Polling questions for webinar lobby Let’s see what types of grantees are on the call today. Using the poll, select your H-1B grant program. Our grant program is a: Technical Skills Training (TST) Round 1 Technical Skills Training (TST) Round 2 Jobs Accelerator (JA) Round 1 Advanced Manufacturing Jobs Accelerator (JA) Round 2 I don’t know #

Polling questions for webinar lobby Let’s get to know who is on the call today. Using the poll, select the role that you play in your H-1B grant program. For this grant initiative I am the: Authorized Representative Program Director/Manager IT/Data Manager or staff Training Partner Employer Partner None of the above #

H-1B Performance Reporting and HUB System Orientation Webinar for Advanced Manufacturing Jobs Accelerator Grantees Webinar Date: July 31, 2013 Presented by: Division of Strategic Investments U.S. Department of Labor Employment and Training Administration

Enter your location in the Chat window – lower left of screen Where are you? Enter your location in the Chat window – lower left of screen #

Welcome & Introductions Performance Reporting and HUB Orientation Moderator: Melissa Smith Presenters: Sarah Sunderlin & Ayreen Calimquim H-1B Super Team Members: Megan Baird, Carissa Fana-Ortiz Andrea Hill, Stuart Werner AND your Federal Project Officer! #

Agenda Part 1: H-1B Performance Reporting Overview of QPR and QNR Part 2: HUB Performance Reporting System Overview of HUB Next Steps - JA R2 Access to HUB Part 3: Question and Answer Period #

The Value of Performance and Outcomes Reporting Reporting successes of high profile programs to Congress, Administration, OMB, GAO, media, 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

Performance Reporting: It’s Not Just Data! Great Programs + Great Data + Great Outcomes = Great Success for American Workers! Data is useful! Complement data with narratives! Training is on the way!

Special Topic: Two Important Types of Data “Real-time” Employment and Employment Retention Measures VERSUS ETA Common Measures ETA’s Common Performance Measures are exit-based and are separate from outcomes reported by grantees. Real-time performance measures are reported by all grantees for the quarter in which the activity occurred, in alignment with the grantees Statement of Work.

Special Topic: Participant Eligibility Is the individual Eligible based on the SGA/FFO Eligible based on the Statement of Work (SOW) you submitted to DOL? Qualified to enter the level of training this program offers? Ready to enter the program? Do they have the required pre-requisite education/skills for this program? Do you offer training that will help provide a career pathway for this individual?

Special Topic: Completer vs. Exiter A participant who has completed training but may be receiving other grant-funded services Exiter A participant who has not received grant- funded services for 90 consecutive calendar days

H-1B Reporting Requirements Two reports due each quarter Financial Programmatic Quarterly Performance Report Quarterly Narrative Report Final Report due at the end of the grant Check with your FPO for specific regional requirements on final reports

H-1B Performance Reporting Overview Quarterly Performance Report (QPR) Participant level data including aggregated counts on services provided using grant funds. A Standardized Quarterly Performance Report template will be provided Quarterly Narrative Report (QNR) Summary of activities provided using grant funds that usually aren’t captured in the performance report A Narrative Report template will be provided

H-1B Grants Reporting Deadlines Quarter Start Date Quarter End Date Report Due Date January 1 March 31 May 15 April 1 June 30 August 14 July 1 September 30 November 14 October 1 December 31 February 14 #

H-1B AM JIAC Reporting Matrix Agency Report Due dates Submission EDA/NIST/DOE/ETA/SBA Updated Integrated Work Plan (IWP) Quarterly: Jan. 31, April 30, July 31, Oct. 31 mfgjobsaccelerator@eda.gov *ETA Grantees will also submit via the Electronic Grantee Reporting System - HUB (see below for details) Collaboration Events for All Grantees Every Other Month Conference Call Multi-Agency Grantee Progress Calls As Needed EDA Federal Financial Report (SF-425) Semi-Annually: April 30, Oct. 31 EDA Regional Office Project Manager Request for Reimbursement (SF-270) As needed (max. once/month)  Project Progress Report Semi-Annually: April 30, Oct. 31 NIST NIST MEP system Progress Report DOE Quarterly: Apr. 30, July 31, Oct. 31, Jan. 31 Energy Efficiency and Renewable Energy (EERE) Project Management Center (PMC) Federal Financial Report (SF425) EERE-PMC Final Technical Report (FTR) At the end of the project. (Note: Recipients must refer to and abide by the official award Reporting Requirements Checklist that will be sent to them.) Request for Reimbursement (SF-270) As needed (max. once/month) Vendor Invoice Approval System ETA Participant Outcomes; IWP/Narrative Reports Quarterly: Feb 14; May 15; Aug 14; Nov 14 Electronic Grantee Reporting System - HUB Financial Status Report (ETA-9130) Electronic Grantee Reporting System SBA Progress Report with SF PPR SBA Headquarters Grants Officer Representative Resource Link! AMJIAC Reporting Matrix https://etagrantees.workforce3one.org/view/2001303057303688313/info #

Performance Resources FIRST STEP – Review all of the following materials Performance Reporting Handbook https://etagrantees.workforce3one.org/view/2001220744675542997/info Data Elements and Edit Checks https://etagrantees.workforce3one.org/view/2001220744849365913/info Tip-Sheet: Performance Quick Start Guide https://etagrantees.workforce3one.org/view/2001302859903150693/info Tip-Sheet: Data Files and Records https://etagrantees.workforce3one.org/view/2001302860624501278/info Getting to Know HUB Webinar Recording, Prezi https://www.workforce3one.org/view/5001313637170620712/info #

Overview of Integrated Work Plan What’s a Quarterly Narrative/IWP Report (QNR)? Integrated Work Plan (IWP) for JA Grantees Grant program activities that complement quantitative data. Capture information that is not reflected in the QPR form. Indicate technical assistance needs and/or highlights of your grant. HUB Tip! QNRs or IWPs are Word or PDF documents that are uploaded in HUB. #

AM JIAC Integrated Work Plan

AM JIAC Integrated Work Plan Resource Link! AMJIAC IWP https://etagrantees.workforce3one.org/view/2001303057465273136/info

Quarterly Performance Report What’s a Quarterly Performance Report (QPR) Form? HUB-generated QPR form based on data files of participant records uploaded in HUB. Indicator of grant program activities The basis for ETA reports to Congress, the Secretary of Labor, and various other stakeholders. #

H-1B Data Elements and Edit Checks H-1B Data Elements and Edit Checks Document Ensure that all required H-1B Data Elements align with your intake form and participant files H-1B Data Elements and Edit Checks Preview Resource Link! Data Elements and Edit Checks Document: https://etagrantees.workforce3one.org/view/2001220744849365913/info #

Special Topic: Data Elements Key Sections Section I - Individual Information (Data Elements 101-205) Includes Employment Status at Participation Section II - Program Activities and Services (Data Elements 301 - 426) Program Participation and Training Services Section III – Program Outcomes Information (Data Elements 501 – 622) Employment, Job Retention, Education, Credential, and Skill Attainment Data What is a Data Element? Unique identifier Enables DOTA to establish a standard set collection of items Provides information needed to assess Federal investments for various training Resource Link! Data Files and Records Tip-Sheet https://etagrantees.workforce3one.org/view/2001302860624501278/info #

HUB Performance Reporting System Preparing Data Files Internal record-keeping system to track H-1B participants. Save or export participant records as one data file in csv, txt or dat format. Must include EVERY data element as a data field entry for each participant record. Should have a corresponding code value for each data element.

Establishing a Data File Step 1: Sample Intake Form for Five Participant Records Step 2: Snapshot of Data file Submitted to HUB 111111111 1 19681106 9 17 222222222 19660420 2 16 333333333 19630730 12 444444444 19000101 Each ROW represent s one participan t Resource Link! HUB System Sample Data Files https://etagrantees.workforce3one.org/page/resources/1001302857160846161 COLUMNS represent each data elements code value per participant

Common Data File Format Checking Errors Common Format Errors Make sure NOT to include in your data file the following: Participant names Data element headings Headers Additional Row Blank Field for Record 3 DE 101 invalid entry Incorrect format 101 102 103 105 Mary Francis 999999999 9 19770709 999999999 9 19771110 1 Correct! #

Special Topic: Social Security Numbers Collecting Social Security Numbers What is the purpose of collecting SSN’s? Match administrative employment data Track long-term success of participants Technical Assistance for collecting SSN’s from program participants #

Special Topic: Social Security Numbers Collecting Social Security Numbers This is a mandatory field (DE 101) One of the following values must be entered for DE 101: A valid Social Security Number (SSN) 999999999 (= individual did not disclose) Data Element #101 #

Troubleshooting SSNs in HUB Social Security Numbers SSNs with hyphens SSNs that start with zeros Troubleshoot: Excel SSN Column Formatting Enter a single quotation mark (‘) before the zero Do not format your SSN column using the Special/Social Security option under the Number Tab to enter SSNs without hyphens. Hot Tip! Open your data using Notepad to view your data file and ensure that the zeros are included as part of your data set. #

Discussion & Feedback Questions? #

HUB Performance Reporting System Accessing HUB HUB url: http://www.reports.doleta.gov/ Pin and Password Grant Pin and Password will be issued to the grant Authorized Representative Coordinate with your Authorized Representative to obtain your password to access HUB Have them check their spam or junk folders for mail from: etareporting.auto-email@dol.gov #

Resource Link to HUB http://www.reports.doleta.gov/

JA Grantees: Check your Grant number is correct and starts with JA-xxxx TST Grantees: Check your Grant number is correct and starts with HG-xxxx TIP: Ensure you select the correct reporting quarter. If you are unsure which reporting quarter is current, please refer to the Reporting Handbook

Data File Validation Check & Error Report Two levels of Data File Validation Checks Format Check and Format Errors Report These are errors related to the Code Values of each Data Element Data file format, incorrect number of data element columns, wrong field data, invalidated zip files, duplicated data, etc. Edit Check and Edit Check Error Report These are errors related to the Edit Check Logic for each Data Element

Sample Format Check Errors

Sample Edit Check Errors

Uploading Data Files and Narrative Reports to HUB HUB Next Steps Uploading Data Files and Narrative Reports to HUB Upload data files retroactively, starting at the first quarterly reporting period: Sept. 1 – Dec. 31, 2012 for JA Adv. Manufacturing Round 2 Data files must be in a csv, txt, or dat format. Use the “file upload” function to upload your IWP/QNR reports to HUB. Lessons learned! Make sure you have the correct values in each field before uploading. Some fields may be left blank, others require a value even if the data element does not apply to the participant. #

Submitting Blank Data Files We did not serve any participants in the first quarter of our grant! HUB will accept a BLANK txt, csv, or dat file to generate a QPR form with Zero participants served. Upload a blank data file without data element headers, code values, spaces or zeros in any of the data element fields.  #

Troubleshooting HUB Errors Grantee Checklist Are you reporting information as it is defined in the H- 1B Performance Reporting Handbook? H-1B Performance Reporting Handbook – DOWNLOAD NOW! https://etagrantees.workforce3one.org/view/2001220744675542997/info Have you checked the Edit Check logic? Some data elements require that specific conditions are met based on the Data Elements and Edit Check document provided.

Troubleshooting Common Upload Errors Grantee Checklist Are you reporting the acceptable code value? Code values for each data elements are essential for a seamless upload. For example, Date of Birth = YYYYMMDD Incorrect code value entry = 05212011 Correct code value entry = 20110521 Are there additional characters included in your data file? For example: Entering an extra space or period within a code value or cell could create an error. Lessons learned! View your data file using Notepad – its a great way to see details that could be missed in Excel.

Getting Help What should you do when you need help? Choose the answer that best reflects you (or your group): Review HUB Tip Sheets and resources on Workforce3One Look around the H-1B Section of Workforce3One Call my FPO Email the ETA Help Desk #

Resources http://etagrantees.workforce3one.org Available online: Sign Up Here http://etagrantees.workforce3one.org Available online: Reporting Templates Forms Data Elements Reporting Schedules Fact Sheets TA Materials

Resources Technical Assistance to Troubleshoot HUB, Resolve Data File Errors, and Certify Reports HUB System User Manual https://etagrantees.workforce3one.org/view/2001317656904578012/info HUB Performance Reporting Preview Webinar Webinar Recording, Prezi Overview and FAQ https://www.workforce3one.org/view/5001313637170620712/info Troubleshooting HUB Webinar https://www.workforce3one.org/view/5001319136870381902/info H-1B Webcasts and Tutorials https://etagrantees.workforce3one.org/page/resources/1001229143831852224 Performance Reporting TA Materials https://etagrantees.workforce3one.org/page/resources/1001211560718193528 #

Please enter questions in the Chat Room! #

Reminder… Performance Reporting Resources https://etagrantees.workforce3one.org/page/resources/1001211559318235005 ETA Help Desk (for technical questions) (202) 693-2682 EBSS.Help@dol.gov #

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