Transcript Digital Inclusion Initiative Transition Webinar

SSAI Sponsor Transition Webinar
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Senior Service America’s
Sponsor Transition Webinar
August 13, 2012
Agenda
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Today’s Presenters: Lisa Le, Program Officer
Joshua Wadsworth, Program Officer
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Webinar Length: 1:30
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Welcome and Introductions
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Transition Information
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Questions/Answers
Review Sponsor Transition Materials
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Questions/Answers
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Next Steps
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Adjourn
Welcome New Sponsors
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Anoka County Workforce Center
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East Central Mississippi Area Agency
on Aging
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MET, Inc.
Welcome

Welcome to SCSEP and to Senior Service America Inc.
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Thank You for being part of SSAI’s bid, And joining our Network of
Networks, and for your support through the competition process
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Our objectives today are to provide you with an overview of SSAI’s
service delivery approach and to discuss the transition process for
participants transitioning to Incoming sponsors on October 1.
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Today’s presentation is the first step toward bringing you on board
with SCSEP and SSAI
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Over the next several months you’ll receive support and training
through multiple venues; one-on-one, In Person at SSAI
Headquarters, webinars.
Service Delivery
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SSAI’s service delivery approach:
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Small teams with specific areas of focus and
expertise and with knowledge of each subgrantee
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Small teams coordinate support to subgrantees
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Timely and accurate communication on all types
of SCSEP issues
Service Delivery: Two Teams
1.
Front End Support Team
2.
Participant Program Support Team
Front End Support Team
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A centrally located training and
support team designed to interact
with subgrantee staff on program,
fiscal, data, and other SCSEP issues,
and to identify trends and training
opportunities
Front End Support Team
Front End Support Team –
SCSEP “First Responders” (phone calls, emails or instant
messages)
Mohan Singh is the manager and staff are: Golan Frazier,
Adrienne Williams and Redonna Wynn
SCSEP Support
Terry Reynolds and Joe Gallagher are the managers and staff are
Lisa Le, Constance Todd, and Joshua Wadsworth
Kamal Elharam, Director of IS/IT, and Chris Garland,
National SCSEP Director will oversee the work of the
Front End Support Team
Participant Program Support Team
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A field-based training and support
team specializing in compliance, data
validation, training, and assistance on
all aspects of unsubsidized placement
Participant Program Support Team
2. Participant Program Support Team
Data Validation and Compliance
Monica Gantt is the manager and staff are: Mirian BarriosBarrera, Rian Ellis, Rose Hawkins and Carolyn Miller
Unsubsidized Placement
Rashaida Nairobe, Workforce Development Manager, is the
manager and staff are: Glendale Johnson, Rita Monroy, and
Janet Ray
Tom Ryan, Director of SCSEP Field Operations, will oversee the
work of the Participant Program and Support Team
What is the “cloud”?
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It’s a web based tool where:
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You access it through our partner’s site
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To access your open and closed cases (Requests, Questions, Issues,
etc.)
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You can interact with us and with other subgrantees in online
communities/Chats
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You can update your contact information
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And much more as we continue to hear from you about is important
to you and to our network
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It’s the glue
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It’s transparent – you use and we use it and we
all can track our interactions in one place
SSAI’s Service Delivery Model
Front End Support (Chris/Kamal)
Regulations/Policy
Technical Asst.
3 POs
Managers
Data Entry Specialists
PPP
Subgrantees
…..
Subgrantees
Transparent Web-based
System Accessible by
Subgrantees, Front End
Support, and Field Support
Field Support (Tom)
Compliance
Data Validation
2 POs and PAs
Managers
Participant Program Support
3 POs and PAs
Contacting the Front End
Support Team:
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Email: [email protected]; or
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Call: 301-578-8989; or
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Open a case via the Cloud Portal
PARTICIPANT TRANSITIONS
Coordinating the Transition of Participants on October 1, 2012
Transition Coordinators
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Senior Service America will appoint a
SSAI staff person to serve as the
Transition Coordinator responsible
for each Subgrantee Transition.
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The Transition Coordinator will serve
as your primary contact throughout
the Transition Process.
Transition Coordinators
Anoka County Workforce Center
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Joshua Wadsworth
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Program Officer; Front End Support Team
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[email protected]
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(301) 578-8930
Transition Coordinators
East Central Mississippi Area Agency
on Aging
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Glendale Johnson
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Program Officer: Field Support Team
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[email protected]
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(301) 578-8916
Transition Coordinators
MET, Inc.
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Lisa Le
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Program Officer; Front End Support Team
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[email protected]
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(301) 578-8833
Transition Coordinators
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Transition Coordinators will reach out
to you shortly
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They will provide you with copies of
the materials from today’s
presentation
PARTICIPANT TRANSITIONS
Background and General Information
Transition Information
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SSAI is here to support you, as you support
your Incoming participants through this
transition.
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Our objective is to remain Participant
Centered
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Minimum disruption to the Participants
and Host Agencies
Transition Information
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DOL is requiring that the transition of payroll
responsibilities for all participants between SCSEP
grantees occur by October 1, 2012.
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All SCSEP grantees have been given August and
September to prepare for this transition.
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A freeze on new enrollments is in effect as of midnight,
Tuesday, July 31, 2012 for counties that will be
transitioning October 1st.
Transition Information
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No Incoming participants should be on your payroll
before October 1, 2012
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No transitioned participants should be on the Outgoing
grantee’s payroll after September 30, 2012
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All participants should continue to be participants of
their current SCSEP grantee up to and including
September 30, 2012.

Outgoing Grantees are expected to continue to serve Outgoing participants,
including the development of unsubsidized placements job opportunities, IEP
and transitional IEP.
Transition Information

DOL has required all Incoming SCSEP grantees to allow
current participants to remain in the program under the
same conditions in which they are found in order to
minimize disruptions to the program.
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Participants must be able to continue in their community
service assignment with the same host agency under the
same conditions (e.g., rate of pay) through December 31,
2012.
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Reductions in participant’s hours per week starting
October 1, 2012 will be based on your Project
Performance Plan.
Transition Information

Senior Service America Inc. (SSAI) will appoint a SSAI
staff person to serve as the Transition Coordinator
responsible for each Subgrantee with a transition.

With SSAI Support, The Outgoing and Incoming SCSEP
grantees should agree on a time and place to convene
two separate meetings in September:

one meeting for all affected participants and
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another meeting for all affected host agency representatives.
•
If it is not possible for you to convene a meeting with host agency supervisors in
September, then invite the supervisors to your participant transition meeting in
September.
Transition Meetings
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The purpose of the participant transition meeting is to
inform participants and Host Agency Supervisors of the
transition and for participants to complete any payroll
paperwork required for the Incoming grantee in order to
transfer to the Incoming grantees’ payroll.
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The Department of Labor requires that SCSEP
participants experience no disruption, or lapse in pay,
during the transition process.
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Therefore, Participant Transition Meetings must be
scheduled to provide the Incoming grantee sufficient
time to process all payroll paperwork for participants.
Transition Meeting
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SSAI has provided a sample Agenda in the transition Kit.
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As with all mandatory participant meetings, Participants should be paid training hours
for attending the Transition Meeting.
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Outgoing grantees must send a written notice (letter or
memo) to all participants and host agency supervisors
notifying them of transition meetings.
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The notice should alert them of any information or
documents that they are required to bring to the meeting.
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SSAI has provided a sample notice letter in this
Transition Kit.
Incoming Participants
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The Incoming grantee must identify their payroll process.
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This process should include when time sheets will be due, and how
participants should submit them.
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The process should include how paychecks will be distributed or pay
statements if direct deposit is used.
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The process should include instructions for participants on what to
do if a time sheet is late, and who should be contacted if there are
any questions.
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A written copy of this information should be provided to all
participants at the Transition meeting.
Incoming Participants
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Incoming grantees should prepare all documents to be completed by
participants and host agencies at the transition meeting.
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Incoming grantees should insure that packets of documents, and
any necessary supplies, including pens and paper are on hand for the
transition meeting.
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Packets for participants should include, payroll schedule,
timesheets, instructions for submitting timesheets, I-9, W-4, direct
deposit forms, release forms, any specific paperwork required by
your agency.
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Participants should each receive a copy of the SSAI approved
Participant Handbook.
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Incoming grantees should prepare Host Agency agreements, and
copies of Host Agency Handbooks(or copies of Participant
Handbooks) for the Host agency transition Meeting.
Incoming Participants
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SCSEP or other staff of the Incoming grantees are required to
participate in the transition meeting.
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Incoming grantees should identify sufficient staff to attend the
meeting to assist participants with completing required paperwork.
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Incoming grantees should use a sign-in-sheet or other methods to
track participant attendance at the transition meeting.
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If necessary the Incoming grantee should coordinate with the
Outgoing grantee to send written notice to any participant who fails
to attend the mandatory Transition Meeting.
Program Records
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Incoming grantees must coordinate the transfer
of relevant participant records
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Copies of most recent Individual Employment Plans (IEPs),
assessments, updates
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Records for participants exited to unsubsidized placements that
require follow up
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Host agency files with 501(c)(3) documentation
where applicable
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Community Service Assignment Descriptions
Let’s Take Some Questions/Comments
About Transition Information
Unmute Your Phone or Send Me
a Note
Transition Documents
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Transition Kit
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General Information
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Outgoing Participant Document Checklist
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Incoming Participant Document Checklist
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Draft Participant Meeting Agenda
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Draft Host Agency Meeting Agenda
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Draft Letter to Participants Regarding Upcoming Changes
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Draft Memo Inviting Participants To Meeting
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Draft Letter to Participants Who Missed Mandatory Meeting
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Draft Memo Inviting Host Agency Supervisors to Meeting
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Draft Memo to Staff of Incoming Grantee
Transition Documents
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Transition Checklist for Outgoing
Sponsors
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Transition Checklist for Incoming
Sponsors
Let’s Take Some Questions/Comments
About Transition Documents
Unmute Your Phone or Send Me
a Note
Transition Timeline
August 2012
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SSAI Transition Coordinators assigned
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Collaborate with Outgoing grantee to plan for Transition
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Confirm Transition Meeting date(s) and location(s)
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Training provided on SPARQ & data collection forms
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Submit Participant Handbook to SSAI for review
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Prepare Host Agency Agreements
Transition Timeline
September 2012
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Complete Participant Transition Meetings by Friday, September
21 (or earlier, depending on your payroll process)
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Confirm Outgoing grantee sent letters to participants & host
agencies that missed Transition Meeting
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Obtain participant records from Outgoing grantee
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Confirm Contact Information with SSAI
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Submit bank information to SSAI Finance Department for
electronic funds transfer
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Provide copies of MOUs with One Stops, WIBs, etc. to SSAI
Transition Timeline
September 2012 (continued)

Confirm Outgoing grantee sent 30 day termination notice to “noshows” for Transition Meeting, who also failed to respond to followup letter
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
These participants will be exited by in October 2012. This process will
be coordinated between Incoming and Outgoing Grantees and SSAI.
All participants should continue to be participants of their current
grantee up to and including September 30, 2012

Incoming participants should not be on your payroll before October
1, 2012

September 24-28 is National Employ Older Workers Week

Successful Participant Transitions must take priority over NEOWW
activities
Transition Timeline
October 2012
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All participant transfers must be complete by October 1
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Confirm total enrollment after transition to SSAI by October 5

New Project Director Training & Materials provided by SSAI
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Arrange for press release announcing your agency as new SCSEP
sponsor in territory
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Determine if incoming participants are in need of:
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Assessment or IEP updates
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Offer of Physical Examination
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Annual Recertification
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Transition Assessment/Durational Limit Exit/Waiver
Post-Transition
October 1 – December 31 (First 90 days)
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Right of First Refusal:
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Current participants may continue at host agency at
current wages/fringe benefits through December 31, 2012
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Participant staff to be offered similar position with new
grantee

Hours worked per week will be determined by your Project
Performance Plan (PPP)
Durational Limit

Individual Durational Limit (IDL) policies:

Extension granted by Outgoing grantees must be honored
by Incoming grantees for remainder of durational period
(one year from date of last extension)

Incoming grantees must apply the IDL policies of
Outgoing grantee until December 31, 2012, if it is less
restrictive than Incoming grantee’s IDL policy

January 1, 2013: All participants are subject to the
Incoming grantee’s Durational Limit Policy
Any Final Questions?
Raise Your Hand to Confer by
Phone or Send Me a Note
Questions After This Webinar
Contact the Front End Support
Team and a FES Program Officer
will respond:


Email: [email protected]; or

Call: 301-578-8989; or

Open a case via the Cloud Portal