Youth Employment Training, Technical Assistance & Support - YE-TTAS
CSFA Number: 444-80-1502
Agency Name
Department Of Human Services (444)
Agency Contact
Karrie Rueter
217-557-2943
dhs.youthservicesinfo@illinois.gov
Short Description
Administrative grant to a sole source to provide Youth Employment Training, Technical Assistance & Support activities regarding youth employment and the Illinois WorkNet system.
Subject Area
Human Services
Program Function
Education Employment, Labor, and Training
Enabling Legislation
N/A
Objectives and Goals
The Community Youth Employment Program (CYEP) is a year round grant program that requires a holistic approach to unsubsidized employment for transition-age youth (16-24). This agreement is intended to provide career, training and employment guides, resources, tools and technical assistance, and support activities for the CYEP and for the Illinois workNet web-based system.

The provider will assist with developing intake and enrollment processes in CYEP. They will provide guidance and technical assistance to intake location staff and selected service providers. They will also design and implement outreach in print and online formats for encouraging participation in CYEP services. The provider’s technologies will allow for data exchanges with the Illinois Workforce Development System. The project will utilize Illinois workNet technologies and knowledge that the Illinois workNet team has developed to continuously provide career, training and employment guides, resources, tools and technical assistance to all of Illinois’ citizens, employers, and workforce and education partners for the IDHS CYEP. The provider will further provide personalization, real-time dashboards, reports, communication, engagement and facilitation tools utilizing Illinois workNet technologies and best practices for streamlining services and information pertaining to IDHS CYEP.
Performance Measures
1. Timely submission of expenditure reports
2. Timely submission of performance reports
3. Timelines for implementation of project deliverables

Types of Assistance
Project Grants
Uses and Restrictions
The provider shall provide Training, Technical Assistance, and Support activities for the Community Youth Employment Program and it's providers in accordance with applicable Statues, Rules, this UIGA and the BYIS Program Manual. Provider responsibilities include, but are not limited to, the following:
• Utilizing IwN technologies and best practices for streamlining services, information and tools that provide: personalization, real-time dashboards, reports, and communication, engagement and facilitation tools.
• Assisting with developing intake and enrollment processes.
• Providing guidance and technical assistance to intake location staff and selected service providers.
• Designing and implementing outreach for encouraging participation in print and online formats.

Project Deliverables
A. Identify Program Requirements and process flow.
Collect the information Illinois workNet will need to build the tools and provide access to staff.
B. Public Web Pages
Youth and employer resources offered through Illinois workNet and will include:
1. About CYEP - Identify content for youth and recruiting employers
2. Eligibility Requirements
3. Link to online application
4. Map of locations offering programs*
5. Marketing Materials – create marketing materials for recruiting youth and employers
6. Frequently Asked Questions
7. View/submit success stories
8. Resources for participants
9. Determine content for public pages.
C. Partner Online Guide (Public View)
Partner guide offered through Illinois workNet partner resources and will include:
1. Full list of resources
2. Restricted resources if necessary
3. Training materials and videos
4. Frequently asked questions
5. Updates
6. Submit success stories
7. Tutorials
8. Archived Webinars
9. Calendar
10. Determine content for partner guide public pages.
D. CYEP Customer Service Groups
Set up CYEP groups to provide specified staff appropriate access to customer information
1. Identify and set up locations in Illinois workNet
2. Identify IDHS staff that will have access and have them set up Illinois workNet accounts.
3. Identify CBO staff that will have access and have them set up Illinois workNet accounts.
4. Provide staff with appropriate access to customers.
E. Training
1. Initial training for tools
a. Allow for in-person training for priority areas (TBD) Cook, Winnebago, and Peoria
2. Weekly Technical Assistance (TA) webinars
3. Provide TA as needed and responding to FAQ
F. Online Application
Online application will place youth into appropriate groups
1. Standard online application – currently available
2. Review to identify required updates
G. Scheduling Tool
1. Provide a scheduling tool for the CBOs to offer orientation.
H. Intake/Eligibility/Completion Status
Dashboard and Eligibility Tools – Identify:
1. Eligibility requirements and process.
2. Items to track in the Intake Dashboard.
3. Completion status
4. Required reports
I. Customer Progress Page
The data used to populate this page is based on the program requirements but generally includes:
1. Case Notes View customer assessments.
2. Primary staff/partner contact for the customer
3. Enrollment
4. Completion/Exit
5. Monthly progress – Individualized Services, Training, and Employment Plan ISTEP Summary (status populates enrolled customer information in a dashboard)
6. Program requirement and status – Identify if there are red flags that need to create a system general Illinois workNet message/email/case note.
7. Document Upload
8. Profile information
9. Recover password
J. Career Readiness Tools
Review, revise as necessary and make available the following Illinois workNet existing tools:
1. Employment 101
2. Optimal Resume
3. Career Interest Surveys
4. Observational Assessment
5. Worksite Evaluation
6. NOCTI 21st Century Skill assessment
7. Assessment Dashboard
K. Assessments (Partner View)
1. View customer assessments.
2. Add assessment results for assessments outside of Illinois workNet
L. Optimal Resume (Partner View)
1. View optimal resume saved items (i.e., resumes, assessments, portfolio, website, cover letter, etc.)
M. Messages
1. Messages
2. Case notes - added with the progress page and Individualized Services, Training and Employment Plan (ISTEP). This will include a page to compile the places where case notes were entered. Case notes provide the ability to send an Illinois workNet message, email, and case note all at one time (or just a case note).
N. Worksite Placement
1. Worksite Placement Dashboard
2. Identify worksites and worksite agreements
3. Place youth with worksites
4. Payroll upload/Payroll entry
5. Payroll management/approval
6. Reports


Enhancements
• Update employer piece to identify minimum wage by employer and competencies/credentials for a job
• Update dashboard, user interface and payroll sections to identify minimum wage, unsubsidized wages, subsidized wages and status (“times up” date or on hold).
• Add check – Ensure subsidized + unsubsidized is at least the minimum wage amount associated with the Employer.
• Add check – subsidized amount cannot be higher than the minimum wage amount associated with the employer.
• Add check – subsidized wage time limit is 3 months per youth (not per provider).
• Add “hold” for subsidized wage so the participant’s time limits is not exhausted when it is out of the provider’s control.
• Add notifications when subsidized wage time/amount limits are getting close.
• Add % subsidized report.
O. Individualized Services, Training and Employment Plan (ISTEP)
ISTEP Dashboard Partner View includes:
1. Case notes
2. Timeline & Status
3. Relevant information/assessment information helpful for recommending next steps
4. Recommend next step tools - Create a plan and document services that include start/end dates and credentials earned while completing the step.
5. Document upload
Categories in the ISTEP include:
1. Personal Development – Identify referral services
2. Career Planning
3. Academic/Technical Skills
4. Highlights/Notes – Summary of case notes and uploaded documents
Customer View includes:
1. Updated customer dashboard
2. ISTEP customer view

Eligibility Requirements
The provider shall provide Training, Technical Assistance and Support activities for the Community Youth Employment Program and it's providers in accordance with applicable Statutes, Rules, this UIGA, and the BYIS Program Manual.
Eligible Applicants
Government Organizations;
Application and Award Processing
a) Pre-application Coordination.
Applicant agencies may not be eligible for a grant award until they have pre-qualified through the Grant Accountability and Transparency Act (GATA) Grantee Portal, www.grants.illinois.gov. During pre-qualification, Dun and Bradstreet verifications are performed including a check of Debarred and Suspended status and good standing with the Secretary of State. The pre-qualification process also includes a financial and administrative risk assessment utilizing an Internal Controls Questionnaire. If applicable, the agency will be notified that it is ineligible for award as a result of the Dun and Bradstreet verification. The entity will be informed of corrective action needed to become eligible for a grant award
b) The Application Procedure.
An Application must be submitted in the format required by the Department and in the manner dictated by the Department.
c) Award Procedure.
Applicants recommended for funding under this NOFO following the above review and selection process will receive a Notice of State Award (NOSA). The NOSA shall include:
• The terms and condition of the award.
• Specific conditions assigned to the grantee based on the fiscal and administrative and programmatic risk assessments.

Upon acceptance of the grant award, announcement of the grant award shall be published by the awarding agency to Grants.Illinois.gov

A written Notice of Denial shall be sent to the applicants not receiving awards.

The NOSA must be signed by the grants officer (or equivalent). This signature effectively accepts the state award and all conditions set forth within the notice. This signed NOSA is the authorizing document. The Agency signed NOSA must be remitted to the Department as instructed in the notice.
Final award decisions will be made by the Director of the Division of Family and Community Services at the recommendation of the Associate Director for the Office of Community and Positive Youth Development. The Department reserves the right to negotiate with successful applicants to adjust award amounts, targets, etc.
Appeals.
Refer to DHS Merit Based Review Policy - Appeals Process
Renewals.
This program may be renewed for up to two additional one-year periods. Grantees are required to update their plan and submit a current year budget

Assistance Consideration
Payments to the provider will be made on a prospective basis, rounded to the nearest $100.00. General Revenue (State) funded program lines will be prospectively issued 1/8th of the funded amount. Subsequent prospective payments will be issued based on previously submitted documented expenditures. The final payment may be greater or lesser than the previous payments due to rounding.

The Department will compare the amount of the prospective payments made to date with the documented expenditures submitted to the Department by the provider. In the event the documented services submitted by the provider do not justify the level of award being to the provider, future payments for General Revenue grant lines may be withheld or reduced until such time as the services documentation submitted by the provider equals the amounts previously issued to the provider. Failure of the provider to submit timely documentation may result in a reduction to the total award.

The final payment from the Department under this Agreement for General Revenue funded grant lines shall be made upon the Department's determination that all requirements under this Agreement have been completed, which determination shall not be unreasonably withheld. Such final payment will be subject to adjustment after the completion of a review of the provider's records as provided for in the Agreement.

In the event payments made by the Department to the provider exceed the total amount of provider reported and Department authorized expenditures, the provider will be required to issue a repayment to the Department in an amount equal to the overpayment.

Post Assistance Requirements
Reporting Requirements
1. The Provider will submit monthly expenditure documentation forms in the format prescribed by the Department. The Expenditure Documentation forms must be submitted no later than the 15th of each month for the preceding month by email.
2. The Provider will submit an annual application/plan and a detailed program budget and budget narrative to the Department as directed.
3. Monthly narrative and performance measures reports will be submitted to the Department on or before the 15th of each month identifying the progress made toward project deliverables.
4. Year-end Financial, Narrative and Performance Measure reports will be submitted to the Department on or before the 15th of July for the year ending June 30.
Regulations, Guidelines, Literature
Any Regulations, Guidelines, or Literature necessary for program implementation will be provided by the DHS Program Office responsible for managing this program grant at no cost to the provider.
Funding By Fiscal Year
FY 2018 : $318,840
FY 2019 : $350,000
Federal Funding
None
Notice of Funding Opportunities
None
Agency IDGrantee NameStart DateEnd DateAmount
FCSYR04658-FCSYR04658SOUTHERN ILLINOIS UNIVERSITY07/01/201906/30/2020275,722