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On-the-Job Training National Emergency Grant Project (OJT/NEG Project) Training
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2 Training Agenda 9:30am – 9:45amIntroductions 9:45am – 10:30am OJT/NEG Project Overview 10:40am – 12:30pmOJT Forms 12:30pm – 1:30pm Lunch 1:30pm – 2:30pmTraining Plan Development 2:40pm – 3:30pmOJT in MOSES Overview 3:30pm – 4:00pmClosing / Wrap-up
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3 Introductions Introduction to the training Name Tents (name on front and back) Folders (contents double-sided) OJT/NEG Project Training powerpoint presentation OJT/NEG Project Policy (MassWorkforce Issuance No. 10-92) OJT/NEG Project Forms (Attachments A, D-N) Employer Eligibility Checklist Guide OJT/NEG Project Q&A OJT/NEG Project MOSES powerpoint presentation Helpful Tips for a Successful OJT Job Zone Training Time Conversion Chart Training Plan Examples Training Evaluation Parking Lot Feedback encouraged
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4 Introductions (cont’d) Getting to Know You: Name Affiliation Title Experience with OJT Objective for training
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5 OJT/NEG Project Overview OJT/NEG Project Employer Reimbursement Sliding Scale (50 – 90%) based on employer size Participant Eligibility Dislocated worker Long-term unemployed (22 weeks or longer) 1/1/08 Separation date Employer Eligibility ARRA requirements No public sector entities WIA requirements Training Length 4 week minimum 26 week maximum OJT Position Full-time, non-seasonal Voucher Amount $3300 (NEG voucher) $1500 (RR voucher) MassWorkforce Issuance Policy #10-92 #00-41 (revision in process)
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6 OJT/NEG Project Overview 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.
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7 OJT/NEG Project Overview Voucher Type Local Area 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 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 Submit completed Employer Eligibility Checklist by 6/29/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist
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8 OJT/NEG Project Overview 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
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9 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer Draft OJT Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.Full Training Plan 3.OJT Justification Form 4.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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10 OJT/NEG Project Overview (cont’d) Local Area process Required Form Primary Operator process OJT Underway Local Monitoring Report Completed by Local Area min 2x per OJT (required) First one 2 weeks after OJT start (suggested) DCS Process OJT Monthly Progress Report Completed by Employer Signed by Employer & Trainee OJT Employer Invoice Signed by Employer & Local Area payroll information Review Invoice validity & accuracy Approve Reimbursement sent to Employer Not Approve Request Resubmission OJT Voucher Invoice Review Invoice validity & accuracy Approve Voucher payment to Local Area Not Approve Request Resubmission OJT support & maintenance Primary Operator Review 1x per OJT DCS Monitoring
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11 OJT Forms - Overview List of OJT Forms Employer Eligibility ChecklistOJT Monthly Progress Report Certificate of Good StandingOJT Local Monitoring Report OJT Pre-Contract FormOJT Employer Invoice OJT Justification FormOJT Voucher Invoice OJT Contract Customizing forms Cannot take out content or compromise integrity Can add content (e.g. logos), change font, minor reformatting Local areas will monitored against local process If unsure, ask Primary Operator Suggestions, contact Cheryl Scott Forms can be sent electronically or faxed to Primary Operator (except OJT Contract—original is needed) All communication regarding the forms will take place between the Primary Operator and the Local Area Single Point of Contact (SPoC).
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12 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer OJT Draft Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.OJT Justification Form 3.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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13 OJT Forms - Employer Eligibility Checklist
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14 OJT Forms - Employer Eligibility Checklist Refer to Employer Eligibility Checklist Guide for guidance on how to complete the checklist. Checklist is used to determine Employer eligibility for OJTs for both OJT/NEG Project and regular WIA OJTs. Highlighted areas for review: How employer layoffs impact eligibility Checking good standing with Department of Unemployment Assistance Checking Debarment status Certificate of Good standing
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15 OJT Forms - Employer Eligibility Checklist (cont’d) Layoffs 3 year timeframe to understand the Employer’s history of layoffs. Must understand: Pattern of layoffs Frequency of layoffs Circumstances in which layoff occurred History of layoffs does not automatically preclude an employer from OJT. An Employer is ineligible if: Displacement has occurred or will occur Employer lays off employee to hire OJT Trainee OJT prevents employee from promotion, or full-time work Likelihood of Employer not providing long-term employment Overall Concerns Public money financing a person losing a job Investing in OJTs that will not lead to long-term employment
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16 OJT Forms - Employer Eligibility Checklist (cont’d) Checking DUA Status: 1. E-mail Jason Albert (jalbert@detma.org) with the company’s information:jalbert@detma.org Company NameFEIN # DUA # Street City, State, ZIP 2. Jason will contact DUA and check the Employer’s compliance with Unemployment Insurance, Universal Health Insurance, and Fair Share. 3. Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either “compliant” or “out of compliance” 4. If the Employer is “not compliant”, the Employer should contact UI or Fair Share directly. Detailed instructions are on Employer Eligibility Checklist Guide. Jason is the liaison between DCS and DUA. BSRs should not contact DUA directly. Non-compliance information is confidential to the employer. The Employer must contact DUA directly to get more information and to resolve outstanding issues. Contact Cheryl Scott to be added to the OJT/NEG Project Distribution List.
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17 OJT Forms - Employer Eligibility Checklist (cont’d) Certificate of Good Standing Issued by the Massachusetts Department of Revenue Certifies that Employers is in compliance with tax obligations Required in order to execute OJT Contract NOT required with Checklist submission BUT want Employers work on acquiring Certificate as soon as possible Certificate is good for 6 months Must be acquired no more than 6 months before estimated OJT start date Employers must request certificate Online submission process (fastest) https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Wel come.aspx https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Wel come.aspx Free and Confidential process Employers must request themselves Employers do not have to disclose results If charged, then requesting from wrong department Certificate generally issued within 1 week, if no problems If problems exists, process of obtaining Certificate could be lengthy
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18 OJT Forms - Employer Eligibility Checklist (cont’d) Debarment Status 4 debarment lists: 1.Federal Government’s Excluded Parties List System (database)Federal Government’s Excluded Parties List System 2.Division of Capital Asset Management Debarred Contractor’s List (pdf)Division of Capital Asset Management Debarred Contractor’s List 3.Businesses Issued Stop Work Orders by the Department of Industrial Accidents (Excel document)Businesses Issued Stop Work Orders by the Department of Industrial Accidents 4.Office of the Attorney General Debarment List (pdf)Office of the Attorney General Debarment List Local Areas need to check each list for the Employer’s Debarment status If the Employer appears on the list, contact Cheryl Scott Process takes about 45 minutes for first-time users Step-by-step instructions in Employer Eligibility Checklist Guide.
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19 OJT Forms – Vendor Debarment
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20 OJT Forms – Vendor Debarment (cont’d)
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21 OJT Forms – Vendor Debarment (cont’d)
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22 OJT Forms – Vendor Debarment (cont’d)
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23 OJT Forms – Vendor Debarment (cont’d)
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24 OJT Forms – Vendor Debarment (cont’d)
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25 OJT Forms – Vendor Debarment (cont’d)
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26 OJT Forms – Vendor Debarment (cont’d)
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27 OJT Forms – Vendor Debarment (cont’d)
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28 OJT Forms – Vendor Debarment (cont’d)
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29 OJT Forms – Vendor Debarment (cont’d)
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30 OJT Forms – Vendor Debarment (cont’d)
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31 OJT Forms – Vendor Debarment (cont’d)
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32 OJT Forms – Vendor Debarment (cont’d)
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33 OJT Forms – Vendor Debarment (cont’d)
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34 OJT Forms – Vendor Debarment (cont’d)
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35 OJT Forms – Vendor Debarment (cont’d)
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36 OJT Forms – Vendor Debarment (cont’d)
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37 OJT Forms – Vendor Debarment (cont’d)
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38 OJT Forms - Employer Eligibility Checklist (cont’d) Reminders & Tips Explain Employer Eligibility Checklist to employers Checking debarment status on all four lists is required. This can be done before meeting with an employer Checking status with DUA is required Certificate of Good Standing is not required at the time of Checklist submission, but it’s a good idea Don’t forget the Employer signature Signatory Authorization may be required if not directly dealing with an official signatory Have 30 days to execute OJT Contract after submitting Employer Eligibility Checklist 30 days from date of submission, not checklist completion Can withhold submitting completed checklists until trainee matches are reasonably assured Fax/E-mail copies of Checklist to Primary Operator (Local Areas keep original) Keep all completed Employer Eligibility Checklists on file
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39 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer OJT Draft Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.OJT Justification Form 3.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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40 OJT Forms - Job Seeker Case Management No OJT-specific forms for Job Seeker case management Use local policies and procedures Determining Eligibility Provision of intensive service(s) Career Action Plan Assessments Occupational Skills (required) Work Keys SDS One-Stop Skills Provider Mass CIS Local Area policy may also require TABE Participant training agreements Local areas may want to develop own forms Indicate how OJT trainee will benefit from OJT in MOSES and on the OJT Contract
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41 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer OJT Draft Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.OJT Justification Form 3.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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42 OJT Forms - Pre-Contract Form
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43 OJT Forms - Pre-Contract Form Provides estimate of cost of OJT – Primary Operator will set those funds aside Must be completed within 30-day time frame E-mail form to Primary Operator (no signatures needed) To complete form, need: Employer identified Trainee identified Training plan developed Start date End date Total Training hours Support services & costs identified Only estimate, but actual OJT Contract cost should be close Notify Primary Operator if there are changes with fiscal impact Do not need to show pre-contract form to employer
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44 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer OJT Draft Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.OJT Justification Form 3.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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45 OJT Forms - Draft OJT Contract
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46 OJT Forms - Draft OJT Contract Draft OJT Contract is for the Primary Operator to review Employer-negotiated terms and conditions of the OJT. E-mail completed, unsigned OJT Contract to Primary Operator. Indicate “Draft” in top right- hand corner of form To complete form, need: All Employer information All Trainee information Training plan fully developed Start date End date Content Total Training hours Local Areas will have discussed/negotiated all contract terms with the Employer. Discuss major changes with Primary Operator early-on Primary Operator will review and make changes until contract is in form they are willing/able to sign. May require Local Area/SPoC to be in frequent communication with both the Employer and Primary Operator. Form submission takes place within 30 day timeframe
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47 OJT/NEG Project Overview Employer Eligibility Checklist 1.Determine Trainee Match 2.Develop OJT Training Plan 1.Employer Outreach 2.Job Seeker Outreach Review Checklist (5 days) Eligibility Approve Checklist “reserve” voucher 30-day clock starts Not Approve Checklist & Request re-submission OJT Pre-Contract Form Approve Pre-Contract Not Approve Pre- Contract & Request revisions Review Pre-Contract (5 days) fund availability funding source 1.Develop/Review Contract with Employer 2.Review OJT Training Plan with Employer & Trainee 3.Review Monthly Progress Reports with Employer & Trainee 4.Review Invoicing with Employer OJT Draft Contract Review Draft Contract (5 days) Terms, conditions, assurances Approve Draft Contract Not Approve Draft Contract & Request edits/revisions 1.OJT Contract (Employer signature) 2.OJT Justification Form 3.Certificate of Good Standing Review OJT Contract & other Forms (5 days) Not Approve Contract/Forms & Request re-submission Sign Contract Send Copies of Contract OJT Starts! Local Area process Required Form Primary Operator process
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48 OJT Forms - OJT Justification Form
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49 OJT Forms - OJT Justification Form At-a-glance summary of entire OJT Contract Provides general overview of OJT OJT Trainee Eligibility Justification of OJT for Trainee Identification of Skills Assessment Employer Eligibility General OJT Criteria Requires 3 Local Area sign-offs: Person preparing OJT Justification form WIA Coordinator Career Center Director
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50 OJT Forms - OJT Contract
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51 OJT Forms - OJT Contract Final OJT Contract should be identical to Primary Operator-approved Draft OJT Contract Mail completed, original OJT Contract to Primary Operator with “Final” indicated in top right-hand corner Employer Signature is required Primary Operator Signature is blank Primary Operator will sign OJT Contract and distribute copies to SPoC Additional Forms to be submitted: OJT Justification Form Full OJT Training Plan Union letter of support (if OJT subject to collective bargaining agreement) Certificate of Good Standing Entered in MOSES: Trainee / Job Seeker Employer Employer as Training Provider OJT Course Trainee enrollment in OJT Course Primary Operator will approve OJT course enrollment upon signing OJT Contract.
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52 OJT Forms - OJT Contract
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53 OJT Forms - Contract Modifications
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54 OJT Forms - Contract Modifications Modifications are Required when: Length of the OJT changes Training Plan significantly changes Other changes take place that impact the cost of the OJT Modifications need reasonable justification Process Local Area completes OJT Contract Modification Request Form Employer signs form Local Area signs form and submits to Primary Operator Primary Operator approves/does not approve form Approval rejections require justification Primary Operator sends copies of completed Modification Request form to Local Area
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55 OJT/NEG Project Overview Local Area process Required Form Primary Operator process OJT Underway Local Monitoring Report Completed by Local Area min 2x per OJT (required) First one 2 weeks after OJT start (suggested) DCS Process OJT Monthly Progress Report Completed by Employer Signed by Employer & Trainee OJT Employer Invoice Signed by Employer & Local Area payroll information Review Invoice validity & accuracy Approve Reimbursement sent to Employer Not Approve Request Resubmission OJT Voucher Invoice Review Invoice validity & accuracy Approve Voucher payment to Local Area Not Approve Request Resubmission OJT support & maintenance Primary Operator Review 1x per OJT DCS Monitoring
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56 OJT Forms - Local Monitoring Report
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57 OJT Forms - Local Monitoring Report Series of questions to help identify how well the OJT is progressing Recommended that supervisor and trainee interviews are done separately Ask follow-up questions Use comments to capture information (add additional space if needed) Must be completed at least twice per OJT At least 1 must be completed on-site More can be done as needed Highly recommended for “at-risk” OJTs Recommended First on-site monitoring early on in the OJT, within the first two weeks Significant problems are likely be identified at this point Much easier to course-correct if problems are addressed at their earliest identification Additional on-site monitoring at mid-point Monitoring reports should be kept on file locally Monitoring reports should also be documented in MOSES
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58 OJT/NEG Project Overview Local Area process Required Form Primary Operator process OJT Underway Local Monitoring Report Completed by Local Area min 2x per OJT (required) First one 2 weeks after OJT start (suggested) DCS Process OJT Monthly Progress Report Completed by Employer Signed by Employer & Trainee OJT Employer Invoice Signed by Employer & Local Area payroll information Review Invoice validity & accuracy Approve Reimbursement sent to Employer Not Approve Request Resubmission OJT Voucher Invoice Review Invoice validity & accuracy Approve Voucher payment to Local Area Not Approve Request Resubmission OJT support & maintenance Primary Operator Review 1x per OJT DCS Monitoring
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59 OJT Forms - Monthly Progress Reports
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60 OJT Forms - Monthly Progress Reports Submitted by Employer to Local Area 30 days from OJT start Local Area have discretion in determining how to distribute form to Employers Pre-fill fields (e.g. “Training Progress” section) Send all Reports in bundle Send reports at regularly scheduled intervals Monthly Progress Reports submission and receipt should be noted in MOSES Monthly Progress Reports are local area tool to assess OJT progress and identify issues of concern Remember OJT Trainee sign-off on Report Remember to indicate if the report is the last one (top, right-hand corner) Local Areas keep Monthly Progress Reports on File Primary Operators may request reports as part of Desk Reviews
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61 OJT/NEG Project Overview Local Area process Required Form Primary Operator process OJT Underway Local Monitoring Report Completed by Local Area min 2x per OJT (required) First one 2 weeks after OJT start (suggested) DCS Process OJT Monthly Progress Report Completed by Employer Signed by Employer & Trainee OJT Employer Invoice Signed by Employer & Local Area payroll information Review Invoice validity & accuracy Approve Reimbursement sent to Employer Not Approve Request Resubmission OJT Voucher Invoice Review Invoice validity & accuracy Approve Voucher payment to Local Area Not Approve Request Resubmission OJT support & maintenance Primary Operator Review 1x per OJT DCS Monitoring
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62 OJT Forms - Invoices
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63 OJT Forms - Invoices Employer Invoice: Local Areas negotiate frequency of invoicing with Employer with terms of OJT Contract Employer submits completed invoices and payroll information to Local Area Local Area reviews invoice for accuracy (i.e. not billed for vacation, holiday, sick time, etc..) Local Area signs off on invoice and submits invoice to Primary Operator Primary Operator sends reimbursement directly to Employer, and notifies Local Area Voucher Invoice Local Areas submit voucher invoice to Primary Operator anytime after OJT Contract is executed. Primary Operators will send voucher payment to Local Areas after first Employer Invoice is received Support Service Invoice Standardized Support Service Invoice was not developed Local Areas use own local invoicing form for support services reimbursement or utilize voucher payment invoice form.
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64 OJT Forms - Employer Responsibility Employers must review and/or complete the following forms: Employer Eligibility Checklist (review & sign) Certificate of Good Standing (request) Draft OJT Contract (review) OJT Contract (sign) Monthly Progress Reports (complete) OJT Invoice (complete) Local Areas can minimize Employer burden by pre- completing forms for Employers
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65 OJT Forms - OJT Files Local Areas should have the following forms on file: Employer Eligibility Checklist (original) Certificate of Good Standing (copy) Signatory Authorization for OJT Employers (copy) OJT Pre-Contract Form (copy) OJT Justification Form (copy) OJT Contract (copy) OJT Monthly Progress Report (original) OJT Local Monitoring Report (original) OJT Employer Invoice (copy) OJT Voucher Invoice (copy)
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66 OJT Training Plan Overview HOW TO DEVELOP A TRAINING PLAN …YOUR MAP TO REACHING THE DESTINATION
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67 OJT Training Plan Development WHAT IS AN OJT TRAINING PLAN? Outline of what to expect from the employer as well as the OJT Trainee Working document that is somewhat flexible in its structure Means to measure success
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68 OJT Training Plan Development Steps to Creating a Training Plan – Getting Started 1. The Employer decides to pursue an OJT after meeting(s) with Business Services Representative. 2. The Employer provides a job description and basic information about the OJT position. 3. Start to develop a framework for the OJT Training Plan. Use O*NET http://online.onetcenter.org/ to assist employer in finding comparable job description.http://online.onetcenter.org/
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69 Training Plan Development – O*NET
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70 Training Plan Development – O*NET
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71 Training Plan Development – O*NET
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72 Training Plan Development – O*NET
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73 Training Plan Development – O*NET
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74 Training Plan Development – O*NET 1.Use this O*NET list of tasks as a starting place for the discussion about key training components of the OJT training plan. 2.Have employer indicate on the list which tasks are applicable to the OJT position, and which tasks are not listed.
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75 Training Plan Development – O*NET 1.Find the Job Zone and SVP Range to find the upper limit on training hours (use “Job Zone Training Time Conversion Chart”). 2.Begin to break down the Employer-generated list of tasks into time-defined components.
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76 Training Plan Development – O*NET 1.This section is helpful in approximating the trainee’s wage. 2.Remember, however, the trainee must be paid a wage that is comparable to an employee at that location doing similar work, with similar experience.
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77 Training Plan Development – O*NET These sections are helpful in working with the employer to determine: the trainee’s baseline qualifications for the OJT position Aspects of the on-the-job training plan
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78 Training Plan Development – O*NET These sections are helpful in working with the employer to determine: the trainee’s baseline qualifications for the OJT position Aspects of the on-the-job training plan
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79 Training Plan Development – O*NET These sections are helpful in working with the employer to determine: the trainee’s baseline qualifications for the OJT position Aspects of the on-the-job training plan
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80 OJT Training Plan Development Steps to Creating a Training Plan – Developing a Preliminary Training Plan Schedule time to meet with the Trainer(s) at the training site as their convenience. Explain the importance of the Training Plan to the Trainers. (Note: the Trainer may be different than the person with whom you have been in contact.) At this meeting, get as much information about the content and context of the OJT position. Encourage the trainer to describe the job in detail starting at the beginning of workday. Be an active listener and try to read between the lines. With this information and the information gathered from O*NET, develop a preliminary Training Plan and a list of pre-requisites for the OJT position. Verify this with the Employer. Remember, the Employer is expected to fill what ever skill gaps exists.
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81 OJT Training Plan Development Steps to Creating a Training Plan – Working with the Job Seeker 1. Find an appropriate match to the potential OJT position: - Career Center Case Managers - Talent Bank search in MOSES - Discussions with colleagues 2. Pre-screen the candidate - Interview Job Seeker - Read case file(s) and MOSES record - Check references 3. Refer appropriate candidate to the Employer - Employer may have own screening process (interview, testing, etc…) - Make sure candidate is well-prepared for Employer’s screening process - Employer makes the final decision on who to hire - E m p l o y e r m a y h a v e o w n s c r e e n i n g p r o c e s s ( i n t e r v i e w, t e s t i n g, e t c … ) - M - Employer makes the final decision on who to hire
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82 OJT Training Plan Development Steps to Creating a Training Plan – Developing the Final Training Plan Once the Employer selects a Trainee, adjust the preliminary training plan to reflect the skills and training the Trainee already possesses: 1. Have the Trainee identify the skills/training based on the job description and/or O*NET 2. The O*NET maximum training allowed is the LONGEST the training should be. This maximum reflects how long it should take someone with NO training to become proficient in the position. If the OJT Trainee has some skills, the training plan length should be shorter than the maximum. 3. Training plan length should be well-justified. 4. Work with the Employer and Trainee to make educated guesses on the length of the training plan components.
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83 OJT Training Plan Development 1. Area – What is the subject matter? 2. Activity - How and what will trainee learn? 3. Competency – How will success be measured? 4. Time/Hours – How long to learn activity? 5. Staff Responsible – Who will train the trainee? Steps to Creating a Training Plan – Successful Training Plan using “AACTS”
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84 OJT Training Plan Development Steps to Creating a Training Plan – Training Plan Documentation OJT Contract Identifies OJT Training Plan Outline Phase I – training plan components initiated in first half of OJT Phase II – training plan components initiated in first half of OJT While most training will happen concurrently, use best guess for Phase I or Phase II training elements Full, annotated Training Plan Attach to OJT Contract Identify AACTS OJT Monthly Progress Report Identifies progress on components on Training Plan Outline
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85 OJT Training Plan Development Helpful Tips The decision makers may not be the trainers. Make sure you talk about the OJT with both. Ask to tour the company to get a lay of the land. Think outside the box to understand the physical requirements of the job. Pre-screen the potential trainee before referring them to the Employer (interview potential trainee, check references, etc…) Advise the trainee to visit the Employer’s website and become familiar with the training plan. Emphasize that the Employer will receive support throughout the OJT. Ask for the company’s holiday schedule.
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86 OJT Training Plan - Contact Information Ann Shaw Business Services Representative On the Job Training Program Coordinator ValleyWorks Career Center 439 South Union Street Lawrence, MA 01843 Telephone: (978)722-7048 Email: Ashaw@detma.org
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87 Closing/Wrap Up - Timeline Requirement / EventDeadline Employer Eligibility Checklist Submitted (for NEG vouchered OJTs) February 28, 2011 OJT Contract Executed (for NEG vouchered-OJTs) March 30th, 2011 OJT/NEG Project Check-inApril 2011 Employer Eligibility Checklist Submitted (for RR vouchered OJTs) June 29, 2011 Availability of NEG funds and RR training funds & vouchers will be assessed July 2011 OJT Contract Executed (for RR vouchered-OJTs) July 29, 2011 DCS OJT MonitoringAugust, 2011 Project CompletionMarch 31, 2012
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88 Closing / Wrap-up - Resources MassWorkforce Issuance No. 10-92: On-the-Job Training/National Emergency Grant Project (OJT/NEG Project) http://www.massworkforce.org/Issuances/PolicyIssuance2010.htm USDOL TEGL #4-10 http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2930 Websites Massachusetts OJT Toolkit www.massworkforce.org/OJT Employer OJT Site (in development) www.mass.gov/dcs/ojt
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89 OJT Website (for Local Areas)
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90 OJT Website (for Employers)
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91 Closing / Wrap-up - Contact Information Regional Employment Board of Hampden County David Cruise OJT Coordinator Phone: (413) 755-1326 Fax: (413) 755-1364 dcruise@rebhc.org Local Areas: BerkshireGreater LowellMetro South/West Central MAHampdenNorth Central Franklin Hampshire Lower Merrimack Valley
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92 Closing / Wrap-up - Contact Information Greater New Bedford Workforce Investment Board Donna RamosCraig BakerSteve Grant OJT CoordinatorOperations OfficerContract/Finance Officer (508) 979-1504 x13(508) 979-1504 x14(508) 979-1504 x19 dramos@gnbwib.orgcbaker@gnbwib.orgsgrant@gnbwib.org Fax: (508) 979-5680 Local Areas BostonCape & Islands North Shore BristolGreater New BedfordSouth Shore BrocktonMetro North
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93 Closing / Wrap-up - Contact Information Boston / Central Office: Cheryl Scott OJT/NEG Project Manager (617) 626-6107 cscott@detma.org
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94 Closing / Wrap-up SPoC Identification OJT/NEG Project Distribution List Parking Lot Additional Questions & Answers Evaluations Thank you!
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