Common Intake and Case Management New York State Swipe Card Technology

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Common Intake and Case ManagementNew York
StateSwipe Card Technology

• by
• Anthony Joseph
• Workforce Development Training Division, NYSDOL

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Overview

1. Implementation of New York States Swipe Card
   System.
2. How it is currently used.
3. Where is it heading.

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Initiation of NYs Swipe Card System

• Mandated by the New York State Workforce
  Investment Board in January 2003.
• The Concept
• A data collection system that is
• Standardized
• Comprehensive
• Able to provide a accurate measure of One Stop
  customers
• Capture unregistered self service participants.
• Help local areas manage One Stop operations.

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Implementation

• Systems to be owned and maintained by the Local
  Areas, and to meet requirements established by
  the New York State Department of Labor (NYSDOL).
• NYSDOL to provide funding to Local Areas to
  install (purchase or upgrade) in each One Stop
  Center and formal affiliate site.
• NYSDOL announced system requirements on 3/31/03
• System implemented by 7/1/03

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Technical Assistance

• Technical Advisories providing policy
  guidelines
• Web board -- for user discussion.
• Vendor-sponsored workgroups for users to
  troubleshoot.
• Workshops at the New York States semi-annual
  WorkforceNewYork conference.

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Local Area Responsibilities

• Request funds from NYSDOL.
• Procure vendor.
• Coordinate implementation within
  multi-jurisdictional areas, and across One Stop
  partners.
• Physical location and configuration of hardware.
• Design Intake Forms.
• Design method for collecting information.
• Reporting to NYSDOL.

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Required Functionality

• Standardize Card design using the States
  Workforce Development logo and the Locals
  workforce identifier.
• Interface customer ID and demographics with
  participant tracking system.
• Capture information on customers accessing One
  Stop Centers, including
• Demographic Information.
• Activities and Services received.
• Workshops.
• Referrals.

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Swipe Card Design
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Required Data Fields

• Currently collecting UI
• Wks. Unempl. in last 26wks.
• Migrant/seasonal farm worker
• PA recipient
• Disables
• Veteran
• Disabled veteran
• Preferred method of contact
• One Stop Identifier
• LWIA
• FIPS Code

• SSN
• First/Last Name
• Date of Birth
• Gender
• Street Address
• City, State, Zip, County
• Phone, Alternate Phone
• Ethnicity
• Race
• Education Level
• Currently attending school
• Currently employed

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Structured Category Lists

• Activities/Services
• Resource Room
• Computer Room
• Business Cust. Services
• Job/Employment Services and Fairs
• Career Counseling and Assessment
• Supportive Services Info.
• One Stop services Overview
• Rapid Response
• Disability Program Navigator

• Workshops
• Orientation
• Re-employment Services/UI
• Resume Writing
• Interviewing Skills
• LMI
• Computer Skills
• Job Search Strategies/Asst.
• Job Readiness
• Business Info. Services
• Supportive Services for Successful Job Retention

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Structured Category Lists

• Referrals to Partners
• LWIA Title I
• Job Corps
• NYSDOL Labor Exchange Wagner-Peyser
• Veteran Services
• NYSDOL VESID (Title IV)
• Adult Ed Literacy (WIA Title II)
• TANF ET Programs
• Dept. of Social Services
• Trade Act / NAFTA

• Senior Community ET Services (WIA Title V)
• Post-Sec. Voc Ed
• Community Services Block Grant
• Migrant/Seasonal Farm Worker
• Native American Program
• HUD ET
• NYSDOL UI
• Other Supportive Services Partners

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Local Area Use of Data

• Determine staffing needs.
• Adjust workshop times and offerings.
• Track repeat customer usage.
• Review customer flow.
• Study effectiveness of marketing efforts.
• Isolate data regarding specialized services.
• Analyze self-service participation.

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Local Area Reporting to NYSDOL

• For PY05 Swipe Card Quarterly Participant
  Report
• Contains select data for each participant who
  used the One Stop during the quarter.
• Prior to PY05
• Monthly Front Door Traffic Report
• Monthly Unique Customer Report
• NYSDOL uses the data to
• Assess market penetration.
• Assess system growth.
• Identify and Report unregistered self-service
  participants.

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State Guidance

1. Local Area Procurement
2. Operations
3. Reporting

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WIA Participants PY05 Reporting
Title 1-B
Swipe Card
Wagner-Peyser
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WIA Participants PY06 Reporting
Title 1-B
Swipe Card
Wagner-Peyser
Title 1-B Participants
PY06 -- Functional Alignment
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Next Steps

• Local Area swipe card systems must be integrated
  with the States case management system (AOSOS).
• Issues
• Statewide system.
• Electronic data exchange with Local systems.
• Need to develop capability to capture
  Individuals Accessing Services Remotely through
  Electronic Technologies.
• Issues
• Data Element Validation.
• Participants who do not voluntarily disclose
  SSN. Asking for SSN is Bad Public Policy!

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The EndThank you!