Employment Ontario Information System (EOIS) Service Provider (SP) Connect

Transcription

1 Employment Ontario Information System (EOIS) Service Provider (SP) Connect Service Provider User Guide Chapter 5 Business Plan Management Version 1.6 December 2018

2 Table of Contents Chapter 5 Business Plan Management Document History 5.1 Introduction Roles and Responsibilities Business Plan Package and Business Plan Statuses Due Dates and Statutory Holidays 5.2 Business Plan Packages View Business Plan Packages Request Update to Profile or Contact Information 5.3 Business Plans View Business Plans Complete Business Plan Print Business Plans Close a Business Plan Release 17.4 Version The Queen s Printer Page 2 of 31

3 Document History Version # Date Description 1.0 October 2015 Initial version of guide 1.1 December 2015 Update to format and readability 1.2 March 2016 Adding Release October 2016 Updates for Release October 2017 Updates to screens to display new print icon 1.5 December 2017 Update to due date calculation and statutory holidays in calendar and addition of QSAR tab in business plan 1.6 December 2018 Update to reflect changes to approval process Release 17.4 Version The Queen s Printer Page 3 of 31

4 5.1 Introduction Service Provider (SP) Connect manages information and automates business processes related to specific Transfer Payment (TP) programs' delivery between Service Providers and the Ministry. This chapter focuses on the Business Planning process. The Business Planning process occurs when a new program or program cycle is initiated. Service Providers must complete and submit Business Plans to the Ministry for review and approval. The results of the approved Business Plan become the basis for an Agreement. Business Plans are grouped in Business Plan Packages by site and program. Each Package contains a Business Plan for one or more sites where a program will be delivered Roles and Responsibilities All users can view Business Plan Packages and Business Plans. However, only specific roles can perform certain actions with both Business Plan Packages and Plans. The following lists what action can be taken by what user: Role Name Service Provider Signing Authority (SPSA) Service Provider Administrator (SPA) Responsibilities Update, submit and close Business Plans Request a change to the Profile or Contact details Update and save Business Plans Request a change to the Profile or Contact details Business Plan Package and Business Plan Statuses A Business Plan is in the status of Open until the Business Plan is submitted, when the status turns to Submitted. If a Business Plan is closed, the status becomes Closed. A Business Plan package is in the status of Approved until all the Business Plans associated with the Package become Active, when the status turns to Active. If all the Business Plans associated with the Package are closed, the status becomes Closed Due Dates and Statutory Holidays Release Dates and Due Dates exclude any weekends and/or government recognized statutory holidays (example: Remembrance Day and Easter Monday). Release 17.4 Version The Queen s Printer Page 4 of 31

5 All government recognized statutory holidays will be displayed on the calendar tab. Release 17.4 Version The Queen s Printer Page 5 of 31

6 5.2 Business Plan Packages View Business Plan Packages For more information on Business Plan Packages, see section 5.1 Introduction. There are two ways to find and view Business Plan Packages: the Business Planning page (see Business Plan Packages in Business Planning), or; the Service Provider profile page ( Business Plan Packages in the Service Provider Section). To easily find packages for organizations that span multiple regions see section Business Plan Packages in the Service Provider Section as well Business Plan Packages in Business Planning System Steps Step 1: Dashboard From the Dashboard, click the Business Planning page. Step 2: Business Planning In the Business Plans Shortcuts panel, click the LIST BUSINESS PLAN PACKAGES link. Release 17.4 Version The Queen s Printer Page 6 of 31

7 Step 3: List Business Plan Packages The List Business Plan Packages page has two panels. The Search Criteria panel allows the user to search for Business Plan Packages using filters for Program, Fiscal Year and/or Status. The List Business Plan Packages panel shows a list of Packages available with the following fields of information: ID (a system generated number) Program SP Ref# Service Provider Effective Date End Date Status (default Open) If the Package is listed in the List Business Plan Packages panel, move to Step 4, or enter the search criteria and click SEARCH for the results or CANCEL to clear the criteria entered (note the default Status is Open). Step 4: List Business Plan Packages The search results are displayed in the List Business Plan Packages panel. Click on the ID link to open the Business Plan Package. The View Business Plan Package [ID] page has six panels. The Business Plan Package Details panel shows the Program, Business Plan Package ID, the Status, Effective Date, End Date and Region. Release 17.4 Version The Queen s Printer Page 7 of 31

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9 The Service Provider Profile panel shows the Service Provider organization details. The EDIT link allows the user to request updates to the Service Provider profile. The Corporate Details panel shows the corporate level details. The EDIT link allows the user to update the corporate details. For more information, see Chapter 4 Service Provider Management. The Corporate Contacts panel lists all of the contacts for the Service Provider organization. To request a change to the contact list, use the EDIT button in the Service Provider Profile panel above. Release 17.4 Version The Queen s Printer Page 9 of 31

10 The Business Plans DUE ON [dd/mm/yyyy] panel shows the Business Plan Package ID, Site number, Site Business Name, TP Accountability Office, % Complete (percent of the Business Plan that has been completed) and Status. Clicking on the ID link will open the Business Plan for the associated Site. For the SPSA role, the SUBMIT BUSINESS PLAN button appears (see Submit a Business Plan). The Status History panel shows the Date Time [dd/mm/yyyy hh:mm] of the status change, the Status Change and who made the change in the Created By column. Release 17.4 Version The Queen s Printer Page 10 of 31

11 Business Plan Packages in the Service Provider Section System Steps Step 1: Dashboard From the Dashboard, click the Service Provider page. Step 2: View Service Provider [ID] In the List Business Plan Packages panel, click the Business Plan ID link to open the. Note that the region is listed in the Region column, which helps to locate plans for organizations that span multiple regions. For more information on the Business Plan Package page, see section Business Plan Packages in Business Planning step 4. Release 17.4 Version The Queen s Printer Page 11 of 31

12 5.2.2 Request Update to Profile or Contact Information A Business Plan Package page contains corporate contact information. While viewing the Business Plan Package, should there be incorrect data in the Service Provider Profile, Corporate Details or Corporate Contacts fields, requests for updates can be made through the Service Provider Profile panel. The Ministry will check for these requests and update the information accordingly. For more information, see section View Business Plan Packages. The following describes how to request an update to the Service Provider Profile, Corporate Details or Corporate Contact information. System Steps: Please follow steps 1-4 in the Business Plan Packages in Business Planning section of this document and then continue with the following steps. Step 5: View Business Plan Package [ID] In the Service Provider Profile panel header, click the EDIT button. Release 17.4 Version The Queen s Printer Page 12 of 31

13 Step 6: Edit Business Plan Package Comments Dialogue Box Enter the correction or update in the Service Provider Comments field. Step 7: Edit Business Plan Package Comments Dialogue Box Click SAVE to save the request or CANCEL to return without saving the request. The comment will appear in the Service Provider Comments field of the Service Provider Profile panel for the Ministry to action. Release 17.4 Version The Queen s Printer Page 13 of 31

14 5.3 Business Plans View Business Plans For more information on Business Plans, see section 5.1 Introduction. There are two ways to view Business Plans. If the Business Plan is in the status of Open, there is a link to the Plan on the Dashboard (see Business Plans on the Dashboard). Business Plans in any status have a link in the Business Planning section (see Business Plans in Packages) Business Plans on the Dashboard System Step Step 1: Dashboard On the Dashboard, in the Business Plans panel, click the Business Plan ID to open the page. Release 17.4 Version The Queen s Printer Page 14 of 31

15 Business Plans in Packages System Steps Please follow steps 1-4 in the Business Plan Packages in Business Planning section of this document and then continue with the following step. Step 5: List Business Plan Packages In the Business Plans DUE ON [dd/mm/yyyy] panel, click on the Business Plan ID link to open the page Complete Business Plan Once the Business Plan page is open (see section View Business Plans), it is available for completing. The Business Plan can only be edited in the status of Open. The following describes how to complete a Business Plan. System Steps Step 1: Business Plan [ID] A Business Plan is comprised of a series of pages. The landing page for the Business Plan is the Home page. Each section of the Business Plan also constitutes a page in the Business Plan, indicated by tabs at the top of the Business Plan [ID] page. The Business Plan [ID] page consists of seven panels. The Business Plan panel shows the details of the Business Plan including Program, Status, Effective Date, End Date, TP Accountability Office, Employment Training Consultant and Due Date. Release 17.4 Version The Queen s Printer Page 15 of 31

16 The Service Delivery Site Profile, Corporate Details and Corporate Contacts panels shows the Service Provider organization details. For more information, see Chapter 4 Service Provider Management. Release 17.4 Version The Queen s Printer Page 16 of 31

17 The List Requests for Profile Update panel shows all Service Provider requests for changes to their profile information (see section Request for Profile Update). The Business Plan Pages panel lists each page in the Business Plan in the Page column and the percentage that it is complete in the % Complete column. For the SPSA role, there are two buttons that will appear when the Business Plan in the status of Open: SUBMIT RECOMMENDATION, and; CLOSE BUSINESS PLAN buttons. For more information on submitting a Business Plan see section Submit a Business Plan or closing a Business Plan see section Close a Business Plan. The Status History panel shows the Date Time [dd/mm/yyyy hh:mm] the change was made, the Status Change and Created By. Release 17.4 Version The Queen s Printer Page 17 of 31

18 Click the various Business Plan pages to see the required content. Step 2: Business Plan [ID] Complete the fields on each page and click the VALIDATE button to ensure that all mandatory fields have been completed. Should there be validation errors, an error message will appear at the top of the screen. Users do not need to complete the Business Plan pages all at once. Click the SAVE button to save the work and return to the Plan at a later date. The SAVE button only appears when the Business Plan is in the status of Open. Note that users do not need to complete the Business Plan all at one time. The system automatically saves information when moving between pages, however it is best practice to save when done entering information on a page as the information will not save in the event that the system times out or the user moves to a different section before saving the information. Release 17.4 Version The Queen s Printer Page 18 of 31

19 Request for Profile Update A Business Plan page contains site contact information. While viewing the Business Plan, should there be incorrect data in the Service Delivery Site Profile, Address or Site Contacts fields on the Home page, requests for updates can be made through the List Requests for Profile Update panel. The Ministry will check for these requests and update the information accordingly. For more information, see section View Business Plans. The following describes how to update profile information. System Steps Step 1: Dashboard On the Dashboard, in the Business Plans panel, click the Business Plan ID to open the page (see also Business Plans in Packages). Release 17.4 Version The Queen s Printer Page 19 of 31

20 Step 2: Business Plan [ID] In the List Requests for Profile Update panel, click the NEW link. Step 3: Request Update to Site Profile Dialogue Box In the Request Update to Site Profile Dialogue Box, enter the update or correction. Release 17.4 Version The Queen s Printer Page 20 of 31

21 Step 4: Request Update to Site Profile Dialogue Box Click SAVE to save the request or CANCEL to return without saving the request. The comment will appear in the List Requests for Profile Update panel for the Ministry to action. Release 17.4 Version The Queen s Printer Page 21 of 31

22 Submit a Business Plan Only the SPSA role can submit a Business Plan. Before submitting, verify that all pages are 100% complete in the Business Plan Pages panel (see Complete Business Plan, step 1). Should the Business Plan be submitted by mistake, contact the appropriate Employment and Training Consultant (ETC) and ask to have the Business Plan re-assigned. There are two ways to submit a Business Plan. See number 1 below to submit a Business Plan from the Business Plan Package page and number 2 below to submit from the Business Plan page. 1) Submit a Business Plan from the Business Plan Package Page The following describes how to submit a Business Plan from the Business Plan Package [ID] Page. Note that if a Business Plan is rejected by the Ministry for any reason (e.g. there is an error in the information), the Plan will appear on the users Dashboard in the status of Open. System Steps Please follow steps 1-4 in the Business Plan Packages in Business Planning section of this document and then continue with the following step. Step 5: List Business Plan Packages In the Business Plans DUE ON [dd/mm/yyyy] panel, check the box next to each Business Plan ready to be submitted. Release 17.4 Version The Queen s Printer Page 22 of 31

23 Step 6: View Business Plan Packages [ID] Click the SUBMIT BUSINESS PLAN button. Step 7: Submit Business Plan Confirmation A confirmation pop-up appears; click OK to submit the Business Plan or CANCEL to return without submitting the Plan. Step 8: Business Plan [ID] The system preforms one final validation check to ensure that all mandatory fields are complete. Should mandatory fields be missing information, an error message will display at the top of the screen. Complete any missing mandatory fields and return to step 6 above. Release 17.4 Version The Queen s Printer Page 23 of 31

24 2) Submit a Business Plan from the Business Plan Page The following describes how to submit a Business Plan from the Business Plan [ID] page. System Steps Step 1: Dashboard On the Dashboard, in the Business Plans panel, click the Business Plan ID to open the page. Step 2: Business Plan [ID] In the Business Plan Pages panel, click the SUBMIT BUSINESS PLAN button. Release 17.4 Version The Queen s Printer Page 24 of 31

25 Step 3: Submit Business Plan Confirmation A confirmation pop-up appears; click OK to submit the Business Plan or CANCEL to return without submitting the plan Step 4: Business Plan [ID] The system preforms one final validation check to ensure that all mandatory fields are complete. Should mandatory fields be missing information, an error message will display at the top of the screen. Complete any missing mandatory fields and return to step 2 above. Release 17.4 Version The Queen s Printer Page 25 of 31

26 5.3.3 Print Business Plans Business Plans can be printed through two methods. To print the entire business plan, click the print icon on the All Panels tab. To print the information only shown active tab (e.g. Service Delivery Operations), click the print icon on the top right section of the tab. System Steps to print the entire business plan Step 1: Dashboard From the Dashboard, click the Business Planning tab. Step 2: Business Planning Page In the Business Plans Shortcuts panel, click LIST BUSINESS PLAN PACKAGES. Release 17.4 Version The Queen s Printer Page 26 of 31

27 Step 3: List Business Packages Page Enter the search criteria and click SEARCH for the results or CANCEL to clear the criteria entered. Step 4: List Business Plan Packages Page The search results are displayed in the List Business Plan Packages panel. Click on the ID to open the Business Plan Package. Step 5: View Business Plan Package [ID] Page In the Business Plans DUE ON (dd/mm/yyyy) panel, click the ID to open the Business Plan [ID] page. Release 17.4 Version The Queen s Printer Page 27 of 31

28 Step 6: Business Plan [ID] Page Select ALL PANELS tab. Step 7: Business Plan [ID] Page The All Panels tab presents a consolidated view of all the tabs within the Business Plan. Click on the print icon to print the entire business plan. Release 17.4 Version The Queen s Printer Page 28 of 31

29 Alternatively a printout of each tab can be done separately (with exception of the Home tab) by choosing the appropriate tab and clicking on the print icon. Step 7: Business Plan [ID] Page A pop up screen with a PDF version will appear. To print, click on the printer icon at the bottom (appears when you hover at the bottom of the document) Close a Business Plan Both the SPSA and Ministry staff can close Business Plans (only Ministry staff can close Business Plan Packages). There are a variety of reasons to close a Business Plan, for example the Service Provider no longer offers the program. Only Business Plans in the status of Open can be closed. If a Business Plan is closed in error, the Service Provider cannot retrieve it. A request must be made to the Ministry to create a new Business Plan. The following describes how to close a Business Plan. System Steps Step 1: Dashboard On the Dashboard, in the Business Plans panel, click the ID link to open the Business Plan. Release 17.4 Version The Queen s Printer Page 29 of 31

30 Step 2: Business Plan [ID] For more information about this page and its panels, see section Complete Business Plan, step 6. Click the CLOSE BUSINESS PLAN button in the Business Plan Pages panel. Step 3: Close Business Plan Dialogue Box Complete the Closure Reason and Comments. Click OK to close the Business Plan or CANCEL to return without closing the Plan. Release 17.4 Version The Queen s Printer Page 30 of 31

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