FileMaker: Electronic Data Change Request (eDCR) System User … · 2020-01-31 · Attachment Chapter 5: CalJOBS Data Entry Policies and Procedures . Revised January 2020 . FileMaker:

Attachment Chapter 5: CalJOBS Data Entry Policies and Procedures

Revised January 2020

FileMaker: Electronic Data Change Request (eDCR) System

User Guide: Requestor (approving supervisor)

1. You will receive an email like the one below when a DCR (or a batch of DCRs) have been submitted for your approval:

Note that while the system is designed to notify you when DCRs have been submitted for your approval, it is the service provider’s responsibility to ensure your DCRs are processed in a timely manner.

The email will inform you of 1) who submitted the request(s) and 2) the DCR ticket numbers for the requests included in this batch. You are responsible for thoroughly reviewing each DCR that has been submitted before approving.

Please ensure that the following has been completed:

� Requests have been batched when the Creator has more than 1 data change request to submit.

� Correct WIOA Application number has been provided � Correct State ID number has been provided. � Correct Activity Code has been selected (please refer to the Applicable Activity Code

Table on next page). � Each text box has been completed correctly (samples provided below – use as much

detail as possible). � Correct dates have been selected under Dates Requested as well as explained in the

Request text box.



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



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.

2. To approve DCRs, launch FileMaker on your computer. You will no longer be able to approve data change requests using the web login. You must launch FileMaker to add your signature. Sign in using your email address and password. You will be taken to your DCR List page. Select the DCRs based on the first DCR Ticket number indicated in the email notification.

3. You will be automatically taken to Request 1 (upper right-hand corner of request pane). To navigate between the first 3 requests, click on the Request number tab (upper left-hand corner of request pane).



4. Be sure to verify that the information has been entered correctly (see checklist from Step 1 above). Verify that the text boxes have been filled out completely. There must be a minimum of 5 words per box, but also be sure that each box has been filled out clearly and that the request has been explained thoroughly (see samples in screenshots in this guide).



5. Be sure to go through each request. Once you have verified Requests 1-3 have been completed correctly, you may have additional requests to verify.

6. Additional Requests must be verified, as well, before approving. To open these requests, click on the hyperlinked DCR Ticket number listed in the Additional Requests box. Please note: if more than 3 DCRs are submit in a single batch, any additional requests will be included in an additional attachment (an Excel spreadsheet – see more information in Step 11 below).



7. Once you have reviewed each DCR, click under Authorizations Requestor (Supervisor)

8. A signature window will appear. Using your mouse, sign your name without letting go of the left-hand button on your mouse (or laptop trackpad). Once you have released the button, the system will collect your signature.

9. A pop-up will appear asking you to confirm that you have reviewed the DCRs. Click confirm.



If you select Cancel, you will be able to have another attempt at adding your signature. Your DCRs will not be submitted to the MIS Admin (the designated CalJOBS administrator at San Diego Workforce Partnership) until you have confirmed your signature.

10. Once you have confirmed your signature, it should appear under Authorizations at the bottom of the page, timestamped by the system and designated as Requestor (approving supervisor).

Should your signature not appear, please notify [email protected].

You will see timestamps indicating who submitted the request(s) and who approved.

mailto:[email protected]



11. 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 cases where 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 Your DCRs will need to be signed by the designated CalJOBS MIS Admin as well as the Program Designee. Once these additional signatures have been recorded in the system (this could take up to 5 business days), both you and the Creator (individual who submitted the DCRs) will receive an email with the PDF version of the completed form (with all signatures) and if applicable (i.e. if there are more than 3 DCRs in the submitted batch) the completed Excel file.

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. The Creator or Requestor will then email the signed forms as attachments to EDD. The service provider must decide whether the DCR creator or requestor 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





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.

Step 1

Step 2

Option 1 Option 2

Step 3

Step 4

Step 5

Option 1 Option 2

FileMaker: Electronic Data Change Request (eDCR) System User … · 2020-01-31 · Attachment Chapter 5: CalJOBS Data Entry Policies and Procedures . Revised January 2020 . FileMaker:

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