changes to Unified State Plan (USP) Submit draft amendment to RSA and DOL for feedback Present draft amendment to Board of Education Present amendment draft to State Rehabilitation Council Present amendment to State Workforce Development Board Hold public meetings to receive feedback on USP amendment Submit amendment to RSA and DOL for approval Complete VR Grant Transfer Forms Obtain RSA and DOL approval June 3, 2016 June 6, 2016 June 10, 2016 June 29, 2016 July 14, 2016 July 12, 2016 July 30, 2016 September 15, 2016 October 1, 2016 Completed Completed Completed Completed Completed Completed Completed In Progress Completed (RSA), Department of Labor (DOL) and completion of grant transfer forms. The Unified State Plan amendment was submitted to the State Rehabilitation Council on June 29, 2016. The council unanimously voted to support the amendment. The council offered no additional recommendations. Oct 1 update: USOR held a conference call with the Rehabilitation Services Administration (RSA) on Sept. 2, 2016. The federal grant transfer of the VR grant is nearing approval, pending the submission and review of the grant transfer agreement (GTA). Oct. 1 update: RSA Commissioner Janet LeBreck approved and signed the amendment to the VR section of the Unified State Plan on Sept. 28. Transfer IL Program federal funds from USOE to DWS Submit approval per State IL Plan for reassignment of designated state entity and submit new State IL Plan New State IL Plan approval Complete any necessary grant transfer accounting forms Secure approval for transfer of funding contracts for IL Centers July 1, 2016 September 30, 2016 September 15, 2016 October 1, 2016 Completed Completed In Progress Completed The State IL Plan was submitted and pending federal approval will be effective October 1, 2016. The Independent Living Administration (ILA) reviewed and approved the State of Utah FY 2017-2019 State Plan for Independent Living. Oct 1 update: All required grant transfer forms have been prepared and are awaiting signatures for finalization. All forms will be completed and submitted prior to Oct. 1. PROGRAMS & CLIENTS (cont.) Task List, Timeline and Status Report TASK DEADLINE STATUS ADDITIONAL DETAILS
Human Resource Support: Determine existing capacity and needed resources in HR to support USOR through transition and beyond Relocation of HR from USOR Field Office to DWS Field Office Determine and educate HR and USOR staff as applicable on processes July 1, 2016 August 1, 2016 September 30, 2016 Completed Completed Completed Human Resource Analyst Lisa Smith, currently assigned to USOR, transition to the DWS HR Field Office in July. Education to HR and USOR staff could include recruitment and hiring, HR transactions, discipline, performance management, performance improvement, ADA accommodations, FMLA, and other employee relations and personnel functions. Oct. 1 update: In-person education went from the DWS Office to USOR staff mid-September regarding HR items including changes in processes, benefits, etc. Benefits: Determine feasibility of extra USOR retirement benefits continuance Communicate decision re: extra USOR retirement benefits continuance to USOR staff Educate USOR staff on standard state employee benefits package June 1, 2016 July 1, 2016 September 30, 2016 Completed Completed Completed For more information, read “Decision on USOR retirement benefits” section on pg. 15-16. BUDGET & FINANCE BUDGET & FINANCE OVERVIEW The Department of Workforce Services (DWS) supports the plan undertaken by the Utah State Office of Rehabilitation (USOR), as communicated to the Legislature during the 2016 General Session, to
Reassign USOR federal grants to Workforce Services Obtain access to federal systems to draw USOR funds Create federal grant reports October 1, 2016 October 1, 2016 October 1, 2016 In Progress Completed In Progress indicating that the grant transfers are complete. Once approved, all transfers should be effective Oct. 1, 2016. Incorporate USOR into the DWS Cost Allocation Plan (CAP) Determine appropriate allocation methodologies Modify and submit CAP to the federal cognizant agency Modify cost allocation spreadsheet to align with CAP September 1, 2016 October 1, 2016 November 15, 2016 Completed Completed On Hold Oct. 1 update: Cost allocation training has been conducted with USOR financial RMTS training has also been conducted with all applicable USOR RMTS pool participants and their supervisors. Ensure continuity of procurement activities Identify and transition/reassign contacts, grants, and other agreements Develop memorandum of understanding with USOE to address transition and integration requirements Develop purchasing process and procedures October 1, 2016 October 15, 2016 October 1, 2016 Completed In Progress Completed Collaboration has been initiated to identify USOR contracts, grants, and other agreements. A total of 168 agreements have been identified at this point. A transition process is being discussed to reassign USOR contracts, grants, and agreements to DWS effective October 1, 2016. Oct. 1 update: Final draft MOU with USBE to address transition and integration requirements was not approved by the USBE board. Working with USBE to address concerns. Management Transfer USOR’s capital assets from USOE to DWS Inventory DTS devices November 1, 2016 June 30, 2017 In Progress In Progress Oct. 1 update: State Finance is planning to assist with this transfer, but won’t be able to work on it until late October. DTS devices will be inventoried over a period of time as resources allow. FACILITIES FACILITIES OVERVIEW The Department of Workforce Services (DWS) has 40 locations, 22 of which are leased. Utah State Office of Rehabilitation (USOR) has 32 locations, 23 of which are leased. DWS is currently co-located with USOR staff in the following locations: Provo, Ogden, Price and Blanding. These current co-locations have