ADULT/DW/TAA TECHNICAL ASSISTANCE, GLOW, JANUARY 8 & 9, 2018 - - PowerPoint PPT Presentation

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

• 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 Entry Resolution Activity – Email OSOS Help Desk and cc: Deike. Ask them to correct date. Considered resolved once that email is sent, whether or not Help Desk can correct it. 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;

• r (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 1st through 4th 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
• f 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
• ccupation)

OJT AND TJ-SPECIFIC

• Was the OJT contract signed by everyone before training

started?

• Was business vetting completed?
• Do the dates of the contract match OSOS?
• Does the contract follow local policy (1,040 hours or fewer

for OJT, 160 hours or fewer for TJ)

• Does the contract have all the require elements?

OJT & TJ-SPECIFIC

• Is the length of training appropriate?
• O*Net – scroll down to Job Zone section
• Specific

Vocational Preparation: https://www.onetonline.org/help/online/svp

OJT & TJ-SPECIFIC

• Does the business have a pattern of failing to retain OJT

participants?

• Timesheets and payroll records to verify hours worked and

make sure participant was paid the wage stated in the contract

• Onsite monitoring – interview participant and supervisor

separately, determine if there are any issues, devise resolutions

CUSTOMIZED TRAINING (CT) AND INCUMBENT WORKER (IW)-SPECIFIC

• Does the contract have all the required signatures, do the dates match

OSOS, was it signed before the contract started?

• Did the business commit to retain the trainees?
• What % of the training was paid for by the business, and does it conform to

the law?

• Sign-in sheets signed by participants and trainers
• Monitoring (GLOW policy needs to be updated)