A guide to preparing your first quarterly performance report 1-2-3-4 ETA 9134! A guide to preparing your first quarterly performance report October 23, 2009 1:00 pm ET

Presentation Slide Area Attendee List Presentation Slide Area Chat Room Presentation Slide Area Moderator: There are 4 areas that I would like to call to your attention: The first is the presentation slide area, it’s where the main content for the webinar will appear and it will be the main focus of your attention throughout the webinar. The second is the attendee list, it’s located on the top left of your screen and it displays a list of all attendees to this webinar. The third is the chat room, also at the left of the screen, directly below the attendee list, it allows you to ask questions, or make comments during the webinar. We are using a ONE WAY conference call for the audio portion of this webinar – you can hear the presenters, but they cannot hear you. Due to the large number of attendees, and to control background noise and interruptions, we’re going to rely on this CHAT feature to solicit your questions throughout the session. Those attending with a group will want to designate a “scribe” to represent your group by entering questions as they occur ANYTIME throughout the session. Your questions are automatically transmitted to the presenters and will be answered during dedicated question and answer periods. The fourth is the “Meeting” menu located at the top left of your monitor. Once you click the “Meeting” menu, you will be presented with a few options to choose from. The only option I want to point out to you is the “Full Screen” option. If you feel the size of the room is too small or if it is difficult for you to read the text, I suggest you switch to Full Screen mode. Depending on the size of your monitor, this will increase the size of the webinar room so that images will appear larger. Status Options

Submitting Questions Chat Room Enter questions into the Chat Room (located in lower left corner of the virtual classroom). To submit a question or comment, type the question in the text box and click the arrow button. Your name, the text “(Submitted Question)” and your question will appear in red on your screen, indicating successful submission. Questions are directly transmitted to presenters – other participants will not see your questions. CLOSE CHAT SLIDE Moderator: To submit a question using the chat feaure, type the question in the text box and click the arrow button to submit. When you submit a question, your name, the text “Submitted Question” and your question will appear in red on your screen, indicating successful submission. Note that Questions are directly transmitted to presenters – other participants will not see your questions. Again, please be sure to enter your questions at ANYTIME throughout our session. We’ll make time to answer as many of them as possible during the session. (ADVANCE SLIDE) Text Box Arrow Button

Practice In the chat room, please type the name of your organization, your location, and how many people are attending with you today.

Webinar Resources: Recordings available within 2 business days after the event. All resources are posted under the… Moderator: (Public Webinar) Please note that all webinar resources, such as the PPT, recording, transcript and any handouts used during the webinar will be available for download from your “My Dashboard” page. When you initially log into your W31 account, your “My Dashboard” page will be the first page you’re taken to. The recording and transcript will be available within 2 business days after the session concludes while the PPT and any handouts will be posted before the session begins. To access the recording or any resource associated with the recording, like the PPT or handouts, simply click the “Resources” tab on the left side of the homepage. Click “Resource Type” dropdown “Webinar Recording”. (ADVANCE SLIDE)

Presenters Presenters: Tom Hooper, Program Manager, Office of Workforce Investment Kristen Rhinehart, Technical Assistance Lead, Office of Workforce Investment Megan Baird, Program Officer, Office of Workforce Investment

Office of Workforce Investment Tom Hooper Program Manager Office of Workforce Investment

Agenda/Objectives Virtual classroom overview and practice Technical Assistance Materials Additional Policy Guidance Key Elements of the ETA-9134 Form Steps for Preparing Your Narrative Report Q&A

Resources Fact Sheets on Common Measures, Supplemental Data, and Gap in Service (handouts) Reporting Resources: General Reporting Forms and Instructions Supplement and Glossary Guide (1.09) (handout) ETA-9134 Form FAQs (6-7) Reporting Resources are available at the link below: http://www.doleta.gov/performance/reporting

Performance Training Part 2: AWD Aging Worker Data System (AWD) Training on October 27, 2009 at 2:00 PM Eastern Time This training will not be a webinar. Grantees will receive specific log-in instructions from HeiTech, the data software developer The dial-in conference number for this session is: 1-800-475-0520 and the passcode is: 26530

Performance Training Part 3: Evaluation Aging Worker Initiative Evaluation November 4, 2009 at 2:00 PM Eastern Time Webinar Registration Link: http://www.workforce3one.org/view/500092 9348215413857/info

Definition of Career Awareness & Exploration Definition of Completion Key Policy Guidance Definition of Career Awareness & Exploration Definition of Completion refer to FAQ # 6 Key Policy Decisions

What are your plans this weekend? Polling Question #1 What are your plans this weekend? Sleeping Raking leaves Watching football Spending time with my family Other

Polling Question #2 Yes No What!? Have you reviewed the High Growth and Community-Based Job Training Grants: General Quarterly Reporting Forms & Instructions and 9134 Report-Form? Yes No What!?

Polling Question #3 What types of non-training activities are provided through your grant?

Office of Workforce Investment Megan Baird Office of Workforce Investment

Who is a Participant? Who is considered a participant? Individual determined eligible to receive grant funded services Eligible individual who receives services through a High Growth or Community-Based grant funded with grant funds or a combination of grant funds and leveraged resources

Who is not a Participant? Who is not considered a participant? Individuals who only participate in capacity building activities are not considered to be participants

Quarterly Performance Report/ ETA 9134 Customer Summary Information B.1 Total Exiters B.2 Total Participants Served B.3 New Participants Served B.3a-B.3l

Item B.1. Total Exiters Q. What participants are reported in B.1. (Total Exiters) and C.2. (Number Completed Education/Job Training Activities)? 90th Day of Inactivity First Service Last Service Exit Reported Participation Date Exit Date

Item B.2. Total Participants Served Q. Which participants are reported in B.2 (Total Participants)? Grantees report the TOTAL of participants served. Every participant active during the quarter is counted. Expressed mathematically: Total Participants = (new participants) + (participants continuing from previous quarters)

B.2 Total Participants Served, Cumulative Q1 Q2 Q3 Q4 TOTAL How many total participants are there? 4, of course. Tom, KR, Megan, and Nathan. But what was reported each quarter? Total Participants + + = (1) (2) (3) + (4) (10) Tom Joined KR Joined Megan Joined Nathan Joined New Participants + = (1) + + (1) (1) (1) (4)

Item B.3. New Participants Served Q. Which participants are reported in B.3 (New Participants Served)? B.3 New Participants Served = The SUM of participants who received a service funded by the program for the first time in the reporting quarter “Total Participants” will always be greater than or equal to “New Participants” B.3a. (Male) and B.3b. (Female) are sub-sets of B.3. (New Participants)

Item B.3. New Participants Served – Example 30 B.3 New Participants Served 30 3a. Male 12 3b. Female 18 3c. Hispanic/Latino 17 3d. American Indian or Alaska Native 1 3e. Asian 5 3f. Black or African American 3g. Native Hawaiian or Other Pacific Islander 3h. White 3i. More Than One Race 7 3j. Hispanic/Latino and More Than One Race 20 3k. Eligible Veterans 3l. Persons with a Disability CORRECT: The sum of Male and Female should be equal to or slightly less than New Participants 37 ERROR: The sum of the racial categories will always be less than or equal to New Participants

Item B.3. New Participants Served – Example 30 3a. Male 12 3b. Female 18 3c. Hispanic/Latino 17 3d. American Indian or Alaska Native 1 3e. Asian 5 3f. Black or African American 3g. Native Hawaiian or Other Pacific Islander 3h. White 3i. More Than One Race 7 3j. Hispanic/Latino and More Than One Race 15 3k. Eligible Veterans 3l. Persons with a Disability

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Section C. Customer Services and Activities C.1 Number Began Receiving Education/Job Training Activities C.2 Number Completed Education/Job Training Activities C.2a. Number Received Degree/Certificate C.2b. Number Entered Employment C.2c. Number Entered Training-Related Employment (1-20) NAICS Sectors

Item C.1. Number Began Education/Job Training Activities Q. Which participants are reported in C.1 (Number Began Education/Job Training Activities)? Grantees report the TOTAL number of participants who began receiving education and job training activities

Item C.2. Number Completed Education/Job Training Activities Q. Which participants are reported in C.2 (Number Completed Education/Job Training Activities)? Grantees report TOTAL who successfully completed one or more industry and/or occupational skills education and job training activities “Completed” indicates successful completion in the reporting quarter (i.e real time) Record only one time for each individual Keep in mind the nature/composition of participant training refer to FAQ # 6 Key Policy Decisions and FAQ #7 Common Reporting Errors

Item C.2. Number Completed Education/Job Training Activities For C.2a – C.2c, outcomes should be reported for participants who successfully completed education/training activities for the current reporting quarter and are listed in C.2 C2a.-C2c as subsets of C2. C2c. is a subset of C2b. C2c. should be equal to or less than C2b. Individuals can only be reported in C2b. and C2c. in the quarter in which they have completed Education/Job Training Activities. Even if individuals obtain employment in future quarters, they cannot be reported in this measure.

Item C.2. Number Completed Education/Job Training Activities Example C2c. Number Entered-Training Related Employment is a sub-set of C2b. Number Entered Employment C.2 Number Completed Education/Job Training Activities 27 2a. Number Received Degree/Certificate 21 2b. Number Entered Employment 2c. Number Entered Training-Related Employ 8 (1) Agriculture, Forestry, Fishing, & Hunting (2) Mining (3) Utilities 7 (4) Construction (5) Manufacturing (20) Public Administration 1 What’s wrong with this picture? 0 Should be 8 C2.c is a sub-set of C2.b and cannot be greater than C2.b.

Adult Common Measures Entered Employment Rate (calculated 1st quarter after exit) Employment Retention Rate (calculated 2nd and 3rd quarter after exit) Average Earnings (calculated 2nd and 3rd quarter after exit) Adult Common Measure employment outcomes are “exit” based and reported for all participants Adult Common Measure employment outcomes are separate from employment outcomes reported on ETA-9134 Form and should not be reported on ETA-9134 Form refer to FAQ #6 Key Policy Decisions and FAQ #7 Common Reporting Errors

Reporting Adult Common Measures There are two options to support grantees in reporting Adult Common Measures: Option 1: Provide a Standard Individual Record (SIR) for each exiter that includes 1) SSN, 2) Employment Status at Participation, 3) Date of Exit, and 4) Reason for Exit, to ETA to track on grantee’s behalf Option 2: Use supplemental data to independently track Adult Common Measures are reported on the “Individual Records” tab of the EBSS on-line reporting System by either uploading a SIR file OR inputting supplemental data refer to FAQ #6 Key Policy Decisions and EBSS User Guide

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Business Relations Group Kristen Rhinehart Business Relations Group National Office

Quarterly Narrative Report Section D.1 Quarterly Narrative Report

Item D.1. Report Comments/Narrative D.1.A. Summary of Grant Activities D.1.B. Status Update on Leveraged Resources D.1.C. Status Update on Strategic Partnership Activities D.1.D. Timeline for Grant Activities/Deliverables D.1.E. Capacity Building Activities D.1.F. Key Issues and Technical Assistance Needs D.1.G. Best Practices and Lessons Learned D.1.H. Common Measures D.1.I. Additional Information

Section D: Narrative Report Section D.1. A. Summary of Grant Activities Section D.1. B. Leveraged Resources Report the cumulative amount of leveraged resources provided by the grantee and partners along with expenditures each quarter

Example of Reporting Leveraged Resources Contributor Amount What Was provided How it was used Jane Doe Workforce Development Council $95,000 Support for training activities Training activities, tuition and training costs and related staff/overhead costs for Whatcom County residents for manufacturing occupation training.

D.1.D Timeline for Grant Activities & Deliverables Section D.1.D. Timeline for Grant Activities and Deliverables All major program activities (both capacity building and training) for the entire life of the grant. Update the timeline each quarter Update on products

Status of Grant Products Product Reference Guide Available beginning of each quarter for download in EBSS Organized by region and grantee name (grantees can scroll through and locate their organization) In Section D.1 D (Timeline and Deliverables) Grantees should include the following information for each product: (1) updated description; (2) anticipated delivery date; (3) percentage of completion; (4) notes or concerns about status

D.1.E Capacity Building Activities Detailed description and status on: Capacity Building Outcomes Number of instructors, students, and other people participating in capacity building activities is reported on the “Capacity Building” tab of EBSS

Grant-Funded Capacity Building Activities It is possible to report participants in sections B and C of the 9134- Report Form and in the “Capacity Building” section of the 9134 Report- Form without double-counting. However, just because someone is an eligible participant does not mean that this individual should automatically be captured under “Capacity Building”. In order to be reported in both sections an individual would have to meet the “Capacity Building” definition for “students” or “other people”. Refer to FAQ #6 Key Policy Decisions.

D.1.F Key Issues & Technical Assistance Section F. Key Issues and Technical Assistance (TA) Needs

D.1.I Additional Information Detailed description and status on: Additional Outcomes This includes any outcomes identified in your grant Statement of Work that are not captured on the ETA-9134 Form

Business Relations Group U.S. Department of Labor Employment and Training Administration 200 Constitution Avenue, NW Room N-4643 Washington, DC 20210 Website: http://www.doleta.gov/BRG/ Email: businessrelations@dol.gov T: (202) 693-3949

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