Employment Ontario Information System (EOIS) Case Management System Service Provider User Guide: Reporting Canada Ontario Job Grant Employer Case Activity # 91 Version 1.5 September 2017
Table of Contents Canada Ontario Job Grant Employer Case Activity # 91... 1 Document History... 3... 4 Access... 4 Format, Schedule and Retention... 4 Data Filtering... 4 Data Sources... 4 Employer Information... 4 COJG Employer Case Activities Information... 5 COJG Employer Training Activities Information... 5 Training Provider Information... 5 Contribution Information... 5 Final Information... 5 Follow-up Information... 6 Totals... 6 Appendix Detailed Column s... 7 Employer Information... 7 Employer Training Activity Information... 8 Training Provider Information... 10 Contribution Information... 11 Employer Case Activity Information... 12 Final Contribution Information... 13 Follow-up Information... 14 Release 17.3 Version 1.5 2017 The Queen s Printer Page 2 of 16
Document History Version # Date 1.0 August 2015 Initial version of guide 1.1 November 2015 Updates to reflect Release 5.2 1.2 June 2016 Updates to reflect Release 6.1 Updates to reflect Release 6.3 as follows: To support the COJG program changes regarding follow-ups, EOIS-CaMS is being changed and will eliminate the need for the work-around outlined in Memorandum COJG2016-02, issued on May 13, 2016. 1.3 December 2016 The changes noted below have been made in both the application and this report, effective November 21, 2016 for EOIS-CaMS and the next subsequent scheduled report run. - The Exit questions have been removed. - Reponses provided at Exit will still be reflected in this report and cannot be viewed in CaMS. - The former Exit only questions are now part of the 3 month follow-up. - Any responses entered for those former Exit only questions have been copied to the 3 month follow-up. Note added regarding new Case Activity Report - Data Manipulation Tips document. 1.4 April 2017 Updates to reflect Release 7.0 1.5 September 2017 Updates to reflect Release 17.3 Column for Inactive has been added at the client level. Report retention period Release 17.3 Version 1.5 2017 The Queen s Printer Page 3 of 16
This report shows COJG Employer case activity grouped and totaled by Case Owner and Stream for the previous and current fiscal year (data filters are based on report period and associated field dates) and it allows for case management of COJG employers. There is a summary per case owner by status shown at the top of the report. Access This report is available to service provider managers. Format, Schedule and Retention This report is in Excel format to accommodate the ability to adjust font size, column widths, sort and manipulate data, and print based on service provider preferences. This report will run weekly, available on Monday mornings, with a total of 264 weeks of reports being retained on the EOIS SP Reporting Website. Data Filtering COJG Employer Service plan cases are filtered into the report based upon their service plan being in an open, approved or active status, or being closed in the current or previous fiscal year. Service plans that are closed with a closure reason of Opened in Error are excluded from the report. Data Sources The information on the report is obtained from several different CaMS pages: Employer Information The Employer information (Stream, Program Type, Employer Name, Legal Name, Preferred Language, Type of Business, Type of Sector, Year Business Was Registered, Current Number of Employees Company, and Total Number of Employees in Branch) is drawn from the Employer Home page. Release 17.3 Version 1.5 2017 The Queen s Printer Page 4 of 16
COJG Employer Case Activities Information The COJG Employer service plan information (Case Owner, Employer Case ID, Program Type, Employer Training Plan Status, Placement, Employer Training Plan Start Date, Employer Training Plan End Date, Outcome, # of Trainees Approved, # of Trainees Planned, # of Trainees Actual, Actual Number of Verified New Hires) is drawn from the Employer Service Plan Home page COJG Employer Training Activities Information The COJG Employer training activities information (Company Specific Training, Training Category, Incumbents Working, New Hires Paid, Incumbents Paid, Flexible Work Arrangements, Number of Incumbents, Number of New Hires, Part Time to Full Time, Seasonal, Existing Retained, Layoffs Avoided, More Advanced Occupation, Increased Wages, Trainees Hired, Unemployed to Full Time New Hires, Seasonal to Year Round, Unemployed to Part Time New Hires, Industry Certificate) is drawn from the Trainees and Cost tab within the Client Summary page. Training Provider Information The Training Provider Information (Training Provider Name, Training Provider Type, Course Title, Credential, Method) is drawn from the most recent Client Summary page under the Training Details tab Contribution Information The Contribution information (Agreement Value, Travel Costs New Hires, Travel Costs Incumbents, Employer Contribution, Employer Contribution %, Employer Contribution Cash, Employer Contribution In Kind, Employer Contribution In Kind %, MTCU Contribution, MTCU Contribution %, # of Trainees - Approved) is drawn from the Trainees and Cost tab within the Client Summary page of the employer service plan. Final Information This represents the actual costs of closed agreements with activity in the current fiscal year. The employer s contribution for each participant (Final Actual Cost, Final Actual Employer Contribution, Final Actual Employer Contribution %, Final Actual Employer Contribution Cash, Final Actual Employer Contribution - In Kind, Final Actual Employer Contribution - In Kind %, Final Actual MTCU Contribution, Final Actual MTCU Contribution % is drawn from the Plan Content page within the trainee service plan. Release 17.3 Version 1.5 2017 The Queen s Printer Page 5 of 16
Follow-up Information Follow-up information is pulled from the Case Review from the Service Plan Event page ( Outcome at 3 months and Outcome at 12 months ). Data will only appear in this section of the report if an event review has been updated within the report period based on the review s Actual End Date. Outcomes for reviews with a status of Opened in Error are excluded from the report. Totals Totals are provided by stream (Over 25, 25 or fewer, and Consortium) case owner and by case status for number of Submission Number of Employees Company, Current Number of Employees Company, Number of Employees Branch, Company Specific Training, Incumbents Working, New Hires Paid, Incumbents Paid, Flexible Work Arrangements, Number of Incumbents, Number of New Hires, Part Time to Full Time, Seasonal, Existing Retained, Layoffs Avoided, More Advanced Occupation, Increased Wages, Trainees Hired, Credential, Placement, Agreement Value, Employer Contribution, Employer Contribution Cash, Employer Contribution In Kind, MTCU Contribution, # of Trainees Approved, # of Trainees Planned, # of Trainees Actual, Final Actual Cost, Final Actual Employer Contribution, Final Actual Employer Contribution Cash, Final Actual Employer Contribution In Kind, Final Actual MTCU Contribution. Note: Please refer to the Case Activity Report Data Manipulation Tips document on how to manipulate case activity reports to obtain fiscal based data, located under Guides and Resources on the EOPG. Release 17.3 Version 1.5 2017 The Queen s Printer Page 6 of 16
Appendix Detailed Column s Case Owner (Name) Stream Program Type Employer Case ID The Service Provider staff person associated to the case. Employer Application Stream will display one of the following on the report: Less or equal to 25 Greater than 25 Consortium Unknown The type of COJG application or COJG Pilot. Employer service plan (COJG Employer Service Plan) Case Reference # Employer Information Employer Name The Employer s Business/Trading name. Legal Name The Employer s legal name. Contact name Employer s primary contact. Preferred Language The Employer s preferred language to be contacted (English or French). Type of Business The type of business. Type of Sector Type of Sector has to be derived based on the first 2 digits of the NAICS Code entered. Year Business Registered The year the business was registered. Submission Number of Employees Company Total number of employees that were submitted into the system via the COJG application. Current Number of Employees Company Total number of employees in the company. Contact Name Employer s Primary Contact Preferred Language Preferred Language Number of employees Branch Total number of employees in the branch. Employer Case ID Employer Service Plan case reference # Release 17.3 Version 1.5 2017 The Queen s Printer Page 7 of 16
Employer Training Activity Information Company Specific Training Training Category Training Type Expected Credentials Incumbents Working New Hires Paid Incumbents Paid In response to the question: Is this company specific training? The report displays Yes or No. In response to the question: Which one of the following training categories best describes the training you are requesting? The report displays one of the following: Career Development, Maintenance, or Essential Skills In response to the question: What type of skills will be gained with the trailing you are requesting? The report displays one of the following: Essential Skills Specialized or Technical Skills Management and Business Skills Soft Skills In response to the question: What is the expected credential/certificate to be earned upon successful completion of this training? The report displays one of the following: No credential Educational Industry/Occupation (10 or fewer hours of training) Industry/Occupation (greater than 10 hours of training) Proprietary In response to the question: Will incumbent staff be working during their Training? The report displays Yes or No. In response to the question: Will new hires be paid during training? The report displays Yes or No. In response to the question: Will incumbent staff be working during their training? The report displays Yes or No. Release 17.3 Version 1.5 2017 The Queen s Printer Page 8 of 16
Flexible Work Arrangements Planned Number of incumbents Planned Number of new Hires Part Time to Full Time Seasonal Existing Retained Layoffs Avoided More Advanced Occupation Increased Wages In response to the question: Will you support the completion of training through flexible work arrangements for existing workers? The report displays Yes or No. Sum of all the number of employees for a COJG Employer Service Plan, where the status is Active. Sum of all the number of hire hires under the Training Details screen for a COJG Employer Service Plan number, where the status is Active. In response to the question: How many positions will increase from part-time to full time employment as a result of the training? The report displays the number of positions that will increase from part to full time. In response to the question: How many positions are seasonal? The report displays the number of seasonal positions that are associated with the training for participants. In response to the question: How many existing workers will remain in their current jobs as a result of the training? The report will display the number of workers that will remain in their current jobs because of training. In response to the question: How many layoffs will be avoided with this training? The report displays the number of layoffs avoided because of training. In response to the question: How many employees will be in a more advanced occupation as a result of training? The report displays the number of employees that have attained a more advanced occupation from this training. In response to the question: How many employees will see an increase in wages as a result of the training? The report displays the number of employees that have attained increased wages from this training. Release 17.3 Version 1.5 2017 The Queen s Printer Page 9 of 16
Trainees Hired Unemployed to Full time New Hires Seasonal to Year Round Unemployed to Part time New Hires Industry Certificate Training Provider Information Training Provider Name Training Provider Type Course Title Credential Method In response to the question: How many trainees do you intend to hire upon completion of the training? The report displays the number of trainees that an employer intends to hire after training. The amount of full time positions that will be filled by unemployed individuals The amount of positions that will increase from seasonal to year round as a result of the training The amount of part time positions that will be filled by unemployed individuals The amount of individuals that will obtain an industry recognized certification as a result of the training Training provider s name. The type of Training Provider will be displayed on the report as one the following options: Product Vendor Public College Registered Public College School Board Union Based Training University The name of the training course (e.g., Comprehensive Web Design). The credential attained via training (e.g., Certificate of Web Design) Method of Training is displayed on the report as one of the following: Blended (combination of training methods) Classroom Online Onsite Release 17.3 Version 1.5 2017 The Queen s Printer Page 10 of 16
Placement The report will display a Yes or No if there are COJG Placement with Incentive Plan Items that are linked to a trainee service plan (COJG Participant Service Plan) and where the Plan Item status is In Progress or Completed with an outcome other than Cancelled. Contribution Information Agreement Value Travel Costs New Hires Travel Costs Incumbents Employer Contribution Employer Contribution % Employer Contribution Cash Employer Contribution In Kind Employer Contribution In Kind % MTCU Contribution Calculation of the Total Agreement Value for the COJG application: COJG Application Employer Total Cost of Training + COJG Application Employer Total Cost of Training 50 Plus The cost of travel for new hires The cost of travel for incumbents Calculation of the Employer Contribution is the sum of the Employer Contribution in Cash and the Employer Contribution in Kind: Employer Cash Contribution + Employer In Kind Contribution + Employer Contribution 50 Plus Calculation of the Employer Contribution % is the Employer Contribution divided by the Agreement Value: Employer Contribution / Agreement Value Calculation of the Employer Contribution in Cash for training: Employer Cash Contribution + Employer Cash Contribution 50 Plus The Employer Contribution in Kind: Employer In Kind Contribution Calculation of the Percentage of Employer Contribution In Kind: Employer Contribution In Kind / Employer Contribution Calculation of the MTCU Contribution: MTCU Contribution + MTCU Contribution 50 plus Release 17.3 Version 1.5 2017 The Queen s Printer Page 11 of 16
MTCU Contribution % Calculation of the MTCU Contribution % is the MTCU Contribution divided by the Agreement Value: MTCU Contribution / Agreement Value Employer Case Activity Information Employer Training Plan Status Employer Training Plan Start Date Employer Training Plan End Date Duration (weeks) Employer service plan Status (i.e., Open, Approved, Active, Closed) is pulled from the Employer Service Plan Home page. Employer service plan Start date is pulled from the Employer Service Plan Home page. Employer service plan End date is pulled from the Employer Service Plan Home page. The length of the training is displayed under the Duration column on the report and is Calculated as: Program End Date - Program Start Date = Duration (weeks) If either Program Start Date or Program End Date is NULL then duration will be displayed as NULL and will not be calculated in the average duration. Outcome The Service Plan Outcome. # of Trainees Approved Number of Trainees approved is pulled from the Client Summary of the employer service plan. # of Trainees Planned Count of all valid trainee service plans associated to the employer service plan. (For example, if an employer has 3 trainee service plans and only 2 of those trainee service plans are valid then the number will be 2.) # of Trainees Actual Count of all valid trainee service plans that have started training, regardless of whether they have finished training or not. (For example if an employer has 3 trainee service plans of which only 2 are valid and out of those valid ones, only one has started, then the number will be 1.) Planned Number of Incumbents Sum of all the number of employees for a COJG Employer Service Plan, where the status is Active. Release 17.3 Version 1.5 2017 The Queen s Printer Page 12 of 16
Planned Number of New Hires Actual Number of Incumbents Actual Number of New Hires Actual Number of Verified Unemployed New Hires Inactive Final Contribution Information Final Actual Cost Final Actual Employer Contribution Final Actual Employer Contribution % Final Actual Employer Contribution Cash Final Actual Employer Contribution In Kind Final Actual Employer Contribution In Kind % Sum of all the number of hire hires under the Training Details screen for a COJG Employer Service Plan number, where the status is Active. Sum of all the number of employees for a COJG Employer Service Plan, where the status is In Progress or Completed, with an Outcome other than Cancelled. Sum of all the number of hire hires under the Training Details screen for a COJG Employer Service Plan number, where the status is In Progress or Completed, with an Outcome other than Cancelled. The count of the linked trainees who have the Verified Unemployed New Hire value set to Yes Yes indicates that there have been no updates to the service plan data in the last 60 days. Final Actual Cost sum: Actual Total Cost Final Actual Employer Contribution sum: Actual Employer Cash Contribution + Actual Employer In Kind Contribution Percentage of the Final Actual Employer Contribution out of the Final Actual Cost: Final Actual Employer Contribution / Final Actual Cost Final Actual Employer Contribution - Cash sum: Actual Employer Cash Contribution Final Actual Employer Contribution - In Kind sum: Actual Employer In Kind Contribution Percentage of the Final Actual In Kind Contribution out of the Final Actual Employer Contribution: Final Actual Employer Contribution - In Kind / Final Actual Employer Contribution Release 17.3 Version 1.5 2017 The Queen s Printer Page 13 of 16
Final Actual MTCU Contribution Final Actual MTCU Contribution % Final Actual MTCU Contribution sum: Final Actual Cost Final Actual Employer Contribution Percentage of the Final Actual MTCU Contribution: Final Actual MTCU Contribution / Final Actual Cost Follow-up Information Follow-up Date @ 3 months Employer Satisfaction @ 3 Months Accessed Training without COJG @ 3 Months Continue to Deliver COJG @ 3 Months Met Needs @ 3 months Met Workforce needs @ 3 months Productivity Increased @ 3months The follow-up at 3 months is only recorded if the Service Plan has a case review with an Actual End Date. The employer s satisfaction with the service provided. Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. In response to the question: You would have accessed this training without COJG? Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. In response to the question: Do you think that Ontario should continue to deliver the Canada-Ontario Job Grant? The report will display a Yes or No. In response to the question: Your skills/training needs were met. Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. In response to the question: Did the skills training meet the workforce needs of the employer? Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. In response to the question: Has the employer seen an increase in the trainee's productivity? Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. Release 17.3 Version 1.5 2017 The Queen s Printer Page 14 of 16
Trainees Retained @ 3 months Trainees Retained @ 3 months % Expectations Met @ 3 months Follow-up Date @ 12 months Met Needs @ 12 months Met Workforce needs @ 12 months Productivity Increased @12 months Trainees Retained @ 12 months In response to the question: How many of the trainees have been retained by the employer? The report displays the number of trainees retained by the employer at 3 months after the training. The calculation for the percentage of Trainees retained at 3 months: Trainees Retained @ 3 Months / # of Trainees Actual Only display this value if Actual End Date of 3 month Case Review is not blank. In response to the question: Your expectations of the program were met. Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. The follow-up at 12 months is only recorded if the service plan has a case review with an Actual End Date. In response to the question: Your skills/training needs were met. Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. In response to the question: Did the skills training meet the workforce needs of the employer? Based on a 1 to 5 rating scale 1 lowest to 5 highest. In response to the question: Has the employer seen an increase in the trainee's productivity? Based on a 1 to 5 rating scale 1 lowest to 5 highest. In response to the question: How many of the trainees have been retained by the employer? The report displays the number of trainees retained by the employer at 12 months after the training. Release 17.3 Version 1.5 2017 The Queen s Printer Page 15 of 16
Trainees Retained @ 12 months % Expectations Met @ 12 months The calculation for the percentage of Trainees retained at 12 months: Trainees Retained @ 12 Months / # of Trainees Actual The report will only display the percentage if Actual End Date of the 12 month Case Review is not blank. In response to the question: Your expectations of the program were met. Based on a 1 to 5 rating scale, where 1 is the lowest and 5 is the highest. Release 17.3 Version 1.5 2017 The Queen s Printer Page 16 of 16