Title and Date
| Description and Notes
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DHS Youth TA
April 16, 2024
Recording
| Summary - training for New IYIP - Summer Job partnersAdding and managing youth customers in a system. 0:06
Enrolling youth in a summer job program. 11:07
Youth enrollment and eligibility verification in a job training program. 21:20
IwN enrollment and employment activities for youth. 33:32
Worksite and employer for summer job grant. 44:17
Career development and worksite placement for youth. 54:04
Casey Life Skills assessment and training for DHS youth programs. 1:01:57
Adding users to a grant management system. 1:13:3
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DHS Youth TA
April 2, 2024
Recording
| Upcoming release. April 4, 7PM The fix for the selection of the agency to resolve the error when adding an activity to a customer career plan.
- Dee is waiting for Brandon to send Dee a list of the people who have been awarded new contracts. As soon as Dee gets that list, she will add the organizations. If Brandon sends the program manager’s name along with it, she will add that person to the organization. If the organization already exists then they will stay in place.
- Refresh and Review Training on April 10th. New users will be able to participate, and other partners will refresh if there is something new they need to know. Dee will get this on the calendar on the partner page.
- Julie – No announcements for HYES
- Brandon – For NOFO, the funding decisions are still being finalized. Tomorrow would be the earliest that you would hear. If you submitted an application for funding, you will hear either way if you were or were not chosen to be funded. There have been at least 3 or 4 current providers that called and emailed about contract extensions. The grants ended on March 31st and there is no extension. All the detailed information you need about the expenditure report or the 3rd quarter (final) PPR (due April 30th), all the information you need is in the detailed information Brandon sent out in the contract close out email sent on the 3/21 or 3/22. If you have any questions, then email Brandon.
- If you submit a Help Request, be sure to check the Help Desk. Dee may have questions that she needs answers to.
To upload anything on a youth’s career plan:
- On the Customer Overview tab, on the left side menu, click Uploads
- Click the Upload File button. It is suggested to upload a PDF.
- If you are using the resume tool, that is a different feature and function and you have to be given permission on the youth’s profile to work inside of the tool.
Reports > DHS youth PPR Report This report is a “point in time” or what is going on today. If you want to see differences, the PPR should be run at different points in time. There is a discrepancy between data at different days. That will be reviewed and hopefully released on the 18th. |
DHS Youth TA
Mar 19, 2024
Recording
| 1. If you are still having issues logging into Illinois workNet, make sure you clear your cookies and cache for at least 10 days. We went to a new server and that information is a little different so your pages will look a little different and it may prevent you from accessing the site. Clear your Cookies/Cache (using the directions below depending on which browser you are using) then click Ctrl+F5 to update so you can log in to Illinois workNet. Click the Three dots in the upper right corner Click History on the next screen that opens Select Clear Browsing data Click the Hamburger icon (three horizontal Lines top right corner) Click Clear Recent History Click the three dots in the upper right corner Click Privacy, search, and services Click Clear Browsing data now (near the bottom) 2. Casey Lifeskills goals (Have been getting a lot of Help Requests for this.) We have a lot of goals that are prepopulated. On the Career Plan tab, if your customer creates a goal as a part of Employment 101 or Casey Life goals that they are setting with you, you may see a goal that does not have any activities associated. For example, “Get new glasses so I can see clearly.” The category would be independent living. Click Add next to the goal (step 2 of the career plan), under Add Services/Activities – search “Case Plan Activity” and add it to the personalized goal - “Get new glasses so I can see clearly”. Then all you must do on that Case Plan Goal is add the details when you are looking at the description, explain in the Note section for why you have added it to that particular goal. Another issue reported in the help requests is errors if the service provider is not selected. If you are picking up a Youth who was previously enrolled with annother agency, you may have to enter your agency in the “Other Provider” section. We have the programmer scheduled to review this with a release planned for April 4th. In the meantime, visit the status tab and the Service provider tab prior to marking Update Customer Service. 3. On the Reports tab (at the top), under DHS Youth, we have the Customer Services Report. This is a great way to catch up with your activities for your participants if you are trying to catch a lot of people up at the same time. Select Projecty Select Sub-Project Select Grantee Filter
What this will do is give you a list of all the activities for this group of people. One of the things that you would do is look at those that are not started or those without an activity or service. Click on that number, it gives you a list of those customers, then you can mark them as started or evaluated/not required. One of the things it does not like is if you mark them as Planned /Started, you cannot mark them as completed. The system does not like mixed statuses for the same person. Go do one person, make sure they have every activity for your project, you should have all the appropriate activities for that person. 4. Brandon: All funds for IYIP, AIYIP and AICI grants must be spent by March 31. Any unspent or leftover funds will be delegated back to the State just the same as when normal contracts end for a fiscal year. In this case, the contract fiscal year 2024 will end on March 31. March 31st at midnight, all funds in your contract must be spent. Final Expenditure report is due April 15th. The Expenditure report is always due on the 15th of the month for the previous month. For the Program Report (what you use IL workNet for) the PPR Report is due on the 30th of April. Things are moving very quickly for the new grant awards. If you applied for summer jobs grant, those are almost done, and you will be notified soon. Everyone will be notified by the end of the month whether you are funded or not funded. 5. On the Partner page we have added new resources for the PPR: 6. Next Meeting: Tuesday, April 2nd 1:30-2:30pm
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DHS Youth TA
March 5, 2024
| Dee forgot to hit record for the session. She will record a video for the PPR and upload to the list on the left. - There is a new User Acceptance Training platform now. Dee will provide each agency with one log-in and password per agency. You can login and practice before you work in the system. Use this at your agency for in-house training.
- One of the things noticed on the DHS Youth customer profile, it is always good to include Integrated Resource Team contacts on the customer overview. If you want to add any resource team members, you can click on one and save them. Then you have all of your team members added to the customer.
- When adding a case note, it gives you the opportunity to send it as a workNet message and an email. Many have been selecting send to Illinois workNet to fix something. You do not have to select Illinois workNet. If something is wrong, submit a Help Request instead of copying something in a case note. Dee has been getting several messages to the workNet team.
- The PPR is due by the end of April. Go to Reports > DHS Youth PPR
- One of the things about the PPR is that it provides a “point in time" information. It is not cumulative information.
- It is important to run this at one time, export the results. Then later on, run it again, so you can see the difference. You can report by date range or by Quarter.
- Provide a date range, pick your provider, pick the program, select a Report Section and click Filter. You will see the numbers for who answered what on their application. You can go from section to section to see what those responses are. This portion of the report gives you numbers.
- If you go to the report by quarters and start with a particular Fiscal Year and Quarter, pick the report section and you will see that numbers change to rolling quarters. You can verify information against other quarters.
- If you are looking for the dollar values, (Subsidies, wages, and incentives). This is based off the subsidized placement that you put in for your youth. If you don't have a dollar value showing, go back to your customers that what you are anticipating you will see if what you actually see. You will get that actual information in the report by date.
- I highly recommend you run your report a couple times during the quarter.
- You can also export the report.
- If you want to look specifically by a particular performance measure, pick the specific performance measure and click Filter.
- Under the Advanced Search, we have Age, Race, Ethnicity, Gender, and County. If you pick a specific measure, search by a specific age, pick an ethnicity, and gender, click filter. The more parameters you put in there, the more numbers you will get. It is easier to break it down by one age, one race, one gender etc at a time.
- When you upload the Payroll, it is grabbing the dollar amounts you upload to the system from the payroll template. For the hours worked, you must use the attendance to gather the hours in order for the information to be accurate.
- Race option “Prefer not to answer" is not showing on the paper form. Reach out to Brandon about this.
- PPR Resource: https://www.illinoisworknet.com/DownloadPrint/Periodic%20Performance%20Report%20Category%20-%20Partners.pdf
- Disregard “Latest Customer Goals/Plan Agreement" section on the customer's plan Overview. This is not required for DHS Youth.
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DHS Youth TA
February 20, 2024
Recording | DHS technical assistance call for February 20th. 0:15
Resolving technical issues in a healthcare platform. 4:03
Enrolling youth in agency, case notes, and PPR review. 7:19
Dee Reinhardt receives many help requests from partners to discharge youth from previous agency, with most participants being active. Dee Reinhardt discusses ways to improve customer discharge processes and provides updates on upcoming reviews.
Digital vs. paper case notes and worksite evaluation. 11:13
Dee Reinhardt confirms that all case notes can be digital, saving paper. Oteesah Johnson struggles to access the worksite evaluation survey on the partner page, and Dee Reinhardt provides alternative instructions for accessing the survey.
Customer information and meeting preparation. 14:50
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DHS Youth Training
February 14, 2024
Recording
| - DHS youth programs and tools for partners. 0:02
- Dee Reinhardt, project manager for Illinois workNet, discusses the tool and its features with the group.
- Participants can find resources and recordings on the partner page, including tutorials and meeting notes.
- Speaker 1 provides resources for youth workers, including PDFs, training tutorials, and contact lists.
- Partner page updates include last production push changes, fixes, and enhancements, as well as known issues and upcoming events.
- Adding customers to a system. 8:31
- Partners can search for customers by name, provider, fiscal year, program, or performance measure.
- Speaker 1 demonstrates how to add a customer to a system, providing name and email address.
- Speaker 1 explains how to verify customer information during the application process.
- Completing an application for a state program. 15:06
- Speaker 1 asks questions to determine if potential employee is authorized to work in the US and has a high school diploma or equivalent.
- Speaker 1 also inquires about the potential employee's employment goals, travel arrangements, and work-related skills and strengths.
- Speaker 1 provides detailed instructions for completing an application for social services, including entering personal information and selecting race and ethnicity categories.
- Speaker 1 explains the application process for a program, including verifying eligibility and entering demographic information.
- Speaker 1 highlights the importance of verifying social security numbers and checking boxes for potential challenges that may need to be overcome.
- Enrolling customers in a program and tracking progress. 24:45
- Speaker 1 enrolls an out-of-school youth in a program, verifying their eligibility and completing the enrollment process.
- Speaker 1 discusses backdating enrollment mandates and notes the importance of keeping track of training progress.
- The system allows users to view and update customer contact information, reset passwords, and access assessments, case notes, and resumes.
- Assessment and goal-setting for career development. 31:40
- Speaker 1 discusses KC Life Skills Assessment for employment one on one worksite evaluation, with a focus on case studies and assessment results.
- Speaker 1 explains how to complete the Casey LifeSkills assessment and upload the results to the participant's career plan.
- Speaker 1 demonstrates how to edit an activity in a career plan, including adding dates and items, and evaluating self-care.
- Adding work experience to a youth's profile. 40:02
- Speaker 1 discusses work experience activities for youth, including completing work experience and adding services and activities.
- Speaker 1 explains how to add work experience to a customer's profile in a training session.
- Entering job information for a client in a work experience program. 46:40
- Mike provides worksite information for medical equipment repair.
- Speaker 1 encounters a glitch while entering information for a work experience placement.
- Tracking attendance and uploading timesheets in a career development program. 52:51
- Speaker 1 updates a customer's information in a case note, including their start date and hours worked.
- Speaker 1 explains how to track attendance and enter hours for workshops using the Illinois Work NET app or timesheet.
- Speaker 1 clarifies how to upload timesheets and certificates of completion in the career plan.
- Employment training and payroll submission. 1:00:54
- Employment 101 certificate of completion is not required to be uploaded.
- Speaker 1 demonstrates how to upload payroll information for a DHS youth program participant on the Brightpoint platform.
- Speaker 1 ensures payroll accuracy by double-checking worksite placement.
- Payroll and assessment processes for career planning. 1:08:03
- Speaker 1 explains how to use payroll work sites, including uploading documents and viewing synopses.
- Assessments are crucial for customer discharge and AYP completion.
- Speaker 1 discusses the importance of follow-up KC life skills assessments and provides instructions on how to use the Brightpoint platform.
- Speaker 1 plans to enroll 50 youth and complete 35 of them by the start date of July 12th.
- Tracking progress in a youth program. 1:16:10
- Speaker discusses using a grant management system to track project progress and compliance.
- Speaker 1 demonstrates how to update activity statuses in a project.
- Speaker tracks changes and outcomes for customers on dashboard.
- Completing evaluations and adding new partners in a youth services system. 1:23:10
- Speaker 1 explains how to complete evaluations for youth in the system.
- Speaker 4 requests ability to input supervisor's name in a fillable line for staff members.
- Speaker 1 explains how to add new partners to a project in Brightpoint, including required fields and search criteria.
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DHS Youth TA
February 6, 2024
Recording
| Items for Upcoming Release:
· Group Attendance
o We can track people's attendance by group. What was happening was we were missing the HYES providers and the RPSA providers. We are going to push out now that we have those providers there so after Thursday night if you do not have any activities in your list, then there's something else going on and the people must be assigned to that activity for you to be able to track their attendance. Now everybody should be able to use this group attendance list for those activities.
· Overview tab was missing a green light for Upload Payroll
o On the Overview tab, we were missing a green light on the Upload payroll. What that was looking for was payroll that had been approved. Now it will just look to make sure that you have the payroll uploaded for that customer. You will want to take a look at that if you were wondering why it would never turn green.
· Updated the My Training on the Partner page.
o We updated the links for the DHS youth training. We have thumbnails here and we have new versions of the training videos.
o We also have the tutorials listed and they are shown as links.
o TA & Training Materials Link: https://beta.illinoisworknet.com/partners/CYEPpartners/Pages/TrainingMaterials.aspx
· Customer Application
o On the Race section, because of the difference between Ethnicity and Race, we decided to add definitions if somebody is wondering what their race is. The definitions are based on the US Census and they describe what each of the races are identified as and then what the ethnicity is whether or not they are Hispanic. You can use these definitions to help people define what race they should be. Then they can choose whether or not they are Hispanic.
· Automatic feed for when a customer is enrolled.
o This will only happen with new customers moving forward. Click on an activity, and it will automatically populate your agency as the service provider so that you don't have to go in. This is a big help for some of you who are trying to make sure that you're able to track dollar values of service or attendance or any of those sorts of things without having to click on this tab.
o Unfortunately, all the older customers will have to have those items checked.
Brandon Updates:
· Two separate NOFO's posted with links to both. (Probably received two or three emails from DHS.positiveyouthdevelopment.com)
o IYIP: Tuesday, Feb. 13th at 9 am.
o IYIP – (SJ) Summer Jobs: Tuesday, Feb. 13th at 11am.
· There is a registration link.
· There is an FAQ posted on the site that will be updated daily.
· Dee sent out an email on behalf of Brandon. If you did not get it, be sure to check your junk mail. IYIP NOFO links where you will find bidders conference registration information: The IYIP NOFO can be found here: IDHS: Illinois Youth Investment Program FY24/25 Notice of Funding Opportunity (24-444-80-3356-01) (state.il.us) If you have questions about this NOFO and/or would like to attend a Technical Assistance Session (Bidder’s Conference), please refer to IDHS: Illinois Youth Investment Program Technical Assistance, Questions and Answers and Appendices (24-444-80-3356-01) (state.il.us)
IYIP - SJ The IYIP-SJ NOFO can be found here: IDHS: Illinois Youth Investment Program - Summer Jobs (IYIP-SJ) FY 24/25 Notice of Funding Opportunity (24-444-80-3357-01) (state.il.us) If you have questions about this NOFO and/or would like to attend a Technical Assistance Session (Bidder’s Conference), please refer to IDHS: FY24/25 Illinois Youth Investment Program-Summer Jobs Appendices, Technical Assistance Session, Questions & Answers (state.il.us)
Getting in touch with other agencies
· On the partner page, under the full list of resources on the right-hand side under more resources, there is a link to a google sheet. Dee has asked several times that you keep this updated so we can have the most recent contact information for your agency.
Link: https://beta.illinoisworknet.com/partners/CYEPpartners/Pages/Resources.aspx
· This way you can be contacted by somebody who might be trying to find out about a participant. With our automatic discharge happening after 90 days of inactivity, it's become a little bit easier for partners to enroll others in a program.
Multiple Customer Profiles
· Got a Help Request recently for a youth that had four profiles, three different emails, and all of them had the same birth date.
· I had to deactivate three accounts just to be able to let the person get enrolled when you have a situation like that going on and we must make an update.
· You can get them added you know invite them to the system, get them enrolled. Then on a customer's profile we have the ability for you to update contact info. When you make these changes, it allows you to change that email address. It allows you to change the phone number and then a reason for the change. Make sure that you're updating those things because then it will update that customer's profile. If you need to change a name or social, any of those sorts of things, you do have to submit a help request for that.
Overview page, under Career Plan section is showing red.
· On the Overview page, under the Career Plan section it is showing red.
· On the customer career plan, under Review Assessment, then on the Summary tab you can Add/Edit an assessment and you can use this tool to help you write the case plan for Casey Life Skills because there are all these different areas.
Self-Evaluation Fix
You should be able to click Take next to an assessment in the Self Evaluation box on the Overview tab.
Training: DHS Youth new and seasoned users refresh from start to finish
Date: February 14th 10am-11:30am (You do not need to register.)
The link can be found here: https://beta.illinoisworknet.com/partners/cyepPartners/Pages/default.aspx
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DHS Youth TA
January 30, 2024
Recording
| 1.Announcements from Brandon The second quarter PPR is due today. In case your organization has not submitted your second quarter ppr: remember to put your name and date on the bottom for the signature portion, service area, and fill out the identifying information at the top (If you are doing Category 2 and 3 – make sure to put your identifying information (contract #) Some PPR’s – the whole top portion is blank (even missing the name of the agency Releasing the NOFO’s. You should hear about these anytime. They are just finalizing the language. Be sure to keep the middle of February open (week of Valentine’s Day). Be ready to attend the 3-hour conference virtually via WEBEX. 2. Youth Apprenticeship Week (May 5th – May 11th) This is the first year there is going to be a youth-apprenticeship week. 3. Items from previous release: - On the Outcomes > Employment section is designed for permanent employment for your participants after they are done with the program. These currently report to items 34 and 35 on the PPR. You cannot enter employment unless the participant’s active date is there. If you try to enter employment for 10/1/2023 but you don’t have any activities started until 10/2 you won’t be able to enter it. The bold date in the text is a manufactured date for each customer. That is the earliest employment date that you can use for employment entered here. Don’t enter employment here unless your customer is done and has found permanent unemployment.
- On the Intake and Review tab, for the enrollment status date, we have set a 2-week pre-dating of the enrollment. That pre-dating of the enrollment is based upon the verification date. We understand that you start working with a youth and maybe you don’t get something verified like a Social Security number but you started working with them because you know they are getting it for you. You cannot use an enrollment date earlier than 2 weeks of their verification date.
- To get Employment 101 to display for DHS Youth, the youth must be enrolled, the career plan has to be initiated and DHS Youth has to be selected at the start of E101. To activate a career plan you have to go to step 3 add steps and services and open the tab. If you want to open some activities that is a plus, but you need to at least have opened their activities and see a date at the top. You will also see some last updated dates of the date you last activated their profile ID.
- On the assessments, the Worksite evaluation and Observational assessment should be working now. You should be able to take them and save them now.
- There is currently an issue with a customer not being able to take the self-evaluation from their profile. There are two workarounds.
- You can give them the paper version and enter the information they provided in the self-evaluation section.
- Or if they start doing the Employment 101 Guide, the self-evaluation link works in the module.
- Fixed an issue for subsidized payroll.
- Worksite Placement “upload payroll to be reviewed and approved” must be approved for this button to turn green. (Dee is working with Brandon on this.)
- When submitting a Help Request, please give Dee enough information so that she can triage the situation to determine whether it is a user or system error. The more information the better!
Ending a customer’s previous Worksite Under activities/services, edit complete a paid work experience (or any other worksite placement activity). Make the Subsidized Wage or Training Wage match field zero, fill in the End Date, fill in the Subsidized End Date, Status should be either successful or unsuccessful. Editing a Customer’s Password On the customer’s profile, click Reset Password and provide the customer with a temporary password. They can then log in with the temporary password and change it. Next PPR is due 4/30/2024.
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DHS Youth TA
January 16, 2024
Recording
| Employment 101 We had some issues with customers not being able to access their E101 profile. If they are trying to access it with an account not associated with DHS Youth, then they will not be able to select DHS Youth when starting Employment 101. The user needs to use the username associated with their DHS Youth profile. Best practice would be to initiate the career plan, and open E101 for them by selecting DHS Youth. Give them the Username with which they need to log in. Known Issues on the Help Desk Known issues will now be shown on the Help Desk landing page to let you know what issues we are aware of and working on resolving them. Earned Credentials
Youth Age – If a youth’s next birthday is going to make them ineligible for the program, you must get their application submitted and enrolled in the system before that date.
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DHS Youth TA
January 10, 2024
Recording
| 1. Items for Upcoming Release: - Resolved Employment 101 issue. The participant must have a functioning Career Plan before they can start E101. To activate their Career Plan, click on the Career Plan tab then step 3 Activities. This will activate their Career Plan and make Employment 101 available to begin.
- Fixed the link for the Self Evaluation Summary.
- Added the ability to add Repeating Appointments.
- Fixed the Export button on Case Notes.
2. Training: DHS Youth new and seasoned users refresh from start to finisher Date and Time: February 14th 10-11:30am 3. DHS Youth recordings have been updated (Tutorials) 4. Announcements from Brandon: If you have not heard anything by February, then reach out to Brandon. 5. No Announcements for HYES or RPSA.
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