On-the-Job Training National Emergency Grant Project (OJT/NEG Project) Webinar Thursday, November 18, 2010

2 Webinar Features Teleconference lines will be muted during presentation Periodic breaks during presentation for Q & A Lines will be open for open discussion Interacting with the presenter Use the Question Chat pod to post your questions or comments during the session Questions will be addressed either during presentation or during open discussion Polls (Practice Poll) Powerpoint To download this presentation: Go to “File Share 3” on left side of screen Click “Save to my computer” Follow directions Revised powerpoint ed by Monday (11/22/10)

3 Webinar Agenda OJT/NEG Project Background OJT/NEG Project Features OJT/NEG Project Process Next Steps Q & A

4 Resources & References MassWorkforce Issuance #10-92: On-the-Job Training/National Emergency Grant Project (OJT/NEG Project) Attachment A: Operational and Administrative Guidance Attachment B: Master Agreement (Section E) Attachments C – M: OJT Forms USDOL TEGL # Upcoming: Finalized MassWorkforce Issuance #10-92 OJT Outreach Documents OJT/NEG Project Desk Reference

5 What is the OJT/NEG Project? Project of the OJT Initiative Promotes local area use of OJTs Develops infrastructure for OJT as a training option Short-term Project with two funding sources: National Emergency Grant (NEG) Rapid Response (RR)

6 OJT/NEG Project Development Project planning began April 2010 NEG grant application Program design and Primary Operators: Regional Employment Board of Hampden County Greater New Bedford Workforce Investment Board NEG Grant awarded June 2010 Workgroups began meeting Policy Workgroup MassWorkforce Issuance #10-92 and Attachment A Materials Workgroup MassWorkforce Issuance #10-92 Attachments C - M Outreach Workgroup Brochure, poster, website (in development)

7 OJT/NEG Project Funding Overview National Emergency Grant $1,065,670 award total $774,460 for OJTs and vouchers Source: ARRA funds Grant period: 6/30/10 – 3/31/12 Rapid Response $ 720,000 allocation total $640,000 for OJTs and vouchers Source: State Rapid Response funds

8 OJT/NEG Project vs. “Regular” OJTs OJT/NEG ProjectOJT Employer Reimbursement Sliding Scale (50 – 90%)50% Participant Eligibility Dislocated worker Long-term unemployed (22 weeks or longer) 1/1/08 Separation date Adult Dislocated Worker Employer Eligibility ARRA requirements No public sector entities WIA requirements Training Length 4 week minimum 26 week maximum No training minimum or maximum OJT Position Full-time, non-seasonal No specific occupational restrictions MassWorkforce Issuance Policy #10-92 #00-41 (revision in process)

9 Employer Reimbursement Reimbursement is based on Employer size at the OJT training site: 1 to 50 employees -- 90% reimbursement 51 to 250 employees – 75% reimbursement 251 or more – 50% reimbursement Maximum reimbursement level is based on the Commonwealth’s average wage (currently $25.34) Example 1: Employer with 30-person training site pays OJT Trainee $15.00/hr Reimbursement = $13.50/hr ($15.00 x 90%) Example 2: Employer with 60-person training site pays OJT Trainee $35.00/hr Reimbursement = $19.01 ($25.34 x 75%) OJT Trainee wages must be comparable to employees performing similar work, and with similar experience.

10 OJT Trainee Eligibility Eligibility Criterion NEG Funds and voucher payment Rapid Response Funds and voucher payment Rapid Response Funds NO voucher payment Dislocated Worker YES Long-term Unemployed (22 weeks or longer) YES NO 1/1/08 Separation Date YES NO

11 Employer Eligibility All employers must: Be a private for-profit or private non-profit company; Not be a gambling establishment, swimming pool, zoo, or golf course; Not have relocated within 120 days of the proposed OJT start state if the relocation resulted in layoffs in the prior location; Not have failed to provide OJT trainees with continued employment after successful training completion; Provide a Certificate of Good Standing from the Department of Revenue issued within 6 months of OJT start date List not exhaustive Employer Eligibility Checklist (Attachment D) Lists all employer eligibility requirements Must be signed by both local area and employer

12 Vouchering Overview (pt. 1) Voucher Type Voucher Amount Availability OJT Trainee Eligibility Paperwork and timeline NEG Voucher $3,300 per OJT 2 vouchers per area Dislocated Worker Long Term Unemployed 1/1/08 separation date Execute Master Agreement by 12/1/10 Submit completed Employer Eligibility Checklist by 2/28/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist Rapid Response Voucher $1,500 per OJT First-come, First served Dislocated Worker Long Term Unemployed 1/1/08 separation date Execute Master Agreement by 12/1/10 Submit completed Employer Eligibility Checklist by 6/29/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist

13 Vouchering Overview (pt. 2) Primary Operators will determine OJT funding source (NEG or Rapid Response) based on OJT Trainee eligibility and funding availability OJT funding source will be noted on OJT Contract Voucher funding source is determined by timeliness of paperwork submission and voucher availability NEG vouchers can only be applied to NEG-funded OJTs Rapid Response vouchers can be applied to either NEG- or Rapid Response-funded OJTs After 6/29/11, OJT/NEG Project funds will be assessed; availability of OJT and voucher funds will be determined

14 Vouchering Overview (pt. 3) Examples: Trainee is has been unemployed since April 2010; Local area submits Employer Eligibility Checklist 12/17/10 and executes OJT contract 1/7/11; local area’s first OJT under OJT/NEG Project: OJT funding source: NEG funds Voucher source: NEG funds ($3300) Trainee is has been unemployed since April 2010; Local area submits Employer Eligibility Checklist 3/9/11 and executes OJT contract 3/30/11; local area’s fourth OJT under OJT/NEG Project: OJT funding source: NEG funds or Rapid Response funds Voucher source: Rapid Response funds ($1500) Trainee is has been unemployed since November 2010; Local area submits Employer Eligibility Checklist 12/10/11 and executes OJT contract 1/7/11. OJT funding source: Rapid Response Voucher source: OJT not eligible for vouchers

15 OJT/NEG Project Process 1. Master Agreement Required to be executed by all areas wishing to participate in OJT/NEG Project Agreement between designated Primary Operator and the Local Area (Fiscal Agent) ed to Fiscal Agents (Career Center Directors cc’d) week of November 15 Due December 1, 2010 Attachment B1 (Hampden) & B2 (Greater New Bedford) Outlines OJT/NEG Project Process (Section E) Identifies Single Point of Contact (SPoC)

16 OJT/NEG Project Process 2. Employer Outreach Connect with eligible and interested employers in your area Complete Employer Eligibility Checklist (Attachment D) Certificate of Good Standing required Local area & employer both sign checklist Learn of potential OJT positions Nature of work Baseline requirements for position Training Needs Submit Employer Eligibility Checklist to Primary Operator Reasonably sure contract can be executed within 30 days of checklist submission 5 day turnaround to get authorization from Primary Operator to continue developing OJT

17 OJT/NEG Project Process 3. Find OJT Trainee OJT/NEG Project Eligibility Dislocated Worker Long-term unemployed 1/1/08 separation date Employer eligibility Baseline requirements Employer interview/screening Case Managed Occupational Skills Assessment (recognized & publicly available tool)

18 OJT/NEG Project Process 4. Develop Training Plan Training Plan incorporates: OJT Trainee occupational skills assessment O*NET Specific Vocational Preparation zones Employer’s training requirements Training length: Based on above factors Minimum of 4 weeks Maximum of 26 weeks

19 OJT/NEG Project Process 5. Submit OJT pre-Contract Form (Attachment E) Provides an estimate of OJT costs, including employer reimbursement and support services Complete form based on employer information, OJT trainee information, and training plan Submit to Primary Operator within 30 day window Within 5 days Primary Operator will: Review pre-Contract form Authorize development of OJT Contract Determine program in which to enroll Trainee (NEG or Rapid Response)

20 OJT/NEG Project Process 6. Develop OJT Contract (Attachment F) OJT Contract is between the employer and the Primary Operator Local area reviews terms and conditions with employer and trainee OJT start and end date Invoicing frequency When all parties agree to OJT Contract, local areas sends to the Primary Operator: Draft OJT Contract for review Complete OJT Justification Form (Attachment G) Employer Certificate of Good Standing Changes may be necessary, but Primary Operator aims for 5 day turnaround for contract finalization and authorization.

21 OJT/NEG Project Process 7. Execute OJT Contract Primary Operator agrees to final draft, and authorizes OJT Contract execution: Local Area obtains employer signature (and union signature in case of collective bargaining agreement) Local Area submits employer-signed copy to Primary Operator Primary Operator signs OJT Contract and sends copies to relevant parties Local Area enrolls OJT Trainee in MOSES in the relevant OJT Program (OJT NEG or OJT Rapid Response) OJT starts on the designated date

22 OJT/NEG Project Process 8a. While OJT is underway… Employer completes: Monthly Progress Reports (Attachment I) Monthly submission starts 30 days after OJT start date Signed by employer and trainee Submitted to and kept on file at local area Employer Invoice (Attachment L) Frequency determined by OJT Contract Completed by employer and accompanies OJT Trainee payroll records Submitted to local area Local area signs and submits to Primary Operator

23 OJT/NEG Project Process 8b. While OJT is underway… Local Area Completes: Local Area Monitoring (Attachment J) Conducted minimum of two times during OJT At least one on-site review Recommend: One on-site review within two weeks of OJT start Mid-point on-site evaluation More as needed Monitoring Reports kept on file at local area Case Management Contact at least every 90 days Voucher Invoice (Attachment M) Submit at any point after OJT start Payments made when Primary Operator receives first employer invoice

24 OJT/NEG Project Process 9. Monitoring Primary Operator conducts at least one on-site Operator Review per each OJT Review takes place at Career Center and at selected worksites Full reports issued within 30 days DCS Quality Assurance Review Primary Operators Review selected Career Centers and worksites Full reports issued within 30 days Career Center and worksite visits will be scheduled in advance and coordinated when possible

25 OJT/NEG Support Services Support Services money is available: $10,000 NEG funds / $10,000 Rapid Response funds $500 max per OJT Trainee Provision of Support Services follows local area policy and guidelines Support Services need and estimated amount declared on OJT pre-Contract form Local areas provide and pay for support services according to local policy Local areas invoice Primary Operator for support services reimbursement

26 Local Area Issues Local Areas may want to: Review their local OJT Policy and Procedures: Verify local OJT policy approved by local governing body (i.e. WIB) Issues to consider: Roles and responsibilities for Career Center staff Process for selecting trainees and employers Resolving competition among employers Industry / employer targets Trainee agreements Local policy may be more restrictive than state policy Review Support Services Policy Develop local forms (e.g. Routing form)

27 Timeline and Next Steps Revised Powerpoint ed - 11/22/10 Master Agreement Due - 12/1/10 OJT Training (Poll) Monday, December 13, 2010 (Marlborough) Additional Sessions TBA Outreach Materials – TBA (Dec) Brochure Flyer Poster Website

28 Contact Information Boston / Central Office: Cheryl Scott OJT/NEG Project Manager (617) Regional Employment Board of Hampden County Jay Pyles OJT Coordinator (413) Greater New Bedford Workforce Investment Board Donna RamosCraig BakerSteve Grant OJT CoordinatorOperations OfficerContract/Finance Officer (508) x13(508) x14(508) x19