educational data systems, inc

www.edsincorporated.com

Educational Data Systems, Educational Data Systems, Inc. Inc.

Paid Work Experience Coordinator Orientation –

EDSI Way

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

Introduction to EDSIIntroduction to EDSI

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)

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

What makes EDSI What makes EDSI different?different?“The 3 P’s”

People◦Committed Team Members

Process◦ISO

Perspective◦Innovative

EDSI ValuesEDSI Values

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

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

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

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

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

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.

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)

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.

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.

Paid Work Experience TrainingPaid Work Experience Training

EDSI WayEDSI Way

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.

Acronym ListAcronym ListPlease click on the document icon

below to access the Acronym Guide

Attributes of an Attributes of an PWE Coordinator PWE Coordinator

Enjoy working with peopleProfessionalismCommunicationRelationship BuilderRelationship MaintainerDetail-OrientedTime ManagementGood follow-up

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

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

Why are we different?Why are we different?The EDSI Package

◦Our Process◦Our Paperwork◦Our Reporting

Why are we different?Why are we different?The EDSI Package

◦Our Initiative◦Our Knowledge◦Our Teamwork

GoalGoalTo assist participants to gain and retain

employment while living the mission statement

The Team

participant

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

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

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

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!

Our Preparedness Our Preparedness For Employer Meetings

◦Directions◦Marketing Materials ◦Paperwork◦Research the Company

Understand their business protocol / business model

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

Our PreparednessOur Preparedness

For Off-Site Interviews◦Secure the mode of transportation◦Directions◦Confirm list of participants◦Prepare the participants

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

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

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)

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

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”

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

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

Definition of Relationship Definition of Relationship ParticipantParticipant

PWE Coordinator needs:

Skill LevelsChallengesGoalsAvailability

Participant needs:HonestySincerityCompassionInformativePositive

Reinforcement

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

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

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)

Case Notes 101Case Notes 101

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.

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

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.

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.

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

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

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.

Paid Work ExperiencePaid Work Experience

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.

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

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)

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

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

Wage Subsidy Wage Subsidy

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.

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

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.

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.

Affirmative ActionAffirmative ActionThe employer must have a

positive record with regard to affirmative action and equal employment opportunity.

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.

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.

Tax CreditsTax Credits

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

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

Work Opportunity Tax Credit (WOTC)

◦Credit 40% of first $6,000 in wages = $2,400

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)

Ascend StaffingAscend Staffing

Ascend StaffingAscend StaffingAscend Staffing is a company that will

do the recruiting and hiring for all of your staffing needs.

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

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

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

educational data systems, inc

edsi different

edsi welcome

edsi offices

edsi website

representative of edsi

important edsi forms

employee orientation

job specific training

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