u g (participant i · 2018. 9. 16. · view: ability to view the participant information only...

GRANTS AND CONTRIBUTIONS ONLINE

SERVICES:

USER GUIDE (PARTICIPANT INFORMATION)

JUNE 2015

TABLE OF CONTENTS Important Things to Remember .................................................................................................. 4

A. TIME OUT FEATURE ........................................................................................................................... 4

B. SAVING ........................................................................................................................................... 4

C. REQUIRED FIELDS ............................................................................................................................. 4

D. QUESTIONS ...................................................................................................................................... 4

E. ACCESS TO PARTICIPANT INFORMATION ................................................................................................. 5

1. Participant Information ........................................................................................................... 6

1.1 How to access the Participant Information ............................................................................................... 6

1.2 How to Add a Participant ........................................................................................................................ 8

1.2.1 Participant Statuses and Functions ........................................................................................... 10

1.2.2 Obtaining Consent from the Participant .................................................................................... 11

1.2.3 How to Capture Participant Details ........................................................................................... 11

1.2.4 How to Review Participant Information ..................................................................................... 13

1.2.5 How to Submit Participant Information ..................................................................................... 13

1.2.6 How to View Participant Information ........................................................................................ 14

1.2.7 How to Withdraw Participant Information ................................................................................. 14

1.2.8 How to Remove Participant Information ................................................................................... 15

1.3 How to Modify a Participant .................................................................................................................. 16

1.3.1 How to Review Modified Participant Information ....................................................................... 17

1.3.2 How to Submit Modified Participant Information ........................................................................ 17

2. Intervention .......................................................................................................................... 17

2.1 How to access the Intervention ............................................................................................................. 17

2.2 How to add an Intervention for a Participant ......................................................................................... 18

2.2.1 Intervention Statuses and Functions ......................................................................................... 20

2.2.2 How to Review an Intervention before Submission .................................................................... 21

2.2.3 How to Submit an Intervention for a Participant ........................................................................ 21

2.2.4 How to View an Intervention for a Participant ........................................................................... 21

2.2.5 How to Withdraw an Intervention for a Participant .................................................................... 22

2.2.6 How to Remove an Intervention for a Participant ...................................................................... 23

3. Follow-Up .............................................................................................................................. 23

3.1 How to access the Follow-up ................................................................................................................ 23

3.2 When to do a Follow-Up ....................................................................................................................... 24

3.3 How to add a Follow-Up for a Participant ............................................................................................... 25

3.3.1 Follow-up Statuses and Functions ............................................................................................ 27

3.3.2 How to Review a Follow-Up ..................................................................................................... 28

3.3.3 How to Submit a Follow-up for a Participant ............................................................................. 29

3.3.4 How to View a Follow-up for a Participant ................................................................................. 29

Important Things to Remember

A. TIME OUT FEATURE

GCOS has a timeout feature. After 20 minutes of account inactivity, GCOS will prompt you with a “Message from webpage” (see Figure 1) warning you that the session is about to expire. If the “OK” button is not clicked by the time indicated in the message, your GCOS account session will be terminated and you will need to log

back into GCOS to continue.

Figure 1 – Time Out Warning Message

B. SAVING GCOS does not automatically save information. It is important to remember to save often throughout

each session.

C. REQUIRED FIELDS

While using GCOS, if you do not enter information into a “required field” and attempt to save or submit the item, an error message will appear (e.g. “Error 1: Must have one “Main Application Contact”’”). An incomplete

“required field” will prohibit your ability to submit until you have entered information into this field.

D. QUESTIONS

Technical and non-technical questions can be submitted directly to the GCOS team using the “Contact Us” feature located at the top of the screen available from the business list (see Figure 2). Once you select your

business, the “Contact Us” function will remain available at the top of each screen.

Figure 2 – Contact Us

E. ACCESS TO PARTICIPANT INFORMATION

Due to the sensitivity of the participation information being collected (combination of social insurance number,

date of birth, given name, surname as well as the participant’s address), only the Primary Officer will be

automatically assigned full rights to the participant section. The Primary Officer will be required to provide access to any other representatives within the account requiring specific access to the “Participant Details”, “Intervention” and “Follow-up” section. Thereafter, representatives with access to the “Participant Information” and the authority to delegate responsibilities will be able to manage this access.

There are three access levels (responsibilities) that can be provided to a representative:

View: Ability to view the Participant Information only

Create: Ability to Create, Edit, Manage, Withdraw or Remove participant information

Submit: Ability to submit participant information to the Department (equivalent to signing the paper

form)

To view or modify representative responsibilities, you must access the “GCOS” menu available at the top of the

screen and select the “Representatives” sub-menu (see Figure 3).

Figure 3 – Representative Responsibilities for Participant Information

1. Participant Information

1.1 How to access the Participant Information

To access the “Participant Information” in GCOS, you must be within a project that has an “Active” status. Once

you have selected your business (see Figure 2), you must click the “View List of Applications” link available on

the “Welcome” screen (see Figure 4) which will bring you to the “Applications and Projects. Only projects that have an “Active” status will have the function “Manage” that allows the organization to submit project

management items including Participant Information.

To enter a participant, you will be required to click on “Manage” in the Functions column (see Figure 4).

Figure 4 – Applications and Projects

Once you click on “Manage”, a series of project management options will be available in the left side menu. You

must select the “Participant Information” menu (see Figure 5) to access participant information.

Figure 5 – Manage Your Project

1.2 How to Add a Participant

The “Participant Information” screen (see Figure 6) is the starting place to add or edit participant information for

a specific project. This screen will provide you a listing of all the participants you have entered and/or submitted

to the Department for the selected project using GCOS as well as display the status of each participant.

The “Add” button will direct you to the “Participant Detail” screen (see Figure 8) where the participant record can be established and related information captured.

PLEASE NOTE: You will only be able to update participant information once the status is “Eligible”,

By default, the information in Figure 6 is sorted by the latest “Date Updated” column. When you click on any of the header title, you will be able to sort the information in an A-Z format. When you click again, the format will

change to Z-A.

Figure 6 – Participant Information

Note: The numbers and information in the table correspond to Figure 6.

# Label Description

1 Participants This is the first and last name of the participant.

2 Tracking Number The tracking number of the participant.

3 Participant Status

Represents the status of the participant:

- Draft: the participant information is in the process of being created and has

not been submitted to the Department;

- Submitted: the participant information was successfully submitted to the Department;

- Pending Review: the participant eligibility is being reviewed; - Eligible: the participant is eligible;

- Not Eligible: the participant is not eligible; - Pending Re-Submission: the participant was submitted to the Department;

however it requires modifications or further details. A Department

representative will contact you. It will need to be re-submitted to the Department to complete the eligibility verification;

- Submission failed: the participant must be re-submitted; - Withdrawn: the participant has been withdrawn

4 Participant

Information The address of the participant will be displayed.

5 Date Updated The date the participant was last modified.

6 Functions Depending on the status, the functions available are view, edit, modify participant,

manage intervention, manage follow-up, remove or withdraw.

1.2.1 Participant Statuses and Functions

The table below provides the functions that are available for each participant status. The available functions are

identified with an “X” in the table. For example, you will be able to “View” and “Withdraw” a participant with a

status of “Submitted”, however you will not be able to “Edit”, “Submit”, “Modify Participant”, “Manage Intervention”, “Manage Follow-up” or “Remove” a participant.

Status Functions

View Edit Submit

Modify

Participant

Manage

Intervention

Manage

Follow-up*

Remove Withdraw

Draft X X X

Submitted X X

Pending Review X

Eligible X X X X X

Not Eligible X X

Status Functions View Edit Submit

Modify

Participant

Manage

Intervention

Manage

Follow-up*

Remove Withdraw

Pending

Resubmission X X

X

Submission Failed X X X

Withdrawn X X

*Only available when an Intervention status is “Approved”

1.2.2 Obtaining Consent from the Participant

Before capturing any personal information on the “Participant Detail” screen (see Figure 8), you are required to first download and have the participant complete and sign the “Participant Consent” form (see Figure 7)

available at the top of the screen. This form ensures the participant understands and consents to the sharing of

their personal information with the Department. Furthermore, this form is used to capture the participant’s

information that is required on the “Participant Detail” screen.

The GCOS will prevent the saving of participant information until you have explicitly certified that the

participants consent has been obtained and will be kept on file. As such, once the participant has completed and signed the consent, you will be able to click on the checkbox, which will allow you to capture the participant’s

information as provided by the participant on the consent form.

Figure 7 – Participant Consent

1.2.3 How to Capture Participant Details

The information required about the participant is specific to the program under which the project is being

funded (i.e.: Skills Link or Career Focus or Opportunities Funds). Given that, the samples provided in Figure 8 may not be representative of the information that will be required and are provided as an example only. The

responses provided will be used to determine if a participant is eligible to participate in the selected project. In

order to save this screen, you will be required to answer all of the questions. Required fields that are not

completed will be identified as an error on this screen as soon as it is saved.

Once the information has been saved, the status of the participant is set to “Draft”. If you log out of GCOS,

when you return, you will be able to use the function “Edit” to continue editing and submit the participant information into the Department.

Figure 8 – Participant Details

1.2.4 How to Review Participant Information

The “Review and Submit” screen (see Figure 9) performs the final verification of all required fields in the

“Participant Detail” screen prior to its submission. You can use the “Expand all” button to review the information prior to submitting it to the Department. Figure 9 – Review and Submit

1.2.5 How to Submit Participant Information

Only users that have the “Submit” right for Participants in the “Representatives Details – Responsibilities” screen

(see Figure 3) will be able to access this screen and complete the declarations (see Section E for further details

on GCOS responsibilities for participants). The “Confirmation” screen (see Figure 10) will provide you with a tracking number for reference that will also be available on the “Participant Information” screen (see Figure 6). Figure 10 - Submit

1.2.6 How to View Participant Information

The “View” function on the main “Participant” screen (see Figure 11) will direct you to the “Participant Detail” screen where you will be able to view the submitted participant information in read-only format only.

Figure 11 – View a Participant

1.2.7 How to Withdraw Participant Information

You can withdraw a participant that has already been submitted to the Department. The “Withdraw” function

can be used up until an intervention has been submitted. By clicking on the “Withdraw” function, you will be redirected to the “Withdraw” screen (see Figure 12). Make sure to review the details of the participant before

clicking the “Withdraw” button.

Figure 12 – Withdraw a participant

1.2.8 How to Remove Participant Information

You can remove a participant that hasn’t been submitted to the Department nor has a status of “Withdrawn” (see Figure 12). Make sure to review the details of the participant before clicking the “Remove” button. By

clicking on the “Remove” function, you will be redirected to the “Remove” screen (see Figure 13). Make sure to

review the details of the participant before clicking the “Remove” button. The “Remove” button will bring you back to the main “Participants” screen and the participant will no longer appear in the list of existing participants

for your project. Figure 13 - Remove a Participant

1.3 How to Modify a Participant

In order to modify information about a participant, you will need to follow the steps identified in section 1.1 to

access the “Participant Information” section. The “Modify Participant” function is only available for

participants with a status of “Eligible” (see Figure 6) and only to those users that have “Create” right for participants will be able to modify the record. You will be required to obtain the participant’s consent before

their information can be modified. Only the information not impacting the eligibility of a participant can be

modified (see Figure 14). The editable fields are:

Given Name

Surname

E-mail address

Address

Telephone number

Figure 14 – Modify Participant

1.3.1 How to Review Modified Participant Information

The “Review and Submit” screen (see Figure 9) performs the final verification of all required fields in the “Participant Detail” screen prior to its submission. You can use the “Expand all” button to review the information

prior to submitting it to the Department.

1.3.2 How to Submit Modified Participant Information

Only users that have the “Submit” right for Participants will be able to access this screen and complete the declarations (see Section E for further details on GCOS responsibilities for participants). The “Confirmation”

screen (see Figure 10) will provide you with a tracking number for reference that will also be available on the “Participant Information” (see Figure 6).

2. Intervention

2.1 How to access the Intervention

To access the “Intervention” section of the Participant Information, you must select the applicable project, which

must have an “Active” status. To do so, login to your account and navigate to your “Business list”. Once you have selected your business (see Figure 2), you must click the “View List of Applications” link available on the

“Welcome” screen (see Figure 4) which will bring you to the “Applications and Projects” screen. Only projects

that have an “Active” status will have the function “Manage” that allows the organization to submit project

management items including Participant Information.

To see a complete list of the participants associated to your projects, you must click the “Manage” function for the desired project which will allow you to select the “Participant Information” menu where the complete list will

be displayed. Only participants that have an “Eligible” status will have the function “Manage Intervention” (see

Figure 15).

Figure 15 – Accessing the Intervention section

2.2 How to add an Intervention for a Participant

Once the information about a participant has been submitted and their eligibility has been confirmed (i.e.: status is set to “Eligible” on the “Participant Information” screen) (see Figure 15), the “Manage Intervention” function

will be accessible. Instructions on how to complete and “Add” an intervention will be presented on screen when

accessing this function for the first time.

Clicking on “Add” on the “Intervention Information” screen (see Figure 16), will provide intervention options in the dropdown menu that are specific to the type of project being delivered. The applicable intervention for the

specified participant should be selected. Furthermore, start and end dates of the intervention must be provided.

If a participant has more than one intervention for a same project, you will need to repeat this step for each intervention and submit them individually by accessing the “Review and Submit” menu.

Figure 16 – Intervention

Every time an intervention is added, the information will populate a summary table available on the

“Intervention Information” screen (see Figure 17). This summary table will includes all the details of each

intervention for the identified participant.

Figure 17– Intervention Information

2.2.1 Intervention Statuses and Functions

The table below provides the functions that are available for each intervention status. The available functions are identified with an “X” in the table. For example, you will be able to “View” and “Withdraw” an intervention

with a status of “Submitted”; however you will not be able to “Edit”, “Submit” or “Remove” an intervention.

Status Functions View Edit Submit Remove Withdraw

Draft X X X

Submitted X X

Withdrawn X X

Pending Review X

Approved X X

Pending Resubmission X X X

Submission Failed X X X

2.2.2 How to Review an Intervention before Submission


“Intervention Information” screen prior to its submission. You can use the “Expand all” button to review the information prior to submitting it to the Department. Figure 18– Review and Submit

2.2.3 How to Submit an Intervention for a Participant

Only users that have the “Submit” right for Participants will be able to access this screen and complete the declarations (see Section E for further details on GCOS responsibilities for participants). The “Confirmation”

screen (see Figure 19) provides a tracking number for reference that will also be available in the “Intervention Information” (see Figure 17).

Figure 19 - Submit

2.2.4 How to View an Intervention for a Participant

The “View” function on the “Intervention Information” screen (see Figure 17) will direct you to the “Intervention” screen (see Figure 20) where you will be able to view the submitted intervention in read-only

format only.

Figure 20 – View an Intervention for a Participant

2.2.5 How to Withdraw an Intervention for a Participant

You can withdraw an intervention for a participant that has already been submitted to the Department. The “Withdraw” function can be used up until a Follow-up has been submitted. By clicking on the “Withdraw”

function, you will be redirected to the “Withdraw” screen (see Figure 21). Make sure to review the details of the intervention before clicking the “Withdraw” button.

Figure 21 – Withdraw an Intervention for a participant

2.2.6 How to Remove an Intervention for a Participant

You can remove an intervention that hasn’t been submitted to the Department or has a status of “Withdrawn”

(see Figure 21). Make sure to review the details of the intervention before clicking the “Remove” button. By clicking on the “Remove” function, you will be directed to the “Remove” screen (see Figure 22). The “Remove”

button will bring you back to the main “Interventions” screen and the intervention will no longer appear in the list of existing interventions for that participant.

Figure 22 – Remove an Intervention for a Participant

3. Follow-Up

3.1 How to access the Follow-up

To see a complete list of projects participants, click the “Manage” function for the desired project followed by

selecting the “Participant Information” menu where the complete list will be displayed. Only participants that have an “Eligible” status and an “Approved” intervention will have the “Manage Follow-up” function (see Figure 23).

Figure 23– Accessing the Follow-up section

3.2 When to do a Follow-Up

In the case of a Skills link or Career Focus project where the participant has 3 interventions:

Individual Skills Enhancement (ISE) April 1 -2015 to April 15- 2015

Group-Based Employability Skills (GBES) April 16- 2015 to April 30 – 2015

Work Experience (WE) May 1 – 2015 to July 30 - 2015

When a participant completes all interventions, on August 1 we can anticipate 1 follow up that would say the participant completed the interventions ( 1 for all three interventions). Completion Date would be July 30.

o In the case where that result is anything other than Employed/Self-employed or Return to school/Stay in

school on August 1, a second follow up would be expected at the end of October. Completion Date

would still be July 30 with the result of employment when contacted that second time. o This second follow up would be the last one no matter what the result would be.

When a participant completed the ISE and GBES interventions, but left their work experience on June 30, 2015,

we would expect 1 follow up after June 30, 2015 that would say that the participant did not complete the

interventions (1 for all three interventions). Date of early termination would be June 30, 2015.

o In the case where that result is Not employed on June 30, a second follow up would be expected at the end of September.

o In the case where the result would be employed, no further follow up would be required

***************************************

In the case of an Opportunities Fund (OF) project that is less than 1 year and also has the interventions

Skills for Employment (SE) April 1 -2015 to April 15- 2015

Enhanced Employment Assistance Services (EEAS) April 16- 2015 to April 30 – 2015

Wage Subsidies (WS) May 1 – 2015 to July 30 – 2015



school on August 1, a second follow up would be expected at the end of October. Completion Date would still be July 30 with the result of employment when contacted that second time.

o In the case where the result would be Employed/Self-employed or Return to school/Stay in school, no

further follow up would be required.

When a participant completed the SE and EEAS interventions, however ended their wage subsidy on June 30, 2015, we would expect 1 follow up after June 30, 2015 that would say that the participant did not complete the

interventions (1 for all three interventions). Date of early termination would be June 30, 2015.

o In the case where the June 30, 2015 result is unemployed, a second follow up would be expected at the

end of September. o In the case where the result would be Employed/Self-employed or Return to school/Stay in school, no

further follow up would be required

***************************************

In the case of an OF project that is multi year and also has the interventions

Skills for Employment (SE) April 1 -2015 to April 15- 2015

Enhanced Employment Assistance Services (EEAS) April 16- 2015 to April 30 – 2015

Wage Subsidy (WS) May 1 – 2015 to July 30 - 2015



school on August 1, a second follow up would be expected at the end of October. Completion Date would still be July 30 with the result of employment when contacted that second time. If the result is

employed at the 12 weeks follow up, a 6 month follow up would be expected on January 31, 2016 and a

12 months follow up would be done on July 31, 2016. No matter what the result is, these two follow ups are expected when they fall prior to the project end date.

o In the case where the result would be Employed/Self-employed or Return to school/Stay in school on

August 1, a follow up would be done on January 31, 2016 (6 months follow-up) and a second follow up would be done on July 31, 2016 (12 months follow up). No matter what the result is, these two follow

ups are expected when they fall prior to the project end date.

o Note: 6 and 12 months follow up must be completed prior to the end date of a project.

3.3 How to add a Follow-Up for a Participant

The “Manage Follow-up” function will be accessible from the “Participant Information” screen once a participant is determined as “Eligible” and an intervention is “Approved”, (see Figure 23).

The “Follow-up” screen (see Figure 24) is used to capture the results of a participant’s interventions. As such,

when a participant has had multiple interventions, only one follow-up is required regardless of the number of interventions.

When a “Follow-up” is entered prior to the end date of one of the recorded interventions, you will only be able to indicate that the participant did not complete the intervention. You will be required to select: “Did not follow

through” and provide a date of early termination.

A “Follow-up” cannot be entered if an “Intervention” has a status of “Draft”. In order to enter a “Follow-up”, you will be required to either “Remove” the intervention or submit the “Intervention” to the Department.

Figure 24 – Follow-up

Every time a “Follow-up” is entered, the information will populate a summary table available on the “Participant Follow-up” screen (see Figure 25) with all the details of each “Follow-up” for the identified participant. Figure 25 – Participant Follow-up

3.3.1 Follow-up Statuses and Functions

The table below provides the functions that are available for each Follow-up status. The available functions are

identified with an “X” in the table. For example, you will be able to “View” a Follow-up with a status of “Submitted”, however you will not be able to “Edit” or “Submit” a Follow-up.

Status Functions

View Edit Submit

Draft X X

Submitted X

Submission Failed X X

3.3.2 How to Review a Follow-Up


“Follow-up” screen prior to its submission. You can use the “Expand all” button to review the information prior to submitting it to the Department. Figure 26 – Review and Submit

3.3.3 How to Submit a Follow-up for a Participant

Only users that have the “Submit” right for Participants will be able to access this screen and complete the

declarations (see Section E for further details on GCOS responsibilities for participants). The “Confirmation” screen (see Figure 27) will provides a tracking number for reference that will also be available on the

“Participant Follow-up” (see Figure 25). Figure 27 – Submit

3.3.4 How to View a Follow-up for a Participant

The “View” function on the main “Follow-up” screen (see Figure 25) will direct you to the “Follow-up” screen where you will be able to view the submitted follow-up in read-only format only (see Figure 28).

Figure 28 – View a Follow-up

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