Starting & Completing IWTS Plans

Get Started


PDF IconDownload the IWTS Log-In Guide (PDF) for instructions on how to access the Incumbent Worker Tracking System (IWTS).

Step 1: Submit Incumbent Worker Training Plan


Select your plan and refer to the materials below for instructions and required information.

PDF IconIWTS Quick Start Guide for Grant Recipients (February 16, 2017) (PDF) - Get started with your  Incumbent Worker Training Plan and find out about the four required steps.

PDF IconIWTS PPT (February 16, 2017) (PDF) - Background, Submitting an Incumbent Worker Training Plan; Add Employees and Course Registration; and Submit Quarterly Reports – This includes screen shots showing the sequence of the steps.

MS Word IconIWTS Training Plan, Employee and Course Registration Fields and Instructions (February 17, 2017) (MS Word) – This includes instructions for each section of the training plan, sequence of completing the plan, definitions and required field.

Enter Employer and Work Site Information

Your plan includes information about the employer. Each plan has a limit of 1 employer. If you have more than 1 employer under your grant you will have the same number of plans as you do employers. This is effective for new grants created after July 1, 2015.  Find out what information you will need.

If you select an employer that has previously used on another IWTS project you will be prompted to submit your employer for approval by Commerce. Your project will be in an "On Hold" status and not changes will be able to be made until Commerce approves your employer. You will be notified by email once your approval has been granted at that time your project will return to the "In Process" status and you can continue adding contacts and worksites, and other project information.

PDF IconEmployer Information Required for IWTS (February 17, 2017) (PDF) - List of all required information needed about the employer that is entered into the Incumbent Worker Training Plan.

Add Training Course Sessions

Your plan includes information about the training course(s).  Find out what information you will need.

PDF IconCourse and Instructor Information Required for IWTS (February 9, 2015) (PDF) - List of all required information needed about the courses and instructors that is entered into the Incumbent Worker Training Plan.

Step 2: Add Employees to Receive Training


After your Plan is accepted by DCEO, add, and update, employees who are participating in the training.  You have options to add employees one-at-a-time or bulk upload them. 

  • Provide personal information required for reporting
  • Identify Employee Occupations
  • Identify Occupation Upgrades

PDF IconEmployee Information Required for IWTS (February 16, 2015) (PDF) - List of all required information needed about the employees receiving incumbent worker training that is entered into the Incumbent Worker Training Plan.

PDF Icon  IWTS Participant Information Form (February 17, 2017) (PDF) - This form can be used to gather employee information to be entered into IWTS.   

MS Word Icon

 IWTS Participant Information Form (February 17, 2017) (MS Word) - This form can be used to gather employee information to be entered into IWTS.   

PDF Icon


Instructions for Option to Bulk Upload Employees (February 11, 2015)
(PDF)

**Note - If employees were added to a project but should not have been, so they need to be removed and they were not enrolled in any courses, follow the steps below:

  1. Click “Add Employees” from the Project Navigator Menu.
  2. Select the employer and worksite.
  3. A list of employees identified with the employer/worksite now show, select “Remove.”

Step 3: Register Employees in Courses


As employees are entered or bulk uploaded, register them in all course session they are to complete.  You’ve already entered the course information.  With this screen you’ll select from information you’ve already entered to identify employees by work sites and register them in all applicable courses and sessions.

**Note - If employees were added to a project but should not have been, so they need to be removed and they were enrolled in courses, follow the steps below:

  • Have they already been reported on a quarterly report?
    • If No -
      • Using the Project Navigator Menu, click on “Course Registration.”
      • Select the course and filter to see those “Only those IN course.”
      • A list of employees enrolled in the course show, click “Remove.”
    • If Yes -
      • If they dropped out or left employment, you have to show this as an outcome.
      • If it was a mistake, ensure that their status for all courses is "Not Started" in the current Quarterly Report. Then navigate to the "Add Employees" page and you can remove the people who were added by mistake. This action will remove them from all courses and any previous Quarterly Reports.

Step 4: Submit Quarterly Reports


Until the project ends, submit quarterly reports for all projects that have a plan with an “Accepted” status and continue to submit reports until the project’s end date.  When completing the final report be sure to select “Final.”  DCEO approves final reports and may ask for corrections.

PDF IconIWTS Quarterly Report Schedule (February 16, 2015) (PDF) - This document provides you with the timeline of the quarterly reports throughout the year, as well as the dates for when the automatic reminder emails will go out.

Additional Information


PDF IconIWTS Reports Overview Handout (February 23, 2017) (PDF) List of reports and available fields.

PDF IconIWTS Project Status Definitions (February 17, 2017) (PDF) – List of project status definitions.


PDF IconIWTS Emails Automatically Sent to Grantee and DCEO Contacts (February 17, 2017) (PDF) - This document contains all of the emails that are automatically generated by the IWTS system and sent out to grantees and DCEO contacts.

Instructions for DCEO Staff


PDF IconIWTS Quick Start Guide for DCEO Staff (February 9, 2015) (PDF) - This includes information and instructions for DCEO staff that use the IWTS system, as well as responsibilities of the DCEO staff and grantees.

Questions? Contact us.


The following contacts are with Illinois Department of Commerce and Economic Opportunity, Office of Employment and Training:

Gary Eicken -WIA/WIOA discretionary funds: Gary.Eicken@illinois.gov

Hannah Temeyer -Formula grant questions: Hannah.Temeyer@illinois.gov 

Lorraine Wareham - Illinois Talent Pipeline and Layoff aversion/Rapid Response grant questions: Lorraine.Wareham@illinois.gov 

For general technical information and access to IWTS tools send and email to
info@illinoisworknet.com.