ACTION BULLETINS (PY 2008)

AB - #71 Revision 1 ITA/OJT Checkbook Updates and Processes

AB - #71, Revision 1
Effective Immediately


ACTION BULLETIN

ITA/OJT Checkbook Updates and Processes


TO: All One-Stop Career Centers Site Managers

DATE: August 21, 2008

SUBJECT: ITA/OJT Checkbook Updates and Processes


Purpose of the Bulletin:
The purpose of this bulletin is to communicate with the One Stop Career Center site managers about the revisions to the ITA/OJT paperwork flow and submittal procedures. This bulletin is Revision 1 of Action Bulletin #71, issued July 1, 2007. This bulletin is being revised to communicate changes regarding to whom and when ITA/OJT paperwork is submitted.

Citation:
Action Bulletin #71 effective July 1, 2007.

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.

Action:

Below is a sample screen for the AC Adult ITA training pool for PY 2007-08. Please begin using these procedures for ITA’s and OJT’s immediately. In addition, inform all case managers and other One Stop staff of these new procedures and protocols.


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/OJT form to BOTH OPIC and Carol Reeves at fax number 510-259-3532, MIS Fiscal support. Submission to Carol Reeves is necessary for proper tracking.

2. 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 to know when to check for a training enrollment on each participant. Many times the start date is 60-90 days from the date the training funds are obligated.

3. 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.

4. TRAINING ENROLLMENT PAPERWORK: Training enrollment paperwork to the Eligibility Technician must be sent on or after the training start date. Program operators must submit the training enrollment, ETPL printout, and Intensive Services to Training Services Determination Form to their respective Eligibility Technician. The Eligibility Technician will input the training enrollment into the Job Training Automation (JTA) System.

In addition, fax a copy of the training enrollment, with a separate batch log, to Carol Reeves. Carol uses the enrollment form to check the “Enrolled in Training” box that turns the participant record in the checkbook “green”. If no training enrollment has been submitted, within a month of the reported training start date, Carol will send an email directly to the case manager and the site manager requesting appropriate enrollment documents.

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 and adherence to this process is essential for proper tracking in the checkbook. Questions regarding entry into the checkbook should be directed to:

Carol Reeves, MIS Fiscal Support at 510-259-3884 or by email at CReeves@acgov.org
OR
Roy Bertuccelli, Program Liaison at 510-259-3833 or by email at RBertuccelli@acgov.org


Attachments:

1. Alameda County Workforce Investment Board Batch Log