5101:9-31-31 Workforce Investment Act (WIA) one-stop system enhancement allocation.

(A) In accordance with section 4141.11 of the Revised Code, the Ohio department of job and family services (ODJFS) is allocating eight million dollars of state funds to implement a one-stop system enhancement program. The program will provide funding to local workforce investment areas (LWIA) to enhance physical and technological access to services for job-seeking individuals and employers, and to provide for continuous improvement efforts in service delivery.

(B) Funding for eligible local areas will be available to the LWIA fiscal agent as follows:

(1) Level one (satellite one-stop) - one-stops within each system will be granted up to seventy thousand dollars per site.

(2) Level two (full-service comprehensive one-stop) - one-stops within the system will be granted up to one hundred twenty-four thousand five hundred dollars per site.

(C) Planning for the funding shall include a system-wide approach to improvements to LWIA facilities and services. Funding is available through state fiscal year (SFY) 2011. One-third of funds shall be spent by June 30, 2010, and the remaining two-thirds of funding must be liquidated no later than June 30, 2011.

(D) LWIA may purchase three kinds of activities and services with these funds.Purchasing priority is as follows:

(1) Equipment and materials for resource rooms.

(2) Upgrading technologies.

(3) Continuous improvement efforts.

(E) LWIA shall implement priorities to ensure state-of-the-art technologies and equipment are available in all one-stop facilities and systems. Examples for each of these priorities are as follows:

(1) In accordance with the Americans with Disabilities Act (ADA) ergonomically compliant workstations such as personal computers, tables, etc., must be used in all areas and must have priority before any other requests. The first priority for equipment and materials used in resource rooms may include, but is not limited to:

(a) Tables and chairs.

(b) Supplies (for printers, computers, other equipment).

(c) Testing products (for self-service testing only).

(d) Newspaper subscriptions (for employment ads).

(e) Signage (inside the building, directing customers to the resource room).

(f) Computers (new or to replace outdated equipment).

(g) Copiers, scanners (equipped to convert printed material to electronic file), fax machines.

(2) The second priority is directed toward upgrading technologies. Computer equipment, network equipment, telecommunications equipment, and other technology resources (including assisted technology) that support employment and workforce information service delivery may include, but are not limited to:

(a) Front-end systems, integrated customer tracking systems.

(b) Video conferencing equipment.

(c) Website development/design must not duplicate existing state systems/products, webinar access, and web cams.

(3) The third priority is the expansion of continuous improvement efforts. The one-stop system certification program ("Gold Standard Program") was created to ensure a standard level of quality of services, accessibility, and operations throughout the LWIA of Ohio. Continuous improvement efforts directly linked to the "Gold Standard Program" balanced scorecard and targeted toward providers of one-stop system services may include, but are not limited to:

(a) Staff training and development (only necessary and reasonable in-state travel is allowable).

(b) Business team development.

(F) Unallowable purchases include but are not limited to the following:

(1) Food purchases.

(2) Out of state travel.

(3) Payment for trips, rewards, and incentives.

(4) Reimbursement for staff (government) time to work on outreach services/activities.

(5) Payment for duplicate state services and products.

(6) Regular staffing.

(G) LWIA shall submit applications for funding within the period of funding availability; however, all plans must be submitted for the total amount of funding for each LWIA by March 31, 2010. Steps for requesting funding include the following:

(1) LWIA submit a draft application to ODJFS office of workforce development (OWD).

(2) OWD will review the application within five working days and send comments (via email) to the local area, either pre-approving the form or requesting clarification. If necessary, the local area may be required to update the request with further information.

(3) Once OWD pre-approves the application, notification is sent to the local area to obtain signatures.

(4) LWIA submit a final application with all applicable signatures in accordance with the program policy guidelines.

(5) ODJFS OFMS sends an award letter to the LWIA.

(H) LWIA shall submit any requests for a modification or adjustment to the funding plan to OWD and OWD will follow the same process for approval. However, if the full funding has previously been allocated to the local area, a signed approval noting the modifications will be sent to the LWIA for their records.

(I) The one-stop system shall procure these purchases with these enhancement funds in accordance with federal regulations at 29 C.F.R. 97.36(c)(1) and state requirements as contained in rule 5101:9-4-07 of the Administrative Code.

(J) The WIA local area shall maintain documentation in accordance with the records retention requirements in rule 5101:9-9-21 of the Administrative Code. This documentation may be subject to inspection, monitoring, and audit by the ODJFS OFMS and the auditor of state(AOS).

Effective: 02/06/2010
Promulgated Under: 111.15
Statutory Authority: 5101.02 , 6301.03
Rule Amplifies: 5101.02 , 6301.03