RESEA Work Group Sessions Tracking Referrals to Services/Training (5a/b – RESEA A0 Screen) October 12, 2016 (Agenda and Meeting sUmmary included)

Results of Request for Next Steps Utilize the Connecting Colorado Task List Feature to track services/training activity in the A0 screen (5a/b) Include an estimated completion date on the 5a/b row and allow the task list to look for that date and notify Agent ID How would this happen (design)? When would this happen? ****This may tie to the next slide

Handling Follow-Up No Shows When someone misses their follow up appointment for 5a/b, how do we document this in the system so that UI is aware? Currently the CC system has a 9 month default and will send a list of people to UI who didn’t show up for their follow-up appointment. What time frame is reasonable? How can we alert UI right after the no show occurred?

Next Steps MIS User’s Group Who would be willing to present info (or participate) in continued meetings to work out the details Introduce to sub-group (TRAC team or MIS Users’ Group) and work on a solution Bring solution back to work group to review Contract to State MIS (or Local Area List Item)

Summary of Today’s Discussions (10/12) SOLUTION: Change Date Completed default from 9 months to 2 months Add “within 2 months of referral date” after “Date Completed” Create a column to track when an activity is not completed (real time) Create a task-list for the 5a/b Date Completed Column (far right) Task list will notify WFC Agent ID after 1 month of referral, that activity completion is still blank This allows Case Manager time to check in with customer about completion, or enter the date completed if it was left blank in error (1 month to follow up) 2 months after referral date, CC will automatically send a no show to UI for incomplete activity Marilyn will work with Sue/Tanya on the details and presentation to the MIS User’s Group for November or later Sub-group will present the info back to this team to keep all informed

Prioritize Next Process Improvement Projects Discuss following info Determine if appropriate Prioritize list Who should work on each of the projects?

Other Requests ***Orientation Letter – make changes to the language (1:1 completed before coming in; must call one in advance; messaging to improve show rate; affecting UI benefits until 2nd paragraph.. Move up higher) Reporting and Tracking - What data do locals want to track, that is not already being tracked? Completions (fiscal and program reporting/tracking) Include definitions of lines in the demographics report Individual Activity tracking within the A0??? No shows (A0 NS) Activities missing still (within week)? Completion errors reported to UI (but not in CC)?

Other Requests Individual Reemployment Plan Add a program code so a caseload report can be run to get more data – (FYI: RESEA is not a true program, it’s more of a new service delivery process for a certain population) How would locals like to handle this? Are there other solutions to get to the same results?

Summary of Today’s Discussion (10/12) Orientation letter came to the top of the list as next process improvement project for RESEA Group briefly discussed ways to improve the letter: “1:1 appointment completed in advance” should be reworded Change the rescheduling date from one day in advance to an Open Text fillable field on the letter for locals to complete Should UI letterhead stay on, or should we switch to WF letterhead? Pros and Cons will be discussed Review overall messaging to improve show rates (60% show rate currently – what can we do to improve this rate?) Move “impact to UI benefits” line to a place higher in the letter to draw more attention to it. Currently in 2nd paragraph

Next Meeting November 2nd 1 PM https://global.gotomeeting.com/join/111333085 Please send any questions to both Tanya and Sue Tanya.boroff@state.co.us and sue.rusch@state.co.us