Universal Seeker - Ohio · Web viewJob tenure (days) is divided by 365 to get the number of years. Claimants missing job tenure (blank) are assigned a value of 4.33. Job tenures longer

Ohio Workforce Case Management System (OWCMS)

OWCMS RESEA/UCRS

Project IdentifiersSCOTI_CSR_12301

General Project Requirements

Revision 1.2

RESEA/UCRS – CSR_12301Overview

Project Sponsor

Product Owner

Epic Size Estimate Epic Value Estimate

Document Change Control

Date Description Editor

Request:1. Currently, the WCMS system has some functionality for the RESEA program. We need

to modify the WCMS system to accommodate more of the RESEA functionality, which means removing some of the process from another system (Unemployment – OJI – existing interface) and having the WCMS perform the functionality now.

Modifications to WCMS for the following:oNew RESEA or UCRS flag from OJI system each week on

participant/seekeroAutomate LMI participant Scoring in WCMS (currently 25 counties are

UCRS, and all others are RESEA counties)1. Update OJI inbound file to receive these new fields into WCMS

a. County (FIPS code)b. Occupation 1 and Occupation 2c. Delay in filing (days)d. Job Tenure (days)e. Application Filing datef. Filing Methodg. Claim Type, Seasonalh. Number of Qualifying Weeks (duration)i. Percent of Wages Replaced by UIj. Industry Code

OWCMS RESEA Page iiGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

k. Spouse Claimedl. # of dependents claimedm. Computer restricted (new field add to WCMS Basic Intake)

oCreate new screen (new menu option) to list the OJI participants in Scoring order (1) screen for RESEA; (1) screen for UCRS; these will be by county

1. Fields on screena. Last 4 of SSNb. Claim IDc. Participant Named. Countye. Addressf. Email g. Agency Employee Indicatorh. Scorei. Selected with datej. 21 day end datek. Notification

2. Allow staff to select specific RESEA participants from top down (add other columns of data on screen)

a. No selection of UCRS participants - all are includedb. Send notifications to participants for both RESEA and UCRS

i. Retain copy of notice and attach to participant case in WCMS

c. Retain 3 weeks of data at all times (allow users to see previous weeks of data) - basic Staff Role

d. Admin role, Supv roles can see all weeks of data (52 weeks)

3. Send RESEA data to OMJ system (update existing interface)4. Send RESEA data to OJI system (update existing interface)5. Create the RESEA assessment (Initial and Subsequent tabs) - new

screen in WCMS for Staff to completea. Program Status - add 6 new statuses: depending on

status, the status would indicate, no longer an RESEA participant.

6. IOP is existing functionality/screen on the WIOA side of WCMS. Need to add this to the LE side of WCMS.

a. No Goals - Not required datai. Move Goals tab to different location in IOP

b. RESEA Services

OWCMS RESEA Page iiiGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

# Service Name - From Service Name - To

1 RESEA EDUCATION/TRAINING RESEA/UCRS EDUCATION/TRAINING

2 RESEA FOLLOWUP RESEA/UCRS FOLLOWUP

3 RESEA JOB COUNSELING RESEA/UCRS JOB COUNSELING

4 RESEA JOB SEARCH WORKSHOP/JOB CLUB

RESEA/UCRS JOB SEARCH WORKSHOP/JOB CLUB

5 RESEA OTHER RESEA/UCRS OTHER

6 RESEA PLACEMENT/REFERRAL RESEA/UCRS PLACEMENT/ REFERRAL

7. Create NEW IOP Summary - a subset of each program (small set of data fields for each program, combined together in a high level program summary of the Participants Employment Plan (IOP)

8. Receive RESEA data back from OMJ and OJI systems - update Assessment screen and IOP screen with service completion data

9. WCMS to send RESEA updates to OJI (positive and negative data)10. All new fields will be available in the Reporting Database to create

reports.11. RESEA new program being added to WCMS. This new LE program

will need to follow similar functionality as programs on the WIOA side of WCMS.

a. Close Program - when all services have endedb. Re-Open Program – reopens case to make adjustmentsc. Exit Program - case exits after 90 days of no activityd. Un-Exit Program - reopens case to make adjustments

Benefits:1. The RESEA will become an LE Re-employment program in WCMS2. Adding RESEA to WCMS, allows the LE side to handle Case Management of cases

Success Criteria:1. The RESEA program has positive outcomes - more reemployed individuals coming out

of this programFeature List:

1. New program in the LE side of WCMS2. New screens for RESEA added to WCMS3. Adding IOP to LE side of WCMS - allowing all LE programs to truly case manage

OWCMS RESEA Page ivGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

Table of ContentsTable of Contents....................................................................................................................vGeneral Project Requirements................................................................................................11. Introduction....................................................................................................................1

1.1 Purpose and Scope of This Document.........................................................................11.2 Definitions, Acronyms, and Abbreviations...................................................................11.3 References...................................................................................................................2

2. Stakeholder and User Descriptions................................................................................32.1 Stakeholder Profiles....................................................................................................32.2 System Users...............................................................................................................3

3. Business Requirements Overview...................................................................................43.1 Business Needs Identified...........................................................................................4

3.1.1 In Scope for the Initial Release.............................................................................43.2 Alternatives Considered..............................................................................................63.3 Assumptions, Dependencies, and Constraints.............................................................6

3.3.1 Assumptions..........................................................................................................63.3.2 Dependencies........................................................................................................63.3.3 Constraints............................................................................................................6

4. Business Process – OWCMS RESEA & OWCMS UCRS Programs..................................75. Product Features...........................................................................................................11

5.1 OWCMS/OJI/OMJ - RESEA........................................................................................115.1.1 OJI – RESEA/UCRS Claimants.............................................................................115.1.2 OWCMS – Receive RESEA/UCRS Claimants.......................................................115.1.3 OWCMS - Automate LMI Scoring........................................................................125.1.4 OWCMS – Case Load View..................................................................................125.1.5 OWCMS – Basic Intake........................................................................................125.1.6 OWCMS – ‘RESEA’ Screen..................................................................................125.1.7 OWCMS – Send RESEA Participant’s RESEA End Date to OJI............................165.1.8 OJI – Receive RESEA Participant’s RESEA End Date from OWCMS...................165.1.9 RESEA – Notices..................................................................................................165.1.10 OWCMS Sends RESEA Participant to OMJ......................................................175.1.11 OWCMS - Add a new ‘RESEA Subsequent Service’ Service............................175.1.12 OWCMS – Update Existing RESEA Services....................................................175.1.13 OMJ Notify OWCMS – RESEA Orientation Completed....................................175.1.14 OWCMS - RESEA Orientation Completed & RESEA Assessment Completed Services.........................................................................................................................185.1.15 OWCMS – Send RESEA Services to OJI...........................................................185.1.16 OJI – Receive RESEA Services from OWCMS..................................................185.1.17 RESEA Initial Tab - Eligibility Assessment......................................................185.1.18 RESEA Subsequent Tab – Subsequent Assessment.........................................215.1.19 OWCMS – RESEA Individual Opportunity Plan (IOP)......................................24OWCMS – IOP Summary...............................................................................................32OWCMS – RESEA Documents.......................................................................................33OWCMS – Exit...............................................................................................................33OWCMS – Soft Exit.......................................................................................................335.1.20 RESEA Initial Tab – 1on1 Scheduling/Results.................................................345.1.21 RESEA Subsequent Tab - Subsequent Scheduling/Results................................415.1.22 OWCMS Receives 1on1 Notifications for RESEA Participants from OMJ........475.1.23 RESEA Participants Notifications from OWCMS to OJI...................................485.1.24 OJI Receives RESEA Participants Notifications from OWCMS........................50

OWCMS RESEA Page vGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

5.2 OWCMS/OJI/OMJ - UCRS..........................................................................................505.2.1 OJI – RESEA/UCRS Claimants.............................................................................505.2.2 OWCMS – Receive RESEA/UCRS Claimants.......................................................515.2.3 OWCMS – Case Load View..................................................................................515.2.4 OWCMS – Basic Intake........................................................................................515.2.5 OWCMS – ‘UCRS’ Screen....................................................................................525.2.6 UCRS – Notices...................................................................................................555.2.7 OWCMS Sends UCRS Participant to OMJ...........................................................565.2.8 OMJ Notify OWCMS – UCRS Orientation Completed..........................................565.2.9 OWCMS – Send UCRS Participant’s UCRS End Date to OJI...............................565.2.10 OJI – Receive UCRS Participant’s UCRS End Date from OWCMS...................565.2.11 OWCMS - UCRS Orientation Completed Services...........................................565.2.12 OWCMS – Send UCRS Services to OJI.............................................................565.2.13 OJI – Receive UCRS Services from OWCMS....................................................575.2.14 OWCMS – UCRS Individual Opportunity Plan (IOP)........................................57OWCMS – IOP Summary...............................................................................................62OWCMS –UCRS Documents..........................................................................................63OWCMS – Exit...............................................................................................................63OWCMS – Soft Exit.......................................................................................................645.2.15 OWCMS – Additional UCRS Fields...................................................................645.2.16 OWCMS Receives Orientation Notification for UCRS from OMJ.....................655.2.17 UCRS Participants Notifications from OWCMS to OJI.....................................655.2.18 OJI Receives UCRS Participants Notifications from OWCMS..........................65

6 Interfaces......................................................................................................................666.1 Data Interfaces..........................................................................................................666.2 Security.....................................................................................................................66

6.2.1 User Roles/Offices...............................................................................................667 Output Features............................................................................................................66

7.1.1 Reports...................................................................................................................66OWCMS – DOL Processing............................................................................................66

7.1.2 Discoverer WIA Ad Hoc Report...............................................................................667.1.3 Family Assistance Reports......................................................................................66

8 Additional Requirements...............................................................................................678.1 Applicable Standards................................................................................................67

8.1.1 Data Retention....................................................................................................678.1.2 Supporting Federal and State Requirements......................................................67

8.2 Platform Requirements.............................................................................................678.3 Performance Requirements.......................................................................................678.4 Environmental Requirements....................................................................................67

8.4.1 Expected Hours of Availability............................................................................678.4.2 Disaster Recovery................................................................................................67

8.5 Capacity Requirements.............................................................................................678.5.1 User Count..........................................................................................................678.5.2 Transaction Count...............................................................................................678.5.3 Data Storage.......................................................................................................67

8.6 Security Requirements..............................................................................................688.6.1 Access..................................................................................................................688.6.2 Security Groups...................................................................................................68

8.7 Privacy Requirements...............................................................................................688.7.1 System Audit Requirements................................................................................688.7.2 OIT Privacy Compliance......................................................................................68

8.8 Usability Requirements.............................................................................................688.9 Training.....................................................................................................................68

8.9.1 Classroom, Train the Trainer, or On-Site Training..............................................688.9.2 User Desktop Training (CBT, Tutorials, Webinars).............................................68

OWCMS RESEA Page viGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

8.10 Documentation........................................................................................................698.10.1 User Manual....................................................................................................698.10.2 Installation Guides, Configuration, and Read Me File.....................................69

9 Cost...............................................................................................................................699.1 Assumptions..............................................................................................................699.2 Cost Estimate............................................................................................................69

6. Open Action Items.........................................................................................................69Appendix...............................................................................................................................71Appendix A OJI Data Elements for RESEA Scoring..............................................................71Appendix B Data Fields for the Current RESEA Model........................................................73Appendix C RESEA Scoring Model.......................................................................................74Appendix D Reemployment Services Assessment/Subsequent Assessment (JFS 20159).....77Appendix E RESEA Assessment/Subsequent Assessment Eligibility – Questions Data........79Appendix F RESEA Scheduling/Results Data Mapping........................................................83Appendix G RESEA Initial/Subsequent/IOP Tabs Mockups..................................................89Appendix H Proposed OWCMS Screens for RESEA.............................................................96Appendix I Selection Notice for RESEA................................................................................98Appendix J Schedule Notice for RESEA..............................................................................100Appendix K RESEA IOP-Acknowledgement........................................................................101Appendix L Schedule Notice for UCRS Orientation...........................................................101

OWCMS RESEA Page viiGeneral Project Requirements, Rev.1.2 Last Revised 8/22/2017

General Project Requirements

1. Introduction

1.1 Purpose and Scope of This DocumentThe purpose of this General Requirements Document is to collect, analyze, and define high-level business needs to add the RESEA and UCRS programs in OWCMS.

This General Project Requirements document is designed to define the business environment in which the RESEA and UCRS programs are used. It will also define features deemed essential by the customers. This document also provides the basis for more detailed requirements and systems documentation. Project scope is defined in section 3.1.

1.2 Definitions, Acronyms, and AbbreviationsAcronym/Term DefinitionImportance A feature is either:

Essential: Deemed necessary to the functionality of the system, Desirable: Considered nice or useful to have, but not necessary. Not important: Not really needed by the system

DOL Department of LaborIndividual Refers to SeekerIOP Individual Opportunity PlanIRP Individual Reemployment PlanLE Labor ExchangeLOV List of ValuesN/A Not ApplicableODJFS Ohio Department of Job & Family ServicesOIS Office of Information ServicesOMJ Ohio Means Jobs system (https://ohiomeansjobs.com/omj/) OUIO Office of Unemployment Insurance OperationsOWCMS Ohio Workforce Case Management SystemOWD Office of Workforce Development (part of ODJFS)Program/Special Grant Workforce Development Program or Special Grant that individual is potentially eligible for

and may enroll in.RESEA Reemployment Services and Eligibility AssessmentSCOTI Sharing Career Opportunities & Training Information systemService Individual participates in an activity for a program with assistance from an ODJFS Staff

person or on his/her ownSG Special GrantsSSN Social Security NumberTBD To Be DeterminedUCRS Unemployment Compensation Reemployment ServicesUser Please refer to section 2.2

OWCMS RESEA Page 1General Project Requirements, Rev. 1.2 Last Revised 8/222017

https://ohiomeansjobs.com/omj/

1.3 ReferencesODJFS Internal Policies and Procedures Manual: IPP.3220 “Posting Information to the ODJFS Internet”:

http://emanuals.odjfs.state.oh.us/emanuals/GetDocument.do?docLoc=C%3A%2Fodjfs%2FReady4Build%2F99_IPP.htm%3ASRC%23%2F1%2F2%2F2%2F1%2F8%2F3%2F1&locSource=input&docId=Document(storage%3DREPOSITORY%2CdocID%3D%24REP_ROOT%24%23node-id(2056306))&titleIndx=2&version=8.0.0

IPP.3221 “Requesting Web-Based Applications for the ODJFS Web Site”: http://emanuals.odjfs.state.oh.us/emanuals/GetDocument.do?docLoc=C%3A%2Fodjfs%2FReady4Build%2F99_IPP.htm%3ASRC%23%2F1%2F2%2F2%2F1%2F8%2F4%2F1&locSource=input&docId=Document(storage%3DREPOSITORY%2CdocID%3D%24REP_ROOT%24%23node-id(2056306))&titleIndx=3&version=8.0.0

Office of Information Technology Policy ITP-F.4 governing branding by Ohio agencies: http://www.oit.ohio.gov/IGD/policy/pdfs_policy/ITP-F.4.pdf .

Code of Federal Regulations 45 CFR 95 Subpart F (“Automatic Data Processing Equipment and Services – Conditions”): http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=fa216a1bcba03e744609ff6cf7b3df17&rgn=div5&view=text&node=45:1.0.1.1.54&idno=45


http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=fa216a1bcba03e744609ff6cf7b3df17&rgn=div5&view=text&node=45:1.0.1.1.54&idno=45

http://ecfr.gpoaccess.gov/cgi/t/text/text-idx?c=ecfr&sid=fa216a1bcba03e744609ff6cf7b3df17&rgn=div5&view=text&node=45:1.0.1.1.54&idno=45

http://www.oit.ohio.gov/IGD/policy/pdfs_policy/ITP-F.4.pdf

http://emanuals.odjfs.state.oh.us/emanuals/GetDocument.do?docLoc=C%3A%2Fodjfs%2FReady4Build%2F99_IPP.htm%3ASRC%23%2F1%2F2%2F2%2F1%2F8%2F4%2F1&locSource=input&docId=Document(storage%3DREPOSITORY%2CdocID%3D$REP_ROOT$%23node-id(2056306))&titleIndx=3&version=8.0.0






2. Stakeholder and User Descriptions

2.1 Stakeholder Profiles1 Office of Workforce Development, Sponsor Authorize project Approve business requirements

2 Office of Unemployment Insurance Operations Authorize project Approve business requirements

3 Office of Information Systems, Business Process Analysts, Developers, BIC Team, and Testers

2.2 System UsersStaff Assisted Users


3. Business Requirements Overview

3.1 Business Needs IdentifiedSee section 1.2 for a definition of Importance.

3.1.1 In Scope for the Initial ReleaseRESEA Program:

Need Importance Comments1 OJI: Identify the potential

RESEA/UCRS claimants.

Send potential RESEA/UCRS claimants after 1st benefit paid to OWCMS weekly.

Essential Related to section 5.1.1

2 OWCMS: Receive potential RESEA/ UCRS Participant from OJI (Selected for the week)

Automate LMI and OWD Scoring

Essential Related to section 5.1.2 & 5.1.3

3 OWCMS displays scored for RESEA Participants on the ‘RESEA’ screen and provides them then to county staff to pick participants based on scoring


3.1 If participant is selected for the RESEA program on the “RESEA” screen but did not complete any RESEA activity and decided to take that individual out of the ‘RESEA’ Program, allow Central Office/Production Support roles to unselect the RESEA Participant on the “RESEA” Screen.


4 OWCMS creates the RESEA Selection notice and sends it to the RESEA participant

OWCMS sends the selected RESEA participants data with RESEA End Date to OMJ/OJI

Essential Related to section 5.1.7, 5.1.9 & 5.1.10

5 OWCMS provide Individual Opportunity Plan (IOP) for RESEA participants on LE side


6 OWCMS receives completion of RESEA Orientation notification from OMJ



Need Importance Comments7 OWCMS provide RESEA Assessment

for staff to complete for participant

OWCMS sends notification for assessment question 9 to 16 to OJI


8 OJI receives notification for assessment questions 9 to 16 from OWCMS & process it


9 OWCMS receives schedule/ cancel/reschedule 1on1 session notification from OMJ

OWCMS sends cancel 1on1 session notification to OJI

OJI receives cancel 1on1 session notification from OWCMS & process it


10 OWCMS sends Failed to Report (FTR) (1on1)/Refused Service to OJI

OJI receives Failed to Report (FTR) (1on1)/Refused Service from OWCMS & process it


11 OWCMS sends Other (positive & negative) notification(s) to OJI

OJI receives Other (positive & negative) notification(s) from OWCMS & process it


12 OJI creates alert(s)/issue(s) b/o negative notification(s) from OWCMS


UCRS Program:

Need Importance Comments1 OJI: Identify the potential

RESEA/UCRS claimants.

Send potential RESEA/UCRS claimants after 1st benefit paid to OWCMS weekly.


2 OWCMS: Receive RESEA/ UCRS Participant from OJI (Selected for the week)


3 OWCMS displays UCRS participant based on UCRS county on the ‘UCRS’ screen


4 OWCMS creates the UCRS Selection notice and sends it to the UCRS participant

OWCMS sends the selected UCRS participants data with UCRS End Date to OMJ/OJI



Need Importance Comments5 OWCMS provide Individual

Opportunity Plan (IOP) for UCRS participants on LE side


6 OWCMS receives completion of UCRS Orientation notification from OMJ


7 OWCMS sends Failed to Report (FTR) (1on1)/Refused Service to OJI

OJI receives Failed to Report (FTR) (1on1)/Refused Service from OWCMS & process it


8 OWCMS sends Other (positive & negative) notification(s) to OJI

OJI receives Other (positive & negative) notification(s) from OWCMS & process it


9 OJI creates alert(s)/issue(s) b/o negative notification(s) from OWCMS


3.2 Alternatives ConsideredNone

3.3 Assumptions, Dependencies, and Constraints

3.3.1 Assumptions1. User screens and logical flow/layout will be determined during Design JADs.2. The verbiage displayed in the OWCMS screen will meet OWCMS standards.

3.3.2 Dependencies1. OJI resources are needed to make the RESEA functionality work across three systems. Any

OJI development work mentioned in this document is for informational purpose only.2. Monster resources are needed to make RESEA functionality work across three systems. Any

Monster development work mentioned in this document is for informational purpose only.

3.3.3 ConstraintsNone


4. Business Process – OWCMS RESEA & OWCMS UCRS Programs





5. Product Features

5.1 OWCMS/OJI/OMJ - RESEA

5.1.1 OJI – RESEA/UCRS ClaimantsOJI shall continue to select claimants for the RESEA/UCRS services using various criteria and queries in the OJI database. See Appendix A for OJI Data Elements for RESEA/UCRS Scoring

OJI shall identify the potential RESEA/UCRS claimants. It will send potential RESEA/UCRS claimants with flag after 1st benefit paid, Computer Restricted Indicator (CMT_COMP_RESTRICTED_IND) and Agency Employer Indicator new fields along with several other existing fields to OWCMS. OJI will also send the following fields to OWCMS to calculate RESEA/UCRS scores:

COUNTY (FIPS Code) Occupation 1 (SOC code) (There is an existing ONET_CODE1 field) Occupation 2 (SOC code) (There is an existing ONET_CODE2 field) Delay in Filing (days) Job Tenure (days) Application Filing Date Filing Method Claim Type, Seasonal Number of Qualifying Weeks (Duration) Percent of Wages Replaced by UI Industry Code (latest separating employer) (NAICS code) Spouse Claimed Number of Dependents Claimed (excluding spouse)

OJI will send potential RESEA/UCRS claimants in weekly nightly batch (Sunday) file to OWCMS. These file and its fields’ details will be determined in development.

OJI will send the potential RESEA/UCRS claimants only once a benefit year.

5.1.2 OWCMS – Receive RESEA/UCRS Claimants OWCMS will receive the potential RESEA/UCRS claimants only once a benefit year from OJI.

OWCMS will receive potential RESEA/UCRS claimants with flag after 1st benefit paid, Computer Restricted Indicator (CMT_COMP_RESTRICTED_IND) and Agency Employee Indicator fields from OJI. It will also receive the following fields to calculate RESEA/UCRS scores:

COUNTY (FIPS Code) Occupation 1 (SOC code) (There is an existing ONET_CODE1 field) Occupation 2 (SOC code) (There is an existing ONET_CODE2 field) Delay in Filing (days) Job Tenure (days) Application Filing Date Filing Method Claim Type, Seasonal Number of Qualifying Weeks (Duration) Percent of Wages Replaced by UI


Industry Code (latest separating employer) (NAICS code) Spouse Claimed Number of Dependents Claimed (excluding spouse)

OWCMS will receive potential RESEA/UCRS claimants in weekly nightly batch (Sunday) file from OJI. These fields and its fields’ details will be determined in development.

5.1.3 OWCMS - Automate LMI ScoringOWCMS shall automate RESEA participants scoring. It will use the potentially eligible RESEA claimants coming from OJI for scoring.

There are ~25 counties use the UCRS program. They don’t use the RESEA program. There is no need to score UCRS participants. If the participants are part of the UCRS counties then system will display their name and other data on the ‘UCRS’ screen per county. There are 25 OMJ Centers delivering the UCRS program. Those counties are Auglaize, Carroll, Champaign, Drake, Fayette, Gallia, Hardin, Harrison, Henry, Hocking, Madison, Meigs, Monroe, Morgan, Morrow, Noble, Paulding, Perry, Pike, Preble, Putnam, Union, Van Wert, Vinton, and Wyandot.

When OWCMS receives potential RESEA/UCRS participants from OJI, system will check that the participants are not part of the UCRS counties then system will score and display them on the ‘RESEA’ screen. County Staff will select the RESEA participants based on score on the ‘RESEA’ screen.

See Appendix B and Appendix C for existing data fields and the RESEA scoring model details and example

5.1.4 OWCMS – Case Load ViewAdd a filter for RESEA program participants on the ‘Case Load View’ screen. When system generates/user manually enters first service for the RESEA program for the participant, system will add the participant to the staff’s Caseload View.

5.1.5 OWCMS – Basic IntakeAdd a new ‘Computer Restricted’ field below the existing ‘Email’ field on the Basic Intake – General tab for the LE Seeker Case. There will be two options, ‘Yes’ and ‘No’. It will be blank by default. When OJI sends this indicator for the RESEA/UCRS participants, system will set this field to ‘Yes’.

Add a new ‘Computer Restricted’ field below the existing ‘Email’ field on the Basic Intake – General tab for the WIOA Seeker Case. There will be two options, ‘Yes’ and ‘No’. It will be blank by default. This field is read only. These options will not be clickable or auto-populated.

5.1.6 OWCMS – ‘RESEA’ ScreenWhen LE staff log into WCMS and select an LE office, the RESEA or UCRS menu option will reflect this. If logged in with an RESEA office, then display the new LE Menu option titled ‘RESEA”. If logged in with UCRS County, then display the LE Menu option titled ‘UCRS’.

Add a new “RESEA” or “UCRS” LE Menu item before the “Case Load View” item. It will be selected based on selection of county.


This screen is a system level screen. It will be accessible from the “RESEA /UCRS” menu item. The County Worker, Supervisor and Admin/Central Office users can access these screens.

There are ~25 counties use the UCRS program. They don’t use the RESEA program. There is no need to score UCRS participants. If the participants are part of the UCRS counties then system will display their name and other data on the ‘UCRS’ screen per county.


When county staff selects the participant based on score for the RESEA program, RESEA program status will be potentially eligible.

Claimant can be in the RESEA program only once a benefit year.

It is expected that OWCMS LE case will be closed when RESEA claimant finds the employment. There will be new LE case for the new RESEA need. However, OWCMS can have more than one RESEA program for the same case. OWCMS will support it.



RESEA Screen# Field Name Field Definition Field Rules Comments

RESEA Fields1 SSN Field used to indicate the

SSN of the scored potential RESEA participant

1. Required field2. Display only last 4 digits

of SSN, mask other 6 digits when the Case has a “P” (participating) service

3. Read-only field4. When system

completes RESEA scoring, system will populate this field

This field data is coming from OJI.

2 Claim ID Field used to indicate the OJI Clam ID of the scored potential RESEA participant

1. Required field2. Read-only field3. When system



3 Residence County

Field used to indicate the county of residence of the scored potential RESEA participant




4 Residence Address (including City, State, and Zip)

Field used to indicate the residence address of the scored potential RESEA participant




5 Claimant Name

Field used to indicate the name of the scored potential RESEA participant




6 Email Address Field used to indicate the email address of the scored potential RESEA participant

1. Required field2. Email address format3. Read-only field4. When system



7 Agency Employee Indicator

Field used to indicate the scored potential RESEA participant works for agency or not

1. Required field2. Default to blank3. Options:

a. Yesb. No

4. Read-only field5. When system


6. Provide a separate View tab to display participants with Agency Employee Indicator, if it is set to Yes.

7. Display participant on the separate View tab if answer to this field is YES


8 Score Field used to indicate the calculated score of the scored potential RESEA participant

1. Required (Decimal) field2. Sort and display list by

highest score3. Read-only field4. When system


This field data is calculated in OWCMS.

9 Selected With Date

Field used to indicate the date when scored potential RESEA participant is selected for

1. Required Date (mm/dd/yyyy) field

2. Default to the current date

This field is populated when user selects the

Display up to 3 weeks of scored RESEA participant’s data. Current week (Most current data consider as a current week) Previous Week 1 and Previous Week 2.

User can view data by Week. OWCMS shall allow user to select the current week of scored RESEA participants first. User can’t select participant from previous week until current week participants are selected.System will grey out the remaining weeks of scored RESEA participants. If current week scored participants are selected then system will allow user to select scored RESEA participants (previously not selected) from previous week at a time.

Keep all week’s history including who did what.The Supervisor and Admin/Central Office roles can view last 52 weeks RESEA scored list. Only the Central Office/Admin role(s) can update it. If participant is selected for the RESEA program on the “RESEA” screen but did not complete any RESEA activity (e.g. RESEA Orientation, RESEA Assessment) and decided to take that individual out of the RESEA program, allow Central Office/Production Support role(s) to unselect the RESEA participant up to 3 weeks in past on the “RESEA” screen. (This is a desirable functionality per OWD)

OWCMS shall provide configuration option to display the scored RESEA participants on the ‘RESEA’ screen based on number of weeks.

Provide a filter for user to view RESEA participants who did not complete RESEA Assessment Service within 21 business days (excludes state holidays) on the ‘RESEA’ screen. System will display them within past one month. Provide configuration option for this. It will display the fields listed on the ‘RESEA’ screen table in this section.

5.1.7 OWCMS – Send RESEA Participant’s RESEA End Date to OJIWhen RESEA participant is selected on the RESEA screen based on score, OWCSM will send RESEA participant’s RESEA End Date to OJI.

5.1.8 OJI – Receive RESEA Participant’s RESEA End Date from OWCMSOJI will receive RESEA participant’s RESEA End Date coming from OWCMS. OJI will process it.

5.1.9 RESEA – NoticesWhen user selects the RESEA participants based on scoring on the ‘RESEA’ screen, OWCMS will create a ‘Selection Notice for RESEA’. See Appendix I for the RESEA Selection Notice.

If system has valid email address and not opt out for email, it will send the ‘Selection Notice for RESEA’ to participant via email. When OWCMS sends an email/US Mail notification of RESEA notices to the participant, OWCMS will create a copy of the email/US Mail in PDF format and attach that PDF document to the participant's case.

If system has invalid email address or opt out for email or computer restricted, it will send the ‘Selection Notice for RESEA’ to participant via US mail.


The RESEA participants will schedule their own 1on1 session in OMJ, it’s then placed on their backpack calendar and send date/time to OWCMS. OMJ will remind them of the appointment but WCMS still has to send them an email or hardcopy notice about their appointment too in advance.

When OWCMS receives 1on1 session for the participant from OMJ, OWCMS will create a ‘Schedule Notice for RESEA’. See Appendix J for Selection Notice for RESEA.

When Staff schedules 1on1 session in OWCMS, system will create a ‘Schedule Notice for RESEA’. See Appendix J for Selection Notice for RESEA.

If system has valid email address and not opt out for email, it will send the ‘Schedule Notice for RESEA’ to participant via email. It will be emailed 48 hours in advance. When OWCMS sends an email/US Mail notification of RESEA notices to the participant, OWCMS will create a copy of the email/US Mail in PDF format and attach that PDF document to the participant's case.

If system has invalid email address or opt out for email or computer restricted, it will send the ‘Schedule Notice for RESEA’ to participant via US mail. It will be mailed 4 business days in advance.

Mapping of Notices fields/text to OWCMS fields

Claimant’s Name - Populate this field with Basic Intake – General Tab First, Middle Initial and Last Name fields

Social Security Number – Populate this field with Basic Intake - General Tab SSN field, only display last 4 digits of SSN when the Case has a “P” (participating) service

Date Issued – Populate with the date when notice is generated.

Claimant’s Name and Address – Populate this field with Basic Intake – General Tab First Name, Mille Initial, Last Name, Street Address, City, State and Zip fields

ODJFS Office – Name, address, Phone and email address of the OhioMeansJobs County OfficeOWD will provide this information during development

For Selection Notice for RESEA:Steps 1 and 2 no later than <insert date> at <insert time> - Use the RESEA End Date plus 1 as an Insert Date and 12:00am as an Insert Time

For Schedule Notice for RESEA:Please report in person <insert date> at <insert time> - Use the 1on1 session date for insert date and time for insert time fields

5.1.10 OWCMS Sends RESEA Participant to OMJOWCMS system shall send the RESEA End Date for the participant to OMJ if a Monster Id exists for that RESEA participant.

5.1.11OWCMS - Add a new ‘RESEA Subsequent Service’ ServiceAdd a new ‘RESEA Subsequent Assessment (non-participating) service in OWCMS.


SEEKER_

SERVICE_

TYPE_ID

SERVICE_DESC GROUP_TYPE

P or N

Added by System or User

Notes

TBD in Design

RESEA SUBSEQUENT ASSESSMENT

TBD in Design

N System Genera

ted

When user completes the Subsequent RESEA Assessment, system will generate this service

5.1.12 OWCMS – Update Existing RESEA ServicesUpdate the following existing RESEA services: User will use this updated services moving forward. There is no need to update the existing RESEA Services.

# Service Name - From Service Name - To

1 RESEA EDUCATION/TRAINING RESEA/UCRS EDUCATION/TRAINING

2 RESEA FOLLOWUP RESEA/UCRS FOLLOWUP

3 RESEA JOB COUNSELING RESEA/UCRS JOB COUNSELING

4 RESEA JOB SEARCH WORKSHOP/JOB CLUB

RESEA/UCRS JOB SEARCH WORKSHOP/JOB CLUB

5 RESEA OTHER RESEA/UCRS OTHER

6 RESEA PLACEMENT/REFERRAL RESEA/UCRS PLACEMENT/ REFERRAL

5.1.13 OMJ Notify OWCMS – RESEA Orientation CompletedWhen the participant completes the RESEA Orientation in OMJ, it will send the date at which the RESEA Orientation is completed to OWCMS.

When OWCMS has received the RESEA Orientation completed date within the RESEA End Date, OWCMS will populate that information on the ‘Orientation Completed’ field of the ‘RESEA Initial’ Tab

5.1.14 OWCMS - RESEA Orientation Completed & RESEA Assessment Completed Services

OWCMS shall generate the RESEA Orientation (system generated) LE seeker service on the ‘IOP-Services’ screen when it receives RESEA Orientation completed date notification from OMJ.

If participant cannot use computer, OWCMS shall allow staff to enter the RESEA Orientation Completed LE seeker service manually with source to be staffs Novell ID on the ‘IOP-Services’ screen.

OWCMS shall generate the RESEA Assessment Completed (system generated) LE seeker service on the ‘IOP-Services’ screen when the user completed the RESEA Assessment in OWCMS. This service will be generated even after the RESEA End Date.

OWCMS shall generate the RESEA Subsequent Assessment Completed (system generated) LE seeker service on the ‘IOP-Services’ screen when the user completed the RESEA Subsequent Assessment in OWCMS. This service will be generated even after the RESEA End Date.


5.1.15 OWCMS – Send RESEA Services to OJIWhen RESEA participant completed RESEA Service(s) either system generated or staff provided them, system will send them to OJI.

5.1.16 OJI – Receive RESEA Services from OWCMSWhen OWCMS sends completed RESEA Service(s) to OJI, OJI will receive and process them.

5.1.17 RESEA Initial Tab - Eligibility AssessmentProvide Initial and Subsequent tabs before RESEA IOP. The Initial tab will have the RESEA Scheduling/Results and RESEA Assessment. The Subsequent tab will have the RESEA Subsequent Scheduling/Results and RESEA Subsequent Assessment. See Appendix G for the RESEA Initial, Subsequent and IOP tabs mockups.

This Tab will be located on the RESEA IOP. When scored RESEA participant is selected for the RESEA program, this screen will be available for user to enter RESEA Assessment.



RESEA Initial Tab# Field Name Field Definition Field Rules Comments

RESEA Initial Tab Fields1 RESEA

Assessment Creation Date

Field used to indicate the date when Staff completes RESEA Assessment

1. Optional field2. Default to blank 3. Date field – mm/dd/yyyy

format4. Read-only field5. When user completes

the assessment, system will populate this field

Display this field on top section of the RESEA Initial Tab

No partial assessment save. It is expected from user to complete assessment in one session

2 Staff Name Field used to indicate the staff name who completed the RESEA Assessment

1. Optional field2. Default to blank 3. Read-only field4. When user completes



3 Office Name Field used to indicate the staff office who completed the RESEA Assessment




4 Print an Assessment Copy – Print

Field used for user to print the completed RESEA Assessment

1. This Print button will be greyed out by default

2. User can print the copy of assessment when user completes the assessment


5 Assessment Questions

Field used to display the RESEA Assessment questions 1 to 16

1. System will pre-populate the 16 RESEA Assessment questions. See Appendix E for assessment/subsequent assessment questions data

2. Read-only field

See Appendix D for RESEA Assessment/Subsequent Assessment Questions

6 Assessment Answers

Field used to allow user to enter answer to each corresponding RESEA Assessment question

1. Required Field2. Default to blank3. Manually Enterable field4. Provide a space/

choice(s) for user to enter answer. See Appendix E for the assessment questions data

5. It will be read only field after user saved assessment answers.

6. Only Central Office Admin can update the answers

Save is the trigger for completion of assessment. System will only allow to save answers/comments when all questions are answered/comments entered as per business rules (see Appendix E for the assessment/subsequent assessment questions data)

OWCMS shall generate the RESEA Assessment Completed (system generated)

See Appendix G for RESEA – Eligibility Assessment tab mock-up

5.1.18 RESEA Subsequent Tab – Subsequent AssessmentProvide Initial and Subsequent tabs before RESEA IOP. The Initial tab will have the RESEA Scheduling/Results and RESEA Assessment. The Subsequent tab will have the RESEA Subsequent Scheduling/Results and RESEA Subsequent Assessment. See Appendix G for the RESEA Initial, Subsequent and IOP tabs mockups.

This Tab will be located on the RESEA IOP. When scored RESEA participant is selected for RESEA program, this screen will be available for user to enter RESEA Subsequent Assessment.


RESEA Assessment – Initial Eligibility Assessment Tab# Field Name Field Definition Field Rules Comments

Initial Eligibility Assessment Tab FieldsWhen user answers questions 1 & 2 of RESEA Assessment, ask user to enter the following fields. Allow user to enter up to 5 entries. Populate this information to the Employment Section of the IOP.1 Job Title Field used to indicate the

title of the job RESEA participant is looking for (for question# 1)/done in the past (for question# 2)

1. Optional field2. Default to blank 3. Support 250 characters4. When user answers

RESEA assessment questions 1 and 2, system will display this field for user to enter

Populate this information to the Employment Section of the IOP

2 Keywords/Skills

Field used to indicate the Keywords/Skills of the RESEA participant

1. Optional field2. Default to blank 3. Support 2000

characters4. When user answers



3 Location Field used to indicate the location of the job RESEA participant is looking for (for question# 1)/done in the past (for question# 2)




4 Radius Field used to indicate the radius of the job RESEA participant is looking for (for question# 1)/done in the past (for question# 2)





RESEA Subsequent Assessment – Subsequent Eligibility Assessment Tab# Field Name Field Definition Field Rules Comments

Subsequent Eligibility Assessment Tab Fields1 RESEA

Subsequent Assessment Creation Date

Field used to indicate the date when Staff completes Subsequent RESEA Assessment

1. Optional field2. Default to blank 3. Date field – mm/dd/yyyy

format4. Read-only field5. When user completes

the subsequent assessment, system will populate this field

Display this field on top section of the RESEA Subsequent Tab

No partial subsequent assessment save. It is expected from user to complete subsequent assessment in one session

2 Staff Name Field used to indicate the staff name who completed the Subsequent RESEA Assessment




3 Office Name Field used to indicate the staff office who completed the Subsequent RESEA Assessment




4 Print a Subsequent Assessment Copy – Print

Field used for user to print the completed Subsequent RESEA Assessment

1. This Print button will be greyed out by default

2. User can print the copy of subsequent assessment when user completes the assessment


5 Subsequent Assessment Questions

Field used to display the Subsequent RESEA Assessment questions

1. System will pre-populate the 16 RESEA subsequent assessment questions. See Appendix E for assessment questions data

2. Read-only field

See Appendix D for RESEA Assessment/Subsequent Assessment Questions

6 Subsequent Assessment Answers

Field used to allow user to enter answer to each corresponding Subsequent RESEA Assessment question

1. Required Field2. Default to blank3. Manually Enterable field4. Provide a space/

choice(s) for user to enter answer. See Appendix E for the assessment/subsequent assessment questions data

5. It will be read only field after user saved subsequent assessment answers.

6. Only Central Office Admin can update the answers

Save is the trigger for completion of subsequent assessment. System will only allow to save answers/comments when all questions are answered/comments entered as per business rules (see Appendix E for assessment/subsequent assessment questions data)

OWCMS



RESEA Subsequent Assessment – Subsequent Eligibility Assessment Tab# Field Name Field Definition Field Rules Comments

Subsequent Eligibility Assessment Tab FieldsWhen user answers questions 1 & 2 of RESEA Subsequent Assessment, ask user to enter the following fields. Allow user to enter up to 5 entries. Populate this information to the Employment Section of the IOP1 Job Title Field used to indicate the

title of the job RESEA participant is looking for((for question#1)/done in the past (for question# 2)


RESEA subsequent assessment questions 1 and 2, system will display this field for user to enter


2 Keywords/Skills

Field used to indicate the Keywords/Skills of the RESEA participant

1. Optional field2. Default to blank 3. Support 2000

characters4. When user answers



3 Location Field used to indicate the location of the job RESEA participant is looking for (for question# 1)/done in the past (for question# 2)




4 Radius Field used to indicate the radius of the job RESEA participant is looking for (for question# 1)/done in the past (for question# 2)




See Appendix G for the RESEA Initial, Subsequent and IOP tabs mock-ups

5.1.19 OWCMS – RESEA Individual Opportunity Plan (IOP)Provide a new/menu with titled Individual Opportunity Plan (IOP) on Labor Exchange (LE) side of OWCMS. When user clicks on the IOP, It will provide all the programs e.g. RESEA, CCMEP on the left side of the screen/tab. It will display the first program tabs by default. When user clicks the program, it will highlight that program and show all tabs for that program.

For RESEA Program, provide Initial and Subsequent tabs before RESEA IOP. The Initial tab will have the RESEA Scheduling/Results and RESEA Assessment. The Subsequent tab will have the RESEA Subsequent Scheduling/Results and RESEA Subsequent Assessment. See Appendix G for the RESEA Initial, Subsequent and IOP tabs mockups.Provide a “Print” button to print the IOP.

System will allow user to access the ‘IOP’ screen(s) once RESEA participant is selected for the RESEA program based on scoring on the RESEA screen.

IOP will support the following functionalities.

See Use Case 3057 – LE & WIA Security Roles for the ‘IOP’ screens access to the LE case manager and supervisor roles. If case is reassigned then the newly assigned case manager and supervisor will have access.

All the fields are updatable. User cannot delete any data (goals, services, activities, dates etc.) User will have capability instead of deleting, mark the goal, service, activity as CANCELED.

This is to allow the canceled data to be retained in the IOP for possible ‘hearing’ purposes. Provide a Cancel functionality for each level of IOP. If user selects Cancel for the Long term goal then system will cancel corresponding short term goal(s), service(s) and activities. If user selects Cancel for the Short term goal then system will cancel corresponding service(s) and


activities. If user selects Cancel for the service(s) then system will cancel corresponding service(s) and activities. If a OWCMS user wants to CANCEL all of a IOP flow or part of it, system will display the following pop-up message.“You have selected to CANCEL this IOP data. Upon accepting this CANCELATION, it’s possible your cancelation could include any and all of the following: Long-Term goal, Short-Term goal, Service, Activities that are related to each other. Do you want to continue with the CANCELATION?”

If there is only one service on the ‘IOP-services’ screen then user cannot cancel it. System will consider the services based on program when canceling the long term goals and

short term goals. System will not cancel the last service of the program when user cancels the long term goals and short term goals.

This canceled data mentioned above will not be included in printout of the IOP; it’s not to be included in business rules to close/complete the IOP.

System will disable the cancelling Long term and the Short term goals when any of their associated services are in CFIS Approval/Denied status. (System will lock the entire transaction related to that service. Meaning the Long Term Goals, Short Term Goals, Activities, related to the Service, will all be locked, do not allow any updates, when the Approval or Denial has come back from CFIS.)

Staff creates an IOP, saves the data, prints out the IOP, individual electronically/paper signs the IOP and Staff upload electronic/paper signed IOP on the ‘RESEA Documents’ Tab. When staff adds, updates, cancels any data on IOP, staff will print out the IOP, have it signed, staff uploads the updated signed IOP – meaning each new version need to be scanned, uploaded and retained with the case.

Activity is only used for the RESEA program. It will not be used for the UCRS program. Whenever the client completes RESEA activity, WCMS will receive that information from OMJ backpack.

Add 2 new columns titled i. Update from OMJ ii. Staff Validated Date Update from OMJ – OMJ/Monster will send us activity and date of completion.

System will update the corresponding column that the youth has completed this activity

1. This activity is not officially completed until the staff verify. Staff Validated Date– Staff will enter completion date to confirm/verify that the activity

has been completed by individual. When the RESEA program is closed, system will send a flag (name and other fields

details – TBD in Design) to notify OMJ/Monster that participant is no longer active in RESEA program.

Add a new ‘Computer Restricted’ field next to the existing ‘Monster ID’ field. There will be two options, ‘Yes’ and ‘No’. It will be blank by default. When OJI sends this indicator for the RESEA/UCRS participants, system will set this field to ‘Yes’.

Screen: The following fields will be blank to start with. User can enter them. o Experience Summary (Navigation: TBD in development)

o IOP Date – When user prints the IOP, system will default this field to the current date and allow user to back date it 6 months in past. It will support the following validations:

- IOP Date is required.- IOP Date cannot be greater than today.- IOP Date cannot be before 6 months (This date is derived from current date - 6 months)

It is an updatable field. It should work same as it works for the CCMEP programs.


o Employment - Current Employer Name - Add new optional text field for user to enter, support 80 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Employment - Hours per Week – Add new optional field for user to enter. If this field has no information then system will not print it when user prints the IOP. It is an updatable field. It will support the following validation:

- Hours Per Week must be less than 169o Work Experience

Add new optional text field for user to enter, support 250 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

Add the Job Title, Keywords/Skills, Location and Radius fields – These fields will be populated with the answers of RESEA Assessment question# 2 Job Title, Keywords/Skills, Location and Radius fields. It will allow up to 5 entries. system will not over write the existing fields answers with answer of the RESEA Subsequent Assessment question# 2.

Add the Years of Experience field – This field will be populated with the answer of RESEA Assessment question# 3. system will not over write the existing fields answers with answer of the RESEA Subsequent Assessment question# 3.

o Education – Current School/Educational Program and Expected Graduation Date - Add new optional text field for user to enter, support 80 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Degrees and Certifications - Add new optional text field for user to enter, support 250 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Military Experience - Add new optional text fields for user to enter, support 250 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Participant Strengths - Add new optional text fields for user to enter, allows user to enter 6 Strengths. If these fields have no information then system will not print them when user prints the IOP. It is an updatable field.

o Participant Challenges/Barriers - Add new optional text fields for user to enter, allows user to enter 6 Barriers. If these fields have no information then system will not print them when user prints the IOP. It is an updatable field.

o ADA Modifications - Add new optional text field for user to enter, supports 250 characters. If this field has no information then system will not print this field when user prints the IOP. It is an updatable field.

o CCMEP Performance Goal (Navigation: TBD in development) Provide the following check box fields. User must choose at least one of the following items. However, user can choose more than one. These are updatable fields.

o Obtain employment (full or part-time) (Default - Mark this option as a default option)o Obtain a recognized post-secondary credential ) (Default - Blank)o Obtain a secondary school diploma or its recognized equivalent (Default - Blank)o Complete training or certification (Default - Blank)o Increase earnings (Default - Blank)


o Long Term Goals (Navigation: TBD in development)It is an optional tab for the RESEA program. User can go to the ‘Services’ Tab without having Long Term Goal & Short Term Goal. If Long Term Goal is there then it has to have the Short Term Goal.

Type of Long Term Goal – Employment, Education or Training (one must be selected, if short term goal is selected)User will type the goal (Free form Text)Provide an ADD button to add long term goal. There is no limit.

o Short Term Goals (Navigation: TBD in development)It is an optional tab for the RESEA program. User can go to the ‘Services’Tab without Having Long Term Goal and Short Term Goal. If Long Term Goal is there then it has to have the Short Term Goal. If Short Term Goal is there then it has to have the Long Term Goal.

Type of Short Term Goal – Employment, Education or Training (one must be selected, if long term goal is selected)User will type the goal (Free form Text)Provide an ADD button to add short term goal. There is no limit.System will support to relate one short term goal to the only one long term goal.Each short term goal can have one long term goalProvide functionality to reconnect (relink) short term goal to another long term goal and disconnect it from the currently connected long term goal

o Services (Navigation: TBD in development)

Assessment: Hide this section for the RESEA programs. The RESEA programs are using the ‘Services’ field for the ‘RESEA Orientation Completed’ and ‘RESEA Assessment Completed’ services.

If answer is ‘No’ to RESEA Assessment question# 5, system will add the ‘Resume Assistance’ service without Service Start Date.

If answer to RESEA Assessment question# 6 is provided, system will add the ‘Interviewing Workshop’ service without Service Start Date.If any check box of the RESEA Assessment question# 8 is selected, system will add the ‘Resource Room’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Assessment question# 12, system will add the ‘Referral to WIOA’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Assessment question# 15, system will add the ‘Entered Employment’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Assessment question# 16, system will add the ‘Entered Employment’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Assessment question# 15 and16, system will add the ‘Entered Employment’ service only once without Service Start Date.


User can enter the ‘RESEA Orientation Completed’ service manually on the ‘IOP-Services’ screen.

User cannot enter the ‘RESEA Assessment Completed’ on the ‘IOP-Services’ screen.User can enter other RESEA service(s) manually on the ‘IOP-Services’ screen.

The existing LE Seeker Services will be used for the RESEA program. System will re-populate ‘LE’ for the Service Type. Service cannot have long term goal, short term goal and activity. Allow user to enter service without long term goal, short term goal and activity. Reconnect (relink) service to another short term goal and disconnect it from the currently connected short term goal

The following data elements will be collected for each service. When user selects the first activity for the RESEA service, system will lock the ‘Services’ field for the service mapped with the activity.

Staff NameProgram Affiliation - There will be a new program for RESEA. It will be available after user selects the RESEA participant on the ‘RESEA’ screen based on RESEA scoring. The RESEA Program Status will be Potentially Eligible on the ‘Basic Intake-General’ screen.

If RESEA Program status changed because of the following 6 reasons: Exempt-same/similar, Exempt-just cause, Waived-Union, Waived-Student, Return to Work, Claim Disallowed

System needs to end date any open RESEA services with the current date and change the RESEA Program status on the ‘Basic Intake-General’ screen from Enrolled to Closed.

When user selects the first service (which will be probable be RESEA Orientation) for the RESEA program, system will change the RESEA Program status on the ‘Basic Intake-General’ screen from Potentially Eligible to Enrolled.

When system generates a RESEA system generated service (which will be probable be RESEA Orientation) as a first service, system will change the RESEA program status on the ‘Basic Intake – General’ screen from Potentially Eligible to Enrolled.

The RESEA program will follow the Potentially Eligible, Enrolled, Closed and Expired program statuses.

When RESEA Subsequent Assessment is completed, system will generate a RESEA Subsequent Assessment Completed Service on the ‘IOP-Services’ screen. Also, add services listed in “Section 5.1.12 – OWCMS – Update Exisitng RESEA Services” all that apply again.


If answer is ‘No’ to RESEA Subsequent Assessment question# 5, system will add the ‘Resume Assistance’ service without Service Start Date.

If answer to RESEA Subsequent Assessment question# 6 is provided, system will add the ‘Interviewing Workshop’ service without Service Start Date.

If any check box of the RESEA Subsequent Assessment question# 8 is selected, system will add the ‘Resource Room’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Subsequent Assessment question# 12, system will add the ‘Referral to WIOA’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Subsequent Assessment question# 15, system will add the ‘Entered Employment’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Subsequent Assessment question# 16, system will add the ‘Entered Employment’ service without Service Start Date.

If answer is ‘Yes’ to RESEA Subsequent Assessment question# 15 and16, system will add the ‘Entered Employment’ service only once without Service Start Date.

Service Type – LE – User doesn’t have to pick it. By default it will be set to LE. It will be read-only.

Service – All LE Seeker services Actual Start Date Planned End Date Actual End Date Service Outcome - Use the existing WIOA LOVs

o Completed Successfully, o Completed Unsuccessfully, o Did Not Complete, o Returned to Work

Service – Supportive Services: Hide this section for the RESEA program. The RESEA program is not using them.

Service – Intensive Services: Hide this section for the RESEA program. The RESEA program is not using them.

o Activities – This is only needed/used for the RESEA program.

When user specific service, the system will provide the mapped activity for user to select.When user selects the mapped activity, the system will provide the predefined fields details. System will provide a new optional field titled ‘Activity Details’ for each activity view details. It will support up to 250 characters. It will be printed when user prints the IOP.

Participant can have more than one activity per service at the same time.

Map RESEA Services to the generic activity as follows:


Activ

ity

View Details Data Fields

Generic Activity

Employer/Organization/Training Facility Name (Required)

Street Address (Optional)City (Optional)State (default Ohio) (Optional)Zip Code (Optional)Contact First Name (Optional)Contact Last Name (Optional)

Contact Phone Number (Optional)Contact Email (Optional)Start Date (Optional)End Date (Optional)Hours per Week (Optional)Course Name (Optional)

Job Title (Optional)Activity Details (Optional)

o Send mapped activity for RESEA program to OMJ

o Above activity will be supported by the RESEA program only. o When OIS development creates this RESEA IOP/when staff prints out the completed IOP, it

needs to include all the extra text in the RESEA IOP template. Keep the <free form text> text blank. Job Seeker and Staff will sign and enter sign date to those blank fields. See Appendix K Individual Reemployment Plan for the free form ‘Acknowledgement’ text template.

o When user prints the RESEA IOP, system will print the latest version of the RESEA IOP.

The system shall support the RESEA program for the following fields.RESEA IOP Tab

# Field Name Field Definition Field RulesFields

1 Program Affiliation

No Change 1. Required Field2. The system will provide

the RESEA) program name in the drop-down list when the individual is Potentially Eligible for the RESEA program when county staff selects the participant based on score, Enrolled, Expired and Closed Program for that program.

3. A value must be selected for this field before selecting/ entering values for other Services fields

4. Drop-down list that


RESEA IOP Tab# Field Name Field Definition Field Rules

contains the following new option:

a. RESEA Program (New)

2 Service Type No Change 1. Required Field2. LE Service Type must

be populated for this field before selecting/entering values for other Services fields

3 CFIS Status No Change (Same definition as on the ‘Services’ screen)

Same business rules as this field has on the ‘Services’ screen

4 Services No Change 1. Required Field2. Drop-down list3. It will use the following

Services/Activity for the RESEA Program

LE Seeker Services

5 Age at Enrollment

Field used to calculate and display the individual’s Age at Enrollment using the following formula:

Age at Enrollment = 1st RESEA LE Seeker Service Earliest Participation Date (Actual Start Date) on the ‘RESEA IOP-Services’ screen – Date of Birth (DOB)

1. Required field for the RESEA Program (Read-only)

2. The system will auto-populate this field when the Program Status changes to Enrolled

3. Default to blank

6 Employment Status at Participation

Field used to indicate the individual’s employment status at the time of receiving his/her first service for the program

1. Field will be displayed and required at the time of saving the first service for the first program

2. Radio button list with the following options:a. Employed (If the

seeker is employed, select it)

b. Employed but Received Notice of Termination or Military Separation (If seeker received notice of Termination of Employment or Military Separation, select it)

c. Unemployed (If the seeker is unemployed, select it)


RESEA IOP Tab# Field Name Field Definition Field Rules

d. Not in labor force (If seeker is not in labor force (Incarcerated, Retired, etc.) then select it)

4. If the participant is unemployed then system will ask to select the ‘Long-Term Unemployed (WIOA)’ field

When user enters the first service of the RESEA program, the system will use the Actual Start Date of the first service to calculate Age at Enrollment. The Age at Enrollment will be calculated based on the (Actual Start Date of the first service of the selected program – DOB). OWCMS will check the Age at Enrollment only for the selected RESEA Program at the time user enters the Actual Start Date of the RESEA program.

Case Manager can add the service(s) for the RESEA program.

Central Office role can delete the last service. See Use Case 3057 – LE & WIA Security Roles for details.

OWCMS – IOP Summary Provide the following sections, which can Expand and Collapse. See Appendix G for the IOP Summary mockups.1 Performance Goal – Default this section to Collapse. System will display the performance

goals listed below for all the programs that the participant is potentially eligible, enrolled, closed and expired, If multiple programs have the same performance goal then display only once. See Appendix G for the IOP Summary mockups.

Obtain employment Obtain a recognized post-secondary credential Obtain a secondary school diploma or its recognized equivalent Complete training or certification Increase earnings

2 System will display each Program that the participant is potentially eligible, enrolled, closed and expired. Default this section to Collapse. It will display the following details about each program. See Appendix G for the IOP Summary mockups.

Program Name Program Status Program Status Date Program Start Date Program End Date (if apply) Name of Service(s) Provided

For each service provided- Display Long Term goal (if apply)- Display Short Term goal (if apply)

Service Start Date Service End Date (if apply) Service Status (Successfully Completed/Open/Cancelled) Activities belongs to service

For each activity provided- Activity Status (open/completed/cancelled/verified)


3 Goals - Default this section to Collapse. List Long Term and Short Term goals of each programs

OWCMS – RESEA DocumentsProvide capability to scan and store RESEA IOP every time it is signed to the case. Provide “Print” button to print documents. A history of all previously scanned RESEA IOPs will be available. It will support any document types. There is no need to have document type fields. User can upload the following documents:

i. Screen print of the LMI Career and Occupational Informationii. Screen print of the OMJ Job Search Resultsiii. Signed RESEA IOP

Design will address other details e.g. type of file, name of screen(s), error message(s), etc...

OWCMS – Exit OWCMS needs to display RESEA program in the ‘Program Summary’ section of the ‘IOP-Exit’ screen. Use the WIOA ‘Exit’ screen for the RESEA Exit screen. If existing WIOA ‘Exit’ screen fields are not related to the RESEA program, but related to other program(s) then just display them as read only. Add new Credential Outcome and Date fields.

Use all existing CCMEP close program reasons except the following CCMEP programs specific reasons for the RESEA program close reasons:

(1) Successfully entered post-secondary education, military, or employment(2) Awarded SSI/SSDI and made application for services with OOD(3) Failed to utilize CCMEP services(4) Not eligible for TANF or WIOA; lead agency shall issue a notice of adverse action

OWCMS – Soft Exit There will be no impact on the Soft-Exit functionalities because of RESEA program. The RESEA program will have the same program status of potentially eligible, enrolled, closed and expired as the CCMEP WIOA/TANF Youth programs. The ‘RESEA’ claimants are ‘R’ claimants. The ‘R’ claimants are not to be soft exited. Note: OWCMS needs/expects right claimant status from OJI.

5.1.20 RESEA Initial Tab – 1on1 Scheduling/ResultsProvide Initial and Subsequent tabs before RESEA IOP. The Initial tab will have the RESEA Scheduling/Results and RESEA Assessment. The Subsequent tab will have the RESEA Subsequent Scheduling/Results and RESEA Subsequent Assessment. See Appendix G for the RESEA Initial, Subsequent and IOP tabs mockups.

When scored RESEA participant is selected for RESEA program, this screen will be available for user to enter data.

The RESEA participant schedule/cancel/re-schedule a 1on1 session in OMJ. OMJ shall send notification to OWCMS. OWCMS shall populate that information on the RESEA Scheduling/Results tab.

The Staff can schedule/cancel/re-schedule a 1on1 session in OWCMS. Staff can enter that information on the RESEA Scheduling/Results tab.


OWCMS shall track the schedule/reschedule a RESEA 1on1 session on the RESEA 1on1 Session (Date/Time)/1on1 Reschedule Session (Date/Time) field(s) of the ‘Scheduling/Results’ tab/screen coming from OMJ.

Note: See Appendix F for RESEA Scheduling/Rescheduling Data Mapping and Appendix H for RESEA Scheduling/Results & RESEA Subsequent Scheduling/Results Tab information



RESEA Scheduling/Results Tab (New Tab)# Field Name Field Definition Field Rules Comments

RESEA Scheduling/Results Fields1 RESEA

Selection/Participation Date

Field used to indicate the date when participant selected for RESEA program

1. Optional field2. Default to blank3. Read-only field4. Date field – mm/dd/yyyy

format5. When user selects

RESEA participant, system will populate this field with that date.

Display this field on top section of the RESEA Initial and RESEA Subsequent Tabs

2 RESEA End Date or 21 Day End Date

Field used to display the date that participant needs to complete RESEA activities

1. Optional field2. Default to blank3. Read-only field 4. Date field – mm/dd/yyyy

format5. When user selects

RESEA participant, system will use that date as a start date to calculate 21 business days (excludes state holidays) for this field

6. When user selects the RESEA Program Status, system will update this field with that date.

7. OWCMS will support the history of changes made to this field by the Date of Change made and new RESEA End Date/21 Day End Date.


3 RESEA Program Status

Field used to display the RESEA program status of participant

1. Optional field2. Default to blank3. Provide the following

RESEA program status check boxes for user to select - Exempt-same/

similar- Exempt-just cause- Waived-Union- Waived-Student- Return to Work- Claim Disallowed

4. Allow user to select only one choice


When user selects the program status, WCMS sends program status to OJI.

Comments Field used to allow user to enter comments for the top section fields

1. Optional field2. Support 2000

characters3. System will display this

field for user to enter4. Only Central Office

Admin can update the comments after save


4 1on1 Session (Date/Time)

Field used to display the date/time of scheduled 1on1 session

1. Optional field2. Default to blank3. Date/Time field format4. It will be either

populated by OMJ or entered by user.

5. Read-only field after populated

6. Send 1on1 Session Date/Time to OJI

Created By Field used to indicate that the 1on1 session is entered by OMJ or User

1. Optional field2. Default to blank3. Read-only field4. It will be auto populated

with OMJ when 1on1 session is populated by


5.1.21 RESEA Subsequent Tab - Subsequent Scheduling/ResultsProvide Initial and Subsequent tabs before RESEA IOP. The Initial tab will have the RESEA Scheduling/Results and RESEA Assessment. The Subsequent tab will have the RESEA Subsequent Scheduling/Results and RESEA Subsequent Assessment. See Appendix G for the RESEA Initial, RESEA Subsequent and RESEA IOP tabs mockups.

When scored RESEA participant is selected for RESEA program, this screen will be available for user to enter data.

The Staff schedule Subsequent Schedule in OMJ. OMJ shall send notification to OWCMS. OWCMS shall populate that information on the RESEA Subsequent Scheduling/Results tab.

The Staff can schedule/cancel/re-schedule Subsequent Schedule in OWCMS. Staff can enter that information on the RESEA Subsequent Scheduling/Results tab.

Note: See Appendix F for RESEA Scheduling/Rescheduling Data Mapping and Appendix H for RESEA Subsequent Scheduling/Results & RESEA Subsequent Scheduling/Results Tab information.





RESEA Subsequent Tab (New Tab)# Field Name Field Definition Field Rules Comments

RESEA Subsequent Tab Fields1 Subsequent

Session (Date/Time)

Field used to display the date/time of scheduled Subsequent session

1. Optional Field2. Default to blank3. Date/Time field format4. It will be either

populated by OMJ or entered by user.

5. Read-only field after either populated by OMJ or entered by user

6. Send Subsequent Session Date/Time to OJI

Created By Field used to display the name of staff who entered the subsequent session

1. Optional field2. Default to blank3. Read-only field4. When OMJ notification

provides the Subsequent date/time then populate this field with OMJ

5. When subsequent session entered by user then system will auto populate it with user’s name

Outcome Field used to indicate the outcome of scheduled subsequent session

1. Optional field2. Default to blank3. Provide the following

check boxes:- Completed (Enter by User)- Failed to Report (Enter by User)- Refused Service (Enter by User)- Cancelled by Staff (Enter by User)- Rescheduled (in Advance) (Enter by User)- Rescheduled (Interview) (Enter by User)

4. User enters this field as per item# 3

5. Read-only field after entered

When user selects the ‘Failed to Report’ check box, system will provide a new drop down “Reason” field for user to select one of the following reason:1. No Call/No Show (before deadline)2. No Call/No Show (on/after deadline)

OWCMS sends “Failed to report” issue to OJI

OWCMS sends “Refused service” issue to OJI

Reason (Explain reason for cancellation, reschedule or if claimant refuses service)

Field used to display the reason for subsequent rescheduled session

1. Optional field2. Default to blank3. This field will be

displayed in the subsequent session section if participant has rescheduled it first time.

4. If participant reschedules more than once, it will be displayed with the previous subsequent

5.1.22 OWCMS Receives 1on1 Notifications for RESEA Participants from OMJ

Note: For existing interfaces details, meet with development team.

1 The Job Seeker Data file from OMJ to OWCMS will be updated to include the following new fields: Seeker Profile fields:RESEA Orientation Completed (Date)1on1 Schedule (Date/Time)1on1 Cancelled Schedule (Date/Time) (Date/Time, when RESEA participant cancelled 1on1 schedule)Cancel Reason (with the ‘Comments’ field – It is a required field for the “Other” reason)1on1 Reschedule (Date/Time)Subsequent Schedule (Date/Time)

2 Processing Rules:

a OWCMS will accept and store this data.

i The RESEA Orientation Completed (Date) received from OMJ will be stored in OWCMS. System will generate a system generated ‘RESEA Orientation Completed’ service on

the ‘IOP-Services’ screen.

ii The 1on1 Schedule session (Date/Time) received from OMJ will be stored and displayed on the ‘1on1 Session (Date/Time)’ field of the ‘RESEA Scheduling/Results’ tab.

iii The 1on1 “Cancelled” Schedule received from OMJ will be stored and populated the “Cancelled (via OMJ)” checkbox on the ‘1on1 Session (Date/Time)’ section of the ‘RESEA Scheduling/Results’ tab.

iv The 1on1 Reschedule session (Date/Time) received from OMJ will be stored and displayed on the ‘1on1 Reschedule Session (Date/Time)’ field of the ‘RESEA Scheduling/Results’ tab.

v The Subsequent Schedule session (Date/Time) received from OMJ will be stored and displayed on the ‘Subsequent (Date/Time)’ field of the ‘RESEA Scheduling/Results’ tab.

vi The 1on1 Cancel Reason (with comments, if available/without comments, if not available) received from OMJ will be stored and displayed on the ‘1on1/ Reschedule Reason (with comments, if available /without comments, if not available)’ field with the previous 1on1/Reschedule Session section of the ‘RESEA Scheduling/Results’ tab. OMJ will send the following reasons when 1on1 session is rescheduled.

a. Out of townb. Caring for family member


c. No child cared. Conflicting appointmente. Employed (Part-time)f. Employed (Full-time)g. Illnessh. Attending School/trainingi. No Transportationj. Other

5.1.23 RESEA Participants Notifications from OWCMS to OJIOWCMS will (at a minimum) include the Claimant ID, Claim ID (latest Claim ID), service type (e.g. Orientation, Assessment, 1on1 Session, Subsequent 1on1 Session), and outcome (e.g. Completed, Failed to Report, Refused Service, Cancelled by Staff, Cancelled by OMJ, Rescheduled) and/or reschedule reason in the records being transmitted to OJI.

OWCMS and OJI development teams will decide OWCMS and OJI interface design details during development.


1 WCMS will send the following negative notifications to OJI.a. WCMS sends ‘Failure to Report’ notification to OJI, when RESEA participant did not

complete ‘1on1 session by 21st day’ END DATE.b. WCMS sends ‘Failure to Report’ notification to OJI, when RESEA participant did not

attend ‘scheduled Subsequent 1on1’ session.c. WCMS sends ‘Refused Service’ notification to OJI, when RESEA participant ‘refused

for RESEA Services’.d. WCMS sends a notification indicating one of the following reason (without comments)

why a claimant rescheduled a service to OJI, when OMJ sends Cancelled (date/time) of 1on1/Reschedule session with one of the following reschedule reason to OWCMS. WCMS will also send a notification indicating one of the following reason (without comments) why a claimant rescheduled a service to OJI, when Staff Cancelled (date/time) of 1on1/Reschedule/Subsequent/Subsequent Reschedule session with one of the following reschedule reason

- Out of town- Caring for family member- No child care- Conflicting appointment- Employed (Part-time)- Employed (Full-time)- Illness- Attending School/training- No Transportation- Other

e. When RESEA participant answers “YES” to the assessment question 9, WCMS will send Questions# 9 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.

If answer changed from “NO” to “YES” to the subsequent assessment question 9, WCMS will send Question# 9 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.

f. When RESEA participant answers “YES” to the assessment question 10, WCMS will send Questions# 10 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.



g. When RESEA participant answers “YES” to the assessment question 11, WCMS will send Questions# 11 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


h. When RESEA participant answers “YES” to the assessment question 12, WCMS will send Questions# 12 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


i. When RESEA participant answers “YES” to the assessment question 13, WCMS will send Questions# 13 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


j. When RESEA participant answers “YES” to the assessment question 14, WCMS will send Questions# 14 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


k. When RESEA participant answers “YES” to the assessment question 15, WCMS will send Questions# 15 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


l. When RESEA participant answers “YES” to assessment question 16, WCMS will send Questions# 16 with Yes response to OJI. See Appendix D for RESEA Assessment/Subsequent Assessment Questions.


2. WCMS will send the following other notifications to OJI, when.a. the RESEA participant is selected, WCMS will send the RESEA End Dateb. the RESEA services (8 RESEA or RESEA/UCRS Services) are providedc. The RESEA 1on1 Session/1on1 Reschedule Session/Subsequent

Session/Subsequent Reschedule Session is scheduled. WCMS will send the session Date/Time. It will also send the Outcome of scheduled session(s).

d. the scheduled RESEA 1on1 session is cancelled/Rescheduled session is cancelled/ Subsequent session is cancelled/Subsequent Reschedule is cancelled. WCMS will send cancelled 1on1 Date/Time (Date/Time, when RESEA participant cancelled the schedule). It will also send the Cancel reason.


e. Staff selects one of the following RESEA Program Status, WCMS will send the program status.

Exempt-same/similar Exempt just cause Waived Union Waived Student Return to Work Claim Disallowed

5.1.24 OJI Receives RESEA Participants Notifications from OWCMSOWCMS and OJI development teams will decide OWCMS and OJI interface design details during development.


OJI receives and process the alerts/issues/reschedule reasons, other notifications listed in sections 5.1.22. See RESEA to OWCMS business project (UC Ben CSR 1212) requirements document for OJI requirements.

5.2 OWCMS/OJI/OMJ - UCRS

5.2.1 OJI – RESEA/UCRS Claimants OJI shall continue to select claimants for the RESEA/UCRS services using various criteria and queries in the OJI database. See Appendix A for OJI Data Elements for RESEA/UCRS Scoring

OJI shall identify the potential RESEA/UCRS claimants. It will send potential RESEA/UCRS claimants with flag after 1st benefit paid, Computer Restricted Indicator (CMT_COMP_RESTRICTED_IND) and Agency Employer Indicator new fields along with several other existing fields to OWCMS. OJI will also send the following fields to OWCMS to calculate RESEA/UCRS scores:


OJI will send potential RESEA/UCRS claimants in weekly nightly batch (Sunday) file to OWCMS. These file and its fields’ details will be determined in development.

OJI will send the potential RESEA/UCRS claimants only once a benefit year.


5.2.2 OWCMS – Receive RESEA/UCRS Claimants OWCMS will receive the potential RESEA/UCRS claimants only once a benefit year from OJI.

OWCMS will receive potential RESEA/UCRS claimants with flag after 1st benefit paid, Computer Restricted Indicator (CMT_COMP_RESTRICTED_IND) and Agency Employee Indicator fields from OJI. It will also receive the following fields to calculate RESEA/UCRS scores:


OWCMS will receive potential RESEA/UCRS claimants in weekly nightly batch (Sunday) file from OJI. These fields and its fields’ details will be determined in development.

5.2.3 OWCMS – Case Load ViewAdd a filter for UCRS programs participants on the ‘Case Load View’ screen. When system generates/user manually enters first service for the Labor Exchange (for UCRS program) program for the participant, system will add the participant to the staff’s Caseload View.

5.2.4 OWCMS – Basic IntakeAdd a new “UCRS” field on the ‘Basic Intake – Program Data’ tab for the LE seeker case. There will be two options, ‘Yes’ or ‘No’. It will be blank by default. When system sends ‘Selection Notice for UCRS’ to the participant, system will populate this field with ‘YES’ answer.

Add a new “UCRS” field on the ‘Basic Intake – WIOA Data’ tab for the WIOA seeker case. It will be blank by default. There are two options, ‘Yes’ or ‘No’. This field is read only. These options will not be clickable or auto-populated.

Add a new ‘Computer Restricted’ field below the existing ‘Email’ field on the ‘Basic Intake – General’ tab for the LE Seeker Case. There will be two options, ‘Yes’ and ‘No’. It will be blank by default. When OJI sends this indicator for the RESEA/UCRS participants, system will set this field to ‘Yes’.

Add a new ‘Computer Restricted’ field below the existing ‘Email’ field on the Basic Intake – General tab for the WIOA Seeker Case. There will be two options, ‘Yes’ and ‘No’. It will be blank by default. This field is read only. These options will not be clickable or auto-populated.


5.2.5 OWCMS – ‘UCRS’ ScreenWhen LE staff log into WCMS and select an LE office, the RESEA Pool or UCRS Pool menu option will reflect this. If logged in with an RESEA office, then display the new LE Menu option titled ‘RESEA”. If logged in with UCRS County, then display the LE Menu option titled ‘UCRS’.

Add a new “RESEA” or “UCRS” LE Menu item before the “Case Load View” item. It will be selected based on selection of county.

This screen is a system level screen. It will be accessible from the “RESEA /UCRS” menu item. The County Worker, Supervisor and Admin/Central Office users can access these screens.

There are ~25 counties use the UCRS program. They don’t use the RESEA program. There are 25 OMJ Centers delivering the UCRS program. Those counties are Auglaize, Carroll, Champaign, Drake, Fayette, Gallia, Hardin, Harrison, Henry, Hocking, Madison, Meigs, Monroe, Morgan, Morrow, Noble, Paulding, Perry, Pike, Preble, Putnam, Union, Van Wert, Vinton, and Wyandot.

Note: For the latest list of UCRS program counties, please contact OWD during development.

There is no need to score UCRS participants. If the participants are part of the UCRS counties then system will display their name and other data on the ‘UCRS’ screen per county.


Claimant can be in UCRS program only once a benefit year. It is expected that OWCMS LE case will be closed when UCRS claimant finds the employment. There will be new LE case for the new UCRS need. However, OWCMS can have more than one UCRS program(s) for the same case. OWCMS will support it.



UCRS Screen# Field Name Field Definition Field Rules Comments

UCRS Fields1 SSN Field used to indicate the

SSN of the UCRS participant selected based on UCRS county

1. Required field2. Display only last 4 digits

of SSN, mask other 6 digits when the Case has a “P” (participating) service

3. Read-only field4. When system finds out

that the participant is UCRS based on UCRS county, system will populate this field for the UCRS program


2 Claim ID Field used to indicate the OJI Clam ID of the UCRS participant selected based on UCRS county

1. Required field2. Read-only field3. When system finds out



3 Residence County

Field used to indicate the county of residence of the UCRS participant selected based on UCRS county




4 Residence Address (including City, State, and Zip)

Field used to indicate the residence address of the UCRS participant selected based on UCRS county




5 Claimant Name

Field used to indicate the name of the UCRS participant selected based on UCRS county




6 Email Address Field used to indicate the email address of the UCRS participant selected based on UCRS county

1. Required field2. Email address format3. Read-only field4. When system finds out

that the participant is UCRS based on UCRS county, system will populate this field for UCRS program


7 Agency Employee Indicator

Field used to indicate the UCRS participant works for agency or not

1. Required field2. Default to blank3. Options:

a. Yesb. No

4. Read-only field5. When system finds out

that the participant is UCRS based on UCRS county, system will populate this field for UCRS program

6. Provide a separate View tab to display participants with Agency Employee Indicator is set to Yes.

7. Display participant on the separate View tab if answer to this field is


Display up to 3 weeks of UCRS participant’s data. Current week (Most current data consider as a current week) Previous Week 1 and Previous Week 2.

User can view data by Week.

OWCMS shall provide configuration option to display the scored UCRS participants on the ‘UCRS’ screen based on number of weeks.

There is no need to have filter on the ‘UCRS’ screen.

5.2.6 UCRS – NoticesWhen system displays the UCRS participant on the ‘UCRS’ screen, OWCMS will create a ‘Schedule Notice for UCRS Orientation’ notice. See Appendix L for the ‘Schedule Notice for UCRS Orientation’ Notice.

When system creates a ‘Schedule Notice for UCRS Orientation’ notice for the participant, the Labor Exchange (for UCRS) program status will be potentially eligible.

If system has valid email address and not opt out for email, it will send the ‘Schedule Notice for UCRS Orientation’ notice to participant via email. When OWCMS sends an email/US Mail notification of RESEA notices to the participant, OWCMS will create a copy of the email/US Mail in PDF format and attach that PDF document to the participant's case.

If system has invalid email address or opt out for email or computer restricted, it will send the ‘Schedule Notice for UCRS Orientation’ notice to participant via US mail.

When the ‘Schedule Notice for UCRS Orientation’ notice is sent to the participant, system will send that UCRS End Date to OJI and OMJ.

If UCRS participant did not complete the UCRS Orientation on/before the UCRS End Date, system will send the ‘Schedule Notice for UCRS Orientation’ second time with updated UCRS End Date (14 day end date). System will also send the updated UCRS End Date (14 day end date) to OJI and OMJ. System will send up to three times the ‘Schedule Notice for UCRS Orientation’ notices to the participant and the updated UCRS End Date (14 day end date) to OJI and OMJ in case the participant did not complete UCRS Orientation.

Mapping of Notices fields/text to OWCMS fields

Claimant’s Name - Populate this field with Basic Intake – General Tab First, Middle Initial and Last Name fields

Social Security Number – Populate this field with Basic Intake - General Tab SSN field, only display last 4 digits of SSN when the Case has a “P” (participating) service

Date Issued – Populate with the date when notice is generated.

Claimant’s Name and Address – Populate this field with Basic Intake – General Tab First Name, Mille Initial, Last Name, Street Address, City, State and Zip fields


ODJFS Office – Name, address, Phone and email address of the OhioMeansJobs County OfficeOWD will provide this information during development

For Notice for UCRS Orientation:Steps 1 and 2 no later than <insert date> at <insert time> - Use the UCRS End Date plus 1 as an Insert Date and 12:00am as an Insert Time

5.2.7 OWCMS Sends UCRS Participant to OMJWhen OWCMS sends a ‘Schedule Notice for UCRS Orientation’ notice to the participant, system shall send the UCRS End Date for the participant to OMJ if a Monster Id exists for that UCRS participant. OWCMS will send the updated UCRS End Date up to two times, if UCRS orientation is not completed by participant.

5.2.8 OMJ Notify OWCMS – UCRS Orientation CompletedWhen the participant completes the UCRS Orientation in OMJ, it will send the date at which the UCRS Orientation is completed to OWCMS.

5.2.9 OWCMS – Send UCRS Participant’s UCRS End Date to OJIWhen OWCMS sends a ‘Schedule Notice for UCRS Orientation’ notice to the participant, OWCSM will send UCRS participant’s UCRS End Date to OJI. OWCMS will send the updated UCRS End Date up to two times, if UCRS orientation is not completed by participant. OJI will process them.

5.2.10 OJI – Receive UCRS Participant’s UCRS End Date from OWCMSWhen OWCMS sends the UCRS End Date for the participant, OJI will receive and process it. OJI will receive the updated UCRS End Date up to two times coming from OWCMS, if UCRS orientation is not completed by participant. OJI will process them.

5.2.11OWCMS - UCRS Orientation Completed ServicesOWCMS shall generate the UCRS Orientation (system generated) LE seeker service on the ‘IOP-Services’ screen when it receives UCRS Orientation completed date notification from OMJ.

If participant cannot use computer, OWCMS shall allow staff to enter the UCRS Orientation Completed LE seeker service manually with source to be staffs Novell ID on the ‘IOP-Services’ screen.

5.2.12 OWCMS – Send UCRS Services to OJIWhen UCRS participant completed UCRS or RESEA/UCRS Service(s) either system generated or staff provided them, system will send them to OJI. However, OWCMS will not send the UCRS Orientation Completed service to OJI. See Section 5.1.12 for the RESEA/UCRS Services

OWCMS sends additional services notifications that UCRS claimants are scheduled for and the outcome of those sessions to OJI.


5.2.13 OJI – Receive UCRS Services from OWCMSWhen OWCMS sends completed UCRS or RESEA/UCRS Service(s) to OJI, OJI will receive and process them. See Section 5.1.12 for the RESEA/UCRS Services

OJI receives additional services notifications that UCRS claimants are scheduled for and the outcome of those sessions from OWCMS and process them.

5.2.14 OWCMS – UCRS Individual Opportunity Plan (IOP)Provide a new/menu with titled Individual Opportunity Plan (IOP) on Labor Exchange (LE) side of OWCMS. When user clicks on the IOP, It will provide all the programs e.g. RESEA and Labor Exchange (for UCRS program), CCMEP on the left side of the screen/tab. It will display the first program tabs by default. When user clicks the program, it will highlight that program and show all tabs for that program.

Provide a “Print” button to print the IOP.

System will allow user to access the ‘IOP’ screen(s) after the ‘Schedule Notice for UCRS Orientation’ notice sent to the UCRS participant.

IOP will support the following functionalities.

See Use Case 3057 – LE & WIA Security Roles for the ‘IOP’ screens access to the LE case manager and supervisor roles. If case is reassigned then the newly assigned case manager and supervisor will have access.

All the fields are updatable. User cannot delete any data (goals, services, activities, dates etc.) User will have capability instead of deleting, mark the goal, service, activity as CANCELED.

This is to allow the canceled data to be retained in the IOP for possible ‘hearing’ purposes. Provide a Cancel functionality for each level of IOP. If user selects Cancel for the Long term goal then system will cancel corresponding short term goal(s), service(s) and activities. If user selects Cancel for the Short term goal then system will cancel corresponding service(s) and activities. If user selects Cancel for the service(s) then system will cancel corresponding service(s) and activities. If a OWCMS user wants to CANCEL all of a IOP flow or part of it, system will display the following pop-up message.“You have selected to CANCEL this IOP data. Upon accepting this CANCELATION, it’s possible your cancelation could include any and all of the following: Long-Term goal, Short-Term goal, Service, Activities that are related to each other. Do you want to continue with the CANCELATION?”

If there is only one service on the ‘IOP-services’ screen then user cannot cancel it. System will consider the services based on program when canceling the long term goals and

short term goals. System will not cancel the last service of the program when user cancels the long term goals and short term goals.

This canceled data mentioned above will not be included in printout of the IOP; it’s not to be included in business rules to close/complete the IOP.

System will disable the cancelling Long term and the Short term goals when any of their associated services are in CFIS Approval/Denied status. (System will lock the entire transaction related to that service. Meaning the Long Term Goals, Short Term Goals, Activities, related to the Service, will all be locked, do not allow any updates, when the Approval or Denial has come back from CFIS.)


Staff creates an IOP, saves the data, prints out the IOP, individual electronically/paper signs the IOP and Staff upload electronic/paper signed IOP on the ‘UCRS Documents’ Tab. When staff adds, updates, cancels any data on IOP, staff will print out the IOP, have it signed, staff uploads the updated signed IOP – meaning each new version need to be scanned, uploaded and retained with the case.

Activity is only used for the RESEA program. It will not be used for UCRS program. Add a new ‘Computer Restricted’ field next to the existing ‘Monster ID’ field. There will be two

options, ‘Yes’ and ‘No’. It will be blank by default. When OJI sends this indicator for the RESEA/UCRS participants, system will set this field to ‘Yes’.

Screen: The following fields will be blank to start with. User can enter them. o Experience Summary (Navigation: TBD in development)

o IOP Date – When user prints the IOP, system will default this field to the current date and allow user to back date it 6 months in past. It will support the following validations:

- IOP Date is required.- IOP Date cannot be greater than today.

- IOP Date cannot be before 6 months (This date is derived from current date - 6 months)

It is an updatable field. It should work same as it works for the CCMEP programs.

IOP will open after the ‘Selection Notice for UCRS’ notice sent to the participant. o Employment - Current Employer Name - Add new optional text field for user to enter,

support 80 characters. If this field has no information then system will not prints it when user print the IOP. It is an updatable field.

o Employment - Hours per Week – Add new optional field for user to enter. If this field has no information then system will not print it when user prints the IOP. It is an updatable field. It will support the following validation:

- Hours Per Week must be less than 169o Work Experience - Add new optional text field for user to enter, support 250 characters. If

this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Education – Current School/Educational Program and Expected Graduation Date - Add new optional text field for user to enter, support 80 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Degrees and Certifications - Add new optional text field for user to enter, support 250 characters. If this field has no information then system will not print it when user print the IOP. It is an updatable field.

o Military Experience - Add new optional text fields for user to enter, support 250 characters. If this field has no information then system will not print it when user prints the IOP. It is an updatable field.

o Participant Strengths - Add new optional text fields for user to enter, allows user to enter 6 Strengths. If these fields have no information then system will not print them when user prints the IOP. It is an updatable field.

o Participant Challenges/Barriers - Add new optional text fields for user to enter, allows user to enter 6 Barriers. If these fields have no information then system will not print them when user prints the IOP. It is an updatable field.

o ADA Modifications - Add new optional text field for user to enter, supports 250 characters. If this field has no information then system will not print this field when user prints the IOP. It is an updatable field.


o CCMEP Performance Goal (Navigation: TBD in development) Provide the following check box fields. User must choose at least one of the following items. However, user can choose more than one. These are updatable fields.

o Obtain employment (full or part-time) (Default - Mark this option as a default option)o Obtain a recognized post-secondary credential ) (Default - Blank)o Obtain a secondary school diploma or its recognized equivalent (Default - Blank)o Complete training or certification (Default - Blank)o Increase earnings (Default - Blank)

o Long Term Goals (Navigation: TBD in development)It is an optional tab for the UCRS program. User can go to the ‘Services’ Tab without having Long Term Goal & Short Term Goal. If Long Term Goal is there then it has to have the Short Term Goal.

Type of Long Term Goal – Employment, Education or Training (one must be selected, if short term goal is selected)

User will type the goal (Free form Text)Provide an ADD button to add long term goal. There is no limit.

o Short Term Goals (Navigation: TBD in development)It is an optional tab for the UCRS program. User can go to the ‘Services’Tab without Having Long Term Goal and Short Term Goal. If Long Term Goal is there then it has to have the Short Term Goal. If Short Term Goal is there then it has to have the Long Term Goal.

Type of Short Term Goal – Employment, Education or Training (one must be selected, if long term goal is selected)User will type the goal (Free form Text)Provide an ADD button to add short term goal. There is no limit.System will support to relate one short term goal to the only one long term goal.Each short term goal can have one long term goalProvide functionality to reconnect (relink) short term goal to another long term goal and disconnect it from the currently connected long term goal

o Services (Navigation: TBD in development)

Assessment: Hide this section for the UCRS programs. The UCRS programs are using the ‘Services’ field for the ‘UCRS Orientation Completed’ service.

User can enter the ‘UCRS Orientation Completed’ service manually on the ‘IOP-Services’ screen.

The existing LE Seeker Services will be used for the UCRS program. System will re-populate ‘LE’ for the Service Type. Service cannot have long term goal, short term goal and activity. Allow user to enter service without long term goal, short term goal and activity. Reconnect (relink) service to another short term goal and disconnect it from the currently connected short term goal

The following data elements will be collected for each service. Staff Name


Program Affiliation - UCRS will use the Labor Exchange program. It will be available after the ‘Selection Notice for UCRS’ notice sent to the participant. The Labor Exchange (for UCRS program) Program Status will be Potentially Eligible on the ‘Basic Intake-General’ screen.

The Labor Exchange (for UCRS program) program will follow the Potentially Eligible, Enrolled, Closed and Expired program statuses.

When user entered the first either N or P service for the Labor Exchange Program (for UCRS program), system will change the Labor Exchange (for UCRS program) Program status on the ‘Basic Intake-General’ screen from Potentially Eligible to Enrolled.

When system generates a UCRS system generated service (which will be probable be UCRS Orientation) as a first service, system will change the Labor Exchange (for UCRS program) program status on the ‘Basic Intake – General’ screen from Potentially Eligible to Enrolled.

System needs to end date any open UCRS services with the current date and change the Labor Exchange (for UCRS program) Program status on the ‘Basic Intake-General’ screen from Enrolled to Closed.

Service Type – LE – User doesn’t have to pick it. By default it will be set to LE. It will be read-only.

Service – All LE Seeker services Actual Start Date Planned End Date Actual End Date Service Outcome - Use the existing WIOA LOVs

o Completed Successfully, o Completed Unsuccessfully, o Did Not Complete, o Returned to Work

Service – Supportive Services: Hide this section for the Labor Exchange (for UCRS program) program. The Labor Exchange (for UCRS program) program is not using them.

Service – Intensive Services: Hide this section for the Labor Exchange (for UCRS program) program. The Labor Exchange (for UCRS program) program is not using them.

o When OIS development creates this UCRS IOP/when staff prints out the completed IOP, it will not include extra text in the UCRS IOP template.

o When user prints the UCRS IOP, system will print the latest version of the UCRS IOP.

The system shall support the UCRS program for the following fields.


IOP Tab# Field Name Field Definition Field Rules

Fields1 Program

AffiliationNo Change 1. Required Field

2. The system will provide the Labor Exchange (for UCRS program) program name in the drop-down list when the individual is Potentially Eligible for the Labor Exchange (for UCRS program) program, when UCRS participant is selected based on UCRS county, Enrolled, Expired and Closed Program for that program.

3. A value must be selected for this field before selecting/ entering values for other Services fields

4. Drop-down list that contains the following new option:a. Labor Exchange

(for UCRS program) (New)

2 Service Type No Change 1. Required Field2. LE Service Type must

be populated for this field before selecting/entering values for other Services fields

3 CFIS Status No Change (Same definition as on the ‘Services’ screen)

Same business rules as this field has on the ‘Services’ screen

4 Services No Change 1. Required Field2. Drop-down list3. It will use the following

Services/Activity for the Labor Exchange (for UCRS program) Program

LE Seeker Services

5 Age at Enrollment

Field used to calculate and display the individual’s Age at Enrollment using the following formula:

Age at Enrollment = 1st UCRS LE Seeker Service Earliest Participation Date (Actual Start Date) on the ‘UCRS IOP-Services’ screen – Date of Birth

1. Required field for the Labor Exchange (for UCRS program) Program (Read-only)

2. The system will auto-populate this field when the Program Status changes to Enrolled

3. Default to blank


IOP Tab# Field Name Field Definition Field Rules

(DOB)6 Employment

Status at Participation

Field used to indicate the individual’s employment status at the time of receiving his/her first service for the program

1. Field will be displayed and required at the time of saving the first service for the first program

2. Radio button list with the following options:a. Employed (If the

seeker is employed, select it)

b. Employed but Received Notice of Termination or Military Separation (If seeker received notice of Termination of Employment or Military Separation, select it)

c. Unemployed (If the seeker is unemployed, select it)

d. Not in labor force (If seeker is not in labor force (Incarcerated, Retired, etc.) then select it)

4. If the participant is unemployed then system will ask to select the ‘Long-Term Unemployed (WIOA)’ field

When user enters the first service of the Labor Exchange (for UCRS program) program, the system will use the Actual Start Date of the first service to calculate Age at Enrollment. The Age at Enrollment will be calculated based on the (Actual Start Date of the first service of the selected program – DOB). OWCMS will check the Age at Enrollment only for the selected Labor Exchange (for UCRS program) Program at the time user enters the Actual Start Date of the Labor Exchange (for UCRS program) program.

Case Manager can add the service(s) for the UCRS program.

Central Office role can delete the last service. See Use Case 3057 – LE & WIA Security Roles for details.

OWCMS – IOP SummaryProvide the following sections, which can Expand and Collapse. See Appendix G for the IOP Summary mockups.1 Performance Goal – Default this section to Collapse. System will display the performance

goals listed below for all the programs that the participant is potentially eligible, enrolled, closed and expired, If multiple programs have the same performance goal then display only once. See Appendix G for the IOP Summary mockups.


Obtain employment Obtain a recognized post-secondary credential Obtain a secondary school diploma or its recognized equivalent Complete training or certification Increase earnings

2 System will display each Program that the participant is potentially eligible, enrolled, closed and expired. Default this section to Collapse. It will display the following details about each program. See Appendix G for the IOP Summary mockups.

Program Name Program Status Program Status Date Program Start Date Program End Date (if apply) Name of Service(s) Provided

For each service provided- Display Long Term goal (if apply)- Display Short Term goal (if apply)

Service Start Date Service End Date (if apply) Service Status (Successfully Completed/Open/Cancelled) Activities belongs to service

For each activity provided- Activity Status (open/completed/cancelled/verified)

3 Goals - Default this section to Collapse. List Long Term and Short Term goals of each programs

OWCMS –UCRS DocumentsProvide capability to scan and store UCRS IOP every time it is updated to the case. Provide “Print” button to print documents. A history of all previously scanned UCRS IOPs will be available. It will support any document types. There is no need to have document type fields. User can upload the following documents:

i. UCRS IOP

Design will address other details e.g. type of file, name of screen(s), error message(s), etc...

OWCMS – Exit OWCMS needs to display Labor Exchange (for UCRS program) program in the ‘Program Summary’ section of the ‘IOP-Exit’ screen. Use the WIOA ‘Exit’ screen for the UCRS Exit screen. If existing WIOA ‘Exit’ screen fields are not related to the Labor Exchange (for UCRS program) program, but related to other program(s) then just display them as read only. Add new Credential Outcome and Date fields.

Use all existing CCMEP close program reasons except the following CCMEP programs specific reasons for the UCRS program close reasons:

(1) Successfully entered post-secondary education, military, or employment(2) Awarded SSI/SSDI and made application for services with OOD(3) Failed to utilize CCMEP services(4) Not eligible for TANF or WIOA; lead agency shall issue a notice of adverse action

OWCMS – Soft Exit


There will be no impact on the Soft-Exit functionalities because of UCRS program. The UCRS program will have the same program status of potentially eligible, enrolled, closed and expired as the CCMEP WIOA/TANF Youth programs. The ‘UCRS’ claimants are ‘R’ claimants. The ‘R’ claimants are not to be soft exited. Note: OWCMS needs/expects right claimant status from OJI.

5.2.15 OWCMS – Additional UCRS Fields System will provide the following UCRS fields in database. They will not be displayed on the screen.

5.2.16 OWCMS

Receives Orientation Notification for UCRS from OMJNote: For existing interfaces details, meet with development team.

1 The Job Seeker Data file from OMJ to OWCMS will be updated to include the following new fields: Seeker Profile fields:UCRS Orientation Completed (Date)


UCRS # Field Name Field Definition Field Rules Comments

UCRS Fields1 UCRS

Selection/Participation Date

Database field used to indicate the date when participant selected for UCRS program

1. Optional field2. Default to blank3. Read-only field4. Date field – mm/dd/yyyy

format5. When system selects

UCRS participant based on UCRS County, system will populate this field with that date.

2 UCRS End Date or 14 Day End Date

Database field used to indicate the date that participant needs to complete UCRS Orientation

1. Optional field2. Default to blank3. Read-only field 4. Date field – mm/dd/yyyy

format5. When system selects

the UCRS participant, system will use that date as a start date to calculate 14 business days (excludes state holidays) for UCRS End Date

6. OWCMS will support the history of changes made to this field by the Date of Change made and new UCRS End Date/14 Day End Date.

3 Failure to Report

Database field used to indicate that the participant did not complete the UCRS Orientation by UCRS End Date/14 Day End Date

1. When the UCRS Orientation service is not entered/populated on the ‘IOP-Services’ screen by UCRS End Date/14th Day End Date for the participant in OWCMS, system will set this field.

2 Processing Rules:

a OWCMS will accept and store this data.

i The UCRS Orientation Completed (Date) received from OMJ will be stored in OWCMS. System will generate a system generated ‘UCRS Orientation Completed’ service

on the ‘IOP-Services’ screen.

5.2.17 UCRS Participants Notifications from OWCMS to OJIOWCMS will (at a minimum) include the Claimant ID, Claim ID (latest Claim ID), service type (e.g. Orientation), and outcome (e.g. Completed, Failed to Report, Refused Service) in the records being transmitted to OJI.

OWCMS and OJI development teams will decide OWCMS and OJI interface design details during development.


1 WCMS will send the following negative notifications to OJI.a. When the UCRS Orientation service is not entered/populated on the ‘IOP-Services’

screen by UCRS End Date/14th Day End Date for the participant in OWCMS, system will set the ‘Failure to Report’ field. WCMS sends ‘Failure to Report’ notification to OJI that the UCRS participant did not complete ‘UCRS Orientation by 14th day’ END DATE. OWDCMS will send this notification up to 3 times for the participant to OJI, if the participant did not complete the UCRS Orientation after sending up to 3 ‘Schedule Notice for UCRS Orientation’ notices.

b. When UCRS participant refused for UCRS Services, user selects the ‘Refused Service’ checkbox and save it on the ‘UCRS’ screen, WCMS sends ‘Refused Service’ notification to OJI,.

2 WCMS will send the following other notifications to OJI, whena. the UCRS participant is selected, WCMS will send the UCRS End Dateb. the UCRS participant has not completed the UCRS Orientation, OWCMS will send

the updated UCRS End Date up to two timesc. the UCRS services are provided. However, OWCMS will not send the UCRS

Orientation Completed service to OJI as OJI receives that service.d. the additional services notifications that UCRS claimants are scheduled for and the

outcome of those sessions.

5.2.18 OJI Receives UCRS Participants Notifications from OWCMSOWCMS and OJI development teams will decide OWCMS and OJI interface design details during development.


OJI receives and process the alerts/issues/reschedule reasons, other notifications listed in sections 5.2.18. See RESEA/UCRS to OWCMS business project (UC Ben CSR 1212) requirements document for OJI requirements.


6 Interfaces

6.1 Data InterfacesOJI Interface: RESEA - See sections 5.1.1, 5.1.2, 5.1.7, 5.1.8, 5.1.15, 5.1.16, 5.1.23 & 5.1.24UCRS – See sections 5.2.1, 5.2.2, 5.2.9, 5.2.10, 5.2.12, 5.2.13, 5.2.17 & 5.2.18OMJ Interface: RESEA - See sections 5.1.10, 5.1.13, 5.1.19, 5.1.20, 5.1.21 & 5.1.22UCRS - See sections 5.2.7, 5.2.8 & 5.2.16

6.2 Security

6.2.1 User Roles/OfficesTBD

7 Output Features

7.1.1 ReportsAdd all new data fields and changes to existing data fields to the OWCMS Reporting Database, OWCMS Reporting Refresh Process, and to BIC (Business Intelligence Channel) for ad hoc reporting.

OWCMS – DOL Processing

OJI will provide the RESEA/UCRS DOL reporting.

7.1.2 Discoverer WIA Ad Hoc ReportNo Change

7.1.3 Family Assistance ReportsNo Change


8 Additional Requirements

8.1 Applicable StandardsNo Changes

8.1.1 Data RetentionNo Changes

8.1.2 Supporting Federal and State Requirements No Changes

8.2 Platform RequirementsNo Changes

8.3 Performance RequirementsNo Changes

8.4 Environmental Requirements

8.4.1 Expected Hours of AvailabilityNo Changes

8.4.2 Disaster RecoveryNo Changes

8.5 Capacity Requirements

8.5.1 User CountNo Changes

8.5.2 Transaction CountNo Changes

8.5.3 Data StorageNo Changes


8.6 Security Requirements

8.6.1 AccessNo Changes

8.6.2 Security GroupsNo Changes

8.7 Privacy RequirementsThe system contains CPI Data in the Basic Intake, and Seeker search when searched by SSN.

8.7.1 System Audit Requirements The system shall follow all the audit requirements gathered for audit CPI Log service.

8.7.2 OIT Privacy ComplianceCompletion of the Privacy Impact Assessment as provided in OIT ITB-2008.02 is required by Ohio Revised Code §125.18 if the system keeps a log of communication traffic or the system is to capture data on individuals. A Privacy Threshold Analysis (PTA) shall be completed to determine if Privacy Impact Assessment (PIA) is required. The PTA and PIA (if required) shall be completed when the project moves to design/development phase.

8.8 Usability Requirements1. The system shall conform to ODJFS Internal Policies & Procedures IPP.3221, Appendix C (“ODJFS

Standards for User Accessibility and Usage”), which includes by reference the Americans with Disabilities Act.

3 The system shall conform to OIT Policy ITP-F.4, establishing a uniform branding for Ohio agency websites.

8.9 TrainingTraining needs are out of scope. OWD shall determine & provide the necessary training.

8.9.1 Classroom, Train the Trainer, or On-Site TrainingNot applicable

8.9.2 User Desktop Training (CBT, Tutorials, Webinars)Not applicable


8.10 Documentation

8.10.1 User ManualUpdates to any User Manuals are out of scope. OWD shall determine and Update user manual.

8.10.2 Installation Guides, Configuration, and Read Me FileOIS shall follow its standard protocols regarding documentation that is part of pushing a release pack to production.

9 Cost

9.1 AssumptionsNot Applicable

9.2 Cost EstimateNot Applicable

6. Open Action ItemsA/I# 41 (OWD): Need more details for mapping of RESEA Assessment questions to IOPRESEA Assessment to populate IOP

1. Nothing to add2. Add results to Employment History tab (Which IOP tab and fields?)3. Add to the Employment History tab with employer (Which IOP tab and fields?)4. Nothing to add5. If NO, add service ‘Resume Assistance’ (Is this service on Services field of IOP-Services tab?)6. If answer is 3+yrs or more, add service ‘Interviewing Workshop’ (Need business rules – Single

employment or cumulative employment? Is this service on the Services field of IOP-Services tab?)

7. If YES, add service (Which service? Is this service on the Services field of IOP-Services tab?)8. If any checked, add service ‘Resource Room’ (Is this service on the Services field of IOP-

Services tab?)9. Nothing to add10. Nothing to add11. Nothing to add12. If Yes, add ‘Referral to WIOA’ (Is this service on the Services field of IOP-Services tab?)13. Nothing to add14. If Yes, add (what to add? Service to add? If yes, is this an existing service? If yes, what is a

name?)15. If Yes, add service ‘Entered Employment’ (Is this service on the Services field of IOP-Services

tab?)16. If Yes, add service (Which service? Is this service on the Services field of IOP-Services tab?)


Is this apply to only initial assessment answers? If no, it will apply to subsequent assessment answers too. Are we going to add same services again? Are we going to overwrite other information?

Updates (6/15): OWD will provided more details after she gets comments from program. Updates (6/21): OWD will followup with Program area.Updates (6/22): OWD provided the answers for the following items.

1. Nothing to add2. Add results to Employment History in the Work Experience section of the IOP Experience

Summary Tab (Add the Job Title, Keywords/Skills, Location, Radius fields)3. Add to the Employment History in the Work Experience section of the IOP Experience Summary

Tab (Years of Experience field)4. Nothing to add5. If NO, add service ‘Resume Assistance’ on the ‘Services’ field of the IOP-Services tab without

Service Start Date6. Add service ‘Interviewing Workshop’ on the ‘Services’ field of the IOP-Services tab without

Service Start Date7. If YES, add service (Open item – OWD)8. If any checked, add service ‘Resource Room’ 9. Nothing to add10. Nothing to add11. Nothing to add12. If Yes, add ‘Referral to WIOA’ on the ‘Services’ field of the IOP-Services tab without Service Start

Date13. Nothing to add14. Nothing to add15. If Yes, add service ‘Entered Employment’ on the ‘Services’ field of the IOP-Services tab without

Service Start Date16. If Yes, add service ‘Entered Employment’ on the ‘Services’ field of the IOP-Services tab without

Service Start DateIf answers to item 15 & 16 are Yes then Add service ‘Entered Employment’ one time only.


Appendix

Appendix A OJI Data Elements for RESEA ScoringThe following data elements are sent to Lew for scoring purposes. The items in bold are calculated and not directly stored in OJI as delivered.

Unique IdentifierEducation Level (Not used anymore)Residence County FIPS CodeOccupation Code 1 (claimant provided)Occupation Code 2 (claimant provided)Delay In Filing (# of days from last day worked to application date)Job Tenure (# of days from employment start date to employment end date)Application Filing DateApplication Filing MethodUCFE Claim Indicator (Not used anymore)UCX Claim Indicator (Not used anymore)Seasonal Claim IndicatorQualifying WeeksPercentage of Wages Replaced by UINumber of Separating EmployersIndustry Code (of Latest Sep Employer)Claimed DependentsClaimed Spouse

The following high-level criteria is used for the purpose of identifying the population.

ResidencyClaim StatusApplication TypeApplication ProgramMonetary ProgramMonetary StatusMonetary TypeSharedWork Ohio EligibilityFirst PaymentWork Search

The following data elements are sent to Diana for the purpose of participant selection and scheduling.

Claim IDResidence CountyResidence Address (including City, State, and Zip)Commuter IndicatorClaimant NameEmail Address (when provided, “Preference Not E-Mail” when not provided)BYE Agency Employee Indicator

The following high-level criteria is used for the purpose of identifying the population.

SharedWork Ohio Eligibility


First PaymentWork SearchCorrespondence PreferenceResidencyAllowed UI DeterminationUnion/Definite RTWPrior RESEA ActivityPrior Agency Employment


Appendix B Data Fields for the Current RESEA ModelCOUNTY (FIPS Code)Occupation 1 (SOC code)Occupation 2 (SOC code)Delay in Filing (days)Job Tenure (days)Application Filing Date Filing Method Claim Type, Seasonal Number of Qualifying Weeks (Duration)Percent of Wages Replaced by UIIndustry Code (latest separating employer) (NAICS code)Spouse Claimed Number of Dependents Claimed (excluding spouse)


Appendix C RESEA Scoring ModelBelow are the steps involved in producing RESEA scores for new employment insurance claimants. Currently, the data are extracted to an Excel file and sent (without PII) to the Bureau of Labor Market Information for scoring. The scores are sent back to OUIO, which merges them with case Ids, and then forwards the scores to the RESEA program. The goal is to program this into OWCMS to eliminate the extra steps.

The variable could be processed in any order except Job Tenure 3 must follow Job Tenure 1. With a couple of exceptions, one or more intermediate variables are created, then those variables are multiplied by the variable’s coefficient.

1. Countya. Ohio counties only. Each county is assigned a value from the County tableb. The variables from 1a are then multiplied by the county coefficient.

2. Occupation 1a. This step uses the four left-most characters (three digits and a hyphen, usually xx-x) to

make a ‘3-digit’ code. Each 3-digit code is assigned a value from Occupation 1 table. Those without an Occupation 1 code (“Not Provided” or just “Not” after taking the four characters) are also assigned a value from the Occupation 1 table.

b. The values from 2a are then multiplied by the Occupation 1 coefficient.3. Occupation 2

a. This step uses the four left-most characters (three digits and a hyphen, usually xx-x) to make a ‘3-digit’ code. Each 3-digit code is assigned a value from Occupation 2 table. Those without an Occupation 2 code (“Not Provided” or just “Not” after taking the four characters) are also assigned a value from the Occupation 2 table.

b. The values from 3a are then multiplied by the Occupation 2 coefficient.4. Delay in Filing

a. Greater than 62 days but less than 745 days are assigned a value of ‘1’, all others are assigned ‘0’.

b. The values from 4a are then multiplied by the Delay coefficient.5. Job Tenure 1

a. Job tenure (days) is divided by 365 to get the number of years. Claimants missing job tenure (blank) are assigned a value of 4.33. Job tenures longer than 21,900 days are assigned a value of 4.33.

b. The value from 5a are then multiplied by the Job Tenure 1 coefficient.6. Job Tenure 2 (missing data)

a. Cases with missing Job Tenure data (blanks) are assigned a value of ‘1’, all others are assigned ‘0’.

b. The value from 6a are then multiplied by the Job Tenure 2 coefficient.7. Job Tenure 3 (2nd order)

a. The value from 5a are handled this way: (Value from 5A-4.33)2 (squared).b. The value from 7a are then multiplied by the Job Tenure 3 coefficient.

8. Application Filling Date (Month)a. Each case is assigned a value from the Month table based on the month the application

was filed.b. The value from 8a are then multiplied by Month coefficient.

9. Filling Methoda. Claims filed by Telephone are assigned a value of ‘1’, all others are assigned ‘0’.b. The value from 9a are then multiplied by the Filling Method coefficient.

10.Claim Type, Seasonala. Seasonal claims are assigned a value’1’, all others are assigned ‘0’.


b. The value from 10a are then multiplied by Seasonal Claim coefficient.11.Qualifying Weeks (Duration)

a. The number of qualifying weeks is multiplied by the Duration coefficient.12.Percent of Wages Replaced

a. The range of percent wages replaced is collapsed into eight categories:

Percent of Wages Replaced Category0 to 19.00 1

19.01 to 25.00 225.01 to 26.00 326.01 to 28.00 428.01 to 33.00 533.01 to 39.00 639.01 to 48.00 748.01 to 50.00 8

Assuming the values are in increments of .01. This will have to be modified if these are in smaller increments.

b. The values from 12a are assigned values from the WR table.c. The values from 12b are multiplied by the WR coefficient.

13. Number of Separating Employersa. The number of separating employers is multiplied by the Employers coefficient.

14. Industry Code (latest separating employer)a. This step uses the three left-most digits a 3-digit industry code. Each 3-digit code is

assigned a value from the Industry table. Those without an industry (either blank or “Code Not Available”) are also assigned a value from the table. (Blanks and “Code Not Available” can be assigned to Industry code 999 first if needed.)

b. The values from 14a are then multiplied by the Industry coefficient.15. Dependents

a. Combinations of Spouse Claimed and Number of Dependents Claimed (excluding spouse) are assigned categories.

Spouse Number of Dependents excluding spouse

Category

NO 0 1NO 1 2NO 2 3NO 3 4NO 4 or more 5YES 0 6YES 1 7YES 2 8YES 3 9YES 4 or more 10

b. The values from 15a are assigned values from the Dependents table.c. The values from 15b are multiplied by the Dependents coefficient.

Scoring:SUM (values from 1b, 2b, 3b, 4b, 5b, 6b, 7b, 8b, 9b, 10b, 11a, 12c, 13a, 14b, 15c, and -1.933657091017 (this is a constant factor))

Scoring Equation: RESEA Score = 1/1+e – (SUM) (e is the base value of natural logarithms)

In Excel this is 1/ (1+EXP (-(SUM))))

About once a year the model should be updated, but only the table of coefficients should changed.


Table attachedCOUNTY Value

39001 0.35339003 0.28839005 0.31539007 0.37239009 0.39539011 0.30539013 0.27239015 0.31939017 0.37439019 0.27139021 0.33739023 0.36039025 0.34139027 0.28639029 0.31039031 0.34939033 0.33039035 0.41139037 0.22139039 0.27339041 0.30039043 0.26739045 0.32439047 0.37039049 0.35739051 0.24139053 0.41739055 0.34039057 0.33139059 0.39539061 0.37439063 0.23439065 0.25639067 0.34039069 0.22539071 0.35839073 0.30939075 0.31439077 0.29839079 0.43239081 0.37439083 0.31639085 0.34739087 0.36539089 0.34539091 0.350

Variable CoefficientCounty 3.386100534193Occupation 1 2.278888019828Occupation 2 1.613355229742Delay 0.381665566691Job Tenure 1 (years) 0.034104263690Job Tenure 2 (missing)

0.424178912249

Job Tenure 3 (2nd order)

-0.000682484840


Month 2.385587384460Filing Method 0.098800312604Seasonal Claim -1.668796012270Duration -0.187764258692WR 1.698431422815Employers -0.394594569326Industry 2.535093037101Dependents 3.920472031952CONSTANT -1.933657091017e—base of natural logarithms

Example:

County FIPS Code

Occupation Code 1

Occupation Code 2

Delay in Filing (days)

Job Tenure (days)

Application Filing Date

Filing Method

Claim Type - Seasonal

Qualifying Weeks

Percentage of Wages Replaced by UI

Industry Code (of Latest Sep Emp)

Claimed Dependents

Claimed Spouse

39035 51-9111.00

47-2061.00 15 367 2016-

11-30

Telephone

N 26 49.90 423330 1 0

Appendix D Reemployment Services Assessment/Subsequent Assessment (JFS 20159)



Appendix E RESEA Assessment/Subsequent Assessment

Eligibility – Questions Data# Data Element Name Data Type Data

LengthOptional/Required

Comments/Strength/Referral/

Skills1 What type(s) of work are you

looking for?Char 2000 Required User will enter this

answer.1.1 Job Title Char 2000 Required,

if question#

1 is answered

User will enter this answer.

1.2 Keywords/Skills Char 2000 Required, if

question# 1 is

answered


1.3 Location Char 200 Required, if

question# 1 is

answered


1.4 Radius Char 200 Required, if

question# 1 is

answered


2 What type(s) of work have you done in the past?

Char 2000 Required User will enter this answer.

2.1 Job Title Char 2000 Required, if

question# 2 is

answered


2.2 Keywords/Skills Char 2000 Required, if

question# 2 is

answered


2.3 Location Char 200 Required, if

question# 2 is

answered


2.4 Radius Char 200 Required, if

question# 2 is

answered


3 How many years of work experience do you have?

Dropdown Options

- Less than 1 year

- 1 to 5 years- 6 years or

more

Required User will enter this answer.


# Data Element Name Data Type Data Length

Optional/Required


Skills4 How are you currently looking

for work?Check Box

(Check all that apply)

- Newspaper- Job Fairs- Telephone

Inquiries- In-person

Applications

- Staffing Agencies

- OhioMeansJobs.com

- Internet Websites (if user pick this option then provide space to list)

Required User will enter this answer.

5 Do you have an updated resume?

Check BoxYesNo

RequiredUser will enter this answer.

6 When was your last job interview?

Dropdown Options

- Never- Less than 1

year- 1 to 3 years- 3 years or

more

Required


7 Do you have a criminal record?

Check BoxYesNo

RequiredUser will enter this answer.

8 Do you need help with any of the following skills to find a job?

Check Boxes (check all that

apply)

- Resume writing

- Interviewing

- Setting up an email account

- Applying for jobs online

- Networking- Using

social media like LinkedIn, Facebook

- Using OhioMeansJobs.com

- None

Required




Optional/Required


Skills9 Have you been self-employed,

a corporate officer, or started working on commission since filing for unemployment?

Check BoxYesNo

Required

User will enter this answer.If yes, OWCMS sends Questions# 9 and Yes answer to OJI

If yes, please explain Char 2000 Required, if answer

to question 9 is Yes


10 Have you received or will you receive vacation pay, severance pay, or Workers’ Compensation since filing for unemployment?

Check BoxYesNo

Required





11 Have you refused any job offers for employment since filing for unemployment?

Check BoxYesNo

Required





12 Have you began attending school/training full-time or part-time since filing for unemployment?

Check BoxYesNo

Required





13 Do you provide primary care for someone with a physical or mental condition that prevents or limits you from working or looking for work?

Check BoxYesNo

Required





14 Do you have anything that prevents or limits you from working or looking for work?

Check BoxYesNo

Required





15 Have you worked (full-time or part-time) for any employer since filing for unemployment?

Check BoxYesNo

Required User will enter this answer.If yes, OWCMS sends Questions# 15 and



Optional/Required


SkillsYes answer to OJI

If yes, employer name? Char 2000 Required, if answer



When did you begin work? Date mm/dd/yyyy

Required, if answer



What was your last day worked?

Date /mm/dd/yyyy

Required, if answer



16 Do you have an expected return to work date with a former employer or any other employer?

Check BoxYesNo

Required


If yes, employer name? Char 2000 Required, if answer



What date will you return to work?

Date mm/dd/yyyy

Required, if answer




Appendix F RESEA Scheduling/Results Data Mapping# Data Element Name Data Type Data

LengthOptional/Required


Skills1 1on1 Session Date/Time mm/dd/

yyyy/hh:mm

Optional

Created By Required if questions#2 is answered

System generated field

When user enters the 1on1 Session’s date/time then auto-populate with user’s name for source

When OMJ notification provides the 1on1 Session completed date/time then use OMJ for source

Outcome Check one that apply

- Completed- Failed to

Report- Refused

Service- Cancelled

by Staff- Reschedule

d (in Advance)

- Rescheduled (Interview)

- Cancelled (via OMJ)

Optional


Char 2000 Optional

User enters it or OMJ populates it.

OMJ is not going to force participant to reschedule 1on1 session when it is cancelled. Therefore, the participant can reschedule it either in OMJ or call Staff to reschedule it.

2 1on1 Reschedule Session Date/Time mm/dd/yyyy/

hh:mm

Optional

Created By Required if questions#




Optional/Required


Skills3 is

answered When user enters the 1on1 Reschedule Session’s date/time then auto-populate with user’s name for source

When OMJ notification provides the 1on1 Reschedule Session completed date/time then use OMJ for source



Report- Refused

Service- Cancelled


d (in Advance)



Optional


Char 2000 Optional

User enters it or OMJ populates it.

OMJ is not going to force participant to reschedule 1on1 session when it is cancelled. Therefore, the participant can reschedule it either in OMJ or call Staff to reschedule it.


hh:mm

Optional


4 is answered


When user enters the 1on1 Reschedule Session’s date/time then auto-populate with user’s name for source

When OMJ notification provides



Optional/Required


Skillsthe 1on1 Reschedule Session completed date/time then use OMJ for source



Report- Refused

Service- Cancelled


d (in Advance)



Optional


Char 2000 OptionalUser enters it or OMJ populates it


hh:mm

Optional


5 is answered






Report- Refused

Service- Cancelled


d (in Advance)

- Rescheduled



Optional/Required


Skills(Interview)





hh:mm

Optional


6 is answered






Report- Refused

Service- Cancelled


d (in Advance)



Optional




hh:mm

Optional


7 is answered





Optional/Required


SkillsWhen OMJ notification provides the 1on1 Reschedule Session completed date/time then use OMJ for source



Report- Refused

Service- Cancelled


d (in Advance)



Optional



7 Subsequent Session Date/Time mm/dd/yyyy/

hh:mm

Optional


8 is answered


When user enters the Subsequent Session’s date/time then auto-populate with user’s name for source



Report- Refused

Service- Cancelled - Reschedule

d (in Advance)


Optional



8 Subsequent Rescheduled Session

Date/Time mm/dd/yyyy/

hh:mm

Optional



Optional/Required


SkillsCreated By Required if

questions#9 is

answered

When user enters the Subsequent Rescheduled Session’s date/time then auto-populate with user’s name for source



Report- Refused

Service- Cancelled


d (in Advance)


Optional


Char 2000 OptionalUser enters it

9 Subsequent Rescheduled Session

Date/Time mm/dd/yyyy/

hh:mm

Optional


10 is answered

When user enters the Orientation completed date/time then auto-populate with user’s name for source



Report- Refused

Service- Cancelled


d (in Advance)


Optional


Char 2000 OptionalUser enters it


Appendix G RESEA Initial/Subsequent/IOP Tabs MockupsNote: Attached Mock-ups are for information purpose only. See corresponding sections 5.1.17, 5.1.18, 5.1.19,5.1.20 & 5.1.21 for detailed requirements. Those are based on wire frames development prepared during requirements elicitation phase.








Appendix H Proposed OWCMS Screens for RESEARESEA Scheduling/Results & RESEA Subsequent Scheduling/Results Tabs Information

Note: The ‘Follow-Up’ word is replaced by Subsequent in the following view graph



Appendix I Selection Notice for RESEA



Appendix J Schedule Notice for RESEA



Appendix K RESEA IOP-Acknowledgement

Appendix L Schedule Notice for UCRS OrientationNote: This is a draft notice. Please contact OWD for the updated notice during development.

