As most of you are aware, the State of California has transitioned from the JTA customer tracking system to CalJOBS (as of May 2014). As part of this change in systems, the state has instituted a “30 day lock-down” period for uploads from our local SacWorks system to CalJOBS. All Applications/Activities entered into SacWorks must upload to the state system within 30 days (this also means that Application/Activities cannot be backdated more than 30 days from the current calendar date in SacWorks).

In order to have adequate time to troubleshoot any upload issues staff should check CalJOBS for upload within 1-2 days of entering the Activity into SacWorks (SacWorksSupport now does a daily upload to CalJOBS). If the Application or Activity has not uploaded, please use the Wizard button (next to the customer’s WIA App or Activity) to try and determine if there were any entry errors made during the creation of the customer’s WIA Application or Activities. In the Staff Resources section of the SETA website, we have added a Word document with some of the most common errors that prevent upload (we have also added another Word document called Activity Crosswalk for SacWorks to CalJOBS). If you are unable to determine the reason the upload did not occur please contact SacWorksSupport so we can assist you. In order for SacWorksSupport to have adequate time to identify/resolve the problem(s) we need to ask that you let us know within 1 week of entry to allow for troubleshooting the issue(s).The state will make few, if any, exceptions for Applications or Activities that did not upload within 30 days.

Finally, due to restrictions put in place by the state, we have instituted the Max-360 day system restriction for the Activity 202 (Coaching). When creating the Activity 202 (Coaching) you now need to initially set the Projected End Date 180 days (6 months minus 5 days) from the Actual Start Date. When the Activity reaches the 180 day mark you can then extend it an additional 90 days (3 months minus 3 days) 2 times for a total of 360 days (Max!). If you are still actively working with the customer at the end of the 360 days you will need to Close/Complete the Activity and start the process again with the creation of another Activity 202.

If you have any questions or concerns, please contact SacWorksSupport.

Thank you,

Ralph