It is a robust solution that provides for a paperless environment where businesses can submit voucher applications to the City of Oakland.
The solution provides for the following:
Businesses can:
1. Submit voucher applications and supporting documentation online
a. Voucher application date can be entered into the system one employee at a time or by using the multiple upload tool they can upload several employees at once
b. System provides checks and safeguards to ensure information is entered properly
c. System allows businesses to store pertinent information (business name, FEIN, address, etc) so they do not have to re-enter information over again each time they access system to send voucher applications
2. Log on to the system to check status and be informed of any problems that may exist with each voucher application
3. Receive determinations (certificate if application was approved or denial information if not) online
4. System sends automated email responses when determinations have been completed or if there is an issue with a current application that hampers processing of the voucher
Enterprise Zones can:
1. Receive all voucher applications, supporting documentation and payments online
2. Tracks and manages workflow so applications are processed timely – tracks outstanding days
3. Tracks the status of applications in groups as determined by their processing commitments – for instance, the City of Oakland provides for 3 separate processing options: 60 day, 30 day or 15 day processing.
4. Generates approved certificates and denial statements with explanations – information is reviewed online and determination is completed with a click of the button
5. Easily archive and retrieves voucher information
6. Generate customize reports to address their HCD or other reporting needs
7. Assign multiple voucher agents for handling application workloads
8. Allow for certain internal controls to ensure the proper handling of voucher application – for instance, the qualification categories and supporting documentation items are pulled down from a dropdown menu to ensure proper documentation – deviations are possible but it causes an exception report to be generated as an internal review item.
9. Provide enable audit module where HCD can be given access to review voucher details remotely
10. Customize system to meet their specific needs – system is based on flexible ASP.NET framework.
As part of this development effort, we are providing tools to assist businesses in claiming the benefit such as an online hiring credit calculator and address lookup tools to assist businesses in confirming whether an address falls within an EZ or TEA. In addition, we will be incorporating the ability to pay the processing fee online.