5101:9-1-23 Changing organizational structure from combined agencies to stand alone family services or workforce development agencies.

[This rule designated an internal management rule]

(A) A county board of commissioners (BOC) may determine to change the organizational structure of an agency by separating a family services or workforce development function from a combined agency and creating a stand alone agency. Prior to a change in the organizational structure, the newly designated stand alone agency shall meet all requirements of this rule. Additionally, the organizational structure of each separated agency must comply with rule 5101:9-1-16 of the Administrative Code.

(B) Prior to separating any public children services agency (PCSA), child support enforcement agency (CSEA) or workforce development agency functions from a county department of job and family services (CDJFS), the BOC shall notify ODJFS by resolution of intent ninety days before the proposed separation date. The notification of intent to change the organizational structure of the combined agency shall be submitted by the BOC to the county's assigned ODJFS fiscal supervisor. The ODJFS fiscal supervisor will notify the ODJFS office of fiscal services, and if applicable, the appropriate ODJFS program area.

(C) Affected agencies shall develop a plan outlining the changes necessary to remain in compliance with the ODJFS federally approved cost allocation plan (CAP). Final plans must be submitted to ODJFS no later than sixty days before the proposed separation date. Plans should include information and timelines regarding, but not limited to, necessary changes to the random moment sample (RMS) time study and associated cost pools to ensure compliance with the ODJFS CAP, as follows:

(1) Newly designated stand alone agencies shall meet RMS compliance, as described in paragraphs (C)(1)(a) to (C)(1)(c) of this rule, by establishing appropriate cost pools to ensure proper cost distribution as required by rule 5101:9-7-20 of the Administrative Code.

(a) Stand alone PCSAs are required to participate in the child welfare random moment sample (CWRMS) time study..

(b) Stand alone workforce investment areas (WIAs) with positions engaged directly in related program functions are required to participate in the workforce random moment sample (WFRMS) time study.

(c) Stand alone CSEAs are required to participate in the child support random moment sample (CSRMS).

(2) In accordance with the ODJFS CAP, the RMS coordinator shall submit rosters for all affected sub-sets of the newly appointed agency in anticipation of the proposed change for the sampling period that impacts the calendar quarter that includes the organizational change date.

(3) The full-time equivalent (FTE) data shall be accumulated and calculated for the calendar quarter immediately prior to the merger begin date. The RMS coordinator shall submit the JFS 04291 "Quarterly Report Of Stand Alone CSEA, PCSA, AND WIA Full Time Equivalents"

(04/2008) identifying the number of staff for each category of the first and second quarter as designated in the first quarter financials.

(D) Newly designated stand alone agencies shall also meet financial reporting requirements by properly reporting administrative costs and reconciling administrative costs as required by rule 5101:9-7-29 of the Administrative Code.

(1) Stand alone PCSAs must report social services administrative costs and applicable county wide indirect costs on the JFS 02820 "Children Services Monthly Financial Statement."

(2) Stand alone CSEAs shall report social services administrative costs and applicable county wide indirect costs on the JFS 02750 "Child Support Administrative Fund Monthly Financial Statement."

(3) Stand alone workforce development agencies shall use the JFS 01992 "Workforce Investment (WIA) Fund Certification Sheet" to identify expenditures eligible for reimbursement.

(E) Additional steps may be necessary to ensure newly created stand alone agencies are in compliance with the processes described in the CAP. Technical assistance from assigned ODJFS fiscal supervisors will be provided to individual agencies upon request.

Effective: 08/15/2008
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02 , 307.981