Case Management for WIA Adult and Dislocated Worker Common Measures

1. Case Management for WIA Adult and Dislocated Worker Common Measures Presented by: Jodie Sue Kelly Cygnet Associates www.cygnetassociates.com

2. Background OMB-led Common Performance Measures Across Employment and Training Programs Agreed upon by DOL and other agencies Originally defined by DOL in TEGL 15-03 in Dec. ’03 DOL published final policy guidance in TEGL 28-04 in April ’05 which replaces 15-03 DOL then published final-final policy guidance TEGL 17-05 which replaces 28-04 These common measures will eventually replace all WIA measures – once reauthorization occurs

3. Reasons to Promote Intensive/Staff Assisted Money has been cut. Training is expensive. Intensive reduces cost per customer served. Increase number served by using intensive. Increase number in exit pool. Shorten length a customer is in program. Offer services that truly prepare people for jobs. Training isn’t always the reason people aren’t hired yet is often applied as solution. Gives customers a way to stay active. People need the help

4. What is causing the problem? Too many people in Core Services/Resource Room don’t know about range of services available No method of identifying and targeting potential customers for Intensive has being used The promotion used for Intensive is lacking No services in Intensive that customers would be interested in System was “deer in headlights”

5. Quarters Calendar Quarters: January to March April to June July to September October to December

6. Quarters All WIA performance measures are calculated based on the quarter in which a participant exits, and the performance outcomes are due in different quarters.

7. Program Participation A participant is an individual who is determined eligible to participate in a program and receives a service funded by the program The participation date is the date of the first service is received after the individual is determined eligible An individual must be a participant in order to count in the performance calculations

8. Key DefinitionSERVICE Service includes: In-program WIA activities Basic skills assessments Creating individual service strategies All but one of the 10 program elements Service excludes: Determination of eligibility Services and activities specifically provided as follow-up Regular contact with the participant or employer only to obtain information regarding employment of educational status or the need for support services. Income Maintenance or support payments (UI, TANF, Food Stamps, subsidized child care)

9. Participant

10. NOT IN PERFORMANCE Uses computer in resource room (funded by WIA) Staff directs customer to self-help resources Customer assesses their own barriers, strengths Customer uses resume writing software IN PERFORMANCE Attends workshop presented by WIA staff Staff reviews resume Staff asks customer questions about his/her background, work history, etc. Staff screens customer for employer

11. Self-Service and Informational Activities Self-Service: Customers serve themselves. Remotely or at a physical location. Informational activities: Self-service and staff-assisted core services that inform and educate a participant about the labor market and enable the PARTICIPANT to identify HIS or HER OWN strengths and weaknesses except where there is significant staff involvement. Information is NOT customized to that particular client.

12. Significant Staff Involvement Any assistance by staff beyond the informational activities described above regardless of the length of time involved in providing such assistance. Includes assessment of a participant’s skills, education, or career objectives. Assist participants in deciding on next steps, assessing their personal barriers to employment or assisting them in accessing other related services necessary to enhance their employability.

13. What You Can Do Without Performance Considerations Provide readily available information Labor market trends Unemployment rate Information on who is hiring/laying off Information on high growth industries Occupations in demand YOU CAN PROVIDE GENERAL INFORMATION

14. Program Exit Exit occurs when a participant does not receive a service (funded by program or partner program) for 90 consecutive days There is no more concept of “hard exit” only what was a “soft exit” The exit date is the date of the last service for the participant For measures using UI wage records, the exit quarter is the quarter containing the exit date

15. Services that Stop the Exit

16. Services That Don’t Stop An Exit

17. Exclusions to Performance Participants are excluded from all (common and current) measures for the following reasons: Institutionalized Health/Medical or Family Care Reservists called to active duty Relocation to a Mandated Residential Program (youth only) Deceased Invalid or Missing Social Security Number Situation is expected to last for an undetermined period of time but beyond 90 days.

18. Exclusions: A Change from Current Exclusions can be taken until the third quarter after exit.

19. Planned Gap Participants should not be considered as exited if there is a planned gap in service of greater than 90 days in one of the following circumstances: Health/medical condition or providing care for a family member with a health/medical condition Delay before the beginning of training Temporary move from the area that prevents the individual from participating in services. A gap must last no more than 180 consecutive days. Can add another 180 days.

20. Implication of Exit Procedure

21. The Common Measures Adult measures: Entered employment Employment retention Earnings increase Designations of adult are spelled out in program’s eligibility requirements

22. AdultEntered Employment Exclude adults employed at the time of participation (including those individuals who have taken a job after being laid-off or dislocated) Include adults employed at the time of participation who are on layoff notice Wage records or supplemental data may be used to determine employment in the quarter after exit Supplemental data must be documented Employment at participation is based on information from the individual – not wage records

23. AdultEntered Employment

24. Strategies for Entered Employment Employment status at registration is determined through self-report, not through wage record files. Check that adults were recorded properly. You can lose credit for a placement under common measures if this is recorded incorrectly. Note: Customers are truth-tellers at entry and liars at exit.

25. Adult Entered Employment Anticipate registrants who may not show up in UI wage data (including farm workers, self-employed, federal employees, etc). GET SUPPLEMENTAL DATA! Submit it or lose the placement.

26. Adult Entered Employment Create an exit checklist to make sure all factors have been considered as you decide whether to let an exit occur. If you don’t want an exit to happen, then provide an additional service. Just because someone gets a job doesn’t mean he/she should be exited.

27. Adult Entered Employment Post-placement follow-up is critical for making common performance measures. It’s not nice to do. It’s a must do. Collect supplemental as a matter of routine. Don’t wait until performance reports come out.

28. AdultEmployment Retention Based on those employed in quarter after exit Wage records and supplemental data are acceptable data sources Supplemental data must be documented Employment in the 1st, 2nd and 3rd quarters after exit does not have to be with the same employer Must be employed in both the 2nd and 3rd quarters after exit to be retained

29. AdultEmployment Retention

30. Adult Retention If a customer is not working 1st quarter following exit, then no other performance will be counted on that individual. The 1st quarter following exit is the most critical quarter. Only adults who are employed in the first quarter following exit are included in this measure.

31. Adult Retention Have a contact strategy in place. Gather and submit supplemental data to prove someone earned wages during the 2 and 3 quarters following exit. If a person is working and you don’t get supplemental (if they aren’t in UI wage) then you will take a negative Be aware a customer can have a different job in each of the three post-placement quarters. And they only have to work one day per quarter to count as a placement and a retention for common measures. But you have to have documentation if it’s outside of UI Wage records. If someone loses his/her job in any of the quarters, do re-employment.

32. Average Earnings Only wage records may be used for determining post-program earnings If supplemental sources were used to prove employment or retention, then they will be excluded from the Average Earnings standard. Includes same population as the adult retention measure

33. Adult: Average Earnings

34. Adult Earnings Change Make sure any customer for whom you have supplemental data is EXCLUDED from this measure. Enrolling people who already have jobs and are at or near the earnings standard will help you. Look to working with incumbent workers Don’t write a plan that plans for your failure.

35. Observations On the Numbers There is little or no correlation between the old and the new measures. The new measure correlates to the pre-wage of the exiters. Continue to carefully track pre-wage and earnings gain. Registering adults with a work history and high pre-wages is a benefit. They are most likely to obtain the average earnings at exit. Low income adults with barriers will have the most difficult time meeting the average earnings standard. High-Wage dislocated workers will increase your average earnings performance. Enroll them freely. Co-Enroll dislocated workers into adult funding stream because this will increase the average earnings performance of adults.

36. Adult Earnings Do post-placement coaching on retention/advancement. Gaps in post-exit employment will kill you. Recruit and enroll as many customers with incomes above the standard

37. Who Counts in Average Earnings? Anyone you exited between April 2005 and March 2006 will be in the new Average Earnings calculation.

38. Credential (WIA Adult, DW) More stringent than credential under old measures. Now is diploma or certificate. Pre July 2006 under old definition. After July 2006 under new definition. When they began is the distinction.

39. Credential

40. Definition of Certificate A certificate is awarded in recognition of an individual’s attainment of measurable technical or occupational skills necessary to gain employment or advance within an occupation. These technical or occupational skills are based on standards developed or endorsed by employers. Recognition of generic pre-employment and/or work readiness skills are not considered certificates.

41. Definition of Diploma The term “diploma” was not defined in the original guidance Diploma, as defined by TEGL 17-05 means any credential that the state education agency accepts as equivalent to a high school diploma.

42. Credential Diplomas, GEDs, or certificates can be obtained while a person is still receiving services or at any point prior to the end of the 3rd quarter after exit as long as they worked the first quarter following exit. If they aren’t working first quarter following exit, then you lose the degree/certificate for performance reporting.

43. Who Defines Certificate/Diploma Awarding Institutions include: A State educational agency Institution of higher education Professional, industry or employer organization or a product manufacturer Registered apprenticeship program Public regulatory agency A program approved by the Dept of Veterans Affairs Office of Job Corps Indian Tribe Higher Education Institution