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DRAFTAGENCY FOR WORKFORCE INNOVATIONOffice of One Stop and Program SupportTraining, Guidance and Technical AssistanceUnitOSMIS Data Entry Procedures for MandatoryDual Enrollment of Trade AdjustmentAssistance (TAA) Customers into the WIADislocated Worker Program Receiving TrainingServicesFor questions or technical assistance contactMershal Noble mershal.noble@awi.state.fl.usBettye McGlockton bettye.mcglockton@awi.state.fl.us

TAA Case Management In OSMISJob Seeker Registration – ApplicationThis is the one stop staff home page. Go the NavigationMenu and open the Register file to begin the applicantregistration process.2

TAA Case Management In OSMISJob Seeker Registration – ApplicationGo to the Navigation Menu, open the Register file and theJob Seeker folder. Select “New” to access the ContactDetails page which is the first page of the CommonCustomer Intake.3

TAA Case Management In OSMISJob Seeker Registration – ApplicationComplete all mandatory (*) data items, including a primaryphone number, on this page. Click “Next” to go to the nextpage of the Common Customer Intake.4

TAA Case Management In OSMISJob Seeker Registration – ApplicationComplete all mandatory (*) data items on the DemographicInformation page. Click “Next” to go to the ProgramDetails page of the application.5

TAA Case Management In OSMISJob Seeker Registration – ApplicationA job seeker registration is required for all trade affectedapplicants. Go to the Register file and open the Job Seekerfolder. Select “New” to access the first page of theCommon Customer Intake. Complete all required (*) dataelements on the Wagner Peyser General Information pageincluding the Veterans status. The other items on this pagemay be completed for informational purposes.6

TAA Case Management In OSMISJob Seeker Registration – ApplicationThis is an example of a completed General Informationpage. The Contact Details, Demographics and the GeneralInformation pages compose the Wagner Peyser application.These three OSMIS pages may be copied and placed in theapplicant’s file.Click “Next” to go to Employment History page of theapplication.7

TAA Case Management In OSMISJob Seeker Registration Employment HistoryThe employment history is the next page of the application.Complete all required (*) data elements.This is an example of a summary of the completeemployment history page.Note: The trade affected employer should be the mostrecent employer listed on the history page with theappropriate reason for dislocation.8

TAA Case Management In OSMISJob Seeker Registration Employment PreferencesEmployment preferences are important in the job searchand job matching process.If job seeker must find a job – leave the “shift, salary andjob type” blank. Leaving these fields blank will not limityour job match when performing job search activity. Ifreceiving unemployment compensation “Are you activelyseeking employment?” should yes.9

TAA Case Management In OSMISJob Seeker Registration – Selection of Job TitlesJob titles should be selected based on employmentpreferences.10

TAA Case Management In OSMISJob Seeker – Retrieving a Job Seekers’ FileGo to the Navigation Menu and click on “Select JobSeeker” to access the customer’s registration.Note: The application status is usually “active”, but a jobplacement or no services provided to the customer within a90 day period inactivates a registration.11

TAA Case Management In OSMISJob Seeker ServicesGo to the Navigation Menu and click on the “Manage Services”link, and select “add” to display services.12

TAA Case Management In OSMISJob Seeker Application – Skills Gap AnalysisA Skills Gap Analysis is an optional assessment tool.13

TAA Case Management In OSMISWIA RegistrationChange user access role by changing the “Login as:”from Wagner Peyser/OneStopStaff to WIA/Staff.14

TAA Case Management In OSMISWIA RegistrationGo to the Navigation Menu, click on “SelectCustomer” and enter the participant’s SSN in the SSNfield and click “search” to locate the customer’s casein OSMIS.15

TAA Case Management In OSMISWIA RegistrationThe customer’s case displays in the “CustomerSearch Results”. Click on the customer’s name toopen the case.16

TAA Case Management In OSMISWIA RegistrationThis is the Contact Details page of the “Common CustomerIntake”. Update the participant’s contact information, asappropriate and click “Next”.17

TAA Case Management In OSMISWIA RegistrationThis is the Demographic Information page of the “CommonCustomer Intake”. Review accuracy of data against hardcopy documentation and make corrections as necessary.“Save” updated information. Click “Next” to go to theProgram Details page.18

TAA Case Management In OSMISJob Seeker Registration – ApplicationClick on the “Add” link to open the “ConcurrentParticipation” page in order to record that thecustomer is a NAFTA TAA or Trade Adjustment Actparticipant.Note: It is mandatory that the Concurrent Participationblock be selected to record the partner program “NAFTA TAA” or “Trade Adjustment Act” for the customer who iscovered under an approved petition #.19

TAA Case Management In OSMISJob Seeker Registration – ApplicationClick on the “Program” drop down box to see a list ofpartner programs. Select either NAFTA TAA orTrade Adjustment Act. Please note that NAFTA TAA refers to the old petition number series below50000.20

TAA Case Management In OSMISJob Seeker Registration – ApplicationEnter the “Start Date” of the NAFTA TAA or TradeAdjustment Act program. The start date is the “Enrolledin Training” (approval) date.The “End Date” is the WIA Program exit date, which ispopulated by OSMIS. Save the page.21

TAA CASE MANAGEMENT IN OSMISRegistration OSMIS WIAThis is the Program Registration History page.Click on “Select Program” drop down box andselect WIA Program. Follow the prompts andcomplete the “Select Unit” and “Select CaseManager” from the drop down boxes. Then click“Next”.22

TAA Case Management In OSMISTraining Registration OSMIS WIAThis is an example of a completed WIA ProgramRegistration History page.23

TAA Case Management In OSMISProgram Registration – WIA OSMISComplete all required data items on the WIA GeneralInformation page. The trade affected employer should bethe most recent employer listed in the EmploymentInformation section.Completion of this page composes the WIA application.Save the information. OSMIS will take you to the WIA“Eligibility Documentation List.”24

TAA Case Management In OSMISProgram Registration OSMIS WIAAfter saving the Program Registration GeneralInformation page, OSMIS will take you to the EligibilityDocumentation List. Select the calendar or manually enterthe “Date of Verification”, “Verify Status”, and the“Verification Source” for each programs eligibility items.Select a response for “Is the customer eligible?” and then“SAVE” the document. All verification source documentsmust be maintained in the participant’s folder.Note: Completion of the Contact Details, Demographics,Program Details and the Eligibility Documentation List –(Dislocated Worker) constitute a “TAA Bona fideApplication”.25

TAA Case Management In OSMISProgram Registration OSMIS WIAThis is an example of a completed WIA EligibilitySummary page.26

TAA WIA CASE MANAGEMENT IN OSMISAssigning Assisted Core ActivityGo to the Navigation menu and open the “CaseManagement” folder and the “Activities” folders. Click on“Assigned Activities” to access the assisted core registrationtable. Select “Assisted Core” from the activity drop downbox, enter the projected end date, select Pell Grant status,actual start date and select a Service Provider.Note: You must use your local Dislocated Worker funds forthis activity.27

TAA WIA CASE MANAGEMENT IN OSMISSelecting a Service ProviderClick on the “Search Service Provider” (blue) link after theTraining Information block to select the service provideroffering the assigned activity. OSMIS will populate theprovider information on the assigned activity page. Verifythe accuracy of the information on this page, then save thedocument. This page constitutes the WIA registration andnow counts in your local performance. Subsequent changesor corrections should be sent to the Data Change RequestMailbox.28

TAA WIA CASE MANAGEMENT IN OSMISAssigning an Intensive ActivitiesWhen assigning an Intensive activity, enter data in the fields asillustrated in the screenshot above.Note: You must use your local Dislocated Worker fundsfor this activity.29

TAA WIA CASE MANAGEMENT IN OSMISAssigning A Training Activity“The actual training start date is the first day theparticipant attends class and should not reflect anIndividual Training Account (ITA) issuance date”.This page illustrates that the Training activity is fundedwith Trade Adjustment Act (TAA) dollars. The fundingcode has been selected from the “Special Project Code”dropdown box. The available special project funding codeis: 00KY TAA – for TAA30

TAA WIA CASE MANAGEMENT IN OSMISAssigning Activities ITA InformationITA information must be entered when assigning aTraining (Occupational Skill, Customized Training or On the Job Training (OJT)) activity. The ITA amount shouldbe the amount awarded/allocated to the participant for theITA year.Note: The ITA amount should be the amount to beexpended during the ITA year (July 1 through June 30).The remaining amount can be entered on a second ITADetails page for the subsequent year (i.e. ITA year 2006and ITA year 2007). Document in the case notes the ITAtotal amount approved for training related costs.31

TAA WIA CASE MANAGEMENT IN OSMISAssigning ActivitiesThis illustration is a summary of the activities provided andhow they were funded.32

TAA WIA CASE MANAGEMENT IN OSMISProviding Supportive ServicesThis illustration is a Counseling Supportive Service fundedwith Dislocated Worker (DW) local funds.33

TAA Case Management In OSMISClosing The Training ActivityGo to the Navigation Menu and select the “Activity Summary”link to close a training activity. Select the “Edit” link for theOccupational Skills Training activity. Enter the activitycompletion status from the drop down menu and enter thetraining activity actual end date.34

TAA Case Management In OSMISJob PlacementOn the Navigation Menu select the “Job Placement” link todisplay the Job Placement Details screen. Click on “Add”to enter Employer and Job Placement information.Enter the employer’s name in the “Employer name startswith” field and click “Search” to access employerinformation.35

TAA Case Management In OSMISJob PlacementClick on the “Employer’s Name” on the ‘EmployerSearch Results’ page.Enter details about the placement job in the mandatoryfields.36

TAA Case Management In OSMISJob PlacementJob Placement is recorded in the OSMIS CaseHistory.37

TAA Case Management In OSMISClosing Assisted Core and Intensive ActivitiesGo to the Navigation Menu and select the “ActivitySummary” link to close the Assisted Core and Intensiveactivities. Select the “Edit” link for each activity, and enterthe activity completion status from the drop down menu.38

TAA Case Management In OSMISTAA Training CompletionGo to the Navigation Menu and select the “ActivitySummary” link to close a training activity. Select the“Edit” link for the Occupational Skills Training activity.Enter the actual classroom hours completed (i.e. total hoursaccording to attendance records). Also, enter the trainingactivity “Actual End Date”.39