New Case Management and Reporting System Division of Indian and Native American Programs (DINAP) IT Modernization Project Western Regional - February 2018 Presented By Jennifer Whitmore

Demonstration of the New Case Management System Objectives of Today’s Class Background on Reporting Systems - WIA to WIOA Timeline Demo of the System Next Steps

Background Replaces Bear Tracks Replaces a PC / LAN system to a cloud based system Implements the WIOA requirements Significant advantages over Bear Tracks Data stored in the cloud. No more losing data for grantees that stored data on a local computer Can be accessed anywhere from any computer. Big advantage for grantees with field offices. Scalable – Future versions could be accessed from an ipad or iphone

DOL is developing a modernized web-based reporting system for DINAP and other programs DINAP is one of the first programs to have an IT system modernized as part of a larger ETA Case Modernization effort. Why DINAP? New System Benefits The current system (BearTracks) is aging, and has a number of limitations including: Burdensome maintenance, forcing grantees to download new versions for updates/fixes Limited access, with grantees often only able to access the system from a local computer Data loss risk if grantee’s local computer crashes and loses data Weaker security for protecting sensitive information, such as Social Security numbers The new system will entail multiple improvements for both DOL and grantees, including: Web-based system, available from anywhere Easier report submissions Improved data quality and integrity Meet WIOA reporting requirements Decreased time spent collecting and entering data Strengthened IT infrastructure Road to Modernization Legacy to modernized solution

DINAP Adult Modernization Timeline PY2017 – PY2018 Q1 July-Sept Q2 Oct-Dec Q3 Jan-March Q4 April-June Development and Testing: DINAP Adult & YouthBuild Training & Ongoing System Improvements Implementation Adult WIOA Report Due 11/14/18 Mid-West/Eastern Regional Demo Western Regional National INA Training DINAP Adult Case Management and Reporting System will be used in Program Year 2018

Today’s Demo Will Cover: Flow of the Data User Roles Intake, Characteristics and Eligibility Services Career Training Supportive Services Outcomes Exit and Follow-Up Admin Console and Reporting

Information entered into the Case Management system will flow through the appropriate steps Grantee enters information into the web-based Case Management system Data is uploaded into the cloud-based system, allowing users to access it from anywhere Grantees will submit PIRL in order to certify the Quarterly Performance Report (QPR) through a seamless connection to Workforce Integrated Performance System (WIPS) Information is accessed by appropriate users across the Department of Labor

Next Steps System: The ETA team and developers will continue to work with DINAP and grantees to gather requirements and tailor the system to meet INA WIOA specifications Testing: DINAP and I/T Workgroup members will help test, validate the system, identify and prioritize future enhancements Communications: The IT office (OIST) will continue to collaborate with DINAP on communications and information sharing Updates will posted to the INA Community of Practice website. Hands-on Training will be provided at the Western Regional and National Conference Webinars may be utilized Expect to hear more from DINAP about this effort!

Questions?