Training Provider Users Guide

Texas WIA Eligible Training Providers
Training Provider Users Guide
Release 3 - Version 1.0

September 2005

Table of Contents
September 2005
ETPS Users Guide Release

3 - Version 1.0
2
Contents
Section
Page
Overview
Introduction
.
Training Provider Users
Guide..
Key Features for
Providers
.
Inquiries...
...
2
2
3
3
3
Providers Secured Access Section

Accessing the Providers Secured Access
Section.
Provider Navigation
Options
..
Application
Notes
.
Information & Help
Features
.
Deleting a Training Location
Record.
Deleting Saved Initial Eligibility
Applications.................................................
Withdrawing an Application..
.
Public Access Section

Accessing the Automated
System
Public Access Navigation
Options
Information & Help
Features
.
4
5
6
6
7
7
8
Performance & Reporting

Introduction
.
WIA ETPS Performance
Report.....................................................................
DOL Waiver Extension Subsequent Eligibility
Applications..
September 2005

3 - Version 1.0
3
Contents
9
9
10
September 2005

3 - Version 1.0
4
Contents

Section 1: Overview
Introduction
The Workforce Investment Act of 1998 (WIA) provides the framework for a unique
national workforce preparation and employment system designed to meet the
needs of the nations businesses and job seekers and those who want to further
their careers.
A primary goal of WIA is ensuring participant access to a variety of quality
training programs. Local Workforce Development Boards (Boards) have the
primary responsibility for working directly with training providers to facilitate
timely submission of complete, acceptable applications.
Training providers (TP) are required to apply through Local Workforce
Development Board(s) (Board) for the area(s) of the state in which they wish to
provide training services. The automated WIA Eligible Training Provider System
(ETPS) was developed to facilitate the application submission and review process.
Programs/courses that are Board-approved and certified by the Texas Workforce
Commission (TWC) are posted on Texas Statewide List of Certified Training
Providers. In addition to the required use for WIA Adult and Dislocated Worker
programs, the listing may also be used by the other major workforce programs
administered by the Boards, including:
WIA Older Youth (19-21) and Out-of-School Youth,

TANF/Choices,
Food Stamp Employment and Training,
Welfare-to-Work, and
Trade Adjustment Assistance.

The purpose of this guide is to provide training providers with general information and
procedures for accessing and using the automated system. Providers are given an
overview of the public access and secured provider sections of the automated system,
including general information regarding:
Information & Help Features

Access & Navigation Options
Performance & Reporting Exceptions
This guide is not intended to provide training providers with all policies and
procedures related to the certification of training programs but is intended as a guide
for using the automated system. Providers are encouraged to review the information
provided via Certification Process section of the site (public view or secured view,
Info navigation option) for detailed information on policies and procedures as well as
contact information for each Board.
September 2005
ETPS Users Guide Release 3 - Version 1.0
Page 1
Key Features for Providers

Key features of the automated system include:
Numerous information and help features, including:

Messages and Release Notes display on the public and/or secured access
Home Page(s).
Descriptive, instructional language on applicable web pages.
Links to Tips & Terms for definitions and/or instructions.
Links to detailed application instructions.
Red asterisks (*) display to indicate required entry fields.
Option to submit Initial Eligibility Applications to one or more Boards
simultaneously.
Option to use a previously saved application as a template for a new Initial
Eligibility Application.
Option to delete Training Location records with no associated program applications
or only Initial Eligibility Applications with a current status of Deleted by Provider.
Option to delete Initial Eligibility Applications with a current status of Saved by
Provider.
Provider and Program sections of the Subsequent Eligibility Application pre-filled
with information currently on file.
Online submission of application Change Requests for Board and TWC review.
Instant access to current status for all applications and detailed status history for
all submitted applications.
Able to change/update many Provider Profile items across all application records.
Email notifications of key application status changes.
Email reminders to submit Subsequent Eligibility Applications.
Able to communicate directly with Board via a submitted application through
application notes.
Inquiries
For inquiries about using the automated system contact:
Email: etp.helpdesk@twc.state.tx.us
Phone: 866-256-6333 (Toll-free)
512-936-0669 (Local/Austin)
September 2005
Page 2
Section 2: Public Access Section

Accessing the Automated System
To access the system, enter the web address
http://www.twc.state.tx.us/boards/wia/tpcs/etpc.html . This web address accesses
the public sector of the system.
Recommended Internet Browsers:
Microsoft Internet Explorer, Version 5.5 or higher
Netscape, Version 6.1 or higher
Public Access Navigation Options

Within the public access section of the automated system, navigation options include:
Statewide List Access Texas Statewide List of Certified Training Providers to:
Search by provider location, provider and/or area of study,
Sort and narrow your search results, and
Review and/or print high-level program information or two-page Program
Detail about currently certified programs/courses.
Certification Process Access helpful information about Eligible Training
Provider (ETP) policies and procedures, including:
Requesting Logon Access,
Applying for Certification,
Provider Accountability,
Local Workforce Development Board Information,
Commission Rules, and
Workforce Development Letters.
Logon Access the Logon screen for authorized provider, Board and TWC users.
PAS Directory Search the list of all providers with an approved Provider
Assurance Statement (PAS) on file with the Commission.
Related Links Links to related Internet sites with information for the general
public, training providers, Board and Commission staff.

Help features included in the public access section include:
Functional Instructions Descriptive, instructional language on applicable web

pages.
Tips & Terms Clickable, underlined terms that link to helpful Tips & Terms.
Individuals researching information regarding currently certified training
programs/courses can readily obtain helpful definitions when reviewing the
Search Results and Program Detail pages accessed via the Statewide List of
Certified Training Providers search and sort features.
September 2005
Page 3
Section 3: Providers Secured Access Section

Accessing the Providers Secured Access Section
Provider Assurance Statement. To be considered for inclusion on Texas Statewide
List of Certified Training Providers and to access the automated system, training
providers must have a signed, approved Provider Assurance Statement (PAS) on file
with the Commission. Submission of the PAS authorizes the Commission to accept
and use information submitted via the automated system. The PAS applies to any/all
applications for initial or subsequent eligibility determination that are submitted to
any/all Boards. Boards may require additional assurances as part of their local
application requirements.
Where do I find the PAS form and where do I send it?

The PAS form can be accessed from two locations in the public access section of
the automated system:
Certification Process Requesting Logon Access section link
Logon
The PAS must be completed via the automated system, with a printed and signed
copy forwarded to the Commission address provided on the form.
How do I know if a PAS form has been approved for my institution,

organization, or entity?
To determine if an approved PAS form is on file with the Commission, access the
PAS Directory option in the public access section.
Logon Access. After approval of the PAS, authorized provider users enter the
secured section via the Logon option found in the public section of the site. Using
their selected User ID and Password, authorized provider users can access all provider
navigation options as well as the application records on file for the organization(s) for
which they have logon privileges. They cannot access any Board or TWC navigation
options.
Who should have access to my User ID and Password?

Authorized users should not share their User ID/Password with other individuals.
The automated system is designed to track the history of all transactions,
identifying entries/changes by date, time and user.
Need to cancel a User ID and Password?

Contact the designated Administrative Contact to request cancellation of access to
the system.
Contact information is posted:
PAS Directory (public view) for providers with an approved Provider
Assurance Statement on file.
Provider Profile (secured view).
Want more information about logon access?

Click underlined terms on the Logon screen to access Tips & Terms about the
User ID and Password, including information about changing your Password.
September 2005
Page 4
Provider Navigation Options

After successfully logging on to the secured provider section, the Training
Provider Home page will be displayed. Navigation options available to training
providers include:
Home
Home Return to the Training Provider Home page. Users with access to more
than one ETPS provider account make their provider selection from this page.
Based upon their selection, records display only for the applicable Provider ID.
My Profile Review and modify your personal account profile.
Application
Create Initial Create a new Initial Eligibility Application or use a previously
submitted application as a template.
Create Subsequent Create a Subsequent Eligibility Application for a currently
certified training program.
Update/Complete
- Update specific application items or complete and submit a previously saved
application.
- Delete Initial Eligibility Applications with a current status of Saved by
Provider.
- Submit Change Requests for Board and TWC review.
Review Status Access the detailed status history, including the Boards Status
Notes, for any application.
Withdraw Withdraw an Initial or Subsequent Eligibility Application.
Profile
Enter or update general provider and training location information.
Delete selected Training Location records.
Reports - Access the Report List to select and generate standard reports.
Statewide List
Access Texas Statewide List of Certified Training Providers without leaving the
secured access view.
Navigation options include Home, Search, Results, Program Detail 1, Program
Detail 2 and Disclaimers.
User Admin The TP Users option allows users with the appropriate administrative
privileges to:
View a list of current Training Provider users and applicants.
Access user administrative options to process account requests, edit accounts and
set permissions, lock/unlock accounts and remove system user privileges.
Info Info options open a separate browser window:
Certification Process Obtain helpful information about ETP policies and
procedures without leaving the secured access view.
Board Contacts Directory with contact information for Texas 28 Boards.
Tips & Terms Review the complete Tips & Terms file without leaving the
secured access view.
Appeal Instructions Access general information about filing an appeal with a
Board or the TWC.
Logoff - Exit the secured access view and return to Logon page.
September 2005
Page 5
Application Notes
The in-application Notes feature is available to authorized provider, Board and TWC
users. Notes entered by authorized users will display within the application, not on
the Application Status History page.
For each note, the system will display the name and type (e.g., TP, Board, TWC) of the
user saving the note as well as the date and time saved. Provider users can view all
TP and Board notes.
Only the most recently saved note can be edited or deleted. These features are
available only to the user who saved the note.
Tip: Regularly check applications that are in review by a Board and use the notes
feature to clarify outstanding issues.

Many help features are included in the automated system design:
Messages and Release Notes On the Training Provider Home page, view
Urgent Messages, Informational Messages and Release Notes about newlyimplemented modifications.
Required Fields Denoted Red asterisks (*) display to indicate required entry
fields.
Tips & Terms Throughout all public and secured access sections of the site,
users can click underlined terms to access helpful Tips & Terms.
Application Instructions Detailed instructions for completing Initial and
Subsequent Eligibility Applications can be accessed via:
Certification Process Applying for Certification link, or
Clickable links from all application sections
System-Generated Messages
Provide notice of system-related requirements, such as submission of PAS
Renewal Forms,
Prompt correction of entry and navigation errors, and
Request user confirmation of key system functions, such as application
submission or withdrawal.
Error Report After clicking the application Submit button, providers will receive
an Error Report if any application items are incomplete or incorrect. Providers
can link to the applicable application section(s) to make appropriate changes
before reattempting submission.
September 2005
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Key Consideration: For many application fields, the automated system can edit for
completeness, but not for correctness. Carefully review all fields before submitting
new or updated information!
September 2005
Page 7
Information & Help Features contd

Best tips!
Always consider saving entries before exiting entry pages, including those
accessed via:
Provider Profile
Create Initial
Create Subsequent
Update/Complete
Always pay attention to error and confirmation messages to decrease chances of
error or mistaken action such as withdrawing an application record.
For additional help, contact the Help Desk at:
Email: etp.helpdesk@twc.state.tx.us
Phone: 866-256-6333 (Toll-free)
512-936-0669 (Local/Austin)
Deleting a Training Location Record

Providers may delete a Training Location record if there are no associated
program applications or only Initial Eligibility Application(s) with a current status
of Deleted by Provider. To delete a record, click 'Provider Profile' on the
navigation bar. From the Training Location section of the page, click the
appropriate address to access the location record. After reviewing the record,
click the Delete button. Users will be prompted to confirm deletion requests.
NOTE: The Delete button will display on the Modify a Training Location page
only if the record has no associated applications or only Initial Eligibility
Applications with a current status of Deleted by Provider.
Careful! Deleted Training Location records cannot be retrieved.
Deleting 'Saved' Initial Eligibility Applications

Providers may delete one or more Initial Eligibility Application(s) with a current
status of 'Saved by Provider'. To delete application(s), click Application on the
navigation bar, then the Update/Complete tab. Use the search option(s) to
access the appropriate record(s), then select the checkbox(es) by the appropriate
Program Name(s). After reviewing the selection(s), click the Delete button.
Users will be prompted to confirm deletion requests.
NOTE: Checkboxes appear only by Initial Eligibility Applications with a current
status of Saved by Provider. If the search does not include records that meet
these criteria, the Delete button and checkboxes will not be displayed.
Careful! Be sure to select the correct application record! Consider:
Deleted applications cannot be retrieved for submittal.
September 2005
Page 8
Withdrawing an Application
Providers may withdraw an application from the certification review process or
may withdraw an application that is currently certified and posted on the
Statewide List of Certified Training Providers. Initial or Subsequent Eligibility
Applications may be withdrawn at any time after submittal to the Board(s).
To withdraw an application, click Application on the navigation bar, then the
Withdraw tab. Use the search option(s) to access the appropriate application
record. Users will be prompted to confirm withdrawal requests.
`
Careful! Be sure to select the correct application record! Consider:
Applications for the same program that were submitted to more than one
Board check the Board name.
Currently certified program vs. Subsequent Eligibility Application in review for
the same program check Application Type and Status.
September 2005
Page 9
Section 4: Performance & Reporting

Introduction
This section contains information regarding the TWIST WIA ETPS Performance
Report and information regarding reporting exceptions applicable to the
Subsequent Eligibility Application for a given program.
For detailed instructions on application completion and submission requirements,
refer to Initial Eligibility Application Instructions or Subsequent Eligibility
Application Instructions, as applicable. These documents can be accessed via:
Certification Process Applying for Certification link, or

Clickable links from all application sections.
Note! The zeroes entered for performance reporting exceptions will not be posted on
Texas Statewide List of Certified Training Providers. Applicable fields will be blank and
clarifying information will be provided in the Performance Reporting disclaimers.
WIA ETPS Performance Report

WIA employment and wage performance data required for the Subsequent Eligibility
Application is accessible from the Board. Each Board is responsible for identifying
their local protocol for making the TWIST WIA ETPS Performance Report available to
certified training providers. The report contains summary level information for three
of the required WIA performance measures: Entered Employment Rate - WIA,
Employment Retention Rate - WIA and Average Quarterly Wage WIA and includes a
listing of all WIA-supported individuals included in the WIA exit-based and/or postprogram universe(s) and indicates if a UI wage match was made for the applicable
calendar quarter(s).
Note! Providers are required to self-report Licensure Rate - WIA, Certification Rate WIA, Degree Rate - WIA and/or Skill Attainment Rate - WIA, as applicable. When
calculating the rate(s), the same adjusted time period must be used to determine
the Participant Universe - WIA (exit-based). As noted above, the TWIST Detail
Summary and Report Extract components of the WIA ETPS Performance Report
identify all individuals that are included in the exit-based universe for the adjusted
time period.
September 2005
Page 10
DOL Waiver Extension Subsequent Eligibility Applications

On July 26, 2005, U.S. DOL granted the Texas Workforce Commissions request to continue the
WIA waiver extending the time period of initial eligibility for training providers, which includes
relieving the subsequent eligibility performance reporting requirements until June 30, 2007, or
pending WIA reauthorization. All updates to program information are done through a change
request by selecting the Update/Complete tab located in the Application section.
Participant Universe ALL
Training providers retain the right to submit ALL performance data for posting on the
Statewide List of Certified Training Providers. This information will be posted only if all
required information is provided and minimum performance requirements are met or
exceeded.
If the provider elects not to submit ALL data, the Performance Section should be
completed as follows:
Methodology: Enter DOL Waiver.

Reporting Period ALL: Enter the appropriate dates for the standard twelvemonth Reporting Period.
Participant Universe ALL: Enter the number zero (0).
ALL Performance Measures: Enter the number zero (0) in the applicable fields.
Participant Universe WIA

First Subsequent Eligibility Applications: Given the lag for the Participant
Universe - WIA (exit-based and post-program), there will be no WIA data (i.e., no
individuals in the exit-based or post-program universes) for the first Subsequent
Eligibility Application. In this case, selected Performance Section application fields will
be pre-populated as outlined below. No additional entries are required in the
Participant Universe - WIA fields.
Reporting Period WIA: The current Certification Effective Date and

Certification Expiration Date for the Begin Date and End Date, respectively.
Participant Universe - WIA (exit-based): The number zero (0).

Participant Universe - WIA (post-program): The number zero (0).
Second and Succeeding Subsequent Eligibility Applications: The WIA section

should be completed as follows:
Reporting Period WIA: The Begin Date will be prepopulated with the current
Certification Effective Date. For the End Date, enter the current Certification
Expiration Date. [NOTE: See the Prior Year Application Information box in the
Provider section of the application.]
Participant Universe WIA (exit-based): Enter the number zero (0).
Participant Universe WIA (post-program): Enter the number zero (0).
WIA Performance Measures: Enter the number zero (0) in the applicable fields.
The zeroes entered for the ALL and/or WIA performance measures will not be posted
on the Statewide List of Certified Training Providers.
September 2005
Page 11
September 2005
Page 12

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