Welcome to the Health Care Sector and Other High Growth and Emerging Industries Grants Orientation Webinar Series February 2010

Welcome to the Health Care Sector and Other High Growth and Emerging Industries Grants Orientation Webinar Series February 2010 Play/Pause Forward & Back Skip Ahead Volume Control Attachments Table of Contents On/Off Outline Tab Thumb Tab Notes Tab Search Tab

3 Today’s Presenters Speakers:  Tom Hooper, Program Manager, Business Relations Group, Office of Workforce Investment  James Stockton, Grant Officer, Division of Federal Assistance  Michelle Massie, Technical Assistance Lead, Business Relations Group, Office of Workforce Investment  Megan Baird, Performance Lead, Business Relations Group, Office of Workforce Investment  Dani Abdullah, Performance Specialist, Business Relations Group, Office of Workforce Investment  Julia Dallos, SGA Lead, Business Relations Group, Office of Workforce Investment  Chonita Tillmon, Technical Assistance Lead, Business Relations Group, Office of Workforce Investment

4 Michelle Massie Technical Assistance Lead Business Relations Group

5 Today’s Agenda  American Recovery and Reinvestment Act (ARRA) Overview and ARRA High Growth and Emerging Industries Grants (HGEI)  Roles and Support  Grant Start-up Logistics  Performance Reporting

6 Discussion Question How many of the grantees are first-time Department of Labor grant recipients?

7 Discussion Question What are some of your anticipated technical assistance needs as ARRA HGEI grantees?

8 Contact Information  Once your key program point of contact is in place, please alert your Federal Project Officer.  The Business Relations Group should also be notified of all program contacts and any changes to program contacts during the life of the grant: –Send an to the Green Jobs mailbox: with all relevant contact information –Subject line of the should read: [Insert SGA name] Program Contact

9 Next Steps: Future Training Step 1: Grantees will listen to 5 recorded/interactive sessions on the following topics (Please note: Grantees must be registered on Workforce 3 One to access the recordings). A.Introduction to Financial Reporting: B.Financial Management Principles: C.Introduction to Grant Applications and Budget: D.Introduction to Procurement Requirements: E.ARRA 1512 Reporting: *It is suggested that both program and financial staff review this information

10 Next Steps: Future Training, Continued Step 2: Following the recorded sessions, grantees are to submit any questions or note areas where they need more clarification to the green jobs inbox at by March 19 th, Please submit any questions or note areas of concerns regarding the ARRA 1512 Reporting directly to your FPOs. In the subject line include the grant and subject that corresponds to the recorded/interactive sessions. Example Subject Line: [Insert SGA name] - Financial Based on the types of questions submitted, ETA will determine the best method for responding and providing additional technical assistance (i.e., conference call, Webinar, or Frequently Asked Question document). We anticipate that follow-up will occur before the end of February.

11 Health Care Sector and Other High Growth and Emerging Industries Overview The purpose of the grant is to fund projects that provide unemployed, dislocated and incumbent workers with training that will prepare them to enter and advance in the health care sector, as well as other high growth and emerging industries. Julia Dallos SGA Lead Business Relations Group

12 Health Care Sector and Other High Growth and Emerging Industries Factoids  55 awards were made to organizations ranging from approximately $2 million to $5 million  Approximately $157 million was awarded to grantees focusing on the health care sector  Approximately $35 million was awarded to grantees serving communities impacted by automotive- related restructuring  Grant summaries may be found at:

13 Health Care Sector and Other High Growth and Emerging Industries Grants

14 Roles and Support Chonita Tillmon Technical Assistance Lead Business Relations Group

15 Regional Map

16 Update your Contact Information  Any time the main point of contact for your grant changes, please remember to alert your Federal Project Officer and the National Office.  Federal Project Officers and the National Office regularly sends out blasts to grantees. Please make sure your system does not confuse our communication as spam. 

17 DOL/ETA Program Office  The National Program Office has several functions: –Develops the ARRA technical assistance (TA) plan –Reviews grantee performance reports –Periodically requests additional information about your grant –Supports the Community of Practice

18 SGA Leads  Located in the Business Relations Group in ETA’s Office of Workforce Investment  Work closely with the FPOs  Knowledgeable about workforce challenges, industry trends, and innovative strategies in specific high-growth industries  Communicate frequently with the grantees regarding TA events and policy decisions  Review grant modification requests

19 DOL/ETA Grant Officer  The Grant Officer performs official grant duties: –Maintains official grant documents—modifications, extensions, etc. –Approves all purchases over $5,000

20 Product Dissemination and Replication  Grantees may develop solutions-based models and products for dissemination –Will be shared with and implemented by other organizations and industry leaders –Grantees will receive training on preparing and packaging their “products” for dissemination

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22 Discussion Question Do you anticipate developing workforce solutions as a result of this grant award?

23 Technical Assistance Grantees can expect to receive the following technical assistance during the life of their grant:  Technical assistance from Federal Project Officers  Comprehensive training  Grantee coaching  Virtual Learning Events  Technical Assistance Institutes

24 Green Jobs Community of Practice

25 Discussion Question 1)Please tell us what kinds of challenges you anticipate during the life of your grant. 2)For those of you who have previously held ETA grants, please tell us what types of Technical Assistance you found most helpful.

26 Grant Start-up Logistics James Stockton Grant Officer Division of Federal Assistance

27 The Grant Award  Grant Award Letter  Grant Agreement - Notification of Award Obligation  Application for Federal Assistance SF-424  Administrative Costs  Solicitation  Part I - Statement of Work  Part II - Budget Information – SF424a  Part III - Assurances/Certifications  Part IV - Special Clauses and Conditions  Additional Provisions

28  Acknowledgements of Award  Payment Management System –Information and forms on under Payment Informationwww.doleta.gov/grants  ETA’s on-line Grantee Fiscal Reporting System – SF 9130 –Information to access system on under Financial Reportingwww.doleta.gov/grants Passwords/PINs are sent separately after supplying the necessary information --- Once you receive them please DO NOT LOSE THEM! Grant Award Letter

29 Grant Agreement Notification of Award Obligation  Project title –American Recovery and Reinvestment Act – Green Jobs Grants  Grant awardees' identifying information  DOL identifying information –Agreement # GJ-XXXXX A-XX  Period of performance  Award amount  Regulations and costs principles  Signatures

30 Notification of Award Obligation Regulations and costs principles  Code of Federal Regulations (CFR) can be found at –Uniform Administrative Requirements 29 CFR Part 95 - Institutions for Higher Education 29 CFR Part 97 - State/Local Governments and Indian Tribes –Cost Principles 2 CFR 220 (OMB Circular A-21) – Educational Institutions 2 CFR 225 (OMB Circular A-87) – State/Local Governments and Indian Tribes 2 CFR 230 (OMB Circular A-122) – Non-profit Organizations –Other Requirements (As Applicable)

31 Application for Federal Assistance SF-424  Submitted by grant applicant  Incorporated in grant packet

32 Statement of Work  Grantee’s original proposal –Includes Technical Proposal, Abstract, and Timeline  Budget

33 Special Clauses and Conditions  Special Clauses –Budget Line Item Flexibility –Indirect Cost Rate and Cost Allocation Plan  Special Conditions –Federal Project Officer –Equipment –Program Income –Intellectual Property Rights –Evaluation –Reports Quarterly Financial and Performance Reports

34 Introduction to Grant Modification and Procurement Processes Tom Hooper Program Manager Business Relations Group

35 Discussion Question 1.Will you be making major equipment purchases using grant funds? 2.If so, when do you anticipate making the purchase and what sort of equipment?

36 ETA Expectations  Grant activities will begin immediately  Submission of timely and accurate reports  Grants will be monitored closely by Congress, the White House, and the public

37 What is a Modification?  A modification is the formal process used to make changes to your grant agreement if necessary and appropriate.  Changes to the grant agreement may not be implemented until official written notification of approval is received from the Grant Officer.

38  Prior written DOL approval is required for: –Budget transfers--when there are certain types of changes to your budget –Equipment purchases (greater than $5,000) –Changes to the approved Scope of Work Grant Modification

39 What is the Process?  Any changes proposed must be discussed/reviewed by your Federal Project Officer  Be certain that you base subsequent budget modification requests on the latest approved budget

40 What should be included in a modification request? For proposed scope of work changes, please include the following:  Detailed justification regarding why the modification is needed, and identifying the challenges/issues that lead to the need for a modification  Status of outcomes and deliverables, and what grant activities will take place to support the outcomes and deliverables, if the request is approved;  An up-to-date timeline of grant activities that includes key activities and outcomes to be achieved for the time remaining in the grant if the modification is granted  An updated budget and budget narrative as appropriate

41 What are some common problems with modification requests?  Lack of detail regarding the nature and substance of the request  Not signed or submitted by the grant signatory  Mathematical errors  Timeliness of submission  Lack of response to requests for additional information or clarification  Lack of justification regarding why a change is proposed

42 What Documentation is Needed?  SF 424A for budget modifications  Narrative justification & description  Updated timeline for grant activities when appropriate Submit final modification documents to your FPO

43 What happens to my request once it has been submitted?  FPO review and concurrence  Concurrence from the National Office when appropriate  Process in the region for approval -or- forward to the National Office Grant Officer for approval  Notification, in writing, of the approval

44 Quarterly Performance Reporting Megan Baird Performance Lead Business Relations Group

45 Quarterly Progress Reports All ARRA HGEI grantees are required to submit a Quarterly Progress Report to ETA, due 45 days after a quarter ends

46 Quarterly Progress Reporting Schedule QuarterPeriod CoveredDue 1Jan 1- Mar 31May 15 2Apr 1-Jun 30August 14 3Jul 1- Sep 30November 14 4Oct 1-Dec 31February 15 *Should the due date of the reports fall on a Federal holiday, Saturday, or Sunday, the report is due the Friday before.

47 The Value of Performance and Outcomes Reporting  Tracking your progress and identifying any challenges you may be facing  Reporting successes of high profile programs to Congress, Administration, OMB, GAO, etc.  Demonstrating Grant Outcomes to investors and partners  Illustrating Return on Investment (ROI) Building additional strategic partnerships and leveraging resources

48 Interim Reporting Process: Quarterly Progress Reports  ARRA HGEI Progress Reporting: A suggested quarterly performance report and narrative report template will be provided  Data Collection System: Anticipated to be available July, 2010, for use to report for the quarter ending June 30, 2010 All quarterly progress reports will be submitted through the data collection system when available and future trainings will be provided.  ALL grantees must follow the Interim Reporting Process at this time, until the Data Collection System is available.

49 (1) Quarterly Performance Report  Quarterly Performance Report –Grantees should be prepared to collect participant level data on individuals who receive training and other services provided through the grant. –Grantees will provide ETA with aggregate participant data until the data collection system is available. –ETA will provide grantees with a suggested format of your SGAs data elements that will help support your transition to the OMB-approved reporting format.

50 (1) Quarterly Performance Report: Data Elements  Demographic Information  Employment History  Types of Workers Served  Services Provided

51 (1) Quarterly Performance Report: Data Elements (cont.)  Outcomes Achieved –Total Participants Served –Total Number Participants Beginning Education/Job Training Activities –Total Number Participants Completing Education/Job Training Activities Total Number Participants That Receive a Degree/Certificate Total Number Participants That Enter Unsubsidized Employment –Total Number Participants Who Retain Employment in the First and Second Quarters Following Placement Total Number Participants That Enter Unsubsidized Training-Related Employment  Other Outcomes

52 (2) Quarterly Narrative Report  Quarterly Narrative Reports provide a detailed, narrative account of program activities undertaken during the quarter, such as: –Summary of Grant Activities –Status Update on Leveraged Resources –Status Update on Strategic Partnership Activities –Timeline for Grant Activities and Deliverables –Status of Deliverables and Capacity Building Activities –Key Issues and Technical Assistance Needs –Best Practices and Success Stories –Additional Information

53 Interim Reporting Process: Quarterly Progress Reports Submit Quarterly Progress Report to ETA via (1) Quarterly Performance Report – Submitted in excel or pdf format, and (2) Quarterly Narrative Report – Submitted in Word format –Quarterly Progress Reports must be submitted via by the report due date to both your FPO and BRG –Submission must include the following information in the report submission SGA Type (i.e. Energy Training Partnership, Pathways out of Poverty, or State Energy Sector Partnership and Training Grants) Grantee Name Grant Number Report Quarter End date (i.e ) Program Contact Information Attached Performance Report Attached Narrative Report  Reports are due 45 days after a quarter ends

54 Summary  Three reports due each quarter 1.Quarterly Progress Report 2.Financial Report (ETA-9130 Form) Grantees will begin viewing Webinar tutorials on financial management training 3.ARRA 1512 Reporting Grantees will begin viewing a Webinar tutorial on ARRA 1512 reporting In addition  Final Report due at the end of the grant

55 Business Relations Group U.S. Department of Labor Employment and Training Administration 200 Constitution Avenue, NW Room N-4643 Washington, DC Website: T: (202)

56Summary  Overview of the ARRA High Growth and Emerging Industries Grant  Role of the FPO and National Office  Review of the grant award and related documents  Modification and Procurement Process  Reporting process

57 Next Steps 1.Listen to the recordings for a.Introduction to Financial ReportingIntroduction to Financial Reporting b.Financial Management PrinciplesFinancial Management Principles c.Introduction to Grant Applications and BudgetIntroduction to Grant Applications and Budget d.Introduction to Procurement RequirementsIntroduction to Procurement Requirements e.ARRA 1512 ReportingARRA 1512 Reporting 2.Submit your questions to by Friday, March 19 th, 2010

58 Next Steps, Continued 3.Join the Green Jobs Community of Practice ( 4.Review the materials available through the Green Jobs COP and participate in a discussion or comment on a blog

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