Incumbent Worker Training

• PART I: Part I of the Grant Agreement outlines the project budget. Please note that the review committee has reduced budgets based on the available funds. Please contact the grant manager if you have any questions.
• PART II : Part II of the Grant Agreement outlines the special conditions of the grant.
• PART III: Part III of the Grant Agreement outlines the project Scope of Work. This information was taken directly from your application for this grant. For most projects, it is the Department’s expectation that the Scope of Work be completed by grant end date. Please contact the grant manager if your project will extend beyond the approved grant end date.
• PART IV: Part IV of the Grant Agreement outlines the reporting and monitoring requirements for this grant. Grantees are required to submit quarterly narrative and financial progress reports. The first quarterly report will be due 30 days after the end of the quarter. Part IV also outlines the procedures for modifying the Grant Agreement.
• PART V and PART VI: Part V and VI include the standard terms and conditions that the Department is required by law to include in every Grant Agreement. Please note that Section 6.6, the Drug Free Workplace Act provision must be completed by the Grantee.

Program Development: Grantees must agree to work cooperatively with Department-sponsored program development providers in an effort to develop and implement “best practice models”. In addition to attending the periodic grant meetings, grantees must allow the Department to observe program activities and participate in meetings designed to guide the fulfillment of the applicant's project objectives, as well as the objectives of the grant program.

• Keep training sign-in sheets even though they do not have to be turned in. It is good to keep the record.

• Outreach activities to target populations to identify potential participants
• Develop list of potential participants from past, present and new clients/employees

Programmatic Modifications (MODS): If the Grantee determines that a change in the project Scope of Work is needed it shall submit a written request for approval and obtain said approval from the Department prior to incurring any revised costs. The Grantee starts the modification process by sending a modification request letter addressed to the Grant Manager that gives the reasons for and/or amounts of the revisions. If the Department approves the request, it will provide the Grantee with a revised Grant Agreement incorporating the modification(s). Grantee's failure to obtain written approval for grant revisions shall be deemed sufficient reason for the Department to disallow any costs not included in the original project budget and requires a refund from the Grantee.

Contact Information:

Primary Contact:
Ray Williams
Email: Ray.Williams@illinois.gov
Phone: (312)-814-8428

Contact for Fiscal questions:
Sheila Cummings
Email: Sheila.G.Cummings@illinois.gov
Phone: (217) 524-5336

Fiscal PowerPoint presentation

Fiscal Technical Assistance Guide

• Cost sharing or matching
• Program income
• Allowable costs
• Equipment
• Supplies and other expendable property
• Procurement procedures
• Budget Modifications (MODS)
• Fiscal Reports

DCEO Office of Accountability

1. Since these are incumbent worker projects, they require quarterly reports.
• These Incumbent Worker tracking reports will be submitted on-line via the Illinois workNet Reporting System
  
• Reports will be due 30 days after the end of the quarter (April 30, July 30, October 30, and January 30)
  
• These reports will include items such as:
  
• Training completion status
  
• Identification of workers, related reporting fields, and their individual training completion status
  
• Outcomes achieved, barriers, and other information that depicts progress
  
• All fields identified with DCEO WIA Policy Letter No. 07-PL-33 (and all subsequent changes)
  
2. Since it is a grant with DCEO, they require the Project Status Report (PSR) and Financial Status Report (FSR)
   
• The status reports are submitted via e-mail to Ray Williams at ray.williams@illinois.gov
  
• Reports will be due 30 days after the end of the quarter (April 30, July 30, October 30, and January 30)
  
• DCEO Project Status Report : PSR and FSR forms are available to download in MS Excel or PDF formats.
  
3. Since they are ARRA grants, they require the ARRA 1512 reporting
   
• The ARRA reports are submitted through the eGrants System.
  
• These Quarterly reports are due no later than five (5) calendar days after the last day of the quarter (April 5, July 5, October 5, January 5).
  
• The following documents provide a detailed description of Grantee Reporting guidelines (MS Word) and defines recipients, sub-recipients, vendors and offers a detailed description for reporting responsibility (MS Word).
  

Close Out Report:

Final Report: The Illinois workNet system will indicate when the final report is due.

Auditor Report:

Fiscal Report:

• DCEO Financial Status Report : Financial Status Report forms are available to download in MS Excel or PDF formats.
  

Click here if you want the businesses you are working with to see and use the Incumbent Worker Training page

Dear ARRA Grant Recipients:

As you work with businesses to provide training for incumbent workers, you may find it helpful to have them review and download information currently available to you in the password protected Workforce Professionals Pathway. The Web page in this Pathway is intended for the grantees (which in some cases is the business). Except in the cases where the business is the grant recipient, the business whose workers will receive training do not need access to the Workforce Professionals Pathway.

Until the Incumbent Worker Tracking System (IWTS) goes online, you can provide a link to businesses you are working with to see the same information you see on the Incumbent Worker Training page but in the Businesses area of the portal.

If you want the businesses you are working with to be able to see and use the Incumbent Worker Training page, provide this link:

http://www.illinoisworknet.com/vos_portal/business/en/Find_Talent/IncumbentWorker/default.htm

This page will automatically update whenever the Incumbent Worker page in the Workforce Professionals Pathway is updated. Once the IWTS is completed, we'll provide instructions and links to have the businesses setup accounts. For now, the businesses you are working with do not need to have an account to see and use Incumbent Worker grant information.

Please let us know if you have any questions.

Submit a Project Plan before beginning a Project.

IWTS Instructional Documents The instructional documents below include step-by-step directions for STEP 1 of the IWTS Project. Simply click on each link to view in another window or print for future use.

• Minimum Illinois workNet System Requirements
• Incumbent Worker Tracking Fields List (MS Word ), (PDF)
• Detailed Workflow Sheet (PDF) --This detailed chart illustrates the project workflow, and roles for both formula and ARRA Grantees throughout the IWTS program.
• Project Status Definitions (MS Word ), and (PDF)--The project status definition chart explains the types of grant actions that change the status of an employee for both formula and non-formula grants.
• Employer Information Sheet (MS Word ), and (PDF ) Use these documents as part of the informational packet given to employers participating with the project.The following chart describes all required information that must be submitted by participating grantees on behalf of employers.
• Employer Project Description Form (MS Word ), and (PDF)
• IWTS Detailed Participant Information Form (MS Word), and (PDF)
• Submit a Project Plan Instructions (MS Word), and (PDF) – Use this documents as you are submitting your IWTS training project plan; keep this document open and fill in the review chart that begins on page 2.

April 2010 IWTS Training Webinar.

	Adding and Updating Incumbent Workers.
	IWTS Instructional Documents The instructional documents below include step-by-step directions for STEP 2 of the IWTS Project. Simply click on each link to view in another window or print for future use.

Submit Quarterly Reports.

IWTS Instructional Documents below include step-by-step directions for STEP 3 of the IWTS Project. Simply click on each link to view in another window or print for future use. Fiscal & Reporting Documents include project reporting infomation, grantee information, links to policy, and more. Simply click on each link to view in another window or print for future use.

• Illinois workNet Incumbent Worker Tracking System (PDF): A brief overview of the Illinois workNet portal and program as well as an introduction to the Illinois workNet Incumbent Worker Tracking System.
• The American Recovery and Reinvestment Act (ARRA) Grantee Reporting Details (MS Word): Detailed description of Grantee Reporting guidelines.
• DCEO Reporting Required in Section 1512 of the Recovery Act : (MS Word) This document defines recipients, sub-recipients, vendors and offers a detailed description for reporting responsibility.
• Download the Fiscal PowerPoint Presentation (PPT) and the Fiscal Technical Assistance Guide (PDF) that were handed out on CD to the DCEO Sector-based Initiative Grantee Training participants.
• IWTS Quarterly Reporting Instructions (MS Word), and (PDF)--Use the following document to do project status reporting and training outcome updates.

May 2010 IWTS Training Webinar

• Webinar PowerPoint (PDF)
• Archived Webinar Video (50:18)
• Sample Bulk Upload Demo Files (Employees CSV), (Employees Excel), (Employees XML)

April 2011 IWTS Quarterly Reports Updates Training Webinar Webinar Materials: Archived Webinar (18:00min)

Questions? Contact Us:

• Jerome Grimmer for technical assistance - jgrimmer@illinoisworknet.com
• Oana Amaria for general information - oamaria@illinoisworknet.com
• Deb Pellegrini and Lora Dhom for DCEO formula grant questions - deb.pellegrini@illinois.gov and lora.dhom@illinois.gov
• William Leslie for ARRA Sector-based Initiative Questions william.leslie@illinoisworknet.com

Other Documents:

Illinois workNet Incumbent Worker Tracking DCEO Sector-based Initiative Grantee Training PowerPoint (PDF): Download this PowerPoint for an overview on the Illinois workNet Portal and Program, Grantee Resources, Incumbent worker Tracking definitions, and the Illinois workNet Tracking System and Requirements.

Illinois workNet Fact Sheet (PDF): Background information for Illinois workNet, including both the Individuals and the Businesses pathways.

Illinois workNet Key Sectors Fact Sheet (PDF): This double sided handout highlights the Key Sectors pathway and features for businesses(side 1) and individuals (side 2).

Review other Illinois workNet Frequently Requested Documents.

• Eligibility
• IWDS Requirements
• Performance

Incumbent worker training definitions are found in DCEO WIA Policy Letter No. 07-PL-33 (and all subsequent changes)