One-Stop System
Certification
Version 1.0
One-Stop System Certification
For Ohio to
remain competitive in today's knowledge-based economy, its workforce
development effort is critical. Education and training systems must offer
workers and our emerging workforce opportunities to acquire world-class skills
that meet the employers demands while increasing productivity. These systems
must be comprehensive, flexible, innovative, employer-driven, customer-focused
and performance-based. They must also respond to customer needs, and be agile
and adaptable to the rapid changes in the global economy.
In addition, the connection between the workforce governance system, education and training, economic development and human services programs must be a direct and continuous link that allows the alignment of services and systems to benefit all workers and employees. To develop an innovative and responsive system, Ohio must accomplish the following:
·
Exceptional
management and planning at the local level
·
Include a
critical role for business, education and organized labor
·
Be accessible,
efficient, and easy to understand
·
Link education,
economic development, labor market information and other workforce-partners
·
Demonstrate
added value and customer satisfaction
Failure to comply with federal mandates can be costly. Any state choosing not to establish a One-Stop System risks penalties for non-performance and suspension of grants for noncompliance. To demonstrate Ohio’s commitment to a One-Stop System, the Workforce Development Executive Leadership Council (ELC), with membership from the County Commissioners Association of Ohio (CCAO), the Ohio Job and Family Services Directors Association (OJFSDA), the Ohio Department of Job and Family Services (ODJFS) and local practitioners have developed this One-Stop System Certification document. This document is an effective way to demonstrate to the U.S. Department of Labor and the Governor of the State of Ohio, that Ohio is committed to a One-Stop System. It also shows that Ohio has the resource capacity and the ability to sustain its One-Stop Systems, as well as the capacity to manage a complex system. For more information on Ohio’s nationally recognized One-Stop System, examples of best practices and other helpful information on the One-Stop Certification process document, visit
To better
understand the terminology used throughout this One-Stop System Certification
document, the following definitions are used frequently and are listed to
assist you in your review:
One-Stop Access Point:
A One-Stop Access Point has access to the Internet along
with informational brochures about the local One-Stop Systems’ services. An example of this may be the local library
or school.
Level 1:
A One-Stop possesses a minimum of three required partners,
which allows for regular customer access to on-site services and a fully
functioning Resource Room. The remaining
required partners’ services are available either electronically or via some
type of agreement with a nearby Level 2 or Level 3 One-Stop.
Level 2:
A One-Stop, which would fully satisfy the requirements of
the Workforce Investment Act for a One-Stop System in a single physical
location. This facility has all the
required partners and services available on-site. Most common phrased used to
describe a Level 2 One-Stop is: “ Full service, comprehensive One-Stop center”.
Level 3:
A One-Stop, which would fully satisfy the requirements of
the Workforce Investment Act for a One-Stop System in a single physical
location. In addition, this One-Stop
System also incorporates activities such as: integrated services, continuous
improvement initiatives (Baldrige Criteria), achieved levels of best practices
(documents and/or processes), enhanced services, or additional partners above
the required partners of WIA.
One-Stop System Certification Guide
The One-Stop System Certification Guide (Attachment 1) is based on Federal and State Law. The Guide is divided into six sections, General Information One-Stop, Resource Room, Sustainability, Facility, Employer Services, and Baldrige Criteria. Once a Local Workforce Area has completed a 5-Year Plan, and all required partners have signed an MOU, completing the One-Stop System Certification process would not be problematic. The One-Stop System Certification process was developed to enable Local Workforce Areas to showcase their One-Stop Systems and enables Ohio to meet the oversight requirements of the Workforce Investment Act. Local One-Stop Systems can write up their “best practices” as part of the Certification process. Ohio will ensure that Certified One-Stop Systems are fully functional and exceed the expectations of employers and job seekers. The Certification Guide continues to change as Ohio’s vision for Workforce Development evolves.
The regulatory framework includes both the requirements of the Workforce Investment Act (WIA), and House Bill 470. WIA, Section 121 states that each area must operate at least one comprehensive One-Stop. HB 470 also requires each area to operate and participate in at least one physical One-Stop. Both of these sections of law help clarify the earlier definition of a One-Stop System. Section 134(2)(B)(v), states “the State is responsible for assisting in the establishment and operation of One-Stop Systems statewide,” which serves as the basis for the One-Stop System Certification process.
Methodology
ODJFS will
assign a Review Team to conduct the One-Stop System Certification process. The Review Team will prepare for the process
by reviewing any existing documentation concerning the local One-Stop System.
These documents may include, the current MOU, 5-Year Plan, WIA grant
agreements, and Monitoring reports.
Following the review of these documents, on-site reviews will occur in
order to validate the activities found in the One-Stop System Certification
Guide. After the validation reviews, the
Certification Report will be drafted.
Throughout the process, Workforce Areas will be able to provide
additional information and answer questions about their One-Stop Systems. This
method promotes an on-going dialogue between the Review Team and the Local
Workforce Areas. The following is a detailed description of the steps and
anticipated time frames that will be used for the One-Stop System Certification
process:
Step 1 - Start One-Stop System Certification Process (day 0
to day 30):
To start the One-Stop System Certification process, the
Local Workforce Area must submit a letter to the ODJFS Office of Workforce
Development. The Local Workforce Area must also complete a One-Stop System Site
Information Checklist (Attachment 2) for each One-Stop(s) location(s). Under a separate attachment, the Local
Workforce Area will give the appropriate address information regarding all
One-Stop Access Points. This information
will help the Review Team identify how the Local Workforce Area would like the
One-Stop System to be certified. For
example, if one of the One-Stops is only offering four of the required Partner
services and has a Resource Room, those services alone will be used by the
Review Team to determine the One-Stop Systems’ Certification status.
Upon
receiving the letter from the Local Workforce Area containing the One-Stop
System Site Information Checklist and the most recent copy of their MOU, the
Review Team will send a letter of confirmation indicating the date of the
on-site entrance conference. The letter will also include the following:
(1) The One-Stop System
Certification Guide that will be used during the review;
(2) The approximate
dates of the One-Stop System Certification process, and
(3)
The instructions by which the Local Workforce Area will compile information
requested as part
of the One-Stop System
Certification Guide.
This
information must be submitted to the Review Team within 30 days from receipt of
the letter.
The Review
Team will schedule the start of the Certification in the order in which the
One-Stop System Certification request letters were received. Start dates for areas will be determined
based upon demand, completion of proper documentation, and Review Team time-constraints.
Step 2 - Entrance Conference – On-Site Review Period (day 30
to day 60):
At the entrance conference, the Review Team will go over the
proposed format for conducting the review and the expectations of all parties.
The entrance conference may require several days to complete depending on the number of sites
submitted and the complexity of the One-Stop System. During the on-site review,
the Review Team will visually confirm service delivery, partner participation,
facilities, and written information.
During the 30-day period, the Review Team will coordinate any on-site
reviews with the Local Workforce Areas designee.
Step 3 - Drafting the One-Stop System Certification Report
(day 60 to day 90):
The Review Team will review
documentation submitted by the Local Workforce Area along with analysis from
information gathered during on-site visits, to prepare the draft One-Stop
System Certification Report. The draft One-Stop System Certification Report
will include the following:
(1)
Status level obtained by the One-Stop system;
(2)
Areas needing focus;
(3) Suggestions on ways to improve these areas based upon
the Review Teams’
knowledge and
expertise, and;
(4)
One-Stop System strengths.
While
drafting the One-Stop System Certification Report, additional communication
with the Local Workforce Area and/or One-Stop Operator may be required to
clarify activities.
Step 4 - Exit
Conference (day 90 to day 105):
The draft One-Stop System Certification Report will be sent
to the Local Elected Officials, Local Workforce Area Board Chair, and One-Stop
Operator. The Review Team will schedule an Exit Conference with the appropriate
parties to discuss the draft One-Stop System Certification Report conclusions.
The visit will also provide the Local Workforce Area an opportunity to request
technical assistance and/or clarification on any of the Certification
activities.
Step 5 - Local Area Comment Period (day 105 to day 120):
Once the draft One-Stop
System Certification Report is issued, the Local Workforce Area will have 15
days to clarify areas needing focus by submitting additional information and/or
documentation to the Review Team. If another on-site review is necessary to
verify the information, the Review Team will re-visit the site within the 15
days allotted for the comment period.
Step 6 - Certification Report (day 120 to day 135):
The
Review Team will consider any new information presented during the comment
period and issue a One-Stop System Certification Report to the following:
Local
Elected Officials,
Local Workforce
Board Chair
One-Stop
Operator(s)
The One-Stop System Certification Report will be the same
format as the draft One-Stop System Certification Report. All activities listed in the One-Stop System
Certification Report in the “areas needing focus” will also become part of the
One-Stop Systems Action Plan. The One-Stop System Certification Report will
establish a date for submission of a written Action Plan to the ODJFS Office of
Workforce Development from the Local Workforce Area.
As soon as the One-Stop System obtains a Level 1,2 or 3
status, the Local Workforce Area is eligible for incentives and should contact
the Office of Workforce Development.
Once a Level 1 or 2 status is achieved, the One-Stop System will prepare
and submit, within the next 180 days, an outline of activities focusing on the
areas of continuous improvement.
The
following steps are for Local Workforce Areas that have identified
opportunities needing focus in their One-Stop System Certification Report and
have not yet received a certification Level 1, 2 or 3.
Step 7 - One-Stop System Action Plan (day 135 to day 165):
The
Local Workforce Area will use the One-Stop System Certification Report to
create their local Action Plan. The
Local Workforce Area is encouraged to make sure that their partners play an
active role in Action Plan development and implementation. The Local Elected
Officials, Local Workforce Board Chair and One-Stop Operator(s) must sign-off
on the Action Plan prior to submission to ODJFS, OWD. This plan must be
submitted to ODJFS, OWD within 30 days of receipt of the One-Stop System
Certification Report ---unless both parties have agreed upon another
date in writing.
Step 8 - Review Action Plan for Approval (day 165 to day
180):
The Review Team will review the Action Plan for timing,
scope and compliance. The Review Team will also approve or disapprove the
Action Plan and notify in writing the Local Elected Officials, Local Workforce
Board Chair and One-Stop Operator(s). The letter will also contain possible
next dates for follow-up reviews on the approved Action Plan. If the Action Plan was disapproved, the
letter will state the reason for the disapproval and the Local Workforce Area
will be given 15 days to submit another Action Plan for review to ODJFS.
Step 9 – Implement Action Plan (from day 180 to specified
action plan dates):
The Local Workforce Area will begin implementation of the approved Action Plan as described. The Review Team will periodically make on-site reviews to verify progress on the activities needing focus as noted in the approved Action Plan. The Local Workforce Area must request a Re-Certification in writing. Upon receipt of the letter, the Review Team will make another on-site visit to validate that the areas needing focus have been completed adequately.
Step 10 – One-Stop System Certification Report with an
Addendum:
Upon
completion of the Action Plan and at the request of the Local Workforce Area,
the Review Team will re-issue the One-Stop System Certification Report with
Addendum based upon reviewing the improvements that have been made. If the One-Stop System has obtained Level 1,2
or 3 status, the Local Workforce Area is eligible for incentives and should
contact the Office of Workforce Development. If a Level 1 or 2 status is
achieved, the One-Stop System will prepare and submit, within the next 180
days, an outline of activities focusing on the areas of continuous
improvement.
If the
Local Workforce Area has received a One-Stop System Certification Report with
Addendum, and still has areas needing focus, it will have 30 days to prepare
and submit another Action Plan (begin again at Step 7). This process will continue for a Local
Workforce Area until at a minimum a “Level 1” status is obtained.
Action Plans are required for all levels of Certification for areas that are identified as needing focus. After a Local Workforce Area has obtained “Level 1 or 2” status, the Action Plan/outline of activities must focus on areas needing continuous improvement. Each Local Workforce Area may develop its own format for Action Plans, but ODJFS wants to assure that all areas identified in the Workforce Areas’ Action Plans state clearly how necessary improvements such as – continuous improvement, technical assistance, time frames, funding, staff resources and dependencies, will be accomplished.
Once a Local Workforce Area’s One-Stop System has obtained Level 1,2 or 3, this status will be in effect for two years from the date of the One-Stop System Certification Report. The following are possible events that may warrant ODJFS to reconsider the Certification status for a Local Workforce Area’s One-Stop System:
(1) Local Workforce Area has not submitted their Action Plan
focusing on continuous improvement
within the
required time frame;
(2) Any program or financial audit findings, and;
(3) Any additions or deletions to the One-Stop System (sites
and services).
Re-Certification
will follow a similar process.
The One-Stop System Certification process will be followed as described in this document unless otherwise agreed to in writing by both parties. If the Local Workforce Area wishes to appeal the results of the One-Stop System Certification Report, the APMTL 241 and APM chapter 9400 will apply.
One-Stop System Certification Guide
Criteria |
Measures |
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Level 1 |
Level 2 |
Level 3 |
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I.
General Information – One-Stop System |
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(1) Demonstrate how the One-Stop System meets the needs of
your local Workforce Investment Board and/or community, as established in
your 5- year plan. |
Documented
Evidence of: ~ One-Stop(s) and Access Points ~ Updates to 5 year plan: . Labor Market . Needs/Services
in system . Collective
Partners identify performance
levels set in the system . Prioritization
and levels of service ~ Monitoring Reports (Corrective Action Plans if applicable) |
Documented
Evidence of: ~ One-Stop(s) and Access Points ~ Updates to 5 year plan: . Labor Market . Needs/Services
in system . Collective
Partners identify performance
levels set in the system . Prioritization
and levels of service ~
Monitoring Reports (Corrective Action Plans if applicable) |
Documented
Evidence of: ~ Level 2 ~ Business Plan ~ Regular Community Meetings ~ Newsletter ~ Additional activities |
|
(2) Demonstrate the activities of the local Workforce
Investment/Policy Board. |
Documented
Evidence of: ~ Board meetings (regularity – last 3 meetings) ~ Developed and implemented oversight of
One-Stop system ~ Designated One-Stop Operator ~ One-Stop Operator(s) has a defined role and
responsibility ~ Structure in place for continuous
improvement of One-Stop system ~ Board membership |
Documented
Evidence of: ~ Board meetings (regularity – last 3 meetings) ~ Developed and implemented oversight of
One-Stop system ~ Designated One-Stop Operator ~ One-Stop Operator(s) has a defined role and
responsibility ~ Structure in place for continuous
improvement of One-Stop system ~ Board
membership |
Documented
Evidence of: ~ Board Initiatives ~ Community Involvement ~ Additional Activities ~ Survey/forums |
|
(3) Demonstrate how the One-Stop System meets the needs of
core/intensive/training services. |
Documented
Evidence of: ~ Core Services accessed at One-Stop: . Determination of eligibility
for funding sources . Outreach, intake
and orientation . Initial
assessment of skill levels,
aptitudes and ability . Job search and
placement assistance . Labor market
information . Performance and
cost for Eligible
Training Providers . Performance measurements of the local One-Stop
System . Information on
availability of supportive
services . Information
regarding UI . Assistance in
establishing eligibility for
Welfare-to- Work and non-WIA
E&T . Follow-up
services ~ Intensive/Training accessed in One-Stop or
Access Points:
. Documented process and procedures |
Documented
Evidence of: ~ Core Services accessed at One-Stop: . Determination of eligibility
for funding sources . Outreach, intake
and orientation . Initial
assessment of skill levels,
aptitudes and ability . Job search and
placement assistance . Labor market
information . Performance and
cost for Eligible
Training Providers . Performance measurements of
the local One-Stop
System . Information on
availability of supportive
services . Information
regarding UI . Assistance in
establishing eligibility for
Welfare-to- Work and non-WIA
E&T . Follow-up
services ~ Intensive/Training accessed in One-Stop or
Access Points:
. Documented process and procedures |
Documented
Evidence of: ~ Level 2 ~ Additional services provided |
|
(4) Signed Memorandum(s) of Understanding with all the
One-Stop Partners has been executed. NOTE: Must be submitted along with the letter requesting
Certification. |
Documented Evidence of: ~ Resource/Cost Sharing ~ Referral Methods ~ General Provisions (template on website at ~ Services offered by partner (by location) ~ Veterans priority of service ~ Which of the following three required partners
are part of the One-Stop
(need to describe how
the remaining partners’
services are available –
electronic or via an agreement): . WIA Program . Wagner-Peyser (Labor Exchange) . Adult Education and Literacy
Activities . Rehabilitation Services Commission . TANF Program . Title V (Older Americans Act Programs) . Post Secondary Vocational Education . Trade Adjustment Assistance/NAFTA . Veterans Employment and Training Program . Community Block Grants Program . HUD Employment and Training Program . Unemployment Insurance Program . Social Security Act, Welfare-to-Work ~ Individual
Partner performance levels in
system ~ Customer Flow (detailed) ~ Cross Training
Initiative(s) |
Documented Evidence of: ~ Resource/Cost Sharing ~ Referral Methods ~ General Provisions (template on website at ~ Services offered by partner (by location) ~ Veterans priority of service ~ Required Partners . WIA Program . Wagner-Peyser (Labor Exchange) . Adult Education and Literacy
Activities . Rehabilitation Services Commission . TANF Program . Title V (Older Americans Act Programs) . Post Secondary Vocational Education . Trade Adjustment Assistance/NAFTA . Veterans Employment and Training Program . Community Block Grants Program . HUD Employment and Training Program . Unemployment Insurance Program . Social Security Act, Welfare-to-Work ~ Individual
Partner performance
levels in system ~ Customer Flow (detailed) ~ Cross Training
Initiative(s) |
Documented Evidence of: ~ Additional Partners ~ One-Stop Procedures Manual ~ Partners role in the One-Stop System beyond
referrals |
Criteria |
Measures |
||
Level 1 |
Level 2 |
Level 3 |
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II. Resource Room |
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(1) Demonstrate the following characteristics of the
Resource Room. |
Documented
Evidence of: ~ Clear signage in
One-Stop to the Resource
Room ~ Clear signage in
the Resource Room
to available services and
activities ~ Number of
customers served ~ Work Space
(chairs, tables) proportional to
the number of customers
served ~ Access to
phones, fax, copiers,
printer for PC ~ Local &
Statewide job postings ~ Local &
Regional newspapers (clear Internet
instructions if not actual
hardcopy paper) ~ Local phone
books ~ Access to paper
and envelopes for
resumes ~ PC’s proportional to the number of customers served with internet and word processing capabilities (A minimum of one PC must be ADA equipped) ~ Dictionary ~ UI Phone
(minimum of two with one
being ADA compliant) ~ Brochures on
local services – Partners ~ Instructional
Material (Documents on resume writing, videos, CD trainings) |
Documented
Evidence of: ~ Clear signage in
One-Stop to the Resource
Room ~ Clear signage in
the Resource Room
to available services and
activities ~ Number of
customers served ~ Work Space
(chairs, tables) proportional to
the number of customers
served ~ Access to
phones, fax, copiers,
printer for PC ~ Local &
Statewide job postings ~ Local &
Regional newspapers (clear Internet
instructions if not actual
hardcopy paper) ~ Local phone
books ~ Access to paper
and envelopes for
resumes ~ PC’s proportional to the number of customers served with internet and word processing capabilities (A minimum of one PC must be ADA equipped) ~ Dictionary ~ UI Phone
(minimum of two with one being ADA compliant) ~ Brochures on
local services – Partners ~ Instructional
Material (Documents on resume writing, videos, CD trainings) |
Documented Evidence of: ~ Level 2 ~ Additional characteristics |
III. Sustainability |
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(1) Demonstrate how One-Stop Partners and other funding
sources have been identified to continue the operation and expansion. |
Documented Evidence of: ~ Process exists
for cost and revenues ~ Financial Gap Analysis |
Documented Evidence of: ~ Process exists
for cost and revenues ~ Financial Gap
Analysis |
Documented
Evidence of: ~ Level 2 ~ Business Plan |
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IV.
Facility |
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(1) Demonstrate the accessibility of your One-Stop. |
Documented
Evidence of: ~ Clear signage on
outside of facility ~ Clear signage
inside facility ~ Availability of
assistance upon entering ~ All materials
available in alternative
formats ~ Hours of
operation, either by: (1)
Posted
on State/Local website (2)
Phone
message (3)
Posted
on door |
Documented
Evidence of: ~ Clear signage on
outside of facility ~ Clear signage
inside facility ~ Availability of
assistance upon entering ~ All materials available in alternative formats ~ Hours of
operation, either by: (1)
Posted
on State/Local website (2)
Phone
message (3)
Posted
on door |
Documented
Evidence of: ~ Level 2 ~ Additional activities |
V. Employer Services |
|||
(1)
Demonstrate how the One-Stop meets the needs of the local employers.
|
Documented Evidence of:
~ Assistance with
recruiting qualified
applicants ~ Assistance for
entering job orders ~ Access to labor
market information ~ Information
sharing for employer events ~ Rapid
Response
|
Documented Evidence of:
~ Assistance with
recruiting qualified
applicants ~ Assistance for
entering job orders ~ Access to labor
market information ~ Information
sharing for employer events ~ Rapid Response |
Documented
Evidence of: ~ Level 2 ~ Additional Employer Services ~ Assistance with
planning for workplace
expansion and downsizing ~ Assistance with information regarding retention and post employment support services for employees |
VI. Baldrige Criteria |
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|
(1) Demonstrate how the One-Stop meets the following
characteristics of the Baldrige criteria. |
Documented
Evidence of: ~ Customer Satisfaction Survey (past 3 months) ~ Changes in
delivery system as a result of
customer satisfaction
surveys (partner involvement) |
Documented
Evidence of: ~ Customer
Satisfaction Survey (past 3 months) ~ Changes in
delivery system as a result of
customer satisfaction
surveys (partner involvement) |
Documented Evidence of: ~ Leadership ~ Information and Analysis ~ Strategic Planning ~ Human Resource Utilization ~ Process Management ~ Business Results ~ Customer
Satisfaction |
Attachment 2
One-Stop System Site Information Checklist
(Please complete one form per Site)
Address of
site: ______________________________________________________________________________
Contact
Name: ______________________________ Phone Number:
_________________________________
|
Partners |
On-site |
Referral |
Comments |
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WIA
Program |
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Sec. 166 Native American |
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Sec. 167 Migrant/Seasonal Farm Worker |
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Sec. 169 Youth Opportunity Grants |
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Sec. 171 Demonstration/Pilot Projects |
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Sec. 173 National Emergency Grants |
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Adult/Dislocated Worker |
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Job Corps/Civilian Conservation Corps |
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Wagner-Peyser
(Labor Exchange) |
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Adult
Education and Literacy Activities |
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Rehabilitation
Services Commission |
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TANF
Program |
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Title V
of the Older American’s Act |
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Post
secondary Vocational Education |
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Trade
Adjustment Assistance/NAFTA |
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Veterans
Employment and Training |
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Community
Services Block Grant |
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HUD
Employment and Training Program |
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Unemployment
Insurance |
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Social
Security Act Sec. 403(a)(5) Welfare-to-Work |
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Other
Partners: |
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Other
Partners: |
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If more
Partners, please attach on separate sheet |
Attached |
Attached |
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Core
Services for the Universal Customer |
On-site |
Referral |
Comments |
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Determination
of eligibility for funding sources |
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Outreach,
intake, and orientation |
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Initial
assessment of skill levels, aptitudes, ability |
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Job
search and placement assistance |
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Labor
Market Information |
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Performance
and cost on Eligible Training Providers |
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Performance
measurement of local One-Stop System |
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Information
on availability of support services |
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Information
regarding UI |
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Assistance
in establishing eligibility for Welfare-to-Work and Non-WIA E&T |
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Follow-up
services |
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Additional
Information |
On-site |
Referral |
Comments |
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Resource
Room |
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Other: |
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Other: |
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Other: |
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Other: |
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Other: |
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Other: |
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Other: |
Attached |
Attached |
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Attachment
2 – Site Information Checklist