HomeMy WebLinkAbout981786.tiff WELD COUNTY
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ROY ROMER Ira �Cr� .•4`".:_ � 5 DEPARTMENT OF LABOR AND EMPLOYMENT
Governor
ExOecut LectorDirector *` OFFICE OF EMPLOYMENT AND TRAINING PROGRAMS
TO T ton,0a/ Two Park Central, Suite 400
1515 Arapahoe Street
JUDITH RICHENDIFER Denver, CO 80202-2117
Director 303/620-4200 FAX 303/620-4257
September 14, 1998
Honorable Barbara Kirkmeyer
Weld County Commissioner
915 10th St.
Greeley, Colorado 80631-1123
Dear Commissioner Kirkmeyer:
As the Local Elected Official of the Weld County Employment and Training Services, One
Stop Center, we are submitting to you for your information, the attached copy of the final
Technical Assistance and Monitoring report resulting from the on site-visit the week of March
23, 1998. This attachment includes six individual reports that includes Technical Assistance
review of the One Stop Center; Wagner Peyser/Data Access/GATB; Veterans Programs; and
full compliance monitoring of the JTPA Title II-A/C; 5% Older Worker; and JTPA Title III,
EDWAA.
Attached are the following individual Final reports:
ATTACHMENT #1 One-Stop Center Final Report
ATTACHMENT #2 Title II-A/C JTPA Final Report
ATTACHMENT #3 PY96-97 EDWAA Final Report
ATTACHMENT#4 PY97 Title I1-A, 5% Older Worker Final Report
ATTACHMENT #5 Wagner-Peyser Final Report
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61 ' id 981786
ATTACHMENT #6 Title 38 Veterans Employment Program Final Report
This report has incorporated Weld County's response to the issues identified in the June 29,
1998 report, and will be considered final. If you have any additional questions or concerns
please call Janice Mirshab at 303-620-4611 or Sharon Barnes at 303-620-4610.
Respectfully,
dith Richendifer
Director
93/76C&
ATTACHMENT #1
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1997
ONE STOP TECHNICAL ASSISTANCE
REPORT
FOR
WELD COUNTY REGIONAL ONE STOP CAREER CENTER
Contractor: Weld County One Stop Career Center
P.O. Box 1805
Greeley, Colorado 80632
Period Reviewed: July 1, 1997 - March 23, 1998
Funding: $113,894, One-Stop Career Center Implementation Funds
Monitors: Janice Mirshab and Sharon Barnes
Review Date: March 23, 1998
PROGRAM DESCRIPTION: The One Stop Center integrates the four major employment
and training programs: Job Training Partnership Act; Wagner-Peyser Job Service; Job
Opportunities and Basic Skills Program (Temporary Aid to Needy Families beginning July,
1997) and the Employment First Food Stamp Job Search Program. Other agencies occupy space
at Employment Service, including the Older Worker Program and the Educational Opportunity
Center.
ENTRANCE: Seven monitors from Colorado Department of Labor and Employment and eight
staff representatives from Weld County were in attendance for the entrance. The purpose of this
section of the review was to introduce staff, to get to know what areas would be reviewed, and to
schedule a time for the individual program reviews.
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I. CONTRACTOR RESPONSIBILITY:
ADMINISTRATION: The administration of the employment and training programs offered in
Weld County has not changed due to the State Wide conversion to One Stop Centers. The Weld
County program has been providing services under the One Stop concept for many years.
A copy of the following agency organizational charts were provided for the CDLE master file:
I. 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 Weld County Client Flow Chart. This document provides a
comprehensive chart of services to participants and direction for accomplishment.
4. Employment Services of Weld County One-Stop Career Center "Core Services".
5. Employment Services of Weld County One-Stop Career Center. This document details
programs and services.
6. Weld County Division of Human Services. This document details all of the departments
and services provided under Human Services.
No issues identified.
REGIONAL WORKFORCE DEVELOPMENT BOARD, (RWDBI: Weld County is currently
recruiting members for two vacancies that include a Union Representative and a Vocational
Rehabilitation representative. A current copy of the Board membership that included their name,
title and committee position, was provided for the master file.
No issues identified.
ONE STOP CENTER METHODS OF SERVICE: Services are currently being provided in
Greeley and Fort Lupton. The Fort Lupton office has been opened for approximately one year.
There appears to be a continued effort to improve the delivery of services through the OSC.
Additional computers have been added to the Family Employment Resource Room, a brochure
has been designed that states "Your One Stop Career Center", and a Hot Job Line has been
implemented. These additions have helped improve the office image and made it more
professional looking.
The official sign or name of the agency will be implemented when the state issues a directive.
Until that time they will continue to operate under Weld County Employment and Training. In
addition they will use the brochure mentioned above.
No issues were identified under the review of this section.
WORKFORCE DEVELOPMENT PLAN: Ms. Perez provided technical assistance to the State
Monitors regarding the questions asked under this section of the review. It appears that the there
will not be a Workforce Development Plan due by April 1, 1998. The original plan that was
submitted is a two year plan, with two separate years of funding. The guidelines for the second
year of funding was sent to the OSCs by the Colorado Workforce Coordinating Council. The
Original Plan was written by the Director with staff contributions. It appears that this was a
collaborative effort.
No issues were identified under the review of this section. A special thank you to the
Director for taking the time to discuss the total One Stop process and expectations, to the
CDLE staff monitors, and for clarifying some of the misunderstandings between the state
contract and the workforce development plan.
COMPLIANCE WITH THE TERMS AND CONDITIONS OF THE CONTRACT:
The Director and Staff provided an overview of the programs and of staffs responsibility. The
Monitors were provided with a copy of the Organizational Chart that provided names and staff
positions. All staff are responsible for providing self monitoring of their particular units and for
providing the Management Staff with performance, outcomes and progress reports.
No issues were identified under this section.
PERFORMANCE STANDARDS SET BY THE RWDB: At the time of this review no
additional standards had been developed by the RWDB. It appears that the board has and will
comply with the TANF guidelines. The Board expects the regions 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. Another area that the board is looking and considering is the
School to Career activities.
The workforce development board has been very involved in the development of the plan by
taking an active approach. The board met through adult, youth and executive committee
meetings. In addition they had focus groups that met with employers to get input into the
development of the plan of services they want to have in Weld County. The board meets every
month.
No issues were identified under the review of this section.
(Ig07g(0
POLICY GUIDANCE FOR EFFICIENT AND EFFECTIVE OPERATIONS OF THE ONE
STOP CENTER:
The RWDB's main function is Policy Making, they do not monitor daily activities of the Center.
The Staff conduct internal monitoring of the programs, on an on-going bases. The use the MIS
system, and Job Link, can provide daily, weekly, or monthly reports. In addition the registration
flow is reviewed and a random sample of job orders reviews status, skill screens and a wide
variety of information. The Veterans programs follows the Triage approach. The RWDB
receive summary reports on a monthly basis.
A copy of the Monitoring Procedures was requested. It appears that there are only procedures for
the Job Service Contract, not for the One Stop Plan. This deficiency will need to be corrected by
developing a One Stop Center monitoring procedure and instrument.
The following information was provided regarding:
Elimination of duplication of services: Every one starts through one central registration,
and all receive Tier 1 services. Only one application is completed. Each unit represents
all programs. The only exception is the Older Worker program that is directed and
supervised by The Area Agency on Aging. However this program is housed and operated
under the Weld County Human Resources One Stop Center.
Efforts for program integration: Three flow charts were provided that detailed all of the
integrated programs offered in Weld County; (1) Employment Services of Weld County
client Flow Chart; Employment Services of Weld county, One-Stop Career Center, Core
Services; Employment Services of Weld County One Stop Career Center Tier 1, Tier 2,
and Tier 3; Organizational Structure; and Weld County Division of Human Services
Departments.
Mechanism for customer feedback/satisfaction: This Center uses Omni Follow-up and a
semi-annual survey to employers. During this current year a new customer survey will be
developed.
No issues were identified under the review of this section.
COORDINATED SERVICES WITH THE REGIONAL SCHOOL-TO CAREER AND
WELFARE REFORM.
A partnership was formed that includes School District#6, BOCCES, Chair of the Private
Industry Council and Americorp. One Stop participation includes Linda Perez, Ted Long, and
Welfare Reform participants of Social Services. All of the members of the partnership benefit
from services of the One Stop Center.
No issues were identified under the review of this section.
SERVICES AVAILABLE FOR SPECIAL POPULATIONS.
Services that are available for special targeted populations include youth programs, Migrant and
Seasonal Farm Workers in the summer, a Veterans representative is on staff and provides a full
menu of services; thirty percent of the staff are bi-lingual; GED classes are provided in Spanish
for non-English speaking applicants; and they are currently working with the County Jail to
develop a system to share the learning lab to provide remediation activities.
No issues were identified under the review of this section.
H. CORE SERVICES
The Core Services that are currently being provided include:
Available to Job Seekers
* Information about education and training opportunities
* Resource Library
* Access to the Internet, including America's Job Bank, Colorado's Job Bank, and other
on-line resources
* Skill Assessment
* Employment-related resources such as resume preparation tools
* Information and referrals to a variety of services, including veterans's benefits, programs
for the employment of people with disabilities, senior programs,
apprenticeships/internships, and student financial assistance
* Intake and eligibility determination for programs serving targeted populations
Available to Employers
* Professional account managers
* Recruitment and referrals of skilled applicants
* Regionalized labor market information
* Information about services for employers, including customized training, on-the-job
training, and financial assistance programs
* Layoff assistance
* Information about complying with employment-related laws such as Workers and non-
discrimination statutes
* Opportunities for employers to become involved in workforce development programs in
their communities
The Center assures that core services are available to employers through the Employer Relations
Unit that includes an Account Representative System. Through this system employers call in to
get questions answered, WOTC information; and Tax Information. The representatives assure
employers that they can do mass applications, and provide a space to interview.
In addition the Center has just developed a Job Line, a Family Employment Room, Library, and
Educational Training Information Center. These services and information are available to
everyone.
No issues were identified under the review of this section.
III. FEE-BASED SERVICES
There are not any current plans in Weld County to provide fee-based services. The Board may
address in the future.
IV. PERFORMANCE STANDARDS
The Staff at Weld County One Stop Center assured the Monitors that they are in compliance with
the minimum performance criteria established by the State and with the required internal review
process.
V. INCENTIVES
The One-Stop Staff are aware that the State reserves the right to implement performance-based
budgeting in order to initiate incentives if the performance criteria for the region has been
exceeded.
VI. SANCTIONS
Due to the fact that performance reports are available continuously and the Director, Board
Members, and staff share information, the risk of being sanctioned is minimized.
VII. CUSTOMER APPEAL PROCESS
The Weld County One-Stop Center 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, and supervised by Mr. Walt Speckman.
ISSUE: The Notice to Applicant - Equal Opportunity is the Law document that is used by Weld
County has the wrong name for the EEO Officer, address, and telephone number.
ACTION REQUIRED: The EO Statement should be corrected immediately by changing the
name of the EEO Officer to: Colorado Department of Labor and Employment's Equal
Opportunity Officer; JoAnna Miller, Two Park Central, Suite 400, 1515 Arapahoe Street,
Denver, 80202-2117. A copy of the revised document should be included with the response to
this report.
VIII. REPORTING REQUIREMENTS
The Weld County One-Stop Center assures that all applicable federal and state reporting
requirements for each constituent employment and training program is met through the use of
reports, surveys and follow-up information.
IX. TECHNICAL ASSISTANCE
The Director and staff requested technical assistance from CDLE and from the Workforce
Coordinating Council that included:
* Confirmation that Mr. Bill LaGrange will be providing training and information
previously requested.
* CDLE to issue an updated PGL that details the Grievance and Appeal Process
regarding the Job Service Center as it relates to the One Stop Center.
CDLE Response: The State staff will provide the EEO Officer with the information and arrange
for the revised information to be made available to all One Stop Centers.
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Final Monitoring Report One Stop Title II-A/C ATTACHMENT 2
JOB TRAINING PARTNERSHIP ACT
TITLE II A & C INITIAL MONITORING REPORT
PROGRAM YEARS 1996 - 97
PERIOD REVIEWED JANUARY 1, 1997 THROUGH DECEMBER
31, 1997
SERVICE DELIVERY AREA: WELD COUNTY EMPLOYMENT
AND TRAINING SERVICES
GRANT RECIPIENT: WELD COUNTY BOARD OF
COMMISSIONERS
DIRECTOR: MS. LINDA PEREZ
STATE FIELD REPRESENTATIVE: MR. JOHN A. CISNEROS
MR. WILBUR SANCHEZ
The following areas were reviewed:
I. SDA Background - Including One-stop Activities.
II. Planned Participation and Termination Summaries
III. Quarterly Fiscal Expenditures
IV. Program Activities
V. Monitoring
VI. MIS/Eligibility Documentation
The State used the following methodology to conduct the evaluation of the SDA/OSC its programs
and program performance.
General Review Findings:
The review produced no issues, findings, recommendations or cause for immediate action.
Questions that arose during the file review, staff interviews or from the monitoring instrument were
discussed with the Special Programs Coordinator and/or other appropriate staff and answered at that
time.
The Colorado Department of Labor and Employment would like to thank Ms. Perez and her staff
for their assistance. Once again, as in past years Mr. Ted Long, Special Programs Coordinator, in
addition to his other duties, was able to set aside time to assist the reviewers with participant
98' 78
questions that arose during the file review and/or programmatic questions. Mr. Long's knowledge
and competence of the relevant subject matter are noteworthy.
SDA Background - Including One-stop Activities
The SDA, Weld County Division of Human Services, located in Greeley, is the One Stop
Career Center for the County. While the One Stop concept is relatively new for other entities
including SDAs and SSGs throughout the state, the Weld County SDA has been operating
an integrated system since 1970, and offering enhanced core services to its clients. Again,
because the SDA has conducted business as a One Stop for a number of years, the transition
from a sole source service provider (i.e., JTPA services only) to a multi-faceted provider
(JTPA,Wagner Peyser,etc.)will not affect Weld's consolidation of services that has affected
other SDAs.
II. Planned Participation and Termination Summary
Although the Planned Participation and Termination Summary is primarily a planning tool,
it is used by the state as a benchmark to measure the SDA's plan vs actual participant
activities.
As stated previously, the time frame selected for the SDA review was the last two quarters
of program year 1996 (PY 96)and the first two quarters of PY 97 (January 1, 1997 through
December 31, 1997). Using the Planned Participation and Termination Summary as the
benchmark,CDLE generated MIS reports indicate that the SDA met goal attainment in Titles
II-A and II-C for program year 1996,
A similar run generated by CDLE for the first and second quarters of PY 97 shows that the
SDA has met or exceeded its goals for adult Title II-A programs. Using the same criteria to
examine Title II-C youth programs for the same period of time shows that the SDA has not
met its planned goals as stated in the Planned Participation and Termination Summary. The
SDA missed goals in the following categories:
ENE OF END OF
PLANNED 2ND QTR 3RD QTR
ACTUAL
Total Participants 22 13 27
Total Terminations 13 1 14
Total Perform. Std. Terms. 9 1 10
Enter. Unsubsidized Empl. 4 0 5
Training Related 1 0 0
Non-Trad. For Women 1 0 0
Attained Enhancement 3 0 3
Basic Skills Training 5 0 18
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GED or Equivalent 4 0 9
Occupational Skills Training 5 0 1
The first two columns represent planned vs actual participant numbers. The third column
represents a subsequent run (done in the third quarter) by the State and shows the SDA has
caught-up with projected goals, and in certain categories exceeded goals for the third quarter.
When speaking with the SDA Special Programs Coordinator about the shortfall on meeting
goals, he stated that generally participant activity starts slow because the SDA assesses
participants and enrolls them into activities during the first and second quarters. The SDA
does catch-up on activities for participants during the third and fourth quarters.
Issue
There is no issue as the SDA met its first and second quarter goals in the third quarter and
is current for third quarter goals.
III. Quarterly Fiscal Expenditures
The PY 97 allocation for adult Title II-A programs was $198,739.00 with carry-in from
program year 1996 of$71,540.00 which totals $270,279.00 for the SDAs adult programs.
The planned quarterly expenditure rate for the second quarter of PY 97 was $66,140.00 with
actual expenditures of$61,163.68. Based purely on the PY 97 allocation the SDA is within
15% of planned expenditure rate for Title II-A.
The Title II-C allocation for youth programs for PY 97 was$31,891.00. The SDA had carry-
in funds of$9,338.74, which gave Weld County SDA a total purse of$47,317.49. A review
of the fiscal summary generated by CDL&E's Fiscal Department (attached) shows actual
expenditures at the end of the second quarter of PY 97 at $26,775.57, with a planned
expenditure rate of$11,829.37.
Looking strictly at the allocation for PY 97,without the carry-in the SDA has expended 83%
of its allocation. Factoring the carry-in funds the SDA is at approximately 56% of planned
expenditures where it should be by the end of the second quarter.
IV. Program Activities
The SDA has not conducted staff training as of the time of the monitoring, but will send staff
to the statewide One-Stop training in June.
Job search assistance,job search skills training and job club activities can be provided as
stand alone activities. The SDA does not have a policy that determines the length of training
for participants. The length of the training from the service provider determines the length
of training.
Labor Market Information is documented in the objective assessment and in the approval of
training. Case Managers look at supply and demand reports, occupational wages and labor
force need. LMI information is retrieved off the VAX, and is accessible to Case Managers.
To ensure the SDA is attempting to increase the training, placement and awareness of Non-
Traditional Occupations for Women,the Special Programs Coordinator has instructed each
case manager to discuss non-traditional occupations with all female participants. Differences
between classroom training provided to youth vs adults are basically in the fact that the SDA
is serving primarily out-of-school youth and most classroom activities for them focuses on
GED attainment. For adults this is less likely to occur.
V. Monitoring
The Weld County SDA does not have subcontractors, and completes its monitoring review
of programs internally.
The CDLE monitors reviewed the the following documents: adult and youth Participation
and Termination Summary (as analyzed in section II of this report), fiscal documents, and
PIC reports.
In addition to the state review, an internal SDA review is conducted by the Special Programs
Coordinator. A Check-up Report is run by the Special Programs Coordinator which
examines the progress of participants in the different activities case manager may have
enrolled them into.
VI. MIS/Eligibility Documentation
File Review
The SDA file review was conducted by CDLE staff, John Cisneros and Wilbur Sanchez, and
are reviewed to ensure compliance with the Job Training Partnership Act mandate. The
review consisted of a random sample of twenty four Title II-A & C participant files, and
focused on the type(s) of participant assessment the SDA uses, outcomes of the assessment,
eligibility documentation,the Individual Service Strategy as a dynamic document, counselor
case notes, and the services the SDA offers the participant based on the assessment. Other
reasons, for the file are reviewed are to ensure a complete and thorough progression of the
participant from intake to termination as documented in the ISS and counselor log notes. The
two CDLE reviewers may have had questions (certainly not compliance issues) on certain
files, but Mr. Long was readily available to answer questions that arose. In general, files
were complete and contained all participant eligibility documentation, pre and post basic
reading and math testing materials and scores, counselor log notes and a complete Individual
Service Strategy (ISS). The ISS is updated by the case manager when participant activities
change and activities are based on interest batteries and/or assessments. All documentation
is kept in a specific section of the file and includes COIN as verification of food stamp and
welfare payments. Files are reviewed for quality control by the section supervisor and then
gi78(4c
input into the VAX.
Conclusion
This report is intended to be a proactive tool to assure the SDA that the work they do in the
field meets State and Federal requirements in program performance. Thanks to Ms. Perez
and her staff for their assistance.
egg/7ki
ATTACHMENT #3
EDWAA PROGRAM MONITORING REPORT(FINAL)
Program Year 1997-1998
SubState Grantee: Weld County Department of Human Services
P.O. Box 1805
Greeley, CO 80632-1805
Program: EDWAA PY96 60% $ 116,885.00
EDWAA PY97 60% $ 139,910.00 (adjusted thru EA to
$ 111,928.00)
Period of Performance: PY96 60%: 7/1/96 - 6/30/97
PY97 60% 7/1/97 - 6/30/98
Monitor: Sharon Barnes/Nina Holland
Monitoring Dates: 3/24/98 & 3/25/98 & 3/26/98
Report Date: May 1, 1998
I. PROGRAM DESCRIPTION
Weld County Employment Services, the Weld County Substate Grantee (SSG), is under the
direction of Linda Perez. The SSG provides both Job Training Partnership Act (JTPA) Services
and Job Services at the Greeley office through a series of contractual agreements. In this way the
SSG serves as a One-Stop service center.
The PY96 EDWAA plan was designed to serve 75 participants with 33 carry-ins. The SSG
projected 62 terminations, 43 of which would result in job placements. The resulting EER was
expected to be 75%. The average wage at placement was projected to be $6.75 with a cost per
enrollment of$1407.00 and a cost per placement of$2245.00.
By the end of PY96 the SSG served 120 participants including 95 carry-ins with 94 terminations,
77 of whom found employment, for an EER of 82.8%. The average wage at placement was $9.26
with a cost per enrollment of$879 and a cost per placement of$1370.
The PY97 plan anticipates total participant enrollment at 93 with 31 of those individuals having
been carried in from PY96. It is expected that 76 people will terminate with 54 obtaining
unsubsidized employment. This represents a 76% placement rate. The planned cost per
enrollment is $1504.41; the planned cost per placement is $2590.93. The expected average wage
at placement is $6.75.
1
'1/
Attachment #3
page 2
There were no corrective action issues from the monitoring of PY96.
II. PROGRAM DESIGN
Staff Structure: The Client Services Technicians are utilized jointly with the Title II program. The
lead EDWAA case manager, Sharon Harring, devotes 95% of her time to her EDWAA caseload.
• Vangie Sandoval is 5-10% EDWAA and Mary Ann Gonzales' time is split into 50% EDWAA and
50% Title IIA.
Service Delivery: EDWAA services are provided primarily on-site by SSG staff. These services
include outreach, assessment, and use of the Learning Lab for resume writing, basic computer
skills development and job search. Participants enrolled in retraining are most frequently referred
to Aims Community College. Other training resources utilized are the University of Colorado at
Greeley, Front Range Community College, Ft. Morgan Community College and private schools.
The SSG has no sub-contracts for services.
Partnering: The SSG has a partnering agreement with the Larimer County Reemployment Center
to refer EDWAA clients for workshops and seminars. This is used on a limited basis because of
the commuting distance involved for most clients. The SSG co-enrolls EDWAA clients with Job
Service and takes advantage of veteran services when appropriate. Older workers are referred to
the Area Agency on Aging when specialized services are needed. In addition the SSG has a
lengthy list of formal agreements with local community based organizations which provide
supportive services or offer assistance to specific target groups. (see Weld County flowchart
attachments). Applicants receive printed material on service options beginning with the one-on-
one registration session, with the focus being on customer choice. The SSG is also in the process
of developing information on which programs are the most successful.
Basic Readjustment Services (BRS): During the initial registration interview the client is asked to
provide the data necessary for eligibility determination. Once received, the information and
documentation are reviewed by Jim Harrington in MIS who confirms eligibility. Eligible clients
are then scheduled for a second appointment with a case manager who is responsible for in-depth
assessment. Part of this process is the TABE test which measures reading and math levels. When
the client is unsure of his/her goals, the IRP (individual reemployment plan) will include use of
additional assessment tools such as the Vocational Preference Inventory, Kuder Preference Test,
or the GATB. Most basic readjustment services are provided one-on-one or through Job Clubs. A
limited amount of relocation assistance is offered. The quality and effectiveness of the BRS
program is measured by clients getting jobs at a satisfactory placement wage, and by evaluation of
OMNI data.
•
9yi 7 ,
Attachment #3
page 3
Retraining: Supply and demand reports generated by the CDLE Labor Market Information
section and locally received job orders are the primary resources utilized to determine the need for
retraining. In addition, the client is asked to survey at least three employers for information on
availability ofjobs and job requirements. The results of this research and the results of assessment
tests, which contain information about required training for particular occupations, are included in
the Training Request packet. A committee consisting of Sharon Harring (EDWAA case manager),
Ted Long (EDWAA program coordinator), and Linda Perez (the One-Stop director) approve or
disapprove the training requests. There is a $2500.00 training limitation set for each participant.
Occasionally exceptions to this are granted by the Workforce Development Board. Once a client
is enrolled in training, he/she must bring in his grades at the end of each school term. EDWAA
case managers are required to make followup contacts at a minimum of every 30 days.
A small percentage of EDWAA clients participate in On-the-Job Training (OJT). OJT sites are
developed on an individual basis. The agency monitors these sites through pre-award and periodic
site visits, as well as review of time sheets and training progress reports. The rate of employer
reimbursement does not exceed 50% of participant wages.
Financial Aid.: All retraining applicants are required to apply for student financial aid. A Financial
Assistance Plan is prepared by the case manager(but is not signed by the client) and includes an
income worksheet.
Eligibility Determination: The SSG has a uniform intake process for all applicants which starts
with the data necessary to register an applicant with Job Service. Supplemental data is obtained to
determine EDWAA eligibility which is verified by the MIS unit. A checklist of documentation is
used to complete files. The SSG utilizes a printout of job orders within reasonable commuting
distance to document that the applicant is "Unlikely to Return" to his/her previous industry or
occupation. Certificates or Continuing Eligibility are not issued by this SSG.
Fee for Service and Program Income: The SSG does not charge fees-for-service to non-eligible
individuals or to businesses. Instead it has set up a cost-recovery process which allows charge-
backs between programs. This is based on client usage of resources.
Rapid Response: The SSG participates in the statewide Rapid Response Program when requested
by the state Rapid Response coordinator or the state contractor (the AFL-CIO). EDWAA staff
can represent both the JTPA and Job Service mix of services to the employer and employees
involved in the layoff. Information on smaller layoffs is obtained through contacts with
unemployment insurance claimants, employers, newspaper articles, and the local economic
development office. As a rule, the employers prefer on-site registration and information on
unemployment insurance instead of a full-blown layoff assistance workshop. However, EDWAA
staff are prepared to conduct workshops as needed.
3
67g/ R,,
Attachment #3
page 4
UI Profiling: The SSG reinstituted UI Profiling approximately three months age and receives a
weekly list of claimants to call in for group orientation. Approximately 6-7 claimants attend each
session with 50% of those turning out to be interested in program services. Currently there are
some problems with the profiling list such as the inclusion of individuals who are job-attached.
Regional Reemployment Center Program: N/A
Compliance Issues. None.
III. COMPLIANCE AREAS
Eligibility. SSG appears to maintain consistent standards in determining eligibility using the
handbook and eligibility letters.
Procurement. The SSG follows county procurement policies and adheres to JTPA's guidance
policies.
30-day Readjustment Services. Currently, the SSG's policy is case manager contact with the
participant a minimum of every thirty days. This may be handled by telephone communication;
however, an in-person contact is required every 90 days. BRS contacts are tracked through the
log notes, through MIS activity movement forms, and on the IRP.
Labor Union Involvement. The SSG maintains a working relationship with the AFL-CIO, which
is the statewide worker adjustment program provider, and participates in rapid response efforts.
The SSG also seeking a new labor union representative on their Regional Workforce Develop-
ment Board. Currently this individual is a non-voting member of the board.
Compliance Issues. None.
IV. FISCAL REVIEW
The SSG continues to report expenses quarterly rather than monthly because of the County
computer system. The accounting system is based on general ledger principles with each grant set
up as a separate department. Billings are sent to case managers who identify proper coding and
approve the expenditure. The billing is then sent up the chain of command for additional
approvals.
4
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Attachment #3
page 5
V. MIS RECORD REVIEW
VI. PERFORMANCE DATA
Prior Year PY96
Planned Actual % of Plan
Enrollments 75 120 160%
Terminations 62 94 162%
Placements 43 77 179%
Cost per enrollment $879 Cost per placement S1370
Current Year PY97 thru 2/28/98
Planned Actual % of Plan
Enrollments 93 69 74%
Terminations 76 24 32%
Placements 54 20 37%
Expenditures (thru 3/31/98) $107,443 $68,032 61% (of modified
PY97 allocation)
5
cis/ 7Y o
ATTACHMENT #4
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1997
TITLE H-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
Five Character Code: O7WAA and D7WAA
Period Monitored: July 1, 1997 through March 24, 1998
Monitor: Janice Mirshab
ENTRANCE: The entrance conference was conducted with Ms. Linda Piper, Director, Mr.
Pete Archuleta, Program Coordinator, Ms Sharon Barnes, Ms. Nina Holland and Ms. Janice
Mirshab, CDLE Monitors. The purpose of the review was discussed, and a schedule was
established to complete the Monitoring Instrument, sample fiscal test, and file review.
The Monitor discussed the reports that had been generated from CDLE. It appears that the
placement goals were not being met. The Program Coordinator discussed the difficulty he is
having placing eligible participants. These issues are discussed in more detail in the report.
PROGRAM DESCRIPTION:
The purpose of this program is to provide training to Title II-A, 5% Older worker and Title III,
EDWAA eligible Older Workers.
1
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Program Description: With the funds provided under the PY97 Older Worker RFP, Weld
County Area Agency on Aging will enroll 25 Title 11-A and 10 Title III participants into the
Older Worker Program. They plan to place 18 Title II-A and 8 of the EDWAA participants into
unsubsidized employment. Training for participants is currently being provided by Weld County
One Stop Center and by Aims Community College, and with other training institutions as
needed.
I. ADMINISTRATION
The complete administrative structure and Internal Monitoring issues have been identified in
Attachment#1, One Stop Center Technical Assistance Report. There is only one person assigned
to the Older Worker Program.
Under this section of the review the following areas were discussed:
Adequate Staffing: The Older Worker program Coordinator is in charge of the delivery of the
program, and also a member of the Weld County One Stop Center. There is adequate staffing for
the delivery of the program.
Staff Training: The Program Coordinator attends all Older Worker Network meetings and has
been a trainer at the Network meetings. No additional training has been provided.
Quarterly Reports to CDLE: The Older Worker program requires that quarterly reports be
submitted. The Contractor has complied with this requirement.
Management Reporting System: The Weld County Fiscal staff provide quarterly financial
reports. In addition CDLE provides a monthly report that details the enrollment and activities
provided to each participant. The Program Coordinator utilizes these reports to better plan the
delivery of the program.
Internal Monitoring: The purpose of this review was to verify the monitoring procedures
utilized by the One Stop Center. (see Attachment#1). Internal Monitoring is a requirement for
all programs providing JTPA services per JTPA Letter#92-05, dated August 4, 1992. A
monitoring policy has been developed, however the contractor is currently working on
implementing quarterly reviews.
Issue: No completed monitoring reports were available. However the procedures were in place.
Action Required: During the next monitoring visit it will be necessary for CDLE Monitors to
review copies of the reports and how follow-up was completed.
AAA Response: A monitoring procedure is in place. We have identified a member of the
administrative office staff to do the monitoring for the program. We intend to have this
procedure implemented for the next program year.
CDLE Response: CDLE accpets this response.
II. SCOPE OF SERVICES (Includes both Title II-A, Older Worker and Title III, EDWAA
Older Worker).
All of the program activities detailed in the Scope of Service have been provided. Copies of all
of the advertising and recruiting materials were provided to the Monitor for the Master File. In
addition there appears to be a strong coordination between the local Title V agency and the Older
Worker program.
The specific enrollment and placement goals of the program are:
Title II-A, 5% Older Worker Enroll 25 Place into unsubsidized employment 18
2nd quarter goals Enroll 20 Actual 20 (100%1
Placement 13 Actual 6 (46%)
Title III, EDWAA Enroll 10 Place into employment 8
2nd Quarter goals Enroll 7 Actual 6 (86%)
Placement 6 Actual 2 (33%)
Both the Title II-A and EDWAA Older Worker Programs are out of compliance with the
placement goals. The Program Coordinator has assured CDLE Monitors that the participants
will be placed and goals will be met by the end of the contract period of performance..
Finding: Placement goals have not been met.
Action Required: Provide CDLE with a plan to correct this deficiency, within 30 days
of the date of this report.
AAA Response: A partnership has been established with two local Employment
Agencies to work with us in the area of Job placement. It seems
apparent that employers are more inclined to use temporary agencies
for their hiring needs. It has been difficult this program year to get
the necessary placements. The new Welfare Reform law has had
some impact on our job placement problem. There are many more
people looking for employment than ever before. Also the low
3
unemployment rate is letting the employer be more selective in their
hiring of eligible applicants. We anticipate some positive results from
this partnership with the employment agencies. There will also be a
more aggressive approach taken in contacting previous employers
that have shown an interest in hiring of older workers.
CDLE Response: CDLE accepts this response.
FILE REVIEW
The 5% Older Worker files 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 Title II-A, 5% Older Worker files were reviewed.
Rodger Shaffer 185-28-7279 Active
Lorenza Paredez 467-62-7166 Active
Correne Prazma 511-44-3755 Active
Clayton Elmore 373-28-5933 Active
Ronald Meintzer 562-52-0355 Active
Loretta Purtill 521-52-8394 Appears to be in both II-A and EDWAA this
will effect the average wage at placement.
Please correct.
Ursula Cosentino 102-28-9114 Active. ISS needs to be updated, last entry is
12/18/97.
Louise Newbanks 522-10-5371 Active
Josephine Heinze 524-30-2166 Active
Shirley Marston 003-30-4066 Positive Termination. The SS# is not
correct. Please change from 4006 to 4066.
Also this should be OW not IN eligible
because she is on the Title V program.
Please correct.
Shirley Schwidt 502-42-1436 Negative Termination. No Title V
documentation in the file.
Judith Logan 521-48-4157 Negative Termination.
Bettie Jane Fink 521-32-1783 Active.
Donald Borie 265-56-9969 Active.
Robert Limon 456-54-5497 Active.
Gilbert Lopez 524-48-8299 Active.
Ruth Kelley 511-36-2789 Postive Termination
4
9Y/ 7V"
Loriene Boyd 522-54-2422 Active, but should be terminated to
employment.
Elaine Keding 397-38-6429 Positive Termination
Glynda Cottonwood 505-50-7648 Active. Not in Case Management. Please
correct.
The Following EDWAA Older Worker Files were reviewed:
Helen Clark 505-52-8588 Active
Loretta Purtill 521-52-8394 Positive Termination. Need coy of UI Profiled
letter for eligibility documentation.
Harold Parks 503-34-9824 Active
Jo Goetsch 524-52-2365 Active
Donald Brantner 523-50-8648 Positive Termination
Summary: The log notes were well written. Copies of the Individual Service Strategy (ISS)
and the Individual Reemployment Plan (IRP) were provided for the Master File.
There were a few issues identified that will need to be corrected. These issues are
listed above next to the participant name.
Action Required: Please provide CDLE with evidence of correcting the issues referenced above
with the written response to this review..
AAA Response: Loretta Purtill (521-52-8394): With the assistance of Elizabeth
Pokorney, a CDLE staff member,we were able to correct this
problem.
Ursula Cosentino (102-28-9114): The ISS on this individual has been
updated. The participant had been put in hold waiting for the next
quarter at Aims to begin. Contact was not made with this participant
during this period.
Shirley Marston (003-30-4066): The SS# has been corrected on this
participant. The eligibility determination has also been changed to
OW.
Loriene boyd (505-50-7648). This individual was incorrectly identified
as Glynda Cottonwood. File has been corrected.
NOTE: Corrections were made with the assistance of Elizabeth
Pokorney.
5
yyi 736
CDLE Response: CDLE accepts this response.
III. JTPA POLICIES AND LOCAL OFFICE POLICIES AND PROCEDURES
Under this section of the review the monitor was provided with a copy of the MIS and Eligibility
manuals. Mr. Archuleta has a complete copy of all JTPA documentation required for the delivery
of this program. A general file is maintained and updated as needed.
No issues were identified under the review of this section regarding the Older
Worker Program.
IV. CLASSROOM/OCCUPATIONAL TRAINING:
The Monitor discussed the classroom training procedures, training providers, and tracking of
participant information regarding hours in class, attendance, cost of training and overall
performance.
No issues were identified under the review of this section. The Contractor
however should become more familiar with the One-Stop Center's procurement
process. This system should be fully implemented by the Area Agency on Aging
prior to the next review.
AAA Response: The procurement process used by the One-Stop Center has been
available to the Contractor. The incident that brought this issue
under review during the monitoring visit was an oversight on the part
of the older worker coordinator. The procurement Procedure has
been discussed with Fiscal staff and will be utilized in the future.
CDLE Response: CDLE accpets this response.
V. FINANCIAL SYSTEM
A brief financial review was conducted. The Monitors met with Ms. Marilyn Carlino, who
prepares all invoices, time sheets, some coding, processes all accounts payable, however she does
not have signatory authority.
Ms. Carlino provided the Monitors with a description of the financial system, and time sheets.
The Monitors discussed with Ms. Carlino the lack of monthly reporting that is required by JTPA.
This One Stop Center/SDA/Contractor only submits expense reports on a quarterly basis.
Issue: The JTPA expense reports should be submitted on a monthly basis.
6
98' '7167
Action Required: Please provide a plan to correct this issue with the written response to this
report.
AAA Response: The issue regarding submitting expense and financial reports on a
monthly basis has been discussed with Marily Carlino, the Fiscal
Officer. Ms. Carlino has discussed this issue with Scott at CDLE and
says that this issue has been resolved. Ms. Carlino assures us that this
issue should not be a problem in the future.
CDLE Response: CDLE Accepts this response.
VI. REVIEW SUMMARY:
The overall review of the Older Worker program was excellent. The training activities, and
recruiting techniques are in full compliance with the contract. The only compliance issue
identified is with the Job Placement goals for both Title II-A, 5% and Title III EDWAA Older
Worker programs. This will require corrective action to bring the program into compliance.
AAA Response: Although the placement goals have not been met, it appears activity in
this area is increasing due in part to the assistance being provided by
the Employment Agencies contacted. The placement numbers are still
around 50%, but we are hoping that with the increase in interviews
being granted to participants this percentage will increase.
The request for an extension of the Title II-A and Title III EDWAA
Older Worker Programs has been approved. This should enable the
program to reach its goals and provide for a successful ending to
program year 1997. Because of past monitoring visits and technical
assistance provided by Janice Mirshab the remainder of the older
worker program was determined to be excellent. We again want to
thank Janice Mirshab, Sharon Barnes and the rest of the monitoring
team for their assistance and cooperation in understanding the
problems encountered in working with the older worker.
CDLE Response: CDLE accepts this response.
7
93-7E CG
ATTACHMENT #5
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1997
ONE STOP TECHNICAL ASSISTANCE
Wagner-Peyser Components
FINAL REPORT
FOR
WELD COUNTY ONE STOP CENTER
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 -February 28, 1998
Funding: $252,859 Wagner-Peyser
Monitors: Nina Holland, Jim Shimada (on-site)
Deb Owen, Jim Shimada, and Nina Holland conducted quality review of
job orders and applicant records prior to on-site review
Review Date: March 25,1998
SCOPE OF REVIEW:Employment Services of County provides the full range of Wagner-
Peyser-funded services, including basic labor exchange, applicant services, employer services, and
vocational aptitude testing (GATB). Since the ability to successfully perform these functions
requires access to and use of the employment service (ODDS) and unemployment insurance
(CUBS) computer systems, the review also included compliance with CDLE requirements
governing use of the automated systems, confidentiality and release of information.
METHODOLOGY: Prior to the on-site review, statistics were obtained from the monthly S-
MIS reports for the period July 1, 1997 through February 28, 1998 for the region. The reports
covered each of the performance measures specified in Policy Guidance Letter 97-05-P2 issued
July 2, 1997. These statistics were projected through June 30, 1998, and compared with actual
performance for the region for the period July 1, 1996 - February 28, 1997. They were also
compared with statewide averages.
937 7f
Attachment #5
page 2
Prior to the on-site review, a sample of registrations and job orders for the region was selected
and the computer records were reviewed for accuracy, completeness and "referrability". (142 of
2843 active applicant records; 54 of 83 open job order records)
Copies of the standardized data access and GATB monitoring instruments were given to Linda
Perez prior to the on-site visit. The on-site monitoring consisted of meetings with Marie Gallegos,
Dora Lara, and Charlie Dalpra.
The following topics were discussed with the staff:
I. Data Access - Confidentiality & Release of Information (Dora Lara and Marie Gallegos)
• No problems or issues
II.GATB (Charlie Dalpra)
• No problems or issues
III. Performance Indicators (Marie, Dora)
• The region monitors its own performance on a regular basis.
• The region has an outstanding job order fill rate. A strong employer followup program is
in place, providing excellent opportunity to capture information on job placements.
• Job referral and placement rates have increased over last program year.
• Even though this is a baseline year, the region needs to be aware of a declining rate of
`obtained employments.' The lack of followup services entered on applicant records
(see Applicant Record Quality below) and the lack of a systematic applicant followup
process can be considered contributing factors. It should be noted that the region has
begun implementation of a followup program.
IV. Applicant Record Quality (Dora)
• Applicant records are generally complete and well done.
• A small percentage of service records are missing the EO notification service (reportable
service - 5). This service is required by the monitor advocate.
• A number of records are missing a service (at the time of renewal or subsequent office
visits) which could result in an `obtained employment.'
• A small percentage of 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.
• Job titles instead of appropriate skill words are being used in the skill word fields.
• Punctuation is being used.
• Names of software and hardware are not being listed in the skill fields for
applicants interested in clerical or programmer positions.
gel 786'
Attachment #5
page 3
V. Job Order Record Quality (Marie)
• Most job orders are complete and job matchable.
• Approximately 15% of job orders written are entered into a Joblink computer file which is
called WELDLO. These orders are considered `hard-to-fill' or are JTPA on-the-job
training type openings. Only when one of these orders is filled is it transferred into the
ODDS database. The order then becomes "filled when written" and positively impacts the
job order fill rate. A review of CDLE job order policy was conducted and it was
determined that the practice of using the WELDLO file can continue. An important factor
in this determination was the fact that Weld County provides full service to the employer
listing a hard-to-fill order. A file search for qualified applicants is conducted, the order is
posted on a bulletin board accessible to all applicants, and regular followup contacts are
made with the employer.
• The job summary format of many job orders is difficult to understand because of
abbreviations, lack of punctuation, and !cryptic instructions. This has occurred in part
because staff were not aware that all open job orders transferred into ODDS from Joblink
are sent to the Internet and, as a result, must be 'user friendly.' It is recommended that the
employer services staff devise a new job summary format which takes the following into
consideration:
* Recently Joblink was enhanced to allow for suppression of the first line of the
job order summary. Information about how to apply for the job (which should
not appear on the Internet) could be entered on the first line.
* Punctuation can be used without negatively affecting a job match if a space is
entered both before and after the punctuation mark.
8i 1.6'
FINAL ATTACHMENT #6
COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT
PROGRAM YEAR 1997
TITLE 38 VETERANS EMPLOYMENT PROGRAM
Contractor: Weld County Employment& Training Services
Project Name: Veterans' Program
Dates of Monitoring: March 23, 1998
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:
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 registration unit
regarding veteran services.
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