I-TRAIN Case Management

The I-TRAIN Case Manager Subsystem provides for a custom interface that can be used by Case Managers, One-Stop Administrators, One-Stop Fiscal Staff as well as by the WIB staff for oversight and management. The Subsystem has numerous functional components that address every facet of the WIA program. The data screens used the Case Manager Subsystem have been designed especially for use in California and are nearly identical (when feasible) to those used by the JTA. The means that the WIB staff and Contractors can be trained without a minimum of effort as the interface is 'familiar.' This concept was used throughout the I-TRAIN so as to minimize the impact of staff and contractor turnover.

The I-TRAIN has individual sub-systems that address each aspect of WIB management beginning with swipe-cards for managing the One-Stop offices and ending with a comprehensive system for tracking post-exit Follow-Up interviews.

Swipe Cards: Client Career Center Tracking: The I-TRAIN CCA (Career Center Activities) Subsystem offers a state-of-the-art ‘swipe-card’ system that meets and exceeds all of the State’s requirements. It allows the WIB to use custom bar-coded swipe cards, Driver’s License, Mag-stripe cards, or any other custom identifier that the WIB prefers. The System allows for tracking of WIA mandated partner One-Stop usage without the requirement for any cards at all by the Partner clients. Custom reports provide management data for managing the one-stops. And, the System automatically sends the customer information to the State using the JTA in either a shared or a stand-alone mode.

Case Management: The I-TRAIN Case Manager Subsystem provides for a custom interface that can be used by Case Managers, One-Stop Administrators, One-Stop Fiscal Staff as well as by the WIB staff for oversight and management. The Subsystem has numerous functional components that address every facet of the WIA program.

The data screens used the Case Manager Subsystem have been designed especially for use in California and are nearly identical (when feasible) to those used by the JTA. The means that the WIB staff and Contractors can be trained without a minimum of effort as the interface is ‘familiar.’ This concept was used throughout the I-TRAIN so as to minimize the impact of staff and contractor turnover.

Tested and Proven: The I-TRAIN Case Manager Subsystem is in daily use by hundreds of case managers and WIB staff. It works, and works well! The System has every functional component complete and tested – there are no outstanding maintenance requests. And, this Subsystem was specifically designed to integrate with the Career Center Activities (CCA) function such that no data is ever entered a second time.

Integration: The I-TRAIN has a custom, totally seamless, interface to the PESCO Assessment System (other systems could be interfaced so long as they have an open interface which allows such access). The Assessment process is completely separate and distinct from the I-TRAIN and, in fact, does not even have to deal with coordination of activities. The I-TRAIN ‘monitors’ the Assessment System and captures the requisite client data when their Assessment is completed or when their existing data changes. This Assessment information is then used as an integral part of a custom Job Board which matches clients to jobs based on Interests, Abilities, Aptitudes, Temperaments, Experience and Other Factors.

Job Orders – Job Board: The Workforce Investment Act changed the way that WIBs are supposed to deal with their clients and employers. The task is not to find jobs for clients but rather, under WIA, the task is to provide employers with qualified employees that are ready, willing, and able to perform their job duties. This simply cannot be accomplished using public job boards. It is essential that the WIB utilize a custom Job Board designed to work with their case management system and integrated with their Assessment tools. The I-TRAIN has a custom Job Board that matches employer job opportunities with clients. The job match is based on the client interests, abilities, temperaments, and aptitudes couple with their credentials/licenses and experience. All of these component elements are matched with custom job specification from employers. WorkKeys are provided by using O’Net as a part of the job match process.

The System provides custom job profiles that ‘score’ the quality of the job match and provide percent of match statistics. The System also allows, when appropriate, for job matches using O’Net codes based on experience and job titles only – but this is uncommon as the employers, most often have unique requirements that they wish to have included in the job match.

Resume Services: I-TRAIN provides the capability to create ‘virtual resumes’ that are created, online and real-time by the System using the information provided in the Individual Employment Plan (IEP or, for Youth, the Individual Service Strategy – ISS). This facilitates the automatic update of the resume whenever new information is added to the Client’s IEP. The electronic resume may be sent to potential employers as a FAX or as a link into the System.

Since the I-TRAIN has its own custom Job Board, it is easy to integrate the online resume with the Job Board functions so that employers or other interested persons can view the information. In addition, since the resume is ‘virtual’ the content will change whenever it is updated in the I-TRAIN.

The Experience information entered into the IEP also includes the O’Net code(s) associated with the job titles provided by the client. This, in turn, allows for the automated job-matching using the I-TRAIN Job Board and for matching to other job boards based on the job titles. In addition, the I-TRAIN software includes ‘self-learning’ logic in its database such that the System is continually adding new relationships between O’Net Codes and Job Titles. Currently the System has over 8,000 such entries.

Other Subsystems: The I-TRAIN has literally dozens of other subsystems and functions that address other important aspects of workforce management. It has ‘tickler’ systems to remind Administrators and Case Managers (et al) of upcoming activity-due dates. It has a ‘WIA University’ that deals with staff and contractor training issues. It has complete payment processing for ITAs, OJTs, and Supportive Services. It has a complete fiscal system that manages the money spent on clients and ensures that local ‘caps’ can be imposed and monitored at the lowest possible levels. It has the most sophisticated calendar based Workshop and Seminar Scheduling function available. And much, much more.

Reports: I-TRAIN has a compendium of reports that address most every facet of WIB and One-Stop Management. It includes custom geographic interfaces that provide employers, courses, vendors, and client cross-references. It even allows a client to self-register and find the nearest one-stop or to find the employers nearest their home.

Custom reports are available for core, intensive and training services as well as for all of the Fiscal Functions such as Obligations, Expenditures, and Budgeting for ITAs, OJTs, and Supportive Services.