RESEA rollout- For Managers of Local Areas - PowerPoint Presentation

Slide1

RESEA rollout- For Managers of Local Areas<<<March 1, 2016>>>

Reemployment Services and Eligibility AssessmentSlide2

AGENDAPurpose and Background

Links to Reemployment vs. RESEA

Funding

Benefits of Group Sessions

Next StepsSlide3

RESEAReemployment Services and Eligibility Assessment

Selected

claimants

participate

in reemployment services and a UI eligibility review process

Orientation

One-on-One Appointment

Track data in Connecting

Colorado

(and CUBS)

Connecting Colorado communicates participant information

to the Division of UI

Funding AvailableSlide4

PurposeEngage customers in reemployment activities earlier in the claim cycle

Participants find

new work more successfully and quickly

Learn about workforce

services

Dislocated Worker and workforce program recruitment tool

Continued UI eligibility

Provide

assistance to individuals that are

most likely to exhaust

their unemployment

benefits

Reduce duration on unemployment

Continued UI eligibility

review questionnaire

UI work-search log review

UI work-search

video

(continuity)Slide5

backgroundSimilar Start - Links to Reemployment

RESEA required

activities

Complete all activities the same week as orientation

One Stop and UI Funding

available

April 1,

2016 start (pending receipt of Federal

NOO

)

3,500 Completed

RESEAs

3,200 - Local Area Estimates

[Expenditure Authorization (

EA

)]Slide6

Background

Wagner-Peyser Act

– One Stop Centers provide continued UI eligibility reviews and communications regarding the UI claimant status’ to the Division of UI

Unemployment Compensation Amendments of 1993

(

P.L

. 103-152; Sections 303(a)(10) 303(j) to Social Security Act)

States must meet requirements as a condition of states receiving UI grants

Identify which claimants will be likely to exhaust regular UI and will need job search assistance services to make a successful transition to new employment

Refer claimants to reemployment services (WPRS

and RESEA

)

Collect follow-up information relating to the services receivedSlide7

Background47 states already administering RESEA

USDOL - continued focus on reemployment initiatives

Optimize current practices, service models and initiativesSlide8

Identifying Claimants - Statistical Algorithm

Model was designed by Economists at USDOL and CDLE-LMI, and by UI subject matter experts

Colorado’s

Worker Profiling Characteristics

Base Period Earnings and Wage Replacement Rates

Industry

Workforce Center Registration Status

Weekly Benefit Amounts

Claimant Exhaustion Rates by

Industry

Other Earnings such as Pensions, Severance, or OASISlide9

Statistical algorithm Model

C

laimants

are

scored to determine those most likely to exhaust UI benefits

(26 weeks)

,

with

exceptions:

Must have received a first

payment from UI

Hiring

Hall

status (16 weeks)

Recall status (16 weeks)

Other

Earnings such as Pensions, Severance, or

OASI

UI rules changed and this factor is not counted in model now

NOTE: Colorado plans to analyze data and factors for profiling model in the future.

Meet USDOL requirements.Slide10

Butterfly Effect – Chaos TheoryIn chaos theory, the butterfly effect is the sensitive dependence on initial conditions in which a small change in one state of a … system can result in large differences in a later state

Wikipedia

https://en.wikipedia.org/wiki/Butterfly_effectSlide11

Butterfly Effect – Chaos Theory

Multi-agency program coordination

(WFC, WDP, UI, LMI, IT

)

Actions taken by one agency may have an impact to up/downstream systems and databases

Customer

Staffing

Tracking and Reporting

Intentional CC edit limitations

Activities feed into federal reports

Backdating is discouragedSlide12

Workforce System RolesEncourage customer engagement

Find

reemployment through

successful

job readiness strategies

Evaluate continued eligibility of UI claimants

Recruit participants for WIOA, etc

Track customer data in CC - program success

Refer potential eligibility issues to UI

Exclusions

(NE service code)

Potential Eligibility Issues (A&A

)

(NE service code)

No Shows

(

NS

service code)Slide13

UI System RolesReviewing CC screens

Display Services

Screen (related activities)

CC Notes and services tell the story objectively

Notes section will notify UI of any errors in reporting, and give additional input to reasons for a participant’s actions

Adjudication – evaluation of referral for a good cause for non-compliance

Does an A&A issue exist?

Was there a good reason for the No Show?

Improper referralSlide14

CDLE system rolesDesign system for statewide access

Monitor

Analyze performance

Federal reports

Local input

State input

Process improvements

RESEA and Links to Reemployment Quarterly Review QuestionnaireSlide15

Links to Reemployment RESEA

Links to Reemployment will continue,

future phase out

Local offices must participate in RESEA or Links to Reemployment

Offices do not need to administer both but must do one

Links to Reemployment

(WP funded)

Orientation

Offer workforce referrals

Record attendance

RESEA

(RESEA funded)

Orientation

Referral to reemployment/training services

Record attendance

Required activities

RESEA Required Activities

Updated CC registration

Online assessment

LMI/career information

UI eligibility review

Work-search log review

Referral(s)

Reemployment planSlide16

FundingAnnual Supplemental Budget Request (SBR)

Calendar Year (CY) 2016 – January through December

Plan to reach participant goals and spend all funding during the 2016 calendar year, even though funding period runs through March 2017

Survey of estimated cost

p

er

p

articipant

r

ate

Statewide average and results of survey questions – completed by each Local Area and UI staffing needs

$75

for each participant that has completed

all

activities

How will funding be delivered?

Notice of Funding Availability (NFA)

Expenditure Authorization (EA)

Reimbursement process – CLEAR and Demographics Report

Upload two additional files from presentation (Funding Provisions and fiscal guidance)Slide17

Funding

Can local offices serve more

than

projected on the Expenditure Authorization?

YES

Estimated participating offices

~3,200

participants

(completed

RESEAs

)

CDLE requested funding to serve

3,500

in 2016

Cushion for delays in USDOL SBR release of funding

Shifting funds amongst

Local

Areas (

Fall))

Funding is available

annually - beginning

of

each year

EAs

should list number of

RESEAs

(completed)

(April – December, 2016)

State Period of Performance: April 1 – December 31, 2016

Cushion: State obligation through March 31, 2017 for any remaining balance of

RESEAs

and funding

Federal Period of Performance: January 1 – December 31, 2016

NOO

– Federal obligation by September 30, 2017Slide18

Numbers and Planning

EA

shall describe the schedule and number of orientations offered

Constraints on UI staffing resources and workflow for RESEA and/or Links to Reemployment statewide

First Year – Concentrate on providing quality services and developing a meaningful process for customers

Staffing and Program Costs

Directly associated with the delivery of RESEA services

Mainly staff costs

Workshops (allocation plan)

USDOL/CDLE may request local allocation plan to justify all RESEA expensesSlide19

Group SessionsStreamline processes within local area – cost effective

Pre- and post-orientation workshops for required activities

Reduces individualized appointment time

Examples:

LMI/Career Information – demonstration on online resources and how to apply them to individual needs

Connecting Colorado benefits

Opportunity to complete all pre-orientation activities in resources centerSlide20

Federal ReportingRESEA activities are tracked on a federal report

Important to use the procedures described to record RESEA activities

Record any communications and status changes to UI in

ES

public notes section

RESEA Demographics Report covers workforce services information captured in Federal ReportSlide21

Procedures – IVR selectionInitial IVR Selection Process

All customers invited must attend in-person (no distance waivers)

WFCs can control location through zip-code filter, but cannot filter otherwise, with the exception of allowable exclusions

Agent access to the UI Referred IVRs is limited

Complete the IVR:

- LOFF or Region

- Number of Claimants

- Date Letter Sent

- Orientation Date/Time

- Zip

C

ode Filters (optional)Slide22

Controlling CC IVR settingsMIS managers (access to the Control ID) can add or remove staff access to the IVR system for reemployment programs

Limit number of staff with access so system is used the way it was intended

OTHER CONTROLS:

INTENTIONAL LIMITATION: Back dates (of NE and NS service codes) should not occurSlide23

UCX – Military Claim

INVITATION AND SELECTION PROCESS:

USDOL released guidance that targets claimants most likely to exhaust their unemployment benefits,

AND

the UCX claimant population

UCX claimant are veterans who have recently separated from

a

military

service position

(determined by UI)

UCX

column on the invitation/selection process

Encourage Local Areas to serve all

UCX

participants identified, no matter where they fall on the list

Priority of Service and WF triage occurs at time of orientation – applies to access to services, 1:1 appointment and additional referralsSlide24

ORIENTATION LETTERUse this UI approved template

Participant’s contact info

Location, time and date info

Length of meeting

Including 1:1 if on same daySlide25

UI Work-Search video

ONLINE LINK:

https

://

vimeo.com/cdle/review/138794916/2ab1d6cfc7

Or English:

https:vimeo.com/138794916

Spanish:

https:vimeo.com/154632637

UPDATE

14:51 minutes

Download Slide26

UI HANDOUT (Accompany video)

NEWSlide27

RESEA Web SITEwww.coloradoui.gov/reemployment

NEWSlide28
Slide29

RESEA ACTIVITIESOrientation

(In-person required)

Workforce reemployment services

UI eligibility video

Updated Connecting Colorado registration

Individualized LMI and career resources information

Complete online

a

ssessment & review results with WFC

Referral to a reemployment or training service

UI eligibility

and

work-search log review

(1:1 required)

Development of Individualized Reemployment Plan

(1:1 required)Slide30

A0 Service ScreenA0 service code auto-populates after IVR selection submission

Displays

RESEA

activities

Exceptions for Potential Eligibility Issues (NE Service Code)

Exceptions for Exclusions (NE Service Code)

M

ust enter NE code manually (separate from A0 screen)

Most notes can be stored on the A0 screen

Most activities lock on the Friday after the orientation

Same week

Referral completion date stays open

(

9

months - WF will determine best practice for layout)

NOTE: If not addressed, customers will receive a no show 9 months after orientation weekSlide31

A0 Service Screen

Displays

RESEA

activities

Remind until and Agent ID adjustment

IVR activities auto-populates

Invitation

referral

date

Exclusion info

Date/time

of

orientation

Attendance

Modify function for reschedules and other fields

Track completion date for each activitySlide32

REQUIREMENTSAll RESEA required activities must be completed the same week as the orientation

Any missed activities will be referred to UI (Friday 6 PM), if “date completed” field is not filled out

Activities shall be recorded the day they occur (to avoid misreporting info to UI)Slide33

Data Entry ErrorsWhen a data entry error is made and not caught until the next day, all corrections must be made through

ES

notes

(no back dating)

Butterfly

Effect

:

Modifying reemployment program service codes and data in Connecting Colorado can have a direct impact to UI processes and accurate federal reporting

UI has a process to make changes related to human error that will be tracked in the CUBS

system

ES

notes and service codes help to determine the appropriate actions taken by

UI

Tells the storySlide34

Data Entry ErrorsBe sure to take attendance the day of the scheduled orientation – on Attendance Worksheet

Otherwise, each individual will be referred to UI as a no show that evening

Non-Attendance, Potential Eligibility Issues and Exclusions are referred to UI in the evening they are recorded in Connecting Colorado

Backdating creates errors and reporting discrepanciesSlide35

Demographics report

Data collected for federal reports and for collecting characteristics of RESEA population

Used to calculate the # of

RESEAs

completedSlide36

Statewide TrainingMarch 1, 2016

– RESEA Overview for Managers, leads and operators on RESEA

Including information on

EA

process

March 17, 2016

– Procedural training for frontline WFC representatives and supervisors who will administer RESEA

March 31, 2016

– UI eligibility review questionnaire training

April 14, 2016

– identifying and referring potential A&A issues to UI

N

OTE: All training sessions will be recorded and posted in the

Reemployment and UI Partnership Initiatives

team room in E-ColoradoSlide37

Next StepsApril 1, 2016 – First time a Local Area may pull a RESEA IVR for selection

(pending receipt of Federal

NOO

)

Review DRAFT PGL for additional details not covered in this presentation

Prepare Now

O

rientation materials

Pre/Post workshops, optional

Familiarize staff with required activities

Communicate reschedule process with front desk and others who may receive a request to reschedule an orientation (how to reschedule and when to record a potential eligibility)Slide38

QUESTIONS

Sue Rusch

sue.rusch@state.co.us

303.318.9293

Courtney Popp

courtney.popp@state.co.us

303.318.9439

RESEA or Links specific questions for UI:

c

dle_UI_Links_RESEA@state.co.us

Include

Mask ID

,

last name

and

RESEA

or

Links

in Email Subject Line

(if claimant-specific question)