These materials are intended to provide guidance for Department of Labor representatives when reviewing and approving applications submitted by business to participate in the Clean Energy Internship & OJT Program. The three procedures below directly support these efforts. The Application Due Diligence Review section provides guidance on how to begin the application review procedure. If the application is missing required information or additional clarity is required, DOL should leverage the Due Diligence Review - Issues Pending procedure. When the application is ready for approval, proceed to the Application Approval procedure to learn how to do this in Salesforce.
Upon the NYSERDA Project Manager's review and confirmation of eligibility of the applicant to participate in the Workforce Development & Training program, members of the Department of Labor responsible for providing the Due Diligence stage of the application review will receive an automated email from Salesforce requesting their review of the application.
If the Department of Labor clicks the link within the email, they will be taken directly to the application record in Salesforce after logging in. In this case, bypass steps 2-4 below and proceed directly to step 5. Otherwise, follow steps 2-4 below to review how to locate the submitted application directly in Salesforce.
Begin the application review process by logging into Salesforce and accessing the Contractor Applications tab.
From the Contractor Application tab, use the view drop-down to select the WFD - DOL Approval Queue option, then click Go. This filters the list to display only contractor applications in the queue for a DOL Due Diligence review.
Access the correct application by clicking the application number link in the Contractor Application column. This will open the application record in Salesforce.
- The DOL should initiate the Due Diligence review for applications in the order in which they were received, beginning with the oldest creation date and working towards those with the newest creation date.
- If an applicant has the Request for Information box checked, the Due Diligence review process has already been initiated and there are open items for the business to resolve.
Once in the Application Record, review the information in the Company Information section to obtain the business information necessary to complete a Due Diligence Review. Additional information from the applicant can be found by opening the signed application in the Contract Information > Documents section.
Based on the outcome of the DOL Due Diligence review, determine if the application can be approved for participation in the OJT program.
If the business is not able to pass the Due Diligence review for approval, proceed to the Due Diligence Review - Issues Pending section below.
If the application can be approved, proceed to the Application Approval section below.
If the application cannot be approved as a result of the applicant not providing required information within the original 30 day deadline or the additional one week extended deadline, reach out the NYSERDA Project Manager to have the application rejected.
Once the Application Record is in edit mode, scroll down to the Review section and check the Request for More Info box and input the current date, reflecting when the outreach regarding Due Diligence issues is made, in the request for Information Date field.
From the Application Record in Salesforce, click Edit at the top of the application in the Contractor Application Detail section.
Then, scroll down to the Notes section of the application record and click New Note. You will be directed to the New Note page.
On the New Note page, use the note field to document details regarding subsequent check-ins with the applicant regarding the status of resolution of the Due Diligence pending issues. When done, click Save then click Cancel to return to the application record.
Once complete, the Department of Labor, using their own internal means, should reach out to the applicant to provide the details of the Due Diligence pending issues and expectations for providing that information within a reasonable timeframe.
The Department of Labor contacts business with applications past 30 days that contain pending issues with one final request for issues to be resolved within one (1) week. The NYSERDA PM will prompt the DOL for these follow-up requests.
If the issues are not resolved within the one (1) week timeframe of this final request, the DOL uses the Send and Email button in the Salesforce Application Record to email the NYSERDA PM, notifying NYSERDA that the business has not addressed the pending issues related to the Due Diligence review.
Once NYSERDA receives this communication, the NYSERDA Project Manager proceeds with rejecting the application citing failure to pass the Due Diligence review in the requested timeframe.
Once the business has passed the Due Diligence review, from within the Application Record, scroll down to the Approval History section and click the Approve/Reject option. You will be directed to the Approve/Reject Approval Request page.
On the Approve/Reject Approval Request page, enter in any comments, if applicable, and click Approve. Once Approved, you will be directed back to the Application Record.
On the Application Record confirm that the DOL Approval step has a status of Approved. The application will then proceed to the NYSERDA Project Coordinator approval as indicated by the new line item moving the application to the WFD - Project Coordinator Approval Queue.
