Located in:
- III. Operational Planning ElementsThe Unified or Combined State Plan must include an Operational Planning Elements section that support the State’s strategy and the system-wide vision described in Section II.(c) above. Unless otherwise noted, all Operational Planning Elements apply to Combined State Plan partner programs included in the plan as well as to core programs. This section must include—
- b. State Operating Systems and PoliciesThe Unified or Combined State Plan must include a description of the State operating systems and policies that will support the implementation of the State strategy described in Section II Strategic Elements . This includes—
- 6. Program Data
- A. Data Alignment and IntegrationDescribe the plans of the lead State agencies with responsibility for the administration of the core programs, along with the State Board, to align and integrate available workforce and education data systems for the core programs, unemployment insurance programs, and education through postsecondary education, and to the extent possible, the Combined State Plan partner programs included in this plan. The description of the State’s plan for integrating data systems should include the State’s goals for achieving integration and any progress to date.
- A. Data Alignment and Integration
- 6. Program Data
- b. State Operating Systems and Policies
III. b. 6. A. ii. Describe the State’s Plans to Integrate Data Systems to Facilitate Streamlined Intake and Service Delivery to Track Participation Across All Programs Included in This Plan.
Current Narrative:
Under WIOA, states can report an integrated or non–integrated extract based on current federal register documents. Maryland is committed to moving towards an integrated system, but it has not reached that point yet.
The following chart documents the data systems used, by WIOA program and contract end date:
WIOA Program Data System(s) Used Year Contract Expires Adult Program Maryland Workforce Exchange 2019 Dislocated Worker Program Maryland Workforce Exchange 2019 Youth Program Maryland Workforce Exchange 2019 Wagner–Peyser Act Program Maryland Workforce Exchange 2019 Adult Education & Family Literacy Act Program Literacy and Community Education System 2019 Vocational Rehabilitation Program AWARE 2020 Temporary Assistance for Needy Families Program WORKS 2017 Trade Adjustment Assistance for Workers Program Maryland Workforce Exchange 2019 Jobs for Veterans State Grant Program Maryland Workforce Exchange 2019 Reintegration for Ex–Offenders N/A N/A
While DLLR, MSDE, and DHR are capable of reporting on each individual program to the respective federal oversight agency, Maryland does not currently have an integrated system with all partner programs. DLLR is therefore currently unable to report data from agencies, like MSDE–DORS and DHR–FIA, which report outside of the Maryland Workforce Exchange (MWE) system. As shown, the MWE currently houses WIOA Adult, Dislocated Worker, Youth, Wagner–Peyser, JVSG, and Trade program participants, however, TANF, Vocational Rehabilitation, and Adult Education are not currently in MWE.
Due to contract end dates in 2019 and 2020, the WIOA leadership team recognizes that Maryland needs both short– and long–term solutions and goals to data sharing and alignment. To reach the long–term goal of system integration or alignment, the WIOA leadership team will work to identify potential options for common platforms and data integration. The team will schedule demonstrations with vendors and will work together to weigh the advantages and disadvantages of the options available.
DHR is leading discussions with WIOA Partners on long–term solutions in the development of prototypes, using multiple technologies to evaluate which best suit the needs of the State. Overall requirements and features are to be defined based on the suggestions from various stakeholders. The WIOA Partners intend to replace the multiple, existing systems, shown above, with a new system that will include imaging and workflow management, and a robust business rules engine to aide in eligibility determination and creating and managing benefit plans. The key design principles of the modernized system will be to create a customer–centric view with the use of shared data sources and a common business operating model. This platform for this new system will be adaptable across multiple Maryland State agencies. All require a system with similar attributes: a flexible, robust case management platform with safeguarding of Personally Identifiable Information, and a comprehensive, adaptable rules engine. It is intended that the MWE will be integrated into this common infrastructure platform for use. Long term, the application solution for the consolidated WIOA management system is to be utilized across the WIOA System.
In the short–term, the WIOA leadership team is very committed to working together to address data alignment and information sharing concerns through the following methods:
• Creating an inventory of data that is collected, by WIOA program, to determine which data elements (SSN, demographic data, etc.) would be helpful to partner WIOA organizations for eligibility purposes, etc.; • Establishing Memoranda of Understanding between WIOA agencies, when applicable; • Developing one standard confidentiality/ethics form for use with all personnel within the WIOA system to ensure staff understand, and agree with signature, to their responsibilities related to safeguarding confidential WIOA records; • Developing one standard waiver for use with customers at first touch within the WIOA system to ensure compliance with applicable State and federal laws (e.g.: Family Educational Rights & Privacy Act (FERPA); Health Insurance Portability and Accountability Act (HIPPA); etc.); • Granting “read–only” basic access, with the appropriate releases, to limited WIOA system staff; and, • Recognizing that if a WIOA partner agency has verified eligibility documentation, then the same documentation does not need to be duplicated by another State agency for a common customer.