Tennessee Dept. of Labor and Workforce Development

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development EMILE Feasibility:The Story of Change and Permanence in the Volunteer State By Dan Holton Workforce Development Program CoordinatorDivision of Employment and Workforce Development615.741.5326, dan.holton@state.tn.us U.S. Dept of LaborEmployment and Training Administration‘Common Measures: Common MessageProgram Reporting and Performance Management Conference’2006

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development • Objectives Today - • Overview of EMILE Feasibility Study in the light of Tennessee. • Look at the purposes of EMILE Feasibility Study inTennessee • Explore the organization in place to participate. • Trace the interim results of Tennessee’s participation. • Identify what has been done and where we can go from here. • Looking ahead.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development What To Expect In This Session • Details on EMILE Feasibility Study. • Analysis of goals of the study. • Discuss Tennessee’s responses to study questions. • Assess the interim results. • Address the future of innovation in reporting. • Discuss ‘Why it makes Sense’.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development The EMILE Feasibility Study Team… Representatives of – Capital Research Corporation The Lewin Group Johns Hopkins University Steve Wandner, Project Officer U.S. Dept of Labor

TENNESSEE. GOV Tennessee At A Crossroads Of Change

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development The Tennessee EMILE Feasibility Team…Administrative Team – Commissioner Deputy Commissioner Executive Assistant, Planning & Continuous Improvement Administrator, Division of Employment & Workforce Administrator, Division of Employment Security Administrator, Information Systems Assistant Administrators (2), Employment Security Director, Performance and Compliance Director, Field Operations and Career Centers Director, Information Technology Operations, ES Director, Job Service/TAA/VETS Project Manager, Information Systems Director, Information Services, NCAC Middle-TN Grants Analyst

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development The Tennessee EMILE Feasibility Study Team…Coordinating Team – Executive Assistant, Planning & Continuous Improvement Director, Job Service/TAA/VETS Administrator, Information Systems Assistant Director, SBBER, U. of Memphis Project Manager, Information Systems Director, Information Services, NCAC LWIA 9 Manager of Performance, Workforce Essentials, LWIA 8 MIS Analyst, AB&T, Inc., LWIA 1 Manager, Information Systems, Employment Security DB Administrator, eCMATS Director, Information Technology Operations, ES Analyst (2), WIA and Employment Security

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development • EMILE Feasibility And Things That Never Change • Turf Issues. • Funding Issues. • Integration/Consolidation Issues. • Implementation Issues. • Past Business Relationships. • Whether It Makes Sense Issues

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Tennessee ExploredThe Pros and Cons of Change? • Workforce Development and Public Need/Demand. • Common Measures and Common Reporting. • Being Proactive, not Reactive. • What is Feasible? • The Path of Least Resistence? • 6. The Future of Economic and Workforce Development.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development • Purposes of the study…. • Review Database Architecture • Identify Feasible Data Elements • Identify Obstacles to Implementation • Identify and Report Start-Up Costs • Develop Timeframe for Implementation as they relate to – WIA, ES, TAA, and NEG

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development The Overall Goal… • The overall goal was to assess, from a State and Local perspective, the changes necessary and information-burden costs likely to be incurred to fully implement the: • Quarterly Summary Report • A Job Seeker Standardized Individual Record • An Employer Standardized Individual Record

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice Our Understanding of EMILE – Our understanding is that the EMILE reporting systems is intended to address certain inconsistencies and lack of data standards and report procedures in ETA-funded programs. Evidently EMILE will consist of an interface with Tennessee’s eCMATS records management system, in order to produce a single record, across multiple programs, for upload to the federal government.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice Where are the ETA-funded Programs in Tennessee? – All of the listed programs are in the Department of Labor & Workforce Development. (WIA & NEG are under the direction of our Division of Employment and Workforce Development. ES (VETs) and TAA are under the direction of our Division of Employment Security and Job Service)

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What are the feasibility challenges? – One feasibility challenge is identifying possible system and data element issues for modification or addition. The implementation challenge is configuring the system to capture core services, as well as continuous assessment of start-up and on-going costs. Another challenge is that proper inclusion of all the groups and satisfactorily documention and understanding of the administration; systems used. This will be one of the greatest feasibility challenges; considering time and resource implications

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What is the current hardware/software? – Our current system is housed on Sun servers using Oracle 9i database and JAVA. We currently collect data from WIA, NEG, HI-B, WP, VETS and Adult Education. We will be collecting Rapid Response data by the end of Aug. Within the next 8-10 months we will be collecting all data needed for reporting TAA. It is planned to have the system collect MSFW and Youth offender within the next 18 months also. Our system will also house our departments Marketing department that will be able to share the services they have provided to employers.

TENNESSEE. GOV 12 Steps For Tracking a Case 1) Registration 7) Plan 2) Application 8) Activity 3) Eligibility 9) Authorization 4) Enrollment 10) Employment 5) Assessment 11) Closure 6) Goals (Youth) 12) Participant Follow-Up

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Common Login

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development WIA

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Job Services

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Rapid Response

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Administration

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What is the process for participant data integration? – 1. Already eCMATS processes participant data from several ETA-funded programs, and it needs to further integrate common application processes, as well as add additional programs, such as the NFJP program. 2. Finalizing the common application screen. 3. Coordinate integration/common screens with training in LWIAs. 4. Submit and analyze extracts. 5. Analyze and approve performance reports based upon the integrated system.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What is the process for employer data integration? – We currently have access to our state’s Employer accounts system. Being able to get the basic employer information is not a problem. However, we will need information from the program areas to let us know how they currently track/receive the requested data elements and how they would like to track them in our consolidated system. Employer data is currently shared between ESCOT (UI) and eCMATS. eCMATS can process employer data from several ETA-funded programs, and it needs to further integrate common employer data entry procedures and definitions, as well as add additional programs

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What is the State’s experience with data partners? – WIA, ES, NEG, TAA: We currently are sharing data, and we began discussing again data sharing when EMILE first was announced and published. One of the biggest confidentiality issues came up surrounding the sharing of wage data. State law permits sharing of wage data in very limited circumstances. This is best addressed by the EMILE Feasibility Administrative group. We currently do data-sharing with Adult Education internally. Also, we currently have agreements with The Department of Safety to share SSN & DOB info with our department. We have been working on this for five+ years and are increasingly getting more cooperation in data sharing.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What are the strongest concerns on collecting more data? – A major concern is the coordinating of data gathering and data entering in the field. Deciding specifically who is responsible for gathering specifically which data, then implementing the procedures across programs will be a daunting task for the staff. Not sure what the options are. Technically our major concern is how to collect data on self service participants on a regular basis with the least about of burden on staff time. Thumb print technology, eye scan tech, “swipe cards” or some other option should help reduce this burden.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The State-Level Questions: From A Single Voice What are the options for States on consolidation? – Our understanding is that providing states with the option to choose their own level of consolidation would be the best way to go. This option is especially helpful with regard to our data collection and reporting system, because we already have in place most of the data element architecture needed to report a single job seeker record. One of the main benefits of such a reporting system, with options by state configuration, is found in the common exit requirements which can involve significant data tracking and field coordination expenditures of time.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The Local-Level Questions: From A Single Voice How will EMILE affect client flow? – The collection of data for core services participants will be an issue because much of what is done is generated with little staff assistance and to require those participants to supply certain types of documentation in order to be “registered” could result in a downturn in the customer usage of the Career Center.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Answers To The Local-Level Questions: From A Single Voice What are the major tasks involved in EMILE locally? – The major task involved in implementing EMILE at the local level is staff training on the additional/modified data elements to collect. How much staff time needed depends upon the number of changes to data elements to collect and key to ECMATS.

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development The Gap Analysis… • Identified minor additions/modifications to data elements and systems processes. • Helped to clarify performance outcomes under Common Measures • Enhanced targeted performance information as most relevant and readily accessible to policy makers. • Helped to keep our focus on annual and long-term goals. • Focus on public clarity

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Looking Ahead at EMILE in Tennessee Developing the Timeline… • Focused on the feasible, not the path of least resistance. • Developed in coordination with concept of integration/program

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Continuing Questions and Concerns The Collection of Disability Categories Level of Consolidation Participant and Exiter Records on a Quarterly Basis Self-service data collection

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Tennessee’s Experience: Overall Better understanding of the need for public clarity. Increased staff communication and integration of policy. Further enhanced our proactive stance

TENNESSEE. GOV Tennessee Dept. of Labor and Workforce Development Tennessee’s Mission Vision: To be the nation's leading provider of comprehensive workforce development and workplace safety & health services. Mission: To work as a team to promote workforce development and improve workplace safety and health throughout Tennessee. end

Tennessee Dept. of Labor and Workforce Development