TRANSITION PROVIDER ADVICE

V0.1
Table of Contents

Document change history

Part A—Introduction

Overview

Objectives and principles

Structure of the transition advice

Key dates

Key contact information

List of common acronyms

Frequently used terms

Part B—Transition to Employment Provider Services

Transition to the new Services

Allocation of job seekers

Business Share and Business Share tolerance

Job seeker allocation

Job seeker choice

Transfers

Stream movement and conversion

Transfer of specific cohorts

Job seekers Exited at transition

Pre-release Prisoner job seekers

Job seekers with a Level 3 incident report

Transfer due to relationship failure

Job seekers with sensitive Records

Disability Support Pension recipients

Specific programme information

Tasmanian Jobs Programme, Restart Wage Subsidy and Relocation Assistance to Take Up a Job programme

Servicing during the Transition Period

Job seeker assessment and compliance

Employment Pathway Plans

Conducting the Job Seeker Classification Instrument (JSCI)

Employment Services Assessment (ESAt) Referrals

DHS and job seeker compliance

Comprehensive Compliance Assessments

Non-Attendance Reports

Activities

Working with Work for the Dole Coordinators

Novation of Work for the Dole Activities

ESS Activity Management

Work for the Dole 2014–2015 Activity Payment arrangements

Job seeker Referrals

Ceasing Referrals during the Transition Period

Exiting JSA Providers

Continuing Providers

Transition communications

Job seeker communication

Provider communication to job seekers

Provider communication to Employers

Payments

Employment Pathway Fund

Outstanding Employment Pathway Fund commitments and reimbursements

Labour Adjustment Programme and Structural Adjustment Package credits

Service Fees

Job Seeker Outcome and Job Seeker Placement Fees

EPF Wage Subsidies

End-of-contract meetings—Exiting Providers

Requests for early JSA Provider exit

Exiting JSA Provider obligations to job seekers

Requests to relinquish business

Site closures

Preparing for Commencement

Initial Provider meeting

Servicing job seekers

Transition status of job seekers

Commencement of job seekers

Engagement priority

Payments

Administration Fees

Dashboards and reports

Site Summary Dashboard

Indicative caseload

Post-Transition Widgets

Pre-Diary

Reporting

Expanded Transition Caseload Report

Wage Subsidy Agreements

Post-Transition Commencement Report

Part C—Transition to Work for the Dole Coordinators

Transition to the new Services

Servicing during the Transition Period

Preparing for Commencement

Part D—Transition to NEIS

Transition servicing

Exiting NEIS Panel Members

NEIS Providers—preparing for Commencement

Part E—Transition to Harvest Labour Services

Transition to the new Services

Servicing during the Transition Period

Preparing for Commencement

Part F—Transition to National Harvest Labour Information Services

Transition to the new Services

Servicing during the Transition Period

Preparing for Commencement

Part G—IT requirements

Part H—Branding and signage

Part I—Records management

Part J—Employment Services Industry Jobs Board

Part K—Training

Appendix A—communication to job seekers

Advice 1a—all job seekers transitioning

Advice 1b—job seekers Exited at transition

Advice 2—Letter 1—job seekers Exited at transition

Advice 2—Letter 2a—job seekers allocated to a new Employment Provider with job seeker choice

Advice 2—Letter 2b—job seekers allocated to a new Employment Provider without job seeker choice

Advice 2—Letter 3—job seekers remaining with their same Employment Provider

Advice 2—Letter 4a—Pre-release Prisoners—continuing Employment Provider

Advice 2—Letter 4b—Pre-release Prisoners allocated to a new Employment Provider

Advice 2—Letter 4c—Pre-release Prisoners—general

Advice 2— Letter 5—Contingency/Employment Provider not known

Appendix B—Detailed transition dates

Document change history

Version / Start date / Effective date / End date / Change & location
0.1 / 20 January 2015 / 1 April 2015 / Original draft

Part A—Introduction

Overview

The new employment services,jobactive,commences on 1 July 2015.Work for the Dole Coordinators commence on 1 May 2015.

jobactive represents a fundamental shift in the design and delivery of employment services.It will ensurethat Services to job seekers better meet the needs of Employers.

This transition advice relates to the transition to jobactive and outlines the arrangements established to facilitate a smooth transfer from the existing Employment Services Deed 2012-2015 to the new Employment Services Deed 2015-2020, and from the existing Work for the Dole Coordinator Services Contract 2014-15 to the Work for the Dole Coordinator Services Deed 2015-2020.

This transition advice has been developed for continuing and new Employment Services Providersand exiting JSA Providers. It outlines the actions that Providers are expected to undertake during the Transition Period. This transition advice should be read in conjunction with the Employment Services Deed 2012-2015, the Employment Services Deed 2015-2020,Work for the Dole Coordinator Services Contract 2014-15, theWork for the Dole Coordinator Services Deed2015-2020 and other relevant Guidelines and operational material available on the Provider Portal.

The Department of Employment is committed to working with Providers to resolve any issues that arise during the Transition Period. Transition information will be published and updated during the Transition Period on the Provider Portal and on the Department’s website (

Account Managers will be available to support all Providers throughout the Transition Period and Providers are encouraged to seek their assistance where required. Providers can also direct queries and requests for information to the 2015 Transition mailbox().

Objectives and principles

The objectives of the transition process are the continuity of Services and a smooth transition from Job Services Australia tojobactive with minimum disruption to job seekers, Employers, ActivityHost Organisations and all Providers. Effective communication with all stakeholders is vital to successfully achieving these objectives.

The Department will manage the transition process according to the following transition principles:

  • transition activities must support the continuity of Employment Services
  • all eligible job seekers will either:
  • remain connected with their current JSA Provider (if it is a Continuing Provider) if possible

or

  • be referred to a new Employment Provider, taking into account their individual needs and circumstances.
  • connections between Employers and job seekers will continue to be supported during the transition where possible.
  • transition activities will support the future jobactivearrangements.

The Department will conduct a post-implementation review to measure the success of the transition. It will look at the Commencement rates of job seekers and timely Commencements in Work for the DoleActivities in particular.

Structure of the transition advice

This transition advice consists of the followingparts and a set of Appendixes:

  • Part A—Introduction
  • Part B—Transition to Employment Provider Services
  • Part C—Transition to Work for the Dole Coordinators
  • Part D—Transition to NEIS
  • Part E—Transition to Harvest Labour Services
  • Part F—Transition to National Harvest Labour Information Services
  • Part G—IT requirements
  • Part H—Branding and signage
  • Part I—Records management
  • Part J—Employment Services Industry Jobs Board
  • Part K—Training

Parts B to F areeach divided into three sections structured to reflect the actions and processes for all Providers to consider and undertake before, during and after the Transition Period. The sections are:

  • Transition to the new Services
  • Servicing during the Transition Period
  • Preparing for Commencement.

Key dates

The table below sets out the key transition dates. Appendix B of this transition advice contains a detailed table of dates.

Indicative date / Transition arrangements
Late March 2015 /
  • Employment Services 2015 tender results announced

1 April 2015 /
  • Transition Period commences (continues until 30 June 2015)
  • The Department’s National Customer Service Line transition support number (1300 854 414) opens (continues until 30 September 2015)

10 April 2015 /
  • Service Delivery Plans to be submitted to Account Managers.

13 April 2015 /
  • First advice issued to job seekers

Mid-April 2015 /
  • e-learning modules published in the Learning Centre
  • Employment Provider, Work for the Dole Coordinator, New Enterprise Incentive Scheme, Harvest Labour Services and National Harvest Labour Information Service Guidelines available on the Provider Portal and the Department’s website
  • Webinars for Work for the Dole Coordinators

18 April to 30 June 2015 /
  • Providers to include Connections for Quality information on Australian JobSearch website

27 and 28 April 2015 /
  • National Provider Forum

April and May 2015 /
  • Referrals cease for particular exiting JSA Providers and certain Sites
  • Direct Registration ends for exiting JSA Providers and certain Sites

April to June 2015 /
  • Initial and ongoing Employment Provider and ongoing end of JSA Deed contract meetings held
  • Webinar sessions for Employment Providers and Work for the Dole Coordinators delivered

1 May 2015 /
  • Work for the Dole Coordinators commence. Work for the Dole Coordinator Services Deed 2015-2020 starts

8 May 2015 /
  • All Service Delivery Plans finalised

11 May 2015 /
  • Site Summary Dashboard available to Employment Providers and Work for the Dole Coordinators

19 May to 19 June 2015 /
  • Face-to-face compliance training delivered to Providers in selected locations across Australia. Employment Providers will be invited to attend training through their CEOs.

From mid-May 2015 /
  • Learning Centre face-to-face training events for Employment Provider, NEIS and HLS organisation trainers/IT briefing sessions

From 25 May 2015 /
  • Second advice issued to job seekers who have been allocated to a different Employment Provider
  • Period during which eligible job seekers can choose an alternative Employment Provider commences (ends 5 June 2015)

May to June 2015 /
  • New ESS Activity Management system available to Employment Providers

Early June 2015 /
  • Webinar presentations available for Employment Provider, NEIS and HLS organisations

1 June 2015 /
  • Second advice issued to remaining job seekers
  • Training database and supporting documentation available
  • First day for Volunteers to nominate to start immediately in Employment Provider Services from 1 July

5 June 2015 /
  • Period during which job seeker can choose an alternative Employment Provider ceases

8 June 2015 /
  • Pre-Diary and indicative caseload available to Employment Providers

Mid-June 2015 /
  • Webinar question and answer sessions for Employment Provider, NEIS and HLS organisations

26 June 2015 /
  • Job seeker placements in Activities ended in Activity Management
  • Last day for JSA Providers to record Non-Attendance Reports
  • Last day for Volunteers to nominate to start immediately in Employment ProviderServicesfrom 1 July

27 and 28 June 2015 /
  • Transition weekend

29 and 30 June 2015 /
  • Limited services available in the Department’s IT Systems

30 June 2015 /
  • Employment Pathway Fund closes
  • Last day of the JSA Deed

1 July 2015 /
  • EmploymentServices 2015 model starts
  • Start of Employment Services 2015–2020 Deed

1 July to 11 August 2015 /
  • Job seekers to be Commenced by their Employment Provider

1 July to 30 September 2015 /
  • Post-Transition Period

30 September 2015 /
  • Post-Transition Period ends
  • National Customer Service Line Transition support number (1300 854 414) closes

27 January 2016 /
  • Last day that eligible Employment Pathway Fund Reimbursements can be made

30 June 2016 /
  • Last day to make claims under the JSA Deed

Key contact information

2015 transition mailbox /
Department of Employment /
Employment Services Information Line / 13 62 68
National Customer Service Line / 1300 854 414—transition specific enquiries
1800 805 260—general enquiries
Employment Systems Help Desk / 1300 305 520
Employer Hotline / 13 17 15
Australian JobSearch transition page / wwwjobsearch.gov.au/jobactive

List of common acronyms

APWS / Approved Program of Work Supplement
DHS / Department of Human Services
DNAI / Did Not Attend—Invalid
ECSN / Employment Community Service Network
EPF / Employment Pathway Fund
EPP / Employment Pathway Plan
ESR / Employment Services Reporting
ESS / Employment Services System
HLS / Harvest Labour Services
JSA / Job Services Australia
JSCI / Job Seeker Classification Instrument
LAP / Labour Adjustment Programme
NEIS / New Enterprise Incentive Scheme
OSC / Organisational Security Contact
RMI / Records Management Instructions Guidelines
SAP / Structural Adjustment Package
SEE / Skills for Education and Employment programme
SPI / Stronger Participation Incentives for Job Seekers under 30 measure

Frequently used terms

The following terms are used frequently in this transition advice and have the meanings set out below.
Continuing Provider / An organisation that has been providing Services under the JSA Deed and that will be providing Services under the Employment Services Deed. Depending on tender outcomes, ‘Continuing Providers’ may include JSA Providers, NEIS Panel Members, HLS Providers (JSA) or the NHLIS Provider (JSA)—or an organisation that has been providing Services under the Work for the Dole Coordinator Services Contract 2014–2015 and that will be providing Services under the Work for the Dole Coordinator Deed.
Employment Provider / An organisation that is providing Employment Provider Services under
Part B of the Employment Services Deed.
Employment Provider Services / Services under Part B of the Employment Services Deed.
Employment Services Providers / A collective term for organisations delivering Services (Employment Provider Services, Harvest Labour Services, the National Harvest Labour Information Services and New Enterprise Incentive Scheme) under the Employment Services Deed and Work for the Dole Coordinator Services under the Work for the Dole Coordinator Deed.
jobactive / The new employment services model, which includes Employment Providers, NEIS Providers, HLS Providers, the NHLIS Provider and Work for the Dole Coordinators.
Employment Services Deed / The Employment Services 2015–2020 Deed.
Exiting Provider / A Provider under the JSA Deed that is not providing Services under the Employment Services Deed.‘Exiting Providers’ may include JSA Providers, NEIS Panel Members, HLS Providers (JSA) or the provider of NHLIS Provider (JSA) oran organisation that has been providing Services under the Work for the Dole Coordinator Contract 2014–15 and that will not be providing Services under the Work for the Dole Coordinator Deed.
HLS Provider / An organisation delivering Harvest Labour Services under Part D of the Employment Services Deed.
HLS Provider (JSA) / An organisation delivering Harvest Labour Services under the JSA Deed.
Job seeker / A Stream Participant as defined in the JSA Deed; or a Stream Participant as defined in the Employment Services Deed.
JSA Deed / The Employment Services Deed 2012–2015.
JSA Provider / An organisation delivering Stream Services (Services under Streams 1 to 4) under the JSA Deed.
NEIS Panel Member / An organisation delivering New Enterprise Incentive Scheme Services under the JSA Deed.
NEIS Provider / An organisation delivering New Enterprise Incentive Scheme Services under Part C of the Employment Services Deed.
NHLIS Provider / The organisation delivering National Harvest Labour Information Services under Part E of the Employment Services Deed.
NHLIS Provider (JSA) / The organisation delivering National Harvest Labour Information Services under the JSA Deed.
Provider Portal / The Provider Portal is a secure website for Employment Services Providers to access policy and programme advice on delivering employment services. The Portal can be accessed at
Work for the Dole Coordinator Deed / The Work for the Dole Coordinator Services Deed 2015-2020.
Work for the Dole Coordinator Contract 2014–2015 / The Work for the Dole Coordinator Services Contract 2014–2015.
Work for the Dole Coordinators (JSA) / An organisation providing Services under the Work for the Dole Coordinator Contract 2014–2015

Part B—Transition to Employment Provider Services

Transition to the new Services

Allocation of job seekers

Job seekers will be allocated to Employment Providers in a way that is consistent with the transition principles.The aim of the allocation process will be to minimise disruptions to service delivery for job seekers.

The Department will not guarantee that a particular number of job seekers will be allocated to an Employment Provider. Job seeker allocation is dependent on a number of factors, including:

  • job seekers’ characteristics
  • caseload in particular Employment Regions (including areas within Employment Regions)
  • job seekers’ preferences for Employment Providers
  • Employment Providers’ Business Shares in Employment Regions.
Business Share and Business Share tolerance

The Department will allocate the existing JSA caseload to Employment Providers based on Employment Providers’ awarded Business Shares.

Where possible, job seekers will be allocated to Employment Providers with the aim of getting each Employment Provider’s Business Share ratio as close to 100 per cent as possible.

Business Sharerefers to the percentage of business awarded to an Employment Provider in each Employment Region. Business Share does not include Exited job seekers. The Referral process will manage the allocation of job seekers to within a 30 per cent ‘tolerance’ of an Employment Provider’s contracted Business Share (that is, Employment Providers will ideally operate with between 70percent to 130 per cent of their contracted Business Share).

Business Share toleranceis calculated by dividing an Employment Provider’s current caseload by the total Employment Region caseload and then dividing the result by the Employment Provider’s new Business Share.

Note: The term ‘caseload’ refers to the number of job seekers being serviced at Sites located in that particular Employment Region.

Table 1. Example calculation of Business Share tolerance

Total pre-transition caseload / Total Employment Region active caseload / Employment Provider awarded Business Share / Business Share tolerance
Employment Provider A / 4200 / 10,000 / 20% (2000) / 210%
Employment Provider B / 4800 / 10,000 / 50% (5000) / 96%
Employment Provider C / 0 / 10,000 / 30% (3000) / 0%
Employment Provider D / 1000 / 10,000 / 0% / n/a

The example above outlines the Business Share tolerance calculation for each Employment Provider in an Employment Region:

  • Employment Provider A would be considered to be over their awarded Business Share tolerance by 2200 job seekers. These job seekers would be reallocated to other Providers in the Employment Region to bring Provider A’s Business Share tolerance down to 100percent.
  • Employment Provider B is under their awarded Business Share tolerance by 4 per cent and may be allocated an additional 200 job seekers to bring their Business Share tolerance up to 100 per cent.
  • Employment Provider C is a new Employment Provider with no JSA caseload and would be allocated 3000 job seekers to bring their Business Share tolerance up to 100percent.
  • Provider D did not win business under the Employment Services Deed, so the Provider’s entire JSA caseload would be reallocated to other Providers in the Employment Region.
Job seeker allocation

Where possible, a job seeker connected to a Continuing Providerthat is deemed to be their ‘best fit’ will be allocated to that same organisation which will be their ongoing Employment Provider. In instances of group tendering, the Department will consider an Employment Provider to be Continuing where any Employment Provider in the successful group tender has held a contract under the JSA Deed for allocation purposes.