Welcome to Workforce 3 One U.S. Department of Labor Employment and Training Administration Webinar Date: December 1, 2015 Presented by: Division of Youth Services – YouthBuild U.S. Department of Labor Employment and Training Administration

Jeff Hunt Title: Workforce Analyst Organization: United States Department of Labor 2#

Aidan Kostenko Title: Field Support and Training Manager Organization: YouthBuild USA 3# Kurt von Stetten Title: Director, Data Services Organization: YouthBuild USA

4# 1.Overview of MIS resources 2.Visualizing program cycle data needs 3.MIS data entry best practices

5# 1.Resources Temporary Community of Practice: data management tools and videos MIS Help Desk: On demand phone/ support, weekly trainings, and data reviews 2.Visual approaches to data management Enrollment and exit cycles and data timeframes 3.MIS tips and tricks Quicker more accurate workflows for the MIS

Does your program offer rolling admission, or do you enroll in scheduled cohorts? 6# 1.Once per year 2.Twice per year 3.Quarterly 4.Rolling admission

How does your staff collect enrollment/eligibility data? 7# 1.Paper forms 2.Electronic/digital forms 3.Combination of both

8 Temporary DOL YouthBuild Community of Practice

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10 1.Data MIS E-Learning Series #1: Planning for Success 2.Data MIS E-Learning Series #2: Creating a Culture of Good Data Management 3.Data MIS E-Learning Series #3: Using the MIS Reports for Better Data Management 4.Data MIS E-Learning Series #4: How to Enter MIS Data

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16 1.MIS Introductory MIS Data Entry Webinar Tuesdays 2-4 ET Fridays ET 2.MIS Report training Webinar Wednesdays 3-4 ET 3.MIS Data Review Scheduled on demand 4.MIS Newsletter

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19 Onramp: Program planning, Mental Toughness, Enrollment, and Review Active: Programing, Training, and Review Exit and Follow-Up: Transition out of program and Review

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23 Uniform start and finish Grouped participant outcomes and events Predictable data entry cycles

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25 “Planes” are continuously taking off and landing Certain participant events activate a chain of data requirements Enrollment, Assessments, Services, Outcomes, Exit, Follow-up In this model these events/timeframes are overlapping and continuous EnrollmentTrainingExitFollow-UpEnrollmentTrainingExitFollow-UpEnrollmentTrainingExitFollow-UpEnrollmentTrainingExitFollow-UpEnrollmentTrainingExitFollow-Up

26 Both models require a strong “on ramp” or “air traffic control tower.” Establishing these policies and procedures will support your data collection, entry, and reporting throughout the program cycle. Each "window" of the control tower sees a different aspect of the program. Not all staff have a complete view, and the trick is to collect all those different pieces of program data and translate them into MIS data points. Key difference in approaches are shifting from an “all participants” approach to an “individual data management plan” for each participant.

27 Staff roles and data collection, entry, and review responsibilities are crucial for ongoing data management.

Do participants exit together, or are exits staggered? 28# 1.Together or at graduation 2.Staggered or at different times

How many staff members at your program enter data in the MIS? 29# 1.One data entry staff 2.Multiple data entry staff

What is the most challenging aspect of data management for your program? 30# 1.Enrollment, Eligibility data 2.Assessment, Educational gains data 3.Certificate, Degree attainment data 4.Placement and Follow-Up data

31 Onramp, Active/Training, Exit and Follow-Up MIS Workflow Cases Overview page Cases: In Process through Active Group Services MIS reports Ad Hoc reports Quarterly Performance Report

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33# Temporary DOL YouthBuild Community of PracticeTemporary DOL YouthBuild Community of Practice DOL MIS Help Desk –

Speaker:Kurt von Stetten Title: Director, Data Services Organization: YouthBuild USA Telephone: Speaker: Aidan Kostenko Title: Field Support and Training Manager Organization: YouthBuild USA Telephone: # Speaker: Jeff Hunt Title: Workforce Analyst Organization: U.S. Department of Labor Telephone:

35# YouthBuild Webinar Series: WIOA and YouthBuild Date: January 26, :00 – 3:30pm