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Home My WebLink AboutEMPLOYMENT DEVELOPMENT DEPARTMENT City of Santa Ana • 4..z) : COTC Office Use Only �� Clerk of the Council AGREEMENT TERMINATION FORM Please complete this form when the attached agreement and all • amendments (if any) are no longer in effect. Note. If your agreement is grant related, please ensure that all grant retention requirements • have been satisfied prior to signing the termination form. Return form to the Clerk of the Council Office (M-30). Call 647-1520 if you have any questions. • n //ig The agreement with t yli ,6,PA- No. fi-2C`G—"/� was completed on f13� 24,.% Sand final payment has been made. (List all amendments. Use s ace below if needed.) Department: (7 // Phone/Ext.: „ 4 Signature: ,:.a /7/ 5;14-,r0d17( _, Date: 2M// Revised:01-07-16 N j ?4w 4 2012 A- 2012 -117 Memorandum of Understanding q r` J i For EMPLOYMENT DEVELOPMENT DEPARTMENT • Serve mature workers by operating as a specialized recruitment arm for One -Stop Partners working collaboratively to connect mature workers to employers with labor shortages • Customized training for employment with specific employer • Employer services, including: job listing; job matching; candidate screening and testing; outplacement services; job analysis; and, information on available tax credits, business development planning and labor market trends. 3. DURATION: (a) This MOU shall become effective July 1, 2012 and terminate June 30, 2015. This MOU will remain in effect until (i) terminated by the repeal of the Workforce Investment Act or otherwise by action of law, or (ii) with respect to the One -Stop Partner, the date on which such One -Stop partner withdraws from the MOU pursuant to Section 3 (c) hereof. Should any One -Stop Partner withdraw, this MOU shall remain in effect with respect to other remaining One -Stop Partners. (b) This MOU is of no force or effect until signed by authorized representatives of the participating agencies, and approved by the Chief Local Elected Official or his /her designee. The MOU, once signed, becomes part of the local WIA Plan. (c) Any party may withdraw from this MOU by giving written notice of intent to withdraw at least 30 calendar days in advance of the effective withdrawal date. If agreed to by all parties, the timeframes for notice may be reduced or extended. Notice of withdrawal shall be given to the WIB at the address listed in the signed attachments of this MOU, and to the contact person so listed, considering any information updates received by the parties pursuant to Section 1. Courtesy notification shall be made to all parties of this MOU in a timely manner. 4. MODIFICATION AND ASSIGNMENT: This MOU may be modified at any time by written agreement of the parties. Assignment of responsibilities under this MOU by any of the parties shall be effective upon written notice to the WIB. Any assignee shall also commit in writing to the terms of this MOU. 5. ONE -STOP SYSTEM DESCRIPTION: The one -stop system description in the local WIA plan, including modifications thereto, is incorporated into this MOU by reference. 6. CROSS REFERRALS: The One -Stop Partners will adopt common intake /cross referral arrangements, which include, by reference, those listed in the local WIA plan, including modifications thereto. The methods and /or resources utilized may include some or all of the following: cross- training of staff, in -house staff, electronic case management systems, co- enrollments, appointments, e -mail and phone call. 7. CONFIDENTIALITY: 3 The WIB agrees that when any individual applies for or receives services from and the partner agency through the One -Stop Center, all information regarding such application for or receipt of services shall be confidential information subject to the provisions of 34 CFR 361.38. The parties agree to honor the confidentiality provisions as described in the local WIA plan, including modifications thereto, and incorporated into this MOU by reference. Exchanged information shall remain private and confidential in accordance with the most restrictive confidentiality requirements of any of the parties collecting, receiving or sharing information. 8. RESOURCE SHARING: The parties agree to share resources in accordance with the attached Resource Sharing Agreement. It is expressly understood that this MOU does not constitute a binding financial commitment, but rather an intent to commit specific resources in the future as the parties' allocations and budgets are known and the one -stop system evolves. The one -stop system is a work in progress and its costs and the partners' resource contributions will not remain static from month to month or from year to year. The Resource Sharing Agreement is meant to be reviewed yearly and may be modified as needed by any partner as long as it is identified as a revision, and it is signed and dated by the agency Administrator. 9. DISPUTES: The parties shall first attempt to resolve all disputes informally. Any party may call a meeting of all parties to discuss and resolve disputes. Should informal resolution efforts fail, the dispute shall be referred to the Chair of the WIB, who shall place the dispute upon the agenda of its next regular or special meeting of the Board's Executive Committee. The Executive Committee shall attempt to mediate and resolve the dispute. Finally, if the Executive Committee's resolution efforts fail, any party may file a grievance in accordance with the State of California's WIA grievance procedures. The parties agree to be bound by the final determination resulting from that procedure. All costs associated with the grievance procedure shall be borne by the losing party. 10. SEVERABILITY: If any part of this MOU is found to be null and void, or is otherwise stricken, the rest of this MOU shall remain in force. 11. JURISDICTION: Jurisdiction over any disputes under this MOU shall reside in Orange County, California. 12. HOLD HARMLESS CLAUSE: Each party to this MOU agrees to indemnify and hold harmless the other parties, their officers, agents, employees, and volunteers from and against any and all loss or damage, and from any and all suits, actions and claims filed or brought by any person or persons arising out of acts or omissions of the party or its officers, agents, employees in the performance of this MOU. 4 THIS MEMORANDUM OF UNDERSTANDING is hereby signed and agreed to on the date first written above. .L Miguel A. Pulido, Mayor, City of Santa Ana Name and Title 20 Civic Center Plaza, Santa Ana, CA 92701 Address FOR THE CITY OF SANTA ANA ATTEST: Maria D. Huizar, Clerk of We Council JUL 2 v 2D32 Date CITY OF SANTA ANA Paul Walters, Interim City Manager EMPLOYMENT_ DEVELOPMENT DEPARTMENT (ONE -STOP PARTNER) Signature Da e Robert Claudio, Deputy Division Chief for Southern Workforce Services Name and Title 2450 E. Lincoln Avenue #200, Anaheim, CA 92806 Address Approved as to Form: JOSEPH STRAKA, Interim City Attorney By:� Lisa E. Storck, Assistant City Attorney 13. SIGNAGE & COMMUNICATION OF PARTICIPATION: The Santa Ana WORK Center shall provide wall signage listing the names of current participating partners. Where practical, the Santa Ana WORK Center will list partner agencies on forms and marketing materials distributed to the public. 14. ACCESSIBILITY ASSURANCES AND CERTIFICATIONS: The parties agree to abide by all applicable non- discrimination federal and state laws. The WIB and the One - Stop partners will ensure that policies and procedures established by the WIB and the One -Stop partners are in compliance with the Americans with Disabilities Act (ADA). The Santa Ana WORK Center will assure its services and premises are accessible to persons with disabilities under the requirements of the Americans with Disabilities Act. 15. INSURANCE: The One -Stop Partners agree that their current in force insurance or self - insurance coverage programs shall apply to their operations performed under the Workforce Investment Act and at the WORK Center, including commercial general liability, property damage liability, business personal property, workers' compensation and employee dishonesty /crime coverages. The City of Santa Ana shall be named as additional insured for such insurance and the coverage shall be primary and non- contributory with regard to the City. 16. AUTHORITY AND SIGNATURES: The individuals signing this MOU and its attachments, which are incorporated herein by reference, have the authority to commit the party they represent to the terms of this MOU, and do so commit by signing. s Attachment "A" One -Stop Partner Commitment 1. PARTIES: The parties to this Memorandum of Understanding (MOU) are the Mayor and City Council of the City of Santa Ana, the Santa Ana Workforce Investment Board (WIB), the Employment Development Department and other agencies (identified in the "One -Stop Partner Commitment ", Attachments "A" and "B: to this MOU) functioning as "One -Stop Partners" within the Santa Ana One -Stop System (hereinafter referred to as the Santa Ana WORK Center). In addition to accepting the provisions contained in the MOU, the Employment Development Department commits to the following: • Outreach, intake and orientation services available through EDD and Santa Ana WORK Center • Initial assessment of skills, aptitudes, abilities and supportive services • Employment data and labor market information • Job Search and placement assistance • Employment referral • Supportive Service referral • Access to filing for Unemployment Insurance • Access to CaIJOBS, assistance with registration, resumes, and vacancy listings • Occupational training through TRA • Employer services including job listings, job matching candidate screening information on tax credits and labor market trends • May provide individual case management for veterans, at -risk youth, dislocated workers, ex- offenders, deaf and hearing - impaired persons and others needing intensive job search assistance. Full -time equivalents (FTEs) of Agency Staff Assigned to Santa Ana W /O /R/K Center: EDD staff assigned to the Santa Ana WORK Center contribute to its operations and goals. The EDD will recognize and comply with applicable labor agreements affecting presented employees located at the SAWC. State employees located at the SAWC shall remain under the supervision of EDD for the purposes of performance evaluation, and other matter concerning civic service rights and responsibilities. Any work - related issue arising at the SAC between EDD employees and the one -stop operator or supervisors of other partners the operator or other supervisor shall refer the issue to the employee's EDD supervisor. The operator and partner shall cooperate in the investigation of the following matters: discrimination under California Fair Employment and Housing Act (Part 2.8• commencing with Section 12900 of Division 3 of Title 2 of the Government Code) threats and /or violence concerning State employees, and State employees misconduct. 7 Cost associated with EDD's occupancy of the SAWC are described in the lease agreement between EDD and the City of Santa Ana. PERFORMANCE GOALS: Customer Service All on -site, One -Stop Partners shall commit to the following goals for the W /O /R/K Center: 1. To conform to a uniform policy of customer service; 2. To develop customer service principles all One -Stop Partners must implement; 3. To implement an on -going system for measuring customer service levels; and, 4. To participate in a task force empowered to oversee, measure and respond to customer service data. Attachment "A ", Page 2 Ouantifable Service Outcomes • Obtain 40,000 registrations and 37,600 resumes in Ca1JOBS from SAWC and its satellites; • To Support and contribute to the listings of 115,000 Orange County job vacancies in Ca1JOBS • To conduct 12 Initial Assistance Workshops for UI Claimants, 10 Job Search Training Workshops for Veterans, 10 Job Search Training Workshops for Youth, and 10 Job Search Training Workshops for UI clients • To conduct 60 Positive Recruitments (on -site employer interviewing) • To sponsor 2 Job Fairs • Through case management, to enroll and assist job seekers to complete successfully: Youth Employment Opportunity: enroll 70 and close successfully 25; veterans: enroll 72, close successfully 36; and Deaf/Hearing Impaired: enroll 70, close successfully 40. AUTHORITY AND SIGNATURES: The individuals signing this MOU and its attachments which are incorporated therein have the authority to commit the party they represent to the terms of this MOU, and do so commit by signing. FOR THE Employment Development Department Santa Ana Workforce Services (Legal Name of Partner Agency) /,... }I f f, ,ftL `_mot Sigr6iure Date Robert Claudio, Deputy Division Chief for Southern Workforce Services Name and Title 2450 E. Lincoln Avenue #200, Anaheim, CA 92806 Address MOU Partner rev 2 -12 CITY OF SANTA ANA WORKFORCE INVESTMENT BOARD ONE STOP PARTNER MEMORANDUM OF UNDERSTANDING SERVICES MATRIX FOR EMPLOYMENT DEVELOPMENT DEPARTMENT /SANTA ANA WORKFORCE SERVICES ' Criteria to be determined by the State of California and the Santa Ana Workforce Investment Board Ll ♦ Employment and Training Activities under Title I of the Workforce Programs Represented Investment Act ♦ In -take ♦ Orientation ♦ Screening and eligibility determination for WIA assistance ♦ Identification and referral on individuals in need of employment and Services Provided training services ♦ Coordinate of WORK Center employment and training programs with those offered through the One -Stop ♦ Other programs and services appropriate through EDD funding M Co- location of staff Method of Service M Co- location of services Delivery M Cross training of staff M On -line • In person • By phone Referral Method M Referral form ❑ Online M Customer Satisfaction Contribution to One -Stop System ® Provide Coordination and Services for WIA programs ' Criteria to be determined by the State of California and the Santa Ana Workforce Investment Board Ll Attachment B SANTA ANA ONE -STOP PARTNERS MOU RESOURCE SHARING ATTACHMENT Cost Allocation Detail Sheet State Fiscal Year 2011 -12 Field Office: Santa Ana # 042 Santa Ana WORK Center STAFFING REQUIREMENTS: Operating Expenses & Equipment (OE &E) Allocated OE &E ($8,900 x (A)) $ 436,011 Includes: utilities, postage, consultant contracts, printing and binding, DP and non DP equipment purchase and maintenance, software purchase and maintenance, pro rata, and SWCAP Direct OE &E per position ($1,296.45 x (A)) $ 63,513 Includes: supplies, training, and travel Cost Center Specific OE &E Rent/Leases (mo. cost per sq. foot) $ 1.41 (# of sq. feet) 5,246.00 $ 88,762 Telephones (mo. cost per line) $ 42.50 (# of lines) 36 $ 18,360 HHSDC /Ca1JOBS1' (cost per computer) $ 240.79 (# of computers) 8 $ 23,116 Total OE &E $ 629,762 CAST ALLOGATlQN TOTAL 3,024,039 Rev. 7/29/08 Personnel Class Title Class Code Annual Salary PYs Services Costs Employment Program Mgr. III 9198 $ 71,756 0.3 $ 23,679 Employment Program Mgr. II 9197 $ 67,043 0.3 $ 22,124 Employment Program Mgr. 1 9189 $ 58,904 2.0 $ 117,808 Employment Development Spec. II 9216 $ 60,054 0.0 $ - Employment Development Spec. 1 9204 $ 53,189 0.0 $ Job Agent 9155 $ 59,003 0.0 $ Employment Program Sup. 1 9190 $ 52,967 0.0 $ Business Services Officer 1 4720 $ 52,459 0.0 $ - Employment Program Rep. 9194 $ 46,027 21.0 $ 966,573 Employment Program Tech 9231 $ 37,146 0.0 $ - Office Technician (Typing) 1139 $ 36,070 0.3 $ 11,903 Office Assistant 1379 $ 33,559 0.0 $ - Custodian 2011 $ 29,650 0.0 $ - Student Assistant 4870 $ 12,377 4.0 $ 49,507 Youth Aide 9991 $ 7,770 0.0 $ - Bilingual Pay $ 1,200 21.0 $ 25,200 Sub -Total 49.0 (A) $ 1,216,795 (B) WS Branch CO and Management (12.48% of (B)) Includes: Dep Dir, Div Chief, EDA, WSDCO direct charge staff $ 151,856 Sub -Total $ 1,368,651 (C) Personnel Benefits (State Rate 42.11 % of (C)) $ 576,339 Administrative Staff and Technical (AS &T) ((A) multiplied by $9,171 per PY) $ 449,287 Total Personnel Services and Benefits $ 2,394,277 Operating Expenses & Equipment (OE &E) Allocated OE &E ($8,900 x (A)) $ 436,011 Includes: utilities, postage, consultant contracts, printing and binding, DP and non DP equipment purchase and maintenance, software purchase and maintenance, pro rata, and SWCAP Direct OE &E per position ($1,296.45 x (A)) $ 63,513 Includes: supplies, training, and travel Cost Center Specific OE &E Rent/Leases (mo. cost per sq. foot) $ 1.41 (# of sq. feet) 5,246.00 $ 88,762 Telephones (mo. cost per line) $ 42.50 (# of lines) 36 $ 18,360 HHSDC /Ca1JOBS1' (cost per computer) $ 240.79 (# of computers) 8 $ 23,116 Total OE &E $ 629,762 CAST ALLOGATlQN TOTAL 3,024,039 Rev. 7/29/08 MEMORANDUM OF OPERATIONS ("MOO") Santa Ana W /O /R/K Center WIA and EDD Wagner - Peyser Integration PARTIES: The parties to this MOO are the Santa Ana WORK Center WIA, by and through the City of Santa Ana, a charter city and municipal corporation ( "City "), and EDD Employment Development Department Workforce Services, a department of the State of California ( "State "). DURATION: This MOO shall become effective on July 1, 2012 and terminate on June 30, 2015. MODIFICATION AND ASSIGNMENT: This MOO may be modified at any time by written agreement of both of the parties. PLANNING/ PURPOSE: 1) Identify the goals of the partnership. To effectively collaborate on a seamless, integrated, skills -based delivery system to all job seekers and employers (customers) that enter our site. 2) Provide description of partnership, specific to each LWIA. (Refer to the existing MOU, who are the players, what are the resources ?) Section 121 (c)(1) of the Workforce Investment Act (WIA) requires that the Local Workforce Investment Board (W(B) and all mandated partner agencies be party to a Memorandum of Understanding (MOU) as to the operation of the Santa Ana W/O/R/K Center, hereinafter referred to as "SAWC ". The current MOU insures that the Partners will afford universal access to comprehensive workforce development services which are customer driven and based upon clear objectives. It also provides for mutually negotiated outcomes with methods of performance measurements to attain customer satisfaction. The partners to the MOU are as follows: City of Santa Ana, State Employment Development Department, State Department of Rehabilitation, Orange County Department of Education, ROP, Rancho Santiago Community College District, Goodwill of Orange County, Community Action partnership of Orange County, SER — Title IV Older Worker program and the City of Santa Ana Housing Department. Definitions of Terms 2a) Functional Team: Staff from partner agencies providing integrated services as defined in the Memorandum of Operations. 2b) Functional Supervision Oversight of functional staff in all areas other than defined by terms and conditions of union agreements. Rev 2012, Page 1 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration 2c) Partner Agency: An agency that has entered into a Memorandum of Operations with the local learning lab leadership. 3) Services offered (What services are we integrating and what is the customer flow ?) The integrated service delivery system is divided into three components: I. The Welcome Team is responsible for data collection, eligibility verification, registration /enrollment, and referral to the appropriate next steps. Any SAWC team member, at any time can refer a customer to appropriate services, such as: • Workshops: Resume, Interviewing, On Line Applications, etc. • On -Line E- Learning • Labor Market Information • Veteran Services • Computer Classes • ESL Classes • Comprehensive Assessment • GED Assistance • Continued Education Il. The Skills Team is responsible for comprehensive assessments and skills enhancement activities. Customers determined to be in need of some form of skill enhancement will be offered demand driven services such as: ■ Occupational and vocational skills training ■ OJT ■ Adult Education ■ Job Readiness workshops ■ Customized training ■ Basic Skills Remediation ■ Workplace literacy ■ Apprenticeship programs ■ Interviewing workshops ■ Tutorial programs ■ Comprehensive Assessment 111. The Monitoring Team is responsible for job placement, as well as the job development and promotional activities. Page 2 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration The customers who are considered "Job- Ready" or have completed activities through the Welcome and Monitoring components may access the demand driven services which include: ■ Job Referrals ■ Job Search ■ Soft skills training, including budgeting • Job Assisted Workshops ■ Interviewing Skills Development and Dress for Success ■ Career Transitioning and Stress Management ■ Group assistance /workshops • Resume Preparation 4) What will be achieved by integration? The job seekers will gain greater access to employment and skill attainment resources to improve their employability through the SAWC. SAWC fully embraces the integration vision and the opportunity this system provides added value for job seekers and the business community alike. Through the service integration efforts, SAWC offers a skill -based service delivery system which enables the W /O /R /K Center to respond more readily to the changing economic conditions and the competitive market demand. 5) Performance outcomes, to include WIA and Wagner - Peyser. 5a) How will they be determined? By using the State of California's base wage file. 5b) What reports will be used to determine performance? CaIJOBS and JTA Reports. 5c) Reporting requirements. As outlined in the directive. 5d) Frequency of Reports. Quarterly. 6) Establishment of Functional Teams (How ?) Staff will be selected based upon their skills, knowledge, qualifications and the appropriateness of the assignment by taking into consideration the primary needs of the W /O /R /K Center. 6a) What minimum skills do team members need? All team members should possess the following skills and abilities: • Strong customer service and organizational skills • Ability to effectively communicate verbally and in writing Page 3of14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration • Sensitivity to customers stressful life situations • Ability to multi -task and with diverse backgrounds and /or in efficiently produce accurate work under pressure • Ability to legibly and accurately document services • Commitment to maintain confidentiality of customer information and system records as legislated by current program policy requirements • Ability to work independently as well as in a team environment • Knowledge of skills and aptitude assessment tools and the ability to interpret and analyze test results • Ability to constructively critique resumes and cover letters • Ability to effectively deliver a variety of services in a group setting, such as workshops and /or orientations. • Proficient knowledge of the Microsoft Office program and all office equipment • Ability to effectively coach and mentor customers • Knowledge of the local labor market • Effective use of marketing and sales techniques • Knowledge of community resources and referral process • Maintain knowledge of service delivery programs as it relates to all customers Anticipating and realizing that all staff will need to be rotated among the various functions as business needs dictate. 6b) Functional job descriptions for supervisors and team members. Functional Supervisor's Roles and Responsibilities • Communicate and refer any personnel and /or administrative issues to the responsible agency manager. • Provide direct functional supervision for their respective integrated team. • Set daily work assignments to meet customer flow. • Monitor team activities and make appropriate changes to ensure proper staffing coverage during peak periods, meal /break periods, and unscheduled or emergency absences. • Conduct routine assessment of staffing needs within team: Operating system and equipment are operating properly Training and coaching team members as necessary Provide tools for performance enhancement • Ensure staff understand and comply with all internal security policies and procedures for the LWIA and the EDD. • Coordinate and facilitate regularly scheduled team meetings. • Encourage communication opportunities for staff feedback and continuous quality improvement of team process. • Perform functions necessary to ensure an integrated operation. • Monitor performance measures to meet goal expectations. Page 4 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration ■ Perform customer service satisfaction actions. Welcome Team Roles and Responsibilities • Greet all customers in a friendly, welcoming, and professional manner. • Conduct initial interview and review eligibility documents. • Determine the purpose of customer's visit and direct them accordingly. • Facilitate the initial assessment to gauge the skill levels, aptitudes, and job qualifications of the customer. • Analyze the results and enter required information into the database. • Interview customers to identify barriers to employment and identify those services that will help address and /or eliminate the barriers. • Answer questions about services offered through the system. • Maintain knowledge of local community agencies and programs through frequent communication. Refer individuals as appropriate to other community and partner agencies. • Schedule appointments for customers as needed. • Based upon the initial interview, refer job seekers as appropriate to either the Skills Team or the Monitoring Team • Ensure proper recording of customer's personal information, eligibility documents, activities referred to and /or completed, and applicable notes are entered into the database system; guaranteeing compliance with the mandated program requirements for eligibility of services. • Develop the Individual Work Plan with the customer to provide an overview of their career goals, employment objectives and, potential service needs. • Maintain knowledge of the Welcome Team process; ensure program integrity by committing to protecting customer confidentiality and demonstrating constant professionalism. • Attend staff meetings, submit required reports, interpret program information, and make procedural recommendations. • Contribute in their team role(s) to ensure that performance measures are met and /or exceeded, while ensuring compliance with the Federal, State, and Local rules and regulations. • May occasionally assist with special projects, including, but not limited to, specialized outreach to targeted program groups, employer recruitments, and the development of new skills training activities. ■ May perform other duties as assigned. Skills Team Roles and Responsibilities • Conduct first time interview with job seeker(s) to review initial assessment results, skills identified, aptitudes, interests, barriers to employment, and supportive service needs. Page 5 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration • Continue to develop the Individual Work Plan with the customer to provide an overview of their career goals, the initial assessment results, and potential service needs. • Prepare various forms of testing /assessment for customers, including selecting the appropriate testing /assessment tools, proctoring tests, and interpreting the results for each. This may include a comprehensive assessment for the customer if determined necessary. • Deliver a variety of skill development services for the customer addressing their specific needs in the areas of employment, training, and supportive services. • Deliver services in both group and one -on -one settings to customers. • Maintain a high level of familiarity with the local labor market to ensure that services are aligned with the employer and labor market needs. • Facilitate and arrange for the job seeker to attend needed skill enhancement activities. This can include arranging for one of more of the following: in -house training sessions, classes at training providers, classes at post secondary institutions. • As appropriate, assist the customer with applying for financial aid or scheduling off -site training activities. • Assist customers in job search activities as it relates to interviews, resumes, applications, and letters to employers. • Maintain knowledge of occupational training and local economic information to assist customers in defining career goals. • Further develop the Individual Work Plan with customers to establish appropriate career goals and detail specific plans for skill development /enhancement activities, job search strategies, and supportive services. Update and modify the IAP as needed to ensure that the customer's needs are met. • Maintain knowledge of local community agencies and programs through frequent communication. Refer individuals as appropriate to other community and partner agencies. • Facilitate and deliver workshops and group sessions instructing customers on various skills, including basic skills development, customer service, computer skills, and job search skills. • Maintain knowledge of the Skills Team process; ensure program integrity by committing to protecting customer confidentiality and demonstrating constant professionalism. • Ensure proper recording of customer's personal information, eligibility documents, activities referred to and /or completed, and applicable notes are entered into the database system; guaranteeing compliance with the mandated program requirements for eligibility of services. • Attend staff meetings, submit required reports, interpret program information, and make procedural recommendations. Page 6 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration • Contribute in their team role(,) to ensure that performance measures are met and /or exceeded, while ensuring compliance with the Federal, State, and Local rules and regulations. • May occasionally assist with special projects, including, but not limited to, specialized outreach to targeted program groups, employer recruitments, and the development of new skills training activities. • May perform other duties as assigned. Monitoring Team Roles and Responsibilities • Conduct interview with customer to determine their employment goals, skills identified, aptitudes, interests, barriers to employment, and supportive service needs. • Update the Individual Work Plan with the customer to provide an overview of their career goals, the initial assessment results, and potential service needs. • Maintain a high level of familiarity with the local labor market to ensure that services are aligned with the employer and labor market needs. • Provide information on the appropriate skill development activities and services available on site, including the resource room, locating Internet based job openings, referrals to supportive services, Skills Team activities, workshops, etc. • Provide job search assistance through job fairs, employer recruitments, job referrals, and job development contacts. • Provide appropriate referrals and services for customers requiring specialized services (counseling, budgeting, etc.). • Offer continuous engagement strategies to maintain communication with the customer in order to ensure a successful outcome. • Maintain knowledge of the Monitoring Team process; ensure program integrity by committing to protecting customer confidentiality and demonstrating constant professionalism. • Ensure proper recording of customer's personal information, eligibility documents, activities referred to and /or completed, and applicable notes are entered into the database system; guaranteeing compliance with the mandated program requirements for eligibility of services. • Attend staff meetings, submit required reports, interpret program information, and make procedural recommendations. • Contribute in their team role(s) to ensure that performance measures are met and /or exceeded, while ensuring compliance with the Federal, State, and Local rules and regulations. • May occasionally assist with special projects, including, but not limited to, specialized outreach to targeted program groups, employer recruitments, and the development of new skills training activities. • May perform other duties as assigned. Page 7 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration 6c) How is team membership determined? To be determined by Functional Supervisor, as dictated by Team requirements and staffing levels. 6d) How will disputes pertaining to membership be resolved? Membership disputes will be resolved through discussion and consensus between Site Supervisor(s) and Functional Team Supervisor(s) in conjunction with business needs and current workload. 7) Selection of functional team members (How ?) By the Service Integration Leadership Team. 7a) Observe civil service rules. According to each Entity's mandated rules. 7b) Classification requirements. Not working team members out of class per the existing documented State and City requirements. 7c) Within the scope of the duty statement (functional job description). As pre- defined in classification duty statements for each Entity. 8) Determine supervision of functional teams. 8a) How is supervision selected? By the Service Integration Leadership Team 8b) Terms and Conditions State and City supervisors will follow contractual and collective bargaining mandates for the supervision of respective State and City employees. Collaboration will occur between the employee's supervisor and the functional supervisor. This collaboration will include communication between both individuals to allow for the responsibility of certain tasks and responsibilities within a functional team. The communication cannot include the sharing of confidential information as prohibited by state or local policy or union contracts. 8c) Span of Control Responsibilities of State /City Entity Supervisor • Changes to permanent work schedule, including lunches and breaks • Approval of attendance records • Approval for vacations, sick leaves, personal leaves • Counseling and discipline Page 8 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration • Performance evaluations /probations • Travel and expense approvals • Approvals for contract negotiated training and in- service courses Responsibilities of Functional Supervisor • Setting daily work assignments and work flow • Making temporary changes in meal /break periods to assure proper coverage • Setting Resource Room schedules /coverage • Setting office coverage during vacations /unscheduled /emergency absences Collaborative Responsibilities of State /City Entice Supervisors and Functional Supervisors • Adequate office coverage • All staff is properly trained • All organizations understand and adhere to all internal security policies and procedures • All staff present a positive image of the One Stop System to customers • Regular staff meetings are held and conducted by both the functional supervisor and hiring authority supervisor — frequency to be determined within the site • Consistent communication with staff 9) Criteria for Training: 9a) Train leadership Leadership members of all three functional teams will present an overview of the processes of their respective teams (Welcome, Skills, and Monitoring) to the additional members of the Leadership Team. 9b) Educate staff on operations model Functional teams will select representative trainers based on their ability to communicate effectively and their knowledge of the process flow. Selected trainers must also possess excellent customer service skills as well as overall skills and abilities that align with all of the teams. (Note: Leadership must ensure that all staff has had systems training and access before overview training begins.) 9c) Team building To be determined by the Service Integration Leadership Team. 9d) Specific job training (tasks associated with team responsibilities) Specific dates scheduled in advance to train all staff. Training will be an ongoing process with instruction focused on the duties to be performed and services to be provided to the customer at Page 9 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration the Welcome Team, Skills Team, and Monitoring Team points, including new forms developed for integration. All staff must be trained in CaIJOBS, Employer Services, LMI, and specific partner services. Also see response to question 6a for additional training requirements. IMPLEMENTATION: 1) Develop communication strategy: 1a) Establish meeting frequency for supervisors and all center staff. All staff team meetings scheduled no less than once a month, as is the current practice. 1b) Telling the story through process. Team Supervisors have been instructed to share all team minutes, flow charts, and any specific team processes and /or procedures that have been developed with the other teams. 1c) Telling the story through integrated performance reports. WIA, CaIJOBS and JTA Reports. 1 d) Collaboration and communication between agency supervisors. Currently have pre- scheduled weekly, monthly and /or Just in Time Leadership meetings, apart from regular staff and team meetings. Plan to continue this practice in order to monitor progress, successes, and potential areas needing adjustments or improvements. 1 e) Center staff recognition A quarterly or semi - annual recognition /celebration of specific staff /teams as performance goal numbers become available and accomplishments are realized. 2) Issue Resolution Strategy: Strategy will be employed that will allow resolution at the lowest possible level. Each team is encouraged to engage in issue resolution through consensus. If consensus cannot be achieved at the current level the issue will be elevated to the next level. The process for this is detailed in 2b below and includes timeframes for issue resolution. 2a) Issue communication Issues can be elevated at regularly scheduled meetings called by the functional unit, Site Leader or Site Leadership Team, Integrated Leadership Team, or the Senior Management Team. An Issue Action Review /Approval Form will be filled out for any issues elevated to the Service Integration Leadership Team. Page 10 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration 2b) Issue resolution process Each Team(s) is encouraged to engage in issue resolution through consensus. if consensus cannot be achieved, the issue will be elevated to the next level, beginning with the Functional Team Supervisor or Service Integration Leadership Team. 3) Continuous Improvement 3a) Schedule of System Review To be conducted weekly, monthly, quarterly and annually 3b) Process Change Implementation By proactively identifying changes, leaders can use the following essentials to help implement change in an orderly and timely fashion: 1. Leadership readiness 2. Vision clarity Page 11 of 14 Any team member may identify an issue that needs to be resolved. All are LnlVi encouraged to seek resolution through consensus at the lowest possible Identified level. If issue can not be resolved, it may be elevated for resolution. Issue is Level ! Iss ue is fornzcrlly discussed by is resolved or elevated within written and presented fiuvctiorzal teal" business days Functional Unit and consensus is sought. Level Written issue is formally presented Issue is including possible discussed and Issue is resolves( or elevated within 5 F2tnUlrOnCd Team strategies that were consemus is- business days Supervisors used to attempt souught. consensus Level 3 Written issue is formally presented issue is Service including possible discussed and Issue is resolved or elevated within 5 Integration strategies that were consensus is business clays Leadership used to attempt sought Team consensus Final ruling is made by Operator Level 4 Written issue is issue is regardless of consensus, ivithin 10 formally presented discussed and business days. If issare is outside of Senior using an agreed upon c•onsenszts is current integration policy, dissenter way Management format. sought. forward issue to State Integrated Policy Grozip for• consideration. Resolution of Issue And /Or Final rule is added to local policy and /or procedures. I('issue rises to the level of Referral to State policy, it is elevated to the local board for consideration Integrated Police Group 3) Continuous Improvement 3a) Schedule of System Review To be conducted weekly, monthly, quarterly and annually 3b) Process Change Implementation By proactively identifying changes, leaders can use the following essentials to help implement change in an orderly and timely fashion: 1. Leadership readiness 2. Vision clarity Page 11 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration 3. Marketing the changes 4. Participation of stakeholders 5. Communication planning 6. Educating/Training needs 7. Transition and timing Change Impact Areas: 1. Organizational Structure /Design 2. Job Roles /Responsibilities 3. Skill /Knowledge Requirements 4. Worker Motivation /Incentives 5. Operating Policies and Procedures 6. Employee impacts 7. Change Resistance 3c) Outcome Change Implementation Identify and implement strategies that overcome barriers to change. Address organizational change from a people perspective. Work with leadership to survey organization for change readiness, employee concerns, and cultural implications. After data is analyzed undertake actions/interventions to address these. Some interventions might include: 1. New Skill training 2. Individual coaching 3. New workflows/ processes 4. New organizational structure 5. Process Updates as needed Santa Ana will consider both qualitative and quantitative measures as indicators to gauge its service integration efforts. Examples of qualitative and quantitative measures for job seekers, for employment, employer and business services and staff capacity building may include the following: For Job Seekers: • The number of total enrollments • Volume of service usage and type of services • Number of return visits • Customer feedback on the service received and recommended changes • Entered employment, wage level and job retention • Service duration from initial contact to exit Page 12 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration For Employment Employer and Business Services: • Job matching rate • Usage of OJT, Work Experience, Customized training, hiring events, job fairs and rapid response activities • Monthly business outreach activities report which include service requested and services rendered Staff Capacity Building • Validation of staff competency in the three service team components • Awareness and understanding the appropriateness of usage of the center and partner resources • Ongoing review of practices that can be subtracted and what practices needed to be added • Utilization of new data system, on -line assessment tool, labor market information, and various cost and non -cost related training options Overall System Improvement: • Market penetration rate for job seekers and employers • Awareness of the W /O /R /K Center services in the community • Customized surveys of employer and job seeker users • Return -on- Investment Analysis Page 13 of 14 Memorandum of Operations City of Santa Ana WIA and EDD Wagner - Peyser Integration The Parties hereto agree to the terms and conditions of this Memorandum of Operations effective as of the date first stated. Partner Agency Signatures City of Santa Ana WORK Center Linda Oberman, Economic Development Manager Signed: i; 'l Cam(( -f L Date: ( 10-1 State of California Employment Development Department Workforce Services Cindy Roy, Santa Ana Workforce Services, Cluster Manager Si bd: Date: Page 14 of 14 Li F2 C. A L.IF 0RN1A Re P4 WT MFNT OF . GEE ICI E R A L SEE RV I C E S Governor - dinund G. Brown Jr. July 7, 2011 STATE OF CALIFORNIA PUBLIC LIABILITY AND WORKERS' COMPENSATION INSURANCE FISCAL YEAR JULY 1, 2011 /JUNE 30, 2012 To Whom It May Concern: The State of California has elected to be self- insured for general liability exposures. (Gov. Code section 990, et. seq.) Under this form of insurance, the State and its employees (as defined in Section 810.2 of the Government Code) are insured for any tort liability that may develop through the carrying out of official State activities and operations. All general liability tort claims against the State of California should be presented-to the Victim Compensation and . Government Claims Board, P.O. Box 3035, Sacramento, CA 95812 -3035. (Gov. Code section 900, et. seq.) Internet link: www.vcgcb.ca.gov. In addition, the State of California has elected to be insured for its motor vehicle Iiabijity exposures through a self- insurance program, administered by the Office of Risk and Insurance, Management. Under this program, the Office of Risk and, Insurance Management administers liability claims arising out of the operation of motor vehicles. This self- insurance program and the protection it affords applies to vehicles owned and leased by the State of California. All motor vehicle liability tort claims against the State of California should be presented to the Office of Risk and Insurance Management, P.O. Box 989052 MS -403, West Sacramento, CA 95798- 9052, (800) 900 -3634. The State of California has a Master Agreement with the State Compensation Insurance Fund regarding workers' compensation benefits for all state employees, as required by the Labor Code. Sincerely, y Dierks ci Risk Analyst 916)376 -5425 ieff.dierks(a�dgs.ca.gov _. OFFICE OF RISK AND INSURANCE MANAGEMENT I- State of California I State Consumer Services Agency 707 3rd Street, 1st floor I West Sacramento, CA 95605 1 t 916.376.5302 f 916.376.5275 _l r112SG E N E RI'A L. S "ER Alf I C E -S July 7, 2011 Governor F-dinund G. Brown Jr. STATE OF CALIFORNIA PUBLIC LIABILITY AND WORKERS' COMPENSATION INSURANCE FISCAL YEAR JULY 1, 2011 /JUNE 30, 2012 To Whom It May Concern: The State of California has elected to be self- insured for general liability exposures. (Gov. Code section 990, et. seq.) Under this form of insurance, the State and its employees (as defined in Section 810.2 of the Government Code) are insured for any tort liability that may develop through the carrying out of official State activities and operations. All general liability tort claims against the State of California should be presented-to the Victim Compensation and Government Claims Board, P.O. Box 3035, Sacramento, CA 95812 -3035. (Gov. Code section 900, et. seq.) Internet link: www.vcgcb.ca.gov. In addition, the State of California has elected to be insured for its motor vehicle liability exposures through a self- insurance program, administered by the Office of Risk and Insurance Management. Under this program, the Office of Risk and Insurance Management administers liability claims arising out of the operation of motor vehicles. This self - insurance program and the protection it affords applies to vehicles owned and leased by the State of California. All motor vehicle liability tort claims against the State of California should be presented to the Office of Risk and Insurance Management, P.O. Box 989052 MS -403, West Sacramento, CA 95798- 9052, (800) 900 -3634. The State of California has a Master Agreement with the State Compensation Insurance Fund regarding workers' compensation benefits for all state employees, as required by the Labor Code. Sincerely, y Dierks ci Risk Analyst 916) 376 -5425 ieff.dierks (o- )dgs.ca.gov OFFICE OF RISK AND INSURANCE MANAGEMENT I State of California I State Consumer Services Agency 707 3rd Street, Is' Floor I West Sacramento. CA 95605 1 t 916.376.5302 f 916.376.5275