Quality Reporting for High Growth and Community Based Grantees September 19, 2007 1:30 – 3:00 p.m. Phoenix, AZ

1. Quality Reporting for High Growth and Community Based GranteesSeptember 19, 20071:30 – 3:00 p.m.Phoenix, AZ

2. Quarterly Reporting… Can be OR

3. 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!

4. 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

5. 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 Formula-Funded Workforce Programs

6. Proposed Reporting Format • A copy of the full Reporting package can be found here: • http://www.doleta.gov/OMBCN/OMB_1205-0NEW_20070530.cfm • Contains: • Federal Register Notice • Supporting Statement • Quarterly Performance Report Form • Reporting Instructions

7. Why does ETA collect so much information? • To learn about the great things you are doing! • 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 • 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!

8. 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

9. 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.

10. 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

11. 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.

12. 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

13. 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: 9,927 American Indian: 623 Asian: 329 • Female: 8,406 Native Hawaiian: 241 Disabled: 126 • Black: 2,545 Hispanic: 2,078 Veteran: 722 • White: 10,949 Not Hispanic: 10,681 Dislocated 9 • Workers:

14. 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

15. 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

16. Quality Examples

17. 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)

18. Quality Examples

19. 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)

20. 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

21. Quality Examples

22. 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

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

24. Quality Examples

25. 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

26. 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

27. 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 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

28. Quality Examples

29. Share Capacity Building Activities ETA experts will brainstorm about how to calculateand report impact Capacity Building Lightening Round

30. 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

31. 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

32. 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

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

34. QUESTIONS???

35. 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

36. Failure to submit a timely report Failure to provide new narrative information Incomplete reports that lack: capacity building activities and outcomes, timelines, success stories, etc Inserting new sentences into last quarters narrative entry Not providing capacity building outcomes Lack of case management: not keeping apprised of participant progress Submitting confidential or unnecessary information: social security numbers, individual student names, meeting notes, etc. Common Reporting Errors to Avoid

37. 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 Common Reporting Errors to Avoid

38. 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 • Why provide a quality report? • To make DOL/ETA happy • To prevent a call from our FPO • To communicate with our FPO and maintain the relationship • 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!

39. Test Your Reporting IQ! • Volunteers Needed!

40. 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?

41. 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

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

43. QUESTIONS???

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