ten_32_11.pdf

ETA Advisory File Text

Planning and Preparation Rapid Response Self-Assessment Tool Page 1 ELEMENT 1 Establishing a Rapid Response RR Infrastructure FUNDAMENTAL Benchmarks Rating ENHANCEDBenchmarks COMMENTS A STATE RAPID RESPONSE RR TEAM IS IN PLACE The state has a RR dislocated worker unit that carries out statewide rapid response activities The state s RR activities are carried out in every local area with local boards and elected officials Designated RR team members include or represent UI One- Stop services Wagner-Peyser UI reemployment TAA TRA and other support services and benefits Representatives from organized labor employer organizations and other first -responder agencies are included in the RR structure Additional stakeholders have been identified and are regularly included as part of the team depending on local needs such as representatives of downsizing or growing industries special interest or advocacy groups 1 2 3 4 B STATE PROCES S AND ROLES ARE ESTABLISHED The state has issued policy guidance establishing the state s process requirements for condu cting RR activities Roles and responsibilities of RR team members state and local agencies and other service providers are clearly understood Up to date roles and responsibilities of participating state and local agencies are clearly identified and stated in Memoranda of Understanding MOUs when applicable 1 2 3 4 C WARN NOTIFICATION SYSTEM IS READY A WARN notification and processing system is in place notices are communicated among coordinating partners The state has its own WARN requirements that drill down to smaller employers smaller than the federal law requires 1 2 3 4 D RR FUNDING MECHANISMS IS COMMITTED AND READY A funding mechanism is established that commits specific state and or local funds to support RR activities Ensures all required and other necessary and allowable activities are supported with RR funding The state has sub-grants with labor and or employer organizations to assist in planning and providing services to workers and employers 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Planning and Preparation Rapid Response Self-Assessment Tool Page 2 ELEMENT 2 Building and Maintaining Relationships with Stakeholders FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A STAKEHOLDER RELATIONSHIPS ARE IN PLACE AND BEING CULTIVATED RR team members make connections with critical stakeholders for standard size dislocation events as well for disasters mass layoffs plant closings or other events that substantially increase the number of unemployed workers RR team members continue to proactively network identify and recruit additional stakeholders to participate throughout the life cycle of dislocation events 1 2 3 4 B RR PARTNERSHIPS ARE ESTABLISHED AND ACTIVE RR team members develop and maintain mutually beneficial partnerships with o state regional and local workforce and economic development agencies and stakeholder groups o training institutions and service providers o One-Stop career centers and employment agencies o community leaders and community organizations o registered apprenticeship programs RR team members routinely meet with employers and develop relationships in order to earn their trust and ensure they understand the full range of RR services offered RR team members actively maintain mutually beneficial partnerships with Business Service Team members There is an organized system to quickly alert all RR team members and stakeholders of news impending needs and or action items 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Rapid Response Self-Assessment Tool Page 3 ELEMENT 3 Documenting Policies and Procedures FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A STAFF TRAINING AND SUCCESS MEASURES ARE ESTABLISHED The state provides ongoing capacity building and training for state and regional if applicable and local staff The state procedures identify measurable standards of success with a feedback mechanism for improving RR services 1 2 3 4 B PRE -LAYOFF PROCEDURES ARE ESTABLISHED The state has established procedures for coordinating responses to layoffs before the layoff occurs and workers disperse The state has conducted an emergency preparedness assessment of RR capacity and has developed a contingency plan to respond to a dislocation of unusual impact or size 1 2 3 4 C POLICIES AND CONTINGENC Y PLANS ARE COMPREHENSIVE AND DETAILED The state has developed and implemented RR policies and procedures that establish o A well coordinated and joint effort by the RR teams in the state and local workforce areas o Clearly defined roles and responsibilities for all parties o Timelines for initiating and completing action steps and achieving key RR milestones o A defined communication strategy between state and local staff as well as employer labor representatives and other participating stakeholders State policies and procedures include contingency plans for layoffs exceeding normal capacity Fiscal matters are in order and procurement and contracting procedures allow for timely access to needed resources The state s contingency planning for disl ocations exceeding normal capacity includes specific provisions for o Cross-training of staff o Additional facilities o Backup assistance in processing large numbers of UI claims o Additional provision of case management and other RR services o Emergency procurement policies The state has contingency plans or policies for dislocations that may warrant an RR event even if it is smaller than what is required by policy State procedures reflect the statutory requirement to deliver RR services to workers covered by every petition for TAA that is filed regardless of the size of the layoff 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Planning and Preparation Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Planning and Preparation Rapid Response Self-Assessment Tool Page 4 ELEMENT 4 Gathering Intelligence FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A RR COMMUNICATION NETWORK IS ACTIVE An active network that includes state and local RR team An active network that includes state and local RR team members and stakeholders is maintained for o Continuous scanning of economic and market trends for signs that may require layoff aversion tactics or for signs of new business development o Gathering and sharing field intelligence about potential dislocations before a WARN notice is issued members and stakeholders is maintained for o Ongoing communication and consultation o Gathering and sharing field intelligence about potential dislocations or new business development o Strategic planning for state RR capacity and activities 1 2 3 4 B I NTELLIGENCE -G ATHERING IS MULTI -S OURCED AND ROBUST The RR team members have a good understanding of national and regional economic trends current labor market information employer and worker needs and regional assets and resources including available training The RR team members gather intelligence through a variety of sources including published media individuals in the workforce and economic development system or job seekers and employers RR team members actively maintain mutually beneficial partnerships with Labor Market Information state agencies or staff RR team members actively maintain mutually beneficial partnerships with industry and employer groups economists and other knowledgeable sources 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Planning and Preparation Rapid Response Self-Assessment Tool Page 5 ELEMENT 5 Promoting the Effectiveness of Rapid Response Services to Employers FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A PROMOTION EFFORTS ARE COMPREHENSIVE AND EFFECTIVE RR team members use innovative and effective strategies to promote the effectiveness of RR to employers by providing information about statutory requirements such as WARN as well as information tailored to employers needs RR team members use tools and technology to promote and enhance the effectiveness of RR services such as though the use of web sites brochures in other languages where relevant PSAs job fairs and or public presentations 1 2 3 4 B RR TEAM -EMPLOYER RELATIONSHIPS ARE ESTABLISHED AND MEDIATED The state designates state and or local RR staff as points of contact for employers and assigns them responsibility for building and maintaining dynamic relationships The state has effective relationships with employers through an integrated partnership of RR team and Business Service Team members 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Rapid Response Self-Assessment Tool ELEMENT 6 Assessing Potential Dislocations FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A RR IS IMMEDIATE AND COMPREHENSIVE RR team members make immediate contact and work with employers representatives of affected workers and the local community to o Gain information on employer layoff plans and schedule o Obtain a list of affected workers o Determine if potential layoff is trade-impacted and if appropriate begin the trade petition process o Determine the viability of various layoff aversion options o Identify special needs requirements and provide accommodations such as language interpretation or handouts hearing-impaired services services for people with disabilities o Provide guidance and or financial assistance in establishing a Labor Management Committee or a workforce transition committee o Establish linkages between firms that are reducing their workforce and firms that are expanding their workforce RR team members provide ongoing information on layoff aversion options such as o WIA-funded incumbent worker training o Employer loan programs for employee skill upgrading o State layoff aversion policy o Alternative business ownership options o Shared work programs o Pre-feasibility studies o Employee Shared Ownership Plan ESOP o TAA for firms 1 2 3 4 B RR EVENT SITES ARE ACCESSIBLE The RR event is provided onsite at the employer s location or if the employer does not provide the space at the union hall or other nearby facility at a time that allows each work shift to attend For remote areas the state uses mobile units and or remote meeting technology to enable direct communication between the state office One-Stop centers employers and workers 1 2 3 4 Employers workers labor organizations dislocated worker service providers One -Stop center representatives Unemployment Insurance TAA and TRA representatives and RR coordinators participate in the RR event Bankers financial advisors drivers license staff interpreters DOL Benefits and Security Administrations and other relevant resources participate RR team members link employers with F ederal state and local agencies that finance economic development activities business loans and business retention programs RR team members work with employers and other stakeholders determine the extent to which suppliers and other second- and third-tier employers might be affected in order to plan for any additional layoffs 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Providing Customized Collaborative Solutions and Consistent Quality Results Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Providing Customized Collaborative Solutions and Consistent Quality Results Rapid Response Self-Assessment Tool ELEMENT 7 Collecting and Analyzing Worker Survey Data FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A RR W ORKER SURVEY IS IN PLACE The RR team has a survey that collects at the first RR session each worker s contact information demographic data work history skills sets educational level short - and long-term goals and training needs The state tabulates and evaluates survey data to review the service strategies and assess the capacity of local resources to carry them out The RR team uses a machine-readable survey instrument or other technology that enables immediate compilation of survey results 1 2 3 4 B DATA ANALYSIS LEADS TO INSIGHT AND ACTION The survey results are used to o Assess the extent to which the skills of affected workers match the skill needs of growing occupations in the local area o Estimate the number of workers needing training and other services and the cost of providing those services o Support the preparation of fully documented applications for NEG funding when applicable o Assist case management staff in performing initial WIA individual assessments The survey results are used to o Produce a systematic array of worker skill sets for economic development agencies and employer organizations to match workers to available jobs o Prepare a labor market impact analysis that maps current commuting patterns for affected workers and the employment prospects within that commuting range The state or local area uses available tools to calculate the secondary impact of the layoff event on the regional economy in terms of the number of other workers and occupations likely to be affected personal income and government tax losses and other impacts States addressing layoffs with statewide industry impact have NEGs approved and funded to provide services to affected workers on a statewide basis 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchm ark nts tive 3 Meets benchmark Enhanceme 4 Meets Benchmark Enhancements Have Proven Effec Rapid Response Self-Assessment Tool ELEMENT 8 Providing Information Solutions and Services to Employers Workers and the Community FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A COMMUNICATION AND INTERFACE W ITH W ORKERS IS CLEAR AND ORDERLY The RR team provides affected workers with an information packet on available services and benefits general eligibility criteria and contact information for relevant service agencies Affected workers complete the surveys and return them immediately RR team members clearly explain services and benefits and are knowledgeable about o Filing a UI claim o Trade Adjustment Assistance TAA including Trade Readjustment Allowances TRA if applicable o COBRA and other health insurance coverage tax credits o Labor market information and employment opportunities o Reemployment services o Job training opportunities o Severance and retirement pay issues The state uses a survey used by several states with questions individualized for each state as well as common questions across states allowing for regional analysis Staff and equipment are available at or near the RR meeting site for workers to immediately file UI claims and applications for other services Case managers for WIA or TAA are available to assist affected workers at or near the RR meeting site 1 2 3 4 B SOCIAL SERVICE NEEDS ARE ADDRESSED Information from social service and other agencies is made available during the RR event to assist with health insurance financial management child care mental health housing or legal issues Representatives from social services and other agencies are present during the RR event to assist with health insurance financial management child care mental health housing or legal issues 1 2 3 4 C TRANSITION TO WORKFO RCE SYSTEM IS IN PLA CE The RR team encourages affected workers to identify their next step and are assisted in making appointments or other arrangements for doing so 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Providing Customized Collaborative Solutions and Consistent Quality Results Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Rapid Response Self-Assessment Tool ELEMENT 9 Connecting Affected Workers to the Workforce System and One-Stop Career Centers FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A ONE -STOP STAFF ACTIVELY PARTICIPAT E Local One-Stop staff participate in the RR event and explain available services 1 2 3 4 B ONE -STOP STAFF ARE PREPARED AND ACCESSIBLE One-Stop centers are adequately staffed and prepared to handle the surge in applicants due to large dislocations A transition center or One-Stop satellite office is established at or near the employer site or union hall or mobile units are used to maintain a continuing presence at the employer site The transition center is staffed to provide access to the full range of workforce services available from all workforce partners The transition center is open during the times when workers begin and end their shifts for ease of access 1 2 3 4 C ONE -STOP SERVICES AND REFERRALS ARE CUSTOMIZED AND COMPR EHENSIVE One-Stop staff members prepare individual worker service and training strategies based on worker survey results and other worker information One-Stop centers provide the following services to affected workers o WIA and TAA eligibility determination o Case management o Skills assessment o Resume writing and interview techniques o Labor market information o Job fairs and other job matching services o Marketing workers to area employers o Occupational training o Other One-Stop services as needed Peer counselors who are more likely to gain the trust of their co-workers assist them in navigating through the social services network STRENGTHS THREATS ACTION STEPS TIMELINE Ensuring Comprehensive Reemployment Solutions Ratings Key 1 Needs Improvement 2 Meets Be nchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective Ensuring Comprehensive Reemployment Solutions Rapid Response Self-Assessment Tool ELEMENT 10 Providing Services to Employers FUNDAMENTAL Benchmarks Rating ENHANCED Benchmarks COMMENTS A RR TEAM W ORKS CLOSEL Y W ITH EMPLOYERS The RR team members provide the employer with an information packet tailored to the employer s needs The RR team links the employer with federal state and local agencies to assist with RR efforts that occur across state lines or with national layoffs in which the employer is headquartered in the state The RR team links the employer with federal state and local agencies that finance economic development activities business loans and business retention programs The state has an early warning system in place to identify and assist employers in declining industries before a WARN is announced and initiates contact with potentially affected employers 4 1 2 3 B LAYOFF AVERSION STRAT EGIES ARE PURSUED AND PROMOTED RR team members discuss layoff aversion strategies with employers and reaches out to include layoff aversion strategies with secondary and or tertiary layoffs if identified There is an ongoing effort to provide employers with information on layoff aversion options 1 2 3 4 STRENGTHS THREATS ACTION STEPS TIMELINE Ratings Key 1 Needs Improvement 2 Meets Benchmark 3 Meets benchmark Enhancements 4 Meets Benchmark Enhancements Have Proven Effective