Prepared by: Workforce Enterprise Services For: The Illinois Department of Commerce and Economic Opportunity Bureau of Workforce Development ENTRY OF EMPLOYER CUSTOMER RECORDS ON THE ILLINIOIS WORKFORCE DEVELOPMENT SYSTEM

TABLE OF CONTENTS INSTRUCTIONSi ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE ADD ENTITY SCREEN Slides 1 to 14 ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slides 20 to 45 ENTRY OF EXISTING EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slides 46 to 55

GENERAL INSTRUCTIONS There are many ways in which Employer Customer Information can be entered onto the Illinois Workforce Development System (IWDS). These instructions provide examples of data entry starting at two different process points. Two examples are given for entering information for a new employer and one example is given for an existing employer. The process points are Add Entity and Search Location. IWDS introduces the concept of Service Episodes as the formal mechanism for recording services to employers. All Local Workforce Areas in Illinois are required to record their services to employers onto IWDS. These employers become part of the pool sampled for Employer Customer Satisfaction as part of the Performance Management System. Information about Employer Customer Service Episodes should be recorded on IWDS as soon as they have been completed. If information about a Service Episode is held for entry at a later date, there is a possibility that it will be excluded from the sampling process. In general there are three components of an employer record that must be entered on IWDS before a Service Episode can be entered on IWDS. These components are as follows: Entry of the Entity Record Entry of the Location Record Entry of a Primary Contact (i)

ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE ADD ENTITY SCREEN Slide 1

From the Staff Menu under Entity Information click Add Entity. This will take you to the Add Entity Screen. CLIC K HERE Slide 2

AGENCY TYPES At the Add Entity Screen enter Entity Name, FEIN or SSN and Agency Type which for Employer Services is usually Business. This slide shows the dropdown for Agency Type. Slide 3

Once you have entered all required and all applicable/available information click Next at the bottom of the screen. This will take you to the Add Location Screen. CLICK HERE Slide 4

You will be taken to a blank screen showing the Employer Name and FEIN above the form. Slide 5 EMPLOYER NAME & FEIN

At this screen type in Business Name in the Location Name space. (If the name is different from the Entity Name as in the example then the location name should reflect this difference). Also enter the Address, City, State, Zip Code, County, Phone Number and Business Function. Remember the comments section is viewable by the general public. When finished click next. CLICK HERE Slide 6

You will be brought to the List Contacts Screen. Because this is a new employer there should be zero contacts listed. Click on Add Contact. CLICK HERE Slide 7

You will be brought to a blank screen called Search Contacts. Slide 8

At the Search Contacts Screen fill in only the Entity Name or part of it. This will assure that you see all potential contacts already associated with this employer. FILL IN ONLY ENTITY NAME Slide 9

If no contacts are listed for your employer the yellow box at the top of the screen will indicate this with a message that states No data meets your criteria. Click on the Add Contact button to move to the next screen. NO DATA CLICK HERE Slide 10

Some information will carry forward onto this screen. Slide 11

The rest of the required fields such as First and Last Name must be added. When all information has been entered click on Save and Return. ADD CONTACT INFORMATION WHEN INFORMATION IS COMPLETE CLICK HERE Slide 12

You will then see the contact name appear under List Contacts. From the side rail under Provider Management click on List Locations. CLICK HERE Slide 13

At the List Locations Screen you will see the Employer Entity that you have entered. Next to the employers name click on view. This will take you to the Maintain Location Screen. CLIC K HERE Slide 14

At the bottom of the Maintain Location Screen click on List Service Episodes. This will take you to the Provider Management Service Episodes list. CLICK HERE Slide 15

For a new employer the Service Episodes list will be blank. Click on Add Service Episode at the top or bottom of the screen. You will be taken to the Provider Management – Add Service Episode screen. CLICK HERE Slide 16

SERVICE TYPE DROPDOWN At the Provider Management Add Service Episode Screen you will be given a blank form. This screen shows the dropdown choices for Services. Slide 17

Fill in the required information and click either Save and Return or Save Add Another. Once you have clicked on Save and Return you will be taken to the Provider Management Service Episode List. CLICK HERE Slide 18

You have now entered an Employer Service Episode. The employer will become part of the pool of potential employers to be surveyed as part of the Employer Customer Satisfaction process. Slide 19

ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slide 20

CLIC K HERE From the staff menu under Entity Information click on Search Locations. This will take you to the Search Locations Screen Slide 21

You will be taken to a blank screen called Search Locations Slide 22

Enter the Entity Name or partial entity name and click on search. TYPE IN ENTITY NAME Slide 23

If no employers match your search criteria, the yellow box at the top of the screen will indicate this with a message that states No data meets your criteria. Click on the Add Location button to move to the next screen. NO DATA CLICK HERE Slide 24

You will be taken to a blank Search Entity Screen. There are two ways to search for an entity. The next two slides illustrate this. Slide 25

The first is to search by Entity Name or partial Entity Name. Enter Entity Name and click on Search. CLIC K HERE ENTER ENTITY NAME Slide 26

The second is search by FEIN. Type in the FEIN number and click on Search. ADD FEIN NUMBE R CLIC K HERE Slide 27

If no entities match your search criteria a message indicating such will appear in the yellow box at the top of the page. Click on Add Entity. NO DATA CLICK HERE Slide 28

CLICK HERE ENTER ENTITY INFORMATIO N Fill in required information and any other applicable or available information and click on next. Slide 29

You will be brought to a blank Add Location Screen. Slide 30

Fill in required information and any other applicable or available information and click on next. You will be brought to the List Contacts Screen. CLIC K HERE Slide 31

CLIC K HERE For new employers this list will be blank. Click on Add Contact. Slide 32

You will be taken to a blank Search Contacts screen. Slide 33

Type in the persons last name and click on search. CLICK HERE ENTER LAST NAME Slide 34

For new employers and new contacts the search results will indicate that no data was found meeting your criteria. Click on Add Contact. NO DATA Slide 35

You will be brought to the Add Contact Screen which will be populated with some previously entered information. Slide 36

Complete the required and any other applicable or available information and click on either Save and Return or Save Add Another. CLICK HERE ENTER CONTACT INFORMATION Slide 37

Your contact will now appear on the list. From the side rail click on List Locations. You will be taken to the List Locations Screen. CLICK HERE Slide 38

At the List Locations Screen click on view next to your employer. You will be taken to the Maintain Locations Screen. CLICK HERE Slide 39

At the Maintain Location Screen click on List Service Episodes. CLICK HERE Slide 40

You will be taken to the Provider Management – Service Episodes Screen. Click on Add Service Episode. CLICK HERE Slide 41

You will be brought to a blank Add Service Episode Screen. Slide 42

SERVICE TYPE DROPDOWN At the Provider Management Add Service Episode Screen pick the appropriate service type from the dropdown list. Slide 43

CLICK HERE Fill in the required information and any comments that help explain the service then click on Save and Return or Save Add Another. Once you have clicked Save and Return you will be taken to the Provider Management Service Episode List. Slide 44

You have now entered an Employer Service Episode. The Employer will become part of the pool of potential employers to be surveyed as part of the Employer Customer Satisfaction process. Slide 45

ENTRY OF EXISTING EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slide 46

From the Staff Menu under Entity Information click Search Locations. This will take you to the Search Locations Screen. CLICK HERE Slide 47

This will take you to a blank form called Search Locations. Slide 48

Type in the Entity Name or partial Entity Name and click Search. This will take you to the List Locations Screen. ENTER ENTITY NAME CLICK HERE Slide 49

Click on View beside the Employer that you are working with. This will take you to the Maintain Locations Screen. CLICK HERE Slide 50

At the Maintain Locations Screen verify that the identifying information such as Address, and phone match the information for the Employer you have provided service to and click on List Service Episodes. You will be brought to the Provider Management – Service Episodes Screen. CLICK HERE Slide 51

Click on Add Service Episode. This will take you to the Provider Management – Add Service Episode Screen. CLICK HERE Slide 52

You will be brought to a blank screen called Provider Management – Add Service Episode. Slide 53

Type in all required information and click Save and Return. CLICK HERE Slide 54

You have now entered a service episode for an existing employer. Slide 55