Membership Application Database (MADb) Administration

2950 College Avenue Escanaba, MI 49829 (906) 789-0558

Workforce Consulting Services

MADb User Training, Revision 2

Michigan Works! is an equal opportunity employer / service. Auxiliary aids, services and accommodations are available to individuals with disabilities upon request. To request an accommodation, please call our EO Officer, Amy Hebert, at (906) 789-0558 or Michigan Relay Center at (800) 649-3777.

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Table of Contents
How to Use this Manual _________________________________________________ 7 Section 1: Introduction __________________________________________________ 8
Background________________________________________________________________ 8 Accessing MADb Administration ______________________________________________ 8

Section 2: Skill Set Management__________________________________________ 10
Background_______________________________________________________________ 10 Management ______________________________________________________________ 10
Managing Skills _________________________________________________________________ 11 Managing Skill Types ____________________________________________________________ 12

Section 3: Occupation Management _______________________________________ 15
Background_______________________________________________________________ 15 Management ______________________________________________________________ 15
Adding an Occupation ____________________________________________________________ 15 Edit an Occupation_______________________________________________________________ 16 Delete an Occupation_____________________________________________________________ 17

Section 4: Marketing Management________________________________________ 19
Background_______________________________________________________________ 19 Management ______________________________________________________________ 19
Adding a Marketing Response______________________________________________________ 19 Edit a Marketing Response ________________________________________________________ 19 Delete a Marketing Response ______________________________________________________ 20

Section 5: Kiosk Management____________________________________________ 22
Background_______________________________________________________________ 22 Management ______________________________________________________________ 22
Resources ______________________________________________________________________ 22 Survey (Satisfaction Questions)_____________________________________________________ 26 Marketing______________________________________________________________________ 29

Section 6: Assessment Test Management ___________________________________ 31
Background_______________________________________________________________ 31 Management ______________________________________________________________ 31
Adding an Assessment Test ________________________________________________________ 31 Edit an Assessment Test __________________________________________________________ 32 Delete an Assessment Test_________________________________________________________ 32

Section 7: Emergency (Rapid Response) Management ________________________ 34
Background_______________________________________________________________ 34 Management ______________________________________________________________ 34
Adding an Emergency ____________________________________________________________ 34 Edit an Emergency_______________________________________________________________ 35 Delete an Emergency _____________________________________________________________ 35

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MADb User Training, Revision 2 Section 8: Staff Management ____________________________________________ 37
Background_______________________________________________________________ 37 Management ______________________________________________________________ 37
Edit Staff ______________________________________________________________________ 38 Delete Staff ____________________________________________________________________ 39

Staff Reassignment_________________________________________________________ 39

Section 9: User Management ____________________________________________ 41
Background_______________________________________________________________ 41 Management ______________________________________________________________ 41
Update a User Account ___________________________________________________________ 43 Delete a User Account ____________________________________________________________ 43

Section 10: Fund (Source) Management ___________________________________ 45
Background_______________________________________________________________ 45 Management ______________________________________________________________ 45
Adding a Fund Source ____________________________________________________________ 45 Edit a Funding Source ____________________________________________________________ 45 Delete a Funding Source __________________________________________________________ 46

Section 11: MADb Tools Administration ___________________________________ 48
Background_______________________________________________________________ 48 Delete Job Seeker Services __________________________________________________ 48 Manage Scanned Services ___________________________________________________ 49
Add a Service___________________________________________________________________ 50

______________________________________________________________________________ 50

______________________________________________________________________________ 50

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___ 50 Edit a Service ___________________________________________________________________ 51 Activate / Inactivate ______________________________________________________________ 52 Purge Scans ____________________________________________________________________ 53 Permanently Delete Service ________________________________________________________ 54

Section 12: Table Level Modifications _____________________________________ 55
Background_______________________________________________________________ 55 Educational Attainment ____________________________________________________ 55 Employment Status ________________________________________________________ 55 Exit to Employment ________________________________________________________ 56 Location _________________________________________________________________ 56 County ___________________________________________________________________ 56 Race / Ethnicity ___________________________________________________________ 56 Referral Outcome__________________________________________________________ 56 Referral Purpose __________________________________________________________ 56 Scanned / Facilitated Services ________________________________________________ 57

Section 13: Code Level Modifications______________________________________ 58 System Defaults _______________________________________________________ 58
Sequence Length __________________________________________________________ 58 Follow-Ups _______________________________________________________________ 58 Technical Assistance / Help Desk _____________________________________________ 59 Equal Opportunity Suppression ______________________________________________ 59 Staff Assigned _____________________________________________________________ 59 Migrant Seasonal Worker ___________________________________________________ 60 Youth ____________________________________________________________________ 60

Marketing ____________________________________________________________ 60
Image Size ________________________________________________________________ 60 Files _____________________________________________________________________ 61 Location _________________________________________________________________ 61

Section 14: Assessment Test Result Protocols _______________________________ 62 Section 15: Kiosk Resource Icons _________________________________________ 63 Section 16: Training Resources – Job Seeker Barcodes _______________________ 65

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MADb User Training, Revision 2 Section 17: Training Resources – Scanned Services __________________________ 66

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How to Use this Manual
Icon key:

Observe first, then practice.

Practice. Process or steps for you to perform as the learner. Important concept that will relate to other aspects of the training.

Important note about the system.

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Section 1: Introduction
Background
The Membership Application Database (MADb) System architecture is designed to be highly flexible to various One-Stop implementation needs. Customizations to MADb may be done from two levels. • Level 1: MADb Authentication. o This level allows customization from the MADb Administration system, for users who have Administrator level access. The majority of the discussion of this manual, will discuss these options. • Level 2: System Administrator. o The One-Stop system administrator may control certain MADb defaults, by accessing the code of the MADb system. Further, they may make additional customizations to the MADb dataset, which are not included in the MADb Administration system.

Accessing MADb Administration
MADb users who have Administrator level access may access the “System Management” functions from the main MADb Administration screen.

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MADb User Training, Revision 2 The MADb System Administration screen supports the following functions: Skill Set Management: Add, edit and delete major skill set categories. Add, edit and delete skills related to skill set categories. Occupation Management: Add, edit and delete occupations and education areas. Add, edit and delete marketing responses. Add, edit and disable kiosk resources. Add, edit and disable kiosk survey questions. Assessment Test Management: Emergency (Rapid Response) Management: Staff Management: User Management: Fund (Source) Management: Add, edit and delete assessment tests. Add, edit, disable, and delete emergency (rapid response) surveys. Add, edit, delete, and reassign staff. Add, edit and delete MADb users. Add, edit and delete funding sources.

Marketing Management: Kiosk Management:

Foreign Key Relationships Deleting some resources in MADb using the MADb Administrator or directly from MS SQL, may cause an SQL error due to a Foreign Key (FK) relationship. If this occurs, it is best not to force the delete. The deletion may be possible, by first deleting or re-assigning all references to the table row and then attempting the delete again. Back-Up If performing significant changes to the dataset from the MADb Administrator, from the code, or directly to the SQL – a back-up of the table(s) should be made.

~ End of Section 1 ~

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Section 2: Skill Set Management

Background
MADb allows for the capture of job seeker skills through self-registration and staff facilitated registration. The purpose of this data is to support matching of the knowledge, skills and abilities (KSA’s) of job seekers with employers seeking the same KSA’s. MADb skills are broken down into a one-to-many relationship between major “skill types” (one) and skills (many); an example follows:

Skill
Food preparation

Skill Type
Service & Hospitality Information Technology

Cashier / Clerk Line Cook Operate MS Office Database Management Systems Administrator ICDL Certification

This function is MADb will allow for the adding, editing, and deleting of both “skill types” and skills. It is important to remember that all skills are required to be associated with a skill type.

Management
To manage skill types and skills in MADb, you access these features from the System Management menu selection and select “Skill Set Management”. From skill set management, there are two sections Skill and Skill Type. • • Skill, allows for the adding, editing and deletion of skills, and to associate those skills with skill types. Skill Type, allows for adding, editing and deletion of skill types.

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Managing Skills
From the skill sub-section you may choose to add, edit or delete a skill.
Adding Skills

To add a skill, click Add Skill and the following screen will display:

The following are required to be completed to add the skill: 1. Skill. Type the English language skill to be added to MADb. 2. Skill Type. Select the skill type from the drop-down box. If this is a new skill type not yet entered, you will need to return to the previous screen and add that skill type first. 3. Skill Type (Spanish). Type Spanish translation of the skill here. Once done, click the
Edit Skills

button to save the new skill.

To edit skills select the Edit Skills link from the Skill Set Management menu. The next screen will display a list of skills (in the order entered into MADb) for editing. The skill name is a hyper-link which may be clicked to edit the skill.

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MADb User Training, Revision 2 After clicking the skill to be edited, a screen similar to the skill entry screen will display, with the existing information pre-filled in the form. Make any necessary changes and click the button.

Delete Skills

To delete skills click the Delete Skills link from the Skill Management Menu. The following screen will display skills (in the order entered into MADb) which may be deleted. To delete a skill or skills click the checkbox to the left of the skills.

After all skills are checked that you wish to delete, click the button. You will be asked to confirm this choice. After confirming, the skills are permanently deleted from the MADb system.

Managing Skill Types
From the skill sub-section you may choose to add, edit or delete a skill type.
Adding Skill Types

To add a skill type, click the Add Skill Type link from the Skill Set Management menu. The following screen will display a form allowing the new skill type to be entered:

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In the “Skill Type” text box type the English Skill Type name, and in the “Skill Type Spanish” text box enter the Spanish translation. When done, click the button to save the new skill type into MADb.
Editing Skill Types

To edit a skill type, click the Edit Skill Type menu item from the Skill Set Management menu. After clicking the skill to edit, a list of skill types in the MADb system will display. The skill type name is a hyper-link, which will allow you to edit the skill once clicked.

After selecting a skill type to edit, the data entry form like the add a skill type now displays, with the selected data pre-filled. You may make whatever edits are necessary to this form.

Once done, click the

button to save the changes into MADb.

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Delete Skill Types

To delete a skill type, click the Delete Skill Type menu item from the Skill Set Management menu. The following screen will display a list of skill types, in the order entered into MADb. To select skill types for deletion, click the checkbox to the left of the skill type name.

Once all desired skill type(s) are chosen for deletion, click the button at the bottom of the screen.

Practice the following: 1. Bring up an existing skill and skill-type record to familiarize yourself with the process. 2. Make a new skill type, and call it your last name. For Spanish enter your last name and enter “(SP)” after your last name. 3. Now enter new skills. For skills, enter your first name and associate it with the skill type matching your last name. 4. Repeat step #3 for everyone in your immediate family. 5. Go to the “Candidate” report or “Candidate Skills” report and observe how your data is displayed. 6. Return to the Skill Set Management menu. 7. Delete your individual skills.
8. Delete your skill set.

~ End of Section 2 ~

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Section 3: Occupation Management

Background
MADb uses the table of Standard Occupation Codes, as used in O*NET, to associate employment history to a standard definition of occupations. In addition, MADb uses the occupations table to associate the type of education with this table. MADb aligns fully to standard occupation codes used for labor market information (LMI) and the O*Net system.

The occupations table that comes by default with MADb aligns to O*Net – English 6.0 and O*Net – Spanish 5.0. Changes including deletions and additions without properly referencing O*Net may prevent analysis related to governmental labor market information.

Management
The Occupation Management function in MADb will allow administrative users to add, edit, and delete occupations from the occupations table. The default provided occupations table includes data not manageable from the MADb administrator. This data includes English and Spanish O*Net descriptions of standard occupation codes.

Adding an Occupation
To add an occupation select the Add Occupation menu item from the Occupation Management menu. After clicking this item, a form to add an occupation will display.

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To add an occupation, you will need to enter: • • • Occupation – English. Enter the occupation name in English. O*Net Code. Enter the O*Net numeric code matching this occupation. Occupation – Spanish. Enter the occupation in Spanish. button.

When done, click the

Edit an Occupation
To edit an occupation, click the Edit Occupation link from the Occupation Management menu. After clicking the edit link, a list of occupations will display in alphabetical order. Each occupation name is a hyper-link which may be clicked to allow editing of the occupation.

Once an occupation is chosen for editing, the same form as for adding an occupation displays. The form is pre-filled with all existing data. You may now make any needed edits to the occupation data.

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Click the

button to save these changes in the MADb system.

Delete an Occupation
To delete an occupation(s) click the Delete Occupation menu item from the Occupation Management menu. After clicking this option a list of occupations in alphabetical order will display.

To select occupation(s) for deletion, click the checkbox to the left of the occupation name. Once you have identified occupation(s) to delete click on the button on the bottom of the page. After confirming that you want to delete these records, they will be permanently deleted.

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Practice the following: 1. Open one or more occupations for editing, to see how the process works. Please do not change this information. 2. Add an occupation. Add your occupation title, and include your initials at the end. a. For example, Computer Technician – JD; b. For the Spanish version, Computer Technician – JD (SP). 3. Go to add or edit an occupation and identify your entry in the occupations drop-down. 4. Return to the Occupations Management menu and delete your entry.

~ End of Section 2 ~

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Section 4: Marketing Management
Background
The marketing question allows One-Stops to benchmark how job seekers are learning about their system. The marketing question is a required response on both the selfregistration system and in the administrative interface.

Management
The Marketing Management function in MADb will allow administrative users to add, edit, and delete marketing selections from the marketing table.

Adding a Marketing Response
To add a marketing response click the Add Marketing Response menu item from the Marketing Response Management menu. After clicking this item, a form to add a marketing response will display.

To add a marketing response, you will need to enter: • • Response – English. Enter the marketing response name in English. Response – Spanish. Enter the marketing response in Spanish. button.

When done, click the

Edit a Marketing Response
To edit a marketing response, click the Edit Marketing Response link from the Marketing Response Management menu. After clicking the edit link, a list of marketing response

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MADb User Training, Revision 2 names will display in the order entered into MADb. Each response name is a hyper-link which may be clicked to allow editing of the marketing resource.

Once a response is chosen for editing, the same form as for adding a response displays. The form is pre-filled with all existing data. You may now make any needed edits to the marketing data.

Click the MADb system.

button to save these changes in the

Delete a Marketing Response
To delete marketing response(s) click the Delete Marketing Response menu item from the Marketing Response Management menu. After clicking this option a list of marketing resources will display.

To select a response(s) for deletion, click the checkbox to the left of the response name. Once you have identified a response(s) to delete click on the button on the bottom of the page. After confirming that you want to delete these records, they will be permanently deleted.

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Practice the following: • Add a marketing response, of any type. Include your initials and (SP) for Spanish. • Edit your marketing response. • Delete your marketing response.

~ End of Section 4 ~

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Section 5: Kiosk Management

Background
The MADb system supports the ability to use a system of kiosks to monitor job seeker traffic flow within One-Stop centers. The kiosks are able to identify the specific job seeker, date and time of access, One-Stop accessed, services they plan to access, and collect customer service data about a previous visit. In order to maximize the effectiveness of this tool, great flexibility has been built into these systems to support the unique needs of each One-Stop. Any MADb implementation may have (theoretically at least) an unlimited number of locations that tie into the kiosks. Each of these locations may display a unique set of resources for job seekers to choose from. In addition, each unique resource has a corresponding customer satisfaction question. Finally, the kiosks provide an opportunity to outreach programs, services, and special events on the final screen. On this screen two JPEG images are available to place advertisements. However, at this time, these advertisements are not targeted – the same advertisement will display on all kiosks throughout the One-Stop system.

Management
Resources
The MADb system is capable of generating custom service screens for each One-Stop location. However, keep in mind you may not customize screens within a single OneStop location. Each services screen is capable of displaying 10-services for each location. If more than 10-services are active for a single location, only the top ten (10) services, sorted by priority will display.

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MADb User Training, Revision 2 An example of this screen follows:

Create Resource

To create a new kiosk resource click the Create Resource link from the Kiosk Management Menu. The next screen will display a form allowing you to enter the data necessary to create a new resource.

The following needs to be completed to successfully create a new resource: • Description of Resource. Briefly describe the resource. Ex. Resume Creation. This will display to the left of the kiosk resource icon on screen 2.

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MADb User Training, Revision 2 • • • • Description (Spanish). Spanish translation of the resource description. Locations. Check off the One-Stop centers you would like to display this new resource. Image/Icon Name. Enter a valid image name. The default installed images are listed in Section 14. Rank. Enter an integer between 1 and 10, to indicate where the resource should be displayed. Keep in mind only 10 resources may be displayed at one time, the sorting factor is this field. Add to end. Click this to put as the last resource.

Click the button to save the data. Changes will take place immediately, the next time kiosk screens refresh. Each kiosk resource should have a corresponding survey question. A survey question may only be added after a resource is added.
Update Resource

Existing kiosk resources may be updated using the update resource function. To edit an existing kiosk resource click the Update Resource link from the Kiosk Management Menu. The next screen will display all current resources in MADb.

By clicking the resource description you are able to edit all information related to that resource. The next screen will display a form allowing you to update data related to the existing resource.

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Once all desired changes are made, click the changes to the database.
Disable Resource

link to save the

There may be instances where you no longer wish to display a resource on the kiosk. If the resource was deleted, all job seeker activity related to that resource would no longer be available. Instead, to retain historical information resources are disabled. Resources may only be deleted by the system administrator. To delete a resource and avoid a Foreign Key (FK) SQL error, all job seeker activity referencing the desired resource to be deleted must be deleted first. Then all references to the resource in the resource_locations table must be deleted. The SQL server will then allow the resource to be deleted. Existing kiosk resources may be disabled using the disable resource function. To disable an existing kiosk resource click the Disable Resource link from the Kiosk Management Menu. The next screen will display all current resources in MADb.

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MADb User Training, Revision 2 Once all resource(s) to disable are identified, click the button. The MADb system will then enter a “0” in the jf_resource_location table for each identified resource in each location, which disables the resource. If a resource is disabled, a survey question may still be asked regarding that resource. For example, a job seeker visits one week for a mass hire event. The resource is disabled following that event. The system may ask a customer service question about the experience at that mass hire event, if the question exists and it randomly displays based on a previous activity.

Survey (Satisfaction Questions)
The kiosk system searches the job seeker’s information once they have logged into the system. The MADb system will then ask the job seeker one random question about their last visit to the One-Stop. In addition, the system generates a random question out of another set of questions (system default at install is the three WIA exit-survey questions), and asks that one as well. Each question is responded to using a 10-point scale. If a visitor logs in, and no previous services are in that job seekers record, only the second question is asked. An example of this screen is below:

Add Question

Each kiosk resource should have a corresponding survey question. A survey question may only be added after a resource is added.

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MADb User Training, Revision 2 To create a new kiosk survey question click the Add Question link from the Kiosk Management Menu. The next screen will display a form allowing you to enter the data necessary to add the new question.

To add a new survey question, enter the following information into the form: • • Resource. Select the resource the question relates to from the drop-down list box. Question Type. The resource question choice relates to a previously accessed resource (top question on the kiosk survey page). The state question relates to the mandatory question, not related to any previous resource access (bottom question on the kiosk survey page). The system ships with the three WIA exit survey questions as the “state questions”. Low-Opinion Label. Label appears on the left of the 10-point scale. Low-Opinion Label (Spanish): Label appears on the left of the 10-point scale in Spanish. High-Opinion Label. Label appears on the right of the 10-point scale. High-Opinion Label (Spanish): Label appears on the right of the 10-point scale in Spanish.

• • • •

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MADb User Training, Revision 2 • • Question. Survey question in English. Question (Spanish). Survey question in Spanish. button to save the new question in the MADb System.

Click the
Update Question

Existing survey questions may be updated using the update question function. To edit an existing survey question click the Update Question link from the Kiosk Management Menu. The next screen will display all current questions in MADb.

Click the question that you would like to update. After clicking the question, the next screen will display the input form, pre-filled with all existing data.

Make any desired changes to this form. When complete click on the button to save the changes into MADb.

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Delete Question

Existing survey questions may be deleted using the delete question function. To delete an existing survey question(s) click the Delete Question link from the Kiosk Management Menu. The next screen will display all current questions in MADb.

Click the checkbox to the left of any question(s) your desire to delete. Once the question(s) are identified click the button. The questions will be removed from the MADb system.

Marketing
Making changes to these marketing images requires a systems administrator. Section 12 of this manual will describe how to make these changes at the code-level of administration. A sample of this screen is displayed below:

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Practice the following: 1. Wait for the facilitator to assign you a location to work on. 2. Using your assigned location: a. Add a resource – select a name and choose an icon from Section 14; and b. Add a satisfaction question related to your new resource. 3. Go to the kiosk screens for your location and login a few times. a. Observe how your resource displays. b. See if your satisfaction question displays. 4. Return to the administrator. a. Disable your resource. b. Delete your satisfaction question.

~ End of Section 5 ~

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Section 6: Assessment Test Management

Background
MADb allows for the tracking of assessment test results linked to specific job seekers. An assessment test must be set-up in the administrator before a result may be entered. Assessment test results are stored in an alpha-numeric field allowing great flexibility in the type of data stored. It is important that all results are stored using the same methodology. Refer to Section 12 to review these methodologies.

Management
The Assessment Test Management function in MADb will allow administrative users to add, edit, and delete assessment test choices from the assessments table.

Adding an Assessment Test
To add an assessment test click the Add Test menu item from the Assessment Test Management menu. After clicking this item, a form to add an assessment will display.

To add an assessment, all you need to enter is the assessment test name. When done, click the button.

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Edit an Assessment Test
To edit an assessment test, click the Edit Test link from the Assessment Test Management menu. After clicking the edit link, a list of assessment test names will display in alphabetical order. Each response name is a hyper-link which may be clicked to allow editing of the assessment.

Once a test is chosen for editing, the same form as for adding a test displays. The form is pre-filled with all existing data. You may now make any needed edits to the test name data.

Click the

button to save these changes in the MADb system.

Delete an Assessment Test
To delete test(s) click the Delete Test menu item from the Assessment Test Management menu. After clicking this option a list of tests will display.

To select a test(s) for deletion, click the checkbox to the left of the test name. Once you button on the bottom have identified a test(s) to delete click on the of the page. After confirming that you want to delete these records, they will be permanently deleted.

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Practice the following: • Add a test, of any type. Include your initials and (SP) for Spanish. • Edit your test. • Go to the test results report and see how your data displays. • Delete your test entry.

~ End of Section 6 ~

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Section 7: Emergency (Rapid Response) Management

Background
The MADb system allows for the tracking of employee needs during a rapid response. The rapid response employee needs survey is a standard survey developed by DLEG (then MDCD) to identify the needs of impacted workers due to a closing or downsizing.

Management
The Emergency (Rapid Response) Management function allows for adding, editing, activating/de-activating, and deleting surveys.

Adding an Emergency
To add an emergency survey click the Add Emergency menu item from the Emergency Management menu. After clicking this item, a form to add an emergency survey will display.

To add an emergency / rapid response event, you will need to enter: • • Emergency Name. Enter a Rapid Response event name. Active. Indicate whether or not this is an active event . Only active events may have new surveys entered. button.

When done, click the

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Edit an Emergency
To edit an emergency, click the Edit Emergency link from the Emergency Management menu. After clicking the edit link, a list of emergency or rapid response events will display. Each response name is a hyper-link which may be clicked to allow editing of the event.

Once a response is chosen for editing, the same form as for adding a response displays. The form is pre-filled with all existing data. You may now make any needed edits to the data.

Click the

button to save these changes in the MADb system.

Delete an Emergency
To delete a rapid response event click the Delete Emergency menu item from the Emergency Management menu. After clicking this option a list of events will display.

To select a response(s) for deletion, click the checkbox to the left of the response name. Once you have identified a response(s) to delete click on the button on the bottom of the page. After confirming that you want to delete these records, they will be permanently deleted.

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Practice the following: • Add a rapid response and mark it as active. • Attempt to add a rapid response survey to your job candidate record. o Do not save this entry. • Delete your emergency management entry.

~ End of Section 7 ~

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Section 8: Staff Management

Background
The staff management function in MADb allows the One-Stop to enter One-Stop team members for: • • • Assignment to job seekers; Youth workers for assignment to youth job seekers (< 18 years of age); and Credit One-Stop team members for placements / outcomes. It is important to note that the staff and users table are not related. Most OneStop team members will need an entry in both the staff and users tables. The users table manages MADb authentication.

Management
The Staff Management function in MADb will allow administrative users to add, edit, and delete staff. In addition, staff responsibilities may be assigned using a re-assignment utility.
Adding Staff

To add staff click the Add Staff menu item from the Staff Management menu. After clicking this item, a form to add staff will display.

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To add staff, you will need to enter: • • • • • First Name. First name of team member. Last Name. Last name of team member. Type. Contractor, position or other identifying characteristic. Youth Worker. Select “Sometimes” or “Exclusively” if this team member works with youth < 18 years of age. County. Select the locations this One-Stop team member works. It is a better practice to create a staff entry for only one location, which may require some One-Stop team members to have multiple staff entries. Active. Select active if this One-Stop member is currently a member of the team. If they are no longer part of the team, uncheck this box.

When done, click the

button.

Edit Staff
To edit staff, click the Edit Staff link from the Staff Management menu. After clicking the edit link, a list of staff names will display. Each name is a hyper-link which may be clicked to allow editing the staff member.

Once a staff member is chosen for editing, the same form as for adding a staff person displays. The form is pre-filled with all existing data. You may now make any needed edits to the data.

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Click the system.

button to save these changes in the MADb

Delete Staff
To delete staff click the Delete Staff menu item from the Staff Management menu. After clicking this option a list of staff names in alphabetical order will display.

To select a staff member(s) for deletion, click the checkbox to the left of their name. Once you have identified name(s) to delete click on the button on the bottom of the page. After confirming that you want to delete these records, they will be permanently deleted.

Staff Reassignment
This utility allows One-Stop team members who have left the system or relocated in the system to have their job seekers and placements/outcomes re-assigned to a new team member. To re-assign staff click the Reassign Staff Responsibilities link on the Staff Management Menu. The following screen will display:

To make a re-assignment click the staff person in the “From” drop down and select the new One-Stop team from the “To” drop down. Once your choices are done, click the button.

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Practice the following: • Add your own record to the training system. • If you are a One-Stop service delivery team member, login to the production MADb system, and add a staff record.

~ End of Section 8 ~

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Section 9: User Management

Background
The user management function manages all MADb authentication functions. MADb provides three levels of integrated security. • • • Level 2 – Clerical Staff Access. This level provides basic data entry functions, with no reporting. Level 3 – General Management Access. This level provides data entry and all reporting functionality. Level 4 – Administrator Access. This level provides data entry, reporting, and all system management functionality. MADb encrypts user passwords in the SQL.

Management
The User Management feature allows the administrator to add, edit, and delete MADb users. All users who have a valid login account may change their password if they know their existing password.
Create a User Account

To create a user click the Create User Account menu item from the User Management menu. After clicking this item, a form to add a user will display.

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To add user, you will need to enter: • • • • • Username. Enter the username, which should ideally align to the OS-MIS or local user id. Password. Enter a password. Confirm Password. Enter the password again. Both password entries must match. Location. Select the location that the user is primarily located. Permission Level. Select the security level to be assigned this user. Creating Strong Passwords
A strong password is sufficiently long, random, or otherwise producible only by the user who chose it, that successfully guessing it will require too long a time. The length of time deemed to be too long will vary with the attacker, the attacker's resources, the ease with which a password can be tried, and the value of the password to the attacker. A student's password might not be worth more than a few seconds of computer time, whilst a password controlling access to a large bank's electronic money transfer system might be worth many weeks of computer time. Examples of stronger passwords include: t3wahSetyeT4 4pRte!ai@3 #3kLfN2x MoOoOfIn245679 These passwords are longer and use combinations of lower and upper case letters, digits, and symbols. They are unlikely to be in any password cracking word list and are sufficiently long to make direct brute force search impractical in some systems. Note that some systems do not allow symbols like #, @ and ! in passwords and they may be hard to find on some countryspecific keyboards. In such cases, adding another letter or number or two may offer equivalent security.

When done, click the

button.

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Update a User Account
To edit or update a user, click the Update User Account link from the User Management menu. After clicking the update link, a list of user names will display. Each name is a hyper-link which may be clicked to allow editing of the user.

Once a user is chosen for editing, the same form as for adding a user displays. The form is pre-filled with all existing data. You may now make any needed edits to the user data.

Click the

button to save these changes in the MADb system.

Delete a User Account
To delete user(s) click the Delete User Account menu item from the User Management menu. After clicking this option a list of users will display.

To select a user(s) for deletion, click the checkbox to the left of the name. Once you have identified a user(s) to delete click on the button on the bottom of the

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Practice the following: • Add yourself as a user to the MADb training system. • Add yourself as a user to the MADb production system. o Assign yourself “Level 3” access to the system, unless you would otherwise have administrator level access to such a system.

~ End of Section 9 ~

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Section 10: Fund (Source) Management

Background
MADb allows for attaching fund sources to job seekers. Although MADb is designed to track 100% of job seekers accessing a One-Stop, it may be beneficial to track which funding sources touch job seekers who become enrolled in a categorical program. Specifically, attaching a fund source allows for benchmarking and predicting progress towards programmatic goals.

Management
The Funding Source Management function in MADb will allow administrative users to add, edit, and delete funding source selections from the funding sources table.

Adding a Fund Source
To add a funding source click the Add Funding Source menu item from the Funding Source Management menu. After clicking this item, a form to add a source will display.

To add a fund source, you will need to enter: • Funding Source. Enter a funding source name in this text box. button.

When done, click the

Edit a Funding Source
To edit a funding source, click the Edit Funding Source link from the Funding Source Management menu. After clicking the edit link, a list of funding sources will display. Each source is a hyper-link which may be clicked to allow editing of the funding source.

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Once a response is chosen for editing, the same form as for adding a funding source displays. The form is pre-filled with all existing data. You may now make any needed edits to the data.

Click the system.

button to save these changes in the MADb

Delete a Funding Source
To delete funding source(s) click the Delete Funding Source menu item from the Funding Source Management menu. After clicking this option a list of funding sources will display.

To select a source(s) for deletion, click the checkbox to the left of the source name. Once you have identified a funding source(s) to delete click on the button on the bottom of the page. After confirming that you want to delete these records, they will be permanently deleted.

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Practice the following: • Add a funding source, include your initials. • Edit your funding source. • Delete your funding source.

~ End of Section 10 ~

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Section 11: MADb Tools Administration

Background
The MADb Tools utility offers administrative utilities. These utilities are designed for managing scanned services. All team members with level-2 and above access may delete scanned services associated with a job seeker. Administrative (level-3) users may also manage scanned services, including: editing, adding, purging all scans, activate / inactivate, and delete permanently from list.

Delete Job Seeker Services
Team members with level-3 access and administrators can delete scanned services associated with a specific job seeker. This function can be accessed from the MADb Tools Administration section. The job seeker can be found using a Michigan Works! Card Number or by searching manually for the job seeker.

This report can also be accessed using the Who-Is screen and running a report of scanned services.

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MADb User Training, Revision 2 Once a job seeker has been identified with either a Michigan Works! card or by searching manually, a report displays. The report displays the job seekers name, scanned services associated, location of service, date of service, and a delete link to the left of the service name.

To delete a service, click the red DELETE link to the left of the service name. Once clicked, the screen will refresh and the service will be deleted (an no longer listed).

Manage Scanned Services
Administrators with level-3 access may manage scanned services. Management of scanned services include: editing existing services, adding new services, activate / inactivate, purge entries, and delete services. To access these functions click the Manage Scanned Services link in the MADb Tools Administration section.

After clicking the above link, the management console displays:

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Add a Service
To add a service, click the ADD A SERVICE link in the upper center of the screen.

A data entry screen now appears. To add a service, a six-digit service number and a service description need to be entered. Click the SAVE SERVICE button when the service information is entered as desired, or click the green NO link at the bottom to return to the management console.

Services may not have duplicate service identification numbers. If a service ID number already exists, the following warning displays, nothing is saved to the database, and you must re-enter the data.

Once a service is successfully entered, the management console displays again, and the following message displays in the upper left corner of the console:

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Edit a Service
To edit an existing service, click the service description (name), which is represented by a blue hyper-link:

An edit screen now appears, which displays the service number and the service description. You may edit either of these data points, keeping in mind that duplicate service identification numbers may not exist. After making changes, click the UPDATE SERVICE button to execute the queries.

The database updates are made and the management console is displayed. If the service identification number is changed, the change is reflected throughout the database.

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Activate / Inactivate
Services are either active or inactive. Inactive services will not print on the menu of services barcode scan sheet.
Activate

Inactive services are denoted with the red dot and a green link to activate the service.

Click on the green activate link, and the console will reload, with feedback in the upper left that the service has been successfully activated.

Inactivate

Active services are denoted with the green dot and a red link to inactivate the service.

Click on the red inactivate link, and the console will reload, with feedback in the upper left that the service has been successfully inactivated.

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Purge Scans
If a service has been scanned for job seekers, and for some reason you would like to remove all of these entries – you may purge all service scans for a particular service. Keep in mind, you cannot reverse this function. To purge all services related to a specific service from all job seeker records, click the PURGE link for the service you desire to purge.

A confirmation now displays, confirming that you desire to purge this service from job seekers. Click the red link to continue, or the green link to cancel and return to the management console.

A final confirmation screen displays. This screen indicates how many records contain this service. If you proceed by clicking the red link – all of these records will be permanently deleted. However, the scanned service will remain in the database.

Upon clicking the red link, services will be purged and the management console will display.

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Permanently Delete Service
This feature permanently deletes the service from the scanned services database and it removed any entries for this services that are associated with job seekers. You cannot reverse this procedure once you have committed to the change. Deleting a service, makes the service identification number associated with this service available for use by a new service. To delete and purge records, click the DELETE link to the right of the scanned service you desire to delete.

A confirmation screen appears. Click the red link to confirm you wish to proceed with deleting this service, or the green link to cancel and return to the management console.

A final confirmation screen displays. This screen includes the number of entries that have been made referring to this service. If you proceed, all of those job seeker services will be permanently deleted as well as the service you are deleting.

If the red link is clicked – permanent changes are made to the database, and the screen returns to the management console.

~ End of Section 11 ~

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Section 12: Table Level Modifications
Background
MADb has a number of tables which contain data that may be customized in order to make the MADb system more meaningful for a One-Stop. Due to the nature of these fields, they are not included in the MADb administrator. These fields, due to Foreign Key constraints, should never be deleted once the system is deployed.

Educational Attainment
The SQL table jf_conf_edu_level contains the educational attainment level choices in both English and Spanish. New levels of attainment may be added directly from the Microsoft SQL Server Management Studio.

Employment Status
The SQL table jf_conf_employment_status contains the employment status choices in both English and Spanish. New levels of employment status may be added directly from the Microsoft SQL Server Management Studio. Fields for the Employment Status include: Employment Status Name: Name of employment status, example: employed – looking, and incumbent worker. The text classification system to display in MADb self-registration to allow job seekers the ability to classify themselves. Enter a 1 to display the choice in MADb Self Registration; and enter a 0 to omit from self registration. Same as above, but Spanish translation. Same as above, but Spanish translation

Employment Status Description:

Display (1 - 0):

Employment Status Name (Spanish): Employment Status Description (Spanish):

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Exit to Employment
The SQL table jf_conf_exit_to_employment contains the choices available to staff for closing a sequence. New levels of employment status may be added directly from the Microsoft SQL Server Management Studio.

Location
The SQL table jf_conf_location contains locations for kiosks. New locations may be added directly from the Microsoft SQL Server Management Studio.

County
The SQL table jf_conf_county contains the county or One-Stop locations identified by job seekers in the jf_cand.county field, and links staff and users to a geographic area. New locations may be added directly from the Microsoft SQL Server Management Studio.

Race / Ethnicity
The SQL table jf_conf_race contains the race / ethnicity choices in both English and Spanish. New choices may be added directly from the Microsoft SQL Server Management Studio.

Referral Outcome
The SQL table jf_conf_referral_outcome contains the outcome choices for making a referral. New referral outcomes may be added directly from the Microsoft SQL Server Management Studio.

Referral Purpose
The SQL table jf_conf_referral_purpose contains the choices for making a referral. New referral purposes may be added directly from the Microsoft SQL Server Management Studio.

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Scanned / Facilitated Services
The SQL table jf_services contains the scanned or facilitated service choices. New services may be added directly from the Microsoft SQL Server Management Studio. The MADb server contains a dynamic bar code generator. No additional steps are necessary to produce the barcode on the Scanned Services Menu

~ End of Section 12 ~

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Section 13: Code Level Modifications System Defaults
The dir_info.php file in the root directory of MADb production and training contains several configuration variables which may be set by the system administrator. The following is a summary of easily changed system variables.

Sequence Length
$CFG[“sequence_default_length”] This is set at 60-days at time of shipping and installation. The sequence soft-exit date may be set to a different range. Example: $CFG[“sequence_default_length”] = 45; To set the sequence soft-exit span to 45-days.

Follow-Ups
$CFG[“first_fup”] $CFG[“second_fup”] MADb contains two service after the sale follow-ups which may be set at variable dates. The first post-placement follow-up may be set (default 15-days), and the second postplacement follow-up may be set (default 45-days). $CFG[“h_up”] This indicator turns on and off follow-up reports based. If this setting is set to “yes” follow-up reports are hidden, and if set to “no” they are displayed.

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Technical Assistance / Help Desk
$CFG[“HELP_DESK_NO”] The login screen provides a telephone number for technical assistance. This number is changed in this configuration file. Example: $CFG[“HELP_DESK_NO”] = “555.555.5555”;

Equal Opportunity Suppression
$CFG[“EEO”] Suppress date of birth, first five social security number digits, gender, race, disability, and disability barrier from Candidate Report. Settings: “yes” = hide data, and “no” = display data. Example to show data: $CFG[“EEO”] = “no”;

Staff Assigned
$CFG[“STAFF”] This setting determines if staff assigned to job seeker information is displayed in reports. Settings: “yes” = hide data, and “no” = display data. Example to show data: $CFG[“STAFF”] = “no”;

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Migrant Seasonal Worker
$CFG[“MSW”] This setting determines if Migrant Seasonal Worker Questions are being used. If MSQ questions are being asked, they will be displayed in administrative and job seeker data entry screens as well as reports. Settings: “yes” = hide data, and “no” = display data. Example to show data: $CFG[“MSW”] = “no”;

Youth
$CFG[“YOUTH”] Suppresses youth checkbox in staff job seeker entry screen. Settings: “yes” = hide data, and “no” = display data. Example to show data: $CFG[“YOUTH”] = “no”;

Marketing
The final screen of the job seeker kiosk login experience allows for the display of two advertisements. At this time every kiosk on the system will see the same advertisements, no targeting capabilities are integrated into the system.

Image Size
The image size is 450 x 375.

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Files
The files need to be named: • • ad1.jpg ad2.jpg

These entries are case and file type sensitive. They must be named exactly as above, and should be medium quality JPEG images.

Location
These files need to be placed in the following directory by the system administrator: Production: prd/kiosk/shared_img/marketing Training: training/kiosk/shared_img/marketing

~ End of Section 13 ~

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Section 14: Assessment Test Result Protocols
The following are a summary of assessment test result protocols for capturing assessment test data in MADb (as of September 17, 2006).
Assessment Test for Adult Basic Education (TABE) Reading Test for Adult Basic Education (TABE) - Math WorkKeys - Reading for Information WorkKeys - Applied Mathematics WorkKeys - Listening WorkKeys - Locating Information WorkKeys - Business Writing WorkKeys - Writing WorkKeys - Teamwork WorkKeys - Observation WorkKeys - Applied Technology WorkKeys - Workplace Readiness Omnia Profile - OCR Omnia Profile - OECR Omnia Profile - OVCR Omnia Profile - Responsivity Omnia Profile - Intensity SkillQuest Gates McGinty--Reading Gates McGinty--Comprehension Wrat--Mathmatics Revrac Output Grade Level Equivalent Grade Level Equivalent WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level WorkKeys level Scale Rating Scale Rating Scale Rating Scale Rating Scale Rating Scale Rating Grade Level Equivalent Grade Level Equivalent Grade Level Equivalent literacy Format Number, one decimal point Number, one decimal point Whole Number Whole Number Whole Number Whole Number Whole Number Whole Number Whole Number Whole Number Whole Number Whole Number Number, one decimal point Number, one decimal point Number, one decimal point characters Number, one decimal point Hiring Risk Factor Number, one decimal point Number, one decimal point Number, one decimal point Whole Number Example 9.2 7.9 5 4 3 6 7 4 5 2 2 3 7.2 5.2 6.1 acceptable 5.9 Poor/Fair/Good 7.5 8.2 9 10

~ End of Section 14 ~

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Section 15: Kiosk Resource Icons
The following are pre-set kiosk resource icons. Icons may be edited or added by the system administrator. MADb Kiosk Graphics
File names are case-sensitive File: Description KIOSK COMPANY BRANDING LOGO's abx.gif ABX Air logo ameriwood.gif Ameriwood logo bf.gif Burnette Foods logo capitol.gif Capitol Technologies logo carrier.gif Carrier logo cf.gif Creative Foam logo chembank.gif Chemical Bank logo clarion.gif Clarion Hotels logo coke.gif Coca Cola logo dmi.gif Delta Machining, Inc logo faurecia.gif Faurecia logo ff.gif Freedom Finishing logo hess.gif Hess Industries logo hix Holiday Inn Express logo km.gif K & M Machine-Fabricating, Inc. logo kruger.gif Kruger Plastic Products logo lmc.gif Lake Michigan College logo lovejoy.gif Lovejoy logo lowes.gif Lowes logo menasha.gif Menasha logo potlatch.gif Potlatch logo quiznos.gif Quiznos Subs logo regal.gif Regal logo rsa.gif Michigan Regional Skill Alliances logo securitas.gif Securitas logo shepard.gif Shepard Caster Corp. logo smc.gif Southwest Michigan College logo spherion.gif Spherion logo telemon.gif Telemon logo tractor.gif Tractor Supply Co. logo tyler.gif Tyler Refrigeration logo vec.gif Villa Environmental Consultants logo whirlpool.gif Whirlpool logo

Continued on next page.

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GENERIC ACTIVITIES appointment.gif classroom.gif computer.gif copy.gif fax.gif lmi.gif mtb.gif new.gif phone.gif resume.gif talk.gif testing.gif

Female at computer Classroom desks Desktop computer, CRT and Keyboard Photocopier Fax machine Billboard Michigan Talent Bank logo (updated) "New" gif Telephone Person handing another person a piece of paper Person sitting at a computer Pencil and checkmark

ADMINISTRATION - BASE LOGO's (1 each for each new kiosk activity) icon_template.png Template for kiosk icons in the "Off" or "Un-Clicked" position icon_template.on.png Template for kiosk icons in the "On" or "Clicked" position

~ End of Section 15 ~

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Section 16: Training Resources – Job Seeker Barcodes

~ End of Section 16 ~

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Section 17: Training Resources – Scanned Services

800010 A – Referral to DLEG Vets

800030 A - Telamon Referral

500110 SS – Auto Repair

500060 SS – Childcare

500140 SS – Educational Supplies

200040 U – General Resume Assistance

200010 U – Internet Job Search Assistance

200090 U – Labor Market Information

450000 WWP – Life Skills

~ End of Section 17 ~

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