WIOAPL 15-21 (Reporting Requirements for OhioMeansJobs Center Universal Customers)
Workforce Innovation and Opportunity Act Policy Letter No. 15-21
November 30, 2015
TO: Workforce Innovation and Opportunity Act (WIOA) Local Workforce Development Boards (WDBs), Fiscal Agents, and OhioMeansJobs Center Operators
FROM: Cynthia C. Dungey, Director
SUBJECT: Reporting Requirements for OhioMeansJobs Center Universal Customers

I.Purpose

The purpose of this policy is to outline the reporting requirements for OhioMeansJobs center universal customers.

II.Effective Date

Immediately

III.Background

The United States Department of Labor (DOL) Training and Employment Guidance Letter 17-05 and federal reporting instructions include the requirements for all states to report universal workforce One-Stop customers receiving self-directed services and workforce information services (basic career services). Ohio's One-Stop system has been renamed "OhioMeansJobs".

The reporting of universal customers is essential for three reasons:

1.The number of universal customers served in the OhioMeansJobs centers are a direct reflection of the value of Ohio's workforce investment system;

2.Reporting has been a federal requirement since February 2006; and

3.The data is submitted to DOL on a quarterly basis by the state.

Failure to report OhioMeansJobs center customers on a timely basis results in an under-representation of the number of individuals served when reports are generated from the Ohio Workforce Case Management System (OWCMS).

IV.Requirements

Local workforce development areas must report data elements of OhioMeansJobs center universal customers who are ages 18 and over. OhioMeansJobs center customers are included in this requirement if the services, staff, facility, or activity was funded in whole or in part by Workforce Innovation and Opportunity Act (WIOA) and/or Wagner-Peyser funds.

The Mini-registration records the new data elements to satisfy federal requirements. Both self-directed and workforce information services are recorded in mini-registration. All local workforce development areas currently utilizing mini-registration for tracking universal customers meet the reporting requirements. However, the state recognizes that some local workforce development areas have incorporated other reporting systems for this target group, and that these systems meet local workforce development area needs for generating OhioMeansJobs center related reports.

For those local workforce development areas not utilizing the mini-registration, a reporting process has been developed to enable local workforce development areas to report the data collected from their local workforce development area non-state reporting systems. With the mini-registration and the reporting program in place, the state will report OhioMeansJobs center universal customer data from all local workforce development areas through quarterly and annual federal reports to DOL. The upload submission will contain data from the current time period and data from previous time period(s) that have not been previously submitted, not to exceed 12 months from the basic initial intake date of any jobseeker.

Local workforce development areas must ensure that uploads are:

1.In an XML format.

2.Completed at least on a weekly basis, and preferably more frequently.

V.Technical Assistance

The state will work with areas utilizing alternate methods to track universal customers, to assist them in preparing for the upload process.

Local workforce development areas may only upload data to OWCMS. The state will not download data from OWCMS to any local area system.

For additional information or technical assistance, you may send your questions to the Office of Workforce Development: WIAQNA@jfs.ohio.gov.

VI.Reference

Workforce Innovation and Opportunity Act, ยง 116, Public Law 113-128.

USDOL, Training and Employment Guidance Letter No. 17-05, Common Measures Policy for the Employment and Training Administration's (ETA) Performance Accountability System and Related Performance Issues, (February 17, 2006).

Ohio Administrative Code rule 5101:9-30-04. Mandated Use of Ohio Workforce Case Management System (OWCMS).

Rescission

ODJFS, Workforce Investment Act Policy Letter No. 10-09, Reporting Requirements for One-Stop Universal Customers, (June 17, 2011).