Issuance: 2019-10 – November 6, 2018

Issuance Number: 2019-10

Date: November 6, 2018

To: SDWP Subrecipients

From: Vicki Brannock, Director of Programs

Subject: Operations Manual Update: Chapter 5. CalJOBS Data Entry Policies and Procedures and Attachments

Purpose:

The purpose of this issuance is to notify SDWP Subrecipients of revisions and/or additions to the following policies: Chapter 5: CalJOBS Data Entry Policies and Procedures & Attachments

Significant changes have been made to the above chapter and attachments including but not limited to:

  • The new Chapter 5 of the Operations Manual:
    • The purpose of this chapter is to provide guidance to SDWP subrecipients on data entry policies and procedures specifically for the California Job Openings Browse System (CalJOBS) and other internal reporting systems. (i.e. Filemaker, Salesforce, etc.) Sections covered in the new Chapter 5 include:
      • CalJOBS Staff Accounts
        • Attachment – CalJOBS Staff Account Request Form
      • Sources for Participant Data Reporting Requirements
        • Web links to DOL and EDD guidelines
      • Eligibility
        • Collection of Medical Information Process
        • Utilization of a Pseudo SSN Process
        • Exiting Ineligible Participants Process
      • Participation & Activities
        • Activity Codes
          • Attachment – Activity Code Dictionary (w/ MSG and Credential Attainment Performance Triggers)
        • Objective Assessment
          • Attachment – Objective Assessment Instructions and Required Fields
        • Individual Employment Plan/ Service Strategy Summary (IEP/ISS)
          • Attachment – IEP/ISS Instructions and Required Fields
        • Case Notes
        • 90 Day No Service
      • Data Entry Requirements
        • Required Data Entry
          • Limited English Proficiency
        • Data Change Requests (DCR) Process
          • eDCR Instructions
        • Late Data Entry
        • VOSGreeter
          • Attachment – VOSGreeter Set-Up Guide
          • Attachment – VOSGreeter User Guide
        • Closure and Follow-Up
          • Attachment – WIOA Performance Inclusion Table
          • Attachment – WIOA Performance Calendar
          • Attachment – CalJOBS Activity Codes Detailed Listing
      • Definitions
        • Exclusionary Exit Process
      • Monitoring
      • Attachment – MSG Youth Chart
      • Attachment – MSG Adult/DW Chart

The CalJOBS Forms and Procedures Handbook has been moved out of the Operations Manual and is now located in the “Partner Resources” section of workforce.org.

  • Minor content changes and updates have been made to the handbook

Action:

Effective November 6, 2018 all WIOA Subrecipients are required to follow the guidelines outlined in the Chapter and attachments.  If you have any questions regarding this issuance, please contact your Contract Administrator (619) 228-2900.

References:

  1. To access the chapter and its attachments, reference the “About Us” section on orgunder “Partner Resources.”
  2. Partner Resources
    • Click on “Operations Manual” to see the list of Chapters and Operational Issuances
    • Click on “CalJOBS Forms and Procedures Handbook”
  3. Click on“Chapter 5: CalJOBS Data Entry Policies and Procedures | Attachments” to view the policy and attachments.

 

cc:       SDWP Subrecipients; SDWP Internal Distribution; and Simpson & Simpson