Entering an Incumbent Worker (WIA Adult Formula Funds) into EKOS

1. Entering an Incumbent Worker (WIA Adult Formula Funds) into EKOS Instructions online at: http://www.ekcep.org/IncWrkEKOS.html

2. 1. Enter the customer’s name, SSN, birth date, address, etc. as you would when enrolling any customer funded by the WIA Adult program.

5. REMEMBER: ALL GREEN DOTTED FIELDS MUST BE FILLED IN COMPLETELY OR EKOS WILL NOT SAVE THE RECORD!

6. 2. Add an Incumbent Worker activity for the customer. Follow these steps:A. Click on the “Customer Detail” module.B. Click on the “Activity” button at the bottom of the page.C. When the box appears, click on “State Specific.”  D. Click on “Other Services.”E. Scroll down and click on “Incumbent Worker.”F. Click the “OK” button. C D E F B

7. 3. Identify the customer as an incumbent worker in the comprehensive assessment. Follow these steps:  A. Click on the “Comprehensive Assessment” button at the bottom of the page. B. Click on the “Employment” tab.C. Type in a note under “Job Keeping Skills” that identifies the customer as an incumbent worker.    Example: “Joe is an incumbent worker. He is training to upgrade his skills.” B Joe is an incumbent worker. He is training to upgrade his skills. C

8. 4. Attach the customer to the agency. Follow these steps:     A. Click on the “Services” module.B. Click on the “Agency Information” tab.C. Click the “New Agency” button at the bottom of the page.D. Select “Department for Training and Reemployment.” E. Fill in the customer’s intake date. F. Fill in the customer’s enrollment date.G. Click the “Save” button at the bottom of the page. D F E B C G

9. 5. Attach the customer to the achievement objective. Follow these steps:     A. Click on the “Achievement Objective” tab. B. Fill in the goal justification. C. Click on the “New Objective” button at the bottom of the page. D. Fill in the achievement objective. E. Fill in the dates. F. Click the “Save” button at the bottom of the page. A B To improve skills, retain employment and increase wages. Complete pole climbing training and receive certificate D E Complete pole climbing training and receive certificate. C F

10. STOP This is your last chance to check everything that you’ve entered into EKOS. The next step will lock all the information into the snapshot. Please make any needed changes to the record now before proceeding.

11. 6. Enroll the customer into assessment. Follow these steps:A. Click on the “Services” tab.B. Click on the “New Service” button at the bottom of the pageC. Under “Provider Information,” type in “EKCEP One Stop” in the “Provider Name” blank. D. Find the service “Assessment” on the list, and click on it. E. Click on the “Schedule” button at the bottom of the page.F. Type in the dates.G. Next to “Program Service Type,” click on “Intensive.”H. Next to “Achv. Objective,” open the drop-down box and click on the achievement objective.    I. Next to “Program,” open the drop-down box and click on “WIA Adult.” J. Click on the “Save” button at the bottom of the page.K. Next to “Total Funding” (on the right side of screen), type in “$1.00” and click on the “Add” button.L. In the box that opens, click on “WIA Adult.”  M. Next to “Obligated Amount,” type in “$1.00” and click the “OK” button.N. Click the “Save” button at the bottom of screen. L C A M F D Assessment-07 E G Intensive H K I Assessment- 07 B J N

12. NOTE: You will complete the customer out of assessment at the end of the quarter in which he/she completes training.To complete a service:A. Click in the box for Actual End Date and type in the date.B. Use the drop down box for completed and choose “yes” for successful completion or “no” for unsuccessful.C. Save A Intensive B Assessment- 07 C

13. 7. Enroll the customer into the incumbent worker service. Follow these steps:A. Click on the “New Service” button at the bottom of the pageB. Under “Provider Information,” type in “EKCEP One Stop” next to “Provider Name.” C. Find the service “Incumbent Worker” on the list and click on it.D. Click on the “Schedule” button at the bottom of the page.   E. Type in the dates. F. Next to “Program Service Type,” click on “Non-ITA Training.”G. Next to “Achv. Objective,” open the drop-down box and click on the achievement objective.    H. Next to “Program,” open the drop-down box and click on “Incumbent Worker Waiver.” I. Click on the “Save” button at the bottom of the page.J. Next to “Total Funding” (on the right side of screen), type in “$1.00” and click on the “Add” button.K. On the box that opens, click on “WIA Adult.”L. Next to “Obligated Amount.” type in “$1.00” and click on the “OK” button.M. Click on the “Save” button at the bottom of the page.(Continued) B K L E C Incumbent Workers D F Non-ITA Training G Incumbent Worker Waiver J H Incumbent Workers A I M

14. N N. Click on the “Comments” tab.O. Click on the “Post a Note” button.P. Type in your case notes. Type in your case notes here. P O Remember To Always Save Before Leaving A Page!

15. NOTE: You will complete the customer out of the Incumbent Worker service when he/she finishes the training. To complete a service:A. Click in the box for Actual End Date and type in the date.B. Use the drop down box for completed and choose “yes” for successful completion or “no” for unsuccessful.C. Save A Non-ITA Training B Incumbent Worker Waiver Incumbent Workers C

16. YOU HAVE SUCCESSFULLY ENTERED AN INCUMBENT WORKER FUNDED BY WIA ADULT FORMULA FUNDS INTO EKOS!

17. Here’s Your Candy!

18. Entering an Incumbent Worker (Non-Formula Funds) into EKOS Instructions online at: http://www.ekcep.org/IncWrkEKOS.html

19. 1. Enter the customer’s name, SSN, birth date, address, etc. as you would when enrolling any customer funded by the WIA Adult program.

22. REMEMBER: ALL GREEN DOTTED FIELDS MUST BE FILLED IN COMPLETELY OR EKOS WILL NOT SAVE THE RECORD!

23. 2. Add an Incumbent Worker activity for the customer. Follow these steps:A. Click on the “Customer Detail” module.B. Click on the “Activity” button at the bottom of the page.C. When the box appears, click on “State Specific.”  D. Click on “Other Services.”E. Scroll down and click on “Incumbent Worker.”F. Click the “OK” button. C D E F B

24. 3. Identify the customer as an incumbent worker in the comprehensive assessment. Follow these steps:  A. Click on the “Comprehensive Assessment” button at the bottom of the page. B. Click on the “Employment” tab.C. Type in a note under “Job Keeping Skills” that identifies the customer as an incumbent worker.    Example: “Joe is an incumbent worker. He is training to upgrade his skills.” B Joe is an incumbent worker. He is training to upgrade his skills. C

25. 4. Attach the customer to the agency. Follow these steps:     A. Click on the “Services” module.B. Click on the “Agency Information” tab.C. Click the “New Agency” button at the bottom of the page.D. Select “Department for Training and Reemployment.” E. Fill in the customer’s intake date. F. Fill in the customer’s enrollment date.G. Click the “Save” button at the bottom of the page. D F E B C G

26. 5. Attach the customer to the achievement objective. Follow these steps:     A. Click on the “Achievement Objective” tab. B. Fill in the goal justification. C. Click on the “New Objective” button at the bottom of the page. D. Fill in the achievement objective. E. Fill in the dates. F. Click the “Save” button at the bottom of the page. A B To improve skills, retain employment and increase wages. Complete pole climbing training and receive certificate D E Complete pole climbing training and receive certificate. C F

27. STOP This is your last chance to check everything that you’ve entered into EKOS. The next step will lock all the information into the snapshot. Please make any needed changes to the record now before proceeding.

28. 6. Enroll the customer into case management. Follow these steps:A. Click on the “Services” tab.B. Click on the “New Service” button at the bottom of the page.C. Under “Provider Information,” type in “EKCEP One Stop” next to “Provider Name.”D. Find the service “Case Management” on the list and click on it.E. Click on the “Schedule” button at the bottom of the page.F. Type in the dates. G. Next to “Program Service Type,” click on “Intensive.”H. Next to “Achv. Objective,” open the drop-down box and click on the achievement objective.    I. Next to “Program,” open the drop-down box and click on “Incumbent Worker Waiver.”  J. Click the “Save” button at the bottom of the pageK. Next to “Total Funding” (on the right side of screen), type in “$1.00” and click on the “Add” button.L. In the box that opens, click on “WIA Adult.”M. Next to “Obligated Amount,” type in “$1.00” and click on the “OK” button.N. Click on the “Save” button at the bottom (Continued) A C L M F D Case Management-40 E G Intensive H Incumbent Worker Waiver K I Case Management-40 B J N

29. O O. Click on the “Comments” tab. P. Click on the “Post a Note” button.Q. Type in your case notes. Type in your case notes here. Q P Remember To Always Save Before Leaving A Page!

30. NOTE: You will complete the customer out of the case management service at the end of the quarter in which he/she completes the training. To complete a service:A. Click in the box for Actual End Date and type in the date.B. Use the drop down box for completed and choose “yes” for successful completion or “no” for unsuccessful.C. Save A Intensive B Incumbent Worker Waiver Case Management-40 C

31. YOU HAVE SUCCESSFULLY ENTERED AN INCUMBENT WORKER FUNDED BY NON- FORMULA FUNDS INTO EKOS!

32. Here’s Your Chocolate!