EOIS SP Connect Service Provider User Guide
Contents
1. 05 2015 lt EER Expenditures and Forecast Report gt lt Literacy and Basic Skills Service Delivery gt Release Date 05 05 2015 lt EER Forecast only Report gt lt Literacy and Basic Skills Service Delivery gt Release Date 05 05 2015 lt EER Expenditures and Forecast Report gt lt Employment Service gt Release Date 06 05 2015 lt EER Expenditures only Report gt Literacy and Basic Skills Service Delivery gt Release Date 12 05 2015 lt EER Forecast only Report gt lt Literacy and Basic Skills Service Delivery gt Due 12 05 2015 lt EER Expenditures and Forecast Report gt lt Literacy and Basic Skills Service Delivery gt Due 12 05 2015 lt EER Expenditures only Report gt lt Literacy and Basic Skills Service Delivery gt Due 13 05 2015 lt EER Expenditures and Forecast Report gt lt Literacy and Basic Skills Service Delivery gt Due 13 05 2015 lt EER Expenditures and Forecast Report gt lt Literacy and Basic Skills Service Delivery gt Release Date 14 05 2015 lt EER Expenditures and Forecast Report gt lt Literacy and Basic Skills Service Delivery gt Due 2015 The Queen s Printer Version 1 0 Page 22 of 23 EOIS SP Connect Service Provider User Guide 1 29 Feedback This section gives service providers the opportunity to let the ministry know what they think about the system and suggest future improvements on how they would like to see the system function These suggestions will be t2. Actions and Links In SP Connect action items are indicated by a button or a link A link will open a specific item such as Purchase Order number PO or Reference number REF 2015 The Queen s Printer Version 1 0 Page 10 of 23 EOIS SP Connect Service Provider User Guide Links are displayed in blue and underlined A button is used as a command to execute an action such as Save Search Submit etc Link Example Clicking on any header link will cause the application to sort by the column heading Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Dashboard Number of Items 0 of 0 records Last Status Ref lt q Service Provider Type Last Updated By Update Status dd mm yyyy Number of Items 0 of 0 records Ref Service Provider City Certificate of Insurance Expiry Date dd mm yyyy Button Example Action buttons appear on pages where the user can perform a function The buttons differ based on the page action required and user role Click on the button to perform the required action Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortcuts List Agreements Fiscal Program lil vear 2015 2016 z Service Provider Legal Service Provider Enap tee t Sees e Oe Roe rere 3002 Name ID PO Number Status Active x Clear lt q 1 15 Section Expansion and Collapse SP Connect has the ability to collapse or expand section content al
3. Last Status Ref Service Provider Type Last Updated By eE 3 Step 2 Monitoring In the Monitoring Shortcut panel service providers can click on List Service Provider Forecasts to see any pending submissions or Generate Report to view the Service Provider Forecast Completion Report List Service Provider Forecasts lt 4 Generate Reports lt 1 27 Calendar The Calendar section is used to display a list of calendar events such as the EERs report due date and any other event created by the ministry The Calendar section contains two panels e View Calendar e Scheduled Events 2015 The Queen s Printer Version 1 0 Page 21 of 23 EOIS SP Connect Service Provider User Guide System Steps gt Step 1 Dashboard Click on Calendar section The Year and Month values default to the current year and month and display the associated events Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Calendar gt Step 2 Calendar To view other months and or years select the Year and the Month Click the View button 1 28 Schedule Calendar Events This section shows a list of events generated by the system based on the year and the month selected in the View Calendar panel System Steps gt Step 1 Calendar To view calendar events for a specific month and year select the Year and Month Click View The scheduled events will appear in the Scheduled Events list 01
4. corporate contact e Service Delivery Sites Contains a list of all the service delivery sites and their locations e List of Active Agreements Contains a list of all active PO numbers for the service provider Service Provider Shortcuts Search Service Providers Service Provider 4330 Seccnced 1 22 Agreements When an agreement is generated and sent to the service provider the agreement details will appear in SP Connect after it has been activated Users can access the agreement page and view the details of the agreement and any amending agreement that has been created The Agreements section consists of two panels e Quick Search e Agreement Shortcuts 2015 The Queen s Printer Version 1 0 Page 16 of 23 EOIS SP Connect Service Provider User Guide Quick Search Provides the ability to search for a specific Purchase Order PO Number Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortc Enter PO Number List Agreements lt q Agreement Shortcuts Options displayed will be dependent upon the user role signed into the system The options available can be e List Agreements Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortc Enter PO Number Search a List Agreements 4 1 23 Agreements Search The Quick Search panel only allows the user to search by a PO Number Alternatively by clicking on the Li
5. for services access from the Available Services menu on the left side of the screen Logout Available Services PA Administration Business Services Personal Services Services by Category gt All Services from A to Z Find Available Services Start typing to search CONTACT US ACCESSIHDLITY PRIVACY HELE QUEEN S PRINTER FOR OATARIO H09 2002 IMPORTANT NOTICES Last Modified May 20 2011 2015 The Queen s Printer Version 1 0 Page 7 of 23 EOIS SP Connect Service Provider User Guide Step 3 log out from One Key be Ontario ONe Kkey ONe key Confirm Logout ooo o Se i F Logout of ALL ONe key Protected Applications Go to the ONe key Portal and stay logged in Protect Your Information After you logout from ONe key we recommend that you clear the browser cache since it may store content from the pages you have accessed You can find instructions on how to clear the browser cache by searching through your web browser s Help function CONTACT US ACCESSIBILITY PRIVACY HELP QUEEN S PRINTER FOR ONTARIO 2009 3011 IMPORTAMT NOTICES L st Modified Hay 20 2014 1 9 Logging Out of System For security purposes it is recommended that users logout using the Logout link in the toolbar as opposed to simply closing the SPC window ee SP Signing Authority Pr Ontario SP Connect Logout Feedback The USER LOGOUT page will be displayed Cli
6. was on a page that had not yet been saved will be lost 1 8 Service Provider Access Service Providers must refer to the One key user guide and follow the same process to gain access to EOIS Service Provider Connect http www tcu gov on ca eng eopg publications cams one key user guide pdf System Steps gt Step 1 Log in to One Key service provider will receive two e mails one that will let them know that they are enrolled A second e mail will arrive in the next 24 hour this e mail will contain a PIN number which the user will need the first time they log in 2015 The Queen s Printer Version 1 0 Page 6 of 23 EOIS SP Connect Service Provider User Guide Francais be Ontario ONe key HELP ServiceOntario About Ontario Sign in with your ONe key ID ONe key ID New to ONe key A ONe key account gives you secure access to Ontano Govemment programs and services Learn more Password Don t have a ONe key ID Sign up now Can t access your account CONTACT US ACCESSIBILITY PRIVACY HELP QUEEN S PRINTER FOR ONTARIO 2009 2011 IMPORTANT ROTICES Last Modified May 20 2011 Step 2 Register for the service Francats Dp Ontario ONe Key Welcome howard _ spa Last Login 04 22PM 19 Moy 2015 Help Logout ONe key Account My Services ONe hey has made several changes Find out more Manage my Account You are not enrolled to access any services at this time You can enrol
7. EMPLOYMENT ONTARIO INFORMATION SYSTEM EOIS EOIS Service Provider Connect Service Provider User Guide Chapter 1 Introduction and Navigation sp Version 1 0 June 1 2015 EOIS SP Connect Service Provider User Guide Document History Version Date Description June 1 2015 Initial release version 2015 The Queen s Printer Version 1 0 Page 2 of 23 EOIS SP Connect Service Provider User Guide Table of Contents DOCUMENT HISTORY scia 1 1 Introduction to SP Connect 1 2 Structure and Content of the User Guide 1 3 Using the Guide 1 4 System Access and Accessibility 1 5 Browser and Display Considerations 1 6 Browser Buttons 1 7 Time Out Periods 1 8 Service Provider Access 1 9 Logging Out of System 1 10 Roles and Responsibilities 1 11 Navigation Components 1 12 Main Content Area 1 13 Home Pages 1 14 Actions and Links 1 15 Section Expansion and Collapse 1 16 Search Functionality 1 17 Dashboard 1 18 Dashboard Adjustment Panel 1 19 Dashboard Certificate of Insurance COI Expiry Panel 1 20 Dashboard Service Provider Forecast Panel 1 21 Service Provider 1 22 Agreements 1 23 Agreements Search 1 24 Financials 1 25 Financials Search 1 26 Monitoring 1 27 Calendar 1 28 Schedule Calendar Events 1 29 Feedback 2015 The Queen s Printer Version 1 0 Page 3 of 23 SOdaMAQnanaoaO at TdcHhA A EOIS SP Connect Service Provider User Guide 1 1 Introduction to SP Connect The EOIS
8. HD EP SER GN CHD Mena Service Provider ID 4158 PO Number Status Active Step 2 List Agreements The system will display the results that match the search criteria in the List Service Providers panel Click on the appropriate PO Number link to display the service provider s agreement information Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortcuts PO Number v Program SP Ref Service Provider Status Fiscal Year Number of Items 4 of 4 records Literacy and Basic Skills Service Delivery 4158 ee Active 2015 2016 24080 lt q Employment Service 4158 Ce ee e a a a Active 2015 2016 Summer Jobs Service 4158 ee Active 2015 2016 Ontario Self Employment Benefit 4158 ee i E a a a a Active 2015 2016 1 24 Financials The Financial section allows the user depending on role responsibilities the ability to generate the following report e Payment Report Dashboard Service Provider Agreements Financials Uelaligelalale Calendar Feedback Financials Shartr ite SHOT wuts Payment Report lt q 2015 The Queen s Printer Version 1 0 Page 19 of 23 EOIS SP Connect Service Provider User Guide Click on the Payment Report link to view the payment report more information on this is available in the Agreement Management Chapter 2 1 25 Financials Search This section displays reports available for generation Each report will have different search criteria parameters dep
9. Service Provider Connect SP Connect application will provide a consistent and streamlined approach for the ministry and service providers to manage transfer payment agreements SP Connect provides service providers with online access to their agreement details to view the most up to date site target and financial information including agreements allocations and payment schedules and report submission i e Estimate of Expenditures Report The initial release will be available to service providers who have agreements for eleven of the Employment Ontario s major Transfer Payment TP programs Canada Ontario Job Grant COJG Employment Service ES Literacy and Basic Skills Service Delivery LBS SD Literacy and Basic Skills E Channel LBS SD E Literacy and Basic Skills Support Organizations LBS SO Local Boards LB Ontario Employment Assistance Service OEAS Ontario Self Employment Benefit OSEB Summer Jobs Services SJS Targeted Initiatives for Older Workers TIOW Youth Employment Fund YEF 1 2 Structure and Content of the User Guide User guides for the SP Connect System are structured into chapters and focus on specific roles and functions within the system The user guides have been developed to provide end users with step by step instructions on how to use the system to support the management and administration of Transfer Payment Agreements 1 3 Using the Guide system users should consider the following wh
10. aken into consideration in future releases System Steps gt Step 1 Dashboard Click the Feedback section Enter comments and click Send Calendar Feedback Tell us about your experience with the system Your opinion will help us better understand your experience and may lead to future system improvements Tell us what do you like what you don t like and F you have any suggestions for improvements or enhancements to the system If you require technical support please follow the operational support mode gt Step 2 Feedback A confirmation screen will let the user know that their email was sent Click OK Thank you for taking the time to provide us with your feedback We will take your feedback and suggestions into consideration for future enhancements 2015 The Queen s Printer Version 1 0 Page 23 of 23
11. are related to that section Section 2015 The Queen s Printer Version 1 0 Page 9 of 23 EOIS SP Connect Service Provider User Guide 1 12 Main Content Area The screen header is always present and displays the user name role logout icon and the section panel Navigation throughout the system creates a breadcrumb trail which displays the area s that have been viewed The most current will display at the end of the trail The trail is a handy tool to move back to a previous screen by clicking on the breadcrumb links Breadcrumb Trail 1 13 Home Pages The home page is the entry point to the system The Dashboard section will be the home page for all roles Information displayed on the Dashboard will depend on the role assignment Each system role has its own Dashboard which includes Sections and panels relevant to the user The panels include links to items which require action Some items are specific to the user and others will be based on the roles The upcoming chapters will outline which apply panel items are specific to either the users or the role In the example below the Dashboard displays activity that a service provider will need to action Dashboard Service Provider Monitoring Feedback Dashboard Number of Items 0 of 0 records Last Status Ref Service Provider Type Last Updated By Update Status dd mm yyyy Certificate of Insurance Expiry List Service Provider Forecast 1 14
12. as updated 2015 The Queen s Printer Version 1 0 Page 13 of 23 EOIS SP Connect Service Provider User Guide e Status Current status of the adjustment the system only displays adjustment s in Open status and those adjustments initiated by the service provider for the SPA and SPSA roles Number of Items 0 of 0 records Last Status Ref ge Service Provider t Type E Last Updated By 4 Update 4 Status 4 dd mm yyvyy Each of the fields can be sorted by clicking on the column heading When an adjustment is Saved or Proposed a reference number is assigned to the adjustment The naming convention of an adjustment is TA Target Allocation or PY Payment Service Delivery Site ID Program Sequential number 1 19 Dashboard Certificate of Insurance COI Expiry Panel The COI panel displays a list of insurance that are within 30 days of the expiration date or past the expiration date and requires action Only COls associated to the same Service Provider ID as the user will be displayed System Steps gt Step 1 Dashboard The Certificate of Insurance COI Expiry List contains the following fields e Ref The Service Provider ID which is hyperlinked to the Service Provider home page e Service Provider Legal name of the service provider e City City based on the service provider business address e Certificate of Insurance Expiry Date The current COI expiry date v ertificate of Insura
13. ck the Logout button to ensure identities cannot be used after leaving the computer 2015 The Queen s Printer Version 1 0 Page 8 of 23 EOIS SP Connect Service Provider User Guide 1 10 Roles and Responsibilities The following table describes the system roles and core responsibilities The user guide will go into more details on the responsibilities for each role as they relate to the different business processes throughout the guide Responsibilities Service Provider Submission View agreement details including Authority SPSA payment schedules targets amp allocations service Provider who has the Request target and allocation authority to submit information adjustments to the Ministry on behalf of the Edit and submit forecast and organization expenditure information Generate reports View calendar The Service Provider View agreement details including Administrator SPA payment schedules targets amp allocations Service Provider who has the Edit forecast and expenditure authority to view and edit but information cannot submit information to Generate reports the Ministry View calendar 1 11 Navigation Components In EOIS SP Connect The business process screens are grouped under distinct Sections which are tabs displayed at the top of the page Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Clicking on each section will provide the user with access to various functions that
14. en using this guide e Users must obtain the necessary system access permissions to accomplish the specific system tasks outlined in the user guide e It is recommended that readers use the online resource rather than a printed copy of the guide All user guides are located on the EOIS Intranet http asatraining edu gov on ca Service Provider Connect index html 2015 The Queen s Printer Version 1 0 Page 4 of 23 EOIS SP Connect Service Provider User Guide e When using the guide electronically clicking on hyperlinks will bring the user to the relevant material within the document e Throughout the user guide specific types of items are distinguished through text styles o links and actions have been underlined o page names have been italicized o proper titles such as the title of an information panel or a field name have been bolded e Using browser buttons may cause the loss of data entry if the user is in the process of submitting an agreement or Payment Allocation Description The exclamation mark icon is used to indicate caution or warning Ignoring this message could negatively affect business processes The light bulb icon is used to indicate important information a reminder or a helpful tip This relates to what is happening in the system or the business process It could be a reminder for a particular step or a helpful tip that will save time The stop icon is used to indicate critical informa
15. ending on the results required Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Financials Shortcuts Report n Fiscal Payment Detail Report a Fiscal Year 2015 2016 gt Program m TS Refer to Chapter 2 Agreement Management for detailed information on reports Section 2 9 Payment Report The following parameters are available for inclusion in the report e Report Type mandatory field e Month mandatory field use drop down e Fiscal Year mandatory field defaulted to current e Program use drop down Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Financials Shortcuts Report Fiscal Payment Detail Report Month _ Lz 2015 2016 Program _ 2015 The Queen s Printer Version 1 0 Page 20 of 23 EOIS SP Connect Service Provider User Guide 1 26 Monitoring The Monitoring section home page will display actions required for monitoring and forecasts This information is also found on the Dashboard section under the Service Provider Forecast panel The items displayed will be based on the Service Provider Site SDS login within the particular region the SDS is located Within the Monitoring section a service provider can perform the following functions System Steps gt Step 1 Dashboard Click the Monitoring section ervice Provider Dashboard Adjustments Number of Items 0 of 0 records
16. ent status of the forecast the system only displays forecasts in Open and Pending Resubmission status Yv Number of Items 19 of 19 records Employment Services test 4158B Employment Service ee 03 07 2015 0 Open Employment Services test P em 4158C Employment Service Se 03 07 2015 0 Open Employment Services test 4158A Employment Service ee 03 07 2015 0 Open The system will only display records where e The current system date is greater or equal to the release date set by the ministry for a particular forecast report Each of the fields can be sorted by clicking on the column heading 2015 The Queen s Printer Version 1 0 Page 15 of 23 EOIS SP Connect Service Provider User Guide 1 21 Service Provider The Service Provider section allows the service provider to view their corporate information and other relevant information about their sites Service providers cannot edit their information in SP Connect Some information can be edited in the EOIS CaMS system such as Corporate contact and address Please refer to the CaMS User Management Guide System Steps gt Step 1 Dashboard Click the Service Provider section This will open the Service Provider detail page service providers will see the following panels e Service Provider Profile Contains the SP profile information e Address Contains business and mailing address e Corporate Details Contains COI Information and
17. lowing users to focus on the section needed To collapse or expand a section click on the Arrow in the far right hand corner of each panel 2015 The Queen s Printer Version 1 0 Page 11 of 23 EOIS SP Connect Service Provider User Guide In the example below there are three panels of which only one is expanded and the rest are collapsed Dashboard Service Provider Agreements Monitonng Feedback Dashboard Lo Number of Items 0 of 0 records Last Status Ref Service Provider Type Last Updated By Update Status dd mm yyvy In most sections of SP Connect the Arrow on the right hand side of each panel gives the user the ability to expand and collapse the panel by clicking on it 1 16 Search Functionality Searching within SP Connect is limited to some sections There is no search functionality within the Dashboard section however service providers can search within the agreement section by clicking on the List Agreement link An example of this search is listed below Example of the Search Criteria screen Search Criteria v Program _ w Fiscal Year 2015 2016 Service Provider Legal Name o ay pa Service Provider ID 086 Active r PO Number Status 1 17 Dashboard The Dashboard section depending on the user role will display information that requires action by the user The Dashboard section consists of three panels 2015 The Queen s Printer Version 1 0 Page 12 of 23 EOIS SP Co
18. nce Expiry List Number of Items 0 of 0 records Ref E Service Provider 4 City lt g Certificate of Insurance Expiry Date dd mm yyyy The system will only display records where e COl expiry date is less than or equal to 30 days from date of expiry e The service provider has at least one agreement with a status of Active 2015 The Queen s Printer Version 1 0 Page 14 of 23 EOIS SP Connect Service Provider User Guide Each of the fields can be sorted by clicking on the column heading 1 20 Dashboard Service Provider Forecast Panel The Service Provider Forecast panel displays a list of Estimate of Expenditure Reports that need to be actioned Only forecasts associated to the same Service Provider ID as the user will be displayed System Steps gt Step 1 Dashboard The Service Provider Forecast contains the following fields e Site The service delivery site which is hyperlinked to the View Service Provider Forecast page Program Program code Name Name of forecast Service Provider Legal name of the service provider Due Date Date forecast is due o Days Overdue will only be calculated for records with status of Open o Days Overdue is the number of business days from the current system date minus the service provider forecast due date e Date Submitted Date forecast was last submitted by service provider e Days Overdue Number of days past the forecast due date e Status Curr
19. nnect Service Provider User Guide e Adjustments Displays any Payment or Target Allocation adjustments that require action For more detail on this functionality please refer to Chapter 2 Agreement Management user guide e Certificate of Insurance Expiry List Displays any Certificate of Insurance within 30 days of the expiration date or past the expiration date and requires action e Service Provider Forecast Displays any forecast reports example EERs that are due or require action For more detail on how to use this functionality please refer to Chapter 3 Monitoring user guide Dashboard Service Provider Monitoring Feedback Dashboard Number of Items 0 of 0 records Last Stat Ref Service Provider Type Last Updated By Update Status dd mm yyyy Certificate of Insurance Expiry List Service Provider Forecast 1 18 Dashboard Adjustment Panel The Adjustment panel displays the following fields and only adjustments associated to the same Service Provider ID as the user will be displayed System Steps gt Step 1 Dashboard The Adjustment panel contains the following fields e Ref The adjustment reference number which is hyperlinked to the View Adjustment page e Service Provider Legal name of the service provider e Type Type of Adjustment TA identifies Target Allocation and PY identifies Payment e Last Updated By Name of the user who last updated the status e Last Status Update Date the last status w
20. st Agreements link under the Agreement Shortcuts panel will display the Search Criteria Quick Search System Steps gt Step 1 Agreements Enter the known PO Number and click Search button to perform a search 2015 The Queen s Printer Version 1 0 Page 17 of 23 EOIS SP Connect Service Provider User Guide Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortcuts Enter PO Number Search List Agreements lt j The screen will display the Service Provider View Agreement details Agreements Shortcuts List Agreements ew Agreement 23893 List Agreements Search Criteria This page will display all agreements for the specific service provider To further filter the information enter specific information for one or more of the following parameters Program Fiscal Year defaulted to current fiscal service Provider Legal Name Default to the SP logged in service Provider ID defaults to the SP logged in PO Number this is the same as agreement number Status of Agreement System Steps gt Step 1 List Agreements Enter the search criteria and click Search 2015 The Queen s Printer Version 1 0 Page 18 of 23 EOIS SP Connect Service Provider User Guide Dashboard Service Provider Agreements Financials Monitoring Calendar Feedback Agreements Shortcuts List Agreements Fiscal lz vear 2015 2016 z Service Provider Legal n p Name FD
21. tion that must be followed due to business requirements 1 4 System Access and Accessibility This system is designed to meet the Accessibility for Ontarians with Disabilities Act AODA standards 1 5 Browser and Display Considerations The minimum screen resolution for the system is 1024 x 768 For information on how to change the screen resolution in Windows 7 for other operating systems please refer to relevant documentation see http windows microsoft com en ca windows change your screen resolution Most web browsers are compatible with EOIS SP Connect but Internet Explorer is recommended Text size can be increased if needed within the browser For example in Internet Explorer this can be found under View 2015 The Queen s Printer Version 1 0 Page 5 of 23 EOIS SP Connect Service Provider User Guide 1 6 Browser Buttons The Back and Forward buttons in the web browser can be used while navigating the SP connects system The back and forward buttons in web browsers should not be used when a submission is completed through the system 1 7 Time Out Periods A time out is when the user is automatically logged out of the system The time out will occur when the system considers the user to be inactive In order to be active a user has to have clicked on a link or action within the current page The time out period is 20 minutes and this cannot be adjusted If the system times out only data that
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