educational data systems, inc
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Educational Data Systems, Inc. Paid Work Experience Coordinator Orientation – EDSI Way. Table of Contents. Introduction to EDSI. PWE Coordinator Training. Case Notes 101. Paid Work Experience. Wage Subsidy. Tax Credits. Ascend Staffing. Training Evaluation. Introduction to EDSI. - PowerPoint PPT PresentationTRANSCRIPT
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Educational Data Systems, Educational Data Systems, Inc. Inc.
Paid Work Experience Coordinator Orientation –
EDSI Way
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Table of ContentsTable of Contents
• PWE Coordinator Training• Case Notes 101• Paid Work Experience• Wage Subsidy• Tax Credits
• Introduction to EDSI
• Training Evaluation
• Ascend Staffing
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Introduction to EDSIIntroduction to EDSI
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Welcome to EDSIWelcome to EDSI As a new employee, we know that you probably have
many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP?
Whether you are an Employment Consultant or a PWE Coordinator, it is very critical for you to understand the importance of your role here at EDSI.
During Orientation, you will go through intensive job training guided by your Manager and staff including:
Introduction to EDSI Review the EDSI Handbook Corporate Paperwork Job Specific Information Software Training (available on the Intranet)
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What to ExpectWhat to Expect
During orientation, you will get the opportunity to meet different people and learn all components of your position
You will get the chance to job shadow different people and understand how your role fits in as a PWE Coordinator
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What makes EDSI What makes EDSI different?different?“The 3 P’s”
People◦Committed Team Members
Process◦ISO
Perspective◦Innovative
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EDSI ValuesEDSI Values
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EDSI Orientation EDSI Orientation Train to GainTrain to Gain
Day 1 Day 2 Day 3 Day 4 Day 5Intro to EDSIMeet and GreetTour of FacilityEDSI HandbookParticipant OrientationClassroom OverviewI-9 and W-4 PI Shadow ECSit in ClassroomLunch (mentor)
Guidelines Code of Ethics EDSI Way Shadow – EC Corporate Paperwork
Participant File Participant Paperwork Attend Workshop OSAS TABE (optional)
Shadow - ECTiered EmploymentADP Timesheet ISO Training
Contract SpecificJob Shadowing – EC
Day 1 Day 2 Day 3 Day 4 Day 5Job Shadowing – EC Organizational Skills
Job Shadowing – Instructor Outlook
Job Shadowing - JD
Job Shadowing - QCC
Q & ATraining Evaluation
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EDSI’s Mission EDSI’s Mission StatementStatement
We must strive to create enthusiasm in our
clients, see through their eyes, understand their needs and deliver more than they expect
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EDSI LocationsEDSI Locations
Dearborn, MI Detroit, MI Chicago, IL Fort Lauderdale, FL Washington, D.C Brooklyn, NY Pittsburgh, PA Philadelphia, PA
Bristol, PA Lebanon, PA Chester, PA Norristown, PA Reading, PA Carlisle, PA Harrisburg, PA York, PA
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Corporate Administrative Corporate Administrative PaperworkPaperwork
Before we begin the job specific training, it is important for you to complete the necessary paperwork
As part of your Employee Orientation Packet, you will receive the following information:◦ Important EDSI forms to complete◦ ADP Timesheet◦ Employee Intranet◦ ISO Forms◦ Expense Reports & Mileage◦ Frequently Asked Questions (FAQs)
Please complete the forms and send them back to Dearborn immediately
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EDSI Employee IntranetEDSI Employee Intranet In order to access the forms and training, you will
need to access the EDSI Website (www.edsincorporated.com)
Click on Employee Intranet Enter your Employee ID and password (your last
name)
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EDSI Dress CodeEDSI Dress Code Dress code is important for our staff and
participants. Since, participants look to us as role models, we must exhibit a professional dress code.
As listed in the EDSI Company Policy Manual, EDSI offices are required Business Dress (Monday – Thursday) and Business Casual on Friday.
Although clothing preferences differ by individual, as a representative of EDSI, each employee is expected to exercise good judgment and taste in selecting office attire that is business-professional and is consistent with the employees’ presentation during the interview process.
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EDSI DatabasesEDSI Databases You will be utilizing many EDSI databases to help
you in your position Here are some of the databases that you will have
access to:◦ Occupational Skills Analysis System (OSAS)◦ TimeTracker◦ Master Database (Excel)◦ Contract specific system (please check with your Program
Manager for contract specific systems)
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Microsoft OutlookMicrosoft OutlookMicrosoft Outlook is your Time Management tool
to help you organize your day and communicate with others throughout the organization.
With Outlook, you’ll have the option to:Schedule meetingsManage your tasksView Calendar
You can access your e-mail via the Employee Intranet as well.
You can also access the Microsoft Outlook tutorial under Resources on the Employee Intranet.
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ISOISO ISO 9001 is an international quality standard
to which EDSI is registered. It is a process-based standard focused on continuous improvement and customer satisfaction.
ISO allows EDSI to perform our processes consistently and document the results. When we know how a process is performed, we know how to improve it.
On the Employee Intranet, you will have access to the ISO forms.
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Paid Work Experience TrainingPaid Work Experience Training
EDSI WayEDSI Way
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Paid Work Experience Paid Work Experience TrainingTraining
The following section highlights PWE Coordinator training.
This training does not answer contract specific questions.
Please see your Manager for contract-specific guidelines.
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Acronym ListAcronym ListPlease click on the document icon
below to access the Acronym Guide
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Attributes of an Attributes of an PWE Coordinator PWE Coordinator
Enjoy working with peopleProfessionalismCommunicationRelationship BuilderRelationship MaintainerDetail-OrientedTime ManagementGood follow-up
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EDSI PWE Coordinator EDSI PWE Coordinator
Why are we different?
The role of the PWE Coordinator is to assist participants in gaining a valuable work experience and employment through Paid Work, Community Service and the Comprehensive Internship Program
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Why are we different?Why are we different?◦The EDSI Package
• Our Professionalism• Our Attire• Our Marketing Materials• Our Customer Service• Our Availability and Flexibility • Our Communication Practices• Our Time Management• Our Organizational Skills• Our Preparedness• Our Follow-up
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Why are we different?Why are we different?The EDSI Package
◦Our Process◦Our Paperwork◦Our Reporting
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Why are we different?Why are we different?The EDSI Package
◦Our Initiative◦Our Knowledge◦Our Teamwork
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GoalGoalTo assist participants to gain and retain
employment while living the mission statement
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The Team
participant
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Participant FlowParticipant Flow
Orientation Enrollment Training Workshops Job Club Employment Retention
The PWE Coordinator is involved in the participants’ lives from the moment the participants enter
through our doors through the retention process
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PWE within the Context PWE within the Context of the Teamof the Team
Each role is entwined with one another◦Instructor: Prepare participants with
necessary tools◦PWE : Available Internship opportunities
that match participant's skills and experiences
◦EC: Ensure participant has plans set with back-ups and next steps
◦Data: Status documented accurately and in a timely manner
Relationships
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Time Management – Time Management – How to Organize Your How to Organize Your
Week?Week?Schedule
◦Planner / Microsoft Outlook◦Appointments
Employer Appointments Develop Sites Internal Meeting Cold Calls
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Time Management – Time Management – How to Organize Your How to Organize Your
Week?Week?Task Lists
◦Planner / Outlook / Note Pad Prioritizing Time Lines
Set deadlines for yourself
◦If you say it, you do it!
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Our Preparedness Our Preparedness For Employer Meetings
◦Directions◦Marketing Materials ◦Paperwork◦Research the Company
Understand their business protocol / business model
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Our PreparednessOur PreparednessFor On-Sites
◦ Secure and prepare the room Accommodate employer
◦ Recruit Present in classrooms Work with ECs
◦ Create the confirmation list◦ Check off who attends◦ E-mail list to ECs◦ Hide the no-shows – give list to employer◦ Follow up◦ Prepare the participants for the interviews
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Our PreparednessOur Preparedness
For Off-Site Interviews◦Secure the mode of transportation◦Directions◦Confirm list of participants◦Prepare the participants
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Our Follow UpOur Follow Up
Follow up on all PWE activities◦Cold Calls◦Applications and Resumes◦Interviews
Follow up with ECs and participants◦Importance of knowing the role of the
EC in placing the participant◦Establishing relationships with the
participants
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Our ProcessOur Process
The Systematic Approach to Job Development ◦ Step 1 – Cold Call or Blitz◦ Step 2 – Appointment◦ Step 3 – Employer Profile ◦ Step 4 – Job Order ◦ Step 5 – Recruitment and Pre-Screen◦ Step 6 – Job Lead Referrals◦ Step 7 – Follow Employer Protocol◦ Step 8 – Follow up on the Employer Protocol◦ Step 9 – Placement and Employment Verification Form
(EVF)
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Our PaperworkOur Paperwork PWE Service Agreement Employer Rules and Regulations Memo – Timesheets Work Experience Agreement Form Site Absence Confirmation Orientation Highlights Worksite Referral Attendance Form Employee New Hire PWE Checklist Participant Personal Data Sheet Preliminary Questionnaire Policies and Procedures Note: All these forms are located on the Employee Intranet
(ISO Forms)
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Our ReportingOur Reporting
Weekly Reporting on Job Development Numbers◦Tracking placements, on-sites, off-
sites, cold calls and blitzes◦Great measurement tool for assessing
JD performance◦Assists in showing Job Development
trends
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Why are we Different?Why are we Different? The EDSI Package
◦Our understanding of the meaning of relationship building Contact vs. Relationship = Acquaintance
vs. Friend “Be in the Bubble”
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Definition of RelationshipDefinition of RelationshipEmployerEmployer
The ongoing cultivation of an employer through various means of communication and customer service.◦ Phone calls◦ Visits – Scheduled and Unscheduled◦ Tokens of Appreciation◦ Follow Up on Everything◦ Emails or Mailings◦ Going the Extra Mile
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Definition of RelationshipDefinition of RelationshipParticipantParticipant
The relationship we have with a participant is directly related to the customer service we provide.◦Needs of the PWE Coordinator ◦Needs of the Participant
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Definition of Relationship Definition of Relationship ParticipantParticipant
PWE Coordinator needs:
Skill LevelsChallengesGoalsAvailability
Participant needs:HonestySincerityCompassionInformativePositive
Reinforcement
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Establishing RelationshipsEstablishing RelationshipsYou set the tone of your relationship with
your participantsYour relationship with the participant begins
the moment the participant comes through the doors◦ Participants watch and listen to you even before
they have an opportunity to meet youLet the participant know you careEnsure the participant knows that you are
going to follow-up about job opportunities that the interest the participant
Get the participant to call you before you have to call him/her
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Service with a SMILEService with a SMILEKnow your participants by nameWhen the participant sits at your
desk, are you genuinely happy to see the participant? ◦ Allow the participant to see your excitement
Positive Communication
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Placement Agency vs. Retention Placement Agency vs. Retention AgencyAgency
Placement Agency Retention Agency Can you start work tomorrow?
We have six slots at the XYZ Company and four slots at a packaging company, which company do you prefer?
ECs help participants understand the significance of Tiered Employment To help participants visualize themselves moving into Tier II and Tier III positions after successfully completing Tier I Comprehensive goal development strategies Scheduling/coordinating training opportunities Resource networking (to build internal listing to directly assist participants)
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Case Notes 101Case Notes 101
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The Actual Case NoteThe Actual Case NoteCase notes are used to document
actual events and facts.Although it may be difficult, it is
important to AVOID opinions.Remember, if it is not documented,
the event never happened.General Note: Do not write anything
that you would not want the participant to read.
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Case Notes 101Case Notes 101
• The initial case note is composed by the EC stating that the participant attended orientation.
• The second and third case notes should summarize what was learned from the EDRP/My Self Assessment and will come from the EC.
• Each subsequent case note can be written by any staff member that has had contact with the participant. • However, rememberremember, the EC is responsible for daily case
notes (pre-placement), once a week for the first 2 months of employment (post-placement), and twice a month the next 4 months of employment (post placement)
• Since the case loads are large, and several staff members will be responsible for the participant’s success, it is strongly suggested that all staff make an effort to write case notes. This ensures that all parties involved are aware of the participant’s status
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Case Notes Must Case Notes Must IndicateIndicate
Who, what, where, when, why and next step◦ Date of Contact (when)◦ Type of Contact (how)◦ Place of Contact (where)◦ Who you contacted (who)◦ What was communicated during the contact?
(what)◦ Why you had this contact (why)◦ What is going to happen now? (next step)◦ Note: Case notes should be updated daily.
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Follow-upFollow-upAfter the initial notes are made,
the EC or EDSI Staff Member is responsible to conduct follow-up sessions to ensure that the issues are being resolved and goals are being achieved.
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Case Notes “Do’s”Case Notes “Do’s”Use grammatically correct languageBe thorough yet conciseEnd all case notes with the staff
member’s initials and datePrint and file case notes bi-weeklyFile case notes in chronological order
with the most recent on topRecord a closing note when a participant
is no longer being serviced by EDSICase notes should be documented daily
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Case Notes Dont’sCase Notes Dont’sFalsify recordsUse correction fluid to alter documentsLeave spaces or blanksUse excessive abbreviationsInclude the names of other participants in case
recordsMake negative or derogatory remarks about
participants, their family or service providersUse participant records to criticize or blame
others, to defend oneself or to express feelings about the participant
Delete information from a previous case note
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Important Important InformationInformation
Never, never be merely a documenter. The participant does not need someone to document what he/she does or does not do each day. He/she needs someone to motivate change and increase responsibility in his/her life.
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Paid Work ExperiencePaid Work Experience
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Paid Work ExperiencePaid Work ExperiencePaid Work Experience gives our job candidates the opportunity to work for an employer for up to 6 months to gain valuable skills and experience that will better qualify them for job opportunities.
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PWE Work SitesPWE Work SitesWhen developing work sites, it is
important to continue to cold call and maintain a site database
When setting up the work site, ensure that all the necessary paperwork is complete
When transitioning participants to PWE Sites, it is crucial to complete the following:◦Match the participant to the work site◦Track time◦Case notes◦Collect the timesheets on a weekly basis◦Submit timesheets for payroll
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PWE Work SitesPWE Work SitesIt is important to do site visits bi-
weeklyWhen setting up the work site,
ensure that all the necessary paperwork is complete
participant evaluations are completed at the sites (4 weeks)
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How can Paid Work How can Paid Work Experience benefit the Experience benefit the
employer?employer?Comprehensive Internship ProgramUse 4 weeks of a job candidate’s PWE
as an internship at no cost to the employer
Employer can use this time as a training period for the job candidate
Employer assesses the job candidate’s job performance, work ethic and attendance
At the end of the 4 week period, the employer has the option of hiring the job candidate
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Comprehensive Comprehensive InternshipInternship
Selling the program◦Utilize it as an additional tool when
meeting with employers◦Present the program as another option
for employers who might have financial restraints, or are reluctant to commit to hiring our participants initially
◦Highlight the potential training and financial benefits for employers
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Wage Subsidy Wage Subsidy
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Wage SubsidiesWage SubsidiesSubsidized Employment is similar to on-
the-job training in that wage subsidy is negotiated with the employer.
Subsidized employment contracts can only be written for jobs which offer at least 30 or more hours per week.
Subsidies can be offered to employers when the entry level wage is at least $8/hour.
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Employer Payments and Employer Payments and AgreementsAgreements
Subsidized Employment reimburses employers:
100% of the newly-hired employees’ gross wages for the first 30 days of employment
75% of the newly-hired employees’ gross wages for 31-60 days
50% of the newly-hired employees’ gross wages 61-180 days
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Labor StandardsLabor Standards
Employees served through a subsidized employment contract must be compensated by the employer at the same rates as similarly situated employees and trainees.
Employer must assure that no currently employed worker will be displaced by the employee named in the subsidized employment contract.
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Commitment to Retain the Commitment to Retain the participantparticipant
Employers are expected to make a good faith effort to retain the participant as a permanent employee.
Vendors are prohibited from entering into subsidized employment with previous subsidized employers who failed to provide newly hired employees with long-term employment as regular employees with wages, benefits and opportunity for advancement.
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Affirmative ActionAffirmative ActionThe employer must have a
positive record with regard to affirmative action and equal employment opportunity.
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Unemployment Unemployment CompensationCompensation
Employers entering into a subsidized employment agreement are required to ensure that unemployment compensation coverage is maintained.
Employers must be in accordance with their current tax obligations.
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Sample Employer Sample Employer AgreementAgreement
The employers must complete the subsidized employment pre-contract award survey.
An agreement must be signed before hiring a prospective employee for subsidized employment.
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Tax CreditsTax Credits
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Tax Credits Tax Credits Tax credits are available to for-
profit companiesIf you are interested in more
information on tax credits, please visit:
http://www.dli.state.pa.us/landi/cwp/view.asp?a=129&Q=67287&landiPNavCtr=|1063|1300|#2646
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Tax CreditsTax Credits
Federal Tax CreditWelfare to Work
◦ Year 1 (35% of first $10,000 in wages) = $3,500
◦ Year 2 (50% of first $10,000 in wages) = $5,000
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Tax CreditsTax Credits
Work Opportunity Tax Credit (WOTC)
◦Credit 40% of first $6,000 in wages = $2,400
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State Tax CreditsState Tax CreditsEmployment Incentive Payment (EIP)
◦ Year 1 (30% of first $9,000 in wages = $2,700)
◦ Year 2 (20% of first $9,000 in wages = $1,800)
◦ Year 3 (10% of first $9,000 in wages = $900)
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Ascend StaffingAscend Staffing
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Ascend StaffingAscend StaffingAscend Staffing is a company that will
do the recruiting and hiring for all of your staffing needs.
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Benefits of Ascend Staffing Benefits of Ascend Staffing for Employersfor Employers
Ascent takes the burden of recruiting and hiring away from the employer
Ascend takes the responsibilities of Payroll, Worker’s Compensation and Unemployment Insurance away from the employer
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Benefits of Ascend Staffing Benefits of Ascend Staffing for for
EmployersEmployersAscend has access to a large pool
of qualified applicants through EDSI
Ascend has a proprietary assessment tool (OSAS) that allows us to better match qualified applicants to the specific hiring needs of the employer
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Training EvaluationTraining EvaluationNow that you have completed the
training, please complete the training evaluation.
Please click on the following link:http://www.surveymonkey.com/s.aspx?sm=6Z6DW1ChgA_2f_2fL_2f1025_2bK4Q_3d_3d