Educational Data Systems, Inc. Paid Work Experience Coordinator Orientation – EDSI Way
Table of Contents • Introduction to EDSI • PWE Coordinator Training • Case Notes 101 • Paid Work Experience • Wage Subsidy • Tax Credits • Ascend Staffing • Training Evaluation
Welcome to EDSI • As a new employee, we know that you probably have many questions about your position. How do I do this? What does my position require me to do exactly? How do I complete my timesheet in ADP? • Whether you are an Employment Consultant or a PWE Coordinator, it is very critical for you to understand the importance of your role here at EDSI. • During Orientation, you will go through intensive job training guided by your Manager and staff including: • Introduction to EDSI • Review the EDSI Handbook • Corporate Paperwork • Job Specific Information • Software Training (available on the Intranet)
What to Expect • During orientation, you will get the opportunity to meet different people and learn all components of your position • You will get the chance to job shadow different people and understand how your role fits in as a PWE Coordinator
What makes EDSI different? “The 3 P’s” • People • Committed Team Members • Process • ISO • Perspective • Innovative
EDSI’s Mission Statement We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect
EDSI Locations • Dearborn, MI • Detroit, MI • Chicago, IL • Fort Lauderdale, FL • Washington, D.C • Brooklyn, NY • Pittsburgh, PA • Philadelphia, PA • Bristol, PA • Lebanon, PA • Chester, PA • Norristown, PA • Reading, PA • Carlisle, PA • Harrisburg, PA • York, PA
Corporate Administrative Paperwork • Before we begin the job specific training, it is important for you to complete the necessary paperwork • As part of your Employee Orientation Packet, you will receive the following information: • Important EDSI forms to complete • ADP Timesheet • Employee Intranet • ISO Forms • Expense Reports & Mileage • Frequently Asked Questions (FAQs) • Please complete the forms and send them back to Dearborn immediately
EDSI Employee Intranet • In order to access the forms and training, you will need to access the EDSI Website (www.edsincorporated.com) • Click on Employee Intranet • Enter your Employee ID and password (your last name)
EDSI Dress Code • Dress code is important for our staff and participants. Since, participants look to us as role models, we must exhibit a professional dress code. • As listed in the EDSI Company Policy Manual, EDSI offices are required Business Dress (Monday – Thursday) and Business Casual on Friday. • Although clothing preferences differ by individual, as a representative of EDSI, each employee is expected to exercise good judgment and taste in selecting office attire that is business-professional and is consistent with the employees’ presentation during the interview process.
EDSI Databases • You will be utilizing many EDSI databases to help you in your position • Here are some of the databases that you will have access to: • Occupational Skills Analysis System (OSAS) • TimeTracker • Master Database (Excel) • Contract specific system (please check with your Program Manager for contract specific systems)
Microsoft Outlook • Microsoft Outlook is your Time Management tool to help you organize your day and communicate with others throughout the organization. • With Outlook, you’ll have the option to: • Schedule meetings • Manage your tasks • View Calendar • You can access your e-mail via the Employee Intranet as well. • You can also access the Microsoft Outlook tutorial underResources on the Employee Intranet.
ISO • ISO 9001 is an international quality standard to which EDSI is registered. It is a process-based standard focused on continuous improvement and customer satisfaction. • ISO allows EDSI to perform our processes consistently and document the results. When we know how a process is performed, we know how to improve it. • On the Employee Intranet, you will have access to the ISO forms.
Paid Work Experience Training EDSI Way
Paid Work Experience Training • The following section highlights PWE Coordinator training. • This training does not answer contract specific questions. • Please see your Manager for contract-specific guidelines.
Acronym List • Please click on the document icon below to access the Acronym Guide
Attributes of an PWE Coordinator • Enjoy working with people • Professionalism • Communication • Relationship Builder • Relationship Maintainer • Detail-Oriented • Time Management • Good follow-up
EDSI PWE Coordinator Why are we different? • The role of the PWE Coordinator is to assist participants in gaining a valuable work experience and employment through Paid Work, Community Service and the Comprehensive Internship Program
Why are we different? • The EDSI Package • Our Professionalism • Our Attire • Our Marketing Materials • Our Customer Service • Our Availability and Flexibility • Our Communication Practices • Our Time Management • Our Organizational Skills • Our Preparedness • Our Follow-up
Why are we different? • The EDSI Package • Our Process • Our Paperwork • Our Reporting
Why are we different? • The EDSI Package • Our Initiative • Our Knowledge • Our Teamwork
Goal • To assist participants to gain and retain employment while living the mission statement • We must strive to create enthusiasm in our clients, see through their eyes, understand their needs and deliver more than they expect
The Team participant
Participant Flow The PWE Coordinator is involved in the participants’ lives from the moment the participants enter through our doors through the retention process
PWE within the Context of the Team • Each role is entwined with one another • Instructor: Prepare participants with necessary tools • PWE : Available Internship opportunities that match participant's skills and experiences • EC: Ensure participant has plans set with back-ups and next steps • Data: Status documented accurately and in a timely manner • Relationships
Time Management – How to Organize Your Week? • Schedule • Planner / Microsoft Outlook • Appointments • Employer Appointments • Develop Sites • Internal Meeting • Cold Calls
Time Management – How to Organize Your Week? • Task Lists • Planner / Outlook / Note Pad • Prioritizing • Time Lines • Set deadlines for yourself • If you say it, you do it!
Our Preparedness • For Employer Meetings • Directions • Marketing Materials • Paperwork • Research the Company • Understand their business protocol / business model
Our Preparedness • For On-Sites • Secure and prepare the room • Accommodate employer • Recruit • Present in classrooms • Work with ECs • Create the confirmation list • Check off who attends • E-mail list to ECs • Hide the no-shows – give list to employer • Follow up • Prepare the participants for the interviews
Our Preparedness • For Off-Site Interviews • Secure the mode of transportation • Directions • Confirm list of participants • Prepare the participants
Our Follow Up • Follow up on all PWE activities • Cold Calls • Applications and Resumes • Interviews • Follow up with ECs and participants • Importance of knowing the role of the EC in placing the participant • Establishing relationships with the participants
Our Process • The Systematic Approach to Job Development • Step 1 – Cold Call or Blitz • Step 2 – Appointment • Step 3 – Employer Profile • Step 4 – Job Order • Step 5 – Recruitment and Pre-Screen • Step 6 – Job Lead Referrals • Step 7 – Follow Employer Protocol • Step 8 – Follow up on the Employer Protocol • Step 9 – Placement and Employment Verification Form (EVF)
Our Paperwork • PWE Service Agreement • Employer Rules and Regulations • Memo – Timesheets • Work Experience Agreement Form • Site Absence Confirmation • Orientation Highlights • Worksite Referral • Attendance Form • Employee New Hire • PWE Checklist • Participant Personal Data Sheet • Preliminary Questionnaire • Policies and Procedures • Note: All these forms are located on the Employee Intranet (ISO Forms)
Our Reporting • Weekly Reporting on Job Development Numbers • Tracking placements, on-sites, off-sites, cold calls and blitzes • Great measurement tool for assessing JD performance • Assists in showing Job Development trends
Why are we Different? • The EDSI Package • Our understanding of the meaning of relationship building • Contact vs. Relationship = Acquaintance vs. Friend • “Be in the Bubble”
Definition of RelationshipEmployer • The ongoing cultivation of an employer through various means of communication and customer service. • Phone calls • Visits – Scheduled and Unscheduled • Tokens of Appreciation • Follow Up on Everything • Emails or Mailings • Going the Extra Mile
Definition of RelationshipParticipant • The relationship we have with a participant is directly related to the customer service we provide. • Needs of the PWE Coordinator • Needs of the Participant
Definition of Relationship Participant PWE Coordinator needs: • Skill Levels • Challenges • Goals • Availability Participant needs: • Honesty • Sincerity • Compassion • Informative • Positive Reinforcement
Establishing Relationships • You set the tone of your relationship with your participants • Your relationship with the participant begins the moment the participant comes through the doors • Participants watch and listen to you even before they have an opportunity to meet you • Let the participant know you care • Ensure the participant knows that you are going to follow-up about job opportunities that the interest the participant • Get the participant to call you before you have to call him/her
Service with a SMILE • Know your participants by name • When the participant sits at your desk, are you genuinely happy to see the participant? • Allow the participant to see your excitement • Positive Communication
The Actual Case Note • Case notes are used to document actual events and facts. • Although it may be difficult, it is important to AVOID opinions. • Remember, if it is not documented, the event never happened. • General Note: Do not write anything that you would not want the participant to read.
Case Notes 101 • The initial case note is composed by the EC stating that the participant attended orientation. • The second and third case notes should summarize what was learned from the EDRP/My Self Assessment and will come from the EC. • Each subsequent case note can be written by any staff member that has had contact with the participant. • However, remember, the EC is responsible for daily case notes (pre-placement), once a week for the first 2 months of employment (post-placement), and twice a month the next 4 months of employment (post placement) • Since the case loads are large, and several staff members will be responsible for the participant’s success, it is strongly suggested that all staff make an effort to write case notes. This ensures that all parties involved are aware of the participant’s status
Case Notes Must Indicate • Who, what, where, when, why and next step • Date of Contact (when) • Type of Contact (how) • Place of Contact (where) • Who you contacted (who) • What was communicated during the contact? (what) • Why you had this contact (why) • What is going to happen now? (next step) • Note: Case notes should be updated daily.
Follow-up • After the initial notes are made, the EC or EDSI Staff Member is responsible to conduct follow-up sessions to ensure that the issues are being resolved and goals are being achieved.
Case Notes “Do’s” • Use grammatically correct language • Be thorough yet concise • End all case notes with the staff member’s initials and date • Print and file case notes bi-weekly • File case notes in chronological order with the most recent on top • Record a closing note when a participant is no longer being serviced by EDSI • Case notes should be documented daily