1. 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

2. 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

3. 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

4. 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

5. DINAP Adult Modernization Timeline PY2017 – PY2018Q1
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

6. 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

7. 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

8. 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!

9. Questions?