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Document HeaderExpectations and Strategies forEffective MonitoringTraining Engagement ReportThursday, May 19, 2022 10am-2pm at Raleigh NC Works Career CenterTraining Objectives Establish understanding of the monitoring partnership (common goals, positive, helps make thesystem better, etc.) Set standard across system that monitoring outcomes are rooted in law, regulation, orpolicy and are non-negotiable Tie to state level SOPs – establish consistent process/standards at the state level topromote a consistent local level experience Build understanding of the requirements, expectations, timelines, standards for monitoring asdefined by the NC Works Commission policy Building capacity of local workforce board staff to effectively monitor and oversee local subrecipients, providers, contractors, etc.1
Document HeaderSlido Engagement Summary 79 Participants joined 54 Active ParticipantsEngagement Questions (54 responses)What is your immediate reaction when you hear the word “monitoring”? (40 responses)What do you need from DWS to help you effectively implement the new policy at the locallevel? (11 responses) Communication between Planning/Monitors/Performance teams If monitoring is covered in the Local Area Fiscal Management policy is that considered a monitoringpolicy or must it be stand alone? Clear instructions/directions Trainings and TA Continuous technical assistance, trainings, and more SOP Provide virtual/in person training to local areas to ensure all staff are on the same page and are ableto operate more effectively. Can the state provide us a list of codes & what they pertain to. (Ie/ trainings, wioa applications, ect) I'd like to have DWS take a "free" look at our policies (no official action, just a consultative review) More guidance best practices for firewalls for example Q&A Resources Provide dates/steps for reporting Clear directives2
Document Header Templates to use as tools Clear, consistent communication.Where can you insert Quality Assurance checks into your everyday processes? (3 responses) Peer monitoring Staff trainings End of month report spot checking use that as an opportunity to QADigital Parking Lot Questions (54 responses)Process & Procedure Questions What if you miss your deadline of 30 days to respond? Will the monitoring results be reported on the same schedule OR will we only see in thefinal report? What is the expected time length of the on-site monitoring visit Will we get updates/reports of the quarterly monitoring--each quarter? Once the in person or official monitoring begins, what is the timeline for completion ofthe monitoring and what is timeline for board getting official report Will monitoring by the state be conducted remotely or will it be conducted via acombination of onsite and remote reviews? Will observations from PY20 automatically be a PY21 finding given it will be too late toaddress them? Will recently missed monitoring(s) be retroactive / Could you clarify the Program Year(PY) local monitoring will be picked up on? must subrecipients (service providers) be audited annually? Subrecipient and service provider are interchangeable, correct? Provide dates/steps of reporting does the admin entity have to approve our local budgets/amendments/transfers? When questions are asked to DWS what is standard turnaround time for responses?Discussion & Clarification Questions If the monitoring never ends, how do say that happens during the POP? Is the 750K a combined amount (Adult Dislocated Youth)? Or is the amount basedon individual award amounts? So when does the monitoring end? The daily work of informal monitoring and technical assistance that most of perform ona daily basis--how or should this be documented as part of daily jobs?3
Document Header Shouldn't monitoring be stated as continuous?At what point is a mistake/error considered a Finding?So if we gave an observation on the same thing is it a findingWhat will the monitors be looking / doing onsite VS virtually?Is there a distinction between local monitoring policy VS local monitoring guide?After the break can another clarification be provided concerning the firewalls Firewall clarification,board staff andfiscal agent if the board not a businessentity,how would we need to structure board staff&still adhere to employmentlaws Could you discuss the firewalls that should be in place when DWS seves as theOSO and the board had to monitor DWS?Do you feel that frequent engagement and technical assistance of board staff (outsideof "monitoring") with service providers is needed and beneficial?Heard a lot about eligibility, expand on how to train staff to understand SuitabilityFor clarity, how long do local areas need to hold on to participant files?How do you manage or conduct training when staff are recycled even between serviceprovidersThis monitoring is focused more on the service provider how do you engage the DWSstaff and/or partner agencies to improve collaborationResource & Future Training Needs With all the changes with policy and monitoring is there a new checklist available? Can you also train the state monitors also on relationships? Like not being rude and allplease ?!!! Can the procuremnet checklist used by the board mentioned in presentation be sharedwith group? When will the State SOP, be available for local areas to review and use as a guide todevelop or update local area SOP? Did you state that the state's participate checklist would be made available? Is the state able/allowed to provide local areas with a uniformed participant checklist orelectronic monitoring tool options? Does DWS have a written monitoring schedule for the Py2020 & 2021 local area visits? Can we receive the names of the current DWS programmatic and financial monitors? do you have an operator monitoring tool that can be shared? can the training center provide training as recommended on working with targetedpopulations? Many years ago, the State used to provide eligibility and suitably training for local areafrontline staff. Is this something that the State can plan for PY22?4
Document Header Can this training be presented to service providers to avoid the constant back and forthwith the service providers Comments I like how the monitoring is incorporating the lean six sigma methology Realizing where training might need to be (RE: discussion of observation/finding)5
Effective Monitoring Training Engagement Report Thursday, May 19, 2022 10am-2pm at Raleigh NC Works Career Center Training Objectives Establish understanding of the monitoring partnership (common goals, positive, helps make the system better, etc.) Set standard across system that monitoring outcomes are rooted in law, regulation, or
