filemaker: electronic data change request (edcr) system ......attachment chapter 5: caljobs data...

Attachment Chapter 5: CalJOBS Data Entry Policies and Procedures

Revised January 2020

FileMaker: Electronic Data Change Request (eDCR) System

User Guide: Creator (submits DCRs for supervisor approval)

1. To create a new Data Change Request (DCR), login to your DCR account by opening your preferred web browser and navigating to: https://app.workforce.org/fmi/webd/DCR. Once you have logged in, you will see your DCR List page with all your created DCRs and their statuses. Then, select “Create New DCR.”

2. Service providers will submit their DCRs directly to EDD. DCRs will now be entered into the system in batches. For example: if you have more than one DCR, you will enter your requests together in the form(s) shown below, starting at the Request 1 tab.

https://app.workforce.org/fmi/webd/DCR



Note: Any data change requests that should be batched, but are instead submitted separately, will be denied and you will be required to resubmit in the required batch format. This is EDD’s preferred format. EDD will deny any DCRs that are not received as a batched package.

3. When you begin entering Request 1, a Request 2 tab will become available. If you only have 1 request, you need only fill out Request 1 tab before selecting “Submit.”

When you have more than 1 request, fill out Request 1, Request 2, and Request 3 tabs completely. Requests 4+ can be added under “Additional Requests.” The system will not allow you to select “Submit” until you have entered all the required fields:

� WIOA Application Number � Participant First Name � Participant Last Name � State ID Number � Assigned Case Manager � Type of Request (select 1):

o Backdate an Activity Date o Modify Activity Information o Void an Activity

*Note: This information will be automatically cross-walked to an EDD-identified “Request Type” on your system-generated form (see Step 12 below for sample).

� Documentation o This must also be included in your submission to EDD (see Step 12 below). There

must be a piece of documentation for each DCR submitted in the batch. � Type of Program (Adult/ Dislocated Worker or Youth) � Applicable Activity Code (select 1, Applicable Activity Code Table on next page):



Adult/Dislocated Worker Activity Codes

180 – Supportive Service: Child/Dependent Care 181 – Supportive Service: Transportation Assistance 182 – Supportive Service: Medical 183 – Supportive Service: Incentives/Bonuses 184 – Supportive Service: Temporary Shelter 185 – Supportive Service: Other 186 – Supportive Service: Seminar/Workshop Allowance 187 – Supportive Service: Job Search Allowance 188 – Supportive Service: Tools/Clothing 189 – Supportive Service: Housing Assistance 190 – Supportive Service: Utilities 191 – Supportive Service: Educational Testing 192 – Supportive Service: Post-Secondary Academic Materials 300 – Occupational Skills Training (Approved ETPL Provider) 301 – On-the-Job Training 302 – Entrepreneurial Training 304 – Customized Training 305 – Skills Upgrading and Retraining 306 – WIOA Prerequisite Trainings 320 – Private Sector Training 322 – Job Readiness Training

323 – Workplace Training & Cooperative Training Services 324 – Adult Education with Training Services 325 – Apprenticeship Training 326 – Supportive Service: Needs Related Payments (Training) 327 – Supportive Service: Training Allowance 328 – Occupational Skills Training (non ETPL, provider, non-formula) 330 – Contracted Education Training

Youth Activity Codes

415 – Enrolled in Alternative Secondary Education 416 – Occupational Skills Training (Approved ETPL Provider) 418 – Adult Education (GED) 419 – Incentive Payment 421 – Enrolled in Post- Secondary Education 424 – Entrepreneurial Skills Training 425 – Work Experience (Paid) 426 – Work Experience (Unpaid) 430 – Youth Occupational Skills Training (Youth Service Eligible Provider List) 432 – Enrolled in Apprenticeship Training 435 – Career Counseling/ Planning 480 – Supportive Service: Child/ Dependent Care

481 – Supportive Service: Transportation Assistance 482 – Supportive Service: Medical 483 – Supportive Service: Temporary Shelter 485 – Supportive Service: Other 487 – Supportive Service: Tools/Clothing 488 – Supportive Service: Housing Assistance 489 – Supportive Service: Utilities 490 – Supportive Service: Educational Testing 491 – Supportive Service: Needs-Related Payments 492 – Supportive Service: Linkages to Community Services 493 – Supportive Service: Post-Secondary Academic Materials F12 – Supportive Service: Transportation F13 – Supportive Service: Purchase Work-Related Uniform/Attire F14 – Supportive Service: Purchase Work-Relate Tools F15 – Supportive Service: Housing Assistance F16 – Supportive Service: Utilities F17 – Supportive Service: Dependent Care F18 – Supportive Service: Medical F19 – Supportive Service: Incentives/Bonus F21 – Supportive Service: Educational Testing Closure Tab – Change School Status Case Note – Delete Standalone Case Note

Applicable Activity Code Table



� Reason for Correction – Explain WHY this error occurred; see samples in guide; minimum of 5 words required.

� Steps taken to avoid error from reoccurring – Explain WHAT you’re going to do to make sure this doesn’t happen again; minimum of 5 words.

� Request – Explain your request; see samples in guide; minimum of 5 words. � Dates Requested:

o Incorrect Actual Begin Date o Correct Actual Begin Date o Incorrect Actual End Date o Correct Actual End Date

*The system will not allow you to submit a request with dates more than 75 days ago. **you may only select N/A when no dates currently exist related to your request or if it is not applicable to your request.

� When requesting to Void an Activity, you must include the date of the code so that it can be identified.

→ If you are requesting an activity code to be ADDED, your Type of Request will be “Backdate an Activity Date” and your Request will include “permission to add and backdate Activity Code ### to dates indicated.”

o EDD will notify you with data entry instructions if they grant permission for backdating the requested code. Do not enter the code prior to being instructed by EDD.

Example of inappropriate explanation.

Example of appropriate explanation.



4. If you have more than one request, navigate to each request by clicking on the designated tab. Repeat Step 3 above for each individual request.

5. Once you’ve added 3 requests, the Additional Requests box will become available in the right-hand margin. To add a 4th+ request, you must select New:



6. Once you select New, a new window will appear over Requests 1, 2, and 3. Complete the Additional Request pane again according to Step 3 (above).

7. Each request (Request 1 +) will update to inform you of your progress:

8. Your Additional Requests will be populated according to their assigned DCR ticket number:



Each DCR ticket number is hyperlinked and can be edited by clicking on the link.

The system will notify you of the submission status of each Additional Request as shown below. Incomplete requests will display as INCOMPLETE until it has been completed – it will then appear as its assigned number in blue. Note that these requests can be removed by clicking the trash bin.



9. Once you have completed all your requests so that they are highlighted in blue (indicating they are Ready for Submission), click the green Submit button to notify your approving supervisor (the Requestor) that they have DCRs to sign.

10. Once your DCRs have been successfully submitted, the green Submit button will be replaced with a timestamp with your login email address.



11. Your approving supervisor will receive an email notifying them your DCRs have been submitted. *Although the system is designed to notify them, it is the service provider’s responsibility to ensure your DCRs are approved/signed in a timely manner.

Once the Requestor has approved/signed your DCR package, one of two options will happen:

• For some data change requests, the Workforce Partnership may complete your request. This means you will receive an email indicating your DCR(s) have been “completed by SDWP.” In the event that SDWP completed your request(s), there will be no attachments and you do not need to submit anything to EDD. The status of your DCR(s) will be automatically updated to “Completed.”

OR

• The MIS Admin and Program Designee will sign. (*Allow up to 5 business days after your DCRs have been approved by your supervisor to receive your completed DCR forms to submit to EDD).

Note: If your DCR(s) need to be submitted to EDD, you must do so within 1 business day of receiving your attachments from SDWP (follow the instructions from Step 12 below).

If the MIS Admin and Program Designee sign your DCR, you will receive an email that looks like this:

Note: if you receive both files, both files must be attached to your email submission to EDD, plus the supporting documentation for each DCR submitted in the DCR system.



Here is a preview of what these attachments look like:

12. Both the Creator and the Requestor will receive the completed forms. The service provider must

decide whether the DCR creator or requester submits the request to EDD.

Refer to CHAPTER 5: CALJOBS DATA ENTRY POLICIES AND PROCEDURES for full policy.

Submit via email: [email protected]

[email protected] must be copied to all correspondence with EDD Required attachments for submission email: 1) PDF of completed DCR form, 2) Documentation provided for each DCR, 3) (if applicable) Supplemental DCR spreadsheet (Excel document).

Completed DCR Form w/signatures: PDF

Supplemental DCR spreadsheet (when there are

more than 3 DCRs: Excel

mailto:[email protected]



Sample email: To: [email protected] From: Luna Lovegood [Creator or Requestor email] Cc: [email protected]; Albus Dumbledore [Creator or Requestor email] Subject: 05-31-2019 [Date in ##-##-#### format] Data Change Requests – San Diego Good afternoon, Please find attached 2 data change requests. Please let me know if you have any questions. Thank you, Luna Luna Lovegood Career Agent Hogwarts Wizarding School

13. Once you have forwarded your request(s) to EDD, you will have access to buttons in the right-hand margin of your DCR. Select FWD to EDD after you have forwarded your request(s). EDD may ask clarifying questions or ask for more information from you. You must respond to them in a timely manner to ensure that your DCRs get processed. Be sure to copy [email protected] to all correspondence with EDD. Once EDD has completed your requested changes, they will ask you to confirm the data have been entered correctly. Again, you must confirm in a timely manner to ensure that if there are any errors you are able to report them to EDD. Again, copy [email protected] to all correspondence with EDD. Once you receive an update from EDD regarding your requests, mark your DCRs as Resolved by EDD in the eDCR system.







Data Change Request (DCR) Flow Chart:

Creator adds Data Change Request(s) to eDCR system

Remember to batch DCRs when there is more than one request.

Some DCRs may be completed by the Workforce Partnership. Both the Creator and Requestor will

be notified via email.

Nothing needs to be forwarded to EDD. The status of your DCR(s) will be automatically

updated to "Completed."

The designated CalJOBS MIS Admin and the Program Designee will sign. Both the Creator and

Requestor will receive the signed form and (if applicable) the additional spreadsheet.

Follow the template for submitting to EDD. Include the signed form, the spreadsheet (if applicable), and the

supporting documentation for each DCR.

Be sure to copy [email protected] to all your correspondence with EDD. Wait for EDD's

response. They may follow up with you for more information. Be sure to respond in a timely

manner.Once you have submitted to EDD, update the status of your DCR to in the system to "FWD

to EDD."

EDD denies your data change request.

Note the decision in CalJOBS using a case note attached to the appropriate activity code. Update the

status of your DCR to "Resolved by EDD."

EDD completes your data change request.

Confirm the changes with EDD. Update the status of your DCR to "Resolved by EDD."

Requestor verifies that all information has been entered correctly. (See list at beginning of

Requestor Guide). Requestor signs DCR package.

Remember that Requestors can only sign by logging into their FileMaker software application. Requestors

can no longer use the online platform.

Option 1 Option 2

Option 1 Option 2

Step 1

Step 2

Step 3

Step 4

Step 5

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