commonwealth workforce development system · 1/9/2019 · integration (rsi) grant to support high...

Commonwealth Workforce Development System

Reemployment and System Integration Grant

January 9, 2019

2COMMONWEALTH WORKFORCE DEVELOPMENT SYSTEM (CWDS) >> REEMPLOYMENT AND SYSTEM INTEGRATION GRANT PRESENTATION

PA Department of Labor & Industry

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Background

The DLI Workforce Development program received funding via a Reemployment & System Integration (RSI) grant to support high quality service delivery and improve employment outcomes for dislocated workers through investment in integrated technology solutions that support services provided to dislocated workers.

Through the RSI grant, Pennsylvania has identified areas of expansion to the Commonwealth Workforce Development System (CWDS). These areas include the following:

1. Creation of a publicly available Dislocations Dashboard

2. Creation of a comprehensive Individual Employment Plan (IEP)/Individual Service Strategy (ISS)

3. Creation of a Local Program Referral System able to send referrals to mandated partners of WIOA as well as non-mandated or “community” partners

4. Development of easily obtainable Ad-hoc Reports to meet the needs of the local boards and local offices

RSI Grant Background



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Approach

TASK 1:

Validate Requirements

TASK 2:

Design

TASK 3:

Develop Proof of Concept

Vendor’s Role

1. Review functional requirements2. Facilitate session to validate

requirements

1. Develop screen mock-ups, process flows (if applicable) and use cases

2. Conduct design walkthroughs

1. Review functional requirements2. Facilitate session to validate

requirements

DLI’s Role

▪ Provide access to OIT and CWDS project staff as needed to discuss design considerations and validate the proposed approach

▪ Provide access to SMEs (subject matter experts) as needed to participate in the design walkthrough session



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Background

Rapid Response collects critical information from each employer that needs services for dislocated workers. Whether the contact is made through a Worker Adjustment and Retraining Notification (WARN) or Public Notice (PN) this information is collected in the Rapid Response Case Details in CWDS. The DLI Workforce Development agency is looking to create a state map “dashboard” that identifies the WARN and PN activity collected in CWDS.

Dislocations Dashboard



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In addition to displaying a full map of Pennsylvania, the following additional filters will be available so users can focus on smaller geographic areas of the state:

• Local Workforce Development Board (WDB)

• Dept of Community & Economic Development Partnerships for Regional Economic Performance (PREP) Region

• County

Dislocations Dashboard Filters: Geographic and Search



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The following CWDS Rapid Response Case data will be accessible by public users when they click on a “pin” on the map (The pin represents the location of the Company):

• Company Location (Zip code)

• NAICS Code

• Case Type (WARN, PN)

• Case Source (WARN, Company, Media, Trade Petition, Union or Other)

• Trade Filing

• Number of Affected Employees

Dislocations Dashboard Map Pin Information



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Background

The DLI Workforce Development agency surveyed field staff to collect potential enhancements to the current IEP functionality within CWDS. Staff reported that they would like a more comprehensive IEP with additional details collected.

Overall, Workforce would like to change the structure of the current IEP so that only one overarching plan is created per participant across Workforce programs (instead of one IEP per program). The enhanced IEP will include only one Goal (“Employment”) and each Workforce program will have the ability to create “Objectives” under the Goal. Each Objective will be associated with one program, have staff assigned to it, and the ability for Planned Services and Training Program information associated to it. Certain objectives can be shared on a Participant’s PA CareerLink dashboard as action items.

Individual Employment Plan (IEP) Design



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Starting October 5, 2018, staff users across programs will be able to collaborate to create, add to, and

revise one customer-centered IEP/ISS for a particular participant. The following diagrams depict these

changes.

Individual Employment Plan The New Participant-Centric IEP/ISS

Current Workforce Plan Structure: Case-Focused New Workforce IEP/ISS Structure: Participant-Centric

Case 1 (Program 1)

Case 2 (Program 2)

Case 3 (Program 3)

Plan 1 Plan 2 Plan 3

Goal 1.1

Barrier 1.1

Service 1.1

Gal 1.2

Barrier 1.2

Service 1.2

Goal 2.1

Barrier 2.1

Service 2.1

Goal 2.2

Barrier 2.2

Service 2.2

Goal 3.1

Barrier 3.1

Service 3.1

Goal 3.2

Barrier 3.2

Service 3.2

CWDS

Participant

CWDS

Participant

Barrier(s) Interest(s)Skill(s)

Goal: EMPLOYMENT*

Objective 1(Program 1)



Planned Service 1 Planned Service 2 Planned Service 3

Employment Details Progress Notes

IEP/ISS

*Additional goals (e.g., Individual Development or Education) may be added for Youth participants.

Training Program 2



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The Individual Employment Plan (IEP) and the Individual Service Strategy (ISS) in CWDS are being

enhanced to enable staff to better serve and prepare Pennsylvania’s job seekers for today’s workplace.

Staff users from all programs will now have one comprehensive view of a customer’s IEP/ISS.

The Transition to the Enhanced IEP/ISS in CWDS 2.0: Why the change?

Increased Collaboration Across Programs Allows all programmatic staff to collaborate around one active IEP/ISS

Customer-Centric Supports staff to better meet customer goals by understanding customers’ individual barriers, skills, interests, employment details, goals, and objectives in a single view

Enhanced Customer Engagement Ensures that customers remain engaged by providing updates through their PA CareerLink® Dashboard

Responsive DesignEnables staff interaction with CWDS 2.0 through laptops, tablets, and mobile devices

1

2

3

4Benefits of the

Enhanced CWDS 2.0 IEP/ISS

Outcome: Better Customer Service

& Participant Goal Achievement

Individual Employment Plan



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Staff users assigned as Objective Managers

will have access to new tiles and widgets on

their dashboard which provide notifications

specific to the enhanced IEP/ISS functionality

and increase collaboration between staff.

Case Management Dashboard: IEP/ISS Notifications for Staff Users

Widgets

Tiles

IEP/ISS Tiles: Enhance communication between colleagues collaborating on a participant’s IEP/ISS by notifying when a goal, objective, or progress note has been added to participants’ IEP(s)/ISS(s) for which you are assigned as the Objective Manager

IEP/ISS Widgets: Support management of the IEP(s)/ISS(s) for which you are an Objective Manager by identifying upcoming deadlines related to participants’ IEP(s)/ISS(s)

Press an IEP/ISS tile or widget to access a list of participants for whom the IEP(s)/ISS(s) notification was generated



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Participants will have access to view notifications for their IEP/ISS in PA CareerLink®. The My Plan

widget includes action items for updated barriers and/or objectives that require authentication, as well as

a list of their planned services. To provide electronic authentication, participants will view the IEP/ISS by

pressing any of the links on the My Plan widget.

PA CareerLink® Dashboard: Notifications for Job Seekers

Please advise job seekers to log into PA CareerLink® to access their dashboard and view IEP/ISS notifications.



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Background

Prior to making recommendations, a survey was sent to Workforce Development Board Staff and Title I staff to determine their needs related to a program referral system in CWDS. Subsequently, a team representing various partners was convened to analyze the program referral process and the survey results to make recommendations for enhancements to program referrals in CWDS.

The following summarizes high-level functionality for staff:

The capability for designated local staff to maintain their own list of entities as a recipient of a program referral. Functionality for designated local staff must include the option to create and remove entities from their list.

The capability for program referrals to be sent via email to the recipient agency of the referral. The program referral will include a link which the receiver can click to acknowledge receipt of the referral.

The capability for a receiving agency of program referral to respond to a referral by entering information on the referral form, which is sent back to the referral creator in CWDS.

Statewide Referral System



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BackgroundThe Workforce team received feedback from staff users and local boards that the CWDS Ad-Hoc Reporting functionality is cumbersome and difficult to understand. A group of Ad Hoc super users from various program areas was established.

Potential Enhancements:

The subcommittee has been compiling a list of Ad-Hoc objects which need to be corrected, added, or removed.

Development of Ad-Hoc Training materials and/or How-To documents.

Clean up the existing reports since so many have been created over the years.

Identify the common/frequent data requests from local boards and other partners.

Development of a sets of standard reports which can be made available for the local boards and other partners.

Devote an area in Ad-Hoc to these reports which would be categorized by type/area of interest.

Enhanced Ad Hoc Reporting



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Communications Approach and Guiding Principles

Activity 1:

Develop and Execute a Communications Plan

Activity 2:

Develop a change champion network (e.g. “PA CareerLink Champion Network”)

1. Identify target audiences and communication needs2. Assess channels, modalities, and frequency3. Review draft plan with DLI

1. Champions are onsite CareerLink POCs for IEP specific communications, trainings, and post implementation support

2. Champions provide the feedback loop, which will further support refining communications and training output and outcomes

DLI’s Role

▪ Review the draft communications plan as well as individual communications. ▪ Support Deloitte with delivering communications through approved channels and methods. ▪ Partner with Deloitte to create a highly influential and positive change champion network. ▪ Work with Deloitte to assess the impact of communications and change champion network.

Approach

Guiding Principles and Best Practices

TBD

Communicate just in time in alignment

with key milestones

Offer timely reminders prior to activities if action or awareness is needed prior to key milestones or events. This instills a fresh perspective and

mitigates forgetfulness.

Keep it simple Use simple and straightforward language to convey messages. Remove any unnecessary information to keep focused and concise.

Leaders firstEquip leadership and PA CareerLink Champions with information and tools to enable them to be successful in their role as change advocates

for their respective offices and regions.

Keep the message consistent Use consistent templates, logos, words, and actions in messages.

Explain the bigger picture Place objectives in the larger context of key priorities and other state government initiatives.

Measure success Solicit feedback regarding communication effectiveness to ensure that the methods being used are most effective for the audiences.



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PA CareerLink Champion Network

This is a network of staff across the 58 PA CareerLink centers and levels who will help facilitate staff in the transition and adoption of DLI’s new Workforce IEP/ISS. PA CareerLink Champions serve as ambassadors and quality assurance agents who “champion” this period of transition. Their purpose is to promote the awareness and understanding of moving to the Enhanced Workforce IEP/ISS and provide information and resources to their colleagues.

• Be advocates of the change

• Attend prep calls in advance of go-live

• Participate in advanced training prior to go-live

• Be willing to serve as a primary contact for their CareerLink location following go-live

This network will be critical by addressing issues/questions, sharing information, and providing feedback to the project team regarding concerns or needs

1. Demonstrate a positive attitude toward change

2. Display leadership qualities amongst their peers

3. Participate in periodic feedback assessments

4. Distribute communications to assigned PA CareerLink offices

5. Serve as points of contact to PA CareerLink Staff

6. Act as “go-to” resources for Staff in their assigned offices

What is the PA CareerLink Champion Network?

Role:

What will be expected of a PA CareerLink Champion?



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Training Approach and Guiding Principles

1. Identify target audiences and training needs2. Assess methods, delivery, and timeline3. Review draft plan with DLI

1. Creation of up to three system simulations/videos to assist users through procedural tasks

2. Development of Quick Reference Guides by end-user function

3. Delivery of up to three webinar trainings, each with the same content, covering system-related functions for PA CareerLink Champion Network

4. Distribution of post-training assessments

Approach

Activity 1:

Create and Execute a Training Plan

Activity 2:

Develop Training Materials and Delivery

Approaches to Support End Users

Activity 3:

Create up to One On-Screen System Tour

1. Creation of a walkthrough to acquaint end-users with the system

DLI’s Role

▪ Review the draft training plan and associated training content. ▪ Support Deloitte with the delivery and/or dissemination of trainings. ▪ Work with Deloitte to assess training outcomes and feedback.

Guiding Principles and Best Practices

Leverage Staff experience

Draw on learners’ on-the-job experiences in training.Recognize that learners may come to training with previous exposure to or opinions about CWDS.

On-demand and flexible approach Allow users to access materials at any moment and at their own pace.

Use realistic scenarios and examplesDevelop realistic examples with input from Program Area leadership.Apply the content to learners’ jobs and responsibilities – always be able to answer the question, “why are we learning this?”



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Post-Implementation Approach and Guiding Principles

Activity 1:

Develop a Post-Implementation plan that allows PA CareerLink Champion

Network to ask questions, identify issues, and provide feedback regularly

Activity 2:

Execute the Post-Implementation Support Plan for Three Weeks

After Go-Live

1. Identify the appropriate channel (e.g. conference call) and frequency2. Establish weekly feedback calls3. Review draft plan with DLI

1. Maintain support to answer questions, resolve issues, and respond to feedback

DLI’s Role

▪ Support Deloitte with scheduling call-in opportunities. ▪ Work with Deloitte to document potential workarounds, issues, etc. in a timely, organized and efficient manner.

Approach

Commonwealth Workforce Development System

Reemployment and System Integration Grant

Ruben Pachay, Director

[email protected]

Keith Baker, Asst. Regional Director

[email protected]

commonwealth workforce development system · 1/9/2019 · integration (rsi) grant to support high...

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