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TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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TheCalWORKsWIOAPartner…
NegotiatingCost-SharinginthePhaseIIMemorandumofUnderstanding
Co-Sponsoredbythe…
CaliforniaWorkforceDevelopmentBoard
CaliforniaDepartmentofSocialServices
CountyWelfareDirectorsAssociationofCalifornia
CaliforniaWorkforceAssociation
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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TheCalWORKsPartner…
NegotiatingCost-SharinginthePhaseIIMOU
ThisMorning…! ReviewWIOApartnershiprequirementsanddiscuss
whatitmeansforsharingcustomers,services,andcosts! OverviewPhaseIIMOUrequirements,content,timeline! Focusontherequiredsharingofinfrastructurecosts,the
consolidatedbudgetforapplicablecareerservices,andtheoptionalsharingofothersystemcosts
! Respondtoquestionsoncost-sharingrequirements
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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BuildingtheAJCCSystemPartnershiptoShareSystemCustomers,ServicesandCosts
RequiredWIOAOne-StopPartners
! WIOAT-IAdult,DW,Youth
! Wagner-Peyser
! AdultEducationandLiteracy
! VocationalRehabilitation
! Career,TechnicalEducation
! TitleVOlderAmericansAct
! JobCorps
! NativeAmericanPrograms
! MigrantSeasonalFarmworkers
! Veterans
! YouthBuild
! TradeAct
! CommunityAction(E/TProgs)
! HousingAuthority(E/TProgs)
! UnemploymentCompensation
! SecondChance
! California:TANF/CalWORKs
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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“WIOAJointFinalRule§678.415:Whatentityservesastheone-stoppartnerforaparticularprograminthelocalarea?Theentitythatcarriesouttheprogramandactivities…isthegrantrecipient,administrativeentity,ororganizationresponsibleforadministeringthefundsofthespecifiedprograminthelocalarea.Theterm“entity”doesnotincludeserviceprovidersthatcontractwith,oraresubrecipientsof,thelocaladministrativeentity.“Question:WhoSpecificallyIstheTANFPartnerinCalifornia?TheTANFprogram(CalWORKsinCalifornia)istherequiredpartnerandtheCountyWelfareDepartment(CWD)isthelocalentitythatcarriesouttheCalWORKsprogram,sotheCWDnegotiatesandsignstheMOU,notsubrecipientsorcontractedproviders.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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RequiredRolesandResponsibilitiesoftheOne-StopPartners! Provideaccessthroughtheone-stopdeliverysystemtosuch
programoractivitiescarriedoutbytheentity,includingmakingthecareerservices…thatareapplicabletotheprogramoractivitiesavailableattheone-stopcenters
! Useaportionofthefundsavailablefortheprogramand
activitiestomaintaintheone-stopdeliverysystem,includingpaymentoftheinfrastructurecostsofone-stopcenters
! Enterintoalocalmemorandumofunderstandingwiththe
localboard,relatingtotheoperationoftheone-stopsystem! Participateintheoperationoftheone-stopsystem
consistentwiththetermsofthememorandumofunder-standing,therequirementsofthistitle,andtherequirementsoftheFederallawsauthorizingtheprogramoractivities
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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MemorandumofUnderstandingContentRequirements! Servicestobeprovidedthroughtheone-stopdelivery
system…includingthemannerinwhichtheserviceswillbecoordinatedanddeliveredthroughsuchsystem
! Howthecostsofsuchservicesandtheoperatingcostsof
suchsystemwillbefunded,including— - Fundingthroughcashandin-kindcontributions(fairly
evaluated),whichcontributionsmayincludefundingfromphilanthropicorganizationsorotherprivateentities,orthroughotheralternativefinancingoptions,toprovideastableandequitablefundingstreamforongoingone-stopdeliverysystemoperations
- Fundingoftheinfrastructurecostsofone-stopcenters
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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! Methodsofreferralofindividualsbetweentheone-stopoperatorandtheone-stoppartnersforappropriateservicesandactivities
! Methodstoensuretheneedsofworkersandyouth,and
individualswithbarrierstoemployment,includingindividualswithdisabilities,areaddressedintheprovisionofnecessaryandappropriateaccesstoservices,includingaccesstotechnologyandmaterials,madeavailablethroughtheone-stopdeliverysystem;and
! Durationofthememorandumofunderstandingandthe
proceduresforamendingthememorandumduringthedurationofthememorandum,andassurancesthatsuchmemorandumshallbereviewednotlessthanonceevery3-yearperiodtoensureappropriatefundinganddeliveryofservices
TheMOU:SharingServicesandCustomerstoShareCosts
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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WSD15-12:WIOAMemorandumsofUnderstanding
DevelopmentofaMemorandumofUnderstanding
“EachMOUshouldactasafunctionaltoolaswellasvisionaryplan
forhowtheLocalBoardandAJCCpartnerswillworktogethertocreateaunifiedservicedeliverysystemthat
bestmeetstheneedsoftheirsharedcustomers.”
ThreeMajorMOUComponents:
1. SharedCustomers
2. SharedServices
3. SharedCosts
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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WSD15-12:WIOAMemorandumsofUnderstanding
PhaseIMOU:ServiceCoordination
ForPhaseI,LocalBoardsareexpectedtoworkwithalloftherequiredandoptionalpartnersintheirLocalAreatodevelopanagreementregardingtheoperationsofthelocalonestopsystem
asitrelatestosharedservicesandcustomers.
PhaseI:CompletednolaterthanJune30,2016
"PhaseIIMOU:SharedResourcesandCosts
ForPhaseII,LocalBoardsshouldbuilduponagreementsestablishedinPhaseIanddeterminehowtobestsupporttheirestablished
servicedeliverymodelthroughthesharingofresourcesandcosts.
CompletednolaterthanJune30,2017September1,2017
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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TheCaliforniaMOUandCost-SharingPolicyChain…
WIOANoticeofProposedRuleMaking(8/24/15)
" WSD15-12:WIOAMemorandumsofUnderstanding(1/20/16)
- PhaseIMOU:ServiceCoordination(DueNotLaterthan6/30/16)
- PhaseIIMOU:SharedResourcesandCosts(WasDue6/30/17)
" WIOAJointFinalRule(8/19/16)
“One-StopSystem”
" WSD16-09:WIOAPhaseIIMOUs(10/14/16)
MOUCost-SharingRequirements
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CaliforniaDepartmentofSocialServicesAllCountyInformationNotice1-93-16(12/27/16)
“WIOACostSharingGuidanceforCalWORKs”
PerfectAlignmentwithWSD16-09
" FedsIssueTEGL17-16:
“InfrastructureFundingofOne-StopDeliverySystem”(1/18/17)
ChangeinDueDates:
- FinalMOU(ExceptInfrastructureFundingAgreement):6/30/17
- FinalInfrastructureFundingAgreement:1/1/18(ButTimetoCompleteAnyTriggeringofStateFundingMechanism)
- RequiresSharingofInfrastructureCostsin
AffiliateSitesforColocatedPartners
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CaliforniaWorkforceAreasThatHaveCompletedthePhaseIMOUWillHaveMettheUSDOLRequiredDateof6/30/17forthe“FinalMOU,ExcepttheInfrastructureFundingAgreement”
" RevisionWSD16-09PhaseIIMOURequirements(January2017)
ChangeinDueDates:
# June20,2017:SubmitProgressReport
# September1,2017:DueDateforPhaseIIMOU/IFA
(OrTriggerStateFundingMechanism)
# January1,2018:AllPhaseIIMOUsGoIntoEffect
- Removed“Intermittent”fromColocatedPartnerDefinition
- FutureGuidance:InfrastructureCost-SharinginAffiliateSites
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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OverviewoftheCostSharingRequirements
SubpartEofJointWIOAFinalRule(678.700-678.760)- Allone-stoppartnersarerequiredtouseaportionof
theirfundstoprovideapplicablecareerservices,jointlyfundtheone-stopcenterinfrastructurecosts,andtoshareinotheragreed-uponcostsrelatingtotheoperationoftheone-stopdeliverysystem(678.420)
- ThesharingofcostsmustbeconsistentwiththeFederal
lawauthorizingthepartner’sprogramandwithFederalcostprinciples(includingthatcostsbeallowable,reasonable,necessary,andallocable)
- Eachpartner’sobligationstopaymustbebasedonan
acceptableandagreed-uponcostingmethodology
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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- Thesecostsaretobenegotiatedandagreedbyalllocalone-stoppartners
- Twokindsofcenterandsystemoperatingcosts:
- RequiredsharingofAJCCinfrastructurecosts
- ReportedCareerServicescostsandotherone-stopdeliverysystemcosts,ifagreedbythepartners
- AJCCinfrastructurecostsarenonpersonnelcosts
necessaryfortheoperationoftheCenter- Othercosts,mustincludeapplicablecareerservices
andmayincludeothersharedsystem,center,servicecostsnegotiatedbythelocalpartners
- TwoMechanismsforsharinginfrastructurecosts:
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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- ALocalMechanism(678.715)
- AStateMechanism(678.730),whichisimplementedonlywhennecessaryduetofailureoflocalnegotiations
- IfanyLocalAreaisunabletoreachagreementwithallcolocatedpartnersonthesharingofinfrastructurecosts,thenthestatemechanismistriggeredforthatLocalAreaandthestatewillthendeterminetheone-stoppartners’contributions
AllLocalAreasmusthaveanegotiatedandsignedaPhaseIIMOUbynotlaterthanSeptember1,2017
California’sGoal:Providesupportandguidancenecessarytohelp
allLocalAreasreachagreementunderlocalmechanismandpreventthetriggeringofthestatemechanism
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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BeyondCompliancewiththeLawandRegulations…
WhyAreWIOAPartnersExpectedtoShareinAJCCCosts?
# “System”“Membership”“Dues”
# SkinintheGame,Co-Ownership,andVoice
# MaketheAJCCtheCenteroftheSystem
# NoPartnerPayMoreThanFairShare
# LightenBurdenofSomePartnersWhoCurrentlyPayMore
# NoNewMoney:StretchSystemResourcesThroughSharing
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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ThreeKindsofCost-Sharing
InfrastructureCosts:
SharingRequired(LocallyNegotiatedorTriggeredStateMechanism)ComprehensiveCenter/sColocatedPartners
OtherSystemCosts---CareerServices:
RequiredReporting/Disclosing(andLocallyCompiled)AllSystemPartners:“ApplicableCareerServices
“Consolidated”Budget
OtherSystemCosts---SharedServices:
Optional(LocallyAgreed)Systemand/orCenterCosts
MultipleOpportunities(IfAgreed)
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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PartnerSharingof“OtherOne-StopDeliverySystemCosts”…
FinalRule§678.760:“Howdoone-stoppartnersjointlyfundothersharedcostsundertheMemorandumofUnderstanding?(a) …one-stoppartners…mustuseaportionoffundsmadeavailable
undertheirprograms’authorizingFederallaw…topaytheaddi-tionalcostsrelatingtotheoperationoftheone-stopdeliverysys-tem.Theseothercostsmustincludeapplicablecareerserv-icesandmayincludeothercosts,includingsharedservices.
(b)…sharedservices’costsmayincludethecostsofshared
servicesthat…maybecommonlyprovidedthroughtheone-stoppartnerprogramstoanyindividual,suchasinitialintake,assessmentofneeds,appraisalofbasicskills,identificationofappropriateservicestomeetsuchneeds,referralstootherone-stoppartners,andbusinessservices.SharedoperatingcostsmayalsoincludesharedcostsoftheLocalWDB’sfunctions.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CareerServicesApplicabletoEachPartner:SampleMOUPhaseIITemplate:Pages16to19
DevelopingaConsolidated“ApplicableCareerServices”BudgetTheothersystemcostsbudgetmustincludeaconsolidatedbudgetforapplicablecareerservices.Budgetmustincludeeachpartner’scostsfortheservicedeliveryofapplicablecareerservicesandaconsolidatedsystembudgetforcareerservicesapplicabletomorethanonepartner.Unlikeinfrastructurecostsharing,othersystemcosts,including“ApplicableCareerServices”arenotlimitedtothenon-personnelcostsandshouldincludeallcostsrelatedtotheadministrationanddeliveryofthoseservices.SampleMOUPhaseIITemplate:Pages16-21
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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PartneringonWIOACareerServices
§678.425:Whataretheapplicablecareerservicesthatmustbeprovidedthroughtheone-stopdeliverysystembyrequiredpartners?
“Applicablecareerservicestobedeliveredbyrequiredone-stoppartnersareservices…authorizedtobeprovidedundereachpartner'sprogram.”
! EligibilityforTitleIservices
! Outreach,intake,orientation
! Initialassessment
! Laborexchangeservices
! Referralstoprograms
! Labormarketinformation
! Performance,costinformation
! Supportiveservicesinformation
! UIInformationandassistance
! Financialaidinformation
! Follow-upservices
! Comprehensiveassessment
! Individualemploymentplan
! Careerplanning,counseling
! Short-termprevocationalservices
! Internships,workexperience
! Out-of-areajobsearch
! Financialliteracyservices
! ELAandIntegEducandTraining
! Workforcepreparation
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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DepartmentofSocialServices–AllCountyLetter16-51…CalWORKs“ApplicableCareerServices”1. Provisionofinformationrelatingtotheavailabilityofsupportive
servicesorassistance,andappropriatereferralstothoseservicesandassistance,includingchildcareandMedicaid(orientation,appraisal,FamilyStabilization).
2. Initialassessmentofskilllevelsincludingliteracy,numeracy,and
Englishlanguageproficiency,aswellasaptitudes,abilities(includingskillsgaps),andsupportiveserviceneeds(appraisal,assessment,learningdisabilitiesscreening).
3. Jobsearchandplacementassistance(jobsearch,subsidized
employment).4. Diagnostictestinganduseofotherassessmenttools(appraisal,
assessment,learningdisabilitiesscreening).
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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5. In-depthinterviewingandevaluationtoidentifyemploymentbarriersandappropriateemploymentgoals(appraisal,assessment).
6. Developmentofanindividualemploymentplan,toidentifythe
employmentgoals,appropriateachievementobjectives,andappropriatecombinationofservicesfortheparticipanttoachievehisorheremploymentgoals(WTW2/WTWplan,supportiveservices).
7. Short-termpre-vocationalservicesincludingdevelopmentoflearning
skills,communicationskills,interviewingskills,punctuality,personalmaintenanceskills,andprofessionalconductservicestoprepareindividualsforunsubsidizedemploymentortraining(jobreadiness).
8. Internshipsandworkexperiencesthatarelinkedtocareers(subsidized
employment,unpaidworkexperience,communityservice).9. Englishlanguageacquisitionandintegratededucationandtraining
programs(adultbasiceducation,jobskillstrainingdirectlyrelatedtoemployment).
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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QandA:ConsolidatedBudgetforDeliveryofCareerServicesQ: Aretheapplicablecareerservicesofnon-colocatedpartners
includedinthe“consolidatedbudgetofcareerservices”?A. Yes.Allpartners,whethercolocatedornot,arerequiredto
reporttheircostforthedeliveryofapplicablecareerservices.Q: Ifpartnersdonotcurrentlytrackorreporttheircostfor
providingapplicablecareerservices,howdotheycompletetheConsolidatedBudgetforCareerServices?
A. Ifapartnerdoesnothavespecificdollaramountsavailable,they
mayutilizeareasonableestimate.Aslongasallpartnersprovideareasonabledollaramountandcandetermineanestimatedamountforthe“consolidatedbudgetforthedeliveryofapplicablecareerservices”,theywillbedeemedincompliance.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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“OtherSystemCosts---SharedServices”(Optional;IfAgreed)
ExamplesofOtherSystemCosts(ButNotLimitedTo)…
! Initialintake,assessmentofneeds,appraisalofbasicskills,identificationofappropriateservicestomeetsuchneeds,and
referralstootherone-stoppartners
! BusinessServices
! PartnerStaffCrossTraining
! One-StopOperator
! SharedPersonnelCostsforCenterColocatedPartners
Alllocalpartnersmustagreetotheothersystemcostsbudget.Nostatefundingmechanismwillbetriggereddueto
lackofagreementatthelocallevelforothersystemcosts.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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WSD16-09:SharingInfrastructureCosts“UnderWIOA,eachAJCCpartnerthatcarriesoutaprogramoractivitieswithinacomprehensiveAJCCmustuseaportionofthefundsavailablefortheirprogramandactivitiestohelpmaintaintheOne-Stopdeliverysystem,includingproportionalpaymentoftheinfrastructurecostsoftheAJCCs(FinalRuleSection678.700).”First:IsIta“ComprehensiveAJCC”?“ComprehensiveAJCC:AnAJCClocationwherejobseekersandemployerscanaccesstheprograms,services,andactivitiesofallrequiredAJCCpartnerswithatleastoneTitleIstaffpersonphysicallypresent(WIOAJointFinalRuleSection678.305).”TheLocalWorkforceDevelopmentBoarddeterminesiftheAJCCis“Comprehensive”.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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Q:WhichPartnersAre“Within”the“ComprehensiveAJCC”?
A: ThosePartnersthatAre“Colocated”withintheAJCC
WSD16-09:ChangeinDefinitionofColocatedPartners
“ColocatedPartners:AJCCpartnerswhohaveaphysicalpresence
withinthecenter,eitherfulltimeorparttime.”
Change:ColocatedPartnersNoLongerIncludes“Intermittent”
“Anintermittentpartnerisonewhomayhaveanoccasionalphysicalpresenceinthecenter,but
doesnothaveadedicatedworkspacethatisnotalsousedbyothercenterpartners.”
Question:WhatIftheAJCCisLocatedataCWD?
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CaliforniaDepartmentofSocialServicesAllCountyInformationNotice1-93-16(12/27/16)“ColocationmeanstheCWDhasatleastoneCalWORKsprogramstaffmemberregularlyprovidingeligibilityand/oremploymentassistanceatacomprehensiveAJCC.IftheAJCCislocatedattheCWD,andtheCalWORKsprogramdoesnothavecolocatedstaffintheAJCC,theCalWORKsprogramisnotcolocatedforpurposesoftheinfrastructurecost-sharingrequirement.AsindicatedonpagenineofWorkforceServicesDirective16-09,onlypartnerswhohavestaffphysicallypresentwithintheAJCC,(full-time,part-time,orintermittently)arecolocatedandhaveaninfrastructurecostsharingrequirementatthistime.”
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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RequiredPhaseIIMOUContent:
SharingInfrastructureCosts(IFA)byColocatedPartners$ AnIFAbudgetoftheinfrastructurecostsforeach*ComprehensiveAJCC*,detaileddescriptionofwhatspecificcostsineachlineitem
$ Thecostallocationmethodologychosentochargeeachpartnerinproportiontoitsuseoftheone-stopcenterandthebenefitreceived,inaccordancewithUniformGuidance.
$ Theinitialproportionateshareofinfrastructurecostsallocatedtoeachpartnerbasedontheagreeduponcostallocationmethodology,eachpartner’sestimatedtotalcontributionamount,andwhetheritwillbeprovidedthroughcash,noncash(in-kind),and/orthird-partyin-kindcontributions.
$ Foranyidentifiednoncashorin-kindcontributions,methodbywhichthevalueofthecontributionwasorwillbefairlyevaluated
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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Sequence:SharingInfrastructureCosts
Decide:
-EachAJCCorNetworkofAJCCs?
-WhoAretheColocatedPartners?
"DevelopInfrastructureBudgetforCenter/s
"DetermineBenefitReceivedbyPartnersfromCenter/sandDecideandApplyCostAllocationMethodology
"IdentifyCash,Noncash,Third-PartyIn-Kind
"ReconcileonaRegularBasis
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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DevelopInfrastructureBudgetforCenter/s
FinalRule§678.700:Whataretheone-stopinfrastructurecosts?
“Infrastructurecostsofone-stopcentersarenonpersonnelcostsnecessaryforthegeneraloperationoftheone-stopcenter,including:
(1) Rentalofthefacilities;
(2) Utilitiesandmaintenance;
(3) Equipment(includingassessment-relatedproductsandassistivetechnologyforindividualswithdisabilities);and
(4) Technologytofacilitateaccesstotheone-stopcenter,includingtechnologyusedforthecenter’splanningandoutreachactivities.
…mayconsidercommonidentifiercosts…one-stopinfrastructure.”
“Eachentitythatcarriesoutaprogramoractivitiesinalocalone-stopcentermustuseaportionofthefundsavailablefortheprogram…paymentoftheinfrastructurecostsofone-stopcenters.”
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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WSDD16-09:InfrastructureBudgetandLineItems
RentaloftheFacilities
Utilities/MaintenanceCosts
-Electric,Gas,Water,Sewer
-High-speedInternet
-Telephones(landline)
-FacilitymaintenancecontractsEquipmentCosts
-Assessment-relatedproducts
-Assistivetechnologyforindividualswithdisabilities*
-Copiers,Fax,Computers
-Othertangibleequipmentusedtoserveallcentercustomers
TechnologytoFacilitateAccesstotheAJCCCosts
-Technologyusedforcenter’splanning/outreachactivities
-Costofcreationandmainte-nanceofacenterwebsite(notspecifictoindividualpartner)
CommonIdentifierCosts(LocalOption)-Creatingnewsignage
-Updatingtemplates/materials
-Updatingelectronicresources
*“MustHaveAccessandAccommodationLineItem”
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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DetermineBenefitReceivedbyPartnersforEachCenter/sandDecideandApplyCostAllocationMethodology
TheLocalBoardandpartnersmustselectacostallocationmethodologytoidentifytheproportionateshare
ofinfrastructurecostseachpartnerwillbeexpectedtocontribute.Anycostallocationmethodologyselectedmust:! Beconsistentwithpartnerfederallaws! ComplywithfederalcostprinciplesintheUniformGuidance! Includeonlycoststhatareallowable,reasonable,necessary,
andallocabletoeachprogrampartner! Bebasedontheproportionateuseandrelativebenefit
receivedbyeachpartner
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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ExamplesofCostAllocationMethodology:ColocatedPartnersExamplesofcostallocationmethodsthatmaybeutilizedinclude,butarenotlimitedto,thefollowing:# Proportionofapartnerprogram’soccupancypercentage oftheAJCC(squarefootage)
Thismightdifferentiatebetweendedicatedspacetopartnersandcommonspace,wheremorethanoncecostcenterisestablishedsothedistributionreflectsafairandequitabledistributionofcost
# Proportionofpartnerprogram’sstaffamongallstaffatAJCC# Other:MethodologyandRationale
ThiscouldreflectthetrafficpatternsandusageoftheCenterbydistinctandcommoncustomersandmathematicallydistributecostinafairandequitablemeans.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CaliforniaDepartmentofSocialServicesAllCountyInformationNotice1-93-16(12/27/16)“CostAllocationMethods…TheWIOAregulationsstatein20CFR,section678.420(b)(2)(i)thatAJCCpartnersarerequiredtoestablishcostsharingmethodologiesthatarebasedupon“areasonablecostallocationmethodologybywhichinfrastructurecostsarechargedtoeachpartnerbasedonproportionateuseandrelativebenefitreceived.”WithinthatframeworkissignificantflexibilityanddiscretionthattheCWDsmayapplyintheircostsharingdiscussionswiththelocalboardstodeveloptheWIOAPhaseIIMOUs.TheCWDsarenotrequiredtouseasingleorspecificsetofcriteriawhendeterminingproportionateuseandrelativebenefit.”
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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CaliforniaDepartmentofSocialServicesAllCountyInformationNotice1-93-16(12/27/16)
“Additionally,20CFR,section678.700(page55903)providesclarifyinginformationforTANFprograms:“TheDepartments…wishtoclarifythattherearenumerousmethodsforallocatingcosts,ofwhichaproportionofcustomersisonlyone.”
“Proportionatebenefit”isnotdefinedintheWIOAandmaybeinterpretedbytheCWDsandlocalboards…ThelocalboardsandCWDshavesignificantflexibilityanddiscretiontodevelopcostmethodologiesandcometoagreementsthatadheretotheWIOAregulations.
Asstatedin20CFR,section678.735(page55913):“Thepartnersshouldbecontributinganamountproportionatetotheiruseoftheone-stopcenter.DeterminingthisunderthelocalmechanismiscompletelyleftuptothelocalpartnersandlocalboardtoworkoutintheMOU,aslongasitfollowsthefederalcostprinciples...”
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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IdentifyCash,Non-Cash,Third-PartyIn-KindContributionsAJCCpartnersmayprovidecash,non-cash,andthird-partyin-kindcontributionstocovertheirproportionateshare:Ifnon-cashorin-kindcontributionsareusedtheycannotincludenon-infrastructurecosts(suchaspersonnel)andmustbevaluedconsistentwithUniformGuidance§200.306toensuretheyarefairlyevaluatedandmeetpartner’sproportionateshare(§678.720)“Caps”AreOnlyApplicabletotheStateFundingMechanism…NosetcapsontheamountorpercentofoverallfundinganAJCCpartnerisresponsibleforcontributingtofundinfrastructurecostsunderthelocalfundingmechanism,exceptthecontributionsfromadministrativecostsmaynotexceedtheamountavailableforadmin-istrativecostsunderauthorizingstatuteofthepartnerprogram.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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WSD16-09Definitions…
CashContributions-Cashfundsusedtocoverapartner’spropor-tionateshareoftheAJCC.Canbepaideitherdirectlyfromthepartnerorthroughaninteragencytransferonbehalfofthepartner
Non-CashContributions–ExpendituresmadebyonepartneronbehalfoftheAJCCorcontributionsofgoodsorservicescontributedbyapartnerforthecenter’suse.ContributionsmustbevaluedconsistentwithUniformGuidance
ThirdPartyIn-KindContributions–Contributionsbyanon-AJCCpartnertosupporttheAJCCingeneral,notaspecificpartner;orcontributionsbyanon-AJCCpartnertoanAJCCpartnertosupportitsproportionateshareoftheinfrastructurecosts.UnrestrictedcontributionsthatsupporttheAJCCingeneralwouldlowerthetotalamountofinfrastructurecostspriortoproportionatedivisionwhereasrestrictedcontributionscanbeusedbytheintendedpartner(s)tolowertheirshareoftheinfrastructurecosts
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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ReconcileonaRegularBasisTheLocalBoardisresponsibleforensuringthatalloftheAJCCinfrastructurecostsarepaidaccordingtotheprovisionsoftheirsignedPhaseIIMOUs.AllAJCCpartnercontributions,regardlessofthetype,mustbereconciledonaregularbasis(e.g.,monthlyorquarterly),comparingexpensesincurredtorelativebenefitsreceived.Thereconciliationprocessisnecessaryinordertoensurethattheproportionateshareeachpartnerprogramiscontributingremainsconsistentwiththecostmethodology,uptodate,andincompliancewiththetermsoftheMOU.ThePhaseIIMOUmustalsoidentifywhowillberesponsibleforthisregularreconciliation.
TheCalWORKsWIOAPartner…NegotiatingCostSharinginthePhaseIIMOU(Webinar:February3,2017)
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Questions Q: Whatifthereismorethanonelocalworkforceareaserved
bytheCountyWelfareDepartment?A: AnMOU(withanIFA)willneedtobeseparatelynegotiatedand
signedwitheachofthelocalworkforceareas.Q: IftheCWDhascontractedwithaserviceproviderthat iscolocatedwithintheAJCC,whopaysfortheshared
infrastructurecosts?A. TheCWDisthelocalentitythatnegotiatesandsignstheMOU,
notsubrecipientsorcontractedproviders.TheCWDcanuseadditionalfundstomeettheirinfrastructurecost-sharingobligationsand/ordirecttheircontractortousetheirfundstomeetthisobligation.
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Q: Whatifmandatedpartnersarebalkingatsharingwhat
appearstobehighlyexcessiveinfrastructurecosts?A. ColocatedpartnersmustfirstdevelopanAJCC infrastructurebudgetandthespecificnonpersonnel lineitemstobeincludedand,then,agreeuponan appropriatecostallocationmethodology. Allpartnersarehelpedwhentheinfrastructurecostsofthe AJCCarereasonableandappropriate.TheLocalWorkforce
DevelopmentBoardandpartnersshoulddiscusshow,wherepossible,toreducetheAJCCinfrastructurecosts
tobeshared.
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Q: Canacolocatedpartnervoluntarilypayformorethantheir
proportionateshareintotheAJCCInfrastructurebudget(throughutilizinganyoftheallowablemethods–cash,non-cash,andthirdpartyin-kind)?
A. No.Eachcolocatedpartnermustpaytheproportionate
sharebasedonitsuseandbenefitoftheAJCC. IntheJointFinalRule’spreamble,page55912,theDepartments
state“eachprogrammaycontributeonlyanamountthatdoesnotexceeditsproportionateshareinaccordancewiththeUniformGuidancesetforthinpart200andanagreed-uponcostallocationmethodologydevelopedbytheone-stoppartners”.
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Q: WhatisthemaximumcontributionofCalWORKsdollarstoWIOA/AJCC?
A: Therearenoprogrampartnercapsoninfrastructurecost
contributionsintheLocalFundingMechanism.The“ProgrammaticStatewideCaps”areonlyappliedintheeventthatalocalareaisunabletosuccessfullynegotiatealocalInfrastructureFundingAgreement.
AcolocatedAJCCpartnerisexpectedtoshareinthe
infrastructurecostsoftheAJCCthatis“proportionateto useandrelativebenefitreceived”baseduponan agreed-uponcostallocationmethodology.
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Q: WhatarethebenefitsofnottriggeringtheStateFundingMechanism(SFM)forInfrastructurecosts?
A: TherearemanybenefitstonegotiatingtheInfrastructure
FundingAgreementatthelocallevelandnottriggeringSFM: - AmajorgoalofWIOAistobuildastrong,localworkforce
systemwithcollaborativelocalpartnerships.TheSFMreduceslocalflexibilityandmayharmlocalrelationshipsthroughthestatetellingpartnerswhatthey“havetopay”.
- TheSFMisanexceptionallycomplexprocess.Itwillinvolvemultiple-statedepartmentsandmaytakemonthstoresolve.
- TheSFMfirsttakesintoaccountthelocalareasthat havereachedagreementbeforethe“statewidecaps”are
calculatedonpartnercontributions.UndertheSFM,somepartnersmayactuallyenduppayingmorethantheywouldhaveunderthelocalfundingmechanism.
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Q: Whatarepartnerinfrastructure“noncashcontributions”?A. “Fairlyevaluatedexpendituresoninfrastructuregoodsor
servicesmadebyapartneronbehalfof,orforuseby,thecenter.”
Q: Howdoyouvaluenoncashcontributions?A. Onewaytoensurethatnon-cashcontributionsarefairly
evaluatedisthatpartnersagreeonthesourcesorcompaniesthatwillbeusedtoassessorappraisethefairmarketorrentalvalueofnon-cashcontributions(2CFR200.306).
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Q:AreCountyCalWORKscaseloadsizesrelevanttotheMOU?A. No,notfortheInfrastructureFundingAgreement(IFA).The
IFAisnegotiatedbaseduponcolocationwithintheAJCCand,potentially,partnerprogramcustomersservedwithintheAJCC.
Q: CantheMOUsnegotiatethatacertainnumberofCalWORKs
familiesshallbeacceptedintoWIOAservices?A. No.Eachpartnerprogramhastheresponsibilityfor
implementingitsownprogramwithinitsownregulationsandrequirements.However,thepartnersworkingtogetherhavearesponsibilitytodevelopaone-stopdeliverysystemthatmeetscustomerneeds,ensuresserviceaccessandpermitsco-enrollmentofcustomers(whenappropriate).
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Q: HowcanCalWORKsfamiliesbenefit/accessWIOAserviceswhenthereisnoAJCC(neithercomprehensiveornetwork)withintheirjurisdiction?
A. WIOArequiresthattheMOUinclude,“methodstoensure
theneedsofworkersandyouth,andindividualswithbarrierstoemployment,includingindividualswithdisabilities,areaddressedintheprovisionofnecessary
andappropriateaccesstoservices.” ThisisarequiredMOUelementandlocalpartnersare expectedtodevelopstrategiestoensureallcustomers (includingCalWORKsfamilies)have“necessaryand appropriateaccesstoservices”.
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HaveFollow-UpQuestionsorWantTechnicalAssistance?
CountyWelfareDepartments…
-ContactyourLocalWorkforceDevelopmentBoardand
-NotifyErinHorganatCWDA:[email protected]
andDavidVanGee,CaliforniaDepartmentofSocialServices:
LocalWorkforceDevelopmentBoards…
SendQuestionsandTARequeststoYourEDDRegionalAdvisor
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