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: ___________________________________________

2

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


a board must hit 81 %OR GREATER


a board must hit 82%OR GREATER

2

3

1

3

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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Levy 5.2% (859)* 5.6% (919)* Florida 4.9% 5.1% US 5.0% 5.1% *Not seasonally adjusted


Levy $30,116 $29,233 Florida $46,239 $44,810

SERVICES PROVIDED Total Receiving Services: 721






Positions Posted: 95

TOTAL PLACEMENTS: 102


LEVY COUNTY


5




Marion 5.9% (7,716)* 6.2% (8,168)* Florida 4.9% 5.1% US 5.0% 5.1% *Not seasonally adjusted


Marion $35,807 $34,823 Florida $46,239 $44,810

SERVICES PROVIDED Total Receiving Services: 8,188






Positions Posted: 2,162

TOTAL PLACEMENTS: 1,261


MARION COUNTY






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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

8

#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)


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

[email protected]

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

13

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

14

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

15

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


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.


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

18

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


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.


Workforce Program

Issue Applicable Reference

Prior Year

Finding

Current Year

Finding

Prior Year Other

Noncompliance Issue

Current Year Other

Noncompliance Issue


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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4

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


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.


Workforce Program


Prior Year

Finding

Current Year

Finding

Prior Year Other

Noncompliance Issue

Current Year Other

Noncompliance Issue


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5

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.


Workforce Program


Prior Year

Finding

Current Year

Finding

Prior Year ONI

Current Year ONI


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6

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

23

7

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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3

WHO WE ARE

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4

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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5

FLORIDA’S WORKFORCE SYSTEM

United States Department of

Agriculture


Labor General Revenue


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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6

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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7

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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8

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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9

PY 2015-16 ITA EXPENDITURE REQUIREMENT

Annual ITA ExpenditureRequirement

ITA Expenditures

25%

29.54%

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10

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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12

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

[email protected]

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mailto:[email protected]

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