UI Integrity Institute

1. UI Integrity Institute Facilitator Training Webinar September 14, 2011

2. Opening Message Dale Ziegler U.S. Department of Labor Employment & Training Administration Deputy Administrator, Office of Unemployment Insurance

3. Agenda • Institute Objectives, Expected Outcomes, and Events • Area of Focus • Institute Process • Institute Resources • Facilitator Roles • Questions?

4. Institute Objectives Institute attendees will participate in webinars, discussions, and group planning activities that will allow them to: • Apply a strategic planning framework to the development of a plan to prevent, detect, reduce and recover improper UI payments; • Engage in action-planning sessions to identify strategies and action items that address key root causes, milestones, and target rate reductions for improper UI payments; • Learn and exchange promising strategies & approaches.

5. Expected Outcomes Due October 14th: • Draft Strategic Plan: • The plan should identify key root causes, action steps/deliverables, milestones/timing for each action step, and metrics/measurable outcomes for each item. • Summary PowerPoint Presentation: • Highlights key steps in plans • Describe “Killer Apps”

6. Expected Outcomes (Cont’d) Ongoing/After October 14th: • Tweak/finalize strategic plan draft. FINAL Strategic Plan submission due October 28th • Include final plans as an amendment to fiscal year 2012 State Quality Service Plan (SQSP) submission under a section titled “Unemployment Insurance Program Integrity Action Plan.” • Identify any additional technical assistanceneeded to implement plans • Schedule ongoing team meetings

7. Institute Events • Kick-Off Webinar: Friday, September 16th, 1:00pm EST (11:00am PST). • Facilitators should ensure that their state team convenes as a group to view the Kick-Off webinar on Friday • State Team Meetings: Minimum of 2.5 to3 hours of team time for each working session • Facilitator Touch Point Calls – to be scheduled by your Regional Offices • Subject Matter Experts (SME) Consultations

8. Institute Events (Cont’d) • Friday, October 14th: State Strategic Plan Draft & Summary PowerPoint Presentation Due • Friday, October 28th: Final Strategic Plan (as Amendment to SQSP) Due

9. Institute Areas of Focus • Benefit Year Earnings/BYE (e.g., Individuals continue to claim benefits after returning to work) • Separation (e.g., claimant’s separation from work information received after a claim is paid, is erroneous or incomplete, etc.) • State-Specific Issues (e.g., Fraud, ES Registration process issues, inability to validate work search requirements, etc.)

10. Institute Areas of Focus (Cont’d) • Communications (e.g., misunderstanding or unclear messaging to Employers or Claimants; ineffective information sharing between departments, etc.) • Everyone Owns Integrity (e.g., Integrity is a part of everyone’s job)

11. Institute Process • Step 1: Conduct Introductionsand Orientation • Re-cap purpose and expected institute outputs • Explain Institute Process; review templates • Review tools available on UI Integrity website • Discuss/Form State Team Mission Statement and Charter • Recommendation: Icebreaker Activity

12. Institute Process (Cont’d) • Step 2: Perform State Data Analysis Review • Review State UI Data (refer to thePreparation page on the UI IntegritySite) • Discuss areas in the data that indicate potential areas for focus, and the potential root causes for those areas • Note areas of focus for strategic planning

13. Institute Process (Cont’d) • Step 3: Complete State Self-Assessment Tool • Purpose: Help teams assess areas of strength and weakness • For state’s benefit only, not to be shared, evaluated, or judged • Answer objectively – There are no right or wrong answers • Areas with “lower” ratings will help identify areas of opportunity for focus

14. Institute Process (Cont’d) • Step 3: Complete State Self-Assessment Tool (Cont’d) • Break into smaller groups or ask team members to work individually • Conduct full group discussion going through each assessment area - reach a consensus rating • Use Self-Assessment State Team Consensus Rating Sheet for tabulating scores • Note areas of focus for strategic planning

15. Institute Process (Cont’d)

16. Institute Process (Cont’d) • Step 4: Identify Goals and Action Steps • Review areas of focus recommended for inclusion in strategic plans (BYE, Separations, State-Specific Issues, Communication, and “Everyone Owns Integrity”) • Schedule Subject Matter Expert (SMEs) consultations and/or post questions to the UI Integrity Website’s Ask the Expert Feature • Identify list of key strategies (action steps) to address the issues in the areas of focus, including root causes

17. Institute Process (Cont’d) • Step 4: Identify Goals & Action Steps (Cont’d) • Prioritize strategies (immediate/short term, long term) • Determine desired metrics/measurable outcomes for eachstrategy • Discuss need for any additional support, technical assistance, or partners/resources that might be required • Identify owners and timeframes or key milestones for each action step

18. Institute Process (Cont’d) • Step 5: Complete Draft State Strategic Plans and State Plan Presentation Slides • Re-cap critical desired outcomes and action steps, check for consensus or changes • Create Strategic Action Plan (template provided in Facilitator’s Guide and on UI Integrity Site) • Prepare and review with team presentation slides summarizing key milestones and “killer applications” (“Killer Apps”) • Submit Draft State Strategic Plan and Summary Presentation Slides on October 14th

19. Components of an Effective Strategic Plan • Clearly Defined Goals  • Strategies Designed to Achieve the Goals  • Detailed Action Steps to Accomplish the Strategies • Milestones for Achieving the Action Steps • Clearly Identified Ownership of Each Action Step • Targeted Outcomes/Metrics (i.e., the extent to which a strategy or action step will reduce the state’s UI improper payment rate, the dollar amount of UI improper payments that are prevented by the strategy, etc.) 

20. Institute Process (Cont’d)

21. UI Community of Practice (CoP) & Integrity Institute Website http://uiworks.workforce3one.org/

22. UI Community of Practice (CoP) & Integrity Institute Website • ALL State team members should register for the UI CoP/Institute Website at http://uiworks.workforce3one.org/ • NOTE: This is a CLOSED community (not public) - All registrations must be approved by ETA - you will receive an email confirming your registration after approval REGISTER NOW!

23. Facilitator Roles - General • Managing group dynamics • Keeping groups focused on opportunities – avoid the telling of “war stories” • Stimulating dialogue and exchange • Ensuring that states team convenes as a group to view the Kick-Off webinar on Friday • Ensuring that teams are able to access and view the Kick-Off webinar • Obtaining technical assistance, if needed

24. Facilitator Roles – During Institute • Taking summary notes • Scheduling ample team working time • Helping teams arrive at a consensus • Helping state teams identify and prioritize desired goals and outcomes • Tracking team progress and submitting report form • Scheduling Subject Matter Expert (SME) consultations (see SME Request Form on the UI Integrity website), and/or posting questions to Ask the Expert feature • Ensuring that the Draft State Strategic Plan and Summary PowerPoint Slides are completed and submitted to ETA by October 14th.

25. Facilitator Roles – After the Institute • Reconvening the team as needed to collaborate and refine the State Strategic Plan in order to finalize it for submission as an amendment to the fiscal year 2012 State Quality Service Plan (SQSP) by October 28th • Scheduling and reconvening the team for ongoing progress updates and implement items in the State Strategic Plan • Quarterly reporting of progress on the Integrity Plan (being part of the SQSP)

26. Kick-Off Webinar Information • September 16th at 1:00pm • URL:http://mahernet.connectpro.acrobat.com/r9cf7ghsal2/ • Dial-in Number: 888-601-4776 • Access Code: 9925364 • Please be sure to access webinarat least 15-30 minutes prior to webinar start time • Please dial into the conference call at least 5 minutes prior to the webinar start time.

27. Final Notes • All information in this webinar is included in the UI Integrity Institute Facilitator’s Guide, which can be downloaded from the Facilitationpage on the UI Integrity website • REGISTER for the UI Community of Practice/Integrity website ASAP: http://uiworks.workforce3one.org/ • Plan to attend Kick-Off webinar with your team – first working session should occur immediately following the webinar

28. Questions and Answers Please use Chat Feature in Webinar Room to indicate that you have a question.

29. For Information & Assistance • Tom Crowley, USDOL: crowley.thomas@dol.gov • Susan Famulare, Maher & Maher: sfamulare@mahernet.com

30. Thanks! Thank you!