ACTION BULLETINS (PY 2003)

AB - 41 Required field for Estimated Completion Date Automatic Exit for customers who have not received services for 150 days

AB - # 41
Effective Immediately


TO: All Program Providers

FROM: Linda J. Slater, MIS Administrator

DATE: June 14, 2004

SUBJ: Required field for Estimated Completion Date


Purpose of Bulletin
The purpose of this bulletin is to inform providers of the implementation of a Job Training Automation (JTA) system edit check requiring:

1. The submission and entry of an Estimated Date of Completion on the Enrollment/Registration form (EWIE) for all enrollment activities and
2. The exit of Workforce Investment Act (WIA) registered clients that have not received an employment and training service (WIA funded or partner funded) in 150 days or more.

Citation(s)
Employment Development Department (EDD) Information Bulletin WIAB03-87, June 8, 2004
Training and Employment Guidance Letter (TEGL) 7-99, March 2000

Background
On June 11, 2004 the EDD Workforce Investment Division (WID) updated the JTA system with two (2) new data edit checks. First, on the Enrollment Form, the field Est/End Date will be a required field; and second, an edit will be initiated that will automatically exit clients who have not received services for 150 days. The 150-day threshold is derived from the 90-day soft exit requirement in TEGL 7-99 plus an additional 60-day window to allow for the late entry of data into the JTA system. TEGL 7-99 states:

“Once a participant has not received any WIA funded or partner services for 90 days, except for follow-up services, and there is no planned gap in services or the gap in services is for reasons other than those specified above [delay in the beginning of training or a health or medical condition], that participant has exited WIA… For a soft exit, the exit date cannot be determined until 90 days has elapsed from the last date of service. At that point, the exit date recorded is the last date of service.”

Implementation of this edit check is necessary to assure the integrity of the performance data reported to the Department of Labor. Without a method for assuring compliance with this requirement, the State's performance numbers could be questioned and this would bring our future eligibility for a federal incentive award into question.

Action
100% of all client enrollment activity records must have an estimated completion date or last date of service upon submittal to MIS. Enrollments submitted for data entry without an estimated completion date will be delayed until corrected.

Initial enrollments into the Adult, Dislocated Worker and Youth standard programs can allow for an estimated completion date one (1) year from the initial enrollment date. The one-year period allows time for the completion of most identified service activities for the individual, as outlined in the Individual Employment Plan (IEP).

If an individual customer requires more than one-year of service time, the program provider would extend the Estimated Completion Date to the appropriate future date. All extensions of estimated completion dates must be established in the IEP.

For the Adult and Dislocated Worker Core B project, they allowance for an estimated completion date will be six (6) months from the initial enrollment date. The six month period allows time for the completion of Core Staff-Assisted service activities for the individual. Extension of the six month estimated completion dates must be outlined in the customer case notes.

Program providers should use a tickler system to ensure that Estimated Completion dates remain current. The MIS status rosters will also reflect the Estimated Completion Dates for each enrollment activity by customer.

The Alameda County Workforce Investment Board (ACWIB) will be monitoring the use and extensions of the Estimated Completion Date field. Close monitoring will ensure that there are NO “automatic” exits of customers whose estimated completion date exceeds 150 days.

Information and Inquiries
For information and inquires please contact Linda Slater, MIS Administrator at (510) 259-3802 or by email at LSlater@acgov.org