Community-Based Job Training Grants Orientation Webinar Series Welcome to Community-Based Job Training Grants Orientation Webinar Series February 24, 2009 2PM 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.

Access to Webinar Materials Webinar Resources: Recordings available within 2 business days after the event. All resources are posted under the…

Today’s Presenters Speakers Tom Hooper, Program Manager, Business Relations Group, Office of Workforce Investment Megan Baird, Program Officer, Business Relations Group, Office of Workforce Investment Melissa Abdullah, Grants Management Specialist, Office of Grants and Contracts Management Sherrill MitchellRobison, Federal Project Officer, Atlanta Regional Office Moderator: Megan Baird, Business Relations Group, Office of Workforce Investment Megan

Business Relations Group Megan Baird Business Relations Group

Polling Question #1 How did you react when you found out your organization received a Community-Based Job Training Grant? I dropped the phone I fell out of my chair I screamed I played it cool Called or emailed my boss, co-workers, friends, and family

Polling Question #2 Has your organization has identified a program director or project manager? Yes No In Progress Not yet

Polling Question #3 Please tell us who is participating in today’s webinar from your organization (Please select all that apply) Program/Project Manager Program staff support Grant Signatory The writer of the grant Designated college representative Other (If you select, please specify using the chat feature)

Contact Information Once your key program point of contact is in place, please make 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 email to Kristopher Turner: Turner.Kristopher@dol.gov with all relevant contact information Subject line of the email should read: CBJT Round 4 Program Contact

Next Steps Program and fiscal staff will listen to four pre-recorded Financial Webinar Recordings by Tuesday, March 10, 2009 Financial Management and Match http://www.workforce3one.org/view/4887/info Leveraged Resources & Intellectual Property http://www.workforce3one.org/view/4886/info Grant Management Requirements http://www.workforce3one.org/view/4913/info Financial Reporting http://www.workforce3one.org/view/4904/info Prepare and submit questions to Kristen Rhinehart at: rhinehart.kristen@dol.gov by Noon March 11, 2009 Follow-up conference call with ETA Fiscal Expert on Monday, March 16, 2009 at 2:00 PM Eastern

Future Orientation Topics/Schedule February 26,2009 at 3:00 PM Eastern Performance At Work (PAW) March-April 2009 Financial Reporting Preparing your Quarterly Performance Report Accessing the On-line Performance Reporting System Future Technical Assistance Dissemination and product Development Sustainability

Business Relations Group Community-Based Program Highlights Tom Hooper Program Manager Business Relations Group

ETA’s Community College Strategy Approximately $497 million now has been awarded through 279 grants in 49 states to promote the U.S. workforce’s full potential. Information about ETA’s Community-Based Investments can be found through our Investment Center: http://www.doleta.gov/BRG/CBJTGrants/

Leveraged Resources Allows for the strategic use of grant resources Increases stakeholder investment in the project at all levels including design and implementation phases Broadens the impact of the project itself

Polling Question #4 Please tell us how you might be leveraging resources from key entities in your strategic partnership. (Please select all that apply) Private Sector Community and Faith-Based Organizations Philanthropic foundations Other DOL Programs such as WIRED Non-DOL One-Stop partner programs such as Vocational Rehabilitation, Adult Education, and DOE Pell Grants WIA training resources such as Individual Training Accounts or Career Advancement Accounts Other types of WIA resources Other (please specify using the chat feature)

Sustainability Top 5 Ways to Ensure Sustainability Plan for sustainability from the beginning of your project. Involve partners and sub-grantees in sustainability planning. Their planning will help ensure overall sustainability of the project. Integrate adaptability into your planning efforts. Find a committed leadership team (it is worth the time and resources!). Facilitate, collaborate, and communicate with your partners and sub-grantees rather than “commanding and controlling” these relationships. Remember, partnerships are based on a mutual benefit.

Product Dissemination and Replication Grantees will develop solutions-based models and products for dissemination Will be shared with and implemented by other community colleges, the workforce investment system, and industry leaders Grantees will receive training on preparing and packaging their “products” for dissemination

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Polling Question #5 What types of products and deliverables will you be developing? (Please select all that apply) Competency models and career ladders Curriculum and course materials Career awareness and outreach materials Reports and Database Program Management, Implementation, and Sustainability tools All of the above (I am a super star!) Help! I am not sure what I am developing

Technical Assistance Activities Peer Networking Group (PNG) Suggested Topics: Recruitment strategies Partnership building Best practices Sustainability *Please refer to the PNG Guide for additional information and instructions

Open Chat Please tell us what kinds of challenges you anticipate during the life of your grant. Please tell us what kinds of Technical Assistance would be valuable to help you address those challenges.

Grant Start-up Logistics Melissa Abdullah, Grants Management Specialist

What is your level of experience operating a Federal Grant? Polling Question #6 What is your level of experience operating a Federal Grant? This is our first Federal Grant Our organization has some prior experience, but this is our first Department of Labor Grant We have experience with Department of Labor Grants

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

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

Grant Agreement Notification of Award Obligation Project title Community-Based Job Training Grants Grant awardees' identifying information DOL identifying information Agreement # CB-XXXXX-09-60-A-XX Period of performance Award amount Regulations and costs principles Signatures

Notification of Award Obligation Regulations and costs principles Code of Federal Regulations (CFR) can be found at http://www.gpoaccess.gov/cfr/index.html Uniformed 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 Government, Indian Tribes 2 CFR 230 (OMB Circular A-122) – Non-profit Organizations Other Requirements (As Applicable)

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

Grantee’s original proposal Statement of Work Grantee’s original proposal Includes Technical Proposal, Abstract, Timeline, and letters of commitment Budget

Special Clauses and Conditions 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

Question and Answer Period Please enter your questions into the Chat Room!

Sherrill MitchellRobison Federal Project Officer Roles and Support Sherrill MitchellRobison Federal Project Officer Atlanta Regional Office

Regional Map

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 email blasts to grantees. Please make sure your email system does not confuse our communication as spam.

DOL/ETA Program Office The National Program Office has several functions: Supports Federal Project Officers Provides technical assistance Creates peer learning opportunities Coordinates product submissions and dissemination Periodically requests additional information about your grant

Industry Leads Located in the Business Relations Group in ETA’s Office of Workforce Investment Knowledgeable about workforce challenges, industry trends, and innovative strategies in specific high-growth industries

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

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

How many of you think you need a grant modification ASAP? Polling Question #7 How many of you think you need a grant modification ASAP? Yes, I am in desperate need of a grant modification I am not sure if I need to make a modification, I will check with my FPO I know DOL is trying to fool me with this question—They will not be approving modifications during today’s Webinar

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.

Grant Modification Prior written DOL approval is required for: Changes to the period of performance such as no-cost extensions 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 Requests for no-cost extensions will not be considered until at least 9 months prior to the grant end date. Requests for no-cost extensions should be submitted to your FPO no later than two months before the grant end date. More than one request for a no-cost extensions is not encouraged.

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

What should be included in a modification request? For extension and 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

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

What Documentation is Needed? SF 424A for budget modification Narrative justification & description Bids for equipment purchases Information regarding procurement procedures Updated timeline for grant activities when appropriate Submit final modification documents to your FPO

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

Question and Answer Period Please enter your questions into the Chat Room!

Performance Reporting Megan Baird Program Officer Business Relations Group

Polling Question #8 What is your greatest concern about performance reporting? Data integrity How it is used to evaluate our grant The documentation needed to support grant requirements The amount of time it will take All of the above

The Value of Performance and Outcomes Reporting Reporting successes of high profile programs to Congress, Administration, OMB, GAO, etc. Demonstrating Grant Outcomes to investors and partners Illustrating Return on Investment (ROI) to employer partners Building additional strategic partnerships and leveraging resources Sustainability of the project and partnership Continuously improving program to meet the needs of participants

Reporting on Community-Based Job Training Grants Two reports due each quarter Financial Programmatic Final Report due at the end of the grant

Quarterly Performance & Financial Reporting Schedule Quarter Period Covered Due 1 Jan 1- Mar 31 May 15 2 Apr 1-Jun 30 August 14 3 Jul 1- Sep 30 November 14 4 Oct 1-Dec 31 February 14 *Should the due date of the reports fall on a Saturday or Sunday, the report is due the Friday before.

Collecting, Tracking & Reporting Data Key Service Outcomes: Participants Served, Beginning and Completing Training Common Measures Entered Employment Employment Retention Rate Average Six-Month Earnings One option: Provide social security numbers (SSNs) for ETA to calculate the common measures

Performance Reporting Materials Fact Sheets on Common Measures, Supplemental Data, and Gap in Service (handouts) The following Reporting Resources are available at the link below: http://www.doleta.gov/performance/Guidance/wia.cfm#HGBIT General Reporting Forms and Instructions ETA-9134 Form Frequently Asked Questions (documents 1-5) Quality Assurance Guidebook for Grantees (2.09) (handout)

Capturing All Required Information A data tracking system is a necessity Reporting Requirements: ETA performance measures Equal Employment Opportunity (EEO) information Veterans information

Performance at Work (PAW) PAW Webinar: February 26, 2009 at 3 PM Eastern PAW calculates most of the data elements required on the ETA 9134-Report Form except capacity building, leveraged resources, and the narrative report. Provides “alerts” when additional information is needed or follow-up must be performed. To access PAW for download and the accompanying user guides, visit www.tatc.com/PAW. Please note, if you are a first time user of PAW, be sure to review the User Guides and download the PAW system prior to the Webinar.

Question and Answer Period Please enter your questions into the Chat Room!

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 Thomas Hooper, Program Manager Hooper.Thomas@dol.gov; 202.693.3865

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