ISETS Training Materials

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Materials

Presentation Title ​Presentation Description
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​Title: ISETS Training
Date: 4/25/24
Recording
​4/18/24 release video​
​​​Title: ISETS TA 
Date: 4/9/24
Recording​
​4-4-24 Release notes video.mp4

IDHS Announcements:

  • Release Notes:  Last production push was Thursday, 4/4.  The demo video has been uploaded to the Partner page. Please check the email that was sent out. 
  • Amended Staffing and Billing Module coming: We are working on an amended staffing and billing module. Right now, once the staffing and billing has closed, it is locked and to make an amendment you have to use a paper form.  We wanted to create general awareness and let you know a change is coming and amendments will happen within ISETS starting in June.  If you need to amend a Staffing & Billing report, contact your Provider Manager.
  • For Snap 2 Success providers who are adding Supportive Service costs, there is a choice to choose where that cost is coming from. You can either choose the “Grant”, meaning funds are coming from IDHS, or if it is being paid by some of your 50/50 funds (you are using a leveraged source of 50/50 match fund), you can choose “Leverage Resource” from the dropdown.

  • We received a lot of feedback from our last quarterly feedback surveys. Thank you so much for filling that out. If you do have any feedback or suggestions, feel free to use this form for that as well. 

  • Michelle will be reaching out to you. Some of you have probably already gotten some emails from her. She is processing billing approvals for July through January. She will be going over any discrepancies she sees from July to January, will go over them with you, and provide instructions. 

  • Known issues are listed on the Help Desk home page.  We have a table of known issues that we anticipate fixing and the planned fix date. You can still submit a Help Request if you don’t see your issue listed there. This list is also on the ISETS Partner page – ISETS updates. *Bookmark this page.

Questions & Comments

  • Quarterly Financial Interest Report: For the intermediary, does it only need to be entered one time or does it need to be entered for each provider?  The intermediary fills out theirs, and then it’ll show up on each of the sub-grantee's staffings.  This report shows up quarterly for all providers.  It is a required form.  In the event that you received an advanced lump sum payment that was placed in an interest bearing account, you must report the interest earned.  If you don’t have any interest earned, just put zero and save it.
  • Completing the Quarter Interest Report: 
    • Reports > ISETS: Staffing and Billing Tools: It will show up every 3rd month because it is quarterly. Select provider name and the fiscal year and then click Search. Click Add Interest, select the quarter and enter the information. If you don’t have anything to report, just put zero. Then go back and reload the staffing and billing report and the box should be checked under “Complete Staffing Packet” box for “Quarterly Interest Report Summary” box.   

  • How would want to know if you have accumulated any interest? You would know because your organization, if you have an accountant or accounts receivable department and they would have received the money from DHS. If they received an advance payment and put it into a bank account, they're the ones that you would need to ask (whoever does your accounting or your accounts receivable). They should know if you have additional funds from IDHS. They're sitting in an account that's accruing interest. ​

​
​Title: ISETS Training
Date: 3/28/24
Recording
​3-22-24 Release Notes video​

IDHS Announcements:

  • Billings Finalized and Locked: Michelle will be getting in touch with most providers. She is completing all the past billing section of the Staffing and Billing module which will lock the billing for that period. She will make sure the staffing is completed, checking the PPTT.  Don’t be surprised if you hear from Michelle. She may need dates and confirmation from you.  
  • TA calls: Andi has sent out invitations to all TA calls through the end of April to ensure everyone is invited.
  • Release Notes: TA calls will no longer contain release/updates. You can access the written release notes and demo video by visiting the Workforce and Education Partners ISETS Training Materials (illinoisworknet.com) and clicking on their respective links.
  • NEW! On the ISETS Partner page, where the meeting notes are posted, release recordings will also now be posted.  So, if you are interested in what the release changes are, you can come to the training materials and watch the videos. 
  • Employment Verification: As a Provider, you go in to add the verification, you only need to do that once. We are hoping you do it within the first 30 days, but you can upload it at any time. If the employment verification says “No” in the Employment Report, you can click on the link, go to customer’s profile, scroll down to the employment section, look at the benchmarks, there is a place for uploading a verification document. After you upload the document, it has an area for you to enter case notes. As job retention you should be entering your 30-, 60-, and 90-day case notes. You only need to add your verification once. If all of this is added, then you should be good.  Provider Managers should also be verifying by checking their box as well.
    • We do have an area on the Dashboard that has been outlined in the release notes, where you can check anyone that is over 90 days on their retention. Make sure you check this regularly. Check your provider manual for acceptable verifications. 
  • Assessment Updates: When you look on the Overview page, in the Status section, there is a message there that says when the Universal and Needs Assessment was completed.  That is where the message will be if it hasn’t been completed in the last 12 months.  To view this on the Dashboard, click Dashboard > Activities > “Assessments Updates Needed”.  
    • If a customer leaves and returns, even if the full assessment (needs assessment) is 5 months old, you should be checking it to see if it has changed since the customer has left and come back.  What changed for the customer to leave and then return?  For customers who were exited more than 45 days ago you need to send a new referral, no matter how old the assessment is- you should be updating it or completing a new one.
    • Planned update: If you are trying to send in a referral for someone who has an assessment older than 12 months old, it will automatically send you to the assessment before you can send the referral.
  • Pending Referrals: There are some referrals that are still in the system that Providers have not accepted.  The search for these is working right now. If you go to the Customer List > Advanced Search > E&T Status: Pending Referral, it will show you all your pending referrals. There really shouldn’t be that many in the list. 
  • Feedback Survey: If you haven’t yet, look for that email in your inbox. It closes at the end of March. We would like to get as much feedback as possible so we can continue to make the system better for you to use.  Please take about 5 minutes to complete a survey about the ISETS system by clicking on this link: https://www.surveymonkey.com/r/ISETSQ42024

 

Known Issues: (These items are on the Updates & Releases section of the partner page as well as the Help Desk (main page of Help Request).  *Please check to see if your issue is already listed as a known issue before you submit a Help Request. The following are all scheduled for release on 4/4/24.

    • If you submitted a Help Request to remove verified attendance, we need the following to fix: Customer Name, Activity, and time period that needs to be unverified in the initial request. 
    • When adding a customer, if you get to the point of searching for the assessments, if it continues to search for a while for an assessment, you can X that box on the modal and send a Help Request with the customer’s name and the individual ID.
    • Customer List not Exporting: If you need a list of your customers and the items you want exported, send a Help Request with the specifics. 
    • A fix is scheduled for the 2606 box not checking.
    • Customer Overview > Customer Forms > Click 4334/2610/2606 from dropdown list results in an error.  If you cannot complete the 4334 just put a note that you can’t submit your 4334.  Don’t delay your staffings.  Do it by paper version.
    • Dashboard > Referrals > Pending Response from Provider is not currently working.

​​​Title: ISETS TA 
Date: 3/5/24
Recording
​3-7-24-Release notes video.mp4

  • IDHS Announcements:
  • We have moved the second call in March to March 28 at 9:00 am so that the call would not fall on the same day new updates to ISETS are happening. Future TA calls will be moved to fall after a system update. We want to make sure that you have time to review the release notes/video before the TA call.
    • All ISETS users received an invitation to both meetings in your email
    • If you have trouble entering a webinar, please email Andi Grabemeyer.
    • Release Notes: We had previously been going over new updates and fixes to the ISETS system (release notes) in the beginning of the TA call. We’ve decided to make a change to ensure that everyone is clear about what changes have been made, what changes are planned and when these changes will take place. Therefore, we will be sending out release notes (including a walk-through video) the Monday after an update. The next update is scheduled for March 7, 2024. So we will send release notes out on March 11. These will also be posted on the partner page.
    • Known issues are now listed on the Help Desk home page.  We have a table of known issues that we anticipate fixing and the planned fix date. You can still submit a Help Request if you don’t see your issue listed there. This list is also on the ISETS Partner page – ISETS updates. *Bookmark this page
    • Integrated Service Team Announcement: Each customer has an Integrated Resource Team (IRT)section on the Overview screen.  Adding case workers and Provider Managers to this section allows case notes to be saved and also sent as emails to notify those working with the customer of events or issues.  There are times when sending a case note as an email will be critical to receiving notices about eligibility.  Please make an effort to add yourself and your Provider Manager to each customer’s IRT
  • ​Questions & Comments
    • ISETS Staffing & Billing Tools: The check boxes for the Provider Managers have been automated. When the staffing is complete, all Box 2 check boxes will be checked automatically.  You will notice that if you hover over the blue highlighted sections, you get the red circle. Box 1 for the Provider will remain manual for now.  
    • The two Consolidated Reports are only available for Provider Managers and Intermediaries. What this allows them to do is select multiple Providers, a Program, and they can see all of them on one report organized by provider. As a Provider Manager or an Intermediary, if I am managing 5 or 6 providers, I can see on one screen what their totals are and if we have completed the staffing. It is easy to see this instead of going in to each individual 4333.
    • Customer search is not working as expected. If you go to the Dashboard and click on the Referrals section and “List”, you can click on one of the numbers next to your pending referrals (even if this number is 0). This will show your customer list and you can filter from here as a workaround. A fix is expected 3/7/2024.
    • Pending referrals are not showing on the dashboard or the customer page when filtered for. But, if you use the above workaround, that page is different version than the regular customer page and it will in fact allow you to search for or filter for pending referrals. This is the workaround until we get the customer search page fixed.  
    • To accept a Referral, if it is a regular referral, it will have provider radio button selected and the information will already be filled in by workforce development. All you need to do is click on the “Respond” button to choose whether to accept, reject, or choose to put them on a wait list.  See the image below.​
​Title: ISETS Training
Date: 2/22/24
Recording​
​

  1. Dee is using a new tool called Otter Pilot. It is an AI Assistant, and it takes notes during the meetings. There is a link in the chat where you can follow along with the transcript if you have hearing accessibility issues and that would be helpful to you. You can also see screenshots, other key moments, and highlights.  

  1. Upcoming ISETS Release dates: 

  • Thursday, February 22, 2024 

  • Monday, February 26th you will receive a release notes email that will be a summary of everything that went live.  

  • Thursday, March 7, 2024 

  1. March 2024 Meetings will be scheduled as regular meetings and not part of a webinar series. This should help individuals to no longer receive multiple invitations or be confused about what meeting they are supposed to be in, allow you to mute/unmute yourself, and hopefully provide a better experience.  

  1. Current known issues. These are things that we are working on and have projected fix dates.  These are posted on the partner page and the Help Desk. If you are submitting a Help Request, take a moment to review this list before submitting a new request.  

  • The referral portion of the dashboard is not loading or loading slowly. 

  • We know that if you are looking at a lot of participants, especially workforce development or the provider managers, it takes a long time for it to load. 

  • ISETS > Overview > Referrals – Parent record not displaying latest status.  

  • (We have a fix going out tonight) 

  • Attendance on Overview tab will not load activity. The workaround is to use the EP/Case Management activities list and go to the attendance tab. 

  • (We have a fix going out tonight.) 

  • Print version of employment plan does not print. 

  • (TBD with DHS currently.) 

  • Super admin cannot select an agency on the casenote deletion requests.  

  • (We have a fix going out tonight.)  

  • Exports for Worksite Placements reports yield the wrong data.  

  • (3/08 fix date) 

  1. Help Requests: 

  • Reach out to your provider manager prior to submitting a Help Request. 

  • If a Help Request still needs to be submitted, be sure to CC your provider manager on the Help Request.  

  1. Help Request statuses: (Be sure to pay attention to statuses after you submit a Help Request.) 

  • Release Scheduled: Means that it is scheduled for the next push and sometimes a note will be provided for the release date.  

  • In Triage: Means that Dee is researching and could be waiting for information from the provider. 

  • Awaiting External Input: Means that Dee is waiting for information from the provider. 

  • Follow up 1 or 2: Means that Dee is waiting on information from the provider. 

  • Assigned: Means that it is going in a future sprint to be fixed. 

 

 

  1. Upcoming items for release: 

  • Added a Month Select Filter on the dashboard. That is so you can pick multiple months or just one month if you want to do a spot check, otherwise that will be filtered to the entire year for the current fiscal year.  

  • We have a new test platform that you can use. It is called a UAT environment. The plan is to assign a user to an agency and the partner can go to this platform and practice. This is exciting because some of you have been in our hands-on training and know that sometimes the system throws an error. This way if we are doing testing, practicing, or something else we won’t have the system fall down in the middle of testing. This will be helpful when you are onboarding new people and training them. They can use this environment to practice. 

  • Updated Last Case Note Added: 

  • Added No Case Note to the “No Activity in 2 weeks” 

  • Added a line on the Overview page for status for Last Case note added. 

  • Added a color scheme for Last Case Note: 

  • Green is 14 days or less. 

  • Yellow is 15-21 days. 

  • Red is 22 or more days.  

  • Fiscal month on the dashboard. This is only for this fiscal year enrollees. What we are going to do in the next sprint (March) is add a filter on the customer list under the advanced filter for no case note in the last two-weeks and that will default to anybody you have enrolled.  

  • Updated the customer forms. We added a couple of tables on here so you can see the staffing report, what was completed, and who signed off on them.  

  • On the Overview tab for the customer, for the attendance, you will select your agency and then in the activities it will show those activities that are active on this customer. So you will select the activity search and then when you click it, it will take you directly to that activities attendance page.  

  • On the customer’s career plan, on the overview tab, we added the initial assessment and needs assessment. The other assessment are available for you to use. Some of the other partners use them for other programs. We have a plan to fix the view and print. 

  • We fixed on the referrals the parent now indicates something has been accepted. The parent record is the 1 or 2 and the child record is 1.2 or 2.2. 

  • We created two new Reports. You will only see if you are provider manager or an intermediary. 

  • Consolidated Benefit Summary  

  • Consolidated Support Services Summary: You can multi-select your provider. If you are assigned to multiple providers, you will be able to select from those lists. This does not mean that you can forego completing the individual agency staffing report. This helps when you are ready to submit it or billing. You also have an “at a glance” view of how all providers are doing in terms of supportive services spending, supportive services, or administering supportive services in terms of how many people they are serving. This is helpful if you are managing multiple providers.  

  1. OJT Announcement: If you are enrolling customers in the on-the-job training, which is a work experience activity, it now gives you a place to put in the worksite placement for that. We are not requiring you to go back and put worksite placement information for past OJT participants, but if you are newly enrolling somebody in OJT, you will see that worksite placement information available and you will need to enter that.​


​​Title: ISETS TA 
Date: 2/6/24
Recording​
​IDHS Announcements:
  • ISETS calls for March have been scheduled as regular WEBEX meetings rather than Webinars. We did this to avoid some of the scheduling duplicates the Webex system was creating as a part of the Webinar series and to allow participants to see the list of attendees and unmute themselves.
    • All ISETS users received an invitation to both meetings in your email
    • Password is always “ISETSFY24”
    • If you have trouble entering a webinar, please email Andi Grabemeyer.
  • Training: The next training series for new ISETS users is scheduled for the spring (April or May). Please sign up for other available training at SNAP — CJC. Stay tuned.
  • Known issues are now listed on the Help Desk home page.  We have a table of known issues that we anticipate fixing and the planned fix date. You can still submit a Help Request if you don’t see your issue listed there. This list is also on the ISETS Partner page – ISETS updates.  

 

Recent Updates as of 2/8/24

  • Sync Issue:  Some individuals did not have an individual number in ISETS (35 total).  We have corrected these and those individuals are syncing properly. Please let Andi know if you see customers with out-of-date information.  
  • ABWD: We are now including the ABWD (Abled Bodied Adult Without Dependents) list from IES.  The federal government has participation requirements for these individuals to keep their SNAP benefits. Right now the State of Illinois has a waiver, but if we lose the waiver we will need to track participation for these individuals.  You can re-familiarize yourself with these requirements here if you would like more information.
  • Advanced Filter for Customer Search: There are now Advanced options for filtering the list on the customer page.
  • The 4334 report and Employment Report was not allowing sorting by last name. This has been fixed.
  • When you closed out CW for Earnfare customers, it automatically closed out TJ.  You can now edit those and those independently of each other.
  • On the employment plan, we had an issue where if you were editing an activity and selected a planned start date, it would revert the status field to  “Planned/Not started”.  We fixed that so now you can click either field first.
  • Updated Fiscal Report: We changed the language on the fiscal year instead of year ending so that you wouldn't get confused
  • Updated Intermediary Report: Some updates were made to the Intermediary report to make reporting easier for National Able.

Questions & Comments

  • If a customer who is working gets their SNAP benefits cancelled, can we still finish off their 90-day retention period? Answer: Yes 
    • Even though the customer’s SNAP benefits have been cancelled Feb 1st, should we just keep them in retention to finish off their 60 and 90 days. Answer: Yes  

Items for future updates 

  • The next 2 updates to ISETS are scheduled for February 22 and March 7.
  • We are trying to see if we can get the Outcomes graph back at the top of the dashboard.  (If it doesn’t slow it down too much.) The more customers you need to see, the longer it takes the Dashboard to load.
    • We’d like to put it back so that you can all see that information.  It’s a quick benchmark against how your organization is doing against your contacts goals.
    • If you are an individual agency, it should load fast unless your internet speed is hindered. 
  • We are going to auto-populate the “Program” field for reports based upon the programs a Provider has.  Meaning, when you go to the reports and you select your provider name, the program dropdown will only have programs for which there are contracts for the fiscal year that has been chosen.  Ex: Snap to success provider you will only see “Snap to Success” in the drop down.  This will make it faster for you to select the program that you want to run a report on.  
  • We have been working on some additional updates to the intermediary reports to make sure that those function appropriately.  This will not affect a lot of you, but it does affect the National Able and any other intermediaries that we have coming.  
  • We also have some potential automations that we're working on which will update the customer status, help you with the exit process, and make sure that we trigger things that need to happen like a reminder that the needs assessment needs to be completed or that somebody's 90-day retention is coming up to an end.  Things like that will give you better visibility to the things that are sort of red flags or need to happen. You can see a lot of those already on the dashboard, but we want to make it easier for you to see it inside of a customer's account and notice those things right away.  


​​​Title: ISETS Training
Date: 1/25/24
Recording
​IDHS Announcements:
  • ISETS calls have been scheduled through the end of February via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always “ISETSFY24”
    • If you have trouble entering a webinar, please re-register or email Andi Grabemeyer.
  • Training: Training sessions for new ISETS users are being scheduled for February. Please sign up at SNAP — CJC. If you know someone who is new to ISETS, they should sign up for training.  Part 1 goes through new customers, assessment, enrollments and some information about provider information. Part 2 covers managing activities, work placements, support services, employment, exiting customers, and basic monthly reporting. Trainees should sign up for 1 session for Part 1 and 1 session for Part 2. The classes are limited because they are highly interactive.  That is why we have different sessions for part 1 and part 2.
  • Performance Monitoring: Provider Managers are getting ready to do performance monitoring soon.  This is the first time we will be entering performance monitoring information into ISETS.  Talk to your provider manager for when that is going to be scheduled for and uploaded into ISETS.
  • Sync Issue:  Some individuals did not have an individual number in ISETS.  We are working on a fix for this.  You may have all noticed there is a small percentage of individuals (approximately 20%) whose information is not syncing.  We have to get these individual numbers in place and re-sync the data. Our plan is to do this in February. Afterward, those individuals will be able to sync properly.
  • Midpoint Date: In February we will be getting mid-point dates into ISETS. 
  • ABWD: We are pulling the ABWD (Abled Bodied Adult Without Dependents) list from IES.  The federal government has participation requirements for these individuals to keep their SNAP benefits. Right now the State of Illinois has a waiver, but if we lose the waiver we will need to track participation for these individuals.  You can re-familiarize yourself with these requirements here if you would like more information.
  • Dual Enrollment Support Services: When adding support services to a customer’s file, please click on the “Service Provider” tab and make sure your organization is selected as the service provider. Then when you add a dollar value of service, it will indicate what provider that was added for. If two agencies are adding costs, we want to ensure you don’t get any errors and that all of the costs you enter are attributed to YOUR agency. Both agencies will be able to see services and both providers will be listed in the profile information.
  • Known issues are now be listed on the Help Desk home page.  We have a table of known issues that we anticipate fixing and the planned fix date. You can still submit a Help Request if you don’t see your issue listed there. This list is also on the ISETS Partner page – ISETS updates.  

 

Recent Updates

  • We added Recertification Month and Midpoint date to the customer list.  
  • We added County of residence to the customer profile (Overview) page. 
  • On the customer profile (Overview) page we also included the enrollment date.   
  • The 4334 form for each customer now has a IDHS Staff signature so Provider Managers can sign off on the 4334 once completed during a staffing.
  • There was an issue with the Earnfare Administrative expenses report for December showing 2024.  We have fixed that.
  • On the S2S Financial Report, we had an issue with the total not calculating properly.  It wasn’t reporting the cents.  This has been fixed.
  • The Dashboard has been updated to fix the issue with it loading very slowly.  It will now require a filter at the top before it loads.  Also, you will need to click “Show” to view each section. This keeps all of the data from loading at once.

Questions & Comments

  • SSN: If a social security number needs to be updated, there our policy is only to edit ISETS to match IES; not the other way around.  The number we get comes from the IES profile and it is not editable by providers.  If the SSN is incorrect in IES, we don’t edit data in ISETS, we need to update the data in IES.  If you need help determining what SSN is in IES, contact your provider manager, the provider manager has direct access to IES. If the SSN needs to be corrected in IES, that customer needs to go into their ABE profile to request a data update.  If the data is correct in IES but incorrect in ISETS, you can let your Provider Manager know and/or submit a Help Request ticket.
  • Exited customers who come back: If a customer has been exited for more than 45 days and they come back, an updated assessment and new referral is needed. If they have been exited for less than 45 days, you can simply send a new referral without updating the assessment (if not changes warrant updating the assessment).   
  • Changes to OJT: The OJT activity now requires a Worksite placement. If you don’t know how to do that, watch the worksite placement video. This information is also provided in the manual. Here’s a short summary:
    • Worksite Placement > Employment Type: On-the-job training (OJT)
    • Add New Employer
    • Add Name, Description, NAICS code, NAICS title, Phone #, Address, City, First Name, Last Name, Title, Email
    • Add Worksite: Check the box for same information for employer.
    • Add Placement Information: Soc Code, Site, Description, Description type, employment type (On-the-job Training), Hourly wage, etc. 
    • Then when you go to that customer’s profile, add the service, select the goal, select the employer, fill in the information, select the provider, and add a case note. 
  • Employment Report: You should be reviewing the Employment Report as a part of monthly staffing. Reports tab (graph icon) > Employment Report.
    • To run an Employment report for the whole FY, select your program, select your fiscal year, de-select the month, and click “Filter”. It should bring up everyone for that fiscal year. 

​Title: ISETS Training 
Date: January 2024

​Session A - January 10 and January 11
Session B - January 24 and January 25
Check the CJC recordings
​​​Title: ISETS TA
Date: 1/9/24
Recording
​Announcements: 

Register for Training if you need help with anything. 

Registration Link: https://www.cjc.net/snap 

 

Items for upcoming release: 

  1. Customers can now be enrolled with two providers.  

  1. Both providers require an approved referral.  

  1. Once approved both providers will be able to see all activities and support services. However, they will only be able to edit items associated with their own agency.  

  1. Upon getting a referral approved, partners can enroll a customer (this is new for all customers) 

  1. To enroll a customer, select a SNAP E&T activity. If the other provider has selected and started an activity, your agency will be unable to add that activity. You will see a red message if an activity has already been added.  

  1. You will see both providers listed when trying to add an activity.  Both providers will be able to add dollar values to Support Services.  You will be able to edit your items, but not the other provider’s. When you are entering support services to a customer that is dually enrolled, you both should not be provided the same services for the same timeframe.  Example a bus pass for the same time period. Now both providers can look to ensure they are not issuing dual services.  Also, now on the leftside menu on the Overview page, it will show both providers.  

  1. Snap 2 Success Financial Report – Fix for entering match dollar value. No longer automatically calculates 50%. 

  1. On the reports, we took out all of the FCRC’s.  Now if you want to see them you can check the box.  

  1. Updated the High School Diploma question to yes/no on the universal assessment.   

  1. For Workforce Development, they need appointments to scheduled participants with.  We have added the ability for you to add repeated appointments. When IDHS is making referrals to you from the local office, they will be able to use one of those appointments that you have set.  This should cut down on customer wait time.  

  1. Fixed button case notes to export all case notes.  

  1. We fixed calendar year for the 2606 report.   

  1. Have a fix for Employment 101.  

 

The current referral process 

These are FCRC referrals and the computer does a match.  There is a section in the referral process that they choose an appointment time.  If you only intake on Tuesday and Thursday, that way they know to set up appointments on those days only.  You will also want to make sure your descriptions match so the FCRC can send the correct referral.  

 PPTT  

It is recommended to have two monitors when comparing the PPTT list with your customers in ISETS.  If they are in ISETS, but for some reason not on the PPTT maybe you did not include because they weren’t served. They could also have an activity that needs closed.  We are only going to have the PPTT for a couple more months.  Now you should be doing the checks on your 4333.  As of July we will no longer have the PPTT. You can put them side by side and compare them.  If you do this, put your PPTT in alphabetical order because you can look at your 4333 that way.  Some providers have already done away with their PPTT.    

December 2024 showing in Reports 

In the reports section, on the Earfare Administrative Certification Report, it is now saying December 2024, but all the prior months say 2023.  This is being looked at by a Developer.  

 

Job Retention 

When someone is in job retention, they should be closed after 90 days. If a customer is dual enrolled, the providers need to communicate with each other to decide which agency is going to provide job retention services.    

 

The Supportive Service box on the Support Service billing packet is a known issue and is will be looked at by a Developer.  

 

Next TA Call: January 25th at 9am 


​Title: ISETS TA 
Date: 12/21/23
Recording

IDHS Announcements:

  • ISETS calls have been scheduled through the end of the year via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • If you have trouble entering a webinar, please re-register or email Andi Grabemeyer.
  • Eligibility: There might be individuals that are still eligible in December but losing eligibility in January.  Workforce Development has been doing a good job of noting these. Be sure to check the referral notes and the case notes, there might be a note of the customer losing eligibility for the next month. We want to notify you as soon as possible when someone is losing eligibility. We are looking to change the 4334 if someone is losing eligibility soon or lost eligibility in the current month
  • Redetermination date: These dates are being synced correctly from IES.  Be sure to check this section on your Dashboard.  We do not want a customer to lose benefits or eligibility for SNAP E&T.  customers in the red row on the dashboard are the most urgent. The numbers in yellow are within 60 days of their rede date. You will want to contact them to ensure they schedule their redetermination and check their eligibility after that date. 
  • Midpoint Reporting date: We will get the midpoint reporting date beginning in the January IES file for SNAP Benefits.
  • Listen to the recording for additional information about the different Dashboard sections.
  • A new feedback survey that is going to be coming out in the New Year and that is going to be covering all the changes and updates from the past year. Please be sure you take the survey so we can continue to update and make ISETS better. 
  • Dee is working Tuesday – Friday (Dec. 26th – December 29th) so she will respond to Help Requests.

Updates for this upcoming release: 

  • Clicking on the Assessments portion of the customer profile in the Case Management, produced a "Data table error".  This has been corrected.
  • Entering a SOC code on Employment on the Overview tab was corrected. It should "hold" after the push. It was also impacting the area for adding an earned credential.
  • On the Dashboard, there were no numbers showing in the Reverse Referral section. This has been corrected. However, we may have a new issue with all number showing in the rows. Numbers will show for Reverse referrals and IDHS referrals. This will be corrected as soon as possible.
  • Workforce Development has been catching up on the inbound referrals from IDHS FCRCs. They are sending referrals by email. If partners are receiving these, please submit a reverse referral if you will be working with the customer. Now this is working in the system, so be sure you are checking this section before you leave for the holidays. The reverse referral should be sent within 48 hours of when you decide to work with the customer.
  • On the S2S financial matching report, every single line item is calculated at 50%. Technically each line item doesn't need to be 50%. It is just the total at the bottom that needs to add up to 100% of your total expenses.  We are aware that it is stopping you from submitting an updated financial report and will be fixed soon.
  • We are working on a solution for the 4333 report to function better and faster.
  • The Earnfare End Notice is currently available as a PDF to be filled out and printed. We are looking to pull some of the information to just fill in the form for you. The system would save a case note and then send it out of ISETS.  The goal is to be able to do this in batches

Questions & Comments

  • Employment: If someone has been enrolled in a SNAP E&T activity and has gained employment, it should be added to the Employment section. If someone is no longer a SNAP E&T customer, Employment information after they have been exited does not need to be added. Andi is going to look into this with policy. 
  • Customers with incomplete assessments Ideally, you would take in all your customers, do the Initial Assessment, send the referral, and then follow up with the customer with the Needs Assessment.  We understand that a certain percentage of customers are going to drop off before you can finish these assessments with a customer. However, If you have a high percentage of customers that do not complete the Needs Assessment, the provider manager will probably ask you why this isn't being completed. This is not up to your customer; it is up to you. This may be a question that comes up during monitoring or year-end review.  If this becomes a pattern, we are going to ask why you aren't completing your customer assessments.
  • Trainings: CJC will be promoting ISETS Trainings scheduled for January soon.

Next TA calls:  

  • Tuesday, January 9, at 3:00 pm
  • Thursday, January 25, at 9:00 am
​​Title: ISETS TA
Date: 12/5/23
Recording

IDHS Announcements:

  • ISETS calls have been scheduled through the end of the year via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • If you have trouble entering a webinar, please re-register or email Andi Grabemeyer.
  • Referrals coming from Workforce Development: Be aware that you may be getting a manual referral from the IDHS Workforce Development Team until the referral section of the dashboard is repaired. The plan is to send them to Providers (cc: Provider Manager) via email and from there, you will be expected to reach out to the customer and do a Reverse Referral. These referrals will be coming in the next two weeks.
    • If you need to clarify or change the primary contact person for these referrals, reach out to Tracy Phillips (tracey.n.phillips@illinois.gov) or Shain Tooley (Shain.Tooley@illinois.gov) to ensure the referrals get to the right person. 
    •   If you talk to the customer and they say they do not want to participate, you can respond to IDHS via email and provide a list of customers that wanted to participate and did not want to participate.  
    • If the customer is interested in a service that you do not offer, reach out to Workforce Development and let them know so they can forward that referral to another provider that can provide service to the customer.
  • Activities Assigned to Goals: Please ensure all activities are consolidated to one goal.
    • To do this, go to the IEP Case Management tab > 2. Set goals. If there are no activities assigned to that goal you will see the option to add or remove the goal. Please Remove unused goals and move activities to one goal by opening the activity and changing the goal in the top box.

Updates for this upcoming release: 

  • Added County of Residence to our data file we get from IES – has not yet been added to the customer profile, but we are working on this so that we can generate reports and data by county.
  • Had some customers still showing on the 4333 after being exited. We were able to resolve these as data entry issues. The 4333 is working as expected.
  • Adding a new Earnfare wage table for annual increases to minimum wage on January 1st.
  • Referral section update on the Dashboard so you can see the referrals coming from Workforce Development
  • Fix when enrolling customers: Providers should not be able to enroll a customer until a referral is approved.  When you select your agency when adding a customer, this assignment to your agency will remain in "pending" status until the referral has been approved, then you may enroll the customer, then add activities.

Questions & Comments

  • Removing a customer: If you have had multiple attempts to reach a customer after 30 days and have not had any success reaching them, you can exit them.  Do a new referral when the customer comes back because you want to make sure that they are eligible for SNAP E&T. 
  • SNAP E&T is Voluntary in IL: Illinois state legislature passed legislation which states that the state only offers a voluntary SNAP E&T program. That means that there is no sanction or penalty for choosing not to participate in SNAP E&T. If a customer is an ABAWD (Able Bodied Adult Without Dependents) they are required by federal law to participate in SNAP E&T. The State of Illinois currently had an ABAWD waiver that makes ABAWD participation voluntary also. IF we lose our ABAWN waiver in the future only those customers would be subject to work requirements.
  • SNAP Eligibility: Eligibility for SNAP E&T is determined mainly by whether a customer is receiving SNAP benefits or not. To be eligible for SNAP E&T a customer must be receiving SNAP benefits. However, a customer does not have to be unemployed to receive SNAP. Someone can be employed and still be eligible for SNAP.
  • Case Numbers and Individual Numbers: A customer's individual number should not change.  A case number is more likely to change than an individual number as customers can move to another case if they move residences where they buy and prepare food. Reach out to your Provider Manager if something does not look right.  They will let you know if you need to submit a Help Request.
  • Trainings: CJC will be promoting ISETS Trainings scheduled for January soon.

Next TA calls:  

  • Thursday, December 21, at 9:00 am
  • Tuesday, January 9, at 3:00 pm 
​Title: ISETS TA 
Date: 11/22/23
NO Recording

IDHS Announcements:

  • ISETS calls have been scheduled through the end of the year via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • If you have trouble entering a webinar, please re-register or email Andi Grabemeyer.
  • Reminder: When the call is being recorded, we are talking about general information to ensure that Personal Identifiable Information (PII) is not being discussed.  Once the recording has stopped, then specific customer questions can be discussed.
  • FY23 Financials: The FY23 Financials need to be reconciled between the PPTT and what is in ISETS by Dec 1st.  If they are not, a report will be required for why the information does not match.  Please do not submit a Help Request to reconcile billing.  Reach out to your provider manager if you have any issues or questions. 
  •  

Updates as of the last sprint: 

  • Fuzzy Search! When you search an IES customer, you will be able to enter partial first or last names and the search results will show you all the potential matches. You are still required to add one of the additional data points. Between the partial name search and working with your provider manager this should make the search functionality easier for you.  
  • Created a Super Admin and Provider Manager Staffing Report to see who has completed their staffing and billing tools. It shows what staffing reports have been completed, approved, and the date they were approved. 
  • Updated the Training/Education section on the Dashboard.  

Questions & Comments

  • A Help Request needs to be submitted if a Billing & Staffing Report needs amended. We do not yet have the amended Staffing & Billing Report in ISETS but will be available next calendar year.
  • When a customer is referred by IDHS to Workforce Development, they enter the information into ISETS and make a referral. Please update appointment times so that customers can receive an email with the appointment information. The customer doesn't have a piece of paper or anything that says they have a referral.
  • If you transition a customer from supervised job search to job retention because they got a job, at the end of the month on the 4333, we should see both activities for the customer. If you run your employment report, it will have the name, date they changed employment, and the activities and information about retention. Otherwise, there should never be a customer on the employment report with SNAP activities AND Job Retention activities. Remember to close out the SNAP Activities if you are enrolling a customer in  Job Retention.
  • The employment report runs off the employed date and whether there is an end date to the employment and/or when the customer is exited.

Next TA calls:  

  • Tuesday, December 5, 2023 at 3:00 pm
  • Thursday, December 21, at 9:00 am
​Title: ISETS TA
Date: 11/7/23
Recording

IDHS Announcements:

  • ISETS calls have been scheduled through the end of the year via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • If you have trouble entering a webinar, please re-register or email Andi Grabemeyer.
  • Surveys: Thank you to everyone who filled out the Quarterly ISETS feedback survey. This information is being tracked and shared with others to help plan for additional updates and training.
  • Help Requests: When submitting a Help Request, be sure to cc your provider manager.  Provide as much detail as possible so Dee can understand and triage it accurately.  Please add screen shots or links so programmers can also fully understand the issue.

Updates as of the last sprint: 

  • You are now able to request to delete a case note. A log and report will be coming out for the IDHS administrative team to review requests. If you submit a request and you don't hear if it has been approved or rejected, please submit a Help Request and include your provider manager. This will make them aware that you have submitted a request that needs their review.   
  • We have added a new row that is titled, "Active (enrolled) customers without a SNAP E&T Activity" to the Enrolled & Active section on the Dashboard. This row is intended to help you manage your enrollments and ensure that every customer who is enrolled with your organization has an open SNAP E&T Activity. As a reminder: If you have customers who have been enrolled and are not actively participating in a SNAP  E&T Activity, that customer is not considered active in the program and you will not be able to bill for them.
  • Fixing 2610 for the month will report hours appropriately in the 2610 column on the 4333 report.  
  • Implementing the ability to track past Earnfare dollar amounts. This is going to allow past reports to use the correct the work off benefit for that month.  When someone enters a new dollar value because a customer's work off benefit has changed, they can also enter an effective date.  Then it will end that original amount a day before the next timeframe begins.  
  • Fuzzy Search! When you search an IES customer, the new update will be if you are entering Mary Smith and aren't sure how it is spelled and type in Mary S the search results will show you all the potential matches. Between the partial name search and working with your provider manager this should make the search functionality easier for you.  

 

Questions & Comments

  • SNAP JP program is "voluntary" meaning there is no requirement to participate. There is a work requirement in the Federal statute that requires a customer to participate in some sort of activity to maintain benefits. The state of Illinois runs a voluntary snap employment and training program. So there is no consequence if they decide they don't want to participate. They don't lose their benefits.
  • Dual Enrollment: A customer can work with two Providers simultaneously but with different SNAP E&T Activities. If you have a customer that comes to you and they are currently working (or previously worked) with a different provider, a referral needs to be sent for your organization so IDHS is aware they are now working with you either instead or in addition. Those two providers need to communicate what is happening and enter activites/services as they happen to ensure that everyone has the most current information on the customer. Be sure to work with your Provider Manager if this situation arises. There are updates to the system to fix some bugs in how dual enrollment is functioning. Please consult with your Provider Manager to discuss how things will be counted until the update is released in ISETS. If an activity is showing under the wrong Provider, submit a Help Request to have this corrected.
  • Unverifying Attendance: The standard procedure is to reach out to your Provider Manager first.  Provider Managers can unverify attendance. If your provider manager hasn't replied or is out of the office, submit a Help Request. Hours MUST be entered as the customer is participating.
  • Exporting  a list of just the Active and Retention customers without the Inactive and Exited customers: This can be done by exporting each of the Active and the Retention lists and add them together manually. Then you are only exporting two lists and adding them together. You can also export the entire list and do the data sort filter at the top.  

 

Next TA calls:  

  • Thursday, November 22 at 9:00 am (shifted date because of the Thanksgiving holiday)
  • Tuesday, December 5, 2023 at 3:00 pm
​Title: ISETS TA 
Date: 10/19/23
Recording
​IDHS Announcements:
  • ISETS calls have been scheduled through the end of the year via WEBEX. Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always “ISETSFY24”
    • First Tuesday of the month at 3PM.
    • Third Thursday of the month at 9AM.
    • Andi has sent out invitations to all TA calls for November to ensure everyone is invited. We did have some duplicates last month but all duplicates have been removed and the correct webinars are all scheduled.
  • ISETS Written Manuals: Revised copies of ISETS Manuals have been published. If you need a PDF copy please contact your provider manager.
  • 4333 Report: If you see the words “processing” don’t click anything it means the page is loading. Also, you can click on the dropdown to show up to 50 customers per page; otherwise, you will need to remember to review and complete actions for those customers on a second or third page.
  • Help Requests: After you send a Help Request, check the Portal section for new comments. Do not rely on just checking for emails. Check the “My Tickets” section for comments and status changes. 

Updates as of the last sprint: 

  • Exciting Dashboard changes are live!
    • The Redetermination dates and dashboard data is functioning correctly, so please check to make sure you are connecting with customers with upcoming Rede dates.
    • The Assessments and Employment Plan sections are completed and working as anticipated.  Be sure to check if they are showing correctly for you. 
    • The Enrolled and Active section has changes being pushed out to production today. We are moving the demographic section down and moving the activities up and into two color-coded lists. Green means good and orange/yellow means needs work.
    • The Snapshot view will also be updated with today’s updates.
  • A new report has been created called the Intermediary Support Summary.  This will allow all Intermediaries to generate aggregate reports.  It includes all the totals for the Intermediaries’ sub-contractees. Send a Help Request if assistance is needed.

Questions & Comments

•                    A customer’s address cannot be updated in Illinois workNet. The customer needs to update their address in ABE and then it will update in IL workNet. IDHS is a state agency so it is required that any information that could change a customer’s benefits must be changed by the customer.

•                    If an activity is showing under the wrong Provider, submit a Help Request to have this corrected. A customer can work with two Providers but with different SNAP E&T Activities. There are updates to the system to fix some bugs in how dual enrollment is functioning. Please consult with your Provider Manager to discuss how things will be counted until the update is released in ISETS.

 Next TA calls:  

•                     Tuesday, November 7 at 3:00 pm

•                     Wednesday, November 22 at 9:00 am (shifted date because of the Thanksgiving holiday)

​Title: ISETS TA
Date: 10/3/23

Recording
​IDHS Announcements:
  • ISETS calls will now occur at the following times via WEBEX.  Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • First Tuesday of the month at 3PM.
    • Third Thursday of the month at 9AM.
    • Andi has sent out invitations to all TA calls through the end of October to ensure everyone is invited
  • ISETS Written Manuals: A few minor updates have been made to the ISETS manual and the ISET staff manual.  Revised copies will be posted soon. 
  • We are in between sprints right now.  The next update will be pushed out on October 12th. 
  • Exciting Dashboard changes are coming! The Referral section of the Dashboard should be functioning correctly.
  • Updated all Snap 2 Success contracts.  If you are a provider and notice your contract had some wrong numbers, they should be updated and showing correctly now.

2. Updates as of the last sprint: 

  • Under Reports, the list may not default to ISETS for you. Click the drop-down to select "ISETS". This is a global change to Illinois WorkNet. 
  • Updated the 2606 report to have the label for 2606 "D" form, updated the costs so that the numbers should be appropriate, as well as added the functionality for the "Month of Earnfare" column.
  • Updated the IES sync dates in the search IES customer pop-up screen.
  • Updated on IEP/Case Management tab, you will no longer have the option to close out a Support Service.  Support Services, once opened will remain open and the available amount for the fiscal year will update each July 1.
    • Customers are only eligible for Support Services if they have an open SNAP E&T activity. 
    • Job Retention is a SNAP E&T activity, but employment is not. 
  • If the participant gained Employment before they enrolled with you, they cannot be enrolled in the Job Retention activity. Job Retention is only for customers who gained employment while they were enrolled with you. 
    • If employment is less than 20 hours they can still remain in other activities and do not need to be enrolled in Job Retention.
  • Currently only September and October are available to add Support Services for customers.  July support services became locked after September 1. If you have to submit an amendment for a previous month, submit a help request and copy your Provider Manager.  If the billing has already been approved, you will be required to submit an amended monthly billing manually.  The best way to prevent this is to add services and activities as they occur. Then make sure when you do submit your final billing that it is accurate.

3. CJC Training

CJC training for new ISETS users was last week.

Use the following link to sign up: https://www.cjc.net/snap 

4. Overview Attendance upcoming change: On the Overview page, we have a change coming to show all open activities under the attendance section so you can more easily choose the Activity and enter attendance. 

5. The number of work off hours for Earnfare customers has been changed to reflect their October Benefits $. However this change has been reflected in reporting for previous months and September.  A fix is coming. 

  • Earnfare reports and billing will not be considered "inaccurate". We will fix this manually once reports are finalized.

8. Next TA calls:  

•       Thursday, October 19th at 9:00 am.

•       Tuesday, November 7 at 3:00 pm.

​Title: SNAP 101 with CJC
Date: 9/28/23
​Recording
​
​
​Title: ISETS TA
Date: 9/21/2023

Recording
​IDHS Announcements:
  • ISETS calls will now occur at the following times via WEBEX.  Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • First Tuesday of the month at 3PM.
    • Third Thursday of the month at 9AM.
    • Andi has sent out invitations to all TA calls through the end of October to ensure everyone is invited
  • S2S Contracts with intermediary are being updated.  As of Monday, 9/25 all S2S Intermediary contracts have been updated.  If your contract still isn't showing correctly, send Donna Claxton an email and cc: Andi Grabemeyer.  Andi is at a conference this week but will be checking emails.
  • ISETS system updates as of 9/15: (Listen to the recording for additional information.)
    • Added a "D" to the 2606 Form column name on the Earnfare Referral and Attendance (2606) The 2606D Form is the form on the customer profile.
    • Removed End Date and Planned Due Date for all Support Service items. Once they are opened, they will stay open.
    • When searching for an IES customer, the screen has been updated with the monthly sync dates.  
    • We will now receive data for customers up to 70 years of age in the IES data sync.
    • When you submit a Name and one of the data points below and the person comes back as "not found in IES" there are a couple of reasons why. 
      • One of the reasons is the customer is pending approval for their SNAP benefits. If they are still pending, Provider Managers can look in IES, see the status is pending and they can manually override and enter the customer for your agency.
      • The DOB or other data point you entered is wrong (it doesn't match IES data).
      • A letter could be wrong in the name (it doesn't match IES data).
    • In the meantime, we do have a manual workaround. That is why information must be put into ISETS correctly, so it matches the information that we get from the SYNC. Check with your Provider Manager to find the correct information. Then you can enter again and should find a match.
    • As Super Admin; Andi, Michelle, and Dee have the ability to update the spelling of a customer's name, change the last 4 of the Social Security number, or change a Date of Birth.  Please check with your Provider managers to make sure they get the correct information. The information must match what is in IES. The super admin will change to match what is in IES.
    • If a customer has legally changed their name, then have them go into ABE, click Manage My Case to request a name change.
      • Things that can be changed in ABE include Address, phone #, and email address.
    • On the Reports page, you may see more than just ISETS in the dropdown menu for Reports, please just select  ISETS to select the reports specific to ISETS.

1. Upcoming features for the pending release:

  • Active NOW - Updating the Dollar Value of Service tab: Add/Edit Dollar Value of Service button (must have an active service with an active SNAP E&T activity) when dually enrolled in SNAP JP and S2S there will be a paid by option and it will show on the S2S report or the SNAP JP report dependent upon which option you chose for the paid by.  
  • Coming out on the 28th - Dollar Value Amount for the whole month for that reporting month on the Earnfare 2606 Report. 

2. Other topics discussed: 

  • Active ISETS Staffing and Billing Report Issue.  Some submit dates show last year's date.  Appears this is happening for more than one provider.  This was a data issue and was resolved during the meeting. If your organization submitted a report before 9/21/2023 and it is no longer showing as submitted, please submit a Help Request ticket in ISETS with the date you originally submitted in September and cc your Provider Manager so they can verify the date. Then submit the staffing report again and the date will be corrected after you submit again.
  • For customers who have Exited from the Program, on the Overview page there is a specific status for Level of Progress: Not Participating should be selected and the E&T status must show Exited. 
  • If there is a customer in Retention, is there something that shows when retention ends? How do you know that the retention time is over? 
    • *last update the first Tuesday of the month, we are working on eliminating the necessity to upload a document for the 30, 60, 90 days – we only need employment verification upload once. However, retention consists of check-in, case management, and supportive services. Expect provider to check in with customer at least monthly during the 90 day retention period to see if they need any support services. Add a case note by clicking the "Add Case Note" button in the appropriate 30, 60, or 90 day retention boxes. These are in the Employment section on the Overview tab of the customer record. When the retention period is over, the customer needs to be exited.  

3. Tools to use for follow-up planning and workflow management

The Employment report can be run monthly to show who was employed that month, and the Dashboard can be utilized for follow-up planning and workflow management. In the Retention section of the Dashboard, click on the "List" option in the upper right hand corner and it will give a list of all customers in 30, 60, or 90 day retention. Those are the customers you should check-in with, offer support, and add case notes for in the retention section of the Employment module.

4. If the customer says they do not want to be in the program

If the customer went through intake but never participated, was never active, or not enrolled, you can choose the "Never Active" E&T status. If they went through enrollment but never attended classes, but went through enrollment process, choose inactive status. Especially if you think that person might come back. They can be inactive for up to 30 days.

5. Exiting Customers

  • Customers who have not completed the program, meaning they never completed the vocational education course or the requirements for your program, you should use the "Exited" E&T status and "Not Participating" progress status.
  • Customers who have successfully completed your program or gained employment and exited, you should use the "Exited" E&T status and "Not participating" progress status. A successful exit is not participating because they have exited.
  • Customers who move while working with your program (to another state), you don't hear from them anymore, or you put them in another program and they aren't doing well (e.g. put them in a program heavy in math and find out they are not doing well in a program) are deemed inappropriate for the program they were originally enrolled in, you should choose the "Exited" E&T status and the "No longer appropriate for provider services" progress status.

6. An inactive customer comes back to the program

If a customer has been inactive, has no open services, and comes back 30 days later you do not need to do a new assessment. We do not require a new assessment or referral. You can change them from Inactive to Active.  The cut off for doing a new assessment and referral is 45 days.  Assessments should be updated every 12 months for active customers.  You do not need to do an entirely new assessment; you just need to review and verify the current assessment.  Please work on updating assessments now that we are in the second year. 

If you have exited the customer and they are no longer enrolled (Overview: Program Enrollment) then do a new referral. 

7. Paper version of Universal Assessment  
·        The paper version of the Universal Assessment can be found here:   
o   Universal Assessment Questions - IL444-5179.pdf 

8. Customer completes retention services even if they are not happy with their job.  

If the customer has gained employment and their job is 20 hours/week or more, they should be enrolled in retention. If they are still receiving SNAP services even though they are employed send the customer's name to your Provider Manager and Michelle to see if they are still eligible. They may still be eligible for services depending on their income and circumstances.

9. Help Requests need to be detailed for Dee to triage and solve them quickly and accurately.  
·        Please include screenshots in your Help Requests. 
·        If you are using a PC (Snip & Sketch).  
o   Using the Scissors icon, click on new, with your cursor highlight a part of the screen and it will automatically snap a picture. You can use the highlighter to specify specific information for your Help Request. Then, you can save the Snip to your desktop or copy and paste it to your Help Request Ticket.  
 

10. Next TA calls:  

•       Tuesday, October  3rd at 3PM. 

•       Thursday, October 19th at 9:00 am.

​Title: ISETS TA
Date: 9/5/2023

Listen to the recording for additional information.
​IDHS Announcements:
  • ISETS calls will now occur at the following times via WEBEX.  Click here to register for sessions and add them to your calendar: WebEx Webinar series registration link
    • Password is always "ISETSFY24"
    • First Tuesday of the month at 3PM.
    • Third Thursday of the month at 9AM.
    • Andi has sent out invitations to all TA calls through the end of October to ensure everyone is invited
  • Onboarding training webinars will begin in September with CJC.  This Onboarding training is intended for new ISETS users and Providers. An additional deeper dive training series will provide real world example learning scenarios. 
  • IES-ISETS syncs occur on the 6th, 14th, 21, and 28th of each month.
    • Customers with pending cases will not show up in the data received from IES
    • These syncs do not include data for customers over 60 years of age. These individuals will be added manually using the process outlined below
  • If the customer is not found in the IES search, partners should contact their Provider Manager to find out the correct information in IES. Two options follow:
    • provider managers can give the correct information to the partner i.e. correct name spelling or Individual ID number OR
    • the provider manager can enter the customer and assign it to the partner agency.
  • The Appointments feature helps ISETS Workforce Development staff make referrals to the agencies. Be sure to fill in appointment times in advance so you don't have to keep going in each month to make updates.

1. Upcoming features for the pending release:

  • Updates to the Dashboard: Fix for Referrals and Redetermination 
  • All reports are working correctly. If you have any problems, please first contact your Provider Manager and/or submit a Help Request ticket to report issues.
  • Provider Information for Contracts: Super Admins (Dee, Andi, and Michelle) will be the only individuals that can adjust contract dollar amounts.
  • 4333 Report: For Providers with more than 10 participants, you are able to complete the Staffing for the 2nd or further pages and when complete, user should remain on the page where the customer is. 
  • A case note will not be required if the 4334 was not required. If the 4334 was required then the provider manager will be required to enter a note about the results of that staffing.  When all participants are complete for that agency, the provider manager will do a case note that says the staffing is completed and it will be filed under the provider information > agency > case notes. 
  • On the Reports, super Admin and Providers will be able to multi-select from fields.

2. Adding Appointments

Click on the partially opened folder icon at the top of Illinois workNet. Under the Appointment tab (top left) select Project, Program, and Provider. 

To add an appointment (you may have to add an appointment site first):

•                 Click the blue Add Appointment button. (on the right)

•                 Select a date and start time.

•                 Select number of appointments.

•                 Click Add Appointment.

To enter virtual appointments:

Under Appointments, create a virtual intake location site. (The location instructions do not currently appear on the printed referral form. The customer will appear in the pending referrals from DHS on the dashboard.)

Click Add Appointment and add all of the appointments that are planned.

3. Employment Verification and Benchmarks

When you go into a customer's profile, click on Employment (at the bottom of the Overview tab). Add Employment information. If the customer is working more than 20 hours per week also enroll them in the JR  - Job Retention activity. Change the E&T status to "Retention". The job retention activity should begin the same day the employment begins.  That allows the customer to receive supportive services.

You will have a 30, 60, 90 benchmark period. Fill this section out at relevant benchmark times and add a case note (you will be prompted) to ensure they are still employed.

Employment Verification only needs to be uploaded once. Please use the 30 day verification for this. The 60 and 90 day verifications can be a case note only.

A future enhancement will remove extraneous Employment Verification upload options.

Employment Verification Methods.  

•            The employer can fill out the 3085 form. 

•            Use a paystub. 

•            Use The Work Number.

An offer letter is not considered verification of current employment and should not be used unless no other option is available.

4. FY24 contracts have all been entered into ISETS

Please submit a Help Request if your FY24 contract or program is not showing correctly under your Provider Information or Referral options.

5. Attendance

If you have a customer that you are working with and they are in a vocational training or in Earnfare (Community Workfare and Transitional Job) in order to count their hours, you must have attendance added. From the Overview page, click on the Attendance bar to enter their hours.

4. Next TA calls:  

•       Thursday, September 21st at 9AM.

•       Tuesday, October  3rd at 3PM. 


​Title: ISETS TA
Date: 8/29/2023

Video
​Andi & Michelle Announcements: (Listen to the recording for additional information.)

o   ISETS calls will now occur at the following time via WEBEX.
First Tuesday of the month at 3PM.
Third Thursday of the month at 9AM.
o   Onboarding training webinars will begin in September.  They will provide real world example learning scenarios.

o   Andi & Michelle will be reaching out to you for more information for your ISETS customer. Initially you were learning the program, but now all the details need to be captured.  

Dee:
 1. Upcoming features for the pending release: (Listen to the recording for additional information.)
·         Dollar Value of Service: An update is being made to display opened Support Services to show on the Overview tab and Support Summary Tab. To see dollar values from previous years click on the support service to go to the active service > click dollar value of services to see the current and previous expenses for that service. 
·         Staffing & Billing Report: A fix is scheduled for this release to allow provider managers to complete their portion of this report.
·         Provider Information for Contracts: Super Admins (Dee, Andi, and Michelle) will be the only individuals that can adjust contract dollar amounts.
·         4333 Report: For Providers with more than 10 participants, you are able to complete the Staffing for the 2nd or further pages and when complete, user should remain on the page where the customer is.
·         A case note will not be required if the 4334 was not required. If the 4334 was required then the provider manager will be required to enter a note about the results of that staffing.  When all participants are complete for that agency, the provider manager will do a case note that says the staffing is completed and it will be filed under the provider information > agency > case notes.
·         On the Reports, super Admin and Providers will be able to multi-select from fields.

2. IES (Listen to the recording for additional information.)
As of 8/17/23, if an item does not sync with IES, partners are now instructed to contact their Provider managers to find out what the correct information is. If the information is in IES and the information in IES can be shared with the Provider, they can provide the correct information out of IES.  The Provider Manager can enter the correct information on behalf of the agency.  If a customer has a pending case, it will not show up in the data we get from the state.  If information is incorrect in IES, the customer can go to ABE, visit a local office, or call the support team for DHS to make the updates about their information. For matching purposes, the customer must match what is in IES and then initiate the changes.

3. Next TA calls:
o   Tuesday, September 5th at 3PM.

Thursday, September 21st at 9AM.


​Title: ISETS TA
Date: 8/22/2023

No Recording
​1. Issue found for the 4333 Report by Workforce Development: When you click the button for SNAP E&T after saving the individual record, the user is returned to page 1 of the list.  

2. The 2606 summary report is reporting the right hours, but the 2606D is still doubling the hours for the person.  (We were able to push a hot-fix for this since it was to have been repaired on the 17th.) 

3. ISETS receives IES data 4 times a month. ISETS does not actually check IES directly.  After ISETS gets the data, we can check against the data whether the DHS servers are live or not.  

As of August 17th, if the customers is not found in the IES search, partners are now instructed to contact their Provider managers to find out what the correct information is. Two options follow: provider managers can give the correct information to the partner i.e. correct name spelling or Individual ID number OR the provider manager can enter and sync the customer and assign it to the partner agency. ISETS received a sync on the 20th and 27th.  Customers with pending cases will not show up in the data received from IES.  

4. Some provider managers are unable to approve their section on the Staffing and Billing report. We will have a programmer review this.  (we found a temporary fix and a permanent fix is scheduled for the 31st.) 

​Title: ISETS TA
Date: 8/15/2023

Video
​ISETS Technical Assistance Meeting Notes for August 15, 2023

1. Upcoming features for the pending release: (Listen to the recording for additional information.)

  • Super Admins can now change the last 4 digits SSN and date of birth for a customer to ensure any errors match IES. To request a change to a customer SSN or Birth Date, please check with your Provider Manager to verify for the correct information in IES, then submit a Help Request.
  • Quarterly Interest Report Summary: Add Interest form now includes a Fiscal Year field to choose from. There is also a View and Print option for the document.
  • The Quarterly Interest Report, Earnfare Report, and ISETS Snap To Success Financial Report should all have the proper Providers listed.
  • Disabled the Earnfare benefit amount from the weekly sync that we receive from IES. This will remain a manual field that WFD will update. This amount will be checked monthly by WFD and only updated if it has changed more than $20.
  • Fixed the 2606D Report. The hours shown in Section IV were doubling. 
  • On the Customer List page, when "Search IES Customer" does not yield a match, a message will direct you to check with your Provider Manager.  The provider manager can either give you the proper information OR they can enter that person into the system and assign the customer to your agency for you.
  • Annual Assessment.  On the Overview tab, the display will now show date completed for the Initial Assessment (date will not change) and a date completed for the Needs Assessment if completed. The word "Update" displays 10 months after the initial assessment was completed. Click "Update" to review each page of the assessment. Upon completion of all pages, the Needs Assessment will show the most recent date completed. If a customer is not active for 45 days or more, a new assessment needs to be completed. If something has changed with the customer, then the assessment should be updated.
  • Fixed Employment Report to only show the customers that are employed this fiscal year. For now, this report will show a running list of all customers employed in the FY, not in the month. A future report is in development which will be more specific.
  • Fixed Billing & Staffing Report to show that staffing has been completed.

 

2. S2S is billed monthly just like SNAP JP. (Listen to the recording for additional information.)

 

3. PPT Report - Your Provider Manager should have the most recent PPT Report. This current spreadsheet has a text field for both the Activities column and the Supportive Services column. It also has an instruction list of what the allowable activities and services are.

(Listen to the recording for additional information.)

 

4. Update Provider Managers to agencies - Dee will update all Provider Managers in the ISETS to ensure they are viewing the current assigned agencies. (Listen to the recording for additional information.)

​Title: ISETS TA
Date: 8/8/23

NO Video
​ISETS Meeting Notes for August 8, 2023 

1. TABE Test Process
·       From the Overview tab, click Assessments (bottom left).
·       Under Enter More Assessments section, click Add Assessment Results
·       Type TABE in box provided, click Search.
·       Click Select next to the assessment that is going to be completed (TABE            11-12 for Math, Reading, and Language).
 
2. The Billing & Staffing Report needs to be done for each Provider.
A fix is coming out on the 17th for the Snap to Success Financial Report to show more Providers.
Questions about this should be submitted to Michelle.
 
3. New Staff Member that needs access to ISETS
·       Submit a Help Request Ticket
·       Provide the Date of Birth for the employee.
·       Attach a completed IL444-2022 form.
        This can be found on the Partner page under ISETS Resources (right side):             https://beta.illinoisworknet.com/partners/Pages/ISETSResources.aspx

4. 2606 Report (This must be completed for every active customer.)
·       Click Reports (bar graph icon at the top of Illinois workNet).
·       Click ISETS: Earnfare Referral and Attendance (2606) Summary.
·       Select Provider.
·       Select Staffing Month.
·       Select Fiscal Year.
·       Click Filter.
·       The 2606 form will need to be completed If it shows "Not Complete" under the column titled 2606 Form.
·       Click on the customer's name in the associated row to complete.
·       Select 2606D.
·       Select Reporting Month: July
·       Select Fiscal Year: 2024.
            This has the report run for and pull in hours for the customer.    
·       Enter the date in the Date Issued field.
·       Click Sign as Earnfare Employer.

5. Monthly sync is affecting Benefit Amount and the Modified by field.

6. Support Services:  We are going to show last year's Support Service dollars since they will not close after the fix.  Currently, to view last year's costs: click on the Service, go to the dollar value of service, and click Previous Service Costs. The fix will show this open on default.
 
7. Billing Payments
All the billing information must be entered into ISETS.  The staffings must be completed and everything must be submitted through ISETS for your billing to be completed and to receive payment.

8. Employment Report
Overview tab > Employment tab
It will show any Employment information that the customer has here.
Reports > Employment Report
Each customer on that list should have an Employed Date.  If it has been more than 30, 60 or 90 days the Employment Verification Status and Provider Activity will show.  If the customer has an Exited date and Reason they will also show.
 
9. ISETS Weekly Notes and Recordings can be found here: https://beta.illinoisworknet.com/partners/Pages/ISETSResources.aspx

10. Next Meeting: Tuesday, August 15th at 3:00PM. 

​​Title: ISETS TA
Date: 7/18/23

Video
​ISETS Meeting Notes for August 1, 2023 

1. Items for upcoming Production release (Listen to the recording for additional details.)  

  • Attendance clock: Added a 24-hour clock to put in overnight shift hours.  

  • Updated Observational Evaluation: This is done in a classroom setting so an instructor/mentor can evaluate multiple participants.  The update allows you to change the evaluator name by clicking the [Change] button next to Evaluator. In the Change box, enter the username of the evaluator, click yes, and it will change who the evaluator was. When you save the Observational Assessment, it should take you back to the customer’s profile to see the results.  

 

2. Support Services/Activities (Listen to the recording for additional details.) 

All Support Services/Activities should be opened. If any Support Services/Activities need to be opened again, submit a Help Request with one list for your organization.  Add a list of every customer with every service that needs reopened to the help request. 

  • The customer MUST HAVE AN ACTIVE SNAP E&T ACTIVITY when the Support Service was issued.   

  • Provide the following information on the Help Request: 

  • Use the CC field to include your Provider Manager. 

  • Provide the customer’s full (first and last name).  

  • Name of Supportive Service/Activity that needs reopened. 

  • Date: Provide details if the end date needs removed.  If the start date needs to be removed, then detail what it needs to change to.  

3. Billing (Listen to the recording for additional details.) 

  • Be sure that all the billing pieces on the customer profile are complete.  The pieces needed for the customer to show on the 4333 report are; Program enrollment, active Referral, and an active SNAP E&T activity for the month you are trying to report.  The open support service alone will not allow the customer to appear on the 4333.   

  • Be sure the customer’s attendance is tracked.  

  • Go to the Reports tab (bar graph icon at the top of ISETS) and go to the ISET Staffing and Billing Tools.  

  • When the 2606 box is unchecked in the Support Services Summary report, go to the customer forms on the customer’s profile and complete the 2606D form. Then go back to the 2606 box on the Staffing and Billing Tools report. Same for the 2610. 

  • Complete a 4334 for any participants who require a full staffing. 

  • On the 4333, mark whether a customer Requires a full staffing or not. 

  • When the PPTT and EDF are submitted, they should match your supportive service summary.  

  • Someone does not need to be removed from the #4333 if they did not have a Supportive Service.  

  • Partners must complete Box 1. Complete Staffing Packet list in order to submit your billing by the 15th of the month. 

  • The Provider Manager completes box 2. 

  • The Billing staff completes box 3.  

  • In box 1, clicking on All Participants who received Benefits Summary 4333 will tell you if the 4334 should be included. Under the Customer Forms tab, the 4334 can be filled out. If you are really struggling with a customer and want to engage more with your provider manager or a customer is in the same activity for months, that is when you want to do the 4334.   

4. Dashboard (Listen to the recording for additional details.) 

The Dashboard is currently under reconstruction.  

 

5. Customer Agreement to Employment Plan (Listen to the recording for additional details.) 

The View/Print IEP/ISS Form (IEP/Case Management tab, then click Overview) is undergoing changes currently.  Until the final version is updated, under the Latest Customer Goals/Plan Agreement (Status: Unknown) dropdown select Customer Agreement Uploaded/On File, then click Save Status (Sent Request).  Under the Participant Summary Tools (left menu), click Upload and upload the documentation you have for this.   

 

6. Overview tab > Status > E&T Status (Listen to the recording for additional details.) 

  • Inactive status means a customer is on a break. If a customer is on a school break, the inactive status can be used for them until they come back. Be sure to check their SNAP eligibility before doing this.  

  • If customers are inactive for an entire month for all their SNAP E&T activities, then they will probably not show on the 4333.  

  • Exited status means a customer is done with the program.   

If a customer has been gone for 45 days or more, they will need to be re-enrolled with new activities.  

 

7. Employment has been removed from Services/Activities   

(Listen to the recording for additional details.) 

Employment should be added to the Employment section under Outcomes on the customer’s profile.  Then the activity of JR – Job Retention should be added in IEP/Case Management (90 days from the day they obtain a job working 20+ hours a week).  If a customer is in a SNAP E&T activity and receiving SNAP, then they are eligible for Support Services.   

 

8. Snap2Success Financial Report (Listen to the recording for additional details.) 

Snap2Success still needs to submit the 50/50 match sheet along with the EDR.  This can be uploaded to your Provider files in Illinois workNet.  Then send your Provider Manager an email that the two documents have been uploaded.   

Upload Directions:  

1. Click Provider Information tab (partially opened folder icon). 

2. Click File Upload.  

3. Select the Category for the file. 

4. Choose the file from your desktop. 

5. Click Upload.    

 

9. Customer information (Listen to recording for additional information.)   

There is a link on each customer’s profile that you can link to ABE to have a customer make updates to their IES profile and then the information in IES should be corrected.  Cases with incorrect information are the result of not matching with IES when adding the customer. Referrals are being rejected because customer information is incorrect. It must match what is in IES for the referral to be approved.  If a referral has been rejected, go to the Referral tab, click the (rejected) Referral by Workforce Development.  Then, open the Rejected referral to view the rejection details.   

You have two options:  

You can submit the referral based on what is in IES and then you can work with the customer right away.  

You can have the customer submit the changes through the portal and wait until the changes have been made in IES and then submit the referral again.   

 

10. A Help Request needs to be submitted to reopen activities and services to make corrections. 


​Title: ISETS TA 
Date: 7/25/23
Video

1. Supportive Services/Activities that need reopened (Listen to recording for additional details.) 

  • If you have any Support Services/Activities that need to be opened again, submit a Help Request with one list for your organization.  Send Dee a list of every customer with every service that needs reopened. 

  • The customer MUST HAVE AN ACTIVE SNAP E&T ACTIVITY when the Support Service was issued.   

  • Provide the following information on the Help Request: 

  • Use the CC field to include your Provider Manager. 
  • Provide the customer’s full (first and last name).  
  • Name of Supportive Service/Activity that needs reopened. 
  • Date: Provide details if the end date needs removed.  If the start date needs to be removed, then detail what it needs to change to.  

2. Billing (Listen to the recording for additional details.) 

  • Next week’s call will also review billing information. Be sure to have the employees from your organization who complete the EDF on next week’s call.  Right now, there is not a function for them to upload their EDF’s.  They will continue to email them to the Provider Manager.   
  • Be sure that all the billing pieces on the Overview page are complete.  The pieces needed for the customer to show on the report are; Program enrollment, active Referral, and an active E&T activity for the month you are trying to report.  The open service alone will not show them.   
  • Be sure the customer’s attendance is tracked.  
  • Go to the Reports tab (bar graph icon at the top of ISETS) and go to the ISET Staffing and Billing Tools.  
  • When the 2606 box is unchecked in the report, go to the customer forms on the customer’s profile and complete the 2606 form. Then go back to the 2606 box on the Staffing and Billing Tools report. Same for the 2610. 
  • Complete a 4334 for any participants who require a full staffing. 
  • On the 4333, mark whether a customer Requires a full staffing or not. 
  • When the PPTT and EDF are submitted, they should match your supportive service summary.  
  • Someone does not need to be removed from the #4333 if they did not have a Supportive Service.  
  • Billing completion dates will be reviewed again during the next meeting. 

​Title: ISETS TA
Date: 7/18/23

Video
​1. Upcoming features in the next pending release:  
·        NEW! Snap 2 Success Financial Report.
·        The group attendance feature is working properly for customers now.
·        Fixed the 2606 and 2610 report to ensure Attendance is reporting properly.
·        Fixed the activities not showing for Earnfare provider.
·        If E&T status, SNAP Eligibility, and Benefit amount is changed on the Overview tab, all of the items are separated and will only update individually.
·        Adding a Referral: Now matches against the zip code for home address and location.  No longer matching by street address. This will just change moving forward, not current customers.
 
2. We were able to fix the issue of customers being unenrolled and in the wrong program enrollment. This does not require a production push and has been resolved.
 
3. Ending an Activity and adding another one
·        Enter Attendance before a CW or TJ activity is ended.
·        Enter $0.00 for Subsidized Wage
·        Enter End Date
·        Enter Subsidized End Date
·        Complete the status either successful or unsuccessful
·        Go to Add Activities & Services tab
·        Click Add Activities
·        Add another CW and another TJ
 
4. Entering a new worksite
·        Worksite Placement tab (bulleted list)
·        Project: ISETS
·        Employment Type: Earnfare
·        Click Add New Employer
·        Organization is the Employer
·        Enter Worksite information.
·        Add Placement Information
·        Then add it to the CW / TJ Activity.
​Title: ISETS TA
Date: 7/11/23

Video
​1. Reviewed Updates that went into Production last week Thursday, July 6th.

·        Updated Overview page for CW and TJ
·        Updated Support Services – When an activity has started and you try to enter a dollar value of service outside of the Start Date and End Date, it cannot be entered outside of that timeframe. 
·        Must have an active activity to add a Support Service.
·        The quarterly interest report is now available.
·        Fixed error on the Case Note Export
·        Fixed error on 2606 report.
·        Added a provider for ISETS.
·        Identified why a Support Service was not showing on the 4333.

2. Updates made by Michelle.  
New contracts are in the ISETS PROVIDER DETAILS.  FY24 contracts will be named "FSGAC…"
Please go through and update your program information to ensure all items on the program are correct.  If you have multiple occupations listed, you may want to consider making each occupation a separate program for better matching.  

3. Issue adding Support Services
In IEP/Case Management > Step 3 tab Add Activities/Services tab to review activities and services.
For the new contract year, add a new CW and TJ, (or other activity if previous year activity was closed) but do not add a new Transportation service (or other support service). If the support service was closed, remove the closed date and then change back to Started/Open and Save. That should reopen the support service. If not, submit a help request.

4. SNAP manual is now available.
The SNAP manual is now available on the IDHS website: https://www.dhs.state.il.us/page.aspx

5.  Adding a new Illinois workNet partner
There should be an email that gets sent as soon as a new user is assigned to ISETS in Illinois workNet.  The email should have their username, password, and basic instructions.  (check SPAM, junk, etc. folder)

6. Resetting Password in Illinois workNet
If the email address has not changed, click the Forgot Username/Password button on the Illinois workNet login screen.

7. 2606 Report
The dollar amount is not showing correctly on the 2606 report, but it is showing correctly on the Overview page. There is a fix going towards this during this sprint. This sprint will be released on July 20.


​Title: ISETS TA
Date: 6/27/23

NO Video
​1. Reviewed ISETS updates that went into production on 6/22/23.

The updates can be found on the ISETS Partner Tool Updates page: https://beta.illinoisworknet.com/partners/Pages/ISETSupdates.aspx

2. Updates are now being completed in 2 Week Sprints.
The next release to production will be July 6th.

3. Earnfare Rollover Process 
If a person was enrolled in March they can continue on July 1st without any changes.  The system will automatically reset the subsidized days effective July 1. All Support Services will reset effective July 1 for all programs.

4. Needs Assessments for all programs must be completed once a year.
 
5. Referral information must match Customer information in IES
Referrals will be rejected if the customer information does match what is shown in IES.
When searching a customer in IES, if a match cannot be made, reach out to your provider manager. WorkNet is getting a lot of Help Requests to correct information that would have been found in an IES match.   

If a customer has not been active within the last 6 months, a new referral is needed.

If a customer is completing an Earnfare program and they work January through June, they can also work from July to December.  They get 6 months in a fiscal year.

6. The next ISETS meeting is Tuesday, July 11th.
There will not be an ISETS meeting on Tuesday, July 4th. 

​​​​Title: ISETS TA
Date: 6/20/23
​

1. Reviewed upcoming ISETS updates being released on 6/22/23 at 7PM:

  • Updated the dollar value of service to be set for 7/1 for Earnfare.
  • Updated the application, removed required field for Primary caregiver.
  • Updated that employment cannot be added unless the customer is enrolled.
  • Updated Activities & Services that after it is marked as completed, it cannot be edited.
  • Updated on Activities & Services that only the Planned Due Date can be future dated.      

2. IES Syncs will take place four times a month.

3. Michelle will follow up with the entire Earnfare group to confirm whether or not it is okay to put in new referrals for July. 

Recording

​Title: ISETS TA
Date: 6/13/23

1. Reviewed Partner Tool  Updates: https://beta.illinoisworknet.com/partners/Pages/ISETSupdates.aspx 

Updated Search IES function to continue into ISETS search. 
·        Updated for Earnfare, on the 2606 form, CW and TJ to track correctly if someone changes jobs mid-month. Updated the 2610 report to pull from activities that are opened and closed in the same month. 

2. Reviewed how to edit attendance after it has been verified.  Submit a Help Request to have Dee un-verify the attendance and then it can be edited.

3. Reviewed how to view 0% matches on recommended programs, activities, and services.

4. Reviewed how to edit Program details under the Provider Info tab.

5. Reviewed activity dates for what should show on the 4333 and PPTT.

6. The dollar amounts for services reset every contract year.  This means that the dollar amounts will reset as of July 1, 2023. The activity or service can stay open.

7. Congratulations to Tracy P. on your marriage! 

Recording

​​​​Title: ISETS TA
Date: 6/6/23
​Overview Integrated Resource Team Members
​Title: ISETS TA
Date: 5/23/23
​Explained moving to SCRUM/Sprint - fixes will go out every two weeks.
​​​​Title: ISETS TA
Date: 5/16/23
​Discussed one customer with 2 agencies
​Title: ISETS TA
Date: 5/9/23
​General questions
​​​​Title: ISETS TA
Date: 5/2/23
​Reviewed 4333
​Title: ISETS TA
Date: 4/18/23
​Fixed case note on employment
​​​​Title: ISETS TA
Date: April 11, 2023
​Inactive - must close activities,
4333 - open SNAP E&T activities only
2610 and 4334 - fixed items reporting
​Title: ISETS TA
Date: April 4, 2023
​Service Cost Review, new initials on activities, Pending in Assessment Incomplete
​​​​Title: ISETS TA
Date: March 21, 2023
​Request to put casenotes in two places
​Title: ISETS TA
Date: March 15, 2023

Materials:
​Transgender name changes, names showing on 4333, adding activities when new ones are needed, paper version of 5179
​​​Title: ISETS TA
Date: March 7, 2023

Materials:
​IES sync, name changes
​​Title: ISETS TA
Date: February 28, 2023

Materials:
​Override, 4333, 2151 > 4970, search IES - eliminated duplicates, removed space in email creation, Cannot have JRS without another SNAP E&T activity
​​Title: ISETS TA
Date: February 21, 2023

Materials:
​Override
​Title: ISETS TA
Date: February 14, 2023

Materials:
​Programs and Status changes
​Title: ISETS TA
Date: February 7, 2023

Materials:
​Support Servces, program descriptions, IEP signature, IRT members, Last 4 SSN
January / February CJC training
​Session 1 - Adding Customers
Session 2 - Enrollment and Case Mgt
Session 3 - Employment
Session 4 - Billing and Staffing
​​​​​Title: ISETS TA
Date: January 31, 2023

Materials:
  • Recording:

​Agenda
  • Program matching, 
  • Appointments, 
  • Activity tabs, 
  • Support services
  • Help Request emails
​Title: ISETS TA
Date: January 24, 2023

Materials:

​Agenda
  • 2606 review
  • Assessment
  • 4333 word change
  • All parts marked
  • Participants must change info in ABE
​​​​Title: ISETS TA
Date: January 17, 2023

Materials:
  • Recording:

​Agenda
  • 2606
​​Title: ISETS TA
Date: January 10, 2023

Materials:

Agenda
  • ​2606
  • Service restrictions
​​​Title: ISETS TA
Date: January 3, 2023

Materials:

​Agenda
  • Integrated Resource Team
  • Send email to team members
  • Change services
  • Adding support Services
​Title: ISETS TA
Date: December 27, 2022

Materials:
  • Recording:

​Agenda
  • Reviewed Help Request System
  • Answered Questions
​​Title: ISETS TA
Date: December 20, 2022

Materials:

​Agenda
  • Demonstrated items going to production this evening:
    • adding dollar costs to services
    • Earnfare staffing list
    • number input restrictions lifted
    • adding a goal based upon enrollment
    • removed sync with IES button from Overview
​Title: ISETS TA
Date: December 7 & 13, 2022

Materials:
  • Recording:

​Answered question no recording
​Title: CJC training sessions
Date: December 2022



​PowerPoint Documents
Session 1 - ISETS Training session 1.pdf
Session 2 - ISETS Training session 2.pdf
Session 3 - ISETS Training session 3.pdf
Session 4 - ISETS Training session 4.pdf

Recording Links
Session 1 - Intake and Referral Process
Session 2 - Enrollment and Case Management
Session 3 - Adding Employment and Retention
Session 4 - Billing, Reporting and Staffing
​​Title: ISETS TA
Date: November 22 & 29, 2022

Materials:
  • Recording: None

​Answered Questions
​​Title: ISETS TA
Date: November 8 and 15, 2022

Materials:
  • Recording: None

​Answered Questions
​
​

​
​Title: ISETS TA
Date: November 1, 2022

Materials:
​Agenda
  • Service Report
    • Add referral to services for items to count on PPR
    • Add costs to Support Service items not SNAP Activities
​Title: ISETS TA
Date: October 25, 2022

Materials:


​Title: ISETS TA
Date: October 18, 2022

Materials:
​
​​Title: ISETS TA
Date: October 11, 2022

Materials:

​
​​Title: ISETS TA
Date: October 4, 2022

Materials:
​
​Title: ISETS TA
Date: September 27, 2022

Materials:

​Agenda
  • Check box for referral consents
  • Workforce development can change an FCRC is the one chosen is not what is assigned in IES.
  • New filters on customer list - FY and E&T status
  • All E&T status are showing in new column and filter. Including Referal rejected, Never Active, Pending Referal
  • Services and Goals may be removed if duplicates or not needed.
​Title: ISETS TA
Date: August 23, 2022

Materials: YouTube 
​Agenda
  • Update to earnfare amount to work off
  • update to column sorting
  • Changed some names and removed Frankfort Township reference.
  • Provider to Provider referral updated.
​ISETS TA session in July and August 
​Discussed specific items and no recordings were taken.
​Title: ISETS TA
Date: June 28, 2022

Materials: YouTube
​Agenda
  • Referrals
  • Reset Password
  • Training session videos posted
​Series 1 ISETS training with CJC
May and June 2022
  • Intake and Referral Video - Video
    • Intake and Referral PPT - pdf
    • Intake and Referral Action Plan - docx
  • Case Management & IEP Video - Video
    • Case Management & IEP - pdf
    • Case Management & IEP Action Plan - docx
  • Adding Employment and Retention - Video
    • Adding Employment and Retention - pdf
    • Adding Employment and Retention - docx
  • Billing and Staffing - Video
    • Billing and Staffing - pdf
    • Billing and Staffing - docx
​Title: ISETS TA
Date: June 21, 2022

Materials: none
​Agenda
  • Reviewed referral updates
  • Fixed accounts for partners
​Title: ISETS TA
Date: June 7, 2022

Materials:
  • Recording: none

​Agenda
  • Answered questions with live data

​​​Title: ISETS TA
Date: May 31, 2022

Materials: YouTube
​Agenda
  • Program Information
  • Appointments
  • Location
  • Answered questions
​Title: ISETS TA
Date: May 24, 2022

Materials:
  • Recording: none

​Agenda
  • Answered questions

​​​​Title: ISETS TA
Date: May 17, 2022

Materials: none
​Agenda
  • Answered questions about live data

​Title: ISETS TA
Date: May 10, 2022

Materials:
  • Recording: none

​Agenda
  • Answered questions

​​Title: ISETS TA
Date: May 3, 2022

Materials: None
​Agenda
  • Answered questions about live data
​​Title: ISETS TA
Date: April 26, 2022

Materials:

​Agenda
  • Reviewed process
  • Answered questions
​Title: ISETS TA
Date: April 19, 2022

Materials:

 Agenda
  • Adding appointments
  • Updating programs - program manager
  • Adding customers
  • Answered questions
​Title: ISETS TA
Date: April 12, 2022

Materials:
 ​Agenda
  • Adding appointments
  • Adding customers
  • Adding IEP/services/activities
  • Answered questions
​Title: ISETS TA
Date: April 5, 2022

Materials:
  • Recording: YouTube
 ​Agenda
  • Adding appointments
  • Adding customers
  • Adding IEP/services/activities
  • Answered questions
​​Title: ISETS TA
Date:  October 15, 2021

Materials: 

 ​Agenda

Practice session for CBO providers
​Title: ISETS TA
Date: October 14, 2021

Materials:

 ​Agenda

Practice session for FCRC without referral partners
​​Title: ISETS TA
Date:  October 13, 2021

Materials: 

 ​Agenda

Practice session for FCRC with referral partners
​​​Title: ISETS TA
Date: October 12, 2021

Materials:
 ​Agenda

Practice session for FCRC with referral partners
​Title: ISETS TA
Date:  October 8, 2021

Materials: 

 ​Agenda

Practice session for program managers
​​Title: ISETS TA
Date: October 7, 2021

Materials:
 ​Agenda

Practice session for provider managers
​Title: ISETS TA
Date:  October 7, 2021

Materials: 
 ​Agenda

Practice session for CBO provider partners
​Title: ISETS TA
Date: October 6, 2021

Materials:
 ​Agenda

Practice session for FCRC offices without referral partners
​​Title: ISETS TA
Date:  October 5, 2021

Materials: 
 ​Agenda

Demonstration of system for all users