Background. Over the past several months there have been several inquiries made by the States and Regional Offices concerning the Y2K readiness of the ICON contractor, LMIBS, and the LCCC. Consequently, the Department of Labor has requested and received from LMIBS documentation regarding the Y2K readiness of their computer systems and infrastructure. Information has also been received from the LCCC regarding their Y2K readiness.

LMIBS Statement on Y2K Readiness . The following statements regarding the Y2K readiness of ICON applications and the LMIBS Orlando Data Center Hub have been extracted from information provided to the Department of Labor from LMIBS and fairly summarizes their Y2K readiness status:

ICON Data Records and Model Code

The model [ICON] code changes were distributed in January, 1998, and since June 1998, Year 2000 versions of the model code have been operational (outputting and inputting dates with the century).

Actual Hub Processing Environment for ICON

The hub processing of ICON data is not dependent on any non-standard or customized software. The hub function, as it relates to data handling, is a store-and-forward operation. This does not require any manipulation of the data as it passes through the hub.

The hub-processing environment supporting ICON is as follows:

BE Y2K COMPLIANT?

OS/390 Model 9672

MVS OPS (390) 1.3

JES (390) 1.3

CICS 4.1

7206 (Hub)

2610 (Remotes)

Lockheed Martin represents and warrants that system level software utilized in providing services to the ICON customer is Year 2000 ready in that it accurately processes date/time (including, but not limited to calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries and the years 1999 and 2000 and leap year calculations. All hardware and system level software have been implemented and tested in accordance with vendor documentation and instructions and are confirmed to have tested successfully.

LMIBS retains backup generator support in the Orlando Data Center. In the event of a power outage this support could be utilized until power was effectively restored. During four consecutive weekends of April 1999 and May 1999, and prior to migrating the ICON production to the OS390 environment, ICON-specific testing was done. This included stand-alone hub processing, actual batch data transmission and execution with selected SESAs, and real-time data exchange¿Interstate Benefits Inquiry (IBIQ).

Please be assured that IBS is committed to monitoring all ICON activity relative to Year 2000 and responding, as may be necessary, in order that our processing transition into the next century is a non-event for ICON.

LCCC Y2K Readiness Response. LCCC has stated that all systems are Y2K compliant and operate on the Louisiana Department of Labor mainframe computer system which is Year 2000 compliant and which has successfully passed two independent verification and validation (IV&V) processes. However, the required LCCC SESA inquiry form's record layout continues to use a 2-digit year format for separation dates. New record layouts are being developed for the LCCC that will utilize a 4-digit date format. The estimated date of implementation is mid-to-late FY 2000. So that SESAs will not have to reformat their systems twice in less than a year, the problem is being temporarily resolved by LCCC staff using a bridging program to insert the proper century date until the new record format is implemented. SESAs may continue to transmit inquiry forms using the old format until instructions are issued to change to the new format.

LMIBS Zero Day Activities. Preparations are continuing to be made by LMIBS for the millennium turnover. These include establishment of an Emergency Operations Center, establishment of Rapid Response Teams, backup of critical systems/customer files, and the final examinations of office and data center facilities. During and immediately after the millennium turnover, an initial check out of equipment and services and confirmation of the basic computing environment platforms will take place. Following the successful test of the basic environment, individual ICON programs will be cleared to be brought on line. At this point the ICON support group will run a series of ICON related jobs, both batch and ICS, internally. In addition, arrangements will be made with selected SESAs to test with the hub by transmitting batch data and establishing the IBIQ and WIC connections. Results will be relayed to agencies and/or individuals as requested.

Acceptance. After careful review of documentation furnished by LMIBS, the Department believes that the ICON contractor (LMIBS) is Y2K compliant and the infrastructure is in place to continue the ICON functions during the critical phases of the century and millennium turnover and into the next century. In addition, the Department agrees that the temporary fix being used by the LCCC on the inquiry form's record layout will allow processing of inquiries without interruption in the new century and that no further action by SESAs is required until the new format instructions are issued.

Action Required. SESA Administrators are requested to provide this information to appropriate staff. SESAs desiring to test ICON processing with LMIBS during the "Zero Day" period may coordinate directly with LMIBS (contact Martha Hazelrigg at 407-306-7228)

Inquiries. Direct inquiries to the appropriate Regional Office.

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Background: The Unemployment Insurance Service (UIS) recently completed its Realignment, an initiative that got underway in late 1994. We have gone from an Office structure to a Division/Team structure thus prompting the need for changes in our correspondence symbols. These six Divisions are: Division of Fiscal & Actuarial Services DFAS Division of Information Technology DIT Division of Legislation DL Division of Performance Review DPR Division of Program Development & Implementation DPDI Division of Research & Policy DRPOL Action Required: State Administrators are requested to provide the attached list of new correspondence symbols to all appropriate staff and advise them to discontinue using the old correspondence symbols effective September 3, 1996.

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References: Section 702 of Public Law (P.L.) 103-465; Unemployment Insurance Program Letter (UIPL) No. 17-95; UIPL No. 17-95, Change 1; and UIPL No. 35-95. Discussion: On December 8, 1994, the President signed P.L. 103-465, the Uruguay Round Agreements Act, commonly known as the General Agreement on Tariffs and Trade (GATT), which, in part, required States to deduct and withhold Federal income taxes from UI benefits upon claimants' requests, beginning January 1, 1997. Subsequent to enactment of P.L. 103-465, UIPL No. 17-95 and UIPL No. 17-95, Change 1, were issued to notify the SESAs of the requirements of GATT and to offer draft legislative language for SESAs to implement the voluntary withholding program. Additional instructions were provided in UIPL No. 35-95. The National Office (NO) coordinated implementation efforts and has been working with the national office of the Internal Revenue Service (IRS) to provide answers to questions concerning procedures for implementation of the program. Answers provided by the IRS to procedural questions are attached. Action Required: SESA Administrators are asked to provide the information in the attachment to appropriate staff and to assure that all necessary action is taken to implement voluntary withholding of Federal income taxes effective January 1, 1997.

Background. The Job Training Partnership Act (JTPA) provides for Federal oversight activity in the Job Training system. In particular, Sections 163, 165, 182, and 454 address certain Federal oversight responsibilities. In addition, 20 CFR 632.125(c) states in part that, "Any person having knowledge of fraud, criminal activity or other abuse shall report such information directly and immediately to the Secretary. Similarly, all complaints involving such matters should also be reported to the Secretary directly and immediately." Policy. The Employment and Training Administration's (ETA) policy recognizes the significant responsibilities of grantees in conducting oversight of JTPA. In order to carry out responsibilities of 20 CFR 632.125(c), the ETA is issuing procedures to be used by grantees for reporting to ETA known or suspected incidents of fraud, malfeasance, misapplication of funds, gross mismanagement, or other criminal activities in ETA-funded programs. The reports submitted by grantees serve a dual purpose. They provide information on fraudulent activities which may be prosecutable, and they provide information on other types of incidents which allow ETA to identify trends and patterns occurring throughout its various programs. The procedures described in the following section are intended to supplement, but not supplant, other systems of oversight carried out by ETA grantees. Notification to ETA of Alleged Problems. In order to facilitate the reporting process, DOL has developed procedures and standardized forms for reporting incidents. Any act which raises questions concerning possible illegal expenditures or other unlawful activities should be reported immediately. It is not the intent of the Incident Report (IR) to elicit reports only after determination that an act or allegation is legally prosecutable. All such incidents shall be reported to ETA immediately even though the case may be subsequently handled by another Federal agency, or State or local law enforcement agencies. DOL Incident Report Form DL 1-156 should be used to notify ETA of all known or suspected cases of fraud, abuse, or other criminal activities in ETA-funded programs (See Attachment I, Facsimile of Form DL 1-156; Attachment II, Use and Preparation of Form DL1156; and Attachment III, Definition of Terms). The original and one copy of this form should be forwarded to the Division of Indian and Native American Programs (DINAP) within one work day of the discovery of the occurrence. DINAP will immediately forward the IR to the Office of Program and Fiscal Integrity (OPFI), through the Office of Special Targeted Programs (OSTP), for transmittal to the Office of the Inspector General (OIG). Office of the Inspector General/DOL Hotline. It is anticipated that the incident reporting procedures outlined above will be utilized to report matters to DINAP. However, all ETA grantees are requested to notify their employees of the availability of the OIG/DOL Hotline for providing information confidentially. The Hotline--800-424-5409 (357-0227 FTS and Washington, D.C., local area)--was established for employees and the public to notify the OIG of suspected fraud, abuse, or waste in DOL-funded programs. The Hotline permits reporting of matters anonymously, if desired., to avoid fears of reprisal. Information supplied via the Hotline should be as specific as possible to enable the OIG to identify and solve the problem. The Hotline should not be used for resolving employee grievances, EEO complaints, labor disputes, or other personnel concerns. Directive. a. Establish procedures for use by grantee and subrecipient personnel to ensure that their responsibilities are fulfilled to forward IRs to DINAP within one work day of the discovery of the occurrence. b. Ensure that staff of grantees and subrecipients are familiar with the procedures that are established and the content of the attachments to this document. Questions. Questions concerning this bulletin should be directed to your Federal Representative.

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