Technical Assistance Issue
At this time, each grantee can have only two users.
Adding and removing users should be done by the user or his/her supervisor. To add or remover users, use our website Contact Us form. Enter your name, title, email, and phone number, select your program, request help with VPN Account, and in the message section please specify what action is needed [i.e. remove me as a user; add me as a user; or I am the supervisor of NAME (add email address), please remove NAME as a user and add NEW NAME].
The PowerPoint self-paced security training and quiz are posted on the Resources page our website at https://jcgrants.com/.
Make sure you have downloaded and installed the correct application from Google Play Store or IOS App Store before scanning the QR code. The application is called RSA SecurID Software. You should not scan the QR code more than once, on the first scan your profile will be created, if you try to scan it multiple times it will give you an error.
Contact us at jcgrants.tac@dir-systems.com if you continue to get an error message.
If you experience an error message stating that the Domain Name is incorrect (refer to slides 24 and 25, Work Resources Remote app and desktop under Internet Explorer, https://rds.dirmgmt.us/RDWeb), make sure you enter your user name as dirmgmt\<username> ( \ – backward slash). Typically your username is your first and last name with a period in between and no spaces (John.Doe).
Ensure you are using no spaces. The PIN+passcode (i.e. PIN+RSA Token) should have no spaces. To verify if your pin and RSA token are working properly by following below steps:
- In a browser go to: https://token.datapipe.com/console-selfservice/
- Enter your user name and hit OK
- Select passcode as the Authentication Method
- Enter your passcode in this format: PIN+RSA Token (e.g. If your PIN is 1234 and RSA Token showing on the app is 3698 2147, then the passcode is 123436982147
- Enter the next RSA token showing on the app
Note: Do not enter the same RSA token twice, wait for the token to refresh and use the next token, there is a new token every 60 seconds. Your account will lock if the same token is used more than once.
If the system is not accepting the AD Password, please first make sure you type in the password exactly as it is shown on the document using the same combination of upper and lower case letters and characters with no spaces. To see the characters you entered, you can left-click and hold your mouse on that little icon to the right of the password.
The Grantee Data Collection Tool can only be accessed through the remote VPN to maintain data security. Please contact your IT Department for assistance in installing the VPN and allowing other needed software to be installed during the process.
Training Tools
Yes. The instructions on how to access the data collection tool, set up remote app and desktop connections and change AD passwords are available on the resources page of our website at https://jcgrants.com/. If you continue to have issues and the FAQ section on Technical Assistance Issues does not provide the needed guidance contact us using the “Contact Us” form on the same website.
Training on the Grantee Data Collection Tool was conducted on November 19. The PowerPoint and recorded training session will be posted to our website at https://jcgrants.com/ once it is available.
Yes. Instructions on how to use the Grantee Data Collection Tool are available on our website at https://jcgrants.com/grantee-tool-instruction-manual/ and can also be accessed directly through the landing page of the tool as indicated below.
Grantee Data Collection Tool Functions
No, if your grant does not yet have fully completed applicant forms, or there is no new information to enter for the reporting period, then you do not enter data in the tool. There is no field in the Grantee Data Collection Tool to indicate that you do not yet have any applicants or enrollees.
Yes, hard copies of the forms are available on our website at https://jcgrants.com/jc-grantee-data-collection-forms/. However, these forms are for reference purposes only. Data must be entered in the online tool in order to be included in your performance results for evaluation and reporting purposes.
Yes, you may edit any of your forms after they are saved. You may also modify the data entered after the reporting period has passed. If there is a known issue with reported data, for example, you incorrectly recorded scores of a test not approved for WIOA, please complete at Contact Us form on https://jcgrants.com/ with as much specificity as possible.
The only forms that should be deleted are errors (for example, incorrectly entering the same person twice). The Applicant Form should be completed if the applicant is determined to be eligible for the program and has completed an application form in full, even if the person does not enroll. Additionally, if an applicant enrolls, an Enrollee Form should be completed for that individual. If the enrollee drops out before completion of the program, update the Enrollee Form with the exit information. The Enrollee Form is still necessary and should not be deleted. If an entry error occurs that cannot be fixed (for example, incorrectly entering the same person twice), please complete at Contact Us form on https://jcgrants.com/ with as much specificity as possible.
Yes, data should continue to be entered and updated across the student’s enrollment in their training regardless of the length of the training.
Yes. Printing to a file (PDF) is possible and can only be done on the remote connection and saved to the remote desktop, the file can then be uploaded to a secure file sharing application (Onedrive, Box, Dropbox, etc.) using a web browser. Below are step-by-step instructions on how to do so:
In the remote session from the Database
- Click File >> Print
- Under Printer, select Microsoft Print to PDF >> Click OK
- Name the file and save it to the Desktop of the remote session
- Go to your file sharing application (OneDrive, Box, DropBox, or your preferred application) via a web browser (if you are unsure about how to access your file sharing application using a web browser, please contact your IT department).
- Upload your saved file into the corresponding folders.
- Log out of the remote session
- Disconnect from the VPN
In your local environment
- Go to your file sharing application and locate the folder the file is saved
- Print using your local printer.
Specific Fields in the Grantee Data Collection Tool
No, the person entering data should assign a unique Applicant ID number, which should be 12 characters in length and is alphanumeric (i.e., the Applicant ID can contain a letters and/or numbers).
A duplicate Social Security number will not cause issues within the system. However, a new Applicant ID will need to be created if the student re-enrolls more than 90 days after being separated. A duplicate Applicant ID cannot be saved. If the student is re-enrolled within 90 days of separating, this is considered a continuous enrollment and the data entry would continue under the original Applicant ID.
The options provided for reporting sex are based on WIOA accepted requirements. If the options do not apply or if the applicant would prefer not to answer, please leave the field blank.
No, parents’ highest level of education is not a requirement in our reporting.
Yes. HiSET, TASC, and GED are high school equivalency (HSE) tests and programs that prepare for these exams are considered secondary programs.
No, you are not required to assess students for literacy and numeracy. However, if you do assess students using a Department of Education National Reporting System (NRS) approved test, then the data should be entered in the Enrollee form as indicated in the User Manual.
Reports
Updates to existing forms are not shown in any tracking report. A Job Corps Grantee Data Collection summary table is provided to the federal officers. This report shows both the cumulative total of all applicant, enrollee, and post-separation forms that have been saved by each grantee, and the number of new forms created and saved during the past month.
A future development will be reports with the calculated performance measures for each grant based upon the data entered into the GDC tool. Grantees will not be required to calculate the performance measures themselves, but instead will be provided with their grant-specific reports containing these results. More information on this enhancement will be shared in the future including how to access the reports, how the measures are defined and what specific fields in the GDC tool are used to calculate the results.