Transcript Slide 1

WorkSource Tracking
System (WTS)
Gathering statistics on flow volume and the
universal service activities of
WorkSource customers.
November 2002
Goals
 An automated system
 Reduce staff intervention, increase accuracy
 Track both customer volume and services used
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Inform continuous quality improvement efforts
 Reportable data
 Accurate, non-duplicated data for funders,
stakeholders, and Center operators
 Compatible with SKIES for possible integration
 SQL – compliant database
Background
 The state’s joint WDC/ESD Policy Committee
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surveyed all WorkSource sites to determine
how activity tracking was conducted
To be fully effective, a common system was desired
After substantial review, the system developed in the
Tri-County WDA was chosen as the state-wide activity
tracking system for WorkSource
An Implementation Task Team was established to
develop recommendations and standards for local
implementation
An Implementation Guide was developed for local use
How WTS Helps Customers
 Log in is easier and faster
 Log in at any Resource Lobby computer
 Workshop & Appointment log in at kiosks
 Activity tracking aids in resource procurement
 Accurate traffic flow data aids in adequate staffing
levels to meet demand periods
 The Swipe Card/ID will work in every
WorkSource site across the state
How WTS Helps You
 Services and volume are accurately reported to
support funding levels for Washington’s
WorkSource system.
 Customers are more self directed and each receives
an orientation with consistent information
 You may be able to more quickly
identify ways to help customers who
are ‘spinning their wheels’.
The WorkSource Tracking System
(a typical example)
 Customer’s first visit to WorkSource
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Walk In For Resource Lobby Activity
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Name & ID # to Resource Specialist (SSN preferred,
but not mandatory)
Receive personalized WorkSource card
Receive orientation to WorkSource & Lobby
Sign in by swiping customer card or by keying in
customer number.
Select services to use that day
Use services as desired in Center
Click the log out button
The WorkSource Tracking System
 Subsequent WorkSource Visits
Customer:
 Swipes customer card or enters customer number
 Identifies intended activities
 Uses services or attends workshops as desired in
Center
 Logs out, with final verification of services used
The WorkSource Tracking System
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Staff Roles
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Welcome and orient customer
Present advantages of participation
(“the “KEY” to access all our free services”)
Ensure log in process
Encourage log out verification of services used
Reporting
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Summary reports available for data driven management
of WorkSource Centers
Individual customer activity report for case managers
Statewide aggregate reporting for DOL and other
WorkSource funders and stakeholders
System Security & Stability
 Security
 ESD IT staff have reviewed and verified
 Secure Socket Layer technology
 Off-line server storage
 Limited access to individual records
 Network stability
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Backup manual procedures
Professional back-up & maintenance
Redundant Server
Support For You
 All WorkSource staff will receive training on:
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How the system works
How you can assist customers
Language to use when discussing WTS
How you can use the system yourself
 A local system administrator is available to answer
your questions.
System Features
 Create a
customer
record in
the
system’s
data
base
 First
Name
 Last
Name
 Social
Security
Number
System Features
 Print a
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Membership
Card
From any
networked
computer
Using a MS
Word macro
Enter Name
& SSN
Only Name
prints on
card
SSN is
encoded
System Features
 Customer
Logs In
 Most
WorkSource
Centers are
using walk
up kiosks
located in a
high traffic
area.
 Some local
areas have
located
customer
card readers
at each PC.
System Features
 Customer
Enters
Selections
 Activity
selections
represent
that day’s
activities
only
 Kiosks
have touch
screen
monitors
System Features
 Case
Management Staff
 Can access
individual
customer
activity
 Produce
individual
customer
report
Implementation Time Line
 December 2001 – Workforce Development Directors
agree to collectively implement WTS
 February 2002 – WTS Steering Committee
established
 April 2002 – System-wide parameters and
management protocols established
 June 2003 – ISP identified, server manufactured and
installed
 July 2002 – June 2003 Local implementation
 June 2003 – Statewide implementation
completed
For more information…
 Your questions and comments are welcome. Please
send them to the WTS Steering Committee, in care
of:
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Andrew McGough 360-693-6362
[email protected]
Check www.washingtonworkforce.org for updates