MANAGING EMPLOYER REGISTRATIONS AND SERVICES IN OSMIS

1. MANAGING EMPLOYER REGISTRATIONS AND SERVICES IN OSMIS ONE-STOP MANAGEMENT INFORMATION SYSTEM (OSMIS)

2. OBJECTIVE: • TO PROVIDE GUIDANCE AND CLARIFICATION TO ONE–STOP STAFF OF THE PROCEDURES FOR REGISTERING, PROVIDING AND RECORDING SERVICES TO EMPLOYERS FROM THE ONE-STOP PERSPECTIVE . *EMPLOYER SELF-SERVICE MODULE ALSO AVAILABLE

3. EMPLOYER REGISTRATION • EMPLOYER MAY CONTACT ONE-STOP STAFF FOR REGISTRATION AND SERVICES. • EMPLOYER MAY CHOSE TO REGISTER AND OBTAIN SERVICES USING THE SELF-SERVICE FEATURE. • EMPLOYERS MAY REGISTER BY CHOSING A COMBINATION OF BOTH “A” AND “B” ABOVE.

4. REGISTERING AN EMPLOYER • AN EMPLOYER MUST BE REGISTERED BEFORE ANY SERVICES, (INCLUDING JOB ORDER LISTINGS ) MAY BE ENTERED INTO OSMIS. • THE EMPLOYER REGISTRATION CONSISTS OF ONE PAGE WITH 18 MANDATORY FIELDS (19 IF E-MAIL IS CHOSEN AS THE PREFERRED MODE OF CORRESPONDENCE). • THE ASTERISK (*) INDICATES A MANDATORY FIELD.

5. REGISTERING AN EMPLOYER – OS STAFF • CHECK FIRST TO SEE IF A REGISTRATION EXISTS. FROM THE NAVIGATION MENU, SEARCH FOR THE EMPLOYER BY SELECTING: • REGISTER….EMPLOYER….EDIT • Allows user to enter search criteria and view employers, regardless of status (Approved or pending approval). OR • SELECT EMPLOYER – • Allows user to view only employer registrations that are approved.

6. NEW EMPLOYER REGISTRATION TO ENTER A NEW REGISTRATION, FROM THE NAVIGATION MENU , SELECT: • REGISTER….EMPLOYER…..NEW • ENTER ALL APPLICABLE INFORMATION AND CLICK “SAVE”. • EMPLOYER WILL RECEIVE A NOTIFICATION CONFIRMING REGISTRATION, IF THE EMPLOYER HAS CHOSEN PREFERRED MODE OF CORRESPONDENCE AS E-MAIL.

7. EMPLOYER REGISTRATION UNIQUE IDENTIFYERS FOR THE EMPLOYER REGISTRATION • PHONE NUMBER • USER ID NO TWO EMPLOYERS MAY HAVE THE SAME PHONE NUMBER AND/OR USER ID.

8. EDIT EMPLOYER REGISTRATION THIS LINK HAS TWO PURPOSES • To edit the employer’s registration details • To create/add a new location for an employer

9. EDIT EMPLOYER REGISTRATION TO EDIT A REGISTRATION, FROM THE NAVIGATION MENU, SELECT: • REGISTER…..EMPLOYER…..EDIT • EDIT APPLICABLE INFORMATION AND CLICK “SAVE”

10. NEW LOCATION • A NEW PRIMARY PHONE NUMBER AND USER ID MUST BE PROVIDED FOR EACH NEW LOCATION. THIS ALLOWS FOR EACH LOCATION TO HAVE ITS OWN UNIQUE ‘ACCOUNT’. • TO SAVE AN EXISTING REGISTRATION AS A NEW LOCATION, ENTER APPLICABLE INFORMATION AND CLICK “SAVE AS NEW LOCATION”

11. APPROVE/REJECT REGISTRATION • TO APPROVE OR REJECT A REGISTRATION, FROM THE NAVIGATION MENU, SELECT: • REGISTER…..EMPLOYER…..APPROVE • SELECT DESIRED EMPLOYER AND CLICK “APPROVE REGISTRATION” OR “REJECT REGISTRATION” AS APPROPRIATE REJECTED REGISTRATIONS CANNOT BE RETRIEVED

12. REGISTRATION APPROVAL/REJECTION • NO APPROVAL IS NECESSARY FOR REGISTRATIONS CREATED OR EDITED BY ONE-STOP STAFF (OSS) • IF THE EMPLOYER SELF-REGISTERS OR EDITS AN EXISTING REGISTRATION, THE REGISTRATION IS UNDER REVIEW AND MUST BE APPROVED BY OSS. • ANY STAFF, STATEWIDE, MAY APPROVE/REJECT A REGISTRATION.

13. REJECTED EMPLOYER • A NEW REGISTRATION MAY BE REJECTED BY OSS. REJECTING A REGISTRATION DELETES IT FROM THE SYSTEM. • THE EMPLOYER RECEIVES A MESSAGE VIA E-MAIL WHEN THE REGISTRATION HAS BEEN REJECTED. THIS OCCURS ONLY WHEN THE EMPLOYER SELECTED THE PREFERRED MODE OF CORRESPONDENCE AS E-MAIL. • AN EMPLOYER CANNOT LOG INTO THE SYSTEM UNTIL A REGISTRATION IS APPROVED BY OSS.

14. EMPLOYER SEARCH TO SEARCH FOR AN EMPLOYER, FROM THE NAVIGATION MENU, SELECT • REGISTER….EMPLOYER….EDIT • Allows user to enter search criteria and view employers, regardless of status (Approved and pending approval). OR • SELECT EMPLOYER – • Select employer allows user to view only employer registrations that are approved

15. CREATE JOB ORDER • SELECT THE EMPLOYER FOR WHOM THE JOB ORDER WILL BE CREATED • FROM THE NAVIGATION MENU, SELECT: EMPLOYER SERVICES CREATE JOB ORDER • ENTER ALL APPLICABLE INFORMATION AND “SAVE”

16. REJECT A JOB ORDER • SELECT THE EMPLOYER FOR WHOM THE JOB ORDER WILL BE REJECTED • GO TO LIST OF JOB ORDERS FOR SELECTED EMPLOYER. CLICK ON THE ORDER NUMBER OF THE JOB ORDER TO BE REJECTED • SELECT REJECTED FROM THE BOTTOM OF THE PAGE • A REJECTED JOB ORDER CANNOT BE RETRIEVED.

17. JOB ORDER FORM • THE JOB ORDER CONSISTS OF 5 PAGES. (*) INDICATES MANDATORY FIELD. • WHEN A CHANGE IS MADE TO THE JOB ORDER, IT IS NECESSARY TO GO TO PAGE FIVE AND CLICK “SAVE”

18. JOB ORDER ENTRY • AN ENCIRCLED RED “C” NEXT TO A JOB ORDER FIELD INDICATES THAT THE EMPLOYER HAS MADE A CHANGE TO THAT FIELD. • IF ZERO IS ENTERED FOR MINIMUM EXPERIENCE REQUIRED, THE JOB ORDER WILL DISPLAY TO ALL JOB SEEKERS. • IF AFFIFMATIVE ACTION IS SELECTED, THE JOB ORDER WILL SUPPRESS (NOT DISPLAY TO THE PUBLIC)

19. JOB ORDER FUNCTIONS • CREATE, DUPLICATE, DELETE • CREATE TO ENTER A NEW JOB ORDER • DUPLICATE TO MAKE AN EXACT COPY OF AN EXISTING JOB ORDER • DELETE TO DELETE JOB ORDERS WITH NO REFERRALS. THE DELETE OPTION IS UNAVAILABLE IF AT LEAST ONE REFERRAL HAS BEEN ENTERED.

20. JOB ORDER FUNCTIONS • REOPEN, CLOSE, HOLD, EDIT • REPOPEN TO OPEN A CLOSED JOB ORDER • CLOSE TO CLOSE A JOB ORDER IN ANY STATUS – OPEN, CLOSED, REFERRAL HOLD • HOLD TO REMOVE A JOB ORDER FROM ACTIVE STATUS WITHOUT CLOSING IT • EDIT – TO VIEW AN EXISTING JOB ORDER AND/OR TO MAKE CHANGES TO AN EXISTING JOB ORDER. • CREATE PDF • IF THIS FUNCTION IS AVAILABLE TO USER, A PDF FILE MAY BE CREATED

21. JOB ORDER FUNCTIONS • NOTES • WIA NOTES ARE VIEWABLE, BUT MAY NOT BE DELETED. • THERE ARE NO W-P AUTO-GENERATED NOTES. • CHANGES TO NOTES & DELETIONS MAY BE MADE BY ORIGINATOR WITHIN 48 HOURS. OSS MAY CHANGE ONLY NOTES HE/SHE ORIGINATED. • OSS MAY ADD-ON A NOTE TO AN ORIGINATOR’S NOTE.

22. 5 WAYS TO CLOSE AN ORDER • Fully Placed • Fully Referred • Close Date Passes • OSS – Manually Closes the Job Order • Employer Closes the Job Order

23. O*NET • Searches on the exact O’NET code • Searches on the first six digits of the similar O’NET codes • Searches on the first six digits of the related O’NET codes.

24. MANAGE SERVICES • ALL SERVICES PROVIDED TO EMPLOYERS MAY BE RECORDED IN OSMIS. • TO RECORD SERVICES: MAKE SURE THE EMPLOYER OF CHOICE IS SELECTED • SELECT EMPLOYER SERVICES • SELECT MANAGE SERVICES • AT BOTTOM OF PAGE, ENTER SERVICE INFORMATION AND PRESS ENTER

25. SATISFACTION SURVEY • A NEW SATISFACTION SURVEY MAY BE COMPLETED BY OSS OR BY THE CUSTOMER • SURVEYS MAY BE VIEWED • CHRONOLOGICALLY –THE MOST RECENT SURVEY. • ALPHABETICALLY –THE MOST RECENT SURVEY.

26. OSMIS RESOURCES • OSMIS TRAINING PRESENTATIONS http://www.floridajobs.org/partsvcs.htm AGENCY FOR WORKFORCE INNOVATION HTTP://WWW.FLORIDAJOBS.ORG