Case Management for WIA Adult and Dislocated Worker Common Measures

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Case Management for WIA Adult and Dislocated
Worker Common Measures

• Presented by
• Jodie Sue Kelly
• Cygnet Associates
• www.cygnetassociates.com

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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

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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 isnt always the reason people
  arent hired yet is often applied as solution.
• Gives customers a way to stay active.
• People need the help

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What is causing the problem?

• Too many people in Core Services/Resource Room
  dont 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

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Quarters

• Calendar Quarters
• January to March
• April to June
• July to September
• October to December

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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.

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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

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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)

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Participant

• Just because someone is a participant doesnt
  mean he/she will be in WIA performance standards.
  He/she has to move beyond self-service or
  informational services.
• All participants of a One-Stop center or
  affiliate site for whom a SSN is provided will be
  included in W-P performance measures.

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WIA Only

• 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

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Self-Service and Informational Activities
WIA

• 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.

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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 participants 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.

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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

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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

Exits always go back to a preceding quarter.
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Services that Stop the Exit

• New Assessment
• Developing A New IEP
• Placement in Training Activity
• Staff directed job development
• Customer attends workshop

Each Case Manager Needs MIS codes that stop exits
and ones that do not!
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Services That Dont Stop An Exit

• Post placement services designed to ensure
  job retention, wage gains and career progress
• Additional career planning and counseling
• Contact with the employer
• Assistance with work-related problems
• Peer Support Groups
• Information about additional educational
  opportunities
• Referral to supportive services available in the
  community

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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.

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Exclusions A Change from Current

• Exclusions can be taken until the third quarter
  after exit.

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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.

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Implication of Exit Procedure
Keeping the client motivated and participating is
critical. 90 days of no service means an exit
will occur.
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The Common Measures

• Adult measures
• Entered employment
• Employment retention
• Earnings increase
• Designations of adult are spelled out in
  programs eligibility requirements

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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

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AdultEntered Employment
Employed at participation?
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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.

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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.

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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 dont want an exit to
  happen, then provide an additional service. Just
  because someone gets a job doesnt mean he/she
  should be exited.

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Adult Entered Employment

• Post-placement follow-up is critical for making
  common performance measures. Its not nice to
  do. Its a must do.
• Collect supplemental as a matter of routine.
  Dont wait until performance reports come out.

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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

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AdultEmployment Retention
Employed in quarter after exit?
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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.

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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
  dont get supplemental (if they arent 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
  its outside of UI Wage records.
• If someone loses his/her job in any of the
  quarters, do re-employment.

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Average Earnings
Of those employed in the quarter after exit
Earnings in 2nd and 3rd quarter after exit
Number exiters

• 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

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Adult Average Earnings
NO
Excluded
Employed in qtr. after exit?
YES
YES
Supplemental data used in Q1?
NO
Supplemental data used in Q2 or Q3?
Included
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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
• Dont write a plan that plans for your failure.

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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.

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Adult Earnings

• Do post-placement coaching on retention/advancemen
  t.
• Gaps in post-exit employment will kill you.
• Recruit and enroll as many customers with incomes
  above the standard

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Who Counts in Average Earnings?

• Anyone you exited between April 2005 and March
  2006 will be in the new Average Earnings
  calculation.

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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.

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Credential
NO
Excluded
Attended Training?
YES
NO
Employed in qtr. after exit?
YES
Included
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Definition of Certificate

• A certificate is awarded in recognition of an
  individuals 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.

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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.

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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 arent working
  first quarter following exit, then you lose the
  degree/certificate for performance reporting.

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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