Online CalWORKs Appraisal Tool (OCAT)

1 Online CalWORKs Appraisal Tool (OCAT) User Guide: May 2018 Reference Material for OCAT Users Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide. OCAT User Guide Version Released May 2018 Updates to this version of the User Guide include: No substantive changes have been made in this version of the User Guide. The version number of the User Guide has been updated to match the May 2018 OCAT release (v ). Table of Contents 1. Overview of the User Guide .. 1 2. Technological Requirements .. 1 3. Getting Started and Navigation .. 3 4. Tool Administration ..10 5. Questionnaire Module ..17 6. Recommendations Module ..29 7. Appraisal Summary and Recommendations (ASR) ..30 8. Reports Module ..32 9.

2 Help ..35 10. Resources ..35 Appendix ..38 Glossary ..39 Additional OCAT Tips ..40 Frequently Asked Questions (FAQs) ..41 1 OCAT Helpdesk - Email: or 855-283-1644 Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide. The Online CalWORKs Appraisal Tool (OCAT) is a comprehensive Web-based application for use by case managers with clients in the CalWORKs program. It streamlines work readiness planning activities, assists case managers with helping clients access services, and standardizes the service provision process. OCAT enables case managers to understand the strengths, barriers, and work readiness needs of clients and for supervisors and site administrators to understand their client populations at an aggregate level. OCAT provides customized recommendations based on the specific information collected in the questionnaire during the Appraisal .

3 To develop a comprehensive picture of client needs, caseload information may be summarized into reports at various levels, including county-wide and statewide. 1. Overview of the User Guide This guide can help case managers and supervisors (users) effectively administer OCAT. It provides an overview of the structure of the tool, then follows the path that a case manager would typically navigate through the tool when assisting a client. This User Guide outlines how to log in to OCAT, initiate a case, document responses to questions, capture additional notes, generate an Appraisal Summary and Recommendations (ASR), and use the reporting functions. The guide includes screenshots with regard to a fictional client to illustrate important features of OCAT. The guide also includes occasional tips that will prove to be useful when navigating through a particular feature of OCAT.

4 There is a glossary of key terms at the end of the guide. In addition, users will find the Helpdesk phone number and email address in the footer of every page. For questions pertaining to OCAT policies and how OCAT fits in with welfare-to-work (WTW), users are encouraged to contact their county leadership. The Learning Center will also be a hub for additional technical assistance and resources. 2. Technological Requirements Users are expected to use Internet Explorer 9, 10, or 11; Google Chrome; Firefox or Safari. Users will need a high-speed Internet connection; this is a broadband-type connection, not dial-up access. Users should be on a Fast Ethernet connection with approximately 100 Mbps throughput. For good performance on a wireless connection, a minimum actual throughput would be 20 50 Mbps for an standard compliant wireless network. The actual rate can be much lower, depending on the number of simultaneous connections.

5 Thus, a hardline connection is recommended. 2 OCAT Helpdesk - Email: or 855-283-1644 Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide. Tip! When using OCAT, make sure that the popup blocker is disabled because several sections in the tool require that you are able to accept popups ( , resource links, print function). Tip! In Google Chrome, some fields may auto-populate data, such as first name, last name, and more. To turn off that feature: Select the Chrome menu icon (the three horizontal bars in the top right corner of the browser). Select Settings. Click Show advanced settings (at the bottom of the page). Go to the Passwords and forms section. Deselect the Enable Autofill to fill out web forms in a single click checkbox. Note: If this setting requires elevated permission, users should work with their local network administrators.

6 Tip! For users in IE 10, do not operate OCAT in compatibility view. To check: Open IE10 and select Tools Scroll down and select Compatibility View Settings Verify that any URL that ends with . is not listed under websites you ve added to Compatibility View Please also be sure that when users are on the . environments (training and production), there is not a check mark next to Compatibility View in the Tools dropdown screen. Otherwise, we suggest using Google Chrome until we have an update on the issue. Tip! Users should have JavaScript enabled. In Chrome: Select the Chrome menu icon (the three horizontal bars in the top right corner of the browser). Select Settings. On the "Settings" page, click the Show advanced link. 3 OCAT Helpdesk - Email: or 855-283-1644 Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide.

7 In the "Privacy" section, click Content Make sure "Allow all sites to run JavaScript (recommended) in the "JavaScript" section is checked. *If the options are greyed out, you will likely need an Administrator to verify that and are allowed on the exceptions list. In Internet Explorer: On the Tools menu, click Internet Options, and then click the Security tab. Click the Internet zone. If you do not have to customize your Internet security settings, click Default Level. Then do step 4 If you have to customize your Internet security settings, follow these steps: a. Click Custom Level. b. In the Security Settings Internet Zone dialog box, click Enable for Active Scripting in the Scripting section. Click the Back button to return to the previous page, and then click the Refresh button to run scripts. 3. Getting Started and Navigation Home OCAT is divided into two sections: (1) the OCAT tool, which is password protected, and (2) the Work Readiness Resource (WRR), which is publicly available.

8 See the Resources section of this User Guide for more details. After logging in to OCAT, a user will have access to the four OCAT modules: Questionnaire: Contains the specific questions that are asked during the case manager s interview with the client. Recommendations: Generated for the client based on the answers entered into the questionnaire. Appraisal Summary and Recommendations: Combines the recommendations and key questionnaire responses, and provides a printer-friendly document that serves as an agreement between the case manager and the client. 4 OCAT Helpdesk - Email: or 855-283-1644 Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide. Reports: Aggregates different data sets from multiple client questionnaires. View this OCAT schema to understand how the modules fit together: Logging In OCAT can be accessed at This is where users will go to appraise their clients.

9 In order to make the training process easier, a dedicated Web site has been created for training purposes that functions identically to the production site. It can be accessed at This guide is equally relevant for both the training and the actual Web site. Users will have access to both Web sites. OCAT Administrators will assign each OCAT user unique usernames and passwords for the Web sites. Both usernames and passwords are case sensitive. Once a username is created, users are able to manage their own passwords. New accounts must be accessed within five calendar days of creation. After logging in for the first time, users must change their password by clicking on their name on the top right of the OCAT toolbar and selecting the Change Password option. 5 OCAT Helpdesk - Email: or 855-283-1644 Revision Date: May 2018. Check the Help tab at either https:// or for most recent version of the User Guide.

10 Case Manager, Supervisor, Quality Assurance, and Executive role account passwords expire after 90 days. Administrator accounts expire after 60 days. Users will receive a warning message indicating their password is about to expire starting 14 days prior to expiration. Users can update their password by selecting Change Password under their name on the top right of the OCAT toolbar. If a password is not reset before it expires, users are able to self-reset their password. Upon attempting log-in with an expired password, a pop-up window will inform users their password is expired and allow them to send to the e-mail address on record for the account an e-mail containing a link to reset the password. The link will expire in 24 hours if not used. Users may sign out and return to the OCAT landing page at any time by clicking the Sign Out button. If users forget their password, and their account not expired, deleted, or disabled they can click Forgot Password?