HomeMy WebLinkAbout991072.tiff BILL OWENS VI 41 /
4._ a DEPARTMENT OF LABOR AND EMPLOYMENT
Governor R
e % EMPLOYMENT AND TRAINING PROGRAMS
y� O
VICKIE L. ARMSTRONG ♦ \ Y Executive Director * i + Two Park Central,Suite 400
*1876* 1515 Arapahoe Street
JEFFREY M. WELLS Denver,Colorado 80202-2117
Deputy Executive Director
J. DWIGHT STEELE
Director of Employment
and Training Programs
{ _.
May 7, 1999
Mr. Mike Geile `.,
The Board of Commissioners of Weld County
915 10th Street
Greeley, Colorado 30631-1123
Dear Mr. Geile:
Attached are seven final reports of the One-Stop compli.ance review conducted the week of
January 11, 1999. The seven reports are as follows: One-Stop Review, Attachment#1; JTPA
Title IIA & IIC, Attachment#2; JTPA Title III EDWAA, Attachment#3; JTPA Title 1HIA &
EDWAA Older Worker Programs, Attachment#4; Wagner-Peyser, Attachment#5; Title 38
Veterans Employment Programs, Attachment#6; and Fiscal Compliance, Attachment#7.
The plan of action to resolve the compliance issue filling the vacancies on the Board has been
reviewed and accepted.
Your comments to the recommendations for JTPA Title III EDWAA and Fiscal Compliance
have been reviewed and accepted. Staff will follow-up next year for a technical assistance
review.
My staff appreciates the time, effort and cooperation provided by you and your staff during the
review.
It is recommended that the One-Stop Service Delivery be approved and certified for the
remainder of Program Year 1998 and for Program Year 1999. Thank you for your cooperation
and your successful One-Stop operations.
Sincerel ,
(JP. 1-_m . al
Dwight Steele
Director
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O c2a. s !?A— _ 991072
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Attachment # 1
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
ONE-STOP CAREER CENTER REVIEW
PROGRAM YEAR 1998
FINAL REPORT
FOR
WELD COUNTY REGIONAL ONE STOP CAREER CENTER
Contractor: Weld County One Stop Career Center
Period Reviewed: March 1998 -January 1999
Monitoring Team: Jim Shimada, One-Stop Lead& Wagner-Peyser
Deb Owen, Wagner-Peyser
Janice Mirshab, 5% Older Worker& EDWAA Older Worker& Title III
EDWAA
John Cisneros, JTPA Title IIA& Title IIC
Alan Folkestad, Veterans Programs
Scott Toland, Fiscal Monitor
Review Date: Week of January 11, 1999
Agency Attendees: Linda Perez, Director
Pete Archuleta, Area Agency on Aging
Ted Long, Special Programs Coordinator
Dora Lara, Applicant Service Supervisor
Marie Gallegos, Employer Service Supervisor
Floyd Bufkin, DVOP
Entrance:
Five monitors from the Colorado Department of Labor and Employment and six staff
representatives from Weld County were in attendance for the entrance. The purpose of the
entrance was to introduce staff, explain the process, develop a schedule for completion of
program monitoring, and determine a time-frame for the exit interview. The Monitors were
provided full cooperation from the Weld County staff regarding scheduling.
CDLE appreciates the time and cooperation the Weld county staff provided for the Monitors, and
a special thank you to Linda Perez for providing a comprehensive description of the One-Stop
Center (OSC) System.
Overview:
The Weld County Regional OSC has been providing services under the One-Stop concept for
many years. A technical assistance review of the One-Stop plan and contract was conducted on
March 23, 1998. During the visit the JTPA program as well as Wagner-Peyser and Veterans
programs were monitored for compliance.
During the week of January 11, 1999 a full compliance review was conducted that included the
One-Stop Center a.s well as all JTPA, Wagner-Peyser and Veterans programs.
The Director provided a complete and thorough description of all programs that are being
delivered. The Director also provided an in-depth discussion of the One-Stop plan and contract.
Per the discussion.. the OSC integrates three levels of service for participants that include: TIER
1 Network, which provides the Core Services; TIER 2. provides more specific information on
needs and TIER 3. provides more specific services based on eligibility. A flow chart of the
Employment Services of Weld County OSC was provided and will be made part of the master
contract. This chart provides a detailed list of all services that are being provided to the
participants. No significant changes have been implemented during the past year.
Part I. ADMINISTRATION
The administration of the employment and training programs offered in Weld County has not
changed due to the State Wide conversion to OSC. The Weld County Board of County
Commissioners is the fiscal agent for the OSC delivery system. A copy of the following agency
organizational charts were provided:
1. Weld County Division of Human Services - Organizational Structure
2. Employment Services of Weld County Organizational Chart. This document fully details
each staff person and area of responsibility.
3. Employment Services of TIER Network Flow Chart. This document provides a
comprehensive chart of services to participants and direction for accomplishment.
Weld County is currently recruiting members for six vacancies on the Regional Workforce
Development Board (RWDB) which includes three business representatives; and one each from:
Labor; Vocational Rehabilitation; and a Community Based Organization. During the previous
technical visit on March 23, 1998, Weld County was recruiting members for only two vacancies
that included a Union Representative and a Vocational. Rehabilitation representative. The fact
that Weld County is bound by a Home Rule Charter which provides a two year term limitation
and county residency requirement, may be the reason there are continuous vacancies on the
Board.
2
A current copy of the Board membership, which included each members name, title and
committee position, was provided to CDLE for the master file.
The primary function of the Workforce Development Board is to review and provide oversight
for the OSC Plan through regularly scheduled monthly meetings. The Board expects the region
to perform well for all areas. In addition they are expected to comply with the supply and
demands of the time and area. One area that is being expanded upon and was requested by the
Board is to accommodate the need for more fast track computer classes. The Board has
developed a taskforce to review and monitor performance standards. At this time fee-based
services have not been addressed.
The staff from the Weld County OSC is responsible for internal monitoring of their particular
units and for providing the Management Staff with performance, outcomes and progress reports.
Employer customer service and customer satisfaction surveys for individual programs are
utilized to meet performance standards. A One-Stop Center Policy & Procedures Manual is
current and maintained for use by all staff.
It appears that the OSC is in compliance with all applicable federal and state laws, regulations,
and policies governing the customer grievance and appeals process. The Appeal Process
Administrator is Ms. Susan Talmadge, with Weld County Department of Human Services.
COMPLIANCE ISSUE: During the past year Weld County has not had a representative
from Vocational Rehabilitation on the Workforce Development
Board. This was identified during the TA visit in March 1998, and
again during this current review. Also the vacancies have
increased from two during the previous review to six currently.
ACTION REQUIRED: Weld County must provide a plan to correct this deficiency. Also
as members are appointed to the Board, a revised membership list
should be sent to CDLE to update the Master File.
WELD COUNTY'S RESPONSE: Leland Lapp, Area Supervisor, Division of Vocational
Rehabilitation, has participated on the Weld County Workforce Development Board as a non-
voting member. Mr. Lapp had planned to retire in April/May 1999. In May 1999, the Weld
County Workforce Development Board will meet with the new Area Supervisor for Vocational
Rehabilitation to address their representation on the Workforce Board.
Active recruitment has occurred to fill the vacancies on the Board. By the end of April 1999,
three additional private sector representatives and one union representative will be appointed to
the Board.
The Board will continue to fill vacancies under JTPA and Workforce Investment Act
requirements.
A revised membership list will be sent to CDLE to update the Master File.
CDLE'S REPLY: CDLE accepts Weld County's reponse.
Part II. UNIVERSAL ACCESS
All population groups must have access to a broad array of services from a comprehensive
assortment of employment programs.
The specific basic services that are being provided through the OSC are defined in Weld
County's Brochure, "Employment Services of Weld County; Connecting Employers and Job
Seekers" which lists all programs; on the Clip Board located in the agency lobby; through the
Internet and also on the computer located in the front lobby.
The basic services are provided to all potential customers through the staff. The staff should be
familiar with all job listings, and also provide the customers with a suppressed list of job
openings. The goal is to give a job referral to each applicant. Once registered they can call in for
job openings on the job lines that are updated daily. Job boards are updated two times a week.
Mr. Kirk Warner is the staff person in charge of updating the job information. In addition to
local information, out of county information is provided. The staff also provide a file search for
employers.
The use of Brochures that are distributed to the community colleges is the marketing strategy that
has been implemented to reach better educated and more highly skilled job seekers who
traditionally avoid "government" programs. It appears that this has been successful.
Due to the fact that Greeley, Fort Collins, Loveland, and Brighton are closely located,
coordination between the two One-Stop Centers is very strong. In addition, resources are shared
and the OSC's have the opportunity to utilize two Community College systems.
No issues were identified under the review of this section.
Part III. CUSTOMER CHOICE
One-Stop customers, both job-seekers and employers, should have a choice in how they get
information, basic services, education and training. Two important aspects of customer choice
are, first, the accessibility of information and services; and second, is the quality and
completeness of information and services.
4
The Greeley OSC offers core services and is open five days a week, 7:30 am. to 5:30 pm., but the
Fort Lupton site offers core services only on Wednesday from noon to 4:00 pm They provide
services to all customers using the "no wrong door" approach. Information on employment,
training and educational opportunities are provided. Printed material is available along with the
opportunity for customers to access computers for other sources of information such as job bank
and labor market information. The OSC provides employer services such as screening for
applicants for job referral, prevailing wage data and labor standards data.
Customer satisfaction data is obtained through Wagner-Peyser operations and participant follow-
up for JTPA services. A variety of assessment instruments are utilized for TIER 2 Network, such
as GATB, TABE, Computer Adaptive Profile, etc. For those individuals deemed appropriate,
individualized assessment and career counseling is provided.
No issues were identified under the review of this section.
Part IV. SERVICE INTEGRATION
To provide a comprehensive and accessible One-Stop Career System, programs, services and
governance structures must be as fully integrated as possible. At a minimum, the One-Stop
System must include the DOLE-funded employment and training programs. The underlying
notion of One-Stop is the integration of programs, services and structures.
The OSC is currertly developing a plan of formal partners of Federal, State and local
agencies/organizations for the One-Stop operation. No Memorandum of Understanding has been
established.
The OSC has an a.rtomated system for intake which is used for JTPA Title II and Title III and for
the TANF program. Participant assessment information is shared by appropriate staff based on
the participants program service needs.
The following programs are included in the OSC:
Wagner-Peyser
Dislocated Worker programs
Veterans Employment Service programs
JTPA Title II
JTPA Title V
Migrant Seasonal Farm Worker
Food Stamp and Employment First
Older Worker
5
These additional programs listed are also included in the OSC operation:
GED
ESL
Vocational Counseling
Case Management
AmeriCorps
Services that are available for special targeted populations include: youth programs; Migrant and
Seasonal Farm Workers in the summer; Older Worker; a Veterans representative is on staff and
provides a full menu of services; majority of the staff are bi-lingual (English/Spanish); Special
Education Department of University of Northern Colorado provides assistance for hearing/sight
impaired customers.
Each program offers information on programs; eligibility determination; assessment& training;
counseling;job referral; training referral; and occupational training. These services are provided
through the following methods: electronic access; one-on-one counseling; some limited small
groups; and self help. Specialized services such as Job Fairs are offered on an as needed-basis.
No issues were identified under the review of this section.
Part V. PERFORMANCE AND OUTCOME MEASURES
The One-Stop System must be clear in the outcomes it seeks to achieve and the consequences for
failing to meet these outcomes. A system must measure whether the One-Stop system actually
achieved the outcomes. This should have a strong connection to customer satisfaction with the
services received.
The region conducts internal reviews of Veterans programs and JTPA performance on a monthly
basis. Wagner-Peyser performance is monitored quarterly along with Migrant Seasonal Farm
Workers during the growing season from March to November.
The Board reviews end of year program reports, quarterly customer/employer surveys and Trend
Charts, which is job order fill rates, semi-annually.
The relationship between the One-Stop Performance Evaluation System and existing
performance standard relationship are meshed together as the same system.
Customer Satisfaction Surveys are conducted for both job-seekers and employers. The job-
seekers survey is conducted upon initial entry. The employer survey is conducted semi-annually
with a 40 - 50% response. The region is interested in the comments, including negative
feedback, to enhance services, and to verify if enough qualified applicants have been referred to
employers.
6
Attachment #7 provides the Initial Fiscal Monitoring Report which summarizes the areas of
review and makes recommendations and a plan of action to improve the effectiveness and
efficiency of its financial operation.
The region reviews the financial measures of the One-Stop performance evaluation system at the
medium range for cost per outcome.
Financial issues were identified under the review of this section with recommendations
and plan of action required.
SUMMARY
The Weld County One-Stop Service Delivery system appears to be in compliance with its
contract and State policies. Upon satisfactory resolution of the RWDB vacancy compliance
issue, it is recommended that the One-Stop Service Delivery be approved and certified for
Program Year 1998 (PY98) and Program Year 1999 (PY99).
7
Attachment 2
JOB TRAINING PARTNERSHIP ACT
FINAL MONITORING REPORT
WELD COUNTY EMPLOYMENT CENTER
TITLES II-A/C
ONE-STOP CENTER WELD COUNTY EMPLOYMENT CENTER
P.O. BOX 1805
GREELEY, COLORADO 80632
DIRECTOR LINDA PEREZ
DATES MONITORED JANUARY 1998 THROUGH DECEMBER 1998
PY 1997 - 1998
INTRODUCTION
The Weld. County Board of Commissioners administers all employment and training
programs through the Weld County Division of Human Services. Employment and
training programs are delivered through Employment Services of Weld County. The
Weld County Private Industry Council/Workforce Development Board shares
oversight and planning responsibilities for the delivery of all services through the
Employment Service.
I. JOB TRAINING PLAN
No major issues or concerns were identified during the program year 1996-1997
Titles II-A/C on-site monitoring. Questions that arose at the time of the review were
discussec. with the Special Programs Coordination and were resolved at that time.
The Well County SDA/OSC has not requested a modification to the original job
training plan due to changes to labor market conditions, funding or other factors.
II. DESK REVIEW
Quarterly Expenditures
Actual expenditures were within the range of planned quarterly expenditures. The
1
variance between planned vs actual expenditures did not exceed 15%.
Planned Participation and Termination Summary - Adult and Out-of-School
Youth (PPTS)
A review of the Planned Participation and Termination Summary for the period
monitored (last two quarters of program year 1997 and the first two quarters of
program year 1998) revealed that the SDA/OSC met some activities in the PPTS, and
in some cases even exceeded some activities as stated in the Job Training Plan (JTP)
submitted to and approved by the state. However, a number of activities in the PPTS
fell short of the +/- 15% variance allowable.
Mr. Ted Long, Special Programs Coordinator, and the state monitor had discussion
on the low number of participants in some activities of the PPTS. Mr. Long stated
that he was aware the numbers of participants in some activities were low. He stated
that staff in his unit were actively recruiting participants in a number of locations
including Aims Community College, Cederidge Apartments, Weld County Food
Bank, newspaper classified ads and Island Grove Apartments.
Issue
The SDAJOSC has experienced low numbers in the Title II-C youth program (out of
school youth) and in adult Non-Traditional Occupations, placement and Training
Related. Because Weld County has developed a plan for recruiting new JTPA
participants, as stated above, the state will not press the issue of low enrollments at
this point, but will revisit the PPTS in the third or fourth quarter of this PY.
Performance Standards
The SDA. exceeded all Performance Standards in both adult and youth standards
during PY 97.
III. ADMINISTRATION
Policies amid Procedures
Changes in policies and procedures are worked on collectively by all staff. If one or
two staff members do not work on changes, the Special Programs Coordinator has a
staff meeting to inform all staff of changes. At the time of the staff meeting the
revised policy is given to staff.
Staff Tra ining
Staff at tie WCOSC are encouraged to attend on-going training. Recent training
2
attended by staff have consisted of one and two day classes in Team Building,
Customer Service Training, Interviewing and Listening and One-Stop Training.
Future training for staff will cover the Workforce Investment Act.
IV. MONITORING
The OSC/SDA conducts internal monitoring of participant files and of education sites
and work sites.
V. MANAGEMENT INFORMATION SYSTEM (MIS) ELIGIBILITY
The JTPA, program uses a checklist to ensure that all necessary documentation is
included to assure client eligibility. Both the checklist and the actual eligibility
documentation are kept in a section of the client file. Customers who are ineligible
for JTPA services look at a number of scenarios. If after initial assessment the client
is determined to be income ineligible, he/she is referred to other service within the
OSC. If a client completes the application, but is found ineligible the application is
kept on file to document ineligibility. If the participant is found eligible after the
application is completed, but, based on the Case Managers assessment JTPA is not
appropriate, then the participant is referred to other services. The referral and why the
client was not appropriate for JTPA services is documented in the participants file.
Case Files
A sample review of twelve participant files (six adult and six youth files), produced
no significant findings or issues. Eligibility Determination sheets, part of the
monitoring instrument, were used as an eligibility test. In general, participant log
notes are kept current with entries dated and initialed. The Individual Service
Strategy is updated as needed as participant goals change, as service strategy changes
or as client situations change. Participants are pre-tested to determine their reading
and math levels. Those with low scores are put into remedial classes which are
offered concurrently with other activities.
VI. PROGRAM SERVICES
A review of participant files in Titles II-A/C programs resulted in no significant
issues, findings or recommendations. Each file selected for the review contained
complete eligibility documentation, including income verification. pre testing in math
and reading. and had updated ISS in files and full case log notes. If a question arose
dealing with eligibility or documentation during the review the question was asked
and Mr. Long was able to answer all questions at that time.
NO ISSUES
VII. PROGRAM HIGHLIGHTS AND TECHNICAL ASSISTANCE NEEDS
Programmatic Strengths -
The integ-ation of program services has been a strength the SDA/OSC has instituted
and nurtured with case managers. Programs are offered not as individual separate
programs.. but as part of the entire one-stop package of services. Case Managers can
access job screens through the Job Link and are able to look-up job openings for
client referrals. Basic skills and GED classes are offered on-site and good dialogue
exists between the One-Stop center case managers and the class room instructors.
NO ISSUES
4
ATTACHMENT 3
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1998
TITLE III-EDWAA
FINAL MONITORING REPORT
Contractor: Weld county One-Stop Career Center
P.O. Box 1805
Greeley, Colorado 80632
Period Reviewed: April, 1998 - December, 1998
Funding: $111,928.00 (PY97, Title III-EDWAA)
Five Character Code: WE7DW
Monitor: Janice Mirshab/Deb Owen
ENTRANCE: A formal EDWAA entrance was not conducted. At the Entrance conference for
the One-Stop Center the common elements for all programs and administration of programs was
discussed, in addition, the review schedule for all programs was established.
I. PRIOR YEAR MONITORING REVIEW: There were no compliance issues identified
during the previous monitoring renew. Also it appears that there have been no significant
changes to the program since the previous review, conducted on March 24-25-26, 1998.
II. PROGRAM DESIGN: The Weld County star provide the Basic Readjustment Services,
including the training provided in the Learning Lab, located in the One-Stop Center. The
Educational Institution that is used to provide more comprehensive training is Aims
Community College. Currently the One-Stop Center has only one in-house partner
agency, Aging and Adult Services, and the Educational Opportunity Center which has
two different locations.
The only Co-enrollments offered are between the Older Worker Program and with the
CCCOES for the use of Vouchers to serve dislocated workers.
There have been no changes to the delivery of Basic Readjustment Services, that was
originally defined in the Plan, this includes the assessment and Individual Reemployment
Plan. Job Search and Placement activities include coordination with the Reemployment
Center located in Fort Collins. The group activity that is most commonly used is rapid
response to a layoff. No others have been provided .
The One-Stop Center utilizes the JTPA Policy requiring that a tangible service be
provided at least once every 30 days to all active participants. During the file review a
couple of files did not have evidence of the 30 contact. They are identified under the File
Review section of this report.
III. FILE REVIEW: The following files were reviewed for EDWAA Application; Work
History; IRP; Positive photo ID; Log Notes; Complaint Procedures; Termination form;
Transactior.Forms; Eligibility documentation; Citizenship verification or work
authorization; MSSA for males born 1/1/60 or later; Reading/Math tests and scores;
Financial aid forms and three-party notice; OJT contract and records (if applicable):
Pauline Gonzales 520-44-1525 Negative Termination.
Marilyn Tallon 524-66-3935 Negative Termination.
Eugene Pisano 521-42-9987 Positive Termination. Coded wrong, not a
plant closure, letter in file states position
being eliminated. No labor market analysis
in file. Please Correct.
Constance Peterson 481-78-0850 Active. Log notes indicate that there has
been no contact with participant for over 3
months. IRP has not be updated only voided
out. U.I. Profiled. Please correct.
John Cummings 068-40-2100 Active. U.I Profiled.
Waunita Agee 521-19-6075 Positive Termination. U.I. Profiled.
Sharon Elam 524-46-9074 Positive Termination.
Daniel Mariani 028-46-5260 Positive Termination. U.I. Profiled. Plan
and log notes do not agree on what was
provided.
Darrell Schulte 505-58-8255 Positive Termination. U.I. Profile. Why is
termination date 15 days earlier that the log
note referring to job.?
Lavonna White 520-62-5451 Positive Termination. U.I. Profile.
Katrina Travis 523-13-7180 Positive Termination. U.I. Profile.
Victoria Sanchez 523-88-9711 Positive Termination. U.I Profile
Linda Vargus 480-58-4981 Active.
Donald Appleton 482-76-8121 Active.
Linda Hill 523-23-3219 Active.
Brenda Charaska 333-54-6339 Active. U.I. Profile.
Healther Meighen 296-84-9086 Active. U.I. Profile. This name is spelled
wrong per application. Please Correct.
Diane Terrazas 523-06-8172 Active. U.I. Profile.
Robert Williams 374-66-9910 Positive Termination. U.I. Profile.
Charlene Moore 506-50-7360 Positive Termination.
FINDINGS: It appears that the majority of the files that were reviewed were in
compliance. However a few files need to be corrected, or updated, especially those that
had longer than 30 days between contact with the participants.
ACTION REQUIRED: Please provide a plan to correct the above referenced issues and
provide evidence of the corrections or updates with the response to this report.
WELD COUNTY'S RESPONSE: Eugene Pic ano - Weld County's MIS eligibility
technician coded the file as a plant closure based on the precedence established in
previous years by Dick Rautio, Governors Job Training Office and CDLE. Mr. Rautio
informed our MIS eligibility technician that individuals whose position was eliminated
should be considered as a"plant closure eligibility" and not a"layoff/unlikely to return
eligibility" category. Eligibility was based upon this interpretation, and therefore labor
market analysis was not included in the file to prove unlikely to return status. This is a
terminated file and therefore no changes are being made.
Constance Peterson - Active. Weld County agrees with the requirement for terminating
individuals no later than 90 days from the last delivered service. This client was
extremely difficult to contact and there was a period of time when the case manager was
unable to provide a service to the client due to lack of contact. The case was terminated
as a negative termination on March 3, 1999. Weld County has reinforced the 90 day
requirement with case managers and has stressed the requirement that individuals be
contacted and provided a service at least every thirty days. Regarding the issue of the IRP
not being updated but only voided out, the case manager voided out the portion of the
plan to provide tuition and gas vouchers for retraining but retained the plan for delivering
Basic Readjustment Services. The Special Programs Coordinator has discussed this issue
with the case managers and Weld County assures that when plans are changed, a new IRP
will be developed with the client.
Darrel Schulte - Positive Termination: The date of termination input into the VAX system
was based upon the date that the client indicated he began work. Log notes indicate when
the case manager was informed of employment.
Healther Meighen- Active: When entered into the VAX system, the data entry' person
added an "I" to the individuals name. This has been corrected. See attached VAX report
CDLE'S REPLY: CDLE accepts Weld County's response
IV. PERFORMANCE DATA The PY97 plan and subsequent modification, anticipated
serving 93 participants with 31 of those individuals being carried in from the PY96
program. It was expected that 54 of the total would be positive terminations to
employment. This would represent a 76% Entered employment Rate.
The statistics that the CDLE monitor had, indicated that at the end of PY97, Weld County
had served a total of 83 participants, terminated 43, and placed into unsubsidized
employment 32 participants. This represents a 74%placement rate based on those
served, however the participants served and placed into jobs is significantly lower than
planned for in the PY97 EDWAA Substate Plan.
The monitor was informed that our figures do not correlate with Weld Counties
figt.res, which indicate that 105 participants were served and 49 placed into jobs,
with 63 being terminated. This would he an Entered Employment Rate of 77%.
FINDING, The participant data that is recorded at CDLE does not match the data
maintained by Weld County.
ACTION REQUIRED: Please contact the CDLE MIS unit and correct this issue. This
should be completed and documented in the response to this report.
WELD COUNTY'S RESPONSE: Weld County feels that this issue was addressed and
corrected during the site visit. The date ranges and list of client performance data
provided to the monitors did not match the entire program year being monitored. Date
ranges need to be the same when comparing performance data.
CDLE'S RESPONSE: CDLE accepts this response.
REVIEW SUMMARY: The overall program appears to be in compliance with the terms and
conditions of the PY97 Plan. The two areas that require further documentation have been
identified in the report. Please provide the response to this report with the overall response to the
One-Stop Center Review.
ATTACHMENT # 4
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1998
TITLE II-A and TITLE III EDWAA
OLDER WORKER
FINAL
MONITORING REPORT
Contractor: Weld County Area Agency on Aging
P.O. Box 1805
Greeley, Colorado 80632
Project Name: Older Worker
Title of Funds: $40,000 PY97 Title II-A, 5% Older Worker
$20,000 PY97 Title III-EDWAA
$43,000 PY98 Title II-A
Five Character Code: O7WAA Title II-A
D7WAA Title III
Period Monitored: March 1998 through December 1998
Monitor: Janice Mirshab and Deb Owen
Date of Report: March 10, 1999
ENTRANCE: A formal Older Worker entrance conference was not conducted. At the Entrance
Conference for the One-Stop Center on January 11, 1999, the common elements for all programs
and administration of programs was discussed. However during this time, the review for the
Older Worker Program was scheduled for January 12 - 13, 1999. The purpose of this review
was to complete the Monitoring Instrument, review the files and complete a sample fiscal test.
PROGRAM REVIEW: The Monitors did not have an opportunity to meet with Ms. Linda
Piper, Director of the Area Agency on Aging, however Mr. Pete Archuleta, the program
coordinator, provided all of the necessary and required information. At the review, the Monitors
were informed that there were no changes to the following areas since the prior visit in April
1998: Administration: Scope of Services: Eligibility Determination; Assessment Process; and
overall program delivery.
During this review it was also determined that the program is still out of compliance with the
enrollment and placement goals of the contract. The specific enrollment and placement statistics
of the program are:
Title II-A 5% Older Worker Contract Goal: Enroll 50 Place 36 (into unsubsidized
employment)
Actual: Enrolled: 38 (76%1 Placed: 17 (47%)
Title III-EDWAA Older Worker Contract Goal: Enroll 10 Place 8
Actual: Enrolled 7 (70%) Placed: 4 (50%)
Summary: The enrollment and placement issue needs to be resolved. During the One Stop
Review the Older Worker program was discussed, and determined that adequate coordination
with the Service Delivery Area (SDA) was not being provided. Subsequent to this discussion the
Older Worker Coordinator and the SDA representatives discussed the possibility of developing a
stronger coordination between both programs. Hopefully this will enable the Older Worker
program to better meet the terms and conditions of the contract. Also it will provide additional
resources to the SDA for Older Workers.
Finding: The program is out of enrollment and placement compliance.
Action Required: A plan to correct this issue must be submitted with the response to this
report.
Weld County Area Agency on Aging response:
1. A plan is being put in place that we hope will assist in the placement of eligible older
workers. A meeting has been set with the Director of the Census in Greeley for possible
placements out of the Older Worker Program. We will be taking a close look at using a
Profile She?t to market the older workers in the program, to local merchants. The system
has been used in other areas with some success We are also encouraging Green Thumb
to assist in the job search effort for those participants that are co-enrolled through the
two programs.
2. We have began to co-enroll eligible EDWAA Older Workers with the local SDA.
Currently we are over the enrollment goals and are anticipating the placement rate to also
increase. We have discussed the spending issue with our fiscal person and we believe we
will he ok as far as spending our alloted funds.
CDLE's Response: CDLE accepts this response.
FILE REVIEW:
The Title II-A, 5% and Title III-EDWAA Older Worker files were reviewed for Eligibility
Determination/Documentation; Log Notes; Income Worksheets; Follow-up Information and Test
Scores.
The following Files were reviewed:
Louise Newbanks Active. File indicates in AA should be in AB, (Stand Alone).
Please Correct.
Lorenza Paredez Active.
June Groves-Bailey Active.
Ramona Martinez Active. What are you planning on doing for her'?
Evangeline Mitchell: Active. What are you planning on doing for her?
John Paul Thomas: Active. This file had some questions regarding the personal checks
that had been written to him or to pay for some ofhis expenses.
Scott Toland, CDLE Fiscal Monitor and Marilyn Carlin from
Weld County Fiscal Unit, reviewed this file and everything is
accounted for, however it is a little strange to see personal checks
in the file. Please do not change the file now, we have already
reviewed it. There were no compliance issues identified with this
file.
Janet Fitzgerald Active.
Rongald Meinter Active.
Robert Noe Active.
Alfred Brooks Active. Please correct the date error.
William Ebert Active. Please correct the date error.
Barbara Wagner Active.
Margaret Sheperd Active. Do not need to record income on EDWAA participants.
This is not an eligibility criteria.
Harold Parks Terminated
Summary: The log notes were well written. All of the required documentation was in the files.
There were a few minor errors that will need to be corrected, however there were no compliance
issues.
No Significant issues were identified under the review of this section.
Weld County AAA's Response:
Margaret Shepherd(516-44-0719) was determined eligible through the UI Profile
Program. The income information was brought in by the client and was left in the file.
This was not used to determine the applicant's eligibility. The letter referring to the work
related injury was also brought in during the eligibility process and was added to the file
as a reference for the job search activity.
Harold Parks (503-34-9824) was initially enrolled in the AA Activity because of
anticipated assistance with his resume as well as attendance in a self-marketing class.
We discussed the LA Activity for this participant but it was decided at the time to leave
him in AA. This can be changed if it is necessary. There is no LT listed in our activities.
CDLE's Response: CDLE accepts this response.
REVIEW SUMMARY:
Overall the program has not changed during the past ten months. However the issues that were
identified during the previous visit, enrollment and placement goals, are still remaining. This
will need to be corrected. Also as stated earlier in the report, it appears that due to discussions
between the SDA and with the Contractor during this visit, coordination will be strengthened. If
the coordination efforts are positive, and if the EDWAA Older Worker Program meets the terms
of the contract, then It would be advisable for the Contractor to apply for PY99 Title III EDWAA
funds. These funds would benefit first of all the Older Workers of Weld County as well as both
the Contractor and the SDA.
A fiscal review of :he program was completed as part of the review completed by Colorado
Department of Labor and Employment's Fiscal Monitor, Mr. Scott Toland. There were no
significant findings identified under the fiscal review for this program. The only area in question
was the issue identified earlier in the report resulting from issuing personal checks for participant
expenses. However all of the documentation was made available, and no further action is
required.
Please provide a response to the issues identified in this report along with the One-Stop Centers
reply, within 30 days of the date on this correspondence.
ATTACHMENT#5
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1998
ONE STOP COMPLIANCE REVIEW
Wagner-Peyser Components
FINAL REPORT
FOR
EMPLOYMENT SERVICES OF WELD COUNTY
Contractor: Employment Services of Weld County
1551 North 17th Avenue '
•
P.O. Box 1805
Greeley, Colorado 80632
(303) 353-3815
Period Reviewed: July 1, 1997 -June 30, 1998
Funding: $276,825 Wagner-Peyser
Monitors: Jim Shimada and Deb Owen(on site)
Deb Owen,Nina Holland and Jim Shimada conducted quality review of
job orders and applicant records before on-site review
Review Date: January 13, 1999
SCOPE OF REVIEW: Employment Services of Weld County provides the full range of
Wagner-Peyser-funded services, including basic labor exchange, applicant services, employer
services, and vocational aptitude testing (GATB). The review includes compliance with CDLE
requirements governing use of the automated systems, confidentiality and release of information.
METHODOLOGY: Before the on-site review, we obtained statistics from the monthly SMIS
report for the periods 7/1/97 - 6/30/98, 7/1/97 - 11/30/97 and 07/01/98 through 11/30/98 for the
region. The reports covered each of the performance measures specified in Policy Guidance
Letter 98-17-P2 issued October 1, 1998.
Before the on-site review, a sample of job orders and applications for the region was selected
and we reviewed the computer records for accuracy, completeness and"referability". (111 of
2,218 active applicant records; 53 of 75 open job order records)
The on-site monitoring consisted of meetings with Marie Gallegos, Dora Lara, Renee
Valensuela, and Vangie Sandoval.
We discussed the following areas with the staff:
1. Data Access - Confidentiality & Release of Information
• No problems or issues
2. GATB
• Marie Valenzuela will be mailing instrument for yearly review.
3. Performance'.Indicators
• Region monitors its own performance on a monthly basis.
• The number of job orders slightly increased over last year and the number of
applicants has slightly decreased. The average wage at placement has increased.
• The region has an outstanding job order fill rate even with a significant increase of
welfare recipients. A strong employer follow-up program is in place, providing an
excellent opportunity to capture information on job placements.
• Job referrer', and placement rates have increased over last program year.
• The region needs to be aware of declining rates of obtained employment and reportable
services. The lack of follow-up services entered on applicant records and the lack of a
systematic applicant follow-up process can be considered factors contributing to the
decline.
4. Applicant Record Quality
• Applicant records are generally complete,well done with some excellent skill screens.
• Three service records (2.7%) are missing the E.O. notification service. The region must
start emphasizing to ensure that they are in compliance with service is provided to all
applicants as specified in Department Letter 95-17.
• A few records are missing services (at the time of renewal or subsequent office visits)
which could result in an obtained employment. This problem was also cited in the PY 97
review.
• A few skill screens have omissions or errors that might have a negative impact on job
matching. These include:
• The type of college degree and major are missing.
• Punctuation is being used on skill or note screen that would interfere with job
matches.
• Three records were missing the reason for completing a partial registration.
III. Job Order Record Quality
• Reviewed Joblink computer file called WELDLO of job orders considered 'hard-to-fill'
or job orders paying a hourly rate of$6.00 or less for veteran file searches and quality.
Determined such orders comply with Department's policy.
• The region has changed the format of the job order summary to correct the problem of
inappropriate information showing up on the Internet.
• The region continuously reviews employer's surveys for a user friendly approach of
doing business.
• Five cloned job orders (9.4%) provided no veteran file search. They must start emphasis
to ensure job orders have veteran file searches as specified in Colorado One-Stop System
Policy Guidance Letter: 98-18-V6.
• Veteran file search format is difficult to understand to determine the number of
veterans qualified.
• Recommend the region to indicate the following format: date, local office, station
desk, vets-3, 2 contacted and 2 referred. same format for non-vets. This will
provide consistent file search information on notes screen.
• Most job orders are complete and job matchable.
• A few job orders contain an incorrect duration code (transposing of part-time and full-
time codes.)
• A few orders contain an incorrect SDA and county code.
• Job order note screens show a consistent pattern of follow-up.
Colorado Department of Labor and Employment
Application and Job Order Quality Review
Summary
Office Employment services of Weld Date 01/13/99 Reviewer Shimada/Owen
Applications
Issue #w/Issue %Total
Inadequate work history
No skill screen
Inadequate skirl screen entries 3 2.7%
No E.O. notification 3 2.7%
Lack of job order referral follow-up
`Reportable services" not documented 2 l 18.9%
Total Applications Reviewed Ill
Job Orders
Issue #w/Issue % Total
Inaccurate coded entries 7 13.2%
Inadequate description/requirements l 1.8%
Inadequate referral instructions
No Veteran File Search 5 9. i°b
Inadequate employer contact information
Total Job Order; Reviewed 53
Employment Services of Weld County
Labor Exchange Performance Measures
95 - 96 96 - 97 97 -98 ": 7/97 - 7/98 -
(Actual) (Actual) (Actual) ;k 11/97 11/98
(Actual) (Actual)
Unemployment Rate 4.7% 4.7% 3.9%
' '' r,� ,, g,_. _ ,. , x:a t .t:: v t aC .-. . ... r, a, uitt t'I't .i >w a . r. r ' "71'-:."--
a. # Openings Received 4+ Days 3998 3128 3188 1178 1793
b. # Openings Filled 4+ Days 2081 3156 3083 i 1103 1235
c. % Filled(b/a) 52.05% 100.9% 96.71% ril 93.63% 68.88%
} ,),f;,, 7. un }. f F tf i p r -q s p; — _p 'E
f
a. #Total Individuals Placed FT 4+days 1302 2326 2439 1040 1148
b. % Placed FT 4+ Days (2a/lb) 62.6% 73.70% 79.11% 1 94.29% 92.96%
c. #Total Individuals Placed PT 4+ Days 103 171 118 ; 63 87
d. % Placed PT 4+ Days (2c/lb) 4.9% 5.42% 3.83% °�5.71% 7.04 0
e. Average Placement Wage $6.28 $6.60 $7.12 $6.88 $7.30
43,,;:t1),. „,,,,0 `,, : i ,. h i'si $ - q _ _ .. , , 5 ., u,,-, a`, i- , 1 .
a. # Applicants Active During Period 9224 10523 10129 6124 5765
b. # Referred Jobs 4+ Days 4441 5390 5488 -:: 2582 2852
c. % Referred (3b/3a) 48.15% 51.22% 54.18% .. 42.16% 49.47%
d. # Placed 4+ Days 1850 2790 2772 :-t 1022 1145
e. % Placed(3d/3a) 20.06% 26.51% 27.37% s 16.69% 19.86%
f. # Obtained Employment 284 271 279 69 183
g. % Obtained Employment (3f/3a) 3.08% 2.58% 2.75% 1.13% 3.17%
h. # Received Reportable Svcs 6570 7738 7363 •Ni 3208 3139
.
i. % Recvd Reportable Svcs (3h/3a) 77.23% 73.53% 72.69% c4`. 52.38% 54.45%
Weld County
Selected Client Characteristics
Characteristic YTD 6/30/97 YTD 6/30/98 Y'FD 11/30/98
Total 11300 100.0% 10795 100.0% 6043 100.0%
UI Claimant 2673 23.65% 2448 22.67% 1395 23.08%
Economically Disadvantaged 4092 36.21% 3970 36.77% 2139 35.39%
Welfare Recipient 875 7.74% 1036 9.59% 699 11.56%
ATTACHMENT #6
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1998
TITLE 38 VETERANS EMPLOYMENT PROGRAM
FINAL
Contractor: Weld County Employment & Training Services
Project Name: Veterans' Program
Dates of Monitoring: January 13, 1999
Monitor: Alan Folkestad
ENTRANCE:
An entrance conference was conducted with Mr. Floyd Bufkin, DVOP. The purpose of the review
was discussed and a schedule established to visit the registration unit staff. The areas to cover were
the triage procedures for veterans and staff knowledge of veteran services.
PROGRAM REVIEW:
Kirk Woemer was contacted and employer contacts and veterans programs were discussed. Mr.
Woemer ensures that employers are contacted on behalf of the registered veterans. Discussed
veterans' program and veterans' registration with Renee Valensuela. Triage is in place as all veterans
are seen by the registration unit first before being referred to the DVOP. The staff was aware of
veterans' issues. The DVOP should continue to provide input to the staff regarding veteran services.
Attachment#7
WELD COUNTY SDA
FINAL PY98 FISCAL COMPLIANCE MONITORING REPORT
SDA: Weld County Division of Human Resources
P.O. Box 1805
Greeley, Colorado
Funds/Programs: II-A,II-B, II-C,EDWAA, Performance Incentive, Capacity Building,
Older Worker, U.I. Profiling, Wagner/Peyser, Vets DVOP, Housing
Inspection
Period of Review: Program Year 1997 (PY97) & 1998 (PY98)
Monitoring Dates: January 11 - 15, 1999
Monitor: Scott Toland, Auditor, CDLE
SDA Staff Involved: Linda Perez, Director, Employment Services
Marilyn Carlino, Fiscal Officer of Human Services
INTRODUCTION
A fiscal systems and compliance review of the Weld County Employment Services (WCES)
Service Delivery Area/One-Stop Career Center (SDA/OSC) for Program Year 1998 (PY98)
was conducted at the administrative office. The Colorado Department of Labor and
Employment's (CDLE's) Auditor conducted the on-site fiscal review. The purpose of the
fiscal systems compliance review was to:
A) Follow-up on prior fiscal monitoring issues, recommendations and/or findings.
B) provide CDLE with assurances that the SDA's financial systems provide fiscal
control and accounting policies and/or procedures that are in accordance with
generally accepted accounting principles,
C) examine the SDA's compliance with Federal Laws and Regulations and State issued
policies governing the JTPA fiscal requirements; and
D) provide the SDA with technical assistance as needed or requested.
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Page 2 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report (PY98)
IL METHODOLOGY
The fiscal compliance review was conducted by utilizing the"Colorado Department of Labor
Service Delivery Area/One-Stop Center Fiscal Compliance Monitoring Instrument" and the
"Subrecipient Fiscal Monitoring Technical Assistance/Compliance Instrument,"both revised
October 2, 1998. Both Instruments addressed many different fiscal areas and systems for
review, including: prior fiscal monitoring issues, cost principles, cost classifications, cost
allocation and cost pooling, fee-for-services, cash management, program income, petty cash,
accounting. budgets and cost limitations, obligations, travel, insurance, fiscal monitoring,
audit, and record retention. In addition to reviewing the various fiscal areas and systems,
CDLE assessed what it considered the relative risk areas and put greater review emphasis on
those areas of higher risk.
III. FISCAL SYSTEMS REVIEW
A. Prior Fiscal Monitoring Recommendations and/or Findings
1. Cost Allocation and Cost Pooling
CDLE's Recommendation from the Prior PY96 Fiscal Monitoring
Review:
The SDA required the supervisor's signature for approval of each employees'
time sheet. However, in this circumstance the supervisor did not catch this
apparent error. CDLE recommended that the SDA evaluate, and develop
additional internal controls and/or review policies and procedures, as
necessary, that insure all time sheets are accurate and reasonable.
CDLE recommended that the SDA review all previous activity forms filled
out by the MIS staff person and determine whether the time shown to be
charged on the activity sheets was correct. If they were not correct, CDLE
recommended that the SDA determine whether this error results in a material
misstatement of expenditures. If it did result in a material misstatement of
expenditures, CDLE recommended that the SDA adjust its accounting
records and reported expenditures.
CDLE's Follow-up Observations During the PY98 Fiscal Monitoring
Review:
The SDA has distributed a listing of the cost principles to all staff and
supervisors so that everyone knows how their costs should be classified by
cost category. In addition, supervisors will continue to review-time sheets for
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Page 3 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report(PY98)
accuracy. In addition, the Fiscal Officer reviews the time spreadsheets before
allocation for accuracy and reasonableness.
The Prior Fiscal Monitoring Recommendation Has Been Implemented.
2. Accounting
CDLE's Recommendation from the Prior PY96 Fiscal Monitoring
Review:
CDLE recommended that the SDA evaluate the current review processes and
internal control procedures and implement any additional policies and
procedures, as necessary,to insure all disbursements are accurate, complete,
reasonable, have proper authorizations and approvals. In addition, such
policies and procedures should insure the supporting documentation agrees
with the summary invoice information, as to how an invoice was allocated,
before payment is approved and made.
CDLE recommended that the SDA follow-up on the overpayment to NACO
and obtain proper credit.
CDLE's Follow-up Observations During the PY96 Fiscal Monitoring
Review:
The SDA has made the accounts payable staff more careful in their review of
invoice review procedures. The SDA has trained accounts payable staff to
review and trace the supporting documentation to the invoice to ensure that
it is correct and accurate. In addition, as staff have gotten more experienced.
their knowledge and awareness has increased the level of invoice review.
The Prior Fiscal Monitoring Recommendation Has Been Implemented.
3. Budgets and Cost Limitations
CDLE's Recommendation from the Prior PY98 Fiscal Monitoring
Review:
CDLE recommended that the SDA develop policies, procedures and internal
controls that insure that at least 80% of its EDWAA 60% funds are expended
in future years.
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Page 4 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report (PY98)
CDLE's Follow-up Observations During the PY98 Fiscal Monitoring
Review:
Part of the issue with the SDA not meeting the EDWAA 80% expenditure
rate in the past was that the Fiscal Officer confused it with the IIA and IIC
obligation rate requirement. The Fiscal Officer now understands the
EDWAA 80% expenditure rate requirement for EDWAA.
Due to the significant company layoffs in Weld County this year, the SDA
believes that it should have no problem meeting the required expenditure
rates this program year.
The Prior Fiscal Monitoring Recommendation Has Been Resolved.
4. Fiscal Monitoring
CDLE's Recommendation from the Prior PY96 Fiscal Monitoring
Review:
In accordance with Colorado JTPA Letter#92-05. Monitoring Policy, SDAs
should review their own systems periodically to ensure adequate internal
controls. CDLE recommended that the SDA institute an internal monitoring
policy and procedures for annual internal fiscal monitoring. Such monitoring
may identify internal control weaknesses and identify errors made that can
be corrected in a more timely manner.
CDLE's Follow-up Observations During the PY98 Fiscal Monitoring
Review:
The SDA has developed an internal monitoring policy, but has not performed
the annual monitoring as stated in the policy.
The Prior Fiscal Monitoring. Recommendation Has Been Partially
Implemented.
5. Audit Resolution - Stand-in Costs
CDLE's Recommendation from the Prior PY96 Fiscal Monitoring
Review:
It appeared that stand-in costs that the SDA intended to report as PY93 stand-
in costs were reported and posted as PY94 stand-in costs. CDLE
recommended that the SDA revise and adjust its reported PY94 to PY93
stand-in costs, to reflect actual.
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Page 5 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report (PY98)
CDLE's Follow-up Observations During the PY98 Fiscal Monitoring
Review:
The SDA revised and adjusted it reported PY94 to PY93 stand-in costs to
reflect actual amounts.
The Prior Fiscal Monitoring Recommendation Has Been Resolved.
B. Current Fiscal Monitoring Review, Recommendations and/or Findings
CDLE reviewed the SDA's/OSC's fiscal compliance of the Federal Law,
regulations, and state policies and procedures for cost principles, cost classifications,
cos': allocation, fee-for-services, cash management,program income, accounting,
budgets and cost limitations, obligations, travel, fiscal monitoring, and audit. No
exceptions were found, except for the following:
1. Accounting - Reporting
Policy Guidance Letter#93-46-F5, Subrecipient Financial Procedures, dated
May 17, 1994, required that all subrecipients submit monthly Expense
Reports to report disbursement under each active contract. The State had
waived this requirement for this SDA/OSC because of its extenuating
circumstances of being multiple funded. At this point in time, however,
under the One-Stop delivery system, all the other SDAs/OSCs are or are
becoming multiple funded like the Weld County Division of Human
Services. CDLE requires the other SDAs/OSCs to report their expenditures
on a monthly basis. In addition, since the SDA is now performing monthly
allocations, the CDLE is requesting that the SDA/OSC report expenditures
to CDLE on a monthly basis. The SDA/OSC stated that it could begin
monthly reporting of expenditures by no later than March of 1999.
PLAN OF ACTION REOUIRED
The SDA/OSC must provide a plan of action and/or plan of actions
taken to implement monthly expenditure reporting to CDLE. The plan
of action and/or plan of actions taken should include when the action will
be and/or was implemented and who will be and/or was responsible for
its implementation.
SDA'S/OSC'S RESPONSE TO CDLE'S RECOMMENDATION
"Weld County will start reporting monthly as of March 1999 to CDLE.
Marilyn Carlin, Fiscal Officer, will be responsible for implementation."
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Page 6 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report(PY98)
CDLE'S RESPONSE
CDLE accepts the SDA's/OSC's response.
2. Accounting - Policies and Procedures
In accordance with 20 CFR 627.425(b), recipients and subrecipients shall
ensure that their financial systems provide fiscal control and accounting
procedures. While it appears that the SDA's/OSC's financial systems meet
this requirement, they are not in writing. The written financial accounting
procedures are limited to the county's policies and procedures and the
accounting computer systems procedures.
RECOMMENDATION
CDLE recommends that the SDA/OSC develop and write internal
accounting procedures that document how the internal systems of the
SDA/OSC provide fiscal control and meet the other Generallly Accepted
Accounting Principle requirements of 20 CFR 627.425(b). Good internal
controls require written procedures, especially to prevent loss of
information should financial staff leave the organization.
SDA'S/OSC'S RESPONSE TO CDLE'S RECOMMENDATION
Internal accounting procedures will be written to document the Department
of Human Services process. Each fiscal staff person will write procedures for
the functions that they are responsible for."
CDLE'S RESPONSE
CDLE accepts the SDA's/OSC's response.
3. Budgets and Cost Limitations -Expenditures Levels Comments
As of October 31, 1998, the following expenditure deviations were noted:
PY98 HA funds - The Training Related and Supportive Services cost
category had been 61.5% spent, while the
Administration and Direct Training cost categories
had only been 2.6% and 13.2% spent, respectively.
FY98 118 funds - The Training and Participant Support cost category
had been 100.0%spent, while the Administration cost
category had only been 20.6% spent.
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Page 7 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report (PY98)
PY98 III 60% funds - Only 18.95% of the Title III 60% funds had
been expended at 10/31/98. They should have
been 26.66% expended by 10/31/98. In
accordance with the state policy, these funds
must be 40% by December 31, 1998 and 80%
expended by June 30, 1999.
PY98 Wagner Peyser/
One-Stop funds - Only 22.3% of the Wagner Peyser/One-Stop
fund had been expended at 10/31/98. They
should have been 33.33% expended by
10/31/98. These funds must be 100%
expended by 6/30/99.
3. Fiscal Monitoring
While the SDA/OSC has developed procedures for internal monitoring, it has
not yet performed formal internal monitoring in accordance with its policy
and procedures.
RECOMMENDATION:
CDLE recommends that the SDA/OSC perform formal internal fiscal
monitoring of the SDA's/OSC's internal fiscal policies, procedures,
internal controls and systems in accordance with its policy and
procedures. This review should be performed annually by someone
separate from the SDA's/OSC's financial unit.
SDA'S/OSC'S RESPONSE TO CDLE'S RECOMMENDATION
"An accountant with in the Department of Human Services Fiscal
Department has been assigned the duty to randomly review expenditures with
follow through to reports for compliance and control accuracy. This
accountant does not do reporting on Employment Services grants or funds.
Withe(sic)the addition of the Weld County Single audit annually,which also
does compliance, accuracy and internal control from an outside sources, and
the multiple monitoring received throughout the fiscal year, we feel this is
enough to reduce risk factors and make sure our controls are in order."
CDLE'S RESPONSE
CDLE appreciates that the SDA/OSC has taken into consideration our
recommendation. However, CDLE would like to stress the importance of
internal fiscal monitoring.
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Page 8 of 8
Weld SDA/OSC
Final Fiscal Compliance Monitoring Report (PY98)
It is an excellent way for the SDA/OSC to meet the provisions of 20 CFR
627.425, that states "subrecipients shall ensure that their own financial
systems provide fiscal control and accounting procedures . . ."
Normal external auditing and monitoring might not necessarily disclose
issues that might be found during internal monitoring. This is especially true
for the County's annual audit, where the amount of testing of the
SDA's/OSC's financial and internal control systems is probably very limited
do to its materiality to the County.
Time and time again the State monitoring personnel find severe issues and
findings during their reviews that could have been alleviated and/or corrected
in a more timely manner if the subrecipient had an effective internal
monitoring system.
IV. SUMMARY
Although this report includes many recommencations, the SDA's/OSC's financial systems
generally appear to be in good order. These recommendations are intended to reduce the risk
of future compliance and/or audit and monitoring questions from arising and assist the
SDA/OSC in fine tuning its administrative/operational and fiscal systems. CDLE would like
to thank the SDA/OSC, especially its financial staff, for their complete cooperation and
attention during the on-site review and to the consideration and implemenl:ation of the
recommendations made in this fiscal compliance report.
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