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1 Skilldex Training Manual October 2012

2 Table of Contents Introduction to Skilldex... 3 Skilldex Access... 4 Sections of Skilldex... 5 Current Program... 6 Toolbox... 7 Employers... 8 New Employer... 9 All Employers and My Employers...32 Jobs Analyzed...33 Participants...34 All Participants and My Participants...34 Participant Profile Analysis (PPA)...50 Management...63 Skills Survey...64 Job Task Analysis...64 Templates...70 Skills Survey...72 Skills Survey Distribution...74 Reports P a g e

3 Introduction to Skilldex Skilldex is a web-based system that surveys individual skills and identifies and catalogs the skill needs of employers especially employers with a shortage of workers or a high demand for specific skills. We get everybody speaking the same language by developing task-based job profiles and evaluating applicants against these specific skills, responsibilities and tasks. Skilldex matches employees or job seekers to employers, producing a job match report as well as a skills gap report identifying training and skill development needs. Equally important, Skilldex helps to identify training and development needs of current employees within an organization, helping both individuals and organizations to reach their full potentials. Please review the diagram below that highlights the potential users for Skilldex with the outcomes that the system can provide. If you have any questions about Skilldex, please contact the Skilldex Team: Will Owen wowen@edsisolutions.com Amy Feehan afeehan@edsisolutions.com Larisa Rabina lrabina@edsisolutions.com Mike Baker mbaker@edsisolutions.com Neha Nangia nnangia@edsisolutions.com 3 P a g e

4 Skilldex Access In order to access Skilldex, you will need a computer with Internet and a login. Website: Login Information: Please contact Larisa Rabina at lrabina@edsisolutions.com to obtain a username and password. Reset Password If you forget your password, you can click on RESET PASSWORD to obtain a new password. It is important to have a valid address because your new password will be ed to you to the address in the system. Note: Your username and password are case sensitive. Toolbar You can click on any of the icons or submenus to open each Skilldex section. To open a submenu, you can click on the green arrow. Sidebar First, click on the name of the sidebar menu to open it. Next, click on the appropriate Skilldex section name to open it. Note: You can click on the triangle to open and close the side bar. 4 P a g e

5 Sections of Skilldex This training guide will review all sections of the Skilldex system, highlighting the areas that you will utilize most. The sections of Skilldex include: Dashboard: This section is currently under construction. Toolbox: This section is where the keywords, responsibilities and tasks are created and listed. Within the Toolbox, there is an Audit section. The Audit section allows us to review and track the usage of keywords, responsibilities and tasks. The Audit section is only available to Master Level Users. Employers: This section is where all employer information is located. Within the Employers section, you will also have access to the following submenus: New Employer, All Employers, My Employers and Jobs Analyzed. Participants: This section is where all the participant information is located. Within the participant section, you will also have access to the following submenus: New Participant, All Participants and My Participants. Reports: This section allows you to run reports and analyze data. Programs: This section is only available for Master Level Users and is used to create new programs. Management: This area is only available to Master Level Users and utilized to manage the lists created in the system. Skills Survey: This section provides access to the following submenus: Job Task Analysis, Skills Survey and Skills Survey Distribution. 5 P a g e

6 Current Program The Current Program section highlights the program(s) to which you have been assigned. Note: You can be assigned to multiple programs. The pin number underneath the program name is the pin utilized in the PPA section. This pin is unique to each program and generated automatically when a new program is created. As a staff user, you will not have access to the Programs section. If you try to access Programs, you will get message stating that you are not authorized to use this application. 6 P a g e

7 Toolbox This page lists all the Keywords, Responsibilities and Tasks currently housed in the Skilldex database. You can see responsibilities associated with the keywords by clicking on the number following the name of the keyword. You can see the tasks associated with the responsibilities by clicking on the number following the name of the responsibility. You can also view Custom keywords, responsibilities and tasks related to your program by clicking on the Custom radio button above the search bar. Note: The Audit function is not available at the staff access level. If you would like to add a keyword, responsibility or task, please the Skilldex Team at skilldexhelpdesk@edsisolutions.com for further assistance. 7 P a g e

8 Employers This page highlights the Employers section where you can add and view employer information. My Employers: List of employers associated with an individual user. All Employers: List of all employers assigned to a specific program. New Employer: Allows you to add a new employer. There are multiple screens that you will have to complete to ensure we have updated information for each employer. Jobs Analyzed: Provides a list of all the jobs and Job Task Analyses created for each Employer. 8 P a g e

9 New Employer In the New Employer section, you are able to add all the information about the Employer. The tabs in the New Employer section include: Employer Locations Benefits NAICS Codes Partnerships Jobs Employees Note: The tabs are displayed based on the Skilldex programs to which a user is assigned. Note: You must complete the Employer tab information before moving on to the other tabs. Once you add the employer information, you will get a message that you have successfully added the employer. All fields that have a red asterisk (*) must be completed. 9 P a g e

10 Once you complete the Employer tab, the next tab is Locations. In this tab, you can add employer locations. You can have multiple locations for one employer. It is important to complete all the fields with a red asterisk (*). In the Select Location field, you can designate the location for the employer (i.e. Primary). Once you complete all the information for the location, please click on Save Location. You can assign staff to the Employer locations by choosing the staff from the list. To access all the names, select radio button Show All Staff. To remove a staff from that employer, you can uncheck that individual s name. You will get a message asking confirmation to delete that individual from that employer. To add a new location, click on New Location. 10 P a g e

11 To add Benefits, click on the Benefits tab. The Benefits tab includes all the information for the employer benefits. Even though there are no required fields, it is important to complete as much information as possible. You have the option to add text for Protocol for Referrals and Followup Process. The NAIC Codes and Partnerships are unique tabs that apply to EDSI Consulting and some unique EDSI programs. If you are unaware of how these tabs apply to your program, please do not use them at this time. 11 P a g e

12 On the Jobs tab, you are able to add jobs to each employer as well as review jobs, positions, JTAs and review any participants who might be good candidates for the job. To access the Jobs section, click on the Jobs tab: Click on the New Job button to create a new job Complete the following information on the new job page: a) Enter Job Title b) Select Requires HS Diploma/GED Yes or No c) Description field is optional d) Click on the Save Job button to save the job Success message confirms that the job was added 12 P a g e

13 There are six sections available on the Edit Job page: Job Keyword Advance Education Certificates & Licenses Background Other These sections must be completed accurately because they are the criteria to match candidates and jobs in the Find Candidates section. 13 P a g e

14 Job Tab This is the place where you can update the general information about your job and create a position for the job. Each job may have multiple positions. To create a new position, complete the following steps: Click on the New Position button Enter Title for the position Select Location from the drop down box All other fields are optional By default the new position is marked as Available To save the new position, click on the Save Position button You should receive a confirmation that the Position was added Share With Programs is the place where you can share your position with different program(s). Click on the Share With Programs tab and select any program(s) you want to share your position with If you select a program(s), you can see all participants attached to that program in Job Matching Find Candidates section. Also, your job is available for all participants attached to the program you share this job with in the Find Job section. 14 P a g e

15 This section mimics the Participant section for keywords, advanced education, certificates & licenses, background and other. Keywords: to select keywords, please complete the following steps: o To open a list of all Keywords, click on the Search button o Select a Primary Keyword and two optional Secondary Keywords o The first selected keyword is indicated by the system as Primary and it is bolded o To see keywords you selected, click on the Show Assigned Keywords button o If you want to change the primary keyword, select another keyword and click on the Set as Primary button Advance Education: allows the employer to choose what type of education is needed for the position Certificates & Licenses: allows the employer to choose which certificates and/or licenses are necessary for the position Background: allows the employer to answer questions related to the background required for the position Other: allows the employer to add any additional information related to the job 15 P a g e

16 After completing the job profile tabs described above, you can create a Job Task Analysis (JTA) for this job. A job can have more than one JTA associated with it. Please complete the following steps to create a JTA for a position: Click on 0 in the JTA column The Create/View JTA page opens. There are three options to create a JTA: o Create a new JTA o Apply JTA template o Copy JTA from existing employer 1. Create a New JTA To create a new JTA, click on the New JTA button. A Job Task Analysis page opens with the name of employer and job title selected: 16 P a g e

17 Click on the Next button to open the Keyword page. Note: Master Set of Keywords, Responsibilities and Tasks are displayed by default. If you want to switch it to the Custom set, select the Custom radio button. The next step is to drag and drop keywords, responsibilities and task you want to use in your JTA to the JTA box Next, click on the Custom KRTs tab. This step is optional. To learn how to use the Custom KRT, please review the JTA section in this manual. Next, click on the Preview tab to view the page. To preview your JTA, click on the Preview button. If you want to add or delete any keyword, responsibility or task, click Cancel and it allows you to go back to the Keyword page and modify your JTA. Otherwise, you can confirm that you have finished adding keywords. From this point, you can change the order of keywords, responsibilities or tasks. Extend the list by click on the triangle next to the folder. You can rearrange by dragging and dropping the tasks to the desired position. To finish the process of creating the JTA, click on the Finish button and then confirm you want to activate your JTA. Note: At any time, you can cancel the process of creating JTA by clicking on the Cancel button and confirming you want to cancel. 17 P a g e

18 2. Copy JTA from Existing Employer The second option to creating a JTA is by copying the JTA from an existing employer. Please complete the following steps to copy a JTA from an existing employer. Click on the 0 link in the JTA column in the Jobs tab. Click on the Change Employers button and list of all employers associated with your program opens. Note: You can click on Back to Default Employer button to go back to the employer you were currently viewing. Select the employer you want to copy a JTA from and all jobs associated with this employer are shown. Click on triangle next to the any job to open all JTAs associated with that employer. 18 P a g e

19 Click on the JTA you want to copy to your job and Preview and Apply JTA window opens: If the JTA you selected has a benchmark survey, it appears on the right pane. If you want to copy a JTA with a benchmark, select the Copy Benchmark check box. Note: A benchmark survey is the survey completed by the Employer or you to use as a standard to compare surveys taken. Click on the Apply JTA button to complete the process. A Success message will appear to confirm that JTA has been copied successfully. 19 P a g e

20 3. Apply JTA Template The third option to creating a JTA is by applying a JTA template. Please complete the following steps to apply a JTA template: Click on the 0 link in the JTA column in the Jobs tab. From Create/View JTA page, click on the Apply JTA Template button. Apply JTA Template to your job page opens: Select template you want to apply to your job and click on the Apply button. You should receive a Success message confirming that the JTA Template has been applied. 20 P a g e

21 After adding the JTAs, the Jobs page should look like the following: The right part of the page is to view/update your JTA, create a survey and distribute it. To view a JTA, click on the link with the date and time in the Creation Date (EST) column The JTA window opens for review To convert your JTA to a PDF file, click on the Create JTA PDF button You will be prompted for a username and password: o Username: edsireports o Password: reports Note: The Edit mode is available for any JTA that does not have a survey. Once you create a survey, you cannot edit the JTA. 21 P a g e

22 To edit a JTA, click on the edit link and the Edit JTA KRTs form opens. The Master list is uploaded on the left pane. If you want to use Custom KRTs, select the Custom radio button. Your JTA is displayed in the right pane in the JTA box. To remove any keyword, responsibility or task, click on the X button. To add any keyword, responsibility or task, drag and drop them from the left pane to the JTA box. Once you finish your updates, click the Finish button. Success message confirms JTA was updated. 22 P a g e

23 Active Survey displays the number of Surveys that have been marked as finished. If no survey was created for the JTA, the number displayed is 0. Click on 0, and the system navigates you to the Skills Survey section where you can create a survey for the selected JTA. If a number is displayed in the Active Survey column, click on it and you are navigated to the Skills Survey Distribution section where you can distribute your survey. If you click Go To Skills Survey with the JTA highlighted it will automatically populate the information! To generate a JTA PDF file, click on the PDF link. The login screen opens You might be prompted for a username and password to access the reports if this is your first time running reports: o Username: edsireports o Password: reports 23 P a g e

24 Find Candidates link is used to open the Match Result page. Once you create a job and add all the necessary information, you can do Job Matching to find candidates who match your job and evaluate against different criteria. Click on the Find Candidates link and Match Result page opens with the current program participants displayed. The type of participant is listed as internal. All participants are listed as internal. To include inactive participants, check mark the Include Inactive Participants check box. Inactive participants are participants currently enrolled in the program but cannot participate at this time. To include participants who are currently employed with this employer, check mark the Include Employed Participants check box. If you want to display shared program participants, check mark Include Shared Participant check box. The type of participant is listed as shared. Shared participants are participants from the program(s) we share the employer or job with. 24 P a g e

25 The Match Results page may look like the following screen: o o o o The color of participants is different based on the selection in the checkboxes. If you see N/A displayed in all columns, it means the selected participant created a Skilldex account but did not complete the profile information (example - Participant 2, Test). N/A in the Primary Keyword Matched means that either Employer or/and Participant did not select any keyword. Dash (-) in any column means that the Employer did not select anything in the appropriate section (for example, dash in the Keywords column means that the Employer did not select a keyword). 25 P a g e

26 Criteria Match It is important to have the employer and participant to add as much information as possible in the system to ensure an appropriate match for the match. Below are descriptions of the columns for the Match Results page: Primary Keyword Matched: Yes means participant selected the same primary keyword as the employer. If No, employer and participant have selected different primary keywords. Keywords, Advance Education, Certificate & Licenses: 0% means that the participant either did not select any criteria or no criteria s/he selected matches the criteria that the employer selected. The percent is calculated from a formula. For example, the employer selects five keywords which equals 100%. Participant selects all keywords that apply to him/her but only three of them match the employer s selected keywords. The result of the formula is a 60% match. High School Diploma/GED: Yes means that the participant has a High School Diploma/GED or if the employer does not request it but the participant does have it. No means employer requests High School Diploma/GED but participant does not have it. 26 P a g e

27 Background: Background has Yes, No and N/A criteria. The percentage is calculated in the following way: o The Employer sets the criteria for the job match. The key here is, when a job has an N/A for a given criteria, it is not counted in the calculation. When employer has set up an N/A, it does not matter what the participants answer is because their answer does not apply. When the participant answers N/A, this is counted in the calculation if the corresponding job requirement has a Yes or No requirement. Example: Employer has set the following criteria: Participant s response is: 27 P a g e

28 The displayed result is 40%: Explanation: Employer has selected one N/A for the job. So, the calculation will be based on 5 questions not 6. Participant matched 2 of the 5 requirements, which equals a 40% match. 28 P a g e

29 Match Results page also includes Skill Gap Analysis option. Skill Gap Analysis allows you to compare the result of the participant s survey and employer s specific job survey. To review Skill Gap Analysis, employer needs to complete a benchmark survey. Click on the open link to open Skill Gap Analysis page for the selected Participant Open Comparison Survey drop down box and select the job s survey you want to compare with the participant s survey result. If survey you selected does not have a completed benchmark, the following message is displayed: If Participant you selected did not complete his/her skill survey, the following message is displayed: 29 P a g e

30 If the participant completes a skill survey and job s survey has a completed benchmark, the following Skill Gap Analysis page will be displayed: Comparison Survey Field Descriptions Comparison Type can be either Custom Survey if participant completed PPA survey or Direct Survey if participant completed on-line survey JTA Task Match: The total number of tasks in the participant survey with the same or higher task rating (including identical tasks only) divided by the total number of tasks in the benchmark and then multiply by 100%. Example: Benchmark includes 12 tasks. Participant s survey includes 9 identical tasks with same or higher task rating as tasks in benchmark. JTA Task Match is (9/12)*100 = 75% Average Score: Summary of all participant response values (values of identical tasks only) divided by the total number of tasks in the benchmark. Example: Benchmark includes 12 tasks. Participant s survey includes 9 tasks which are the same as the tasks in benchmark. The total value of these 9 tasks is 35. Average Score is 35/12 = 2.92 Benchmark Average: Summary of all benchmark response values divided by the total number of tasks in the benchmark. Example: Benchmark includes 12 tasks. The total value of all tasks is 30. Benchmark Average is 30/12 = 2.5 Survey Gap: Average Score minus Benchmark Average. Example: Average Score is 2.92 Benchmark Average is 2.5 Survey Gap is = P a g e

31 You can open Skill Gap Analysis windows for more than one participant at the same time Once a participant has taken the Direct Survey, the Direct Survey result overwrites the Custom Survey result and the Skill Gap Report option is available to view. Click on the Skill Gap Report link to open skill gap report. 31 P a g e

32 All Employers and My Employers All Employers and My Employers pages provide a list of Employers for a specific program. If you would like to access Employers assigned to you, click on My Employers radio button and click Search. If you would like to access all the Employers in the program, click on All Employers radio button and click Search. EDSI Staff assigned to the employer is displayed in the EDSI Staff column. If more than one staff member is assigned to the employer, the staff member who entered the employer is displayed in blue. The names of all assigned users are displayed when you move mouse over the name in the EDSI Staff column. Note: You can also sort the columns and use the Search option to search for a specific employer. 32 P a g e

33 Jobs Analyzed This page highlights all the Job Task Analysis available for the Employers and completed surveys with the most recent response date listed. To view a specific Job Task Analysis (JTA), click on the date. Once you click on the date, you will get a pop-up window that displays the JTA information for the specific job. Note: You can click on the triangle next to the Keyword and Responsibility to expand the information. You can convert the JTA into a PDF file by clicking on Create JTA PDF. Next, you might be prompted to enter a username and password (case sensitive) o o Username: edsireports Password: reports 33 P a g e

34 Participants All Participants and My Participants In the participants section, you can view all the participants that are assigned to a specific program. To view all the participants, click on the radio button All Participants. To view all the participants assigned to you, click on the radio button My Participants. You can also search for participants who are Active, Inactive and Termed/Deferred. Select the Active, Inactive or Termed/Deferred radio button and click on Search. You can also search for participants by typing the participant s name in the Search box and clicking on Search. 34 P a g e

35 Surveys column displays the number of the Completed surveys and the Total number of the surveys sent. For example, John Smith is a participant of the North Carolina Program. He creates a new account, Surveys (Completed/Total) shows: 0/0 He begins PPA Custom Survey, but does not finish it, Surveys (Completed/Total) shows: 0/1 He has completed his PPA Custom Survey, Surveys (Completed/Total) shows: 1/1 His EC sends him 3 job surveys, Surveys (Completed/Total) shows: 1/4 He takes 2 of the job surveys, Surveys (Completed/Total) shows: 3/4 35 P a g e

36 This Participant section is used to review information about each participant, analyze survey results and match participant to the job. Note: All Participant information should be added through the Participant Profile Analysis (PPA) where participants can enter their own information into the system. Once the participant information is added to the PPA, it will automatically be available in Skilldex. Participant participant demographic information Note: Only EDSI Staff can change the Participant Status Also multiple staff can be assigned to a participant. To add a staff member, select Show All Staff. All staff should be listed that are assigned to that program. Please checkmark the staff member(s) that you would like to assign to that participant. 36 P a g e

37 Employment this section houses placement information. In addition, participants can upload any documents related to their job including resume, references, certificates, etc. If a participant uploads any documents related to his/her job, you can review the uploaded documents from this page. You can also help a participant to upload his/her document. Click on the Upload File button and complete all steps Note: Only an EDSI Staff can change the Placement Status. Once a placement status has been changed to Employed, you will have the option to add the Employer information. Please complete the steps below to add employer information once a participant becomes placed: 1. Select Employed from the Placement Status drop down box 2. Click on the Browse button to open a list of Employers of the current program Note: If you cannot find the employer in the list, you can create it from the Employers menu 3. Once you select the employer, the next field appears is Job Title. Click on the Browse button to open a list of the jobs and select the participant s job title 37 P a g e

38 4. The next field is Job Position. Click on the Browser button to open a list of positions. Your page may look like the following screen: 5. Select available position from the list Note: If no position is available or job does not have any position, you can leave Job Position field blank. 38 P a g e

39 6. Once you complete the Placement information, click on the Save Employment button and success message confirms that Employment updated: When you connect your participant to an employer, then you can see your participant in employees list of the selected employer. Open Employers and then Employees tab: Now your Participant is an active participant and active employee. If any of these statuses are changed, you should change the status from the Participants section or Employees section. 39 P a g e

40 Participant Profile Analysis (PPA) this section provides you the option to update the username and password if a participant happens to forget. EDSI Staff can update this information for the participant. Keywords shows the primary and secondary keywords that the participant has chosen Advanced Education list of advanced education options for the participants to choose from 40 P a g e

41 Certificates & Licenses there is a list of certificates and licenses for participants to choose from. This list is maintained by the Skilldex Team. If there are licenses and certificates that you would like to add, please contact the Skilldex Team at skilldexhelpdesk@edsisolutions.com. Background Participants should complete the background questions to ensure a best match for jobs within the system. 41 P a g e

42 Surveys this tab includes a list of all the surveys created in the program and the status of the survey. It also includes the PPA Custom Survey and its status. Note: If participant does not start the PPA Custom Survey, you will not see PPA Custom Survey in the list. The Status of the survey is displayed in the Status column. In the screen above, there are four surveys were sent to participant and only one was completed. On the Participant main page, you would see the number of the Surveys (Completed/Total) is 1/4 (one is completed and four were sent). Action column is where you can send a survey to the participant. Click on the Send link and Sending Survey process page opens Click on the Send Survey button and success message confirms that Survey request is sent. The status of the survey is changed to Sent on (today s date) Once participant completes the survey, the status of the survey is change to Completed on (completion date) 42 P a g e

43 When the participant completes the survey, you can run a Skill Gap report. Click on the Skill Gap link to open the skill gap report. From this report you can analyze the participant s task ratings, benchmark ratings and skill gaps. Note: If you are opening this report for the first time, you will be prompted to login. Username: edsireports Password: reports Find Jobs button is used to open the Match Result page Click on the Find Jobs button and Match Result page opens with the current program employers and jobs displayed. The type of employer is listed as internal. Internal employer is an employer that EDSI has a relationship with. All employers in the system will be listed as internal. 43 P a g e

44 To include Jobs Shared with your program, put a check mark in Include Jobs Shared with (your program name) check box. The shared employers are displayed in the list, with shared as the type. Shared job is a job we share with another program (or programs). If we share the job, then we can see participants of the program(s) we share job with in Match result form. In addition, the shared job is displayed in the participants section of the program we share our job with. The color of employers is different based on the employer type. Your Match Result form may look as the following screen: You can click on the name of employer to open the employer page If you click on the name of shared employer, the following message is displayed: If you select a participant and see all N/A displayed in all columns, it means the selected participant created an account but did not complete their profile information. N/A in Primary Keyword Matched means that either Employer or/and Participant did not select a keyword. 44 P a g e

45 Dash (-) in any column means that Employer did not select anything in the appropriate section. For example, the dash in the Keywords column means that Employer did not select a keyword. 45 P a g e

46 You can match a job to the participant by different criteria: Primary Keyword Matched: Yes means the participant selected the same primary keyword as employer. If No, employer and participant have selected different primary keywords. Keywords, Advance Education, Certificate & Licenses: The percentage can be from 0% to 100%. 0% means that no keyword employer selected matches the keywords that participant selected. Any percent is calculated from the formula. Example: Employer selects five keywords which equals 100%. Participant selects all keywords that apply to him/her but only three of them match the employer s selected keywords. The result of the formula is a 60% match. High School Diploma/GED: Yes means that participant has High School Diploma/GED or employer does not request it and participant does not have it. No means employer requests High School Diploma/GED but participant does not have it. Background: Background has Yes, No and N/A criteria. The percentage is calculated in the following way: The Employer sets the criteria for the job match. The key here is when a job has an N/A for a given criteria, it is not counted in the computations. When employer has set up an N/A, it doesn't matter what the participants answer is because their answer doesn't apply. When the participant answers N/A, this is counted in the computation if the corresponding job requirement has a Yes or No requirement. Background Example: The Employer has set the following background criteria for a job. 46 P a g e

47 The Participant responses: The displayed result is 40%. Employer has only one N/A set for the job. So, the computation will be based on 5 requirements. Participant matched 2 of the 5 requirements, which equals a 40% match. Match Result page includes Skill Gap Analysis option. Skill Gap Analysis allows you to compare the result of the participant s survey and employer s specific job survey. To review a Skill Gap Analysis, the employer needs to complete a benchmark survey or you need to complete the benchmark survey for the employer s position. Click on the open link to open Skill Gap Analysis form for the selected Job Open Comparison Survey drop down box and select the job survey you want to compare with the participant s survey result. If survey you selected does not have a completed benchmark, the following message is displayed: 47 P a g e

48 If Participant you selected did not complete his/her survey, the following message is displayed: If participant completed a skill survey and job s survey has a completed benchmark, the following Skill Gap Analysis page should be displayed: o o o Comparison Type can be either a Custom Survey if participant completed PPA survey or Direct Survey if participant completed on-line job survey JTA Task Match is the total number of tasks in participant survey with the same or higher task rating (include identical tasks only) divided by the total number of tasks in the benchmark and then multiply on 100%. Example: Benchmark includes 12 tasks. Participant s survey includes 7 identical tasks with same or higher task rating as tasks in the benchmark. JTA Task Match is (7/12)*100 = Average Score is the summary of all participant response values (values of identical tasks only) divided by the total number of tasks in the benchmark. Example: Benchmark includes 12 tasks. Participant s survey includes 9 tasks which are the same as the tasks in benchmark. The total value of these 9 tasks is 22. Average Score is 22/12 = P a g e

49 o o Benchmark Average is the summary of all benchmark response values divided by the total number of tasks in the benchmark. Example: Benchmark includes 12 tasks. The total value of all tasks is 30. Benchmark Average is 30/12 = 2.5 Survey Gap is the average Score minus Benchmark Average. Example: Average Score is Benchmark Average is 2.5. Survey Gap is = You can open Skill Gap Analysis window for more than one job at the same time. The Direct Survey result overwrites the PPA Custom Survey result and the Skill Gap Report option is available to view. Click on the Skill Gap Report link to open skill gap report. 49 P a g e

50 Participant Profile Analysis (PPA) The Participant Profile Analysis (PPA) is a subset of Skilldex that allows participants to: Create a Skilldex account Complete their personal information Select primary and secondary keywords Complete a Skill Survey Upload resumes and other documents related to their job Creating your account: 1. Use the following website to access Skilldex: 2. Please type your username and password if you are a returning user. 3. If you are a New User please complete all required fields* to create your account. 4. Type your First Name (No spaces) 50 P a g e

51 5. Type your Last Name (No spaces) 6. Last 4 SSN is an optional field. This information could be helpful in the event that you have a common name. 7. Type address. This is a required field and you must indicate the entire address (i.e. 123example@yahoo.com). If you do not have an address, please locate a staff member to assist you in creating an account. 8. Address is an optional field. 9. Type the city in which you live. Please list the city in which you live, not the city that you are in while taking the survey. 10. Choose the state you live in from the drop down box. 11. Type your zip code. 12. Type your phone number with area code first. Do not include parenthesis or dashes (only your 10 digit phone number including area code). 13. Choose the appropriate answer if you have or do not have your High School Diploma/GED. This is a required field so be sure to check yes or no pertaining to your HS Diploma/GED status. 14. You will be given a Program Pin number by your assigned EDSI Staff member to type into Program PIN section. Be careful to include all numbers and/or letters with no spaces. (ex. 4DS7738) *Pin number is NOT case sensitive. 15. Program Start date is an optional field. You may know the date that you started the program please use the calendar to assist you in accuracy. 51 P a g e

52 16. Your username must contain at least 5 letter and/or numbers. To create your username you should use your first initial, last name and your four digit birth year. Example: John Smith was born in 1978 Username: jsmith Your Password must contain at least 8 letters and/or numbers. To create your password you should use your first initial, last name and the last four digits of your social security number. Password: jsmith**** 18. Be sure to retype your password exactly as you entered it in the field prior to this. 19. Now, you are ready to click submit and finish your profile. 20. After clicking on submit your information will be saved and you will receive this notification: 52 P a g e

53 21. Please review the information displayed under My Account. If everything appears accurate then click on the Next button located in the bottom right hand corner. 22. If you would like to change any information, make changes then click on Save My Account. You will receive a message indicating the information has been updated and you may now click on the Next button to continue. 23. Answer the series of questions by checking yes, no or NA within the Background section. 53 P a g e

54 24. Click on the Next button after you have answered all questions. 25. Advanced Education>> Check all that apply and then click on the Next button. 26. Certificates & Licenses>> Check all that apply and then click on the Next button. 27. Documents>> You can upload various documents in multiple types of files. Appropriate documents to upload to this section include: resume, cover letter, scanned certificates, etc. a. Click on Upload File. b. Then name the category (i.e. Resume). You have the option of choosing various types of files and can upload multiple documents. Next, click on Browse. 54 P a g e

55 c. The browser window will then appear. Find the document you desire to upload and click Open. d. Then click on the Upload button. e. After document is successfully uploaded a message will appear indicating file has been uploaded. Click on OK. f. Click on the Next button in the lower right hand corner to open the next page. 55 P a g e

56 28. It s time to select your primary keyword and possibly secondary keywords. You may utilize the search engine or scroll though the list. By clicking on the box you are selecting your primary keyword. The first selected keyword will be your primary keyword. Any keywords selected after your primary Keyword will be considered your secondary keywords. a. How do you select your Keyword? Primary Keyword- Should highlight the skill area in which you have the most experience. *The first keyword you select will be considered your primary keyword. Secondary Keyword/s- Should highlight any previous experience, skills obtained by non-job related work and/or the career you want. b. You can change your primary keyword by selecting a different keyword and then clicking the Set as Primary button. You will notice the change because your new primary keyword should appear in bold. c. After selecting your primary keyword and possibly secondary keyword(s), you will need to click on the Next button. 56 P a g e

57 29. Now you will be asked to select responsibilities for this keyword(s). Each keyword may have a different number of responsibilities. The number of responsibilities you select is dependent on your skills and previous experience. Responsibilities are a way to clearly identify your specific skill set. There are many different tasks within one responsibility that will help identify your specific skill set. Choosing appropriate responsibilities will help create a survey that will capture your skills. You can view the tasks that are related to each responsibility by using the horizontal scroll bar. Using the horizontal scroll bar please scroll to the right to view the tasks as seen in the picture below. 57 P a g e

58 30. Once you have checked all responsibilities listed that apply to you, you are now ready to start your survey. 31. Click on the Start Survey button. The Printer Friendly Survey option allows you to print out your survey. We highly recommend users to take the skill survey online. 58 P a g e

59 32. After you click Start Survey you should see a screen like this: Please pay special attention to a few key features on this screen: 1. The status bar tracks how many tasks you have rated compared to your total number of tasks. The status bar will be filled in with color to indicate how much of the survey you have accomplished. 2. The ratings box will display the description for each rating and will appear on each page of your survey. You can refer to the ratings box at any time if you are unsure of how to rate a task. 3. If you need to end your session before completing the entire survey, be sure to click on the Finish Later button and your work will be saved. The next time you log in you will begin right where you left off. 4. If you would like to change your keyword, responsibilities or any other information in your profile that you created you can simply click on Return to Profile Analysis 5. After rating each responsibility on that page you will be ready to click on Next Page to move forward in your survey process. Completing your survey is the most important part of creating your account. Be sure to rate yourself honestly and refer to the description of the ratings if you are unclear on how to rate that specific task. 59 P a g e

60 Ratings- N/A Not Applicable 0 - Not Aware of this task 1 - Aware of but unable to perform this task 2 - Able to perform this task with assistance 3 - Able to perform this task on my own 4 - Able to instruct others in this task 33. When you have rated each task and feel that you have completed your survey you will then click on Finish Survey. 34. After clicking on Finish Survey you will receive a notice that you have completed your survey. 60 P a g e

61 35. If you do not receive the Success message, but rather a message that appears like the screen shot below, this is indicating that you have not rated at least one task. It s very easy to miss one or more tasks. Please click OK and all non-rated tasks become red. You can rate them and then click on the Finish Survey button. If you have a multi-page survey, you can click on the Return to Profile Analysis button. It returns you to the My Skilldex page. Click on the Start Unanswered Survey button and only not rated tasks open. Rate them and then click on the Finish Survey button. 61 P a g e

62 36. After you have successfully completed your survey, you are offered a few options. Please review the screen below to view options: 1. If you have completed all steps and are satisfied with the account that you have created, you can now click Log Out. 2. By clicking on View/Update Survey, you can view your survey and/or change any of your ratings. 3. By clicking on the Print Friendly Survey, you will have the ability to print the blank survey without any ratings. 4. By clicking on Print Completed Survey, you are able to print your completed survey which will include the ratings you selected for each task. 37. You are finished! Now that you have your account set up you can simply log back in utilizing the username and password that you have created. You can always add, change, delete information in your account to reflect your current education, background, certificates, desired career field, etc. 62 P a g e

63 Management As a staff user, you will not have access to the Management section. If you try to access Management, you will get message stating that you are not authorized to use this application. The Management section is used to update the lists and questions for participants and employers. This is managed by Master Users. 63 P a g e

64 Skills Survey The Skills Survey section allows you to create custom surveys and send it out via paper or electronic link. This section highlights the different steps in order to create a skills survey. Job Task Analysis The first step in the process is the Job Task Analysis. Below are the steps to follow: Start JTA: This is the initial step in creating a JTA. The other tabs (i.e. Keywords, Custom KRTs) are grayed out until the Start JTA tab is completed. You will need to select an Employer and Job Title by clicking on Browse. Once Employer and Job Title have been added, click Next. Keywords: Allows you to add keywords, responsibilities or tasks to create your JTA 64 P a g e

65 The next page allows you to Select JTA Template KRTs. By default, the Master set of keywords, responsibilities and tasks is loaded. If you want to use your program Custom keywords, responsibilities and tasks, select Custom option. Next, drag and drop keywords, responsibilities and tasks to the JTA Template box. Note: You can remove any keyword, responsibility or task from the JTA Template box. To remove it, click on the X button To continue, click on the Next button. Note: If you want to update the previous page, click on the Back button The next page is KRT Order. If you want to change the order of keywords, responsibilities and/or tasks, extend the keyword and responsibility, then drag and drop keyword, responsibility or task to the desired position To finish creating JTA Template, click on the Finish button 65 P a g e

66 To continue with the Job Task Analysis process, please follow the steps below: Steps to add Keyword, Responsibilities and Tasks: Select the Keyword, Responsibility or Task you would like to use for your JTA. Drag the Keyword, Responsibility or Task over to the JTA section. Note: If you select a Keyword, all the responsibilities and tasks associated with the keyword will also carry over to the JTA section. If you select a responsibility, all the tasks associated with the responsibility will carry over to the JTA section. If you do not want a certain responsibility or task, you can click on the X next to the Responsibility or Task to remove it from the JTA. If you want to see all the responsibilities under a keyword or all the tasks under a responsibility, click on the triangle next to the file folder with the keyword or responsibility. Once you have selected all the keywords, responsibilities and tasks, you can click on the Custom KRTs tab. 66 P a g e

67 Custom KRTs (optional): allows you to upload any custom responsibilities and tasks that are not included in the Master database. You will need a specific Excel file to upload the custom tasks. Please Larisa Rabina (lrabina@edsisolutions.com) or Neha Nangia (nnangia@edsisolutions.com) to request a copy of the Excel file. 67 P a g e

68 Steps to add Custom Responsibilities and Tasks: Click on Import Custom Tasks/Responsibilities Click on Browse. Select the file with the responsibilities and/or tasks. Once you select the file, the system will automatically upload the responsibilities and/or tasks. You will see the custom tasks and responsibilities you uploaded. Drag the tasks and responsibilities from the Upload Tasks/Responsibilities section to the JTA section. IMPORTANT NOTE: All the custom tasks must either be added to the JTA or removed (by clicking on the X). You will not be able to move on to Preview till all the tasks are removed from the Uploaded Tasks/Responsibilities area 68 P a g e

69 Preview: allows you to review and finalize your JTA. Click on Preview Click Ok after the Finishing Adding Keywords prompt The JTA has been created. At this point, you can move the responsibilities and tasks in any order. Once you are happy with the order of the JTA, click Finish. You will get an alert that says Are you sure you want to activate your JTA? Click Yes. You should get a prompt that says JTA created successfully. 69 P a g e

70 Templates You can use the Template option to create a new template, edit templates that have already been created and to copy existing templates to other programs. The Templates button is located on the top right corner of the Job Task Analysis page. Click on the Templates button. To create a new template, click on the New JTA Template button. The New Template form opens, enter the following information: o o o Enter Target Job Title The Program you are currently in is pre-selected Description is optional Click on the Save JTA Template button to save the new template. You will get a success message confirming that the JTA Template was added 70 P a g e

71 You can edit your template and copy it to another program. From Job Task Analysis page, click on the Templates button. JTA Template form opens with Copy and Edit options. If you want to Copy your template to another program, click on the Copy link. The Copy your Template to Programs page opens: Select any program or you can select more than one program (hold the Ctrl button and select all programs you want to copy your JTA Template to). Click on the Save button. Your JTA template is copied to all selected programs To edit your template, click on the Edit button from the JTA Template page. Edit JTA Template form opens. Use the Next and Back buttons to navigate the pages and update the template. Click the Finish button to complete edit. 71 P a g e

72 Skills Survey This page highlights the Skills Survey section. After creating the Job Task Analysis, you can create a Skill Survey to send out to participants for completion. You must complete the following steps: Name: Create a name for your survey. Employers may have multiple surveys so remember to name the survey with something you will recognize and remember. Employer: You must select an Employer for which you are creating a survey. Once you select an Employer, a list of JTAs created for the employer will appear in the JTA section. JTA: Select the JTA for which you would like to send out a survey. Welcome Text: You can write a welcome message for the participants taking the survey. Closing Text: You can write a closing message (i.e. Thanks for taking the Survey) for the participants taking the survey. Note: The Welcome Text and Closing Text are not mandatory fields. You must complete Name, Employer and JTA. Once the fields have been completed, click Next. 72 P a g e

73 In this section (optional), you will be able to create questions for the participants to answer. You can create 3 types of questions: Text Input Yes/No Multiple Select Once you have created your questions, you will see them listed under Question and Question Type. To create a new question, click on New Question. Once the question has been created, click on Save Question. You can also remove questions by clicking Delete Question. Once all the questions have been created, click on Finish and Distribute the Survey. Once you have completed adding the questions, you will receive the following prompt: Click Ok 73 P a g e

74 Skills Survey Distribution This section gives you options to send out surveys to participants and employers: The first step in the process is selecting an employer by clicking on Browse. Once you select the Employer, all surveys you created for this employer are loaded and displayed by the Survey Name and Survey Date. Once you select the employer and survey name, you will have the option to send out the survey by the following options: Recipient Address: If you have the address of the recipient, you are able to use this method of distribution. Print Paper Copy: Allows you to print a paper copy of the survey for distribution. Employer Link: Allows you to send a benchmark link to the employer to take the survey; this serves as the benchmark survey for the Skill Gap Analysis Report. You can also copy and send a generic link to any recipient. 74 P a g e

75 Recipient Address With the Recipient Address option, you can send a selected participant a link directly to take a survey. Here are the steps to send a survey: In the first column, find the appropriate recipient s name. In the Actions column, click on Add. In the Actions column, you will see checkmarks next to Send. This indicates that the survey is ready to be sent to the recipient. Note: If you change your mind to send the survey, you can click on Remove next to the Send option. Next, click on Send Survey. 75 P a g e

76 Once you click on Send Survey, you will receive a prompt message that asks you to review the list of recipients. Click OK once you confirm the list of recipients is correct. Next click on Send Survey again Next, click on Send Survey in the Survey box to send the Skill Survey link to the selected recipients You will get a confirmation message stating that survey link was sent successfully Click on Close 76 P a g e

77 Print Paper Copy Another option to take a skill survey is to print out the survey. From the Skills Survey Distribution page, complete the following steps: 1. Select the Employer by clicking on Browse 2. Choose the Survey 3. Select Print Paper Copy 4. Click on Next 5. Click on Print next to Paper Copy. Note: You will be prompted for a username and password to print the skill survey. The username and password are: o Username: edsireports o Password: reports 6. After you type in the username and password, the Skill Survey should pop up in another screen. Print the survey and have the participant complete the information by hand. 77 P a g e

78 Employer Link The Employer Link provides an option to send the survey link to the Employer to benchmark the survey. In addition, you can copy and send the generic link to any recipient. From the Skills Survey Distribution page, complete the following steps: 1. Select the Employer by clicking on Browse 2. Choose the Survey 3. Select Employer Link. Select Display and Require Name Fields if you would like to include the name fields as a requirement in the survey. 4. Click on Next You will have the option to send a generic link or generic benchmark link. The generic link can be sent to anyone who is interested in taking the survey. To send the generic link, please complete the following steps: 1. Click on the Open next to the Generic Link 2. Another web page will open with the survey. You can copy the link and send it in an e- mail 78 P a g e

79 Note: You can click the Copy option to copy the survey link and put it on the Clipboard. To have the Employer complete the benchmark survey, please complete the following steps: 1. Click on the Open next to the Generic Benchmark Link 2. Another web page will open with the survey. You can copy the link and send it in an e- mail. 79 P a g e

80 Reports This page highlights the Reports section. You must select Employer and Survey Name to start the reports process. 80 P a g e

81 There are 4 types of Reports: Survey Response by Company Survey Response by Recipient Gap Analysis by Company Gap Analysis by Recipient Note: You can View/Print the report in PDF or Export the report to Excel. You will be prompted for a username and password when running reports. Username: edsireports Password: reports Report 1: Survey Response By Company provides an average of the responses and counts of all the individuals who rated specific tasks. You must select Survey Response for Report Type and By Company for the Report Style. 81 P a g e

82 Report 2: Survey Response by Recipient provides you the skill survey response by the individual. You must select Survey Response for Report Type and By Recipient for the Report Style. Next, select the Recipient whose report you would like to see. Next, select how you would like to see the report (View/Print PDF or Export Excel). Report 3: Gap Analysis By Company provides you a discrepancy report of an average of what individuals have rated and what the employer has rated (Benchmark Rating). You must select Gap Analysis for Report Type and By Company for the Report Style. Next, select how you would like to see the report (View/Print PDF or Export Excel). 82 P a g e

83 Report 4: Gap Analysis By Recipient provides you a discrepancy report of what an individual has rated and what the employer has rated (Benchmark Rating). You must select Gap Analysis for Report Type and By Recipient for the Report Style. Next, select the Recipient whose report you would like to see. Next, select how you would like to see the report (View/Print PDF or Export Excel). To access the different types of surveys/reports, you can click on Change Survey. Change Survey This feature allows you to go back and select a different employer and survey 83 P a g e