NYSDOL Quality Assurance Program Monitoring Overview Finger Lakes, - - PowerPoint PPT Presentation

NYSDOL Quality Assurance

Program Monitoring Overview

Finger Lakes, September 26 & 27, 2018

WIOA Law & Guidance

WIOA Law Federal Regs (20CFR)

WIOA Guidance

FLWIB Policies and Procedures USDOL TEGLs and TENs NYSDOL TAs OSOS User Guides

Common Errors: Date of Birth (DOB)

• UI – awesome!
• DMV license – must have

driver ID in box

• Other sources require

comment and copy in file

Resources

• OSOS Guide for Verifying Date
• f Birth in the DOB tab
• Employability Profile OSOS

Guide, page 15

Common Errors: Enrollment Snapshot

• “Enrollment snapshot” - Service Window, Service History tab, WIA enrollment

(check dates for current enrollment), Detail

• Monitors check if employment status in snapshot matches OSOS and file

Common Errors: Enrollment Snapshot

DO NOT CLICK SAVE IN OSOS UNTIL YOU’VE UPDATED:

• Employment status (gen info tab)
• Eligibility tab
• Pgms/PA tab
• Work history tab (always check to determine if

the person is a DW)

• Comprehensive Assessment

Common Errors: Employment Status

• Gen Info tab – update

employment status

Common Errors: 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)

Resource

• Employability Profile OSOS

Guide, page 8

Common Errors: Low income, Pgms/PA

Resources

• WIOA Low Income Eligibility & Documentation

Requirements for Adults Receiving Training Services and Youth (handout only, no link)

• Data Element Validation – Attachments A&B
• Changes to OSOS Version 6.7.3 (Supplemental

Questionnaire excerpt), pages 35-41

Common Errors: Comprehensive Assessment & Supplemental Questionnaire

Comprehensive Assessment

• Employment tab (cultural barriers to employment; youth only: youth needing additional

assistance)

• Education tab (BSD and ESL)
• Family tab (family status, parenting youth)
• Legal tab (offender status)
• Housing tab (use current housing box to indicate homeless, foster child or aged out of foster

care)

• 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.

Resources

• “Comprehensive Assessment & Supplemental Data” guide
• “Changes to OSOS Version 6.7.3”
• Education – pages 60-61; Family – pages 52-53; Legal – pages 58-59; Housing – pages 54-57

Dislocated Workers

Resources:

• DW OSOS Checklist
• DW Definitions
• Documenting DW Status (handout only, no link)

DW or Adult? If DW, which category?

• 1. Jane was a self-employed 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.

Initial Assessment

• Is the comment sufficiently

detailed?

• 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 ask them to correct date. Comment – Edit comment to add “meeting took place (date).”

IEP- Individualized Employment Plan

• IEP for Adults and DWs (not TAA) who haven’t been approved for 599
• 599 approval? Awesome! No IEP comment/activity required.
• TAA? IEP will be in file.
• 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.

IEP- Individualized Employment Plan

• Is the comment sufficiently detailed?
• Details about the training (subject, school, approximate start and end dates)
• Occupational goal and employment outlook
• Why training is needed (what has the person been doing to look for work, why

can’t he return to his previous occupation, why is he interested in this new

• ccupation)
• Evidence that this person will be successful (has he researched the career, is

he prepared to handle the training schedule, lack of income during training, etc.)

• Have other funding sources been applied for (i.e., TAP and PELL; WIOA is last

funder in all cases except NYS Excelsior Scholarship, TEACH grant)

Supportive Services

• EVERYONE receiving training services and all youth 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 or not answered (blank on form) is not sufficient

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

Resource: TEGL 10-16, Change 1 https://wdr.doleta.gov/directives/attach/TEGL/TEGL_10-16- Change1_Acc.pdf

Employment Outcomes

• Employed after exit – there must be a complete work history

entry in OSOS *or* a comment containing all the details that would be entered in WH (work history recommended over comment – too easy to omit required info in comment)

• Only Employment Type and Start Date are required on the
• utcomes tab, but please complete as much information as you

can on the outcomes tab

Employment Outcomes

• If using supplemental survey to confirm employment, must

have:

• Self-reported data from participant
• Signed letter from employer on company letterhead that

includes employment status and earnings

• Copies of at least 2 pay stubs
• These are the most commonly used verifications, for more see

TEGL 26-16 https://wdr.doleta.gov/directives/attach/TEGL/TEGL_26-

16_Acc.pdf

Training Outcomes

• Required fields:
• Category (secondary education, post-secondary education, occupational

skills/advanced training)

• Type (HSD, HSE, continuation or alternate school)
• Enroll Date
• Attainment Status (in process-no intended credential; in process-

intended credential pending; completed-attained intended credential; completed-did not attain or intend a credential; incomplete-did not attain or intend credential)

• Must retain a copy of the credential in file