Exhibit 5 - FL WINS DISCOVERYREPORT.pdf

FL WINS DISCOVERY REPORT

BPR Deliverable #4 Submission Date: 5/30/23

Exhibit 5 Discovery Report

Table of Contents

Topic Slide

Section 1: Discovery Report Overview

• Deliverable Requirements Matrix 5 – 9

• Discovery Report Context 10

• Deliverable Process 11 – 13

• Discovery Validation Sessions and Ride Along Meetings 14

• Technical Needs for Full Discovery 15

• In Scope Programs Overview 16

• External Personas 17

• Preliminary Lessons Learned and Future State Opportunities 18

Section 2: Workforce Partners

• Department of Economic Opportunity 20 – 47

• Department of Children and Families 48 – 77

• Department of Education 78 – 106

• CareerSource Florida 107 – 121

Topic Slide

Section 3: Governing Boards

• Department of Economic Opportunity 118

• Department of Children and Families 119

• Department of Education 120

• CareerSource Florida 121

Section 4: Signature and Acceptance

• Signature and Acceptance Pages 123 – 124

Revision History

Date Version Description Author

4/19/2023 001 FLWINS-BPR-4-DISCOVERYREPORT-001 BPR Team

5/30/2023 002 FLWINS-BPR-4-DISCOVERYREPORT-002 BPR Team

SECTION 1: DISCOVERY REPORT OVERVIEW

Contract Requirement DEO DCF DOE LWDBs

(CSF)

Validate in-scope systems for each Workforce Partner M M M M

Identify the key internal end users (SMEs) for each system validated as in scope. M M M M

Identify the data collection mechanisms for stakeholder input needed for each Workforce Partner to complete tasks within Section 1.3-4 and 1.3-5, including but not limited to: DCF representation for the 20 circuits within 6 regions throughout the state of Florida, DEO representation including its 5 offices and all LWDBs, and DOE representation for each in-scope system.

M M M M

Identify the relevant governing boards for each Workforce Partner to ensure all federal and state rules, statutes, and regulations are met. M M M PM

Identify types of external end users attempting to access and receive services from DEO, DCF, and DOE (directly or through each Workforce Partners' stakeholders) that will be impacted with the new common customer portal and common intake form to address the customer impact.

M M M

PM

Collect associated documentation to assist with discovery activities and prepare for subsequent tasks (e.g., Training Manuals, SOPs, User Lists, Organization Chart, Contracts, MOUs, Interagency Agreements, Security Documentation, Process Flow Diagrams/Maps, Policies, and Roles and Responsibilities).

M M M PM

Collect lessons learned from previous projects with each Workforce Partner. M M M PM

Collect information and documentation related to each Workforce Partners', and their respective stakeholders', intake processes. M M M PM

Identify the reporting requirements of each Workforce Partner, as related to in-scope systems. M M M PM

Provide inventory of each Workforce Partner's additional resources (applications/systems) that will need to be included in the customer's journey through the customer portal of the FL WINS Program. M M M PM

Compile a discovery report that includes the activities outlined in Section 1.3-3.a-i above. M M M PM

Deliverable Requirements Matrix M = Met PM = Partially Met NM = Not Met

5Partially Met or Not Met items have further descriptions on agency-specific slides.

Contract Requirement Status Explanation

Validate in-scope systems for each Workforce Partner M This requirement is met in this iteration.

Identify the key internal end users (SMEs) for each system validated as in scope.

M This requirement is met in this iteration.

Identify the data collection mechanisms for stakeholder input needed for each Workforce Partner to complete tasks within Section 1.3-4 and 1.3-5, including but not limited to: DCF representation for the 20 circuits within 6 regions throughout the state of Florida, DEO representation including its 5 offices and all LWDBs, and DOE representation for each in-scope system.

M This requirement is met in this iteration.

Identify the relevant governing boards for each Workforce Partner to ensure all federal and state rules, statutes, and regulations are met.

M This requirement is met in this iteration.

Identify types of external end users attempting to access and receive services from DEO, DCF, and DOE (directly or through each Workforce Partners' stakeholders) that will be impacted with the new common customer portal and common intake form to address the customer impact.

M This requirement is met in this iteration.

Collect associated documentation to assist with discovery activities and prepare for subsequent tasks (e.g., Training Manuals, SOPs, User Lists, Organization Chart, Contracts, MOUs, Interagency Agreements, Security Documentation, Process Flow Diagrams/Maps, Policies, and Roles and Responsibilities).

M This requirement is met in this iteration.

Collect lessons learned from previous projects with each Workforce Partner. M No existing Lessons Learned documentation has been discovered to date for DEO.

Collect information and documentation related to each Workforce Partners', and their respective stakeholders', intake processes.

M This requirement is met in this iteration.

Identify the reporting requirements of each Workforce Partner, as related to in-scope systems.

M This requirement is met in this iteration.

Provide inventory of each Workforce Partner's additional resources (applications/systems) that will need to be included in the customer's journey through the customer portal of the FL WINS Program.

M This requirement is met in this iteration.

Compile a discovery report that includes the activities outlined in Section 1.3- 3.a-i above.

M Discovery Report is fully compiled.

DEO Deliverable Requirements Matrix M = Met PM = Partially Met

Validate in-scope systems for each Workforce Partner M This requirement is met in this iteration.

Identify the key internal end users (SMEs) for each system validated as in scope.

M This requirement is met in this iteration.

Identify the data collection mechanisms for stakeholder input needed for each Workforce Partner to complete tasks within Section 1.3-4 and 1.3-5, including but not limited to: DCF representation for the 20 circuits within 6 regions throughout the state of Florida, DEO representation including its 5 offices and all LWDBs, and DOE representation for each in-scope system.

M This requirement is met in this iteration.

Identify the relevant governing boards for each Workforce Partner to ensure all federal and state rules, statutes, and regulations are met.

M This requirement is met in this iteration.

Identify types of external end users attempting to access and receive services from DEO, DCF, and DOE (directly or through each Workforce Partners' stakeholders) that will be impacted with the new common customer portal and common intake form to address the customer impact.

M This requirement is met in this iteration.

Collect associated documentation to assist with discovery activities and prepare for subsequent tasks (e.g., Training Manuals, SOPs, User Lists, Organization Chart, Contracts, MOUs, Interagency Agreements, Security Documentation, Process Flow Diagrams/Maps, Policies, and Roles and Responsibilities).

M This requirement is met in this iteration.

Collect lessons learned from previous projects with each Workforce Partner. M No existing Lessons Learned documentation has been discovered to date for DCF.

Collect information and documentation related to each Workforce Partners', and their respective stakeholders', intake processes.

M This requirement is met in this iteration.

Identify the reporting requirements of each Workforce Partner, as related to in-scope systems.

M This requirement is met in this iteration.

Provide inventory of each Workforce Partner's additional resources (applications/systems) that will need to be included in the customer's journey through the customer portal of the FL WINS Program.

M This requirement is met in this iteration.

Compile a discovery report that includes the activities outlined in Section 1.3- 3.a-i above.

M Discovery Report is fully compiled.

DCF Deliverable Requirements Matrix M = Met PM = Partially Met

Validate in-scope systems for each Workforce Partner M This requirement is met in this iteration.

Identify the key internal end users (SMEs) for each system validated as in scope.

M This requirement is met in this iteration.

Identify the data collection mechanisms for stakeholder input needed for each Workforce Partner to complete tasks within Section 1.3-4 and 1.3-5, including but not limited to: DCF representation for the 20 circuits within 6 regions throughout the state of Florida, DEO representation including its 5 offices and all LWDBs, and DOE representation for each in-scope system.

M This requirement is met in this iteration.

Identify the relevant governing boards for each Workforce Partner to ensure all federal and state rules, statutes, and regulations are met.

M This requirement is met in this iteration.

Identify types of external end users attempting to access and receive services from DEO, DCF, and DOE (directly or through each Workforce Partners' stakeholders) that will be impacted with the new common customer portal and common intake form to address the customer impact.

M This requirement is met in this iteration.

Collect associated documentation to assist with discovery activities and prepare for subsequent tasks (e.g., Training Manuals, SOPs, User Lists, Organization Chart, Contracts, MOUs, Interagency Agreements, Security Documentation, Process Flow Diagrams/Maps, Policies, and Roles and Responsibilities).

M This requirement is met in this iteration.

Collect lessons learned from previous projects with each Workforce Partner. M No existing Lessons Learned documentation has been discovered to date for DOE.

Collect information and documentation related to each Workforce Partners', and their respective stakeholders', intake processes.

M This requirement is met in this iteration.

Identify the reporting requirements of each Workforce Partner, as related to in-scope systems.

M This requirement is met in this iteration.

Provide inventory of each Workforce Partner's additional resources (applications/systems) that will need to be included in the customer's journey through the customer portal of the FL WINS Program.

M This requirement is met in this iteration.

Compile a discovery report that includes the activities outlined in Section 1.3- 3.a-i above.

M Discovery Report is fully compiled.

DOE Deliverable Requirements Matrix M = Met PM = Partially Met

Validate in-scope systems for each Workforce Partner M Completion of all validation and ride along sessions is required to meet this requirement. requirement (Two 1-hour sessions; 2 hours total). Some validation sessions have occurred; no ride along sessions have occurred.

Identify the key internal end users (SMEs) for each system validated as in scope.

M Completion of all validation and ride along sessions is required to meet this requirement. requirement (One 30 min meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Identify the data collection mechanisms for stakeholder input needed for each Workforce Partner to complete tasks within Section 1.3-4 and 1.3-5, including but not limited to: DCF representation for the 20 circuits within 6 regions throughout the state of Florida, DEO representation including its 5 offices and all LWDBs, and DOE representation for each in-scope system.

M This requirement is met in this iteration.

Identify the relevant governing boards for each Workforce Partner to ensure all federal and state rules, statutes, and regulations are met.

PM

Completion of all validation and ride along sessions is required to meet this requirement. (One 30 minutes meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Identify types of external end users attempting to access and receive services from DEO, DCF, and DOE (directly or through each Workforce Partners' stakeholders) that will be impacted with the new common customer portal and common intake form to address the customer impact.

PM

Completion of all validation and ride along sessions is required to meet this requirement. (One 30 minutes meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Collect associated documentation to assist with discovery activities and prepare for subsequent tasks (e.g., Training Manuals, SOPs, User Lists, Organization Chart, Contracts, MOUs, Interagency Agreements, Security Documentation, Process Flow Diagrams/Maps, Policies, and Roles and Responsibilities).

PM

Completion of all validation and ride along sessions is required to meet this requirement. (One 30 min meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Collect lessons learned from previous projects with each Workforce Partner. PM No existing Lessons Learned documentation has been discovered to date for the LWDBs. An additional meeting with each system SME group, specific to lessons learned, is required to meet this requirement. (One 30 min meeting; 30 minutes total).

Collect information and documentation related to each Workforce Partners', and their respective stakeholders', intake processes.

PM

Completion of all validation and ride along sessions is required to meet this requirement. (Two 1-hour sessions; 2 hours total) Some validation sessions have occurred; no ride along sessions have occurred.

Identify the reporting requirements of each Workforce Partner, as related to in-scope systems.

PM

Completion of all validation and ride along sessions is required to meet this requirement. (One 30-minute meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Provide inventory of each Workforce Partner's additional resources (applications/systems) that will need to be included in the customer's journey through the customer portal of the FL WINS Program.

PM

Completion of all validation and ride along sessions is required to meet this requirement. (One 30-minute meeting; 30 minutes total). Some validation sessions have occurred; no ride along sessions have occurred.

Compile a discovery report that includes the activities outlined in Section 1.3- 3.a-i above.

PM Discovery Report will be fully compiled once the above-mentioned tasks and items are met.

CareerSource Florida Deliverable Requirements Matrix M = Met PM = Partially Met NM = Not Met

Note: All partially met requirements are currently being completed during scheduled Ride Along Sessions.

• The project is co-coordinated by the REACH Office and the Florida Department of Economic Opportunity (DEO) and involves the following additional Workforce Partners: the Florida Department of Children & Families (DCF), the Florida Department of Education (DOE), FL [Digital Service], and CareerSource Florida.

• Through the feasibility study conducted by KPMG in 2021, the vehicles for enabling this vision were determined to be: a new customer portal, a common intake form and a data hub to allow for Workforce Partner data sharing required to enable the former two customer-facing solutions.

• Within the above context of the FL WINS project and its objectives, the EY team, therefore, focused its discovery activities on validating programs and services administered by each of the Workforce Partners that would fall into the scope of the FL WINS project, and the underlying IT systems involved in delivering them to Floridians (customers).

• Our findings are framed in the context of information needed to outline the future customer portal, common intake form and data hub requirements. In the following pages, we outline programs and services confirmed to be in scope for DEO, DCF, DOE and CareerSource Florida as part of this project, the internal systems supporting them, current users and intake processes for these programs, as well as regulations governing them and driving the corresponding reporting requirements.

The FL WINS (Florida Workforce Integrated Networking Systems) project was started to bring to life the vision outlined in House Bill 1507, the Reimagining Education and Career Help (REACH) Act. The act aims to increase

Floridians’ economic self-sufficiency through greater program access, alignment among Workforce Partner programs and enhancing accountability of the workforce system through improved access to data.

Discovery Report Context

During the initial phase of discovery, the Workforce Partner Agencies and the REACH Office provided the FL WINS team with extensive documentation for review. Though the documentation was extensive, there were gaps in current state understanding that required additional stakeholder input and validation.

Deliverable Process: Documentation Review

Documentation Findings:

• Documents ranged in age from 1 year to 20 years old

• Documents gave us a picture of current state, but the picture is 60% complete due to the age and the holes in documentation

• Some of the documents are, or will soon be, obsolete due to current in-flight modernization efforts

• Internal reporting requirements were not clearly defined in the existing documentation

• KPIs and SLAs were not documented in the existing artifacts provided by each agency

• Intake process documentation was varied in detail and accuracy between both agency and program

Due to the remaining questions and gaps in understanding following the documentation review, the BPR Team worked with the REACH Office to identify data collection methods to gather the additional information via key meetings and validation sessions.

4,486 pages

51 diagrams

4,093 rows

24+ websites reviewed

300+ artifacts reviewed

88 slides

120+ documents requested

90 DEO 58 DCF 88 DOE

To collect the relevant remaining data, the FL WINS team is leveraging several reproducible data collection methods, including interviews and workshop sessions, to inform current state process and journey maps. The FL WINS team will continue to meet with stakeholders, either virtually or in person, with an agenda to explore a specific topic relevant to future BPR deliverables. For certain groups of stakeholders, a survey will be leveraged to collect information without the need for a specific meeting time to be scheduled. The relevant information will be compiled into both future iterations of this report as well as future BPR deliverables and to-be processes.

In meetings completed through this iteration, we have utilized interviews with key stakeholders to gain additional understanding of the current as-is state and identify potential future to-be process improvements.

These methods are explained in greater detail in BPR Deliverable 3 Tools and Standards.

Deliverable Process: Data Collection Methods

Sample Persona Template: Personas will be created in alignment with the different customer types that apply for programs and services through the various Workforce Partner Agencies.

System Stakeholder Chart: User types, both internal and external, as well as Subject Matter Experts will be collected and documented for each Workforce Partner Agency.

Technical Architecture Diagram: The technical aspects of each Workforce Partner Agency’s data systems will be documented using system architecture diagrams.

To collect the relevant remaining data, we identified necessary meetings with stakeholder groups to populate information into the data collection templates. These meetings include programs and services validation sessions, technical validation sessions, case worker ride along sessions, and lessons learned sessions.

After the initial period of documentation review, identified meetings with key stakeholders by agency began in March 2023. These meetings are ongoing and will contribute to future iterations of the Discovery Report.

Deliverable Process: Meeting and Validation Sessions

The following sections of the deliverable include the findings of the documentation review and completed meetings to date. Additional information will be incorporated into future deliverable iterations following the completion of discovery activities.

Programs and Services

Validation Sessions Ongoing:

Career Source

Technical Validation

Sessions

Case Worker Ride

Along Sessions Ongoing:

Career Source

Agency Division/Partner/

System Meeting Type Date

DCF

ACCESS SSP Validation Session 3/10/23

ACCESS SSP Technical Validation Session 3/27/23 4/24/23 5/16/23

ACCESS SSP Ride Along 4/3/23 5/24/23

HOPE FL Validation Session 3/10/23

HOPE FL Technical Validation Session 3/30/23

HOPE FL Ride Along 4/2/23 4/3/23

DEO

Employ Florida Validation Session 3/30/23

Employ Florida Technical Validation Session 4/13/23

Employ Florida Ride Along(s) 5/19/23

CONNECT Validation Session 3/31/23

CONNECT Technical Validation Session 4/17/23

CONNECT Ride Along(s) 5/4/23

WIDb Validation Session 4/4/23

Agency Division/Partner/

System Meeting Type Date

DOE

Vocational Rehabilitation Validation Session 3/17/23

Vocational Rehabilitation Technical Validation Session 4/5/23

Vocational Rehabilitation Ride Along (VR AWARE) 4/17/23 4/27/23 5/11/23

Division of Blind Services Validation Session 3/20/23

Division of Blind Services Technical Validation Session 4/5/23

Division of Blind Services Ride Along (DBS AWARE) 4/17/23 5/1/23 5/10/23

CSF

CSF and/or 24 LWDBs Validation Session 5/17 – 6/16/23

CSF and/or 24 LWDBs Ride Along(s) 5/17 – 6/16/23

Discovery Validation Sessions and Ride Along Meetings

Note: As of submission date, additional validation and ride along sessions are continuing to occur and be scheduled. These findings are being incorporated into future deliverables.

Technical Needs For Full Discovery

This table identifies the status of API integration and API management documentation for in-scope systems.

This table identifies the status of data dictionaries which include data areas, meanings and allowable values required for in-scope systems.

Application Programming Interface (API) Documentation Received

Employ Florida System Interface Index Yes

CONNECT System Interface Index Yes

OSST System Interface Index No

WIDb Interface Index (Requested 4/2. Follow-up needed.) No

ACCESS System Interface Index (Requested 5/16, Follow-up needed.) No

Hope Florida System Interface Index N/A

VR Aware System Interface Index (Requested 4/5, Follow-up needed.) No

DBS Aware System Interface Index (Requested 4/5, Follow-up needed.) No

Data Dictionary Documentation Received

Employ Florida System Data Dictionary Yes

CONNECT System Data Dictionary (Requested 4/17, Follow-up needed.) No

OSST System Data Dictionary No

WIDb Data Dictionary Yes

ACCESS Data Dictionary (Received future state Data Dictionary) Yes

Hope Florida Data Dictionary N/A

VR System Data Dictionary (Requested 4/5, Follow-up needed.) No

DBS System Data Dictionary (Requested 4/5, Follow-up needed.) No

Note:

• HOPE FL does not currently have a system data dictionary or infrastructure. They have an ITN for additional system development in process.

• For the technical information that has not been received, additional follow-up will be needed for future deliverables.

In-Scope Programs Overview

O u t o f S co p e In

S c o p e

Clarified in DiscoveryNamed in Contract

TANF

SNAP

Re-Employment Apprenticeship

Disaster Recovery and Dislocated Worker

Grants

Federal Bonding Program

Migrant and Seasonal Farmworker Services

Military Family Employment

Advocacy Program

State Rapid Response Program

Veterans Employment Program

Wagner-Peyser

Welfare Transition (TANF) – Workforce

Requirements

Work Opportunity Tax Credit Program

(EMPLOYER)

Other WIOA Programs

SNAP E&T

HOPE FL

VR Services for

EmploymentDivision of Blind Services

Division of Vocational

Rehabilitation

VR Supported Employment

VR Self-Employment Services

VR/DBS Student and Youth Services

VR/DBS Deaf, Hard of Hearing & Deafblind

Services

VR/DBS Employer Training Services

TTW SSA Program DBS Braille & Talking Book Library

DBS Rahab Center for the Blind and Visually

Impaired

DBS Business Enterprise Program

Medicaid

Other Local Workforce

Development programs*

Adult Worker Program

Title 1 Dislocated Worker Program

Title 1 Youth Program

Trade Adjustment Assistance Program

Senior Employment Program

*LWDB Programs will continue to be identified during Discovery. There may be instances where individual boards have specialized, local programs that are identified to be out-of-scope of the FL WINS program.

DEO DCF DOE

Career Source

Open Questions 16

The following outlines the programs and services that have been determined to be in-scope during the Discovery phase.

EXTERNAL PERSONAS

Maryanne the Mother Single mother seeking living assistance and training for better future

Willie the Welder High school student learning about technical opportunities following graduation

Ana the Youth Working out of school youth looking to pursue a GED

Vince the Vet Disabled military veteran looking for training

Adrian the Justice Involved Individual (JII) Former incarcerated individual battling steady job employment and homelessness

Nash the Citrus Grower Migrant worker seeking work during harvest season

Cindy the Visually Impaired Individual with overt or covert disability seeking employment assistance

Robert the Grand Dad Low-income senior needing to re-enter the workforce or change careers

With the discovery that has been completed to date and our current understanding of the customers of the in-scope programs and services, the following are personas that the FL WINS team will utilize to draft the future state.

Preliminary Lessons Learned and Future State Opportunities

Interviews, workshops, and case worker ride along sessions have given the FL WINS team the opportunity to gain additional insights and validate our understanding of each process. The following lessons learned summarize findings through various data collection methods and previous knowledge gleaned from industry experience.

Conducting additional sessions will be necessary to capture the full scope of lessons learned and future state opportunities from each workforce partner.

DCF

• Case workers would find it beneficial if the ACCESS SSP system could suggest or prompt customers to submit additional data fields and/or documentation to help support eligibility determinations.

• Currently, DCF receives data from DEO if a customer is non-compliant with work requirements.

There is a potential opportunity to increase data sharing to better serve customers holistic needs.

• There are multiple manual process steps ACCESS SSP case workers must conduct. This is a potential opportunity for process automation.

• Sending out mass communications to HOPE FL customers could be useful to provide updates.

• Hope Navigators have expressed interest in modernizing the systems utilized by HOPE FL.

DEO

• There is significant data intake overlap with other agencies.

• It is not always clear to the customer what programs and services they may be eligible for.

There are many (potentially) available services, but no guidance on which ones an individual should pursue based on their eligibility criteria.

• There is a desire for more self-service and digital options for customers accessing services and benefits.

• There is difficulty tracking individuals 90- and 270-days post employment for federal reporting purposes.

• Neither DBS nor VR currently have an external facing portal for customers to submit information or to track the status of their application. This is a potential opportunity for a future state consideration.

• DBS is currently undergoing a migration to the same platform of case management system (AWARE) as VR, but a unique instance. This will potentially enable additional collaboration between the two programs in the future.

• Case Managers note that there is redundancy within their case management system, which is helpful when trying to find a required form; but can also be cumbersome.

• Schools provide a significant portion of referrals to

DOE.

DOE

SECTION 2: WORKFORCE PARTNERS

DEPARTMENT OF ECONOMIC OPPORTUNITY (DEO)

Department of Economic Opportunity Context

The Florida Department of Economic Opportunity (DEO) works closely with local workforce development boards to provide workforce services and is responsible for determining eligibility for workforce programs that fall under DEO. Workforce programs and services are authorized through the Workforce Innovation and Opportunity Act (WIOA) and governed by the US Department of

Labor (US DOL).

IT systems

Employ Florida †

Job Seekers

Employers

Case Managers ‡

Claimants Employers

Case Workers

CONNECT

Third Party Administrators

WIDb General Public

Admin User

Workforce Community

** Stated functionality subject to change due to in-flight RA modernization effort

‡ To include CareerSource Florida LWDBs

DEO has three main technology systems (Employ Florida, CONNECT, OSST, and WIDb). The Employ Florida system functions as a labor market exchange, labor market data information hub, and a back-end case management system. The One Stop Service Tracking (OSST) system is a case tracking system that enables Local Workforce Development Boards and Service Providers to effectively track WT and FSET customers and provide better access to customer information. The CONNECT system functions as an intake system for individuals applying for Reemployment Assistance and employers that need to file appeals or verify employment information.** The WIDb functions as a standardized database that displays Florida’s Labor market information in multiple dashboards. There are currently data sharing agreements with Florida Education and Training Placement Information Program (FETPIP) and Department of Education (DOE).

General

DEO

Employ Florida

CONNECT

Mark Miller

CONNECT SME

Mark.Miller@ deo.myflorida.com

Jonathan Hill

CONNECT SME

Jonathan.Hill@ deo.myflorida.com

Nicole Sanislow

CONNECT SME

Nicole.Sanislow@ deo.myflorida.com

Kathy Nelson One Stop SME Kathy.Nelson@deo.myflorida.com

Quinton Lightfoot

CONNECT SME

Quinton.Lightfoot@ deo.myflorida.com

Kent Whittington FL WINS Program Director Kent.Whittington@deo.myflorida.com

Paul Forrester Chief Information Officer Paul.Forrester@deo.myflorida.com

Domenic DiLullo Chief Technology Officer Domenic.DiLullo@deo.myflorida.com

DEO Subject Matter Experts (SMEs)

Keantha Moore One Stop SME Keantha.Moore@deo.myflorida.com

Daniel Harper Employ Florida SME Daniel.Harper@deo.myflorida.com

WIDb Christopher Knight WIDb SME Christopher.Knight@deo.myflorida.com

Wendy Castle

CONNECT SME

Wendy.Castle@ deo.myflorida.com

IN-SCOPE SYSTEMS DEO In-Scope Systems

EMPLOY FLORIDA CONNECT

SCOPE

CONNECT is Florida’s Reemployment assistance claims system.

OFFICE: FRONT

CONNECT is a public-facing authentication-based portal.

USER GROUPS

CONNECT is used by claimants, employers, Third Party Administrators (TPAs) and DEO staff.

KEY CAPABILITIES:

• UI benefits application

• UI claim management

• UI payments

• Benefit adjudication

• Appeals

SCOPE

The Workforce Information Database (WIDb) is a standardized database used for storage and dissemination of local, state, regional, and national workforce information on the economy, industry, and labor supply and demand.

OFFICE: FRONT and BACK WIDb is an internal system that creates and feeds federally mandated dashboards used for internal and external reporting metrics. It has a publicly accessible tableau dashboard that provides relevant workforce data statistics.

USER GROUPS

WIDb is used by DEO staff responsible for collecting, preparing, and disseminating the information.

KEY CAPABILITIES

• Analytics

• Reporting

SCOPE

Employ Florida is Florida’s job exchange board and case management system for Florida’s workforce system.

OFFICE: FRONT and BACK Employ Florida is a public-facing portal that includes a back-end case management system.

USER GROUPS

Employ Florida is used by job seekers, employers and the general public, as well as case managers, and state and LWBD staff.

KEY CAPABILITIES:

• Job search

• Job applications

• Job posting

• Labor Market Information

• Case Management System

WIDb

SCOPE

One Stop Service Tracking (OSST) is a web application designed and implemented to assist the LWDBs in providing and monitoring services to applicants in the SNAP and TANF programs.

OFFICE: FRONT and BACK OSST system has two websites: one for LWDB case managers to manage applicant cases, and another for applicants seeking SNAP or TANF services.

USER GROUPS

OSST is used by job seekers, employers and the general public, as well as case managers, and state and LWBD staff.

KEY CAPABILITIES

• Case management system

• Eliminate duplicate data entry

• Tacks customer outcomes and performance indicators

OSST

Target Demographic:

Employ Florida has a wide target demographic ranging from young adults to seniors. Employ Florida has multiple portals focused on specific demographics.

Programs and Services Offered:

• Reemployment Work Registration (CONNECT)

• Apprenticeship (US DOL)

• Disaster Recovery Dislocated Worker Grants

• Vocational Rehabilitation

• Federal Bonding Program

• Migrant and Seasonal Farmworker Services

• Military Family Employment Advocacy Program

• State Rapid Response Program

• Veterans Employment Program

• Wagner-Peyser

• Work Opportunity Tax Credit Program (EMPLOYER)

• SNAP E&T*

• Welfare Transition (TANF)*

• Trade Adjustment Assistance

• RESEA – Reemployment Services and Eligibility

Assessment Program

• ETPL – Eligible Training Provider List

• Other WIOA Programs

Employ Florida Functionality:

• CareerSource Florida and Local Workforce Development Boards Case Management: CareerSource Florida and the LWDBs utilize the Employ Florida system as a case management system for the programs and services listed. The programs and services are administered through the LWDBs and their staff use the Employ Florida system to manage each of their cases.

• Labor Market Exchange:

• Job Seeker: search and navigate for job postings, update resumes, and apply for jobs.

• Employer: businesses are able to post jobs and research potential candidates.

• Labor Market Data Information: search functionality that allows external users to review labor market data information by county, local board area, or industry.

Employ Florida Portals:

• Labor Market Exchange (Job

Board)

• Abilities Work Florida

• Employ Florida Vets

• Employ Florida Green Jobs

• Employ Florida Silver Edition

• Disaster Recovery Job Portal

Employ Florida System

The Employ Florida system is an online tool designed to assist job seekers and students of all ages in search for the right job, and to help employers identify the best job candidates. The site serves as a hub for the state's workforce services while focusing on job openings and job candidates. The site is also a valuable resource for policy makers, researchers, and others seeking to explore and analyze local labor markets in Florida.

*Currently managed in OSST system; functionality to be merged in Summer 2023 24

Employ Florida External and Internal System Users

The Employ Florida system has multiple internal and external system users that utilize the various functionality of the system, including labor market exchange and case management. Internal users are authenticated users and consist of case workers, who can be either state or local workforce development board staff members, and administrators, who are internal to DEO and use an admin interface to complete operational, maintenance, and administrative tasks. There are two types of external users, authenticated users and non authenticated users. Authenticated users have an Employ Florida log in and are typically either job seekers or employers. Employ Florida has a public facing portal that allows non authenticated users to explore the site and use a variety of functionality without formally logging in to the system or creating an account. Those external users consist of job seekers, employers, or the general public with an interest in workforce services.

Below, are the key users of the Employ Florida system that directly or indirectly utilize the system functionality.

INTERNAL EXTERNAL

EmployersGeneral Public

EMPLOY

FLORIDA

Job SeekersCase Workers Administrators

Employ Florida Intake Process

Employ Florida System

Cu st om er

LW

D

B s

Initial Intake

Staff closes case after Customer is satisfied and successful with original goals

Customer can use Employ Florida for job searches and satisfy RA job search requirement

Case worker uses Employ Florida to track case management duties

Reportable individual uses Employ Florida for the job board

Able to create Employ Florida account?

Customer registers in Employ Florida with assistance and becomes a participant

No

Yes

Customer enters LWDB and is Wagner Peyser eligible

This process flow is attached as a Visio file in the appendix, to zoom in.

Employ Florida – Rules, Regulations, and Reporting

Rules and Regulations

Another important aspect to consider for the FL WINS project is the legislative context. Particularly, the entities that define regulations and impose reporting requirements onto DEO and the Employ Florida system and the programs and services it administers.

Overall, the reason we look at the legislative environment is the following: we strive to understand any regulations as well as reporting requirements that may impact the future-state requirements and drive the design of both the intake process and the customers’ self-service functionality.

Relevant Codes, Rules and/or Statutes:

• 42 U.S.C. § 405(C)(2)(c) (Social Security Act)

• 5 U.S.C. § 552a (Privacy Act of 1974)

• 5 U.S.C. § 552 (Freedom of Information Act)

• 29 U.S.C. § 49, et seq. (Federal Employment Service)

• TEGL No. 10-16, change 2

• 20 C.F.R. 652 (Establishment and Functioning of State Employment Services)

• Chapter 119, Florida Statutes (Public Records)

Agencies affiliated with Employ Florida must comply with:

• Title VI of the Civil Rights Act of 1964, as amended, which prohibits discrimination on the basis of race, color, and national origin;

• Section 504 of the Rehabilitation Act of 1973, as amended, which prohibits discrimination against qualified individuals with disabilities;

• The Age Discrimination Act of 1975, as amended, which prohibits discrimination on the basis of age; and

• Title IX of the Education Amendments of 1972, as amended, which prohibits discrimination on the basis of sex in educational programs

The U.S. Departments of Labor (US DOL) and Education (US DOE) collaboratively issue Workforce Innovation and Opportunity Act (WIOA) provisions related to performance accountability.

• The Employ Florida team fulfills these federal government reporting requirements, by following the direction outlined in US DOL Training and Employment Guidance letters.

• For core programs, US DOL requires each state to submit a performance report (ETA-9169) every year by October 1 and all grantees are required to submit a total of four quarterly reports (ETA9173) every year within 45 days after each quarter’s conclusion. These reports include performance data primarily supplied by the Participant Individual Record Layout (PIRL) file, which contains record-level data. Each PIRL file contains 2.5 years/10 quarters of reportable individual, participant, and exiter data.

• Data from EF is used to create reports, but not currently compiled in the system itself.

• State reporting is done outside of the Employ Florida system, as well. To comply with legislative reporting requirements, data from EF is used to create reports, but not currently compiled in the system itself.

Reporting

The following resources, applications, and systems will need to be included in the customer’s journey through the customer portal, in addition to the in-scope system:

Employ Florida Additional Applications

SUNTAX

Employ Florida

OSST

WIDb

In Scope System

Additional Resources, Applications, and Systems

CONNECT

LEGEND

OTHER STATE

AGENCY DEO

CONNECT System Overview (Reemployment Assistance)

Reemployment Assistance (RA) benefits, also known as unemployment compensation, provides temporary wage replacement benefits to qualified individuals who are out of work through no fault of their own. It is funded by employers who pay federal and state payroll taxes and is provided at no cost to the workers who receive the benefits.*

Target Demographic:

Qualified individuals who are out of work through no fault of their own.

Claimants:

• Claimants use the CONNECT system to apply for RA.

• RA Eligibility Requirements include:

• Social Security number

• Driver’s license or State ID number

• Employment for the last 18 months, including for each employer:

• Name, address, and phone number

• First and last day of work

• Gross earnings (before taxes) during the listed dates

• The reason for separation

• Federal Employer Identification Number (FEIN), found on any W2 or 1099 tax form Employers (or TPAs):

• Employers must establish RA login, which is triggered, by establishing their business in the Suntax system

• Employers are required to use the CONNECT system for a variety of functions such as:

• Receive Notice of Claim Filed (UCB-412)

• Verify claimant employment information

• Submit protest charges for multiple employees

• Report individuals who refuse an offer of work at their business

• Report an individual who failed to attend a scheduled job interview

• File for a continuance on an upcoming appeals hearing

• Withdraw their Reemployment Assistance appeal

• Appeal a determination that was made about at least one of my employees

Program Partner Involvement:

• Florida Department of Revenue

• Florida Child Support Program

• Florida Highway Safety and Motor Vehicles

• Florida Department of Health

Steps to Get Started:

1. File a claim with the Reemployment Assistance Help Center.

2. Register with Employ Florida.

3. Follow steps provided through CONNECT to receive Reemployment Assistance benefits.

*Stated functionality subject to change due to in-flight RA modernization effort

CONNECT External and Internal System Users

The CONNECT system has multiple external and internal users. The external users include claimants, Floridians who have lost their jobs and are looking to receive benefits from the Unemployment Insurance (UI) fund, employers, any business that operates in Florida, and Third-Party Administrators (TPAs), someone who conducts reporting and remit payments on behalf of an employer, for a fee. The internal users include adjudicators, staff members who determine initial eligibility for a UI claim and monitor continuous eligibility for the duration of claimants’ benefits filing, and administrators, and the few staff members that access the system for operational and administrative tasks.

Below, are the key users of the CONNECT system that directly or indirectly utilize the system functionality.

EmployersClaimants Third Party Administrators

Case Workers Adjudicators Administrators

INTERNAL EXTERNAL

CONNECT

CONNECT System Intake Process – Claimants

DEO CONNECT SYSTEM

C u st o m e r C

O N

N E

C T

E m pl oy

F lo rid a

LW

D

B s

Initial Intake

DEO notifies claimant to continue claims process

Claimant completes registration in

Employ Florida

DEO conducts claims investigation

Eligibility determination?

Claimant applies online through

CONNECT system

Customer may file an appeal

*For work search requirement Customer may utilize Employ Florida

Request benefits every two weeks

Participation in an LWDB workshop

Provide proof of work search requirement*

E nt ry P oi nt

No

Yes

CONNECT Rules, Regulations, and Reporting Requirements

Rules and Regulations

Another important aspect to consider for the FL WINS project is the legislative context. Particularly, the entities that define regulations and impose reporting requirements onto DEO, the CONNECT system, and the Reemployment Assistance program it administers.

Overall, the reason we look at the legislative environment is the following: we strive to understand any regulations as well as reporting requirements that may impact the future-state requirements and drive the design of both the intake process and the customers’ self-service functionality.

Relevant Codes, Rules and/or Statutes:

F.S. 443 Reemployment Assistance Program Law

• 443.1113- The Department of Economic Opportunity shall implement an integrated, modular system hosted in a cloud computing service, as defined in F.S. 282.0041, that provides for rapid provisioning of additional data processing when necessary. The system must support the efficient distribution of benefits and the effective operation and management of the reemployment assistance program.

• 443.1317- the Department of Economic Opportunity has ultimate authority over the administration of the Reemployment Assistance Program.

• 443.171- In the administration of the provisions in s. 443.1115, which are enacted to conform with the Federal-State Extended Unemployment Compensation Act of 1970, the department shall take those actions necessary to ensure that those provisions are interpreted and applied to meet the requirements of the federal act as interpreted by the United States Department of Labor and to secure for this state the full reimbursement of the federal share of extended benefits paid under this chapter which is reimbursable under the federal act.

Reporting Requirements:

F.S. 443 Reemployment Assistance Program Law

• 443.171- The department shall annually submit information to the state board as defined in s.445.002 covering the administration and operation of this chapter during the preceding calendar year for inclusion in the strategic plan under s. 445.006 and may make recommendations for amendment to this chapter.

• 443.1113- By October 1, 2023, and each year thereafter, the Department of Economic Opportunity shall submit a Reemployment Assistance Claims and Benefits Information System report to the Governor, the President of the Senate, and the Speaker of the House of Representatives. The report must, at a minimum, include:

• (a) A summary of maintenance, enhancement, and modernization efforts over the last fiscal year.

• (b) A 3-year outlook of recommended enhancements or modernization efforts that includes projected costs and timeframes for completion.

Reporting Requirements

CONNECT Additional Applications

FIREE

System

CONNECT

ID.me

SUNTAX

FL Child Support

FLHSMVDOH

The following resources, applications, and systems will need to be included in the customer’s journey through the customer portal, in addition to the in-scope system:

Federal

In Scope System

Additional Resources, Applications, and Systems

LEGEND

OTHER STATE

The Workforce Information Database (WIDb) is a standardized database structure developed for the storage and dissemination of local, state, regional, and national workforce information on the economy, industry, labor supply and demand, and other aspects of and areas affected by, or that influence our workforce. Before the WIDb, there was not a common structure that allowed state by state comparisons of data, or a way of providing a larger array of data together in one place.

Funding and Purpose:

The US Department of Labor’s Employment and Training Administration (ETA) provides funding to states to ensure that locally held labor market information (LMI) data is maintained and stored efficiently and consistently to facilitate its effective use and sharing. In turn, states must fill out required data tables in order to continue to receive funding from the US

DOL.

Data Information:

Updated frequency:

• The data is not live and is updated based on how often the type of data becomes available

• Frequency could be monthly, quarterly, or annually

Majority of data comes from:

• The Census Bureau

• Florida Department of Revenue

• Federal & State governments

• Florida Department of Education

Stored:

• Currently data for Florida’s WIDb sits at a physical location, the Northwest

Regional Data Center (NWRDC), but is migrating to the cloud in the future

Accessed:

• Information is displayed through Tableau dashboards on Florida Insights.

• Some customers get live data feeds for their own dashboards

Required Data Programs:

1. Current Employment Statistics (CES)

2. Occupational Employment Statistics (OES)

3. Local Area Unemployment Statistics (LAUS)

4. Quarterly Census of Employment and Wages (QCEW)

5. Employment Projection

WIDb System Overview

WIDb External and Internal System Users

The WIDb system consists mostly of external users through its public facing website, or the customized dashboards created for specific workforce partners.

External users include a large group of potential user types, including employers, workforce system stakeholders, other state and local agencies, and the general public. The internal WIDb system users are DEO staff who manage the database and maintain the customized or federally mandated dashboards available to the public.

Below are the key users of the WIDb system that directly or indirectly utilize the system functionality.

DEO Staff Other State and Local Agencies

Workforce System Stakeholders

General PublicEmployers

INTERNAL EXTERNAL

WIDb

WIDb Intake Process

N/A WE ARE NOT AWARE OF AN INTAKE PROCESS FOR THE WIDb

SYSTEM

WIDb Rules, Regulations, and Reporting Requirements

Rules and Regulations

Reporting Requirements

Relevant Codes, Rules and/or Statutes: TEGL No. 10-16, change 2 and 34 CFR parts 361 and 436

The U.S. Departments of Labor (US DOL) and Education (US DOE) collaboratively issue WIOA provisions related to performance accountability.

• The Employ Florida team fulfills these federal government reporting requirements by following the direction outlined in US DOL Training and Employment Guidance Letters (TEGL).

• TEGL’s provide sub-regulatory guidance on the requirements set forth in WIOA, related to the implementation and operation of the performance accountability system under section 116 of WIOA and the implementing joint regulations in 20 CFR part 677 (and reprinted in 34 CFR parts 361 and 463).

• Per the US DOL, DEO is required to populate specific core data tables in the WIDb on an annual basis to include the following Labor Market Information (LMI) for the State of Florida:

• Current Employment Statistics (CES)

• Occupational Employment Statistics (OES)

• Local Area Unemployment Statistics (LAUS)

• Quarterly Census of Employment and Wages (QCEW)

• Employment Projection

Another important aspect to consider for the FL WINS project is the legislative context. Particularly, the entities that define regulations and impose reporting requirements onto DEO, WIDb, and the Labor Market Information (LMI) data it contains.

Overall, the reason we look at the legislative environment is the following: we strive to understand…