WIOA State Plan Common Elements

1) State operating systems

A) State Operating Systems that Support Coordinated Implementation of State Strategies

The state operating systems across core partner programs are intended to provide coordinated, comprehensive services and access to resources that will support the implementation of state strategies that:

• Provide workforce solutions to grow and develop an educated and skilled workforce that attract and support a strong and vibrant economy;

• Promote a customer-centric delivery system for businesses/industry, job seekers and youth that provide access to training and employment opportunities; and

• Produce strong partnerships that support regional economies based on data-driven decisions and focus on continuous improvement and evaluation.

Optimal communication, collaboration and coordination among the core partners and programs can be accomplished through a common, supported and mutually agreed upon data sharing strategy. As the state continues its implementation strategies for WIOA, stakeholders will work towards identifying co-location and/or shared case management strategies to create efficiencies that will support and help manage a shared client base, avoid duplication of services and leverage resources. The following information describes data management systems currently used by core partners.

Title I and Title III

The State of Arizona provides workforce development support through a number of agencies for businesses and job seekers.

AJC is the comprehensive Internet-based workforce data system used by DES/DERS for WIOA Title I and Title III for case management, job bank, training provider listing, data collection, and reporting. Through data sharing agreements, AJC allows communication and efficiencies between DES and LWDA staff and providers in managing activities of workforce participants.

AJC features comprehensive software system capable of reporting all required data to the U.S. DOL. The system requires minimal interaction to ensure data accuracy and timely reporting. Further, AJC will:

• Meet the service, tracking, reporting and follow-up requirements under the U.S. DOL’s performance measures for the WIOA, Wagner-Peyser Act and/or their successors;

• Provide local LWDAs with accurate individual and aggregate tracking, reporting and follow-up data for those programs, and;

• Offer the flexibility to serve WIOA-mandated partner programs and other workforce programs.

Using AJC’s case management and participant tracking component allow LWDA staff to:

• Manage and monitor caseloads;

• Assess employment barriers;

• Establish training and employment plans;

• Track literacy and numeracy gains for youth; and

• Search for and select WIOA Youth Services Providers.

In addition, staff and participants can access the WIOA ETPL as a source of training provider information for job seekers and employers. A universal information client record will avoid duplicate data entry, even in the case of multi-program enrollments and services by different agencies. Numerous edit checks ensure accurate data entry, minimizing the time and effort required for validation. Online access allows staff and administrators to monitor progress toward youth performance goals at any time. Reports can be viewed and saved and most allow the user to drill down to a specific client record. AJC priorities are consistent with the national vision of a demand-driven system that is focused on more efficient use of employment and training funds and preparing Arizona’s human resources to meet the demands of the state’s growing businesses.

Title II

The agency representing Title II, the ADE, uses Benchmark Integrated Technology Services, branded as the Arizona Adult Education Data Management System (AAEDMS); an Internet-based educational data system that meets all National Reporting System (NRS) requirements for data and participant tracking of attendance, assessments and outcomes. Local adult education providers input program and participant data according to policy and have full access to their own data and reports for program improvement purposes. State staff can access all data at both the statewide and provider level to assist in desk monitoring efforts and to inform professional development needs across the State.

In addition to adult education data collection, the Benchmark system manages high school equivalency testing records from 1942 to the present, collaborates with high school equivalency testing vendors for real-time access to score reports, provides data matching of secondary diploma receipt to the educational database, issues diplomas and transcripts to high school equivalency testing candidates, and provides access to transcript verification for third-parties through a secured web-based portal upon request by the high school equivalency testing candidate.

Additional features provided by Benchmark Integrated Technology Services include:

• Real-time/online access to authorized users to scores, demographic information, and performance data (including student, classroom, program, goal and goal follow-up at state, local provider and individual classroom levels);

• The ability to produce standard and recurring federal, state and agency reports as directed by ADE;

• The ability to provide custom and ad hoc reports as directed by ADE;

• The ability to download raw data into XML or TXT files for ADE to create custom reports as needed;

• The ability to securely and privately collect social security numbers (SSN) and/or assign a unique personal ID for each student separate from the SSN;

• Adherence to all ADE data governance and privacy concerns;

• Provide multiple levels of access, including view-only access for certain authorized staff personnel; and

• Edit checks and validation systems to ensure accurate data reporting.

Title IV

DES VR Services, representing Title IV, utilizes a web-based data management system called “System 7” by Libera, Inc. System 7 is considered “accessible” as it integrates with various assistive technology software programs, which allow individuals who are blind or visually impaired to access and utilize the system.

The initial system was a standard program, and over time the VR program, in conjunction with System 7, has created a customized and complex program which provides the following management systems:

• Case Management

  • Vocational Rehabilitation

  • Independent Living Rehabilitation Services

  • Older Individuals who are Blind Program

  • Business Enterprise Program

• Financial Management (interfaces with DES financial management systems)

• Procurement Management

• Contract and Vendor Management

• Policy Manual Management (for multiple programs)

• Federal Reporting Management

System 7 is a role based system. Each user is assigned a role which allows certain rights regarding data accessibility, access to forms, and the ability to complete various functions. The VR program has developed roles for various positions; additional restrictions can be placed within each of the management systems as control mechanisms. Query tables are available which allow users to effectively manage tasks, assignments, and due dates. Client case files contain a running log of activity to assist with data management and tracking requirements. Data checkpoints are embedded throughout the management systems to ensure that the data needed for federal and state reports is available.

Workforce System Communication Protocol

To promote alignment and coordination of delivery of workforce services, all communication regarding workforce system policy, guidance and informational broadcasts will flow from DES, the state administrative entity to the local boards with a copy to the Director for the Council, local workforce system administrative entities, operators, and site managers. The operators and site manager must inform affiliate and comprehensive ARIZONA@WORK Job Center staff.

Communications regarding partner program policy, guidance and information will be communicated from the program authority at the state level to appropriate LWDA core partner programs and staff responsible for program administration, ensuring the local administrative entity and the operator and site manager are simultaneously copied.