EASTERN WASHINGTON PARTNERSHIPewpartnership.org/wp-content/uploads/2019/12/19.12.12-Board-Packet.pdfAngela Merritt and Jennie Weber. Barry Lamont and Tony Maiorana participated via

EASTERN

WASHINGTON PARTNERSHIP WORKFORCE DEVELOPMENT COUNCIL

956 S. Main • Colville, WA 99114 • (509) 684-8421 • Fax (509) 685-6094 http://www.ewpartnership.org

TDD/TTY (800) 833-6384 or 7-1-1

Serving the Counties of

Asotin • Columbia • Ferry • Garfield • Lincoln • Pend Oreille • Stevens • Walla Walla • Whitman

WORKFORCE DEVELOPMENT COUNCIL AND REGIONAL BOARD MEETING

December 12, 2019 at 12 noon

Spokane Airport Ramada Inn

1. Introductions

2. Approval of agenda

3. Approval of September 26, 2019 minutes

AGENDA

4. Presentation: Eleanor Specht, Columbia Pulp

5. Regional Board Report

6. Chairman's report

7. Quality Assurance report

8. Director's report

9. Labor Market Economist report

10. WorkSource report

11. 0 ld business

12. New business

Next meeting: February 27th, 2020

Action item: 1 motion



EASTERN WASHIN

GTON PARTNERSHIP WORKFORCE DEVELOPMENT COUNCIL

956 S. Main • Colville, WA 99114 • (509) 684-8421 • Fax (509) 685-6094 http://www.ewpartnership.org TDD/TTY (800) 833-6388 or 7-1-1



WORKFORCE DEVELOPMENT COUNCIL AND REGIONAL BOARD MEETING

SPOKANE, WA

September 26, 2019

The meeting of the Workforce Development Council and Regional Board meeting was called to

order at 12:32 PM by Chairperson Bill Clemens.

1. Attendance / Introductions:

WDC: Jerry Anhorn, Jr., Bill Clemens, Gabe Coates, Jim Drake, Scott Habenicht

Angela Merritt and Jennie Weber. Barry Lamont and Tony Maiorana participated via phone.

Regional Board: Scott Hutsell, Steve Kiss, and Arthur Swannack. Todd Kimball participated

via phone.

Contractors and Guests: John Little, Bryan Raines, Jaclyn Jacot, Julia Havens and Doug

Tweedy. Also, in attendance was Suzi Levine, guest speaker.Staff: Rod Van Alyne and Tracy Ferrell

2. Approval of Agenda

Bill Clemens called for a motion to approve the agenda. Art Swannack made a motion toapprove the agenda as presented. Scott Habenicht seconded the motion. The motion passedunanimously.

3. Approval of Previous Meeting Minutes

Bill Clemens calls for a motion to approve the meeting minutes of the previous meeting. ScottHutsell made a motion to approve the May 23, 2019 meeting minutes as presented. ArtSwannack seconded the motion. The motion passed unanimously.

4. Presentation by Suzi LeVine

The commissioner of the Employment Security Department (ESD), Suzi Levine provided apresentation on updates within the department. She began with providing her extensive workhistory that has led her to her new position, which she has held for 14 months. She was asked byGovernor Jay Inslee to fill the position. She accepted and loves her new position.Ms. Le Vine gave an overview of the Vision and Mission statements that her and her staff hadprepared. She shared that the Vision Statement was created using information gathered frompartners, such as those in the Workforce Development Councils. She then presented the valuesutilized at ESD and gave real-life examples of how they are being implemented.

She presented the Strategic Goals that have been set for ESD as follows: • Increase Employee engagement• Reduce the transition time for people to find the right job• Meet the needs of our customers• Improve organizational effectiveness• Prepare for economic shifts• Implement the Paid Family Medical Leave program

There was brief discussion on each goal. Next, the specific areas of focus were discussed. The areas included the Paid Family Medical Leave program. There was a discussion on the initial implementation of the program (the contribution portion) which started January 2019. It was explained that the benefits portion of the program will become available in 2020. When asked about the amount of contributions, she stated that she was confident that there would be ample funding for the benefits portion of the program, and if not, adjustments would be made. The Washington state program will be copied by both California and Oregon.

Ms. Levine shared that the department is now also involved with the Long-Term Care Legislature that recently passed. Both the Long-Term Care and the Paid Family Medical Leave programs are works in progress, and her department will continue to make improvements (Hot Fixes) on issues including software improvements, an issue that was shared by Art Swannack. Her team is currently working on putting together training materials including videos that will better explain to employees what to expect when applying for benefits in the Paid Family Medical leave program.

Art Swannack expressed concern regarding payment into the program when it would be unlikely that he would be unable to utilize the program because of his positions as a farmer and a government official. After discussion, Ms. Levine assured the attendees that everyone in Washington state may need to utilize the program at some point - and it would be available to all that do need it.

Ms. Levine's presentation continued with information on an Economic Cycle Plan that she is creating. She stressed the need to be prepared for the effects of recessions and other upturns and downturns in the economy. The preparations could include cross training teams in order to assure available work and retention of knowledge. She also discussed the sharing of space as needed. This plan is still in the working phase. The next steps include the creation of an ESDWW A economic cycle planning project implementation team. The team will help to expand the Economic Cycle Plan via the Workforce Board.

Scott Hutsell inquired about the prediction process. Ms. Levine explained that caution will be utilized along with internal information, in order to not be the false "bearers of bad news". Indicators will be watched closely, although this could be challenging since the economy is very different right now. Rod Van Alyne added that it would be important to monitor the changes in trends in order to prepare the work force. It was determined that prediction will be difficult.

The next portion of Ms. Levine's presentation was on Transitions, starting with different scenarios including soldiers, farmworkers, students, inmates and mature workers and what they have in common. She added that there are three different scenarios for those facing transitions in the workplace:

1. Denial - those that do not want or cannot change.2. Fear of Robotics - those that believe that robots are going to take over.3. Rationality - those that take the changes in a rational manner.

Ms. Levine shared that David Autor of MIT has provided several good articles on robots and their effect on the job market (https://economics.mit.edu/files/17106). Major items needed in preparing the workforce for automation would include education and funding. An example of an in-house approach to helping employees move forward is a program offered by Amazon regarding their employees that they acknowledge will be short-term workers. These employees are offered in-house training in a variety of other careers, while they work at Amazon. The program is extended to other workplaces, as well. Bill Clemens asked, "How do we get the new job information out to our young people?" This led Ms. Levine into her next topic which was each type of CCL Continuum that is essential to launching students into their careers and ongoing education. Necessary for life-long learning and work are:

✓ Career Launch✓ Career Preparation✓ Career Awareness and exploration

The continuum starts with the career awareness and exploration and this should begin in the 7th

grade of school (not at the Junior/Senior grades). Job fairs should be offered at the younger age and should include 100% participation at the school level. Career preparedness follows with students visits to workplaces, rather than having different workers simply come into classes and explain their jobs. Finally, the career launch, at the Junior and Senior class level should be apprenticeships, with a goal of 60% participation. This final level would require that businesses looking to participate, would work together with their competitors. Ms. Levine has experienced this process while in Switzerland and it has worked in that location.

Ms. Levine ended her presentation with a discussion on Big Cultural Shifts that will be occurrmg:

• Consumers will be replaced with Creators• Stigma will be replaced with Status• Degrees will be replaced with Skills• Dead-End will become Permeability• Programs will be replaced with Systems• One and Done will be replaced with Lifelong learning.

And, average will no longer be the acceptable.

5. Regional Board Report

Scott Hutsell shared that Kathy Covey, Larry Frick, Scott Habenicht, James Kowalkowski andTessa Wicks have terms that are expiring. These board members have all agreed to renew theirterm. In addition, John Little was introduced. John represents the ortheast Washington/NorthIdaho Building Construction Trades and would like to join the Board. Art Swannack made amotion lo approve the renewal of the 5 members terms and to add John Little to the membership.Steve Kiss seconded the motion. The motion passed unanimously.

6. Chairman's Report

Bill Clemens referred to a management letter that was received from the Employment SecurityDepartment regarding the onsite compliance review of the Eastern Washington PartnershipWorkforce Development Council (EWP WDC) and the oversight and administration of theWIOA for PYl 8. The letter explained that their review resulted in No Findings or causes

questioned. The final report will be coming out soon and will be send to Scott Hutsell. Rodcommended former employee Dayna Brown for her work with staff in assuring that allrequirements were met.

Bill Clemens reported that he and several other board members had participated in a Listening Session with by Ron Painter, CEO of the ational Association of Workforce Boards on August 14, 2019. There was a great deal of good information shared including collecting information for better performance, the new trends (40-hour week changes), and where we are with Workforce (the needs and wants). Jenni Weber shared that our area was one out of only ten

listening sites in the country. Scott Habenicht added that he had had concerns about the location (Spokane), but small towns were included in the conversations and represented well. There was a question regarding the 40-hour week trend. Jenni and Bill explained that it was stated that workers today have a desire for more flexibility and access to remote work. There is a larger emphasis on where they live as opposed to how much they make. Workers are willing to take less pay for a better quality oflife. Finally, all agreed that there was good conversation held during the session.

Bill reported that the Workforce Training and Education Coordinating Board held their regular

Board Meeting in Colville at the Tri-County Economic Development District (TEDD) office on September 11, 2019. He added that Rod Van Alyne had the opportunity to meet with the Board regarding local challenges. Rod shared that a Board member had left early, and when an attempt was made to contact the Board member shortly after he left, the Board got a first-hand experience of the difficulties facing our area regarding broadband. The TEDD office was an excellent location for the meeting, as it demonstrated the partnership(s)

that occur in our area.

7. Quality Assurance Report

Jerry Anhorn, Jr. reported that the Quality Assurance Committee had not met because there wereno reports to review. There was a lapse between the time that Dayna Brown left, and TracyFerrell came on board. Tracy will be trained in both ETO and reporting in the next week, andQA Committee meetings will resume.

Jerry referred to a letter that was provided to attendees giving an update on ETO. The letter explained that after attempts to resolve issues with ETO, it was made clear that there was going to be no resolution. This has caused the integrity of data to be called into question. Work on replacing ETO is going well with projected completion of clean-up of data and improvements to data tracking by the end of 2019. In addition, the new system should be in place by the summer of 2020. The U.S. Department of labor will begin binding negotiations and performance assessments with the PY2020 - 2021 negotiations in the spring of 2020. The first year of the USDOL sanctions will be in 2023, allowing for two full years of ACCURATE data. Because of this situation, the local Workforce Training and Development Boards will not be sanctioned if they are not able to meet their performance targets. However, they must continue to properly

determine eligibility and assure that funds are spend according to the federal and state

regulations. They must also continue to assure that contractors and staff are correctly entering information into the ETO system. Art Swannack asked if the Federal Government would be following suit? The response was yes, and it was noted that there is great progress and things are on track for the replacement of ETO.

8. Director's Report

Rod Van Alyne thanked Suzie Levine for attending the meeting and providing the presentation.

The performance of all those involved with the Eastern Washington Partnership was discussed.

Rod was very pleased with the outcome and the letter that was received. He will assure that any

findings are answered. He added that the positive letter regarding the review was the direct result of the excellent monitoring, thanks to Dayna Brown. She worked well with the staff in assuring that inputs were correct and that they were well trained in ETO.

Rod welcomed Tracy Ferrell, stating that he was glad to have the much-needed help in the office.

Rod added to the earlier conversation regarding the Listening Session with Ron Painter. There

had been specific conversation regarding the in-school and out-of-school status of students and the challenges faced because of a lack of options in our rural area. He was told that the conversation would continue at the next stop, which was Omaha, Nebraska. Rod expressed concern about the rural-ness of Omaha. Rod also stated that he had addressed concerns regarding the Infrastructure Funding Agreement (IF A) and the One-Stop Facilities and the challenges with focusing on just one facility.

Rod shared his pleasure with having the Workforce Training and Education Coordinating Board

in Colville. It was nice to meet all the Board and join them at an informal dinner at Fireside Pizza. During the dinner, a Bingo game was held. Rod found that the Board members were very, very competitive.

Rod announced that he had been appointed to the Employment Security Advisory Committee (ESAC) and will be seeking input from the council to present to the ESAC. He is very excited about this opportunity. Rod also shared that the Career Connect Regional etworks have been

named and five counties our of seven were included in the Greater Spokane Incorporated network.

Rod reported that applications are being reviewed in our areas to determine Demand Occupations. There will be a meeting held next week to discuss the results.

Rod pointed out that the Integrated Service Delivery Goals for WDC from the 2016-2020 Strategic Plan had been included in the board packets. These goals will likely need to be updated

/ modified to align with the statewide Talent and Prosperity for All (TAP) plan. He asked that the goals be reviewed to determine what still makes sense and what changes will be needed. He is looking for guidance in order to be in alliance with TAP and is hoping for a good process. Art Swannack asked if there is a state plan to compare to. Rod replied that there is, however, the challenge is not knowing the exact direction, as the TAP process is still be updated. In addition, the federal government will require that TAP be in alignment with regulations in the Perkins loan

program. It is hopeful that there will be decisions made on the TAP in November. As soon as

any information is received, it will be distributed. Rod may be seeking additional assistance with this project. Suzie La Vine advised that Mark Manke be advised ifthere are any themes that may need to be added as well as those needs that should be held or expanded.

10.WorkSource Report (out of sync due to travel arrangements)

Jennie Weber presented the report on information gathered from July 1, 2018 -June 30, 2019.Of special interest was the increase in services utilized electronically. The increase will allowstaff to better deliver more specific needs to others that need it in person. Under EmployerServices, the issue of needing more applicants and the RJGHT applicants remains a challenge. Itwas noted that there are different methods be used to bring employees into the workplaces,including using soft skills to train. Jennie also discussed the Job Seeker demographics, notingthat the trends remain unchanged (Male seekers exceed female seekers, and those with high

school or equivalent education are the most common).

(Jennie Weber and Suzie Le Vine left the meeting)Bryan Raines presented an update on the Teck Mine with Gabe Coates. Bryan stated that Gabehad been integral in the layoff process. Bryan also commended the WorkSource staff. Theymade themselves available at the end of each shift to discuss options with employees. Inaddition, those that were in the office stepped up to assure that information was mailed out in atimely manner regarding the Trade Act approval that was granted on September 9, 2019. Thiswas Bryan's first time dealing with the Trade Act and it was a learning experience. However,with the open communication provided to, and with Teck, everything went well and there wasgood turnouts at all the trainings/meetings. Gabe added that he has been through several closuresand the communication between Teck management and the WorkSource staff resulted in the bestsupport structure so far in his experience. It was noted that the Trade Act approval process wasvery long and made things even more difficult for the workers. It was asked why the approvalprocess took so long. There was no definite answer. However, it was believed that a change inthe acting investigator may have slowed things down. Rod noted that there was an abnormallylarge number of employees that opted to seek a job change (approximately 20%). There iscooperation with the Spokane Community Colleges on education opportunities for those thathave chosen this option. Those involved with the mining industry typically move on to the nextmine when one closes. However, more were looking to remain in the area.There was a brief conversation regarding the homes that went on the market and how fast theywere sold or rented. This was likely the result of a housing shortage in that area.

Improved Customer Access was discussed. Rod noted that there is work available at this time, but not so much training. He also added that in Lincoln County, WorkSource Staff will be visiting the area on a weekly basis beginning October 1, 2019. During the winter months, visits will be cut to twice per month. Rod stated that Kelly Charlton's goal is to have staff available in the Lincoln County area that does not have to travel.

Rod completed the update with kudos for the staff during the state monitoring visit. He is very excited about the report and will be sure to distribute it as soon as it is received.

9. Labor market Economist Report

Doug Tweedy noted that there are three industries that need to be looked at and should beincluded in the goals:

1. Agriculture2. Manufacturing

3. Transportation/WarehousingThere are big changes happening in these three areas, and information regarding those changes needs to get out into the school systems.

There was discussion on the commuting patterns in Stevens and Pend Oreille Counties. Doug stated that the trend is rising. Representatives from other areas, especially Lincoln County, added that they are seeing more commuting to outside of their area, as well. A new trends were also shared - residents from the Hermiston, Oregon area are commuting into the tri-cities area for work. In addition, those that have jobs on the west side of the state of Washington are relocating to the East side of Washington and retaining their west side job when their employer allows. This is a direct effect of good broadband service. There was a brief discussion on the effect of technology on farming. There does not appear to be as much of a shift to the use of technology in farming in our area. This could be a result of the cost of technology. It was noted that farming in the Palouse area of the state does not compare to farming in other parts, such as Wenatchee and Yakima (different types of crops and harvesting). Columbia Pulp in Starbuck is doing a wonderful job at using technology in their business. It is hoped that a representative will provide a presentation at the December meeting of the Board.

11. There was no Old Business

12. There was no New Business.

Brief round-table updates were provided: • Julia Havens- Department of Commerce, Eastern Washington stated that she was

available to participate in the Board meetings whenever needed and wouldappreciate updates.

• Jocelyn Jacot, Spokane Community Colleges that they have started a project toexplore the patterns of rural students. They are monitoring what and why they areattending classes and what resources they need. This is a difficult task, as it issometimes a challenge to determine which students are actually "rural", once theyare on campus.The first Cohort session was held recently. Because of the abundance of jobsavailable, the turnout was small. However, the welding class being held inColville has 19 students. There are plans to start a similar welding class inNewport.

• Jerry Anhorn, Jr. shared that Walla Walla Community College has started atraining program in conjunction with Tyson and FirstFruits Farms. Theseprograms focus on industrial maintenance and manufacturing. He also noted thatthere is an upswing in commuting from Burbank to the Tri-Cities area.An FYI was shared: Tyson has expanded and now provides all the burger pattiesfor the United States West Coast facilities.

The 2020 Meeting Calendar was pointed out. However, it was determined that there was a mistake in one of the dates. The correction will be made, and the calendar will be redistributed.

EASTERN WASHINGTON PARTNERSHIP WORKFORCE DEVELOPMENT COUNCIL

956 S. Main • Colville, WA 99114 • (509) 684-8421 • Fax (509) 685-6094 http://www.ewpartnership.org TDD/TTY (800) 833-6388 or 7-1-1



Quality Assurance Committee Meeting

December 6, 2019

A meeting of the Quality Assurance (QA) Committee was held by conference call on Friday, December 6, 2019 at 1 :30 PM. In attendance were Committee members Jennie Weber, Jerry Anhorn and Tessa Wicks. Also, in attendance were staff members Rod Van Alyne and Tracy Ferrell.

Rod Van Alyne pointed out that with the change in the Administrative Service Manager position, there would also be a change in the reports. He would like to present a report(s) that is less busy. Information will be simplified. However, because Tracy Ferrell is still new in the position and there has been a great deal of activity in the last few months, the new reports are still in the works.

A "rough" report was created and had been forwarded to the committee members. This report provided information on Emollments and Exits only. The "carry-in" piece of the report was not included, but is being worked on, as it is more complicated. Jerry asked if, when the carry-in piece is added, will it change the numbers - specifically the percentage numbers. Rod stated that he did not anticipate that the numbers for current period would not change, but the annual percentage would change. There was further discussion on how the new report might look. The goal is to track how the contractors are doing overall within a certain period. The new report would allow for the inclusion of trends such as seasonal trends.

There was discussion on the Exits that were on the new report. Rod explained that because the carry-ins were not included in this report, the Exit numbers were ballooned. When the carry-in piece is added, it will make the Exit counts more accurate. Rod further explained the Cumulative numbers that were presented on the Youth Exits numbers of the report. He added that the final report should include all measurable objectives. However, this would require that our service providers enter additional information pertaining to the exits. This creates the need for further conversation and training with the service providers, but eventually the new reports will give a better idea of how everyone is meeting their performance measures.

Rod added that there would also be a financial overlay report provided. It is the intent of staff to have all new reports presented prior to the February WDC meeting. The reports for February will show all progress to date.

Rod reported that in January, discussions will begin with the Washington State Workforce Board on target-setting for 2020-2021. In the past, this has been hindered by issues with obtaining data required by the Department of Labor. The DOL had provided for an allowance because of the issues with collecting data. However, data provision is getting better and Rod is confident with

the progress. Rod commented on the importance of collecting and providing good numbers

gathered from correct data.

Rod shared that there would be an upcoming RFP (Request for Proposals) regarding the Youth, Dislocated Worker and Adult Programs. At the next WDC meeting, he will open discussion regarding hiring an individual to manage the RFP process, as has been done in the past. The Quality Assurance Committee will be involved with the process. They will be responsible for reviewing outcomes as well as data from past performances. At the WDC meeting, there will also be conversation regarding updating the Strategic Plan.

Rod asked ifthere were any further questions from the committee. Jerry asked if Rod had any

concerns regarding some of the low numbers that were included in the report that the committee

had received. Rod stated that to be this far in the year and have the low numbers is concerning and will require that conversations be started with contractors. There was less concern regarding in-school numbers. When matched with the out-of-school numbers, everything looked good. It was noted that there are ample opportunities available for training and further education at this time, so numbers should not be low.

Both Jerry and Jennie noted that they appreciated the revision in the reports. Making the report appearance more simple and easier to read is going in the right direction. Rod added that the reports need to "make sense" to all that review them.

There was a brief discussion regarding attendance at the upcoming WDC meeting. Rod shared that there would be call-in numbers, so encouraged anyone that was unable to make it to Spokane use the numbers to participate in the meeting.

Employment Security Department WASHINGTON STATE

Eastern Washington Partnership Workforce

Development Council

Serving Ferry, Pend Oreille, Garfield, Stevens,

Columbia, Lincoln, Whitman, Asotin and Walla Walla

Counties

PY 2018 Monitoring Report

Greg Ferland. Director of Workforce Monitoring [email protected] I 360-890-3443

Onsite review conducted

.lune 24 - '27. 2019

Issue Date: November 5 2019

Table of Contents Eastern Washington Partnership Workforce Development Council

Executive Sun11nary

...................................................................................................................... 3

Onsite Con1munication ................................................................................................................. 4

Docun1entation of llevie,v ........................................................................................................... 5

Monitoring Observations ............................................................................................................. 5

Noted Practices .............................................................................................................................. 6

Results ............................................................................................................................................ 7

Eastern Washington Partnership Workforce Development Council

PY 18-Monitoring Report

2 September 2019

EXECUTIVE SUMMARY

Background and Monitoring Objective

Employment Security Department's Workforce Monitoring Unit (ESD's Monitoring Unit) conducted an annual onsite compliance review of the Eastern Washington Partnership Workforce Development Council (Eastern Washington) on June 24 - 27, 2019. The review was conducted in accordance with the Uniform

Administrative Requirements 2 CFR Part 200; the Workforce Innovation and Oppo11unity Act (WIOA),

Sec. 184(a)(4); and additional requirements established by Department of Labor Employment and Training

Administration (DOLETA) and ESD policies, rules, and regulations.

Scope

In keeping with general monitoring practices, not all transactions and activities were examined. ESD's Monitoring Unit randomly selected individual participant files and administrative/fiscal

documents for review. The following areas were examined and tested during this review period:

WIOA Youth Program:

• Eligibility.

• Objective Assessment.

• Individual Service Strategy.

• 14 Program Elements.

• Program Enrollment.

• Outcomes, when applicable.

• Program Completion, when applicable.

• Follow-up Services, when applicable.

• Self-attestation, when applicable.

• MIS/ETO.

• Case Notes.

• Miscellaneous Observations.

WIOA Adult and Dislocated Worker Programs:

• Eligibility and documentation requirements.

• Supportive services and needs-related payments, when applicable.

• Data integrity including the recording of supportive services/needs-related payments in the State'sMIS.

• Elements from the ESD Monitoring Unit PY! 7 review.

Administrative and Fiscal Review:

• Policies/Procedures.

• Administrative Controls/Monitoring (Subrecipient/Contractor and Pass-Through Entity)

• Internal Controls.

• Cash and Financial Management.



3 September 2019

• Cost Allocation Plan or Rate.

• MOUs/RSAs/IFAs.

• Procurements/Contracts.

• Support Services and Needs Related Payment.

• Single Audit.

• Grievance and Complaint.

• Personnel.

Statewide Discretionary Contracts Compliance Review:

Rapid Response Increased Employment Initiative (RRIEI) and Career Connect Washington

(CCWA):

Program:

• Tasks specified in the contract.

• Quarterly reporting requirements.

• Eligibility of participants and employers.

• Services provided.

• Outcomes, when applicable.

• Program Completion, when applicable.

• Self-attestation, when applicable.

• MIS/ETO.

• Case otes.

Administrative and Fiscal Review:

• Cash & financial management.

• Administrative controls and Monitoring.

• Procurements/Contracts.

• Cost Allocation & Personnel.

ONSITE COMMUNICATIONS

To ensure transparent communication occurred during the onsite compliance review, ESD's Monitoring Unit conducted an entrance meeting with Eastern Washington staff on the first day of the visit. The

entrance meeting provided an opportunity for the monitoring agenda to be finalized, points of contact identified and confirmation of other monitoring related activities. The entrance meeting also provided an opportunity for Eastern Washington staff to share changes that occurred in their area since the last ESD monitoring review, challenges and successes they have experienced, as well as future endeavors.

There was ongoing interaction between ESD's Monitoring Unit and Eastern Washington staff throughout each day of the visit. At the end of each day, ES D's Monitoring Unit provided Eastern Washington staff a Daily Observation Report (DOR).



4 September 2019

fhe exit meeting provided Eastern Washington staff with a summary of the compliance review, outstanding items to address (if applicable), noted practices observed during the visit and next steps in the ESD monitoring process.

DOCUMENT ATION OF REVIEW

DO R's were shared with Eastern Washington staff at the end of each day summarizing ES D's Monitoring Unit activities and observations up to that point. Typical DORs included any items to address or questioned or disallowed costs (if applicable), as well as documentation of items to address that may have been resolved during the visit. The final DOR from the onsite review was provided to Eastern Washington staff on June 27, 2019.

MONITORING OBSERVATIONS

Program - WIOA Youth:

ESD's Monitoring Unit reviewed eight (8) WIOA Youth files. There were no findings and no questioned costs.

Program - WIOA A d ult:

ESD's Monitoring Unit reviewed ten (10) WIOA Adult files. There were no findings nor questioned costs.

Program - WIOA-Dislocated Worker:

ESD's Monitoring Unit revie·wed ten (10) WIOA Dislocated Worker files. There were no findings nor questioned costs.

Program - Career Connect Washington (CCWA):

ES D's Monitoring Unit reviewed two (2) CCW A files. There were no findings nor questioned costs.

Program - Rapid Response Increased Employment Initiative (RRIEI):

Eastern Washington did not enroll participants into the RRIEI program in PYI 8 resulting in no program files to review.

Administrative & Fiscal Review: ESD's Monitoring Unit found the following administrative and fiscal procedures to be in compliance with State and Federal requirements:

• Policies/Procedures.• Administrative Controls/Monitoring (Subrecipient/Contractor and Pass-Through Entity).• Internal Controls.• Cash and Financial Management.• Cost Allocation Plan or Rate.• Procurements/Contracts.



5 September 2019

• Support Services and Needs Related Payment.• Single Audit.• Grievance and Complaint.• Personnel.

NOTED PRACTICES

Noted practices observed during the program review included:

• Dislocated Worker Program case notes: The service provider is commended fordocumenting the following in case notes:

o The reason for late ETO service entries, ando The dates supportive services were obligated, the type of service obligated,

where the item was purchased and the date and amount of the actual invoice.• Rural Resources Adult Program supportive service documentation:

o The documentation of supportive services was well organized in the hard file.Documentation was straightforward and easy to match to services recorded inETO. The files contained little post-it notes that informed the reader of thestatus of the supportive service. Very thorough.

o The Support Service Log in the hard files contained two additional columns notseen elsewhere in the State: one column reminding the case manager to recordthe support service in ETO and another column reminding the case manager torecord a corresponding qualifying service on the same date as the supportiveservice.

• Case notes for OSY ETO ID 905529: The case notes were brief, succinct and frequent andcommunicated a clear picture of the youth's activities, progress, planned services andoutcomes. The frequency of the case notes demonstrated the case manager's on-going interestin the success of the participant. Reasons for edits to the ETO record were also welldocumented. Very well done.

• Youth Program-Recording Services in ETO: While there were some common errorsidentified in the recording of youth services in ETO, the WTOA Youth Program serviceproviders are commended for their diligent effort in tracking their interactions with youthparticipants in case notes and recording those interactions as services in ETO.

• Youth-CCW A Program: Supportive Service documentation: The supportive servicedocumentation in both the CCWA and WIOA OSY hard files was well organized. It was easyto match the documentation in the file with the services recorded in ETO. As with the WIOAAdult Program, the hard files also included Support Service Logs that were up-to-date andincluded columns reminding the case manager to record the service in ETO.

• Youth Follow-up Services & Post-Exit Contact Agreement, (ETO ID 905529, RRColville): WlOA requires all youth to be notified of follow-up services at the time of programenrollment. The hard file contained a "Youth Follow-up Services & Post-Exit ContactAgreement" that went above and beyond the minimum notification. The form spelled out thetypes of services youth are eligible to receive during following-up and included frequency ofcontact between the case manager and youth during the follow-up period. Both the participantand case manager signed the form.• CCW A enrollments and services recorded in ETO: There were over 40 services



6 September 2019

recorded in ETO between the two (2) WIOA OSY participants co-enrolled in CCW A. The case managers did an excellent job documenting their interactions with the participants and the participants' progress/outcomes in case notes and supporting those case notes with the correct service in ETO. Only one incorrect Youth/CCCWA service was identified of the 40+ services recorded in ETO.

• Career Connect Enrollment, Participation and Exit Checklist: The "Career ConnectEnrollment, Participation and Exit Checklist is a multi-page document that walks the casemanager through all of the required CCWA program enrollment requirements, including thenecessary steps to complete the CCW A enrollment in ETO, requirements for the CCW ACareer Plan, WEX and Mentorship documentation requirements, how to complete a CCW Aservice in ETO and much more. It is evident the Service Provider took great care in ensuringtheir staff was aware of the CCWA-specific enrollment and documentation requirements. Thiswould have been a great tool to share with other L WDBs during this past year of monitoringthe CCW A program.

RESULTS

ESD's Monitoring Unit determined that there were no findings nor questioned costs.

ESD Monitoring Unit:

Greg Ferland, Director of Workforce Monitoring

Phouang Hamilton, Workforce Monitor

Karen Downing, Workforce Monitor

Diana Cook, Workforce Monitor

Brooke Zielinski, Workforce Monitor

Kari Killian, Monitoring Administrative Assistant


PY 18-Monitoring Report 7 September 2019

AARP American Association of Retired Persons EFAP Emergency Food Assistance Program

ABE Adult Basic Education EO Equal Opportunity

BASC Barriers and Access Solutions Com. EOE Equal Opportunity Employer

BEdA Basic Education for Adults ESD Employment Security Department

BFET Basic Food Employment & Training ESD 101 Educational Service District 101

BLS Bureau of Labor Statistics ESD 123 Educational Service District 123

BMAC Blue Mountain Action Council ETA Employment & Training Administration BSD Basic Skills Deficient ETO Efforts to Outcome CASAS Comprehensive Adult Student ETPL Eligible Training Provider List

Assessment System EWP Eastern Washington Partnership CAT Commissioner Approved Training Workforce Development Council CBO Community Based Organization FFW Families Forward Washington ccs Community Colleges of Spokane FPL Federal Poverty Level CCWA Career Connect Washington FTE Full-time Equivalent CEDA Clearwater Economic Development FY Fiscal year

Association GW Goodwill CESD Colville Employment Security HCD Human Centered Design

Department HIPAA Health Insurance Portability & CFDA Catalog of Federal Domestic Assistance Accountability Act CJ Community Jobs IEP Individual Employment Plan CLEO Chief Local Elected Official I-BEST Integrated Basic Education & Skills CNA Certified Nurse Assistant Training COE Center of Excellence IFA Infrastructure Funding Agreement COLA Cost of Living Allowance ITA Individual Training Accounts COM Department of Commerce ISD Integrated Service Delivery CPS Career Path Services ISS Individual Service Strategy cso Community Services Office ISY In-School Youth CT Classroom Training ITP Individual Training Plan DCS Department of Children Support IWT Incumbent Worker Training DCYF Washington State Department of JJC Juvenile Justice Center

Children Youth and Families JTPA Job Training Partnership Act DET Department of Employment & Training LEO Local Elected Official DOE US Department of Education L&I Labor & Industries DOE US Department of Energy LLSIL Lower Living Standard Income Level DOL US Department of Labor LMEA Labor Market & Economic Analyst DOQ Documentation of Qualifications LMI Labor Market Information DPI Dropout Prevention & Intervention LTU Long Term Unemployed DSB Department of Services for the Blind LVER Local Veterans Employment DSHS Department of Social & Health Services Representative DUNS Data Universal Numbering System MIS Management Information System DVOP Disabled Veterans Outreach Program MoM Month over Month DVR Department of Vocational Rehabilitation MOU Memorandum of Understanding DW Dislocated Worker MSFW Migrant Seasonal Farm Worker EcSA Economic Security for All NAC Nursing Assistant Certified EDA Economic Development Agency NAJA National Association of Job Training EDC Economic Development Commission Assistance

Revised 8-7-2019

NAWB

NAWDP

NCP

NEG

NFA

NRPs

OBJ

O*NET

OIC

OID

OJT

OM

oso

OST

OSY

PIRL

PY

RFB

RFI

RFP

RFQ

RR

RRCA

RRIE

RSA

SAT

SBCTC

National Association of Workforce Boards National Association of Workforce Development Professionals Non-Custodial Parent National Emergency Grant Notice of Funds Available Needs Related Payments Objective Assessment Occupational Information Network Opportunities Industrialization Center of WA Occupations in Demand On the Job Training Operations Manager One-Stop Operator Occupational Skills Training Out-of-School Youth Participant Individual Record Layout Program Year Request for Bid Request for Interest Request for Proposal Request for Qualifications Rapid Response Rural Resources Community Action Rapid Response Increase Employment Resource Sharing Agreement Statewide Apprenticeship Training State Board for Community & Technical Colleges

sec Spokane Community College SEWEDA Southeast Washington Economic

SFCC

SIC

SKIES

SNAP

soc

ss

SSI

SSDI

SSP

Development Association Spokane Falls Community College Standard Industry Classification Services, Knowledge, Information, Exchange System Supplemental Nutrition Assistance Program Standard Occupational Classification Support Services Social Security Insurance Social Security Disability Insurance Subcontract and Service Provider

TANF

TEGL

TAA

TB

TEN

UI

WACTC

Temporary Assistance for Needy Families Training & Employment Guide Letter Trade Adjustment & Assistance Training Benefits Training & Employment Notice (DOL) Unemployment Insurance Washington Association for Community & Technical Colleges

WARN Worker Adjustment & Retraining Notification

WBL Work Based Learning WDA Workforce Development Area WDC Workforce Development Council WEX Work Experience WIA Workforce Investment Act WIASRD Workforce Investment Act Standardized

WIB

WIOA

WITAB

Record Data Workforce Investment Board Workforce Innovation & Opportunity Act Workforce Information & Technology Advisory Board

WTECB Workforce Training & Education

WIN

WIT

WRT

WSIRB

wso

wsu

WWA

wwcc

WWESD

Coordinating Board WorkSource Information Notice Workforce Information & Technology Worker Retraining Washington State Institutional Review Board WorkSource Operator Washington State University Washington Workforce Association Walla Walla Community College Walla Walla Employment Security Department

Revised 8-7-2019

Documents

EASTERN WASHINGTON PARTNERSHIPewpartnership.org/wp-content/uploads/2019/12/19.12.12-Board-Packet.pdfAngela Merritt and Jennie Weber. Barry Lamont and Tony Maiorana participated via