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OEWD Program Monitoring

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by

Monique Forster

on 20 October 2017

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Transcript of OEWD Program Monitoring

OEWD Program Monitoring Overview PY17-18
Overview
Federal, State, and City Governments require OEWD to conduct compliance reviews of all workforce funded programs.

OEWD is ensuring that providers are meeting and documenting services according to funding requirements and contractual agreements.

What we look for during a monitoring visit
- Required eligibility documents in participant files
- Completed participant forms (including dates and signatures)
- Accurate documentation that participant is receiving services intended by scope of work
Program Officers
VS.
Program Monitoring Staff
Program Officers:

- Primary contact for providing technical
assistance and funding compliance
- Prepare providers for program monitoring visits
- Assist providers with overall performance and contractual goals

Program Monitoring Staff:
- Provide guidance on monitoring procedures
- Primary contact for monitoring visits
- Review compliance issues during monitoring and communicates
initial findings with program officer

CDBG/General Funds Eligibility Forms
CDBG:
- 2017-2018 Family Income Verification Form - commonly known as
Form G
or OEWD approved application with required Form G information (English, Spanish, Chinese, Tagalog)
- OEWD Release of Information
- OEWD Participants Rights and Responsibilities
- Case notes should be documented every 30 days or quarterly (detailed)
- Participants forms are posted on OEWD website

General Fund:
- Intake application (agency intake or Form G)
- Proof of San Francisco residency (government-issued photo ID preferred if available)
- Case notes should documented every 30 days or quarterly (detailed)
- OEWD Release of Information
- OEWD Participants Rights and Responsibilities
- Participants forms are posted on OEWD website

Required Postings for Facility Review
- See Facility Review Checklist

- See Grievance Rights Form

- Nondiscrimination and Equal Employment Opportunity Form

- Minimum Wage Information

- Alternative formats of all procedures for individuals with vision loss and/or individuals who speak languages other than English


Employment Verification
Acceptable Documents (only one required):

- OEWD Form 117 - Written Employment/Education
- Verification Form, completed and signed by employer
- Jobs Portal verification
- Copy of check stub
- Copy of official letter of employment from employer
- Email from employer confirming proof of employment
- Third party employment verification (TheWorkNumber)
- Bank statement of direct deposit with employer name on statement




- No fewer than (5) case files per program area will be reviewed
- OEWD will interview at least two (2) participants per program area for the agency
- Providers must record monthly or quarterly case note summaries
(check

with Program Officer)
- Case notes must include dates of service, description of services provided and any next steps
- Roster will be provided
24 hours
in advance for electronic case notes
WIOA Eligibility Forms
WIOA Requirements

WIOA Adult and Dislocated Worker:

-Workforce Central (WFC) application
- WIOA Title I Form Required for Adult and Dislocated Worker
- WFC enrollment, exit and follow-up form not required in case file
- Release of information
- OEWD Participants Rights and Responsibilities
- Case Notes (must indicate enrollment, placement, and activity start dates)
- Participants forms are posted on OEWD website

WIOA Youth:
- Youth eligibility checklist required (WIOA youth grantees only)
- OEWD Release of Information
- OEWD Participants Rights and Responsibilities
- Case Notes (must indicate enrollment, placement, and activity start dates)
- Participants forms are posted on OEWD website
Monitoring Visits
Next Steps
1. Review monitoring presentation

2. Participate in monitoring conference call (optional)

3. Complete, sign, and submit Program Monitoring Review Form by 10/2/17

4. Send completed Program Monitoring Review Form to
Alfredo.Fajardo@sfgov.org

5. One Program Monitoring Review Form per agency
Next Steps for Monitoring Visits
- Program Monitoring Officers will contact grantees to schedule monitoring visits

- Monitoring site visits will be scheduled between January 2018 to March 2018

- All forms are located on OEWD website

http://oewd.org/oewd-program-monitoring

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