CAREERSOURCE CITRUS LEVY MARION PERFORMANCE & … · October 25, 2016 . STATUS REPORTS . None ....
Transcript of CAREERSOURCE CITRUS LEVY MARION PERFORMANCE & … · October 25, 2016 . STATUS REPORTS . None ....
CAREERSOURCE CITRUS LEVY MARION PERFORMANCE & MONITORING COMMITTEE MEETING
MINUTES
DATE: October 25, 2016 PLACE: Enterprise Center, Ocala, FL TIME: 9:30 am MEMBERS PRESENT MEMBERS ABSENT Ted Knight, US Marine Corps League Theressa West, West Central Solutions Fred Morgan, IBEW 222 Dave Pieklik OTHER ATTENDEES Rusty Skinner, CSCLM Kathleen Woodring, CSCLM Brenda Chrisman, CSCLM Paula Singleton, CSCLM
Dale French, CSCLM Cory Weaver, CSCLM Steven Litzinger, CSCLM Ron Goss, Eckerd Youth
CALL TO ORDER The meeting was called to order by Ted Knight, Chair. ROLL CALL The roll was called by Paula Singleton and a quorum declared present.
APPROVAL OF MINUTES
Fred Morgan made a motion to approve the minutes from the 5-4-16 meeting. Seconded by Dave Peiklik. Motion Carried. ACTION ITEMS None DISCUSSION ITEMS
1) Governor’s Reemployment Challenge – This initiative was presented to the board at the Summit. We do not know what our baseline was and if these goals are within reach. The State will be getting these numbers to us so that we can determine which and how many of the goals to push for.
Performance & Monitoring Committee October 25, 2016
STATUS REPORTS None PERFORMANCE REPORTS Members were given monthly and other reports for their review/information. They include the following:
1) Quarterly Report-Citrus 2) Quarterly Report-Levy 3) Quarterly Report-Marion 4) Quarterly Report-MRU1 (MRU2 no report as it has been out of commission) 5) Performance Measures 6) Workforce Intel 7) Net Promoter Survey Results 8) Performance Funding Model 9) USDOL Monitoring Report (Youth Build) 10) DEO Monitoring Report (2nd in State) 11) DEO Performance Report for PY 15-16
MATTERS FROM THE FLOOR None ADJOURNMENT There being no further business, the meeting was adjourned. APPROVED: ___________________________________________
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g o v e r n o r
r i c k s c o t t
Days to EmploymentThe goal of this challenge is to decrease theaverage number of days it takes for a reemployment assistance claimant to get back into a job.
PLACEMENT RATEThe goal of this challenge is to increase the number of reemployment assistance claimants who get a new job in the time period tracked.
ENGAGEMENT RATEThe goal of this challenge is to increase theengagement rate of the local workforce boards with claimants. Increasing this engagement will drivehigher placement rates and fewer days toemployment.
To be considered forthis award,
a board must hit
CHALLENGECHALLENGEREEMPLOYMENT
Governor Rick Scott ‘s
The “Reemployment Challenge” will quickly move individuals who are receiving reemployment assistance benefits back into jobs. We will challenge the 24 local workforce boards in the CareerSource Florida network to increase employment for those receiving assistance.
REEMPLOYMENT Governor Rick Scott ‘s
All claimants who are paid their first benefits
during this time frame will be tracked
(until June 2017).
Director Proctorwill announce “Reemployment
Challenge” at the annual Workforce Summit.
Current challenge leaders will be highlighted at CareerSource Florida
Board Meeting.
�meline
Challenges
10/1/16-12/31/169/27/16 5/2017 9/2017
OR FEWER
OR GREATER
OR GREATER
76 Days
81 %
82%
Challenge winners will be announced by Governor Rick Scott at Workforce
Summit.
�meline
Challenges
76 DaysOR FEWER
To be considered forthis award,
a board must hit 81 %OR GREATER
To be considered forthis award,
a board must hit 82%OR GREATER
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SERVICES: JUL 2016-SEP 2016
EMPLOYMENT DATA AUG 2016 JUL 2016
Citrus 6.8% (3,208)* 7.3% (3,406)* Florida 4.9% 5.1% US 5.0% 5.1% *Not seasonally adjusted
AVERAGE ANNUAL WAGE 2015 2014
Citrus $35,720 $35,138 Florida $46,239 $44,810
SERVICES PROVIDED Total Receiving Services: 2,468
Center Traffic: 2,215
Veterans Receiving Services: 137
Receiving Training Services: 71
Employers Receiving Services:
173 Welfare to Work Transition: 182
Positions Posted: 472
TOTAL PLACEMENTS: 319
Your Employment Solution Starts Here CareerSource Citrus Levy Marion brings together business and community partners, economic development leaders and educational providers to connect employers with qualified, skilled talent and job seekers with employment and career development opportunities. Contact us at 1.800.434.5627.
CITRUS COUNTY
CareerSource Citrus Levy Marion is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers listed above may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. If you need accommodations, please call 1 800 434-5627, ext. 7878 or e-mail [email protected]. Please make request at least three business days in advance. CareerSource Florida Member.
JOB CANDIDATE SERVICES BUSINESS SERVICES
• Online Job Listings and Referrals • Computers and Office Equipment
(Copiers, Fax and Telephones) • Resume Writing Assistance • Networking Events and Job Fairs • Employability Workshops • Career Counseling
• Recruitment Assistance • Targeted Industry Talent
Marketplaces • Outplacement Services • Training Grants • Workforce Intelligence • Financial Incentives
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SERVICES: JUL 2016-SEP 2016
JOB CANDIDATE SERVICES BUSINESS SERVICES
• Online Job Listings and Referrals • Computers and Office Equipment
(Copiers, Fax and Telephones) • Resume Writing Assistance • Networking Events and Job Fairs • Employability Workshops • Career Counseling
• Recruitment Assistance • Targeted Industry Talent
Marketplaces • Outplacement Services • Training Grants • Workforce Intelligence • Financial Incentives
EMPLOYMENT DATA AUG 2016 JUL 2016
Levy 5.2% (859)* 5.6% (919)* Florida 4.9% 5.1% US 5.0% 5.1% *Not seasonally adjusted
AVERAGE ANNUAL WAGE 2015 2014
Levy $30,116 $29,233 Florida $46,239 $44,810
SERVICES PROVIDED Total Receiving Services: 721
Center Traffic: 1,456
Veterans Receiving Services: 40
Receiving Training Services: 18
Employers Receiving Services:
51 Welfare to Work Transition: 65
Positions Posted: 95
TOTAL PLACEMENTS: 102
Your Employment Solution Starts Here CareerSource Citrus Levy Marion brings together business and community partners, economic development leaders and educational providers to connect employers with qualified, skilled talent and job seekers with employment and career development opportunities. Contact us at 1.800.434.5627.
LEVY COUNTY
CareerSource Citrus Levy Marion is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers listed above may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. If you need accommodations, please call 1 800 434-5627, ext. 7878 or e-mail [email protected]. Please make request at least three business days in advance. CareerSource Florida Member.
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CareerSource Citrus Levy Marion is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers listed above may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. If you need accommodations, please call 1 800 434-5627, ext. 7878 or e-mail [email protected]. Please make request at least three business days in advance. CareerSource Florida Member.
SERVICES: JUL 2016-SEP 2016
EMPLOYMENT DATA AUG 2016 JUL 2016
Marion 5.9% (7,716)* 6.2% (8,168)* Florida 4.9% 5.1% US 5.0% 5.1% *Not seasonally adjusted
AVERAGE ANNUAL WAGE 2015 2014
Marion $35,807 $34,823 Florida $46,239 $44,810
SERVICES PROVIDED Total Receiving Services: 8,188
Center Traffic: 9,608
Veterans Receiving Services: 418
Receiving Training Services: 81
Employers Receiving Services:
412 Welfare to Work Transition: 490
Positions Posted: 2,162
TOTAL PLACEMENTS: 1,261
Your Employment Solution Starts Here CareerSource Citrus Levy Marion brings together business and community partners, economic development leaders and educational providers to connect employers with qualified, skilled talent and job seekers with employment and career development opportunities. Contact us at 1.800.434.5627.
MARION COUNTY
JOB CANDIDATE SERVICES BUSINESS SERVICES
• Online Job Listings and Referrals • Computers and Office Equipment
(Copiers, Fax and Telephones) • Resume Writing Assistance • Networking Events and Job Fairs • Employability Workshops • Career Counseling
• Recruitment Assistance • Targeted Industry Talent
Marketplaces • Outplacement Services • Training Grants • Workforce Intelligence • Financial Incentives
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MOBILE RESOURCES Our largest Mobile Resource Unit, MOBY1, will bring job search and
employer services right to your door. Fully equipped and staff supported.
No charge for services!
Please visit www.careersourceclm.com
for upcoming schedules and events.
JOB CANDIDATE AND EMPLOYER SERVICES
• Employer Hiring Events/Job Fairs • Onsite Workshops/Training • Job Seeker Support • Outplacement Services • Job Seeker Self Services/Staff Assisted
Services • Career Research & Counseling
SERVICES RENDERED
REACT PR Outreach
Job Search Support
Hiring Event Other Total
Served CITRUS 0 0 0 0 19 19
MARION 0 0 102 34 0 136
TOTAL 0 0 102 34 19 155
MOBILE RESOURCE UNIT 1 SERVICES: JUL 2016 - AUG 2016
Your Employment Solution Starts Here The 40-foot MRU-1 is equipped with 10 computer workstations, internet access and office equipment to assist both employers and job seekers. Each month, MRU-1 visits numerous public library branches and community centers in Citrus and Marion Counties as well as the Ocala campus of the college of Central Florida. Contact us at 1.800.434.5627.
CareerSource Citrus Levy Marion is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers listed above may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. If you need accommodations, please call 1 800 434-5627, ext. 7878 or e-mail [email protected]. Please make request at least three business days in advance. CareerSource Florida Member. 7
Performance MeasurePerformance
PY2015
Previous Month Performance August 2016
Current Month Performance
September 2016
Performance YTD PY2016/2017
Previous Month Ranking
State Ranking YTD PY2016/2017
WP Entered Employment Rate 43.90% 35.80% 38.10% 39.40% 8 9WIOA AD/DW Entered Employment Rate 77.00% 100.00% 100.00% 100.00% 1 1WTP Entered Employment Rate 31.70% 29.30% 31.00% 28.50% 21 21
All Family Partic. Rate 35.80% 27.70% 28.50% 30.80% 15 162-Parent Partic. Rate 50.30% 31.30% 52.60% 43.50% 12 8
Previously Reported Quarter
Current Reported Quarter
IEP/ISS/IRP Quality Pass Rate 92.60% 44.00% 100.00% 78.00% n/a n/aCase Note Quality Pass Rate 93.00% 44.00% 100.00% 81.00% n/a n/a
PY 2016/2017Numbers current as of 9/30/2016PERFORMANCE MEASURES
MMR: Run Date: October 2016
Based on Local Monitoring Case Notes &IEP/ISS: PY2015
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#1 rank shared between 15 RWBs
Workforce Intelligence
Carry Fwd Jul Aug Sep AllAdult 92 2 9 11 114DW 6 1 1 0 8NDWG 13 1 2 0 16Youth 51 7 29 7 94Total 162 11 41 18 232
All Participant Enrollments
WT WIOA Adult andDW* WP Short-Term
Veterans REA
LWIA Entered Employment Rate 31.00% 100.00% 38.10% 42.90% 42.30%SW Average Rate 36.50% 98.20% 41.90% 37.50% 43.60%Rank 16 1 10 9 7
16
1
10 9
7
0
2
4
6
8
10
12
14
16
18
0.00%
20.00%
40.00%
60.00%
80.00%
100.00%
120.00%
EE R
ate
MMR Entered Employment Rates by Program
September 2016
0100020003000400050006000
Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16
Oct-15 Nov-15 Dec-15 Jan-16 Feb-16 Mar-16 Apr-16 May-16 Jun-16 Jul-16 Aug-16 Sep-16Traffic 4322 3580 3709 4097 4314 4660 4190 4388 4840 4724 4814 4006
Center Traffic for PY15/16 - PY 16/17
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JOB SEEKER REPORT 2016Net Promoter Score–Area/Region 10 83
(1,440 Surveys)
Net Promoter Report Calendar Year 2016
NET PROMOTER
JOB SEEKER REPORT 2016Net Promoter Score - Citrus 77
(468 Surveys)
Net Promoter Score - Levy 88 (68 Surveys)
Net Promoter Score - Marion 86 (904 Surveys)
88%Promoters
9%Passives
3%Citrus, Levy and Marion Counties
Calendar Year 2016
Monthly Net Promoter Score January 2016 to October 2016 (Partial Month)
CareerSource Citrus Levy Marion is an equal opportunity employer/program. Auxiliary aids and services are available upon request to individuals with disabilities. All voice telephone numbers listed above may be reached by persons using TTY/TDD equipment via the Florida Relay Service at 711. If you need accommodations, please call 1 800 434-5627, ext. 7878 or e-mail [email protected]. Please make request at least three business days in advance. CareerSource Florida Member.
0 – Not at all likely
1 2 3 4 5 6 7 8 9 10 – ExtremelyLikely
2 4 4 0 224 11
44
100
169
1080
Net Promoter Score Distribution 2016
“Would You Recommend CareerSource CLM?”
Detractors
Customer Service Average Score
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LWDA 10 – Performance Funding Model: PY2015
Preliminary performance data for PY2015-2016 shows that LWDA 10 exceeded all goals for which data is currently available. While final PFM scores are not yet available, the individual scores of the 3 measures for which data is available show that our local area would be placed in the middle third of the state (Target Met) for the Unemployed Placement Rate and the top third (Target Exceeded) for the Time to Earnings and Intensive Business Engagement Measures.
PERFORMANCE FUNDING MODEL
Measure Target Performance PFM Score Unemployed Placement Rate 24.1% 28.2% 117 Time to Earnings 1.22 1.45 116 Cost Per Employed Exit $455 data not available Intensive Business Engagement 652 686 105
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U.S. Department of Labor Employment and Training Administration Sam Nunn Atlanta Federal Center Room 6M12 -61 Forsyth Street, S.W. Atlanta, Georgia 30303
May 6,2016
Mr. Thomas Skinner Chief Executive Officer Citrus Levy Marion Regional Workforce Development Board, Inc. 3003 SW College Rd. Ste. #205 Ocala, Florida 34474-4415
Dear Mr. Skinner:
During the period of April 5 - 14, 2016, Ms. Mara Buchanan of the USDOL/ETA Regional Office, Division of Financial Management and Administrative Services (DFMAS) conducted an Enhanced Desk Monitoring Review of your organization's YouthBuild (YB) grant award number YB-24696-13-60-A-12. The enclosed report outlines the scope of the grant review and indicates the grantee has established effective administrative and financial systems to meet the conditions stipulated in the grant agreement.
Please express our appreciation to your staff for their cooperation and assistance during this review. If you have any questions, please contact Ms. Mara Buchanan at (404) 302-5315 or Ms. Lynn Owens, DFMAS Manager at (404) 302-5309.
Sincerely,
-#C—cker
Les Range Regional Administrator
Enclosure
cc: Ms. Kathleen Woodring
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U.S. Department of Labor Employment and Training Administration
Sam Nunn Atlanta Federal Center Room 6M12 -61 Forsyth Street, S.W. Atlanta, Georgia 30303
May 6, 2016
MEMORANDUM FOR: AMANDA AHLSTRAND
Administrator, OWI
Attention: Michelle Jones
FROM: LES RANGE
Regional Administrator
SUBJECT:
Enhanced Desk Monitoring Review Report
Citrus Levy Marion Regional Workforce Development Board, Inc.
Grant # YB-24696-13-60-A-12
Attached for your information is a copy of the Enhanced Desk Monitoring Review Report for Citrus Levy
Marion Regional Workforce Development Board, Inc. No findings were identified during the review. The
grantee is meeting the terms and conditions stipulated in the grant agreement and is on schedule with
deliverables as outlined in the grant.
Should you have any questions, please contact Ms. Mara Buchanan at (404) 302-5315 or Ms. Lynn
Owens, DFMAS Manager at (404) 302-5309.
Attachment
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Enhanced Desk Monitoring Review Report - Financial
Citrus Levy Marion Regional Workforce Development Board, Inc. Ocala, Florida
YouthBuild (YB)
YB-24696-13-60-A-12
Issued by the Atlanta Regional Office
May 6, 2016
eta UNITED STATES DEPARTMENT OF LABOR EMPLOYMENT AND TRAINING ADMINISTRATION
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EXECUTIVE SUMMARY
The U.S. Department of Labor, Employment and Training Administration (ETA), Region 3 staff recently conducted an Enhanced Desk Monitoring Review of your organization's YouthBuild (YB) Grant, number YB-24696-13-60-A-12. The allocation for the grant is $1,082,975. The period of performance is July 15, 2013 through November 14, 2016.
The purpose of the review was to evaluate the administrative and financial management systems in order to determine if the program is operating in compliance with the grant agreement. The Enhanced Desk Monitoring Review process is designed to review the fundamental processes and procedures generally applicable to all ETA funded grant activity and ensure that ETA's oversight and monitoring is maintained, even when circumstances are not conducive for a comprehensive on-site monitoring review.
During the monitoring review, the reviewer identified no findings that require further action.
Based on this review, it has been determined that Citrus Levy Marion Regional Workforce Development Board, Inc., YB grant has established effective administrative and financial management systems to meet the conditions stipulated in the grant agreement.
REVIEW SCOPE
Date of Enhanced Desk Monitoring Review
April 5- 14, 2016
Grant Reviewed Citrus Levy Marion Regional Workforce Development Board, Inc., YB-24696-13-60-A-12
Award Amount $1,082,975.00
ETA Reviewer Mara Buchanan, Regional Accountant
Time Period for Data Covered in Review February 1, 2015 — March 31, 2016
eta UNITED STATES DEPARTMENT OF LABOR EMPLOYMENT AND TRAINING ADMINISTRATION Page 1 of 3
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Date of Entrance Conference
April 5,2016
In Attendance
Ms. Kathleen Woodring, Chief Financial Officer
Ms. Susan Heller, Director of Finance
Ms. Mara Buchanan, Regional Accountant
Date of Exit Conference
April 14, 2016
In Attendance:
Ms. Kathleen Woodring, Chief Financial Officer
Ms. Susan Heller, Director of Finance
Ms. Mara Buchanan, Regional Accountant
Purpose of the review
Evaluate the financial management and administration of the grant.
Identify and offer technical assistance as necessary.
To make these assessments, the DOL-ETA financial reviewer reviewed documentation and interviewed staff responsible for administration and financial management of the grant. The documentation reviewed included, but was not limited to, the Statement of Work (SOW), quarterly financial reports, drawdowns, administrative and fiscal policies and procedures, time and effort reports, cancelled checks, invoices, financial journal and general ledger.
Review Scope — Core Guide Covered
The reviewer used ETA's Enhanced Desk Monitoring Review Guide as the primary tool for the review. The monitor review is designed to use a format that does not involve an on-site visit review and is set in a framework that identifies a defined and limited subset of key grantee operations. In this case, the review was limited to administrative and financial operations. The following areas were covered in the review:
Core Activity 2: Program and Grant Management Systems:
Objective 2.1 Administrative Controls
Objective 2.2 Personnel
Objective 2.3 Civil Rights
Objective 2.6 Equipment
Objective 2.8 Audit and Audit Resolution
eta UNITED STATES DEPARTMENT OF LABOR EMPLOYMENT AND TRAINING ADMINISTRATION
Page 2 of 3
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Citrus Levy Marion Regional Workforce Development Board, Inc. program and grant management systems conforms to the USDOL-ETA regulations. The management team at Citrus Levy Marion
Regional Workforce Development Board, Inc. is responsible for updating policies and procedures. The Human Resources Department Director and the management team at Citrus Levy Marion Regional
Workforce Development Board, Inc. meet regularly to ensure ETA's policies and procedures are updated in accordance to regulations and guidance. A single audit is conducted and issued by an independent
Certified Public Accountant firm.
Core Activity 3: Financial Management Systems
Objective 3.1 Budget Controls Objective 3.2 Cash Management Objective 3.4 Cost Allocation
Objective 3.6 Internal Controls
Objective 3.7 Financial Reporting
Citrus Levy Marion Regional Workforce Development Board, Inc. maintains their books of records on an accrual basis in compliance with Generally Accepted Accounting Principles (GAAP). The Director of Finance has a mechanism in place to safeguard grant assets and monitor the budget to prevent overruns.
The reviewer sampled 28 days of transactions for the month Februlary, 2015; Transactions
reconciled to original invoices submitted for reimbursement to the Payment Management System
(PMS);
The reviewer sampled timesheets and compared information to payroll registers;
The administrative and financial policies and procedures conform to ETA's regulations;
The Citrus Levy Marion Regional Workforce Development Board, Inc. ensures accounting and fiscal staff are provided with training and updates on ETA's regulations to manage funds
efficiently and effectively;
The Citrus Levy Marion Regional Workforce Development Board, Inc. is responsible for drawing down funds from the Payment Management System (PMS) and processing all payments to
vendors and employees;
YouthBuild quarterly financial reports (ETA-9130) are submitted in a timely manner to ETA's reporting system
Please note that the review did not cover any areas outside the defined scope. Although no material issues came to the reviewer's attention, there is no assurance that other issues may not exist.
eta UNITED STATES DEPARTMENT OF LABOR EMPLOYMENT AND TRAINING ADMINISTRATION
Page 3 of 3
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DEPARTMENT OF ECONOMIC OPPORTUNITY
CareerSource Citrus Levy Marion (CSCLM)
LWDB 10
June 13 – June 17, 2016
WELFARE TRANSITION (WT) PROGRAM
Management Review and Operational Process Review Tool
A review of CareerSource Citrus Levy Marion (CSCLM) management and operational practices did not reveal any major process issues. Local operating policies and procedures (LOPs) are in place to guide and administer the Welfare Transition Program. The review of participant case files revealed that some of the files did not contain sufficient documentation to support several case management elements.
CSCLM maintains an oversight and quality assurance process that examines programmatic operations and practices. Copies of local monitoring procedures and reports were provided to DEO monitors to support the LWDB’s monitoring activities.
A total of 46 participant case files were reviewed.
2015-2016 Monitoring Results
Workforce
Program
Issue Applicable Reference Prior Year
Finding
Current Year Finding
Prior Year
Other
Noncompliance
Issue
Current Year
Other
Noncompliance
Issue
Observation Recommendation
Welfare Transition Program/ TANF
1. There was an instance
where a grievance form
was missing from
participant case file.
Additionally, two
participants had
grievance forms missing
the address for
Washington DC.
Memorandum dated August 29,
2011 WT Customer
Grievance/Complaint Notification.
TANF State Plan. Final Guidance on
Grievance/Complaint and
Hearing/Appeal Procedures issued by
AWI.
N Y N/A N/A N/A Program staff must ensure
that all participants complete
a revised
Grievance/Complaint/EEO
form (updated DC address).
Staff should ensure that it has
been signed, dated, discussed
and retained in the
participant’s case file.
2. A signed and dated
O&O (Opportunities and
414.095 F.S., 445.024 F.S., Memorandum
N/A N/A N Y N/A The LWDB must ensure that a
signed and dated
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2
Obligations
Acknowledgement
form) form was missing
from a participant’s case
file.
dated January 24, 2007 SUB: Updated Welfare Transition
Program Forms.
Opportunities and Obligations
Acknowledgement form is
retained in the participant
case file.
3. There was an
instance where
employment
documentation in
participant case file did
not match information
entered into OSST.
F.S. 445.010, 45 CFR 260.61-62, 45 CFR 262, and Florida’s Work Verification
Plan.
N/A N/A Y Y N/A Program staff must ensure
that employment information
entered in OSST is verified,
documented and entered
correctly.
4. Pre-penalties and
sanctions are not being
requested or ended in
the system in a timely
manner. It appears that
program staff are
allowing participants
additional time to
comply with program
requirements without
initiating the penalty
process at the time of
noncompliance.
45 CFR 261.10, 261.12, 261.13,
261.14, F.S. 414.065, Florida Administrative
Code 65A-4.205 and Work Penalty
Guidance.
N/A N/A N/A N/A Y LWDB must ensure that
program staff follow the pre-
penalty process. A pre-penalty
must be initiated at the time
the failure occurred and that
program participants should
not be given extra time to
comply with program
requirements. If the
participant fails to meet
program requirements, a
sanction should be requested
timely.
Totals 0 1 1 2 1
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OCR
The OCR Process Tool indicates CSCLM collects demographic information via their kiosk system, which is an electronic sign-in sheet, used by the region for customers who visit the career centers. It was further indicated that the kiosk system also advises customers that the information requested is voluntary and will be kept confidential. No problems were observed with the review.
FINANCIAL DISCLOSURE
In reviewing the Financial Process Tool, it appears that all of the board members have filed their Financial Form 1F with the appropriate entity. No issues were observed.
WORKFORCE INVESTMENT ACT (WIA)
ADULT AND DISLOCATED WORKER PROGRAM
Management Review and Operational Process Review Tool
A review of CSCLM's local operating processes and practices revealed that CSCLM has policies and procedures in place for conducting their local Workforce Investment Act program. CSCLM maintains an oversight and quality assurance process that examines programmatic operations on a monthly basis. Additionally, CSCLM has met and/or exceeded all of their nine negotiated performance measures for PY 14-15. General Comment During the review of participant case files, it was revealed in one case where the employment wage rate entered into the State MIS did not match the participant’s case file. During the review period, the case manager was able to correct and/or add the appropriate information to the State’s MIS in order to resolve the issues. Going forward, staff should ensure that all information entered in the State MIS matches the case file documentation. Participant Case File Review
A total of 24 (19 Adult and 5 Dislocated Worker) participant case files were reviewed.
2015-2016 Monitoring Results
Workforce Program
Issue Applicable Reference
Prior Year
Finding
Current Year
Finding
Prior Year Other
Noncompliance Issue
Current Year Other
Noncompliance Issue
Observation Recommendation
Workforce Investment Act (WIA)
1. In a few instances, the required follow-ups were not conducted.
WIA Resource Guide, TEGL 17-05,
and Follow-up
Y Y N/A N/A N/A Staff should ensure that quarterly follow-ups are conducted at the required
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Adult and Dislocated Worker (DW) Program
Memorandum 3/23/07, Master
Cooperative Agreement.
intervals and entered timely by the due date indicated in the follow-up table. The previous year closeout report had this issue listed as an ‘Other Noncompliance Issue’ and not a finding. We feel that the citing should reflect this and not a second year finding.
Totals 1 1 0 0 0
WIA YOUTH PROGRAM
Management Review and Operational Process Review Tool
It appears that administrative policies and procedures are in place to govern general program operations and practices. Copies were provided of the local monitoring tools, schedules, and reports for monitoring activities. General Comment
During the review of participant case files, it was revealed in a few cases where employment verification information and credential dates entered into the State MIS did not match the participant’s case file. During the review period, the case manager was able to correct and/or add the appropriate information to the State’s MIS in order to resolve the issues. Going forward, staff should ensure that all information entered in the State MIS matches the case file documentation. Participant Case File Review
A total of 23 (13 Older Youth and 10 Younger Youth) participant case files were reviewed.
2015-2016 Monitoring Results
Workforce Program
Issue Applicable Reference
Prior Year
Finding
Current Year
Finding
Prior Year Other
Noncompliance Issue
Current Year Other
Noncompliance Issue
Observation Recommendation
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Workforce Investment Act (WIA) Youth Program
1. In a few instances,
follow-ups were not
conducted timely for
the required quarter
after exit.
WIA Resource Guide, TEGL 17-05,
and Follow-up Memorandum
3/23/07, Master Cooperative Agreement.
N/A N/A Y Y N/A Staff should ensure that
quarterly follow-ups are
conducted at the required
intervals and entered timely
by the due date indicated in
the follow-up table in EFM.
Totals 0 0 1 1 0
FL 18 DISLOCATED WORKER TRAINING (DWT) NATIONAL EMERGENCY GRANT (NEG)
Participant Case File Review
A total of one participant case file was reviewed.
The review did not reveal any findings, other noncompliance issues or observations.
WAGNER-PEYSER (WP) PROGRAM
Management Review and Operational Process Review A review of the LWDB’s local operating processes and practices revealed that the LWDB has policies and procedures in place for conducting their local Wagner-Peyser program. Internal monitoring was conducted at scheduled intervals using the DEO tools available. Participant Case File Review A total of 60 (30 job seekers, 20 job orders, and 10 PREP) case files were reviewed.
2015-2016 Monitoring Results
Workforce Program
Issue Applicable Reference
Prior Year
Finding
Current Year
Finding
Prior Year ONI
Current Year ONI
Observation Recommendation
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WP 1. One job seeker had two placement codes (880 and 750) recorded for the same employer, same position, and same job start date.
DEO FG 03-035. N/A N/A N Y N/A Duplicate credit should not be given when a job seekers enters employment.
2. 10 files were missing specific action steps to achieve long-range goals. Of those 10 files, 2 files were also missing specific short term action steps.
20 CFR 651.10. N/A N/A Y Y N/A EDPs must contain specific short and long-term goals and steps to achieve these goals. The plans are to be conducted jointly with the customer to address their specific needs and should not be uniform.
3. One placement did not contain a source to confirm the placement.
20 CFR 651.10.
N/A N/A N Y N/A Case managers should ensure that all placements are properly verified and documented in EFM. The LWDB edited the case note during the review to include the source.
4. 18 Employer Registrations were allowed to auto-enable in the system prior to being reviewed and approved by staff.
Memos issued 7/2/05, 11/22/05,
7/12/07 and 10/22/07.
N/A N/A N/A N/A Y When an employer self-registers in EFM, procedures require that staff review and approve or reject the registration within 72 hours or it will automatically be approved by the system.
5. In one instance, a 102 code was entered in error, which was case noted that the code should be voided. However, the code was never voided.
Memo issued 10/18/13.
N/A N/A N/A N/A Y Staff should void (not delete) an activity or service code that is entered in error. Staff should case-note the reason for voiding the activity.
Totals 0 0 1 3 2
Credentialing 1. 3 staff members did not complete the Tier 1 Certification within the required six month period.
DEO Credentialing Guidance Paper FG
02-032.
N/A N/A N Y N/A The LWDB must ensure that all front-line staff complete the Tier I Certification within six months of their start date. The LWDB must also maintain documentation on file of the Tier I Certifications completed by staff. We are requesting that one of the individuals cited (Erica Burgos) be removed from the report. Ms. Burgos had failed the exam twice. Following guidance by Ms. Liem at the DEO we were to wait 4 months
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before letting her take the test again. In that time Ms. Burgos resigned from her position. E-mail guidance attached.
2. Several staff members did not complete at least 15 hours of continuing education units within the allotted year following their Tier One certification date. This was due to incorrect calculation of training hours during all staff meetings.
DEO FG 02-032, Final Guidance:
One-Stop Credentialing.
N/A N/A N Y N/A Subsequent to the attainment of the initial certification, staff must complete 15 hours of continuing education credits per year in order to remain certified in the second year and thereafter. CEUs must meet the definition as set forth by DEO guidance.
Complaint System
3. The complaint log for the Chiefland center was missing the date filed and the type of complaint (ES/Non-ES) for one complaint. Two logs (March – Chiefland and Ocala) were submitted late. The Ocala logs did not list the name of the career center. Additionally, two Ocala logs were incomplete: missing complaint number, date filed, type of complaint, agency referred to, check marks where dates should be listed. The one ES-related complaint file reviewed (Ocala) did not indicate which agency it was referred to, did not indicate follow-up was needed, and did not indicate why complaint was not resolved. Each of the three career centers were using out-of-date Log of Apparent Violations forms.
20 CFR 658 and WP Complaint
Resolution System Handbook.
N Y N/A N/A N/A Complaint logs must be submitted to the Senior Monitor Advocate at the end of the quarter in which a complaint was logged, by the fifth working day. Complaint specialists must ensure that the appropriate log is used and that both the log and complaint forms are completed thoroughly. Staff should also ensure that appropriate referrals to enforcement agencies are made based on the nature of the complaint and keep documentation showing that those referrals were made, when a referral is made on an Employment Service-related complaint. Staff should also ensure that follow-up is conducted in a timely manner, as required. Staff should review the ES Complaint Resolution System Handbook. We would like to formally request technical assistance for the Complaint System. We requested assistance the prior program year and staff attended the webinar offered last fall that covered the complaint manual however, we would like an in person training where we can have
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accountable staff attend and have the opportunity to ask questions and go over examples of complaints to avoid any further issues.
Totals 0 1 0 2 0
Totals 0 1 1 5 2
MANAGEMENT INFORMATION SYSTEMS (MIS)
The LWDB has policies and procedures in place to ensure that individuals who are no longer employed in the LWDB are promptly removed from having access to the MIS by not clearing the employee for final pay until they have been released by the Information Technology staff. The LWDB provided an up-to-date listing of all MIS users during the review period who have had their status revoked. The monitor matched the names of terminated users on the LWDB‘s list with user staff accounts maintained by DEO’s Internal Security unit to determine whether any of those individuals still had access to the system and/or if their privileges had been revoked. No problems were observed as all individuals listed were duly terminated and no longer had access to the systems. According to the LWDB, a review of all staff access to systems is performed whenever a change in personnel is performed. Additionally, the MIS security forms are maintained electronically or in hard (paper) copy form in a secure location. The review did not reveal any Findings, Other Noncompliance Issues or Observations.
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CareerSource Citrus Levy Marion Performance Overview Tony Carter, Department of Economic Opportunity
September 14, 2016 27
2
AGENDA
• Who We Are and Why We Are Here • Workforce Structure and Service Delivery Model • Financial and Participant Data Overview • Program Year 2015 – 2016
• Program Performance
• Programmatic Monitoring and Oversight • What’s New?
• Workforce Innovation and Opportunity Act (WIOA) Update
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WHO WE ARE
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WHY WE ARE HERE
Section 445.007(3), F.S. • The Department of Economic Opportunity, under the
direction of CareerSource Florida, Inc., shall assign staff to meet with each local workforce development board annually to review the board’s performance and to certify that the board is in compliance with applicable state and federal law.
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FLORIDA’S WORKFORCE SYSTEM
United States Department of
Agriculture
United States Department of
Labor General Revenue
United States Department of
Health and Human Services
Governor
Department of Economic Opportunity
(DEO) Legislature
CareerSource Florida (State Workforce Policy
Board)
24 Local Workforce Development Boards Local Elected Officials
Community Based Organizations
Community Partners
Educational Entities
Workforce Service Delivery (Over 100 CareerSource Centers)
Economic Development Partners
Training and Service Providers
Employers Job Seekers
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PY 2016-17 TOTAL STATEWIDE FUNDING
$123,436,664
$54,014,907
$27,916,151
$10,355,087 $7,905,939 $2,442,387
$1,500,000 Workforce Innovation andOpportunity Act
Welfare Transition
Wagner Peyser
Veterans
Supplemental NutritionAssistance Program
Trade AdjustmentAssistance Program
ReemploymentAssistance
56%
25%
13%
1% 1%
1%
State Total: $227,571,135
4%
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PY 2016-17 TOTAL LOCAL AMOUNT
$3,463,087 58%
$1,505,168 25%
$605,025 10%
$117,787 2%
$183,500 3%
$34,298 1%
$92,332 1%
Workforce Innovation andOpportunity Act
Welfare Transition
Wagner Peyser
Veterans
Supplemental NutritionAssistance Program
ReemploymentAssistance
Trade AdjustmentAssistance
Local Total: $6,001,197
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PY 2015-16 DIRECT CLIENT SERVICES & ADMINISTRATIVE EXPENDITURES
92%
8%
Direct Client Services Administrative Expenditures
Out of a total of $5,428,206 in workforce expenditures last year, $442,462 was spent on administration by the
local board.
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PY 2015-16 ITA EXPENDITURE REQUIREMENT
Annual ITA ExpenditureRequirement
ITA Expenditures
25%
29.54%
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PY 2015-16 PERCENTAGE OF EXPENDITURES ON OUT-OF-SCHOOL YOUTH
$580,131 82%
$130,453 18%
Out-of-School
In-School
*WIOA Requirement: 75% Out-of-School
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PERCENTAGE OF EXPENDITURES ON OUT-OF-SCHOOL YOUTH COMPARISON – PY 2014-15 & 2015-16
PY 2014-15 PY 2015-16
81%
82%
19% 18%
In-School
Out-of-School*WIOA Requirement: 75% Out-of-School
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PY 2015-16 PERCENTAGE OF YOUTH EXPENDITURES ON WORK EXPERIENCE
49.14% 50.86% Work Experience
Other Expenditures
*WIOA Requirement: 20% Work Experience
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COMMON MEASURES
• United States Department of Labor (USDOL) mandated report, used as an assessment tool for state workforce systems.
• Common Measures consists of 3 Adult Measures, 3 Dislocated Worker Measures, 3 Youth Measures and 3 Wagner-Peyser Measures.
• PY 2015-16 negotiations were conducted with all Local Workforce Development Areas (LWDAs), utilizing the USDOL’s Regression Model and PY 2014-15 performance as the starting point for negotiations.
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COMMON MEASURES 2015 - 2016 FLORIDA WORKFORCE COMMON MEASURES - LWDA 10 PERFORMANCE
PY 2015-2016: July 1, 2015 – June 30, 2016 Outcomes
Common Measures Performance
2014-2015 Performance
2015-2016 PY 2015-2016
Performance Goals % of Performance
Goal Met Adults:
1 Entered Employment Rate 84.75% 74.71% 87.70% 85.19% 2 Employment Retention Rate 93.30% 96.43% 86.10% 112.00% 3 Average 6-Months Earnings $16,024.16 $15,651.31 $13,533.20 115.65%
Dislocated Workers: 4 Entered Employment Rate 79.75% 72.22% 87.21% 82.81% 5 Employment Retention Rate 89.00% 94.87% 86.50% 109.68% 6 Average 6-Months Earnings $15,986.97 $15,741.08 $13,636.40 115.43%
Youth Common Measures: 7 Placement in Employment or Education 76.47% 74.68% 83.32% 89.64% 8 Attainment of a Degree or Certificate 82.02% 74.30% 92.10% 80.67% 9 Literacy and Numeracy Gains 57.84% 63.08% 68.30% 92.36%
Wagner-Peyser: 10 Entered Employment Rate 62.95% 60.36% 63.50% 95.06% 11 Employment Retention Rate 84.01% 84.73% 79.00% 107.25% 12 Average 6-Months Earnings $11,831.46 $12,765.00 $11,160.00 114.38%
Not Met (less than 80% of negotiated)
Met (80-100% of negotiated)
Exceeded (greater than 100% of negotiated)
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CORRECTIVE ACTION
LWDAs that fail to meet one or more negotiated performance goals for a program year will be subject to corrective action.
1st Year (Any Measure)
• Technical assistance must be provided.
• LWDA will have opportunity to develop measures to improve performance.
2nd Consecutive Year (Same Measure)
• Performance Improvement Plan (PIP).
• PIP elements will vary depending upon the extent and nature of the failure(s).
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PROGRAMMATIC MONITORING & OVERSIGHT
• Federal law requires the state to develop an oversight system to monitor all workforce programs receiving federal funds.
• DEO, in consultation with CareerSource Florida (CSF), annually develops and implements a process for monitoring LWDAs. Corrective Action Plans to address all findings are required.
• Programmatic and performance monitoring is completed annually.
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PY 2015-16 SUMMARY OF LOCAL FINDINGS
Program PY 2014-15 Findings
PY 2015-16 Findings
Welfare Transition 1 1
Wagner-Peyser (RESEA, MSFW, Career Center Credentialing) 2 1
Supplemental Nutrition Assistance Program 0 N/A
WIOA (WIA) Adult / Dislocated Worker / Youth 0 1
Trade Adjustment Assistance Act 2 N/A
Total Findings 5 3
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WIOA UPDATE
• WIOA Unified State Plan was submitted in March 2016. • The State received notice of conditional approval of the State
Plan in June 2016. Requested updates were due by September 1, 2016.
• Local WIOA Plans were approved by the State Workforce Board on May 26, 2016. • Due date for any required updates is to TBD.
• Final WIOA Regulations were issued on June 29, 2016. • WIOA performance measures will be negotiated with all
LWDAs by September 30, 2016 for Program Years 2016-17 and 2017-18, utilizing the Statistical Adjustment Model.
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WIOA PERFORMANCE MEASURES Revised New
Adult/ DW
Employment Rate (Q2 post-exit) Credential Rate
Employment Rate (Q4 post-exit) Measurable Skills Gain
Median Earnings (Not Average)
Youth
Placement in Emp./Train/Edu. (Q2 post-exit)
Placement in Emp./Train/Edu. (Q4 post-exit)
Credential Rate (Q2 post-exit)
Median Earnings
Measurable Skills Gain
Employer N/A
Retention with Same Employer in 2nd and 4th Quarters After Exit
Employer Penetration Rate
Repeat Business Customers Rate
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QUESTIONS
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ADDITIONAL INFORMATION
For more information, please contact:
Tony Carter Florida Department of Economic Opportunity
One-Stop and Program Support (850) 245-7406
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