EOIS-CaMS

EOIS-CaMS is a web-based application available to authorized Literacy and Basic Skills (LBS) service providers and staff users. There are four system user roles that can be assigned to service provider members:

• Service Provider Manager
• Service Provider Manager (non-case)
• Service Provider Caseworker
• Service Provider Administrator

Each of these roles can engage in various transactions in EOIS-CaMS. At the service provider level, access to the system is managed by the Service Provider Registration Authority (SPRA). The SPRA is a staff member of the LBS service delivery organization who has been authenticated by the ministry. The LBS SPRA is responsible for setting up system users in their respective organization, based on specific terms and conditions that will be outlined to LBS organizations. Each LBS service delivery organization will be assigned a specific number of user licenses and user accounts.

Decisions on who should have access to the system is left to the LBS organization, as they are better positioned to identify staff that must have access for the delivery and administration of LBS. For more information, please review the EOIS-CaMS Service Provider User Guide located on myEOIS and complete the mandatory EOIS-CaMS online training modules.

One of the five services that all Literacy and Basic Skills (LBS) service providers deliver is Information and Referral (I&R). Service providers provide walk-in or referred clients with information about the LBS services they and other LBS service providers in the community provide for various goal paths. After receiving this information, the client may choose to follow up with programming at that site or may opt to be referred to another LBS service.

LBS service providers will be able to report aggregate I&R activity in the Employment Ontario Information System – Case Management System (EOIS-CaMS) as part of their monthly reporting.

If the client opts to continue with the process, the service provider will conduct some general (screening) assessment activities to make sure that their service is the right one for this client. Once it is determined that the LBS service and the client is a good fit, the service provider will, together with the client, complete the LBS Participant Registration Form which is required to set up the client in EOIS-CaMS. With the client’s signed consent, information should then be reported in EOIS-CaMS.

Once further assessment is done and the broad competencies are determined for that client, an LBS Service Plan is created in EOIS-CaMS by LBS staff. Only authorized LBS staff can maintain the LBS Service Plan. At this point, the client then becomes a learner, and the further details of the learner plan can be completed. The LBS Service Plan informs the learner plan but the two are not the same. The learner plan includes additional instructional and assessment information which does not appear on a Service Plan.

It is expected that service providers input data into EOIS-CaMS in real-time; therefore, the information should be current at all times.

No, the service plan exit date is system-generated and cannot be edited. It is the date that the service plan was closed in the system.

Yes, to demonstrate ‘progress’ on Report 64, the learner must complete at least one milestone within the reporting period.

On an exception-only basis, Literacy and Basic Skills (LBS) service providers may serve young adults between ages 16 and 18 who demonstrate the maturity to benefit from adult education. However, returning to the regular school system should be the priority for these learners. LBS service providers may allow age exceptions, not exceeding 10 percent, of learners enrolled in a fiscal year. In all individual cases, there must be a documented rationale in the learner’s file. See the LBS Service Provider Guidelines for more information.

No, the data dictionary does not define how a service provider determines a milestone to be complete.

Selection and user guides for milestones and culminating tasks are all available on the password protected Ontario Adult Literacy Curriculum Framework Repository.

No. A learner can only have one active LBS service plan with one service provider. Clients may have concurrent service plans (open, approved or active) of different program types (i.e., a client could have active Employment Service (ES) and LBS service plans at once). In addition, an LBS learner may also have multiple LBS service plans with any status (open, approved, active or closed) with multiple LBS service providers.

However, for programs such as ES and SJS there can only be one service plan (that is open, approved or active) assigned to the program participant at any point in time. The ability to support multiple LBS service plans for an LBS learner is exclusive to this program.

Learners are filtered into the report based on their service plan being in an open, approved or active status, or being closed in the fiscal year. Therefore, the longest they could be shown on the Case Activity Report is any given fiscal year where they had a service plan in open, approved or active status.

Cases will be reflected as ‘inactive’ if they have not had any activities recorded in EOIS-CaMS within the last 60 days or more.

You may wish to review the the LBS Performance Management Reports Training: Participant Guide.

An inactive learner, as in one who hasn’t had any activity recorded in CaMS within the last 60 days or more, may be counted as either a new or a carryover learner depending upon their start date.

Yes, assuming they otherwise meet the requirements to be on the SQS of the Detailed Service Quality report as the ‘inactive’ state only applies to Report 20 – Inactive Cases Report and Report 61- LBS Case Activity Report and is not reflected in the CaMS system itself under the service plan’s status. Cases will be reflected as ‘inactive’ on reports 20 and 61 if they have not had any activities recorded in CaMS within the last 60 days.

It is expected that service providers input data into EOIS-CaMS in real-time, therefore the information should be current and up-to-date at all times.

Yes, service providers can revisit those questions and update EOIS-CaMS with the complete information as it is their responsibility, as the business owners of data, to ensure that the data collected and entered into EOIS-CaMS is accurate and complete. Please note, all updates must be completed prior to the closure of a service plan.

Learner Progress is a measure, during service and at exit of the number of learners who ‘successfully’ complete at least one required milestone related to their individual goal path.

No, culminating tasks should not be removed from the completion of goal paths. The purpose of a culminating task is to provide the learner, the practitioner, and the ministry with one of three indicators (learning activities, milestones and culminating task) which, in combination, provide these three groups with a reasonable assurance that the learner is ready to successfully and smoothly transition to his or her goal. Not only is the culminating task an indicator of transition readiness, but by capturing learner success in EOIS-CaMS, service providers will be helping to ensure that comprehensive learner outcomes are the basis for continuously improving the Literacy and Basic Skills program.

The run schedule for each of these reports is different: Report 64 LBS Detailed Service Quality Report is run monthly, whereas Report 61 LBS Case Activity Report is run weekly.

To assist service providers in their reconciliation activities, the EOIS Service Provider Reporting website retains a total of 56 weeks of Report 61 LBS Case Activity Reports.

Each EOIS-CaMS report has been assigned a run schedule with pre-processed reports ranging from daily, weekly, or monthly run times. Report data is current as of the end of the previous business day.

The date and time that appears next to ‘This report’s data is current to date …’ represents the last EOIS-CaMS data refresh date (the date and time the reporting database last imported data from EOIS-CaMS).

In order to bring a service plan into “active” status in CaMS, the learner must accept the learner plan. An actual signature is not required to activate the service plan as long as there is verbal agreement with the learner.

Amendments to the service plan can be verbal in nature as long as they are articulated in the service plan with evidence in the learner’s file.

Once a service plan is closed, its main content cannot be edited. The only part of the service plan that can be updated after closure is the closure details information. The one exception is the Closure Reason cannot be changed once the service plan has been closed with a reason of “Opened in Error.” The information updated in the Closure Details will then be reflected in the next run of the DSQR.

The Literacy and Basic Skills (LBS) Detailed Service Quality – Report 64 will pull in active or closed service plans with defined start and end dates that contain one or more of the following sub-goals from the “Competency” sub-goal type:

1. Find and Use Information
2. Communicate Ideas and Information
3. Understand and Use Numbers
4. Use Digital Technology
5. Manage Learning
6. Engage with Others

The data sources for Learners Served include both new and carry over clients. New and carry over clients are pulled from the service plan home page, case details panel, start date field.

Competency type sub goals must have a status of “in progress” or “completed” in order to be filtered into the DSQR. Sub-goals and plan items with an outcome of cancelled will not be included in the report. Service plans that have a closure reason of “Opened in error” are also excluded from the report. A service plan can only be closed when its status is “Active” and all plan items and sub-goals have outcomes saved, or at any time as long as the Closure reason is “Opened in error” or the plan summary is “Cancelled” or “rejected”. A service plan is usually closed once all activities have been completed, but it can be closed at any time during its delivery.

Information reported in the Detailed Service Quality Report reflects data input by service providers into EOIS-CaMS. Service providers who feel there are discrepancies between their own business intelligence and the system are encouraged to review administration and data entry processes within their organization. It is important that the data reported in EOIS-CaMS reflects the activities currently occurring within the service delivery network.

The data source for Referred out –Registered in Employment Service is pulled from the “Status” field of plan items under the sub-goal “Referral to Other Programs and Services”. The service plan must be closed and have at least one competency. The plan item must have a status of “In progress” or “Completed”.

Service coordination tracks how well a service provider works within the Employment Ontario (EO) delivery system and the community. A learner has to be formally referred, through a recognized referral process, not word of mouth, to the LBS program service provider from another EO service provider or other community organizations and services. Only one referral is counted per service plan, regardless of whether or not there are multiple referrals in the service plan. For Referred out, the learner has to confirm that they are registered, as a result of the LBS program service provider, in an education program that will provide them with a recognized high school or high school equivalency certification.

A milestone does not have to be completed for a service plan to count as a learner served. The Detailed Service Quality Report Report 64 will pull in service plans that contain a ‘Competency’ sub-goal (excluding Learning Activities) and a status of either ’Completed‘ or ’In Progress.’ Service plans with a ‘Competency’ sub-goal with the status of ‘Not Started’ or an outcome of ‘Cancelled’ will not be counted in the report.

The “inactive” state only applies to Report 61 – Literacy and Basic Skills (LBS) Case Activity Report and is not reflected in the system under the service plan’s status; therefore the DSQR will not be affected. Cases will be reflected as ‘inactive’ on report 61 if they have not had any activities recorded in EOIS-CaMS within the last 60 days.

The Detailed Service Quality Report (DSQR) includes the progress and learners served from active service plans.

Inactive clients are not counted as learners and therefore are not reflected in the Detailed Service Quality Report.

Literacy and Basic Skills (LBS) service providers work with learners to develop a learner plan to address skills that learners do not have at the required level to achieve their goals when commencing the program. If a learner is proficient at a skill when they start the program (i.e. completing a form), this is not something that should be identified in the learner plan.

In this example, successful completion of the participant registration form would not constitute a milestone, as the individual already had this skill when entering the LBS program.

e-Channel is an alternative mode of delivering Literacy and Basic Skills (LBS). As such this would be reflected as an EO – LBS service provider referral.

The Literacy and Basic Skills (LBS) Exit and Follow Up form has Outcome options such as “In Training – Better Jobs Ontario.” If this outcome was the result of a referral (this may not be the case), the referral would have been captured in a plan item under the Referral Out to Other Community Resources or Referral to Other Programs and Services sub-goals. In the example of Better Jobs Ontario, the sub-goal would be Referral to Other Programs and Services and the plan item would be “EO – Employment Service Provider.” For the Expected Outcome of the plan item, “Referred at Exit” would have been selected.

A service plan with an Active/Closed status and at least one completed competency type sub-goal associated with their plan (not including Learning Activities) will be counted in the Learners Served totals within Report 64. Sub-goals and plan items with an outcome of cancelled will not be included in the DSQR.

Once a file is closed, it cannot be reopened for any reason. This is the way the system has been designed, and changing this would be difficult without affecting other areas of the system and reports. We encourage service providers to stay aware of this fact, and only close service plans when they are sure that it is absolutely appropriate to do so.

Information and Referral data is inputted in the Services section of the Service Delivery Site home page. Further information on the Information and Referral section of the Service Providers Service Delivery Site can be accessed in the EOIS-CaMS User Guide.

No, this functionality does not exist in EOIS-CaMS.

A service plan with an Active/Closed status and at least one completed competency type sub-goal associated with the plan (not including Learning Activities) will be counted in the Learners Served totals within the Detailed Service Quality – Report 64. Sub-goals and plan items with an outcome of cancelled will not be included in the DSQR.

Yes, they can. Almost all aspects of the closure details of a service plan can be modified at any point after closure. The one exception is the closure reason cannot be changed once the service plan has been closed with a reason of “Open in Error”.

Once the LBS Service Plan comes into an Active status, it will be counted in the Learners Served section of the DSQR – Report 64. This section of the report records individual learners (not individual service plans).

Information from the service plan is filtered into performance reports based on the status of the sub goal. Therefore, if a sub goal has two completed milestones this information will be filtered into the report, affecting the Completions section. If a sub goal or plan item has an outcome of cancelled it will not be included in the reports.

As long as there is a status for that milestone/plan item, this should not affect the closure of the service plan.

This is determined by the practitioner, using their judgement and their experiences with the learner. This should be a collaborative activity with the learner throughout their training.

Entering all applicable information helps to ensure the integrity of the data collected in EOIS-CaMS and helps the ministry identify all relevant activities learners are engaged in. While these components of the service plan do not affect SQS values, the data collected is used to inform future policy and program development and, as such, service providers are expected to enter all information collected from learners. Please note, if the service plan only has Learning Activities as a sub-goal, (as opposed to including at least one competency) the service plan will not be counted in reports. If service providers have any additional questions they can contact their ministry consultant.

No, they do not need to be ‘external’ to the organization. The system includes a drop down list of possible referral destinations, and if the service provider’s organization offers a service on the list then the referral can be captured. These referrals must be planned, supported and coordinated arrangements. Again, it’s important that service providers have discussions with their ministry consultant if there is any ambiguity.