​Workforce Partner Topic Messages

 View Tips, Resources, and Instructions Sent to Workforce Partners.

 

Back To Online Guide 

Go to ATIM Updates Page

February 26, 2014 - IMPORTANT:  Update ATIM PTEPs To Include Start And End Dates

Going forward the ATIM system will require all start/end dates for the Expanded Bridge sections before you can mark the section as service complete.

If you have started a Personalized  Training and Employment Plan (PTEP), you must go back and ensure that all applicable start and end dates are entered.  Expanded Bridge Steps 1, 2, and 3 are required and need to have start and end dates.

Top 5 Things To Remember ATIM PTEP Expanded Bridge Section:

  1. Expanded Bridge is the first section to complete in the PTEP.  All activities in this section are required.
  2. You must certify the customer in IWDS BEFORE this section is unlocked.
  3. The start/end dates for Steps 1 and 2 will be used to indicate when these two steps are complete. Once the plan has been updated with start and end dates for both steps , the customer’s IWDS record will be automatically updated with two services:
  4. - Career Development/Exploration

    - Create a Personalized Training & Transitional Services Plan.

    Both steps/services must be completed before the customer can be enrolled in other services within IWDS.

  5. Services for steps 1 and 2 are automatically pushed to IWDS ONCE.   IWDS is not updated if you change the dates.  All other services entered into IWDS must have a date that is equal to or greater than the Step 1 and 2 dates. 
  6. Step 3 MSSC Safety Credential is required.  You MUST include a Start/End date BEFORE you can mark section as service complete.

 

February 19, 2014 - Incorrect Roadmaps Make it Difficult to Reach Your Destination

ATIM PTEP is the roadmap to make sure that LWIA staff, customers, and partners are literally on the same path to ensure the customer reaches their training and employment goals.  This roadmap/plan provides the competencies, credentials, training, and work experience necessary to make them highly marketable in the manufacturing industry. If the plan data is not up to date and accurate, the team and customer are flying blind. Furthermore, your region is not getting credit for the progress made with trainees if their information is incomplete or outdated.

  1. Ensure PTEP data is correct and current.  Every client's progress should be checked and updated at least once a week.

      Discrepancies are appearing in the PTEP.  Some examples include:

  • Missing start and end dates when a section is marked as service complete;
  • Not marking a section as service complete;
  • Not including technical training in the PTEP but entering it into IWDS; and
  • IWDS services are listed as occurring prior to ATIM certification.

  2. Have ATIM PTEP team partners regularly check ATIM Tools for client progress and mark clients as On Track or Off Track

  3. Have customers access their ATIM account regularly.  They should use the plan to make sure that they have the same 
      expectations for training and timelines as the ATIM team.

IMPORTANT:  IWDS REMINDER

  • Each day, all staff with ATIM Case Manager responsibilities must check the "Search ATIM Customer" bucket for new customers who have completed an online ATIM application.  Whomever will be working with the customer within IWDS must "Pick" the person from "Search ATIM Customer" so the client can move forward with their complete ATIM application.
  • Each day, any staff members with ATIM Case Manager responsibilities that have submitted customers for Random Assignment must
    check the "Search ATIM Group Assignment" bucket, and "Pick" any clients who are randomly assigned to the "Treatment group" or who are in the "Veterans group" so the client can move forward and have their ATIM Application certified.  

 

February 12, 2014 - ATIM Work-based Learning Experiences

1.  Make sure customers know work experience opportunities are available in their ATIM PTEP/account.

2.  Work with employers to identify how they would like to participate in providing work-based learning opportunities.  Here are several options:

  • Internships:  Students participate in work-related experience in a company setting where they perform the roles and functions of one or many occupations specific to a cluster and pathway that aligns with their personalized plan of study. Internships can be structured to be short or long-term depending on when they are offered and the amount of time a student can commit to the experience over a period of time. Students should have clearly defined goals for how the internship advances their skill sets and allows them to demonstrate their knowledge through applied learning. Students should have a designated supervisor who will evaluate their performance as part of an exit interview.
  • Job Shadowing: Students accompany an outside volunteer to a workplace setting where they observe and learn about roles, responsibilities, and required skill sets associated with an occupation within a cluster and pathway aligned to their personalized plan of study. In addition, Job Shadowing provides students with opportunities to expand their professional network.
  • On-the-Job Training:  Takes place during advanced pathway courses providing students with opportunities to gain real-world experience aligned to their career objectives and provides for opportunities to perform advanced applications of their academic, career readiness, and pathway skills.
  • Work-Experience:  Students participate in part-time or full-time employment in an occupation consistent with a cluster and pathway that aligns with their personalized plan of study. Students not only receive hands-on work experience, but also receive career coaching and expand their professional network. Ideally, students should structure their work experience to meet clearly defined goals, access career coaching, and receive a performance evaluation.

3.  Use the WBL/Job Forecasts and Posting worksheets to collect information about the WBL opportunity.   Worksheets for collecting information are available in the Work Experience section of the ATIM Online Guide.

4.  Enter the WBL posting into ATIM Tools and make sure it is displayed in the customers PTEP.  Instructions for entering this information are available in the Work Experience section of the ATIM Online Guide.  WBL/Job Posting includes a display option to allow postings to be displayed to all or specific ATIM customers for the target occupational area. 

  • Show to all applicants in the target occupation:  For permanent employment, the posting is displayed to everyone who has identified the specific target occupation in their personalized training and employment plan (PTEP) (Expanded Bridge Section).
  • Show to all applicants in the target occupation:  For work-based learning, the posting is displayed to customers who have:
    • Identified the specific target occupation in their PTEP (Expanded Bridge Section)
    • Had a career advisor bookmark the posting in the customers’ PTEPs (WBL/Job Placement Section)
  • Display only to specific ATIM participants:  LWIA staff or the project manager will only be able to select from a list of customers in their region who have selected the target occupation in their PTEP.  Both the permanent employment and WBL postings are automatically displayed in the selected customers’ PTEPs.

 

February 7, 2014 - Engage Customers and Partners in the ATIM Personalize Training and Employment Plan (PTEP)

1.  Ensure PTEP data is correct and current.

  • Discrepancies are appearing in the PTEP.  Some examples include:
    • Missing start and end dates when a section is marked as service complete;
    • Not marking a section as service complete;
    • Not including technical training in the PTEP but entering it into IWDS; and
    • IWDS services are listed as occurring prior to ATIM certification.
  • Key points to remember:
    • If the plan data is not up to date and accurate you are flying blind.
    • The system was intentionally built to provide a facilitation and engagement tool since partners and customers cannot view information in IWDS.
    • ATIM PTEP is the plan and should be used as a planning tool.  It is the roadmap to make sure that LWIA staff, customers, and partners are literally on the path to help the customer reach their training and employment goals.  This roadmap/plan provides the competencies, credentials, training, and work experience necessary to make them highly marketable in the manufacturing industry.
    • The system allows partners to have an active role in providing feedback directly to the team (comments) and notify the team and customer if they see the customer getting off track.
    • The system was intentionally designed to allow flexibility when entering data during the planning process.
    • The system pulls in the actuals from IWDS to show the plan and the actuals all in one location.

2.  Have ATIM PTEP team partners to regularly check ATIM Tools.

  • ATIM Dashboards – Quickly see the “lay of the land” for your region(s).
    • ATIM Customer Intake status – See how many people are in the pipeline and ready to start training.
    • WBL/Job Forecast – See how many jobs and work experience openings are forecasted for the region.
    • WBL/Job Placement – See the number of jobs and work experience openings and actual placements for the region.
    • Training Plan – See an overview of where customers are within the sections of the plan.  Easily identify customers that may need intervention to make sure they are meeting their training goals.
  • Plan – Access ATIM Customer Personalized Training and Employment Plans (PTEP).  Use the plans to see:
    • Start and end dates for each section of the plan.
    • Job competencies for the target occupation area.
    • Work-based learning opportunities (i.e., job shadowing, work experience, internships, on-the-job training).
    • Permanent job postings for the target occupation area.
    • You can:
      • Help develop training plan details.
      • Indicate when a customer is getting off track (or back on track) with meeting goals for the section.
      • Provide comments within the PTEP.
  • WBL/Job Forecasts and Postings –
    • Provide job forecasts so that customers are directed into the training programs that meet the forecasted regional demand.
    • Provide WBL forecasts to assist with developing the work experience components of the PTEP.
    • Provide WBL postings so LWIA staff can assign the work experience opportunities to ATIM customers in training.
    • Provide job postings to recruit customers who have completed ATIM training.

3.  Have customers access their ATIM account regularly. 

Let enrolled customers know that ATIM Staff want to help them get the training they need and into permanent employment using the most efficient route.  They should:

  • Use the plan to make sure that they have the same expectations for training and timelines as the ATIM team.
  • Take the opportunity to participate in work-based learning.
  • Get ready for their job search by:
    • Preparing their resume.
    • Building their portfolio.
    • Becoming aware of the jobs that are available in their target occupation.

 

January 30, 2014 – Outreach and Orientation:  Continuing Efforts to Recruit ATIM Customers

Outreach is an important component to let your community know that manufacturing employers need to hire skilled people to stay competitive.  They are currently advertising manufacturing positions and need to fill them as soon as possible.  ATIM has the training programs that provide the skills these employers need.  Is your outreach effectively bringing in potential ATIM participants to meet the employer demands?  Current data shows that regions need to reach out to 10 people in order to get 1 person enrolled into the ATIM training program.
 
Step 1:  Review past outreach efforts and identify what has worked for your region.  Where did you get the best results for the outreach effort?

Through Direct Marketing

  • Print materials
  • Radio
  • Press/media releases
  • Press conferences
  • Event (i.e., Job Fairs)

Leveraging Local Partners

  • Chambers of Commerce
  • Non-Chamber Employer Organizations
  • Local Manufacturing Groups
  • Local Economic Development Agencies

Intermediate Marketing

  • IDES Targeted robo-calls/emails
  • Job seekers posting on Illinois JobLink
  • Referrals from community based organizations or education partners.

Social Media

  • Facebook
  • Twitter
  • LinkedIn

Step 2:  Review the interest level and feedback from the Orientation session.  Do the sessions provide information that clearly describes the following?

  • The manufacturing sector has an immediate need to hire skilled employees with excellent workplace skills/ethics.
  • The intake process, requirements, and approximate time required during this process.
  • The consequences for not following through with the regional process.

Step 3:  Identify changes that need to be made in the outreach process and orientation sessions to streamline the process. 

  • Document the current process and the results that you are seeing based on that process.  How much effort are you putting in and how many people are you getting into the Treatment group?
  • Document the revised process.  Then reassess the effort compared to the number of people are you getting into the Treatment group using the revised approach.

Tools to assist:

  • Intake Dashboard - Monitor daily
  • ATIM Eligibility Report
  • Incomplete Application
  • Post-Random Assignment Report

 

January 22, 2014 - Team Intake Process:  Does your region’s ATIM intake process need to be updated?

Review your intake process regularly, being sure to track the number of applications filed and the number of WIA and ATIM eligibility determinations made from week to week.  If the number of applications filed exceeds eligibility determinations regularly and/or by large amounts, it is an indicator of a problem with the intake process.  ATIM tools provide the data you and your team need to facilitate progress across the state and identify issues. 

STEP 1 - Identify which of the following reasons below are impeding your intake process:

  • Not having a clearly understood regional intake process in place.
  • Not having a team approach for handling the intake process.
  • Not allocating enough staffing resources.
  • Not understanding how the intake process is to be carried out.
  • Applicants have not responded to request to complete regional intake requirements (i.e., attending an orientation session).
  • Not having a clear process in place to ensure customers are prepared to pass the TABE reading and math tests.
  • ___________________________ (Fill in other issues that apply to your region).

STEP 2 – Review Guiding Questions

  • Can everyone on your team clearly and correctly describe the intake process (from orientation/completing an application through group assignment)?
  • What customer follow up best practices have team members found to be most effective?
  • Has attracting customers and growing the desire to get into the program been addressed as a priority?  Is the outreach in place that shows this desire?
  • Do you know the weekly goal(s) for moving customers through the intake process?

Step 3 – Make Changes to the Regional Process and Assignments and Communicate Them Clearly

  • Have a written plan that includes goals.
  • Submit best practice information that can be shared with other ATIM LWIA staff.  This information can be posted in the ATIM Tools Resource section.  Submit best practices to info@illinoisworknet.com.

Tools to assist:

  • Intake Dashboard - Monitor it daily
  • Eligibility through Random Assignment Reports – Pull reports as needed.
  • ATIM Eligibility Report
  • Incomplete Application
  • Teams (New)
  • Random Assignment Data Entry Report (This report is only available to staff who enter customers into the Random Assignment System)
  • Post-Random Assignment Report

 

January 15, 2014 – Share Work-Based Learning Openings With Customers

As of January 14, 2014 there were 134 Treatment group customers and 11 enrolled veterans.  Some of these customers are ready for work-based learning (WBL) experiences, because they:

  • Have been in the program since October 2013.
  • Entered the program with past manufacturing experience and skills.
  • Have been waiting for their training session to begin and need a learning experience to keep them engaged.

How many of your customers are ready for WBL experiences?  Use the WBL/Jobs Placement section in the ATIM Personalized Training and Employment Plan (PTEP) to let customers know about WBL opportunities.

Required Actions

  1. Project Manager uses the Forecast and Openings Worksheets to collect WBL opportunities from local employers/partners.  Then, enters the forecast and postings into ATIM Tools (WBL/Jobs section).  The postings populate the WBL/Job placement section of the PTEP.
  2. Career Advisor reviews the WBL postings and job openings in the customers PTEP.  If an opportunity is available that is a good match for the customer, the career advisor bookmarks the posting.  The bookmark makes the WBL posting visible in the customer view and highlights job postings for the customer. 
    • New feature Coming in January 2014 – LWIA staff and Project Managers will have the ability to display WBL experiences to specific customers through the WBL/job posting tool.
  3. Customer uses PTEP to stay on track with the accelerated training program as well as finding WBL and job opportunities.  All permanent job openings for the customer’s target occupation (that are entered in the ATIM Tools WBL/Job posting section) are displayed in the WBL/Job placement section.  Bookmarked WBL and job postings are displayed at the top of the list.Note: 
    • New Feature Coming in Early February 2014 – Customers will receive automatic notifications of updates to their PTEP including bookmarked/new job postings.

 

January 8, 2014:  Place ATIM Treatment Customers and Veterans into Accelerated Training

Regions are continuing to press forward with moving customers through the intake process.  Keep up the momentum by ensuring customers are engaged in accelerated training activities.

Current State:  The following numbers are based on Enrolled ATIM Participant Information on January 8, 2014 at 9:30 AM.

Statewide:  138 Total ATIM Participants Eligible for a Personalized Training and Employment Plan (PTEP)

  • 127 ATIM participants in Treatment Group
  • 11 ATIM participants in Veteran Group

Statewide:  Only 85 PTEPs for those 138 customers.  Less than half of the PTEPs include technical training plan dates.

  • 52 participants have plan dates for completing Safety MSSC (Level 1)
  • 33 participants have dates entered into Technical Training

Statewide:  53 Participants Without a PTEP

Required Action Items

1.       Get the customers started by completing the PTEP Expanded Bridge Steps 1, 2, and 3.

  • Ensure customers are familiar with the basic components of the plan and know they have access to their plan 24/7.
  • If customers have not already completed the required components of step 1, enter the career development assessments and planned dates.
  • For step 2, identify training/transition plan components that are not already covered in the PTEP.  For example, customers will need to update their resume.  This section can be updated over time as components are identified.
  • Get customers started on their MSSC.  If the customers are comfortable with taking an online course, they could get started right away by taking the MSSC online.

2.       Get customers into accelerated training that fills their skill gaps to ensure they meet the required core competencies.  For example, some customers only need an internship or on the job training experience.L

3.       Keep customers engaged between training opportunities.  Enter the information into the PTEP.  For example:

  • Work with partners to provide short courses/workshops.  The courses can be for credit or non-credit opportunities such as:Blueprint
      • Reading (Enter course into Technical Training Section.)
      • Resume Writing (Enter task/workshop into Expanded Bridge Step 2.)
      • Workplace Skills Development (Enter course/workshop into Optional Training or Expanded Bridge Step 2.)
      • Other MSSC Certification Training (Enter course into Optional Training.)


January 3, 2014:  Local Approach For Working With PTEP Teams

The ATIM approach and tools are new to Illinois.  As with anything new, there will be opportunities and challenges that arise and adjustments will need to be made.  As ATIM regions go through this learning process together, we encourage you to share your best practices.  In the meantime, here are some basic steps and tips for working with your teams to develop and maintain customer's personalized training and employment plans (PTEP).

  1. Establish teams and schedule weekly team reviews. 
  • Partners required within a team include: Project Manager, LWIA Staff, and Manufacturing Content Expert.

 2.  Get the customer started by completing the PTEP Expanded Bridge Steps 1, 2, and 3.

  • Ensure customer is familiar with the basic components of the plan and know they have access to their plan 24/7.
  • If the customer has not already completed the required components of step 1, enter the career development assessments and planned dates.
  • For step 2, identify training/transition plan components that are not already covered in the PTEP.  For example, the customer will need to update their resume.  This section can be updated over time as components are identified.
  • Get the customer started on their MSSC.  Is the customer comfortable with taking an online course?  If so, maybe they could get started right away by taking the MSSC online?

 3.  Review PTEPs as a Team.

  • Team meets to review:
    • Customer information to create a new PTEP; 
    • Current PTEPs and identify red flags and remediation steps; and
    • Customers who are ready to exit.
  • Team review approach options:
    • Project manager or case manager uses a conference call/webinar (screen share) to lead the ATIM team review. Participants can have their ATIM tools open to update the plan as needed.
    • Team meets together in person with laptop and plans projected on screen.
  • Important reminders:
    • Cooperation is key.  Teams faced with challenges can produce innovative solutions. (Make sure you share your solutions so we can celebrate and share your best practice examples.)
    • Go the extra mile to engage partner communication.  There needs to be a solid handoff between programs as customers transition through the pipeline.
    • Don't assume that someone else is taking care of an action item.  Make sure everyone is clear on who is doing what.

 4.   Update the PTEP based on the team review.

 5.   Use the PTEP tools on a regular basis.

  • Use the PTEP to facilitate the team and engage each customer in real time to attain the goal of accelerated learning.
  • Project managers and case managers login to ATIM every workday and use it as a productivity tool. Watch the dashboard and check your email for issues.
  • Teams proactively log into their ATIM dashboard any time to:
    • Monitor and facilitate progress,
    • Share comments with the team (customers do not see the comments)
    • Click to set "off track" as soon as an issue arises, and
    • Check for off track and plan date alerts.
  • Regularly communicate with customers about the ATIM program by referencing their plan.
  • Consistently have customers log into their account to constantly review their plan.
  • Check your email and watch for "off track status" alerts to come in. Receiving one indicates that planned dates have passed without completing a planned activity, course, or other type of components.
  • Take action to ensure each customer's success!


 

December 20, 2013:  Why Are ATIM Work-Based Learning (WBL)/Jobs Forecasts And Postings Required?

Top 5 Reasons

  1. The need for and design of training is based on employer needs using job forecasts and current job openings. WBL/Job forecasts and opening counts are displayed in the WBL/Job Dashboards.  This information is used by regional teams to identify the local demand and related competencies/requirements to place customers in training that meets the forecasted short-term and long-term demands.

  2. Work-based learning (WBL) and job openings are required to be posted to all enrolled customers’ personalized training and employment plans (PTEP).

  3. WBL/job descriptions, application information, requirements, and competencies are visible so customers stay informed about new opportunities, and see and understand their training is preparing them for those opportunities.

  4. WBL/Job forecasts educate the team members including training providers, and customers on the demand for ATIM occupations to help them make an informed decision when designing training and selecting their target occupation.

  5. Employer worksite and contact information and related to WBL/job forecasts and openings are available in one place.  Export reports for easy access to information.

Required Action Items

  • Get job forecasts and opening from employers.

  • Enter both into the ATIM system.  Optionally, employers can be given direct access to enter them. 

  • See directions for this in the online guide.


December 17, 2013:  Process Existing ATIM Applications Through the Intake Process

It is important to continue processing the existing ATIM Applications through the intake process in both IWDS and Illinois workNet ATIM Tools.  Please review the all of the information and resources included in this email.

Attachments:  ATIM Eligibility Entry Instructions (PDF), Sample Regional Intake Approach (PDF), IWDS Instructions (Log Into ATIM Tools)

REQUIRED INTAKE STEPS IN ORDER:
1.  WIA Eligibility

  • “Pick” the ATIM customer in IWDS.
  • Contact the person to set up TABE Testing and to bring in documentation required to complete the Guided Application.
  • To be eligible, the person must score 6th grade or higher on both reading and math TABE test.
    • For those who do not meet the minimum testing requirement, you can use the ATIM Tools withdraw button to remove people from the ATIM Tools list.
  • Attempt to certify the customer.  Once you attempt to certify the person, the IWDS system provides the WIA eligibility information for the Illinois workNet ATIM Tools.  If the person is WIA eligible, you can move forward with determining ATIM Eligibility.
  • ATIM Tools Tip:  To view a list of customers who need to take a TABE test or need to have WIA eligibility determined, use the Intake dashboard.  Select the link to access a filtered list.

2.   A. Optional Assessments and B. ATIM Eligibility

  • Follow your regional team process for optional assessments and team review.
  • Enter the optional assessments into ATIM Tools.
  • Team (WIA Partners to include Manufacturing Content Expert) assesses the person for their potential to succeed in the training program. 
  • LWIA staff enters the team’s ATIM eligibility determination.  If they are eligible, you can enter the customer’s drug test results.
  • ATIM Tools Tip:  To view a list of customers who need to have ATIM eligibility determined, use the Intake dashboard.  Within the ATIM Eligibility section, select the Not Set link to access a filtered list.

3.  Drug Test Result

  • Enter the drug test results into ATIM Tools. 
  • Once a “Passed” drug test result is entered into the system. 
  • Those who are NOT veterans are included in the Random Assignment Report.
  • Veterans are not entered into random assignment.  They are automatically moved to the enrolled customer list within the ATIM Tools.  IWDS is updated with the veteran group assignment.
  • ATIM Tools Tip:  To view a list of customers who need to have a passed drug test entered, use the Intake dashboard.  Within the Drug Test section, select the Not Set, Failed, or Schedule links to access a filtered lists.

4.  Random Assignment

  • Only use ATIM system Random Assignment Data Entry Report for SPR data entry. 
  • If you do not see a link to the Random Assignment Report (and you think that you should see it), contact your Regional SPR contact.  Your regional contact will let you know who has access for entering customers into the random assignment system.  If you need to be added to the list, your SPR contact should let Illinois workNet know that you need access to the random assignment report.
  • Once the information is entered into random assignment, ATIM tools and IWDS are updated with the group assignment.
  • In IWDS, “pick” the customers who have been assigned group and certify the application.

 


Sign up to receive updates!

Stay Connected!

Illinois workNet Centers are an equal opportunity employer/program. At Illinois workNet Centers, auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers on this website may be reached by persons using TTY/TDD equipment by calling TTY (800) 785-6055 or 711.
©Copyright 2013 Illinois Department of Commerce and Economic Opportunity