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Comprehensive Guide to IWDS and TRAC Transition

Learn the key differences between IWDS and TRAC systems, understand eligibility considerations, customer information management, service records, and reports. Get insights into the transition process from TRAC to IWDS in the workforce development system.

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Comprehensive Guide to IWDS and TRAC Transition

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  1. System Overview Chapter 1

  2. Objectives • Understand WIA Terminology • Understand Overall Schematic • Understand basic differences between IWDS and TRAC • Be aware of technical recommendations for new system • Learn how to Logon to system • Learn how to Navigate in the system

  3. Terminology • Workforce Investment Act (WIA) • Local Workforce Area (LWA) • Statutory Program • Title • Employment and Training Center (IETC) • Customer • Application • Eligibility Category • Certification Process

  4. Statutory Programs • WIA • 1A – Adult • 1D – Dislocated Worker • 1S – State Reserve – Dislocated Worker • 1N – National Reserve – Dislocated Worker • 1Y – Youth • Welfare to Work • TAA • Other

  5. Architectural Overview for TRAC LWA Primary Sites Point to Point Network TRAC System DCEO Oracle Server Windows Based 26 Oracle Servers TRAC System

  6. Web Server Internet WebSphere Java DB2 UDB OS/390 Web-based Illinois Workforce Development SystemWindows IE 5.1 IWDS Application Server for the State Architectural Overview for IWDS LWA Primary Sites & Satellites

  7. TRAC vs. IWDS (1 of 9) • Functionality that remains the same • Business Process • Performance Management Reports

  8. TRAC vs. IWDS (2 of 9) • Functionality that remains the same • Time frames • Case managers must still certify a customer’s eligibility within 30 days of the application • Customers who have been certified for programs that have eligibility based on welfare or income recipiency (i.e., 1A Adult Low Income, 1Y Youth, Welfare-to-Work) must be enrolled within 45 days of their eligibility certification date • Need to Exit a customer within 90 days after services are completed

  9. TRAC vs. IWDS (3 of 9) • Functionality that remains the same • Eligibility considerations • Eligibility related data is locked when a program/title is certified • Case managers can generate an eligibility evaluation for every title/subprogram for which eligibility is calculated • Exiting • Customers are exited from a statutory program, not a title

  10. TRAC vs. IWDS (4 of 9) • Functionality that changes • Each application can be used for only one statutory program (e.g. WIA, WTW, TAA) • If a customer has been enrolled in multiple programs in TRAC, he/she will have multiple applications in IWDS • If you wish to serve a new customer in the IWDS system in multiple programs, you must create one application for each program.

  11. TRAC vs. IWDS (5 of 9) • Functionality that changes • Customer Key • TRAC - key is based on social security number, application date and LWA • IWDS – key is system generated and NOT based on social security number • Care must be taken not to create two customers with the same social security number • The system provides a warning if two customers have the same social security number

  12. TRAC vs. IWDS (6 of 9) • Functionality that changes • Customer Information • Details are captured (archived) when an application is certified • If modified at a later date, the new information is available for future applications • State-wide Customer data is available • Assessment Information • May be entered, but no longer required

  13. TRAC vs. IWDS (7 of 9) • Functionality that changes • Guided application Process • Provided for WIA, WTW, and TAA programs • Only prompts a case manager for information that is required or relevant for the selected title or eligibility category • This is the recommended method to create customer information and applications

  14. TRAC vs. IWDS (8 of 9) • Functionality that changes • Service Records • No individual service strategy in IWDS. Service records are created as needed from the Services menu • Have to enter a goal for a youth before enrolling them in a service • Can add supportive and other follow-up services up to a year after customer has been exited in certain circumstances • No longer require entry of a fund source for each funding period (formula grants 1A, 1D, or 1Y), only the initial grant number needs to be provided • Service records only contain a single funding line. A new service record will have to be created each time the fund source (grant) associated with the activity changes.

  15. TRAC vs. IWDS (9 of 9) • Functionality that changes • Reports • In TRAC the search criteria for a report can be saved, it is specified each time in IWDS • In TRAC the user would see all or none of the reports. In IWDS, the user will be authorized to view packages of reports. • The IWDS reports are displayed with Adobe Acrobat Reader and can be saved to disk or printed

  16. IWDS Phase 1 • Conversion from TRAC • Registration and Eligibility Determination • Service Tracking / Case Notes • Assessment Information • Performance Management Goals/Outcomes • Role and Rights Security Management • Exit and Post Program Data Capture • Reporting • Bridge Programs (Extracts TRAC --> IWDS) • Copy relevant information to IWDS

  17. Technical Specifications – Hardware Recommendations • Pentium III/IV or compatible processor at 1Ghz or more • 256 MB of memory (minimum), 512 MB recommended • 30 GB or larger hard drive • Video card & monitor capable of displaying 800x600 or higher resolution • Ethernet Card • High Speed Internet connection for best response

  18. Technical Specifications – Operating Systems • Windows XP Pro • Windows 2000 SP3, Professional Edition • Windows 2000 SP3 • Windows NT4 Workstation, SP6a • Windows NT4 Server SP6a • Windows 98 SE • Windows ME • Mac OS 9 and 10.1.5 (Web browser support only)

  19. Technical Specifications – Web Browsers • IE 6.0 (Windows) • IE 5.5 SP2 (Windows) • Netscape 6.2.3 • IE 5.0 on OS9 or OS X’s Classic Mode (Macintosh)

  20. Technical Specifications – Additional Software • Adobe Acrobat Reader 5.0 or higher • Download it for free at this site:http://www.adobe.com/products/acrobat/readstep2.html

  21. Internet Explorer Options Click on to change settings

  22. Internet Explorer Options

  23. Internet Explorer Options Uncheck Box

  24. Internet Explorer Options Uncheck Box

  25. Illinois Workforce Development System

  26. Logon

  27. Change Displayed Toolbars

  28. Changed Toolbars

  29. Staff Logon

  30. Password Error

  31. Staff Logon Response Informational Message System Environment Available Options

  32. Staff Menu

  33. Change Password

  34. Summary • Important terminology was defined • This chapter has examined the similarities and differences between the IWDS and TRAC systems • Recommended hardware and software configurations were discussed • The IWDS screen was setup for best viewing results • The logon process was reviewed • Several IWDS screen components were examined

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