I.Purpose

To provide local elected officials and workforce development agencies information about how One-Stop partners can access Ohio Job Net and how job orders can be shared among One-Stop partners.

II.Effective Date

July 1, 2002

III.Guidance Statement

The Ohio Department of Job and Family Services (ODJFS) will provide One-Stop partners access to Ohio Job Net and will share job orders with One-Stop partners. In addition, the One-Stop Operator in each Workforce Investment Area or sub-area of the Ohio Option Area must develop a policy on how all job orders are shared among One-Stop partners. Quality service to employers and job seekers should be the top priority in making all decisions.

Ohio Job Net (OJN) will support two core functions needed by virtually all One-Stop customers: job development and job placement services. OJN is currently a limited product and should be viewed as a temporary system. ODJFS will initially be working primarily with pilots in implementing this access.

There are two main methods of access to OJN data: one is OJN Online; the other is the Unisys mainframe. A comparison of Ohio Job Net functions available through OJN Online and through the mainframe version is presented in Attachment 1.

OJN Online (Internet Access)

OJN Online is currently available for information about ODJFS programs and services, listing of job orders, and job seeker registration. OJN Online allows users to enter a registration that is loaded to the mainframe overnight. OJN Online allows employers to enter job orders - either for matching or for display only - that are uploaded to the mainframe overnight. The user may also view existing job orders that are downloaded onto OJN Online overnight. These functions are not accomplished in real time - the user enters data that is loaded and displayed the next day.

To be available on OJN Online, a job order must be identified as "partial" or "open" display, depending on the employer's preference. Partial display orders do not include the employer's contact information. Open display orders do contain employer contact information. Open display orders permit the user to contact the employer directly. For referral to partial display orders, the user must contact authorized One-Stop staff. Orders identified at the employer's request as "staff only" display are not available on OJN Online. Also, job orders that are in initial processing by staff (status "O" orders) are not available on the Internet. See "Job Order Processing" later in this document.

Approximately 4,000 job orders are available on OJN Online at any given time. The OJN Online web site may be accessed at * http://www.state.oh.us/odjfs/ojn/job_net.asp.

Internet access to a full range of labor market information is also currently available. Labor market Information can be reached through the ODJFS website or at http://www.lmi.state.oh.us.

One-Stop Partners' Access to Mainframe Version

One-Stop Partner staff that have locally assigned labor exchange responsibilities may be provided access to the OJN mainframe system. To arrange access to the OJN mainframe system, the requesting authority will submit the Security Procedures form displayed in Attachment 2. This form lists the names, Social Security numbers, and Titles of One-Stop staff for whom access is requested. In addition, a signed Security and Confidentiality form (7078) must be on file for every user. This form may be retrieved on the ODJFS web site at http://www.state.oh.us/scripts/odjfs/forms/pdf/07078.pdf. Once these forms are received, ODJFS will determine if mainframe access is permitted by law and warranted. If so, ODJFS will assign a user name and introductory password which will then enable the user to access the full range of OJN functions associated with field activity. OJN mainframe is accessed through the ODJFS network using an Intra-net address at https://jobnet.obes.state.oh.us/apps/esprd/Default.asp. Requests for forms may be submitted via the web address http://www.ohioworkforce.org/contact_us.html.

The mainframe version of Ohio Job Net operates in real time. Users enter a registration, and it is matched to existing job orders immediately and the results are displayed to the user. Job orders may be entered and a match pool of qualified candidates created immediately.

One-Stop partners shall use the following procedures to request access to the mainframe version of Ohio Job Net:

*Any One-Stop partner or service provider that has not previously done so must sign a confidentiality agreement with ODJFS permitting them to access confidential job seeker and employer information. This agreement is available by calling Rich Gordon at 614-995-5627. The partner must submit a list of staff with the authority to have access to Ohio Job Net using the form in Attachment 2.

*Each partner's staff will participate in training on the use of Ohio Job Net. ODJFS will provide such training in the Workforce Investment Area or sub-area. Priority will be given to pilot areas and then to others on a first come, first served basis. Requests for training may be submitted via www.ohioworkforce.org under the Labor Exchange button.

*The MOU for each partner must include: 1) Agreement that the partner will adhere to applicable Labor Exchange and federal policies (These can be viewed at www.ohioworkforce.org under the Labor Exchange button.); 2) roles and responsibilities for purchase, maintenance, and security of OJN hardware and software; and 3) monitoring procedures to ensure adherence to the applicable policies and OAC 4141-43-01 and OAC 4141-43-02.

ODJFS will monitor adherence to the policies and conditions through the annual One-Stop on-site monitoring process.

OJN Online Costs

For workstations connected to the ODJFS network, the locality may choose to obtain Internet access through the state at no additional cost (the state acts as its own Internet service provider).

The locality will be responsible for any communication charges and the cost of any other Internet Service Providers. ODJFS will maintain the Ohio Job Net web page content and data.

Mainframe Version Access Costs

Access to the mainframe version of Ohio Job Net requires that the user have a workstation with the appropriate hardware and software for OJN access purchased through ODJFS and have a connection with the ODJFS network. Costs of the equipment, software and communications installations may be paid from any appropriate local source including the local one-stop funds.

In addition to one-time costs for equipment, software and communications, the locality will be responsible for the following continuing costs:

1.Monthly communication charges, to be paid by the locality to the Ohio Department of Administrative Services or common carrier. Charges depend on the type of communications line. Note: During the transition period, in some locations where the co-location allows the local One-Stop office and the ODJFS office to use the same communication line to the state network, overall communication costs may be shared and thus reduced from their current levels.

2.Equipment maintenance costs. Equipment maintenance was initially covered by warranties for equipment provided by the state. After warranties expire, maintenance costs are to be paid by the locality to an appropriate vendor. Localities may provide their own maintenance if they have the capability to do so.

3.Workstations provided through ODJFS and connected to the ODJFS network will be supported by the MIS Help Desk. Equipment and software not purchased through ODJFS will not be connected to the network and will not be supported by MIS.

4.Access delays may occur due to unforeseen state government resource restrictions.

Job Orders taken by ODJFS Staff

All job orders taken by ODJFS staff start in "O" status and are attached to the county or area where the job order is taken. ODJFS staff or One-Stop partners with mainframe OJN access in this county/area can run the match pool on all "O" status job orders. When "O" status job orders are matched to applicants, the match pool is displayed in OJN in order of their priority of referral according to veteran status, unemployment claim status, and length of time since referral to any job order.

Normally, after seven calendar days, "O" status job orders change to "A" status. At this point, the job orders are displayed on-line, anyone from any area can do a match, and referrals can be made regardless of match pool priority of referral.

Decision points for One-Stop Operators and One-Stop Partners

Local One-Stops have the authority to determine:

• how to structure which One-Stop partner staff have access to "O" status job orders (by county, by sub-area, or by Workforce Investment Area), and
• how to provide access to job orders taken by ODJFS staff to partners that do not have access to the Internet or OJN on the mainframe.

By making informed decisions on the items above, One-Stop systems have flexibility to work within OJN's parameters and address local concerns about which job orders are accessible, by whom, when, and how the process can work smoothly for job seekers, employers, and staff.

Job Orders taken by One-Stop Partners other than ODJFS

The One-Stop Operator must develop a policy on how all job orders are shared with all One-Stop partners. Partners are encouraged to enter all job orders in OJN either directly through the mainframe version or through procedures developed with staff that do have access to the mainframe version. Other means of sharing job orders are also available, such as faxing, phoning, e-mailing, mailing, posting, etc.

IV.Technical Assistance

As stated previously in the Guidance Statement, ODJFS will provide technical assistance regarding access and use of Ohio Job Net and on sharing job orders. Again, due to the sensitive timeframe for accomplishing the pilots, they will receive scheduling priority and other areas and sub-areas will be scheduled on a first-come, first served basis. Requests for training may be submitted via www.ohioworkforce.org under the Labor Exchange button.

V.Reference

Ohio Job Net (OJN) is the statewide job matching system that uses a skill profile to match job seekers to job openings supplied by Ohio employers. It is a mainframe-based system that houses thousands of job orders and tens of thousands of job seekers. OJN users enter new registrations into the system where they are matched to existing job orders and to future orders as those orders are entered into the system. Users may also update or change registration information for a job seeker and then run a match with the updated profile. Other functions in OJN include making referrals to job openings, retrieving labor market information, generating reports, and performing administrative functions.

Priority Order of Referral

A job order match produces a pool of candidates that have met the qualifications listed by the employer. This pool of qualified candidates is displayed in OJN in order of their priority of referral. Under current Labor Exchange priority standards, veterans are displayed first in the match pool; then, non-veterans. Within each group, a second priority is unemployment claim status - those with an active claim are given first priority. Finally, qualified candidates with the longest time since referral to any job order are given highest priority. All users of OJN must follow the match pool order in processing a job order - that is, they must make referral decisions starting at the top of the match pool and working downward in exact order.

The Workforce Investment Act, 20 CFR, Section 121 requires the establishment of One-Stop delivery systems that include certain specific programs and partners. Programs under the Wagner-Peyser Act (29 U.S.C. 49 et seq.) are a required One-Stop partner. Section 134 of WIA requires the provision of core services that include, among other things, job search and placement assistance, provision of employment statistics information including job vacancy listings in labor market areas and job skills necessary to obtain the jobs.

Ohio Administrative Code (OAC) Rules 4141-43-01 and 4141-43-02 authorize the director of ODJFS to disclose employment and training information to one-stop partners and sets forth conditions under which such information may be disclosed and incorporates safeguards for the confidentiality and security of the information.

Policies related to ES Job Applicant and Job Order Processing may be referenced at www.ohioworkforce.org under the Labor Exchange button.

Rescissions: None

Distribution: WIA Guidance Letter

Expiration: Continuing

Attachments:

Click here to view the Ohio Job Net Functions by Type of Access

Click here to view the Ohio Job Net Security Procedures

* The hard copy contains a link to http://www.state.oh.us/odjfs/online which has been permanently moved to http://www.state.oh.us/odjfs/ojn/job_net.asp. The electronic version has been updated to reflect this change.