Workforce Development Board Meeting
Wednesday, June 10, 2015
Kent County Human Services Complex
121 Franklin SE ▪ Grand Rapids, MI 49507
Lunch 11:30 AM ▪ Meeting 12:00 Noon
AGENDA
1.
Call to Order, Chairperson Dave Smith
2.
Public Comment – Agenda Items
3.
Approval of April 8, 2015 Minutes
Action Required
4.
Consent Agenda
Action Required
a.
Foster Care Summer Youth Funding
b.
Planning & Evaluation Committee Quarterly Report
5.
Barry County Funding Recommendations
Nancy Marshall, Committee Chair
Action Required
6.
WIOA Youth Funding Recommendations
Mark Thomas, Youth Council Co-Chair
Action Required
7.
Revised WIOA Participant Numbers
Dave Toorenaar, Associate Director
Action Required
8.
Quarterly Status Report of In-House Service Delivery
Dave Toorenaar
Information Item
9.
Update on Regionalization
Jacob Maas, Executive Director
Information Item
10. Spring Into Action
Mark Bergsma, Committee Chair
Information Item
11. Committee Updates
Information Item
a.
Executive Committee, Dave Smith
b.
Employer Advisory Committee, Kim Fettig
c.
Planning & Evaluation Committee, Gayle Orange
d.
Work Retention Committee, Birthale Archie
e.
Youth Council, Mark Thomas/Ron Modreski
12. Other Business
13. Public Comments
14. Adjournment
UPCOMING COMMITTEE MEETINGS
Executive Committee
Planning & Evaluation Committee
Work Retention Committee
Youth Council
Employer Advisory Committee
Wednesday, July 8, 2015
Friday, September 4, 2015
TBD
Thursday, July 16, 2015
Wednesday, June 10, 2015
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with
disabilities. Michigan Relay Center 1-800-649-3777.
Item #3
Workforce Development Board Meeting
Wednesday, April 8, 2015
Haworth
One Haworth Center ▪ Holland, MI 49423
Lunch 11:30 AM ▪ Meeting 12:00 Noon
MINUTES
MEMBERS/ALTERNATIVES PRESENT: Valerie Byrnes, Ron Modreski, Dave Smith, Cathy Cronick, Nancy Marshall,
Heather Gluszewski, Dan TenHoopen, Mark Bergsma, Marcia Black-Watson, Maureen Noe, Birthale Archie, Cindy Brown,
Kenyatta Brame, Dennis Quam, Cindy Dresent, Nora Balgoyen-Williams, Theresa Thill
STAFF PRESENT: Maureen Downer, Jane Kreha, Gary Herman, Jacob Maas, Dave Toorenaar, Joshua Aderholdt,
Melanie White, Jessica White-Hatinger, Tasha Evens, Amy Lebednick, Christina Dunlop, Deb Lyzenga
OTHERS PRESENT: Lynda Sweigart, Valerie Eavey, Tony Calcagno
1.
Call to Order, Chairperson Dave Smith at 12:00p
2.
Public Comment – Agenda Items: None
3.
Approval of February 11, 2015 Minutes
Action Required
Motion – Ron Modreski
Second – Val Byrnes
Item Approved by Vote – Motion Carried
4.
Consent Agenda
a.
Action Required
Quarterly Performance Reports for Period Ending 12/31/2014
Motion – Nancy Marshall
Second – Dan TenHoopen
Item Approved by Vote – Motion Carried
5.
Prisoner Reentry Funding Awards
Action Required
Dave Toorenaar, Associate Director, requested approval of award amounts totaling $106,655.70 for employment
readiness contractors in Kent and Allegan Counties based on a recommendation from the Prisoner Reentry Steering
Team Co-Chairs.
Motion – Mark Bergsma
Second – Nancy Marshall
Item Approved by Vote – Motion Carried
6.
WDA Quarterly Status Report
Information Item
Dave Toorenaar reported on agency performance since taking services in house, noting that we are on track with
savings as anticipated in spite of reduced funding awards. Dave and Jacob Maas answered board member questions
regarding job training and local wage trends.
7.
WDB Conflict of Interest Attestation
Dave Toorenaar asked members to sign and turn in their Conflict of Interest attestations.
Information Item
8.
Career Quest
Deb Lyzenga, Business Services Manager, gave a brief overview of the upcoming event.
Information Item
9.
Spring Into Action
Information Item
Mark Bergsma, Committee Chair, encouraged members to attend and promote the Spring into Action event on May 14.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with
disabilities. Michigan Relay Center 1-800-649-3777.
Item #3
10. Region 4 Alignment- Consolidation Plan
Information Item
Jacob Maas, Executive Director, gave an overview of the progress to date on conversations regarding regionalization.
He is hoping to have a response from Local Elected Officials to the state's request for an October 1, 2015 deadline.
11. Committee Updates
Information Item
a.
Executive Committee,
Dave Smith, acknowledged the work that the Executive Directors have done with regionalization.
b.
Employer Advisory Committee
In Kim Fettig’s absence, Ron Modreski gave an update on the committee’s work to understand and meet
employer needs.
c.
Planning & Evaluation Committee
Nancy Marshall encouraged members to read the committee report in the board packet.
d.
Work Retention Committee
Birthale Archie encouraged members to attend the Talent Developers’ Forum on Friday, April 17.
e.
Youth Council
Ron Modreski reported that Talent District Career Council is meeting for the first time regionally.
12. Other Business – Jacob Maas thanked those members who attended the NAWB conference. Dave Smith noted that the
occasion made it obvious that Michigan is ahead of most states on regionalization.
13. Public Comments: NONE
14. Adjournment at 1:06pm
Recorded by:__________________________________ Received by:____________________________________
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with
disabilities. Michigan Relay Center 1-800-649-3777.
Item #4a
Area Community Services
Employment & Training Council (ACSET)
SERVICES • JOBS • TALENT
1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org|communityactionkent.org
ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
Executive Committee
DATE:
June 3, 2015
RE:
Foster Care Summer Youth Employment Funding
______________________________________________________________________________
When funding was approved for Workforce Investment Act (WIA) Youth programs, ACSET
staff was granted the authority by the Executive Committee, the Workforce Development Board
and the ACSET Governing Board to allocate funds to current contractors as needs develop
during the program year.
The Workforce Development Agency has recently awarded ACSET funding to support activities
for youth in foster care. Therefore we are seeking your approval to award this funding as follows
to the contractor that specializes in working with youth in foster care.
Bethany Christian Services: $94,767
This funding will be used to provide meaningful summer employment opportunities for 55 youth
in foster care with open cases. Eligibility for the Foster Care Summer Youth Employment
Program is restricted to open case foster youth, ages 14 and older, without a goal of reunification
or likely to remain in foster care until age 18 or older.
The eligible youth will be provided work readiness training and employment opportunities for a
minimum of six weeks, for at least 20 hours per week, at no less than the allowable minimum wage.
The funding for this project is from the Department of Human Services as part of its response to
Dwayne vs. Granholm (2008 No.2:06 ev. 13548). The funding is being awarded as follows: $25,400
for the period April 1, 2014 through June 30, 2015 and $69,367 for the period July 1, 2015 through
August 31, 2015.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
Item #4b
Area Community Services
Employment & Training Council (ACSET)
1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org|communityactionkent.org
SERVICES • JOBS • TALENT ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
Workforce Development Board Planning & Evaluation Committee
DATE:
June 3, 2015
RE:
Planning & Evaluation Committee Quarterly Report
______________________________________________________________________________
The quarterly reports for all Michigan Works! programs were reviewed by the Workforce
Development Board Planning & Evaluation Committee on May 29, 2015.
Quarterly Performance Reports of all Michigan Works! programs for the period are available on
the Kent/Allegan/Barry Michigan Works! website at:
http://michiganworkska.org/home/downloads under Program Reports.
The report attached to this memo provides a dashboard summary of the Quarterly
Performance Reports.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities. Michigan
Relay Center 1-800-649-3777.
Item #4b
Kent, Allegan and Barry Counties Performance Dashboard Report
July 1, 2014 through March 31, 2015
Goal
Performance
Percent of Goal Attained
Individuals Served (unduplicated)
37,047
29,872
80.6%
Due to lower unemployment
Total Visits
135,588
80,919
59.7%
Due to lower unemployment
2,242
1,196
53.3%
Due to lower unemployment
405
1,402
346%
2,400
2,567
107%
155
396
263%
Individual Resume Assistance
8,550
10,847
127%
Workshop Attendance
2,867
1,027
35.80%
3 State Performance Measures
100%
100
100.00%
121
131
107%
100%
100%
100%
100.0%
100.0%
100.0%
Job Seekers
100.0%
101.8%
101.8%
Employers
100.0%
104.2%
104.2%
87.0%
95.7%
110.0%
50.0%
66.6%
133.3%
50%
51%
102%
$2,563
$4,022
63.70%
50%
58%
116%
75.0%
88.0%
117.0%
75%
65%
86.6%
75.0%
81.0%
108.0%
Metric
Status
Explanation
Visitors to Service Centers
Employers Served (Unduplicated)
Business Services
Employers Served
Completion of Employer Job Orders
Number of Training Contracts With Employers
Employment Services
Due to lower unemployment
Trade Act
Enrollments in Training
3 State Performance Measures
Worforce Investment Act
17 Federal Performance Measures
Customer Satisfaction
% Placements prepared for demand jobs
Path Program
Work Participation Rate
Employment Rate
Cost Per Entered Employment Rate
Due to Increased Facility Costs
Prisoner Reentry Program
Attainment of Unsubsidized Housing
Participation Job Readiness/Search Activities
Entered Employment Rate
Employment Retention at 90 Days
Legend
90% or greater of program YTD target
>75 to 90% of program YTD target
<75% of program YTD target
Due to multiple barriers
Item #5
Area Community Services
Employment & Training Council (ACSET)
1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org|communityactionkent.org
SERVICES • JOBS • TALENT
ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
Executive Committee
DATE:
June 3, 2015
RE:
Barry County Funding Recommendations
______________________________________________________________________________
ACSET received one proposal in response to the Request for Proposals (RFP) for an organization to
operate all Michigan Works! programs in Barry County. The proposal was submitted by the Barry
Intermediate School District.
A Proposal Review Committee consisting of Workforce Development Board members and ACSET
staff reviewed the proposal submitted by the Barry Intermediate School District. Although the
proposal received a rating score of 74.4 out of 100 possible points the review committee felt the
performance of Barry ISD since October 1, 2014 is satisfactory and that their response to some of the
proposal questions was due to their unfamiliarity with how ACSET operates programs. Therefore the
review committee recommends that the Barry Intermediate School District be awarded the funding as
listed below for the period July 1, 2015 through June 30, 2016 subject to a review of their contract
performance after six months. This is the same amount of available funding referenced in the RFP.
Employment Services:
$65,052
Trade Case Management:
$30,948
Service Center Operations:
$12,645
Workforce Innovation Opportunity Act Adult:
$93,000
Workforce Innovation Opportunity Act Dislocated Worker:
$132,597
Partnership. Accountability. Training. Hope:
$182,514
Food Assistance Employment & Training:
$9.385
Total Funding:
$526,141
The Proposal Review Committee further recommends that ACSET staff be granted the authority to
allocate any unobligated funds for the programs listed above based if needed during the program year
to the Barry Intermediate School District.
.
Area Community Services
Employment & Training Council (ACSET)
SERVICES • JOBS • TALENT
Item #6
1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org | communityactionkent.org
ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
Executive Committee
DATE:
June 3, 2015
RE:
Workforce Innovation Opportunity Act (WIOA) Youth Funding
Recommendations for the Period 7/1/15 through 6/30/16
______________________________________________________________________________
A Proposal Review Committee consisting of Workforce Development Board members and
ACSET staff developed these funding recommendations which they believe conform with the
WIOA regulations and the needs of youth ages 14-24 in Kent, Allegan and Barry Counties.
Therefore, the Proposal Review Committee recommends the approval of the funding
recommendations specified in this memo.
The Proposal Review Committee further recommends that ACSET staff be granted the authority
to allocate any unobligated WIOA Youth funds as the need develops during the program year.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
Item #6
WORKFORCE INNOVATION AND OPPORTUNITY ACT (WIOA)
SERVICES FOR YOUTH
The Workforce Innovation and Opportunity Act of 2014 (WIOA) authorizes services for Youth.
Eligible youth must be 14 to 24 years of age and meet either the In-School and Out-of School
eligibility requirements. Service to youth are required to be delivered in a year-round program
that emphasizes attainment of basic skills competencies, enhances opportunities for academic
and occupational training, and provides exposure to the job market and employment. Activities
may include instruction leading to completion of secondary school, tutoring, internships, job
shadowing, work experience, adult mentoring, and comprehensive guidance and counseling.
The program also emphasizes the importance of obtaining an industry recognized credential.
Since WIOA requires that 75% of the funds awarded to a local area be utilized to serve youth
defined as Out-of-School, the ACSET Request for Proposals required that 75% of the youth
served by proposers be Out-of-School youth.
YOUTH PROPOSALS RECOMMENDED FOR FUNDING
The contractors recommended for funding will operate youth programs on a year-round basis.
The types of services that will be provided include tutoring, study skills training, alternative
secondary school offerings, paid and unpaid work experience, occupational skill training,
leadership development opportunities, supportive services, employability skills training, adult
mentoring, follow-up services, comprehensive guidance/counseling, financial literacy,
entrepreneurial skills and access to labor market and employment information.
The amount of Program Year 2015 funding awarded to each Kent County proposer was
determined by taking their Program Year 2014 funding amounts and increasing that amount by
32% so that the amount of funding for Kent County programs is the same amount specified in
the RFP. The Allegan Area Educational Services Agency and the Barry County Intermediate
School District are being recommended for the amount of funding allocated in the RFP based
on the population of Allegan and Barry counties.
All proposers awarded funding will be required to spend at least 75% of their awarded funding
on Out-of-School youth except for the Kent Intermediate School District whose waiver to serve
50% Out-of-School youth and spend 50% of their funding on Out-of School youth is
recommended for approval.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
1
Item #6
WIOA Youth Funding Recommendations
Proposer
New
Participants
2015
Funding
2015
% of 2014
Funding
Notes
$243,886
132%
1
Recommended
Funding
Kent Intermediate School District
104
Requested
$196,395
Goodwill Industries
100
$283,289
$181,956
132%
Steepletown Neighborhood Services
81
$185,977
$163,092
132%
Bethany Christian Services
41
$243,094
$113,709
132%
2
Hispanic Center of Western Michigan
50
$306,833
$101,978
132%
3
Arbor Circle Corporation
74
$143,159
$115,848
132%
Allegan Area Educational Services
58
$166,547
$166,547
NA
Barry Intermediate School District
25
$87,502
$87,502
NA
Total Funding Recommended
$1,174,518
1.
The Kent Intermediate School District submitted a waiver to serve 50% of In-School and 50% Out-of School
youth. The proposal review committee recommends approval of the waiver request.
2.
Bethany Christian Services submitted a waiver to serve 60% Out-of-School and 40% In-School Youth. The
proposal review committee does not recommend approval of the waiver request.
3.
The Hispanic Center of Western Michigan submitted a waiver to serve 85% Hispanic youth. The proposal
review committee recommends approval of the waiver request.
Proposal Not Recommended for Funding
Component
Proposer
Youth Activities
Grand Rapids Public Schools
Participants
200
Funding
Requested
$484,975
1. The proposal from Grand Rapids Public Schools was not recommended for funding
because of low proposal rating score and an unreasonable waiver request to only serve
20% of the required 75% Out-of-School youth.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
2
Item #6
Ratings of WIOA Youth Proposals
20
15
100
Youth Activities
Kent Intermediate School District
15.0
44.0
18.0
15.0
92.0
Youth Activities
Goodwill Industries of Grand Rapids
13.0
42.8
16.5
9.7
82.0
Youth Activities
Steepletown Neighborhood Services
14.0
44.2
17.0
10.8
86.0
Youth Activities
Bethany Christian Services
14.0
45.8
14.5
8.2
82.5
Youth Activities
Hispanic Center of Western Michigan
12.0
35.2
18.0
6.3
71.5
Youth Activities
Arbor Circle
14.0
42.5
15.5
10.1
82.1
Youth Activities
AAESA
15.0
42.7
17.5
15.0
90.2
Youth Activities
Barry ISD
14.0
35.2
16.5
15.0
79.5
Youth Activities
Grand Rapids Public Schools
13.0
34.7
17.0
11.5
76.2
Total Score
Proposer
Cost
Effectiveness
Component
Demonstrated
Effectiveness
50
Quality of
Programs
15
Responsive
to RFP
Maximum Possible
Score
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
3
Item #7
Area Community Services
Employment & Training Council (ACSET)
1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org|communityactionkent.org
SERVICES • JOBS • TALENT
ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
ACSET Staff
DATE:
June 3, 2015
RE:
Revised 2015 WIOA Youth Participant Numbers
______________________________________________________________________________
The Workforce Innovation Opportunity Act requires that at least 20% of the funding be spent on
providing paid work experiences for youth. The proposals received in response to our RFP
factored this cost in to the number of new participants that they proposed to serve. When the
WIOA Youth funding recommendations were developed the Proposal Review Committee made
an error in determining the number of required new participants to be served by not adjusting
the number of new participants to be served based on the percent amount of funding awarded
compared to the amount of funding received.
The table below shows revised new participant numbers to reflect the above. Therefore we are
requesting your approval for the revised participant numbers listed below.
WIOA Youth Funding Recommendations
Proposer
Revised
New
2015
Funding
Participants
Requested
Kent Intermediate School District
104
Goodwill Industries
100
Steepletown Neighborhood Services
81
Bethany Christian Services
41
Hispanic Center of Western Michigan
50
Arbor Circle Corporation
74
2015
Recommended
Funding
% of 2014
Funding
Notes
1
180
63
79
44
$196,395
$243,886
132%
$283,289
$181,956
132%
$185,977
$163,092
132%
$243,094
$113,709
132%
2
19
55
$306,833
$101,978
132%
3
$143,159
$115,848
132%
Allegan Area Educational Services
58
$166,547
$166,547
NA
Barry Intermediate School District
25
$87,502
$87,502
NA
Total Funding Recommended
$1,174,518
Item #8
Area Community Services
Employment & Training Council (ACSET)
SERVICES • JOBS • TALENT 1550 Leonard NE
Grand Rapids, MI 49505
ph: (616) 336-4100 | fax: (616) 336-4118
online: michiganworkska.org|communityactionkent.org
ACSET Memorandum
TO:
Kent, Allegan and Barry Counties Workforce Development Board
FROM:
ACSET Staff
DATE:
June 3, 2015
RE:
Quarterly Status Report of In-House Services Delivery
______________________________________________________________________________
As a condition of our approval to provide direct services, the Workforce Development Agency
(WDA) requires us to report quarterly on our program performance and cost savings achieved
with the direct delivery of services.
Attached to this memo is the report that was submitted to WDA for the period ending 3/31/15.
Michigan Works! and Community Action are divisions of ACSET.
ACSET is an Equal Opportunity Employer/Program. Auxiliary aids and services are available upon request to individuals with disabilities.
Michigan Relay Center 1-800-649-3777.
Item #8
Quarterly Status Report July 1, 2014 through March 31, 2015 This report describes the results of the direct delivery of Workforce Investment Act (WIA) Adult, Dislocated Worker, Wagner‐Peyser Employment Services (ES), Trade Adjustment Assistance (TAA), Partnership. Accountability. Training. Hope, and Food Assistance Employment and Training Services. Item #8
BACKGRO UN D The Kent/Allegan Workforce Development Board (WDB) received approval from the Workforce Development Agency (WDA) to begin delivering Workforce Investment Act (WIA) Adult & Dislocated Worker, Wagner‐Peyser Employment Services (ES), and Trade Adjustment Assistance (TAA) services effective July 1, 2014 through June 30, 3017. Approval was also granted to provide direct client services for Partnership. Accountability. Training. Hope. (PATH) and Food Assistance Employment and Training (FAE&T) services effective October 1, 2014 through June 30, 2017. Historically, the above programs were provided through contracted service providers. An in‐house service delivery model would allow Michigan Works! to streamline services and embed demand‐driven strategies throughout the service delivery model. The Kent/Allegan WDB projected the following outcomes would be achieved through the implementation of this approval: 









Reduction of permanent and recurring overhead costs
Elimination of duplicated staff positions
Consistent program service delivery in alignment with WDB strategy
Consistent Michigan Works! branding and one shared voice and vision of the system
Greater oversight of staff and delivery of a demand‐driven system
Operational efficiencies related to strategies, structure, personnel, resources, and
processes
Consistent staff training
Greater flexibility in program design and allocation of funding
Improved performance outcomes
A shared talent pool achieved via cross‐training of staff
Item #8
P R EPARI NG FO R I MPL EM ENTATIO N Our initial planning for direct service delivery began in November of 2013 after receiving approval from the Workforce Development Agency. This planning involved developing job descriptions for the new staff , determining compensation levels and the number of individuals that would need to be hired for each position. Between April and July 2014, Thomas P. Miller and Associates, LLC facilitated a process with ACSET staff to evaluate current service delivery models and gather input. Input sessions were held with ACSET staff, community partners, current sub‐contractors, WDA staff and area employers to identify best practices that could be implemented by Kent and Allegan Counties. Reviewing current policies and practices, gathering input from stakeholders, and researching best practices culminated in the creation of recommendations and action steps to ensure a demand‐driven focus on services to jobseekers at Michigan Works! Service Centers in Kent and Allegan Counties. Following the initial recommendations, ACSET staff participated in a full‐day training session to learn more about what it means to offer demand‐driven services to jobseekers. IMPL EM ENTATION The strategies outlined in our revised business model laid the basis for a “soft” implementation of direct service delivery. As new activities were rolled out, we monitored our progress and identified needed changes before finalizing a formal service delivery design and proceeding with full implementation. In order to align talent supply with employer demand, ACSET developed strategies that strengthened customer engagement and tailored services to individual needs. This was challenging, given the imperative to serve the universal customer. Yet, the talent pool needed to be diverse in order to meet the variety of employers’ hiring needs. Furthermore, a demand‐
driven system required strategies to shape the talent supply, providing counseling and direction aligned with demand. One of the fundamental building blocks necessary for effective service delivery is functional alignment: the integration of services provided by many different funding streams. Better coordination of services increases effectiveness and efficiency, which in turn, increases customer satisfaction and maximizes resources. 2
Item #8
Common Prerequisite Core Services Common Assessment & Career Common Intake Exploration Orientation Career Interests Work History & Preferences Job Search Resume Basic Skills Interviewing Demand Occupation Information Single process to collect common data; determine if “likely to be eligible” for various partner programs Common Individual Employment Plan Case Management Coordination: Coordinated
Intensive and Training Service Delivery Implementation Coordination Review information collected and design a plan to leverage resources to support the plan Information Sharing Follow Up Employment Barriers The intent of functional alignment is to provide the best service possible—regardless of funding stream—and to deliver services seamlessly. This requires a high level of coordination among staff responsible for various funding streams, including co‐enrollment when possible. In working toward functional alignment and demand‐driven service delivery model, it was our objective to ensure that all services provided by Michigan Works! are client‐centric and focused on an individual’s unique needs and interests. All processes within the service centers were examined from the customer perspective to identify potential barriers and opportunities for efficiency. Special attention was paid to transition points during the customer’s experience. Because customers come to Michigan Works! for a variety of needs and at different points within their careers and job searches, it is difficult to identify customers who could benefit from more individualized attention. Therefore, beginning at the initial interaction, Michigan Works! staff use a triage system to identify customers’ needs. The front‐line service center staff work to identify the essential information needed from a customer to determine the level and mix of services needed most immediately. To assess the skills, experience, and interests of talent at the individual level, career coaches were trained to effectively gather and interpret information from all customers. Because career coaches have the greatest impact on jobseekers’ employment plans, they were equipped with the tools and techniques to deliver effective career development guidance and coaching to our clients. 3
Item #8
In August, WIA staff participated in a six week certified Career Coach training through Grand Rapids Community College. The successful completion of this course has provided staff with ability to shift from just management of a case load to systematic Career Coaching of our customers. We have developed a career coaching curriculum that allows the Career Coaches and customers flexibility based on their unique needs. The Career Coach helps customers determine where they would like their career to go and then develops a plan for achieving those goals. WIA Career Coaches have also made great strides in connecting qualified job seekers with the needs of employers. This is being accomplished through department collaboration and includes a more thorough assessment to identify the customer’s employment barriers, skill gaps, credential needs and hidden talents. This approach prepares the customer to meet with the Talent Development Specialist in our Business Services unit to locate appropriate employment opportunities. WIA Career Coaches, Business Service Representatives, and Talent Developments Specialists also meet weekly to review customer resumes and make connections to current employer needs. In addition to implementing the Career Coaching model, ACSET has also partnered with Grand Rapids Community College through the Michigan Coalition for Advanced Manufacturing Grant (MCAM). This partnership provides the opportunity to assist individuals interested in receiving training for in‐demand careers in the Industrial Sector. This includes working closely with the educational training specialists to ensure positions reflect participants’ needs, abilities, and employment goals. Some of the employer customized job trainings offered include Green Construction Remodeling, Machinist/CNC Technician, and Welding/Fabrication Technician. Joint Information Sessions are held weekly to educate potential customers of the services available, employment opportunities and ITA process. Another way that ACSET is supporting a demand driven system is with the hiring of a combat Veteran to provide Career Coaching to WIA participants who identify themselves as Veterans. With the addition of this position, we have been able to bridge the gaps between local Veteran programs, assist Veterans in making the transition between their past military job and civilian careers, and educate employers on the benefits of hiring a Veteran. Since taking services in house we now also provide services for the Disabled Veterans Outreach Program at all of our service centers. ACSET also partnered with local higher education institutions by participating in the Mayor’s To College through College Initiative. This effort supports Grand Rapids Public School youth with researching, applying to and completing at least two years of college. Through this project, Kent, Allegan and Barry Counties Michigan Works services have been promoted and non‐traditional partnerships have formed. 4
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ACSET has also collaborated with the Michigan Department of Corrections (MDOC) and Federal Agents to provide the Facing Choices event. This collaboration brought the Attorney General, parole agents, MDOC Supervisors and local law enforcement together to talk with and educate parolees on the consequences of further criminal behavior. Employment resources, community college information, mental health services and Department of Human Services were also made available during this event to assist and inform parolees of the support systems in place for their use. This one‐time event received positive feedback and may be implemented again in the future. To prepare for delivering direct PATH services beginning October 1, 2014 we moved our PATH program into our Michigan Works! Service Center at 121 Franklin SE, in Grand Rapids where the Kent County Department of Human Services is also located. When we began delivering direct PATH services we added group employability counseling sessions covering topics such as Defense Mechanisms, Stress Management, Employment Barriers, Relationships and Time Management. New workshops in Nutrition, Financial Management and Anger Management have been added and are being conducted by staff from the Michigan State University extension unit. We are also implementing poverty training for staff to so that we can develop a system‐ wide approach for participants with the goal of improving outcomes for families who reside in poverty zones. In order to assess our overall service delivery model, we also placed a customer satisfaction survey on all customer computers in our service centers. Based on input that we received from customers, we added new workshops titled: Job Search for Mature Workers, Personal Branding and Communication Etiquette. The direct delivery of services has had a positive impact on our communications to employers and job. The marketing department has redesigned all of the marketing collateral to provide a consistent message and a strong visual brand. All communications, both print and digital, are routed through the marketing department to ensure compliance with the brand and to project a professional image. Additionally, we have been better able to communicate our successes to our stakeholders; Business Services staff routinely provide metrics and narratives for the marketing department to relay via the e‐newsletter and press releases. This strong link with Business Services also allows us to receive timely and accurate information about current job openings. We have created a weekly Job Blast that goes out to over 4,000 job seekers each Friday. Finally, our accounting department has seen efficiencies in that we reimburse the participants quicker and pay vendors quicker as direct services takes the "middle man" out of the steps in reimbursement. There is greater vendor satisfaction with that quick turnaround. Providing direct services allows ACSET to pay bills directly which allows ACSET to close quicker, thereby giving management the ability to change plans quicker ( if need be). Reports may be more accurate as we accrue items instead of depending on the contractors accounting staff to accurately accrue tuition and support expenses. 5
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STAFFING CHA N GES All new positions were posted from January 31, 2014 through February 28, 2014. We began interviewing for new staff positions on March 24, 2014 and subsequently hired 21 new staff by July 1, 2014 and an additional 36 staff by March 31, 2015. Of these 57 newly hired staff, 60% previously worked for ACSET contractors. Contractor Staffing Prior to 7/1/14 13.5 New ACSET Staff Hired 7
Employment Services & Trade 19 19 0 Business Services 0* 11 11 PATH 40 20
‐20 Program WIA Change ‐6.5 Total 72.5 57
‐16.5 *ACSET brought Business Services in‐house effective 7/1/13. There were no contractors providing
Business Services during this time period. 80
60
40
20
0
WIA
‐20
Employment
Services & Trade
Business Services
PATH
Total
‐40
Contractor Staffing (prior to 7/1/14)
New ACSET Staff Hired
Change
As of March 31, 2015 there were 12 unfilled positions for WIA, Employment Services, Trade and Business Services due to the difficulity of finding staff who met our hiring criteria, individuals rescinding their employment offer from us and minor staff turnover during the new hire probationary period. 6
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COMPARISON OF CO STS The following table illustrates the cost savings due to the elimination of contractor staffing and administrative costs and the addition of ACSET administrative and direct delivery costs for the period in review. WDA Statement of Expense Savings
For the First Quarter Ending December 31, 2014
July ‐ December 2014 Expenses July ‐ December 2013 Expenses 1,956,726.28
679,182.88
(1,277,543.40)
775,908.57
242,773.86
(533,134.71)
125,073.75
190,206.09
65,132.34
46,619.86
14,140.54
(32,479.32)
93,156.55
48,096.44
(45,060.11)
271,404.92
391,480.17
120,075.25
12,787.26
13,781.12
993.86
7,704.69
75,114.83
67,410.14
SAVINGS
(Deficit) Expenses Operating Expenses Wages Fringe Benefits Consumable supplies Transportation Outside services Space and communications Equipment rent and maintenance Equipment purchases Other expense 120,106.82
102,696.92
(17,409.90)
Total operating expense 3,409,488.70
1,757,472.85
(1,652,015.85)
Contractors 94,190.42
2,085,915.92
1,991,725.50
Total Expenses $ 3,503,679.12 $ 3,843,388.77 $ 339,709.65 Note: The Contractor Expense excludes Barry County which was added 10‐1‐2014. • The decrease in Contractor expense was offset by the increase in wages, fringe benefits and
transportation. • The decrease in Consumable Supplies was from planned spending in 2013 on laptops and
computer software. • The savings in Space and Communication is due to a change in a service center location.
 The increase in the Other category is due to staff training (WIAO implementation and BSP)
and membership fees. 7
9.70% Item #8
$5,000,000.00
$4,000,000.00
$3,000,000.00
$2,000,000.00
$1,000,000.00
$0.00
Total Operating Expenses
Contractors
Total Expenses
($1,000,000.00)
($2,000,000.00)
July ‐ March 2015
July ‐ March 2014
8
Savings (Deficit)
Item #8
IMPACT ON P ROGR AM PERFOR MANCE Employment Services 7/1/13 ‐3/31/14 Performance Metric Registrations (New resumes posted) 18,937 7/1/14‐3/31/15 17,181
Resume Assistance 14,338 10,847
‐3,491 Job Search Assistance 8,210 10,909 +2,699 Entered Employment Rate 54% 58.2% +4.2% Employment Retention Rate 82% 82.9% +0.9% $13,109 $13,300 $191 Average Earnings Change ‐1,756 *The decrease in registrations and resume assistance provided was impacted the reduction in the
unemployment rate from 5.9% in March of 2013 to 3.9 % in March of 2015. Workforce Investment Act Performance Metric Adult Active Participants Adult Entered Employment Rate Adult Employment Retention Rate 7/1/13 ‐3/31/14 1,063 7/1/14‐3/31/15 1,169 Change +106 94.6% 96.4% +1.8% 96.9% 97.1% +0.2% $12,679 $18,467 +$5,788 89.6% 95.0% +5.4% 474 362
‐112 99.3% 97.2%
‐2.1% 98.4% 98.8% +4% $15,368 $17,352 +$1,984 Dislocated Worker Credential Rate 90.9% 91.1% +0.2% Participant Customer Satisfaction 97.9 95.7
‐2.2 Employer Customer Satisfaction 86.1 88.3 +2.2 Adult Average Earnings Adult Credential Rate Dislocated Worker Active Participants Dislocated Worker Entered Employment Rate Dislocated Worker Employment Retention Rate Dislocated Worker Average Earnings Trade Adjustment Assistance Act Performance Metric Active Participants 7/1/13 ‐3/31/14 462 7/1/14‐3/31/15 504 Change +42 Enrolled in Training 36.8% 29.9%
‐6.9% Entered Employment Rate 82.7% 82.1%
‐0.6% Employment Retention Rate 94.3% 93.4%
‐0.9% $17,061 $15,960
‐$1,101 Average Earnings 9
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PATH Performance Metric Active Participants 10/1/13 ‐3/31/14 933 10/1/14‐3/31/15 696
Change ‐237 26 20
‐6 48.4% 50.0% +1.6% Completed Classroom Training Employment Rate Case Closure Rate 23.1% 25.0% +1.9% Cost per Employment $3,820 $4,022 $202 The table below shows that with an overall funding reduction of 5.2% in Program Year 2014
compared to Program Year 2014 the impact on services to participants and our overall
program performance as referenced above was minimal.
Program Wagner‐Peyser Trade Case Management WIA Adult WIA Dislocated PATH Total Comparison of Funding Levels PY 2013 Funding PY 2014 Funding $931,884 $926,667 $884,000 $850,000 $1,569,599 $1,302,696 $1,272,237 $1,419,684 $4,437,195 $4,115,027 $9,059,915 $8,648,084 10
Change ($5,207) ($34,000) (266,903) $148,447 ($322,168) ($479,831) Item #8
S UM MA RY The greatest challenges that we faced for the period were due to lean staffing levels. Although we started our recruitment in February of 2014, as of December 31, 2014, 14 positions remained unfilled. This is because we took a cautious approach to hiring and wanted to make sure that the staff we hired would be a good fit for the services we deliver. The decision was made to begin offering direct services before we were fully staffed so that we could determine what additional positions were needed to provide services related to each funding stream. Although our performance declined slightly, the opportunity to assess our true staffing needs was beneficial. We were also challenged with the transition from managing the program operations and financial reporting of sub‐contractors to operating the programs directly and developing our own internal financial reporting procedures. The transition has enabled us to streamline many financial reporting functions by processing them in‐house electronically rather than with the paper previously received from sub‐contractors. Finally, we were challenged with finding time to train new staff while continuing with existing operations. The transition from managing sub‐contractors to managing staff created additional challenges because of the extra time required; our emphasis, when working with participants, changed from a case management approach to a career coaching approach which is more time‐
intensive. Also, when we previously managed sub‐contracts we tended to work in silos, focusing on individual funding streams. We have since learned that to succesfully deliver services in‐
house we need to improve on our internal communications and work as one team. Implementation is not yet complete. Our transition to the direct delivery of services is still a work in process that we will continually review to determine the best way that we can deliver direct services to participants and meet the needs of an employer demand driven system. Attachment A of this report portrays the experiences of the employers and participants we are serving: 11
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Attachment A Feedback From our Customers From Charles: I just wanted to say that you made my experience much less stressful than I thought It would be. As a person that has never had to file for unemployment or go through any of this in my over 25 years of working, you made the whole thing easy, quick, and less demeaning than what I thought it was going to be. Your professionalism, smile, and overall great attitude should be recognized since I am sure that you have to deal with many people that are not in such good moods. I have done retail for over 20 years and it isn't easy. I just wanted to say "Thank You" for going over and above great customer service. From Norm: The progress that West Michigan’s Construction Workforce Development Alliance (CWDA) has made would not be possible without the caring and dedicated team from Michigan Works! Kent, Allegan, and Barry Counties. Specifically: Jacob Maas, Deb Lyzenga, Kevin Lutz, Jane Kreha, Amy Lebednick and many others. We value our partnership and are grateful for your generous support of our programming. From Rebecca: I would like to take a moment to thank you for your time and efforts with my job search. I also would like to say I feel PATH is an awesome program. I am fifty‐one years old and feel like a "displaced housewife" since my loss of employment in May of 2014. I have some health issues that are making it hard for me to do what I used to do, and the PATH program is giving me the confidence and tools to find a new career. I have not felt judged or less than other people here at PATH as I do with the DHS system. Everyone here has been very friendly and very helpful. From Traci: Hi. I'm Working Full Time at Zeeland Hospital in the laboratory doing exactly what Michigan Works paid for me to go back to school for, and I LOVE it. I couldn't be more Thankful. Thank you for keeping up to date with the individuals you helped out. From Osman: Yes, I am all finished. At the moment, I do not need assistance. I had 4 interviews this week plus one tomorrow and one on Friday. I will keep you updated as to what happens. In the meantime, I will send my resume to you and let me know if there is anything I can edit to make it more "appealing". If you want to call it. In short, as a career coach you definitely exceeded my expectations in every aspect. Thank you for all your help to this point. 12
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From Nancy: "Your staff (Anthony, Heather, Troy,Wanda, Heather and Dannie) provided me/others EXCELLENT customer service today They are very knowledgeable and maintain a respectful, personable yet they create a professional atmosphere, I noticed how they all kindly assisted everyone, They appear to be a unified team who strive to serve exceptionally, They treated every customer nice/dignified as they kept things flowing smoothly even when it got congested in spurts, Every staffer I seen was on point and I sincerely appreciate their help/uniform commitment across the board, I had a truly good experience seeing such superb standards being executed today. Plus I've not experienced such excellent service like this at any other site! It's a breath of fresh air and I intend to tell others about the site. No matter what varied needs were entering in for services their qualities are rarely seen in most business today, I believed it's because they are team players focused on providing impeccable service to the public they know WHY they're here and I know why I'll happily come back to this site when needed again." From Elizabeth: I just wanted to thank you for helping me with my resume and cover letter. It made a good impression on the HR department of Fresenius Medical Care, so much so that I interviewed for the Patient Care Technician job on 2/19/2015 and received a job offer on 2/23/2015!! I still have to go through the background check and drug screen but that will all come back good. My estimated start date for orientation and training is 3/9/2015. Thank You SOOOOOOO much for the help and confidence in me. 13