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BearTracks User Manual

1. Select the Export File Save location Save If 3 BearTracks Testing Jan 10 2007 ka 2 E 4614065045544 200604 SPIR Ext El ABI4063045544 200701 SPIR Ext My Recent Documents Sy L Desktop Mu Documents My Computer MU Network File name 461 4063045544 200701 5PIR tx Places Save as type Text Files Cancel Figure Ill 19 Select a folder location The file name appears pre formatted as lt Grant Number gt _ lt Year Quarter gt _SPIR txt in the File name text box Click Save The following prompt will appear BearTracksManual_V5 1 0 56 June 15 2009 Preview SPIR Click Yes to preview the SPIR in Excel Click No to export the SPIR File without previewing it Figure IIl 20 Click Yes to preview a formatted version of the SPIR containing all previous exiters in Excel The formatted version allows users to more easily decipher the information that is being uploaded to ETA Database lookup codes are replaced with actual descriptions The formatted SPIR and the uploaded SPIR are 2 different versions of the same identical information The formatted SPIR should be used by the grantee to review the information begin uploaded while the uploaded SPIR should be submitted to DOL ETA for their processing Click No to export the SPIR file so it can be uploaded to DOL ETA A confirmation message will display similar to the following Microsoft Access x File Don ProjectsiBearTracks
2. b CM2A Adult Common Measure 2 Employment Retention this checkbox becomes checked when there is Employment Activity in the 1 2 and 3 quarters after exit c Earnings 2 Qtr After Exit this control updates when there is Employment Activity and Wage Activity in the 2 quarter after exit Wage Activity is defined as at least 1 of the verified jobs shows at least 1 week of calculated wages See Adding a Job below for a description of how wages are calculated BearTracksManual_V5 1 0 29 June 15 2009 d Earnings 3 Qtr After Exit this control updates when there is Employment Activity and Wage Activity in the 3 quarter after exit e CM3A Adult Common Measure 3 Average Earnings this control updates when CM2A Employment Retention has been satisfied and equals the sum of Earnings 2 Qtr After Exit and Earnings 3 Qtr After Exit f Employed 1 Quarter After Exit this checkbox becomes checked when there is Employment Activity in the 1 quarter after exit g Employed 2nd Quarter After Exit this checkbox becomes checked when there is Employment Activity in the 2nd quarter after exit h Employed 3rd Quarter After Exit this checkbox becomes checked when there is Employment Activity in the 3rd quarter after exit Add a Job Click on Add a Job from the Employment tab Figure II 17 to display the following Add a Job F Employer Test Employer Address l Job start date o1jo1j2008 HH
3. click on the Follow up Service button on the Activity tab Figure Il 8 to display the Add a n Follow up Service form New follow up service choices can be also added by an Administrator user see section Ill BearTracksManual_V5 1 0 29 June 15 2009 5 Employment Tab Click on the Employment tab from the Client Form Figure Il 3 to display the following intake Characteristics Eligiblity Activty Emcloymer OutcomesiFollaw Up Employment Record Connie Measures Ol cuis Adal Common Mestre 1 Entered Employment R Emploved Ist Gr afber exit LJ CMZA badot Common Meagre El R Empioyed 2nd Gir af ber eat Employment Retention Emploed lat nd and Sed Cbr After Exit R Erpoved ro Car ater exit 0 09 Earning ond Qt After Exit o m U nnm Earring Ged Obr After Exit 20 00 aas ar Common Mess GAG rings Ene Gtr After Eak Earnings 2rd Car After Exit Figure Il 17 The Employment tab enables the user to enter and review the client s employment record as well as adult common measures The following calculated common measures appear in blue a CM1A Adult Common Measure 1 Entered Employment this checkbox becomes checked when there is Employment Activity in the first quarter after the exit quarter and the client was not employed at the time of participation Employment Activity is defined as at least 1 job has been entered and verified to show at least 1 day of employment in the affected quarter
4. 15 2009 2 Super User can access all of the client records 3 User can access the records that they create or have been assigned to The following is a list of available Permission Levels 1 Add Only All Read Add Delete Edit This is the default selection for administrators Delete Only Edit Only No Add No Delete No Edit Read Only Read Add N SO SO Ole The combination of the Access Level and Permission Level control a Users editing capabilities For example if an administrator desires for a staff member to be able to review all client records for mistakes but does not want them to be able to create new records then they would create a user with a Super User Access Level and an Edit Only Permission Level Add a User To add a new user click on Add User from the Edit Users Form Figure III 8 then fill in all of the required fields Note the User Name and Click Save The new user will be able to log on with the entered User Name and the password guest The first time they log on they will be prompted to reset their password see Figure I 10 Reset Password Form Delete User To delete a user toggle to their record using the Record Navigation Control on the Edit Users Form Figure IIl 8 See Appendix Common Controls for a description of the Record Navigation Control If the user is not assigned to any clients as Case Manager then the Delete User button will enabled Click on the Dele
5. 7 10 FM Yur ore loyy d h a Main Menu Selection Financlale Comprahenelve Services Program Supplemental Youth Services FF ETA 130 0920 07 amu Alle TT A 9064 end Parle pan Dela SP RI Sepu Tucth Sewes Finare as Grant Closeout System 700 Figure Ill 23 BearTracksManual_V5 1 0 58 June 15 2009 Click on the ETA 904 and Participant Data SPIR button located in the center of the screen shown in figure III 23 above You will then be prompted to select a report date The most recent reporting date end of quarter is the default however you can click on the arrow button to choose previous quarters Then click on the Continue button NOTE Make sure the quarter that you choose matches the quarters for the 9084 and SPIR reports that you created in BearTracks 2 as described above ee K3 gt hy les be Ler epor Ls dulela gou CFDOCS Mr ar Lep 15 udj pur linyMaliveamericars fran Munbe Rev 2006 File cit Wew Favartes Tools Help Google serio O qe D gt Bie Ty tookmarks W check lt Autol X sign in a i i LE is P N air E Indian and Native Amerizan 2ragrams Report Date fay Ey my lt t Page GF Took EPLON MENT AMD TRAINING ADMD ES TRATS DN UNITED STATES DEPARTMENT OF LARTA Indian and Native Americans ow ore logad in ss DU ae 1290 IN 85 Reporting Date Selection Select a Report Date 0921 2009 w Continu
6. An in A ie chant 1 A Relinking Tables see nee eos tete 1 B Entering Grantee Information 2 COCO OR ici 5 IA 7 PE AQUEL UM o do eee 8 A A nop NOPI CORANN 11 2 SG TT Sz Ley n Te TaD ni in ii in is 12 H Teilen AEE lt O E O 13 Ay ACUVIW TAD idad 14 Bz JEMPDIO MEN asadas 23 0 QUICOMES FON OW OBS a ee ee 27 De VC CIS RES SES A A don Eee 28 O AGEN Ml 29 D Add Seli SeIViCS GUSIOMEl msi 29 E Calc Os TTT 31 Fre SHO REDONS ies llar dese ese caen 32 Ps EOQ OUa RS A ei es 42 E Est 42 IIl AMI Tato NONU oee ERE TE RE EARI 43 A ByPass DIS AD nee a TTT 43 B JEGIPEOOKUPDa tion orilla 44 O PreveW DOB acosada 49 De E tn ee eee 55 E Check For Update reserved for future use 61 Es SUBMIT REporis O DO LS Rd dede 57 Ge Backup Data ASC tac clas di am dm umo mue 61 MES AA en a eee 62 ll EXOT Field OMG ia 63 Je ImportRicld OMG eun 64 Appendix A Common Editing Controis sese eee eee A1 BearTracksManual_V5 1 0 ji June 15 2009 I Registering BearTracks 2 A Relinking Tables To open Bear Tracks 2 click on the desktop shortcut Launch BearTracks_FE mdb or select Start Programs HeiTech Services Inc Launch BearTracks FE mdb from the Windows Start Menu The application first verifies the links to the data tables in the back end If they are broken or missing the following prompt appears Broken or Missing Table Links One or more tables has a broken link or is missing These tables m
7. Il 12 BearTracksManual_V5 1 0 1 7 June 15 2009 Note that choosing certain training services will make the Occupation field a required field marked in red The following training activities will have Occupation as a required field e Customized training conducted with a commitment by an employer or a group of employers to employ an individual upon completion of training e Occupational Skills Training e On the Job Training e Skill Upgrading and Retraining e Training programs operated by the private sector The occupation list box is generated from O net To set the End Date equal to the Start Date check Same Day Service Click Save to save the record and return to the Client Form Figure Il 3 The Activity Log on the Client Form Figure Il 8 updates to reflect the newly added service Adding a Qualifying Service extends the period of participation Adding the first Qualifying service sets the calculated fields Participation Date Last Date of Service Est Participation End Date and Status described earlier in this section D Supportive Service click on the Supportive Service button on the Activity tab of the Client Form Figure Il 8 to display a form similar to the Add a Qualifying Service form except the list of Service choices are limited to those considered supportive or follow up These include e Child Care e Drug Testing e Mass Transit bus airfare subway etc e Other e Rent Assistance e Tool
8. Job end date JE Contact l Type Employer D Phone A Occupation O Zip Hourly Wage 0 00 Weekly avg nd Qtr Avg Earnings StillEmployed Yes No verification Date 6l 912009 S 3rd Qtr Avg Cancel Save Earnings Figure Il 18 Enter the required fields that appear in red The fields in blue are an aggregate of the pay rate calculated fields immediately following Double click on the Job Start Date or click on the Calendar control to select the BearTracksManual_V5 1 0 24 June 15 2009 date from the Calendar Still Employed indicates whether or not the client is still employed The Verification Date indicates the date that employment was verified For new jobs it defaults to today s date Click Save when done When adding a new job the following pay rate screen displays Edit the Pay Rate History Start Date End Date Hourly Hours Weekly 2nd Qtr 2nd Qtr 3rd Qtr 3rd Qtr Wage Weekly Wage Active Weeks Awg Earnings Active Weeks Avg Earnings 01012008 Ell Ep IL R 0 00 13 0 00 13 0 00 E Elf ll Mi Reset Save Add Rate Close Figure Il 18a This screen allows users to enter changes in a participant s pay rate for a particular job Required fields appear in Red Enter a Start Date that is later than the Job Start Date Enter an Hourly Wage and Hours worked Weekly Weekly Wage is calculated as Hourly Wage multiplied by Hours Weekly 2 Qtr Active Weeks
9. Services and Activities includes counts of client services during the reporting period Performance Results includes counts of performance outcomes registered during the performance period These correspond to the outcomes that can be entered on the Outcomes Follow up tab of the Client Form Figure ll 19 The results are presented as a percentage of a ration or as a decimal value of a ratio then the ratio itself Adult Common Measure 1 Entered Employment CM1A displays a percentage then the ratio itself of clients that satisfied CM1A for the exit cohort shown Adult Common Measure 2 Employment Retention CM2A displays a percentage then the ratio itself of clients that satisfied CM2A for the exit cohort shown Adult Common Measure 3 Average Earnings CM3A displays the decimal value of a ratio and then the ratio itself of clients that satisfied CM3A for the exit cohort shown BearTracksManual_V5 1 0 54 June 15 2009 To submit your quarterly 9084 report to ETA click on the Export 9084 button The following message will appear This message confirms that you have successfully save the 9084report Note that the file name is your grant number followed by 9084 Note also the location of where the file was saved This will be important for submitting your reports to ETA Microsoft Office Access File C Documents and Settings tanderson Desktop todd xfer 2006 2009 Projects BearTracks Files BearTracks Version 5 1
10. The user will be prompted to Save or Cancel changes To add a new employer type click Reset on the Employer Type Edit Form Figure IIl 4 Next type the new value and click Add The following confirmation message will appear Microsoft Access x Employer Type added successfully Figure Ill 5 Click OK to return to the edit form BearTracksManual_V5 1 0 45 June 15 2009 Service Edit Form Click on Service Edit Form to change the values that appear in the Service list box on the Add Edit a n Supplemental Service form The following edit form appears Service Edit Form Fo edit an existing Supplemental Service or Manual Ext Service efect it fram the fst box and cick Et fa add 3 Supplemental Service or Manual Bat Service cher Reset enter the new valve a the fst box then cick Ada Figure Ill 6 Edit a value by selecting it from the list and clicking Edit An edit form similar to the Employer Type Edit Form Figure III 3 will appear Add a value by clicking Reset to clear the list then typing the value and clicking Add A confirmation message Figure III 5 will appear that the service has been added Tribe Edit Form Click on Tribe Edit Form to change the values that appear in the Tribe list box on the Client Form Figure Il 3 The following edit form appears Tribe Edit Form fo edt an existia Tripe sefect fram the fst box and check Edit fo add 3 Fribe chck Reset enter the new v
11. forcibly detained or interned in the line of duty by a foreign government or power or c the spouse of any person who has a total disability permanent in nature resulting from a service connected disability or the spouse of a veteran who died while a disability so evaluated was in existence Explanation Status No Select The participant does not meet any of the conditions for the other choices Figure Il 6a BearTracksManual_V5 1 0 1 D June 15 2009 3 Eligibility Tab Click on the Eligibility tab to display the following Intake Characteristics Eligibility Activity Employment Outcomes Fallow Up Only One Document is FRED from identification Age Verification as Native American Alaska Native or Native Hawaiian and Economically Disadvantaged to be Determined Eligible MUST CHECK AT LEAST ONE Birth Certificate utility Bill T Drivers License T Rent Receipt T School or State ID T voters Registration M Tribal ID T Other Proof Other ID M Tribal Enrollment Card T other i e Self Registration Card Not Registered T CDIB Card or Letter Attestation Form T Birth Certificate M Letter from Sel Service Other Proof T Phone Confirmation Y Online Registration T Tribal Documents a Pay Stubs Homeless M Unemployed E Underemployed Public T Individual T Letter from State Unemployment Office Working less than full time assistance with disability Other 70 LLSIL Received Layoff Notice Dislocated
12. le tails Measures Mekala S 15 o o S lG sloje l l Sls 19 Sl Ea E E IE 9 E 1 E The 9084 Section B and C Details for Report Quarter End Date Figure l l 12 opens with the Current Year and Quarter selected Current Year and Quarter is defined as the last completed calendar year quarter The Report Period End Date shows the end date for the selected quarter You can click on specific rows in the screen to show the specific clients who make up the numbers listed in the performance item To do this click on the sign on the specific row which will then open with a listing of clients Click on the sign to close that listing BearTracksManual_V5 1 0 49 June 15 2009 9084 Pepe B and C Details For Report iad End Date 3 31 2009 GES B1 Total Exiters Client Name Be merir 2 31 2008 12 30 2008 2 30 2008 11 5 2008 11 5 2008 11 19 2008 1 19 2008 l B2 Core Services Self services only 63 Total Participants Served E Bd New Participants Served B4a Male B4b Female B4c In School H S or less B4d In School Post H S Be Not Attending School H 5 Graduate B4f Mot Attending School H S Dropout B4g Offender Criminal Justice Barrier B4h Individuals with a Disability B4i Public Assistance Recipient Bd Basic Skills Deficiency B4k Limited English Proficient _ B41 Eligible vete
13. will appear G Exit When you choose this button the system will close and you will have to click on the BearTracks_fe file name or icon on your desktop to open the system BearTracksManual_V5 1 0 42 June 15 2009 III Administrator Menu When a user with administrative rights clicks on the Admin Menu button the following Administrator Menu opens The options allow administrators to change some of the program settings edit and add lookup information as well as review print and upload various reports Administrator Menu Bypass Disabled Edit Lookup Data Backup Database Export SPIR Restore Database Preview 9084 Export Field Office Import Field Office Submit Reports to Figure lll 1 A ByPass Disabled Enabled This option allows the administrator to enable or block access to objects in the database window When the button reads Bypass Disabled access is blocked Conversely when the button reads Bypass Enabled access is enabled By default the button is set to Bypass Disabled To change this setting click on the button and the caption will change to Bypass Enabled Exit the application and re open the application this time holding down the shift key while clicking on the shortcut or while double clicking on the file from My Computer or Windows Explorer The database window will appear enabling access to the objects forms tables reports queries etc that comprise the BearTracksMan
14. 00 00 CM34 Adult Common Measure 3 Average Earnings Earnings nd Qtr After Exit Earnings 3d Qtr After Ext Figure Il 19 The figure above Figure 11 19 shows an employment tab whose Common Measures have been updated to reflect verified employment in the 1 2 and 3 quarters after exit BearTracksManual_V5 1 0 26 June 15 2009 6 Outcomes Follow up Click on the Outcomes Follow up tab from the Client Form Figure II 3 to display the following Client ID 64 Last Updated 01 14 2007 Participation Date 1 12 2007 SaF Participation 1 12 2007 Exit Date 1 12 2007 Status Exited Last testadmin End Date Updated By Last Date of Service 1 12 2007 Age at Participation 31 Current Age 31 Current Permissions Date Read Edit Add Delete RS R A ee Intake Characteristics Eligibility Activity Employment Outcomes Follow Up Outcomes non completion of these will impact Exit Outcomes Placement in Education v Advanced Training at Exit Attainment of Degree K Certificate SI E Om Measures y f Red Date indicates L Follow up aipa cle apap verified in guarter less than or egual to Today CM14 Adult Common Measure 1 Entered Employment C Employed 1st Qtr after exit 04 01 2007 Begin 1st Qtr After Exit CM24 Adult Common Measure 2 O Employed 2nd Qtr after exit 07 01 2007 Begin 2nd Qtr After Exit Employment Retention Employed 1st 2nd and 3rd Qtr After Exit O Emplo
15. 16 The Add a Manual Exit form enables the user to manually exit the client in cases such as when the client informs staff that they are no longer interested in participating in the program Select a reason from the Service list box and click Save an administrator user can add choices i e non compliant to the list box see section Ill The default selections include Manual Exit Retirement and Voluntary Withdrawal The form closes and the Est Participation End Date and Exit Date are updated to the Last Date of Service The Status is updated to Exited BearTracksManual_V5 1 0 21 June 15 2009 e Involuntary Withdrawal click on the Involuntary Withdrawal button on the Activity tab Figure Il 8 to display the Add a n Involuntary Withdrawal form This form is similar to the Manual Exit Form Figure Il 16 lt enables the user to manually exit the user due to circumstances outside their control like a health or medical condition Once an Involuntary Withdrawal is saved the client status is changed to Exited and the Exit Date is applied retroactively to the Last Date of Service These clients are automatically exempt from the common measures calculations Specific Involuntary Withdrawals for clients include e Deceased e Family Care e Health Medical e Institutionalized e Invalid or Missing Social Security Number e Relocated to a Mandatory Program youth only e Reserve Forces Called to Active Duty f Follow up Service
16. 481421704554A_9084 txt saved successfully Figure Ill 16 To change the reporting period for your 9084 report click on the Set Reporting Period button This will open up a dialog box prompting you to set the Year and Quarter that you would like to generate a report Set The Report Period Select a Fear and Quarter to set the Reporting Period Quarter Report Period 03 31 2008 Cancel End Date Year ETE J8 Na OK 01 Na Figure Ill 17 NOTE The reporting period that is chosen for the 9084 will also be the same period that is report when choosing Export SPIR D Export SPIR To export the Standardized Participant Information Record SPIR to a text file click on Export SPIR If the Backup Folder location has not yet been identified the following screen will display allowing the user to select the location for all subsequent database backup import and export operations BearTracksManual_V5 1 0 55 June 15 2009 Backup Folder Edit Form Chek OK to accept the current backup folder or cick Et ta select a different folder CDon ProjectsiBearTracksl Application 5 1 0 DewiProductioniIni Edit Cancel OK Figure Ill 18 This screen can also be accessed by selecting Edit Lookup Data then Backup Folder Edit Form from the Admin Menu The BearTracks installation folder will appear in the text box by default Click Edit to change the location The following Windows file save dialog screen will appear
17. AE 125456666600 200603 SPIR txt saved successfully Figure IIl 21 Click OK to return to the SPIR Export Form Figure III 9 Once this file is created it can then be used to upload for submittal to the appropriate ETA office E Submit Reports to DOL By clicking on this button your web browser will open and you will be sent to the Grantee Reporting System at the Department of Labor The following page will open after you click on the OK button with the warning statement You must have internet access to open this page Please note that you will be required to submit your 9084 report first before you can submit your SPIR report BearTracksManual_V5 1 0 57 June 15 2009 Grantee Reporting System Please Login Enter the Password for the grantee you are reporting on Department of Labor Privacy and Secunty Statement Figure 11 22 After logging in with your pre assigned password the following Main Menu Selection screen will appear Indian and Native American Programs Windows Internet Explorer UA GO v 6 hteresciarcports docta qev CFDCCSfq artce prod teporincrativzcmorcans native sccct cmiC iD ZX Cool Aj Fle Edt Wee Favoritas Teol Heb Gael BBS 3 E F 2 ce an E S T lt 3 ARM E Cek la Sul lt A E E gua Tr E T C ae E Indir srd Na ve American Programs Ei E r oP Page lt O TOME E eta APOT ACT ARO TEAM ADA ITA TADA LAIT SE STATE DAT TO Lala Indian and Native Americans T a DE
18. BearTracks 2 Version 5 1 0 NAWIA REPORTING SYSTEM SOFTWARE USER MANUAL June 15 2009 U S Department of Labor Employment and Training Administration Indian and Native American Programs Developed by HeiTech Services Inc www heitechservices com Introduction The BearTracks 2 program is a complete Management Information System MIS that is developed to effectively manage and report client data The BearTracks 2 program provides an intake application form on the computer screen so that participant information can be entered directly into the system WIA staff can get information on participants or obtain program performance information on a quarterly basis at anytime during the program year The U S Department of Labor DOL has reviewed the BearTracks 2 program and has verified that all information required for DOL reporting is correct Section describes the steps required to register the software obtain an administrator login name and password and logon to the system Section I describes the functionality available from the Main Menu including adding and editing clients viewing alerts and accessing the custom reports Section Ill describes the functionality available from the Admin Menu including adding and editing users lookup data and grantee information as well as previewing printing and submitting reports BearTracksManual_V5 1 0 i June 15 2009 Table of Contents Eu sISGISITCRING BO Al LACKS
19. Click to select 443 44 4444 123 45 6789 Mary J Test Client 3 Luke arrn Water eut Figure Il 24 E Tutorial Service Date 17 2007 12 21 2006 Clicking on this button will open your web browser to the online tutorial which is an excellent resource for learning how to operate BearTracks Below is a screen shot of the opening page You will need internet access to view the tutorial gt Bear racks Unline Iutorial Windows Internet Explorer TAR gO c e ha sure tum Bea Ti achs K XxX Pi Be Ecit wew Favores Icos Help Google viser O dr Dr Bar 27 Bookmarke VS Chad YE AutoFil Y G sqh E wR G Beco Tracks Onire Tutorial Ch 9 ME re BearTra cks U i si N e Tutorial RearTracks 2 Version 4 1 0 PLAY Click on any button to learn more Main Menu Feedback ilii BearTracks online training wes developed by Sccial Policy reer Parler nian 8 a SPR Labors employmest and training admintsratior native american Programs of tre u s vepartment of Durie Figure Il 25 BearTracksManual_ V5 1 0 30 Cop trite net 100 June 15 2009 E Search Clients By clicking on the Search Clients button the BearTracks Search Form will open allowing you to search for clients on a number of different fields Data is filtered by user logon so the user does not see client data that they have not been assigned You can also sort search results report out se
20. T No advancement potential with documentation current employer w o training T Social Services Emergency Disaster Figure Il 7 In order to qualify as eligible one selection must be checked from each of the Identification Age Verification as Native American Alaska Native or Native Hawaiian Selective Service if the client is male and between the ages of 18 and 25 and Economically Disadvantaged sections low income unemployed or underemployed Special attention should be paid to the Complete box in the top right corner of this tab This box will show No until all appropriate items have been completed on this tab to confer eligibility Once eligibility has been set the word Yes will appear and the user can move to the next tab BearTracksManual_V5 1 0 1 3 June 15 2009 4 Activity Tab Click on the Activity tab to display the following L H ES VS VE us Intake Characteristics Eligibility Activity Employment Outcomes Follow Up Add a Service Qualifying E si Le Manual Involuntary a NE ee Supportive Service Planned Gap Exit Withdrawal Follow up Service Activity Log Service Begin Date End Date Individual Activity Client Profile Case Notes Reset Delete Save Close Find By Last Name Figure Il 8 Click on the following buttons under Add a Service to record any service the client receives during the period of participation a Qualifying Service click on Qualifying Ser
21. TracksManual_V5 1 0 1 1 June 15 2009 tab and the required intake fields are not completed a Missing Element screen will appear see Figure Il 2 alerting them which field is missing 2 Characteristics Tab Click on the Characteristics tab to display the following A CS CS a Intake Characteristics Eligibility Activity Employment Outcomes Follow Up Veteran Preference O Transitioning Service Member O campaign veteran O Disabled Veteran Eligible Veteran Status v Public Assistance Recipient Information O General Assistance GA State local government O Foster Child Payments O Temporary Assistance to Needy Families TANF O Tribal Work Experience Program O Supplemental Security Income SSI SSA Title XVI O Social Security Disability Insurance SSDI O USDA commodity program O Food Stamps Food Stamp Act of 1977 g Other Public Assistance Recipient TWEP Barriers T Basic Skills Deficiency T Offender T Limited English T Lacks Work History T Homeless T Low Income Single Head of household Disability l Substance Abuse T Displaced Homemaker with Dependents under age 18 a Long Term Pregnant Parenting Teen T Other Unemployment Figure Il 6 The characteristics tab includes sections for checking Veteran Preference client objectives public assistance information and barriers The Eligible Veteran Status field opens to a new menu with an explanation of each status that can be chosen Veteran Status Select
22. a default administrator account BearTracksManual_V5 1 0 D June 15 2009 Please enter the Grantee information to register Bear I racks Grantee Nennalion Pogured fetes appear an SEC Grant Number Last 2 characters Office Code Grantee Name Office Name Project Name Contact Name Address Figure l 4 Before completing the Grantee Information form the user should become familiar with the editing controls that appear on this form and throughout BearTracks 2 These are described in Appendix A Common Editing Controls From the Grantee Information form Figure l 4 enter data in the required fields The Grant Number field is set up to accept numbers formatted as AA 00000 00 OO AA where A represents an alpha character and 0 represents a numeric character The dashes and parentheses do not have to be entered Please note that if your organization will be using BearTracks in field offices the last two characters should be used to recognize the specific Office Code Initially there are no zip codes in the system After entering a new zip code and pressing Enter or Tab the user will be prompted to add the value as follows BearTracksManual_V5 1 0 3 June 15 2009 Microsoft Access x Value is not in list Add ik l Cancel Figure l 5 Click OK to add the value Click Cancel to cancel and return to the form After clicking OK the following dialog will appear allowing the user to assoc
23. alue it the Est box then Chick Add al Figure Ill 7 Only new tribes that are added to the list can be edited Add a value by clicking Reset to clear the list then typing the value and clicking Add A confirmation message will appear that the tribe has been added Edit a value by selecting it BearTracksManual_V5 1 0 46 June 15 2009 from the list and clicking Edit An edit form similar to the Employer Type Edit Form Figure III 3 will appear Users Edit Form Click on Users Edit Form to display the following Edit Users Form First Name Middle Initia Last Name administrator User Name testadmin Last Password og 22 2006 Reset Change Date Password Access Level administrator S Permission Level 4ll T Active M Hide from list box L Record 14 4 1 t r of 11 Figure Ill 8 Fields in red are required A description of the Access levels is as follows 1 Administrator administrators have the following privileges a Access to the Admin Menu Figure Ill 1 where they can select to bypass the menu edit lookup data and preview reports as described in the current section b Ability to add and edit users They can delete users as long as that user is not assigned as a Case Manager to a client record Administrators cannot delete themselves Only another administrator can delete them c Complete Read Write Delete access to all client records BearTracksManual_V5 1 0 47 June
24. appear allowing the user to reset their password BearTracksManual_V5 1 0 5 June 15 2009 Reset Password Form Your password must be reset Passwords must be between 8 and 12 characters and include 3 of the Following character types 1 Upper case letters 2 Lower case letters 3 Arabic numerals 0 9 4 Special characters IGRT etc 1 Please Enter Your New Password Please Re Enter Your New Password Cancel Figure I 10 The Reset Password Form appears whenever a new user logs on for the first time Enter anew password Passwords must be 8 12 characters and include 3 of the following 4 character types 1 Upper case letters 2 Lower case letters 3 Arabic numerals 0 9 4 Special characters etc Re enter the new password and click OK The system checks for any alerts These will be described in further detail in the next section If no alerts are discovered the following notification will appear No alerts OX There are no Pending Exit Exits Without Outcomes or Employment Update Alerts Figure l 11 BearTracksManual_V5 1 0 6 June 15 2009 ll Using the System Click OK and the Main Menu appears as follows Main Menu Add Self Service Customer Custom Reports View Alerts Edit View Clients E gt Admin Menu Search Clients Tutorial Log Out Figure ll 1 After logging in as the default administrator the user can change the User Name to something more recognizable
25. arch results view search results in the data entry form search and view activity data and print labels from search results Searle QC IRENE Case Manager Services UID om tempadmin Include Activity From To C Match From To Date s _Search Client 1D Service Date From ml Service Date To _ Reset Gender 3 S _View at 7 R and specialized testing and asses Intensive Status Days Before Exit dai cn S Zip Code Mi K Client Office Field Office _ Labels Client Name LastName First Middle Name Doe Jane HG BA Cloze Exit Date From E Exit Date e I ml S a le S El Tribe Mashantucket Pequot Tribe of Connecticut a Count Frederick County Search Results Double click on UID to Viem E oi 1 Matching Record 2e CTI Sus UD Office Code Participation Date Middle N O T Active 556 556 5555 HQ 6 4 2009 Jane Figure Il 26 Select criteria to search the database from the controls in the Search Criteria section AS you make a selection the choices for the other list boxes are dynamically updated For example if you select Gender F emale the Zip Code list box updates to reflect only zip codes that have Female clients The following buttons are available to assist with the search a Search click to query the database based on a combination of the fields selected in the Search Criteria section Results are displayed in the Search Results section b Reset click to clear th
26. calculates the number of weeks in the 2 Quarter after Exit with Employment Activity 2 Qtr Avg Earnings calculates the 2 Qtr Active Weeks multiplied by the Weekly Wage Similarly 3 Qtr Active Weeks calculates the number of weeks in the 3 Quarter after Exit with Employment Activity and 3 Qtr Avg Earnings calculates the 3 Qtr Active Weeks multiplied by the Weekly Wage When done click Save to save the pay rate Click Add Rate to add a new pay rate There can be gaps between pay rate periods however the pay rates cannot overlap Click Close when done to return to the Add a Job screen Click Close from the Add a Job screen to return to the Employment tab Figure II 17 BearTracksManual_V5 1 0 95 June 15 2009 Participation Date AEREOS Est Participation 7 31 2006 Exit Date 7131 2006 Status Terminated End Date Last Date of Service 7 31 2006 Age at Participation 0 Current Age 21 Date _ ns g Intake Characteristics Eligitlity Activity Employment cutcomes Eollaw Up Emplovrent Record Add a Job Begin Date End Date Last Verified 07 31 2006 SEEDS her 5 16 2007 petst Delete CMLS Adult Common Measure L 1 Entered Employment Employed ist Qtr after exit MT cm24 Adult Common Measure 2 M Employed 2nd Qtr after ext Employment Retention Employed tst 2nd and Sed Gtr After Exit M Employed ard Qtr after exit 1 300 00 Earnings nd Qtr After Exit 200 00 Earnings 2rd Qtr Arter Exit 2 0
27. check for any updates to the BearTracks 2 system that may have been made available This option will be available in the next version of BearTracks 2 G Backup Database Click on this button to create an encrypted backup of your records so that you can recover them in case of any computer or system failure The file will be saved in the current Backup Folder location The Backup Folder location can be set by selecting Edit Lookup Data then Backup Folder Edit Form from the Admin Menu The following screen will open reporting that the backup file was saved successfully in the appropriate folder Microsoft Office Access File C Program Files HeiTech Services Inc under authority of DOLMBearTracks BearTracks BE 041107 ManualBackup mdb saved successfully Figure 111 27 NOTE It is recommended that the backup file be saved in the same system folder as the original BearTracks 2 system files This will ensure that if your organization s computer network systems are backed up on a regular basis all of the system files and backups will be included BearTracksManual_V5 1 0 61 June 15 2009 H Restore Database Clicking on the Restore Database button will allow the administrator to restore previous versions of the system in the event that errors may have been made or files become corrupted Once clicked a menu will open listing the various backups that have been made Figure 11 28 shows the menu listing below You can choose
28. dware connected to this computer Mu Network File name gt Places Files of type Export Files Cancel Figure Ill 33 An import status report will open showing the number of clients that were imported as part of the upload You can review the imported records by looking at their Office Name and Import Date in the top portion of the BearTracks 2 interface BearTracksManual_V5 1 0 65 June 15 2009 Appendix A Common Editing Controls Field a control on a data entry form that captures a piece of information on an entity Grantee Client Employer Type etc Record all of the fields on a data entry form for a particular entity Reset Button click on the reset button to undo any changes that have been to a Record Save Button click on the Save button to save a record Cancel Button click to close the current form without saving the changes Close Button click to close the current form In most cases the user will be prompted to save the changes or cancel Click Yes to save the changes Click Cancel to return to the form A1 NOTES BearTracksManual_V5 1 0 June 15 2009
29. e selecta Report Date Help with the Security Aler Certificate Promat Internet Explore 6 Fe G wti the Cerricase Error mernel Exp over f Instructions fer Installing tae DOL Master Security Centricae all browsers DOL Master Secunty Cenificate download file Back to Main Menu Selection Figure 11 24 You will then be asked to upload the 9084 file for the chosen reporting period shown in figure III 25 below Click on the Browse button BearTracksManual_V5 1 0 59 June 15 2009 Favortes Tools Help sean B Ode i File cit Vew Ey lt sigin 7 gt fmm p Page GF Took Google v Gr vy tookmarks Y Check oar C ETA Form 9384 Comprehensive Services Quarterly E EMPLOYMEMT AND TRAINING ADMINISTRATION UNITRC X LER DEPARTMENT OF LASCA Indian and Native Americans fou are logged in as LAC COURTE ORCILLES TRIDAL GOVCRNING DOARD ETA Form 9084 Comprehensive Services Quarterly Performance Report OMB No 1205 9422 xpies gt 1231 2005 Report Quarter 03 31 2099 lc report ElA Form 3064 Comprerersive Services ULaterly Fertcrmance Data 7 Type in your fle name anc the complete path to hat file or browse ycu system for the file 2 Enter the PIN and ther click the Upload butten File Drowse Enter your PIN Back to Reporting Date Selection Back to Main Menu Selection Figure Ill 25 A Choose File menu will open Check in the Look in
30. e Search Results and reset each list box to contain their original un filtered choices c View All click to view all of the Search Results in a filtered view using the tabbed data entry form d Report click to view a report listing of the Search Results e Labels click to view a report of labels in Avery 5162 format for clients in the Search Results that have valid Mailing Addresses BearTracksManual_V5 1 0 31 June 15 2009 F Custom Reports By choosing the Custom Reports button from the Main Menu the Custom Reports Selection Form opens figure Il 27 below These reports allow the user to create specific reports summarizing various aspects of their client list You can choose between Case Manager and Manager Reports Case Manager Reports figure Il 28 below are those reports that may be useful for case managers to review the status of their client roles The Manager Reports figure Il 35 can be used to review the status of services provided at the grantee level and are available only to users with administrative rights on the system Note also that all of the reports can be exported to Microsoft Excel format allowing you to sort and list the information shown in a more customized format To do this click on the File tab in the upper left hand corner of the report screen and choose Export to Excel E Switchboard Custom Reports 1 Case Manager Reports 2 Manager Reports 3 Return to Main Menu F
31. esidence including their name address current status tribe name participation date and exit date e Case Manager generates a report listing participants by Case Manager including their name address current status tribe name participation date and exit date e Client Name generates a report listing participants name address current status tribe name participation date and exit date e Tribe generates a report listing participants by tribe name including their name address current status tribe name participation date and exit date BearTracksManual_V5 1 0 34 June 15 2009 Active Participants The active participants button opens a new menu allowing the user to choose reports on the following categories Active Participants 1 By Case Manager 2 By Client Name 3 By Date Range 4 Return to Case Manager Reports Figure Il 31 e Case Manager Generates a report listing active participants by Case Manager including their name address tribe name and participation date e Client Name Generates a report listing active participants by name address county tribe name and participation date e Date Range Generates a report listing participants that remained active during the specified reporting period by name address county tribe name and participation date Exiters The exiters button opens a new menu allowing the user to choose reports on the following categories BearT
32. field at the top to ensure you have chosen the correct folder Choose the file name which includes your grant number and 9084 txt For example the filename would look like AB123456789AA_9084 txt Choose file Look in My Recent Documents 3 Desktop My Documents My Computer My Network Places BearTracksManual_V5 1 0 C3 BearTracks 2 Version SAB 142170455AA_ 9084 txt AB142170455AA SPIR txt AB14217045544 5PIR xls lal BearTracks_BE mdb 7h BearTracks_BE_44E9074D0E4F42438CD3F 35212673A87_SystemBackup_Encrypted mdb lal BearTracks_BE_410_SystemBackup_Encrypted mdb ih BearTracks_BE_O5 1309 ManualBackup Encrypted mdb AllBearTracks_FE Idb ih BearTracks_FE mdb Cancel we Pe File name A 1421 45544 9084 bd Files of type Al Files 7 7 Figure Ill 26 June 15 2009 60 Click the Oper button and the filename will be listed in the File field shown in gray See figure IIl 25 above Enter your PIN number and click the Upload button You will then get a message that the file has been uploaded successfully You will then be prompted to upload the SPIR report This is the same procedure as submitting the 9084 described above except that you will need to choose the file named with your grant number followed by SPIR txt For example AB123456789AA_SPIR txt F Check For Update reserved for future use This button will allow the administrator to
33. he right gt advances to the next record The next button to the right gt advances to the last record and the last button gt adds a new record Find By Last Name To automatically go to a participant s record click on Find by Last Name to display the following pop up window Enter Parameter Value Enter Last Name leave blank to return alli ces Figure II 4 BearTracksManual_V5 1 0 9 June 15 2009 User Permissions Enter the last name and click OK To return a list of all clients available in the current view click OK The following search form displays Find By Last Name Click to select Birth Date Date of Particil Exit Date Figure Il 5 Click on the desired client name to move to that record Click Cancel to return to the Client Form Figure Il 3 without moving to another record User Permissions this radio control displays all the rights for the current user These rights can be assigned by an Administrator user see Section Ill Calculated Client Status Fields the fields that appear at the top of the client form in blue are calculated based on other fields that are entered by the user The user cannot directly edit these fields 1 Participation Date this value is set to the begin date of the first Qualifying Service logged from the Activity Tab 2 Last Date of Service this value is set as the end date for the last logged Qualifying Service 3 Est Part
34. iate a zip code with a city ls f Has a Zip Code and City zip Lode i 2345 City State Cancel ase Figure l 6 Initially there are no cities in the system To add a city type a value and press Enter or Tab As before the user will be prompted to add the value to the list and if OK is selected the following dialog will appear allowing the user to associate a city with a state Add Edit a City and State itp E oodcity State Figure l 7 Select a State from the drop down list then click Save The Zip Code City and State information will be returned to the Grantee Information form Figure l 4 Once all of the required fields are filled in click Save to complete the registration The following screen will appear providing the user logon information for the default administrator account BearTracksManual_V5 1 0 4 June 15 2009 Registration Successfull x Thank ou For registering Your User Name is tempadmin Your Password is guest Please record this information for log on purposes You will be asked to reset your password after logging in Figure l 8 C Logging On Note the logon information shown and click OK The logon screen will appear as follows enabling the default administrator to log on Please Enter your User Name and Password User Name Password Exit Figure l 9 Enter the User Name and Password noted earlier and click Enter The following dialog will
35. icipation End Date for Active participants this value is set as the Last Date of Service 90 days For participants in a Hold status it is set at the begin date for the hold activity 180 days 4 Age at Participation Date calculated as the age of the client at the Participation Date based on the Birth Date entered on the Intake tab 5 Exit Date For Active participants once 90 days from the Last Date of Service have lapsed without another Qualifying Service being logged this value is set as the Last Date of Service For participants in a Hold status this value is not set unless the hold period has expired then it is set to the Last Date of Service BearTracksManual_V5 1 0 1 0 June 15 2009 6 Current Age calculated based on the Birth Date entered on the Intake tab 7 Status calculated as follows a Non Status blank A participant is in a Non Status until a Qualifying Service is logged for them Before logging a Qualifying Service the user must Intake the client and then verify Eligibility These steps are described in greater detail in the sections that follow Note Non Status clients are not included as Participants Served on the ETA Form 9084 D Active Status A client is placed in an Active Status when the user logs a Qualifying Service thereby setting the Participation Date to the first date of service C Exited Status A client is placed in an Exited Status when either 1 they have been manual
36. ient completed Yes did not complete No or Withdrew from training Once indicated this alert will no longer appear for the affected client BearTracksManual_V5 1 0 28 June 15 2009 Missing Employment Alerts lists clients that have not been employed in the 1 and 2 and 3 quarter after exit This alert checks for those clients who do not have a job or if they were employed in the previous quarter and it has ended This alert will open in the 15 days after the beginning of the quarter In addition to being able to review alerts by clicking on the Main Menu button Figure Il 1 the user will be prompted with a pop up notice of any alerts each time they log into BearTracks 2 C Admin Menu This menu is only available to users with administrator access to the system See Section Ill Administrator Menu for a description of the functionality D Add Self Service Customer This menu allows the user to input information on a participant or customer who is utilizing your agency s services on their own without a case manager The screens below show the steps required Self Service Customer Form Please complete the Customer s name and soir required fefds appear ir Ke First Name Middle Initial Po Last Name SSM Service Date 01 15 2007 Figure Il 22 BearTracksManual_V5 1 0 29 June 15 2009 Enter Parameter Value Px Enter Last Name leave blank to return all Figure Il 23 Find By Last Name
37. igure Il 27 Case Manager Reports Click on the Case Manager Reports button to open the following menu figure Il 28 You will then be prompted to choose a range of dates from which the information will be pulled to be included on the report form Figure Il 29 shows the form to be used indicating the specific year and quarter for the reporting period Note that the reports are filtered by the individual case manager who has signed in so the reports will only show the results for the specific case manager BearTracksManual_V5 1 0 39 June 15 2009 E Switchboard Case Manager Reports Pending Clients 2 New Participants 3 Active Participants 4 Exiters b Activity Reports 6 Return to Custom Reports Figure Il 28 Select From To Dates From Date i oro 72009 il To Date 12 31 2006 IEI Cancel OK Figure Il 29 The following reports are available in the Case Manager Reports section Pending Clients Lists participants in pending status where their entered date falls within the date range chosen New Participants The new participants button opens a new menu allowing the user to choose reports on the following categories BearTracksManual_V5 1 0 33 June 15 2009 New Participants 1 By County 2 By Case Manager 3 By Client Name al By Tribe 5 Return to Case Manager Reports Figure Il 30 e County generates a report listing participants sorted by County of r
38. iled listing of participants satisfying common measures within the specified reporting period o View Formatted SPIR in Excel Generates the Standardized Participant Information Record report submitted to ETA in Microsoft Excel for the specified quarterly reporting period e Analysis Analysis Z Duplicate SSN Unique Identifiers 3 Program Year Carryovers 4 Self Service Customers 5 Return to Manager Reports o Exit and Employment Analysis Reports the quarter in which participants will have to be placed in employment in order to be counted in the Entered Employment Rate common measure o Duplicate SSN Unique Idenfiers Reports clients with duplicate SSN Unique Identifier records o Program Year Carryovers Participants whose participation date precedes the program year but did not exit in the program year o Self Service Customers Lists self service customers who sign up during dates that fall within the date range chosen e Converted Retirement Clients V 5 1 0 Clicking on this button will generate a report that lists participants who retired that were formerly counted as a global exclusion but now have been converted to a manual exit category This is new for Version 5 1 0 BearTracksManual_V5 1 0 41 June 15 2009 F Log Out By choosing this button you will be logged out of the system and will need to re enter your username and password to access the system The Log On screen Figure l 9
39. ion Form Status res lt 180 days Select The participant is a person who served in the active U S military naval or air service for a period of less than or equal to 130 days and who was discharged or released from such service under conditions other than dishonorable Status res Eligible veteran Select the participant served on active duty for a period of more than 180 days and was discharged or released with other than a dishonorable discharge or was discharged or released because of a service connected disability or as a member of a reserve component under an order to active duty pursuant to section 167 a d or 0 673 a of Tite 10 U S C 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 Explanation Status es Other Eligible Person Select the participant is a person who is a the spouse of any person who died on active duty or of a service connected disability b the spouse of any member of the Armed Forces serving on active duty who at the time of application for assistance under this part is listed pursuant to 38 U S C 101 and the regulations issued thereunder by the Secretary concerned in one or more of the following categories and has been so listed for more than 90 days 113 missing in action Qi Captured in the line of duty by a hostile force or ii
40. ity State MD Zip Code 12345 KA Previous Curent Perfommince tteme Quarter Quarter A E B CUSTOMER SUMMARY INFORMATION e Cd 2 Core Services Sotes oy A HH 3 TotalPartiipartsSeved A HH so 4 NewPaticipants serea O RT JU a e IEA TT MU CN ME A RE JIMENO ME A EEE ae D HHS S E MIDES O D ICI IAEA o NI E BE OA A Al Elgihle Veterans 5 S am Homeless OA A an Longierm Unemployed S E E Cso Mug Bars o Figure Ill 14 4 Not Attending School H S Dropout BearTracksManual_V5 1 0 53 June 15 2009 Figure 11 15 below presents the bottom half of the 9084 form This includes a summary of customer services and activities performance results and report certification and additional comments Core Services Reourng Regatraion A 2 Intensive Series EE VE H EE A O EA ES ES PS Sa CRT Basic Skils or Lteracy avis Cd o ah CRT Occupational Skills Training D n o noO e onego Waning ES HHS 3d Entrepreneurial and Sm al Business Training JR e Other Training Serices 5 D PERFORMANCE RESULTS cumute auorter Resuts Tabuitedtor Exit Cohort show T Vote pr Be O OPO e005 O 312006 2 Retention Rate BE CC EEE EE A agga 0880800 A O ES VES EG E REPORT CERTIFICATION ADD IMOHAL COMMENTS 1 Report Comments Narrative 2 Mame of Grantee Certifying Official Title 3 Telephone Number 4 Email dress Test Contact 123111 2 3232 Figure Ill 15 Customer
41. k Experience Wages and Fringe Lists the total wages and fringe for each participant who recorded Work experience in the public or private sector as a Qualifying Service in the Activity Tab during the specified date range o Total Supportive Services Costs Lists the total costs of supportive services by Section 166 and non Section 166 funds provided to each participant during the specified date range o Count of New Participants by Tribe Lists the total number of new participants by tribe affiliation during the specified date range o Count of New Participants by Field Office Reports the count by field office of all new participants where participation date falls within the specified date range e Common Measures SPIR Clicking on this button opens a new menu as shown below Note that for these reports the most recent completed quarter will be reported You will need to choose button 1 View Set Current Quarter to set the specific quarter of interest Common Measures SPIR 1 View Set Current Quarter By Entered Employment Details Current Quarter 3 Common Measures Participant Counts Current Quarter 4 View Formatted SPIR in Excel 5 Return to Manager Reports o Entered Employment Details Current Quarter Lists participants that entered employment where the exit date falls within the reporting period BearTracksManual_V5 1 0 40 June 15 2009 o Common Measures Participant Counts Provides a deta
42. ly exited by clicking on the Manual Exit button on the Activity tab or 2 they have been automatically exited by the system due to a lapse in qualified service These events are described in further detail later in the sections that follow 8 Office Name Shows the name of the field office from which the record was imported 9 Import Date The date that the record was imported from a field office into a headquarters office system This is described in further detail in Section IIl on the Administrator functions Tabs these tabs are ordered left to right to correspond to the typical client record life cycle This cycle starts with registering a client by using the Intake tab Once they are in the system additional characteristics can be captured in the Characteristics tab After this the user can confer qualification for services on the Eligibility tab Once the client is eligible the user can begin logging services on the Activity tab As they near exit the user can log a job in the Employment tab After exit the user can register outcomes on the Outcomes Follow Up tab These tabs are described in detail in the section to follow 1 Intake Tab Figure Il 3 displays a client form with the Intake tab displayed The Intake tab captures identifying and demographic information on the client The required fields in red on this tab must be completed before a new client record is added If the user attempts to enter data on another Bear
43. m Figure II 9 except the Documentation Provided check box must be checked before the record can be saved In addition the Est End Date must be between 90 and 180 days from the Last Date of Service Click Save to save the record and return to the Activity Tab Figure II 8 The Estimated Participation End Date is updated to the maximum of 180 days from the Last Date of Service and the Status is updated to Hold The following choices are available for planned gaps e Delay Before Training e Health Medical Condition e Temporary Move National Guard Military To release a client from a Planned Gap click on Qualifying Service Manual Exit or Involuntary Exit under Add a Service on the Activity Tab Figure Il 8 The following screen will appear prompting the user whether they want to release the client from their Hold status BearTracksManual_V5 1 0 20 June 15 2009 Release Client from Hold Status Click Yes to continue When you save your changes the client s status will re activated Click No to cancel leaving the client in a Hold status Figure Il 15 Click Yes to release the client from the Hold status The affected service Add form will display Click No to return to the Activity Tab Figure Il 8 d Manual Exit click on the Manual Exit button on the Activity tab Figure Il 8 to display the following ES Add a n Manual Exit Begin Date 08 08 2006 Cancel Save Figure Il
44. ment literacy training and English language training provided alone or in combination with other training or intensive services e Customized training conducted with a commitment by an employer or a group of employers to employ an individual upon completion of training e Entrepreneurial and small business development technical assistance and training e Job Readiness Training e Occupational Skills Training e On the Job Training e Programs that combine workplace training with related instruction which may include cooperative education programs e Skill Upgrading and Retraining BearTracksManual_V5 1 0 1 6 June 15 2009 e Training programs operated by the private sector Right click on the Begin Date to display the calendar as follows Date Calendar Selectia dale Pen Check OK July 2006 July 2006 Figure Il 11 If a Training Service is selected the display updates as follows to show additional fields including Occupation list box Training Completed radio controls Institution Provider list box and fields to enter Section 166 and or Non Section 166 funds that have been used for this service E Add a n Qualifying Service F Service lob Readiness Trainin Begin Date 04 11 42007 Ed F Same Day Service Est End Date Ed Occupation x Training E E E Completed Yes Ho WM IH dreu Institution Provider Cec 166 Non Sec 166 Funds 0 00 Funds mnan Cancel Lave Figure
45. o set the specific quarter of interest Buttons 4 5 6 and 7 allow you to set the specific date range ES Switchboard Training Activity 1 Yiew Set Current Quarter Z With Occupational Skills Training 3 With OJT A With Basic Education 5 With Training Assistance or Support Services b By Client Name with Details T By Client Name Summary 8 Return to Case Manager Reports Figure Il 34 BearTracksManual_V5 1 0 37 June 15 2009 o With Occupational Skills Training Generates a report listing participants who received occupational skills training during the most recently completed quarter or specified earlier quarter showing the service begin and end dates and the term date o With OJT Generates a report listing participants who received on the job training during the most recently completed quarter or specified earlier quarter showing the service begin and end dates and the term date o With Basic Education Generates a report listing participants who received education services during the most recently completed quarter or specified earlier quarter showing the service begin and end dates and the term date o With Training Assistance or Support Services Generates a report listing participants who received training assistance or support services showing the participation and exit dates o By Client Name with Details Generates a report listing detailed training activities by partici
46. omments type the comments in the Report Comments Narrative text box then click Preview Report If comments have already been saved today for the selected Report Period End Date then the user will be prompted to overwrite those comments If comments have not been saved today for the selected Report Period End Date the comments will save and the 9084 will display Figure IIl 13 below with summary data for the Current quarter as well as the 3 quarters prior to the Current quarter Click on the printer icon at the top left corner of the screen to print the report Click on the folder icon to close the report Click on the Preview 9084 button to show the OMB form with the information for the quarter of interest prepopulated Figure IIl 13 below is a screen shot of the report BearTracksManual_V5 1 0 51 June 15 2009 Figure IIl 14 below displays the top half of ETA Form 9084 This section N Left Mn i T Fita i TES i Figure 11 13 includes grantee identifying information and customer summary information BearTracksManual_ V5 1 0 52 June 15 2009 ETA Form 9064 Comprehensive Services Quarterly Performance Report Revised September 2006 OMB Ho 1205 0422 Expires 13102009 A GRANTEE I1DEHTIFYIH G INFORMATION 1 Grartee Marne 2 Grant Humber Tes Grantee AB 1 2525 1 5 250 D 3 ProgramProject Hame 4 Grartee Address Report Quarter End Date 123 Address Way 1231 2006 6 Report Due Date City Mewe
47. one of the various backups that are listed by date time and type system or manual Note that the system makes automatic backups and the manual backups are the result of an administrator making a backup by following the steps above Restore Database Selection Form fo Restore a backup He chek on a fife then check Restore The wasting database wil be replaced With that fife fo Delete a backup He cick on a He then cick Delete 4 10 2007 9 14 32 4M 4 10 2007 9 06 51 AM 4rar2007 4 45 13 PM 8 2 2006 12 47 58 PM System Cancel Delete Restore Figure 111 28 You will then be prompted to confirm that the restored database will overwrite all of the existing database records Click Yes to confirm or No to cancel Replace Existing Database Click Yes to overwrite all of the client records in the existing database with those in the restored database Click No to cancel Mo Figure Ill 29 BearTracksManual_V5 1 0 62 June 15 2009 You will then be notified that the restore was successful The system then checks for any alerts that are pending on the restored database Restore Successful BearTracks will now check For alerts on the restored database Figure III 30 I Export Field Office 1 Create a folder entitled Export and another entitled Import on the appropriate workstations You should have received two zipped compressed folders one containing fr
48. ont and back end Microsoft Access files for the Export computer the field office and one containing front and back end files for the Import computer the headquarters office 2 Unzip the files and save them in the appropriate folders that you just created 3 You will then need to follow the registration process for each of the folders Double click on the BearTracks FE mdb in each of the folders and go through the process of relinking tables and entering grantee information Note that when you enter the Grantee Number the last two digits letters will represent the office code specific field or headquarters offices 4 Open the BearTracks_BE mdb file for the field office After signing in click on the Admin Menu button from the Main Menu Then click the Export button You will then be promoted to choose a folder which will hold the exported files for submittal 5 Once these have been completed for the both the field offices and headquarters you are now ready to enter information and upload export the data To do this enter test client data into the field office export system 6 Once test client test data has been entered click Save then click Close and return to the Main Menu From the Main Menu click on the Admin button There will be two new buttons on the menu Export Field Office and Import Field Office 7 Click on the Export Field Office button You will then be prompted
49. or add a regular user to act as a case manager for intaking clients These tasks are described in section III B Editing Users The Main Menu Figure II 1 includes the following button choices Add Client click to add a new client to BearTracks 2 Edit View Clients click to edit or view all clients that the user has access and or permissions to All records that the user has been granted access to can be viewed Only records that the user has been granted edit permission to can be edited User access and permissions can be configured by an Administrator user and are described in detail in section Ill Add Self Service Customer click to add clients that utilized the grantee services but did not require case management services View Alerts click to view the 1 Approaching Exit 2 Exits without Outcomes 3 Employment Verification 4 Training Verification and 5 Missing Employment alerts that are pending in the system BearTracksManual_V5 1 0 7 June 15 2009 Admin Menu click to access the Administrator Menu This button is only enabled for Administrator users Tutorial click to access an external web page which features a web based tutorial on the BearTracks 2 system This requires access to the Internet Exit click to exit the application Log Out click to log out as the current user and return to the Log In screen Figure l 9 Search Clients click to access the search menu which will allo
50. pant between a specified date range o By Client Name Summary Generates a report listing a summary of training activities by participant between a specified date range e By Service Date Clicking on the By Service Date button will prompt the user to enter a specific date range of service The report generated lists participants and type of service who have received a service each day during the specified date range BearTracksManual_V5 1 0 38 June 15 2009 Manager Reports Click on the Manager Reports button to open the following menu ES Switchboard Manager Reports 1 Summaries 2 Common Measures SPIR l Analysis a Converted Retirement Clients 5 1 0 5 Return to Custom Reports Figure Il 35 e Summaries Clicking on this button opens a menu with the following Summaries 1 Total Costs al Total Training Costs a Total Work Experience Wages and Fringe a Total Supportive Services Cost 5 Count of New Participants by Tribe 6 Count of New Participants by Field Office 7 Return to Manager Reports o Total Costs Lists total costs of activity type categorized by Section 166 and non Section 166 funds and wages and fringe costs that fall within the date range chosen o Total Training Costs Lists the total training costs for each individual participant by Section 166 and non Section 166 funds during the specified date range BearTracksManual_V5 1 0 39 June 15 2009 o Total Wor
51. racksManual_V5 1 0 35 June 15 2009 E Switchboard Exiters 1 With Occupational Skills Training Ez By Client Name kg With Work Experience _4 With OJT 5 With Basic Education 6 Return To Case Manager Reports Figure Il 32 e With Occupational Skills Training Reports participants who received Job Skills Training who exited during a specified date range e By Client Name Generates a report listing exited participants by name address county tribe name participation date and exit date e With Work Experience Reports participants who received work experience who exited during a specified date range e With OJT Generates a report listing exited participants who received on the job training who exited during a specified date range e With Basic Education Reports participants who received basic education services who exited during a specified date range BearTracksManual_V5 1 0 36 June 15 2009 Activity Report The Activity Report button opens a new menu allowing the user to choose reports on the following categories E Switchboard Activity Reports Training Activity 2 By Service Date 3 Return to Case Manager Reports Figure Il 33 e Training Activity Clicking on the training activity button will open up a new menu as shown below Note that for buttons 2 3 and 4 the most recent completed quarter will be reported You will need to choose button 1 View Set Current Quarter t
52. rans Ades Lamslase Record 14 4 F LE IK of 28 Cose airs U Export 9084 preven 08 Figure III 10 s slslelsts slslsls selsls ls lw le Click on the View Common Measures Details button to produce a report listing the participants satisfying the Adult Common Measures during the specified quarter Lit of Participant satefome Adult Common Measure where Current Quarter pan from 1 1 2009 to 3 312009 EntredEmplanmeng Emplovrment Renton MOR ZES Dencmbraror N TOR ertr enan tnarer lM entas Denon nor A O E O O 7 O O El paa O O E O O O Z O El O O 7 O O El O O O O El O O 7 O O El O O 2 O gt O El O O 7 O La O E O O O E O El O O 0 O O a yojo o O H oj Oo O Figure Ill 11 Click on Load Saved Report to load report comments that were previously saved Figure IIl 12 displays as follows BearTracksManual_V5 1 0 50 June 15 2009 Load Saved Report Click to select Cancel Report Date Report Qtr End Date Here is a comment For the report and I just changed the 4 30 2006 Here is a detailed comment For the narrative section 12 31 2006 Here is a detailed comment for the narrative section 12 31 2006 Here are some comments gt Dian NE Cararmamnmbke Att ld an hara aie K Figure Ill 12 Click on a report and the 9084 Section B and C Details for Report Quarter End Date figure III 9 reappears with the selected information pre populated To save c
53. s Equipment e Transportation auto repair gas etc e Utilities Assistances e Work Clothes uniforms business attire etc Supportive services can be logged anytime after the first Qualifying Service has been logged including during a planned gap and after BearTracksManual_V5 1 0 1 8 June 15 2009 termination Supportive services are Captured in the Activity Log Figure Il 8 but do not impact the calculated fields such as Last Date of Service Figure Il 3 New supportive service choices can be added by an Administrator user see section Ill E Add a n Supportive Service E Service hild Care w Begin Date 04 11 22007 lez F Same Day Service Est End Date le Sec 166 Non Sec 166 Funds 0 00 Funds 0 00 Hotes Cancel Save Figure Il 13 c Planned Gap click on the Planned Gap button on the Activity tab of the Client Form Figure Il 8 to display the following BearTracksManual_V5 1 0 1 9 June 15 2009 S Add a n Planned Gap Documentation Provided Begin Date 07302006 Est End Date mnn Cancel Save Figure Il 14 Planned gaps indicate a period of time when the client is unavailable such as the delay before training starts Under these circumstances the participation end date can be extended up to 180 days or until the client resumes participation whichever comes first The Add a n Planned Gap form is similar to the Add a n Qualifying Service for
54. te Print Edit E Missing Employment Alerts Quarter s After 4 Client Exit Date Exit Missing Main Menu Print All Figure Il 21 Approaching Exit Alerts Clients that are within 15 days of the end of their 90 day participation period An edit button will enable the user to proceed directly to their record where they can log a Qualifying Service for example if desired to extend their period of participation another 90 days Exits Without Outcomes Alerts If the client s period of participation is allowed to lapse or if a client is manually exited and no outcomes are selected they will appear under Exits Without Outcomes Alerts Again the user can click on Edit to proceed directly to the affected client to determine if the client had an outcome If so the user can add the outcome directly to the affected client and they will no longer appear under this alert Employment Verification Alerts lists clients that have been exited but employment has not been verified as of the latest quarter Clicking on Edit takes the user directly to the Add Edit a Job form Figure II 17 where they can select to verify the client is still employed thereby re setting the Verification date and clearing this alert Training Verification Alerts lists clients that have a start and end date for training but have not been marked as completed Clicking on Edit takes the user directly to the Activity form Figure Il 11 where they can indicate the cl
55. te User button to delete that user If the Delete User button is disabled then that user is assigned to at least 1 client In this case those clients must be re assigned to other Case Managers before the user can be deleted BearTracksManual_V5 1 0 48 June 15 2009 Re assigning a Case Manager To re assign a Case Manager log in as administrator and navigate to the desired client record then select the desired Case Manager from the Case Manager list box on the Client Form Figure Il 3 C Preview 9084 Click on Preview 9084 to display the following selection form 9084 Section B and C Details For Report Quarter End Date 3 31 2009 Peformance Item Current Quarter D1 Total D ters B2 Core Services Self services only R3 Total Participants Served B New Particioants Seed B4a Mae Bib Female B4c Ir Schocl H S or less B4d In School Post H S B e Not Attencirg Schoo H 5 Graduate D4f Not Atterd ng School 1 1 5 Dropout B4g Offander Criminal Justica Barrier Ah Indiv dials with a Nisani ity EH PLB Ic Assistance lt egpient B4j 3450 Ski ls Deficiency Bik Limitec Englisa Provicicn Bal Eligible Veterans B4m Home ess Btn Lorg term Unemployed B4o Wu Tais Bar iers C1 Core Services equiring Reg stration C Intensive Sarvires Ja Work Emerence Record 4 4 1 Lh bl of 23 9084 Report Comments Narrative Close Load Saved Report Export 9354 Prevew 9034 SPT Reporting eu EMT k Dik LALA Seriard
56. ual_V5 1 0 43 June 15 2009 application Editing these objects may render them inoperable therefore caution should be exercised B Edit Lookup Data Click on Edit Lookup Date to display the following Employer Type Edit Form Service Edit Form Tribe Edit Form Users Edit Form Backup Folder Edit Form Figure Ill 2 Grantee Edit Form Click on Grantee Edit Form to change the grantee record The Grantee Information form Figure l 4 will appear allowing the user to make their desired changes Employer Type Edit Form Click on Employer Type Edit Form to change the values that appear in the Employer Type list box on the Add Edit a Job form Figure Il 17 The following edit form appears BearTracksManual_V5 1 0 4 4 June 15 2009 Employer Type Edit Form Fo edit an exist Employer Type sefectit fram the fst and click Edit Fo add an Employer Fype chek Reset enter the new vue it the dst box then cick Add Other government Federal state or local Private employer profit or non profitt Self employed Tribal Government Working without pay in Family Farm or business Figure Ill 3 To edit an existing Employer Type select the value from the drop down list and click on the Edit button The following edit screen appears Edit an Employer Type Ea an Employer ype TRT fee PON A fed Emploper Type Eontractora Reset Close Figure Ill 4 Click Close after making the edits
57. ust be relinked before opening the application Click OK Eo continu Click Cancel to cancel E Cancel Figure l 1 Click OK to re link the data tables The following dialog appears enabling the user to select the location of the data tables located in the back end database Select the Back End Databse Bear Tracks_BE mdb Look ir L BearTracks Il ka 2 AMBearTracks BE mdb Ces ZT BearTracks FE mdb My Recent Documents T a Ba PN NE a Mu D ocumente Mu Computer Mu Metwork File name ear Tracks BE m Places Files of type MDS Files Cancel Figure l 2 BearTracksManual_V5 1 0 1 June 15 2009 The Select dialog opens to the default location for the back end database BearTracks BE mdb For standalone computer installations this will guarantee optimum access Note for networked installations move BearTracks_BE mdb from the default location to a network drive that is accessible to all users before re linking the tables To search a different location for the back end click on the Look In drop down list Once the back end database is located click Open The tables will re link and the following prompt should appear Microsoft Access E Relink Successfull Figure I 3 B Entering Grantee Information Click OK to the Re link Successful prompt Figure 1 3 The first time BearTracks 2 is opened the user will be prompted for the following Grantee information before they are assigned
58. vice to display the following BearTracksManual_V5 1 0 1 4 June 15 2009 Sl Add a n Qualifying Service Begin Date 0743042006 E Same Day Service End Date Cancel Save Figure Il 9 Click on the Service list box to select from a list of Core Intensive or Training services Core Services include Career Counseling Initial Assessment of skill levels aptitudes abilities and other service needs Job Search and Placement Intensive Services include BearTracksManual_V5 1 0 Comprehensive and specialized testing and assessment Development of an individual employment plan Dropout prevention activities Group counseling Individual counseling and career planning Other services identified in the approved Two Year Plan Short term pre vocational services Tryout Employment Work experience in the public or private sector 1 5 June 15 2009 Note that when Work experience in the public or private sector is chosen the user will be required to provide the Employer or Sponsor name and optionally provide the client s estimated wage and fringe amount as shown in Figure Il 10 below Add a n Qualifying Service P Service Work expenence in the public or private secto Begin Date 04092007 El F Same Day Service Est End Date Employers Sponsor Est Wages Fringe 0 00 Cancel Save Figure Il 10 Training Services include e Adult Basic Education GED Attain
59. w the user to search for participant records Custom Reports click to access the custom reports menu which will allow the user to generate specific reports on the status of case files A Add Edit a Client To add a client click on Add Client The client form opens and prompts the user to begin by entering an SSN Unique Identifier as follows Missing Element Figure Il 2 Click OK and the client form displays as follows BearTracksManual_V5 1 0 8 June 15 2009 i 1 la OTT all FE L Eine L Lara E ki RA ot Ars A Lasi Baig mf Geren Age padawan nae Current ges ae Client cities hime Ran T E Pont E LR lA Pales Status b R S Ee Ss x pia ads INR A Led midi fr Fields eis al Mo dE PA Rene lrer de n ere ser Permissions Pram ee Yo hae ar Has T Tabs kis ex n Ereg e fo wma S S Lar pad rp dl mem HR Ki LCR E An Liar f ag 0 ret 3 0 Er me T Rs Mura Geen Vee m errar Client Intake Fields ee ee Chet hie Cam bithi b rert AJA Porn Sees i La Care Find by Last Record Reporting More Navigator Buttons on Individual Clients Figure Il 3 Record Navigator this control permits the user to navigate through the client records they have access to The first button on the left lt returns to the first record The next button to the right lt returns to the previous record The text box in the middle indicates the current record number The next button to t
60. with the following Office Verification Form BearTracksManual_V5 1 0 63 June 15 2009 da Office Verification Form Please verify the information below Tt wil be used to identify your Held Office when itis imported by the Central Office Office Code CD 2 character alphabetic Office Name Sussex Cancel Reset OK Figure l11 31 8 You will then be prompted with the following form which confirms that the data has been exported into a specific folder Microsoft Office Access File C Program Files HeiTech Services Inc funder authority of DOLMBearTracks 2IBearTracks BE 041107 CDExport mdb exported successfully Figure Ill 32 The directory will be shown along with he name of the file The name includes the date of the export along with the office code 9 Once this is complete you are now ready to send the information to the Headquarters office J Import Field Office 1 When you receive files from the field you should save them in the appropriate folder created for Imports 2 Login and go to the Admin Menu Then click on the Import button You will then be prompted to choose a folder from which the files will be imported into your system 3 Once this is complete chose the appropriate file to import into your headquarters system BearTracksManual_V5 1 0 64 June 15 2009 Mu Recent Documents Desktop Mu D ocuments My Computer Shows the disk drives and har
61. yed 3rd Qtr after exit 10 01 2007 Begin 3rd Qtr After Exit Date follow up contact Earnings 3rd Qtr After Exit letter mailed Earnings 2nd Qtr After Exit CM3A Adult Common Measure 3 Average Earnings Earnings 2nd Qtr After Exit Earnings 3rd Qtr After Exit Reset Delete Save Close Find By Last Name Figure Il 20 The Outcomes Follow Up tab enables the user to indicate outcomes optional of the program This tab becomes enabled when the client is exited and allows the user to indicate whether the client received Placement in Education Advanced Training or Attainment of Degree Certificate and capture the date of the outcome These outcomes are optional and are not the common measures The Follow up section highlights in Red quarters after exit where the employment has not been verified In the above example the client was placed in employment at exit and that employment was verified in the 1 and 2 quarter after exit but has yet to be verified in the 3 quarter after exit BearTracksManual_V5 1 0 07 June 15 2009 B View Alerts From the Main Menu Figure II 1 click on View Alerts to display the following ES Alerts Form MB Approaching Exit Alerts Employment Verification Alerts Est End of Period Client 4 Client Employer Last Verified Print E of Particpation Edit Edit Edit lt at Exi fi t Qutcomes Alert Training Verification Alerts Exit Date Client Client Training Activity Est End Da

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