Support and Outcome Tracker Assistance

This article will take you through the steps for best practice when using the Outcome Tracker and the Support Tracker. These are independent reports which function separately to achieve ……..? 

1. To begin cleaning up and utilising your Outcome and Support Trackersyou will need to start in the Job Seeker Listing section of Job Ready.
   • Select 'Job Seekers' then 'All Job Seekers' 
     
     
     
2. Apply the below filters to create the anticipated list of Job Seekers
   • + Add Filter’ 
     • Job status Active– this refers to any job seeker that has at least one active placement against them 
       • Ended – refers to any jobseeker who has ever had a placement in the system that is now ended
       • Not Placed – the job seeker does not have any placements
     • Phase
       • Ongoing Support (OS)
       • Post Placement Support (PPS)
     •  Status
       • Commenced – This will reflect the placement status of the Job Seekers 
   • To save this search, select ‘Save Search’
   • Once you select ‘Apply’ a list of Job Seekers and their placement status will populate.
3. Should you have a large volume of Job Seekers in the Phase of Ongoing Support you can create a New DES Placement to bridge this function.
   • Select ‘Placement’ then ‘New DES Placement’
     
     
     
   • Enter the Jobseeker ESS ID and select the effected Job seeker
   • Enter the Placement type. Based on the placement type you will be required to fill out all mandatory fields associated to the placement type.
   • Then select ‘Create Placement’
     
     
4. From here to check how many active jobs are in your Support Tracker select ‘+ Add Filter’ then ‘Job Status’ then ‘Active’
   
   • If you would like to check the Placements for Job Seekers select ‘+ Add Filter’ then ‘Placement in Support Tracker’ then ‘Yes’
     
     
     
5. To add the Placements you wish to track select ‘Placements’ the ‘All Placements’. 
   • Placement in relation to Anchor
     • Anchor – Placements which are currently anchored
     • Started after Anchored – Placements which have started after the anchored date
     • Started before anchored – Those placements which started before the anchor date
       
       
       
     • Note: In the job seekers profile you can view those placements, which are anchored, started before or after anchoring. 
6. Select the below filters then select ‘Apply’
   • These filters will ensure your placements list shows all placements which are ‘Anchored’ in ‘OS’ and ‘PPS’ and their status is ‘Commenced’
     
     
7. Once you have the desired results in the Placements window select ‘Bulk Actions’ then ‘Support Schedule Tracker’
   
   
   • A window will pop up showing the number of placements you are about to update and to confirm your actions. Select ‘Proceed and Prepare Records
     
     
8. The next window will prompt you to set a date for when you would like the functionality to start rolling. This can be any date appropriate to your organisation.
   • This function will be performed weekly, fortnightly or monthly depending on your settings (please check your support settings in the administration window). Should you wish to change the date for this report, please select the desired frequency in this window.
     • Note: This date is adjustable should you require to change it in the future
     • Performing this action may take some time. To check the report is progressing view the Job Seekers window.
9. Claims
   • To ensure that the Outcome Tracker is reflecting the correct information the claims tracker needs to be filtered. Please open the ‘Claims’ window
   • The below filters will need to be applied to procure the desired report.
   • + Add Filters’ - Select the below filters to endure this report is accurate.
     • Claim State 
       • Overdue claims. These are claims that have not been resolved.
     • Due Date 
       • Select a date that your organisation would like to close unresolved claims from. 
     • Claim Type 
     • Select any claim type you wish the report to reflect
       
       
       
10. When the desired filters have been applied and you are happy with the list of claims the report has generated select ‘Bulk Actions’ then ‘Mark as Non Payable’
    
    
    
    • Then select 'Proceed and Prepare Records
      
      
      • Note: Performing this action may take some time. This process can be done in stages. To do this in stages change the date to an earlier year in the “Due Date” field. Once the first lot of claims have been marked as non payable make sure you change the start date of the second lot to the end date of the first in “Due Date”. 
    • From here the system will prepare those records you wish to Mark as Non Payable and will prompt you to leave a comment. 
    • Then select 'Mark as Non Payable'.
      
      
11. To monitor the progress of your Bulk Actions select 'Bulk Actions' on the left hand side menu.
    • Note: When the bulk actions have been completed you can review the results in the Outcome Tracker and Support Tracker.
12. Placement Listing
    •  All Placements – any placement you get through subscription from ESS (please check the correct permissions have been enabled through the ‘Placement creation’ window in the ‘Admin’ tab on the left hand side). 
    • Ensure that your ‘Outcome Start date on or after’ is set at 01/01/2000. Then select ‘Save’.
    • To view your Placements List select ‘Placement’ then ‘All Placements’
      
      
      
      
      
13. If you would like to view which placements are visible or not visible on your Outcome Tracker in to the ‘Placements’ window. ‘+ Add Filter’ then ‘Visible on Outcome Tracker’. 
    • From here you can select ‘Yes’ or ‘No’.
    • There are three reasons why claims may not be seen on the Outcome Tracker. You can check these by going to the Placements window and selecting ‘+ Add Filter’ then ‘Why Placements is NOT on Outcome Tracker’. From here you can select any of the below.
      • All Outcome Claims Resolved - All the claims have been resolved or marked as Non Payable
      • Outcome non-pay reason - Due to the ESS subscription or a job seeker has exited before they are available to claim.
      • Mark as Do No Track - Only Vacancy Placements will be tracked. Those which are labeled, Vacancy and Education Placements will not be tracked.
14. Outcome Tracker
    • To view the Outcome Tracker select ‘Placements’ then ‘Outcome Tracker’