Supporting WIOA Unified Models Roadmaps

Technical Roadmaps for Supporting WIOA Unified and Combined Models

Unified vs Combined Unified 6 Programs WIOA TITLE I ADULT WIOA TITLE I DISLOCATED WORKER WIOA TITLE I YOUTH WIOA TITLE II ADULT EDUCATION WIOA TITLE III WAGNER PEYSER/EMPLOYMENT SERVICES WIOA TITLE IV VOCATIONAL REHABILITATION SERVICES Combined ALL 6 Unified programs plus plus 1 or more eligible partner programs

Unified vs Combined Major Challenges Organization and/or location of programs Different internal rules for each program Technology challenges Technology challenges Funding?

Unified vs Combined Here to present ideas on technology challenges Single System Multi-System Federated System

The Focus WP WIOA TAA TANF (with partner agency - E&T only) SNAP (with partner agency - E&T only) General Revenue State Programs Workforce Related Programs outside of the workforce

WIOA , WP, TAA [Labor Exchange and Training Tracking System - LETTS] SNAP-ET [Public Assistance Training and Employment System - PATES] Other Workforce Related Programs [LETTS] Programs NFJP [LETTS] UC [UC Management System - UCMS]

Data Collection -Leveraged Excel Web Service APIs MS SQL Server Data Collection Site Batch Interfaces Developm ent (.Net and CF) Oracle

Reporting and Analytics Excel Data Analytics Site MS SQL Server Developm ent (.Net and CF) Tableau

Single System Single cost Single user account (commonly) Admin Staff User Customer Supervisor Viewer Auditor

Single System Desired by USDOL-ETA Desired by most end-users Assumed to increase productivity Assumed simplified intake Assumed simple reporting Single point of failure Single technology (application) stack

Single System Single user interface (look and feel) Less business rules (possibly) Best for new systems without legacy data Ease of training on system Unified and sometimes simplified look and feel Technology support for one system Data Recovery/Backup

Single System Allows for cost pooling from several programs

Multi-Systems Does not draw large vendors with large overhead Lower scope/functionality normally equals lower cost Draws smaller vendors still attempt deliver a quality service or product Can be run by program manager that wouldn t be required to know much about the rest of another system

Multi-Systems Current way of business Easier approach for different departments agencies Assumed to increase productivity Ability to collect more specific data points Allows for data collection and analytics to be in separate systems

Multi-Systems Assumed more detailed and validated data collection Limits domino effect: If one system goes down, it does not affect full operation of other systems If one system needs maintenance, it does not affect full operation of other systems Normally less maintenance and repair points

Multi-System Possible multiple user interfaces (look and feel) More business rules gain of more customized Better for new systems with legacy data Training can be spread out in specialty by program Errors and failure isolated from other systems

Federated System The good compromise that harnesses some of the best of both worlds.

Federated System Most workforce data systems we use are collecting at least 9 crucial elements of the same data: SSN FIRSTNAME LASTNAME DOB GENDER LOCATION(ADDRESS,ZIP) RACE/ETHINICITY ENROLLMENTDATE EXITDATE

Federated System Enrollment Dates and Exit Dates are where the divergence begins: These two elements spin-off a myriad of business rules business rules Activities and Services normally support or create these elements

Federated System The Business Rules also have contributing origins They are guided by and normally incorporate Law Rules Policy Technology In the workforce system the laws, rules, policies, and technologies come from a minimum of 4 federal departments*

Federated System Business rules are formed even more by the state departments and agencies Business rules are also driven by: Funds Available Political Climate Technology Available Federal and Local Agency/Department/Organization Alignment

Federated System It is a hybrid model A model that allows multiple systems to preserve their business rules set forth by their defining origins It is flexible A centralized data warehouse can be used* Several data integration tools can be used

Federated System Upfront cost are generally lower than a single system Less SME staff time Less contract staff No large vendor required Business rules are preserved in all participating systems System integrity is maintained in individual systems

Federated System All legacy systems are relatively up-to-date Non Mainframe and flexible for interconnectivity Able to use a technology that is web and big data ready High supply of technical workforce Affordable Available Local*

Federated System Truly knowledgeable SMEs An assured mutual safe haven for all parties Cooperation at the SME and SME/Technical levels Leaders are not able to complete without cooperation Meeting to meet will fail a project early and often Open up SOME planning and ideas to SME and technical SME

Federated System Make diligent assessments Be open to ideas that may be different Develop cost-benefit tools for Single vs Federated systems Speak with knowledgeable advisors/consultants Speak with the big and small vendors Speak with field Speak with SMEs

Federated System Start SMALL Try securing very limited data from a disparate program It gets all serious parties involved and relaxed Easiest start is with performance reporting and data analytics

Federated System If cross-agency/department agreement is required then start by getting a small dataset Common Data (mentioned earlier) A few elements of program specific data required for PIRL Participation Date Training Activity TAA Petition Number

Federated System Get to proof of concept (POC) quickly POC must be useful POC should require minimal effort POCs win stakeholders, sponsors and cheerleaders

Federated System Be ready to accept some risks Be ready to have exit plans for those risks Find champions in your organization

Federated System Florida Workforce Integrated Performance and Reporting System (FWIPRS) 2013 TANF-LETTS Work Registration (2013) Blended data from WIOA/WP/TAA SYSTEM with data from TANF E&T and SNAP (2014) Embedded Assessment modules from another vendor into the WIOA/WP/TAA System (2016/2017)

Federated System Florida Workforce Integrated Performance and Reporting System (FWIPRS) 2013 A statewide workforce data analytics site Wagner-Peyser WIOA TAA WT TANF UC

Federated System FWIPRS Data comes from 5 disparate data sources (systems) All systems have different business rules and purposes All data is updated into a central database for reporting (MS SQL Server 2012) Data comes in as frequently as daily Time to completion (v1.0 of the site) was 6 months Contract Staff Size for six Months 2 FTE Size - 2

Federated System TANF-LETTS Work Registration (2013) Actual data collection system Necessity due to $15M funding cut from TANF Effort to assist remaining staff with automation Self-Service Registration for TANF customers Self-Service Work Registration (WP) required in LETTS Completed with web services in real time 3 disparate data sources (systems) Completion Time 3 months

Federated System TANF-LETTS Work Registration (2013) 3 disparate data sources (systems) 1 data source at a separate department Mainframe (at other department), Oracle, SQL Server Completion Time 3 months Contract Staff Size - 0 FTE Size (already onboard) - 4

Federated System Embedded LETTS data in PATES Data from WP/WIOA/TAA now available inside TANF/SNAP system 2 disparate systems Currently in TANF/SNAP daily Moving to Web Service Moving to hyperlinks and SSO 2 FTEs *

Federated System SARA Data Feed To PATES (2015) MSSQL to MSSQL data feed From vendor to stateside system Vendor has a system that runs AI driven text conversations with TANF customers Those conversations are sent to stateside database every 2 hours

Federated System Embedded WIN Data in LETTS (2016/2017) Working with LETTS vendor and another state vendor Capture career profiling information Capture Occupation profiling/exploring information Capture entrepreneur feasibility information Capture reading/math/locating information

Federated System Embedded WIN data in LETTS (2016/2017) Data will be captured in one system Distilled data points (scores and modules) will be shared in main system Main system will hyperlink into satellite system for any drill-down data Comprehensive data points for analytics will be fed into stateside database

ElementOne Workforce Solutions | Analytics | Research | Consulting Telly Buckles Chief Consultant e: TB@elementonedata.com www.elementonedata.com p: 850.321.1923