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Locations/Personnel Portal Updates

April 2024

Please do not start a new Service Agreement before completing your personnel profile updates in your portal account. If you already started a new service agreement, the agreement will be denied so that you can make the required personnel and/or subcontractor updates.

The personnel and subcontractor profile updates include completion of the 2024 IT Sec. Awareness Training with a completion date on or after March 8, 2024 (March 8th is the date that the training was made available on the SP website), an Ethics training completion date within the last five years, and a CBC completion date for all personnel and/or subcontractors that is within six months preceding your agreement signature, so, if you sign your agreement on May 1st, we can accept CBC dates as far back as November 1, 2023, and the CBC dates will be valid for the entire new agreement term of July 1, 2024, through June 30, 2026. Then, finally, you will need to assign locations in each personnel profile based on where staff are providing services.

The agreement Main Contact will be notified by email once your agreement is approved. New Agreements must be submitted to DVR by Friday May 17th.

Personnel review: Inactivate any staff no longer working with your agency. This will remove them from the Details, Services by County grid. Main Contact has a new Primary Service County that must be completed. Specific to the Main Contact, the new Primary Service must be filled in with their county so that the associated DVR WDA Director and Supervisors for that county are alerted when the agreement is submitted. The Main Contact must also still have a Location Set as Primary. If you have many personnel, you can modify your view at the bottom of the page by clicking View Pages or View All, personal preference.

Location review: Locations are auto filled with the County checked that the location city is located in. Add any new Locations as necessary or add any Counties into an active Location. One Location may now serve many Counties, but ensure that you have at least one location listed per county served. Locations must be accessible and allow for confidential meeting space which is readily available to serve DVR consumers. Inactivate any Locations as necessary. You will need to update the Locations on the Personnel records if you are modifying an existing Location prior to Add New Service Agreement, the information will automatically flow over to the Personnel associated with the Location. If you have many Locations, you can modify your view at the bottom of the page by clicking View Pages or View All, personal preference.

Personnel review: Can sort the grid by the Status column so your Inactive are at the bottom.

Update the IT Security Awareness date to date of completion (on or after March 8, 2024). Update the CBC date to a date that will be within 6 months of submitting the new agreement. If you have updated or inactivated your Locations, ensure the Location is still valid and appropriate, and update as necessary. Review the services the personnel provide for accuracy. Finally review the person's Services and Counties grid, add/remove by checking/unchecking boxes as appropriate. Checked = serving, unchecked = not served by this person. Staff A may provide CE and Job Prep in Dane County, however, only provide Job Prep in Columbia County (not CE). On the Personnel page you can uncheck Columbia County for CE.

Services by County agency roll up: Go to Details tab, then Services by County. Check All to see expanded view or individually check/expand each county and review the services, personnel, and quadrants are as expected. As necessary, update the personnel record(s). It may be appropriate that at this time, you do not have staff/services assigned to a county. You intend to manage your personnel in the future to transfer staff or hire additional staff to serve in the future.

Subcontractor review: If you have subcontractors, complete the same review for those records, updating the training dates and CBC dates as required.

Wait List. Again, review this prior to Adding New Service Agreement. Make new entries or extend end dates as appropriate. If you need to add a new wait list but do not see the County, you want to implement-you likely did not have a previous Location in that County. You will need to review your Locations and ensure the missing County is represented in a Location. After you update that, the County will become available into the Wait List options.

Any changes you have made above will flow through to the new in process agreement. DVR can see the changes above, however, will not be able to see any changes you make in the drafts until after the agreement is approved. Ensure the training and CBC dates are within the required timelines. Staff that you have inactivated above will not flow through to the draft tables.

Once all your review is complete, then you can go to the Agreement tab, and click on Add New Service Agreement.

Once a new agreement is in process, the Locations, Personnel, and Subcontractor tabs you had been working on become disabled. You will need to enter the in-process agreement via the Agreement tab and access the draft tabs. When you are in the draft tabs, click Close on any page to return to the in-process agreement. You do not need to go back to the Agreement tab.

WDA's and Services provided are auto populated from the current agreement. If changes are made, you will need to update your Draft Locations and then update the Draft Personnel.
Note: the changes to locations and personnel will not be reflected on the Services by County until after the new agreement has been approved.

Once the new agreement has been approved, the Main Contact will receive an email and the Services by County grid will be reflective of updates. At this time, you will then manage your Locations, Personnel, and Subcontractors on the regular tabs that you are accustomed to entering information into.

Tips from the first Q & A session: If you have staff assigned the Administrator Role and a Job Title of Administration, you do not need to assign services to them.

If you have started your agreement without the initial review and updates, submit your agreement so that David Knuth can deny it, then you can start over with the review and updating Locations, Personnel (training dates, CBC, etc.), and Subcontractors prior to starting your new agreement.

Updated Technical Specifications and Fee Schedules are not yet available.