Management Information System
Frequently Asked Questions
The Management Information System (MIS) is the primary tacking device used by the Division of Business Partnerships (DBP) and the Department of Labor and WorkForce Development for:
- Tracking clients participating in DBP provided grant program.
- Documenting expenditures relative to training the Alaskan workforce.
- Satisfying federal and state reporting mandates.
- Reconciliation of client information with source documentation.
Q: How do I obtain permission to access the MIS?
A: Complete the following forms and send in an e-mail including complete contact information to the applicable Program Coordinator. They in-turn will forward it to the Tech Unit for processing.
Complete and sign the forms:
MIS – LAN Work Order Form (EXCEL)
MIS – Request for AVTEC Access (EXCEL)
Q: How do I obtain training for Data Entry in the MIS?
A: DBP partnered with AVTEC for online training courses that cover: AGIA, WIA Youth, STEP and DTF programs. If you selected Yes for the AVTEC Online Training on your MIS_LAN_WORKORDER_FORM, your logon information will include everything you need to access our training modules.
Q: I need MIS retraining or training on a different module (WIA, Local Program)
A: Send an e-mail including complete contact information to the applicable Program Coordinator along with a completed MIS forms below. They in-turn will forward it to the Tech Unit for processing.
MIS – LAN Work Order Form (EXCEL)
MIS – Request for AVTEC Access (EXCEL)
Q: Can I get access directly to MIS PROD without going thru the Training?
A: Discuss this with your Program Coordinator, if they feel it is unnecessary for you to go thru the Training module, they will submit that request with fair justification to the Tech Unit.
Q: Does my PC need any special configuration to work with the MIS?
A: Users should use an IBM compatible PC configured as per the instructions contained in the document using the hyperlink in the Comment column. The user’s network services may need to configure the PC for the user.
IE Trusted Site Instructions (PDF)
Q: Are there any software restrictions?
A: Yes. The MIS has proven to be reliable with Internet Explorer and Windows based PCs. We have experienced limited success with Mac OS X. We have not tested it with any Linux operating systems or browsers other than Internet Explorer.
Q: What is the URL for accessing the MIS thru the web?
A: Both the Training and Production databases of the MIS can be accessed thru the web at:
MIS Training: http://dol-anc-wts2.state.ak.us/MIS-Train.htm
MIS Production: http://dol-anc-wts2.state.ak.us/MIS-Prod.htm
Q: My password will not work. What must I do?
A: Send a tech request to the MIS Help Desk with a CC: to your Program Coordinator. Include your Full Name and User Name.
Q: I cannot print from the MIS.
A: Contact Cindy Henie 269-4502 or Stevie Larson 269-3736 at DOL MIS Network Services.
Q: I have a new PC and it will not access the MIS
A: Configure the PC as per the instructions contained in the document using the hyperlink below. The user’s network services may need to configure the PC for the user.
IE Trusted Site Instructions (PDF)
Q: I have configured my PC, but the logon button is not active or if active, when clicked, nothing happens.
A: Have your network services contact Cindy Henie 269-4502 or Stevie Larson 269-3736 at DOL MIS Network Services.
Q: What information do I need to put in a Tech Unit Request to protect the privacy of our participant?
A: Please use the following as a guide for requesting MIS technical assistance:
All grantees should use the following format and forward their requests to MIS Help Desk
With a CC: to their Program Coordinators,
1. Subject line of email should be a short description of MIS request, for example, “Update Service Code” or
“Transfer Client Request”.
2. If required, your Program Coordinator will forward your request to the MIS Help Desk and the body of the
email should include:
a. Description of the request (example: “Delete blank entry on Services Tab”).
b. Client name(s).
c. For security purposes, only the last 4 digits of the SSN(s).
d. Registration date.
e. Reason for request (example: “Alerts ended services while I was out sick”).
f. Priority of request (example: “Can wait until Monday”).
g. Your contact information if not included in your signature.
3. If we need more information, such as screen shots or other identifying data, we will contact you at the
number you provide.
Q: During a record search, the MIS displayed an error message stating it cannot display a record.
A:
1. On the Client Search Screen, enter the client’s SSN.
2. Select “State of Alaska” in the Agency/Program Operator field.
3. Click on the search button.
Results.
A. If the MIS finds the record, it displays the search result in the Client Search Results Screen.
B. If there is no record, the MIS will ask to create new record. Answer "yes" after selecting the applicable program.
C. If the record is found, but not in your work center, send a tech request to have the record moved to the MIS Help Desk with a CC: to your Program Coordinator.
Q: The client did not provide a SSN.
A: Create a pseudo SSN using the instructions contained in the document using the hyperlink below.
Obtaining a Pseudo SSN (PDF)
Q: The client did not declare a race.
A: Send a tech request to your Program Coordinator and upon approval will forward your request to the MIS Help Desk requesting a ‘Race Override’.
Q: The client only declared Hispanic/ Latino and the MIS won’t let me save until I declare a race.
A: Send a tech request to your Program Coordinator and upon approval will forward your request to the MIS Help Desk requesting a ‘Race Override’.
Q: I need an item deleted from the MIS (cost or, service record).
A: Send a tech request to your Program Coordinator and upon approval will forward your request to the MIS Help Desk.
Q: I need a date deleted or changed in the MIS (registration, services, exit dates).
A: Send a tech request to your Program Coordinator and upon approval will forward your request to the MIS Help Desk.
Q: I need a credential added to the MIS.
A: Complete the following form and send it in an email to a tech request to your Program Coordinator and upon approval will forward your request to the MIS Help Desk.
MIS - Credential Code Request (EXCEL)
Q: I need a vendor/employer added to the MIS
A: Submit the attached form to your Program Coordinator and upon approval will forward your request to the MIS Help Desk for processing.
MIS - Grantee Request for MIS Code (EXCEL)
Q: How do I document WIA Individual Training Accounts (ITA) in the MIS?
A: WIA Grantees must ensure their program contact approves the ITA. Review the instructions contained in the document using the hyperlink below.
Not Applicable to Local Program clients
Documenting ITAs (PDF)
Q: How do I exit a WIA client?
A: Once all services are completed, you need to hold the record for 90 days. Review the instructions in the hyperlink below.
Not Applicable to Local Program clients
WIA Exit (PDF)
Exit Pictures (PDF)
Q: I do not need to access the MIS any longer. What do I need to do?
A: Submit the attached form in the hyperlink below to the MIS Help Desk with a CC: to your Program Coordinator.
MIS - Delete User Request (EXCEL)
Q: What are the MIS monthly reports?
A: The MIS monthly reports include the Validation, Reminder, Overdue Services, and the Services Ended by the MIS reports. The Tech Unit sends the reports to each Grantee/Job Center on approximately the 15th of each month. Case Managers should review the reports, correct address identified issues, and respond back to the Tech Unit by the date specified in the cover e-mail accompanying the reports.
Q: Where do I find the most current program application?
A: Send a request to the applicable Program Coordinator listed in the Contact Us column. They in-turn will forward it to the Tech Unit for processing.
Q: I cannot save a record.
A: If the record is over 120 days, old calculated from the registration date, all critical errors must be corrected before the MIS will save the record. If the record is not over 120 days old, then send a Tech Request to your Program Coordinator, who will forward to the MIS Help Desk upon approval.
Q: How do I gain access to a WIA active record that is not in my work center? I need to provide services to this client.
A: The case manager of the record must authorize your access to the record. That case manger sends a tech request to the MIS Help Desk with a CC: to your case manager, requesting that you have record access.
Not Applicable to Local Program clients
Q: I received a critical message stating that an item is out of range.
A: The MIS has inactivated this item. Please send a tech request identifying the item(s). If a vendor or employer code is causing the error, it probably means that the business license has expired. Licenses expire on December 31st and if you created a new record that after that date using the code, you will receive the error message. Please send a tech request to the MIS Help Desk with a CC: to your Program Coordinator and attach the form in the hyperlink below.
MIS - Grantee Request for MIS Code (EXCEL)
Q: I need an inactive client’s One Stop record transferred to my work center
A: Send a tech request to your Program Coordinator and upon approval will forward to the MIS Help Desk.
Q: I clicked the “Add” button too many times and created blank entries
A: Send a tech request to the MIS Help Desk with a CC: to your Program Coordinator.
Q: How do I do the quarterly follow-ups for exited clients and document them in the MIS?
A: Review the instructions contained in the document using the hyperlink below.
Not Applicable to Local Program clients
WIA Supplemental Tab (PDF)
Q: How do I set up the MIS to open at the Client Search screen?
A: Review the instructions contained in the document using the hyperlink below.
User Settings (PDF)
Q: Where can I obtain the questions asked by the vendor conducting my clients’ customer satisfaction survey?
A: Review the instructions contained in the document using the hyperlink below.
Participant Survey Questionnaire (PDF)