MIS Task Force Meeting

Matazal Resort – Payson, Arizona

January 29, 2020

I. Meeting called to Order: 9:12 by Linda Valenzuela

II. Roll Call Membership Update: Ron Trusley Quorum met/Introductions

III. Approval of Minutes – Motion for approval of minutes made by Rosalee Rios and seconded by

Georgie S. with one correction on page 15, take out whole sentence and replace with “

Georgie Siewyumptewa is new manager”. Minutes approved with correction.

IV. MIS Officer Report: Chair Linda V. – Haven’t met since July but PYT was backed up by our IT

crash so she did not have any updates on MIS. Georgie sat in on webinar for WIOA State

Plan, but because of technical difficulties she wasn’t able to gain any new information. SYP is

in full swing in Hopi.

V. Local Area Issues: PYT – AJC issue, called help desk but could not get assistance with

enrollment with participant who was going into training. Did not enroll until November and first

initial enrollment was purged, this went back 5 years. This is a person with no activities for 5

years. This includes those who came in 1 time and went to Job Service for assistance but

never came back, they most likely have been purged.

TO – 30 day lock out is too short of time, but that is the way it is set up. Just remember to go in

and make that change. Tatiana M. One staff person put in “exit without completion”. She

changed it the next day and it reverted back to “exit without completion”. Need to make

changes to “in progress” and in the “estimated end date” area as well. These 2 areas have to

be completed at the same time.

Does a participant who is temporary/part time need to be exited out of the program? No you

can keep them in.

Is it possible to transition from ISY to OSY? No, they are what they are when they enter the

program at day of registration.

Can TO use State funds to take a class they failed over again? Yes you may, some areas do,

some don’t (Hopi). Will send question to Q&A at DES for an answer.

Yavapai – AJC clean-up, April keeps getting clean up for the same people she already

corrected. Make sure you change to “completed” and change “date”.

A participant completed their GED and wants to attend the Police Academy. The Academy

needs to be on the ETPL list. Also if someone other than State is paying tuition, you can help

with support services.

Have a participant who is attending classes which is being paid out of Adult Ed, has passed all

classes except Hi Set here in AZ. It is being offered in CA/New Mexico, can we pay for that

one class? Right now she is attending career college and just needs computer class for

Excel/Word. Will send that question to policy at DES.

GRIC – On the clean-up list a lot of our old participants in activity status, are still in “Case

Management”, Career Counseling is the new term, AJC will ask you to update it, don’t forget to

do that.

VI. College Career Pathway: Linda V. – Want to add to ETPL that adults and youth can receive a

high school diploma through this program. The college credits would transfer over to their

college credits. TOCC is not on the ETPL, San Carlos Community College is not either. ETPL

Coordinator would need to look into this.

VII. PY17/PY18 Performance: Marilyn Nichols – Next AJC Workgroup is February 5, 2020.

Resume Wizard – no name, no ssn, do not enter. The resume should reference the title of the

job they are applying for.

Data clean-up is now going to each tribe and is going a lot better, we are getting the clean-up

back faster.

10/20 Completion of Rapid Storm, a lot of these changes will show up then. When you have JS

complete resume they need to add skills and talents so that will help with matching them to a

job in the system.

90% of negotiation rate needs to be met for passing. For example 73.5%, 90% of this rate will

be considered passing. New negotiation rates for the next year go around will be for 20/21 PY

years.

Resume meeting: 1:06 p.m.

VIII. EO Training Reminders Ron – These are really Directors responsibility re: EO monitoring. The

EO policy, the new one, needs to be in the file and make sure the participant reads and signs

the document.

We will be updating tribal point of contact list. If someone has a grievance you don’t need to

get into details but send it to Ron, EO point of contact. Now for those who have a

programmatic complaint those you handle in house. Those are due the 10th day after the

quarter ends.

DOL monitoring, several tribes need to address. 10 of you had things that needed to be

addressed. All responses except for 2 affect our board certification.

IX. NTN Program Coordinator Nadine T. – We have received new instructions on how to run our

Report 8 which allows us to go in and make corrections to our ETPL codes. Some areas are

not using the five digit code assigned the training program.

Passed out copies of what some of the other local areas are using for policy and procedures to

run their programs and use for new employee training. We might be able to use those

templates to update our manuals.

X. State Report Moira R. – Still having problem with MSG, some of the MSG’s are not showing up

in the report. This is a real time measure.

Need Skills Progression Policy, policy should include a progression level for each titile, i.e.

Training Milestone & Skills Progression. Do Not Use this until your policy is in place.

MSG/Goal type, enter this in separately. One MSG per program year.

Do we need to TABE test college students (undergraduate) coming in through the program?

PYT does and most recommended that they do that.

XI. Follow-up TABE/A-DW Incentive Policy Ron – Sent email to Moira about grace period for

implementing new TABE requirements. TABE training certification, do you need to be certified

before you administer?

GRIC is using updated TABE and Hopi is using NPC to administer but that process takes 6

hours. Paper test is acceptable and can be ordered.

A/DW Incentive Policy was received from YPIC. Still needs revision. First sent out on 3/19,

asking for information but didn’t get a response from anyone. SOC has to approve Incentive

Policy before it can be sent out.

XII. AJC Reminders Clean-up Lists/Error Reports clean-up needs to be done immediately.

Pending enrollments can be done in your office. Not everybody can do that but do on a regular

basis. These do not have to go through Ron anymore.

AJC disabled by schedule, log in every 30 days so you won’t be disabled.

TRA-Corp – before you have new staff go into AJC they need to complete the security training

on-line. Every year everyone has to complete this in order to have access to AJC.

XIII. NTN Training Academy Ron – It may not happen in April because of fiscal agent. I will request

topics for the agenda and we will wait to see what happens.

XIV. Chairperson/Vice-Chairperson elections at next meeting.

XV. Good of the Order – Ron On January 14, 2020 received email from Aaron Johnson regarding

new draw down report requisition. There will be a webinar on this.

XVI. Public Comment – None

XVII. Next Meeting is tentatively April 15, 2020, Location TBD

XVIII. Adjourn: Georgie S. made motion to adjourn, seconded by Denna Encinas. Meeting adjourned

at 3:39 p.m.