PHILADELPHIA WORKFORCE DEVELOPMENT CORPORATION Transitional Workforce Division - PowerPoint PPT Presentation

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CORPORATIONTransitional Workforce Division
  • Technical Workshop

Thursday, June 29, 2006
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.

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

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

Topics of Discussion
  • Questions
  • Important Information
  • Contact Information

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
  • PWDC is a 501(c)(3) tax-exempt non-profit
  • PWDC is governed by a Board of Directors.
  • PWDC has approximately 200 employees.

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

Overview of PWDC (continued)
  • Administration
  • Responsible for the management of information
    services, information technology and office
  • 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.

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
  • Replaced the former unemployment offices.
  • One-stop shop for all employment and related
  • PWDC is a member of the Career Link consortium.
  • PWDC staff provides a variety of services at
    Career Link offices throughout the City.

Overview of Funding Streams
  • PWDC receives funding from the City of
    Philadelphia, the State, and the Federal
  • 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).

Overview of the Transitional Workforce Division
  • 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

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
  • 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.

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.

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

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

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.

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

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.

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.

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.

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.

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.

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.

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.

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.

Program Directors
  • For information regarding any of the TWD
    programs, contact one of the following Program
  • 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

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.

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.

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

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,

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

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
  • Staff
  • TWD Program Staff will conduct the audits.

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
  • Frequency 2 times per contract year.
  • Staff
  • Both audits are performed by Finance staff.

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.

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

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

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.

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
  • All Contractors must use CAPS regardless of any
    other internal systems.
  • Training is conducted by the TWD Data Unit.

New Contractor Training (continued)
  • 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
  • All time and attendance must be documented in the
    KRONOS system.

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
  • Training is conducted by the KRONOS Team.
  • Note Contractors will not have access to the
    AIMS system.

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.

New Contractor Training (continued)
  • PWDC offers various training topics throughout
    the year. Contractors will be notified once the
    training schedule has been established.

Types of Contracts
  • Below are sample types of contracts that PWDC has
    had in the past, currently has, or will have in
  • 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
  • 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.

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.

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.

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).

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.

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
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
Commonly Used Acronyms
Commonly Used Acronyms (continued)
Commonly Used Acronyms(continued)
Technical Workshop
  • Questions?

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.

Contact Information
  • Lisa M. Watson, Esq.
  • Sr. Director of Operations/TWD
  • Philadelphia Workforce Development Corporation
  • 1617 JFK Blvd, Suite 960
  • Philadelphia, PA 19103
  • (215) 557-2587 Phone/(215) 557-2555 Fax

Contact Information
  • Melissa J. Merriweather
  • Sr. Manager of Operations/TWD
  • Philadelphia Workforce Development Corporation
  • 1617 JFK Blvd, Suite 960
  • Philadelphia, PA 19103
  • (215) 557-2539 Phone/(215) 557-2555 Fax

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