AVP reads these settings, and then behaves accordingly. They tell AVP exactly how you want your follow ups to work, so I will;
- Explain all of the available settings
- Detail which settings are currently turned on
- Detail what settings I recommend for you moving to quarterly follow ups.
If you will take a minute or 5 to understand these settings, then I believe your time spent doing follow ups will be more productive.
Global Setting pertaining to the AVP Follow-up Sub-System | |
| Setting | Description |
| Require Wages on Follow Up | Determines whether a value of $0 is allowed when employed is set to "Yes". For agencies using UI Wage data only, they do not want to enter the income amounts. |
| Require ONLY Wages on Follow Up | Only require the wages field on the follow up screen. |
| Quarterly Follow Ups | If Enabled, ALL follow ups will turn to quarterly follow ups. To-Dos will only ask for Follow ups at the end of a calendar quarter, and the Follow Up DUE in the Participant's tab will react the same. We must change the internal report file |
| NOFOLLOWUPSUNTILEXIT | AVP starts follow ups on the day of Job Placement. This setting will turn off follow up notifications until after there is a date of exit. |
| PARTIALFOLLOWUPS | Forces a follow up for the month of the Job Placement which will never be reported. On by default. |
| FOLLOWUPSFORALLPARTICIPANTS | AVP determines if the enrollment will be globally excluded (GEX) and will not ask for follow ups on these clients. This setting will force AVP to ask for follow ups on EVERY CLIENT. |
| FOLLOWUPSBYPERIOD | Quarterly follow ups have a quarter 1, quarter 2, quarter 3, quarter 4 that fall into line with the program year quarters. RMSER has requested that we make quarter 1 be the first full quarter after the exit quarter, and so forth. This has not been fully implemented. |
Per Enrollment Settings pertaining to the AVP Follow-up Sub-System | |
| Setting | Description |
| Enable Follow Ups | Turn follow ups ON for 1 enrollment |
| Disable Follow Ups | Turn follow ups OFF for 1 enrollment |
| NOTE: To access these settings, Administrators may right click on any client in the Participants Tab, then click either of the two options above and click which enrollment. | |
| NOTE: This allows you to force the follow up notifications to stop for any given client, or to turn on for any client. | |
| Turning Off - When to use: If you have lost track of a client, and will do no further follow ups by deciding that they will just be a negative outcome, you can turn off the notifications. | |
| Turning On - When to use: If you have a client that is going to count against you, but did not job place, then you may want to try and follow up anyway. Turn this on so notifications will appear when it is time to do so. | |
To understand the follow-up sub system, keep in mind that;
- When there is a job placement added, the follow up subsystem kicks in unless the global setting “No Follow Ups Until Exit” is turned on.
- The calculations on the follow up screen cannot calculate until there is a Date of Exit because it needs to calculate the periods for the 4 full quarters after exit.
- Take the exit date’s month, and move forward to the first of Jan(1), Apr(4), July(7), Oct(10). This will be the first day of the First Full Quarter After the Exit Quarter.
NOTE: For an exit date of 1/23/2018, just move to Apr(4), and then calculate the 4 quarters from this base date. 4/1/2018 – 6/30/2018, 7/1/2018-9/30/2018, 10/1/2018 – 12/31/2018, 1/1/2019 – 3/30/2019.
- AVP does these calculations as soon as a Date of Exit has been entered.
- AVP will calculate the total income for each of the quarters as soon as the Date of Exit has been entered as well.
Basically, AVP will calculate these totals the moment that it has;
- An exit date to use for the base date to calculate what follow ups will fall into each of the 4 quarters.
Follow Up worksheets entered for any period that falls into one of these 4 quarters.
Now, lets move into your current settings, and my recommendations. My recommendations are based on the fact that Erin or Gloria is entering the follow up data and not field staff. If you are deploying to field staff, I would propose a few changes to this. For now;
**NOTE: Per Enrollment Settings are Admin only features, and they are always available for every enrollment. Even if an enrollment is not asking for follow ups, an Admin can tell AVP to not show notifications.
Global Setting pertaining to the AVP Follow-up Sub-System |
| |||
| Setting | Description | Current Setting | Recommended Setting for Quarterly | Thoughts |
| Require Wages on Follow Up | Determines whether a value of $0 is allowed when employed is set to "Yes". For agencies using UI Wage data only, they do not want to enter the income amounts. | YES | YES | If you are not using UI Wage Data 100% of the time, you do not want to turn this off. |
| Require ONLY Wages on Follow Up | Only require the wages field on the follow up screen. | NO | NO | This feature will be deprecated soon. Since we will be adding the new Credential Attainment fields for credentials attained up to 1 year after date of exit to the follow up screen, you will probably want to require these fields. |
| Quarterly Follow Ups | If Enabled, ALL follow ups will turn to quarterly follow ups. To-Dos will only ask for Follow ups at the end of a calendar quarter, and the Follow Up DUE in the Participant's tab will react the same. We must change the internal report file | NO | YES | This will turn your follow up system from monthly follow ups to quarterly follow ups. In AVP Quarterly Follow Ups Align with a calendar quarter, and are not just 3 months form the date of exit. When we turn this on, I prefer to turn on Partial Follow Ups, so you get a follow up for the quarter of exit. |
| NOFOLLOWUPSUNTILEXIT | AVP starts follow ups on the day of Job Placement. This setting will turn off follow up notifications until after there is a date of exit. | NO | YES? | With Quarterly, there is no reason to have a follow up before the date of exit has been entered. Since the date of exit will be 90 days from the placement. If a client is provided additional services that extend their date of exit, then this allows you to stay in contact with the client once per quarter. |
| PARTIALFOLLOWUPS | Forces a follow up for the month of the Job Placement which will never be reported. On by default. | NO | NO | Not needed |
| FOLLOWUPSFORALLPARTICIPANTS | AVP determines if the enrollment will be globally excluded (GEX) and will not ask for follow ups on these clients. This setting will force AVP to ask for follow ups on EVERY CLIENT. | YES | NO | This was added prior to TEGL 10-16, when we did not know who would be in the performance measures. Now that we know who is globally excluded, I do not see any reason why you would follow up on everyone. |
| FOLLOWUPSBYPERIOD | Quarterly follow ups have a quarter 1, quarter 2, quarter 3, quarter 4 that fall into line with the program year quarters. RMSER has requested that we make quarter 1 be the first full quarter after the exit quarter, and so forth. This has not been fully implemented. | NO | NO | Feature not completed yet. When it is completed, this will make it easier to see what the follow up quarters dates are. Period 1 will be the first full quarter after exit and will show the start and end dates, instead of period 1 being July 1 - Sep 30 or the 1st quarter of a program year. You may want this feature turned on after it is working. |