System Overview Chapter 1

System Overview 1-2 Objectives Understand WIA Terminology Understand Overall Schematic Understand basic differences between IWDS and TRAC Be aware of technical recommendations for new system Learn how to Logon to system Learn how to Navigate in the system

System Overview 1-3 Terminology Workforce Investment Act (WIA) Local Workforce Area (LWA) Statutory Program Title Employment and Training Center (IETC) Customer Application Eligibility Category Certification Process

System Overview 1-4 Statutory Programs WIA 1A – Adult 1D – Dislocated Worker 1S – State Reserve – Dislocated Worker 1N – National Reserve – Dislocated Worker 1Y – Youth Welfare to Work TAA Other

System Overview 1-5 Architectural Overview for TRAC LWA Primary Sites Point to Point Network TRAC System DCEO Oracle Server Windows Based 26 Oracle Servers TRAC System

System Overview 1-6 Architectural Overview for IWDS Internet IWDS Application Server for the State WebSphere Java DB2 UDB OS/390 Web-based Illinois Workforce Development System Windows IE 5.1 Web Server LWA Primary Sites & Satellites

System Overview 1-7 TRAC vs. IWDS (1 of 9) Functionality that remains the same Business Process Performance Management Reports

System Overview 1-8 TRAC vs. IWDS (2 of 9) Functionality that remains the same Time frames Case managers must still certify a customers eligibility within 30 days of the application Customers who have been certified for programs that have eligibility based on welfare or income recipiency (i.e., 1A Adult Low Income, 1Y Youth, Welfare-to-Work) must be enrolled within 45 days of their eligibility certification date Need to Exit a customer within 90 days after services are completed

System Overview 1-9 TRAC vs. IWDS (3 of 9) Functionality that remains the same Eligibility considerations Eligibility related data is locked when a program/title is certified Case managers can generate an eligibility evaluation for every title/subprogram for which eligibility is calculated Exiting Customers are exited from a statutory program, not a title

System Overview 1-10 TRAC vs. IWDS (4 of 9) Functionality that changes Each application can be used for only one statutory program (e.g. WIA, WTW, TAA) If a customer has been enrolled in multiple programs in TRAC, he/she will have multiple applications in IWDS If you wish to serve a new customer in the IWDS system in multiple programs, you must create one application for each program.

System Overview 1-11 TRAC vs. IWDS (5 of 9) Functionality that changes Customer Key TRAC - key is based on social security number, application date and LWA IWDS – key is system generated and NOT based on social security number Care must be taken not to create two customers with the same social security number The system provides a warning if two customers have the same social security number

System Overview 1-12 TRAC vs. IWDS (6 of 9) Functionality that changes Customer Information Details are captured (archived) when an application is certified If modified at a later date, the new information is available for future applications State-wide Customer data is available Assessment Information May be entered, but no longer required

System Overview 1-13 TRAC vs. IWDS (7 of 9) Functionality that changes Guided application Process Provided for WIA, WTW, and TAA programs Only prompts a case manager for information that is required or relevant for the selected title or eligibility category This is the recommended method to create customer information and applications

System Overview 1-14 TRAC vs. IWDS (8 of 9) Functionality that changes Service Records No individual service strategy in IWDS. Service records are created as needed from the Services menu Have to enter a goal for a youth before enrolling them in a service Can add supportive and other follow-up services up to a year after customer has been exited in certain circumstances No longer require entry of a fund source for each funding period (formula grants 1A, 1D, or 1Y), only the initial grant number needs to be provided Service records only contain a single funding line. A new service record will have to be created each time the fund source (grant) associated with the activity changes.

System Overview 1-15 TRAC vs. IWDS (9 of 9) Functionality that changes Reports In TRAC the search criteria for a report can be saved, it is specified each time in IWDS In TRAC the user would see all or none of the reports. In IWDS, the user will be authorized to view packages of reports. The IWDS reports are displayed with Adobe Acrobat Reader and can be saved to disk or printed

System Overview 1-16 IWDS Phase 1 Conversion from TRAC Registration and Eligibility Determination Service Tracking / Case Notes Assessment Information Performance Management Goals/Outcomes Role and Rights Security Management Exit and Post Program Data Capture Reporting Bridge Programs (Extracts TRAC --> IWDS) Copy relevant information to IWDS

System Overview 1-17 Technical Specifications – Hardware Recommendations Pentium III/IV or compatible processor at 1Ghz or more 256 MB of memory (minimum), 512 MB recommended 30 GB or larger hard drive Video card & monitor capable of displaying 800x600 or higher resolution Ethernet Card High Speed Internet connection for best response

System Overview 1-18 Technical Specifications – Operating Systems Windows XP Pro Windows 2000 SP3, Professional Edition Windows 2000 SP3 Windows NT4 Workstation, SP6a Windows NT4 Server SP6a Windows 98 SE Windows ME Mac OS 9 and (Web browser support only)

System Overview 1-19 Technical Specifications – Web Browsers IE 6.0 (Windows) IE 5.5 SP2 (Windows) Netscape IE 5.0 on OS9 or OS Xs Classic Mode (Macintosh)

System Overview 1-20 Technical Specifications – Additional Software Adobe Acrobat Reader 5.0 or higher Download it for free at this site:

System Overview 1-21 Internet Explorer Options Click on to change settings

System Overview 1-22 Internet Explorer Options

System Overview 1-23 Internet Explorer Options Uncheck Box

System Overview 1-24 Internet Explorer Options Uncheck Box

Illinois Workforce Development System

Logon

Change Displayed Toolbars

Changed Toolbars

System Overview 1-29 Staff Logon

System Overview 1-30 Password Error

Staff Logon Response Informational Message Available Options System Environment

Staff Menu

System Overview 1-33 Change Password

System Overview 1-34 Summary Important terminology was defined This chapter has examined the similarities and differences between the IWDS and TRAC systems Recommended hardware and software configurations were discussed The IWDS screen was setup for best viewing results The logon process was reviewed Several IWDS screen components were examined