1. Panel Review Orientation Disability Employment Initiative Grants
for
Disability Employment Initiative Grants
SGA-DFA-PY-10-14
August 23, (10:00 – 1:00 pm EST)

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7. Panel Review Orientation Disability Employment Initiative Grants
for
Disability Employment Initiative Grants
SGA/DFA PY-10-14

8. B. Jai Johnson, Grant Officer, ETA
Featured Speakers
B. Jai Johnson, Grant Officer, ETA
Randee Chafkin, Program Manager, ETA
Serena Boyd, Grant Management Specialist, ETA

9. Best Practices for Paneling (B. Jai Johnson)
Agenda
Best Practices for Paneling (B. Jai Johnson)
Funding Opportunity Description (Randee Chafkin)
Evaluation Criteria (Randee Chafkin)
Panel Materials (Serena Boyd)
Paneling Process (Serena Boyd)
Closing (B. Jai Johnson)

10. Best Practices for Paneling

11. Overview of the Paneling Process
The U. S. Department of Labor, Employment and Training Administration (ETA) has secured a diverse pool of professionals to panel this Solicitations for Grant Applications (SGAs).
Primary objective of the panel is to review and make a fair evaluation of proposals submitted in response to the SGAs.
Each panel team will include: panel members and an ETA deliberation specialist.

12. As the Grant Officer for this solicitation, I thank you all for your time and effort in this review process.
Reviewing grant applications is a serious responsibility. You need to be aware that we need your 100 % cooperation in the reviewing, reading, scoring and deliberation of these applications.
Again, thank you in advance for a great job.

13. POC: Serena Boyd 202-693-3338 or boyd.serena@dol.gov
Paneling Process
Orientation Materials
Today’s PowerPoint Presentation
Panelist Excel Workbook
Conflict of Interest Form
Security of Proposals Form
Assigned Panel Information
Deliberation Schedule
Solicitation for Grant Applications
Electronic Copies of Assigned Proposals
POC: Serena Boyd or

14. Role of Panelist Paneling is a full-time commitment
Commit to thoroughly reading and scoring each proposal prior to the deliberation calls which includes:
Review of the evaluation criteria
Review of each proposal based on the evaluation criteria and assigning a numerical rating for each criterion/sub-criterion
Documentation of your weakness statements for each criterion/sub-criterion to establish a clear relationship between the score awarded and the weaknesses identified
Finalizing weakness statements as a result of deliberation call
Submit the Excel Workbook for each application by to the deliberation specialist within 24 hours after the deliberation call

15. Performance Excellence Partners, Inc.
Performance Excellence Partners, Inc. (PEP) has been retained by DOL to identify and procure panelists. You will be working for PEP to perform the panel deliberations.
PEP will provide information by on invoice instructions and payment.
Please direct questions to:
Linda Metchikoff-Hooker at PEP (office); (fax)

16. QUESTIONS?

17. Funding Opportunity Description

18. Eligibility Information and Funding Opportunity Descriptions
Eligible applicants are:
The state Workforce Investment Act (WIA) administering agency. The state workforce agency must select a minimum of four local State Workforce Investment Boards (LWIBs) that have the capacity to carry-out the State’s proposal under this SGA.
Award Amount:
Approximately $21 million in grant funds from approximately $1.5 to $6 million each is available for cooperative agreements to state Workforce Investment Act administering entities.
Period of Performance:
Three years (36 months)

19. Eligibility Information and Funding Opportunity Descriptions continued
The expected award funding will be for approximately 6 to 10 grants
Applications requesting funds exceeding the amount specified will be found non- responsive and will not be considered

20. Proposal Outline Part I – Cost Proposal:
Includes 4 items: 1) SF 424; 2) DUNS number; 3) SF 424 A Budget Information, including 4) Budget Narrative
(Optional) = OMB Survey N Form
Part II – Technical Proposal:
Limited to 25 doubled-spaced page limit, single-sided pages with 12 point text font and 1 inch margins. Any materials beyond the 25 page limit will not be reviewed
Additional materials such as resumes or general letters will not be read

21. Proposal Outline Contents Cont’d
Part III – Required Attachments to Technical Proposal:
1) Two-page Executive Summary; 2) chart displaying WIA and Wagner-Peyser data to address evaluation criteria in section V.A.; 3) chart displaying state, population of state, and list of each local WIB; and 4)graphic display of work plan implementation schedule, expected milestones, and outcomes.
The performance chart and work plan timelines may be attached but cannot exceed four pages each.
The Required Attachments will be excluded from the 25 page-limit.
Required attachments must be affixed as separate, clearly identified appendices to the application.
Additional material beyond the page limitations will not be read.

22. QUESTIONS?

23. Evaluation Criteria 23

24. Evaluation Criteria Criterion Points
Program Delivery – Strategic Approach 40
Partnership Commitment and Resources 20
Demonstrated Experience 15
Project Management 15
Outcomes and Sustainability 10
Total Points = 100

25. 1. Program Delivery –Strategic Approach (40 total points)
Scoring on this criterion will be based on the following subcategories:
i. Adults or Youth with Disabilities (5 points)
ii. Strategies to be deployed (20 points)
iii. One-Stop Career Center Systems (15 points)
For this and all criteria, panelists must review and utilize the complete description in the SGA 25

26. 2. Partnership Commitment and Resources (20 total points)
Scoring on this criterion will be based on two subcategories:
i. Strategic Partners (10 points)
ii. Partner Resources (10 points) 26

27. 3. Demonstrated Experience (15 total points)
Scoring on this criterion will be based on three subcategories:
i. Services and Outcomes of Adults and Youth with disabilities (5 points)
ii. Physical, communication and programmatic accessibility (5 points)
iii. Programmatic experience and initiative
(5 points) 27

28. 4. Project Management (15 Points)
Scoring on this criterion will be based on two subcategories:
i. Staff Capacity (8 points)
ii. Fiscal and Administrative Capacity (7 points) 28

29. Scoring on this criterion will be based on two subcategories:
5. Outcomes and Sustainability (10 Points)
5. Outcomes and Sustainability (10 Points)
Scoring on this criterion will be based on two subcategories:
i. Outcomes (5 points)
ii. Sustainability (5 points) 29

30. QUESTIONS?

31. Panel Materials and Process31

32. Role of the Deliberation Specialist
Ensure panelists receive a complete package of materials
Answer questions and concerns in a timely and professional manner
Facilitate calls to ensure a fair deliberation process
Ensure panel members are not pressured to change their ratings
Provide timely feedback to panelists if written evaluations are incomplete

33. Deliberation Schedule
Wednesday, August 24
Friday, August 26
Monday, August 29
Please call and use Participant Passcode to join the conference. All conference call times are EASTERN time. This number is used for all calls (Deliberation Specialist Panels A &B –Denise Roach)
Please call and use Participant Passcode to join the conference. All conference call times are EASTERN time. This number is used for all calls (Deliberation Specialist Panels C & D –Serena Boyd)
If you have any questions, please contact Serena Boyd at or (202)

34. Timeline and Overview of Deliberation con’t
The proposals to be reviewed by each panel can be found in the Applicant Panel Excel document and in the Panelist Excel Workbook under the tab labeled “Panel Assignments”
The applicant numbers are not in numerical order. Please start your review with the first proposal on the list.

35. Fax Number= (202) 693-2705 Panel Materials
The following panel materials have been ed or sent via hard copy
Today’s PowerPoint Presentation
Panelist Excel Workbook
Conflict of Interest/Non-Disclosure Statement
Security of Proposals Form
Applicant Panel Sheet—proposal assignments to each panel
Deliberation schedule
Fax Number= (202) 35

36. Expectations of YOU as a Panelist
Grant award selections are the ultimate responsibility of the Grant Officer
Grant award selections are subject to appeals by unsuccessful applicants.
Appeals involve the disclosure of panelists’ written evaluations to the Administrative Law Judge
Appeals determined to have merit may result in further legal scrutiny of panelist’s written evaluations by legal representatives of appealing applicants.
Note: it is vitally important that panelists only use the SGA’s Evaluation Criteria as the basis for evaluating the proposals.

37. Prior to deliberation call:
Scoring Basics
Prior to deliberation call:
Read the proposal thoroughly without scoring
Review the proposal a second time against the evaluation criteria
Score the proposal against each criteria
Prepare strengths and/or weaknesses for each criteria.
Please note the page number and section when referring back to specific information or details in the proposal. (Placing the page # on your evaluation response sheet will enable quick referral back to the discussion area) 37

38. Scoring Basics, continued
For each criteria:
Weaknesses must be included if any points are deducted
The score given for each criteria should reflect the weaknesses assigned by the panelists 38

39. Scoring Basics, EXAMPLE

40. EXAMPLE Scoring Tips Words or Phrases to USE
“The applicant (clearly, effectively) demonstrates”
“The applicant did not demonstrate”
“The applicant describes in detail”
“The applicant did not describe in full detail” 40

41. Scoring/Rating EXAMPLE of Clearly Supported Statement
The applicant clearly discussed the overall strategic approach to be implemented and stated how this will address the unique needs of the primary population, the workforce areas that are expected to participate, and why the project design is expected to be successful. Application page 2

42. EXAMPLES of Correct “Weakness” Statements
#336 Good Deeds Community College
WEAKNESSES:
The applicant did not provide adequate data and analysis to demonstrate the WIA and Wagner-Peyser Services for adults and youth. (see proposal: page 2, Demonstrated Experience)
The applicant did not discuss partners involved at the state level. (see proposal, page 12, Partnership Commitment and Resources)
The applicant did not clearly demonstrate strategies for carrying on the project beyond the end of the DEI grant. (see proposal, page 19, Outcomes and Sustainability) 42

43. QUESTIONS?

44. Excel Panelist Rating Workbook
Panelists enter scores, strengths, weaknesses, and issues in Excel workbooks, one for each proposal scored
Master copy called “Master Panelist Rating Workbook, SGA xls”
For each proposal scored, save a copy with the following naming scheme: Panel Number, Panelist Last Name, Proposal #.xls
Workbooks have eight tabs:
1) Score Summary
2) Panel Assignments
3) Program Delivery – Strategic Approach
4) Partnership Commitment and Resources
5) Demonstrated Experience
6) Project Management
7) Outcomes and Sustainability
8) Appendix: Evaluation Criteria 44

45. EXAMPLE Score Summary Tab

46. EXAMPLE Statement of Need Tab

47. EXAMPLE Panel Chair Summary Report

48. EXAMPLE Panel Chair Summary Report48

49. Important Tips
For each proposal reviewed, Panelists will save the master as:
“Panel Number, Panelist Last Name, Proposal #.xls” (Example: Panel 2 Smith #10)
Panel will save their summary report as:
Only whole positive numbers will be accepted in the Workbook
Excel sheets are protected, you can only change the values in blue cells
Remember to save often!!
For the list of proposals to review, please refer to the tab of the Panelist Rating Workbook, which is called Panel Assignments. 49

50. Deliverables and Close-Out
Excel Workbook for each proposal is due within 24 hours after each deliberation
Use the following format in the Subject line when ing the Excel Workbook: Panel #, Last Name, Rating Sheet, Proposal #.xls
Submit conflict of Interest/Non-Disclosure Statement
Panelists are asked to keep the hard copy proposals for approximately 45 days after final deliberations. After 45 days the proposals can be destroyed. 50

51. Summary- What do I do now?
Paneling
START READING
Sign and date the Conflict of Interest/Non-disclosure Statement
Review each proposal according to the criteria
Score each proposal before the deliberation call. The first call is scheduled for Wednesday, August 24th
Participate fully in each deliberation call
Capture any non-scoring concerns in the designated “issues” section of the Excel Workbook
Submit an Excel workbook for each proposal
Return any signed forms to the grants office

52. Information for Panelist
As we have mentioned several times, reviewing grant applications is a serious responsibility. Your review reports (submitted in Excel workbooks) must completely describe the weakness (es) in the application and support the score you have listed.
ETA will make every effort to protect your “draft” reports/documentation from litigation that may result from a non-selected applicant. However, you should be aware all the materials associated with this review may become documentation used in a non-selection appeal.

53. For playing an important role in our panel review process
THANK YOU
For playing an important role in our panel review process
For contributing to our future workforce
And participating in the most important work of the federal government 53

54. THANKS!