1. Community-Based Job Training Grants Orientation Webinar Series
Welcome to
Community-Based Job Training Grants
Orientation Webinar Series
February 24, PM ET

2. Presentation Slide Area
Attendee List
Presentation Slide Area
Chat Room
Presentation Slide Area
Moderator:
There are 4 areas that I would like to call to your attention:
The first is the presentation slide area, it’s where the main content for the webinar will appear and it will be the main focus of your attention throughout the webinar.
The second is the attendee list, it’s located on the top left of your screen and it displays a list of all attendees to this webinar.
The third is the chat room, also at the left of the screen, directly below the attendee list, it allows you to ask questions, or make comments during the webinar. We are using a ONE WAY conference call for the audio portion of this webinar – you can hear the presenters, but they cannot hear you. Due to the large number of attendees, and to control background noise and interruptions, we’re going to rely on this CHAT feature to solicit your questions throughout the session. Those attending with a group will want to designate a “scribe” to represent your group by entering questions as they occur ANYTIME throughout the session. Your questions are automatically transmitted to the presenters and will be answered during dedicated question and answer periods.
The fourth is the “Meeting” menu located at the top left of your monitor. Once you click the “Meeting” menu, you will be presented with a few options to choose from. The only option I want to point out to you is the “Full Screen” option. If you feel the size of the room is too small or if it is difficult for you to read the text, I suggest you switch to Full Screen mode. Depending on the size of your monitor, this will increase the size of the webinar room so that images will appear larger.
Status Options

3. Submitting Questions
Chat Room
Enter questions into the Chat Room (located in lower left corner of the virtual classroom).
To submit a question or comment, type the question in the text box and click the arrow button.
Your name, the text “(Submitted Question)” and your question will appear in red on your screen, indicating successful submission.
Questions are directly transmitted to presenters – other participants will not see your questions.
CLOSE CHAT SLIDE
Moderator:
To submit a question using the chat feaure, type the question in the text box and click the arrow button to submit.
When you submit a question, your name, the text “Submitted Question” and your question will appear in red on your screen, indicating successful submission. Note that Questions are directly transmitted to presenters – other participants will not see your questions.
Again, please be sure to enter your questions at ANYTIME throughout our session. We’ll make time to answer as many of them as possible during the session.
(ADVANCE SLIDE)
Text Box
Arrow Button

4. Practice
In the chat room, please type the name of your organization, your location, and how many people are attending with you today.

5. Access to Webinar Materials
Webinar Resources:
Recordings available within 2 business days after the event.
All resources are posted under the…

6. Today’s Presenters Speakers
Tom Hooper, Program Manager, Business Relations Group, Office of Workforce Investment
Megan Baird, Program Officer, Business Relations Group, Office of Workforce Investment
Melissa Abdullah, Grants Management Specialist, Office of Grants and Contracts Management
Sherrill MitchellRobison, Federal Project Officer, Atlanta Regional Office
Moderator:
Megan Baird, Business Relations Group, Office of Workforce Investment
Megan

7. Business Relations Group
Megan Baird
Business Relations Group

8. Polling Question #1
How did you react when you found out your organization received a Community-Based Job Training Grant?
I dropped the phone
I fell out of my chair
I screamed
I played it cool
Called or ed my boss, co-workers, friends, and family

9. Polling Question #2
Has your organization has identified a program director or project manager?
Yes No
In Progress
Not yet

10. Polling Question #3
Please tell us who is participating in today’s webinar from your organization
(Please select all that apply)
Program/Project Manager
Program staff support
Grant Signatory
The writer of the grant
Designated college representative
Other (If you select, please specify using the chat feature)

11. Contact Information
Once your key program point of contact is in place, please make alert your Federal Project Officer.
The Business Relations Group should also be notified of all program contacts and any changes to program contacts during the life of the grant:
Send an to Kristopher Turner: with all relevant contact information
Subject line of the should read: CBJT Round 4 Program Contact

12. Next Steps
Program and fiscal staff will listen to four pre-recorded Financial Webinar Recordings by Tuesday, March 10,
Financial Management and Match
Leveraged Resources & Intellectual Property
Grant Management Requirements
Financial Reporting
Prepare and submit questions to Kristen Rhinehart at: by Noon March 11, 2009
Follow-up conference call with ETA Fiscal Expert on Monday, March 16, 2009 at 2:00 PM Eastern

13. Future Orientation Topics/Schedule
February 26,2009 at 3:00 PM Eastern
Performance At Work (PAW)
March-April 2009
Financial Reporting
Preparing your Quarterly Performance Report
Accessing the On-line Performance Reporting System
Future Technical Assistance
Dissemination and product Development
Sustainability

14. Business Relations Group
Community-Based Program Highlights
Tom Hooper
Program Manager
Business Relations Group

15. ETA’s Community College Strategy
Approximately $497 million now has been awarded through 279 grants in 49 states to promote the U.S. workforce’s full potential.
Information about ETA’s Community-Based Investments can be found through our Investment Center:

16. Leveraged Resources
Allows for the strategic use of grant resources
Increases stakeholder investment in the project at all levels including design and implementation phases
Broadens the impact of the project itself

17. Polling Question #4
Please tell us how you might be leveraging resources from key entities in your strategic partnership. (Please select all that apply)
Private Sector
Community and Faith-Based Organizations
Philanthropic foundations
Other DOL Programs such as WIRED
Non-DOL One-Stop partner programs such as Vocational Rehabilitation, Adult Education, and DOE Pell Grants
WIA training resources such as Individual Training Accounts or Career Advancement Accounts
Other types of WIA resources
Other (please specify using the chat feature)

18. Sustainability Top 5 Ways to Ensure Sustainability
Plan for sustainability from the beginning of your project.
Involve partners and sub-grantees in sustainability planning. Their planning will help ensure overall sustainability of the project.
Integrate adaptability into your planning efforts.
Find a committed leadership team (it is worth the time and resources!).
Facilitate, collaborate, and communicate with your partners and sub-grantees rather than “commanding and controlling” these relationships. Remember, partnerships are based on a mutual benefit.

19. Product Dissemination and Replication
Grantees will develop solutions-based models and products for dissemination
Will be shared with and implemented by other community colleges, the workforce investment system, and industry leaders
Grantees will receive training on preparing and packaging their “products” for dissemination

20. Workforce3 One www.workforce3one.org

21. Polling Question #5 What types of products and deliverables will
you be developing? (Please select all that apply)
Competency models and career ladders
Curriculum and course materials
Career awareness and outreach materials
Reports and Database
Program Management, Implementation, and Sustainability tools
All of the above (I am a super star!)
Help! I am not sure what I am developing

22. Technical Assistance Activities
Peer Networking Group (PNG)
Suggested Topics:
Recruitment strategies
Partnership building
Best practices
Sustainability
*Please refer to the PNG Guide for additional information and instructions

23. Open Chat
Please tell us what kinds of challenges you anticipate during the life of your grant.
Please tell us what kinds of Technical Assistance would be valuable to help you address those challenges.

24. Grant Start-up Logistics
Melissa Abdullah,
Grants Management Specialist

25. What is your level of experience operating a Federal Grant?
Polling Question #6
What is your level of experience operating a Federal Grant?
This is our first Federal Grant
Our organization has some prior experience, but this is our first Department of Labor Grant
We have experience with Department of Labor Grants

26. The Grant Award Grant Award Letter
Grant Agreement - Notification of Award Obligation
Application for Federal Assistance SF-424
Administrative Costs
Solicitation
Part I - Statement of Work
Part II - Budget Information – SF424a
Part III - Assurances /Certifications
Part IV - Special Clauses and Conditions
Additional Provisions

27. Acknowledgements of Award Payment Management System
Grant Award Letter
Acknowledgements of Award
Payment Management System
Information and forms on under Payment Information
ETA’s on-line Grantee Fiscal Reporting System – SF 9130
Information to access system on under Financial Reporting
Passwords/PINs are sent separately after supplying the necessary information --- Once you receive it please DO NOT LOSE IT!

28. Grant Agreement Notification of Award Obligation
Project title
Community-Based Job Training Grants
Grant awardees' identifying information
DOL identifying information
Agreement # CB-XXXXX A-XX
Period of performance
Award amount
Regulations and costs principles
Signatures

29. Notification of Award Obligation Regulations and costs principles
Code of Federal Regulations (CFR) can be found at
Uniformed Administrative Requirements
29 CFR Part 95-Institutions for Higher Education
29 CFR Part 97, State/Local Governments and Indian Tribes
Cost Principles
2 CFR 220 (OMB Circular A-21) – Educational Institutions
2 CFR 225 (OMB Circular A-87) – State/Local Government, Indian Tribes
2 CFR 230 (OMB Circular A-122) – Non-profit Organizations
Other Requirements (As Applicable)

30. Application for Federal Assistance SF-424
Submitted by grant applicant
Incorporated in grant packet

31. Grantee’s original proposal
Statement of Work
Grantee’s original proposal
Includes Technical Proposal, Abstract, Timeline, and letters of commitment
Budget

32. Special Clauses and Conditions
Budget Line Item Flexibility
Indirect Cost Rate and Cost Allocation Plan
Special Conditions
Federal Project Officer
Equipment
Program Income
Intellectual Property Rights
Evaluation
Reports
Quarterly Financial and Performance Reports

33. Question and Answer Period
Please enter your questions into the Chat Room!

34. Sherrill MitchellRobison Federal Project Officer
Roles and Support
Sherrill MitchellRobison
Federal Project Officer
Atlanta Regional Office

35. Regional Map

36. Update your Contact Information
Any time the main point of contact for your grant changes, please remember to alert your Federal Project Officer and the National Office.
Federal Project Officers and the National Office regularly sends out blasts to grantees. Please make sure your system does not confuse our communication as spam.

37. DOL/ETA Program Office
The National Program Office has several functions:
Supports Federal Project Officers
Provides technical assistance
Creates peer learning opportunities
Coordinates product submissions and dissemination
Periodically requests additional information about your grant

38. Industry Leads
Located in the Business Relations Group in ETA’s Office of Workforce Investment
Knowledgeable about workforce challenges, industry trends, and innovative strategies in specific high-growth industries

39. DOL/ETA Grants Officer
The Grants Officer performs official grant duties:
Maintains official grant documents— modifications, extensions, etc.
Approves all purchases over $5,000

40. Introduction to Grant Modification and Procurement Processes
Thomas Hooper
Program Manager
Business Relations Group

41. How many of you think you need a grant modification ASAP?
Polling Question #7
How many of you think you need a grant modification ASAP?
Yes, I am in desperate need of a grant modification
I am not sure if I need to make a modification, I will check with my FPO
I know DOL is trying to fool me with this question—They will not be approving modifications during today’s Webinar

42. What is a Modification?
A modification is the formal process used to make changes to your grant agreement if necessary and appropriate.
Changes to the grant agreement may not be implemented until official written notification of approval is received from the Grant Officer.

43. Grant Modification Prior written DOL approval is required for:
Changes to the period of performance such as no-cost extensions
Budget transfers--when there are certain types of changes to your budget
Equipment purchases (Greater than $5,000)
Changes to the approved Scope of Work

44. Grant Modification
Requests for no-cost extensions will not be considered until at least 9 months prior to the grant end date.
Requests for no-cost extensions should be submitted to your FPO no later than two months before the grant end date.
More than one request for a no-cost extensions is not encouraged.

45. What is the Process?
Any changes proposed must be discussed/reviewed by your Federal Project Officer
Be certain that you base subsequent budget modification requests on the latest approved budget

46. What should be included in a modification request?
For extension and scope of work changes, please include the following:
Detailed justification regarding why the modification is needed, and identifying the challenges/issues that lead to the need for a modification
Status of outcomes and deliverables, and what grant activities will take place to support the outcomes and deliverables, if the request is approved;
An up-to-date timeline of grant activities that includes key activities and outcomes to be achieved for the time remaining in the grant if the modification is granted
An updated budget and budget narrative as appropriate

47. What are some common problems with modification requests?
Lack of detail regarding the nature and substance of the request
Not signed or submitted by the grant signatory
Mathematical errors
Timeliness of submission
Lack of response to requests for additional information or clarification
Lack of justification regarding why a change is proposed

48. What Documentation is Needed?
SF 424A for budget modification
Narrative justification & description
Bids for equipment purchases
Information regarding procurement procedures
Updated timeline for grant activities when appropriate
Submit final modification documents to your FPO

49. What happens to my request once it has been submitted?
FPO review and concurrence
Concurrence from the National Office when appropriate
Process in the region for approval -or- forward to the National Office Grant Officer for approval
Notification, in writing, of the approval

50. Question and Answer Period
Please enter your questions into the Chat Room!

51. Performance Reporting
Megan Baird
Program Officer
Business Relations Group

52. Polling Question #8
What is your greatest concern about performance reporting?
Data integrity
How it is used to evaluate our grant
The documentation needed to support grant requirements
The amount of time it will take
All of the above

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

54. Reporting on Community-Based Job Training Grants
Two reports due each quarter
Financial
Programmatic
Final Report due at the end of the grant

55. Quarterly Performance & Financial Reporting Schedule
Quarter Period Covered Due
1 Jan 1- Mar 31 May 15
2 Apr 1-Jun 30 August 14
3 Jul 1- Sep 30 November 14
4 Oct 1-Dec 31 February 14
*Should the due date of the reports fall on a Saturday
or Sunday, the report is due the Friday before.

56. Collecting, Tracking & Reporting Data
Key Service Outcomes:
Participants Served, Beginning and
Completing Training
Common Measures
Entered Employment
Employment Retention Rate
Average Six-Month Earnings
One option: Provide social security numbers (SSNs) for ETA to calculate the common measures

57. Performance Reporting Materials
Fact Sheets on Common Measures, Supplemental Data, and Gap in Service (handouts)
The following Reporting Resources are available at the link below:
General Reporting Forms and Instructions
ETA-9134 Form
Frequently Asked Questions (documents 1-5)
Quality Assurance Guidebook for Grantees (2.09) (handout)

58. Capturing All Required Information
A data tracking system is a necessity
Reporting Requirements:
ETA performance measures
Equal Employment Opportunity (EEO) information
Veterans information

59. Performance at Work (PAW)
PAW Webinar: February 26, 2009 at 3 PM Eastern
PAW calculates most of the data elements required on the ETA 9134-Report Form except capacity building, leveraged resources, and the narrative report.
Provides “alerts” when additional information is needed or follow-up must be performed.
To access PAW for download and the accompanying user guides, visit Please note, if you are a first time user of PAW, be sure to review the User Guides and download the PAW system prior to the Webinar.

60. Question and Answer Period
Please enter your questions into the Chat Room!

61. Business Relations Group
U.S. Department of Labor
Employment and Training Administration
200 Constitution Avenue, NW
Room N-4643
Washington, DC 20210
Website:
T: (202)
Thomas Hooper, Program Manager

62. Share Your Ideas with Your Peers!
Simply log on to Workforce3 One and look for the “Share Content” located on the Homepage
Share your demand-driven strategic plans, models, innovations, resources, and ideas!
(ADVANCE SLIDE)
Submit your content to Workforce3 One at:

63. Webinar Resources:
Recordings available within 2 business days after the event.
All resources are posted under the…
Moderator: (Public Webinar)
Please note that all webinar resources, such as the PPT, recording, transcript and any handouts used during the webinar will be available for download from your “My Dashboard” page. When you initially log into your W31 account, your “My Dashboard” page will be the first page you’re taken to. The recording and transcript will be available within 2 business days after the session concludes while the PPT and any handouts will be posted before the session begins.
To access the recording or any resource associated with the recording, like the PPT or handouts, simply click the “Resources” tab on the left side of the homepage. Click “Resource Type” dropdown “Webinar Recording”.
(ADVANCE SLIDE)

64. Stay Informed, Get Connected!
Workforce3 One:
Communities of practice
Live web-based events
Register for updates!
For more information about the workforce investment system:
Visit
Call US2-JOBS

65. THANKS!