PHILADELPHIA WORKFORCE DEVELOPMENT CORPORATION Transitional Workforce Division

1
PHILADELPHIA WORKFORCE DEVELOPMENT
CORPORATIONTransitional Workforce Division

• SPOC JSST and PPY
• Technical Workshop

Thursday, June 29, 2006
2
Technical Workshop

• All of the information described in this
  presentation is based on a draft of the new
  regulations and are subject to change based on
  the final regulations issued by DHHS.

3
Topics of Discussion

• Overview of the Philadelphia Workforce
  Development Corporation
• Overview of the Transitional Workforce Division
  (TWD)
• Overview of TWD Programs
• TANF Reauthorization
• Quality Assurance

4
Topics of Discussion

• New Contractor Training
• Types of Contracts
• Payment Frequency and Invoicing
• Sample Payment Structure
• Commonly Used Acronyms

5
Topics of Discussion

• Questions
• Important Information
• Contact Information

6
Overview of the Philadelphia Workforce
Development Corporation

• The Philadelphia Workforce Development
  Corporation (PWDC) formerly known as the Private
  Industry Council (PIC) was established in 1979.
• The organization changed its name in 1998 to
  reflect the changes brought about as a result of
  the enactment of the Workforce Investment Act
  (WIA).
• PWDC is a 501(c)(3) tax-exempt non-profit
  organization.
• PWDC is governed by a Board of Directors.
• PWDC has approximately 200 employees.

7
Overview of PWDC (continued)

• Vision
• To build the bridge to a better workforce for a
  greater Philadelphia.
• Mission
• The Philadelphia Workforce Development
  Corporation contributes to the growth of a strong
  regional economy by providing employers with a
  well-trained workforce.
• The mission is accomplished by promoting
  opportunities for job seekers and employers and
  by actively leading, advocating for, and
  implementing, quality workforce development
  activities.

8
Overview of PWDC (continued)

• DIVISIONS
• Administration
• Responsible for the management of information
  services, information technology and office
  services.
• Executive
• Responsible for communications, community
  awareness, government affairs.
• Finance
• Responsible for the overall financial operations
  of the agency including payroll, accounts
  payable/receivable, and account management.
• Organizational and Human Resources Development
• Responsible for overseeing personnel issues,
  providing training, staff development, compliance
  and grant writing.

9
Overview of PWDC (continued)

• Transitional Workforce
• Responsible for managing TANF funded employment
  and training programs.
• Workforce Services
• Responsible for managing WIA funded programs and
  services for job seekers and employers.
• Team Pennsylvania CareerLink (www.pacareerlink.sta
  te.pa.us)
• Replaced the former unemployment offices.
• One-stop shop for all employment and related
  services.
• PWDC is a member of the Career Link consortium.
• PWDC staff provides a variety of services at
  Career Link offices throughout the City.

10
Overview of Funding Streams

• PWDC receives funding from the City of
  Philadelphia, the State, and the Federal
  Government.
• Funding is received from the following agencies
• US Department of Labor
• US Department of Agriculture
• US Department of Health and Human Services
• Pennsylvania Department of Welfare
• Pennsylvania Department of Labor and Industry
• PWDC also responds to proposals released by the
  Federal Government to obtain additional funding
  (i.e. H1B and Youth).

11
Overview of the Transitional Workforce Division
(TWD)

• TWD is currently operating dual systems
• EARN Center System
• The EARN Center is the cornerstone of the
  employment and training program. It is a
  community based model for the delivery of
  coordinated services. There are currently three
  EARN Centers ten additional EARN Centers will be
  become operational during FY07. Each EARN Center
  is linked to a specific CAO. TANF clients are
  referred from the PCAO to the EARN Centers where
  comprehensive services are provided at one
  location.

12
Overview of the Transitional Workforce Division
(TWD) (continued)

• PWDC
• Currently, TANF clients are referred to PWDC or
  one of its subcontractors. Beginning in July
  2006, clients will no longer be referred directly
  to PWDC (with the possible exception of PPY
  clients).
• PWDC also operates the PPY Program for TANF
  parents age 18-20 SPOC Placement for clients who
  need to complete job search Work Plus program
  for clients on extended TANF and the Fatherhood
  Initiative program for custodial and
  non-custodial fathers of children under the age
  of 18.

13
Overview of the Transitional Workforce Division
(TWD) (continued)

• Beginning in the new fiscal year, SPOC JSST and
  PPY Contractors will receive referrals from the
  EARN Centers and SPOC Placement Contractors. As
  each EARN Center is opened the CAO connected to
  the EARN Center will no longer refer clients to
  the Placement Contractors. It is anticipated
  that by June 2007, all referrals to SPOC JSST
  will come from the EARN Centers. PPY may
  continue to receive clients from the CAO as well
  as the EARN Centers.

14
Overview of TWD Programs

• The SPOC program is the source of many of the
  programs identified below
• Single Point of Contact (SPOC)
• Pregnant Parenting Youth (PPY)
• Fatherhood Initiative (FI)
• Work Plus

15
SPOC Program

• PWDC currently contracts with 18 organizations
  to provide job specific skills training. This
  equates to 30 contracts.
• PWDC currently contracts with 5 organizations
  to provide job placement and job retention
  services.

16
SPOC Program (continued)

• Eligibility Criteria
• Receiving TANF at the time of enrollment or
• Receiving general assistance/food stamps, medical
  assistance/food stamps or non-cash
  assistance/food stamps or
• Able-bodied Adult Without Dependents (ABAWD) or
• A non-assistance custodial or non-custodial
  parent of a child or children under the age
  of 18 who is/are not emancipated. The parent must
  have established parental responsibility or
  agrees to establish or
• Otherwise referred or assigned to the SPOC
  program by the CAO.
• NOTE General Assistance clients without Food
  Stamps are NOT eligible to participate in SPOC.

17
SPOC Program (continued)

• Services Offered
• Work activities (unsubsidized employment,
  subsidized employment, paid work experience,
  community service), assessment, case management,
  job readiness, job specific skills training,
  higher education, adult basic education (GED and
  basic literacy), job placement and job retention
  services.

18
SPOC Program (cont.)

• An important element of SPOC is the development
  of individualized plans that combine work
  activities, education, and training for clients
  needing remediation.
• These programs are designed to enable clients to
  obtain job skills and to improve basic math and
  literacy skills at the same time.
• Length of Program
• Up to 12 months of vocational skills training.

19
Pregnant and Parenting Youth

• PWDC currently contracts with four organizations
  to provide
• all of these services
• Population
• Serves individuals between 18 20 years of age
  who are expectant parents or a parent of a
  child(ren) under the age of six receiving cash
  TANF benefits.
• Eligibility Criteria
• At the time of enrollment, must be at least 18
  and not more than 20 years of age
• Have not yet earned a high school diploma or a
  certificate of high school equivalency
• Must be an active TANF recipient.

20
PPY Program (continued)

• Services Offered
• Education (health, nutrition, parenting,
  remedial), life skills training, job specific
  skills and/or vocational training, case
  management, guided interaction with parent and
  child, career exploration, work activity.
• Length of Program
• Up to six months of PPY activities only if a PPY
  client transitions to SPOC, they will be eligible
  for 12 months of SPOC services.

21
Fatherhood Initiative

• PWDC currently contracts with one organization to
• provide these services
• Population
• Serves custodial or non-custodial fathers with
  the purpose of reconnecting the clients to
  employment so they are able to provide financial
  support for their children.

22
Fatherhood Initiative (cont.)

• Eligibility Criteria
• Be non-assistance custodial or non-custodial
  father of a child or children under the age of 18
  and not emancipated
• Be 18 years of age or older
• Having earnings less than 235 of the Federal
  Poverty Income Guidelines and
• Have established paternity or
• For those non-custodial fathers who are directly
  referred by the Domestic Relations Office, enter
  into a Personal Responsibility Contract.

23
Fatherhood Initiative Program (continued)

• Services Offered
• Education (health, nutrition, parenting,
  remedial), life skills training, job specific
  skills and/or vocational training, case
  management, guided interaction with parent and
  child, career exploration, job placement and job
  retention services.
• Length of Program
• Clients enrolled are limited to six months
  however, an additional six months can be provided
  for skills training that results in an
  unsubsidized job placement.

24
Work Plus Program

• PWDC currently contracts with six organizations
  to provide these
• Services
• Population
• Serves individuals that have received TANF
  benefits for at least 60 months and are not
  currently participating in 20 hours or more of a
  work activity.
• Eligibility Criteria
• Must be a mandatory client who, without good
  cause, has received TANF benefits for 1,830 days
  or more and
• Be a recipient of extended TANF benefits and
• Not be currently active or in a referral status
  in any employment and training program.

25
Work Plus Program (continued)

• Services Offered
• Case management, in-depth assessment, job
  readiness, literacy, work activities (paid work
  experience, community service, subsidized
  employment, unsubsidized employment), job
  placement and job retention.
• Length of Program
• Clients are not limited in the length of time
  they can participate in the program.

26
Program Directors

• For information regarding any of the TWD
  programs, contact one of the following Program
  Directors
• Daisy Rosa, Sr. Director, 215-557-2627
• Single Point of Contact (SPOC)
• Sandra Farmer, Sr. Director, 215-557-2867
• Pregnant and Parenting Youth (PPY)
• Fatherhood Initiative
• Work Plus
• Teresa Dooley, Sr. Director, 215-854-1994
• EARN Centers

27
TANF Reauthorization

• The information listed below regarding TANF
  Reauthorization is
• based on the information available as of the date
  of the RFP.
• Work Participation Rate
• The Personal Responsibility and Work
  Opportunities Reconciliation Act (PRWORA)
  established the Temporary Assistance to Needy
  Families program and created federal
  participation rates which each state is required
  to meet or risk losing a substantial amount of
  federal funds.
• The Commonwealth of Pennsylvania has a 50 percent
  participation rate which takes effect on October
  1, 2006. However because Philadelphia has
  approximately fifty percent (50) of the total
  TANF caseload in the State a much higher work
  participation rate is needed.

28
TANF Reauthorization (continued)

• Core Activities
• The new TANF legislation defines the activities
  that are countable toward the achievement of the
  federal work participation rate. Called core
  activities, they emphasize various forms of work,
  and restrict the length of time clients can
  participate in activities associated with job
  search, education and skills training under
  certain circumstances.
• All TANF clients in all programs will be expected
  to comply with the new regulations.

29
TANF Reauthorization (continued)

• Core Activities
• Unsubsidized Employment
• Subsidized Employment
• On the Job Training
• Work Experience
• Community Service
• Providing Child care to an individual in
  Community Service
• Vocational Educational Training

30
TANF Reauthorization (continued)

• The final regulations will be released by the
  Department of Health and Human Services (DHHS) on
  June 30, 2006. After the final regulations are
  released DHHS allows for a sixty (60) day comment
  period and a thirty (30) day review and based on
  those changes, if any, the regulations will be
  issued in their final form. The effective date
  of the changes in the regulations is October 1,
  2006.

31
Quality Assurance

• Performance Management System
• A Performance Management Tool (PMT) will be
  utilized by PWDC to measure the Contractors
  performance throughout the year.

32
Quality Assurance (continued)

• Programmatic Performance Audit
• Purpose
• To determine if the contractor is providing
  appropriate services to clients and that the
  services are properly documented.
• To ensure that documentation in the clients case
  file accurately represents the information
  reported in CAPS.
• Frequency
• Contractors will be monitored at least 2 times a
  quarter.
• Staff
• TWD Program Staff will conduct the audits.

33
Quality Assurance (cont.)

• Contract Performance Audit -There are 2 separate
  contract audits
• Payment Monitoring
• Purpose To ensure that payments made to
  Contractors match the services that have been
  delivered. Credits are issued when documentation
  is not in the client file.
• Frequency Quarterly.
• Financial Monitoring
• Purpose To review all invoicing submitted by the
  Contractor to alleviate any discrepancies and to
  ensure that equipment, furniture, space, etc. are
  as they are represented in the Contractors
  budget. ADA compliance is also reviewed at this
  time.
• Frequency 2 times per contract year.
• Staff
• Both audits are performed by Finance staff.

34
Quality Assurance (cont.)

• Risk Assessment
• Purpose
• To determine financial risk of those Contractors
  who were not selected through a RFP process.
• Frequency
• 1 time per contract year.
• Staff
• Performed by Finance and TWD Operations Staff.
• Please note Contractors who respond to this RFP
  will not be subject to the Risk Assessment.

35
Quality Assurance (continued)

• DPW/BETP Monitoring There are 2 audits
  performed by BETP.
• Time and Attendance Audit
• Purpose To ensure that clients are participating
  for the required number of hours and that all
  time and attendance is properly documented in the
  clients case file.
• Frequency 1 time per year.
• Full Program Audit
• Purpose To ensure that PWDC is managing all
  aspects of the programs funded by DPW.
• Frequency 1 time per year.
• Staff DPW/BETP staff perform the audits

36
New Contractor Training

• The following training is provided for all new
  contractors
• Data Management
• CAPS Training
• KRONOS Training
• Invoice Training
• Technical Assistance on various topics as needed.

37
New Contractor Training (continued)

• Data Management
• Contractors will be taught the required paperwork
  to record client activities.
• Copies of paperwork is required to be kept in the
  clients confidential file.
• This documentation is reviewed by PWDC and
  BETP/DPW during monitoring visits.
• Training is conducted by the TWD Data Unit.

38
New Contractor Training (continued)

• CAPS
• CAPS is PWDCs official system of record.
  Performance based payments to Contractors are
  made based on the information in the CAPS system.
• All client activities from referral to
  termination must be recorded in the CAPS system
  in accordance with data entry timelines.
• All client contact must be recorded in the Case
  Notes.
• All Contractors must use CAPS regardless of any
  other internal systems.
• Training is conducted by the TWD Data Unit.

39
New Contractor Training (continued)

• KRONOS
• KRONOS is the timekeeping system used by PWDC to
  track client time and attendance.
• KRONOS has been in use for approximately 2 years.
• Clocks are installed at larger Contractor sites
  to allow clients to punch in/out. Other
  Contractors have internet access for recording
  purposes.
• All time and attendance must be documented in the
  KRONOS system.

40
New Contractor Training (continued)

• KRONOS (continued)
• Information from KRONOS is uploaded to the AIMS
  (DPW) system weekly.
• AIMS information is used to measure compliance
  with the Work Participation Rate.
• Information can only be uploaded to AIMS for
  activities that are open in CAPS and AIMS for
  each client.
• Contractors must ensure that all systems are
  reconciled.
• Training is conducted by the KRONOS Team.
• Note Contractors will not have access to the
  AIMS system.

41
New Contractor Training (continued)

• Invoicing
• Training will consist of the following
• How to complete cost reimbursement invoices and
  the supporting documentation needed.
• How incentives should be billed.
• A review of actual vs. projected expenses
• A review of the performance based invoice.
• Training is conducted by the Finance Staff.

42
New Contractor Training (continued)

• PWDC offers various training topics throughout
  the year. Contractors will be notified once the
  training schedule has been established.

43
Types of Contracts

• Below are sample types of contracts that PWDC has
  had in the past, currently has, or will have in
  FY07
• Performance Based
• Require that a Contractor meet a pre-determined
  benchmark or goal before the Contractor receives
  payment for services rendered under the contract.
• Cost Reimbursement
• Allows for the reimbursement of actual costs
  incurred by the Contractor in operating the
  program.
• Hybrid
• The contract is split between performance based
  and cost reimbursement the percentage allocated
  to each can vary.
• The performance based portion is a hold-back
  provision paid in accordance with the terms of
  the contract based on performance.

44
Payment Frequency and Invoicing

• The payment structure and invoicing process
  varies, depending on the type of contract an
  organization has with PWDC. Decisions regarding
  payment structure may also be impacted by State
  and Federal regulations and polices.
• Performance Based Contracts
• Payments are based on specific criteria defined
  in the contract and the Contractors performance
  in meeting that criteria.
• Payment points are usually tied to various
  benchmarks within the program and payment is made
  as the benchmark is achieved on a monthly,
  quarterly or semi-annual basis.
• The percentage assigned to each benchmark varies.

45
Payment Frequency and Invoicing (continued)

• Contractors that have performance based contracts
  are not required to submit invoices.
• Payments are made based on the information
  contained in PWDCs data management systems, CAPS
  and KRONOS as well as DPWs system AIMS (for
  work participation) all Contractors are expected
  to perform their own data entry into the CAPS and
  KRONOS systems.
• The Finance Division runs reports from the data
  management systems to determine how many people
  met the performance benchmarks in the contract.
• Payment is forwarded to the Contractor within
  7-10 business days from the date reports are run.
  

46
Payment Frequency and Invoicing (continued)

• Cost Reimbursement Contracts
• Contractors that have cost reimbursement
  contracts are required to submit invoices to the
  Finance Division within 30 days of incurring the
  cost for most contracts, this is the 30th of
  each month.
• Contractors are permitted to submit an invoice
  which contains a one-month projection of
  reasonable expenses however, the following
  month, documentation must be submitted with the
  invoice to substantiate the actual expenses
  incurred previously.
• Contractors are required to submit documentation
  that supports all of the expenses incurred for
  the previous month (i.e. payroll registers,
  receipts, bills).

47
Payment Frequency and Invoicing (continued)

• A review is done by the Finance Division to
  ensure the Contractor is not spending above the
  allotted funding for each line item.
• Finance makes a payment to the Contractor based
  on its findings and the terms of the contract.
• Payment is made within 7-10 business days from
  the receipt of a correctly submitted invoice
  review may take longer, if there are problems
  with an invoice submission.
• Hybrid
• Contractors do not have to invoice for the
  performance based portion of the contract
  however, they must invoice for the cost
  reimbursement portion.
• The rules identified above regarding the payment
  of the cost reimbursement and performance based
  contracts apply.

48
SAMPLE Payment Schedule - JSSTContract Amount-
200,000 (Does not include the costs for
supportive services or incentives)Hold-back
percentage is 100,000 (50 of total
contract)Cost reimbursement portion is 100,000
49
SAMPLE Payment Schedule PPYContract Amount-
75,000 (Does not include the costs for
supportive services or incentives)Hold-back
percentage is 37,500 (50 of total
contract)Cost reimbursement portion is 37,500
50
ACRONYMNS
51
Commonly Used Acronyms
52
Commonly Used Acronyms (continued)
53
Commonly Used Acronyms(continued)
54
Technical Workshop

• Questions?

55
Important Information

• Proposals are due on Monday, July 17, 2006 by
  500 p.m.
• Proposals must be delivered to PWDC, 1617 JFK
  Blvd, Suite 960, Philadelphia, PA 19103.

56
Contact Information

• Lisa M. Watson, Esq.
• Sr. Director of Operations/TWD
• Philadelphia Workforce Development Corporation
• 1617 JFK Blvd, Suite 960
• Philadelphia, PA 19103
• [phone] Phone/[phone] Fax
• lwatson_at_pwdc.org

57
Contact Information

• Melissa J. Merriweather
• Sr. Manager of Operations/TWD
• Philadelphia Workforce Development Corporation
• 1617 JFK Blvd, Suite 960
• Philadelphia, PA 19103
• [phone] Phone/[phone] Fax
• mmerriweather_at_pwdc.org

58
THANK YOU AND GOOD LUCK!