ADULT/DW/TAA TECHNICAL ASSISTANCE, GLOW, JANUARY 8 & 9, 2018
WHY ARE WE HERE? WIOA Workforce Innovation and Opportunity Act
WHY ARE WE HERE? $ 13,200,000,000 Jay & Michele Your Supervisor
WHY ARE WE HERE?
WHY ARE WE HERE?
WHY ARE WE HERE?
WHY ARE WE HERE?
PROGRAM REVIEW STEP ONE: PULL SAMPLES • Use management reports to find GLOW customers who received training services • Look for people who were data entered incorrectly • For example: 599 only but listed as ITA • 599 Data Entry OSOS guide, pages 25-38
PROGRAM REVIEW STEP 2 – REVIEW OSOS AND FILES: DATE OF BIRTH (DOB) • DOB tab • UI – awesome! • DMV license – must have driver ID in box • Other sources require comment and copy in file • OSOS Guide for Verifying Date of Birth in the DOB tab • Employability Profile OSOS Guide, page 15
AGE & EMPLOYMENT STATUS • Age – must be 18 or older • Employment status at registration • Service History, WIA enrollment (check dates for current enrollment), Detail • Work History • Comments • Do they all match? ***Don’t save the record until you’ve updated Employment Status on the Gen Info tab***
DISLOCATED WORKERS • Dislocated Worker (DW)? • Which category? • Is DW status recorded properly in Work History and comments? • DW OSOS Checklist • DW Definitions
DW OR ADULT? IF DW, WHICH CATEGORY? 1. Jane was a soybean farmer until a flood wiped out all her crops. 2. John went to his job at a restaurant yesterday only to find a sign stating the business has closed. Today’s paper confirms the closure with an interview with the owner. 3. Mike was laid off from his job as a stocker at Wal-Mart. He was replaced by a robot. 4. Sarah works 4 hours a week at the library and seeks training. 5. Max has been a mechanic for the Miss Buffalo boat for 12 years. He is laid off every November and collects UI until his job resumes in April. 6. Beth was laid off from her CDL-A driving job and is collecting UI.
WORK HISTORY • Work History • Start & end dates • O*Net code • Reason for leaving • Hours per week • Remove duplicate entries for the same time frame (duplicates with different dates may be correct) • Employability Profile OSOS Guide, page 8
SELECTIVE SERVICE, SELF- SUFFICIENCY • Selective Service • Several instances of incorrect numbers • Employed adults must be earning less than GLOW’s self -sufficiency wage
LOW INCOME • WIOA Low Income Eligibility & Documentation Requirements for Adults Receiving Training Services • Eligibility Income Guidelines Chart • Data Element Validation – Attachment B • Changes to OSOS Version 6.7.3 (Supplemental Questionnaire excerpt), pages 35-41
COMPREHENSIVE ASSESSMENT & SUPPLEMENTAL QUESTIONNAIRE • Education: English language learner? • Family: Single parent? • Legal: Offender? • Housing: Homeless? • Any yes answers require an SQ in file with matching answers • Answers in Comp Assess are preferred, but if customer answers “no” to all SQ questions, a comment stating that is acceptable. • See “Comprehensive Assessment & Supplemental Data” guide and “Changes to OSOS Version 6.7.3” (Supplemental Questionnaire excerpt)
INITIAL ASSESSMENT Late Data Entry Resolution • Is the comment sufficient? • Was the comment entered Activity – Email OSOS Help Desk and within 5 days of the assessment? cc: Deike. Ask them to correct date. Considered resolved once that email • Is there a corresponding activity? is sent, whether or not Help Desk can • Was the activity entered within 5 correct it. days of the assessment? Comment – Edit comment to add “Late data entry, meeting took place (date).” If the staff person responsible for the error is no longer there, email Deike stating such, cc: Lazarony.
IEP- INDIVIDUALIZED EMPLOYMENT PLAN • IEP for Adults and DWs (not TAA) who haven’t been approved for 599 • 599 approval? Awesome! TAA? IEP will be in file. • Is the comment sufficient? • Was the comment entered within 5 days of the assessment? • Is there a corresponding activity? • Was the activity entered within 5 days of the assessment? • Late data errors are corrected the same way as previous slide.
SUPPORTIVE SERVICES • EVERYONE receiving training services must be assessed for supportive services (WIOA §680.900) • Document assessment and determination (customer not eligible, or no eligible costs, or eligible for uniforms up to $100) in comments and in file – N/A is not sufficient • An OSOS guide for entering supportive services is being developed
SERVICES TAB • Correct training dates (actual and planned) • Training services are closed out when training is finished
PLACEMENT AND FOLLOW-UP • Placement services provided after an ITA (WIOA §678.430 (a)(4)(i)) • Follow-up Services (WIOA §680.150 (c) and §678.430(c)) • GLOW follow-up policy ( draft – not yet approved ): Follow-up career services, as appropriate, shall be provided to Adult and Dislocated Workers who (1) are placed in unsubsidized employment following the receipt of individual career services; or (2) received WIOA-funded training, including Individual Training Accounts, On-the-Job Training, Customized Training, or supportive services (collectively, training services), whether or not placed in unsubsidized employment.
ALLOWABLE REASONS FOR EXIT • Exited after 90 days • Institutionalized • Health/medical • Family care • Deceased • Reservist called to active duty • Relocated to mandated residential program • Retirement after training • Any other exit must be corrected
OUTCOMES TAB • Employed 1 st through 4 th quarters after exit – if supplemental survey was used, there must be a complete work history entry in OSOS *OR* a comment containing all the details that would be entered in WH • An O*Net code is required if trainee obtained new employment after training • Credential earned must be entered here – make sure dates are correct – and a copy must be placed in the file. N/A for OJT, CT, Career Navigator. • New tabs (employment outcomes and training outcomes) – complete these for all records going forward; older records that have exited do not have to have these tabs completed. Guidance is forthcoming!
PRIMARY INDICATORS AND DATA ENTRY FOR PERFORMANCE BENCHMARKS Six primary indicators of performance under WIOA: 1. Second quarter employment rate 2. Fourth quarter employment rate 3. Median earnings 4. Credential attainment 5. Measurable skills gains 6. Business indicators – effectiveness in serving businesses
PRIMARY INDICATORS AND DATA ENTRY FOR PERFORMANCE BENCHMARKS Services window Outcomes tab
PRIMARY INDICATORS AND DATA ENTRY FOR PERFORMANCE BENCHMARKS Services window Empl. Outcomes tab
PRIMARY INDICATORS AND DATA ENTRY FOR PERFORMANCE BENCHMARKS Services window Trng. Outcomes tab
FUNDING • OSOS Help Desk is currently creating an OSOS guide regarding funding. The TAA OSOS guide contains instructions on funding and is applicable to other funding streams. • How to check funding: Services window, Services tab, click on any service except self- service, then click on “IPA Svc Summary” button • Common errors • Adult funding used after a DW determination • Adult funds used on a TAA customer
MISCELLANEOUS • Social Security number in comments – never do this • White-out in files – never do this • How to deal with OSOS data that was previously entered by other staff (program/PA tab, work history) • Program/PA tab was updated to prevent this error (enter term date to show no longer receiving) • Program/PA - If you don’t have documentation of start date, use the date you met with customer • Work History – eliminate the TCC (UI) job entry or update it • If something is not clear, enter a comment to explain (Joe wrote on his application that he’s not a single parent, but when we reviewed his app, he stated he’s a non -custodial parent of a 4YO).
ITA-SPECIFIC (CLASSROOM TRAINING) • Is the course of study on the ETPL? • Is the occupation on the demand list? If not, is the exception noted in comments and is there a waiver in file? • Has the Ed/Lic tab been updated if a certificate or license was earned? • Is the cost within LWDB policy limits? If not, is the exception noted in comments and is there a waiver in file? • Was financial aid applied for if the program is a year or more in duration? Is there documentation of this in comments and in file? • Are there any costs that are allowed but weren’t paid for? Are there any costs that are not allowed that were paid for? • Is there proof that the trainee selected the training and provider (career research and signed IEP)?
ITA-SPECIFIC (CLASSROOM TRAINING) • Is the IEP sufficiently detailed? • 599 approval (not application, nothing short of approval) – IEP not required! • TAA is funding training – IEP not required in OSOS – the file will contain a copy of the TAA training plan. • How was trainee assessed? (usually assessment comment and activity, CDS determination) • Unlikely or unable to obtain or retain employment leading to self-sufficiency or wages higher than previous job (barriers) • Trainee has skills and qualifications to successfully participate in training • Skills gap (what will be learned in training, review O*Net skills for target occupation)
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