Senior Service America’s SPARQ Transition Overview Module August 15, 2012

Agenda  SPARQ background  Same? Different?  Outline the training and support process  Workflow changes  Process and timeline of the transition to direct data entry into SPARQ  Your feedback – Are you ready for the transition?

SPARQ background  SPARQ - SCSEP Performance and Results QPR System SCSEP – Senior Community Service Employment Program SCSEP – Senior Community Service Employment Program QPR – Quarterly Progress reports – Reports created by DOL based on Data Stored in SPARQ to report on SCSEP Performance and Participant Characteristics QPR – Quarterly Progress reports – Reports created by DOL based on Data Stored in SPARQ to report on SCSEP Performance and Participant Characteristics  System/Database created in 2004 to store nationwide SCSEP participant data  System requires collection and validation on various data on participants, host agencies, and employers

SPARQ background (Cont’d)  SSAI has been using SPARQ since 2004 by taking your faxed forms and data submitted through webtools and uploading as a group to SPARQ  2012 SGA mandated switch to direct entry starting 10/1/2012 and usage of official OMB forms 22 of 80 subgrantees, running SCSEP as a state subgrantee, use SPARQ for direct entry 22 of 80 subgrantees, running SCSEP as a state subgrantee, use SPARQ for direct entry 58 of subgrantees will start direct entry into SPARQ 10/1/ of subgrantees will start direct entry into SPARQ 10/1/2012

Same Program, Policies and Procedures, and deliverables What’s changing? New Program Forms and Direct Entry into DOL System - SPARQ

Workflow changes SameDifferent Meet with participants and fill out forms Use new annotated OMB forms File completed & signed forms Do not fax forms to SSAI Make copies of documents required for compliance and data validation and file in the appropriate files Annotated forms provide more detail which documents are required

Workflow changes (Cont’d) SameDifferent Use SSAI case note template to record important and required case notes and file in the appropriate files No webtool to capture case notes (only comment boxes in SPARQ) Annotated forms have case note template built in Review reports and data entered to track performance and to correct errors Use SPARQ reports/screens to review and correct errors. Contact SCSEP help for additional support

Workflow changes (Cont’d) SameDifferent Direct entry of data on forms into SPARQ No data to enter into web tools; instead use tickler system to review important reminders and ticklers (i.e. reminders about upcoming activity, quality check on data entered, etc.) Direct entry of updates (IEP dates, assessments, host monitoring, etc.) to SPARQ Direct entry of approved breaks to SPARQ No data to enter into web tools, instead use tickler system to review important reminders and tickers (i.e. breaks that need to be ended, etc.)

Workflow changes (Cont’d) SameDifferent Direct entry of community service and training hours to SPARQ the first 2 weeks after each quarter Entry is done quarterly instead of monthly. Use SSAI spreadsheet template to track hours by pay period. Use SPARQ hours entry to enter hours for all participants in quarter from one screen Direct entry of follow-ups into SPARQ No data to enter into SSAI web tools; instead use tickler system to review important reminders and ticklers (i.e. reminders about upcoming follow-ups, etc.)

How will you handle these changes?  Participant Staff  Use new SPARQ reports to monitor performance and data entry  Use SSAI ticklers to manage and track grant deliverables, adherence to PPM, and timeliness of data collections

Outline the training and support process SPARQ is a straightforward data collection tool and can be learned  DOL SPARQ 101 training recorded webinar  SSAI Program Officers and Data Specialists are preparing: Annotated official OMB forms Annotated official OMB forms SSAI training modules to review new, annotated OMB forms, programmatic considerations, and entry into SPARQ SSAI training modules to review new, annotated OMB forms, programmatic considerations, and entry into SPARQ One-on-One training sessions with Data Specialists One-on-One training sessions with Data Specialists SCSEP help for additional support SCSEP help for additional support  SSAI IS Staff are preparing: PPP tool to work with data from SPARQ PPP tool to work with data from SPARQ Introduce new tool with Finance to report costs (SA1/SA2) Introduce new tool with Finance to report costs (SA1/SA2) Introduce tickler system to help manage quality and timeliness of entry into SPARQ Introduce tickler system to help manage quality and timeliness of entry into SPARQ Other tools to support your program (IEP/Assessment, Eligibility Determination, DII, etc.) Other tools to support your program (IEP/Assessment, Eligibility Determination, DII, etc.)

Process and Timeline of the transition to direct entry into SPARQ  By 8/27/2012: Watch DOL SPARQ 101 training Watch DOL SPARQ 101 training Identify staff who will direct enter data into SPARQ Identify staff who will direct enter data into SPARQ Request their access to SPARQ (Kamal will send instructions) Request their access to SPARQ (Kamal will send instructions) Agree to SPARQ security guidelines (must be signed and faxed) Agree to SPARQ security guidelines (must be signed and faxed) Start using DOL SPARQ training site to practice Start using DOL SPARQ training site to practice  Between 8/27/2012 and 9/28/2012 Watch SSAI SPARQ modules Watch SSAI SPARQ modules Request and schedule one-on-one training sessions for you and your staff with a data specialist Request and schedule one-on-one training sessions for you and your staff with a data specialist Keep web tools up-to-date to ensure your data is uploaded to SPARQ Keep web tools up-to-date to ensure your data is uploaded to SPARQ Last day to fax forms to SSAI 9/12/2012 Last day to fax forms to SSAI 9/12/2012 Hold on to forms after 9/12/2012 until direct entry into SPARQ is enabled Hold on to forms after 9/12/2012 until direct entry into SPARQ is enabled  Between last week of September and 10/1/ Start direct entry into SPARQ

Your feedback  Do you understand what the changes are?  Do you understand the next steps?  Can you think of other ways we can help you?

Change is hard but manageable!