Table of Contents
Getting Started	6
General Navigation	6
On Line Help	7
Login	7
Change Password	8
OSST Desktop	8
Desktop - Overview	8
To-Dos	13
Work Register a Customer	17
Add Contact Information	17
Add Demographic Information	18
Add Employment Characteristics	19
Work History	19
Selecting an OES Classification	19
Complete Work History	20
Control Panel	20
Control Panel - Overview	20
View Benefit Information	22
Food Stamp Reimbursement Request	22
Budget Planner	23
Case Detail	24
Overview of Case Detail	24
Case Header	25
Career Manager Caseload	30
Caseload - Overview	30
Add New Customer	30
Edit Existing Customer	31
Sort the Caseload	32
Reassign Cases	32
Reassign a Case Manager's Entire Caseload	33
Closing a Case	33
Re-open a Case	34
Supervisor Caseload	34
Supervisor Caseload - Overview	34
Access a Specific Case Manager's Caseload	35
View the Unit Caseload	35
Case at a Glance	35
Contact Information	35
Contact Information - Overview	35
Access Contact Information	36
Edit Secondary Contact Information	36
Demographic Information	36
Demographic Information - Overview	36
Access and Edit Demographic Information	37
Household Member Information	39
Overview of Household Member Information	39
Access Household Information	39
Edit Household Information	40
Individual Responsibility Plan (IRP)	40
Overview of Individual Responsibility Plan (IRP)	40
Select Sections to Include on an IRP	41
Change the Layout of an IRP	41
Printing an IRP	41
Case History	42
Skill Development	42
Service Plan	42
Overview of Service Plan	42
Add a Provider	43
Add a Service Budget Amount for a Customer	43
Add a Supportive Service	43
Sort Service Provider Results	44
Record an Outcome for an Existing Service	44
Job History/Placements	45
Overview of Customer Placement	45
Search for an Employment Provider	45
Sort Employment Provider Results	45
Add or Edit Employer Information	46
Add a Customer Placement Record	46
Perform Placement Follow-up	47
Skill Development Plan	47
Overview of Skill Development Plan	47
Add a Training Provider	48
Add Program Details for a Provider	48
Add a Skill Development Budget Amount for a Customer	48
Add Training	49
Add Activity	50
Sort Training and Activity Provider Results	50
Record an Outcome for an Existing Activity	50
Record an Outcome for Existing Training	51
Job Participation Rate	51
Add Customer Job Participation Rates (JPR)	51
Plan Development	52
Education Detail	52
Overview of Education Details	52
Add/Edit Education Details	52
Add/Edit Previous Training and Certificates	53
Assessment Detail	53
Overview of Assessment Detail	53
Add Assessment Detail for an Internal Administrator	53
Add Assessment Detail for an External Administrator	54
Assessment Outcome	54
Overview of Assessment Outcome	54
Assessment Outcome for the GATB	55
Assessment Outcome for the SDS Form 'E'	55
Assessement Outcome for the SAGE TFA	55
Assessment Outcome for the TABE	55
Using the "Other" Template to Enter Assessment Outcome	56
Needs and Barriers	56
Overview of Needs and Barriers	56
Add Needs/Barriers Details	56
Edit Needs/Barriers Details	57
Goals and Interests	57
Overview of Goals and Interests	57
Add/Edit Personal, Educational, and Optimum Health Goal Details	58
Add/Edit Employment Goal Details	58
Edit Goal Details	59
Steps to Self Sufficiency	59
Overview of Steps to Self Sufficiency	59
Add Steps to Self Sufficiency	59
Alternative Plan	60
Sanctions	60
Sanctions	60
Deferrals	61
Deferrals	61
Enter Physician Information	62
Enter Deferral Follow-Up Information	62
Substance Abuse Mental Health (SAMH)	62
SAMH	62
Supplemental Security Income/Social Security Disability Income (SSI/SSDI)	63
SSI/SSDI	63
Hardships	63
Hardships	63
Reporting	65
Reporting	65
OSST Report Descriptions	66
Searches	74
Searches	74
Correspondence	81
Overview of Correspondence	81
Mail Merge Function	83
Correspondence Triggers	83
Creating and Uploading Local Correspondence	84
Case Notes	87
Case Notes - Overview	87
Add a Case Note	88
FAQs	88
Frequently Asked Questions as of 03/16/2001	88
Hotfixes	92
From 03/05/2001 Through 03/09/2001	92
From 03/12/2001 Through 03/16/2001	92
From 03/19/2001 Through 03/23/2001	92
From 03/26/2001 Through 03/30/2001	93
From 04/02/2001 Through 04/06/2001	93
From 04/09/2001 Through 04/13/2001	94
From 0416/2001 Through 04/20/2001	94
From 04/23/2001 Through 04/27/2001	95
From 4/30/2001 Through 5/4/2001	95
Release 1.1 Notes	96
R1.2 Overview	96
R1.1 Caseload Management	96
R1.1 To Dos	96
R1.1 Benefit Information	97
R1.1 Case Notes	97
R1.1 Case at a Glance	97
Skill Development	97
R1.1 Plan Development	98
R1.1 Alternative Plan	98
R1.1 Reporting	98
R1.1 Correspondence	99
R1.1 Security Maintenance	99
Release 1.2 Notes	99
R1.2 Reports	99
R1.2 FLORIDA Interface	102
R1.2 Security	103
R1.2 Case Header	103
R1.2 Miscellaneous Items	103
Additional Demographic Information	105
R1.2 FLORIDA Site Code	105
R1.2 Reporting	105

Getting Started
General Navigation
Much of the navigating in OSST requires you to click on hyperlinks.  Hyperlinks are easy to spot, since they appear in a different color from the rest of the text, usually blue and always underlined.
 
Browser Tool Bar
Back	Returns you to the previous page.	
Forward	Returns you to a page you have backed up from.	
Home	Takes you to a home page specified in the browser settings.	
Reload or Refresh	Downloads the web page from the server again.	
Stop	Stops the browser from loading the current page.	
Print	Lets you make a hard copy of the current document or active frame loaded in your browser.	
 
While browser tool bar functions are operational in OSST, it is recommended that you use the application navigation buttons in the top right corner to perform common navigation functions.
 
Navigation Buttons
 Home	Returns you to the Login page for OSST.	
Jump	Opens a window to search for a case by Social Security Number.  Search takes you to Case Detail - Case at a Glance tab.	
 Back	Returns you to the previous page.	
 Desk	Returns you to the OSST Desktop.	
 Help	Takes you to the application level help.	
 Note	Opens a window to enter a case note.	
 
Control Panel
 
The Control Panel is located on the left side of the screen.  It expands and collapses, depending on where you are in the system.  
 
The Control Panel should be used as much as possible to move to different screens within the system.  For most functions, it is much quicker to use the links on the Control Panel than it is to use a function such as the 'Back' button.  For more information , see Control Panel.  

 
Common Features
 
x	* Red asterisks on a given page signify fields that must be completed before continuing on to another page.  These fields are required.
 
x	Red question marks are Help bubbles that provide point-of need help is available when clicked. 
 
x	 button: Stores any changes that have been made to the information on a page since the last time the 'Save' button was clicked.
 
x	 button: Clears any changes that have been entered since the last time the 'Save' button was clicked. 
 
x	  button: Allows you to get out of the current page and not store any of the informational changes that have been made. 
 
x	  button: Allows you to view information according to a specific parameter.
 
x	 button: Allows you to input new information that is not currently in the system.
 
x	  button: Allows you to make changes to information that is currently in the system.
 
x	 button: Allows you to search for information based on specific search parameters.
On Line Help
OSST provides you with four levels of help.  They are: 
 
x	Field Level Help: Help at the individual field level. Many fields have  (help bubbles) next to them.  You can click the help bubble and read the associated text at the top of the page to gain a better understanding of the intent and requirements of a field. 
x	Application Level Help: Help at the page level.  You can click the  (help icon) at the top right of any page in the application to navigate to application level help.  You can then search on a specific topic to read the associated help text.  
 
x	Policy Level Help: Guidance provided by state policies.  These policies are currently found on the Workforce Florida Inc. website.  You can click on a link within the application level help text to navigate to the related policy on Workforce Florida's site. 
 
x	Wizards:  OSST also includes several wizards to help guide you through business functions.  The system includes the following wizards: Resume, Close Case, Personal Budget, Work Registration, Management Reports, Individual Responsibility Plan, Correspondence and the Penalty process.
Login
If you do not currently have a user id and password for OSST, or if you have forgotten your user id and password, it will be necessary to contact your Regional Security Officer.
 
Step	Action	
1	Login to OSST at: https://www.myfloridajobs.com/casetracking/.  Your user id and password can be requested by contacting your current Regional Security Officer.	
2	Enter your User ID and Password	
3	Click Login	

Change Password
You will find the Change Password function on the OSST Login screen.  You may change your Password by clicking the  button,  located next to the  button.

Step	Action	
1	Enter your User ID and current password.	
2	Click 'Change Password'.	
3	Enter your new password.	
4	Reenter your new password to confirm  the password.	
5	Click 'Continue'.	
6	Click 'OK'.	

Note: 
 
If you need your password reset, you should call you Regional Security Officer to have it reset. 

OSST Desktop
Desktop - Overview 
This is the OSST Desktop, the main navigational page within OSST and the first page you will see upon logging in to OSST.

 
DESKTOP FUNCTIONS
 
Work Register (This function should also be used when adding an applicant to the OSST system)
 
Step	Action	
1	Click on the hyperlink 'Register new customers.'	
2	On the Work Register SSN Search page, enter the customer's Social Security Number and click on the 'Search' button or depress the keyboard 'Enter' key.	
3	On the Add New Customer page, create the customer's User ID and Password (user id and passwords are case sensitive) and click the 'Add' button or depress the keyboard 'Enter' key.	
4	Enter the Local Office Code and Station Desk ID if these fields display (if these fields have been completed previously, they will not display again).  	
5	Enter customer Work Registration  data for Contact Information, Demographic Information, Employment Characteristics and click the 'Save/Continue' button .	
6	Click 'Yes' or 'No' on the Work History Option Pop-up Window. (Clicking 'Yes' will take you to the customer's Work History entry screens)	
7	If you click 'No', the Case Detail page for the customer will be displayed.	
8	If you click 'Yes', the Select An OES Classification page will be displayed.	
9	Enter a Keyword or OES code and click on the 'Search' button or click on the 'Most Common' button.	
10	Click on the displayed hyper-links to View Description or Add to Work History.	
11	Click the  'Add to Work History' link to input customer work history information.  You should complete the  'Add Job Description' page and click the 'Save' button.  The Resume page will be displayed.	
12	To exit this page, click on a Control Panel hyperlink (on the left of the page), or click on an  ICONs (Back or Desk) at the top right of the page.

 
Case Reassign (to reassign your customers to another person within your unit or a different unit)
 
Step	Action	
1	Click on the hyperlink 'Reassign your customers.'	
2	A pop up box will appear.  Using the drop down box, select the County and Unit in which you would like to reassign cases.  Click 'Continue.'	
3	If you want to reassign an entire caseload (move all of the cases  from one case manager to another), check the 'Move All' box.  Click 'Continue.'	
4	Highlight and click on your name in the Case Manager #1 drop down box to display the customers assigned to you in the Case Manager #1 drop down box.	
5	In the Case Manager #2 drop down box, highlight and click on the name of the case manager who will be receiving the reassigned cases.  After selecting Case Manager #2, his/her currently assigned customers will display as well.  	
6	In the Case Manager #1 drop down box, highlight the customer to be reassigned by clicking on the name (to highlight and reassign more than one customer, depress and hold down the ctrl and c keys on the keyboard and click on each customer to be reassigned.  If all the customers are to be reassigned click on  'Select All').	
7	Click on the '>>' button to transfer the case(s) from Case Manager #1 to Case Manager #2 (the case will be displayed at the bottom of the case load that you are transferring to until you click on the 'Save' button after which it will displayed in alphabetical order in the list).	
8	Click 'Save' to complete the reassignment (cases can also be reassigned from Case Manager #2 to Case Manager #1 by using the highlight methods described above and clicking on the '<<' button).	
9	Click on the 'Continue' button to return to the OSST Desktop, or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to navigate to a different page.	

Find Providers (to search for services, training, or employment providers in your area)
 
Searching for Service Providers:
 
Step	Action	
1	Click on the service hyperlink.	
2	Enter any of the search criteria in the fields on the displayed Provider Search page and click on the 'Search' button to display a list of providers that meet this criteria.  This list will show up on the Provider Search Results page.	
3	If you do not enter any search criteria, click 'Search'  to display a list of all providers.	
4	On the Provider Search Results page:  You can click the 'Change Search Criteria' hyperlink to navigate back to the Provider Search page in the case that you need to change your search parameters.	
5	If there is a need to add a provider, click 'Add Provider' on the Provider Search Results page.	
6	On the Provider Search Results page, click on the hyperlink of the selected provider to display the Provider Details and All Programs for School page.	
7	Under Provider Details, click on the 'Map' button to display a map with the location of the provider.  You can also click on the 'Edit Provider Info' button to display the Provider Change page where you can edit the Provider information.  Click on the 'Save' button to update the Provider Record and to return to the Desktop page.	
8	On the Provider Details and All Programs for School page, click on the 'Add' button under All Programs for School to enter information about programs that are offered by this provider.  Input data in the applicable fields and click the 'Save' button to add the program to the provider's file.	
9	Click 'Cancel' to return to the Provider Search page or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to return to a different page.	
 
Searching for Training Providers:
 
Step	Action	
1	Click on the training hyperlink.	
2	Click on the 'Include' drop down box and highlight 'Training Providers,' 'Activity Providers,' or 'Both Types.'	
3	Enter any of the search criteria in the fields on the displayed Provider Search page and click on the 'Search' button to display a list of providers that meet this criteria.  This list will show up on the Provider Search Results page.	
4	If you do not enter any search criteria, click 'Search'  to display a list of all providers.	
5	On the Provider Search Results page:  You can click the 'Change Search Criteria' hyperlink to navigate back to the Provider Search page in the case that you need to change your search parameters.	
6	If there is a need to add a provider, click 'Add Provider' on the Provider Search Results page.	
7	On the Provider Search Results page, click on the hyperlink of the selected provider to display the Provider Details and All Programs for School page.	
8	Under Provider Details, click on the 'Map' button to display a map with the location of the provider.  You can also click on the 'Edit Provider Info' button to display the Provider Change page where you can edit the Provider information.  Click on the 'Save' button to update the Provider Record and to return to the Desktop page.	
9	On the Provider Details and All Programs for School page, click on the 'Add' button under All Programs for School to enter information about programs that are offered by this provider.  Input data in the applicable fields and click the 'Save' button to add the program to the provider's file.	
10	Click 'Cancel' to return to the Provider Search page or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to return to a different page.	
 
Searching for Employment Providers:
 
Step	Action	
1	Click on the employment hyperlink.	
2	Enter any of the search criteria in the fields on the displayed Provider Search page and click on the 'Search' button to display a list of providers that meet this criteria.  This list will show up on the Provider Search Results page.	
3	If you do not enter any search criteria, click 'Search' to display a list of all providers.	
4	On the Provider Search Results page:  You can click the 'Change Search Criteria' hyperlink to navigate back to the Provider Search page in the case that you need to change your search parameters.	
5	If there is a need to add a provider, click 'Add Provider' on the Provider Search Results page.	
6	On the Provider Search Results page, click on the hyperlink of the selected provider to display the Employer Details and Employer Job Types  page.	
7	Under Employer Details, click on the 'Map' button to display a map with the location of the provider.  You can also click on the 'Edit Provider Info' button to display the Provider Change page where you can edit the Provider information.  Click on the 'Save' button to update the Provider Record and to return to the Desktop page.	
8	On the Employer Details and Employer Job Types  page, click on the 'Add' button under Employer Job Types to enter additional OES classifications for that particular employer.	
9	Click 'Cancel' to return to the Employer Details and Employer Job Types page or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to return to a different page.	
 
To Add Service Providers
 
Step	Action	
1	Click on the service hyperlink.	
2	On the New Service Provider Page, enter the phone number of the service provider, click the Service Provider 'Check if Yes box' (and the Employment and Training Provider Yes boxes if the Provider will also be these types of providers), and click 'Continue.'	
3	Enter the appropriate information on the New Service Provider and Service Information page and click on the 'Save' button to update the Provider Record and return to the OSST Desktop.	
 
Note:  If the fields on this page are populated when the page is initially displayed, this means the Service Provider displayed has the same phone number as the one you entered on the New Service Provider page and is in the Service Provider List Data Base.  If the displayed Name and Address is different than the one you are attempting to add, you should reconfirm the Phone Number and make appropriate changes.
 
To Add Training Providers
 
Step	Action	
1	Click on the training hyperlink.	
2	On the New Training Provider Page, enter the phone number of the training provider, click the Training Provider 'Check if Yes box' (and the Employment and Service Provider Yes boxes if the Provider will also be these types of providers), and click 'Continue.'	
3	Enter the appropriate information on the New Training Provider and Training Information page and click on the 'Save' button to update the Provider Record and return to the OSST Desktop.	
 
Note:  If the fields on this page are populated when the page is initially displayed, this means the Training Provider displayed has the same phone number as the one you entered on the New Training Provider page and is in the Training Provider List Data Base.  If the displayed Name and Address is different than the one you are attempting to add, you should reconfirm the Phone Number and make appropriate changes.
 
To Add Employment Providers
 
Step	Action	
1	Click on the employment hyperlink.	
2	On the New Employment Provider Page, enter the phone number of the employment provider, click the Employment Provider 'Check if Yes box' (and the Training and Service Provider Yes boxes if the Provider will also be these types of providers), and click 'Continue.'	
3	Enter the appropriate information on the New Employment Provider  page and click on the 'Save' button to update the Provider Record and return to the OSST Desktop.	
 
Note:  If the Employment Provider Change page is displayed (the fields on this page will be populated) after clicking on the New Employment Provider page 'Continue' button, this means the Employment Provider displayed has the same phone number as the one you entered on the New Employment Provider page and is in the Employment Provider List Data Base.  If the displayed Name and Address is different than the one you are attempting to add, you should reconfirm the Phone Number and make appropriate changes.
 
Jump to Cases (to find cases by social security number)
 
Step	Action	
1	Enter the social security number of the case you want displayed and click on the 'Go' button	
2	The system will display The Case Detail for the individual with the social security number you entered (If the social security number you entered does not have a case in OSST, you will get a message stating, "Social Security Number Does Not Exist")	
 
To-Do Lists (what you need to do)
 
To-dos are organized into six (6) categories.  Five of these six categories show up on the Desktop (Case Items, Penalty Items, Activity Items, Informational Items and Personal Items).  The sixth category is the Historical Items.  They can be accessed once you have launched the To-Do list.   
 
The To-Do list is designed so that you can click on a category hyperlink to view and maintain the associated types of to-dos within that category.  For additional explanation, including how to add to-dos to the list, see To-Dos.
 
Exception Search (to display an interface or ODDS A or H error listing)
 
Step	Action	
1	Click on the 'Exception Search' hyperlink (below the 'To-Do Lists' column) to display the Batch Exception Search page.	
2	Enter your search criteria in the fields under 'Search Criteria Entry' and click on the 'Search' button to display a list of errors that meet your selected search criteria.	
3	Click on the 'Show All' button to display a list of all errors for the FLORIDA interface and ODDS A and H.	

Participation Search (to display a list of customers with low or blank JPRs)
 
Step	Action	
1	Click on the 'Participation Search' hyperlink (below the 'To-Do Lists' column) to display the Job Participation Rate Search page.	
2	Enter any search criteria in the displayed fields and click on the 'Search' button to display the Job Participation Search Results page(s) listing the customers with low or blank JPRs that meet your search criteria.	
3	Click on the 'Search' button to display the Job Participation Search Results page(s) listing all customers with an open or blank JPRs according to the selection criteria.	

Queued Letters (to display the number and list of letters that have been generated but not printed)
 
Step	Action	
1	If a number greater than (0) is displayed, click on the 'Queued Letters' hyperlink (below the 'To-Do Lists' column) to display the list of letters generated but not printed.	
2	Identify the letter to be printed/viewed/deleted.  Click  the 'Print' hyperlink to view the letter.  To delete the letter without printing, click on the 'Delete' hyper-link (the letter will disappear from the list and the queued number will be decreased by 1).	
3
 	Input desired information on the letter and click on 'File' (top left of screen), Print, OK to print the letter.   You can also print the letter by clicking the 'Print' icon (top right of screen) to print the letter (Once letter is printed it will disappear from the list and the queued number will be decreased by 1) 	

Directory (to display a list of case managers and customers with their phone numbers)
 
Step	Action	
1	Click on the Directory hyper-link (above the calculator) to display the 'Phone Book - Microsoft Internet page'	
2	Enter the first few letters of the person's last name that you need the phone number for and click the 'search' button to display a list of case managers and customers with their phone numbers whose last name begins with the letters you entered.	
 
      Note:  The names on the list that are underlined are customers (those names not underlined
      are case managers).  If you click on an underlined name, the case detail for that customer will
      be displayed.
To-Dos
In WAGES MIS there are Supervisor and Worker alerts that notify the user when some action or event has occurred or needs to occur on a case.  In OSST alerts are replaced by to-dos.  In addition to current alerts being replaced, additional "system generated" to-dos are created by OSST to serve as reminders to review or maintain some portion of a case or perform a non-case related personal task.  You also have the option of creating tasks as personal reminders or tasks for other users of the system (known as future date alerts in WAGES MIS).
  
How do you access To-Dos?
To dos are accessible via the OSST Desktop, the first page viewable upon login to the system.  To return to the desktop at any time click the 'Desk' icon located in the upper right hand corner of the application.
 
How is the To Do page organized?
To-dos are organized into six (6) categories located across the top of the To-Do page as tabs.  
 
Click on a tab to view and maintain the associated types of to-dos within that category.  The To-Do page consists of two distinct sections: Current Tasks and To-Do Detail (The To-Do Detail displays in the bottom half of the page if you click on the hyperlinked text under the 'Comment' column of the to-do.)
 
To-Dos are defined by the following six (6) categories, each category has, within it, various types of to-dos:
x	Category - Case  - relates to major actions regarding the assignment or change in status for cases within a caseload
x	New Cases
x	Closed Cases
x	Transferred To and Transferred From To-Dos
x	Reopened Cases
x	Transitional Services To-Dos
x	Category - Penalty - relates to the status of penalties for cases within a caseload
x	Requested Penalties
x	Imposed Penalties
x	Lifted Penalties
x	Cash Severance Benefit
x	Category - Activities - relates to the tracking and maintenance of ongoing activities for cases within a caseload
x	Supportive Services
x	Training/Activities
x	Job Placement Follow-up
x	Job Participation
x	Assessments
x	Category - Informational - relates to changes on cases in your caseload not requiring specific action, such as:
x	Deferrals
x	Disability Benefits
x	Employer Info Changes
x	Hardship
x	Pregnancy Due Date
x	Program Change
x	Registration Status Change
x	SAMH
x	Category - Personal - relates to tasks created by a specific user of OSST, not necessarily related to a case (may be created by other users of OSST like Supervisors or other Career Managers).
x	Category - Historical - relates to historical tasks which were identified as completed and removed from one of the above To-Do lists or directly inserted for some FLORIDA created informational items.
 
What are current tasks?
Current Tasks (the top portion of the To-Do screen) provides a list of active tasks within the selected category.  This summary view provides the following information at a glance:
x	Type - a summary level description of the task
x	Post Date - the date the task was created
x	Due Date - the date defined to complete the task on or before
x	Comment - a brief description of the task.  For quick reference an icon is located to the right of each comment in the Current Tasks list.  Placing the cursor over this icon activates a pop-up where the full details may be viewed.  Moving the cursor off of the icon hides the pop-up.  Some to-dos are related to a specific case.  When the icon is clicked for these to-dos,  you are taken to the case detail for the associated case.
x	Created - who or what created the task, values include:  System, self, supervisor, FLORIDA
x	Completed - a check box used in conjunction with the 'Save' button to remove items from the list and place them into a historical category.  (Check the checkbox next to the completed items and then hit 'Save' to move them to the Historical tab).
 
How do you maintain to dos?
To-Dos can be system generated or created by the user.  With regard to the system generated to-dos, to-dos are created only when needed to serve as a reminder to the user. This means that if a  to-do had been created by the system for a future date, but in the mean time, the career manager completes the to-do, the system realizes that the to-do has been completed and therefore will not post the to-do.
 
The To-Do Detail, located in the lower portion of the page, is where maintenance and creation of tasks are accomplished.  The following information can be entered:
x	Schedule To- Do for - drop down list available only to Supervisors to select the user assigned to the task, values include:  self and names of other users within Supervisors unit
x	Type - drop list used to identify which category and type of task is being created/maintained
x	Start Date - the date to begin working on the task
x	Due Date - the date defined to complete the task on or before
x	Comments - a brief description of the task
 
What actions can you perform regarding to dos?
x	Add a New To-Do - While OSST generates several To-Dos, tasks may also be added by users of OSST.  To add a to-do, click the 'New' button located at the bottom right of the To-Do Detail area.  The detail area is blank until the drop down list box, two date fields and the comments text box are completed.  Start date is the only required field.  However, the more detail you define, the clearer the task will be for later reference.  Once you have completed the To-Do Detail, click the 'Save' button located at the bottom right corner of the To-Do Detail area.
x	View/Edit an Existing To-Do - Each self created to-do can be edited by clicking on the 'Comments' hyperlink for any task.  This action loads the To-Do Detail area of the To-Do page where information may be changed as needed.  To save changes, click the 'Save' button located at the bottom right of the To-Do Detail section.  Note:  FLORIDA, System and Supervisor created to-dos are not editable.
x	Archive Completed To Dos - To-Dos can be removed from the Current Tasks list by clicking on the 'Completed' check box for each To Do you wish to remove. To uncheck a task (remove it from the tasks to be archived), simply click the check box again, thereby removing the check mark. Once all tasks to be removed are selected with a check mark, click the 'Save' button located at the bottom right corner of the list. This action replaces the confirmation of alerts in WAGES MIS.  Clearing to-dos moves them into the Historical category for review at a later date, if necessary.

Listing of To-Dos by Category - Type, Created by and Recommended Actions
* Indicates to do is linked to a specific case if created by the system meaning if you click on the icon you will be navigated to that case.
 
To Do Category - Type and Example Text
 
Case - New Cases*     (Customer Name) is a NEW customer in the One-Stop Service Tracking System.
 
Case - Closed Cases* Case for (Customer Name) needs to be closed.  Closure alert received from FLORIDA.
 
Case - Reopened Cases* (Customer Name) has reopened their case and participation is required.  Please review case history prior to assignment of next activity.
 
Case - Transferred (Service Provider)* 
 
Case - Transferred From* The case for (Customer Name) is transferring out of unit (Region/County/Unit).   Please close all services and update all JPRs.  If employed, please leave jobs open and update JPRs.
 
Case - Transferred To* The case for (Customer Name) has been transferred from unit (Region/County/Unit) to you.  Please review IRP and activity assignments.
 
Activities - Job Placement Follow-up* Verify (Customer's Name) continued employment and document the 90 day follow-up on the follow-up section of the placement.
 
Activities - Activities/Training* Review (Customer's Name) appointment to start the training activity (Activity Name) which is scheduled to begin in one week on MM/DD/YYYY.
 
Activities - Assessments* (Assessment Type) assessment was scheduled for (Customer Name) to complete on MM/DD/YYYY.
 
Activities - JPR's
 
Activities - Services* 
 
Informational - Pregnancy Due Date* 
 
Informational - Pending Disability Benefits* Mandatory customer  (Customer Name) has a pending SSI/SSDI application.  Please review ARCA for a change in time limit for the customer and update the case detail screen. Please obtain documentation and monitor the application.
 
Informational - Approved Disability Benefits* SSI/SSDI benefits have been approved for (Customer Name) and customer has been given an exemption. Please close case.
 
Informational - Denied Disability Benefits* SSI/SSDI benefits have been denied for (Customer Name).  Please review IRP and work assignment.
 
Informational - Deferral*
 
Informational - Program Change* Please review work activity and hours assigned due to a change in program code by the FLORIDA PAS for (Customer Name) from (XX) to (XX).
 
Informational - Registration Status Change* Status for (Customer Name) has changed from (XX) to (XX).  After reviewing the reason for a change in Florida registration, please verify One-Stop Service Tracking status.  NOTE: may require a case closure due to FLORIDA exemption or Mandatory participation due to the termination of exemption.
 
Informational - Transitional Services* 
 
Informational - SAMH* 
 
Informational - Hardship* There is no Hardship Review completion date on file for (Customer Name)'s Second Hardship Appointment scheduled on MM/DD/YYYY for the hardship with the Referral date of MM/DD/YYYY.
 
History - Child SSN Change* Social Security Number for a child of (Customer Name) has been automatically changed. Please update the hard file.
 
History - SSN Change by FLORIDA* Social Security Number for (Customer Name) has been automatically changed. Please update the hard file.
 
History - SSN Change by Welfare Transition* Social Security Number for (Customer Name) has been automatically changed. Please update the hard file.
 
History - Employer Information Change* Verification of employment for (Customer Name)  has been received and entered by the FLORIDA PAS. Please obtain or verify and enter!
 
Penalty - TANF Sanction* Imposed: TANF sanction now in place by FLORIDA for (Customer Name) please close case and ensure services are terminated.
 
Lifted: TANF sanction for  (Customer Name) is now lifted and customer is a mandatory participant. Please ensure activity assigned and offer services!
 
Penalty - Cash Severance Benefit* Customer (Customer Name) has been issued a severance benefit. Address ongoing transitional services and ensure JPRs are updated giving accurate credit through the last full month of cash eligibility, which you will need to verify.
 
Penalty - FSET Sanction* Imposed: FSET sanction now in place by FLORIDA for (Customer Name) please close case and ensure services are terminated.
 
Lifted: FSET sanction for  (Customer Name) is now lifted and customer is a mandatory participant. Please ensure activity assigned and offer services!
 
Personal - Personal Free form text defined by user who created the task.

Work Register a Customer
Add Contact Information
Follow this procedure to add the contact information associated with work registering a customer. 
 
Step	Action	
1	Enter First Name, Middle Name, and Last Name.  The customer's Social Security Number should already be completed.  	
2	Enter "Also Known As", if applicable (this allows a nickname to be entered).	
3	Enter Address 1 (indicates the primary street address).	
4	Enter Address 2 (use this as an extra line for the address, e.g. an Apartment number).	
5	Enter City, State, and Zip Code.	
6	Enter an e-mail address for the customer (see notes below for free e-mail providers).	
7	Enter a phone number for the customer's primary phone number.	
8	Enter a secondary phone number for the customer (acts as an alternate point of contact - possibly use their work number or a family member's number).	

Notes:
 
x	The Social Security Number is pre-populated.
 
x	Free e-mail accounts can be obtained through services such as:
x	http://www.hotmail.com
x	http://mail.yahoo.com
x	http://webmail.netscape.com
x	http://www.eudoramail.com
x	http://www.goplay.com
x	http://www.mailcity.com
x	http://www.popmail.com
x	http://www.netaddress.usa.net
x	http://www.mailexcite.com
 
x	You need to only work register once!  Should an update of the original work registration be required, just update the appropriate tab on the customer's Case Detail (e.g., Contact, Demographics, or Work History Information).  These updates will cause a trigger that updates the ODDS Information System in the nightly batch.
 
x	Remember that any field with an asterisk '*' is a required field to save and exit the screen.
 
x	OSST makes use of OES (Occupation Employment Statistics) codes in lieu of the Dictionary of Occupational Titles (DOT codes). 
 
Add Demographic Information
Follow this procedure to add the demographic information associated with work registering a customer. 

Step	Action	
1	Enter the customer's date of birth (you can use the calendar function or enter the date manually).	
2	Select the customer's race from the drop down box.	
3	Select the customer's county of residence from the drop down box.	
4	Click the radio buttons that best indicate the customer's gender, employment status, whether or not he/she is a migrant farmworker or a disadvantaged worker and whether or not he/she is currently enrolled in school.	
5	Select the customer's highest school grade completed.	
6	Select the statement that best describes the customer's veteran type.	
7	Click the radio buttons that best indicates the customer's veteran disability and whether or not he/she is a recently separated veteran.	
8	Select three Occupation codes that best represent work experience that the customer has had (You will also have the opportunity to add more detailed work history for the customer).	

Notes:
 
x	You need to only work register once!  Should an update of the original work registration be required, just update the appropriate tab on the customer's Case Detail (e.g., Contact, Demographics, or Work History Information).  These updates will cause a trigger that updates the ODDS Information System in the nightly batch.
 
x	Remember that any field with an asterisk '*' is a required field to save and exit the screen.
 
x	For policy information on Demographic Information, please refer to your ODDS manual.
Add Employment Characteristics
Follow this procedure to add the employment characteristics information associated with work registering a customer. 
 
Step	Action	
1	Select the type of employment desired from the drop down box (full time, part time, contract, internship).	
2	Click the radio button that best indicates the customer's preferred employment type (permanent, temporary or no preference).	
3	Enter the minimum acceptable salary, and indicate whether this salary is hourly or annually.	
4	Select the preferred shift from the drop down box (day, evening, night, no preference).	
5	Click on the radio button to indicate whether or not the customer requires transportation.	
6	Click the 'Save/Continue' button after data entry is complete.  This will save the information you have entered, and prompt you to enter the customer's work history information.  (You can also click 'Clear Changes' to clear the screen and re-enter registration information if anything has been entered in error).	
7	Click 'Yes' at the Work History prompt to enter the customer's work history information.  Click 'No' to enter the work history at a later time.  (Remember to complete your full ODDS work registration, three past work histories should be captured in the Work History).	

Notes:
 
x	Should an update of the original work registration be required, just update the appropriate tab on the customer's Case Detail (e.g., Contact, Demographics, or Work History Information).  These updates will cause a trigger that updates the ODDS Information System in the nightly batch.
 
x	Remember that any field with an asterisk '*' is a required field to save and exit the screen.
 
x	OSST makes use of OES classifications or Occupation Employment Standards in lieu of DOT codes.
 
Work History
Selecting an OES Classification
There are two ways to enter Work History information for a customer:
 
x	During the Work Registration entry process, the Work Registration function will take you directly to a screen to select an OES Classification that best describes the customer's previous work history.
x	Access Work History through the customer's resume.  The Resume link is on the Control Panel.  This link is viewable only when in a customer's case.
 
The first step in adding Work History to a customer's case is to select an OES classification that best describes the customer's previous work experience. There are two methods that allow you to select an OES Classification:
 
First Method:
Click the 'Most Common' button at the top of the screen to display a list of frequently used OES Classifications.

Second Method:
Step	Action	
1	Enter an OES class or keyword.	
2	Click the 'Search' button to display a list of matches at the bottom of the screen.	

Notes:
 
x	Classification Name is a quick link to all job titles falling within a specific OES Classification.  This will allow a verification of the appropriate classification.
 
x	View Description gives a quick link to the official OES job description.  From the screen displayed, the description can be added directly to the Work History by clicking on the 'Add to Work History' button.  Labor market information can be accessed by clicking on the 'Detailed Information' button.
 
x	Add to Work History creates a link to the Work History data entry form.  Clicking this link allows you to enter OES data directly.
 
x	For speed, use the 'Most Common' function when selecting an OES classification.
Complete Work History
The Work History screen captures information about the customer's previous employment history.  This information is used for work registration/intake and later can be used in building the customer's resume.
 
After selecting an appropriate OES classification, and clicking 'Add to Work History', you are prompted with the 'Add Job Description' screen.  This screen is used to capture information about a previous job, including the job title, the duration of the job, the company name and location and a description of the duties of the job.

Step	Action	
1	Enter the specific job title.	
2	Enter the number of years and months of the duration of the job.	
3	Enter the company's name and location (City, State).	
4	Enter the period of employment (the beginning month/year and the ending month/year).	
5	Enter a description of the job and the associated duties of the job.  This allows  additional details of the employment to be captured.	
6	Click the appropriate radio button that indicates if the customer wishes to pursue this type of job in the future.	
7	Select the 'Reason for Leaving' from the drop down box.	
8	Click 'Save' to update the information you have entered and to bring you to the customer's 'Resume Builder'.  	

Note:
 
Should you want to add additional work history information, click the 'Add' button on the Work History tab to continue.
Control Panel
Control Panel - Overview
The control panel is located on the left side of the page. The control panel will look different, depending on where you are in the application.  Clicking on the links in the control panel allows you to access the function the link refers to. 
 
The functions accessible from the control panel are: 
x	Open Cases
This page allows the career manager to view all of their open cases.  This view shows the customer's name, SSN, Program, FLORIDA status, Welfare Transition status, IRP completed date,  IRP last update and the last date that the case was updated.  Career managers can also sort their caseload view by any of the above criteria.
x	Closed Cases
This page allows the career manager to view all of their closed cases.  This view shows the customer's name, SSN, Program, FLORIDA status, Welfare Transition status, Termination Date and Termination Reason.  Career managers can also sort their caseload view by any of the above criteria.
 
Note:  If you are currently in a customer's case (an open or closed case), the control panel will expand to also include the following links:  
 
x	Case At a Glance
x	Skill Development
x	Plan Development
x	Alternative Plan
x	Case Notes
x	Resume
x	Budget Planner
x	Case To-Dos
x	Benefit Info
x	IRP Wizard
 
x	Search Jobs
This page allows the user to choose the method they want to search for a job posting. 
They can search by all jobs, by type of job, or by jobs listed by company.
x	Inactive Jobs
The Inactive Job Orders table displays information relating to job orders that you have made inactive.  
x	Active Jobs
This table lists the job orders you currently have posted on the system.  From here, you can edit your job orders, launch your search, or place job orders on your inactive job order table. 
x	Search Resumes
Click this link to begin searching for candidates to meet an employer's hiring needs.  Once you click this link you will have the option to select search criteria for the resumes you want to view.
x	To- Do History
Allows the user to navigate to the Historical tab of the To-Do list.  They can view the type of action taken, post dates, confirmation date, who the task was confirmed by, and comments.
x	Account Info
Allows the career manager to view their primary unit information and edit their contact information. (This is where the career manager's local office code and station desk id should be updated).
x	Searches
Allows the user to collect a list of data based on the parameters they enter into the system. The Searches that can currently be done include:
 
x	JPR Search
x	Participant Search
x	Job Search
x	Service Search
x	Activity Search
x	Training Search
x	Sanction Search
 
x	Reporting
Allows the user to generate the following reports:
 
x	Caseload Program Types Report
x	To-Do Report
x	No Recorded Countable Work Report
x	No Recorded Activity Report
x	Countable Activities Report
x	Non-Countable Activities Report
x	Deferrals Report
x	FSET Component Report
x	FSET Inactive Caseload Report
x	FSET Work Registrant and Placement Report
x	FSET Performance Report

 
 
View Benefit Information
Follow this procedure to view benefit information:

Step	Action	
1	Click the 'Benefit Info' hyperlink on the Control Panel.	
 
OSST computes required hours for Community Work Experience (CWEP) and for Work Experience on the Benefits screen.  The formulas used and the results are as follows:  
 
x	CWEP formula used is: (Cash amount + food stamp amount/5.15/4.3) = mandatory CWEP hours
 
x	Work Experience formula used is: Cash amount/5.15/4.3) = mandatory Work Experience hours
 
This saves the career manager time used to calculate the hours and the need to recall the proper formula.

Notes:
 
x	Benefit  information for TANF and Food Stamp benefits is read only.  The information contained within OSST reflects the information received via the nightly FLORIDA batch interface.  In the case that information is not the same as information within the FLORIDA system, notify the PAS.
 
x	Food Stamp information provides the total monthly Mandatory Work Hours for ABAWDs.
 
x	If the case is an FSET case, the Benefit Screen will also include an area for tracking the Food Stamp Reimbursement Requests.
Food Stamp Reimbursement Request
The Benefits page for FSET cases includes an area to request transportation and dependent care reimbursements.  In the WAGES system, this function was accomplished on the FSR screen.  A reimbursement may be requested each month the customer is eligible to receive food stamps and participates in a countable service or is employed or successfully completes Orientation.  The transportation reimbursement can be requested one time per earned month for a maximum amount of $25.00. 
 
Dependent care reimbursements can be requested for eligible dependents of the customer as follows:
 
x	For each child in the assistance group below the age of 2, a maximum of 200.00 may be requested per earned month.
x	For each child in the assistance group age 2 and older, a maximum of $175.00 may be requested per earned month.

 
 Request Transportation/Dependent Care Reimbursement 
 
Steps	Action	
1	Click the 'Benefit Info' hyperlink on the Control Panel.	
2	Select Transportation or Dependent Care as the type of reimbursement being requested.	
3	Select the earned date.	
4	Enter the requested amount.	
5	Click the ‘Save’ button to submit the request.	

Note: Completing these steps commits the request to a batch interface that runs with the Comptroller on the first and third Wednesday of each month.  In the time span between the date a request is made and the first of third Wednesday of the month (whichever occurs first), a reimbursement request may be cancelled.

Canceling a Previously Requested Transportation/Dependent Care Reimbursement 
 
Steps	Action	
1	Click the 'Benefit Info' hyperlink on the Control Panel.	
2	Click the record for which you wish to cancel the request, (T) Transportation or (D) Dependent Care.	
3	Select a cancel date.	
4	Click 'Save.'	

Note:The date processed, warrant date and warrant number fields will be populated by OSST once a return batch interface is received from the Comptroller as reimbursement requests are processed.

Budget Planner
OSST contains a budget planner wizard that can be used to develop a personal budget plan for your customers.  The budget planner takes into account the number of adults and children in the family, the monthly current and projected expenses, and the monthly current and projected income.  
 
The outcome of completing the budget planner wizard is a one page summary that can be printed for future reference.  The key information displayed on the summary is the projected net hourly wage needing to be earned for the budget to remain balanced between income and expenses.

Defining number of people in household: 
 
Steps	Action	
1	Click on the 'Budget Planner' hyperlink on the Control Panel.	
2	Enter the number of adults in the household.	
3	Enter the number of children in the household.	
4	Click  the 'Continue' button.	

Defining all sources of income: 
 
Steps	Action	
1	Enter the dollars and cents amount for each potential income source listed.	
2	Click the 'Add' button (this will automatically sum all of the income values listed).	
3	Click the 'Continue' button.	

Defining all sources of expense:
 
Steps	Actions	
1	Enter the dollars and cents amount for each potential expense listed.	
2	Click the 'Add' button (this will automatically sum all of the expense values listed).	
3	Click the 'Continue' button.	

Case Detail
Overview of Case Detail
The Case Detail serves as the main navigation function for a customer's case.  The Case Detail screens give the case manager the ability to quickly view summary level information about a customer's case.  A case manager can add, edit and view the detailed information for any of the particular tabs by clicking on the 'Add', 'Edit', or 'View' buttons.
 
Format of the Case Detail:
 
The 'Case at a Glance' folder is the default page that shows for a customer's case.  It includes summary level information for:
x	Primary Contact Information
x	Demographic Information
x	Household Members
x	The Individual Responsibility Plan
x	Case History
The 'Case at a Glance' folder also includes a tab called 'Case Management.'  This allows the user to perform case management activities such as Closing, Reassigning, Opening and Transferring cases.  The options that are in the 'Select an Action' drop down box are based on the current status of the case.  For example, if the case is currently Open, then the two choices in the drop down list will be to 'Close the Case' or to 'Reassign the Case.'
 
The 'Skill Development' folder includes summary level information for:
x	Services
x	Job History/Placement
x	Skill Development (Training and Activities)
x	Job Participation Rate
 
The 'Plan Development' folder includes summary level information for:
x	Education
x	Assessments
x	Needs and Barriers
x	Goals and Interests
x	Steps to Self Sufficiency
 
The 'Alternative Plan' folder includes summary level information for:
x	Sanctions
x	Deferrals
x	SAMH
x	SSI/ SSDI
x	Hardships
 
Note:
x	When navigating to the Case Detail screen, OSST will default directly to the 'Case at a Glance' screen.
 
x	The Case Detail allows for quick access to add or edit various screens throughout the customer's case.
Case Header
Once you are within a particular case, the case header is always viewable as you navigate between the functions within OSST.
 
The elements contained within the Case Header include:
 
1) Customer's SSN
 
2) Customer's Name
 
3) Assigned Case Manager's Name
 
4) Assigned PAS ID
 
5) Customer's RFA and sequence number
 
6) FLORIDA Benefit Status
 
7) FLORIDA Registration Status
 
8) OSST Case Status
 
9) Program Code
 
10) Case's Region/County/Unit (R/C/U)
 
For more detail on the definition of each of the numbered items, click the appropriate link above to see information regarding definitions, a description of how this information is generated and how it can be corrected if it is wrong.
 
None of the information in the header is editable from within the header.
 
 	Item on Header
 	Definition
 	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
1	Customer's SSN	The Social Security Number of the customer	x	As entered by the PAS in the FLORIDA system
OR
x	As entered by the OSST user during Work Registration	x	If the case was received via the FLORIDA interface, contact the PAS (the PAS number is listed in the header as well) and have the information corrected in the FLORIDA system.
 
x	If the case was created in OSST, access the customer's Work Registration record and update the SSN field.  You can navigate to the Work Registration function and entering the customer's SSN in the Work Registration SSN search field.	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
2	Customer's Name	The First Name and Last Name of the customer	x	As entered by the PAS in the FLORIDA system
OR
x	As entered by the OSST user during Work Registration	x	Contact the PAS (the PAS number is listed in the header as well) and have the information corrected in the FLORIDA system.
 
x	If the case was created in OSST, there currently is not a way to update the customer's name through the application.  This issue has been raised and is being worked on.  Please route these requests through your local contact so that he/she can contact the OSST Help Desk for this update. 	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
3	Assigned Case Manager's Name	The Case Manager to which the case is currently assigned	The case manager listed is the case manager that the case is currently assigned to.  	x	If this case was supposed to be transferred to you, and you should be the case manager listed:  Contact the case manager listed in the header (Use the directory on the OSST desktop to locate the case manager and his/her phone number) and have the case manager transfer the case to your unit.  The case will be transferred to the primary supervisor in your unit.	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
4	Assigned PAS ID	The PAS to which the case is currently assigned	FLORIDA	x	This information can only be updated in the FLORIDA system.	
 	Item on Header
 	Definition
 	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
5
 	Customer's RFA and Sequence Number	The customer's Request For Assistance and Sequence Number as assigned by the PAS in the FLORIDA system.	FLORIDA
 	x	This information can only be updated in the FLORIDA system.
 	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
6	FLORIDA Benefit Status	1) For Welfare Transition Cases:
x	Open means that the customer is receiving cash assistance.
 
x	Closed means that the customer is no longer receiving cash assistance.
 
x	Pending means that the customer's cash eligibility is currently being determined. (* You should not see a Pending FLORIDA Benefit Status on an Open Case in OSST.  A Pending status will only be shown if the case is currently Closed in OSST).
 
x	Denied means that the customer did not meet the requirements to receive cash assistance.
2) For FSET Cases:
x	Open means that the customer is receiving Food Stamps.
 
x	Closed means that the customer is no longer receiving Food Stamps.
 
x	Pending means that the customer's Food Stamp eligibility is currently being determined. (* You should not see a Pending FLORIDA Benefit Status on an Open FSET Case in OSST.  A Pending status will only be shown if the case is currently Closed in OSST).
 
x	Denied means that the customer did not meet the requirements to receive Food Stamps.	x	As entered by the PAS in the FLORIDA system	x	Contact the PAS (the PAS number is listed in the header as well) and have the information corrected in the FLORIDA system.	
 	Item on Header
 	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
7	FLORIDA Registration Status	x	MN means that the customer's status is Mandatory in FLORIDA.
 
x	EX means that the customer's status is Exempt in FLORIDA.
 
x	EV means that the customer's status is Exempt Volunteer in FLORIDA.
 
x	TS means that the customer's status is Transitional in OSST and is most likely closed in FLORIDA.	x	For a new case, this information is derived through the interface with the FLORIDA system
 
x	For an existing OSST case, this information can be updated to 'Transitional' or 'Applicant' by the user	x	A customer can be changed to a TS or an Applicant status by updating the Registration Status on the Demographics page in OSST (Select 'Transitional' from the Change OSST Registration Status drop down box).
 
x	FLORIDA would be required to change a customer with a TS status to an MN status. 
 
x	If the above scenarios do not apply, contact the PAS (the PAS number is listed in the header as well) and have the information corrected in the FLORIDA system.	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
8	OSST Case Status	x	Open means that the case is currently active in OSST and is listed on a case manager's Open Caseload.
 
x	Closed means that the case is currently inactive in OSST and is listed on a case manager's Closed Caseload	Based on the last 'Reopen' or 'Close Case' action performed by an OSST user	x	If a case is open, but should be closed or if the case is closed and should be reopened:  Access the case either through the SSN search on the OSST Desktop or through the Directory function on the OSST Desktop.  From within the case (on the Case At A Glance folder), select the appropriate action from the 'Select An Action' drop down list on the Case Management tab.	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
9	Program Code	x	PA refers to customers with a Public Assistance program code
 
x	UP refers to customers with an Unemployed Parent program code
 
x	TP refers to customers with a Teen Parent program code 
 
x	FS refers to customers with a Food Stamps program code  	x	As entered by the PAS in the FLORIDA system
 
x	In the case that a customer stops receiving cash, but remains open in OSST (i.e., a transitional case), then there is the possibility that FLORIDA may list a program code of FS (if the customer is receiving Food Stamps)-  while OSST may have a program code of TS.  This is not an error.	x	If you transfer the case from an FSET unit to a Welfare Transition unit (or from a Welfare Transition unit to an FSET unit), then the program code will update just by transferring the case.
 
x	Contact the PAS (the PAS number is listed in the header as well) and have the information corrected in the FLORIDA system.	
 	Item on Header	Definition	Where does this information come from?	What do I do if this information is wrong and needs to be corrected?	
10	Case's Region/County/Unit (R/C/U)	The Region, County and Unit that the case is currently a part of.	A case is sent to a particular Region/County/Unit based on the FLORIDA Site code in the FLORIDA system.  	x	If the customer has moved, and the case is currently open in the old R/C/U, the PAS for the old R/C/U should be notified and should trigger the transfer process.	
 
Career Manager Caseload
Caseload - Overview
Using the Caseload/Workload pages: 
 
Career Manager View versus Supervisor View:
 
A career manager can use the Caseload page to:
x	View his/her assigned caseload for each unit they have security access within
x	Sort his/her caseload by different criteria such as Last Name, Social Security Number, Program, FLORIDA Status, Welfare Transition Status, IRP Completion Date, and IRP Last Update
x	Navigate directly to a customer's case (by clicking on the customer's name)
x	Add a new customer
x	Reassign a customer's case
 
Navigate to the Caseload page (from a career manager's perspective): 
 
Step	Action	
1	Click 'Open Cases' on the control panel.	
 
A supervisor's workload view is slightly different.  When a supervisor launches his/her workload page, the supervisor sees a list of career managers in the supervisor's primary unit, instead of a list of customers.  From this view, a supervisor can click on the number of open or closed cases for a particular career manager to view the associated caseload.
 
Navigate to the Workload page  (from a career manager's perspective): 
 
Step	Action	
1	Click 'Workload' on the control panel.  From here, the supervisor can click on the link for 'Open Cases' or the link for 'Closed Cases' next to a specific career manager's name.  This will bring the supervisor to the caseload view for that career manager.	

Note:
 
A career manager has both an Open Caseload and a Closed Caseload.  Because Closed Caseloads tend to be a high number of cases, clicking on the Closed Cases link will only bring back the first 50 cases.  The user can page through the Closed Cases using the 'Next' and 'Previous' buttons at the bottom of the caseload.
Add New Customer
Adding a new customer to the system is done through the Work Registration feature in OSST.  
 
This feature can be accessed from the OSST desktop or from the career manager's caseload view.  When a career manager work registers a customer in OSST, it accomplishes the following tasks:
 
x	Adds a customer (who is not currently receiving cash and/or food stamps) to OSST. This does not add the customer to the FLORIDA System, customers should be referred to the Department of Children and Families to complete a Request For Assistance (RFA). 
x	Sets up a customer's user id and password so that the customer may access specific resources within OSST.  For example, applicants by definition have access to the Skill Match function which allows them to create and maintain an online resume and search for jobs without assistance from a career manager.
x	Sends customer work registration information to the ODDS system.  By completing basic information within OSST, the necessary information required to work register a customer is sent to the ODDS system via a nightly batch interface.
 
Step	Action	
1	Click 'Add' from the Caseload page.	
2	Enter the customer's social security number and click 'Search' (this verifies that the customer is not currently in the system).	
3	Enter a user id for the customer.	
4	Enter a password for the customer.	
5	Reenter the customer's password.	
6	Enter a helpful hint (helps customer to trigger memory on choice of password).	
7	Click 'Add' to update the customer's information in the system and to continue to the Work Registration entry form.	

Note:
 
You will be prompted to enter the new applicant's social security number to make sure that the applicant does not already exist in the system.  If the applicant is not in the system, the system will launch the Work Registration page.  If the applicant is in the system, the system will bring you to the Work Register Contact Information page to update work registration information and to re-work register the customer.
 
Edit Existing Customer
Follow this procedure to access a customer's case from the Caseload view and to edit case information for that customer.

  
Step	Action	
1	From the Caseload view, click the customer's name whose information you want to edit.	
2	Using the tabs at the top of the Case Detail (Case At A Glance, Skill Development, Plan Development and Alternative Plan), navigate to the area of the case that contains  the information you want to edit.	
3	Click the 'Edit' button next to the section you want  to edit.	
4	Make the necessary changes in that section.  	
5	Click 'Save.' 	

Note:
 
Some sections of the customers caseload may be incomplete.  In that case, the button for that area will be an 'Add' button.  You can click that 'Add' button to enter information to that area.   
Sort the Caseload
Follow this procedure to view customer information according to specific parameters.

Step	Action	
1	From the Caseload view, click the arrow for the 'Sort by' drop down box.	
2	Select the criteria that you would like to sort by.	
3	Click 'Sort.'	

Note:
 
You can sort by Last Name, Social Security Number, Program, Transition Status, IRP Completion date, IRP Last Update or Last update. 

To view and access cases that are in different units, select the appropriate unit form the drop down list next to the heading, ' Case load for (case manager's name).  This drop down includes a list of all units the users is associated.  The default value is the primary unit for the case manager as defined with security administration.  To have the primary unit changed, contact your security officer.
Reassign Cases
Follow this procedure to reassign cases from one career manager to another.
 
Reassigning a case from within the customer's case:
 
Step	Action	
1	From the Open Cases list or from the Closed Cases list, navigate to the customer's case that you want to reassign.  After navigating to the case, make sure that you are on the 'Case At A Glance' view.  	
2
 	Select 'Reassign this Case' from the Select an Action drop down list.  	
3	Select the career manager that this case should be reassigned to from the 'Reassign this case to' drop down list.	

Reassigning a case from the Caseload View or from the OSST Desktop:
 
Step	Action	
1	From the Caseload view, click the 'Submit/Reassign' button. (This function can also be accessed from the OSST desktop. From the desktop, click the link that says 'Reassign your customers.')	
2	A pop up box will appear.  Using the drop down box, select the County and Unit in which you would like to reassign cases.  Click 'Continue.'	
3	If you want to reassign an entire caseload (move all of the cases  from one case manager to another), check the 'Move All' box.  Click 'Continue.'	
4	Highlight and click on your name in the Case Manager #1 drop down box to display the customers assigned to you in the Case Manager #1 drop down box.	
5	In the Case Manager #2 drop down box, highlight and click on the name of the case manager who will be receiving the reassigned cases.  After selecting Case Manager #2, his/her currently assigned customers will display as well.  	
6	In the Case Manager #1 drop down box, highlight the customer to be reassigned by clicking on the name (to highlight and reassign more than one customer, depress and hold down the ctrl and c keys on the keyboard and click on each customer to be reassigned.  If all the customers are to be reassigned click on  'Select All').	
7	Click on the '>>' button to transfer the case(s) from Case Manager #1 to Case Manager #2 (the case will be displayed at the bottom of the case load that you are transferring to until you click on the 'Save' button after which it will displayed in alphabetical order in the list).	
8	Click 'Save' to complete the reassignment (cases can also be reassigned from Case Manager #2 to Case Manager #1 by using the highlight methods described above and clicking on the '<<' button).	
9	Click on the 'Continue' button to return to the OSST Desktop, or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to navigate to a different page.	

 
 
Reassign a Case Manager's Entire Caseload
Follow this procedure to reassign a case manger's entire caseload.  You can access this function by clicking 'Submit/Reassign' from the career manager's Caseload view or you can access this function from the OSST Desktop.
 
Step	Action	
1	After clicking the 'Submit/Reassign button from the career manager's Caseload view, you will be presented with a pop up box that requires you to select the County and Unit in which you want to reassign cases.  If you want to reassign an entire caseload (move all of the cases  from one case manager to another), check the 'Move All' box.  Click 'Continue.'	
2	Highlight and click on your name in the Case Manager #1 drop down box to display the customers assigned to you in the Case Manager #1 drop down box.	
3	In the Case Manager #2 drop down box, highlight and click on the name of the case manager who will be receiving the reassigned cases.  After selecting Case Manager #2, his/her currently assigned customers will display as well.  	
4	In the Case Manager #1 drop down box, highlight the customer to be reassigned by clicking on the name (to highlight and reassign more than one customer, depress and hold down the ctrl and c keys on the keyboard and click on each customer to be reassigned.  If all the customers are to be reassigned click on  'Select All').	
5	Click on the '>>' button to transfer the case(s) from Case Manager #1 to Case Manager #2 (the case will be displayed at the bottom of the case load that you are transferring to until you click on the 'Save' button after which it will displayed in alphabetical order in the list).	
6	Click 'Save' to complete the reassignment (cases can also be reassigned from Case Manager #2 to Case Manager #1 by using the highlight methods described above and clicking on the '<<' button).	
7	Click on the 'Continue' button to return to the OSST Desktop, or click on a Control Panel hyperlink at the top left of the page or one of the ICONs (Back or Desk) at the top right of the page to navigate to a different page.	

Note:
 
To select multiple customers, press and hold down the Ctrl key on your keyboard and simultaneously use the mouse to click the specific customers you would like to reassign.
Closing a Case
 
Follow this procedure to close a case.

Step	Action	
1	Navigate to the customer's case that you want to close.  After navigating to the case, make sure that you are on the 'Case At A Glance' view.  	
2	Select 'Close this Case' from the Select an Action drop down list (this will take you to the Close Case Wizard).	
3	Verify that the customer information is correct and that this is the case that you want to close.	
4
 	Select a reason code for the case closure from the 'Reason Code' drop down list. 	
5	If there are open services, activities or job placements for this case, they will be listed as hyperlinks under the Current Account Information area of the screen.  For example, the customer might have 2 - Services In Progress.  Click on the "2" and you will be taken to the customer's Skill Development folder within the case to close out these services.  Perform this same action for any open activities or job placements listed. 	
6
 	After all activities and placements have been ended, the Close Case Wizard will let you know if there are any outstanding JPRs that need to be completed for this case.  Click the link (for example, 2 - JPRs outstanding) to access the associated JPRs.	
7	Enter the termination date for the case.	
8	Click 'Save.' (This will move the case to the career manager's Closed caseload).	

Notes:
 
x	You must be in the customer's case to complete the 'Close Case' function.
x	The Close Case Wizard allows you to verify the customer's information and ensure that all services, activities and Job Participation Rate records have been closed out before the case is closed.
x	To close out any services, activities or placements listed, click on the specific link for that service, activity or placement and enter an end date.

 
Re-open a Case
 
Follow this procedure to re-open a case.
 
Step	Action	
1	From the Closed Cases list, navigate to the customer's case that you want to reopen.  After navigating to the case, make sure that you are on the 'Case At A Glance' view.  	
2	Select 'Open this Case' from the Select an Action drop down list.  This moves the case to the career manager's list of Open Cases and it changes the status in the case header to read "Open."	

Notes:
 
x	You must be in the customer's case to complete the 'Reopen' function.
x	When the case is reopened, it is moved to the career manager's list of Open Cases.
Supervisor Caseload
Supervisor Caseload - Overview
A supervisor's caseload view is slightly different than that of a career manager.  A supervisor launches his/her caseload page by clicking the 'Workload' link on the control panel.  Clicking this provides the supervisor with a list of the unit's career managers. From this view, a supervisor can click on any of the career managers' open or closed caseloads to view the associated cases.  
 
If a supervisor also carries a caseload, his/her name will be listed as a career manager on this page.
 
Supervisors will be able to access the new cases from the FLORIDA system from this page.  It is a local decision as to how unassigned caseloads are defined.  For example, if a region decides to send all New and Reopen Case To Dos to a particular career manager (designated as the primary career manager during start-up tasks), clicking on that designated career manager's caseload allows for viewing and assigning of these cases.  Instead of designating an actual person to send these FLORIDA cases to, a region could also set up the caseload link to read however they would like it to read (e.g., "Unit 402 Assignment, " "Cases to be Assigned,"  "New Cases," etc.).
 
To view and access cases that are in different units, select the appropriate unit form the drop down list next to the heading, ' Case load for (case manager's name).  This drop down includes a list of all units the users is associated.  The default value is the primary unit for the case manager as defined with security administration.  To have the primary unit changed, contact your security officer.
Access a Specific Case Manager's Caseload
 
Follow this procedure to access  a specific user's caseload from the supervisor view.
 
Step	Action	
1	Click the associated hyperlink (on the same row as the career manager's name) to go to either the open or closed caseload for that career manager.	

 
View the Unit Caseload
 
Follow this procedure to view the unit caseload from the supervisor view.
 
Step	Action	
1	Click 'Workload' from the Control Panel to open the supervisor's view of the unit caseload.	

To view and access cases that are in different units, select the appropriate unit form the drop down list next to the heading, ' Case load for (case manager's name).  This drop down includes a list of all units the users is associated.  The default value is the primary unit for the case manager as defined with security administration.  To have the primary unit changed, contact your security officer.
Case at a Glance
Contact Information
Contact Information - Overview
The Contact Information page provides:
 
x	Retention of Department of Children and Families contact information through the nightly FLORIDA Interface (Primary Contact Information).
x	The ability to maintain OSST contact information separate from the FLORIDA contact information (Secondary Contact Information).
x	Update ability of Secondary Contact Information.
 
Click 'Edit' to update the Secondary Contact Information for a customer.
 
Each customer's username and password is displayed under the summary level information for Contact Information on the Case At A Glance tab.  These elements pertain to the Skill Match functionality of MyFloridaJobs.com.  
 
A customer can use the username and password listed on the Contact Information area of their case as their login information for www.myfloridajobs.com.  If at any time the customer changes his/her password, this update will be reflected on the Contact Information in his/her case-  so that the career manager always has access to the most current username and password. 
Access Contact Information
 
Follow this procedure to access a customer's contact information.
 
Step	Action	
1	Click the 'Edit' button under the Contact Information section on Case Detail.	

Note: 
 
You must contact a FLORIDA case worker if changes are required to a customer's primary contact information.  
Edit Secondary Contact Information
 
Follow this procedure to edit a customer's secondary contact information.
 
Step	Action	
1	Enter (or overwrite) information for the following fields:  Also Known as, Address lines, City, State, Zip, email, Phones, or Phone Type.	
2	Click 'Save' to update changes and return to the Case At A Glance page.	

Notes:  
 
x	Primary (FLORIDA) Contact Information cannot be overwritten or changed.  Only a change or update on the FLORIDA system will update this information within OSST.
 
x	Secondary contact information will not be overwritten by FLORIDA.
 
x	A business phone or relative's phone can be entered as an alternate point of contact.
Demographic Information
Demographic Information - Overview
The Demographic Information page captures:
 
x	Existing Demographic Information (this information is 'Read Only' if the case is brought over from FLORIDA), Additional Demographic Information (which is editable by the user) and Time Limit Information for the customer.
 
Existing Demographic Information
 
Information contained in the Existing Demographic Information section includes:
x	Date of Birth
x	Race
x	Gender
x	(FLORIDA) Registration Status - Valid values include; 
x	Mandatory - Food Stamp and TCA recipients who have a work requirement because they do not meet any exemption criteria.
x	Exempt - Food Stamp and TCA recipients who do not have a work requirement because they do meet at least one exemption criteria.
x	Exempt Volunteer - Food Stamp and TCA recipients who do not have a work requirement because they do meet at least one exemption criteria but choose to participate in an activity.
x	Transitional - Former TCA recipients, upfront diversion recipients and Cash Severance Benefit recipients may be eligible to receive transitional support services and training.
 
Additional Demographic Information
 
The information that may be edited in the Additional Demographic Information section includes:
x	Date of New Referral
x	OSST Registration Status (the user can change the status of the case to Transitional or Applicant)
x	Veteran Type (Vietnam Era Veteran, Non-Veteran, Other Veteran or Eligible Person).  For additional information on determining Veteran Type, see Access and Edit Demographic Information.
x	Due Date of Pregnant Customer (will be listed if the customer is female)
x	Selective Service Registration Number (will be listed if the customer is male).  OSST also includes a hyperlink to the Selective Service web site so that career managers can quickly link to the site from the point of the Demographics screen.
 
Time Limit Information
 
The Time Limit Information for the customer that is displayed is based on data manually entered by the OSST user.  This information does not necessarily reflect the current Time Limit Information found in the FLORIDA system.  To ensure that the Time Limit Information is agreeable with what is listed in the FLORIDA system, it is strongly encouraged to verify this information in the FLORIDA system.

Note:
 
The Last Closure Date and Last Closure Reason are listed as part of the summary level information for Demographics on the Case At A Glance page.

 
Access and Edit Demographic Information
To access a customer's demographic information:
 
Step	Action	
1
 	From within the customer's case, click the 'Edit' button under the Demographic Information section on the Case At A Glance page.	
2
 	Enter (or overwrite) any 'Additional Demographic Information'.
 	
3	Enter the date that the customer's time limit information was last updated, the number of months used and the customer's time limit (you should reference the ARCA screen in FLORIDA to get this information).	
4	Click 'Save' to update changes and return to the Case At A Glance page.	
 
The information that may be edited in the Additional Demographic Information section includes:
x	Date of New Referral
x	OSST Registration Status (the user can change the status of the case to Transitional or Applicant)
x	Veteran Type (Vietnam Era Veteran, Non-Veteran, Other Veteran or Eligible Person).  Please see additional description below under the Notes area.
x	Due Date of Pregnant Customer (will be listed if the customer is female)
x	Selective Service Registration Number (will be listed if the customer is male)
 
The information that may be edited for Time Limit Information includes:
x	Date ARCA (FLORIDA) was updated
x	Time Limit (24/60, 36/72 or 72/72)
x	Number of Months Used
x	Through Date - the date corresponding to the number of months used value 

Notes:
 
The notes below provide some additional context on how to determine Veteran Type:
 
A veteran is defined as any person who served on active duty for a period of more than 180 days and was discharged or released therefrom with other than a dishonorable discharge, or 
 
(2) was discharged or released from active duty because of a service-connected disability, or 
 
  (3) as a member of a reserve component under an order to active duty pursuant to section 672(a),(d),or (g), 673 or 673(b) of title 10, served on active duty during a period of war or in a campaign or expedition for which a campaign badge is authorized and was discharged or released from such duty with other than a dishonorable discharge.  
 
The purpose of designating a 'veteran/other eligible' here is
(0)  non-veteran, 
(1)  veteran have preferential treatment,
(2)  certain classes of veterans have priority over other veterans, and, 
(3) Some non-veterans have veterans' preference.
 
 The term 'active duty' (or 'active military, naval, or air service') means full-time duty in the armed forces, other than duty for training in the reserves or national guard.  Any period of duty for training in the reserves or national guard, including authorized travel, during which an individual was disabled from a disease or injury incurred or aggravated in the line of duty, is considered 'Active duty' 

x	Non-veteran
 
x	Vietnam Era Veteran - Vietnam era veteran includes:  
1.	any person who has served in the republic of Vietnam from February 28, 1961 through August 5, 1964. 
2.	any person who has served on active duty for more than 180 days, any part of which occurred during the Vietnam era (August 5, 1964 through May 7, 1975) and was discharged or released therefrom with other than a dishonorable discharge, or 
3.	was discharged or released because of a service-connected disability which occurred during the Vietnam era.
 
x	Other Veteran - Any veteran who is not a Vietnam era veteran
 
x	Eligible Person - An applicant who is the spouse of: 
(a) any person who died of a service-connected disability
(b) any member of the armed forces serving on active duty who, at the time of application, is listed by the secretary concerned in one or more of the following categories and has been so listed for a total of more than 90 days 
1.	 missing in action 
2.	 captured in line of duty by a hostile force; or 
3.	 forcibly detained or interned in line of duty by a foreign government or power; or 
4.	any person who has a total disability permanent in nature resulting from a service-connected disability the 'date of release' from active military service that is to be used to designate a veteran will be the last day of his/her release from active duty.  Enter the appropriate code by following the definitions given above.
 
Note 1:  for veterans classified as disabled or special disabled, the appropriate code should be entered in the 'handicapped/disabled' field on the  ODDS 'A' screen 
 
Note 2:  the date of release from active military service used to designate a veteran will be the last day of release from active duty 
 
Note 3:  veteran and appropriate disability classification should be completed for applications received by mail only when the applicant shows up at the local office for an interview, this is particularly true for eligible claimants

 

 

 
Household Member Information
Overview of Household Member Information
The Household Member page allows you to:
 
x	Add or Edit Household members and information (including the customer's children).
x	Define Relationships within the Assistance Group.
x	Identify if other Assistance Group Members are receiving SSI or are SSI applicants.
Access Household Information
Follow this procedure to access a customer's household information.

Step	Action	
1	From within the customer's case, click the 'Add' button under the Household Member Information section on the Case At A Glance page.	

 

 

 
Edit Household Information
 
Follow this procedure to edit a customer's household information.

Step	Action	
1	Enter the First Name, Middle Initial, and Last Name of the Household Member.	
2	Enter the Social Security Number for the Household Member.	
3	Click the appropriate radio button for 'Gender.'	
4	Enter the date of birth (using the calendar tool or manually entering the date).	
5	Select the relationship of the Household member to the customer.	
6	Click the appropriate radio button for Related to Cash recipient, for OSST status of new member and for SSI status.	
7	Click the 'Save' button to update and return to the Case At A Glance page or click the 'Clear Changes' button to clear the data entered.	

Notes:  
 
x	Household Member Detail captures information about individuals living in the participant's household.  All children listed in FLORIDA (including those over 12 years of age) will show in a 'Read Only' format on this screen.
 
x	Career managers do have the ability to add additional members in an assistance group through this entry page.  This, however, does not add the additional members to the FLORIDA system.
 
x	Try to enter new household members off a social security card or official document to ensure accurate spelling and data is obtained.
 
x	There is also a link to the 'Steps to Self Sufficiency'.
Individual Responsibility Plan (IRP)
Overview of Individual Responsibility Plan (IRP)
OSST provides you with the ability to create and maintain an online Individual Responsibility Plan (IRP) for a customer.  The best part is that the plan is automatically generated from the customer information that you enter in other parts of the application.
 
For example, entering the details related to a customer's long term employment goals or needs and barriers will be automatically generated to the Individual Responsibility Plan.  The case manager has control over which parts of the Individual Responsibility Plan should be generated, and to what level of detail.
 
The IRP can be accessed by clicking 'View' on the Individual Responsibility Plan on the customer's Case At A Glance page.  The IRP can also be accessed by clicking the 'IRP Wizard' link on the control panel (when you are in a customer's case).
Select Sections to Include on an IRP
The Individual Responsibility Plan is populated with information from many other sections of the application.  Prior to the plan being generated, you are prompted with a 'Select' page, which allows you to choose the specific sections of the Individual Responsibility Plan that you wish to see.  You may choose to view one or all of the following:
 
x	Short Term Employment 
x	Long Term Employment 
x	Barriers
x	Deferrals
x	Countable Work Activities
x	Other Activities
x	Supportive Services
x	Steps to Self Sufficiency

Step	Action	
1	Click 'View' on the Individual Responsibility Plan tab to begin.	
2	Click the check boxes next to the sections that you DO NOT want included on the generated plan.  This will remove the checks from the check boxes.	
3	Click 'Continue' to preview the resulting plan.	

Notes:  
 
x	The system defaults to select all sections.
x	You can also access the 'Select' page by clicking the 'IRP Wizard' link from the control panel.
Change the Layout of an IRP
 
Clicking the 'Change Layout' button takes you back to the 'Select section' screen where you can change the selected areas that will generate to the plan.

Step	Action	
1	Click 'Change Layout'  (message box to confirm this actions appears).	
2	Select the sections you would like to be generated to the plan.	
3	Click 'Continue.'	

Printing an IRP
Clicking the 'View to Print' button presents you with a printable version of the Individual Responsibility Plan.  From here, you can click the 'Print' button on your browser tool bar or select 'File' then 'Print' from your menu options in your browser.
 
The customer's plan will be printed out, complete with the required acknowledgements and the signature areas for the career manager and the customer.

Printing the Individual Responsibility Plan using the 'Print' icon
 
Step	Action	
1	Click 'View to Print' to bring you to the printable version of the IRP.  Click the 'Print' icon from your browser tool bar.	
2	Close the printable version of the plan by clicking the 'X' in the top right hand corner of the page	

 
Printing the Individual Responsibility Plan using your menu options
 
Step	Action	
1	Click 'View to Print' to bring you to the printable version of the IRP. Click 'File' from your browser menu.	
2	Select 'Print' from the menu options.	
3	Close the printable version of the plan by clicking the 'X' in the top right corner of the page.	

Note:
 
x	Enter an IRP completion date and click 'Save' to indicate an IRP completion date on the caseload view.
Case History
The Case History keeps a running history of the actions/change in status of a case.  Specifically, this history keeps a log of when the case has been Opened, Closed or Transferred.  The Case History also identifies the status of the case at the time the action was performed. 
Skill Development
Service Plan
Overview of Service Plan
Once services have been added to the customer's case, the Service Plan will provide a view of the customer's service history (completed and current), including:
x	The service type
x	The start date of the service
x	The end date of the service
x	The status of the service
x	The number of days enrolled in the service
x	The total cost of the service
 
The Service Plan also provides the user with the ability to:
x	Update a Service Budget for the customer 
x	View the total Service Budget, Available Budget and Dollars Spent for a customer's services
x	View a cost summary break down of how the service dollars have been allocated to date
Add a Provider
Follow  this procedure to add a service provider.
 
Step	Action	
1	Click 'Add Provider' (this can be accessed from the Provider Search Results page or from the OSST Desktop).	
2	Enter the provider's phone number (performs a check with the database to ensure that this provider isn't already listed).	
3	Click the check box to indicate what type of provider you are adding (a provider can be more than one type - for example, both an employment provider and a training provider).	
4	Click 'Continue.'	
5	Enter/Edit the provider's name.	
6	Enter/Edit the provider's address (city, county, state and zip).	
7	Enter/Edit (if applicable) the provider's FEID number, website address, contact person, contact's phone number, fax and email.	
8	Enter (if available) the program cost and a program description for that provider.	
9	Click 'Save.'	

Note:
 
A provider may also be added by clicking one of the 'Add a new provider of services, training or employment' links on the OSST Desktop.
Add a Service Budget Amount for a Customer
 
Follow this procedure to add a service budget amount for a customer.

Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail.	
2	Click the hyperlink for the Service Budget (located on the Service Plan).	
3	Enter the budgeted supportive service dollar amount allocated to that customer in the Service Budget field.	
4	Click 'Save.'	

Note:
 
As individual services are added for the customer, the cost that is entered for that service will be subtracted from the customer's available service budget.
 
Add a Supportive Service
 
Adding a supportive service begins with the Service Plan Screen; however, the details for the specific service will be captured on the Service Detail screen.  Once services have been added to the customer's case, you will be able to view a listing of them on the Service Plan (all services, completed and current).  
 
Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail. Click 'Add' from the Service Plan to begin adding a service.	
2	Locate a provider by entering search criteria and clicking 'Search.'	
3	If the search results in locating the correct provider, click the notepad image to add a service detail record for the selected provider.  If the search does not result in locating the correct provider, either click 'Change Search Criteria' to perform another search or click 'Add Provider' to begin adding that provider's information to the database.	
4	After selecting the provider, begin completing the Service Detail record by selecting the service type from the drop down list.	
5	Enter the anticipated start date and the anticipated end date (the actual start date will need to be entered once the customer actually begins the service).	
6	Select  the status of the service.
 	
7	Click 'Save.'
 	
8
 	A pop up box will appear that reads 'Click the OK button to add the cost associated with this Service.'  If you click 'OK,'  you are brought to the 'Add Cost Item' entry screen.  If you click 'Cancel.' you return to the Service Plan on the Skill Development tab.	
9	Adding a cost item allows the user to enter a Tracking Number (e.g., the gas card number), the cost type, the associated FMTS code, the date the cost was incurred and the actual cost.	
10	After completing the Cost Item information, click 'Save' to return to the Service Detail record.	

Notes: 
 
x	The Service Plan summary information will default to showing all active services.  To see a historical view of services provided for this customer, click 'Show All'-  located on the Service Plan tab.
x	The ability to Add a Cost Item is useful in the case of recurring services (such as the issuance of gas cards).  Instead of having to create a new service record each time a gas card is given, simply edit the existing Transportation record by accessing the record and clicking 'Add Cost Item.'
Sort Service Provider Results
 
Follow this procedure to sort service provider results.

Step	Action	
1	From the Provider Search Results page, select the sort criteria of choice from the 'Sort by' drop down list.	
2	Click 'Sort' to view the search results by the parameter specified.	

 
Record an Outcome for an Existing Service
 
The Service Outcome function provides the ability to capture information such as:
x	Reason for service completion
x	Detailed reason for service completion
x	Actual end date of the service
 
Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail.	
2	Click the hyperlink for the specific service from the Service Plan.	
3	Enter the actual start date (if it has not already been entered).	
4	Select a status of 'Complete' to show that the service has ended.	
5	Select the reason for the service ending from the 'Reason for Service Outcome' drop down list.	
6	Enter a description of the reason for the service outcome (this is required if you selected 'Other' from the 'Reason for Service Outcome' drop down list).	
7	Enter the actual end date.	
8	Click 'Save.'	

Job History/Placements
Overview of Customer Placement
Adding a customer placement involves a series of steps, including:
 
x	Searching for an employment provider (to see if they already exist in the database)
x	Adding an employment provider to the database (if the employer does not currently exist)
x	Adding placement details
x	Conducting placement follow ups for a customer

Search for an Employment Provider
Follow  this procedure to search for an employment provider.

Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail.  Click 'Add' under the Job History/Placement tab (this will bring you to the Employment Provider Search page).	
2	Locate a provider by entering search criteria and clicking 'Search.'	
3	If the search results in locating the correct employer, click the notepad image to add a placement record.  If the search does not result in locating the correct employer, either click 'Change Search Criteria' to perform another search or click 'Add Provider' to begin adding that provider's information to the database.	

 
Sort Employment Provider Results
Follow this procedure to sort employment provider results.

Step	Action	
1	From the Provider Search Results page, select the sort criteria of choice from the 'Sort by' drop down list.	
2	Click 'Sort' to view the search results by the parameter specified.	

Add or Edit Employer Information
Follow  this procedure to add or edit employer information.

Step	Action	
1	Click 'Add Provider' (this can be accessed from the Provider Search Results page or from the OSST Desktop).	
2	Enter the provider's phone number (performs a check with the database to ensure that this provider isn't already listed).	
3	Click the check box to indicate what type of provider you are adding (a provider can be more than one type - for example, both an employment provider and a training provider).	
4	Click 'Continue.'	
5	Enter/Edit the provider's name.	
6	Enter/Edit the provider's address (city, county, state and zip).	
7	Enter/Edit (if applicable) the provider's FEID number, website address, contact person, contact's phone number, fax and email.	
8	Click 'Save.'	

Note:
 
To edit this information, you can also click to access a specific provider from the Employer Search Results page.

Add a Customer Placement Record
Follow this procedure to create a placement record for a customer. 

Step	Action	
1	Click 'Add' on the Job History/Placement tab to begin.	
2	Enter your search parameters (if you don't enter any parameters, the system will bring back all providers upon clicking the 'Search' button).	
3	Click 'Search.' 	
4	Click the 'Select' icon next to the employer you would like to add.  Clicking this icon will populate a placement record with this employer's information.	
5	Enter the customer's job title.	
6	Enter the OES title associated with the customer's job.	
7	Enter the name of the contact person located at the employer (the person who you will most likely call for placement follow up).	
8	Click the radio button to indicate whether or not the customer was employed in this job at the time registration.	
9	Select the type of employment (private, subsidized public, subsidized private) from the drop down  box.	
10	Select the statement from the drop down list that best describes how the job placement was made.	
11	Enter a job referral tracking number (if applicable).	
12	Select the name of the person from your unit who gets credit for this placement.	
13	Enter the start date of the placement.	
14	Enter the date of the first paycheck.	
15	Enter the date the placement was verified (this information is used to send to the ODDS system-  because this information may not be available when the placement is initially entered, it can be entered at a later time).	
16	Enter the customer's starting wage.	
17	Select the customer's pay frequency.	
18	Enter the customer's weekly scheduled hours.	
19	Click the appropriate radio button to indicate whether this placement should be added to the customer's resume.	
20	Click 'Save.'	

Note: 
 
The Job History/Placements summary information will default to showing all active placements for the customer.  To see a historical view of placements for this customer, click 'Show All'-  located on the Job History/Placements tab.
Perform Placement Follow-up
 
Follow this procedure to perform placement follow-up.

Step	Action	
1	Click the hyperlink for follow-up next to the specific job for which you are conducting a follow-up (this link is located on the summary level information for Job History/Placements).	
2	Enter the date the follow-up was conducted.	
3	Enter the name of the contact person at the employer that confirmed the customer's follow-up.	
4	Select the type of follow-up from the drop down list.	
5	Enter the customer's wage (per hour) at the time of the follow-up.	
6	Enter the customer's scheduled hours per week at the time of the follow-up.	
7	Enter the type of verification used for the follow-up (e.g., phone call).	
8	Click 'Save.'	

Note:
 
Depending on your region's local policies, customer placement follow-ups are done at specific periods of time (e.g., 30 days after placement, 60 days after placement, etc.)
Skill Development Plan
Overview of Skill Development Plan
Skill Development activities include Training or Activities (such as Orientation)  that are scheduled for a customer.  Once these Skill Development activities have been added to the customer's case, the Skill Development tab will provide a view of the customer's training/activity history (completed and current), including:
x	The activity/training type
x	The period that the activity/training began and ended
x	The status of the activity/training
x	The number of days that the customer has been enrolled in the activity/training
x	The total cost of the activity/training
 
The Skill Development tab also provides the user with the ability to:
x	Update an Activity Budget for the customer 
x	View the total  Activity Budget, Available Budget and Dollars Spent for a customer's training and activities
x	View a cost summary break down of how the activity dollars have been allocated to date

 
Add a Training Provider
Follow  this procedure to add a training provider.
 
Step	Action	
1	Click 'Add Provider' (this can be accessed from the Provider Search Results page or from the OSST Desktop).	
2	Enter the provider's phone number (performs a check with the database to ensure that this provider isn't already listed).	
3	Click the check box to indicate what type of provider you are adding (a provider can be more than one type - for example, both an employment provider and a training provider).	
4	Click 'Continue.'	
5	Enter/Edit the provider's name.	
6	Enter/Edit the provider's address (city, county, state and zip).	
7	Enter/Edit (if applicable) the provider's FEID number, website address, contact person, contact's phone number, fax and email.	
8	Select the appropriate check boxes regarding accreditation, VA approved, job placement, vocational counseling, assessment services, child care and financial aid.	
9	Click 'Save.'	

Note:
 
To edit this information, you can also click to access a specific provider from the Training Provider Search Results page.

Add Program Details for a Provider
Follow  this procedure to add program details for a provider.

Step	Action	
1	On the Provider Details page, click 'Add' under the 'All Programs for School' section of the page.	
2	Enter the program name.	
3	Enter a program description.	
4	Enter the total cost of the program (e.g., tuition).	
5	Enter the clock hours for the program.	
6	Enter the credit hours for the program.	
7	Click 'Save.'	

Add a Skill Development Budget Amount for a Customer
Follow this procedure to add a Skill Development budget amount for a customer.

Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail.	
2	Click the hyperlink for the Activity Budget (located on the Skill Development tab).	
3	Enter the budgeted Skill Development dollar amount allocated to that customer in the Allocated Training Budget field.	
4	Click 'Save.'	

Note:
 
As individual training records/activity records are added for the customer, the cost that is entered for those activities  will be subtracted from the customer's available Activity budget.

 
 
Add Training
 
Adding Training begins with the Skill Development Plan Screen; however, the details for the specific course  will be captured on the Training Details screen.  Once training has been added to the customer's case, you will be able to view a listing of all training and other Skill Development activities on the Skill Development Plan.
 
Step	Action	
1	Navigate to  the 'Skill Development' tab. Click 'Add' on the Skill Development tab to begin adding training.	
2	Click the radio button to indicate that you are adding training.	
3	Locate a provider by entering search criteria and clicking 'Search.'	
4	If the search results in locating the correct provider, click the notepad image to add a training detail record for the selected provider.  If the search does not result in locating the correct provider, either click 'Change Search Criteria' to perform another search or click 'Add Provider' to begin adding that provider's information to the database.	
5	After selecting the provider, begin completing the Training Detail record by clicking the  radio button to indicate whether you would like this training displayed on the Individual Responsibility Plan.  	
6	Continue by selecting the training category  from the drop down list.	
7	Enter the course name.	
8	Enter the expected outcome (e.g.,a degree, a certificate).	
9	Enter a description of the area of study.	
10	Select the funding source (if applicable).	
11	Enter the hours that the customer is scheduled to attend training.	
12	Enter the anticipated start date and the anticipated end date (the actual start date will need to be entered once the customer actually begins the training).	
13	Click 'Save.'
 	
14	A pop up box will appear that reads 'Click the OK button to add the cost associated with this Record.'  If you click 'OK,'  you are brought to the 'Add Cost Item' entry screen.  If you click 'Cancel.' you return to the Skill Development tab.	
15	Adding a cost item allows the user to enter a Tracking Number (e.g., a Purchase Order number), the cost type, the associated FMTS code, the date the cost was incurred and the actual cost.	
16	After completing the Cost Item information, click 'Save' to return to the Training record.	

 
 
Add Activity
 
Adding a Skill Development activity begins with the Skill Development Plan Screen; however, the details for the specific activity  will be captured on the Activity Details screen.  Once an activity has been added to the customer's case, you will be able to view a listing of all activities and other Skill Development activities (such as Training) on the Skill Development Plan.
 
Step	Action	
1	Navigate to  the 'Skill Development' tab. Click 'Add' on the Skill Development tab to begin adding an activity.	
2	Click the radio button to indicate that you are adding an activity.	
3	Locate a provider by entering search criteria and clicking 'Search.'	
4	If the search results in locating the correct provider, click the notepad image to add an activity detail record for the selected provider.  If the search does not result in locating the correct provider, either click 'Change Search Criteria' to perform another search or click 'Add Provider' to begin adding that provider's information to the database.	
5	After selecting the provider, begin completing the Activity Detail record by clicking the  radio button to indicate whether you would like this training displayed on the Individual Responsibility Plan.  	
6	Select the funding source (if applicable).	
7	Enter the expected outcome (e.g., certificate, degree) if applicable.	
8	Enter the hours that the customer is scheduled to participate in the activity.	
9	Enter the anticipated start date and the anticipated end date (the actual start date will need to be entered once the customer actually begins the activity).	
10	Click 'Save.'	
11	A pop up box will appear that reads 'Click the OK button to add the cost associated with this Record.'  If you click 'OK,'  you are brought to the 'Add Cost Item' entry screen.  If you click 'Cancel.' you return to the Skill Development tab.	
12	Adding a cost item allows the user to enter a Tracking Number (e.g., a Purchase Order number), the cost type, the associated FMTS code, the date the cost was incurred and the actual cost.	
13	After completing the Cost Item information, click 'Save' to return to the Activity record.	
 
Sort Training and Activity Provider Results
Follow this procedure to sort training and activity provider results.

Step	Action	
1	From the Provider Search Results page, select the sort criteria of choice from the 'Sort by' drop down list.	
2	Click 'Sort' to view the search results by the parameter specified.	

Record an Outcome for an Existing Activity
The Activity Outcome function provides the ability to capture information such as:
x	Reason for activity completion
x	Detailed reason for activity completion
x	Actual end date of the activity
 
This function is part of the Activity Detail page and can be accessed by clicking on the hyperlink for an existing activity from the Skill Development tab.
 
Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail and click the hyperlink for the specific activity record.	
2	Select a status of 'Complete' to show that the activity has ended (under the Activity Details portion of the page).	
3	Enter the actual start date (if it has already not been entered).	
4	Select the outcome (the reason for the activity ending) from the 'Outcome' drop down list.	
5	Enter the actual end date.	
6	Click 'Save.'	

Record an Outcome for Existing Training
The Training Outcome function provides the ability to capture information such as:
x	Reason for training completion
x	Detailed reason for training completion
x	Actual end date of the training
 
This function is part of the Training Detail page and can be accessed by clicking on the hyperlink for an existing training course from the Skill Development tab.
 
Step	Action	
1	Navigate to  the 'Skill Development' tab on Case Detail and click the hyperlink for the specific training record.	
2	Select a status of 'Complete' to show that the training has ended (under the Training Details portion of the page).	
3	Enter the actual start date (if it has already not been entered) - this date is under the Outcome portion of the page.	
4	Select the reason for the training ending from the 'Reason for Course Ending' drop down box.	
5	Enter a description of the reason for the training outcome (this is required if you selected 'Other' from the 'Reason for Course Ending' drop down list.	
6	Select the statement that best describes the customer's satisfaction with the course from the 'Customer's Satisfaction with Course' drop down list.	
7	Enter the actual end date.	
8	Click 'Save.'	

Job Participation Rate
Add Customer Job Participation Rates (JPR)
The Job Participation Rate page is used to capture the hours associated with a customer's countable activities.  For each customer's case, this page will be automatically populated with a list of the customer's countable activities.  A countable activity will only show up on this page if there has been an Actual Start Date completed on the associated detail page (Training Detail, Activity Detail or Job Placement Detail).
 
Step	Action	
1	Click 'Add' on the Job Participation Rate tab.	
2	Click in the numeric field for the countable activity (listed on the left) for the date you wish to input actual reported hours.	
3	Enter the number of actual hours as verified by appropriate and acceptable documentation provided by the customer or customer's employer.	
4	Click on the 'Save' button to update the JPR with actual hours.	

Notes: 
 
x	If you go to enter a customer's participation hours on this page, and the activity is not showing up, make sure that you have entered an Actual Start Date for that activity or placement on its detail page.
 
x	To view other JPR weeks, click "Back" or "Forward"  or enter a past or future date in the date field and click  'Jump' to view additional weeks (most helpful when looking for dates several weeks in either direction).
 
x	The "% for Period Displayed" is not the Federal Participation Rate calculation.  This provides a quick view of the percent based on the actual hours in the five week period in view on the page.  The percentage beneath each week is based on the actual hours for that week. 
 
Plan Development
Education Detail
Overview of Education Details
The Education detail page captures information about the customer's educational background, including:
 
x	If the customer has ever received financial aid
x	If the customer is currently in school
x	The customer's highest grade completed
x	Any completed certifications/training to date
Add/Edit Education Details
Follow this procedure to add/edit a customer's education details.

Step	Action	
1	Click the 'Plan Development' tab on the Case Detail	
2	Click the 'Add' or 'Edit' button under the Education Detail section to begin.	
3	Click the radio button that indicates whether the customer has ever received financial aid.	
4	Click the radio button that indicates whether the customer is currently in school.	
5	Select the customer's highest school grade completed from the drop down list.	
6	Click 'Save' to update changes.	

Note:
 
If you indicate that the customer has received financial aid, then you must enter all of their financial aid sources.
Add/Edit Previous Training and Certificates
Follow this procedure to add/edit a customer's previous training and certificates.

Step	Action	
1	Click the 'Add/Edit' button under the Education Detail section to begin.	
2	Enter a description of the training or certification that was completed.	
3	Enter the date that the training or certification was completed.	
4	Select the funding source for the training or certification from the drop down list.	
5	Click the radio button to indicate if the customer's certification is current.	
6	Click 'Save' to update the customer's history of training and certifications.	
 
Should the certification expire, simply complete the following steps
 
Step	Action	
1	Click the hyperlink for the appropriate description.	
2	Click  the radio button to indicate if the customer's certification is no longer current.	
3	Click 'Save' to update the customer's history of training and certifications.	

Note:
 
All completed training and certifications are listed in the Completed Training/Certifications table with the corresponding date of completion and certificate status. 
Assessment Detail
Overview of Assessment Detail
This screen is used to track the details associated with scheduling an assessment test for a customer.  This page "builds on itself" in order to lead the user through entering the required details.  For example, the first question you are presented with is whether or not the assessment is being administered by an internal or external resource.  The fields that you see next will depend on how you answer this initial question.
 
The data captured on this page includes:
x	Whether or not this test will be administered by an external resource
x	The type of assessment
x	The name of the assessment
x	The scheduled date for completion
x	The status of the assessment
 
If the assessment is administered externally, the following information is also captured:
x	The test administrator's name
x	The administrator's phone number
x	The administrator's address, city, state and zip 
Add Assessment Detail for an Internal Administrator
Follow this procedure to add assessment detail for an internal administrator.

Step	Action	
1	Click the 'Plan Development' tab on Case Detail.	
2	Click 'Add' on the Assessments tab to begin.	
3	Click 'No' to indicate that the test will not be administered by an external resource  (external resource means a provider other than the One Stop location).	
4	Select the Type of Assessment from the drop down box (e.g., Skills Inventory).	
5	Select the Name of the Assessment from the drop down box 
(e.g., SAGE TFA).	
6	Enter the scheduled date of completion for the assessment test.	
7	Select the status of the Assessment from the drop down box.	
8	Click 'Save/Continue.'	
 
Add Assessment Detail for an External Administrator
Follow this procedure to add assessment detail for an external administrator.

Step	Action	
1	Click 'Add' on the Assessments tab to begin.	
2	Click 'Yes' to indicate that the test will be administered by an external resource  (external resource means a provider other than the One Stop location).	
3	Select the Type of Assessment from the drop down box (e.g., Skills Inventory).	
4	Select the Name of the Assessment from the drop down box (e.g., SAGE TFA).	
5	Enter the scheduled date of completion for the assessment test.	
6	Select the status of the Assessment.	
7	Enter the administrator's information (name, phone number, address, city, state, zip).	
8	Click 'Save/Continue.'	

Assessment Outcome
Overview of Assessment Outcome
This page is used to track the outcomes associated with a specific assessment test.  There are four templates in the system.  They were built for the most commonly used assessment tests in the state of Florida.  These templates are as follows:
 
x	GATB
x	SAGE TFA
x	SDS
x	TABE
 
There is also an "Other" template that should be used if an assessment other than the listed four are administered.
 
The data that is captured on this page is based on the assessment given.
Assessment Outcome for the GATB
Follow this procedure to enter an assessment outcome for the GATB.

Step	Action	
1	Click the appropriate hyperlink under the Test Detail column.	
2	Select a status of 'Complete' from the status drop down box.	
3	Enter any comments you may have regarding the customer's assessment in the Outcome/Results area (this is not the area to enter the scores).	
4	Enter the date that the assessment was completed.	
5	Click 'Save/Continue' (this will take you to the Outcomes template where the scores should be entered.	

Assessment Outcome for the SDS Form 'E'
Follow this procedure to enter an assessment outcome for the SDS Form 'E.'

Step	Action	
1	Click the appropriate hyperlink for under the Test Detail column.	
2	Select a status of 'Complete' from the status drop down box.	
3	Enter any comments you may have regarding the customer's assessment in the Outcome/Results area (this is not the area to enter the scores).	
4	Enter the date that the assessment was completed.	
5	Click 'Save/Continue' (this will take you to the Outcomes template where the scores should be entered).	

Assessement Outcome for the SAGE TFA
Follow this procedure to enter an assessment outcome for the SAGE TFA.

Step	Action	
1	Click the appropriate hyperlink for under the Test Detail column.	
2	Select a status of 'Complete' from the status drop down  box.	
3	Enter any comments you may have regarding the customer's assessment in the Outcome/Results area (this is not the area to enter the scores).	
4	Enter the date that the assessment was completed.	
5	Click 'Save/Continue' (this will take you to the Outcomes template where the scores should be entered).	

Assessment Outcome for the TABE
Follow this procedure to enter an assessment outcome for the TABE.

Step	Action	
1	Click the appropriate hyperlink under the Test Detail column.	
2	Select a status of 'Complete' from the status drop down box.	
3	Enter any comments you may have regarding the customer's assessment in the Outcome/Results area (this is not the area to enter scores).	
4	Enter the date that the assessment was completed.	
5	Click 'Save/Continue' (this will take you to the Outcomes template where the scores should be entered).	

Using the "Other" Template to Enter Assessment Outcome
Follow this procedure to enter an assessment outcome using the 'other' template  

Step	Action	
1	Click the appropriate hyperlink under the Test Detail column.	
2	Select a status of 'Complete' from the status drop down box.	
3	Enter any comments you may have regarding the customer's assessment in the Outcome/Results area (this is not the area to enter the scores).	
4	Enter the date that the assessment was completed.	
5
 	Click 'Save/Continue' (this will take you to the Outcomes template where the scores should be entered).	
6	Enter the assessment results in free form text.	
 
Needs and Barriers
Overview of Needs and Barriers
This screen is used to capture a customer's needs and barriers to self-sufficiency.
 
This page includes:
x	An area for entering the details of a specific need or barrier
x	A running history of all needs and barriers
x	The ability to navigate to the detail for any of the listed needs and barriers
 
The data that is captured for each need or barrier includes:
x	A description of the need/barrier
x	The status of the need/barrier
x	The date that the need/barrier was identified (will default to current date)
x	The expected resolution date
x	A description of the approach to resolving the need/barrier
x	Whether or not the need/barrier should be displayed on the Individual Responsibility Plan
Add Needs/Barriers Details
Follow this procedure to enter needs and barriers for the customer.

Step	Action	
1	Click 'Plan Development' tab on the Case Detail.	
2	Click 'Add' on the Needs and Barriers tab to begin.	
3	Select a description of the need/barrier from the drop down list.	
4	Select the status of the need/barrier.	
5	Enter the date the need/barrier was identified (the system will default to the current date, but you can overwrite this if appropriate).	
6	Enter the expected completion date.	
7	Enter the completion date (most likely entered at a later time).	
8	Enter a description of how you and the customer will work to resolve this need/barrier.	
9	Click the radio button to indicate if this need/barrier should display on the Individual Responsibility Plan (the system will default to 'Yes').	
10	Click 'Save' to add the barrier to the customer's running list of needs/barriers (at the top of the page).	
11	Click 'Cancel' to return to the Case Detail screen.	

Edit Needs/Barriers Details
Follow this procedure to edit needs and barriers for the customer.
 
Steps	Action	
1	Click 'Add' on the Needs and Barriers tab to begin.
 	
2	From the Needs and Barriers List, Click the need/barrier that you would like to edit (Click on the associated blue hyperlink under the 'Type' column - the details for that particular need/barrier will be viewable in the 'Entry' portion of the page).

 
 
Note:
 
A useful function on this page is the ability to link directly to the Steps to Self Sufficiency.  As needs/barriers are identified, and while it is fresh in your mind, use that link to document the steps that the customer will have to take in order to minimize or eliminate his/her barrier.
Goals and Interests
Overview of Goals and Interests
This page is used to capture a customer's personal, educational, employment and optimum health goals.
 
This page includes:
x	An area for entering the details of a specific goal
x	A running history of all goals
x	The ability to navigate to the detail for any of the listed goals
 
The data that is captured for each goal varies depending on the type of goal it is.  As an example though, the data captured for an employment goal includes:
x	Goal length
x	Goal description
x	The date the goal was identified (will default to current date)
x	The date the customer started working towards the goal
x	The expected achievement date
x	The actual achievement date (most likely to be entered at a later time)
x	The goal status
x	Whether or not the goal should be displayed on the Individual Responsibility Plan
Add/Edit Personal, Educational, and Optimum Health Goal Details
 
Follow this procedure to add/edit a customer's personal, educational, and optimum health goal details

Step	Action	
1	Click  the 'Plan Development' tab on the Case Detail.	
2	Click 'Add' on the Goals and Interests tab to begin.	
3	Click the 'Select Goal Type' radio button that best describes the type of goal the customer wants to achieve.	
4	Click the radio button to indicate whether this is a short term or long term goal.	
5	Enter a description of the goal.	
6	Enter the date the goal was identified (the system will default to the current date, but you can overwrite this if appropriate).	
7	Enter the date that the customer started working toward the goal.	
8	Enter the expected achievement date.	
9	Select the appropriate goal status for the goal.	
10	Click 'Save' to add the goal to the customer's running list of goals (at the top of the page).	
11	Click 'Cancel' to return to the Case Detail screen.	

Add/Edit Employment Goal Details
Follow this procedure to add/edit a customer's employment goal details.

Step	Action	
1	Click 'Add' on the Goals and Interests tab to begin.	
2	Click the 'Employment' radio button.	
3	Click the radio button to indicate whether this is a short term or long term goal.	
4	Enter a description of the employment goal (type of work).	
5	Enter the date the goal was identified (the system will default to the current date, but you can overwrite this if appropriate).	
6	Enter the date that the customer started working toward the goal.	
7	Enter the expected achievement date.	
8	Enter the expected wage and indicate whether this is an hourly figure or an annual figure.	
9	Enter the city where the customer would like to be employed.	
10	Select the state where the customer would like to be employed.	
11	Enter a description of the benefits wanted (medical, dental, life insurance,etc.).	
12	Select the appropriate goal status for the goal.	
13	Click the radio button to indicate if this goal should display on the Individual Responsibility Plan (the system will default to 'Yes').	
14	Click 'Save' to add the goal to the customer's running list of goals (at the top of the page).	
15	Click 'Cancel' to return to the Case Detail screen. 	

Edit Goal Details
 
Follow this procedure to edit a customer's goal details.
 
Step	Action	
1	Click 'Add' on the Goals and Interests tab to begin.	
2	From the Goals and Interests List, Click the goal that you would like to edit (Click on the associated blue hyperlink under the 'Description' column - the detail for that particular goal will be viewable in the 'Entry' portion of the page).	
3	Click 'Cancel' to return to the Case Detail screen. 	

Note:
 
A useful function on this page is the ability to link directly to the Steps to Self Sufficiency.  As goals are identified, and while it is fresh in your mind, use this link to document the steps that the customer will have to take in order to minimize or eliminate any barriers which may exist which would cause these goals to not be achieved.  

Steps to Self Sufficiency
Overview of Steps to Self Sufficiency
This page is used to capture the step by step actions that a customer and a case manager will be responsible for in order to help the customer become self sufficient.
 
This page includes:
x	An area for entering the details of a specific step
x	A running history of all open and closed steps
x	The ability to navigate to the detail for any of the listed steps
 
The data that is captured for each step includes:
x	A description of the step
x	The scheduled completion date
x	Whose responsibility it is to complete the step
x	The status of the step
x	The actual completion date (most likely to be entered at a later time)
 
Historically, these steps have been documented as part of creating the Individual Responsibility Plan -  The Steps to Self Sufficiency is a function that can be used as a tool from the very beginning of a customer's case.  As you gather information about a customer (through conversations, assessments, etc.), this is a place to document the step by step actions that the customer and case manager are responsible for completing.
Add Steps to Self Sufficiency
 
Follow this procedure to organize the steps the customer will take to gain self sufficiency.

Step	Action	
1	Click  the 'Plan Development' tab from the Case Detail.	
2	Click 'Add or Edit' on the Steps to Self Sufficiency tab.	
3	Enter a description of the step.	
4	Enter the scheduled completion date.	
5	Select whose responsibility it is to complete the step (case manager, customer or both).	
6	Select the status of the step.	
7	Enter the actual completion date (most likely to be entered at a later time).	
8	Click 'Save' (This step will now be listed as Closed in the History of Steps to Self-sufficiency.)	
9	Click 'Cancel' to return to the Case Detail screen. 	

 
 
Alternative Plan
Sanctions
Sanctions
Requesting action on and reviewing current penalty information is accomplished on the Alternative Plan tab.  Penalties for non-compliance with program opportunities and obligations within the system includes a four step process.  The steps include:
 
I.     Pre-penalty counseling
II.    Penalty request
III.   View penalty status
IV.  Request penalty to be lifted

To view information regarding this specific policy, click  Sanctions Policy.
 
Pre-penalty counseling
Step	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click 'Add' button on Sanctions tab.	
3	Enter  the "failed to" text field with a reason for beginning pre-penalty counseling.	
4	Enter the date customer "failed to"  (default is current date).	
5	Click the 'Save' button to complete the pre-penalty counseling section of the process, this action triggers a Form 2290 to be generated for the customer and returns you to the Alternative Plan tab of the Case Detail.	
 
Request a Penalty
Step	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click the 'Pre-Penalty Counseling' hyperlink for the specific sanction.	
3	Choose the appropriate next step radio button:
x	 to end process (displayed compliance or displayed good cause) or
x	 continue to request (did not attend counseling)
If you choose to end the penalty process: (by selecting the 'Complied' or 'Provided Good Cause' radio button), you will need to enter an End Date for the Pre-Penalty counseling and a description of the compliance or good cause.  When you are finished entering the information, click 'Save.'	
4	If you choose to request a penalty: (by selecting the 'Request Penalty' radio button), select a date on which to request the penalty.	
5	Select the Penalty Level from the drop down list box.	
6	Click 'Save' to complete the penalty request.	
 
View Penalty Status
Step	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2
 	Click 'Penalty Level' hyperlink (values include:  TANF Sanction Level 1, TANF Sanction Level 2, TANF Sanction Level 3, FSET Sanction Level 1, FSET Sanction Level 2, FSET Sanction Level 3).	
3
 	View the previous historical information regarding the penalty process being reviewed.  Step 3:  Penalty Status for (Customer Name) clearly indicates the status of the penalty.	
4
 	Click 'Save' to return to the Alternative Plan tab of the Case Detail.	
 
Request a Penalty to be Lifted
Step	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click 'Penalty Level' hyperlink (values include:  TANF Sanction Level 1, TANF Sanction Level 2, TANF Sanction Level 3, FSET Sanction Level 1, FSET Sanction Level 2, FSET Sanction Level 3).	
3	Under the 'Lift Penalty' area of the screen, enter a Request Lift Date.	
4	Select a lift reason from the drop down list box (Complied or Good Cause).	
5	Enter a detailed lift reason.	

Notes: 
 
x	A historical representation of past penalties may be viewed on the Sanctions tab under the Alternative Plan of the Case Detail by clicking the 'Show All' button.
 
x	The following occurs when a sanction is lifted prior to an imposed date being sent down by the FLORIDA system:  the system displays an imposed date as the same day as the end (or lift) date for the sanction.  This imposed date will be over written by the crossing FLORIDA interface. 
 
Deferrals
Deferrals
A deferral may be added for a customer if they have a medical reason for why they are unable to work.  To complete this page, you need to supply physician information that verifies their medical excuse.

Steps	Actions	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click the 'Add' button on the Deferrals tab.	
3	Select the Reason for the Deferral from the drop down list box.	
4	Respond to the question, 'Was Medical Verification Received?'	
5	Respond to the question, 'Was SSI/SSDI application filed?' 	
6	Respond to the question, 'Is customer enrolled on an ADM Outpatient Treatment Program?'	
7	Enter a Deferral Begin Date.	
8	Enter an Anticipated Deferral End Date.	
9	Enter an Initial Follow-up Date.	

 Continue entering deferral information be inputting the Physician Information.
Enter Physician Information
 
Follow this procedure to add physician information.
 
Step	Action	
1	Select the Date Physician signed the Medical Verification.	
2	Enter Physician's Name.	
3	Enter Physician's Address, City, State, Zip and Phone.	
4	Click 'Save.'	

Enter Deferral Follow-Up Information
Follow  this procedure to enter deferral  follow up information.

Steps	Actions	
1	Click on  the Alternative Plan tab on Case Detail.	
2
 	Click the current deferral hyperlink on the Deferrals tab (deferral with an end date of present.	
3	At the bottom of the screen, there is an area to 'Add Follow-Up Record.'	
4	Enter the date that the follow up was conducted.	
5	Enter the next follow-up date.	
6	Enter the name of the contact spoken to regarding this follow up.	
7	Select the customer status at follow-up.	

Substance Abuse Mental Health (SAMH)
SAMH
If a customer has Substance Abuse & Mental Health issues, they may be committed to a treatment program.  The SAMH page keeps track of their treatment program with relevant dates, counselor name, hours of treatment, etc.

Steps	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click the 'Add' button on the SAMH tab.	
3	Enter the following information:
 
x	Total Assigned Countable Hours/Week
x	Number of Hours in Treatment/Week
x	Date SAMH Treatment Verification Form Documented
x	Current Treatment Hours from Form CF-ES 2299
x	SAMH Counselor Name
x	SAMH Counselor Phone
x	Months Earned and Credited (as verified by PAS)
x	Date Months Earned and Credited was Entered
x	Begin Date of Treatment
x	Anticipated End  Date of Treatment
x	Status of SAMH Treatment	
4	Click the 'Save' button.	

 

 
Supplemental Security Income/Social Security Disability Income (SSI/SSDI)
SSI/SSDI
 
The page stores all the relevant dates needed to track SSI/SSDI time limit extension information.
 
To view information regarding this specific policy, click SSI Policy.
 
Steps	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click the 'Add' button on the SSI/SSDI tab.	
3	Enter the following information:
 
x	Date of SSI/SSDI Application
x	Date SSI/SSDI review was conducted
x	Date Agreement to Extension of Time Limits Form was documented
x	End of SSI/SSDI Application Date	
4	Click the 'Save' button.	

 
Hardships
Hardships
Hardship time limit extensions are officially recorded using form CF-ES 2082.  However, the information recorded on the form can also be recorded in OSST for reference.  A hardship is added to a customer’s case when the process of granting a hardship extension is being conducted.  The Hardship page has four main sections: Referral, Recommendation, Request and Determination.  It is these four sections that closely reflect the information recorded on sections  A through D of form CF-ES 2082.  The date each of these sections are completed may be recorded in the date fields located in the 2082 Completion Dates section of the Hardship Information page.

To view information regarding this specific policy, click Hardship Policy.

 
2082 Completion Dates
 
Steps 	Action	
1	Click on  the Alternative Plan tab on Case Detail.	
2	Click the 'Add' button on the Hardships tab.
 	
3	Enter the following dates as the associated section is completed, this will occur over a period of time.
x	Referral date
x	Recommendation Signature date
x	Customer Request date
x	RWB Determination date	
 
Referral Section
 
Steps	Action	
1	Enter the following information:
x	Date Time limit expires
x	Date first hardship appointment letter mailed
x	Appointment date
x	Language used in mailed appointment letter
x	Date second hardship appointment letter mailed
x	Appointment date
x	Language used in mailed appointment letter 	
2	Enter the Referral date at the top of the page.	
 
Recommendation Section
 
Steps	Action	
1	Enter the following information:
x	Date Hardship review was completed
x	Date documentation was forwarded to approving authority
x	Significant barrier checkbox
x	Forms completed checkbox
x	Additional documentation text box
x	Recommendation drop down list box
x	Number of months recommended
x	Name of person who made recommendation 	
2	Enter the Recommendation signature date at the top of the page.	
 
Request Section
 
Steps	Action	
1	Select the appropriate customer request radio button.	
2	Enter the Customer Request date at the top of the page.	
 
Determination Section
 
Steps	Action	
1	Select Determination radio button.	
2	Enter Additional Months Granted.	
3	Enter the RWB Determination date at the top of the page.	
4	Click 'Save' to complete the Hardship page.	

 
Note:
 
No actual time limit extensions are granted based upon this page.  The page is intended to simply capture information related to the process of granting extensions by the Department of Children and Families PAS.  Official documentation is captured on the paper based forms associated with time limit extensions
Reporting
Reporting
Management reports can be accessed via the Control Panel by clicking the Reporting hyperlink.  
 
This action takes you to the Report Selection page where you can identify which of the available reports you would like to view.  Upon selecting a report to view, the Selection Criteria page appears where you can identify the specific criteria to include in the report.  Examples include: viewing a report for a specific or all regions, viewing a report by one or all units within the selected region, identifying how you would like to sort the report (specific to each report's definition) and other criteria as applicable to the selected report.  Upon completing the selection criteria for the selected report, the report is generated.
 
One of the key features of the management reports in OSST is that you can navigate to lower and higher levels of detail as necessary.  This means that a user can navigate to a level in order to view statewide results as well as navigate to the level of detail within a specific case manager's caseload.  For example the Caseload Program Types report indicates the types of cases (Single Parent, Teen Parent, Two Parent, Applicant, Transitional and Total cases) currently open or closed for the state, each region, each unit or for a specific career manager.  The drill down capability allows you, in some cases, to enter the caseload of a career manager and actually view and update cases where your security profile allows access to the cases.  This makes the tool not only useful for reporting counts, but also enables a career manager to perform case management functions.

 
Selecting a Report
Selecting Criteria For the Report
Drill Down to a Specific Region's Report
Drill Down to Specific Unit's Report
Drill Up to all Regions Report
Drill Down to a Specific Career Manager's Caseload
Drill Up to the Unit level Report
 
Selecting a Report
 
Steps	Action	
1	Click the 'Reporting' hyperlink on the Control Panel.	
2	Select the desired report from the 'Select Report' pop up box.	
 
Selecting Criteria For the Report
 
Steps	Action	
1	Select the desired region from the 'Region' drop down list (if you want to see all regions' results, select 'All' from the drop down list).	
2	Select the desired unit from the 'Unit' drop down list (if you want to see all units within the region, select 'All' from the drop down list).	
3	Select a 'Sort by' criteria from the drop down list.	
4	Select 'Active Status' criteria (Active or Inactive) - this refers to the open caseload (active) and closed caseload (inactive).	
5	Click 'Search.'	
 
Drill Down to a Specific Region's Report
 
Steps	Action	
1	Click on the desired region number in order to view that region's report.	
 
Drill Down to Specific Unit's Report
 
Steps	Action	
1	Click on the desired unit number in order to view that unit's report.	
 
Drill Up to all Regions Report
 
Steps	Action	
1	Click on the 'Region' hyperlink under the 'Totals' section of the page (brings you back to the report for all regions).	

Drill Down to a Specific Career Manager's Caseload
 
Steps	Action	
1	After drilling down to the 'Unit Level Detail', click on the career manager's name in order to view their caseload.	
 
Drilling down to the caseload level allows you to view the cases that met the criteria for that report, however these cases are viewed using the live OSST caseload page for the associated case manager.  The report results prior to reaching the caseload is up to 24 hours old as reports are refreshed nightly within OSST.
 
Drill Up to the Unit level Report
 
Steps	Action	
1	Click on the 'Unit' hyperlink under the 'Totals' section of the page (brings you back to the unit level report within the selected region).	
 
OSST Report Descriptions
Caseload Program Types Report 
To Do Report
No Recorded Countable Work Report 
No Recorded Activity Report 
Countable Activities Report
Non-Countable Activities Report 
Deferrals Report
FSET Component Report 
FSET Inactive Caseload Report 
FSET Work Registrant & Placement Report 
FSET Performance Report
 
Caseload Program Types Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically,  the ability to view all units within a region and the ability to specify a search of "Active (Open in OSST) Cases" vs. "Inactive (Closed in OSST) Cases". 
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region, to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for all program types will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Displays a count of Single Parent,  Teen Parent,  Two Parent,  Applicant,  Transitional,  Food Stamp and Total cases at the state, region, unit and career manager levels.  The results can be sorted by the different program types.  The Totals column sums the counts for each case type for each region, unit or career manager (depending on what level of the report the user is viewing). Report runs each night and therefore reflects data that is up to 24 hours old.
 
To Do Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region, to a view of a specific career manager's number of To Dos. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no To Dos or have a '0' as a value for all To Do types will not show).
 
REPORT DESCRIPTION:  
Displays the number of New, Reopen, Transfer, Closure, Sanction Imposed, Sanction Lifted, Transitional Status Ends and Total To Dos related to Open OSST cases for a specified region, unit or career manager.  The Totals column counts unique to dos for each region, unit or career manager.  If a specific case has a New Case and a Sanction Imposed To Do, the totals column counts this as 1 customer with current To Dos.  Report runs each night and therefore reflects data that is up to 24 hours old.
 
No Recorded Countable Work Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for cases with no recorded countable work will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Displays number of cases not assigned to a countable activity at the time the report was created.  The report runs each night and therefore reflects data that is up to 24 hours old.  A list of countable activities is as follows:
 
x	Employment Preparation
 
x	Job Search
 
x	Community Service Work Experience
 
x	Work Experience combined w/ Education
 
x	Job Skills Training
 
x	Employment Related Education
 
x	GED Prep or High School
 
x	Vocational Training (primary)
 
x	Unsubsidized Employment
 
x	Subsidized Private Employment
 
x	Subsidized Public Employment
 
x	Providing Child Care Services
 
No Recorded Activity Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for cases with no recorded countable activities will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Displays a count of customers:
 
x	never assigned to an activity, including both countable and non-countable activities, however, this does not include customers who have been assigned to a benchmark activity
 
x	who had their last assigned activity end between one to nine days prior to the date the report was executed; however, this does not include customers who have been assigned to a benchmark activity
 
x	who had their last assigned activity end between ten to twenty-nine days prior to the date the report was executed; however, this does not include customers who have been assigned to a benchmark activity
 
x	who had their last assigned activity end thirty or more days prior to the date the report was executed; however, this does not include customers who have been assigned to a benchmark activity

Countable Activities Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for cases with no countable activities will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Report runs each night and therefore reflects data that is up to 24 hours old.  Countable activities include customers in:
 
x	Employment Preparation
 
x	Job Search
 
x	Community Service Work Experience
 
x	Work Experience combined w/ Education
 
x	Job Skills Training
 
x	Employment Related Education
 
x	GED Prep or High School
 
x	Vocational Training (primary)
 
x	Unsubsidized Employment
 
x	Subsidized Private Employment
 
x	Subsidized Public Employment
 
x	Providing Child Care Services
 
Non-Countable Activities Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for cases with no countable activities will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Report runs each night and therefore reflects data that is up to 24 hours old.  Countable activities include customer in:  
 
x	Orientation
 
x	Assessment
 
x	Adult Basic Education
 
x	Adult GED Prep
 
x	ESOL
 
x	Remedial Education
 
x	AA/AS Degree
 
x	Vocational Education (secondary)
 
x	Employment Counseling
 
x	Educational Counseling
 
x	Other Counseling
 
Deferrals Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically, the ability to view all units within a region, data for a specific unit's career managers and navigate to the cases that relate to the number of deferrals reported for each career manager.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.  If a user drills down to a level in the search results where he/she can view the results of multiple regions, units or career managers, the search results will only display regions, units or career managers that have data to display (For example, regions that have no cases or have a '0' as a value for cases with no countable activities will not show).  Clicking on a career manager's name will take you to that career manager's caseload view, not to the actual cases tied to the number returned in the report.
 
REPORT DESCRIPTION:
Display a count of customers in:
 
x	Other Deferral and the average number of days those cases have been in that deferral
 
x	Medical Deferral (less than 90 days) and the average number of days those cases have been in that deferral
 
x	Medical Deferral (greater than 90 days) and the average number of days those cases have been in that deferral
 
x	Alcohol, Drug, Mental Health Deferral (less than 90 days) by average number of days those cases have been in that deferral
 
x	Alcohol, Drug, Mental Health Deferral (greater than 90 days) and the average number of days those cases have been in that deferral
 
x	High Risk Pregnancy Deferral and the average number of days those cases have been in that deferral
 
x	Lack of Child Care Deferral and the average number of days those cases have been in that deferral
 
x	Lack of Transportation Deferral and the average number of days those cases have been in that deferral
 
x	Domestic Violence Deferral and the average number of days those cases have been in that deferral
 
x	SSI Applicant Deferral and the average number of days those cases have been in that deferral

FSET Component Report 
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.
 
REPORT DESCRIPTION:
Displays a count of customers in:
 
x	Upfront Job Search (UJS)
 
x	Assisted Job Search (AJS)
 
x	Job Club
 
x	Job Search Workshop - AWI
 
x	Group Counseling AWI 
 
x	Work Experience
 
x	Other AWI Services 
 
x	Self Initiated Work Experience
 
x	WIA services 
 
x	Education
 
x	Total Customers
 
FSET Inactive Caseload Report
 
SEARCH/SORT CRITERIA: 
Selection criteria requires the following search criteria to be entered:
x	Region
x	Unit
x	Career manager first name
x	Career manager last name
Results can be sorted by:
x	Last name
x	First name
x	SSN
x	Last countable activity end date
x	Last referral date
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.
 
REPORT DESCRIPTION:
Displays caseload by SSN, Last Name, First Name, Program, Last Countable Activity and Last Referral Date.  The SSN is a hyperlink to the Case Detail- Case At A Glance page for that customer.  

FSET Work Registrant & Placement Report
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.
 
REPORT DESCRIPTION:
Displays count of:
 
x	Referrals - customers referred within the current fiscal year
 
x	Volunteers - number of voluntary participants
 
x	Orientation - orientation completers
 
x	Non-Comply - requested sanctions (all levels)
 
x	Sanctions - imposed sanctions (all levels)
 
x	Full-Time - customers entering full time employment
 
x	Part-Time - customers entering part time employment
 
x	Total - customers entering full or part time employment
 
x	Average Wage  of all customers entering employment
 
FSET Performance Report
 
SEARCH/SORT CRITERIA: 
Selection criteria includes the ability to view all regions or one region specifically and the ability to view all units within a region and data for a specific unit's career managers.
 
DRILL DOWN CAPABILITY:  
Ability to drill down from a statewide view of the regions, to a view of the units within a specific region and to a view of a specific career manager's caseload. The user also has the ability to drill back up through each of these layers.
 
REPORT DESCRIPTION:
Displays monthly YTD counts of:  
 
x	# placed in  a job
 
x	# of customers who completed FSET orientation
 
x	% of customers placed of those who completed FSET orientation
 
x	# of full time placements in a job
 
x	full time placement goal (80% or FSET orientation completers)
 
x	percent of full time placement goal attained
 
x	average wage for those placed
 
x	count of open (active) FSET cases
 
x	count of cases in an activity
 
x	percent of open cases in an activity
 
x	(Orientation completers - Full Time placements) + customers with an open service   
 
x	(Orientation completers - Full Time placements)  
 
x	Percent of customers with an open service who are not employed full time

Searches
Searches
Job Participation Rate Search (JPR)
 
Participant Search
 
Job Search
 
Service Search
 
Activity Search
 
Training  Search
 
Sanction Search
 
Exception Search
 
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:
 
x	Job Participation Rate Search (JPR)
Allows the user to search for blank weeks, weeks updated with zero, or low hours.
Required fields are date range, region, county, and unit.
 
x	Participant Search
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:
 
x	Customer Name - hyperlink to Case-at-a-glance tab for case
 
x	Customer SSN
 
x	Case OSST status (Yes = Open or No = Closed)
 
x	Customer's Program
   
x	FLORIDA Status (Open or Closed)
  
x	Welfare Transition Status (EX or MN)
   
x	Date of Birth
   
x	Sex
   
x	Race
   
x	First Referral Date
   
x	Last Referral Date
   
x	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.
 
x	Job Search
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:

x	Customer Name - hyperlink to Case-at-a-glance tab for case
 
x	Customer SSN
 
x	Customer's Welfare Transition Status (EX or MN)
 
x	Customer's R/C/U
 
x	Customer's Job Title
 
x	The Start Date for the Placement
 
x	The End Date for the Placement (if the job is still open, this field will be blank)
 
x	The Employer's Name
 
x	The Customer's Wage
 
x	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.
 
x	Service Search
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:
 
x	Customer Name-hyperlink to Case At A Glance tab for case
 
x	Customer SSN
 
x	If the customer's case is Open in OSST (Yes or No)
 
x	Customer's R/C/U
 
x	Name of the Service that the customer is receiving
 
x	The Service Start Date
 
x	The Service End Date (if the service is still open, this field will be blank)
 
x	The Service Provider's Name
 
x	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.

x	Activity Search
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:  
 
x	Customer Name-  hyperlink to Case At A Glance tab for case
 
x	Customer SSN
 
x	If the customer's case is Open in OSST (Yes or No)
 
x	Customer's R/C/U
 
x	Name of Activity the customer is receiving
 
x	The Activity Start Date
 
x	The Activity End Date (if the activity is still open, this field will be blank)
 
x	The Activity Provider's Name
 
x	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.
 
x	Training  Search
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:
   
x	Customer Name- hyperlink to Case At A Glance tab for case
 
x	Customer SSN
 
x	If the customer's case is Open in OSST (Yes or No)
 
x	Customer's R/C/U
 
x	Name of the Training that the customer is attending
 
x	The Training Start Date
 
x	The Training End Date (if the activity is still open, this field will be blank)
 
x	The Training Provider's Name
 
x	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.

x	Sanction Search
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: 
 
x	Customer Name- hyperlink to Case At A Glance tab for case
 
x	Customer SSN
 
x	If the customer's case is Open in OSST (Yes or No)
 
x	Customer's R/C/U
 
x	Pre-Penalty Outcome
 
x	Pre-Penalty Begin Date
 
x	Pre-Penalty End Date
 
x	Sanction Level
 
x	Sanction Begin Date
 
x	Sanction End Date
 
x	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.

x	Exception Search
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 food stamp 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	Food stamp case not added because participant age out of range ( NON-ABAWD)	There is an age constraint on FSET 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	Food stamp case cannot be added because participant has a child (NON- ABAWD)	Participant has dependents.  FSET does not service participants with dependents.	None, this is informational only.	
8	Food stamp status code must be open	FS status is either Denied, Failed or Pending. FSET 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.   
Correspondence
Overview of Correspondence
Correspondence refers to the ability to generate pre-defined letters, directed towards customers or other career managers, based upon actions completed within OSST.  Because many customers share similar case characteristics, OSST includes a mail merge function.  Mail merge allows for creating letters in bulk.  OSST also includes the ability to maintain correspondence templates.
 
Common Terminology used with Correspondence: 
 
x	Correspondence - system generated letter directed to an individual customer or other career manager.
 
x	Locally Defined Correspondence - letters generated by OSST that may be defined by local workforce boards as a local standard and uploaded to OSST for generation when a trigger is encountered.
 
x	Mail Merge - ability to retrieve a listing of customers from OSST based upon common case characteristics and generate the same letter for each customer listed using MSWord.
 
x	Primary Mailing Address - the address located in the upper portion of the Contact Information page, typically this is the address received from the FLORIDA system via a nightly batch interface.
 
x	Queue - a temporary holding area for correspondence to be printed at a later time.
 
x	rtf file - a rich text file format, OSST correspondence is based upon this common format considered standard across all local workforce boards.
 
x	Trigger - a specific action taken by a user of OSST within the system that has associated correspondence .
 
x	Variable - a piece of information contained in OSST that is used to define case specific information contained in correspondence.
 
What is required in order to fully utilize the correspondence capabilities within OSST?
 
Your computer must be connected to a printer via a local area network (LAN) or a local printer (direct connection between PC and printer).  MSWord is required to support printing and creating correspondence.  MSExcel is required to download search results when processing large mail merge batches on your PC.
 
Most of the correspondence generated from OSST occurs when a career manager takes an action on a case that has an associated letter.  This is known as invoking a trigger.  For example, it is a common practice to send a Welfare Transition customer a Pre-penalty Counseling letter (CF-ES 2290) when pre-penalty counseling is recorded.  In OSST, when the 'Save' button is clicked while recording pre-penalty counseling, a trigger is invoked to generate the 2290 letter that includes specific information about the customer and the rationale for counseling.
 
Letter Generation
 
Once you have performed an action that will generate a letter, a pop up window is displayed.   A message appears informing you that a letter has been generated and asks you if you want to print the letter now.
 
When triggers are set to active by an administrator and when these triggers are encountered within the application - the associated letter is generated.  This includes retrieving the letter template (state or locally defined), retrieving variables to populate specific text within the letter (for example, customer's SSN), and combining the template with the variables to produce the final letter.  The letter is available for viewing prior to printing or queuing for printing at a later time.  
 
Example: Requesting Pre-Penalty Counseling
 
Documenting the Pre-Penalty counseling information creates a trigger for OSST.  The trigger instructs OSST to retrieve the CF-ES 2290 and also retrieve several variables contained within OSST such as: customer name, SSN, primary address, reason for counseling, etc.  These two elements of correspondence are merged together.  You are given the option to print preview the letter now or place it in a queue for printing later.  When you select 'OK' (to view the letter now), another browser instance automatically opens with the associated letter in view.  At this point you may choose to edit information contained in the letter, but this is not a required step.  
 
If you would like to print the letter, use your browser print button.  You must be connected to a printer for the letter to print.  If you require assistance to connect to a printer, contact your local technical support staff.  
 
Case Notes generated from Correspondence
 
When a trigger is encountered and the user decides to print the associated letter, a case note is automatically generated.  The case note includes: the name of the letter, the address used as the mailing address, the date and time the letter was printed and the user id of the logged in user.  This creates a historical record that a letter was printed, however, it does not mean that the customer received the letter nor does it imply that the letter was ever mailed.  The letter is not archived in the system for later retrieval.  For future reference, you may wish to print multiple copies to place a duplicate in the case file.  This may be useful for hearings, quality assurance audits or as a reminder of actions taken on the case.  Another way to archive printed correspondence is to save the document to a local or LAN drive.  This can be accomplished by selecting 'Save As' from the File drop down menu within the browser instance containing the letter.
 
In the example above, there was an option to print or queue the letter. If you choose not to print (view) the letter at that point, it will be added to a list of queued letters, updating the 'Queued Letter' hyperlink available on your OSST Desktop with the number of queued letters that exist.
 
To print queued letters, simply click the 'Queued Letter' hyperlink on the control panel, select the letter you wish to print or delete.  
 
List of Correspondence included in OSST
 
Below is a list of all correspondence included within OSST.  The list includes a common name for each letter, the purpose of the letter and the trigger action required to generate the letter.
 
 	COMMON NAME	TRIGGER	
1	Agreement for Up-front Diversion Payment/Service (CF-ES 2075 and 2073B) 	When diversion is added as a Service to the customer's case	
2	Appointment Letter	When an activity or training is added.  Or, when one of the following services is added:  Employment Counseling, Education Counseling, Other Counseling	
3	Child Care Application and Authorization (CFFSP 5002)	When Welfare Transition Child Care is added to the customer's case	
4	Hardship Exemption Notification	When adding a 'first hardship date' and 'appointment date' 	
5	Hardship Exemption Second Notification 	When adding or updating a 'second hardship date' and 'appointment date'	
6	 
JPR Reminder	No trigger-  use Mail Merge functionality	
7	 Notice of Child Care Status (CFFSP 5235)	When Welfare Transition Child Care is ended (indicated by inputting an outcome and end date)	
8	Transitional Letter 	No trigger-  use Mail Merge functionality	
9	Notice of Failure to Participate and Possible Sanction (CF-ES 2290)	When inputting the Pre-Penalty steps on the Sanctions page 	
10	Notice of Failure to Demonstrate Satisfactory Compliance (CF-ES 2292) 	When requesting a Penalty from the Sanctions page	
11	Request for Medical Verification 	When requesting the following deferral reasons:  Medical Deferral (less than 90 days), Medical Deferral (90 days or more)	

Mail Merge Function
Correspondence Mail Merge Function
 
The Mail Merge option is accessible via the Control Panel Search hyperlink, which provides the ability to send one letter to 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.  There are three search types: Service Search, Participant Search and Job Search, which allows you to find customers with similar case characteristics and requiring the same letter.  
 
These search pages replace the current functionality of the Cross Reference page in WAGES MIS.  These searches are available by clicking the 'Searches' link on the control panel.
 
The Service Search, Participant Search and Job Search functions can be used as a caseload management function (i.e., Show me a view of all of my transitional cases), but these search functions also serve as the basis of the Mail Merge capability in OSST.
 
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.   
Correspondence Triggers
Below is a list of all correspondence included within OSST.  The list includes a common name for each letter, the purpose of the letter and the trigger action required to generate the letter.
 
 	COMMON NAME	TRIGGER	
1	Agreement for Up-front Diversion Payment/Service (CF-ES 2075 and 2073B) 	When diversion is added as a Service to the customer's case	
2	Appointment Letter	When an activity or training is added.  Or, when one of the following services is added:  Employment Counseling, Education Counseling, Other Counseling	
3	Child Care Application and Authorization (CFFSP 5002)	When Welfare Transition Child Care is added to the customer's case	
4	Hardship Exemption Notification	When adding a 'first hardship date' and 'appointment date' 	
5	Hardship Exemption Second Notification 	When adding or updating a 'second hardship date' and 'appointment date'	
6	JPR Reminder	No trigger-  use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality	
7	 Notice of Child Care Status (CFFSP 5235)	When Welfare Transition Child Care is ended (indicated by inputting an outcome and end date)	
8	Transitional Letter 	No trigger-  use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality	
9	Notice of Failure to Participate and Possible Sanction (CF-ES 2290)	When inputting the Pre-Penalty steps on the Sanctions page 	
10	Notice of Failure to Demonstrate Satisfactory Compliance (CF-ES 2292) 	When requesting a Penalty from the Sanctions page	
11	Request for Medical Verification 	When requesting the following deferral reasons:  Medical Deferral (less than 90 days), Medical Deferral (90 days or more)	
Creating and Uploading Local Correspondence
Local correspondence can be created and uploaded to replace any of the letters that are currently printed when a trigger is encountered in OSST.  The common letters that currently exist in OSST (and their associated triggers) are listed in the following table:
 
 	COMMON NAME	TRIGGER	
1	Agreement for Up-front Diversion Payment/Service (CF-ES 2075 and 2073B) 	When diversion is added as a Service to the customer's case	
2	Appointment Letter	When an activity or training is added.  Or, when one of the following services is added:  Employment Counseling, Education Counseling, Other Counseling	
3	Child Care Application and Authorization (CFFSP 5002)	When Welfare Transition Child Care is added to the customer's case	
4	Hardship Exemption Notification	When adding a 'first hardship date' and 'appointment date' 	
5	Hardship Exemption Second Notification 	When adding or updating a 'second hardship date' and 'appointment date'	
6	JPR Reminder	No trigger-  use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality	
7	 Notice of Child Care Status (CFFSP 5235)	When Welfare Transition Child Care is ended (indicated by inputting an outcome and end date)	
8	Transitional Letter 	No trigger-  use 'Searches' functionality to generate a list of customers, then use the Mail Merge functionality	
9	Notice of Failure to Participate and Possible Sanction (CF-ES 2290)	When inputting the Pre-Penalty steps on the Sanctions page 	
10	Notice of Failure to Demonstrate Satisfactory Compliance (CF-ES 2292) 	When requesting a Penalty from the Sanctions page	
11	Request for Medical Verification 	When requesting the following deferral reasons:  Medical Deferral (less than 90 days), Medical Deferral (90 days or more)	
 
Because the correspondence administration is included in the Security Maintenance screens, local correspondence can only be uploaded by a Security Administrator. Any of the letters in the table above an be replaced with local correspondence by following these steps:

Step 1:  Create a letter in Microsoft Word. 
 
Information that is generic to all customers or all units (such as the general message of the letter) can be entered by typing the letter text in the same way that you would a normal document; however, when entering information that is specific to a customer or a case manager (such as First Name, Last Name, or Case Manager's phone number), the variables within the following table should be used.  There are 83 variables defined.  These variables map to the customer and unit data stored in OSST, and are the only variables that can be used when creating local correspondence.  When you type the variables into the letter text, be sure to type them exactly as they appear in this table (% signs included). 
 
 	Variable	Definition	
1	 %DATE% 
 	Date (System date will populate the letter if this variable is used)	
2	 %FNAME% 	Customer's First Name	
3	 %LNAME% 	Customer's Last Name	
4	 %MI% 	Customer's Middle Initial	
5	 %ADDRESS1% 	Customer's First line of his/her living address 	
6	 %ADDRESS2% 	Customer's Second line of his/her living address (e.g., Apt #)	
7	 %CITY% 	Customer's City of residence (as listed in his/her primary contact information)	
8 	%STATE% 	Customer's State of residence (as listed in his/her primary contact information)	
9	 %ZIPCODE% 	Customer's zipcode (as listed in his/her primary contact information)	
10	 %RFA% 	Customer's RFA (Request for Assistance) Number	
11	 %SSN%  	Customer's Social Security Number	
12	%DOB% 	Customer's Date of Birth	
13	%SEX%	Customer's gender	
14	%RACE%	Customer's race	
15	%INFRACTION1%	Pre-Penalty Reason for a Sanction	
16	%INFRACTIONDATE1%	Pre-Penalty Date for a Sanction	
17	%INFRACTION2%	Request for Penalty Reason for a Sanction	
18	%INFRACTIONDATE2% 	Request for Penalty Date for a Sanction	
19	%SANCLEVEL%	Customer's Sanction Level	
20	%DATEPLUS10%	Ten Days from Current Date	
21	%DATEPLUS90% 	Ninety Days from Current Date	
22 	%CHILD1%	Name of child #1	
23 	%CHILDSSN1%	Social Security Number for child #1	
24	%CHILDDOB1%	Date of Birth for child #1	
25	%CHILDSEX1%	Gender of child #1	
26	%CHILDRACE1%	Race of child #1	
27	%CHILD2%	Name of child #2	
28	%CHILDSSN2% 	Social Security Number for child #2	
29	%CHILDDOB2% 	Date of Birth for child #2	
30	%CHILDSEX2% 	Gender of child #2	
31 	%CHILDRACE2% 	Race of child #2	
32 	%CHILD3% 	Name of child #3	
33 	%CHILDSSN3%	Social Security Number for child #3	
34	%CHILDDOB3%	Date of Birth for child #3	
35	%CHILDSEX3%	Gender of child #3	
36	%CHILDRACE3%	Race of child #3	
37	%CHILD4%	Name of child #4	
38 	%CHILDSSN4%	Social Security Number for child #4	
39	%CHILDDOB4% 	Date of Birth for child #4	
40	%CHILDSEX4% 	Gender of child #4	
41	%CHILDRACE4% 	Race of child #4	
42 	%CHILD5% 	Name of child #5	
43	%CHILDSSN5% 	Social Security Number for child #5	
44	%CHILDDOB5%	Date of Birth for child #5	
45	%CHILDSEX5%	Gender of child #5	
46 	%CHILDRACE5%	Race of child #5	
47	%CHILD6%	Name of child #6	
48 	%CHILDSSN6%	Social Security Number for child #6	
49	%CHILDDOB6%	Date of Birth for child #6	
50	%CHILDSEX6%	Gender of child #6	
51	%CHILDRACE6% 	Race of child #6	
52 	%CHILD7%	Name of child #7	
53	%CHILDSSN7%	Social Security Number for child #7	
54	%CHILDDOB7%	Date of Birth for child #7	
55	%CHILDSEX7%	Gender of child #7	
56	%CHILDRACE7%	Race of child #7	
57	%CHILD8% 	Name of child #8	
58	%CHILDSSN8% 	Social Security Number for child #8	
59	%CHILDDOB8%	Date of Birth for child #8	
60 	%CHILDSEX8% 	Gender of child #8	
61	 %CHILDRACE8% 	Race of child #8	
62 	%CHILD9% 	Name of child #9	
63 	%CHILDSSN9% 	Social Security Number for child #9	
64 	%CHILDDOB9% 	Date of Birth for child #9	
65	%CHILDSEX9% 	Gender of child #9	
66 	%CHILDRACE9%	Race of child #9	
67 	%CHILD10%	Name of child #10	
68  	%CHILDSSN10%	Social Security Number for child #10	
69	%CHILDDOB10% 	Date of Birth for child #10	
70 	%CHILDSEX10% 	Gender of child #10	
71 	%CHILDRACE10%	Race of child #10	
72 	%UNIT% 	Unit Number 	
73 	%UNITNAME% 	Unit Name	
74 	%UNITADDRESS1% 	First line of Unit Address	
75 	%UNITADDRESS2% 	Second line of Unit Address (if necessary)	
76 	%UNITCITY% 	City where unit is located 	
77 	%UNITSTATE% 	State where unit is located	
78 	%UNITZIPCODE% 	Zipcode where unit is located	
79 	%UNITFAX% 	The customer's case manager's fax number	
80 
 	%UNITPHONE% 	The customer's case manager's primary phone number	
81	%UNITCONTACT%	The customer's case manager	
82	%HARD1DATE%	 Date that the first Hardship Appointment was mailed	
83	 %HARD2DATE% 
 	Date that the second Hardship Appointment was mailed	
 
Step 2:  Save the document as an .rtf file.
 
When the letter is completed, save the file as an .rtf file.  From within Microsoft Word, this is done by clicking 'File,' then 'Save As' on your tool bar.  A pop up box will appear. In the 'Save As Type' drop down box , select 'Rich Text Format (*.rtf).'  Click 'Save.'

Step 3:  Login to the Security Maintenance screens to access trigger maintenance.
 
x	Login to the Security Maintenance screens.
 
x	Mouse over the 'Maintain Units' option at the top of the screen and select  'Trigger Admin.' This launches the 'Print Trigger Administration' screen.  

Step 4:  Utilize the Print Trigger Administration page.
 
This screen allows the Security Administrator to view all potential points within OSST when a letter can be generated.  This screen provides a view for the letters within a particular County in OSST.  From this screen, a Security Administrator can also link to edit the active status and the letter associated with any of the listed triggers.  Any updates that are made to these triggers are made based on the county (not for a region, not for a specific unit). This means that if a letter should be uploaded for an entire Region- the Security Administrator must ensure that each county for that Region has been updated to trigger that specific letter. 
 
Currently, there are 26 trigger points defined in the application.  When OSST goes live in any region, there are eleven common letters that are defaulted to generate when triggered.  The remaining fifteen triggers (if the region decides to associate a letter with that trigger) must be tied to local correspondence.  Any of the 26 trigger points (including those where a common letter is defined) can be replaced with local correspondence.
 
If a letter/trigger is listed with an Active Status of 'No,' this means that either the trigger has been turned off OR a letter does not currently exist for this trigger.  If a letter/trigger is listed with an Active Status of 'Yes,' this means that a letter does currently exist for this trigger (either the default letter or the locally defined letter) and that it has been set to be active.
 
Step 5:  Edit a Trigger.
 
Before you edit any of the listed triggers, make sure that you have selected the county in which you are editing triggers from the drop down box.  
 
From the 'Print Trigger Administration' main page, click the 'Edit' link next to the specific letter/trigger that you want to edit.  Clicking Edit brings you to the detail for that specific letter/trigger.  The page is divided into four sections: A Trigger Description section, An Active Status section, A Letter Status section and a Customer Letter Upload section.
 
x	Trigger Description:  Provides the title of the letter and a description of when it is triggered.
 
x	Active Status:  To activate or the current trigger, click the 'Yes' radio button. To inactivate the current trigger, click the 'No' radio button.
 
x	Letter Status:  If a default letter exists for the letter, you will have an option to check a box for "Use System's Default Letter."  If a default letter does not exist, and a custom letter has not been uploaded, this section will inform you that you "Need to upload a document."  If both a system default letter and a custom letter exist, you must check which one should be used as the trigger letter.  The 'Letter Status' section also allows you to view the current letter that is generated for this particular trigger.
 
x	Custom Letter Upload: Clicking the Browse button will let you navigate through the files on your computer to locate the .rtf file you wish to upload for the custom letter. 
 
Step 6:  Save your changes.
 
When you have finished making all changes, don't forget to click 'Save/Continue.'
Case Notes
Case Notes - Overview
 
Case Notes can be entered at any time while you are using the application within a specific case, since case notes pertain to a particular customer.  Just click the 'Notes' icon in the upper right hand corner of the page.
 
There is a 48 hour window within which case notes can be updated.  After that, the only person that can edit a case note is a supervisor.  Case notes may only be deleted by a supervisor.
 
If a case note is modified,  the case note is updated to display the user name of the user who last updated the record with the date and time stamp updated to reflect when the last update occurred.  
 
If you are only wishing to view an existing case not (not making edits), to close the case note DO NOT click the 'Save' button as this will update the date and time stamp for the note, even if no edits were made.  Rather, close the window by clicking on the X in the upper right hand corner of the case note window.
 
Add a Case Note
 
Follow this procedures to add case notes.
 
Steps	Action	
1	Click the 'Notes' icon in the upper right hand corner of the page.	
2	Type the note you wish to record in the text area of the Case Notes entry.	
3	Click the 'Save/Continue' button to save the note.	

Note:
 
You must be in a customer's case to add case notes.  There is a 48 hour window within which case notes can be updated.  After that, the only person that can edit a case note is a supervisor.  Case notes may only be deleted by a supervisor.
 
If a case note is modified,  the case note is updated to display the user name of the user who last updated the record with the date and time stamp updated to reflect when the last update occurred.  If you are only wishing to view an existing case not (not making edits), to close the case note DO NOT click the 'save' button as this will update the date and time stamp for the note, even if no edits were made.  Rather, close the window by clicking on the X in the upper right hand corner of the case note window.
 
FAQs
Frequently Asked Questions as of 03/16/2001
The purpose of this document is to provide a quick reference for answers to questions posed during the early stages of pilot operations of the OSST system. 
 
General
Security
Caseload
Case Notes
Closing Cases
Correspondence
FSET
Sanctions
Job Placements
To-Do
Work Registration
Household Member Information

General:
 
Question:   How do I report problems I am having with OSST?
Answer:   First seek out your local resources, such as your trainer, security officer, or technical support staff.  If they are unable to assist you in resolving your question/problem they will forward the information to the OSST support desk.  Your problem will be researched and information to resolve your question, will be reported back to your local resource contacts to share the solution with you. 
 
Question: How can I make a suggestion that I think would improve OSST?
Answer: E-mail suggestions directly to: osstsuggestions@myflorida.com
 
Question: - How do I request policy training for the Welfare Transition Program (WTP) and/or the Food Stamp Employment and Training Program (FSET)?
Answer: Policy training for WTP can be requested by contacting Dianne Parcell at
dianne.parcell@awi.state.fl.us or for FSET by contacting
larry.miklus@awi.state.fl.us
 
Question: Can I have two OSST sessions with different user ID's open at the same time?  
Answer: It is recommended, due to session  issues, that the application not be opened more than one time.
 
Question: When updating OSST, why is the wrong caseload is displayed.
Answer: This occurs when multiple browser windows are opened. It is recommended, due to session  issues, that the application not be opened more than one time.
 
Question: How do I change a customer's name in OSST if it is misspelled in OSST and correct in FLORIDA?
Answer: The name field can only be corrected by asking FLORIDA to resend the record.  This will update the name with the correct spelling.
 
Question: My transactions keep timing out or do not seem to load the entire page.  What should I do?
Answer: Report this to your local technical support staff. Your local technical support staff will determine if it is a local connectivity issue.  This issue has generally been associated with internet connectivity problems in the local area. Your local technical support staff will report their findings to the OSST help desk if they feel it is an application problem.
 
Security:
 
Question: Are user Ids and passwords case sensitive?
Answer: No.  If you have problems with your user ID or password contact your local security officer.
 
Question: How are user accounts deleted?
Answer: Currently, user accounts can only be deleted by members of the help desk.  Before deleting an account, the regional security officer will need to send a written request to the help desk.  The capability to delete or inactivate user accounts by the Regional Security Officer is expected to be included in Release 1.2, scheduled for release on April 23, 2001.
 
Question: Can support staff assist counselors in maintaining case files in OSST?
Answer: Supervisors indicate the level of security access they want for each of their staff.  The supervisor should contact the local security officer if they need security authority changed.
 
Question: How can I request an OSST user ID - for administrative and reporting purposes?
Answer: Currently ID's are linked to specific units; therefore no provisions have currently been made for administrative ID's.  This topic is being reviewed as a potential change for Release 1.2, scheduled for release on April 23, 2001.
 
Caseload:
 
Question: As a supervisor of multiple units, how do I access all the counselor caseloads in the various units I supervise? 
Answer:  Your logon will allow you to access all the units you have security in.  After signing on,  select the unit, then the counselor in the unit to access a specific caseload.
 
Question: - As a supervisor, I need to balance counselor caseloads periodically.  How do I transfer cases between counselors to balance caseloads?  
Answer:: Go to the workload, then select the counselor you want to transfer the cases from.  Go into that caseload. Click on the Submit/Reassign button.  Follow the transfer procedure/prompts.  Note: OSST allows both supervisors and counselors to perform the transfer function.
 
Question:  My Welfare Transition customer no longer receives cash and needs transitional services.  How do I change the case from mandatory to transitional?  
Answer:  To change a mandatory case to transitional, go to case at a glance and click on the edit tab for demographic information.  From this demographic screen go to change OSST registration status and select transitional from the drop down. 
 
Question:  How do I add transitional support services to a customer's case?
Answer:  The header must reflect TS before you can add transitional services to a case.  (To review how to change a case from MN to TS see previous question/answer).  If the header reflect TS and you still cannot add transitional services contact your local support resources. 
 
Question:  Do I have to open a case to request a sanction lift?
Answer:  No. In OSST you can request a sanction lift for a closed case.
 
Case Notes:
 
Question:Can I print selected case notes?
Answer: At this time if you need to print case notes, you must, cut and paste the notes into a word processing tool.  This topic is being reviewed as potential functionality within Release 1.2
 
Closing Cases:
 
Question: When attempting to close a case the closure wizard indicates that services are open.  When clicking on the indicated service(s), the page refreshes but navigation to those services does not occur. Why? 
Answer: The services may have been closed with the status of incomplete. When closing services, training or activities it is necessary that the service be marked with a status of complete. The service may have an outcome of incomplete which relates to the customers outcome (i.e.,  the customer never completed the activity for various reasons, several of which are available in the outcome drop down. The status of this service, training or activity is complete whenever an end date is entered and should be marked as such. This will allow for the case to be closed and eliminates the associated issue. 
 
Question:How do I change a closure reason code reason if I entered the wrong one?
Answer: You must reopen the case, select the correct closure reason and then re-close the case. Explain your actions in the case notes.
 
Correspondence:
 
Question: Which actions trigger correspondence?
Answer: Currently there are eleven triggers for correspondence.  Refer to the Trigger Maintenance topic to review triggers and their related correspondence.
 
FSET:
 
Question: How do I request a Food Stamp Reimbursement (FSR) for a FSET participant?
Answer: The FSR page (food stamp reimbursement request summary) is accessed by scrolling to the bottom of the benefit information page on a Food Stamp case.
 
Sanctions:
 
Question: When lifting a sanction the system displays an imposed date as the same day as the end (or lift) date. Why?
Answer: This occurs when a lift request is performed on sanction prior to an imposed date being sent down by the FLORIDA system. There is no harm in this action, this imposed date will be over written by the crossing FLORIDA interface. 
 
Job Placements:
 
Question: When closing a case or reviewing a customer, jobs which were completed show no end dates. Why?
Answer: This issue occurs with job placements which were made prior to 10/1/1997. The former WAGES system did not require end dates to be placed on the jobs prior to this date. The appropriate action to correct this issue is to review the JPR entries for this job via a JPR search, or by jumping to a date in the JPR entry screen. Find the date that the last open JPR was generated and use this date as the job end date. An additional option would be to end the job as of 10/1/1997 Note:  This will not generate JPR weeks erroneously. 
 
Question:  I am trying to save the job duties in the job placement description and am not able to save my entry.
Answer: Special character entries such as:  !, @, *, ( ) ,% #, %, &, +,  cannot be used.  If this is not the problem report the specifics to your local support.
 
To-Do: 
 
Question: Why do I receive duplicate transferred to and from to-dos?
Answer: This should no longer occur.  A check for this is now in place. If a to-do exists and it has not been confirmed, the interface will not send a duplicate to-do.  If a transfer to-do is confirmed but the case is not transferred by case manager, transfer to-dos will continue to be created by FLORIDA until the client is transferred via the transfer screen.
 
Question:  The historical to-do tab is not displaying all of the old to-dos, why?
Answer:  The historical to-do's are defaulted to show to-dos from the previous month.  To see older to-do's you can change the calendar to include the time period you want displayed. 
 
Work Registration
 
Question:  If I work register a customer in OSST do I still need to work register them in ODDS?
Answer:  No.  OSST and ODDS interface nightly.  This interface copies information from OSST to ODDS A, H and R screens.
 
Household Member Information
 
Question:  Is the household information on the case at a glance current?
Answer:  Since household information does not get refreshed during the nightly batch, you still need to go to the FLORIDA system and verify if children are in the household.  

 

 
Hotfixes
From 03/05/2001 Through 03/09/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
28561	Removed logic restricting user from requesting a sanction or sanction lift.	03/09/2001	Previously this was possible only for Open - Mandatory cases.  You should ensure the case is an appropriate case to sanction by checking the benefit status in FLORIDA prior to requesting a sanction or sanction lift.	
 
From 03/12/2001 Through 03/16/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
28674	Remove Termination Date upon receiving Reopen To Do.	03/12/2001	This date previously remained populated.  No change required for user.	
28764	Ensure cases that are closed or reopen are updated appropriately and case history is updated.	03/14/2001
 	Previously the action was not occurring but the history was recording that the action had occurred.	
28781	Ensure newly added career managers can be search for and security profile can be edited.	03/14/2001
 	No change required by user.	
28782	FLORIDA interface no longer determines the program code for existing OSST cases program code.	03/14/2001
 	Program codes for existing OSST cases are determined based upon the type of unit of the unit the case is assigned to.  For new cases, the interface program determines what the program code is for the case.	
28787	Enabled transfer to dos within inactive units.	03/14/2001
 	No change required by user.	
26465	Enabled career managers to read applicable portion of batch exception report.	03/15/2001
 	Clarified error reasons to improve readability of report.	
28828	Added ability to press 'Enter' key after entering SSN on desktop page.	03/15/2001
 	Previously user would need to click the 'Go' button, now the Enter key may also be pressed to retrieve the case.	
28540	Provided R/C/U search function within batch exception report.	03/16/2001	The change allows the user to search for interface error that are specific to their location.	
28904	Provided capability to reassign cases from another career manager to Self.	03/16/2001	No change required by user.	
 
From 03/19/2001 Through 03/23/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
28581	Assigned cases that had no assigned career manager to Primary Supervisor of assigned unit	03/21/2001	This enables those cases to be assigned to the appropriate career manager so the cases can be worked.	
 
From 03/26/2001 Through 03/30/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
10679	Send actual service date for ODDS H instead of date record was entered.	03/26/2001	No change required by user.	
29154	Update Batch Exception Report drop down to include only FLORIDA or ODDS batches	03/27/2001	User must select an option to retrieve the desired report.	
27695	If customer completes a step to self-sufficiency before the anticipated completion date, OSST will now allow an end date to be later than the anticipated end date	03/28/2001	Previously OSST would not except an end date later than the anticipated end date.	
 
From 04/02/2001 Through 04/06/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
11328	User search results sort options now include the Primary R/C/U, Type, and Userid. 	 04/05/2001	Provides capability easily identify the user being searched for in the search results.	
26362	Added an SSN search function.	 04/04/2001	Users no longer need to go to the desktop or caseload page to perform this search.  The function is located throughout the application in the upper right corner of the application.  To access the jump function click on the jump icon.	
28028	In Security Maintenance, unit phone number supports the entry of an extension.	04/05/2001 	Phone extension data can be added/maintained when it exists for a unit within OSST.	
29241	Unit search reveals all users associated with the unit. 	 04/05/2001	No change required by user.  In the past the results returned only those users who were identified as having the unit as their primary unit.	
29343	Training Environment: Work Registration function has been updated to correct several errors.	 04/05/2001	No change required by user. 	
29427	Dropdown box on the outcome of sanctions defaults to blank rather than good cause 	 04/05/2001	No change required by user. 	
26992	Security Maintenance - can remove a users access to a unit defined within their security profile. 	04/04/2001 	To remove a user's access to a unit, click on the Remove hyperlink in the record of the unit that access needs to be revoked from.  This is accessed by search for the user and clicking the View/Edit Privileges hyperlink.	
27945	Security Maintenance - separated the JPR and IRP functions to further restrict/provide access to those functions.	04/04/2001 	Security Officer may update security profiles for users who should/should not have access to one or both of these business functions.	
29029	Provided capability to maintain what unit is considered a user's primary unit.	04/04/2001 	In Security Maintenance, click the radio button next to the unit in the users profile that should be indicated as the primary unit.	
29145	Eliminated pre-penalty counseling function that was appearing on FSET case.	04/04/2001 
 	No change required by user. 	
29867	Fixed job placement follow-up to accurately reflect type of follow-up that was conducted.  Previously a blank value for the type of follow-up would appear as a 30 day follow-up.	 04/05/2001
 	No change required by user. 	
 
From 04/09/2001 Through 04/13/2001
 
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
28320 	Applied a fix to address an error that users were receiving when entering an 'Expected Resolution Date' on the Needs and Barriers entry page.	 04/13/2001	Users should no longer see an error message that says 'Status cannot be In Progress' when entering an expected resolution date.	
28665	Added ability to Download 'Search' result data (data retrieved when using the 'Searches' function on the Control Panel) as a spreadsheet.  	4/10/2001	In order to download the data as a spreadsheet, your computer must have a spreadsheet program (e.g., Microsoft Excel).	
29281	Applied a fix to return the correct results  when users conduct a search for cases with a closure reason of '02.'	4/10/2001	 	
29624	Updated the FLORIDA interface to only issue an End Transitional Services To Do when a case is open for cash.  	4/12/2001	There were 16 cases in OSST where an End Transitional Services To Do had been generated when the case was only pending for cash.  These 16 cases are being addressed by the Accenture team.	
29704	Applied a fix regarding where the user was rerouted if an error occurred.  Previous to the fix, the user was rerouted to the Skill Match Login page instead of the OSST Login page.  Now the user is rerouted to the OSST Login page.	4/13/2001	 	
30009	Added a privacy statement  within the myfloridajobs.com web site.	4/10/2001	This is a link at the bottom of the pages.	
30149	Applied a fix to an error that was occurring in the To-Do History.	4/12/2001	 	
30780	Added a fix that prevents an error occurring when creating a new user id.  A user id should only be 10 characters, and the error was occurring because an 11 character  user id was added.   	4/13/2001	 	
 
From 0416/2001 Through 04/20/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
30852	When using the Close Case Wizard, a change was made so that the user will be brought to the earliest date of blank JPR's.	04/17/2001	 	
30871	A phone extension field was added to the users' account information pages.	04/16/2001	This number will now print on the correspondence for customers so that they will know the case manager's direct extension.	
30410	The FLORIDA interface was modified so that it updates the Florida County code before sending the record to OSST.	04/16/2001	 	
31057	The application was modified to prevent cases receiving multiple Sanction Lift todos if the sanction has already been lifted.	04/19/2001	 	
 
From 04/23/2001 Through 04/27/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
30450	Updated the Benefit Info page to show the correct FLORIDA county code.	04/26/2001	 	
30468	Updated the application to not receive an error when attempting to remove secondary unit security access for a case manager.	04/26/2001	 	
30949	A fix was put into the FLORIDA interface so that TP cases convert correctly.	04/23/2001	There was an issue where some TP cases were converting with a PA program code.	
31018	The Deferral screen was updated to include a 'Referral Date.'   The conversion programs were also modified to convert the referral date in WAGES MIS to  the referral date field in OSST.    	04/26/2001	The deferral begin date from WAGES MIS will continue to convert to the deferral begin date in OSST.	
31057	The FLORIDA Interface was updated with logic to delete the duplicate To-Do if the Sanction begin or End date is also on a Sanction Lift or Impose To-Do that has already been confirmed. 	04/25/2001	 	
31790	Updated the Caseload Program Types Report so that Applicant cases are now counted in the correct column.	04/23/2001	 	
 
From 4/30/2001 Through 5/4/2001
Issue (SIR) #	Brief Description of Change	Production Date	Comment	
32800	Updated the county drop down box on the Transfer screens so that it is in alphabetical order.	05/02/2001	 	
32643	An update was made that helped speed up the processing speed when downloading Search results into a spreadsheet.	05/02/2001	Users were running into issues when downloading Search results into spreadsheets.  Their systems were clocking-  sometimes as long as five minutes and were not downloading the records.  This fix should address this issue.	
 
Release 1.1 Notes
R1.2 Overview
Click on the hyperlinks below to view changes included within OSST for release 1.2 (04/23/2001):

 
R1.1 Caseload Management
The following is a summary of changes to caseload management functions that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes.  
  
#	Location	Change	Comment	
1	Case at a Glance 	Close / Reopen / Transfer history has been added to the Case at a Glance	Now, the Case at a Glance section keeps a running history of the actions on a particular case and the status of the case at the time the action was performed.	
2	Case at a Glance	Added the reopen / close / transfer functions to Case Detail	This improves the interaction between the To-Do's and the reopen / close / transfer functions. 	
3	Submit / Reassign	Adjusted the case reassignment process	This modification adjusts the method that a career manager uses to transfer either an entire caseload OR one/many cases.	
4	Caseload	Modified the number of cases displayed on the Caseload	Now, the Caseload displays a manageable number of cases (currently 50) and allows the user page through more cases as needed.	
5	Caseload	Added additional sort criteria 	This change allows users to sort their caseload by FLORIDA status.	
 
R1.1 To Dos
The following is a summary of changes to To Do functions that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	OSST Generated To Dos	Added capability for To Dos to be created only when needed to serve as a reminder to the user.	This prevents the creation of to-do's when actions outlined in the to-do comment have already been performed by the career manager. 	
2	All To Dos	Navigational icon that links a to do to a case has been removed from to dos where the relationship to a case does not exist.  	For example,  personal to-dos do not relate to a specific case and the navigational icon no longer exists.	
3	Case To Dos	TTO and TFROM to dos have been modified to avoid duplication of these items.	In release 1.0, to-dos were transferred when the case was transferred.  This caused the TFROM to-do to also be transferred with the case to the new career manager.  OSST has been modified to prevent this.	
4	To Do History	Displays the individual that moved the to-do to history when updating the record to completed.	This improves accountability for to dos by indicating who updated the record as completed.	
 
R1.1 Benefit Information
The following is a summary of changes to benefit information that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Control Panel - Benefit Information	OSST computes required hours for Community Work Experience (CWEP) and for Work Experience on the benefits screen.  Both the formula used and the result are displayed.	CWEP formula used is: (Cash amount + food stamp amount/5.15/4.3) = mandatory CWEP hours
 
Work Experience formula used is: Cash amount/5.15/4.3) = mandatory Work Experience hours
 
This saves the career manager time used to calculate the hours and the need to recall the proper formula.	
 
R1.1 Case Notes
The following is a summary of changes to case notes that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes.
 
#	Location	Change	Comment	
1	Case Notes	Modified the case notes to display the user name who last updated the record.	This improves accountability by tracking who made a change when a supervisor updates a case note.	
 
R1.1 Case at a Glance
The following is a summary of changes to the case at a glance tab that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes.  
 
#	Location	Change	Comment	
1	Case at a Glance 	Close / Reopen / Transfer history has been added to the Case at a Glance	Now, the Case at a Glance section keeps a running history of the actions on a particular case and the status of the case at the time the action was performed.	
2	Case at a Glance	Added the reopen / close / transfer functions to Case Detail	This improves the interaction between the To-Do's and the reopen / close / transfer functions. 	
3	Contact Information	Added section to contact information to display both the FLORIDA information, and the OSST entered contact information on the main screen.	This change improves the use of available screen real estate and allows the user to view important information without needing to take an additional navigational step.	
4	Demographic Information	Added a hyperlink to the Selective Service web site. 	Allows user to retrieve the customers Selective Service Number quickly and online.	

Skill Development
The following is a summary of changes to the Skill Development tab functions that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Job History/ Placement -  follow-up section	Added start date display. 	This streamlines navigation to quickly view the employment start date without needing to navigate to the detailed record.	
2	Service Plan	Added the ability to attach children to child care service.  Children can be added to the service, removed and added again at any point. 	 A history of the additions and removals is kept for review.	
3	JPR Search	Added search criteria limiting the returned records to those from an open or closed caseload.	Enhances ability to search on open, closed or both types of cases.	
5	Job Participation Rate	Changed default the view to the week that the last open JPR record was created, rather than automatically defaulting to the current week.	Streamlines navigation.	
6	service, training and activity entries 	Added budget functionality to service, training and activity entries to allow for the entry of several budget line items on an individual entry. 	 For example multiple gas card entries may be added to a single transportation service entry.  Books and tuition may be added to a single training line item.  These are then rolled up to show cumulative totals for the particular line item and section.	
R1.1 Plan Development
The following is a summary of changes to the Plan Development tab that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Assessments	 Changed the "test name" header to  "test results".	More descriptive of functionality.	
R1.1 Alternative Plan
The following is a summary of changes to the Alternative Plan tab that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Alternative Plan tab	Added date validation.	Prevents  the entry of errant dates, future dates or conflicting dates.	
R1.1 Reporting
The following is a summary of changes to benefit information that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	FSET Reporting	Added FSET Countable Activities Report that includes YTD (cumulative) count (based on a fiscal year of 10/1 - 9/30) of FSET services with a begin date within the year. 	The FSET services reported upon  include:  Unassisted Job Search, Assisted Job Search, Employment Preparation, Job Skills Workshop, Group Counseling, Work Experience, Other Services, Workfare, SICS Work Experience, JTPA and Education. 	
2	FSET Reporting	Added FSET Customers Not in a Countable Activity Report that provides a list of customers who are in the Food Stamp program and are not in an FSET countable activity with an indication of their last countable activity end date.	 	
3	FSET Reporting	Added FSET Activities Report that includes  a YTD count of various FSET services. 	Activities include count of customers referred within the current fiscal year, count of orientation completers, count of requested penalties (all levels), count of customers entering Full Time and Part Time employment, total customers entering employment, average wage and count of customers with J&B Job Orders.	
4	FSET Reporting	Added FSET Placement Report that includes various fiscal YTD counts. 	Report includes the following:  # placed, # orientation completers % of customers placed of those who completed orientation, # of full time placements divided by goal (.80 X # placed) = percent of goal attained, average wage for those placed, count of active cases divided by count of cases in an activity = percent of open cases in an activity.	
R1.1 Correspondence
The following is a summary of changes to correspondence that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the changes. 
 
#	Location	Change	Comment	
1	Letter text	Modified verbiage on several correspondence letters.	This change improves the communication going out to the customer regarding their involvement with the Welfare Transition and FSET programs.	
R1.1 Security Maintenance
The following is a summary of changes to Security Maintenance that are expected to be released in the March 5, 2001 (1.1) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Primary unit information	 Changed "Company Name" to "Organization Name"	This is more descriptive of the service delivery environment yet maintains flexibility.	
2	Login page 	Now allows entry of upper case or lower case in both the username and password fields.	This change creates greater flexibility for the user.	
3	Login page 
 	Modified to force a password change every 30 days.	This change improves the security of OSST.	
Release 1.2 Notes
R1.2 Reports
The following is a summary of changes to benefit information that are expected to be released in the April 23rd, 2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Jump Functionality	Added a 'last report processed' link in the jump box.	After drilling down into a case manager's caseload from a report, clicking the new 'Jump' button will assist in returning to the most recently processed report. By clicking the 'last report processed' link in the Jump box you may return to your report results.	
2	No Recorded Countable Work Report	Renamed the report to provide better clarification.	This report was renamed to "No Recorded Countable Activity Report"	
3	No Recorded Countable Work Report	When producing the results for this report, added more logic to narrow the search.	This report no longer includes open cases that currently have deferrals, and cases that are currently sanctioned.	
4	Countable Activities Report	Replaced Activity codes with text in the results page.	The columns in the results page were labeled with the activity codes.  These columns have been changed to be labeled with the activity's text instead of the code.	
5	Non-Countable Activities Report	Replaced Activity codes with text in the results page.	The columns in the results page were labeled with the activity codes.  These columns have been changed to be labeled with the activity's text instead of the code.	
6	Deferrals Report	Renamed two values in the sort by drop down box and two columns on the results page.	The columns/sort by values 'Admin < 90' and 'Admin > 90' were renamed to 'SAMH < 90' and 'SAMH > 90'.	
7	Deferrals Report	When drilling down to the unit level from the region level, this report will now pull back only the units in that particular region.	This clears up some confusion when drilling down to the unit level.  Units in the particular region chosen are the only units that will be displayed.	
8	Deferrals Report	When drilling into a case manager's caseload from this report, you  will only see the customers from the report results, instead of all the case manager's customers.	When viewing the report results for case managers, by drilling into a particular case manager's caseload only the customers from the report results will be displayed.	
9	FSET Performance Report	A change was made to the way that the Full-Time Placements column is being calculated.	This column is now checking to see if the customer was working > 30 hours OR the customer's weekly wage was > $154.50.	
10	Caseload Program Type Report	Renamed the 'Active or Inactive' search criteria.	The 'Active or Inactive' cases search criteria option was renamed to 'Open or Closed' cases.	
11	FSET Work Registrant & Placement Report	Now have the ability to sort the search results by the 'Referrals' column.	This report may now be sorted by all options available.	
12	The 'Next' button in Caseload page	Enhanced the 'Next' button functionality in the caseload page.	When drilling down in a report to a particular case manager's caseload page, clicking the 'Next' button at the bottom of the caseload page will now bring you to the next page of that particular case manager.	
13	Static Environment vs. Live Environment	Added clarification when drilling from the reports into a case manager's caseload.	When drilling down into a particular case manager's caseload from a report, a message will now appear stating that you are now leaving a static report environment and going to a live caseload environment.	
14	Online Help	The online help now includes a detailed explanation of each report and search available in the application.	The online help now includes a detailed description of search criteria, drill down capabilities, and report descriptions for each report in the application.  A description of the search criteria and search results is provided for each of the searches available in the application.	
15	Help Link 	A link on each report was added to assist in explaining the report results.	An 'Explain It' link was added to each report so when clicked it will open another window providing a description for that report.	
16	Search criteria page for all Searches	Selection criteria for all the searches are now saved after viewing the search results by clicking the OSST 'Back' button.	If you would like to edit your search criteria after viewing search results, click the 'Back' button and your criteria will now be saved for easy editing.	
17	Search Results for all Searches	Added the ability to download the search results for all searches into a spreadsheet.	This added functionality is different than the existing functionality.  The fields that are displayed in the results page will be the fields that are downloaded into the spreadsheet.	
18	Sanction Search	The Sanction Search Results column, 'Outcome', shows only text outcomes.	The 'Outcome' column in the Sanction Search Results page shows the outcomes as text instead of outcome codes.	
19	Service Search	The Service Search Results column, 'Outcome', shows only text outcomes.	The 'Outcome' column in the Service Search Results page shows the outcomes as text instead of outcome codes.	
20	Training Search	 The Training Search Results column, 'Outcome', shows only text outcomes.	The 'Outcome' column in the Training Search Results page shows the outcomes as text instead of outcome codes.	
21	Activity Search	In the Activity Search criteria page, one of the Program drop down values was changed to 'FSET'.	To make the Program drop down box more accurate, the option 'Food Stamps' was renamed to 'FSET'.	
22	Job Search	Renamed 'Job Search'	Renamed the 'Job Search' search to 'Job Placement Search'	
23	Login Page	When the application times out due to no activity, the application  re-routes to the case tracking login page.	When the application times out, you are now re-routed to the casetracking login page to log back into OSST.	
24	JPR/Search	JPR's are no longer displayed for customers who havpplicant status.	If a customer is an Applicant, JPR's will no longer be created.	
25	JPR/Search	When closing a case with blank JPR's outstanding, you can click the link to view the JPR's and you will be brought back to the earliest blank JPR outstanding.	Now there's a much more efficient way to close a case with outstanding JPR's.  When clicking on the JPR link to go to the JPR entry page, it will go to the earliest blank JPR for that customer.	
26	JPR/Search	In the JPR Search Results page, the results in the Blank Weeks/Low Hours column are now a link.	In the JPR Search Results page, the results in the Blank Weeks/Low Hours column are now a link.  The link opens the JPR entry page for the weeks relating to the time frame in the search results.	
27	JPR/Search	In the JPR Search Results page, the customers in the results are linked to their current case manager instead of the case manager who placed them in the related activity.	The customers in the JPR Search Results page are now linked to their currently assigned case manager instead of being linked to the case manager that placed them into the relevant activity.	
28	Searches	The ability to search for 'All TANF Units' or 'All FSET Units' has been added to the following searches:  Participant, Job Placement, Activity, Service, Training, Sanction.	Option buttons have been added to the Searches to provide the ability to search for 'All TANF Units' or 'All FSET Units'.	
29	Participant Search	Now have the ability to search for customers that have a closure reason of '02'.	As in WIS, you now have the ability in the Participant Search to find customers that have a closure reason of '02'.	
30	Participant Search	Added the ability to perform a participant search using a 'Referral Date Range'.	Now have the ability to search for customers within a certain referral date range in OSST. 	
 
R1.2 FLORIDA Interface
The following is a summary of changes to the FLORIDA Interface that are expected to be released in the April 23rd, 2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 

#	Location	Change	Comment	
1	FLORIDA Interface	Changed error text for error "Participant will not be added in a non-converted county".	This error will now be displayed: "the customer was referred to a county that has not yet been converted to OSST".	
2	FLORIDA Interface	Resolved the issue of FS type cases showing up as UP type cases in the header.	There have been changes to the transfer query page that will change the client's program code based on the unit they are being transferred to.	
3	FLORIDA Interface	Changed Interface reopen procedure to update the OSST Primary Contact Address when a case is reopened by FLORIDA.	If FLORIDA sends a record to OSST for a given client with a different address than what is currently in OSST, the primary contact information in OSST will be updated with the new address from FLORIDA.  	
4	FLORIDA Interface	Altered transfer logic to change program code depending on the unit the case is being transferred to.	A modification has been made to the case transfer web page that will change the program code from PA to FS at the time the case is transferred to an FSET unit.	
5	FLORIDA Interface	Changed transfer Todo's for FSET units.	Iterface will no longer create a transfer Todo to an FSET unit unless the client is ABAWD.	
6	FLORIDA Interface	Mandatory cases that are pending will no longer create a Todo for interface.	Interface has been altered so that mandatory cases that are pending for cash do not create end transitional Todo and keep the case transitional.	
7	ODDS Interface	Job placements now create ODDS_R in addition to ODDS_H records.	The application now sends an ODDS_R record for every job placement created.	
8	ODDS Interface
 	Work Registration Field - Local Office code now has validation to prevent invalid characters.	Both the local office code and station desk code now validate for incorrect characters and require that these fields be entered.	
9	Florida Site Code	Cases in OLD units (100's, 200's series ) are now reopened in the correct units as designated by the FL Site code.	OSST will now use the reopen Todo to tell a caseworker that the case has been reopened and transferred to them when this situation occurs.  Also the case will update the client's Region/County/Uninit before the caseworker receives the Todo.  This will align OSST with the FL Site code. The Transfer will occur behind the scenes in the Interface.	
 
R1.2 Security
The following is a summary of changes to Security Maintenance that are expected to be released in the April 23rd, 2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Security Maintenance	User search results page now has the ability to sort by Primary R/C/U, Type and Userid.	The change allows the Security Officer to sort the search results returned in a more efficient manner.	
2	Security Maintenance	Added the ability to remove user access to certain units.	This change allows the Security Officer to delete access to units from a users profile. 	
3	Security Maintenance	Changed 'Employment Plan (JPR) to 'Individual Responsibility Plan and JPR'.	This is more descriptive for the Security Officer to determine if the user should be granted access to this functionality.	
4	Security Maintenance	On-Line help has been updated for Security Maintenance.
 	All functions in Security Maintenance are now covered in On-Line Help. 	
5	Security Maintenance	Included help bubbles in Security Maintenance screens.	Help bubbles are now included in Security Maintenance to assist the Security Officer in creating new units and user accounts.	
6	Unit Contact Information 	Unit Contact Information page now allows the entry of the phone extension for the unit information.	The change allows the Security Officer to entry the phone extension number for unit's primary contact.	
7	Member Directory	Updated member directory column headers.	Removed 'Area/County' from the unit member directory.	
8	Contact Information	Contact Information page now allows the entry of a phone extension for the user information.	The change allows the Security Officer to entry the phone extension number for user's account information.	
9	Unit Search	View Member option on the Unit Search now returns everyone in that unit regardless of their primary unit.	Added the ability to view all members associated with a particular unit.	
 
R1.2 Case Header
The following is a summary of changes to the Case Header that are expected to be released in the April 23rd, 
2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Case Header	Changed Interface procedure that was updating the program type incorrectly.	The Interface was incorrectly updating the program type when the cash status was closed, but the foodstamp status as open.	
2	Case Header	Put a zoom icon on the header.	The zoom icon pops up a window with all the header info in large text.	
 
R1.2 Miscellaneous Items
The following is a summary of the miscellaneous changes that are expected to be released in the April 23rd, 
2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 
 
#	Location	Change	Comment	
1	Case Reassignment	Removed the Help Desk personnel from reassignment dropdown box.	The OSST Help Desk personnel have been removed from the case reassignment dropdown box. 	
2	Historical To-Dos	The most recently confirmed ToDo's are now listed at the top of the historical ToDo's.	Historical ToDo's now default to descending date order  with the most recent to the top of the listing. 	
3	Application Navigation Bar	Included a jump icon for searching for a customer by SSN.	Users can use the 'Jump' icon located in the application navigation bar to go to a customer's case. 	
4	To-Dos	Updated the text for both the TTO and TFROM ToDo's.	The text for the TFROM ToDo now indicates that action is required by the user to transfer from the case.  The TFROM text now indicates a case will be transferred to the unit's primary supervisor.	
5	To-Dos	Included the SSN for all ToDo's received from FLORIDA.	The customer's SSN will now be indicated in the text for ToDo's that which link to a customer case.	
6	To-Dos	The AGPI code received from FLORIDA is now displayed.	Cases received from FLORIDA will now have the AGPI codes listed on the caseload view.	
7	Caseload	Workload and caseload views can now be sorted by unit number.	Supervisors and Career Managers with access to multiple units can now sort their caseload view by selecting the appropriate unit number indicated in the unit selection dropdown box.	
8	Caseload	Deleted user accounts have been removed from the case reassign dropdown box.	User accounts that are deleted will no longer be displayed in the case reassignment dropdown box.	
9	Caseload	Household members who share the same Florida case number will now be indicated on each other's Household Member Details listing.	Customers with the status 'Unemployed Parents' who reside in the same household, will now be indicated on each others Household Member Detail listing.	
10	Sanctions	Added a default to the dropdown box for sanction outcome reasons to display a blank field.	The outcome reason for a sanction now defaults to a blank field to prevent the user from accidentally selecting the incorrect outcome reason.	
11	Sanctions	Pre-penalty Counseling is now only available for TANF units.  	Unit numbers between 400 and 499 will now allow for the entry of a Pre-Penalty Counseling record.	
12	Steps to Self Sufficiency	Added the ability to enter an actual completion date before  the anticipated completion date.	Users now have the ability to actually end a Step to Self Sufficiency before the anticipated completion date.	
13	Desktop	The cursor now defaults to the SSN search field on the Desktop.	On the Desktop, the cursor will now default to the SSN search field for added efficiency when a user enters the page.	
14	Reopen Cases	When a case is reopened, the user is now redirected to the Case at a Glance page for that customer.	After a customers case has been reopened, the application will now navigate the user to the Case at a Glance page for that customer.	
15	Provider Searches	When searching for a provider, the 'Cancel' button now redirects the user back to the initial provider search choice.	For example, when performing a Service Provider Search, if the user clicks the 'Cancel' button instead of adding another program, the user will now be redirected back to the Service Provider Search page.	
16	Correspondence	Child Care Application and Authorization form will now print when adding a Transitional Child Care service.	The Child Care Application and Authorization form will now be triggered when entering a Transitional Child Care service.	
17	JPR	Converted JPR records with null values will no longer populate zeros in the JPR entry field.	JPR records with null values in WAGES MIS will now convert in OSST with null values instead of zeros.	
18	Comptroller Interface	Fields on the FSET reimbursement screen are now protected.	If a warrant number exists only the text information will be shown, not form fields that would allow updates; removed submit/clear info.	
19	Work Registration	A comma and decimal place can now be entered in the salary field.	When work registering a customer in OSST, a comma and a decimal point can now be entered in the salary field.	
 
Additional Demographic Information
 
Follow this procedure to edit a customer's additional demographic information.

 
 
Notes:
R1.2 FLORIDA Site Code
The following is a summary of the change to the FLORIDA Site Code that are expected to be released in the April 23rd, 2001 (1.2) release of the OSST system.  This list is an overview of the major functional changes. 

#	Location	Change	Comment	
1	 	 	OSST will now use the reopen Todo to tell a caseworker that the case has been reopened and transferred to them when this situation occurs.  Also the case will update the client's Region/County/Uninit before the caseworker receives the Todo.  This will align OSST with the FL Site code. The Transfer will occur behind the scenes in the Interface.	
 
R1.2 Reporting

Index
A
Account Info	21
Active Jobs	21
Activity Budget	49
Activity Outcome	47, 50
Activity Provider Results	50
Activity Search	74
Add Activity	47, 50
Add Assessment Detail	54
Add Customer Job Participation Rates	51
Add Demographic Information	18, 37
Add Job Description	20
Add Needs/Barriers Details	56
Add New Customer	31
Add Program Details	48
Provider	48
Add Provider	43, 46, 48
Add Training	47, 49
Add/Edit Education Details	52
Add/Edit Employment Goal Details	58
Add/Edit Previous Training	53
ADM Outpatient Treatment Program	61
Alternative Plan	24, 60, 61, 62, 63
Applicant	65
Application Date	63
Appointment Letter	81
Assessement Outcome	55
Assessment Detail	53
Assessment Outcome	54, 55, 56
Assessments	24, 48, 53, 54, 55, 56, 59
B
Barriers	8, 24, 40, 41, 56, 57, 59, 63
Browser Tool Bar	6, 41
Budget Planner	23
C
Career Manager View	30
Case	6, 8, 17, 18, 19, 21, 22, 23, 24, 30, 31, 32, 33, 34, 36, 37, 39, 40, 42, 43, 44, 47, 49, 50, 51, 52, 53, 54, 56, 58, 59, 60, 63, 65, 81, 87, 88, 105
Closing	33
Re-open	34
Case Detail	17, 18, 19, 23, 24, 31, 36, 37, 39, 40, 43, 44, 49, 50, 51, 52, 53, 54, 56, 58, 59, 60, 105
Case Header	25
Case History	42
Case Notes	6, 87, 88
Caseload	30, 31, 32, 33, 34, 35, 65
CF-ES 2290	81
CF-ES 2292	81
CFFSP 5002	81
CFFSP 5235	81
Change Password	8
Change the Layout of an IRP	41
Child Care Application	81
Child Care Status	81
Close hyperlink	33
Common Features	6
Completed Training/Certifications	53
Contact Information	17, 21, 24, 35, 36
Control Panel	21, 22, 23, 30, 34, 35, 65
Correspondence	7, 81
Countable Work Activities	41
Create Placement Detail	46
Creating and Uploading Local Correspondence	84
Current Treatment Hours	62
Customer	8, 17, 18, 19, 20, 21, 23, 24, 30, 31, 32, 33, 34, 36, 37, 39, 40, 41, 42, 43, 45, 46, 47, 49, 50, 51, 52, 53, 55, 56, 57, 58, 59, 60, 61, 62, 63, 81, 87, 88, 105
Service Budget Amount	43
Skill Development Budget Amount	49
Customer Placement	45, 47
Customer placement involves	45
Customer Request	63
D
Deferrals	61, 62
Demographic Information	18, 24, 36, 37
Demonstrate Satisfactory Compliance	81
Detailed Information	19, 24, 43
Determination Section	63
E
Edit Additional Demographic Information	105
Edit Employer Information	46
Edit Existing Customer	31
Edit Goal Details	59
Edit Needs/Barriers Details	57
Education Counseling	81
Education Details	52, 53
Educational	52, 57, 58
Employer Search Results	46
Employment Counseling	81
Employment Provider	45, 46, 48
Employment Provider Search	45, 46
Existing Activity	50
F
Families PAS	63
FAQs	88
First Method	19
FLORIDA Interface	35
FLORIDA Status	21, 30
FLORIDA System	22, 31, 34, 36, 40
Food Stamp Reimbursement Request	23
Form CF-ES 2299	62
From 03/05/2001 Through 03/09/2001	92
From 03/12/2001 Through 03/16/2001	92
From 03/19/2001 Through 03/23/2001	93
From 03/26/2001 Through 03/30/2001	93
From 04/02/2001 through 04/06/2001	93
From 04/09/2001 Through 04/13/2001	94
From 0416/2001 Through 04/20/2001	94
G
General Navigation	6
Goals	8, 24, 40, 57, 58, 59
Guide Me	8
H
Hardship Exemption Notification	81
Hardship Exemption Second Notification	81
Hardship Information	63
Hardships	63
Help	6, 7, 8, 31, 59
History	20, 21, 42, 47, 53, 56, 57, 59
Household Member Detail	40
Household Member Information	39
I
Inactive Customer Caseload	21
Inactive Job Orders	21
Individual Responsibility Plans	7, 8, 24, 40, 41, 49, 50, 56, 57, 58, 59
Interests	24, 57, 58, 59
J
Job History/Placement	24, 45, 46
Job Participation Rate	24, 51, 74
Job Participation Rate Search	74
Job Placement Detail	51
Job Search	74
Job Search Functions	21
JPR	51, 81
JPR Reminder	81
L
Login	6, 7
Login button	7, 8
M
Mail Merge Function	83
Management Reports	7, 8, 65
Medical Deferral	81
Medical Verification	62, 81
Mental Health	62
N
Needs	6, 8, 17, 18, 19, 21, 23, 24, 40, 43, 49, 50, 56, 57, 61, 63
New Applicant Wizard	19, 31
New Training Provider	48
Notes	87, 88
O
Occupational Employment Skills	8
ODDS	17, 18, 19, 31
OSST Desktop	6, 43
OSST Online Reports	66
Other Activities	41
Outcome/Results	55, 56
P
Participant Search	74
Password	7, 8, 31
Penalty	7, 60, 81
Penalty Status	60
Perform Placement Follow-up	47
Personal Budget	7, 23
Policy Level Help	7, 8
Pre-Penalty	81
Pre-penalty Counseling	60, 81
Previously Requested Transportation/Dependent Care Reimbursement	23
Program	21, 30, 32, 43, 48, 60, 61, 62, 65
Program Types	65
Provider	43, 45, 46, 48, 49, 50, 54
Add Program Details	48
Provider Search	43
R
R1.1 Alternative Plan	98
R1.1 Benefit Information	97
R1.1 Case at a Glance	97
R1.1 Case Notes	97
R1.1 Correspondence	99
R1.1 Overview	96
R1.1 Plan Development	98
R1.1 Reporting	98
R1.1 Security Maintenance	99
R1.1 Skill Development	97
R1.1 To Dos	96
R1.2 Case Header	103
R1.2 FLORIDA Interface	102
R1.2 FLORIDA Site Code	105
R1.2 Miscellaneous Items	103
R1.2 Reporting	105
R1.2 Reports	99
R1.2 Security	103
Reassign	33
Reassign Cases	32
Recommendation Section	63
Recommendation Signature	63
Referral Section	63
Release 1.1	96
Request Section	63
Resume
Close Case	7
Resume Builder	20
S
SAMH	24, 62
SAMH Counselor Name	62
SAMH Counselor Phone	62
SAMH Treatment Verification Form Documented	62
Sanctions	60
School	18, 48, 52
All Programs	48
Search Jobs	21
Search Resumes	21
Self Sufficiency	8, 24, 41, 59
Service Detail	43
Service Outcome	44
Service Plan	42, 43, 44
Service Plan Screen	43
Service Provider	42, 43
Service Search	74
Skill Development	24, 43, 44, 47, 48, 49, 50, 51
Skill Development Budget Amount	49
Skill Development Plan	47, 49, 50
Skill Match	8, 31
Skill Match Component	8
Sort Employment Provider Results	45
Sort Service Provider Results	44
SSI	39, 40
SSI/SSDI	40, 61, 63
SSI/SSDI Application	63
Supervisor Caseload View	34
Supervisor View	30, 35
Supportive Service	41, 43
T
Test Detail	55, 56
To Dos	14
Training Details	49, 51
Training Outcome	51
Training Provider	8, 46, 48, 49
Transitional Letter	81
Trigger Maintenance	83
U
Up-front Diversion Payment/Service	81
Use Mail Merge	81
V
View Description	19
W
Welfare Transition Child Care	81
Welfare Transition Status	21, 30, 31
Work History	8, 18, 19, 20
Work History Information	19, 20