Job Participation Rate Search (JPR)
Searches can be accessed via the Control Panel by clicking the 'Searches' hyperlink. This action takes you to the Search Selection page where you can identify which of the available searches you would like to use. Upon selecting a Search, the Selection Criteria page appears where you can identify the specific criteria to include in the search. A Search must include a specific region, county, and unit and other criteria, as chosen by the user. Upon completing the selection criteria for a search, click the 'Search' button to view the results.
Mail Merge Options are accessed at the Search result level when using the following Search options: Participant , Job, Service, Activity, Training, and Sanction Searches. If you have 40 or less records returned, the server can provide a mail merge document. The Search results can also be downloaded into a spreadsheet or a Microsoft merge file can be downloaded.
There are eight types of searches available in OSST. These searches allow the career manager to collect a list of data based on the parameters they enter into the system. The searches available are:
Allows the user to search for blank weeks, weeks updated with zero, or low hours.
Required fields are date range, region, county, and unit.
Allows the user to search for a participant or a list of participants based on specific criteria.
Click the 'update case manager list' to view a list of case managers in the selected region, county and unit.
The Search Results produces a list that includes the following information about each customer:
Customer Name - hyperlink to Case-at-a-glance tab for case
Customer SSN
Case OSST status (Yes = Open or No = Closed)
Customer's Program
FLORIDA Status (Open or Closed)
Welfare Transition Status (EX or MN)
Date of Birth
Sex
Race
First Referral Date
Last Referral Date
Last Termination Date
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) The Search will retrieve only up to 500 records at a time. The data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) The Search will retrieve only up to 500 records at a time. The selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for a customer's placement information or a list of customer placement information based on specific criteria. Entering additional search criteria help to narrow the list on the Search Results.
The Search Results produces a list that includes the following information about each customer:
Customer Name - hyperlink to Case-at-a-glance tab for case
Customer SSN
Customer's Welfare Transition Status (EX or MN)
Customer's R/C/U
Customer's Job Title
The Start Date for the Placement
The End Date for the Placement (if the job is still open, this field will be blank)
The Employer's Name
The Customer's Wage
The number of hours that the customer is working
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) Regardless of the number of records retrieved, the data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) Regardless of the number of records retrieved, the selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for customer service information based on specific criteria. Entering additional search criteria help to narrow the list on the Search Results. The user has the option to generate a list that reflects customers across multiple services. For example, a user could generate a list that shows all customers in a particular R/C/U that are receiving Transitional Childcare or Transitional Transportation. If a customer is receiving both of these services, his/her name will be listed twice on the resulting list.
The Search Results produces a list that includes the following information about each customer:
Customer Name-hyperlink to Case At A Glance tab for case
Customer SSN
If the customer's case is Open in OSST (Yes or No)
Customer's R/C/U
Name of the Service that the customer is receiving
The Service Start Date
The Service End Date (if the service is still open, this field will be blank)
The Service Provider's Name
The Outcome Code for the Service (if the service is still open, this field will be blank)
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) The Search will retrieve only up to 500 records at a time. The data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) The Search will retrieve only up to 500 records at a time. The selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for customer activity information based on specific criteria. The user has the option to generate a list that reflects customers across multiple activities. For example, a user could generate a list that shows all customers in a particular R/C/U that have attended Orientation or Job Club. If a customer has participated in both of these activities, then his/her name will be listed twice on the resulting list.
The Search Results produces a list that includes the following information about each customer:
Customer Name- hyperlink to Case At A Glance tab for case
Customer SSN
If the customer's case is Open in OSST (Yes or No)
Customer's R/C/U
Name of Activity the customer is receiving
The Activity Start Date
The Activity End Date (if the activity is still open, this field will be blank)
The Activity Provider's Name
The Outcome Reason for the Activity (if the activity is still open, this field will be blank)
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) The Search will retrieve only up to 500 records at a time. The data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) The Search will retrieve only up to 500 records at a time. The selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for customer training information based on specific criteria. The user has the option to generate a list that reflects customers across multiple training activities. For example, a user could generate a list that shows all customers in a particular R/C/U that are currently in Adult GED prep training or AS/AA Degree training.
The Search Results produces a list that includes the following information about each customer:
Customer Name- hyperlink to Case At A Glance tab for case
Customer SSN
If the customer's case is Open in OSST (Yes or No)
Customer's R/C/U
Name of the Training that the customer is attending
The Training Start Date
The Training End Date (if the activity is still open, this field will be blank)
The Training Provider's Name
The Outcome Code for the Training (if the training is still open, this field will be blank)
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) The Search will retrieve only up to 500 records at a time. The data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) The Search will retrieve only up to 500 records at a time. The selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for Pre-penalty and Penalties that meet the criteria entered. Pre-penalty specific criteria is entered in the Pre-penalty detail fields. Sanction specific criteria is entered in the Sanction detail fields.
The Search Results produces a list that includes the following information about each customer:
Customer Name- hyperlink to Case At A Glance tab for case
Customer SSN
If the customer's case is Open in OSST (Yes or No)
Customer's R/C/U
Pre-Penalty Outcome
Pre-Penalty Begin Date
Pre-Penalty End Date
Sanction Level
Sanction Begin Date
Sanction End Date
Sanction Outcome
The Search Results includes Mail Merge Options:
1) If less than 40 records were retrieved and the user selects a specific form to be sent, the server will provide a mail merge document for the records listed.
2) The Search will retrieve only up to 500 records at a time. The data can be downloaded as a spreadsheet. This spreadsheet includes the mail merge values.
3) The Search will retrieve only up to 500 records at a time. The selected correspondence template can be downloaded as a Microsoft merge file.
Allows the user to search for records that failed to be passed between databases via the nightly batch interfaces to and from the ODDS and FLORIDA systems. Search criteria includes: batch name, error date, FLORIDA PAS worker id, FLORIDA case number, customer SSN, customer name, error field contents, error message, service code, region, county, unit and resolution status. The table below indicates the error messages that may be encountered on the exception search results and what the user can do to correct the error.
|
|
Error Message |
Description |
Action Required |
|
1 |
Case cannot be added if exempt |
The case indicated will not be added to OSST because the FLORIDA case status is EX. Customers with a status of exempt are not required to participate. |
None, this is informational only. |
|
2 |
Case cannot be added if it has an eligible end date |
If the case is a cash case and there is a TANF eligibility end date, then the case will not be added in OSST.
If the case is a SNAP E&T case and there is a FS eligibility end date, then the case will not added in OSST. |
None, this is informational only. |
|
3 |
Child SSN is missing or invalid |
The customer case that has the child SSN will come over the interface, however the child record will not due to the missing or invalid SSN. |
Contact the PAS to update the child record with the correct SSN and ask them to resend the record. Once the SSN is updated, OSST will accept the child record. |
|
4 |
End Tran Alert already exists |
There is an unconfirmed, End of Transitional Services to-do that the career manager needs to confirm and work. This message is displayed to prevent sending multiple to-dos for the same customer via the interface. |
Confirm the related to-do and work as defined. |
|
5 |
SNAP E&T case not added because participant age out of range ( NON-ABAWD) |
There is an age constraint on SNAP E&T cases. Case will not be added if the participant age is less than 18 and over 49 years of age. |
Verify this is correct, if so, this can be treated as informational only. If an error exists, contact the PAS to inform them of the error and have them update the record and resend. Once complete the record will be added via the interface. |
|
6 |
TANF case not added because participant age out of range |
There is an age constraint on TANF cases. Case will not be added if the participant age is less than 16 and over 60 years of age. |
Verify this is correct, if so, this can be treated as informational only. If an error exists, contact the PAS to inform them of the error and have them to update the record and resend. Once complete the record will be added via the interface. |
|
7 |
SNAP E&T case cannot be added because participant has a child (NON- ABAWD) |
Participant has dependents. SNAP E&T does not service participants with dependents. |
None, this is informational only. |
|
8 |
SNAP status code must be open |
FS status is either Denied, Failed or Pending. SNAP E&T does not accept new records with these statuses. The FS category status must be Open. |
None, this is informational only. |
|
9 |
Participant has transferred from a Non-converted to Converted region |
Case has transferred from a non-converted region to a converted region. |
The OSST career manager should contact the WIS career manager and request an update to the REG-CTY-UNIT fields on the PAR screen. This should be changed to the REG-CTY-UNIT of the OSST unit that should receive the case.
Once this has been completed, this record will come over the interface during the next scheduled weekly conversion (currently processed Saturday evenings). |
|
10 |
Reopen alert already exists |
The career manager assigned to this participant already has a Reopen Case to-do that has not been confirmed. |
Career manager should confirm the to-do and work as defined. |
|
11 |
TANF status code must be open |
The TANF status is either Denied, Failed or Pending. TANF does not accept new cases with these statuses. The TANF category status must be Open. |
None, once the TANF status is Open the case will come over via the interface. |
Correspondence Mail Merge Function
The Mail Merge option is accessible via the Control Panel 'Search' hyperlink, which provides the ability to print one letter for many people at one time.
In order to find the customers you want a letter mailed to, you must perform a search with search parameters. (For example- using the Participant Search, Service Search or Job Search Functions).
After entering search parameters in any of the Search screens, OSST will provide the user with a set of search results. The user can view these results, use the results to navigate to a customer's case, or use the results as a base list for a mail merge.
There is a drop down box on the Search Results page that includes all pre-formatted letters included in OSST. From this drop down box, the user can choose the letter that is to be created for the list of customers.