Attachment A

New York State Department of Labor
Labor Planning and Policy Development
America's One Stop Operating System
February 2002

DEFINITIONS OF SECURITY PERMISSIONS FOR OSOS NEW YORK
(https://NYOSOS)


OVERVIEW

The NY Production System of America's OSOS includes the following MODULES and Procsses:

  • CUSTOMER
    • Customer Search
    • Customer Detail
  • PROVIDER
    • Provider Search
    • Provider Detail
    • Offering Search
    • Offering Detail
  • EMPLOYER
    • Employer Search
    • Employer Detail
    • Job Order Search
    • Job Order Detail
  • STAFF
    • Staff Detail
    • Log In
    • Log Out
    • Change Password
  • HELP
    • About OSOS
    • System Help
    • Correspondence Help

The MODULES and Processes organize information within OSOS.

New York has created Security Permissions to provide USER access to OSOS functions that allows for a variety of different job responsibilities. Through these Permissions, USERs are given access to specific OSOS MODULES and Processes. Once USERs have access to a MODULE, the ability to access and/or modify information is determined by Select (read-only), Update (edit), Insert (edit & add/create) and Delete (edit, add/create & delete) levels of authority. All USERs are assigned to a Permission or Permissions, but all may not need access to every OSOS MODULE and Process. USER ability to function in OSOS depends on the Security Permission the USER has been granted.

Twenty (20) OSOS USER Security Permissions have been created. Six (6) of the Permissions are stand-alone; the other fourteen (14) Permissions are add-on’s, that is, they are used in conjunction with either the Clerical or Professional stand-alone Permissions (again, depending on the USER’s job duties). OSOS USERs may be assigned to one or more of the six stand-alone Permissions.

The six (6) stand-alone Permissions are:

  • Clerical
  • Professional
  • Local Administration
  • Report Access
  • Job Bank Monitoring/Oversight
  • WIA Monitoring/Oversight

The fourteen (14) add-on Permissions are:

  • Customer Match/Refer
  • Comprehensive Assessment Confidential
  • Job Order Create
  • Services
  • Employer Activities
  • Terminate/WIA Follow-up
  • Job Bank Match/Refer
  • Provider Create
  • Job Bank Master Record
  • Delete Partner Data
  • Employer Correspondence
  • Testing
  • Comprehensive Assessment General
  • Delete Customer Activities

*Please note that the following OSOS Security Permissions definitions are listed in the same order as in the One Stop Operating System Security Processes, Tabs, Security Permissions, and Security Levels Document Matrix (Attachment B).

Clerical Permission (the first stand-alone Security Permission)

  • Intended for system staff who provide basic information to Job Seeker customers of their agency, who assure that customers are registered in OSOS and who may do basic reception or resource room functions. Receptionist, greeter, typist, and data entry clerk are among the titles that are typically included in this group.
  • Gives access to the CUSTOMER, PROVIDER, STAFF and HELP MODULES.
  • Access requires an understanding of:
    • the local One-Stop system services and agencies
    • how to data enter a Customer record
    • basic EEO guidelines
    • why registration in OSOS will benefit the customer, the One-Stop system partners and area business
    • how changes to customer records can affect USERs’ or System Partners’ program statistics
  • USERs with Clerical Permission can:
    • use Customer Search to see if an individual is registered in OSOS
    • add (insert) new customer records
    • edit (update) existing customer records
    • add (insert) customer activities (USERs cannot delete activities they have added.)
    • print a customer resume
    • use Provider and Offering Search and read (select) Provider Contact, Provider Location and Provider Services to assist a customer
    • read (select) provider correspondence
    • read (select) the Staff Inbox tab, which includes a list of appointments and reminders about customers and employer contacts they may have
    • read (select) information about customers referred to them in the Referrals In tab of the Staff Detail Process. They cannot schedule appointments, create or make referrals to other OSOS USERs.

Professional Permission (the second stand-alone Security Permission, includes Clerical Permission levels)

  • Intended for system staff who provide Job Seeker and/or Employer customer specific services on behalf of their agency or the local One-Stop system. These services may be WIA core or intensive services specific to the agency. Case managers, employment/career counselors, resource room assistants and job placement specialists are among the job titles that are typically included in this group.
  • Gives access to the CUSTOMER, PROVIDER, STAFF and HELP MODULES.
  • Access requires an understanding of:
    • those items listed under the Clerical Permission and
    • how services and/or activities are provided in the local system and OSOS posting requirements

USERs with Professional Permission can:

    • perform the same functions as those with Clerical Permission plus:
    • create (insert) customer correspondence
    • read (select) WIA eligibility for customers who have been enrolled
    • add (insert) Services (Agency Information tab)
    • read (select) Service Objective
    • read (select) Service WIA Post Tracking (Outcomes)
    • read (select) Service(s)
    • read (select) Service History
    • add (insert) all components of the services plan, including the achievement objective, audit, follow up, and services information
    • add (insert) new customer appointments
    • edit existing customer appointments in the staff person’s own staff inbox
    • delete existing customer appointments in the staff person’s own staff inbox
    • edit existing new customer referrals on the staff person’s own Referrals-In tab
    • add (insert) appointments and reminders about customers and employer contacts. They can also add (insert) referral outcomes about customers referred to them.

Customer Match/Refer Permission (the basic Job Bank add-on Permission, USER requires the Professional Permission)

  • Intended for system staff who assist customers of their agency to find work. They may work in a Resource Room area where the Job Bank is accessible through OSOS. They may review job selections that the customer has found through self-service for appropriateness OR they may search the Job Bank for the customer to find possible job leads. This access allows the USER to use the Job Bank tool (which is primarily a tool to serve employers) to also serve the job seeker. The USER is actually providing the screening service the employer has requested from the Job Bank. This access is designed for staff whose usual role is to assist the job seeker.
  • Adds access to the EMPLOYER MODULE.
  • Access requires:
    • understanding of Professional Permission plus:
    • the ability to assess the customer’s experience, training, education, skills and knowledge against realistic requirements listed by the employer posting the job
    • the ability to tactfully refuse to make an inappropriate referral
    • understanding of and ability to use NYS Job Bank skill words to search for jobs.
    • the ability to follow referral instructions as they are defined in a job order
  • USERs with Customer Match/Refer Permission can, in addition to their Professional Permission:
    • use Job Order Search to find specific jobs requested by customers
    • add (insert) referrals of customers to jobs into OSOS
    • match a customer against existing jobs
    • print basic job order information to provide to the customer
    • edit most information on an existing job order with new or updated information obtained in the course of doing a referral (will not be able to change the following OSOS fields: Company Name, Address, City, State, Zip Code, Phone, Fax, E-mail Address, Type of Ownership or SIC)
    • read (select) employer information
  • Customer Match/Refer Permission should not be combined with Job Bank Match/Refer permission

Job Order Create Permission (the second level of Job Bank add-on Permission, USER requires Professional Permission)

  • Intended for system staff whose job duties routinely include calls from employers to list jobs or who are actively contacting employers (by phone or in person) to identify job leads for program, agency or One-Stop job seeker customers.
    • Adds or enhances access to the EMPLOYER MODULE.
    • Access requires:
      • understanding of Professional Permission plus:
      • knowledge of EEO and Human Rights Laws
      • knowledge of information needed to maximize possibility of finding a good match from the Job Order portion of the Job Bank
      • knowledge of the effective use of skill words in job orders
      • knowledge of the local labor market and similar jobs in area
      • an understanding of how employers are listed in the EMPLOYER MODULE
      • good interpersonal skills to deal with the employer representative posting the position
      • a good working relationship with the local Job Bank supervisor in order to assure the timely addition of new employers that may not already be in the system
    • USERs with Job Order Create Permission can, in addition to their Professional Permission:
      • add (insert) a new job order into the OSOS system (thus, the NYSDOL Job Bank)
      • use Employer Search to find the correct employer record to which the job order should be attached
      • add (insert) a new job order for an existing employer record
      • use Job Order Search to review existing job orders to avoid creating duplicates
      • edit (update) an employer record with information obtained while taking the job order. Staff cannot add a new employer record.

Employer Activities Permission (the third level of Job Bank add-on Permission, USER requires Professional Permission)

  • Intended for system staff who, as a part of their regular job duties, visit employers, offer and provide or refer to services available within the One-Stop system. These are staff who are primarily responsible for identifying employer/ customer needs and providing appropriate services to meet those needs.
  • Adds or enhances access to the EMPLOYER MODULE.
  • Access requires:
    • understanding of Professional Permission plus:
    • knowledge of local NYS Job Bank operations
    • coordination with WIA partners to eliminate duplicate contacts to the same employer
    • knowledge of all services available to employers in the LWIA and how to access them
  • USERs with Employer Activities Permission can, in addition to their Professional Permission:
    • use Job Order Search
    • use Employer Search
    • edit (update) existing employer records
    • add (insert) activities provided for an employer. USERs cannot delete employer services they have added.
    • USERs cannot add a new employer record.

Job Bank Match/Refer Permission (the fourth level of Job Bank add-on Permission, USER requires Professional Permission)

  • Intended for system staff who will work very closely with the DoES Job Bank staff and supervisor(s) to provide the specific employer service chosen when a job order is posted in the NYS Job Bank. This function is an essential part of the Public Employment Service. This level of Permission is usually assigned to DOL Job Bank staff and those Partner staff who focus on the direct delivery of employer services related to recruitment, as opposed to job seeker services related to job search.
  • Adds access to the EMPLOYER MODULE.
  • Access requires:
    • understanding of Professional Permission plus:
    • information needed to maximize possibility of making a good match from the Job Bank
    • knowledge of labor market and similar jobs in area
    • information on how Businesses are listed in the Employer Records
    • appropriate interpersonal skills to assist the business representative listing the position
    • knowledge of local Job Bank operation and a direct relationship with the area Job Bank supervisor
    • understanding of Federal and NYS requirements to provide priority of service to Veterans in employment and training programs
  • USERs with Job Bank Match/Refer can, in addition to their Professional Permission:
    • perform the same functions as in Customer Match/Refer, Job Order Create, plus:
    • after adding a new job order, they can conduct a ‘match’ against the customers in the Talent Bank, identifying possible job candidates
    • search employer records
    • edit existing employer information. Staff cannot add a new employer record.
    • add (insert) a new job order for an existing employer record
    • match a new or existing job order against customers in the Job Bank and post appropriate referrals
    • create correspondence to matched customers to inform them of the job opening
    • edit most information on an existing job order with information obtained in the course of doing a follow-up with an employer. (Will not be able to change the following OSOS fields: Company Name, Address, City, State, Zip Code, Phone, Fax, E-mail Address, Type of Ownership or SIC.)
  • Job Bank Match/Refer permission should not be combined with Customer Match/Refer Permission.

Job Bank Master Record Permission (the highest level of Job Bank add-on Permission, USER requires Professional Permission)

  • Intended for system staff who are supervisors or who are actively assigned to work with a DoES Job Bank supervisor. Those with this permission are conducting tasks key to the maintenance of the NYS Job Bank and are responsible for the timeliness and accuracy of information in the system. In order to reduce the number of duplicate employer records in the system, staff assigned to this group will be limited.
  • Adds access to the EMPLOYER MODULE.
  • Access requires:
    • an understanding of how businesses are listed in the system to avoid duplication and how to assign a SIC to a business
    • an understanding of how OSOS will be used to track ‘system’ services to the business community
    • complete knowledge of local Job Bank operation
    • a direct relationship with the area Job Bank supervisor
  • USERs with Job Bank Master Record Permission can:
    • perform the same functions as the Professional Permission and as in Employer Activities, plus:
    • add (insert) new employer records
    • USERs cannot delete employer activities they have added.
  • Employer records cannot be deleted in OSOS. The only way to delete an employer record is through a database administrator. Therefore, it is important to search for employers first in order to avoid adding duplicate employer records to the system. Job orders are tied to Employers. Once a job order is tied to an employer record, it cannot be tied to a different employer record.

Employer Correspondence Permission (enhancement to Job Bank Permissions)

  • Intended for system staff who do mailings to employers for Job Bank purposes and/or to alert them to One-Stop sanctioned programs, activities, information, surveys or program or agency specific information in accordance with local business services policies for such activities.
  • Enhances access in the EMPLOYER MODULE.
  • Access requires:
    • understanding of, or direction from, a representative responsible to the local system plan for contacting businesses
  • USERs with Employer Correspondence Permission can:
    • create employer correspondence from the employer records database

Comprehensive Assessment General Permission (basic add-on Permission, USER requires Clerical or Professional Permission)

  • Intended for system staff who provide minimal comprehensive assessment services for job seeker customers in counseling and/or case management.
  • Enhances access in the Customer Detail screen of the CUSTOMER MODULE.
  • Access requires:
    • understanding of Professional Permission, plus:
    • knowledge of basic counseling and case management procedures and practices
  • USERs with Comprehensive Assessment General Permission can:
    • read (select) customer test information
    • add (insert) new comprehensive assessments
    • edit (update) existing comprehensive assessment records, including employment, education, housing, transportation
  • Comprehensive Assessment General should not be combined with Comprehensive Assessment Confidential.

Comprehensive Assessment Confidential Permission (higher level add-on Permission, USER requires Professional Permission)

  • Intended for system staff who provide detailed comprehensive assessment services for job seeker customers in counseling and/or case management.
  • Further enhances access in the Customer Detail screen of the CUSTOMER MODULE.
  • Access requires:
    • understanding of Professional Permission, plus:
    • knowledge of extensive counseling and case management procedures and practices
  • USERs with Comprehensive Assessment Confidential Permission can, in addition to their Professional Permissions:
    • perform the same functions as those with Comprehensive Assessment General, plus:
    • edit existing comprehensive assessment records, including employment, education, housing, transportation, financial, family, health, treatments and legal information
    • add customer activities (Customer Detail module)
    • edit service agency information (Services to Customers module)
    • edit (update) Achievement Objective information (Customer Detail, Services button, Achievement Objective tab)
    • read (select) summary of services information (Customer Detail, Comprehensive Assessment button, Summary button)
  • Comprehensive Assessment Confidential should not be combined with Comprehensive Assessment General.

Services Permission (add-on Permission, USER requires Professional Permission)

·  Intended for system staff who provide counseling, and refer and enroll job seeker customers into services and training.

·  Enhances access to the CUSTOMER MODULE.

·  Access requires:

  • understanding of Professional Permission plus:
  • knowledge of services available in the LWIA
  • knowledge of funding requirements
  • knowledge of WIA law, performance standards and measures, and post tracking requirements

·  USERs with Services Permission can, in addition to the Professional Permissions:

  • add (insert) new services plans
  • edit (update) existing service plans, including achievement objective, post tracking and services information. Staff cannot delete services they have created on service plans.
  • add (insert) services
  • read (select) the service history
  • Staff cannot access the Post Tracking tab.

Terminate WIA/Follow-up Permission (add-on Permission, USER requires Professional Permission)

  • Intended for system staff who provide case management, referral to services and training, and exit customers from the local Partner Agency
  • Further enhances access in the Services module of the Customer Detail.
  • Access requires:
    • understanding of Professional Permission plus:
    • knowledge of WIA law, performance standards and measures, and post tracking requirements
  • USERs with Terminate WIA Follow-up Permission can, in addition to the Professional Permissions:
    • add (insert) service agency information and service objectives
    • edit (update) existing service agency information and service objectives
    • edit (update) existing services
    • edit (update) services (formerly activities) information, includes the ability to move to the Services and Offering Module and ‘select’ an offering for customer referral
    • add (insert) new services information
    • read (select) the service history
    • terminate a WIA service
    • access the Post Tracking tab to enter follow-up/outcome information

Provider Create Permission (add-on Permission, USER requires Professional Permission)

  • Intended for system staff who enter and maintain provider, services, and offerings information.
  • Enhances access to the PROVIDER MODULE.
  • Access requires:
    • understanding of Professional Permission plus:
    • knowledge of available training services found at the NYS Department of Labor www.wdsny.org Eligible Training Providers site
    • knowledge of other services and offerings allowable under WIA and provided by the local One-Stop system.
  • USERs with Provider Create Permission can, in addition to the Professional Permissions:
    • search for providers and provider offerings
    • add new provider records and new services to a provider. Staff cannot delete provider services they have created.
    • edit existing provider records, including provider contact, location and services information
    • add new provider offering information
    • edit existing provider offering information

Delete Partner Data Permission (add-on Permission, USER requires Professional Permisssion)

  • Intended for system staff who provide case management, and who maintain customer records. This is the only Permission that allows USERs to delete customer test information. It will be given to a limited number of users.
  • Enhances access to the CUSTOMER and PROVIDER MODULES.
  • Access requires:
    • understanding of Professional Permission plus:
    • knowledge of WIA law, performance standards and measures, and post tracking requirements
    • knowledge of case management practices and procedures
    • understanding of how deleting information affects related files in OSOS
  • USERs with Delete Partner Data Permission can, in addition to the Professional Permissions:
    • add (insert) new customer test information
    • edit and delete existing customer test information
    • delete a particular service that has been entered
    • edit and delete existing services information; including achievement objective and WIA post tracking (Services to Customer module)
    • add (insert) new comprehensive assessment records
    • edit and delete existing comprehensive assessment information, including employment, education, housing, transportation, financial, family, health, treatments and legal information
    • add (insert) new provider records
    • edit and delete existing provider information, including contact, location, services, and offering information
  • Deleting provider records also deletes any provider offerings that are attached to the provider record.
  • Customer service plans and comprehensive assessments in OSOS cannot be individually deleted.

Local Administration - Under Development

Report Access Permission - Under Development

Job Bank Monitoring/Oversight Permission (stand-alone Permission)

  • Intended primarily for DOL Central staff who do not use OSOS to record information. It is used to review the accuracy, legality, non-duplication and completeness of documentation entered into the NYS DOL Job Bank (includes Employer Records and Job Orders, as well as Talent Bank [Customer] records)
  • Gives access to the EMPLOYER and CUSTOMER MODULES.
  • Access requires:
    • knowledge of EEO and Human Rights Laws
    • knowledge of Labor Laws pertaining to wages, and how to access more information to determine legality of job postings
    • knowledge of services expected for various levels of recruitment service offered to employers
    • knowledge of Wagner Peyser Federal and State Performance Standards
    • understanding of the standards for making referrals
    • understanding of the use of skill words for Job Orders and job seekers
    • for special program review, needs understanding of special program performance and documentation standards.
  • USERs with Job Bank Monitoring/Oversight Permission can:
    • read (select) all functions of the EMPLOYER MODULE
    • read (select) the following functions in the CUSTOMER MODULE:
      Customer Search, all tabs in Customer Detail

·  WIA Monitoring/Oversight Permission (stand-alone Permission)

  • Intended for system staff who oversee customer services for legal and/or performance purposes, provide technical assistance, and/or review OSOS data, reports and related records to provide oversight and/or technical assistance to meet legal and performance requirements and to ensure quality control. Central Administrative offices are included in this group. They can gather information needed for reporting and managing programs that OSOS supports. This group does not have access to the customer comprehensive assessment records.
  • Gives access to the CUSTOMER and PROVIDER MODULES, and to the OSOS NY Administration site - Funds function.
  • Access requires:
    • knowledge of the Workforce Investment Act
    • knowledge of WIA Program eligibility and performance criteria
    • knowledge of local WIB and One-Stop system issues
  • USERs with WIA Monitoring/Oversight Permission can:
    • read (select) customer, employment plan and provider records for the purposes of monitoring specific program activities to assure program compliance
    • read (select) funding information at the OSOS NY Administration site

Testing Permission (add-on Permission, USER requires Professional Permission)

  • Intended for system staff who administer and enter results of various vocational and personal assessment tools while providing Intensive Services to customers developing an employment and/or training plan; or who assist employers by doing expanded assessment for current or future workers. May also be used by staff who only enter results of many tests for another staff member.
  • Enhances access to the CUSTOMER MODULE.
  • Access requires:
    • knowledge of the proper way to enter scores for a variety of assessment tools
  • USERs with Testing Permission can, in addition to their other Permissions:
    • add (insert) new test information. Staff cannot delete test information they have entered.
    • edit (update) existing test information

Delete Customer Activities Permission (add-on Permission, USER requires Professional Permission)

  • Intended for system staff who have the authority and responsibility to correct work entered into the system incorrectly.
  • Enhances access to the CUSTOMER MODULE.
  • Access requires:
    • understanding of Professional Permission
    • knowledge of appropriate activities that are or can be offered within the USER's agency
    • understanding of how changes to a customer record can affect performance measures for the agency, an individual or the system as a whole
  • USERs with Delete Customer Activities Permission can, in addition to the Professional Permissions:
    • add new customer activities
    • edit and delete existing customer activities. Delete authority allows staff to delete activities s/he has entered and activities other staff have entered.