A single integrated platform

OneFlow provides a collaborative solution that eliminates silos and enables colleges and partner agencies, staff and students to work together to achieve results.

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OneFlow Features

The communications module provides the ability to send emails / text  messages to an individual or to a group of clients or employers. 

OneFlow supports the tracking of assessment scores – for example, CASAS, TABE, or WorkKeys. It allows for tracking of initial or...

OneFlow has an integrated Forms module that enables authorized staff to create forms (questionnaires). These forms can be assigned to students...

Documents may be required based on the program requirements for Adult Ed, or for some other purpose. Documents can be requested by staff...

OneFlow supports the creation of events and allows students and employers to register for these events...

OneFlow supports tracking of services and appointments. Staff can indicate their availability for appointments that job seekers/students...

OneFlow’s Fiscal module provides the ability to set budgets (with budgets by expense type or broken down by organization as well as an approval workflow)...

OneFlow supports the tracking of outcomes.  Outcomes can be tracked by staff or by the system as a part of workflow. For example, staff can record a placement and wages or ....

OneFlow supports multiple programs that can be set up by authorized users.  Programs can be set up in a very simple manner to track who is in the program, or can be set up ....

OneFlow supports multiple types of reporting; Predefined Opertational Reports, Ad-hoc Reports, Performance /Federal Reports, Scorecards...

The OneFlow Mobile App enables students to view upcoming appointments, register for events, and take pictures or upload required ...

OneFlow has a feature to enable your customers to create requests that go into a queue or get assigned to the assigned case manager/advisor...

The OneFlow Jobs module provides the ability for employers to post jobs, search for candidates and view and process applicants, including ...

Empyra takes security very seriously and ensures the encryption of data at multiple levels. We also have audit tracking in ...

Communications

The communications module provides the ability to send emails/text messages to students / staff /employers on an individual or mass basis via email, text or internal message. Communication content can come from templates that can be added/edited as needed. Authorized staff will be able to create and edit communication templates and set up workflows where communications as an integrated part of other processes, such as events (eg. sending a registration confirmation email, or a text reminder for an upcoming event). Communications can be sent immediately, scheduled to be sent later, or can be triggered by workflow events.

Using OneFlow communications, staff members can contact students to ask them to follow-up on requests or to obtain further information.  Staff members can send out messages/emails, view the already sent communications and keep an eye on pending communications.

Assessment

OneFlow supports the tracking of assessment scores – for example, CASAS, TABE, or WorkKeys.  We can also integrate via API to get the scores from the assessment provider. Note these are different from forms with questions designed to assess the needs of an individual

Forms & Surveys

OneFlow has an integrated Forms module that enables authorized staff to create forms (questionnaires) with sections. These sections can be assigned to students or staff to complete. Forms can be simple, such as a survey, or more complex with branching conditions to ensure that questions are only shown to based on conditions. For example, if the user selected yes for ‘needs assistance with childcare’ then more detailed questions can be asked. These detailed questions will not be asked for users who indicated ‘No’.

In addition, the results of completed forms can be viewed with a standard output, showing the questions and responses, or can have outputs designed that replicate paper forms needed for official purposes (eg a nicely-designed pdf output with logo, etc). Forms can also require electronic signature, making them usable for compliance purposes (eg. application form, waiver form, etc). Signature requirements are configured for each form and allow for multiple signatures on a form if necessary, in order. Users can sign using their mouse or by re-entering their password for a digital signature. OneFlow forms can be used to eliminate all paper forms and puts everything in one place.

Document Management

Documents may be required based on the program requirements for Adult Ed, or for some other purpose. Documents can be requested by staff or be automatically requested based on workflow actions.  Students are able to see their required documents and can upload the required documents in their web portal or use the optional mobile app to take pictures of requested documents.

Event Management

OneFlow supports the creation of events and allows students and employers to register for these events.  Staff /system can then track attendance at these events.  OneFlow’s events module supports single events, recurring events and courses (composed of a series of classes for the student to attend)Events are integrated with the scan system and supported using a finger scan/scan card/student id card to track attendance at events.  Staff can also enter notes with event attendance tracking if desired.  Events workflow supports integrated communications with event registration, reminders before the actual event, as well as post-event surveys.

Service Delivery

Staff can indicate their availability and create slots for appointments that students can book. Students are able to easily make an appointment with their advisor or another staff member regarding their needs – ranging from academic performance, financial aid, counseling, etc.  Staff can track the appointments as complete and add notes.  Staff can also make appointments with students. When staff provide services to students, they can also track the program to which the provided service should be associated.

Fiscal Management

OneFlow’s Fiscal module provides the ability to set budgets (with budgets by expense type or broken down by organization as well as an approval workflow), track authorizations (and issue vouchers), export approved authorizations for payment to the accounting system, and then import payments from the accounting system.  With integrated workflow, OneFlow includes notifications, escalations and automated system actions.  The fiscal module provides a complete tracking and visibility into the how funds are encumbered and spent and ensures that funds can only be authorized if they are available in the budget. 

Outcome Tracking

OneFlow’s Fiscal module provides the ability to set budgets (with budgets by expense type or broken down by organization as well as an approval workflow), track authorizations (and issue vouchers), export approved authorizations for payment to the accounting system, and then import payments from the accounting system.  With integrated workflow, OneFlow includes notifications, escalations and automated system actions.  The fiscal module provides a complete tracking and visibility into the how funds are encumbered and spent and ensures that funds can only be authorized if they are available in the budget. 

Program Eligibility & Enrollment

OneFlow supports multiple programs that can be set up by authorized users.  Programs can be set up in a very simple manner to track who is in the program, or can be set up to include eligibility criteria, enrollment criteria (what documentation is required for enrollment), services allowed, training supported, and budgets/fiscal summary (requires the fiscal module) and much more that allows configuration of the tracking of specific data associated with programs or the behavior of the program workflow. 

Reporting/Analytics - Federal/State - Canned/ad-hoc

OneFlow supports multiple types of reporting:   

  • Pre-defined Operational Reports: These are reports for each of the areas of data collected in the system, including demographics, services, events, forms, jobs, etc. Operational reports are standard reports that provide filter criteria and display a defined set of data.  These can be restricted to staff in the system based on the program, organization, or predefined role that the staff member is associated with. Staff can run these for their authorized areas and data.  Staff would select the criteria for the report and then run the report where it can be filtered and exported for further drill down. 
  • Ad-Hoc Reports: This provides authorized staff with the ability to run reports on any aspect of data collected.  It includes the ability to select the filters for the data to be reported on, what to display, as well as sorts, grouping, etc. and layout for the report.  For example,  
    • Filter: Select all students who have indicated that they are a veteran, who are going to graduate in May 2019 
    • Display: Show the First Name, Last Name, zip code and age band of these veterans on my report 
    • Sorts, Grouping: Group my display by zip code, and sort by last name within the group 
    • How to show the report: Show the report with the data and include a pie chart to show # veterans by zip code. 

OneFlow’s ad-hoc reporting can easily handle the above scenario, for example. 

These reports can be saved and run again at a later time, and can also be shared with other staff members or groups. 

  • Performance/Federal Reports: This includes the relevant Federal reports for the chosen WIOA programs.  There may also be data extracts associated with the program(s) in which case they will be included also. 
  • Scorecards (optional add-on): Scorecards may be configured for a given organization/office and program.  The standard WIOA common measures are available and some additional useful measures are provided.  Configuring of the scorecards and display of the scorecards is fully integrated into OneFlow.  Adding additional custom measures requires customization of the code, but the measures will then be available for any organization or program.  The scorecards provide numerators, denominators and percentages where appropriate and drill down is available to identify the items contributing to the results.  These provide an excellent summary for management in identifying trends and problem areas requiring action, without waiting for the end-of-quarter processing

Mobile my Plan

The OneFlow Mobile App enables students to view upcoming appointments, register for events, and take pictures or upload required documents.  The mobile app will also enable students to view jobs and apply (if the Jobs module is enabled).

Request Queue

OneFlow has a feature to enable your customers to create requests that go into a queue or get assigned to the assigned case manager/advisor. This includes contact requests, resume approval request, signature awaited, etc.  As requests are processed, the system enables staff to record a service or complete the workflow action (such as resume approval).  The request queue enables authorized staff to assign the requests as needed or they can be assigned via a workflow rule (e.g. all resume requests can be sent to one person, or requests can be assigned round-robin).  OneFlow's reports enable management to see the average response time on requests and ensure that customer service levels are maintained at the level desired..

JOB POSTING, MATCHING, SEARCH & APPLY

The OneFlow Jobs module provides the ability for employers to post jobs, search for candidates and view and process applicants, including offering interviews and recording final closure of the position.  Students with an approved resume (or other criteria defined by the college) can search for jobs, view matched jobs and can apply for jobs.  Students can also view offered interviews and select an interview.  Students can also record their placements and wages.

User Security & Audit Tracking

Empyra takes security very seriously and ensures the encryption of data at multiple levels.  We also have audit tracking in place to ensure that malicious attacks by unauthorized actions can be recovered.

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