TRANSITION PROVIDER ADVICE
V0.1
Disclaimer:
This document contains information relating to the processes for
the Transition to Employment Services 2015.
This document is not a stand-alone document and does not
contain the entirety of Providers' obligations. It should be read
in conjunction with the Employment Services Deed 2012-2015,
Employment Services Deed 2015-2020, Work for the Dole
Coordinator Services Contract 2014-2015, Work for the Dole
Coordinator Services Deed 2015-2020, Third Party IT Provider
Deed and any relevant guidelines or reference material issued
by the Department of Employment under or in connection with
the Deeds.
Explanatory note:
All capitalised terms have the same meaning as in the
Employment Services Deed 2012-2015 or the Employment
Services Deed 2015-2020 as appropriate. In this document,
‘must’ means that compliance is mandatory and ‘should’ means
that compliance represents best practice.
TABLE OF CONTENTS
Document change history ......................................................................................................................... 4
Part A—Introduction..................................................................................................................................... 5
Overview .................................................................................................................................................. 5
Objectives and principles ............................................................................................................................ 5
Structure of the transition advice ............................................................................................................... 6
Key dates ..................................................................................................................................................... 7
Key contact information ............................................................................................................................. 9
List of common acronyms ........................................................................................................................... 9
Frequently used terms .............................................................................................................................. 10
Part B—Transition to Employment Provider Services .................................................................................. 12
Transition to the new Services ................................................................................................................ 12
Allocation of job seekers .................................................................................................................. 12
Business Share and Business Share tolerance .................................................................................. 12
Job seeker allocation ........................................................................................................................ 13
Job seeker choice ............................................................................................................................. 14
Transfers........................................................................................................................................... 14
Stream movement and conversion ........................................................................................................... 14
Transfer of specific cohorts ....................................................................................................................... 19
Job seekers Exited at transition ....................................................................................................... 19
Pre-release Prisoner job seekers ...................................................................................................... 20
Job seekers with a Level 3 incident report ....................................................................................... 20
Transfer due to relationship failure ................................................................................................. 21
Job seekers with sensitive Records .................................................................................................. 21
Disability Support Pension recipients ............................................................................................... 21
Specific programme information .............................................................................................................. 22
Tasmanian Jobs Programme, Restart Wage Subsidy and Relocation Assistance to Take Up a Job
programme ...................................................................................................................................... 22
Servicing during the Transition Period .................................................................................................... 23
Job seeker assessment and compliance ................................................................................................... 23
Employment Pathway Plans ............................................................................................................. 23
Conducting the Job Seeker Classification Instrument (JSCI) ............................................................ 24
Employment Services Assessment (ESAt) Referrals ......................................................................... 24
DHS and job seeker compliance ....................................................................................................... 24
Comprehensive Compliance Assessments ....................................................................................... 24
Non-Attendance Reports ................................................................................................................. 25
Activities .................................................................................................................................................... 25
Working with Work for the Dole Coordinators ................................................................................ 25
Novation of Work for the Dole Activities ......................................................................................... 26
ESS Activity Management ................................................................................................................ 26
Work for the Dole 2014–2015 Activity Payment arrangements ...................................................... 26
Job seeker Referrals .................................................................................................................................. 34
Ceasing Referrals during the Transition Period ................................................................................ 34
Exiting JSA Providers ........................................................................................................................ 34
Continuing Providers ........................................................................................................................ 34
Transition communications ...................................................................................................................... 34
Job seeker communication .............................................................................................................. 35
Provider communication to job seekers .......................................................................................... 36
Provider communication to Employers ............................................................................................ 36
Payments .......................................................................................................................................... 37
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Employment Pathway Fund ............................................................................................................. 37
Outstanding Employment Pathway Fund commitments and reimbursements ............................... 37
Labour Adjustment Programme and Structural Adjustment Package credits ................................. 38
Service Fees ...................................................................................................................................... 38
Job Seeker Outcome and Job Seeker Placement Fees ..................................................................... 38
EPF Wage Subsidies .......................................................................................................................... 39
End-of-contract meetings—Exiting Providers ........................................................................................... 39
Requests for early JSA Provider exit ......................................................................................................... 40
Exiting JSA Provider obligations to job seekers ................................................................................ 40
Requests to relinquish business ....................................................................................................... 40
Site closures .............................................................................................................................................. 40
Preparing for Commencement ................................................................................................................ 40
Initial Provider meeting ............................................................................................................................ 41
Servicing job seekers ................................................................................................................................. 41
Transition status of job seekers ....................................................................................................... 41
Commencement of job seekers ....................................................................................................... 42
Engagement priority......................................................................................................................... 42
Payments .................................................................................................................................................. 43
Administration Fees ......................................................................................................................... 43
Dashboards and reports............................................................................................................................ 43
Site Summary Dashboard ................................................................................................................. 44
Indicative caseload ........................................................................................................................... 45
Post-Transition Widgets ................................................................................................................... 46
Pre-Diary .......................................................................................................................................... 46
Reporting .......................................................................................................................................... 47
Expanded Transition Caseload Report ............................................................................................. 47
Wage Subsidy Agreements............................................................................................................... 47
Post-Transition Commencement Report ......................................................................................... 47
Part C—Transition to Work for the Dole Coordinators ................................................................................ 49
Transition to the new Services ................................................................................................................ 49
Servicing during the Transition Period .................................................................................................... 50
Preparing for Commencement ................................................................................................................ 51
Part D—Transition to NEIS .......................................................................................................................... 53
Transition servicing ................................................................................................................................. 53
Exiting NEIS Panel Members ................................................................................................................... 53
NEIS Providers—preparing for Commencement ...................................................................................... 54
Part E—Transition to Harvest Labour Services ............................................................................................ 55
Transition to the new Services ................................................................................................................ 55
Servicing during the Transition Period .................................................................................................... 55
Preparing for Commencement ................................................................................................................ 55
Part F—Transition to National Harvest Labour Information Services .......................................................... 56
Transition to the new Services ................................................................................................................ 56
Servicing during the Transition Period .................................................................................................... 56
Preparing for Commencement ................................................................................................................ 56
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Part G—IT requirements ............................................................................................................................. 57
Part H—Branding and signage..................................................................................................................... 60
Part I—Records management ..................................................................................................................... 61
Part J—Employment Services Industry Jobs Board ...................................................................................... 64
Part K—Training .......................................................................................................................................... 65
Appendix A—communication to job seekers .............................................................................................. 66
Advice 1a—all job seekers transitioning ..................................................................................................... 66
Advice 1b—job seekers Exited at transition ................................................................................................ 69
Advice 2—Letter 1—job seekers Exited at transition .................................................................................. 71
Advice 2—Letter 2a—job seekers allocated to a new Employment Provider with job seeker choice .......... 71
Advice 2—Letter 2b—job seekers allocated to a new Employment Provider without job seeker choice ..... 71
Advice 2—Letter 3—job seekers remaining with their same Employment Provider .................................... 71
Advice 2—Letter 4a—Pre-release Prisoners—continuing Employment Provider ......................................... 71
Advice 2—Letter 4b—Pre-release Prisoners allocated to a new Employment Provider ............................... 71
Advice 2—Letter 4c—Pre-release Prisoners—general ................................................................................. 71
Advice 2— Letter 5—Contingency/Employment Provider not known ......................................................... 71
Appendix B—Detailed transition dates ....................................................................................................... 72
Document change history
Version
Start date
Effective
date
0.1
20 January
2015
1 April 2015
End date
Change & location
Original draft
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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
ensure that 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 20152020.
This transition advice has been developed for continuing and new Employment Services Providers
and 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, the Work for the Dole Coordinator Services Deed 20152020 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
(www.employment.gov.au/jobactive).
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
(2015transition@employment.gov.au).
Objectives and principles
The objectives of the transition process are the continuity of Services and a smooth transition from
Job Services Australia to jobactive with minimum disruption to job seekers, Employers, Activity
Host 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:
o remain connected with their current JSA Provider (if it is a Continuing Provider) if
possible
or
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o


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 jobactive arrangements.
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 Dole Activities in particular.
Structure of the transition advice
This transition advice consists of the following parts 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 are each 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.
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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


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
Providers to include Connections for Quality information on Australian
JobSearch website
Mid-April 2015
18 April to 30 June 2015
27 and 28 April 2015
April and May 2015
April to June 2015
1 May 2015
8 May 2015
11 May 2015



National Provider Forum



Referrals cease for particular exiting JSA Providers and certain Sites
Direct Registration ends for exiting JSA Providers and certain Sites
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
Work for the Dole Coordinators commence. Work for the Dole Coordinator
Services Deed 2015-2020 starts



All Service Delivery Plans finalised

Site Summary Dashboard available to Employment Providers and Work for the
Dole Coordinators
Face-to-face compliance training delivered to Providers in selected locations
across Australia. Employment Providers will be invited to attend training
through their CEOs.
Learning Centre face-to-face training events for Employment Provider, NEIS
and HLS organisation trainers/IT briefing sessions
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)

19 May to 19 June 2015
From mid-May 2015


From 25 May 2015

May to June 2015

New ESS Activity Management system available to Employment Providers

Webinar presentations available for Employment Provider, NEIS and HLS
organisations
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
Early June 2015
1 June 2015



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5 June 2015
8 June 2015
Mid-June 2015

Period during which job seeker can choose an alternative Employment
Provider ceases

Pre-Diary and indicative caseload available to Employment Providers

Webinar question and answer sessions for Employment Provider, NEIS and
HLS organisations
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
Provider Services from 1 July

26 June 2015


27 and 28 June 2015

Transition weekend
29 and 30 June 2015

Limited services available in the Department’s IT Systems




Employment Pathway Fund closes
Last day of the JSA Deed
Employment Services 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


Post-Transition Period ends
National Customer Service Line Transition support number (1300 854 414)
closes
Last day that eligible Employment Pathway Fund Reimbursements can be
made
30 June 2015
1 July 2015
30 September 2015
27 January 2016
30 June 2016


Last day to make claims under the JSA Deed
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Key contact information
2015 transition mailbox
2015Transition@employment.gov.au
Department of Employment
www.employment.gov.au/jobactive
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
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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) or an 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.
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The following terms are used frequently in this transition advice and have the meanings set out below.
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
https://ecsnaccess.gov.au/sites/SecureSitePortal/
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
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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.
Each Employment
Provider will be
allocated a caseload as
close as possible to
their awarded
Business Share for
1 July 2015.
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 Share refers 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 70 per cent to 130 per cent of their contracted Business Share).
Business Share tolerance is 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.
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Table 1. Example calculation of Business Share tolerance
Employment
Provider A
Employment
Provider B
Employment
Provider C
Employment
Provider D
Total pretransition
caseload
Total Employment
Region active
caseload
Employment Provider
awarded Business
Share
Business Share
tolerance
4200
10,000
20% (2000)
210%
4800
10,000
50% (5000)
96%
0
10,000
30% (3000)
0%
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
100 per cent.
 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 100 per cent.
 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 Provider that 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.
‘Best fit’ refers to the allocation of job seekers in a way that balances the following aims:
 ensuring that all Sites in an Employment Region are allocated job seekers to service from
1 July 2015
 ensuring that all Sites in an Employment Region are able to receive flow Referrals from
1 July 2015
 ensuring that Employment Provider caseloads are balanced, with equal shares across
Streams
 ensuring that job seekers are allocated back to their current Employment Provider where
possible
 ensuring that job seekers are allocated as appropriate to the Employment Providers’
capacities.
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Some job seekers will need to be allocated from their current JSA Providers to an Employment
Provider. Where possible, the following categories of job seekers will be excluded from the
reallocation process:
 job seekers who are in the Work Experience Phase or Compulsory Activity Phase and are
undertaking a Work for the Dole Activity
 job seekers with a Wage Subsidy or Relocation Assistance to Take Up a Job Agreement in
place
 job seekers for whom a Provisional Exit has occurred (that is, tracking toward an Outcome)
 job seekers who have been identified as a Pre-release Prisoner or Vulnerable
Youth/Vulnerable Youth (Student), have been flagged as sensitive or have a Level 3
incident report
 job seekers who have had a previous relationship failure with a JSA Provider.
If any job seekers in the cohorts listed below need to be allocated to a different Employment
Provider, the allocation will be done manually following discussions between Account Managers
and the (potential) gaining Employment Providers (and corrective services in the relevant state or
territory in the case of Pre-release Prisoners). The cohorts subject to manual reallocation are:
 Pre-release Prisoner job seekers
 job seekers that have had a transfer due to relationship failure
 job seekers with a Level 3 incident report.
Job seeker choice
Job seekers (except job seekers with a Level 3 incident report and Pre-release Prisoners) who are
allocated to a different Employment Provider will have the opportunity to choose an alternative
Employment Provider by calling the National Customer Service Line transition support number on
1300 854 414 or signing in to their Australian JobSearch online account.
Eligible transition job seekers will be able to change their Employment Provider as many times as
they wish between 25 May 2015 and 5 June 2015 (just before the pre-Diary becomes available). If
a job seeker changes their Employment Provider during this period, any of the job seeker’s
Appointments associated with that Employment Provider will be cancelled.
Transfers
Current arrangements for job seeker transfers due to relocation will continue during the Transition
Period. However, transfers due to better services will be paused in June 2015 as a high volume of
transfers may adversely affect the allocation process. Transfers by agreement and requests for
transfers due to relationship failure can continue during the Transition Period.
Better services transfers, transfer by agreement and transfers due to relationship breakdown can
proceed as per provisions in the Employment Services Deed after the job seeker has been
Commenced with their nominated Employment Provider.
Stream movement and conversion
Table 2 below details how job seekers who will be Fully Eligible Participants in Employment
Provider Services will transition on 1 July 2015 to Streams A to C in jobactive. It also sets out
transition for JSA Participants who will not be Fully Eligible Participants in Employment Provider
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Services. As a whole, the specific Stream, and phase in that Stream, to which these job seekers will
transition will be determined by the Department’s IT Systems.
The first column sets out the JSA Stream of the job seeker. The second column sets out the phase,
time in service, Activities and status of the job seeker. The third column sets out the relevant
jobactive Stream (and the phase in that Stream) into which a job seeker will be placed by the
Department’s IT Systems. For example, a job seeker in JSA Stream 2 (six to 12 months with a low to
moderate JSCI score) will be allocated, as at 1 July 2015, by the Department's IT Systems to
Stream A—Work for the Dole Phase in Employment Provider Services.
In certain circumstances the Department’s IT Systems may be unable to determine the Stream of
job seekers who are transitioned to Employment Provider Services. From 1 July 2015 onwards, a
message will be displayed for Employment Providers in the Department’s IT Systems to indicate
the appropriate action for the Employment Provider to take. For example, where the job seeker
has no JSCI or an inactive JSCI, the IT System will display ‘job seeker requires JSCI to be run’.
Where the job seeker has been referred for an ESAt, the IT System will indicate ‘ESAt/JCA
pending/to be completed’.
Where a job seeker is transitioned to Employment Provider Services and does not have an active
JSCI, the Employment Provider must conduct the JSCI to ensure the job seeker can be commenced
in Services. Where a transitioned job seeker has a pending ESAt referral, the Employment Provider
must wait for the ESAt to be completed before commencing the job seeker in Services. Further
information on conducting the JSCI is available below.
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Table 2: Transition of Stream Participants from Job Services Australia into Employment
Services 2015 - 20201
Stream
Phase, time in service,
activities and status in
JSA2
Stream 1
(Limited)
Stream, phase and status in Employment
Services 2015 – 2020
Exited, unless:
 otherwise determined by the
Department’s IT Systems; or
 they are eligible to participate as a
Volunteer and expressly opt to do so, in
which case they will be serviced as if
they were in Stream A for a maximum of
six months.3
Exited, unless:
 otherwise determined by the
Department’s IT Systems; or
 they are eligible to participate as a
Volunteer and expressly opt to do so, in
which case they will be serviced as if
they were in Stream A for a maximum of
six months.4
Employment
Fund General
Account
transition credit
50, where the
person is eligible
and opts prior to
26 June 2015 to
participate as a
Volunteer
Stream
1-4
Volunteer (Nonactivity Tested)
Stream 1
Stream Services 0-6
months (Stream
Participants subject to
the SPI measure)
Stream Services 0-6
months
Stream Services 6-12
months
Work Experience
Phase – in activity
Work Experience
Phase – not in activity
Compulsory Activity
Phase
Stream A – SPI Case Management Phase
50
Stream A – Self Service and Job Activity
Phase
Stream A Work for the Dole Phase
50
Stream A Case Management Phase
50
Stream A Work for the Dole Phase
50
Stream A Work for the Dole Phase
50
Stream Services 0-6
months with a low to
moderate JSCI score
(Stream Participants
Stream A – SPI Case Management Phase
50
Stream 2
50, where the
person is eligible
and opts prior to
26 June 2015 to
participate as a
Volunteer
50
1
Table 2 does not apply to Stream Participants who are Pre-release Prisoners, Early School Leavers, or subject to a
Structural Adjustment Package. As a general rule, Pre-release Prisoners will transition to Self Service and Job Activity Phase
for Stream A participants or the Case Management Phase for Streams B and C and the Early School Leavers and Stream
Participants who are subject to a Structural Adjustment Package will transition (at a minimum) to Stream B. The specific
Stream and phase in that Stream that these Stream Participants will transition to, will be determined by the Department’s IT
Systems.
2
Unless specifically stated, the phase in JSA refers to all Stream Participants in that phase, regardless of age.
3
Disability Support Pension claimants who are subject to a program of support may apply to participate in full Services under
Stream A, Stream B or C after 1 July 2015 if they are not transitioned to these Streams.
4
As above
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Stream
Phase, time in service,
activities and status in
JSA2
subject to the SPI
measure)
Stream Services 0-6
months with moderate
to high JSCI score
(Stream Participants
subject to the SPI
measure)
Stream Services 0-6
months with a low to
moderate JSCI score
Stream Services 0-6
months with a
moderate to high JSCI
score
Stream Services 6-12
months with a low to
moderate JSCI score
Stream Services 6-12
months with a
moderate to high JSCI
score (except Stream
Participants aged
under 30)
Stream Services 6-12
months with a
moderate to high JSCI
score (Stream
Participants aged
under 30)
Work Experience
Phase – in activity with
a low to moderate JSCI
score
Work Experience
Phase – in activity with
a moderate to high
JSCI score
Work Experience
Phase – not in activity
with a low to
moderate JSCI score
Work Experience
Phase – not in activity
with a moderate to
high JSCI score
Compulsory Activity
Phase with a low to
moderate JSCI score
Compulsory Activity
Stream, phase and status in Employment
Services 2015 – 2020
Employment
Fund General
Account
transition credit
Stream B – SPI Case Management Phase
300
Stream A – Self Service and Job Activity
Phase
50
Stream B Case Management Phase
300
Stream A Work for the Dole Phase
50
Stream B Case Management Phase –
6 months of servicing after which time enter
the Stream B Work for the Dole Phase
300
Stream B Work for the Dole Phase
150
Stream A Case Management Phase
50
Stream B Case Management Phase
300
Stream A Work for the Dole Phase
50
Stream B Work for the Dole Phase
150
Stream A Work for the Dole Phase
50
Stream B Work for the Dole Phase
150
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Stream
Phase, time in service,
activities and status in
JSA2
Stream, phase and status in Employment
Services 2015 – 2020
Employment
Fund General
Account
transition credit
Stream B Case Management Phase
300
Stream B Case Management Phase –
6 months of servicing after which time enter
the Stream B Work for the Dole Phase
Stream B Case Management Phase
300
Stream B Work for the Dole Phase
150
Stream B Work for the Dole Phase
150
Stream C Case Management Phase
550
Stream C Case Management Phase –
6 months of servicing after which time enter
the Stream C Work for the Dole Phase
Stream C Case Management Phase
550
Stream C Work for the Dole Phase
275
Stream C Work for the Dole Phase
275
Phase with a moderate
to high JSCI score
Stream 3
Stream Services 0-6
months
Stream Services 6-12
months
Work Experience
Phase – in activity
Work Experience
Phase – not in activity
Compulsory Activity
Phase
Stream 4
Stream Services 0-6
months
Stream Services 6-18
months
Work Experience
Phase – in activity
Work Experience
Phase – not in activity
Compulsory Activity
Phase
300
550
As shown in Table 2, job seekers who are in the Work Experience Phase and ‘in Activity’ will be
transitioned to a Case Management Phase. The following definition will be used to identify a job
seeker ‘in Activity’:

These job seekers have a status of ‘Placement Confirmed’ in an Activity, as recorded in
Activity Management in the Department’s IT Systems.
The Department will monitor the number of job seekers ‘in Activity’ leading up to the Transition
Period to determine the date or range of dates to be used for applying the definition. Further
information on Activities, including Activity requirements, may be found in the section on Activities
below.
Job seekers eligible to be serviced as a Volunteer in Stream A for a single period of up to six
months from 1 July 2015 will not be automatically transitioned to Employment Provider Services.
Instead, Volunteer job seekers will be given the option to directly transfer into Employment
Provider Services on 1 July 2015. This option will be conveyed to Volunteer job seekers through
their second notification (to be sent in early June). If a Volunteer job seeker wishes to continue to
receive assistance (for one period of up to six months) from 1 July 2015, they can search for their
local Employment Provider through the Australian JobSearch website, which contains up-to-date
contact details for all Employment Providers. They will then need to contact the National Customer
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Service Line on 1300 854 414. A customer service representative will help them Register with their
chosen Employment Provider. The final date for nominations via the National Customer Service
Line is 26 June 2015.
Alternatively, if job seekers wish to Volunteer for Services after this period, they can visit any
Employment Provider to check their eligibility to directly register for Services. Volunteer job
seekers can see which Employment Providers are in their area by searching for Employment
Providers on Australian JobSearch.
Transfer of specific cohorts
This section gives additional information for further groups of job seekers to provide more context
for Employment Providers. It is not intended to be a complete list of all groups currently
participating in employment services under the Employment Services Deed 2012–2015. Please
note that Employment Providers are required to accept and deliver Services to all job seekers
allocated or transitioned to them.
Further information about specific groups is available from Account Managers.
Job seekers Exited at transition
This section provides more information on the groups of job seekers who will be Exited from
Stream Services at transition.
(a) Stream 1 (Limited) job seekers
Stream 1 (Limited) Services will not be available in Employment Provider Services. Most Stream 1
(Limited) job seekers will be Exited on the transition weekend, except those cohorts listed below.
They will be advised of this in line with the transition communications strategy outlined below.
JSA Providers may advise these job seekers to check their eligibility to access the new Stream A
service for one period of up to six months starting on or after 1 July 2015. Stream A Services will
assist job seekers to access self-help facilities, build their résumés and understand the local
employment market and the skills and qualities that local employers need.
Depending on individual circumstances, the following Stream 1 (Limited) job seekers will be
transitioned to Employment Provider Services:
 job seekers identified with a Labour Adjustment Programme or Structural Adjustment
Package special client indicator
 Disability Support Pension recipients with participation requirements
 Disability Support Pension recipients subject to the ‘Disability Support Pension Review’.5
(b) Volunteer (non-Activity Tested) job seekers
Job seekers who are non-Activity Tested volunteers in Job Services Australia (for example,
Participants without participation requirements who are Parenting Payment or Disability Support
Pension recipients) will be Exited from employment services on the transition weekend.
5
Job seekers must undertake a Program of Support, which may include participation in employment services, for at least 18
months over a three-year period with the aim of improving their capacity to work. This requirement applies to new Disability
Support Pension applicants and also current Disability Support Pension recipients, subject to review.
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Job seekers eligible to be serviced as a Volunteer in Stream A for a single period of up to six months
from 1 July 2015 will not be automatically transitioned to Employment Provider Services. Instead,
Volunteer job seekers will be given the option to directly transfer into Employment Provider
Services on 1 July 2015. This option will be conveyed to Volunteer job seekers through their second
notification (to be sent in early June). If a Volunteer job seeker wishes to continue to receive
assistance (for one period of up to six months) from 1 July 2015, they can search for their local
Employment Provider through the Australian JobSearch website, which contains up-to-date
contact details for all Employment Providers. They will then need to contact the National Customer
Service Line on 1300 854 414. A customer service representative will
Stream A servicing will
help them register with their chosen Employment Provider. The final
assist job seekers to
date for nominations via the National Customer Service Line is 26 June
access self-help
2015.
facilities, build their
Alternatively, if job seekers wish to Volunteer for Services after this
period, they can visit any Employment Provider to check their eligibility
to directly register for Services. Volunteer job seekers can see which
Employment Providers are in their area by searching for Employment
Providers on Australian JobSearch.
résumés and
understand the local
employment market
and skills and qualities
that local Employers.
need.
The following Volunteer job seekers will not be Exited on the transition weekend:
 Pre-release Prisoners
 Vulnerable Youth and Vulnerable Youth (Student) in Stream 4
 Disability Support Pension recipients with participation requirements
 Disability Support Pension recipients subject to the ‘Disability Support Pension Review’
 eligible Special Benefit recipients
 job seekers identified with a Labour Adjustment Programme or Structural Adjustment
Package special client indicator.
Instead, these job seekers will be transitioned to an appropriate jobactive Stream (see Table 2
above).
Pre-release Prisoner job seekers
Where possible, Pre-release Prisoner job seekers will remain with their Continuing Provider.
However, if this is not possible, Account Managers, in conjunction with Employment Providers and
corrective services, will oversee their allocation to an alternative Employment Provider.
Employment Providers should immediately contact their Account Manager if a Pre-release Prisoner
job seeker is allocated to their caseload without their prior agreement.
Job seekers with a Level 3 incident report
The Department will only manually allocate job seekers with Level 3 incident reports where the job
seeker is attached to an exiting JSA Provider. The Department aims to avoid instances where a job
seeker is allocated to an Employment Provider that has previously lodged an incident report on
that job seeker. Where a job seeker with a Level 3 incident report has been allocated to an
Employment Provider that had previously lodged a Level 3 incident report on that job seeker, the
allocation of that job seeker will occur in conjunction with discussions with Account Managers and
the Employment Provider.
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Note: There are three levels of incident reports for JSA Providers when recording an incident in the
Department’s IT Systems. A Level 3 incident report is made to document an instance of challenging
behaviour by a job seeker (such as threatening, aggressive or violent behaviour) that resulted in
police attendance at the JSA Provider’s Site.
Transfer due to relationship failure
The Department will monitor the allocation of transition job seekers who have had a relationship
failure with a JSA Provider to ensure that these job seekers are not inadvertently allocated back to
that Employment Provider. If a receiving Employment Provider becomes aware of such an
allocation, they should immediately contact their Account Manager.
Job seekers with sensitive Records
Job seekers with sensitive Records may be allocated to an Employment Provider. This information
will appear on their indicative caseload. The job seeker’s Record will be flagged as ‘sensitive’ with
their Contact details blocked out with asterisks. Each DHS office has a Deny Access Facility
Manager who is able to view the contact details for sensitive job seekers. During the Transition
Period, Employment Providers must contact the local DHS office to request that the Deny Access
Facility manager contact the job seeker to facilitate communication between the job seeker and
the Employment Provider. At the Initial Interview, Providers should establish contact
arrangements, for example a mobile number, to enable ongoing contact with sensitive job seekers.
Disability Support Pension recipients
(a) Disability Support Pension with compulsory requirements
Disability Support Pension recipients who have compulsory participation requirements are fully
eligible for assistance in Employment Provider Services and will be transitioned in accordance with
the transition arrangements.
(b) Disability Support Pension subject to the ‘Disability Support Pension Review’
Job seekers who are subject to the ‘Disability Support Pension—Review of Disability Support
Pension recipients under 35 years’ Budget measure will be transitioned to jobactive. Job seekers
who were subject to the review and are not, or no longer, subject to compulsory requirements (for
example, due to turning 35 years old) will be transitioned in accordance with transition
arrangements. These job seekers will remain eligible for employment services until they have
completed their Program of Support requirement, if required.
(c) Disability Support Pension—Volunteers
The remaining Disability Support Pension recipients are classed as Volunteers and will be Exited
from employment services on the transition weekend.
Job seekers eligible to be serviced as a Volunteer in Stream A for a single period of up to six months
from 1 July 2015 will not be automatically transitioned to Employment Provider Services. Instead,
Volunteer job seekers will be given the option to directly transfer into Employment Provider
Services on 1 July 2015. This option will be conveyed to Volunteer job seekers through their second
notification (to be sent in early June). If a Volunteer job seeker wishes to continue to receive
assistance (for one period of up to six months) from 1 July 2015, they can search for their local
Employment Provider through the Australian JobSearch website, which contains up-to-date
contact details for all Employment Providers. They will then need to contact the National Customer
Service Line on 1300 854 414. A customer service representative will help them register with their
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chosen Employment Provider. The final date for nominations via the National Customer Service
Line is 26 June 2015.
Alternatively, if job seekers wish to Volunteer for Services after this period, they can visit any
Employment Provider to check their eligibility to directly register for Services. Volunteer job
seekers can see which Employment Providers are in their area by searching for Employment
Providers on Australian JobSearch.
Specific programme information
Specific transition arrangements apply to the following programmes and Payments.
Please note that this transition advice relates only to the transition arrangements for these
programmes. Specific programme guidelines for each of these programmes are available on the
Provider Portal.
Tasmanian Jobs Programme, Restart Wage Subsidy and Relocation Assistance to
Take Up a Job programme
Table 3 below details the transition arrangements for the Tasmanian Jobs Programme, Restart
Wage Subsidy and the Relocation Assistance to Take Up a Job programme.
Table 3. Transition arrangements for Tasmanian Jobs Programme, Restart Wage Subsidy
and Relocation Assistance to Take up a Job programme
Exiting Provider
(Provider leaving the market or area/Employment
Region)
Continuing Provider
(Provider to provide Services under the
Employment Services Deed in the same area)
Restart, Tasmanian Jobs Programme and
Relocation Assistance to Take Up a Job
Restart, Tasmanian Jobs Programme and
Relocation Assistance to Take Up a Job
Where the Participant transfers to a new
Employment Provider:
For Continuing Providers that are not forming
part of a new legal entity, Agreements will be
renewed in the Department’s IT Systems and
automatically set to approved. No approval
signature from the Employer/Participant will
be required.
Agreements will need to be renewed with the
Employer/Participant when the Participant
transitions to a new Employment Provider.
The Department’s IT Systems will automatically
end the existing Agreement on the date of
transfer. A new Agreement will be automatically
created for the new Employment Provider.
The exiting JSA Provider should inform the
Employer and Participant, before 1 July 2015, that
a new Employment Provider will be supporting the
relevant Placement and the new Employment
Provider will be in contact to create a new
Agreement to support the ongoing Placement.
The new Employment Provider must contact the
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For those Continuing Providers that are or are
part of a new legal entity (e.g. a consortium of
current JSA Providers or who become
Subcontractors to an Employment Provider), a
new Agreement must be entered into to reflect
the new legal entity name. The Department’s
IT Systems will automatically end the existing
Agreement on the date of transfer. A new
Agreement will be automatically created for
the new Employment Provider.
The new Agreement must be signed by the
Effective Date: 1 April 2015
22
Exiting Provider
(Provider leaving the market or area/Employment
Region)
Continuing Provider
(Provider to provide Services under the
Employment Services Deed in the same area)
Employer/Participant and enter into a new
Agreement. The new Agreement must be signed
by the Employer/Participant and the new
Employment Provider. The new Employment
Provider must approve the Agreement in the
Department’s IT Systems within 28 days of
1 July 2015.
Employer, Participant and the new legal entity.
The new legal entity must approve the
Agreement in the Department’s IT Systems
within 28 days of 1 July 2015.
Both the exiting and the new Provider must liaise
with each other and continue to deliver Services
to the Employer/Participant in accordance with
the relevant Agreement.
Restart and Tasmanian Jobs Programme Only—
Exited Participants
Where the Provider is leaving the Employment
Region, the Agreement will be managed on a caseby-case basis as identified by the Department.
Relocation Assistance to Take Up a Job Only
The Exiting Provider who holds the Agreement
may claim reimbursement payments paid to
Participants before 1 July 2015 for up to 56 days
after the Agreement end date.
Servicing during the Transition Period
Services required under the JSA Deed must continue to be provided during the Transition Period
unless otherwise advised. JSA Providers that are exiting from employment services or closing a Site
or Sites are expected to continue to deliver Services until 30 June 2015.
Job seeker assessment and compliance
This section provides information to JSA Providers about the treatment of job seeker Assessments,
Employment Pathway Plans (EPPs) and compliance action.
Employment Pathway Plans
EPPs will be valid
until such time as a
new Job Plan has
been negotiated
with a job seeker.
The EPP for all job seekers should contain Activities to enable a job seeker
to meet their Mutual Obligation Requirements. As part of their regular
scheduled Contact with job seekers, JSA Providers must continue to update
EPPs with appropriate Activities that will enable a job seeker to meet their
Mutual Obligation Requirements during the Transition Period and post
1 July 2015. In particular, as a minimum, it would be expected that most
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job seekers would have continuing Job Search Requirements included in their EPP.
Employment Providers will be able to view the terms of an existing EPP through the Department’ IT
Systems. Employment Providers must ensure that job seekers enter into a Job Plan during the
Initial Interview.
Conducting the Job Seeker Classification Instrument (JSCI)
In line with current arrangements, during the Transition Period, if a job seeker has a change in their
circumstances or discloses new or additional information, the JSA Provider must conduct a Change
of Circumstances Reassessment to ensure that the job seeker is appropriately classified (where
applicable). Please refer to the Employment Services Assessments Guideline on the Provider Portal.
Information on job seekers that have no Job Seeker Classification Instrument or an inactive JSCI is
available in the section on Stream Movement and Conversion above.
The Department will closely monitor JSCIs conducted during the Transition Period to ensure that
providers are not inappropriately conducting JSCIs for the sole purpose of up-streaming job
seekers.
Employment Services Assessment (ESAt) Referrals
Current ESAt Referral arrangements will be maintained during the Transition Period and in
Employment Provider Services. As per the information Stream Movement and Conversion above,
transition job seeker has a pending ESAt referral, the Employment Provider must wait for the ESAt
to be completed before commencing the job seeker in Services.
DHS and job seeker compliance
DHS is responsible for making job seeker compliance related decisions under Social Security Law.
Where a Participation Report, including a No Show No Pay Participation Report, is outstanding at
the transition weekend, Continuing Providers will not be able to view and print the job seeker’s
Participation Report within the Department’s IT Systems until it has been finalised by DHS.
New Employment Providers will see results of Participation Reports for job seekers on their
caseload where these are finalised by DHS before the transition weekend.
If DHS rejects a Participation Report that was submitted by a JSA Provider that no longer has the
job seeker on their caseload, the gaining Employment Provider will not be able to resubmit the
rejected Participation Report.
Comprehensive Compliance Assessments
Where a Comprehensive Compliance Assessment remains outstanding for a job seeker at the
transition weekend, DHS will continue to investigate the assessment. Once DHS finalises the
Comprehensive Compliance Assessment, the Employment Provider that has that job seeker on
their caseload will be able to view the Comprehensive Compliance Assessment and will be required
to action outcomes as appropriate.
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Non-Attendance Reports
All outstanding Non-Attendance Reports (NARs) will be ended by the Department’s IT Systems on
the transition weekend. The Department will place an IT block on the creation of Non-Attendance
Reports from a DNAI (Did Not Attend Invalid) reason Appointment results on 29 and 30 June 2015.
In the final weeks leading up to the transition weekend, Providers should consider the
appropriateness of submitting NARs where job seekers do not attend an Appointment. This
includes considering the likelihood and ability to make contact with the job seeker and also for a
Reconnection Appointment to occur within two Business Days of contact occurring with the job
seeker, all before the transition weekend.
Activities
During the Transition Period, Providers will need to meet several requirements for managing
Activities and job seeker participation. These requirements vary depending on whether the
Provider will be exiting or continuing as an Employment Provider.
General responsibilities are outlined below. More specific details are set out in Table 4 below.
In general, JSA Providers will primarily be responsible for:
 planning appropriately for the delivery and management of Work for the Dole (and other
Activities) during transition
 collaborating with Work for the Dole Coordinators to ensure that sufficient places are
available for the eligible caseload in each Employment Region
 managing job seeker participation and attendance in Work for the Dole and other
Activities in accordance with the JSA Deed
 managing (including closing down where applicable) Work for the Dole and other Activities
in accordance with the JSA Deed, applicable guidelines and this transition advice
 working closely with continuing and new Providers, Activity Host Organisations and Work
for the Dole Coordinators to minimise disruption for job seekers and other stakeholders.
Working with Work for the Dole Coordinators
Importantly, Continuing and new Employment Providers must place Work for the Dole participants
in Activities from 1 July 2015.
Continuing and new Employment Providers must work with Work for the Dole Coordinators to
ensure that the Work for the Dole Places they source are filled with job seekers. All Providers
should collaborate with the Work for the Dole Coordinator in their Employment Region and
determine whether any ongoing relationships with current Activity Host Organisations for sourcing
Work for the Dole Places should be managed by the Work for the Dole Coordinator in their
Employment Region.
It is important that Employment Providers ensure they fully understand the Employment Provider
Services obligations within the Employment Services Deed. In particular, for Continuing Providers,
some Activity types that are currently available—for example, Green Corps—will no longer be
available in Employment Provider Services. The Activity Management Guideline will provide
information on the full list of Activities available for jobactive and will be available on the Provider
Portal.
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Novation of Work for the Dole Activities
For Activities that are continuing after 1 July 2015, Providers will need to ensure the Activity meets
the requirements of the 2015 Work for the Dole Programme and that the Activity Host
Organisation Agreement for the Activity is still valid after 30 June 2015.
Where a current Activity will need to be taken on by a new Employment Provider after 1 July 2015,
the exiting Provider and Employment Provider should work together with the Activity Host
Organisation to novate the Activity Host Organisation Agreement to the Employment Provider. An
updated Activity Host Organisation Agreement including novation clauses will be available on the
Provider Portal shortly and Providers should start to use this template for all Activities going
forward. A template Deed of Novation –Work for the Dole Activity Host Organisation Agreement
will also be available on the Provider Portal shortly, to be used when novating Activities to a new
Provider. Alternatively the new Provider may decide to negotiate a new Activity Host Organisation
Agreement with the Activity Host Organisation to reflect any new arrangements.
ESS Activity Management
All job seeker placements in Activities in ESS Activity Management will be ended in ESS on the
transition weekend of 27–28 June 2015. However, for Continuing Providers, these Activities can
continue ‘on the ground’.
From May 2015, new and Continuing Providers will have access to the new Activity Management in
ESS Web. However, there will be limited functionality to:
 create Work for the Dole Activities that will commence from 1 July 2015
 manage Work for the Dole Activities (for example, record information about Activity Host
Organisation Agreements and risk assessments, details of Activities—duration, location,
number of places)
 search for Work for the Dole Places using a range of search criteria, but these will be read
only and Providers cannot claim Places until 1 July 2015
 create and manage other Activities, including with Activity Host Organisations (for
example, Voluntary Work or Unpaid Work Experience Placements).
All Providers will need to record the Activity and job seeker placements in ESS Activity
Management for Activities that will run until 30 June 2015. Activities that commence (or continue
on the ground) from 1 July 2015 will need to be recorded in ESS Web.
Work for the Dole 2014–2015 Activity Payment arrangements
Up until 30 June 2015, funds for Work for the Dole 2014–2015 Activities can be drawn down from
the Employment Pathway Fund (EPF). From 1 July 2015, Fees for Work for the Dole Activities must
be drawn down from Work for the Dole Fees.
From 1 July 2015, for Individual Hosted Activities Work for the Dole Fees can be claimed in ESS
Web on Commencement of the first job seeker in the place. For Group Based Activities, Work for
the Dole Fees can be claimed in ESS Web either as an advance of up to 80 per cent, or a maximum
of
$80 000 (whichever is lower), up to one month prior to the Activity start date. The remainder can
be claimed by Reimbursement on completion of the Activity and submission of a satisfactory
acquittal report. Alternatively the full Fee can be claimed by Reimbursement after the completion
of the Activity and submission of a satisfactory acquittal report.
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It is the responsibility of the Provider that owns the Activity to ensure they liaise with the Host
Organisation and ensure that any Fees are passed on before, and after, the Transition Period
(noting the funding arrangements identified above).
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Table 4. Provider guide to managing Activities during transition
Table 4 details action to be taken by new, Continuing and exiting Providers.
Exiting Provider
(Provider leaving the market or area/Employment Region)


Activity not
continuing






Activity
continuing
on the
ground


Discuss the impact of the Transition Period on an Activity that is not continuing with Activity Host Organisations (including Work
Experience Host Organisations) as early as possible and encourage Activity Host Organisations to continue to run suitable Activities
and develop relationships with Work for the Dole Coordinators in each Employment Region.
If appropriate, link an Activity Host Organisation with a Work for the Dole Coordinator or Employment Provider in each Employment
Region.
Ensure that arrangements are made to end the Activity Host Organisation’s involvement with the Activities by 30 June 2015. This
includes ending all Activity Host Organisation Agreements and subcontracting arrangements by 30 June 2015.
Pay any outstanding suppliers and seek reimbursement through the Employment Pathway Fund where suitable.
o JSA Providers will need to ensure that they enter any EPF commitments into ESS Activity Management by 30 June 2015.
o JSA Providers will need to anticipate the total Activity costs—for example, if additional money is required above the amount they
have received in advance, commitments will need to be entered into ESS Activity Management by 30 June 2015.
Complete Acquittal Reports for Advance EPF payments within 40 Business Days of the Activity ending.
Dispose of Assets in accordance with their assets disposal plan (as required under clause 60.28 of the JSA Deed).
For Work for the Dole Activities, contact the Work for the Dole Coordinator and brief them on the Activity Host Organisation and
Activities.
Discuss the impact of the Transition Period on an Activity that is continuing on the ground with Activity Host Organisations (including
Work Experience Host Organisations) as early as possible before the transition weekend and encourage Host Organisations to develop
relationships and continue running suitable Activities with the Work for the Dole Coordinator and/or Employment Provider/s in each
Employment Region.
Link Activity Host Organisation with the Work for the Dole Coordinator or new Employment Provider and transfer responsibilities (this
requires transferring the Activity Host Agreement to the new Provider). Novation clauses are included in the current Host
Organisation Agreement Template available on the Provider Portal, along with a template Deed of Novation – Work for the Dole
Activity Host Organisation Agreement, to facilitate any transfer to the new Provider.
For Provider sourced Activities, exiting Providers should liaise with the Activity Host Organisation to identify a new Provider and help
facilitate the transfer of the Activity.
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Exiting Provider
(Provider leaving the market or area/Employment Region)




Servicing
Participants
Continue to Service job seekers on their caseload until 30 June 2015, including monitoring their participation in Activities and
conducting required checks.
Inform job seekers that their Approved Program of Work Supplement (APWS) will be ended if they are not continuing in an approved
program of work (for example, Work for the Dole) with their new Employment Provider.
Note: the APWS is a supplementary fortnightly payment of $20.80 available to eligible job seekers to assist with the cost of
participating in an approved program of work.
Ensure that job seekers’ Activity placement details are up to date by 30 April 2015, including by recording Activity placement end
dates. This information will inform new or Continuing Employment Providers’ caseloads for 1 July 2015.
During the Transition Period, ensure that job seekers’ EPPs are updated with appropriate Mutual Obligation Requirements in
accordance with the Employment Pathway Plan Guideline. Any requirements included in the EPP that extend beyond 1 July 2015 must
not require ongoing management or oversight by an exiting Provider. Activities that may be suitable for inclusion in a job seeker’s EPP
include:
o job search Contacts
o existing formal study/training arrangements
o part-time work arrangements
o self-employment
o NEIS Training and/or employment (subject to eligibility—see Part D—NEIS transition)
o the Skills for Education and Employment (SEE) programme
o participation in Vocational Training and Employment Centres (VTEC).
Note: Activities requiring the direct supervision or financial support of the Provider (for example, Work for the Dole) may continue until
30 June 2015. Ongoing employment (for example, employment that involves a Wage Subsidy or Employer agreement) can continue
beyond 30 June 2015. However, an exiting Provider must ensure that EPF Wage Subsidies (for reimbursement) are committed in ESS by
30 June 2015 and that all outstanding payments, including Wage Subsidies made or committed to Employers before 30 June 2015, are
paid to Employers for the period of any Wage Agreements.
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Continuing Provider
(Provider to provide Services under the Employment Services Deed in the same area)

Activity not
continuing






Activity
continuing
on the
ground

Before the transition weekend, finalise any Activities that are not continuing with the Activity Host Organisations (including Work
Experience Host Organisations).
Update all Host Organisation Agreements and subcontracting arrangements before 30 June 2015.
Pay any suppliers, including by seeking reimbursement through the EPF where suitable.
o Providers will need to ensure that they also enter any EPF commitments into ESS Activity Management by 30 June 2015.
o Providers will need to anticipate the total Activity costs—for example, if additional money is required above the amount that they
have received in advance, commitments will need to be entered into ESS Activity Management by 30 June 2015.
Complete Acquittal Reports within 40 Business Days of the Activity ending.
Dispose of any assets in accordance with their assets disposal plan (as required under clause 60.28 of the JSA Deed).
Where an Employment Provider is continuing to deliver Services in the same Employment Region, they should continue to deliver
Activities during the Transition Period and into the new contract period under the Employment Services Deed. This includes Work for
the Dole Activities as well as other Activities such as training, Voluntary Work, unpaid work experience and part-time work.
If an Employment Provider is continuing an Activity, they should undertake the following:
o Liaise with the Activity Host Organisation to inform them of the impact of the Transition Period on an Activity that is continuing
on the ground and that there may be some disruption to Activities and the flow of Participants
Note: Providers should also have a contingency plan to ensure they meet Activity Host Organisations’ needs.
o Discuss arrangements for continuing Activities with the Activity Host Organisation.
o Green Corps is not continuing as an Activity under the Employment Services Deed; therefore, Providers should look at turning
these Activities into Work for the Dole Activities if suitable.
If an Employment Provider is continuing an Activity, they must undertake the following:
o Ensure that the Activity meets all the requirements of the Employment Services Deed, including supervision (clause 111), work
health and safety (clause 110), insurance (clause 42) and incident management processes (clause 110.6–110.7).
o Review Activity Host Organisation Agreements and update them as necessary to meet requirements of the Employment Services
Deed and be ready to commence the Activity from 1 July 2015. For Activities that will be continuing over the Transition Period
and into the Employment Services Deed, the relevant Activity Host Organisation Agreements must be reviewed (and updated if
necessary) no later than 1 July 2015.
o Keep accurate Records of any requirements (for example, risk assessments) that need to be updated in ESS Web after 1 July 2015.
o Update their assets disposal plan as appropriate (as required under clause 60.28 of the JSA Deed and clause 124.21 of the
Employment Services Deed).
o Ensure that all IT components for the creation and management of the Activity are completed in ESS Activity Management and
ESS Web. Activities that will be continuing over the Transition Period and into the Employment Services Deed must be entered
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Continuing Provider
(Provider to provide Services under the Employment Services Deed in the same area)




Servicing
Participants


into the ESS Activity Management up to 30 June 2015 and recreated in ESS Web to commence from 1 July 2015.
Note: job seeker placements in Activities will be ended in ESS Activity Management on 26 June 2015.
o Ensure that any Work for the Dole costs incurred before 1 July 2015 are paid for through the EPF in line with Work for the Dole
2014–2015 Guidelines for Activities in the 18 Selected Areas.
o Ensure that any Work for the Dole costs incurred after 1 July 2015 are claimed through jobactive Work for the Dole Fees in line
with the Employment Services Deed and Work for the Dole Guideline (2015–2020).
o Ensure that costs incurred under JSA (for example, other Work Experience Activities) are paid for through the EPF (in line with
appropriate guidelines) where suitable.
o Ensure that any EPF commitments are entered into ESS Activity Management by 30 June 2015.
o Ensure that the appropriate Acquittal Reports for Advance EPF Payments are completed within 40 Business Days from
30 June 2015.
Continue to Service job seekers on their caseload until 30 June 2015, including monitoring their participation in Activities, conducting
required Contacts and advising the job seeker about the new Mutual Obligation Requirements.
Arrange Initial Interviews with job seekers in order of priority.
Arrange to Commence job seekers in Activities as soon as possible.
Note: Job seeker placements will be ended in ESS on 26 June 2015. If a job seeker is continuing in an Activity, the Provider must
re-Commence the job seeker in the Activity in ESS Web as soon as possible from 1 July 2015.
Inform job seekers that their APWS will be ended if they are not continuing in an approved program of work (that is, Work for the
Dole). Eligible job seekers must be re-Commenced in an approved program of work in ESS Web by 10 July in order to continuously
receive the supplement.
Ensure that job seekers’ Activity placement details are up to date by 30 April 2015, including by recording Activity placement end
dates. This information will inform new or Continuing Employment Providers’ caseloads for 1 July 2015.
Ensure that job seekers’ EPPs are updated with appropriate Mutual Obligation Requirements during the Transition Period. Activities
that may be suitable for inclusion in a job seeker’s EPP include:
o job search Contacts
o existing formal study/training arrangements
o part-time work arrangements
o self-employment
o NEIS Training and/or employment (subject to eligibility—see Part D—NEIS transition);
o the Skills for Education and Employment (SEE) programme
o participation in Vocational Training and Employment Centres (VTEC)
o Work for the Dole.
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Continuing Provider
(Provider to provide Services under the Employment Services Deed in the same area)

Note: On-the-ground Activities that require the direct supervision or financial support of the Provider (for example, Work for the
Dole) may continue past 30 June 2015 as long as prior arrangements have been put in place consistent with the advice provided
above under ‘Activity continuing on the ground’.
In cases where a job seeker who is new to an Employment Provider’s caseload wishes to continue participating in their previous
Activity, the new Employment Provider can liaise with the relevant relinquishing Provider to identify the relevant Activity Host
Organisation and facilitate the continuation of the Activity, if it would be of benefit to the job seeker (and is in accordance with the
requirements of Employment Provider Services under the Employment Services Deed).
Note: Where a job seeker is Suspended because they are undertaking an Approved Short Course, the job seeker’s Suspension will be
cancelled by ending their Activity in ESS Activity Management. Job seekers will be permitted to complete any existing Activities that
they Commenced before 1 July 2015 (including Approved Short Courses). In this instance, the Provider will need to re-Commence the
job seeker after 30 June 2015 in the Activity in ESS Web to facilitate the Suspension of the job seeker.
New Provider
(Provider to provide Services under the Employment Services Deed)

Activity
continuing
on the
ground

Servicing

Participants

If a new Employment Provider is continuing an Activity from an exiting or Continuing Provider, they must undertake the following:
o Ensure that the Activity meets all the requirements of the Employment Services Deed, including supervision (clause 111), work
health and safety (clause 110), insurance (clause 42) and incident management processes (clause 110.6–110.7)
o Discuss arrangements for continuing Activities with the Activity Host Organisation. Review Activity Host Organisation Agreements
and update them as necessary to meet requirements of Employment Services Deed and be ready to Commence from 1 July 2015.
o Ensure that all IT components for the creation and management of the Activity are entered into ESS Web.
o Ensure that any Work for the Dole costs incurred after 1 July 2015 are claimed through jobactive Work for the Dole Fees in line
with the Employment Services Deed and Work for the Dole Guideline (2015–2020).
Note: Any Work for the Dole costs that were incurred before 1 July 2015 are the responsibility of the exiting or Continuing
Provider that owned the Activity before transferring the Activity to the new Provider. These costs must be paid for through the
EPF in line with Work for the Dole 2014–2015 Programme Guidelines in the 18 Selected Areas.
Arrange Initial Interviews with job seekers in order of priority and advise jobs seekers about their new Mutual Obligation
Requirements.
Arrange to Commence job seekers in Activities as soon as possible on or after 1 July 2015.
Inform job seekers that their APWS will be ended if they are not continuing in an approved program of work (that is, Work for the
Dole). Eligible job seekers must be re-Commenced in an approved program of work in ESS Web by 10 July in order to continuously
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New Provider
(Provider to provide Services under the Employment Services Deed)

receive the supplement.
In cases where a job seeker who is new to an Employment Provider’s caseload wishes to continue to participate in their previous
Activity, the new Employment Provider should liaise with the relevant exiting Provider and relevant Activity Host Organisation to
facilitate the continuation of the Activity if it would be of benefit to the job seeker (and is in accordance with the requirements of
Employment Provider Services under the Employment Services Deed).
Note: Where a job seeker is Suspended because they are undertaking an Approved Short Course, ending their Activity in ESS Activity
Management will cancel the job seeker's Suspension. Job seekers will be permitted to complete any existing Activities that they
Commenced before 1 July 2015 (including Approved Short Courses). In this instance, the Provider will need to re-Commence the job
seeker in the Activity in ESS Web to facilitate the Suspension of the job seekers.
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Job seeker Referrals
Ceasing Referrals during the Transition Period
Where possible, the Department will cease Referrals to exiting JSA Providers two weeks after the
announcement of the outcomes of the tender process. Account Managers will inform JSA Providers of
the exact date that the cessation of Referrals will occur.
Exiting JSA Providers
To cease Referrals, the Department will suspend relevant JSA Provider Sites in the Department’s IT
Systems. Once this occurs:
 DHS can no longer refer job seekers to the exiting JSA Provider
 job seekers cannot be directly registered with a JSA Provider
 job seeker transfers to these Sites will be blocked
and
 following Exit from a Referral, job seekers cannot be reinstated on re-Referral.
Where ceasing of Referrals would affect all or most of the businesses in an Employment Region,
Referrals to closing Sites may continue to avoid over-Referral to Continuing Providers. In such situations
the Department may, at its absolute discretion and on a case-by-case basis, continue Referrals to one or
more JSA Providers in the Employment Service Area. In this situation, the Department will inform Exiting
JSA Providers in the relevant Employment Service Area of an alternative date for ceasing Referrals to
their Sites.
During the Transition Period, exiting JSA Providers and those who will not have a Site in the Employment
Region in the Employment Services 2015–2020 Deed, must assist job seekers who approach them (for
Direct Registration) by identifying a suitable Continuing Provider where available.
Continuing Providers
In some instances, the Department may need to increase the number of Referrals to Continuing
Providers during the Transition Period. This may be necessary to ensure minimum disruption to job
seekers and to minimise the number of times a job seeker is transferred between JSA Providers. JSA
Providers must ensure that they appropriately Service these job seekers during the Transition Period in
accordance with their obligations under the Employment Services Deed 2012–2015, appropriate
guidelines and this transition advice.
To enable DHS to maintain the Referral of job seekers, Continuing Providers are required to have
sufficient timeslots available in the Electronic Diary for the timely engagement of job seekers. If there
are insufficient timeslots available in the Electronic Diary and DHS is unable to refer job seekers, DHS will
contact the Provider directly requesting that they make timeslots available.
Continuing Providers must also ensure that they have sufficient timeslots in their Electronic Diary from
1 July 2015 in order to accept new Referrals. This is in addition to any Appointments booked for existing
job seekers in the pre-Diary.
Transition communications
This section details the Department’s communication strategy with job seekers and Providers. It also
covers the information that both JSA Providers and Employment Providers should give to job seekers
and Employers to ensure they understand the transition arrangements.
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Job seeker communication
The Department will issue two notifications to job seekers during the Transition Period.
The first notification will be sent in April 2015 to all job seekers on the Job Services Australia caseload,
excluding those who are Exited. This notification will advise job seekers of the changes to employment
services from 1 July 2015. This notification will include information about jobactive, key dates, ongoing
obligations and where to find more information (through the transition webpage on the Australian
JobSearch website and the National Customer Service Line). A separate version of this notification will
be sent to Volunteer job seekers to inform them that their eligibility will change on 1 July 2015 and that
there will be further information delivered to them in June 2015 detailing how they may choose to
register for Volunteer services immediately from 1 July 2015 onwards.
The second notification will be sent to job seekers in late May and early June 2015. The information they
receive will depend on their circumstances:
 fully eligible job seekers who will transition to Employment Provider Services will be notified of
the Employment Provider who will be helping them from 1 July 2015
and
 Volunteer job seekers who will be Exited will be informed that they may be eligible to receive
Volunteer Services for one period of up to six months in Stream A starting or after 1 July 2015.
This notification will advise Volunteer job seekers of their option to be registered with an
Employment Provider from 1 July 2015 by phoning the National Customer Service Line between
1 June and 26 June 2015, should they wish to commence their one-off period of Volunteer
services straight away. The letter also explains how Volunteer job seekers can register with an
Employment Provider after 1 July 2015, should the job seeker wish to Volunteer for Services at
another point in time.
Eligible job seekers will be notified of their option to choose a different
Employment Provider in the second notification.
Eligible job seekers
will have the option to
choose a different
Employment Provider
from 25 May to
5 June 2015.
The Department will use letters, SMS and push notifications 6 to send
information to job seekers:
 advice 1a to be sent to all job seekers, excluding Volunteers, will be sent
via letter, SMS or push notification depending on the job seeker’s
preferred method of contact as recorded in ESS
 advice 1b will be sent to all Volunteer job seekers via letter mail-out only
 advice 2 letters to be sent from 25 May 2015 will be sent by letter mail-out
 all job seekers will be able to access an electronic version of the second notification on their
JobSearch account. Job seekers will be required to sign in to the JobSearch website through
myGov to view their letter.7
Job seeker letters to be issued during the Transition Period are at Appendix A.
Communication about the Approved Program of Work Supplement
Advice 2 letters inform job seekers that if they receive a supplement payment of $20.80 a fortnight for
an Activity they are currently undertaking, this will stop when the Employment Provider Services
commence. It also explains that they may be able to get the supplement payment again after 1 July 2015
6
A push notification informs users of new information as they arrive. If job seekers have the Job Seeker JobSearch App installed,
and have allowed the use of push notifications, they will receive a notification via these means.
7
myGov is a fast, simple way to access Australian Government online services. A secure myGov account links a range of
Government services all in one place and with one username and password.
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if their provider thinks it is appropriate for them to continue their Activity or undertake a new Activity
which attracts the payment. DHS will send a letter to affected job seekers advising when their
supplement payment has ended. DHS will send another notification when their supplement payment
has been reinstated, if applicable. Impacted job seekers must be re-Commenced in an approved
program of work by 10 July in order to receive their supplement uninterrupted. Note: these job seekers
form part of the priority 1 group on the engagement priority list.
Provider communication to job seekers
Providers are responsible for managing communication with job seekers to ensure that they understand
who their Employment Provider will be from 1 July 2015 and what their obligations are. This is
particularly important for new Referrals that Commence in JSA after the Department has issued the
second notification to job seekers.
Providers should explain the following when informing job seekers about the
Providers must work
Transition arrangements:
with job seekers during
 what support and assistance will continue for the job seeker and their
the Transition Period to
Employer (where applicable)
provide information
 what the job seeker needs to do to continue meeting their Mutual
about the new services
and ensure that job
Obligation Requirements
seekers understand the
 what will happen to the job seeker’s supplement payment (where
transition
applicable)
arrangements.
 that Volunteer job seekers (including those requesting to Exit before
30 June 2015) may choose to check their eligibility to access the new
Stream A service for one period of up to six months starting on or after 1 July 2015
and
 where the job seeker can find more information about the transition arrangements, including on
the transition webpage on the Australian JobSearch website, through the National Customer
Service Line and through the Job Seeker JobSearch mobile app.
JSA Providers that will not continue to deliver employment services from 1 July 2015 are obligated to
help any Volunteer job seeker who wishes to register in employment services during the Transition
Period to find a suitable new or continuing Provider.
New and continuing Providers must also ensure that they provide job seekers with sufficient contact
information (including contact numbers and street addresses for their Sites) when making contact with
job seekers.
Job seeker compliance fact sheet – changes to penalties from 1 July 2015
Stage 3 of the Strengthening the Job Seeker Compliance Framework Measure will commence on 1 July
2015. This changes the consequences of non-attendance at Employment Provider appointments.
Providers will be asked to discuss the changes with their job seekers in the months leading up to the
commencement of the changes, and issue a fact sheet with information on what the changes mean for
job seekers. The fact sheet will be available in early April on the Provider Portal for Employment
Providers to issue to job seekers.
Provider communication to Employers
All continuing and new Employment Providers and exiting JSA Providers must ensure that Employers are
kept informed of transition arrangements.
Providers should explain the following when informing Employers about the transition arrangements:
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



changes in the delivery of employment services to the job seeker and the new Employment
Provider’s contact details if applicable
what support and assistance will continue to maintain the job seeker’s employment, including
the ongoing management of Wage Subsidy Agreements
and
where to get more information about the transition arrangements, including by promoting
transition information that is published on the Department’s website.
Providers should gain job seeker consent before discussing individual circumstances with Employers.
Payments
JSA Providers must ensure that suppliers and employers are appropriately reimbursed for outstanding
invoices or payments.
Employment Pathway Fund
The EPF will close on 30 June 2015 all JSA Providers must not create new EPF commitments into ESS
after this date under any circumstance. All JSA Providers’ EPF Notional Bank Balances will be set to $0.00
after this time. The Department will honour all commitments made by JSA Providers that cannot be
finalised by 30 June 2015 as long as these commitments have been made in accordance with the
Employment Pathway Fund Guideline and the JSA Deed, have been recorded in the Department’s IT
Systems by 30 June 2015 and are for:
 goods or services provided before 1 July 2015
or
 goods or services that are required to support the job seeker in a job, training or educational
Activity (including Wage Subsides and post placement support) that continues beyond 30 June
2015.
The Department is not liable for any purchases/services that are not entered as a commitment in ESS by
the aforementioned dates. JSA Providers that are partially exiting an Employment Service Area before
30 June 2015 must not transfer EPF credits from a closing Site to any other Site (except in Exceptional
Circumstances and only with Account Manager approval).
Where a commitment has been entered into the Department’s IT Systems in anticipation of a purchase
or provision of Service and the JSA Provider learns that the purchase will not occur, the JSA Provider
must delete that commitment.
Outstanding Employment Pathway Fund commitments and reimbursements
The Department will closely monitor all EPF transactions and may prevent JSA Providers from entering
into new or specific EPF commitments during the Transition Period.
Claims for reimbursement by the JSA Provider must be completed within 60 days of the purchase being
made, in accordance with the JSA Deed (clause 61), and no later than 30 August 2015 (with the
exception wage subsidies, agreed post-placement support, goods or services that are required to
support the job seeker in a job, training or educational Activity that continues beyond 30 June 2015).
Likewise, where the supplier or Employer has not issued an invoice, the JSA Provider must follow up
with the supplier/Employer to obtain an invoice either within 60 days of purchasing the goods or the
services being provided or by 30 August 2015.
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JSA Providers must acquit (or quick acquit if appropriate) all outstanding EPF batch purchases within
three months from the date JSA Providers claim reimbursement in the Department’s IT Systems but no
later than 30 September 2015. Where a JSA Provider is not able to acquit a batch purchase
reimbursement (refer to Documentary Evidence requirements in the Documentary Evidence for Claims
for Payment Guideline), the Department may undertake recovery action.
Labour Adjustment Programme and Structural Adjustment Package credits
Labour Adjustment Programme (LAP) and Structural Adjustment Package (SAP) EPF credits will be
carried over to the SAP pool of the Employment Fund on transition. Note: all EPF commitment and
Reimbursement transition requirements apply to purchases using LAP or SAP credits.
Where a current site has available SAP/LAP credits and transitioning SAP/LAP job seekers, the SAP/LAP
credits will be distributed evenly among the transitioning job seekers to their new Site’s separate SAP
pool in the Employment Fund. The amount that each transitioning job seeker can carry over is capped at
the amount of each transitioning job seeker’s original SAP/LAP allocation.
The Department’s IT Systems will automatically allocate SAP/LAP funds to the SAP pool of the
Employment Fund on transition.
Where a current site has available SAP/LAP credits but no transitioning SAP/ LAP job seekers on their
caseload, the SAP/LAP credits will be zeroed.
As per the section on Stream Movement and Conversion above, job seekers subject to a SAP or LAP will
transition at a minimum to Stream B.
Service Fees
Service Fees will be paid to all JSA Providers during the Transition Period in accordance with the JSA
Deed and Notice No. 18 of 23 December 2014. The Department will pay Service Fees for the last 13
Week Service Fee Period on a pro-rata basis, calculated based on the period of time from the
Commencement of the last 13 Week Service Fee Period to the date the job seeker is transferred to their
Employment Provider.
Job Seeker Outcome and Job Seeker Placement Fees
Claims for Job Seeker Outcome and Job Seeker Placement Fees under the JSA Deed for the delivery of
JSA Services that occur up to and including 30 June 2015 will be honoured in line with the JSA Deed and
relevant guidelines.
JSA Providers must finalise all outstanding claims for payment in accordance with the JSA Deed and
relevant guidelines.
Between 29 and 30 June 2015, there will be limited access to the Department’s IT Systems.
On these dates JSA Providers will be able to
 create Vacancies
 refer and place job seekers into a Vacancy
 refer and place job seekers into an Education or Training Activity
 claim outcomes and other claims
If a job seeker is placed in a Vacancy on these dates the placement will be able to be used as an anchor
for an outcome payment. The Provider however will not be able to claim a Job Seeker Placement Fee
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through the normal system processes for these placements. JSA Providers will need to submit a General
Claim after 30 June 2015 in the Department’s IT Systems to claim Job Seeker Placement Fees for those
job seekers who were placed between 29 and 30 June 2015.
On 1 July 2015 and providers will have the ability to:
 create Vacancies (Providers should only do so for the purpose of referring and placing a job
seeker in a job prior to 1 July 2015)
 refer and place job seekers into a Vacancy, pre-30 June 2015
 refer and place job seekers into an Education or Training Activity placement, pre-30 June 2015
 claim eligible job placement and 13 and 26 week Outcome Fees.
 lodge claims for payment in the Department’s IT Systems until 30 June 2016.
All JSA business will need to be finalised in ESS. All jobactive business will need to be completed in ESS
Web.
Note: only the JSA Provider that was servicing the job seeker prior to 1 July 2015, is eligible to claim the
Job Placement and 13 and 26 week Outcome Fees where the job placement date was prior to
1 July 2015.
EPF Wage Subsidies
Regardless of whether a JSA Provider is exiting before 30 June 2015 or not, JSA Providers must ensure
that all outstanding payments, including Wage Subsidies payable to Employers after 30 June 2015, are
made to Employers for the period of any Wage Subsidy Agreements.
Commitments for all EPF
Wage Agreements must be
recorded in the Department’s
IT Systems by 30 June 2015
(or exit date if earlier).
EPF Wage Subsidies must be committed in the Department’s IT
Systems by 30 June 2015 (or exit date if earlier) if reimbursement is to
be sought. If the JSA Provider does not commit EPF expenditure for the
agreed EPF Wage Subsidy by this time, the Department will not be
liable for any further payments that the JSA Provider may owe to the
Employer.
Reimbursements for recorded Wage Subsidy commitments must be sought within 210 days of the
commitment being created—the latest date is 27 January 2016.
JSA Providers must ensure that their Employers have been provided with the JSA Provider’s ongoing
contact details (including a postal address) for after 30 June 2015.
End-of-contract meetings—Exiting Providers
For JSA Providers who will not be continuing to deliver Services from 1 July 2015, including those who
did not tender, a series of end-of-contract meetings will be conducted. Where current JSA Providers are
not continuing in a particular location or Employment Service Area, although they have been selected as
Employment Providers elsewhere, end-of-contract meetings may also be held. These meetings will be
arranged by Account Managers in consultation with each JSA Provider and commence as soon as
possible after the announcement of the tender outcomes—most likely in early April 2015.
These meetings will focus on setting out the Department’s expectations about fulfilling the
requirements of the JSA Deed through to the Completion Date and working with JSA Providers on issues
they may be facing (including the development of an acceptable exit strategy). This may include
discussion of the potential loss of staff, closure of Sites, management of job seekers on Activities,
Records management and EPF reconciliation.
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Requests for early JSA Provider exit
Exiting JSA Provider obligations to job seekers
Exiting JSA Providers must continue to Service and support job seekers until 30 June 2015. Exiting JSA
Providers must ensure that job seekers are aware that they will no longer receive support from them
after 30 June 2015. The exception is where the JSA Provider has agreed to provide post-placement
support or goods/services that are required to support the job seeker in a job, training or educational
Activity that continues beyond 30 June 2015. If this is the case, the JSA Provider must continue to
provide appropriate support.
Requests to relinquish business
The Department will consider requests on a case-by-case basis from JSA Providers who wish to
relinquish business before 30 June 2015.
The decision on whether to accept a JSA Provider’s request will be based on the following factors:
 minimal disruption to job seekers
 amount of business being relinquished
 proximity to the transition weekend
 availability of a suitable alternative Employment Provider to accept the business
and
 other relevant factors.
Additional information on ceasing employment services early is available from Account Managers.
Site closures
In accordance with the JSA Deed, JSA Providers are required to fulfil service delivery requirements until
the end of the contract.
Site closures, including requests and Site closure visits, will be managed through Account Managers.
JSA Providers interested in closing specific JSA Sites before 30 June 2015 will need to seek the
agreement of their Account Manager in writing (prior agreement is not required where sites are closing
on 30 June 2015). This is regardless of whether the JSA Provider is Exiting or will continue to deliver
employment services.
The Department may conduct, at its discretion, a closing site visit before any Site closure. Where
applicable, JSA Providers will be sent a Site Closure Checklist along with a Site Closure Declaration in
preparation for the closure.
The Department will send a Visit Outcome Letter to the Exiting Provider within 28 days of the visit
where applicable. The Visit Outcome Letter will advise of any action items arising from the visit,
particularly those relating to compliance and payment integrity monitoring, performance and quality
service.
Archiving or destruction of Records should be carried out in line with the Records Management
Instructions. On completion of the Site Closure Checklist, the Site Closure Declaration is to be signed by
the JSA Provider and forwarded to their Account Manager.
Preparing for Commencement
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Employment Providers must be prepared to commence Services, including having all Sites open, on
1 July 2015.
Initial Provider meeting
To support ongoing operations and a smooth transition to new Services, Account Managers will arrange
a series of meetings with new and Continuing Providers.
Initial Provider meetings will be held with all Employment Providers. The purpose of these meetings is to
establish a good base for relationships under the Employment Services Deed. The Department will
clearly communicate its priorities, standards and expectations for performance and conduct and the
importance of delivering the commitments made in their tender response and their Service Delivery
Plan(s).
These meetings will also offer Providers the opportunity to clarify, where relevant, their Service Delivery
Plan, including their approach to demonstrating their performance against their Service Delivery Plan;
update the Department on their preparation for the new Services, including Site set up, recruitment and
training; and discuss and clarify any specific areas of the Employment Services Deed.
Providers will have the opportunity to upload and publish information on Connections for Quality from
18 April to 30 June 2015. This will also be displayed concurrently with the existing Connections for
Quality information. As this is a mandatory requirement, information must be entered by 1 July 2015.
These meetings will be held once with each Provider rather than once at each Site.
Account Managers will contact Providers directly to arrange a suitable date and time. Priority will be
given to Work for the Dole Coordinators. Meetings will commence in April 2015 and will be completed
no later than 30 June 2015.
Servicing job seekers
Transition status of job seekers
All job seekers who are currently Commenced or pending in JSA will revert to pending when
transitioned. Providers will be required to make contact with all pending job seekers to book an Initial
Interview. Income support supplements and allowances such as Mobility Allowance will cease when job
seekers move from Commenced to pending status on transition.
Some job seekers may be Suspended from employment services due to a DHS coded Exemption. These
job seekers will remain Suspended when they are transitioned to Employment Provider
Services. Employment Providers will need to commence servicing Suspended job seekers once their
Suspension has been lifted. Providers should note that there is an engagement priority to guide the
order of Commencement for job seekers.
Note: Where a Provider has manually Suspended a job seeker before 1 July 2015, these Suspensions will
need to be re-entered after 1 July 2015 if appropriate.
Job seekers who have a Tasmanian Jobs Programme Agreement, Relocation Assistance to Take Up a Job
Agreement or a Restart Agreement but are currently in Stream 1 Limited will be transitioned to
Employment Provider Services at an Exited status to allow the Provider to re-sign the Agreement and
continue any payments as appropriate. Job seekers who are currently Exited and also hold any of the
Agreements listed above will also be transitioned to Employment Provider Services with an Exited status
to allow the Provider to re-sign the Agreement and continue any payments as appropriate after
1 July 2015.
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Commencement of job seekers
Employment Providers are required to Commence transition job seekers within six weeks of 1 July 2015.
To Commence a job seeker in accordance with the Employment Services Deed, an Employment Provider
must have recorded the completion of an Initial Interview with a job seeker. This includes entering into a
Job Plan.
The Department will be monitoring the time taken for Employment Providers to Commence job seekers.
Account Managers will liaise with Employment Providers throughout the post-Transition Period to
ensure that job seekers are Commenced in a timely manner. Where Employment Providers fail to
Commence job seekers within six weeks, the Department may impose sanctions in accordance with
clause 76.2 of the Employment Services Deed.
Engagement priority
Each transition job seeker will be assigned an engagement priority, which will be included on the
indicative caseload report available to Employment Providers from 8 June 2015 (see Table 5,
engagement priority, below). Engagement priorities have been adopted so that job seekers with the
most immediate support needs can be Commenced first, typically to enable continued participation or a
financial or other support arrangement.
Employment Providers should engage with job seekers in order of priority (1 being the highest). Note:
where a job seeker falls into more than one priority category, then the category of higher precedence
applies.
Table 5. Engagement priority
Priority
Group of job seekers
Young job seekers transitioning into the Work for the Dole Phase with a requirement to
Commence in a Work for the Dole Place
Job seekers participating in the Work for the Dole 2014–2015 pilot Activities
Job seekers undertaking, or expected to start, a Compliance Activity
1
(Highest)
Job seekers in receipt of Approved Program of Work Supplement
Job seekers in receipt of Mobility Allowance
Job seekers subject to the Stronger Participation Incentives for Job Seekers under 30
measure
Job seekers in employment, including those receiving Wage Subsidies (e.g. Restart)
2
Older job seekers transitioning into the Work for the Dole Phase with a requirement to
Commence in a Work for the Dole place
Job seekers commencing in Stream C, including Vulnerable Youth
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Priority
Group of job seekers
Job seekers who do not have an approved Employment Pathway Plan
Remaining Indigenous job seekers who are not included in higher priority groups
3
New Referrals during Transition Period who have not been Commenced before Transition
4
(Lowest)
All other job seekers
Payments
Administration Fees
The initial six-monthly Administration Fee will be triggered automatically when a job seeker Commences
in Employment Provider Services from 1 July 2015.
To assist with the delivery of services from 1 July 2015 Employment Providers will be able to opt-in to
receive an advance payment of initial Administration Fees. The advance payment will be based
Providers’ Transition Caseload, and will be made to Providers soon after 1 July 2015 if the Provider has
opted in to receive the advance.
To opt in Providers will need to:
 fill out the Advance Payment of Administration Fees form which is included in the Deed pack
issued to Providers
 return completed form to Account Managers by Wednesday 20 May 2015
Where Employment Providers have opted to receive this advance payment, a General Claim will be
created and approved in the Department’s IT Systems. Note: it may take up to two weeks for the
advance to transfer into Employment Providers’ nominated accounts.
The advance will be automatically acquitted against individual Administration Fee payments that are
triggered as job seekers are Commenced in Service. The advance will be acquitted against both
Administration Fees for Transition job seekers and new referrals from 1 July 2015.
Providers that do not choose to opt-in will have their first Administration Fee triggered as job seekers
commence in Services from 1 July 2015.
Dashboards and reports
The Department will provide a range of tools in time to assist Employment Providers to view and
monitor their caseload and prepare for and monitor the commencement of Employment Provider
Services.
Note: the tools and products provided in the lead up to transition, particularly the Site summary
dashboard and indicative caseload, does not guarantee the makeup of the Employment Provider’s
caseload as at 1 July 2015. The caseload is dynamic and will change as job seekers’ circumstances
change, particularly if job seekers choose an alternative Employment Provider or as a result of decisions
made by the Department.
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Site Summary Dashboard
The Department will give each Employment Provider a snapshot of their expected caseload from
11 May 2015. Below is an example of the Site Summary Dashboard.
The dashboard will include the anticipated caseload broken down by Stream and phase at the Site level.
It will not include details of individual job seekers. Employment Providers can use this dashboard to plan
Site capacity (including staffing numbers) and to anticipate the number of Work for the Dole Places
required for July 2015.
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Figure 1. Site Summary Dashboard
Indicative caseload
From 8 June 2015, Employment Providers will be given an indicative caseload, which will list the job
seekers who are expected to be on the Provider’s caseload as at 1 July 2015.
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The indicative caseload will include details at the Site and contract level and will include individual job
seeker name, contact detail, Stream, phase, placement status, whether an Employer agreement is in
place (for example, under the Restart Wage Subsidy) and the engagement priority. An example screen
shot of the indicative caseload is in Figure 2 below.
Employment Providers should use the indicative caseload to assist with booking job seekers into the
pre-Diary. The indicative caseload will not be available during the limited IT Systems availability period
on 29 and 30 June 2015. A snapshot of the indicative caseload will be taken at close of business on
Friday 26 June 2015. This snapshot will be made available as a report to Employment Providers for use
during this period by logging onto the Employment Community Service Network (ECSN) site on the
Employment Services Reporting Portal and selecting the Employment Services Reporting (ESR) link.
Providers can subscribe to this report on the Employment Services Reporting Portal via the
‘Subscriptions’ section.
Figure 2. Indicative Caseload
Post-Transition Widgets
The Post-Transition Widgets will be available to Employment Providers via the ESS Web Dashboard from
1 July 2015. These widgets will assist Employment Providers with monitoring the Commencement of
Transition job seekers. These widgets will only include transition job seekers that a Provider is able to
commence i.e. will exclude those job seekers that are suspended or who have exited/transferred before
commencing.
The widgets will be at the Site level and will include information on job seeker status at different times,
breakdown of Streams, Phases and priority, total Commencements as a percentage of the transition
cohort, initial Appointments completed, Activity Referrals created and Job Plans approved.
Pre-Diary
Employment Providers will be able to book job seekers into Appointments starting from 1 July 2015,
before the beginning of the Employment Services Deed. From 8 June 2015, the pre-Diary will be
released to Employment Providers. Pre-Diary functionality will end at close of business on 26 June 2015.
Employment Providers will be able to use the Electronic Diary from 29 June 2015 onwards.
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Employment Providers should follow the directions given in the engagement priority section when
booking in job seekers to ensure that those with the highest priority for engagement are booked first.
The indicative caseload will show the assigned engagement priority for each job seeker.
Continuing Providers need to ensure that they book job seekers into the correct Diary, as all
Appointments booked into the current Diary will be cancelled on the transition weekend. Employment
Providers must also ensure that they have sufficient timeslots in their pre-Diary from 1 July 2015 to
accept new Referrals.
All Employment Providers must ensure that they provide job seekers with sufficient contact information
(including contact numbers and street addresses for their Sites) when making contact with job seekers.
Reporting
Employment Providers can access the following reports by logging onto the Employment Community
Service Network (ECSN) site on the Employment Services Reporting Portal and selecting the
Employment Services Reporting (ESR) link. The ESR User Guide (available on ESR>Bulletins) contains
step-by-step instructions for Employment Providers on using ESR.
Expanded Transition Caseload Report
The expanded transition caseload report will be available to Employment Providers on the ESR Portal as
soon as or shortly after the indicative caseload is released. As the name suggests, this report will provide
additional information to that provided in the indicative caseload.
The expanded transition caseload report will include information on job seekers’ Activities up to the
transition weekend. Please note that all job seeker placements in Activities in the current ESS Activity
Management will be cancelled on the transition weekend. Additionally, this report will allow Providers
to show by filtering those job seekers who are exiting their caseload (in the case of exiting and
continuing Providers), and show by filtering job seekers that are moving onto their caseload (in the case
of continuing and new Employment Providers).
Providers can subscribe to this report on the Employment Services Reporting Portal via the
‘Subscriptions’ section.
Wage Subsidy Agreements
The Wage Subsidy Agreement Report will be available to Employment Providers shortly after the
indicative caseload becomes available. This report will inform Providers of the number of job seekers
who will be transitioned to their caseload with an active Wage Subsidy or Agreement (that is, a
Tasmanian Jobs Programme Agreement, a Relocation Assistance to Take Up a Job Agreement or a
Restart Agreement). This will assist Employment Providers with re-signing these Agreements and making
payments from 1 July 2015 as appropriate.
Post-Transition Commencement Report
The Post-Transition Commencement Report will be available to Employment Providers from 1 July 2015.
This report will assist Employment Providers with monitoring the Commencement of Transition job
seekers.
This report will include information on job seeker status at different times, breakdown of Streams and
phases, total Commencements as a percentage of the transition cohort, transfers after transition, initial
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appointments completed, Activity Referrals created and Job Plans approved. This report will be available
at the organisation level, with the option to filter by Site as required.
The ESR reports are dynamic and will be updated overnight. Further information on transition reporting
will be made available on the Provider Portal closer to the report becoming available.
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Part C—Transition to Work for the Dole
Coordinators
Transition to the new Services
Work for the Dole Coordinator responsibilities
Work for the Dole Coordinators delivering services under jobactive are responsible for sourcing and
securing Work for the Dole Places in their Employment Region. Work for the Dole Coordinators will be
contracted from 1 May 2015. Work for the Dole Coordinators are primarily responsible for:







sourcing and securing Individual Hosted and Group Based Activities
initiating ongoing engagement with all Employment Providers in the Employment Region
identifying potential Activity Host Organisations wishing to offer Work for the Dole Places
(whilst being aware of existing relationships with Continuing Employment Providers) and
connecting them with Employment Providers
identifying the requirements of each Work for the Dole Place, including the cost, duration and
location of each Work for the Dole Place
identifying the lead Employment Provider for Group Based Activities
advertising available Activities and Work for the Dole Places
and
undertaking risk assessments of Work for the Dole Places they have sourced.
Role of Work for the Dole Coordinators during transition
Work for the Dole Coordinators (JSA) are contracted in 18 Selected Areas to provide Services until 30
June 2015.
Table 6. Work for the Dole Coordinator transition arrangements
Exiting Work for the Dole Coordinators (JSA)
Work for the Dole Coordinator under jobactive
 Continue to identify Activity Host
 Collaborate effectively with exiting Work for
Organisations and secure places until 30 June
the Dole Coordinators (JSA), including but not
2015 or as advised by the Department.
limited to:
o meeting potential Activity Host
 Collaborate effectively with the Work for the
Organisations as appropriate
Dole Coordinator under jobactive, including
o meeting Employment Providers in the
but not limited to:
area (Continuing and exiting)
o providing a comprehensive briefing on the
o
attending any Activities (meetings,
specific issues in the Selected Area that
promotional Activities and so on)
are relevant to the Employment Region
conducted for the purposes of managing
for the commencing Coordinator
the delivery of Work for the Dole in the
o introducing them to potential Activity
area
Host Organisations as appropriate and
o meeting with local key stakeholders (as
providing all relevant documentation and
appropriate)
information, including details of any
o providing assistance for planning purposes
organisations contacted for potential
for the new Providers based on local
places during the 2015–2020 Contract
knowledge (for example, labour market
period
changes).
o introducing them to Providers in the area
(Continuing and exiting) and including the  Must develop a plan that details Activities to
Coordinator under jobactive in any
be undertaken for the effective delivery of the
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Exiting Work for the Dole Coordinators (JSA)
Work for the Dole Coordinator under jobactive
meetings/discussions with Providers that
Work for the Dole programme in the
fall within their Employment Region
Employment Region, including details around
o including them in any Activities (meetings,
Activities to secure places and potential
promotional Activities and so on)
promotional Activities.
conducted for the purposes of managing
 Advise new and existing Activity Host
the delivery of Work for the Dole in the
Organisations of the changes to the Work for
area
the Dole programme.
o introducing the Work for the Dole
 Must enter identified places into ESS Web.
Coordinator under jobactive to local key
 Assist Employment Providers and Activity Host
stakeholders (as appropriate)
Organisations to Transition to jobactive.
o providing assistance for planning purposes  Must maintain appropriate Records for the
to Work for the Dole Coordinators under
purposes of delivery of the Work for the Dole
jobactive based on local knowledge (for
programme (as detailed in the Documentary
example, labour market changes).
Evidence guidelines).
 Continue to work with the Department to
deliver the Work for the Dole 2014–2015
programme until 30 June 2015.
 Assist Continuing and exiting JSA Providers,
new Employment Providers and Activity Host
Organisations to prepare for transition to
Employment Services 2015–2020
arrangements.
 Ensure that any Records are maintained
appropriately and submitted to the
Department upon request.
Note: exiting Work for the Dole Coordinators (JSA) may need to provide assistance to several new Work
for the Dole Coordinators under jobactive based on the new Employment Regions and possible overlap
with the Selected Areas.
Servicing during the Transition Period
For Work for the Dole Coordinators (JSA) who will not be Continuing to deliver Services from 1 July
2015, including those who did not tender, a series of end-of-contract meetings will be conducted. These
meetings will be arranged by Account Managers in early April 2015 and in consultation with each Work
for the Dole Coordinator (JSA). They will be undertaken as soon as possible after the announcement of
the tender outcomes.
These meetings will focus on setting out the Department’s expectations about fulfilling the
requirements of the Work for the Dole Coordinator Services Contract 2014-15 through to the
Completion Date and working with Providers on issues they may be facing (including the development
of an acceptable exit strategy). This may include discussion of the potential loss of staff, closure of Sites,
advice to Activity Host Organisations and other stakeholders and Records management requirements.
Requests to relinquish business
The Department will consider requests on a case-by-case basis from exiting Work for the Dole
Coordinators (JSA) who wish to relinquish business before 30 June 2015.
The decision on whether to accept an exiting Work for the Dole Coordinator’s request will be based on
the following factors:
 minimal disruption to job seekers and Host Organisations
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


amount of business being relinquished
proximity to the transition weekend
and
any other relevant factors.
Additional information on ceasing Services early is available from Account Managers.
Preparing for Commencement
A series of Initial Provider meetings will be held with Work for the Dole Coordinators delivering Services
under jobactive. The purpose of these meetings is to establish a good base for relationships under the
Employment Services Deed. The Department’s priorities, standards and expectations for performance
and conduct will be clearly communicated to Work for the Dole Coordinators.
These meetings will also offer Work for the Dole Coordinators the opportunity to give details on their
approach to monitoring and measuring their performance; update the Department on their preparation
for the new Services, including Site set-up, recruitment and training; and discuss and clarify any specific
areas of the Employment Services Deed.
These meetings will be held once with each Work for the Dole Coordinator rather than once per Site.
Account Managers will contact Providers directly to arrange suitable dates and times. Priority will be
given to Work for the Dole Coordinators. Meetings will commence in early April 2015.
For Work for the Dole Coordinators, establishment and services fees are detailed in Schedule 2 of the
Work for the Dole Coordinator Services Deed 2015-2020. These Fees will be paid upon receipt of a
correctly rendered Tax Invoice.
More comprehensive information is detailed in the Work for the Dole Programme Guideline, which is
available on the Provider Portal.
ESS Activity Management
All job seeker placements in Activities in ESS Activity Management will be ended in ESS on the transition
weekend of 27–28 June 2015. This will be a system matter only and will not affect Activities that have
been arranged to continue on the ground. Providers will be required to re-Commence job seekers who
are continuing to participate in the system by 10 July. Some new ESS functionality will also be available
prior to 1 July 2015 for Work for the Dole Coordinators.
Work for the Dole Coordinators delivering jobactive Services will have access to the new Activity
Management in ESS Web from 1 May 2015. However, this functionality will be limited to:
 creating Work for the Dole Activities on the system that will commence from 1 July 2015
 managing Work for the Dole Activities. (for example, recording information about host
agreements and risk assessments and details of the Activity—duration, location, number of
places)
 managing the visibility of Work for the Dole Activities to Employment Providers
Work for the Dole Coordinator Dashboard
In May 2015 the Department will give Work for the Dole Coordinators a snapshot of the expected
number of job seekers eligible for Work for the Dole Phase in their Employment Region. This
information will be broken down into postcodes and suburbs. Figure 3 below gives an example of the
Work for the Dole Coordinator Dashboard.
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The dashboard will display the Employment Region/s in which the Work for the Dole Coordinator is
contracted to deliver Services in. When an Employment Region is selected, the count of job seekers by
postcode will be shown. Work for the Dole Coordinators will then be able to break this information
down further to the count of job seekers by suburb. This information can also be exported into a data
file.
This dashboard is dynamic and will change as job seekers’ circumstances change—for example, if a job
seeker relocates to another Employment Region. These changes will affect the total number of job
seekers in the Work for the Dole Phase in each Employment Region.
Figure 3. Work for the Dole Coordinator Dashboard
Work for the Dole Coordinators can access related reports by logging onto the ECSN Site on the ESR
Portal and selecting the ESR link. The ESR User Guide (available on ESR/Bulletins) contains step-by-step
instructions on using ESR.
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Part D—Transition to NEIS
Transition servicing
Current NEIS Panel Members are contracted to deliver NEIS Services until 30 June 2015. This means
NEIS Panel Members may continue to commence eligible job seekers in a NEIS Training Activity in the
Department’s IT Systems until 26 June 2015.
NEIS Panel Members may also continue to Commence NEIS Eligible job seekers into NEIS Assistance in
the Department’s IT Systems until 18 June 2015. NEIS Panel Members must lodge the relevant NEIS
Assistance Commencement paperwork using current processes for job seekers to commence NEIS
Assistance.
While NEIS Panel Members may have Services Contracts in place with JSA Providers and/or Disability
Employment Services (DES) Providers, NEIS Services must continue to be delivered in accordance with
the current JSA/NEIS Deed. Exiting NEIS Panel Members must continue to service current job
seekers/NEIS Participants who have Commenced in NEIS Training and/or NEIS Assistance until
completion of the relevant service. This means that current NEIS Participants must receive the full 52
weeks of NEIS Assistance from their NEIS Panel Member.
Where job seekers have completed NEIS Training but have not commenced NEIS Assistance by
18 June 2015, the job seeker’s new Employment Provider will send the job seeker to a NEIS Provider
delivering Services under jobactive to be assessed and, where appropriate, commenced into NEIS
Assistance after 1 July 2015.
NEIS Panel Members that are continuing to deliver NEIS Services to job seekers Commenced into NEIS
Training or NEIS Assistance before 1 July 2015 will continue to have access to the Department’s IT
Systems.
In some cases, the Department may need to transfer participants receiving NEIS Services from an exiting
NEIS Panel Member to a NEIS Provider. If this occurs, the Department will identify affected participants
and will liaise with the relevant NEIS Provider. NEIS Providers will be required to Service these
participants in accordance with the requirements of the Employment Services Deed.
NEIS Providers should be aware of provisions on their entitlement to payments in relation to NEIS
Transitioned Participants and NEIS Transitioned Prospective Participants under clause 130.3 of the
new Employment Services Deed (that is, participants that were receiving NEIS Services before 30 June
2015).
Successful tenderers that will be NEIS Providers must be ready to commence operations from 1 July
2015.
Exiting NEIS Panel Members
For NEIS Panel Members that have not been awarded business for 2015–2020, including those that did
not tender, a series of transition meetings may be arranged by Account Managers in consultation with
each NEIS Panel Member. These will commence as soon as possible after the announcement of the
tender outcomes—most likely in April 2015.
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These meetings will focus on setting out the Department’s expectations about fulfilling the
requirements of the JSA/NEIS Deed through to the Completion Date and working with NEIS Panel
Members on issues they may be facing (including the development of an acceptable exit strategy). This
may include discussion about servicing out current job seekers/NEIS Participants, the potential loss of
staff, closure of Sites, management of job seekers on Activities and Records management.
NEIS Providers—preparing for Commencement
A series of Initial Provider meetings will be held with NEIS Providers. The purpose of these meetings is to
establish a good base for relationships under the Employment Services Deed. The Department will
clearly communicate to NEIS Providers its priorities, standards and expectations for performance and
conduct and the importance of delivering the commitments made in their tender response.
These meetings will also offer NEIS Providers the opportunity to clarify their approach to monitoring and
measuring their performance; update the Department on their preparation for the new Services,
including Site set-up, recruitment and training; and discuss and clarify any specific areas of the
Employment Services Deed.
These meetings will be held with each NEIS Provider rather than once per Site.
Account Managers will contact NEIS Providers directly to arrange a suitable date and time. Priority will
be given to Work for the Dole Coordinators. Meetings will commence in April 2015 and will be
completed no later than 30 June 2015.
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Part E—Transition to Harvest Labour
Services
Transition to the new Services
Successful tenderers who will be Harvest Labour Services (HLS) Providers must be ready to commence
operations on 1 July 2015. The Department will advise HLS Providers (JSA) that were not awarded HLS
under the Employment Services Deed in writing on contract closure requirements, which will include
closing vacancies and advising horticultural growers of the new HLS Provider in the Harvest Area.
Servicing during the Transition Period
Exiting HLS Providers (JSA) must continue to deliver HLS until 30 June 2015. HLS Providers (JSA) need to
continue to submit their quarterly reports as required in order to claim their Service Fees.
For HLS Providers (JSA) who will not be continuing to deliver Services from 1 July 2015, including those
who did not tender, end-of-contract meetings will be conducted. These meetings will be arranged by
Account Managers in consultation with each HLS Provider and will be undertaken as soon as possible
after the announcement of the tender outcomes—most likely in early April 2015.
These meetings will focus on setting out the Department’s expectations about fulfilling the
requirements of the JSA Deed through to the Completion Date and working with HLS Providers (JSA) on
issues they may be facing (including the development of an acceptable exit strategy). This may include
discussion of the potential loss of staff, closure of Sites, stakeholder management and Records
management requirements.
Preparing for Commencement
Initial Provider meetings will be held with HLS Providers. The purpose of these meetings is to establish a
good base for relationships under the Employment Services Deed. The Department will clearly
communicate to HLS Providers its priorities, standards and expectations for performance and conduct
and the importance of delivering the commitments made in their tender response.
These meetings will also offer HLS Providers the opportunity to clarify their approach to monitoring and
measuring their performance; update the Department on their preparation for the new Services,
including Site set-up, recruitment and training; and discuss and clarify any specific areas of the
Employment Services Deed.
These meetings will be held once with each HLS Provider rather than once per Site.
Account Managers will contact HLS Providers directly to arrange a suitable date and time. Priority will be
given to Work for the Dole Coordinators. Meetings will commence in April 2015 and will be completed
no later than 30 June 2015.
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Part F—Transition to National Harvest
Labour Information Services
Transition to the new Services
The successful tenderer who will be the National Harvest Labour Information Services (NHLIS) Provider
must be ready to commence operations on 1 July 2015.
Servicing during the Transition Period
The NHLIS Provider (JSA) must continue to deliver the relevant Services until 30 June 2015.
Preparing for Commencement
An Initial Provider meeting will be held with the NHLIS Provider. The purpose of the meeting is to
establish a good base for the relationship under the Employment Services Deed. The Department will
clearly communicate to the NHLIS Provider its priorities, standards and expectations for performance
and conduct and the importance of delivering the commitments made in their tender response.
The meeting will also offer the NHLIS Provider the opportunity to clarify their approach to monitoring
and measuring their performance; update the Department on their preparation for the new Services,
including set-up, recruitment and training; and discuss and clarify any specific areas of the Employment
Services Deed.
The Account Manager will contact the NHLIS Provider directly to arrange a suitable date and time to
meet between April and June 2015.
The NHLIS Provider will be required to produce and publish the Harvest Guide on the Harvest Trail
Website and revise it on a monthly basis (at a minimum) and update Harvest Information on the
Harvest Trail website as new information is received.
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Part G—IT requirements
This section details information on limited IT Systems access availability on 29 and 30 June 2015, the
processes for establishing, continuing and discontinuing IT access and security, ESS Web and Activity
Management over the Transition Period. It also provides information on the use of Third Party Systems.
Limited IT Systems availability on Monday 29 and Tuesday 30 June 2015
The Employment Services Deed commences on Wednesday 1 July 2015. The Department will transfer
job seekers from Job Services Australia to Employment Provider Services on the transition weekend of
27–28 June 2015; therefore, there will be limited IT Systems availability on Monday 29 and Tuesday 30
June 2015. This is to ensure the integrity of IT Systems deployments made to support the new
Employment Services Deed, as all contract Referrals are ended on the weekend. The Department’s IT
Systems will be available to JSA Providers and DHS to perform essential but restricted functions.
On Monday 29 June and Tuesday 30 June 2015:
 JSA Providers will be able to:
o view their current JSA caseload
o create, refer and place job seekers into a Vacancy
o refer and place job seekers into Education or Training Activity
o lodge claims (claims lodgement will be available until 30 June 2016)
o create, withdraw, delete or modify commitments and make reimbursements from the
EPF
o Create jobactive appointments in the Electronic Diary (pre-Diary no longer available)
 NEIS Panel Members will be able to:
o lodge NEIS Training and NEIS Provider claims
 HLS Providers will be able to:
o lodge Harvest Placement Claims.
The indicative caseload will not be available during this period. A snapshot of the indicative caseload will
be taken as at close of business on Friday 26 June 2015. This snapshot will be made available as a report
to Employment Providers for use during this period by logging onto the Employment Community Service
Network (ECSN) site on the Employment Services Reporting Portal and selecting the Employment
Services Reporting (ESR) link. Providers can subscribe to this report on the Employment Services
Reporting Portal via the ‘Subscriptions’ section.
Establishing, continuing and discontinuing IT access and security
This section details IT Systems access requirements for exiting, new and continuing Employment
Providers and Work for the Dole Coordinators. Information on the Employment Services System (ESS),
including the new ESS Web and transition arrangements for Activity Management, can be found below.
All Organisational Security
Contacts and Site Security
Contacts, regardless of
whether they are new or
ongoing (Continuing
Employment Provider) must
complete the IT Security
training module, which is
available from the Learning
Centre.
System access requirements
New Employment Services Providers will receive instructions on system
access in their Deed packs. Employment Services Providers may choose
to contact the Employment Systems Help Desk (1300 305 520) for
assistance with establishing system access.
Continuing Providers establishing new Sites will be responsible for
setting up user accounts so that staff can access ESS Web. Continuing
Providers will already have an Organisational Security Contact (OSC) who
can assist in setting up these accounts. The OSC must delete all users
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who no longer require access to the Department’s IT Systems from all non-ongoing Sites,even if the
organisation is successful in tendering to deliver Employment Provider Services. Access will need to be
maintained for selected staff to enable claims to be finalised. Providers can find more information this
process on the IT Security and Access page on the Provider Portal.
The OSC for Exiting Providers must delete all users who no longer require access to the Department’s IT
Systems and retain access only for those staff that require access to finalise business.
The Employment Systems Help Desk (1300 305 520) can assist exiting
Organisations issued with
Employment Providers with security issues. Employment Providers can find
a new organisational code
more information about this process on the IT Security and Access page on
(e.g. successfully
the Provider Portal.
Tendering as part of a
Security tokens
The OSCs use smart tokens to access the Department’s identity
management tool—I:AM. Smart tokens grant the OSCs the ability to create
users. Smart tokens must be used for this transaction to provide the high
level of security that is required for such operations.
consortium, joint venture,
partnership or other
entity) will need to apply
for systems access as a
new entity.
Tokens will be sent to OSCs of Employment Services Providers after initial access requests are
processed. Employment Services Providers should account for the time taken for tokens to be delivered
before estimating when they will be able to start creating new users.
The OSCs of Exiting Providers are responsible for the return smart tokens. This must be done as soon as
access is deactivated for each user, even if this is progressively completed until the final user account is
deactivated. Tokens can be returned to the following address:
ES Production Support Security Team
GPO Box 9880
Canberra ACT 2601
To simplify the process for Continuing Providers, OSCs may choose to keep their security token if they
continue to require access to the Department’s IT Systems into jobactive (e.g. they are employed with a
JSA Provider that will deliver Employment Provider Services as a new legal entity). These smart tokens
will simply need to be reassigned to their new user accounts once their new user ID has been created.
To do this, users will need to contact the ES Help Desk on 1300 305 520 and provide the smart token ID
and the user ID that it is being reassigned to.
ESS Web and Activity Management
From 1 July 2015, the Department’s IT Systems will move from a desktop application to a web
application. Many of the existing concepts in ESS Desktop will be retained but may operate differently.
The following section details the new ESS Web and Activity Management.
ESS Web
ESS Web function is optimised for Internet Explorer 11, but compatibility testing will also be done with
the latest versions of Firefox, Chrome and Safari. ESS Web is primarily designed to operate in desktop
browsers. However, its responsive design will also enable users to access ESS Web on tablet and mobile
devices.
Information on training for ESS Web, including when supporting documentation will become available,
can be found in the section on Training below.
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ESS Activity Management
All job seeker placements in Activities in ESS Activity Management will be ended on the Transition
weekend of 27–28 June 2015. However, for Continuing Providers, Activities can continue on the ground.
Some functionality of ESS Web will also be available before 1 July 2015 for Employment Providers and
Work for the Dole Coordinators. Continuing Providers will need to record the Activity and job seeker
placements in ESS for participation up to 30 June and in new ESS Web in order for the Activity to
continue on the ground after 1 July 2015.
Third Party Systems
Employment Providers using a system other than the Department’s IT Systems must comply with the
security requirements set by the Department. In accordance with the Employment Services Deed (clause
32.2), Employment Providers are required to notify the Department if they intend to use a Third Party
System. Providers must not transfer electronic Records to, or store electronic Records with third party
data hosting entities, including cloud storage providers, without the prior written approval of the
Department.
Employment Providers may only use a Third Party System if the Third Party IT Provider has entered into
the Third Party IT Provider Deed with the Department. Third Party Systems must be accredited against
the Information Security Manual within six months of entering into an agreement with the Department.
All systems must ensure the privacy and security of the information they hold. In accordance with the
Employment Services Deed (clause 32.4), in-house systems used instead of or as an add-on to the
Department’s IT Systems (i.e. Provider IT Systems) will also need to comply with the security
requirements provided in the Statement of Applicability.
Webinars will be conducted to discuss the implementation of the security requirements in late April to
early May. The Third Party IT Deed is available on the Employment Services Procurement Information
page on the Department’s website.
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Part H—Branding and signage
This section details branding and signage requirements for Employment Services Providers.
Providers that deliver Services under the JSA Deed must by no later than 30 June 2015:
 remove and dispose of JSA window stickers in a manner that ensures they
All Providers
are not able to be used again
must cease
 remove the JSA branding and logo from all signage
using the JSA
 remove the JSA branding and logo from all communication products,
branding at
including, but not only, the Provider’s letterhead, information products
close of business
and advertising.
on 30 June 2015.
Exiting Providers must also remove all Connections for Quality logo and branding.
Providers should also dispose of any JSA printed information products produced or printed by the
Department. Information products should be disposed of through secure recycling. Costs associated
with destroying printed information products are the Provider’s responsibility.
jobactive branding and signage
Employment Providers must commence using new branding and signage to reflect the new Employment
Services from 1 July 2015. Work for the Dole Coordinators will be advised when to start using new
branding in mid-2015 once a final brand has been developed.
Specific arrangements for branding and signage for jobactive are being finalised. The Department will
provide further advice to Employment Services Providers as soon as possible during the Transition
Period on the branding arrangements, including information on the brand, how and when to apply the
brand and the process for signage.
Employment Services Providers are required to adhere to promotion and style guides issued by the
Department to govern promotional activity, including any obligation to ensure that all advertisements,
publicity and promotional materials carry the approved badging and signage and acknowledge the
financial and other support provided by the Government.
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Part I—Records management
General
As a general rule, all Employment Services Providers, including new and Continuing Providers, must
comply with the Records Management Instructions Guidelines (RMIs) in relation to the management of
identified Records containing Personal Information created by Providers after
1 July 2015.
Continuing and exiting Providers must comply with JSA Deed RMIs. The JSA Deed RMIs apply to active
and inactive Records containing Personal Information created by Providers before 1 July 2015.
New Providers under the Employment Services Deed
New Providers should be advised to read the RMIs which are available on the Department’s Provider
Portal. The RMIs contain legally binding instructions on the management, retention and disposal of
identified Records created or used by Providers during the delivery of Services under the Employment
Services Deed. These instructions apply regardless of the format of the Records. Records in Third Party
Systems need to be dealt in accordance with the RMIs.8
The RMIs should not be read as a stand-alone document. Rather, the RMIs should be read in conjunction
with the relevant provisions of the Deeds.
Key elements of the RMIs are:
 Providers must create accurate Records in the course of delivering employment services
 while Providers may create Records in either paper or electronic form, it is the Department’s
preference that all Records are created and managed electronically
 Providers must securely store all Records appropriately both on and off site
 Providers must not transfer Personal Information outside Australia, or allow parties outside
Australia to have access to it, without the prior written approval of the Department
 Providers must store Records securely either on their own premises or off-site using a Records
storage facility in compliance with relevant legislation
 Providers must ensure the Department has access to Records if required
 Providers must not transfer electronic Records to, or store electronic Records with, third party
data hosting entities, including cloud storage providers, without the prior written approval of
the Department
 Providers must report all incidents involving unauthorised access, damaged, destroyed, lost or
stolen Records to the Department
 Providers must be able to locate and retrieve Records about a Participant if requested
 Providers must maintain an up to date list of the Records held by the Provider and make this list
available to the Department upon request
 Providers must retain Records according to the minimum retention periods outlined in the RMIs.
Retention periods apply to all formats of Records, whether created in paper or electronically or
scanned
 Records must be returned to the Department within 28 Business Days if requested by the
Department
 Providers must not destroy or dispose of Records other than in accordance with the RMIs or as
directed by the Department.
8
A Third Party System means the information technology system of a Third Party IT Provider.
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Continuing Providers
All active Records for Participants transitioning to jobactive must be retained and managed under
Employment Services Deed and as per the RMI arrangements. Records for job seekers that are exited
from employment provider services at Transition must continue to be retained by Providers in
accordance with remaining retention periods as specified under JSA Deed and the relevant JSA Deed
RMI.
Exiting Providers
Exiting Providers must comply with the RMIs and the Deed in place at the time (i.e. the JSA Deed) in
relation to the management of Records containing Personal Information. Additionally, the RMIs and the
Deed clauses relating to record management apply to both active and inactive Records containing
Personal Information.
Exiting Provider RMI identified Records will fall into three categories:
1. Records not due for destruction that are for active job seekers
2. Records not due for destruction that are for inactive job seekers
3. Records due for destruction.
Exiting Providers must sort Records into the above three categories and manage the Records in
accordance with JSA Deed RMIs requirements.
Exiting Providers must return all (i.e. active or inactive) Records containing Personal Information as
specified in the JSA Deed RMIs, other than those Records eligible for destruction in accordance with the
JSA Deed RMIs, to the Department.
Returning Records
The Department’s preferred format for Records to be returned is electronically in a common readable
format. Providers must ensure that electronic Records transferred to the Department are readable,
identifiable and are not corrupted. Documents must have meaningful titles and be contained within a
single job seeker folder listing the job seeker ID, first name and last name as outlined in the RMIs.
Electronic Records already on the Department’s IT Systems do not need to be returned.
Providers which wish to return hardcopy Records must first seek approval to do so from their Account
Manager. Permission to return hardcopy Records will only be granted in exceptional circumstances.
When permission to return hardcopy Records is granted, Account Managers will discuss the format and
volume of Records to be returned and provide information about the return process to Providers.
Records due for destruction
Records must only be destroyed after they have reached the minimum retention period as specified in
the relevant RMI and the Deed. Providers are required to ensure that Records relevant to legal
proceedings, or where legal action or litigation can reasonably be expected, are not destroyed, even
where minimum retention periods are met. Providers must maintain a list of destroyed Records and
retain this list in accordance with the RMIs.
Destruction Methods
The RMIs provide further information on the appropriate destruction methods for all Records, including
Records in Third Party Systems. If the Provider engages another party to destroy Records the Providers
must ensure that the Records are destroyed by a method consistent with Commonwealth Guidelines as
outlined in the RMIs. Costs associated with destroying Records are the Provider’s responsibility.
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For detailed instructions on secure destruction follow the Australian Signals Directorate Information
Security Manual Controls.
Access to Returned Records
Where Records have been returned to the Department and a Provider subsequently requires access, the
Provider must write to their Account Manager with the details and purpose of the request. The
Department will consider these requests, but may require Providers to seek access via the Freedom of
Information process as required under the Freedom of Information Act 1982.
Where Records have been returned to the Department and a Provider receives an order to produce
documents contained in the Records, such as a subpoena, the Provider should seek independent legal
advice.
Transfer of Records between Providers
The standard process for the transition period is that the Department’s IT Systems information will be
transferred to Employment Providers when job seekers are transitioned to Employment Providers.
Participant information held on the Department’s IT systems include:
 personal details e.g. name, address, date of birth
 the Job Seeker Classification Instrument results
 previous Employment Pathway Plans completed
 compliance history.
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Part J—Employment Services Industry Jobs
Board
Employment Services Industry Jobs Board
The Employment Services Industry Jobs Board connects Employment Services Providers with people
looking for work in the employment services industry.
The Employment Services Industry Jobs Board enables Employment Services Providers to search for
employees and load vacancies for job seekers wanting work in the employment services industry.
Individuals can use this resource to search for vacancies within the employment service industry and
promote their skills.
For jobs to be displayed on the Employment Services Industry Jobs Board, Employment Services
Providers need to select the ‘Employment Services Industry Job’ Special Vacancy Type flag when
creating the job in either the Department’s IT Systems or on the Australian JobSearch website.
Employment Services Providers are able to register on JobSearch as a public Employer and use the jobs
board before gaining access to the Department’s IT Systems. Once access to the Department’s IT
Systems has been granted, an Employment Services Provider can access both the Department’s IT
Systems and the Australian JobSearch website with the required Employment Services Provider sign-in
detail.
The Employment Services Industry Jobs Board can be accessed on the Australian JobSearch website.
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Part K—Training
Training
The Department will produce a range of training modules and events to help Employment Services
Providers to gain the skills and knowledge required to operate under jobactive.
e-learning
modules will be
published in the
Learning Centre
on 6 April 2015.
The modules are designed to introduce learners to the new model—the key
messages, concepts and policy. Learners will complete a quiz at the end of each
module and they can print certificates of achievement after achieving a score of
80 per cent or more.
An intensive webinar programme will be delivered during May and June. The
webinars will be delivered by operational policy and IT Systems experts. They will provide further details
of the policy and explain how the IT Systems support the policy. Webinars are recorded and session
replays can be downloaded free of charge from the Learning Centre. Most importantly, the webinars will
give learners opportunities to meet online with policy and IT experts.
Additionally, an IT Systems training database with supporting workbook exercises will help learners to
learn about the new ESS Web IT Systems. The new system includes a graphical dashboard that gives
Employment Providers greater visibility of their caseloads. The training database and supporting
documentation will be available from 1 June 2015.
There will be two face-to-face training events in June 2015 aimed at Employment Provider organisation
trainers. ESS Web will give trainers the opportunity to meet with the Department’s IT Trainers to look
more closely at the new system.
Compliance training
In the lead up to the implementation of Stage 3 of the Strengthening the Job Seeker Compliance
Framework on 1 July 2015, the Department will deliver face-to-face training to Employment Providers.
The Training will cover the following aspects of the Framework, and will include practical activities for
Employment Providers:











the Framework changes
Job Plans
notifications
Serious and Connection Failures
No Show No Pay
Work for the Dole App and Activity Diary
reporting non-attendance
job search
SPI under 30s
DSP under 35s
IT system case study
The Department will contact Employment Providers to attend the training through their CEOs.
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Appendix A—communication to job seekers
Advice 1a—all job seekers transitioning
Our Ref
«JSID»
«Title» «First_Name» «Surname»
«Address_line_1»
«Address_Line_2»
«Address_Line_3»
«Suburb» «State» «Postcode»
«Date»
Dear «Title» «Surname_lower_case»
New services for job seekers starting 1 July 2015
The Australian Government is introducing a new employment service to help people find and keep a job.
The new service is called ‘jobactive’ and will replace Job Services Australia from 1 July 2015.
What does this mean for me?
The Government has recently announced the names of the organisations that will deliver jobactive
services around the country.
This means that you may receive help to look for work from a different organisation in the future.
What do I have to do now?
At the moment, it is important that you continue to attend all appointments with your current Job
Services Australia provider and attend any job interviews and activities that are organised for you.
If you do not, your income support payment may be affected.
What will happen next?
In coming months, the Department of Employment will start the process of connecting job seekers with
jobactive services.
You will receive a letter in June 2015 to let you know which organisation will be helping you from
1 July 2015.
Your jobactive organisation will contact you to set up a time to develop your new Job Plan and discuss
how they can help you to find and keep a job.
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More information
If you have any questions about these changes or would like further information, you can:



Speak to your current Jobs Services Australia provider
Go to jobsearch.gov.au/jobactive
Call the National Customer Service Line on 1300 854 414*
Yours sincerely
Customer Service
Department of Employment
* Note that call charges apply for calls to ‘13’ and ‘1800’ numbers from mobile phones.
If you need an interpreter, please call the Translating and Interpreting Service (TIS) on 131 450*
and ask for 1300 854 414*.
If you are deaf, or have a hearing or speech impairment, contact the National Customer Service Line
through the National Relay Service. For more information, visit relayservice.gov.au.
__________________________________________________________________________
Department of Employment
GPO Box 9880 Canberra ACT 2601
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SMS for Advice 1a
This is the Department of Employment. New employment services start in July. Visit
jobsearch.gov.au/jobactive or talk to your provider for more info
Push notification for Advice 1a
This notification is from the Department of Employment. New employment services start on 1 July 2015.
Visit jobsearch.gov.au/jobactive or talk to your provider for more information about what these changes
mean for you
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Advice 1b—job seekers Exited at transition
Our Ref
«JSID»
«Title» «First_Name» «Surname»
«Address_line_1»
«Address_Line_2»
«Address_Line_3»
«Suburb» «State» «Postcode»
«Date»
Dear «Title» «Surname_lower_case»
New services for job seekers starting on 1 July 2015
The Australian Government is introducing a new employment service to help people find and keep a job.
The new service is called ‘jobactive’ and will replace Job Services Australia.
What does this mean for me?
Our records show that you currently volunteer for employment services.
From 1 July 2015 eligibility to volunteer will change. You may be able to volunteer for up to six months
of services under jobactive to help you find work, depending on your circumstances. The practical
support and advice you can receive will increase your chances of finding work and will include help to
develop your résumé, advice about the local labour market and access to online job search facilities
such as Australian JobSearch.
The Department of Employment will send you a letter in June to tell you how to register with an
organisation to volunteer for services from 1 July 2015. You can continue working with your current
provider until 30 June 2015.
More information
If you have any questions about these changes or would like further information, you can:



Speak to your current provider
Go to jobsearch.gov.au/jobactive
Call the National Customer Service Line on 1300 854 414*
Yours sincerely
Customer Service
Department of Employment
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* Note that call charges apply for calls to ‘13’ and ‘1800’ numbers from mobile phones.
If you need an interpreter, please call the Translating and Interpreting Service (TIS) on 131 450*
and ask for 1300 854 414*.
If you are deaf, or have a hearing or speech impairment, contact the National Customer Service Line
through the National Relay Service. For more information, visit relayservice.gov.au.
___________________________________________________________________________
Department of Employment
GPO Box 9880 Canberra ACT 2601
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Advice 2—Letter 1—job seekers Exited at transition

Placeholder
Advice 2—Letter 2a—job seekers allocated to a new
Employment Provider with job seeker choice

Placeholder
Advice 2—Letter 2b—job seekers allocated to a new
Employment Provider without job seeker choice

Placeholder
Advice 2—Letter 3—job seekers remaining with their same
Employment Provider

Placeholder
Advice 2—Letter 4a—Pre-release Prisoners—continuing
Employment Provider

Placeholder
Advice 2—Letter 4b—Pre-release Prisoners allocated to a new
Employment Provider

Placeholder
Advice 2—Letter 4c—Pre-release Prisoners—general

Placeholder
Advice 2— Letter 5—Contingency/Employment Provider not
known

Placeholder
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Appendix B—Detailed transition dates
Detailed dates for transition are detailed in the transition indicative timeline below.
Indicative date
Transition arrangements
Late March 2015

Announcement of the Employment Provider Services tender results

Employment Services 2015 Transition Advice is made available on the Provider
Portal
Referrals to exiting JSA Providers or to a specific JSA Provider’s Site may cease
Direct Registration will not apply for:
o JSA Providers exiting employment services
or
o Sites in an Employment Service Area where the Employment Provider will
not have a presence under the Employment Services Deed 2015−2020
Transition Period commences (and continues until 30 June 2015)
Dedicated National Customer Service Line transition support number
(1300 854 414) opens (and continues until 30 September 2015)
April 2015


1 April 2015


10 April 2015

Service Delivery Plans to be submitted to Account Managers.
13 April 2015

First advice issued to all pending, Suspended and Commenced job seekers


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
Providers to update Connections for Quality information on the Australian
JobSearch website
Mid-April 2015
18 April to 30 June 2015


27 and 28 April 2015

National Provider Forum
30 April 2015

Job seekers’ Activity placement details up to date in Activity Management

Webinar sessions for Employment Providers and Work for the Dole
Coordinators delivered
Initial and ongoing meetings held with successful Employment Providers and
Work for the Dole Coordinators
Initial and ongoing end-of-contract meetings held with exiting JSA Providers
Work for the Dole Coordinators commence; Work for the Dole Coordinator
Services Deed 2015–2020 starts
April, May, June 2015

April to 30 June 2015
1 May 2015
8 May 2015
May to June 2015
11 May 2015
Mid-May 2015
19 May to 19 June 2015



All Service Delivery Plans finalised

New ESS Web Activity Management available for Work for the Dole
Coordinators and Employment Providers
Site Summary Dashboard made available to Employment Providers with
executed Employment Services Deed and to Work for the Dole Coordinators
Learning Centre face-to-face training events for Employment Provider, NEIS and
HLS organisation trainers/IT briefing sessions
Face-to-face compliance training delivered to Providers in selected locations
across Australia. Employment Providers will be invited to attend training



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Indicative date
Transition arrangements
through their CEOs.

From 25 May 2015
Early June 2015
1 June 2015
June 2015

Second advice issued to job seekers who are allocated to a different
Employment Provider
Job seeker choice (for an alternative Employment Provider) commences for
relevant job seekers (ends on 5 June 2015)

Webinar presentations available for Employment Provider, NEIS and HLS
organisations

Second advice issued to job seekers who are being Exited from Employment
Provider Services or are allocated to the same Employment Provider
First day for Volunteers to nominate to start immediately in Employment
Provider Services from 1 July
Learning Centre face-to-face training events for Employment Provider
organisation trainers/IT Briefing sessions


5 June 2015

Job seeker choice (for an alternative Employment Provider) ceases
8 June 2015

Pre-Diary and indicative caseload made available to Employment Providers

Webinar question and answer sessions for Employment Provider, NEIS and HLS
organisations
Last day that NEIS Panel Members can Commence NEIS Participants in NEIS
Assistance (NB: Paperwork must be lodged before this date as per current
processes)
Last day that Reimbursement claims can be made in the Department's IT
Systems for outstanding Restart Payments made to Employers
Last day that NEIS Panel Members can Commence job seekers into NEIS
Training Activity in ESS
Last day for Volunteers to nominate to start immediately in Employment
Provider Services from 1 July
Job seeker placements in Activities ended in Activity Management (although
some Activities may continue on the ground during transition and into the new
contract period under the Employment Services Deed)
All outstanding Non-Attendance Reports ended
Transition weekend
Limited services available in the Department’s IT Systems
Non-Attendance Reports will be blocked from being created from a DNAI
Appointment result
All Employment Providers must cease using the JSA logo.
EPF closes. All commitments must be entered by this date.
Last day for all EPF Wage Subsidy agreements to be entered into, with
commitments recorded in the Department's IT Systems
Last day that JSA, HLS and NHLIS Providers provide Services under the JSA Deed
Host Organisation involvement with Activities arranged with JSA Providers end
Employment Services 2015 model starts
Start of Employment Services 2015–2020 Deed
Post-Transition Period commences (ends 30 September 2015)
Job seekers to be Commenced by their Employment Provider; focus to be given
to engagement priority
Mid-June 2015

18 June 2015


26 June 2015


27 and 28 June 2015
29 and 30 June 2015
30 June 2015
1 July 2015
1 July to 11 August 2015













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Indicative date
Transition arrangements

1 July to 30 September
2015
30 August 2015





30 September 2015

27 January 2016
30 June 2016


Eligible job seekers must be re-commenced in an approved program of work by
10 July in order to continuously receive the APWS.
Post-Transition Period
Transition Employment Fund credits paid to Employment Providers upon
Commencement of job seekers
Last day for EPF claims for Reimbursements (except for post-placement support
and Wage Subsidies)
Post-Transition Period ends
Dedicated National Customer Service Line transition support number
(1300 854 414) closes
Last date that Providers can acquit (or quick acquit if appropriate) outstanding
EPF batch purchases in the Department’s IT Systems
Last day that eligible EPF Reimbursements can be made
The period for Employment Services Providers to make claims under the
Employment Services Deed 2012–2015 ceases
D15/194829 jobactive Transition Provider Advice
Effective Date: 1 April 2015
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