MEMORANDUM TO: Employment Ontario (EO) Program Service Provider Network
FROM: Teresa Damaso Director, Program Delivery Support Branch
DATE: March 24, 2016
SUBJECT: 2016-17 Changes Affecting Employment Ontario (EO) Programs
MEMO #: EO 2016-15
The purpose of this memo is to inform the Employment Ontario (EO) network of operational changes that will take effect at the beginning of the 2016/17 fiscal year.
This memo will provide you with some background on the introduction of new and/or revised EO forms and changes related to the next Employment Ontario Information System – Case Management System (EOIS-CaMS) release. It will also provide an update on the Service Coordination program referral options and communicate changes to the EO Visual Identity and Communications Guidelines and Transfer Payment Agreements.
While this memo provides a summary of upcoming changes starting in the new fiscal year, program specific memos and more technical advisories offering more comprehensive details on specific operational changes will be released shortly.
This Service Coordination update will affect the following program areas:
EO Service Providers are encouraged to make referrals to EO programs that best meet the needs of their clients. As a follow-up to the memo entitled, “Interim Measure for Referring Clients to the Youth Job Connection (YJC) program”, dated December 17, 2015, the Ministry has since added YJC, YJCS, YJL and TIOW to the drop down options in the referred in and out categories of CaMS to support service coordination within the EO Network. Service providers should no longer select “EO-Service Provider-Other” when referring clients to other EO programs or when capturing referrals made in from other EO programs. Instead, they should select the name of the actual program from the list of referral options provided.
The Ministry is currently working on providing service coordination credit to service providers who make suitable referrals to other EO programs. In order to continue supporting service integration among all EO programs, the Ministry will be looking at providing credit within the service coordination core measure where it make sense for those programs that have performance management frameworks. The Ministry will keep you updated as progress is made in this area.
EOIS-CaMS Release 6.0 is tentatively scheduled for April 16, 2016.
A YJCS service plan will be added in the new release for the launch of the program. Therefore, after April 1, 2016, the Youth Job Connection (YJC) Temporary After-School template will no longer be needed and will no longer be available for creating a new service plan. Existing Youth Job Connection (YJC) Temporary After-School service plans can continue to be managed through to closure, after which follow-up reviews will continue to generate.
The upcoming release will also include a new YJL Service Plan template type as well as system enhancements to allow for reporting of YJL aggregate level workshop and client/employer data. Additional specifics of the enhancements will be part of an upcoming system release ‘go live’ communique.
The Performance Management Framework for the Canada Job Fund Agreement (JFA) with Provinces and Territories requires the ministry to modify the scope of data collected for the following programs:
EOIS-CaMS Release 6.0 will include enhancements to ensure we are meeting the federal reporting requirements. A summary of changes in EOIS-CaMS can be found in Appendix B (for COJG) and C (for LBS and SC) of this memo. Service providers should become familiar with these changes as they may have an impact on existing business processes.
As noted later in this memo, the related program forms have also been revised to meet the JFA requirements.
In spring 2015, COJG service providers began collecting employer information in EOIS-CaMS using a new structure that was implemented to support corporate and branch site relationships. With the launch of EOIS-CaMS Release 6.0 on April 16, 2016, all employer information captured in EOIS-CaMS will begin to use this construct.
Aside from those participating in COJG, employers are currently captured exclusively at the employer (branch) level when registered in the system. With the move to the new structure, corporate information will now be collected for every employer. The “corporate entity” captures all of the information relevant to the overall corporation, such as its CRA number and corporate address, and can be associated to multiple employer branches.
All employers, including those with only one location, will be registered with a corporate entity. The majority of the data collected will continue to be captured under the existing employer profile.
For service providers that deliver COJG in addition to other Employment Ontario services, this transition is expected to be seamless. Additional supports will be provided to non-COJG service providers responsible for employer management.
Effective April 1, 2016, the Ministry will introduce two new dynamic forms titled, “EO Participant Registration” and “EO Employer Registration”. The EO Participant Registration form will be used for registering participants in the following programs:
These two forms will consolidate and align multiple existing and new forms. The content of the forms will adjust depending on the fields selected. For example, once a user selects a program option (located at the top of the form), the relevant program content will be displayed in addition to the common section. To view/print the new forms, service providers will need Adobe Acrobat Reader (version 9.0 or above) installed on their computers.
For an outline of the changes to these forms, see Appendix A. Service providers delivering the ES, LBS, YJC, YJCS or YJL programs should become familiar with the use of these forms. For LBS e-Channel service providers, MTCU will work with you over the following weeks to incorporate these changes into your online systems.
To meet the requirements of the JFA, the COJG Employer/Consortium Online Application form will be updated. A new version of the application form PDF is tentatively scheduled for release on April 16, 2016. Application forms downloaded prior to April 16, 2016 will be accepted until May 31, 2016. A detailed COJG specific memo will be released shortly and will include details on the interim measure to capture the additional information required by the JFA.
The COJG Participant Registration form has been redesigned. Similar changes have been made to align with the new EO Participant Registration form. Additionally, the question, “At the time of registration, I am: An Incumbent (I am on the employer’s payroll) or A New Hire (I am not on the employer’s payroll), have been added. A chart detailing all of the changes is available in Appendix A of this document.
The LBS Exit & Follow-up form has been updated to support the JFA requirements and to improve data integrity. A number of questions pertaining to participant satisfaction have been revised and/or added to the Details section of the form. A chart detailing all of the changes to this form is available in Appendix A of this document.
Effective April 2016, MTCU will introduce new Visual Identity and Communications Guidelines for Employment Ontario service providers.
The updated guidelines replace guidelines developed in 2010 for Employment Service providers and those developed in 2007 for Literacy and Basic Skills providers as well as other members of the Employment Ontario network. A detailed list of the changes and timelines for implementation is available through the Memo entitled, “New consolidated Visual Identity and Communications Guidelines for Employment Ontario Service Providers” posted on the EOPG on March 11, 2016.
Changes have been made to 2016/17 EO Transfer Payment Agreements to support the ministry’s focus on continuous improvement, strengthened accountability and better aligning Employment Ontario programs. The following is a summary of changes affecting all 2016/17 EO Program Agreements:
Monitoring details have been inserted into Schedule A and are no longer incuded in the Audit and Accountability Requirements.
The Estimate of Expenditure Report dates have been updated.
The numeric payment table has been deleted and replaced with text outlining the payment schedule.
The Audit and Accountability Requirements have been incorporated into Schedule F (or G) and now form a part of the agreement.
The language has been updated to reflect recent changes in privacy legislation.
A memo listing all of the 2016/17 agreement changes by programs will be posted on the EOPG in the near future. In the interim, service providers are encouraged to carefully review their agreements with the assistance of legal counsel, if necessary.
The following chart outlines the revisions made to the EO Participant Registration Form that affects ES, LBS, and YJC/YJCS.
FIELD |
TYPE OF CHANGE |
ES |
LBS |
YJC/YJCS |
Date Format for all date fields changed from “YYYY/MM/DD” to “DD/MM/YYYY” |
Revised |
x |
x |
|
Preferred Name |
Added |
x |
x |
x |
Gender |
|
|
|
|
“Gender” changed to “I identify as” |
Revised |
x |
x |
x |
“Undisclosed” changed to “Prefer not to disclose” |
Revised |
x |
x |
x |
Trans |
Added |
x |
x |
x |
Other (specify) |
Added |
x |
x |
x |
|
|
|
|
|
Place of Birth ___________ (Country) |
Added |
x |
x |
x |
Social Insurance Number |
Mandatory |
x |
x |
|
Preferred Communication |
Added |
x |
x |
|
Phone |
Added |
x |
x |
x |
Added |
x |
x |
x |
|
Hard Copy |
Added |
x |
x |
x |
Self-Identify |
|
|
|
|
Aboriginal Ancestry |
Deleted |
x |
||
Participant Address and Contact Information |
|
|
|
|
“PO Box” changed to “PO Box/Route Number” |
Revised |
x |
x |
x |
Education |
||||
Grade 8 |
Added |
x |
||
Grade 9 |
Added |
x |
||
Grade 10 |
Added |
x |
||
Grade 11 |
Added |
x |
||
Grade 12 (or equivalent) |
Added |
x |
||
OAC |
Added |
x |
||
Some Apprenticeship |
Added |
x |
||
Certificate of Apprenticeship |
Added |
x |
||
Journeyperson |
Added |
x |
||
Some College |
Added |
x |
||
Certificate/Diploma |
Added |
x |
||
Some University |
Added |
x |
||
Applied Degree |
Added |
x |
||
Associate Degree |
Added |
x |
x |
|
Bachelor’s Degree |
Added |
x |
||
Post Graduate |
Added |
x |
The following chart outlines the revisions made in the EO Participant Registration Form that are specific to the Employment Service (ES) program.
FIELD |
TYPE OF CHANGE |
Labour Force attachment |
|
“Employed Full-time” and “Employed Part-time” |
Revised & Added |
Unemployed |
Added |
Source of Income |
|
Employed |
Added |
Self-Employed |
Added |
“No Income” changed to “No Source of Income” |
Revised |
“Time out of school/work” changed to “Time out of school/work/training” |
Revised |
“6 months to 12 months” changed to “6 months to 1 year” |
Revised |
“more than 12 months” |
Deleted |
1 year to 6 years |
Added |
More than 6 years |
Added |
N/A |
Added |
The following chart outlines the revisions made in the EO Participant Registration Form that are specific to the Literacy and Basic Skills (LBS) program.
FIELD |
TYPE OF CHANGE |
Language Spoken at Home |
|
Indigenous |
Added |
LSQ (Langue des signed du Québec) |
Added |
Other |
Added |
Time Out of Formal Education |
|
N/A |
Added |
Time Out of Training |
|
N/A |
Added |
Time Out of Work |
|
N/A |
Added |
Assessment |
|
EARAT |
Added |
ESEE |
Added |
ESOT |
Added |
Learner Gains Exempt |
Added |
Intake Learner Gains Score: |
Added |
Reading |
Added |
Document Use |
Added |
Numeracy |
Added |
The following chart outlines the revisions made in the EO Participant Registration Form that are specific to the Youth Job Connection (YJC) and Youth Job Connection: Summer (YJCS) program.
FIELD |
TYPE OF CHANGE |
When are you available to start work? (For YJC: Summer Participants Only) (dd/mm/yyyy) |
Added |
When are you planning to return to school? (For YJC: Summer Participants Only) (dd/mm/yyyy) |
Added |
Family Household Circumstance |
|
“Low income household”, “Lacks familial/parental support”, “Primary caregive/lone parent”, “Lives alone with low or no income” : “N/A” option changed to “Unknown” |
Revised |
Socially Marginalized |
|
“N/A” option changed to “Unknown” |
Revised |
School Factors (For YJC Summer Participants Only) |
Added |
Failing Courses |
Added |
Skipping classes/frequent absences |
Added |
Being bullied |
Added |
Feeling of not belonging at school |
Added |
Time out of School |
|
“6 months to 12 months” changed to “6 months to 1 year” |
Revised |
“more than 12 months” |
Deleted |
1 year to 6 years |
Added |
More than 6 years |
Added |
N/A |
Added |
Time out of Training |
|
“6 months to 12 months” changed to “6 months to 1 year” |
Revised |
“more than 12 months” |
Deleted |
1 year to 6 years |
Added |
More than 6 years |
Added |
N/A |
Added |
Time out of Work |
|
“6 months to 12 months” changed to “6 months to 1 year” |
Revised |
“more than 12 months” |
Deleted |
1 year to 6 years |
Added |
More than 6 years |
Added |
N/A |
Added |
“YJC Eligibility Verification” changed to “YJC/Summer Eligibility Verification” |
Revised |
The following chart outlines the changes made to the Employment Ontario Employer Registration Form:
FIELD |
TYPE OF CHANGE |
ES |
YJC/YJCS |
Date Format for all date fields changed from “YYYY/MM/DD” to “DD/MM/YYYY” |
Revised |
x |
|
Registered/Legal Name |
Mandatory |
x |
|
“Trading/Business Name” changed to “Corporate Business Name (hereinafter referred to as the “Employer”) |
Revised & Mandatory |
x |
x |
“Business Number” changed to “Canada Revenue Agency/Business Number” |
Revised & Mandatory |
x |
x |
Total Number of Employees in Corporation (Registered Corporation) |
Added & Mandatory |
x |
x |
“Number of Years in Business” changed to Year Business Registered |
Revised |
x |
|
Preferred Communication |
Added |
||
Phone |
Added |
x |
x |
Added |
x |
x |
|
Corporate Mailing Address |
Added |
x |
x |
PO Box Corporate |
Added |
x |
|
“Size of Business (number of employees)” changed to “Employer Business Size (Total Number of Employees in your Branch/Location)” |
Revised & Mandatory |
x |
x |
Type of Sector |
Mandatory |
x |
x |
Type of Business |
Revised & Mandatory |
x |
x |
“Primary (incl. agriculture)” changed to “Agriculture, Forestry, Fishing and Hunting” |
Revised |
x |
x |
“Manufacturing” changed to “Manufacturing including food” |
Revised |
x |
x |
“Other, specify:” changed to “Other Services (except Public Administration), please specify” |
Revised |
x |
x |
“Retail” changed to “Retail Trade” |
Revised |
x |
x |
Management of Companies and Enterprises |
Added |
x |
x |
Transportation and Warehousing |
Added |
x |
x |
Finance and Insurance |
Added |
x |
x |
Construction |
Added |
x |
x |
Administrative and Support, Waste |
Added |
x |
x |
Management and Remediation Services |
Added |
x |
x |
Real Estate and Rental and Leasing |
Added |
x |
x |
Health Care and Social Assistance |
Added |
x |
x |
Public Administration |
Added |
x |
x |
Utilities |
Added |
x |
x |
Wholesale Trade |
Added |
x |
x |
Information and Cultural Industries |
Added |
x |
x |
Educational Services |
Added |
x |
x |
Accommodation and Food Services |
Added |
x |
x |
Mining, Quarrying |
Added |
x |
x |
Professional, Scientific and Technical Services |
Added |
x |
x |
Arts, Entertainment and Recreation |
Added |
x |
x |
Service |
Deleted |
x |
x |
The following chart outlines changes made to the COJG Participant Registration Form:
FIELD |
TYPE OF CHANGE |
Canada’s Economic Action Plan logo |
Removed |
Preferred Name |
Added |
Social Insurance Number |
Mandatory |
“Gender” changed to “I identify as” |
Revised |
“Undisclosed” changed to “Prefer not to disclose” |
Revised |
Trans |
Added |
Other (specify) |
Added |
Education |
Mandatory |
Associate Degree |
Added |
Employment |
|
Employment Type |
Mandatory |
Name of Employer |
Mandatory |
Country of Employment |
Mandatory |
Employment Start Date |
Mandatory |
Employment End Date |
Mandatory |
Pay Period |
Mandatory |
Wage Amount |
Mandatory |
Employment Hours per Week |
Mandatory |
Employment History |
|
Question #1, 2, 3, 4, 5 |
Mandatory |
“At the time of registration, I am:” |
Added |
An Incumbent (I am on the employer’s payroll) |
Added |
A New Hire (I am not on the employer’s payroll) |
Added |
Employer Information |
Mandatory |
Skills Training Information |
Mandatory |
Training Provider’s Address Information |
Mandatory |
The chart below outlines changes made to the LBS Exit & Follow-Up Form:
FIELD |
TYPE OF CHANGE |
Under “Details” section: |
|
On a Scale of 1 to 5, how likely are you to recommend the LBS Program to someone looking for similar services? |
Revised |
1 – strongly not recommended |
Revised |
2 – rather not recommend |
Revised |
3 – no general opinion |
Revised |
4 – generally recommend |
Revised |
5 – strongly recommend |
Revised |
No Response – Client did not respond to survey |
Revised |
Answer the following questions by selecting one of the provided options |
Added |
As a result of participating in LBS program, your employment situation has improved |
Added |
Strongly Agree |
Added |
Agree |
Added |
Neither Agree nor Disagree |
Added |
Disagree |
Added |
Strongly Disagree |
Added |
As a result of participating in LBS program, you are better prepared to find and maintain employment. |
Added |
Strongly Agree |
Added |
Agree |
Added |
Neither Agree nor Disagree |
Added |
Disagree |
Added |
Strongly Disagree |
Added |
As a result of participating in LBS program, you have developed and/or increased skills. |
Added |
Strongly Agree |
Added |
Agree |
Added |
Neither Agree nor Disagree |
Added |
Disagree |
Added |
Strongly Disagree |
Added |
Under “Assessment” section: |
|
Exit Learner Gains Score |
Revised |
Reading |
Revised |
Document Use |
Revised |
Numeracy |
Revised |
Under “Details” section: |
|
Has the learner completed all goal path requirements identified in the learner plan? |
Revised |
Yes |
Revised |
No |
Revised |
No Response |
Revised |
Under “Outcome at 3 Months”, “Outcome at 6 Months”, and “Outcome at 12 Months” sections: |
|
Completed Date (dd/mm/yyyy) |
Added |
New data that will be collected to support the reporting of JFA performance indicators include:
To help quantify the impact of COJG on job creation, the actual number of incumbent and new hire employees by grant will now be tracked at the participant level. This information will be collected in the COJG Participant Registration form and then captured in the COJG Participant Service Plan in EOIS-CaMS.
COJG Employer Service Plans closed after April 16, 2016, will have the following new questions on Exit:
The following questions will be removed from the exit questions:
COJG Employer Service Plans closed after April 16, 2016, will generate the associated 3- and 12-month reviews with two new questions:
Disagree, Neither agree nor disagree, Agree, Strongly agree, or No Response.
The following questions will be removed from the 3- and 12-month review questions:
Changes to Closure and Follow-up questions may impact follow-up forms or other such tools used by COJG service providers to collect this information from employers and participants. For the one-year period from April 17, 2016 to April 17, 2017 there will be two unique sets of 3- and 12-month follow-up questions: one for cases closed before April 17, 2016 (i.e., the current follow-up questions) and one for cases closed after April 16, 2016 (i.e., the new follow-up questions). Please plan accordingly.
Over the next several weeks, the ministry will provide additional details of upcoming changes in EOIS-CaMS Release 6.0. This will include a ‘go live’ bulletin and updates to EOIS-CaMS and report user guides.
Second Career product delivery cases and Literacy and Basic Skills service plans closed after April 16, 2016, will have the following new questions on exit/closure and 3-, 6- and 12-month follow-ups:
Disagree, Neither agree nor disagree, Agree, Strongly agree, or No Response.
In order to track post-intervention changes in hours worked and wages, the following fields will be added to the data captured at exit/closure and 3-, 6- and 12-month follow-ups:
These three fields use the same format as the income data currently captured in the Employment History and will be mandatory when any of the following outcomes are chosen:
Changes to closure and follow-up questions may impact follow-up forms or other such tools used by ES and LBS service providers to collect this information from participants. For the one-year period from April 17, 2016 to April 17, 2017 there will be two unique sets of exit/closure, 3-, 6- and 12-month follow-up questions: one for cases closed before April 17, 2016 (i.e., the current questions) and one for cases closed after April 16, 2016 (i.e., the new questions). Please plan accordingly.
Over the next several weeks, the ministry will provide additional details of upcoming changes in EOIS-CaMS Release 6.0. This will include a ‘go live’ bulletin and updates to EOIS-CaMS and report user guides.