is a visual cue
showing that requirements
must be completed before the
user can move to the next
page.
On the right side of the
progress bar you will see 1/6,
meaning you are on page 1 of
6. As more pages get complete,
this figure will advance and the
circle/pie icon will continue to
load in green.
In order to save space, some of
the steps on remaining Wizard
pages are hidden from View. If
you want to see all steps, click
Show All Steps.
When you click Show All Steps,
you will see the remaining
Wizard pages within the JFES
Program Application.
Now, the option to Hide All
Steps displays if you want to
revert back to the default view.
This type of functionality, to
show or hide wizard steps, is
common across all CTHires
wizard pages.
The top of Wizard page 1,
below the progress bar, also
shows features common across
many Wizard pages.
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The client’s name appears on
the top of the Wizard with
three prompts below.
The Individual Detail provides
information about the participant
applicable across CTHires. This section
will appear in multiple sections of
CTHires for a quick reference.
Case Notes will lead you to a shared
location to enter a Case Note. Case
Notes entered here will also display
on the general shared Case Notes
section, under the folder Staff Profiles
> General Profile > Case Notes.
Comments are a text area where
comments can be stored against the
Wizard pages. These comments will
only be visible in the stored
Comments location and will not
import elsewhere on CTHires.
Individual Detail
The Individual Detail displays:
Username: The username assigned in CTHires
Email: The email address provided on the JFES Program Application
User ID: The unique ID number assigned in CTHires.
Phone: The phone number provided on the JFES Program Application or within the individual’s background information.
SSN: The Social Security Number – which may be hidden based on staff user Privilege setting.
Scan Card ID: Not applicable to CT.
Pseudo SSN?: A flag to note if the SSN provided is pseudo.
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User Create Date: The date the user record was created. For JFES clients, this date will most commonly reflect the date
the DSS Interface created the record. Otherwise it may reflect the date the job seeker created their own CTHires account
for job searches.
State ID: A unique ID number assigned in CTHires, unique to Connecticut.
Assisting Staff: This field will populate with the staff credentials to which you are logged in.
Current Address: The address that displays in the Residential portion of the background information and/or the JFES
Program Application.
Mailing Address: The address that displays in the Mailing portion of the background information and/or the JFES
Program Application.
DSS Client ID: The unique identifier generated by Department of Social Services for JFES clients.
Case Notes
When clicking the Case Notes button on the Program Application for the first time, you may see no case notes at first. As
a client progresses through the JFES program, as case notes get saved, more records will be accessible here.
To add a new case note, click Add a new Case
Note link.
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The Add a New Case Note link will open a pop
up window, mirroring the “Add a Case Note”
option listed under the shared Case Notes
section in the folder Staff Profiles > General
Profile > Case Notes.
Reviewing each section:
Case Note Templates are an option that will
prefill required fields in order to quickly
generate a case note. The JFES Program may
be utilizing this function to draft quick notes
such as “No show to Orientation” or “Client
noncompliance – referral to DSS” when issuing
a sanction referral.
More information on templates will be
available at a later time.
Case Note Summary provides some quick
client reference information such as username
and first/last name.
Case Note Details gives you a checkbox where
you can suppress a case note. This will hide
the case note from some users based on
privilege settings and hide the case note from
the main display of all Case Notes.
Contact Date allows the case note author to
record the date the client contacted them.
This will be a helpful reference when
determining when you last spoke to the client
when doing monthly outreach.
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Additional fields on creating a case note
include selections of:
• LWIA/Region: o Select your workforce region
• Office Location: o Select your office location
• Program: o Select Jobs First Employment
Services Program for the JFES program
• Partner Program (if applicable): o (Not applicable for JFES)
• Subject: o Title for the case note should
be something specific such as “Case Management Appointment”; “Employment Plan Update”; or “STS Orientation Attendance”
• Contact Type (optional): o You can choose from multiple
options including face-to-face, telephone, mail, email, etc.
• Case Note Description: o Here you will enter your case
note.
Note: Guidance will be out at a later time, but in CTHires we will be creating individual notes for each client interaction
and update. This is in contrast to the long running narrative that was recorded within one case note in CTWBS private
case notes. Since individual notes are being recorded, there will no longer be a need to use asterisks, the visual aid to
separate one note from the next in CTWBS.
CTWBS Note Example: *** 12/28/17 Cl attended STS this date. (ETew, Case Manager, Agency/Region)****
CTHires Note Example: Cl attended STS this date.
• (Author name, create date, contact date, are all recorded in CTHires, leading to a more concise note.)
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The remaining sections of Add a Case Note include:
Message Options: When a client has an email recorded in
CTHires, the staff user can email the client a copy of the
case note created.
This functionality may not be necessary or appropriate for
all JFES case notes, but if the note is serving as an
Appointment scheduling confirmation, emailing this to the
client could be helpful.
Case Note Attachments: If there is any applicable
documentation you wish to upload along with the case
note, you can do so here by clicking “Add a Document” or
“Scan a Document.” This is part of a CTHires base feature
called Document Management.
Save: Allows user to save the case note.
Cancel: Allows user to back out of creating a case note and
not save any data.
Once a case note is saved, the summary table will display a Case Note record. The displaying columns in the summary
table are:
App ID: This is part of an optional drop down menu selection. When an application is not selected, it will remain at 0.
Subject: This displays the subject assigned to the case note upon creation. This subject is hyperlinked. When clicked, a
pop up window opens the case note and makes the note available for editing or viewing (based on privilege).
Contact Date: Shows the Contact Date recorded when creating the case note.
Create Date: Shows the Create Date recorded by the system when creating the case note.
Staff User: Shows the staff user that created the case note.
LWIA: Shows the LWIA selected (numeric) when creating the Case Note.
Office: Shows the Office selected (numeric) when creating the Case Note.
Program: Shows the Program selected when creating the Case Note.
Action: Displays 2 icons. One is a pencil for “Edit” and one is an envelope for “Send User Message”
• Note: Send user message will navigate you away from CTHires and into the Message Center in order to contact the client.
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Comments
Comments are a new location that shows comments or notes stored against the wizard or form you are accessing. These
comments do not move into the shared Case Notes section. They will remain, in this example, only against the client’s
Program Application.
Some comments like the above example are noted by default. This client’s comment says “Created through DSS Web
Service” because the interface from DSS created this client record for our review.
Additional notes can be added and saved here.
Completing the Program Application
Many items on the JFES Program Application
will default from the interface or data already
stored in the background on the individual.
Staff users can verify this information with the
client as they proceed through the Wizard.
The bottom of the Wizard has standard
functions of Exit Wizard, Back and Next to
move throughout the application or Exit it
entirely.
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Wizard Page 2 – Contact – Primary Phone
Mode is the first null required field when
completing an application created by the
interface.
In other cases, you may also see Preferred
Method of Contact as a missing requirement.
This is required when the interface does not
create the client, but instead DSS creates the
client manually using what we call the JFES
Mini-Registration.
When a different address exists in the client’s
background information, the JFES staff user
can click the link “Update to Match General
Profile” to get the address stored in the
background.
When clicked and updated, the system will
notify the user that the information changed.
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Wizard Page 3 – Demographic – U.S.
Citizenship Status, Language and Language
Assistance questions require response when
an application is created by the DSS interface.
You may also see Gender, Race, Language,
and Disability as missing requirements when
DSS creates the client manually using the JFES
Mini-Registration.
Wizard Page 4 – Education –requires response
to the question “Are you currently enrolled in
school?” when completing an application
created by the DSS Interface. Both fields may
be null if the application was created by the
Mini-Registration.
Note: Additional data entry is required if the
client achieved a H.S. Diploma/GED or higher.
Wizard Page 5 – Employment –requires
response when completing an application
created by the Mini-Registration or DSS
Interface.
Note: Additional data entry is required if “Yes”
is the selected answer.
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Note: When you select “Yes” to “Have you ever worked?” you will be required to add an employment record to the
individual’s Employment History.
To add the Employment Record, click “Add Employment History” in the Individual Employment History table.
The screenshot to the left shows all the
required data entry to add an
employment record. Users must add:
Employer Name:
• Predictive text may appear to assist the user in selecting the employer
City
State/Province
Country
Job Title:
• Free text entry
Occupation title:
• Title and code will populate after clicking “Search for an Occupation.” This link will navigate you onto an O*Net occupation search in a new pop up window. Once your occupation is selected you will return to the in progress Add Employment window.
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Date you began work:
Reason for Separation (unless
Currently Employed is checked):
Last Day Worked (unless Currently
Employed is checked):
Job Duties:
• Some occupations may have general text you can insert here to meet requirements. Search for this using the “Insert Occupational Description” link.
• Note: Inserting general text from the Occupational Description will help staff meet page requirements, but keep in mind that some of this data will get onto the client’s resume which may be visible to employers. This generic text will not assist the client in marketing themselves to potential employers and should be updated/modified when they post this resume publicly.
Save: to save the record and return to
the Program Application
Cancel: to back out of Adding a Record
and return to the Program Application
Wizard Page 6 – Eligibility Summary –
Provides a location where a Case Manager can
be assigned.
- Assign Case Manager: Function for Supervisors to assign Case Managers to a client
- Assign Me: Function for Case Managers to take a case on themselves
- Remove Assignment: Function to release client from Case Management
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On the last page, Finish and Back are available for navigation in addition to the Exit Wizard link.
On the right side, Print is also available. Print will open a pop up window requesting you to select the JFES Application
you wish to print. (Unlike other CTHires Programs, JFES will continually update the same Application so there will only be
one option for JFES clients here.) This print will open the same Print Preview window visible when clicking the Print icon
next to the JFES Program Application on the Programs Tab.
Delete is a function based on staff user privilege and will not be available to many users.
After clicking Finish, a prompt should display
to take user back to the Programs Tab via the
Return to Programs Tab button or proceed to
the Participation section.
Under normal client flow, the next logical step
while the client is with you is to add
Participation.
Note: If you click Return Programs Tab, the
Application link will now reflect a Complete
status.
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Creating a Participation
If you did not enter into the Participation screen after
Completing the JFES Program Application, you can create the
Participation by expanding the JFES Program Application with
the + Sign and open the Participation section in the JFES
submenus. This section will display a Create Participation link.
A General Information header displays on the top of the
Participation screen.
(Create and Edit Dates and Staff fields will populate once the
Participation is saved.)
Below the General Information header is the Participation
Date entry field.
This one page form requires a Date. You will notice date fields
in CTHires commonly have a “Date Picker” which is a calendar
display functionality where a user can move through months
and years and choose a date with the calendar.
Otherwise, staff can type directly into the date field but it
must be in MM/DD/YYYY format. If the format is incorrect,
the system will alert you that the date cannot be saved. That
means we must always enter 2 digits for months. For
example, January is 01, February is 02, etc.
On clicking Next, the user is navigated to the Activity Wizard.
Note: This Participation Date will proceed into becoming the
first Actual Begin Date of the client’s first activity. This date
can be backdated, but cannot precede the Application Date.
This date cannot be a future date, so complete this data entry
when the client starts their first activity.
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Entering First JFES Activity
After clicking Next, you will enter the JFES Activity Wizard. For entry of JFES Activities, we will be entering data mainly
within the following tabs:
• General Information
• Schedule (when required) • Closure Information (in order to complete Save)
Activity – Page 1 - General Information
General Information section
The first required field you must complete in order to add
an activity is the Office Location. Based on user settings,
this may default to your office. (Agency Code can be left
blank.)
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The Enrollment Information section is where we will select
our activity and enter applicable dates.
The Enrollment Information section displays the following fields:
Counts Toward Reporting: This prompt and checkbox do not apply to JFES and are left from a previous TANF program.
They have no functionality for JFES as we set which activities are countable in Admin. JFES Staff can leave this blank.
Weekly Assigned Hours: This is another field that is left from a previous state’s TANF program. This field has no
functionality for JFES as we default everyone to 35 hours on their Employment Plan. JFES Staff can leave this blank.
Activity Code: Staff do not type directly into the box. To populate the field with an activity, you can click the [Select
Activity Code] link.
When you click the [Select Activity Code] link,
a pop up window will display all the available
JFES activities.
You can scroll through this window. Clicking on
an activity name such as Job Search & Job
Readiness will close the window and populate
the activity name and code into the Activity
Wizard.
If you chose the wrong activity, you can click
the [Select Activity Code] link again to change
selections.
If you clicked the link by mistake, you can exit
from activity selection by clicking the Close
Window button on the bottom of the pop up
window.
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Once the activity is populated in the Activity
Code field, the remaining requirement in this
section is entry of the Projected End Date.
With the Actual Begin Date already entered,
there is no requirement to enter a Projected
Begin Date.
Why is the Actual Begin Date set to 12/28/2017 in this example? Write your answer below:
The last section on page 1 of the Activity
Wizard is Staff Information. No additional data
entry is required on this page.
Similar to other Wizards, Comments added to
this section would only remain against this
Activity Wizard. Case Notes added from this
page would display on this page in a Summary
table, but also import into the shared location
for Case Notes in the folder Staff Profiles >
General Profile > Case Notes.
Next and Exit Wizard navigation button/links
are also available. Proceed by clicking Next.
“Activity to appear on IEP” defaults to Yes.
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• If staff create an activity that they do not want to appear on the client’s printed Employment Plan, this option should be changed to No.
Comments:
• The Comments box on Wizard Page 1 of the Activity Wizard may contain converted data if you are working with a converted client. This comment box will display CTWBS data including the original CTWBS activity name.
Activity – Page 2 - Schedule
The header shows we progressed
to the Schedule tab.
The selected activity is Job Search
& Job Readiness. This activity, like
many for JFES, requires a schedule.
In order to save a schedule, there is
a minimum of one half hour
required against a single day during
the week.
There are multiple paths to enter
hours into the Start/End times. The
system will also verify that
Start/End times do not overlap
against Scheduled and
Supplemental hours if
Supplemental hours are used.
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Ways to enter hours into the Schedule:
Time Picker:
• The clock icon that displays next to the time entry box will open a Time Picker.
• The time picker displays values from 12:00AM to 11:30PM.
Typing into the cell directly:
• For AM hours, users can type: o 9:00 AM or o 9 o If 9, system will format to HH:MM format, turning 9 into 9:00 AM.
• For PM hours, users can type: o 2:00 PM or o 14 o If 14, system reads military time and will format to HH:MM, turning 14 into 2:00 PM.
Note: As the schedule is entered, the system will automatically calculate the Total Hours. This total will be visible later
on the Attendance Tracker.
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When the schedule is fully entered, click Next to save schedule.
The system will proceed to the next
page, Service Provider, but this page is
not currently used by JFES. In order to
finalize and save the Activity, JFES staff
can jump to the tab labeled “Closure
Information.”
No data entry is required on the Closure Information besides clicking the Finish button.
This page will be revisited at a future date when staff need to Close the activity. When ready to close, staff will enter the
following:
Last Activity Date: The date the activity ended.
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Completion Code: To identify if the activity closed successfully. Some options were added to CTHires for JFES needs. The
full list of Completion Codes available are:
• Successful Completion
• Unsuccessful Completion
• Dropped out of activity
• Unknown status
• Recommended for Sanction - TANF Only o This can be used to close the activity on a noncompliant client if deemed appropriate.
• The below Completion Codes are available in CTHires but will likely not be used by JFES except in rare circumstances:
o Death o Family Care Issue o Health Issues o Institutionalized o Intercontract Transfer o Moved Out of State o Case Closure Recommended- Diversion Only
This last wizard page has another Case Note display where you can add or review case notes entered on this page. These
Case Notes will also display in the shared location in the folder Staff Profiles > General Profile > Case Notes.
On the bottom of the Wizard page are standard navigational buttons for the CTHires wizard along with Finish and Delete
(allowable based on privilege).
Finish must be clicked to Save the activity and Participation.
After clicking Finish, the page will
refresh and the user will return to the
Programs Tab automatically. Here
you will see the JFES Program
Application in its Complete Status.
Click the + sign to review remaining
accessible JFES forms.
With the Participation complete, the
JFES Program Application display will
now show Open/Total Activities: 1/1
– which reflects the activity added
while creating the Participation.
Additionally, the JFES Program
Application display will show the
Participation Date added.
Note: JFES staff will only enter this
date once. If a client closes and
returns to JFES, we can create new
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activities, but will not need to enter a
Participation Date again.
Expand the Participation Section in
the JFES submenus to verify the
Participation record was successfully
created.
With the Program Application being
Complete and the Participation
entered, you can proceed to create
any additional forms.
Note: With the Participation
complete, you are also able to see
the Activity entered by expanding the
Activities/Enrollments/Services
section.
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Activities/Enrollments/Services If you need to create additional activities after the Participation Activity, you can do so in the section titled Activities/
Enrollments/Services. This section is under the JFES Program Application.
The Activities for the JFES Program will take in some new considerations in comparison to past Activity practices from
CTWBS. These changes include the following:
• CTHires has a reduced number of activities available for Selection. o For example, CTWBS had 3 or 4 “Job Search” activities ranging from Group Job Search, Individual
Structured Job Search, and Job Readiness. o In CTHires, one activity exists, called “Job Search & Job Readiness.” o This will create a change in how activities will be created as we will only open one activity per activity.
▪ In CTWBS, we may have opened 2 or 3 different activities to track which “types” of Job Search were required.
▪ In CTHires, the Employment Plan has a feature called Objectives that will handle some of these supplemental requirements.
o To transition into the new activity outlook, we are considering the Activity as the means to display an activity on the Employment Plan and get an Activity populating the Attendance Tracker.
• More fields are required in CTHires as compared to CTWBS, so previous guidance about not entering End Dates will have to be re-evaluated and changed.
o CTHires will require users close out all Open Activities and enter acceptable End Dates in order to move the client into a Closure phase (and off an Active Caseload).
• We will revisit the pros and cons of this at a future date once all users get familiar with the activity functionality, but our goal is that this reduced number of activities will have the following benefits:
o Reduced data entry for staff with clearer guidelines for new comers o Increased accuracy in reporting to DSS on countable activities o Increased accuracy on internal activity reports with new date/status requirements.
Another activity can be created
by clicking the Create Activity /
Enrollment / Service link in the
Activities section of the JFES
submenus.
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After clicking the Create
Activity / Enrollment / Service
link in the JFES submenus, the
system will navigate the user to
the Activity Wizard page 1.
Staff users can follow the steps
in Participation to add an
additional activity.
After activities are saved, they populate the Activities/Enrollments/Services section in a Summary Table. The activity
summary table displays the following information:
Status:
• This status is color coded:
• Green O for Open
• Yellow C for Closed
• Red S for System Closed
• Grey V for Voided
• On the bottom of the Programs Tab there is the following legend for reference:
o
Activity / Provider:
• The JFES Activity Code and Name will display here alongside Provider information if applicable. o The JFES Activity Code and Name are hyperlinked/hot linked. o When the link is clicked, the Activity will open in View Only page, which presents all JFES Activity
information entered on the selected activity onto a one-page form. o In order to Edit the activity directly, users may want to avoid this option but there are links to “Edit
Activity” on the top and bottom of the View Only page. • JFES will not typically use Provider information so this field will usually display “No Information” or potentially
have a default “GSI Provider” listed here.
WZ:
• The W icon presented in this column will open the Activity Wizard, which will be the clearest path to open the full Activity Wizard for editing purposes.
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Funding/Grant:
• JFES-TANF will be the default for JFES activities.
Projected Begin Date:
• When entered, this field will display the Projected Begin Date entered on the Activity Wizard.
Actual Begin Date:
• When entered, this field will display the Actual Begin Date entered on the Activity Wizard.
Projected End Date:
• When entered, this field will display the Projected End Date entered on the Activity Wizard.
Actual End Date:
• When entered, this field will display the Actual End Date entered on the Activity Wizard.
• While the Activity remains OPEN, there will be a link labeled “Close” o When staff users click the Close link, the system will navigate the user to the last page of the Activity
Wizard. This is the Closure Information tab where staff can enter the Last Activity Date and Completion Code.
Service Provider for Employment Activities
Enter employment-related information for paid JFES work activities. These activities include:
• 602 - Unsubsidized Employment, Private Sector • 605 - Public Sector Subsidized Employment
• 603 - Unsubsidized Employment, Public Sector • 606 - On-the-Job Training
• 604 - Private Sector Subsidized Employment
Current Practices: When creating an activity in CTHires, the user is presented with the following Wizard tabs:
Following CTHires JFES Go Live procedures, it is required to complete the following tabs:
1. General
Information
2. Schedule (when
required)
3. Closure
Information (to
Save or Close)
Since JFES does not typically use Providers, we have been bypassing these requirements and clicking the tab for Closure Information directly to jump to the Finish/Save button. This does not apply for activities 602-606.
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The Service Provider information will now populate to a single default of:
- Provider: JFES Employment
- Service, Course or Contact: JFES Work Experience
For activities 602-606
After clicking Next, the page will refresh and present additional requirements to the user. The requirements request Worksite Information be recorded.
When scrolling down, a new section labeled Worksite Information displays.
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Worksite Information Screenshot
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Worksite Information Required Fields
These new fields will provide valuable reporting information.
The new required fields are listed below. When available, record the information corresponding to where the participant
reports for employment. Only record payroll reporting or corporate information if this is not available.
- Worksite Name
o Record the employer name.
o For subsidized employment, enter the name of the worksite location.
▪ i.e. If the participant is assigned for 20 hours of subsidized employment at a local hotel, but is
employed by a workforce board contracting agency for payroll processing, record the name of the
hotel.
- Address
- City
- State
- Zip Code
- Contact Name
o If a contact for the employer is available, record the contact name here.
o If this is subsidized employment, provide the subsidized employment coordinator name if an employer
contact is not available.
o If no name is available, the Case Manager can record their name to meet requirements.
- Phone Number
o Record the available phone number for the contact recorded in Contact Name.
o If a Phone Number is not available, the Case Manager’s phone number can be recorded to meet
requirements.
- E-mail Address
o This is an optional field to record a Contact e-mail address.
- Hourly Wage
o Record the reported hourly wage.
- Weekly Hours
o Provide the weekly hours for the employment activity.
o For unsubsidized/varied employment hours, follow similar averaging practices per policy by using 4 weeks of
paystubs or verified employer documentation.
When information is recorded, click Next. After clicking Next, the user will land on the Closure Information tab to
Finish/Save without a need to jump over the tabs as former practice required.
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Activities – View Mode
When clicking on the Activity
Name directly in the Activity
Summary table
(Activity/Provider column), a
View Mode will display.
The [EDIT ACTIVITY] link is
available at the top of the page
to open the Wizard.
Previous edits are stored in the
Activity History Table, which
has a link to the top right
labeled View Activity History.
Staff Information, Schedule and
all Wizard tabs are available for
Review.
Note: This View-mode may
provide the most convenience
for partners such as Care4Kids
workers who will need to verify
the hours of care against a JFES
activity.
Scrolling to the bottom of the
page in View-only mode, the
user has 3 options:
Edit Activity: Will open the Activity Wizard for Edits, similar to the top of the page link to [EDIT ACTIVITY]
Return: Will bring the user back to the Programs Tab
Print: Opens a pop up window showing a print version of the selected activity.
• Note: This Print View is the default provided by CTHires. This does not print the schedule. JFES Staff will print the Employment Plan if staff need to print the Activity Schedule.
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Activities – Close Activity
The image to the left is the
Close link on the Activity
Summary Table.
Clicking the Close link on the
Activity Summary Table Link
will land user directly onto the
last page of the Activity Wizard
for the Selected Activity. This is
the Closure Information tab
where staff can enter the Last
Activity Date and Completion
Code.
To Save Activity Closure, users
will click Finish when complete.
Note: Closing an activity will
update the JFES Program
Application display of
Open/Total Activities.
Activity Closure Reason Selections
JFES staff will result all enrollments with the Closure Reasons of Successful and Unsuccessful, used as follows.
Unsuccessful:
• Participant did not complete the activity. o Example: Participant did not complete community service because they got a part-time job. o Example: Participant stopped attending training.
Successful:
• Client started, participated, and completed the activity. o Example: Participant completed training.
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Individual Employment Plan
The Individual Employment Plan for the JFES Program is available under the JFES Program Application. Some new
considerations for this Plan in comparison to past plans with CTWBS are the following:
• JFES will only use one Employment Plan at a time for clients in CTHires. o (This is similar to CTWBS where two plans could not be opened at one time.)
• Plans will be closed when the client leaves the JFES Program (due to TFA Closure/stopped volunteering/exemptions, etc.)
o Staff will be prevented from “Closing” the client and removing them from their Active Caseload if they do not first close the plan and any associated activities.
• Plans will no longer be “Archived.”
• Users already familiar with CTHires should note that we are not using the same Individual Employment Plan accessible on the Plan Tab. This IEP is housed under the JFES Program Application in an isolated location where other programs cannot modify the plan.
o Modifications and defaults were created specifically for the JFES IEP.
To open the employment plan,
toggle the + symbol beneath
the Employment Plan section in
the JFES submenus and click
the Create Employment Plan
link.
Wizard Page 1 - Plan
The JFES Program added the
following modifications to the
IEP, showing Job Title and
Target Wage. We also display a
link to the FPL Chart which will
be updated each year for Case
Management Reference.
Both Job Title and Target Wage
are free form text fields, but
the Target Wage will format
numeric text into $ 00.00
format, so Wages should be
entered as an Hourly Wage.
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The bottom of Wizard Page 1 –
JFES IEP shows the Plan
Information section.
The Plan Information Section will capture the:
Plan Start Date
• Staff will enter the date the Plan was started with the client.
LWDB/Region:
• Staff will select their region or this will default.
Plan started in office location:
• Staff will enter the office they started the plan in with the client.
Plan Review Date:
• Staff will enter the date they plan to review or update the plan with the client.
Plan Closed on:
• Staff will leave this field blank until closure.
• Leaving this field blank will keep the plan Open and able to be modified throughout the client’s time in the JFES Program.
When Printing Plan do you want to print services?
• This checkbox corresponds to the Printed IEP. The Printed Plan can display all Open services and corresponding schedules.
The Exit/Back/Next options
appear at the bottom. Please
note that this functionality
exists for all Wizards.
Print is available here.
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When Print is clicked, the staff
user must confirm that they
want to Print the Individual
Employment Plan. (Otherwise
users can click Close to return
to the IEP.)
Note: At this point, no Goals or Objectives are added to the IEP, so the Plan does not have enough data to Print. Printing
the plan will be revisited when the Employment Plan is finished. A link to Print is available in the IEP Summary Table on
the Programs Tab.
Users can use the navigation link to click Next and proceed to Wizard page 2.
JFES IEP - Goals
Individual Detail, Case Notes,
and Comments are available.
Added Goals will display on
Wizard Page 2 in a Goal table.
To add a goal, staff must click
the link to Add New Goal.
Wizard Page 2 - Add New Goal
link
JFES Staff will only add one
Goal and defaults will populate:
- Program Affiliation: JFES
- Goal Type: Employment
- Duration: Short Term
- Description of Goal: JFES TFA language: Become and remain independent of cash assistance through earnings.
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Remaining data entry fields in
order to save goal are:
Date Established:
• Staff can enter the date this goal was added.
Estimated Completion Date:
• Staff can enter the date the goal should be achieved. (Policy guidance on this will be developed but this field is most similar to the Goal Independence Date (To become and remain independent of cash assistance through earnings by) in CTWBS.)
Completion Status:
• This can be left at Open throughout the time working with the client.
Goal Details (Comments):
• Comments can appear if added here. Otherwise this is optional.
When switching the Goal Completion Status to Closed, staff will have to enter a Reason Closed.
The Reason Closed will either be Successful or Unsuccessful. (Policy/guidance on this will be developed at a later time
but JFES Goals will likely be closed as Successful unless we know the client closed TFA due to noncompliance. This may
be arduous to track/verify.)
When done editing the Goal,
click Save.
To back out of saving Goal in
case of errors, click Cancel.
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After clicking Save, the page
returns to IEP Wizard page 2-
Goals. The recently added goal
now appears in the Summary
Table.
The Goals Summary Table displays:
#
• This is the number associated to the Goal, generated by CTHires.
Goal Description
• This will only show the JFES default goal when using the JFES IEP. o Note: For this reason, there is no need to create a secondary goal for JFES. This will be the only Goal that
populates.
Goal Type
• This will only show the JFES default goal type of Employment.
Date Established
• This will show the Date Established from entry on the Goal page.
Estimated Completion Date
• This will show the Estimated Completion Date from entry on the Goal page.
Program
• This will default to JFES.
Staff
• This will display the staff name that created the Goal.
Status
• This will display the Open or Closed Status of the Goal.
Action
• This displays to action links: o Edit - can be clicked in order to update Goal dates or closure information. o Delete - a privileged based function in order to delete a Goal.
Users can use the navigation link to click Next and proceed to Wizard page 3.
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JFES IEP - Objectives
Wizard Page 3 – Objectives
This page is similar to Page 2
visually but page 3 is where
users will record Objectives.
Objectives will complement the
Goal. Users have 2 options:
• Add New Objective • Select pre-defined
objectives
Add New Objective
When adding a new objective
(after clicking Add New
Objective) the user is brought
to the Objective page.
Here the user must select the
JFES Goal, Region, Office, and
Program Affiliation.
The Objective prompt provides
a free entry text box where the
Case Manager can enter
specific details or customized
information explaining what
they want the client to
complete.
Date Established can mirror the
date the Objective was created.
Review Date should reflect the
time Case Managers want to
review this goal with the client.
This may typically fall in line
with the next Client and Case
Manager appointment or the
next Plan Update appointment.
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The Objective section has an
Objective Details (Comments)
section where the staff user can
enter additional details.
When complete, click Save to
retain data.
Cancel will not save changes.
When Saved, the manually
created Objective now displays
on the Objective Summary
table.
Click link to Select pre-defined
objectives to continue.
After clicking the link Select
pre-defined objectives, the
user is navigated to this landing
page that requests similar data
to the manual Add New
Objective page.
Users must select the JFES
Goal, Region, Office Location,
and select JFES as the Program
Affiliation.
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After selecting JFES as the
Program Affiliation, the
following Pre-defined
objectives will now display.
In order to attach a pre-defined
objective to an Employment
Plan, place a check in the
checkbox next to the Objective
you wish to add.
After placing the checkbox,
enter dates within the Date
Established and Review Date
fields. (If a date is not entered
in the Review Date field, the
system will default this to 45
days into the future.)
When selecting pre-defined objectives, note the text preceding the Objective. For example:
• Case Manager- Issue a Special Benefit for bus pass expenses
• This objective can be used in place of previous Case Management activities.
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Other objectives can complement existing JFES Activities to which the participant may be assigned.
• Job Search – Provide job search logs • This objective can be used to complement an existing Job Search & Job Readiness Activity.
Having the general activity category precede the Objective text will ideally make this rather large list easier to scan.
Full list of available pre-defined objectives:
• Come to an appointment with your Case Manager
• Case Manager - Issue a Special Benefit for bus pass expenses
• Case Manager - Issue a Special Benefit for intake participation allowance
• Case Manager - Issue a Special Benefit for mileage reimbursement
• Community Service - Provide biweekly attendance verification from host site
• Job Readiness - Arrange for child care
• Job Readiness - Arrange for transportation to activity
• Job Readiness - Complete child care assistance application
• Job Readiness - Provide verification for mileage or bus pass purchases
• Job Search - Attend American Job Center workshops
• Job Search - Attend employer recruitment events
• Job Search - Attend interviews scheduled with employers and debrief with Case Manager
• Job Search - Attend Job Club meetings each week
• Job Search - Conduct employment research
• Job Search - Provide job search logs
• School/Training - Complete all homework and required coursework
• School/Training - Conduct training research
• School/Training - Enroll in school/training
• School/Training - Notify your Case Manager and Instructor if you need assistance
• School/Training - Obtain class schedules
• School/Training – Provide biweekly attendance verification from your Instructor
• School/Training - Successfully participate in all scheduled classes
• School/Training - Visit the campus/facility to understand the commute
• Sensitive Activities - Provide biweekly verification of participation in activities
• Sensitive Activities - Successfully participate in all scheduled classes
• Work - Provide pay stubs or other employer documentation to verify employment
• Work - Update Case Manager on career progress or any changes
When complete, click Save to
retain data.
Cancel will not save changes.
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After a successful save, both
Objectives – the manually
entered and the pre-defined
objective, display in the
Objective Summary Table.
Click Next to proceed to Wizard
page 4.
JFES IEP - Services
Wizard Page 4 of the JFES IEP is
the Services page. This page
will display JFES services
existing within the plan window
from the Plan Create Date until
the Closed Date.
Note: Activities created prior to
the Plan will display on the
Services page as long as the
activities are Open within the
plan window.
The Services Summary Table provides a snapshot of the following data:
App # - Program
• JFES will only use one Program Application, this will always display the same JFES Application number generated by CTHires.
Service/Activity
• Displays the JFES activity assigned.
Begin Date
• Displays the Begin Date entered against the activity. o Note: The example above shows 12/28/2017 – A. o The “A” stands for Actual Begin Date. o If only a Projected End Date was entered, this would display “P.”
End Date
• Displays the End Date entered against the activity. o Note: The example above shows 2/28/2018 – P. o The “P” stands for Projected End Date. o If an Actual End Date was entered, this would display “A.”
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Provider
• Displays the provider details saved against the activity.
• For JFES activities, this will typically be blank.
Staff
• Displays the staff name that created the activity.
When completed with all
Wizard pages, the Wizard ends
with standard options of Exit,
Back and Finish – to save data.
After clicking Finish, the user
must select that they wish to go
to the Programs Tab via the
button labeled Return to
Programs Tab.
Back on the Programs Tab, a
Summary Table is displayed in
the JFES submenu of
Employment Plan.
The IEP Summary Table displays the following:
IEP #
• Displays the number assigned to the IEP, generated by CTHires.
Start Date
• Displays the Start Date entered on IEP.
Close Date
• Displays the Close Date entered on IEP. (This will be blank for all Open Plans.)
Created By
• Displays the staff name that created the IEP.
Last Edit Date
• Displays the date the IEP was last edited.
Edited By
• Displays the staff name that last edited the IEP.
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Action
• Displays action links to: o Edit: Modify the plan. o View: View the plan in View only mode. o Print: Open the Print Preview window of the Printed IEP. o Delete: A staff user privilege to delete an existing Plan.
Printed IEP
After clicking Print on the IEP Summary Table, the Printed IEP displays. The first section is titled Participant Information and displays some identifying information pertaining to the participant.
Employment Goal and Objectives to complete in order to achieve Employment Goal, Target Wage, and Job Title populate with data entered on the Wizard. The Required Hours of participation in the JFES program will default to 35 for all participants.
Conversion note: On converted records, the Job Title field may have extra text. This is because we had to import text from the CTWBS Objective field which included “To obtain and maintain employment as a ….”
The Activities section of the Printed Plan will display the activity (or activities) currently open with their scheduled hours.
Note: This screenshot may change as we are currently removing the military time in place of AM to PM and making additional minor modifications.
Terms and Conditions section displays the standard JFES text that printed from CTWBS. This text indicates the client understands and agrees to the tasks outlined in this plan.
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There are also the same signature sign off lines on the bottom of the page. These capture signatures as needed for:
• Participant
• Guardian
• Interpreter • Case Manager
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Message Center From My Staff Dashboard, users have access to the Message Center. The Message Center is the internal messaging
system in CTHires. You can communicate with clients, other staff, or receive system generated alerts. Some of these
alerts are from CTHires forms (called Case Management alerts) and others are notifications from the interface (call DSS
Interface Alerts).
In order to access the Message Center, you must be on My Staff Dashboard.
One path is to utilize the My Messages widget to enter the Message Center.
Another path is to use the left navigation menu. Under the section My Staff Workspace, hover your mouse over My Staff Resources to access the fly out menu. The fly out menu will have an option for Messages.
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The basic layout of the Message Center is similar to that of a standard email account. Filter options allow the user to search and sort mail by date ranges. The Folders can be reviewed and sort mail into corresponding categories. The Message Center will default to display the inbox, which will show read and unread messages in a table display with navigational arrows to view older messages. Below the message display are action links and the ability to Create New Message.
Note: Shortcut Keys: Access Message Folders with Alt and/or Shift + O then arrow up or down. Access Messages with Alt and/or Shift + M.
In the Message Center you can Create a New Message and choose to send a message to Staff or Individuals in the Recipient Type field. Then you’ll have the option to search for a recipient or enter their login name or User IDs.
Once you have messaged staff, Recent Recipients will appear in your Message Center for faster selections.
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You then select your Delivery Method if you want to contact the client or staff by email or text in addition to internal message if available.
The body of your message can be crafted and formatted in the Message section.
There are multiple customizations and the ability to add your own Signature Block or the general office signature. Expanding Show Attachment Options will give you an area to upload documents to send in the message as well if needed. Send, Cancel, and Save as Draft are available options at the bottom of the message.
Case Management Alerts
When logged into the Message Center, certain internal Case Management alerts will come into your inbox. In the example to the left, there are 2 messages. One for IEP Objectives and one for IEP Goals.
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To read the message, click on the Subject.
The message above indicates “the following individuals have open plans with goals that should be reviewed and appropriate action should be taken as of 12/27/2017.” The Estimated Completion Date for the goal was 12/06/2017 so the user is overdue in reviewing this Goal.
Case Management Alerts can be managed in the My Alerts section of CTHires. On the left navigation menu. Under the section My Staff Workspace, hover your mouse over My Staff Resources to access the fly out menu. The fly out menu will have an option for My Alerts.
Previously added Alert Subscriptions will display here (shown below). If none are set up, this page will be blank. In order to manage or add Alert Subscriptions, click Modify My Alert Subscriptions. If you want to remove an alert entirely, you can click Delete in the Action column. You can always re-add the Alert if needed.
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When you click Modify My Alert Subscriptions, you are taken to an Alerts Page that shows multiple categories.
The example above is a screenshot for Generic Program Alerts. JFES Alerts will be added to this page soon but are not currently available.
The full list of JFES alerts that will be available for Case Manager or JFES Staff subscriptions include:
1. # of Days Since Last Welfare Transition Program (WTP) Activity 2. JFES Activity Projected Start Date is about to occur. 3. JFES Activity Projected End Date is about to occur. 4. Active Cases with no Case Notes - set # of days since last case note (CMs set an option to monitor active
caseload and monthly contact) 5. JFES Sanction Disposition Entered - Notification to a Case Manager when a Sanction is Completed by DSS
(Disposition Date is entered/ set to Complete Status) 6. JFES No Attendance for the prior month – Notification to a Case Manager when no attendance posted to any
activity for the previous month. This alert is issued at the end of the following month. 7. JFES IEP Plan Review Date 8. JFES IEP Plan Expiration Date (Not used by CT- N/A)
IEP Goals and IEP Objectives Alerts:
• These alerts are in a shared section labeled IEP Alerts.
Note: Alerts from the DSS Interface are not available for subscription. Due to the importance of these alerts, they will always issue to an Assigned Case Manager.
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DSS Interface Alerts
DSS Interface Alerts provide case information to the Message Center for Case Managers assisting clients on TFA. This is
similar to the former To-Do notification received by Case Managers in CTWBS that will say which clients are Active,
Closed, Exempt or Denied.
Three key changes to the DSS Interface Alerts:
1. Staff will now receive an alert distinguishing Exempt Volunteers from Exempt-Not Interested clients. a. This will provide more clarity on exemption status and will notify the case manager of a client’s
voluntary status up front. 2. Alerts will be sent each day when the client has an update or change.
a. This is due to the change in our weekly batch file from DSS. In CTWBS, this was a weekly file where To-Dos would issue over the weekend, and Case Managers would see a list of To-Dos on Monday morning.
b. Now, clients will be added to a daily file when served by DSS and updated on ImpaCT. c. Not every update will issue an alert (such as a telephone number change in ImpaCT) but the information
will be available for review on the DSS Information Page, but this will improve the timeliness in sharing information between the JFES CTHires system and DSS’s ImpaCT system.
3. Alerts issued each day will be consolidated by alert category. a. In the examples below, you will see category types such as “JFES Clients Approved as Mandatory” will
provide a list of clients who are now actively receiving TFA and are Mandatory for JFES. b. This consolidates the individual alerts received in CTWBS. In other words, instead of receiving one alert
per client, Case Managers will get no more than 5 alert messages a day, corresponding to the 5 different alert options. Housed in those alert messages are applicable clients that experienced that change in DSS status.
i. The 5 DSS Interface Alert Categories are: 1. JFES Cases Approved as Mandatory 2. JFES Cases Became Exempt not Volunteering 3. JFES Cases Closed 4. JFES Cases Closed – Denied 5. JFES Cases Became Exempt Volunteers
DSS interface alerts will also issue in the Message Center. In this example, there are 4 alert categories listed in these messages:
1. JFES Cases Approved as Mandatory
2. JFES Cases Became Exempt not Volunteering
3. JFES Cases Closed 4. JFES Cases Closed -
Denied
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The above is an Alert for a JFES Case going Closed. The table below the message is only displaying one client, but multiple clients can display here. This table displays: Case ID: This is the Application Number attached to the client’s JFES Application. (Not to be confused with any other Case Number such as in ImpaCT. This Case ID is from CTHires only.) Client ID: This is the DSS Client ID. First Name and Last Name: For reference on the client, first and last name are displayed. Action: This Action column provides a link to take the user directly to the Programs tab in order to update the JFES case.
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My Calendar
The My Calendar widget on My Staff Dashboard can provide quick access to Events and Appointments. To access Appointments, you can click the link to Enter the Appointment Center. You can also click the hyperlinked number of New Appointments. To access Events, click the hyperlinked number of Upcoming Events.
Events and Appointments are also available on the left hand menu under the Schedules section.
Events Calendar
Clicking on the Events Calendar will open the default Calendar View, showing all events scheduled by your assigned staff region. In the top section the location options can be filtered. In the Calendar View, staff can view all events. These events are color coded by Blue – which are visible to the public, and Grey – which are visible only to staff.
The bottom of the page has action buttons to: Add Events, Print Current View, and Return to My Staff Dashboard.
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Add Events
Privileged users can Add Events. When this is clicked, the Add Event page will load. Staff must select the following:
• Event Category
• Event Title Description and Class Size are optional but will assist other staff when they are reviewing the Events Calendar. Class Size will also set a limit on the number of enrollments allowed which will be important for any Orientation event.
Event Category: There are multiple event categories available in CTHires but there are 3 specific to JFES. In this drop down menu you will see:
• JFES Group Orientation
• JFES One-on-One Orientation
• JFES Job Search Workshop o This event category will be used for any JFES-only workshop that is not an Orientation. o For example, CASAS test sessions and Pathways-type Job Search workshops that are only for JFES
participants will be created under this event category. Event Title:
• This commonly includes the Title of the Workshop and the Room location within the AJC. o Since CTHires does not have the Room Locations/Booking features CTWBS did, this will be a visual for
other staff in order to not overbook a room on a particular day. o For JFES workshops where only DSS are allowed to enroll individuals, it may be best to continue a
naming convention for JFES Orientation Titles such as: ▪ JFES Group Orientation – Norwich AJC – Rm A – Do Not Refer
▪ Variations of this would need to be communicated to other staff, but most AJC program staff should know only DSS can refer into JFES Orientation classes.
Associated Offices and Event Location Selecting the associated office will prepopulate the “Copy address from” drop down menu.
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Schedule Most events such as JFES Orientations have a standard schedule. In CTHires, there is the option to create a Recurring event, which will save staff data entry time when creating events. Unique events can also be created without a recurring schedule.
Moderator/Presenter This will default by populating the staff information of who is creating the Event but this can be modified as needed. Calendar JFES events should default to “No” for Hidden Event, but the Display To should only show the event to Staff. Individuals and Employers should remain unchecked so that JFES events will remain hidden from public view.
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Attendance Tracking This feature is only available to Wagner Peyser. Registration Multiple registration options are available when creating an event that can be customized based on Event needs. When all required data entry is complete, staff can Save the event.
Result Event Rosters
When you have to result an event roster, click on the event within the Events Calendar. On the bottom of the selected event will be a link to Manage Attendees. Note: This is also a path to register users into a future event.
On the Manage Attendees page, there is a Status that defaults to Registered.
JFES will use the values of Attended, Canceled, and No Show to record attendance. Note: DSS staff will have a custom view of Orientation rosters to see who Attended or was a No Show based on JFES staff resulting rosters.
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Appointment Calendar
When accessing the Appointment Calendar, staff will land on a default calendar view of any potential appointments.
When you are currently Assisting an Individual, there is the option to toggle between your appointment calendar and theirs. This may be a convenient feature for Case Managers who want to use this feature to book appointments with their JFES clients.
The bottom of the page has options to Add Appointment or return to My Staff Dashboard.
When Adding an Appointment: Calendar to Display Appointment On: This option will allow the staff user to add an appointment directly on a client’s calendar, or add it to their own calendar and invite the client to accept. Appointment Information: Allows a subject such as “Employment Plan Update Appointment” with an optional area for more details in the Description box.
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Location Appointment Type: Staff can select In Person or Phone appointments. Workforce Region: May default based on staff and client locations. Office Location: Office where the meeting/appointment will take place. Attending checkbox: The creator should always mark that they will be attending unless they are creating appointments for their coworkers.
Attendees: Staff Attendee(s)
• This feature can be used to invite coworkers or other staff to an appointment
• Click Select Staff to search for staff Individual Attendee(s)
• This will be used in order to invite a JFES client to an appointment
• If you are currently assisting an individual (such as Maxine Smith in the example to the left) they will populate among recent selections
• Click the hyperlinked name on Recent Selections or click the link to Select Individual(s) to find other potential attendees
Employer Attendee(s)
• This feature may be used by JFES Job Development staff who work with employers
• Click Select Employer(s) to search for employers
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Notification Options Users can select alternate means of notifying the attendee(s) of a meeting outside of Internal Messages. There is also a checkbox where this appointment can automatically be placed on your local Outlook calendar. When complete, Save will record this appointment and issue invitations as appropriate.
Note: If an appointment is accepted, this appointment is logged on the Chronological Case History. Chronological Case History is available under Staff Profiles > General Profile > Summary tab. Use the drop down menu at the top to select Chronological Case History if the default Summary screen shows a different page.
You can filter the Case History to only show Appointments by deselecting the other items in the Chronological Case History Panel and clicking Filter.
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Child Care Information Child care information is a visible interface record for clients who have previously accessed or are accessing Care4Kids.
Child Care Information: The
Child Care Interface is a daily
job that is processed overnight.
The following business day staff
can access updated Child Care
Information by clicking the link
within the Child Care menu.
Display Page: The link will open
the display page which has 2
sections, Client Information and
Child Care Information.
Client Information: Display of
general identifying info and edit
history.
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Child Care Information:
Displays info related to the case
such as various dates, statuses,
and the case worker.
Print: CTHires provides an
option to print the display page
if necessary.
Sample Print: The child care
printout will appear in a popup
window and will contain all
fields within the page.
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Attendance Tracker
The Attendance Tracker is the CTHires version of the former Attendance Record in CTWBS. Some key differences
between both designs are:
• The CTHires Attendance Tracker tracks hours by Activity selection in addition to Month and Year selections. o Ex. You will post hours to November 2017 for the activity Job Search & Job Readiness.
• If two activities occur in the same month, you will need to select the other activity in order to post hours against the selected activity.
o This change is more in line with how we use verification logs per activity and may reduce the possibility of entering hours against the wrong activity.
• Hours can be posted against an entire month instead of week to week.
• You cannot post hours into the future as you could in CTWBS. This will allow users to only post hours up to the current date, which is in line with not allowing our clients to report hours for the future.
o For activities with projected hours such as Unsubsidized Employment, the entire month can be posted at the end of the calendar month. Guidance will be developed and shared on this topic.
Important Notes and Future updates to Policy/Guidance:
Verification Form Changes: Due to the layout of the days of the week, we will need to reorganize the verification logs.
The Attendance Tracker in CTHires displays as a standard calendar month, leading with Sunday instead of the previous
Monday. Until the forms are modified, Attendance Tracker staff should be aware of this change in order to clearly
identify hours against the appropriate days.
Excused Absences: Previous guidance allowed for the application of an Excused Absence by manually entering in
“Scheduled Hours” into CTWBS. CTHires will not allow this unless the user modifies the entire activity’s schedule. Staff
should be aware that this is no longer an option for a single week’s use of Excused Absences.
Auditing Entered Attendance/Entry of 0 Hours: There is no color coding on the CTHires Attendance Tracker.
Additionally, users cannot backspace hours in case of mistakes. In order to overwrite an erroneous entry, users must
enter 0:00. The VNR checkbox will also enter 0:00 and not allow modifications until VNR is unchecked.
To access the Attendance
Tracker, toggle the Attendance
section under the Program
Application to access the link
labeled Attendance Tracker.
The landing page for the
Attendance Tracker displays
the General Information
header which lists identifying
client information.
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Below the General Information
header are 3 prompts:
Year: Defaults to current year.
Month: Defaults to current
month.
Select Activity: Provides a list
of activities available within the
Month and Year selected.
The Activities display with their Activity/Provider, Actual Begin Date, and Projected and Actual End Dates. In additional,
an estimate of Scheduled Time and actual hours, labeled as Total Time, also diplay. Activities need to be set in Admin to
require Attendance Tracking and have Actual Begin Dates if they are to appear on the Attendance Tracker.
Activities that do not require Attendance Tracking, are Voided, or only have Projected Begin Dates will not appear on the
Attendance Tracker.
Staff cannot post attendance to activities that have no Actual Begin Date, are follow up services (only Program Services
can be tracked), or activities that have Projected End Dates in the past.
In the example above, three activities display.
• ESL (8/28/2019-8/28/2019) o This activity began in August 2019 and has a Projected End date on the same day. o This displays on the Attendance Tracker because it is an open activity that staff should close or update.
• ESL (3/2/2020-8/21/2020) o This activity began in March 2020 and has a Projected End date in August 2020. o This displays on the Attendance Tracker because it is an open activity that staff can update.
• Job Search and Job Readiness) (3/4/2019-5/7/2019) o This activity began in March 2019 and has a Projected End Date in May 2019. o This displays on the Attendance Tracker because it is an open activity that staff should close or update.
Note: Only 2 Program Service Activities are set up in JFES to not require Attendance Tracking. Those activites are:
• Barrier Intervention Services • Sensitive Support Service
• Follow Up Activities will not require attendance tracking. o Follow Up activities will be available after a Closure is entered on a client, which will make Program
Service activities unavailable for Selection. Follow Up Activities will be indicated for clients with a closure that seek to continue participating with us.
o Follow Up Activities are going to be available for clients considered to be “Post-TFA” JFES Clients.
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Conversion Note: (Old screenshot above to display multiple Job Search and Job Readiness activities.) As we have moved
from multiple similar activities into one activity from CTWBS to CTHires, you may see 2 or 3 separate instances of the
activity “Job Search and Job Readiness.”
This would happen if your client has an open ISJS and Group Job Search activity. It may be easiest to close one of these
activities and update the schedule in order to incoporate all Job Search hours within CTHires under one activity. Toggling
between duplicate activities will be an adjustment period until updates are made.
Once selections are made, time
entry boxes are available to
record hours.
The activity selected in this
example is: Adult Basic
Education (ABE) (10/28/17 –
5/15/18)
Calendar Heading
The top header that displays after an Activity is seleted displays the following:
Calendar Month and Year:
• For reference of the Month/Year selections, you will see the Month and Year displayed on the first line of the calendar header.
Total Combined Time:
• This is a monthly calculation across all activities with recorded hours on the Attendance Record. It will total hours entered and saved to the Attendance Tracker from the first of the month through the end of the month.
Holidays used in the last 12 months:
• This will be a running total of holidays applied within the last year.
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Excused days in the last 12 months:
• This will be a running total of excused absences applied within the last year.
Under the top header are the days of the week. Sunday through Saturday are listed up top.
Under the days of the week there is either a hyphen or “Sch: 7:00.” The hyphens on Sunday and Saturday in this
example indicate that there were no hours scheduled against this activity for Sunday or Saturday.
Below Monday through Friday appears Sch: 7:00. This means the activity is scheduled for 7 hours Monday through
Friday, and that schedule exists against those days on the Schedule tab of the Activity wizard for this activity.
The last column is the Action column which includes action links inside the calendar month.
Attendance Tracker Navigation
The bottom of the page has multiple navigation options:
Previous Month – on click, moves back one month in calendar display. This will
continue throughout the activity start/end dates.
• If you click Previous to a point that precedes the activity start date, the page will refresh and inform the user that No Records are Found.
Next Month – on click, moves forward one month in calendar display. This will
continue throughout the activity start/end dates.
• If you click Next to a point that exceeds the activity actual or projected end date, the page will refresh and inform the user that No Records are Found.
• If the user attempts to click Next and move into a future month, and error message will display that the selection of a future month is not allowed.
Save Attendance – required to save hours populated into hour entry text boxes.
• Hours must be saved into HH:MM format.
• If an hour entry is unacceptable on save (ex. Exceeds 24 hours or contains a letter
Return to Programs Tab – navigation button to leave Attendance Record and
return to Programs Tab.
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Attendance Tracker Data Entry
Inactive Days:
Some of the first things you may notice about the Attendance Record are they grey/inactive entry boxes. The boxes for
the 26th through 30th in the above image are inactive because they are for the month of November 2017. If hours or data
needs to be posted against those days, you will need to select the month of November in the month drop down menu.
Days where the Project End Date has passed and there is no Actual End Date recorded will also not accept edits.
Inactive Days:
For reference, days beyond today’s date will also be inactive, preventing the user from posting hours to a future date.
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Hour Entry Format:
The first day you can post hours against this activity is the 1st day of the month. Within the hour
entry text box, hours must be posted in HH:MM format.
Ex. 7 hours must be entered “7:00”
Typing outside of HH:MM format can cause data entry errors.
Hol/Exc/VNR checkboxes
Hol: Hol is short for Holidays. Users are able to check this checkbox on an approved holiday when
the activity has hours scheduled for that day. Applied holidays will count in the “Holidays used in
the last 12 months” counter displaying in the header section of the calendar.
Exc: Exc is short for Excused Absence. Users are able to check this option if a client has an
acceptable reason for applying an excused absence or staff seek to apply one for sample
participation reasons. This can only be checked if the client had activity hours scheduled for that
day. Excused absences applied to a client’s attendance will be tracked in the “Excused days in the
last 12 months” counter displaying in the header section of the calendar.
VNR: VNR is the acronym for Verification Not Received. When this is applied and attendance is
saved, the hour entry box will update with 0:00 hours.
When a Hol is checked and Attendance is Saved, the Scheduled hours will populate automatically
in the hour entry text box.
The Holiday counter will also increase to reflect the applied Holiday.
Note: If two activities were running in the same day and a Holiday is applied on both activities,
this will only count as 1 use of an applied Holiday. (I.e. If a client is scheduled for any activities on
12/25, then Holidays can be applied on both or all activities for 12/25 and the counter will only
increase by 1 use.
To remove a Holiday, simply uncheck the box and Save Attendance.
When a VNR check is entered and Attendance is Saved, CTHires will overwrite any existing values
within this field with 0:00.
The number of VNRs used is not tracked anywhere beyond the checkboxes, so it is up to the JFES
staff person to update these hours when verification is available.
In order to update hours when verification is received, you must uncheck the VNR checkbox and
add any hours into the hour entry box prior to Saving Attendance.
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When Exc is checked and Attendance is Saved, the Scheduled hours will populate automatically in
the hour entry text box.
The Excused Days counter will also increase to reflect the applied Excused Absence.
Note: If two activities were running in the same day and an Excused Absence is applied on both
activities, this will only count as 1 use of an applied Excused Day. (I.e. If a client is scheduled for
any activities on 12/27, then the Excused Absence can be applied on both or all activities for
12/27 and the counter will only increase by 1 use.
The Action column provides the following functions:
Attended All: Clicking this will automatically populate any scheduled days with
their scheduled hours for the corresponding week of the activity.
No Attendance: Clicking this will enter all 0:00s across the days of the selected
week of the activity.
Total: This total is a cumulative total of the week’s entered hours against the
particular activity.
The above shows how clicking Attended All will populate all Scheduled Hous across days with 7 hours scheduled from
Monday through Friday.
Note: The 35:00 updates in the Total section after clicking Save Attendance.
The above shows how clicking No Attendance will populate 0:00 hours across all days of the week.
Note: The 0:00 updates in the Total section after clicking Save Attendance.
The Total calculates across the week, after Attendance is saved.
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This means when hours are applied in a previous month that are visible (but not able to be modified) in the Selected
Month, the Total at the end of the week in the Action column will provide a Total of activity hours for that week.
Note: This may be a helpful visual when comparing totals to Total Hours entered on the verification logs handed in by
the job seeker.
Attendance Tracker Case Management Alert
When no data entry has been entered across any activity for an entire calendar month, CTHires will issue a Case Manager Alert into the Message Center notifying the staff user that Attendance is missing for a particular month. Note: This and other Case Management Alerts are not yet available in CTHires, but this would be available as another Subscription option under My Alerts.
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Sanctions
Sanctions have remained very much the same with the exception that there is no longer a Provider Referral to Case
Manager section of the sanction referral form.
Going forward in CTHires, the only sanction referrals that will be created are ones where the Case Manager is seeking to
notify DSS of a noncompliant participant. (There will be no Sanction Referrals created where the Case Manager does not
forward on to DSS because they identified Good Cause.)
Note: We do have alternate means if there is an identified need to have Providers issue notification of noncompliance to
Case Managers. This avenue is in modifying the Referral to Provider functionality that is not addressed in this manual.
Toggle the Sanctions section in
the JFES submenus to access
the link: Create Sanction
Referral.
The Identifying Information header lists participant information first:
Participant Name
• Participant Name from the Program Application
Address
• Participant Residential Address from the Program Application
Primary Phone Number
• Participant Primary Phone Number from the Program Application
DSS Client ID
• The DSS Client ID sent from ImpaCT via the interface or manually entered by a Mini-Registration
State ID
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• The unique CT Identifier generated by CTHires
User ID
• A unique identifier generated by CTHires
Case Manager
• The Assigned JFES Case Manager, if available
Case Manager Phone Number
• The Assigned JFES Case Manager’s phone number, if Case Manager is available
DSS Office Location
• This field will prepopulate by the interface’s DSS Office Location assigned in ImpaCT. When the interface is not available, this field will be open for staff selections.
On the initial create of the
Sanction Referral, the JFES
Sanction Referral displays with
a section to Attach Case Notes.
Update button must be clicked
after completing the Sanction
Referral section if user wants to
attach any Case Notes.
Attach Case Notes
Attach Case Note button
functionality will open a pop up
window when clicked. to select
a case note to support the
referral.
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The Attach Case Notes pop up
window may have many case
notes to search through.
The first case notes listed are
the earliest saved against the
record.
Newer case notes are found
scrolling down the pop up
window.
This case note pop up display shows:
ID: The unique ID given to the selected case note.
Create Date: The date the case note was created.
Subject: The subject provided on the case note.
Created By: The staff name that created the case note.
Notes: The text entered in the body of the case note.
Select: A checkbox to identify with a check which case notes you seek to select and attach to the Sanction Referral.
When Case Notes are identified
that you wish to attach to the
sanction referral, place a check
in the Select Checkbox next to
each of the case notes you wish
to attach.
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Scrolling to the bottom of the pop up window are 2 buttons:
Select – will save any checked Case Notes and port them onto the sanction referral.
(Note: If no case notes are selected with a check mark, this button will not be
accessible.)
Cancel – will back the user out of selecting any case notes and return the user to the in
progress sanction referral form
Once Select is clicked on the Attach Case Notes window, the Selected Case Notes will appear in plain text in a table
display under the Attach Case Note section. This view gives DSS the opportunity to review notes related to the sanction
referral. This Case Note Table display shows the same values from the select pop up display window with the exception
of the Action column.
Note: Staff should carefully consider which case notes they seek to attach because the order in which they display are
based on the list when the pop up menu is access and selected. (Ex. If staff select a case note from October and
November in the Pop Up and Save the form, any additional notes added after the initial save will not display in the
proper order and there is no way to filter this display table. DSS users will have to note the Create Date for context.)
The Action column displays a Delete link for case notes that are erroneously attached to the
Sanction Referral.
Note: This Delete link is only available in the same editing/create session where the Case Note is
attached. If the Sanction Referral is Saved, the Delete link will not be available again.
Save and Cancel are available below the Attach Case Notes section on the initial create.
Save will save all entered data on to the Sanction Referral. This first Save will also send an email
notification to the corresponding DSS office, advising them that a Sanction Referral has been
created that they must review.
Cancel will back the user out of creating or saving the sanction referral and return the user to the
Programs Tab.
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DSS Email Notification
When JFES staff Save the
created Sanction Referral,
clicking the Save button will
prompt a message to get
issued to designated DSS email
addresses associated to each
DSS office.
The sample to the left
provides a snapshot of what
information the email will
provide. The email gives the
client’s name and DSS Client ID
with a link to CTHires.
Sanction Summary Table
After first Save, the Summary
table displays under the JFES
Program Application’s
Sanction section.
The Sanction Summary Table displays:
Create Date
• This reflects the date the sanction was created
Participant Failed To
• This reflects the reason the JFES Staff selected to refer the client for sanction
Referral Status
• 3 status options are available: o Pending DSS Disposition: This is the default status when DSS has not completed the sanction referral
and the client is currently Pending or Active TFA. o Incomplete: If the client Closes or is Denied TFA and DSS has not completed the sanction referral, the
status will show as Incomplete. o Complete: The status will update to complete after DSS completes all requirements and dispositions the
sanction referral.
Disposition
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• This will show the Disposition saved by DSS when the Sanction Referral is complete. This will reflect either Good Cause or a level of Sanction.
Disposition Date
• This will show the date the DSS worker determined the disposition.
Day Counter
• The Day Counter will tally days elapsed from the Sanction Create Date through the DSS Disposition Date.
• The Day Counter will pause if the client is Denied or Closed TFA. When the client updates to a Pending or Active TFA status and that status is in CTHires, the Day Counter will resume counting.
Action
• The Action column provides the action link to Edit the Sanction Referral. • This Edit link is the path DSS workers take in order to act on the Sanction Referral.
DSS Disposition
When DSS receive the referral
email, they will have to look
up the case in CTHires by DSS
Client ID (using Assist an
Individual) and locate the
Sanction Referral.
The example to the left has
multiple pages of sanction
referrals in varied statuses.
When DSS reach the Sanction section of the Programs Tab, the Date and Referral Status will be their indicators as to
which sanction (or sanctions) needs attention. The Sanction Summary Table has filtering options. These filtering options
are available on almost all CTHires summary tables on the Programs Tab.
When there are multiple sanction referrals in varied status, users can click on the column headers on the summary
display to sort by Create Date, Referral Status, Disposition Date, or any other field they find helpful.
With examples like the record above, sorting by Create Date will bring all recently created referrals to the top of the list.
DSS may find it helpful to search by Status and Day Counter in order to identify the oldest sanctions that need attention.
Conversion Note: As you work with records in CTHires, you will come across converted sanction records. CTWBS had a
large number of incomplete sanctions by the CTWBS definition. In CTWBS, a record was complete if a Disposition Date
was entered. This means records were completed and no Disposition information was entered outside of a date, or
potentially plenty of information was provided but no Disposition Date was entered. In CTHires, we attempted to
identify when a DSS worker indicated Good Cause or a Sanction Level outcome even when other data fields were
incomplete. With these rules and decisions applied, you will come across sanctions that you may remember being
Incomplete (or Pending) in CTWBS, but we have them in a Complete status in CTHires.
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When DSS located their
record, their portion of the
Sanction Referral will display
after clicking Edit.
JFES Staff can view this too if
they click Edit after Creating
their Sanction Referral.
The DSS Disposition is
available as a new section
under the JFES Sanction
Referral.
The DSS Disposition will be in a View Only Mode for JFES Staff and the JFES Sanction Referral portion of the page will be
in View Only Mode for DSS Staff. This way both DSS and JFES staff can add to and update the referral or disposition
sections as they work on the record up until the Disposition Date.
DSS is required to complete all fields in order to bring the Sanction Referral form to a Complete status. Some fields can
be completed as they work on the case.
For example: DSS can initially enter a Conciliation Date and Save the form in order to add more to it at a later date.
Similarly, JFES staff can continue to update their JFES Staff Notes section or Attach New Cases notes as necessary in
order to provide relevant, up to date information to DSS.
Reporting Note: For data integrity, there are new rules associated to the Sanction Form that will improve the accuracy
of our reports. For example, when a DSS worker selects “Yes” to Good Cause being found, the Disposition cannot be
changed from Good Cause. In contrast, when “No” is selected in response to Good Cause found, the Disposition will not
allow a save without a Level of Sanction applied and a Sanction Effective Date.
The bottom of the page has
additional options, showing
Save, Cancel, Delete and Print
buttons.
Delete – as other delete
functions- will be limited in
availability.
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When a Disposition Date is
entered, the Sanction Referral
Summary table under the JFES
Program Application Sanction
section is complete.
Once the Disposition Date is
entered, the entire form will
be locked from editing. When
a user clicks Edit after the
Disposition Date is entered,
the form will be in View Only
Mode for JFES users.
The image to the left shows
the View Only Mode of the
JFES Sanction Referral on a
Complete record.
The ability to attach case
notes is also blocked, as the
Attach Case Notes button is
now faded and inactive on the
complete record.
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For JFES users, the DSS
Disposition portion will remain
in View Only Mode as well.
You’ll also notice the Save
Button is inactive on a
complete record.
In case of any potential errors,
DSS have the ability to modify
a Completed Sanction
Referral. This image to the left
is their view of a Complete
Referral and you will see the
DSS Disposition Date is
available for edits and the
Save button is active.
If a DSS worker removes this
date and click Save, they will
be notified that their
previously entered Disposition
information will be removed.
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Once this selection is
confirmed, the sanction
referral will revert back to a
Referral Status of Pending DSS
Disposition and both DSS and
JFES users can modify or edit
the existing referral.
Note: DSS will lose their
previously saved data, but this
will not cause any loss of data
in the JFES Sanction Referral
portion of the form.
(Although this will not be used
often, it is the one avenue
available in case of errors
entered on a sanction referral
or disposition.)
Sanction Completed Case Management Alert
When a DSS worker accesses an existing sanction referral and saves a Disposition Date with the required fields to Complete the sanction referral, an alert will be issued to the Assigned Case Manager. The Assigned Case Manager will get an internal message in the Message Center generated by the system on the DSS worker’s click of Save that will inform the Case Manager that a sanction on their client has been completed. This message will link to the client’s Programs tab and the Case Manager will be able to review and findings provided by DSS to support the disposition. Note: This and other Case Management Alerts are not yet available in CTHires, but this would be available as another Subscription option under My Alerts.
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Credential
Credential is a shared section of CTHires where all programs use the same functionality to record client credentials. This
section exists under the JFES Program Application because we can use this to identify credentials received while the
client is in the JFES Program.
Credentials can be added at any time and CTHires has functionality to associate a credential to an activity. This means
we will be able to have a direct connection of a Vocational Education (or any training activity) directly leading to the
client’s obtaining a credential. As many regions may be tracking this manually or through spreadsheets, we believe this
will make tracking and reporting credentials much easier.
Toggle the Credentials section
under the JFES Program
Application to access the link:
Create Credential.
The General Information
header displays at the top of
the page.
The General Information includes:
Program
• This will always say JFES when accessing this section from below the JFES Program Application.
Application Number
• As JFES only uses one Application that will open and close for a client over time, this Application Number will always be the same.
Name
• Displays the client’s name.
Application Date
• With one JFES application, this date will never change. This date will most commonly reflect the date the DSS interface imported/created the client’s JFES record.
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Program Participation Date
• With one JFES application, this date will always reflect the first and only time a Participation Date was recorded.
Exit Date
• JFES does not use the CTHires Exit/Outcome functionality; JFES only uses the Closure function, so this field will always be blank or Not Applicable.
Maximum date to record after exit
• JFES does not have rules around how long after an exit (or closure) staff can enter a Credential for a client, so this will always display Not Applicable.
LWIA/Region
• Based on staff user settings, this may default to the staff-assigned region, or it will be available for selection. This is potentially the first non-view only selection on the page.
Office Location
• All users must select an office within the designated region to associate the credential attainment. If users are only attached to one office or American Job Center, this may default to their one office and potentially not allow modifications.
Sample image to the left shows
the display of a staff person
who is associated to two offices
within the Eastern Region.
The information requested
under the Credential
Information section displays
next.
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Credential Information
The Credential Received menu includes:
• High School Diploma
• Secondary/High School Equivalency
• AA/AS Degree
• BA/BS Degree
• Occupational Skills License
• Occupational Skills Certificate or Credential
• Other Recognized Diploma, Degree, or Certificate (Specify)
• Graduate/Post Graduate Degree
• Occupational Certification
Note: When Other Recognized Diploma, Degree, or Certificate is
selected as the Credential Received, the Other Credential field
will become required.
Although the JFES program does not require verification be
entered or scanned into CTHires, there are multiple options of
Credential Verification.
When clicking Verify under Credential Verification, staff can
record what type of verification they have to record the
Credential.
After verifying (by selecting one of the two radio buttons) staff
can then
Scan – a staff privilege to scan documents
Upload – upload a copy of the document using a pop up window
as in the example to the left
Link - a staff privilege to link documents
Note: Upload may be the most commonly accessible function for
staff that choose to provide this optional verification.
Date Credential Received
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Staff must use the date picker or enter a date into the field using
the standard MM/DD/YYYY format.
Note: For JFES reporting, this will be one of the key fields we will use in order to identify the number of clients who
obtained a credential within a specific program year.
Associated to Activity
Another unique feature of CTHires is the ability to associate a
credential received to a specific program activity. Whenever
applicable, staff should associate credentials to the JFES activity
provided that assisted the client in obtaining the credential.
Clicking Search Activities will open a pop up window to choose
the associated activity.
The image above is a sample from a Search Activities pop up window. In order to choose a particular activity, staff can
search through the activities available for the client and click Select in the Action column.
Once an activity is selected, it will display on the Credential screen
with the activity name and unique Enrollment ID number
generated by CTHires.
When all data entry is complete, users can Save to retain the
credential. Otherwise, they can Cancel to back out of the page.
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After a Credential is Saved, the Credential Section under the JFES Program Application will display a Summary Table.
This Credential summary table displays the following:
ID
• Unique ID number for the credential generated by CTHires
Program
• JFES for JFES Credentials
APPID
• The ID number generated for the JFES Application in CTHires
Credential
• The Credential type recorded by staff on the credential screen
• The Credential text is a link that when clicked will open a View or Edit mode of the credential (based on user privilege)
Source/SourceID
• The standard source is Enrollment and the Source ID is the unique ID generated by CTHires for the activity associated to the credential
Date Received
• The Date Received as entered on the Credential page
Staff Entered
• The staff name that data entered the credential into CTHires
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Case Closure
Closures will be used to differentiate active clients from closed clients. This is similar to becoming “Not Registered” in
CTWBS but there will be a few differences:
• The batch process will not enter a Closure as it “Unregistered” clients in CTWBS o The batch process will issue a notification to the Assigned Case Manager, informing them of the reason
why the client is no longer a JFES Participant (TFA Closed/Denied/Exempt and not volunteering) o After receiving the notification, the Case Manager can begin the closure process, by either closing out all
activities that day, or waiting until the paid through date.
• Closures cannot be entered until all activities and the employment plan are closed. o If a client returns, new activities and a new employment plan will be created.
• Post-TFA clients: If a client seeks to continue participating with JFES after they are closed TFA, some limited functions will be available to continue serving the client.
o When entering the Closure, staff can select an appropriate Closure Reason and label the client “Post-TFA” or “DSS Closure” to differentiate clients that still work with JFES compared to clients no longer working with JFES.
o Employment Plans or Sanction Referrals cannot be created while a client is Closed but case notes and follow-up activities will be available.
o Follow-up activities are the same activities as the regular Program Services, but will not require schedules or attendance tracking.
o The client will not appear in the Case Manager’s Active JFES Caseload (and will not appear in the total count on the Caseload Widget on My Staff Dashboard), but will appear under total cases inside the Case Management functions.
o When the client stops participating with JFES, the activities can be closed but no further data entry is needed as a Closure already exists.
Toggle the Closure section
under the JFES Program
Application to access the link:
Create Closure.
Closing the Open Employment Plan
If staff forget to close any
activities or the employment
plan prior to clicking Create
Closure, the system will notify
them of what actions are
required to Close the client.
To close the Plan, staff will
open the Employment Plan
section and Edit the open plan.
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When the plan is Edited, the IEP
Wizard opens and staff can
enter a date in the Plan closed
on field.
Entering a date into this field
will disable previously active
fields.
Staff can click Next to save the
Plan closed on date and
progress to Wizard Page 2.
Wizard Page 2 will not allow
modification based on the
closed date previously entered,
so staff can click Exit Wizard to
leave the IEP Wizard.
Note: In order to close Open objectives and the Open Goal, staff must work backwards when opening the IEP Wizard,
and jumping to the Objective page to enter a Closed Date on any/all Open Objectives, then entering a closed date on the
Goal page, and then the Plan closed on date. At this time this is not necessary but based on reporting needs this may be
subject to change.
The IEP Summary Table will
now show the IEP with a Close
Date.
Closing the Open Activities
After the Plan is closed, if staff
have not yet closed Open
Activities, CTHires will not allow
the entry of a Closure.
To close the open activities, go
to the Activities / Enrollments
/ Services submenu and open
the Activity Summary Table.
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The Actual End Date column
will have an Action link to Close
any open activities.
Upon clicking Close, the Activity
Wizard will open to the last
page of the wizard: Closure
Information.
Staff will enter a Last Activity
Date and Completion Code.
Last, staff will click Finish in
order to save the activity
closure.
Entering the Closure
When the Plan and Activities
closed, staff will be able to
Create a Closure by clicking the
Create Closure link under the
Closure section in the JFES
submenus.
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The General Information
header displays first, showing
the client’s identifiers:
• Username
• Name
• User ID
• State ID
• DSS Client ID
Remaining fields of
• LWIA
• Office Location
May be open for staff
modification based on user
privileges.
Case Closure Date is system set
based on the Last Activity Date
entered on the most recent
Program Service (JFES Activity)
that had an Actual Begin Date
and is not Voided.
Select Case Closure Reason.
The Case Closure Reasons available in the drop down menu include a mix of general CTHires case closure reasons and
those applicable to the JFES program.
Case Closure Reasons that will NOT be used by the JFES program are:
• Refused to Continue
• Employed – Verified
• Employed – Not Verified
• Enrolled in Post Sec/Adv/Occup Training
Case Closure Reasons that WILL BE used by the JFES program are:
• Post TFA Volunteer o This will be for clients who choose to continue participating after a TFA Closure. o These participants will be served in a limited manner, using Follow Up activities described previously.
• Exempt from JFES
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o This will be the closure option given to clients who become Exempt from JFES requirements and do not wish to Volunteer while Exempt.
o Clients who are Exempt Volunteers are still Active in JFES Status and will display on Active caseloads.
• Participant No Longer Volunteering o This Case Closure reason will be selected in the event that a previous Exempt Volunteer decides to stop
participating and change to an Exempt – Not Interested status with DSS.
• Administrative Exit
o This general Case Closure will be used by DOL Central Office as needed in order to close certain cases. o This option may be visible on converted cases where the above potential reasons are not identified.
Employment Information
After selecting a Closure
Reason, staff can also enter
information on Employment at
Closure.
Employment Information should be added to the client’s Program Application as the Case Manager learns of each
position, but if this information is identified at Closure, staff can select Yes to Entered Employment and use the link to
Add Employer to add another employment record.
This may be used in the case where a client closes TFA for being over income with a new job.
Note: Employment information is required when Entered Employment is set to Yes.
If information is not known, staff can select No and move on to save the Closure.
- Standard options to Save, Cancel, Delete and Print Preview are available at the bottom of the screen.
- Delete will be available to select users.
Once a Closure is successfully
saved, the date will display
under the Closure section.
Staff will be able to Edit the
closure via the Edit Closure link
as needed in order to update
the Closure reason (in the
event that a Post-TFA
Volunteer decides to stop
volunteering).
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Status Updates from a Case Closure
Once a client is closed, the JFES Program Application summary display will show Open/Total Activities at 0/1, meaning no activities are open. Additionally, Closure Date will display the date the Closure was recorded.
Below the JFES Program Summary Display, the JFES status will be changed to display Closed/Inactive.
Entering Follow Up Activities
Clients with a closure can receive Follow Up Activities. JFES staff can follow the same activity creation procedures by going to the JFES Program Application and expanding the Activities / Enrollments / Services section and clicking the link to create an Activity and open the Activity Wizard.
When the Activity Wizard is open, the Select Activity Code will reflect only Follow Up Activities.
JFES Follow Up Activities are available starting at code F20 though code F38.
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Deleting a Case Closure
The ImpaCT Interface Batch process will remove a staff entered Closure in the event the client changes from a previous status back to a Pending or Active TFA Status as a Mandatory Participant or Volunteer.
In the event that the interface is not available, staff can manually delete a Closure.
Steps on how to manually delete a Case Closure :
Navigating to Closure Section
• Expand the Closure sub-menu
• Click the link labeled Edit Closure.
Closure Page
• Scroll to the bottom of the Closure page.
• Click Delete.
Pop Up
• A pop up window appears.
• Click OK to confirm you want to delete the case closure.
After clicking OK, the webpage will refresh and the Closure will be removed. Whenever a closure is deleted (manual or by Batch), a Case Note is generated by the system for auditing purposes, such as the Case Note above.
Case Transfer Form
Coming soon, expected July 2020.
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Case Management – Accessing Active and Closed Cases
Active Case Load Widget
When logged in as a Case Manager, Active Cases will be counted in the Active Case Load for JFES. The image to the left is the Active Case Load widget on My Staff Dashboard. Clicking the Total Case Load link (in this case, 30) will lead to the Active Case Load.
The Active Case Load will display, list all clients with the following information: AppID
• The unique ID on the client’s JFES Program Application Name
• The client’s last name and first name Last 4 SSN
• The client’s last 4 digits of the Social Security Number provided on the Program Application Case Manager
• The Case Manager assigned (if signed in as a Case Manager, this will display the staff user’s name in order to view only their own cases)
Program
• This will always display Jobs First Employment Services (JFES) for JFES cases Exit Date
• Not Applicable for JFES 4th Quarter Follow-up Date
• Not Applicable for JFES State ID
• A unique identifier for the client generated by CTHires In order to find Closed Cases, the Case Manager must click [Search] at the top of the page. (For reference: Clients with an entered closure will not display in the Active Case Load list.)
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The [Search] button will display all types of cases associated to the Case Manager. This includes Active, Closed, Follow Up, Total Current, Completed Follow Up, Temporary Assignments, Apps Closed Never Enrolled and a flag for Active staff. (Note the 2 in Closed Cases compared to the 30 in Active Cases. The 2 closes cases are clients with an entered Closure.) JFES will be utilizing the following case assignment categories: Active Cases
• To view all clients currently participating with JFES Closed Cases
• To view all clients with a closure Total Current Cases
• To view a total list of clients assigned to the Case Manager (of various case categories) Temporary Assignments
• In the event a Case Manager is out for the long term and their cases are temporarily redistributed to other staff
Clicking on the staff name (in this example, Canseco, Jose) will open a list of Total Current Cases.
Total Current Cases will show all cases on the Case Load across all categories. Here you will find Active clients along with Clients who have a Closure. Note: Click on any of the links in the Name column to automatically assist that individual.
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Left Navigation Menu: Path to Case Load
An additional path is also available on the left navigation menu under the section heading Services for Workforce Staff > Manage Case Assignment > Individual Case Assignment
On the Individual Case Assignment page, the bottom left option is View Case Load, which will lead you to the same location as the option above.
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APPENDIX
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Issue Reporting Flowchart
ESCALATION PROCESS FOR ISSUES IN CTHIRES- JFES
When Local Office staff encounter an issue:
• Submit/relay issue to local JFES Case Manager Supervisor or designated contact.
• Log the events for the issue:
o Describe the error: provide details of actions taken when the error occurred.
▪ Capture screenshots of steps taken.
o Provide applicable identifying information (ex. staff username and job title for privilege concerns, Event IDs for workshop issues, client State ID for client issues).
o Provide client username/State ID (if applicable).
If unable to resolve, JFES CM Supervisor will forward issue and corresponding information to Workforce Development Board or CTHires Regional Designated Contact
If unable to resolve, WDB will forward issue and corresponding information to JFES Unit – DOL Central Office:
• JFES Unit Contacts
• JFES Unit will reach out to Geographic Solutions for possible bug
OR
• JFES Unit will report back to WDB with resolution via email
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JFES Training Incident Report Form
Section 1: Reporter Information
Information in this section will be used to contact you with any status updates regarding the incident.
Name
User ID
Email Address / Phone Number
Section 2: Issue Overview
Information in this section provides an overview of the issue. Further detail can be provided in Section 3.
Summary (High level description of incident.
Ex. Unknown error when clicking ‘Search’ on
Assist an Individual)
System (CTHires, ImpaCT)
Module/Page Name (Ex. JFES – Attendance
Record)
Client ID
Client Name
Section 3: Detailed Description
Information in this section provides a detailed description of the issue used to determine a resolution.
Steps to Reproduce
(Copy/paste screenshots of steps taken when incident occurred or detail steps below.)
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Actual Results
(Copy/paste screenshot of actual error/incident below.)
Expected Results
(Write description below.)
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CTHires JFES Case Data Sheet
Accounts/Credentials for Staff Sign On
Name: Case Manager Account
Case Manager Supervisor Account
Staff Username: Username:
Password: Password:
Test Client Data
Client Name Username Client ID # Comments
CTHIRES UAT URL: https://uat-app-vos09000000.geosolinc.com/vosnet/Default.aspx
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Customizing CTHires
Customizing the Assist an Individual Landing Page
There are multiple customization options within CTHires that users can explore within My Staff Account. As you get used
to this system, you may find some paths more convenient than others. CTHires allows for a variety of options.
On My Staff Dashboard, use the top tabs and select My Staff Account.
This can also be found on the Left Navigation.
Scroll down the page until you get to the Preferences section.
Note: Customization options may be based on Privilege setting.
As a JFES staff member, it may be most convenient to always land on the Programs Tab. To do this, select the drop down
menu options for “Assist Individual Landing Page.”
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Customizing the Display Order of Case Notes
In the same Preferences section is the section to customize Case Notes Sort Order. The below image shows the options
you can select from Contact Date and Create Date.
Sorting is always an option within the Case Notes summary table on a client’s record, but you may prefer to set up your
default to a particular option.
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SNA – Schedule Orientation – Group or One-on-One (Reference of DSS Worker Data Entry on the last 2 pages of the SNA Wizard)
Note: If One-on-one is selected,
the user must complete
additional fields.
Register User and Cancel are
available if the user does not
want to schedule orientation at
this time.
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Return to Service Needs
Assessment button will return
user back to the Wizard in
progress.
Finish button displays on the
last Wizard page to save all
changes.
After a successful save, the user
is prompted with a dialog box.
Hyperlinked text in the middle
of the pop up showing, Return
to Programs Tab, brings user
back to the Programs Tab.
To remain on the saved page,
Close can be clicked to close
prompt.
After returning to the Programs
Tab, when toggling the SNA
section, a Summary Table will
display.
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Notes
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![CTHires - JFES Document Management · CTHires – JFES Document Management – Reference Guide [Rev. 10.03.2019] 3 Document Management for JFES in CTHires Scanning/Uploading a Document](https://img.pdfslide.us/doc/110x75/5f1cb5a6436c4363065fc6d6/cthires-jfes-document-management-cthires-a-jfes-document-management-a-reference.jpg)
