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Prepared by: Workforce Enterprise Services

Detailed instructions for entering Employer Customer records on the Illinois Workforce Development System (IWDS), including steps for adding new employers and existing employer information. Learn how to record Service Episodes and ensure accurate data entry on IWDS.

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Prepared by: Workforce Enterprise Services

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  1. ENTRY OF EMPLOYER CUSTOMER RECORDS ON THE ILLINIOIS WORKFORCE DEVELOPMENT SYSTEM Prepared by: Workforce Enterprise Services For: The Illinois Department of Commerce and Economic Opportunity Bureau of Workforce Development

  2. TABLE OF CONTENTS

  3. GENERAL INSTRUCTIONS • There are many ways in which Employer Customer Information can be entered onto the Illinois Workforce Development System (IWDS). These instructions provide examples of data entry starting at two different process points. Two examples are given for entering information for a new employer and one example is given for an existing employer. The process points are Add Entity and Search Location. • IWDS introduces the concept of Service Episodes as the formal mechanism for recording services to employers. All Local Workforce Areas in Illinois are required to record their services to employers onto IWDS. These employers become part of the pool sampled for Employer Customer Satisfaction as part of the Performance Management System. • Information about Employer Customer Service Episodes should be recorded on IWDS as soon as they have been completed. If information about a Service Episode is held for entry at a later date, there is a possibility that it will be excluded from the sampling process. • In general there are three components of an employer record that must be entered on IWDS before a Service Episode can be entered on IWDS. These components are as follows: • Entry of the Entity Record • Entry of the Location Record • Entry of a Primary Contact (i)

  4. ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE ADD ENTITY SCREEN Slide 1

  5. CLICK HERE Slide 2 From the Staff Menu under Entity Information click Add Entity. This will take you to the Add Entity Screen.

  6. AGENCY TYPES Slide 3 At the Add Entity Screen enter Entity Name, FEIN or SSN and Agency Type which for Employer Services is usually Business. This slide shows the dropdown for Agency Type.

  7. CLICK HERE Slide 4 Once you have entered all required and all applicable/available information click Next at the bottom of the screen. This will take you to the Add Location Screen.

  8. EMPLOYER NAME & FEIN Slide 5 You will be taken to a blank screen showing the Employer Name and FEIN above the form.

  9. CLICK HERE Slide 6 At this screen type in Business Name in the Location Name space. (If the name is different from the Entity Name as in the example then the location name should reflect this difference). Also enter the Address, City, State, Zip Code, County, Phone Number and Business Function. Remember the comments section is viewable by the general public. When finished click next.

  10. CLICK HERE Slide 7 You will be brought to the List Contacts Screen. Because this is a new employer there should be zero contacts listed. Click on Add Contact.

  11. Slide 8 You will be brought to a blank screen called Search Contacts.

  12. FILL IN ONLY ENTITY NAME Slide 9 At the Search Contacts Screen fill in only the Entity Name or part of it. This will assure that you see all potential contacts already associated with this employer.

  13. NO DATA CLICK HERE Slide 10 If no contacts are listed for your employer the yellow box at the top of the screen will indicate this with a message that states No data meets your criteria. Click on the Add Contact button to move to the next screen.

  14. Slide 11 Some information will carry forward onto this screen.

  15. ADD CONTACT INFORMATION WHEN INFORMATION IS COMPLETE CLICK HERE Slide 12 The rest of the required fields such as First and Last Name must be added. When all information has been entered click on Save and Return.

  16. CLICK HERE Slide 13 You will then see the contact name appear under List Contacts. From the side rail under Provider Management click on List Locations.

  17. CLICK HERE Slide 14 At the List Locations Screen you will see the Employer Entity that you have entered. Next to the employer’s name click on view. This will take you to the Maintain Location Screen.

  18. CLICK HERE Slide 15 At the bottom of the Maintain Location Screen click on List Service Episodes. This will take you to the Provider Management Service Episodes list.

  19. CLICK HERE Slide 16 For a new employerthe Service Episodes list will be blank. Click on Add Service Episode at the top or bottom of the screen. You will be taken to the Provider Management – Add Service Episode screen.

  20. SERVICE TYPE DROPDOWN Slide 17 At the Provider Management Add Service Episode Screen you will be given a blank form. This screen shows the dropdown choices for Services.

  21. CLICK HERE Slide 18 Fill in the required information and click either Save and Return or Save Add Another. Once you have clicked on Save and Return you will be taken to the Provider Management Service Episode List.

  22. Slide 19 You have now entered an Employer Service Episode. The employer will become part of the pool of potential employers to be surveyed as part of the Employer Customer Satisfaction process.

  23. ENTRY OF NEW EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slide 20

  24. CLICK HERE Slide 21 From the staff menu under Entity Information click on Search Locations. This will take you to the Search Locations Screen

  25. Slide 22 You will be taken to a blank screen called Search Locations

  26. TYPE IN ENTITY NAME Slide 23 Enter the Entity Name or partial entity name and click on search.

  27. NO DATA CLICK HERE Slide 24 If no employers match your search criteria, the yellow box at the top of the screen will indicate this with a message that states “No data meets your criteria”. Click on the Add Location button to move to the next screen.

  28. Slide 25 You will be taken to a blank Search Entity Screen. There are two ways to search for an entity. The next two slides illustrate this.

  29. ENTER ENTITY NAME CLICK HERE Slide 26 The first is to search by Entity Name or partial Entity Name. Enter Entity Name and click on Search.

  30. ADD FEIN NUMBER CLICK HERE Slide 27 The second is search by FEIN. Type in the FEIN number and click on Search.

  31. NO DATA CLICK HERE Slide 28 If no entities match your search criteria a message indicating such will appear in the yellow box at the top of the page. Click on Add Entity.

  32. ENTER ENTITY INFORMATION CLICK HERE Slide 29 Fill in required information and any other applicable or available information and click on next.

  33. Slide 30 You will be brought to a blank Add Location Screen.

  34. CLICK HERE Slide 31 Fill in required information and any other applicable or available information and click on next. You will be brought to the List Contacts Screen.

  35. CLICK HERE Slide 32 For new employers this list will be blank. Click on Add Contact.

  36. Slide 33 You will be taken to a blank Search Contacts screen.

  37. ENTER LAST NAME CLICK HERE Slide 34 Type in the person’s last name and click on search.

  38. NO DATA Slide 35 For new employers and new contacts the search results will indicate that no data was found meeting your criteria. Click on Add Contact.

  39. Slide 36 You will be brought to the Add Contact Screen which will be populated with some previously entered information.

  40. ENTER CONTACT INFORMATION CLICK HERE Slide 37 Complete the required and any other applicable or available information and click on either Save and Return or Save Add Another.

  41. CLICK HERE Slide 38 Your contact will now appear on the list. From the side rail click on List Locations. You will be taken to the List Locations Screen.

  42. CLICK HERE Slide 39 At the List Locations Screen click on view next to your employer. You will be taken to the Maintain Locations Screen.

  43. CLICK HERE Slide 40 At the Maintain Location Screen click on List Service Episodes.

  44. CLICK HERE Slide 41 You will be taken to the Provider Management – Service Episodes Screen. Click on Add Service Episode.

  45. Slide 42 You will be brought to a blank Add Service Episode Screen.

  46. SERVICE TYPE DROPDOWN Slide 43 At the Provider Management Add Service Episode Screen pick the appropriate service type from the dropdown list.

  47. CLICK HERE Slide 44 Fill in the required information and any comments that help explain the service then click on Save and Return or Save Add Another. Once you have clicked Save and Return you will be taken to the Provider Management Service Episode List.

  48. Slide 45 You have now entered an Employer Service Episode. The Employer will become part of the pool of potential employers to be surveyed as part of the Employer Customer Satisfaction process.

  49. ENTRY OF EXISTING EMPLOYER CUSTOMER SERVICE STARTING AT THE SEARCH LOCATIONS SCREEN Slide 46

  50. CLICK HERE Slide 47 From the Staff Menu under Entity Information click Search Locations. This will take you to the Search Locations Screen.

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