Quality Reporting for High Growth and Community Based Grantees

September 19, 2007 1:30 – 3:00 p.m. Phoenix, AZ

U.S. Department of Labor Employment and Training Administration

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Quarterly Reporting…

Can be OR

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Goals for Today’s Session
• Increasing your understanding about preparing reports focused on program successes and deliverables • Preparing for quarterly report submissions • Making reporting easier and less of a chore by increasing understanding of what makes a good report • Illustrating common errors/misunderstandings in reporting • Having Fun!
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Poll
How long do you spend on average in preparing your quarterly report?
Less than 2 hours 2-5 Hours 5-10 hours More than 10 hours
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Background on HGJTI and CBJTG Reporting

• Development of Common Measures
– Improve information about program effectiveness – Account for Federal dollars invested – TEGL 17-05

• Workforce Investment Streamlined Performance Reporting (WISPR)
– Streamlined System For State FormulaFunded Workforce Programs
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Proposed Reporting Format
A copy of the full Reporting package can be found here:

http://www.doleta.gov/OMBCN/OMB_1205-0NEW_20070530 Contains:  Federal Register Notice  Supporting Statement  Quarterly Performance Report Form  Reporting Instructions

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Why does ETA collect so much information?
1. To learn about the great things you are doing! 2. To compile information about grants and their successes to share with key stakeholders:
• • • • • • DOL Leadership Congress Other federal and state agencies Workforce system Community Colleges Business and Industry

3. 4. 5. 6.

To ensure performance/program goals are met To provide opportunities for technical assistance To serve as an aid in securing additional funding To avoid surprises!
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Value of Reporting
Transforming workforce development into talent development!
- Innovative solutions to meet target industry needs and local/regional talent development challenges - Leveraging resources, including talent development, partnerships, and infrastructure to drive economic development - Consistent data collection and dissemination to ETA and grantee key stakeholders and investors

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Tips for Preparing for Quarterly Reports
Work on it throughout the quarter: • Maintain easy access to statement of work • As they occur, check off/cross walk activities, products, and deliverables to your statement of work • Keep a list of events, meetings, and activities you would report to the leadership of your organization (e.g. College President, CEO, Company President) • Schedule time before the due date to enter data, talk with staff, etc.

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Quarterly Performance and Narrative Reports
Proposed Reporting Format – 3 components: 1. Individual Record Information – Common Measures Data COMMON MEASURES COVERED IN PERFORMANCE BASICS SESSION - Follow up questions? 2. Quarterly Performance Reports (QPRs) PROVIDES PARTICIPANT SUMMARY COUNTS 3. Quarterly Narrative Reports SUMMARY OF GRANT ACTIVITIES, STATUS OF LEVERAGED RESOURCES AND PARTNERSHIP ACTIVITIES, UPDATE OF TIMELINE FOR PRODUCTS AND DELIVERABLES, CAPACITY BUILDING OUTCOMES, SUCCESS STORIES, AND TA NEEDS

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QPRs: Three Sections
A. Grantee Identifying Information: grantee name, address, grant number, and reporting period, etc. B. Customer Summary Information: counts of exiters and participants by gender, race/ethnicity, veteran status, and disabilities C. Customer Services and Activities: counts of participants who entered training/education, completed training, received a degree/certificate, entered employment, and entered training-related employment.
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Three QPR Reporting periods
Cumulative Grant-to-Date: from the date the grant was awarded until the end of the reporting period. Current Quarter: the most recent quarter only Previous Quarter: the prior quarter only

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What does ETA do with this data?
CREATE SUMMARY REPORTS: Round 1 Community Based Grants Of the 60,529 individuals projected to be trained under Round 1 of the Community Based grants, 60% are currently enrolled in or completed training. As of July 27, 2007: Total Projected Trained 60,529 Total Trained 7,454 Total Enrolled 28,804 Total Trained + Enrolled 36,258 Total Certified 6,231 Total Employed 617 Total Youth Enrolled 1,796 Total Youth Completed Training 34 Demographics Male: Female: Black: White:

9,927 8,406 2,545 10,949

American Indian: 623 Asian: 329 Native Hawaiian: 241 Disabled: 126 Hispanic: 2,078 Veteran: 722 Not Hispanic: 10,681 Dislocated 9 Workers:

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Narrative Report: Topics for Inclusion
A. Summary of Grant Activities B. Status Update on Leveraged Resources C. Status Update on Strategic Partnership Activities D. Timeline for Grant Activities and Deliverables E. Capacity Building Activities F. Key Issues and Technical Assistance Needs G. Best Practices and Lessons Learned H. Additional Information
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Summary of General Grant Activities
• Provide a short summary of capacity-building and training activities supported by the grant for the current quarter, highlighting key activities. • Similar to Executive Summary – highlights key activities for the current quarter with more details provided later in report. How to think about framing this section? • Your “Elevator Summary” • Sound bites • A PNG 3-minute update • Where someone would go for a paragraph summarizing your grant activities that quarter

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Quality Examples

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Update on Leveraged Resources
Background: • Leveraged resources are not match, so not reported on budget form • Still required to track and report on leveraged resources used and activities they support Information Needed: • Quarterly and cumulative amount leveraged resources contributed to the project – Cash and In-Kind – Federal and Non-Federal – Organizations contributing resources • Expenditures of leverages resources each quarter • Ways in which resources were used (activities, supplies, space, tuition, etc)

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Quality Examples

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Update on Strategic Partnership Activities
What this is: • How partners work together • Specific roles and contributions of each partner during this quarter • Challenges encountered/resolved in the development and management of the partnership; and • New partners in the project What this is NOT: • A list of every partner meeting or conversation (e.g. monthly breakfast meeting)
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Update on Strategic Partnership Activities
TIPS: • What would you report to the President or CEO of your organization about your partners? – Put only that in the report! • Beyond Business as Usual: Look for and report where there were breakthroughs, “aha” moments, synergies, etc
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Quality Examples

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Timeline for Grant Activities and Outcomes
• Create Timeline for progress of grant activities and key deliverables • Include: – Project Activity – Projected Completion Date – Actual Completion Date • Used to track progress towards meeting grant goals • Used to gather completed products for dissemination strategy

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Where does this information go?
ETA’s Dissemination Strategy:
• Product CDs • All Grantee Meeting Presentation • Reports to Key Stakeholders

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Quality Examples

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Capacity Building Activities
• Details Capacity Building Strategies and Activities • Highlights completed activities • Assessment of how the strategies are meeting training needs • Capacity Building Strategies may have deliverables associated with them. – Career Awareness Models – Developing Qualified Instructors – Competency models and curricula – Clinical Experiences, including simulations – Innovative learning models
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Capacity Building Activities
In report on strategies, include: • Status of activities, including % complete, if appropriate • How activity is linked to training and how well it is meeting demand for training • Number of instructors who participated in capacity building activities and number of students subsequently trained by those instructors • Number of other people participating in capacity building activities • Growth in activities over time • Challenges or concerns
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Capacity Building Impacts
Impact refers to the number of individuals the capacity building activity has affected Key word: number (we are looking for quantitative information) Note: Not all activities have impacts

Verifiable measures of participation: • # of instructors receiving training • # of students receiving instruction from newly training teachers • # of individual attending a recruiting seminar • # of students provided career awareness activity materials
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Quality Examples

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Capacity Building Lightening Round

• Share Capacity Building Activities • ETA experts will brainstorm about how to calculate and report impact
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TA Needs, Best Practices, and Lessons Learned Key Issues and Technical Assistance Needs: • Summarize significant issues or problems encountered • Describe actions taken to resolve • Request assistance from ETA Best Practices and Lessons Learned • Promising Approaches • Innovative Practices • Lessons Learned
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Additional Information (optional)
Any other information considered important: Possible Examples: • Impact on Regional Economy • Literacy Rate Increases • Youth Common Measures • Business Return on Investment Studies • Program Evaluations

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Where do TA Requests go?
TA Requests

FPO

National Office

Provide Guidance Answer Questions Review documents Connection to fiscal experts Connection to workforce system Connection to other grantees

Inform webinar content Schedule expert led teleconferences Inform All Grantee Meeting content

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Where do success stories go?
• ETA and DOL Performance Reports • Workforce3one.org • Key Stakeholders • Workforce Innovations Workshops

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QUESTIONS???

U.S. Department of Labor Employment and Training Administration

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What is ETA Looking For?
• • • • • • • • • Timeliness Completeness Accuracy of information and data Training Outcomes Replicable Models Products for dissemination Best Practices Success Stories Technical Assistance Needs
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Common Reporting Errors to Avoid
• • • Failure to submit a timely report •Not providing capacity building outcomes

Failure to provide new •Lack of case narrative information management: not keeping apprised of participant Incomplete reports progress that lack: capacity building activities and •Submitting confidential or outcomes, timelines, unnecessary information: success stories, etc social security numbers, Inserting new sentences individual student names, into last quarters meeting notes, etc. narrative entry
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Common Reporting Errors to Avoid
•Not including copies of products completed during the reporting period •Providing information not relevant to the grant •Too many attachments! •Waiting until the grant ends to follow-up with participants and document activities for the final report •Reporting for reporting’s sake, and not using it as a grants management tool

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Test Your Reporting IQ!
Q. Why is it important to report? A) To provide innovative models for replication and dissemination B) To inform stakeholders of success C) To insure success through technical assistance opportunities D) All of the above H. Why provide a quality report? A. To make DOL/ETA happy B. To prevent a call from our FPO C. To communicate with our FPO and maintain the relationship D. None of the above Q: What are some key reporting errors to avoid? A) Failure to provide complete information B) Failure to provide new information C) Not calling your FPO if you have questions D) All of the above and more!
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Test Your Reporting IQ!

Volunteers Needed!

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Test Your Reporting IQ!
1) Give three reasons why quality reporting is essential. 2) Give two tips for quality report preparation. 3) What are two things to do when preparing a quality report? 4) What are two things not to do?

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Final Thoughts
You are not in this alone. We have a support network! For any questions, please • Contact your FPO • Review the Reporting Guide • Talk to a performance specialist

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•You have successfully completed the post test •Give yourselves a round of applause.

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QUESTIONS???

U.S. Department of Labor Employment and Training Administration

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Contact Information
Vivian Luna Business Relations Group U.S Department of Labor Employment and Training 202-693-3710 Luna.vivian@dol.gov Amanda Shaffer Region VI – San Francisco U.S Department of Labor Employment and Training 415-625-7948 Shaffer.amanda@dol.gov

Maria Weidmark Region VI – San Francisco U.S Department of Labor Employment and Training 415-625-7976 Weidmark.maria@dol.gov

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