A number of staff are encountering customers in SacWorks that have Coaching Activities (Activity 202) that were created prior to the conversion to CalJOBS that need to be Closed/Completed. Unfortunately, many of these 202 Activities would exceed the “Max-360” day rule if closed with today’s date. In these situations, staff need to determine the Closure/Completion Date that will not exceed 360 days (e.g. the Actual/Projected Start Date is 3-13-13; the Closure Completion Date would need to be approximately 4-3-14). If staff continue to work with the customer, they must enter a new Coaching Activity. The Projected/Actual Start Date should not be more than 14-21 days prior to present to allow time for the activity to upload to CalJOBS. Staff must also enter a Case Note into the customer’s account explaining any gap between the Coaching Activity dates. The Max-360 day rule applies only to the Coaching Activity 202.
In regards to the 30 day lock-down (backdating) rule (which applies to All Activities), staff should create Activities with the Projected/Actual Start Date not more than 14-21 days prior to present to allow time for upload to CalJOBS.
In ALL cases, it is imperative that staff check CalJOBS within 1-2 days of creating a WIA Application or adding Activities to a customer’s SacWorks account. If there are issues that are preventing Applications and/or Activities from uploading (and you need assistance from SacWorksSupport) we need as much time as possible (withing the 30 day lock-down window) to identify and resolve the issue(s).
If you have questions or concerns, please contact SacWorksSupport.
Thank you for your continued patience in working through these system changes,
Ralph
