1 Program and Compliance Management Workshop: Top Ten Ways to Fail Performance Measures V I R T U A L L Y

2 Welcome! **Ed Bowman and Shonna Majors** Region 2 Performance Team

Objective 3 To focus on ways to effectively manage performance measures in your state.

“Top Ten” 1.DO NOT train your staff! They are smart people. Let them figure it out! 2.DO NOT ENTER DATA INTO THE MIS SYSTEM! It’s a time waster. 3.Adopt the motto: “Service Delivery: Where One Size Always Fits All” 4.What does EER, ERR, EFL mean again? 5.DO NOT monitor your programs thoroughly. Just use your checklist. No one is looking anyway, right? 4

“Top Ten” (2) 6.Chant “All Hail Wage Records” repeatedly! 7.Continue to believe that a CNA and CDL are the only reportable credentials 8.Remember that diplomas are only awarded in May and June 9.DV = Date Vegans NOT Data Validation 10.Bookmark ILoveHARDExits.com and follow it like a religion 5

Ten Ways to Fail Performance Measures Failure to build staff capacity: х All Front-line Staff х Training Providers/Demand Occupations х State & Local Policy decision makers 6

Ten Ways to Fail Performance Measures Data Management MIS/VOS: х Failure to have adequate MIS/VOS tracking systems. х Review Ad Hoc/Quarterly/Annual reports. х Failure to manage outcomes in real time. 7

Ten Ways to Fail Performance Measures Service Delivery & Systems Design Flaws:  Failure to modify service mix and systems design.  Failure to adjust to economic climate.  Failure to conduct adequate follow-up.  Failure to monitor and adjust program design. 8

Failure to build staff capacity 9 Front Line Staff: х Maintain Professional and trained staff. х Keep ALL Staff informed of Measures, Outcomes and Changes in Guidance. х Monitor Data Entry for Errors (DEV). х Coordinate/Collaborate with Partner Agencies.

Failure to build staff capacity (2) Training Providers /Demand Occupations: –Develop training for high growth/high demand occupations. – Assess local areas to ensure that training is meeting the needs of employers. –Encourage Business Service Units to use LMI data. –Training Providers should be encouraged to track job placement outcomes. 10

Workforce System LMI data Training Providers Career Center EmployersMIS/VOS 11

Failure to build staff capacity (3) Policy/decision makers (State & Partners): х Ensure that decision makers are kept well informed so that decisions don’t negatively impact performance. х Data should be reviewed regularly to inform policy and procedure and trouble shoot “issues”. 12

Data Management -MIS/VOS Rely solely on State Data: х Many Local Areas have “their own” systems and not reporting to the state’s system of record. х Local Areas have little to no focus on measures to effectively manage program. х State’s primary focus on Federal Reports. 13

Data Management MIS/VOS (2) Failure to manage outcomes in real time: Agencies failed to measure real-time outcomes х Number job placements х Number of participants served х Volume of participant services and activities Agencies also failed to establish proxy measures and alternative means to tracking ETA’s goals and lost focus on how to manage their programs on a day-by- day basis. 14

Service Delivery & Systems Design Failure to modify service mix and systems design: х Many States and local areas continue to operate programs in the JTPA mode. х Enacting the same policies and serving the same clients (Crème de le Crème) х Proving the same training using same contracted training providers 15

Service Delivery & Systems Design (2) Failure to adjust to economic climate: х Local Areas did not make adjustment for changes in the economic climate. As industries were diminishing, LWIAs continue training in diminishing occupational areas. х Local Areas also failed to align training with demand occupations in the LWIA. 16

Service Delivery & Systems Design (3) Failure to conduct adequate follow-up: х Many performance failures were directly attributed to the lack of follow-up both via case manager and electronic tracking. х Youth measures and credential measures failed because of inadequate follow-up services. 17

Service Delivery & Systems Design (4) Failure to monitor and adjust program outcomes: х Many State and Local Areas failed to adjust to the WIA system of Service delivery. х Many programs operated under outdated contracts and boiler plates unrelated to existing performance goals 18

State Planning Failure to have adequate Partner input to State Plans: х Many states do not include their local areas. х There is little collaboration between Workforce Partners (TANF, CBOs & FBOs). х Make everyone aware of the performance goals for the Program Year! 19

BEYOND ETA’s PERFORMANCE MEASURES: Develop and establish measures to assist with the day-to day operation of the One Stop: Measure: 1.One Stop daily/weekly or monthly Activity 2.Quality partner referrals and placements 3.Employer contacts/job orders 4.Partner agency activity/outcomes 5.Case Manager Activity – CASE NOTES & Services 6.Customer Satisfaction of Services Rendered 20

Challenges System/Program Integration Dual Enrollments & Shared Outcomes Partner Programs & Referral System Exits Decreased funding Participant Retention Data Reporting 21

Questions?? 22