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Presentation Title |
Presentation Description |
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Techincal Assistance
June 5, 2024
Recording
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Technical Assistance
May 1, 2024
Recording
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Technical Assistance
April 3, 2024
Recording
| - There were no questions from the audience.
- There are no pending updates for release.
- The D & B contract is still pending with procurement. We were able to get organizations entered in time for the January through March quarter deadline for those who asked.
Next Meeting: Wednesday, May 1st at 1:30pm.
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Technical Assistance
March 13, 2024
Recording - only training portion
| It is a very good idea to bookmark this link so you can get to it easily. On the Training Materials page, meeting notes are posted along with recordings of the meetings. On the Updates page, we have listed technical updates that have been previously released.
2. Known issue: The Dun and Bradstreet company lookup is not functioning because we have a contract with Dun and Bradstreet that has not been approved by the State Procurement Office. It will not function until that contract is approved. 3.Recent Updates and Releases to the system: One of the bugs that got fixed in February was when you marked yes for the program being added to the TPL it wasn’t saving. This has been resolved on the Planned versus Actual Dashboard. We were able to add some numbers to the different performance items for what was completed the last quarter completed, what the actual is, and what your plan items are.
These are all numbers across the state. All these top numbers are for the participants who are working through the program with the intermediaries and then these are our business, our business numbers, the navigator numbers. When you click on a blue highlighted item, it will take you to a list of those items and typically you will only have access to your agency.
Also, on the individual’s added, we added program date enrollment so that we can track the people for that dashboard for the last quarters. We added the ability to control click on partners on the Navigator tool. When you are adding partners to the organization you can hit your control button and click and add more than just one person at time.
4. Navigator Tools Training There are two ways to get to the Customer Support Center: After clicking on the Apprenticeship IL group, you will see a tab with customers. You will see a tab with Navigator tools and Work Planning Reports. You want to click on the Navigator tools. On the Navigator tools, we land on the Outreach Events tab and the Outreach Events. First, because that is the top of the funnel, you equate this whole process to a sales funnel, this is where you start the conversation. When you add an Outreach event, you are going to be looking at the information that you had from a particular event, time, or place where you met someone. First, let’s look at the table. The table shows: To add an Outreach event, select your agency and click the blue “Add Outreach Event” button. There are Outreach Event definitions listed at the top. Type in Outreach Name, Audience Type, Outreach Type, Event Date, Number of Attendees. If you click Add Follow-Up Note you can add notes about the event and who was there. You can send this note as an email to other members of your team by selecting the Delivery Method of Illinois workNet Message and Email and then checking the box next to the person’s name that you want to send it to. If you want to upload a copy of the presentation, click the Upload button. We have an Export button on the Organization information. We also have an export on the notes that have been written so when you’re exporting you can a CSV file in Excel that you can put somewhere just to use as a desktop tool.
On the Organization information tab, select the program from the Navigator dropdown, and click the blue Add Organization button. When searching for the Organization, the less information you put in the search boxes, the better the results you will get. If an address is entered for the company and it has moved, then you will not get any results at all. The “Illinois Business Entity” link is the Illinois business entity search with the Secretary of State’s office. Clicking the “Illinois Business Entity” button will provide more information about the company if you aren’t having much luck searching the name. Maybe the company rebranded but they never changed their corporate name. The SOS search lets me search by business name, Registered Agent, President, File Number, and keyword partial search. With the information provided from the link above, I can search the name in Dun & Bradstreet. If I go to a company that I did search and added to the system, it gives me a map of where that organization is and it gives me information that gets pulled in from Dun & Bradstreet and then we might see the doing business as name that shows up. Then we will have the address, phone number, and website. If we need to know if this Organization is in a State or Federal underserved area, we need to check the map in IEBS. It will give me the ability to check either at a State level or a WIOA funded level. If you look at the map, if it is in an Underserved area, you will see an Orange color around it. If it is not a yellow color, then it is not an Underserved area. Once you check the map, then you want to say yes or no based on the results.
Adding Outreach Events on the Organization 5. Employer Incentives on the Plan vs Actual The only thing that actually happens is you check a box. Click the blue Upload File button, pick the Category, select the file from your computer, and enter a Description. It will show under the File Uploads tab. You will need to go to the Provider Info tab to find the notes.
6. Training Videos, Guides, and Help Requests 7. Next Technical Assistance Meeting: Wednesday, April 3rd at 1:30pm
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Title: App IL TA
Date: February 7, 2024
Recording
- Updates to a business outreach platform. (3:45)
- Tracking performance measures for apprenticeship grants. (12:15)
- Grant reporting and closeout procedures. (25:07)
- User management for apprenticeship programs. (33:38)
| Upcoming Items for Future Release: Navigator Tools Added an Event Date column for you to be able to sort your events and if click at the top of the column, it will reorder the dates for those items. Added a function on the work plans If you need to update your plan, make a change to it, or add an activity etc. (especially if you change any of the numbers) what it will do is take you to the bottom of the list and you need to now submit it for approval. When it has been submitted for approval, it will need to be looked at by Chase or Candace, or someone who reviews that information and then they can mark it as approved. If they haven’t approved it within 2 weeks, submit a Help Request to get it approved. There will not be a notification sent out to let you know it has been approved, you will need to log back into the system and check. Outreach Event Updated Text Added an Upload button. When you click the Upload button, it will take you to the File Upload page on the provider information for your project in your location. Then you can click the Upload File, pick what kind of an item it is (we've got navigate your business outreach as a generic category here for you to select or you can select other if you want to.) Updated the Quarterly Narrative When you add a Narrative, it now has the calendar year and what the quarter is you are reporting for. (All of these fields are required. (This information can be copied and pasted from a work document.) Added a link on the business entity search on the organization information. (Be sure to check the correct spelling.)
One of the issues that I discovered that was happening was some of our providers might be entering information for an organization and they didn't spell the company name right. This way we can take you to the Secretary of State's office, you can look up the exact spelling of a company name so that you can then enter it in here. Entering out of state companies: All you need to do is enter the state where the company is. Then click search. We had a situation where one of the businesses was doing business as a DBA and we just needed to look up part of the name. I discovered that you must start your search over again. You can't go from company to company. You do have to do a little bit of research out of 600,000 companies just in the state of Illinois. You should be able to find that company.
Performance Measures on PPR (scroll all the way down to the bottom of the document to review) Document Link: chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https://www.illinoisworknet.com/DownloadPrint/Navigator%20Tools.pdf The Rapid ID’s go in the Add Apprenticeship box. If you have a sponsor working with an employer, you are going to have a sponsor and an employer ID.
User management allows you, especially with apprenticeship, Illinois, to add and remove your own partners if you are assigned user management rights. One of the things that it also shows is the person's username. If you're trying to find somebody's username for your organization, you can find that here it also shows the email address that any of this information goes to. If you have somebody in the system and you're trying to add them to another group, you can click the add button next to their name. If you need to remove this person, you click the X. If you want to add somebody from scratch, you can do one of two things. You can change this back to just the Select so that there is no specific organization found. You can type in the person's name. Then you should go back into the organization and search the name and I see the person added to the list.
Next Meeting: Wednesday, March 6th at 1:30pm |
Date: January 29, 2024
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Title: App IL TA
Date: January 3, 2024
| Recording
Items to come out on production on January 11, 2024:
- When adding an organization, if you cannot find an organization in D&B, search the IL SOS Business Entity search.
- Quarterly Narrative now has sections for the various questions instead of one large text box.
- Adding notes will include a column for connecting to the note itself.
- Super Admins can now remove a workplan if it is wrong or a duplicate.
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Title: App IL TA
Date: December 6, 2023
| 1. Quarter Ends December 31st If you want an event or an organization to count, it will be based on the day it was entered. 2. Employer Information versus Outreach Event If you go to a Chamber of Commerce event, hand out business cards and say “contact me”, this goes under the Outreach event tab. Whereas if you already have an organization in the system and doing a job or recruitment fair for XYZ Industries and you go and do a presentation on an apprenticeship, this would go under Organization. 3. Next Meeting: Wednesday, January 3rd at 1:30pm |
Title: App IL TA
Date: November 29, 2023
| 1. Adding an organization - If a company is in IEBS, then they are in Dunn & Bradstreet. This means that when you are adding the Organization in Illinois workNet, their information will populate when searched.
- Once the Organization is added, check the address. If the address is not correct, update and save the new address.
- Check the Underserved area.
- Add Contact Information for the Organization.
- Add Service Team Information.
- Add Outreach Events specifically for that organization
- Apprenticeships
- Engagement / Employer Services.
After this information has been entered when you look at the Dashboard under the Planned Outcomes section > “Activity: Number of businesses engaged” will now show the number of Organizations that are entered in the first column. Outreach Events should be entered on the Outreach tab. Outreach event definitions are listed at the top of the page. Many different types of events can be considered Outreach Events. 3. Adding a New Apprentice Adding a new Apprentice is not considered an Outreach Event. This would count towards the customers at the top of the Dashboard. Business should be listed in the Organizations.
4. Instructions will be updated with Dashboard line definitions. 5. Next Meeting: Wednesday, December 6th 1:30pm.
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Title: App IL TA
Date: November 22, 2023
| Open Office
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Title: App IL TA
Date: November 15, 2023
| Open Office
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Title: App IL TA
Date: November 8, 2023
| Open Office
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Title: App IL TA
Date: November 1, 2023
| TA session
1. November 3rd (Friday) is the last date to get all Organizations and Events entered into the system. Anything entered after November 3rd will go into Q2 reporting. 2. 21 grantees who are entering Navigator data will need access to IEBS to confim Underserved areas. If you or any of your agency partners that work on IEBS need access please let Dee know. 3. 23 grantees - Please complete all sections of your workplan. When complete, notify Chase to approve your plan. After the plan has been approved and changes are required, submit a Help Request to schedule a session with Dee or Chase. 4. Quarterly Narrative Updates - You won't be able enter into that section until after the quarter ends. In the future, the sections of the Narrative will be broke up into separate boxes to enter information in. 5. On the quarterly narrative, enter the date for which the quarter is ending I.e. quarter ending 9/30/2023 at the beginning of the narrative report. Program Year is different than Fiscal Year is different than calendar year. Always include the date for which it is being submitted. 6. Navigator spreadsheet – Partners no longer need to submit numbers on the Excel spreadsheet as everything can be entered in Illinois workNet. 7. OII - An Other Impacted Individual (OII) is an individual who is enrolled in a Registered Apprenticeship Program (RAP) that was developed or expanded with grant funds and is, therefore; impacted by the grant, but who does not receive a direct, grant-funded participant-level service. Essentially, OIIs are RAs in programs where grantees have only worked at the program level, the RA does not get any individual support. Confirmation will be provided for who gets to count the apprentice if one grantee does the set-up and another grantee provides financial support. Next Meeting: Wednesday, November 8th at 1:30PM
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Title: App IL TA
Date: October 25, 2023
| Open Office 1. In Illinois workNet, click Customer Support Center. Click Groups at the top and search Apprenticeship to find your group. 2. Quarterly Reports are due October 30, 2023.
* Anything tied with the 21 grant Phase 2 Funding will be reported as it was before under the 21 grant.
3. The Quarterly Report & Financial information needs to be uploaded in Illinois workNet.
o Financial Information can be uploaded by: o Click (File Folder tab) Provider Info o Click File Upload - 10 MB file size limit. o Quarterly Report Information:
WorkPlan & Reports (section)
Update agency plan with: (grant numbers will show in a column with October 26 push at 7PM)
o Project Narrative – ensure staff is correct.
o Project Overview – begin with the word NAVIGATOR or INTERMEDIARY
o Project Plan § Activity § Deliverable (for the grant) § Responsible staff § Date o Verify numbers were entered correctly for § Projects Serving Individuals § Capacity Building o If the current plan has an approved status, submit a help request for a meeting with Dee to make changes and approve. When making a request, the plan must already have been approved by Chase Martin or Jen Foil. Quarterly Narrative Updates: It will not allow you to pick a program quarter that has not completed. I.e. cannot pick quarter ending 12/31/23 before January 1, 2024. Before you do this, update all your plan items. Then let Chase know it has been completed so the plan can be approved. If something has been approved but needs to be changed, submit a Help Request and Dee can make the updates with you on a Zoom or Teams call and approve it. All changes must be pre-approved by Chase or Jen. 4. Work plan & Reports tab will be new as of Thursday 7pm release.
You may want to wait until Friday to do your Quarterly Narratives, it may be easier to find your grant. To get to the Quarterly Report, click on the Project Plan for the grant. Let Chase know that the plan has been updated so he can do in and approve the plan.
If it is a navigator grant it should be the first word in capital letters in the Project Overview box. I.e. NAVIGATOR or INTERMEDIARY 5. Navigator Tool
1. If the Dunn & Bradstreet search for the employers is not showing accurate data.
· Maybe the agency has moved, and D & B has not caught up with it.
· The employer has not updated the number of employees on Dunn & Bradstreet.
2. Adding an Outreach Event (For reporting purposes, no longer using Excel.)
· The most efficient way is to go to the specific employer and add the Outreach Event there.
· Dee will follow-up that Outreach Events are added together from company and overall outreach events.
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Title: App IL TA
Date: October 18, 2023
| Open Office
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Title: App IL TA
Date: October 11, 2023
Recording
| Open office
IEBS underutilized search overview
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Title: App IL TA
Date: October 4, 2023
Recording
| New Navigator training overview
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Title: App IL TA
Date: September 6, 2023
Recording
| Reviewed the newly released Navigator Tools.
Formal training for new providers coming soon.
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Title: App IL TA
Date: August 2, 2023
| 1. Apprenticeship Illinois Meetings Technical Assistance meetings are once a month on the first Wednesday of the month at 1:30pm. 2. The final reporting is due soon. 3. Changing Benchmarks in Illinois workNet Under the Groups tab, under Workplan & Reports, looking at the Quarterly report, changing any of these items puts you back into a “pending plan” status. After you click Save, send Chase an email to approve your “pending plan” so your numbers can be changed. Planned vs Actual Numbers Submit a Help Request if your numbers do not match what they should be. 5. Submitting a Help Request through Illinois workNet In the top right dropdown in Illinois workNet, select Help Request. Once you are taken to the Help Desk, click New Request at the top right. If you are not sure if it is a program or system question, include your program manager including Chase’s email address in the CC box. 6. Next meeting: Wednesday, September 6th at 1:30pm
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Title: App IL TA
Date: January 18, 2023
Materials:
| Agenda
- Help Request system
- Events
- Success Stories
- Navigator Tools
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Title: App IL TA
Date: January 4, 2023
Materials:
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Title: App IL TA
Date: December 21, 2022
Materials:
| Answered questions
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Title: App IL TA
Date: December 7, 2022
Materials:
| Answered questions
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Title: App IL TA
Date: November 16, 2022
Materials:
| Answered questions
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Title: App IL TA
Date: November 2, 2022
Materials:
| Agenda - answered questions
Reviewed an update made to Plan v Actual dashboard that was miscalculating.
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Title: App IL TA
Date: October 26, 2022
Materials:
| Agenda - Answered questions
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Title: App IL TA
Date: October 5, 2022
Materials:
| Agenda - Answered questions
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Title: App IL TA
Date: September 21, 2022
Materials:
| Agenda - Answered questions
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Title: App IL TA
Date: September 14, 2022
Materials:
| Agenda
- New addition to export list
- enroll without WIOA eligibility
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Title: App IL TA
Date: September 7, 2022
Materials:
| Agenda
- Review policy and procedures for reporting
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Title: App IL TA
Date: August 10, 2022
Materials:
| Incumbent workers will be entered into Illinois workNet IWIS system for Apprenticeship Illinois as a fully case managed individual. There is no need to enter anyone in IWTS who is participating with Apprenticeship Illinois for 2021 grants.
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Title: App IL TA
Date: August 3, 2022
Materials:
| Incumbent workers will be entered into Illinois workNet IWIS system for Apprenticeship Illinois as a fully case managed individual. There is no need to enter anyone in IWTS who is participating with Apprenticeship Illinois for 2021 grants.
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July TA sessions
| No recordings, answered agency specific questions
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Title: App IL TA
Date: June 20, 2022
Materials:
| Agenda
- Grant number added to export choices
- Add grant number to 2019 participants
- Grantee included on OII exports
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Title: App IL TA
Date: June 1, 2022
Materials:
| Agenda
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Title: App IL TA
Date: May 25, 2022
Materials:
| |
Title: App IL TA
Date: May 18, 2022
Materials:
| Agenda
- Update customer profile information
- Added button for Incumbent worker
- compliant with selective service
- track attendance
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Title: App IL TA
Date: May 11, 2022
Materials:
| Agenda
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Title: App IL TA
Date: May 4, 2022
Materials:
| Agenda
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Title: App IL TA
Date: April 27, 2022
Materials:
| Agenda
- User Management
- Quarterly Reporting
- Answered Questions
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Title: App IL TA
Date: April 20, 2022
Materials:
| Agenda
- Quarterly Reporting
- Answered questions
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Title: App IL TA
Date: April 13, 2022
Materials:
| Agenda
- Workplan Narrative
- Add Quarterly Success Story
- User Management
- Report Submission - PPR and PFR
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Title: App IL TA
Date: April 6, 2022
Materials:
| Agenda
- User Management
- Adding Customers Intermediary
- Adding RAP
- Answered questions
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February 22, 2022 - March 30
| no recordings
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Title: App IL TA
Date: February 16, 2022
Materials:
| Agenda
Business Outreach Tools in the IWIS System Getting Started in Illinois workNet & What to Expect Research & Outreach Engagement Partnerships Dashboards & Reporting
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Title: App IL TA
Date February 10, 2022
Materials:
| Agenda
- Website
- Success stories
- Events
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Title: App IL TA
Date: February 9, 2022
Materials:
| Agenda
Apprentice/Job Seeker tools within the IWIS system Getting Started in Illinois workNet & What to Expect Outreach & Intake Service Delivery Outcomes, Dashboards, & Related Reports Follow-up Exit Customers Enter Follow-up Related Reports
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February 8, 2022
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Title: App IL Monitoring Review
Date: February 3, 2022
Materials:
| Agenda
- Reviewed needs from monitoring
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Title: App IL TA
Date: January 19, 2022
Materials:
| Agenda
- Calendar Events
- Success Stories
- Customer Services Report
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Title: App IL TA
Date: December 15, 2021
Materials:
| Agenda
- Addition of Exit before completion
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Title: App IL TA
Date: November 17, 2021
Materials:
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Title: App IL TA
Date: October 20, 2021
Materials:
| Agenda
- partner page
- time-out in Customer Support Center
- adding RAP information
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Title: App IL TA
Date: September 15, 2021
Materials:
| Agenda
- entering a RAP
- Upcoming changes
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Title: App IL TA
Date: August 18, 2021
Materials:
| Agenda
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Title: App IL TA
Date: July 16, 2021
Materials:
| Agenda:
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Title: App IL TA
Date: June 16, 2021
Materials:
| Agenda:
- Reviewed updates
- Answered questions
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Title: App IL TA
Date: May 19, 2021
Materials:
| Agenda
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Title: App IL TA
Date: April 21, 2021
Materials:
| Agenda
- Reviewed Partner Guide
- Reviewed IWTS input
- Reviewed where to find OII customers
- Demonstrated E101 Gen2
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Title: App IL TA
Date: March 31, 2021
| Agenda
- Apprenticeship IL start to finish
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Title: App IL TA
Date: March 23, 2021
Materials:
| Agenda
Lorraine Wareham held a session for the quarterly grant accounting.
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Title: App IL TA
Date: March 17, 2021
| Agenda
- Reviewed partner guide
- Reviewed customer list
- Reviewed OII input and report
- Answered specific questions
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Title: App IL TA
Date: February 17, 2021
Materials:
| Agenda
- Reviewed customer list
- Reviewed numbers on dashboard
- Reviewed how to create an IWTS project for incumbent workers directions located here: instructions
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Title: App IL TA
Date: February 3, 2020
Materials:
| Agenda
- Reviewed customer list
- Reviewed OII input and report
- Reviewed numbers on dashboard
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Title: App IL TA
Date: January 20, 2021
Materials:
| Agenda
- Reviewed customer list
- Reviewed OII input and report
- Reviewed numbers on dashboard
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Title: App IL TA
Date: January 6, 2020
| Touchbase
- Showed new Assessment Guide
- Showed Customer Support Center Guide
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Title: App IL TA
Date: December 17, 2020
Materials:
| Touch base
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Title: App IL TA
Date: December 9, 2020
Materials:
| Agenda
- Discussed Service Finder updates
- Discussed a potential issue on a customer
- One-One help with an access question
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Title: App IL TA
Date: December 2, 2020
Materials:
| Agenda
- Reviewed Dashboard
- Reviewed Customer List
- Reviewed OII Report and upload
- Reviewed new Community Success Story
- Reviewed updating Service Finder
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Title: App IL TA
Date: November 25, 2020
Materials:
| Agenda
- Reviewed Reports page to be released
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Title: App IL TA
Date: November 18, 2020
Materials:
| Agenda
- Updated OII input form
- Update to Success Story in test
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Title: App IL TA
Date: November 4, 2020
Materials:
| Agenda
- Reviewed a couple of issues an agency found.
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Title: App IL TA
Date: October 28, 2020
Materials:
| Agenda
- Showed dashboard on production
- Reviewed case notes update
- Reviewed pre-populated goal
- Reviewed access to IWTS
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Title: App IL TA
Date: October 21, 2020
Materials:
| Agenda
- Reviewed Dashboard
- Discussed quarterly reporting for 9-30-20
- Asked who else needs access to IWTS
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Title: App IL TA
Date: October 14, 2020
Materials:
- Recording (Link )
- Instructions (PDF)
| Agenda
- Reviewed Partner Page location
- Reviewed Services updates
- Reviewed Dashboard
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Title: App IL TA
Date: October 7, 2020
Materials:
| Agenda
- Reviewed OII import spreadsheet and supporting document.
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Title: App IL TA
Date: September 30, 2020
Materials:
- Recording (Link )
- Instructions
| Agenda
- Adding services to grantee details
- Adding services to customer career plan
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Title: ASE grant reporting
Date: September 28, 2020
Materials:
- Recording: (Link)
- Powerpoint - (pdf)
| Agenda
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Title: App IL TA
Date: September 23, 2020
Materials:
- Recording (Link )
- Eligibility PowerPoint - PDF
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Agenda
- Showed information on Partner Page
- Added Customer
- Completed Application
- Completed Eligibility
- PPT on IWDS Eligibility for referral
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Title: App IL TA
Date: September 22, 2020
Materials:
| Agenda
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