ACTION BULLETINS (PY 2007)

AB - #71 ITA/OJT Checkbook Updates and Processes

AB - #71
Effective: July 1, 2007


ACTION BULLETIN

ITA/OJT Checkbook Updates and Processes


TO: All One-Stop Career Centers Site Managers and Case Managers

DATE: August 8, 2007

SUBJECT: ITA/OJT Checkbook Updates and Processes


Purpose of the Bulletin:

The purpose of this bulletin is to inform the One Stop Career Center site managers and case managers about the new required data fields for entering and editing information on ITA or OJT training into the online checkbook; and the associated Management Information System (MIS) paperwork processes associated with the training activities.

Background:

The ITA/OJT Checkbook was developed by the Alameda County Workforce Investment Board (ACWIB) to track the use of the training pool dollars by fund source and training activity for each of the One Stop Career Centers.

ACWIB monitors the use of the training funds to ensure training pool amounts are not exceeded and that One Stop Career Centers who obligate training dollars do enroll participants into a training activity.

During PY 2006-07, ACWIB realized that additional fields were needed in the checkbook to track: the training start date, the training estimated completion date, the training enrollment, and the total training amount paid to the vendor by the Oakland Private Industry Council (OPIC).

These training start date and estimated completion date fields have been added to the Add Transactions to a Grant screen completed by the One Stop Career Center site manager or case manager at the time the ITA is submitted to OPIC for approval.

The training enrollment check field will be entered by ACWIB staff at the time the training enrollment form is entered into the Job Training Automation (JTA) system, and the training amount paid will be entered by OPIC at the time they pay the training vendor.

Action:

The following is a sample screen for the AC Adult ITA training pool for PY 2007-08. I will use this to indicate the necessary steps when obligating training funds for a participant.



Please use the following steps to complete the ITA/OJT enrollment into the checkbook:

1. SUBMIT ITA/OJT FORM: Upon approval of the ITA/OJT request by the site manager, please FAX a copy of the ITA form to BOTH OPIC and Carol Reeves, MIS Fiscal support.

2. ACWIB OVERSIGHT: Carol Reeves, MIS Fiscal support, checks monthly to verify that training enrollments have been submitted for those whose training start date is within the prior month. Carol checks an “Enrolled in Training” box that turns the participant record “green”. If no training enrollment has been submitted, an email will be sent to your assigned Eligibility Technician for follow-up.

3. RECORD THE TRAINING OBLIGATION: Login and record the ITA or OJT training obligation into the checkbook by fund source. The new fields: Training Start Date and Estimated End Date will allow the One Stop and ACWIB know when to check for a MIS training enrollment on each participant. Many times the start date is 60-90 days from the date the training funds are obligated.

4. SUBMIT MIS PAPERWORK: On the training start date submit the training enrollment, ETPL printout, and Intensive to Training Determination Form to your respective Eligibility Technician. The Eligibility Technician will ensure that Carol Reeves receives a copy of the training enrollment so she can check an "Enrolled in Training" field in the checkbook.

5. ENTER CHANGES TO ITA/OJT: If there are changes to the ITA/OJT such as: training start date or estimated completion date, cancellation of training, or a change in the training dollar amount. Please login the changes in the checkbook AND submit a copy of ITA/OJT changes to BOTH OPIC and Carol Reeves. This ensures that every entry in the checkbook is up-to-date and that only funds to be used for participant training are obligated.

6. AVOID OVERWRITE: Checkbook changes must be done on a separate lines in the checkbook. Avoid overwriting prior entries.


Information and Inquiries:

Your prompt attention to this matter is appreciated. Questions regarding entry into the checkbook should be directed to:

Carol Reeves, MIS Fiscal Support at 510-265-8276 or by email at CReeves@acgov.org
OR
Roy Bertuccelli, Program Liaison at 510-259-3833 or by email at RBertuccelli@acgov.org