Employ Florida



Scheduling REA Work Search Activities in EFM (new for REA2010 grant)

Staff User Guide – April 9, 2010

Introduction:

With the REA2010 grant comes a requirement to record and track work search activities in EFM. The system has been modified to allow this using the Manage Activities > Manage Events module. Unlike the Scheduling PREP and REA activities implemented January 2010, this is NOT an automated process. Staff will see similarities but there are differences. Those differences will be highlighted in bold green typeface throughout this document. This is a separate user document to clearly describe REA Work Search Activities as a new and separate process – distinct from the existing PREP and REA functionality in EFM.

Key New Requirements of the REA 2010 grant as set forth by AWI:

• All REA participants must now also have an Orientation activity (may be group or individual). This is NOT part of the automated scheduling and services; staff MUST add this service via the Activities/Serviceplan Tab on Case Management as they have been doing for the 205 EDP.

• The EDP must now document and include required work search activities, appropriate workshops and services. (check AWI policy for allowable services that may be funded by REA)

• An AWI Communique must be used to report the following non-compliance to UI for eligibility assessment and referral to adjudication for fact-finding:

o Participant fails to report to scheduled assessment interview;

o Participant does not accept a job or a job referral “for which they are qualified or suitable”; or

o Participant fails to participate in the development of a work search plan. (this is NOT automated)

• The provision of Labor Market Information (service code 107, recorded automatically by the system) must be unique and specific to the REA participants’ skills, experience and interest. That is, providing a standard LMI brochure for your region may not be sufficient to meet this test.

How to set up REA Work Search Activities in EFM

This basically works the same way as setting up PREP and REA events in EFM. Privileges are the same as those described in Scheduling PREP and REA in EFM User Guide. The steps to create an event are basically the same – differences in bold green below. NOTE: staff should NOT create REA and PREP events this way – they will work by the automated process only.

1. After staff log in, go to Manage Activities, then Manage Events, then scroll to the bottom of the calendar display and click “Add Event.”

2. Select the new category: REA Work Search Activities.

3. Edit the title to reflect the activity to make it easier to find on the calendar.

4. Set up the Schedule and Associated Offices.

5. Complete the Event Location information (optional for this type of services)

6. Complete the Moderator Information (optional for this type of services)

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7. Complete the Calendar and Registration Section (this is a completely different process from PREP and REA. It controls how staff may manually register individuals into events and result them).

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a. If the Event is hidden, ONLY Staff with privileges to work with hidden events can see it – but NO ONE can be registered. THIS OPTION DOES NOT WORK FOR THIS EVENT TYPE!

b. If Display to is set to Individuals, individuals can see the event. You may wish to hide these events from individuals since registration is to be controlled by staff.

c. If Online Registration is selected as a registration method and if it is displayed to individuals, then individuals may actually self register; HOWEVER, there is no way to restrict registration to REA participants. (Thus, this is probably not a practical option for most offices.) The recommended setting is shown above, Contact Event Moderator to register. This setting allows staff that have all Manage Scan Card Event privileges set = yes to register users, regardless of who the event creator or moderator is.

8. Staff may MANUALLY specify the services to be recorded for each event for THIS EVENT CATEGORY ONLY.

a. Select Track Services for this event = YES

b. Select the allowable services to be recorded and click the down arrow. NOTE: if no activities are selected here, only attendance at the event will be recorded in step 10 below. If activities ARE selected, the serviceplan record for all associated events will be created when the event is resulted AND saved as described in step 2 below. Multiple activities may be selected BUT they are managed as a group so this presumes ‘completion’ applies to ALL events associated to the event.

c. Click the Manage Attendees link at the bottom of the event screen.

d. Save the event.

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How to register individuals and result REA Work Search Activities in EFM

1. Staff may MANUALLY register AND delete individuals in the events for THIS EVENT CATEGORY ONLY.

a. Click Manage Attendees at the bottom of the event screen shown in the above screen shots.

b. When the event screen displays, click the Register Users link.

c. If staff attempts to schedule more users than the established class size, a pop up alert will appear asking if they wish to MODIFY the event size by clicking save.

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d. When the Register Users link is clicked, staff enter the criteria using the normal Assist an Individual search screen. On the search results screen, staff simply click the box in the far right column then click the Register Selected User(s) button at the bottom of the screen.

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2. After the event, staff may return to the manage attendees screen, which looks and functions BASICALLY like the PREP and REA results. Since there is no auto result process for REA Work Search Activities, staff result them as follows.

a. Select the status, including a no show reason (this is the same as PREP/REA)

b. Staff may actually reschedule and delete individuals for REA Work Search Activities from the Manage Attendees screen.

c. Staff may update attendees (add services and completion status to the serviceplan when the box is checked to Save update the Completion Code for services related to this event for above attendees using the following criteria and then clicking Save. If status = Registered, the serviceplan shows ONLY the scheduled date/time and there is no completion status. If status is later modified, and the check box is selected, the service plan records WILL update to successful completion with an actual date. Staff members do NOT need to manually create and result serviceplan records if these steps are followed.

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The Manage Activities > Manage Event Rosters for REA Work Search Activities in EFM

This function is available for REA Work Search Activities; however, the print letters and print labels functionality is not available for Work Search Activities since there is no standard definition and no How to set up REA Work Search Activities in EFM

standard letter. The regular Manage Correspondence function can be used to send system messages and emails or letters when/if staff members need to do so.

Please remember: this functionality works ONLY for REA Work Search Activities. Trying to adapt events to record REA or PREP will NOT work because those event categories are governed by the automated processes. Likewise, the automated processes do NOT recognize this event category.

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