1. GENERAL SESSION H-1B RTW Performance Reporting Pulse Point
H-1B Ready to Work Conference
October 14, 2015
GENERAL SESSION H-1B RTW Performance Reporting Pulse Point
Speakers:
Megan Baird,
Program Manager for H-1B Grants,
U. S. Department of Labor, Employment and Training Administration, Division of Strategic Investments
Ayreen Calimquim,
Program Analyst, Performance Excellence Partners, Inc.

2. H-1B RTW Grants Performance Pulse Point
Types of Supportive Services
Year 1 Performance in Review
Childcare & Dependent Care
Housing, Relocation & Utility Assistance
Transportation Costs and Car Repairs
Financial and Legal Services
Career Planning & Exploration
Job Coaching
Resume and Interviewing
Networking
Job Shadowing
Job Search/Job Placement
Mental Health Services
Financial Counseling
Medical Substance Abuse
Behavioral health counseling
Mental Health Referrals
Megan: After yesterday’s plenary session on supportive services, we know how it important it is to
We’ve heard grantees provide these types of services from your quarterly reports and your monthly coaching calls. Are there any services that is not listed here that you are providing?! #

3. H-1B RTW Grants Performance Pulse Point
Year 1 Performance in Review
20 Grantees Reported Serving Participants
Training Enrollments
OJT, Cohorts, Boot Camps
Employment Placements
Stand if you will be reporting job placements!
Megan: We don’t have exact numbers on performance outcomes, but we can say that at least 20 grantees have reported serving participants.
We are seeing enrollments in OJT, enrollments in cohorts and bootcamps are
And some grants are placing people in jobs! STAND UP if you have placed 5 people in jobs.
10 people in jobs
25 people in jobs
50 people in jobs
75 people in jobs
100 people in jobs
150 people in jobs
200 people in jobs
APPLESAUSE! #

4. H-1B RTW Grants Performance Pulse Point
Target Outcomes
AHEAD!
16,402 Number of Participants Served
At least 85% LTU
15% Short-term Unemployed and Incumbent workers
Megan: Where Are We Going?

5. It’s All About That HUB! Reporting Myth-busters …
WIOA Impacts to RTW Performance Reporting
DOL Performance Reporting Systems
RTW Quarterly Performance Report
It’s not the same as previous H-1B Grants
We expect to see data in the next reporting quarter
Reporting Employment Outcomes
Reporting employment outcomes for all participants served
Tracking employment retention ONLY for Incumbent Workers
Megan: I combined these

6. Grantee Access to HUB and TA Timeline
It’s All About That HUB!
Grantee Access to HUB and TA Timeline
November 13, 2015
SUBMIT your 9/30/15 Quarterly Progress Reports
After October 30, 2015
UPLOAD DATA FILES
Generate a QPR Form
Right Now
HUB IS CLOSED!
Prepare Data Files INSTEAD
Need HUB TA?!
RTW Edit Check and HUB Aggregation Rules
Ayreen: On to the most exciting part of our presentation – It’s all about that HUB!
As you are all aware, the HUB system is closed, well not really since you have been able to submit your quarterly narrative reports.
During these last several weeks since the last reporting quarter, we have been working on the HUB system to refine edit check rules so that you will be able to submit the most accurate information about your participants from the data files that you upload into the system. There are new edit checks to some of the data elements, but don’t worry, there are now new data elements to collect.
So what you should be doing now is to continue preparing your data file of all participants enrolled in our Ready to Work grant-funded services or training. Please let us know if you need technical assistance to support you on this. Today we have the HUB Help Desk, where you can sign up at the registration desk for some time to answer your performance questions. We also have pre-recorded tutorials that you can review, and we can schedule a one-on-one conference call to walk you through this process.
After October 30th, HUB will be fully functional, meaning you will be able to continue submitting your quarterly narrative reports, and begin to upload your data files. We know that some of you started this process in the last reporting quarter, and we hope that you aren’t scared away by the format check and edit checking process. Once your data file passes the edit check process, HUB will generate a QPR form, which will be an aggregate total of all participants served to date for various outcome measures that we use to evaluate the success of your grant.
The two key documents that you need to review here are the Ready to Work Data Elements and Edit Check Rules as well as the HUB Aggregation Rules. We will be releasing these documents after the conference.
Last, and we hope you have this date noted in your planning calendars, your quarterly progress reports for the quarter ending September 30, are due no later than November 13th.
To support your efforts in submitting your September 30th Quarterly Progress Report, we will be hosting a Performance Reporting webinar during the first week of November, and we will also host HUB Office Hours, which are small group calls to answer your questions. As we’ve said before, we are looking forward to seeing your data, so we want to support you as much as we can.
Coming Soon! Performance Reporting Webinar and HUB Office Hours #

7. H-1B RTW Performance Reporting Resources
It’s All About That HUB!
Preparing Data Files Recap
Data files are a comprehensive record of all participants served to date
H-1B RTW Data Elements and Edit Checks
Established systems, process and procedures
Protect PII! Protect PII! PROTECT PII
Add new participant records as they are enrolled in your program
Update participant records as they move along your program design
Ayreen: So what should you be doing now? Let’s do a quick recap on what you should be doing to prepare your data files.
Remember that your data files are a comprehensive record of all participants served to date.
The Ready to Work data elements and edit checks document will inform what type of information you are required to collect for performance reporting. You should already have an established system for performance reporting, which include developing a centralized database to store your participant data. You should have also process and procedures to inform and train your staff, including service providers and training partners on the requirements needed to collect and track participant data.
Remember to protect PII! Reiterating the information you heard yesterday from Maggie’s presentation, we cannot tell you enough that you must establish a system to protect sensitive participant information. This is also where we tell you to NEVER send us your data files with participant SSNs and Date of Births. Megan, what do you like to say? Just because we work for the federal government doesn’t mean we can be trusted!
But seriously, we are more than happy to help troubleshoot your errors, and we do have limited access to your data files, with the SSNs retracted, when an error report is generated in HUB.
Lastly, remember to add new participant records as soon as they are enrolled in your program; however you should also continue to update participant records as they progress along your program design. As part of your process, it will probably help to do this in real time – small increments per week – so that you are not scrambling after each reporting quarter to update each participant record in your data files.
H-1B RTW Performance Reporting Resources

8. COMING IN NOVEMBER: H-1B RTW Performance Reporting Webinar
It’s All About That HUB!
H-1B Ready to Work Aggregation Rules
HUB relies on the key dates entered for all participant records
HUB is calculating your QPR Form based on:
Your comprehensive data file
H-1B RTW Aggregation Rules
Code values entered for each data element
Key dates entered for each participant activity
Calculations for Previous, Current, Cumulative Grant-to- Date data
Ayreen: Next, let’s quickly go over the HUB Aggregation Rules.
First things first, HUB is a database reporting system that relies heavily on the dates that you enter for all of your participant records.
HUB is calculating your QPR form using your comprehensive data file of all participants served grant to date - not just participants served within the reporting quarter. This is why it is important for you to upload a data file that include all participants served by your Ready to Work Grant.
The H-1B Ready to Work Aggregation Rules will have a rule for each outcome measure listed in the QPR form such as participant demographics, employment status at participation, service and training outcomes, and employment outcomes. These aggregation rules depend heavily on the code values that you enter for each data elements – remember the series of ones, zeroes, twos and 9-digit codes and year/month/dates that are in your data files? The HUB system reads these code values to report out your participant data.
Remember, since HUB is date-based, the key dates that you enter for each activity in your participant records will inform calculations for previous quarter, current quarter and cumulative grant to date performance outcomes.
COMING IN NOVEMBER: H-1B RTW Performance Reporting Webinar

9. H-1B Ready to Work Community of Practice #

10. It’s All About That HUB!
Ayreen: We know that this is a quick high-level overview, given the timeframe we have with our jam-packed conference agenda.
But I do want to acknowledge that most of you out there don’t speak code – neither did I – and it certainly is a process to learn these tech-speak rules and translate them into program-speak English. But through our support we hope we can help you make sense of the HUB Reporting System. We will send communications to let you know that we have released a new version of the Data Elements and Edit Checks document, as well as the Aggregation Rules. We will schedule our next Performance Reporting Webinar in early November and we’ll certainly get that on your Outlook calendars.
We have time for some questions. #