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2. . Review NEG reporting requirements. . Discuss research findings on NEG reporting
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1. 1 State name and something about yourself/job responsibilities.
Explain to folks that this session is interactive and that they can ask questions at any point during the discussion.
Make sure attendees have a copy of the handouts and review the materials with them.
Transition: Okay, lets get started by looking at the session objectives.State name and something about yourself/job responsibilities.
Explain to folks that this session is interactive and that they can ask questions at any point during the discussion.
Make sure attendees have a copy of the handouts and review the materials with them.
Transition: Okay, lets get started by looking at the session objectives.
2. 2 Workshop Objectives During this workshop, we will be addressing the following areas:
Discuss research findings on NEG reporting issues and performance outcomes based on research conducted.
Review NEG programmatic, fiscal and performance reporting requirements.
Highlight and address some of the NEG-specific reporting requirements related to WIASRD, WIA Quarterly Report and QPR.
Finally, we will have a brief Q & A session.
Transition: As you can see, we have a full session today, so lets get started. During this workshop, we will be addressing the following areas:
Discuss research findings on NEG reporting issues and performance outcomes based on research conducted.
Review NEG programmatic, fiscal and performance reporting requirements.
Highlight and address some of the NEG-specific reporting requirements related to WIASRD, WIA Quarterly Report and QPR.
Finally, we will have a brief Q & A session.
Transition: As you can see, we have a full session today, so lets get started.
3. 3 Program Purpose National Emergency Grants:
Provide funding in response to significant economic events
Temporarily expand the service capacity at the state and local levels
Secretary of Labor holds 20% of Dislocated Worker formula in reserve for national emergency grants, demonstrations and technical assistance
The National Emergency Grant program is a discretionary grant program, applications are submitted on a rolling, as-needed basis and are approved by the Secretary of Labor
Significant events are those that generally involve 50 or more workers that create a sudden need for assistance that cannot reasonably be expected to be accommodated within the on-going operations of the formula-funded Dislocated Worker program, including the discretionary resources reserved at the state level.
The National Emergency Grant program is a discretionary grant program, applications are submitted on a rolling, as-needed basis and are approved by the Secretary of Labor
Significant events are those that generally involve 50 or more workers that create a sudden need for assistance that cannot reasonably be expected to be accommodated within the on-going operations of the formula-funded Dislocated Worker program, including the discretionary resources reserved at the state level.
4. 4 NEG Research Approach The USDOL/ETA contracted with Social Policy Research Associates to review NEG e-System reporting and integration of performance data into operations of the NEG program. As part of this contract, a detailed analysis of NEG QPR and WIASRD files from PY 2004 to PY 2006 was performed. And a review of Common Measures performance for the NEG program using the PY 2006 WIASRD files submissions. More will be said about the findings from this analysis later.
After the analysis was conducted, ETA wanted to identify why data inconsistencies existed and how Regions and states and local operators were interpreting various data elements on the QPR and in the WIASRD. So, SPR focus groups were conducted with the six ETA Regional Offices and detailed interviews with 17 NEG grantees and their local operators.
Transition: The next few slides present some of the overarching findings based on data collection efforts.
The USDOL/ETA contracted with Social Policy Research Associates to review NEG e-System reporting and integration of performance data into operations of the NEG program. As part of this contract, a detailed analysis of NEG QPR and WIASRD files from PY 2004 to PY 2006 was performed. And a review of Common Measures performance for the NEG program using the PY 2006 WIASRD files submissions. More will be said about the findings from this analysis later.
After the analysis was conducted, ETA wanted to identify why data inconsistencies existed and how Regions and states and local operators were interpreting various data elements on the QPR and in the WIASRD. So, SPR focus groups were conducted with the six ETA Regional Offices and detailed interviews with 17 NEG grantees and their local operators.
Transition: The next few slides present some of the overarching findings based on data collection efforts.
5. 5 NEG-Related WIASRD Findings Field 313a-c, 20% of NEG Project IDs in PY 2006 WIASRD submission were invalid
This affected about 10% of all reported NEG exiters
Valid NEG Project ID needed to calculate Common Measures by project; should be state abbreviation followed by two digit number (e.g., RI08)
Regions and grantees reported the following reasons:
Lack of clarity about correct code
Grantees developed own naming/coding system
Data entered erroneously
If left blank, State MIS automatically defaulted to invalid code First, we are going to discuss some of the NEG-related WIASRD findings.
The data showed that roughly 20% of NEG Project ID codes in WIASRD field 313 were invalid.
Based on PY 2006 WIASRD submissions, this represented 10% of all NEG exiters (17,376).
The NEG Project ID is very important because ETA can use that code to assess performance across NEG projects. However, if the code is incorrect then NEG project performance will be off.
The NEG Project ID should be the state abbreviation followed by a two-digit number (e.g., RI08)
Regions and states cited the following reasons for invalid NEG Project IDs:
Grantees and local project operators were unclear what code to use.
In some cases, states were using their own naming/coding system, not the code issued by ETA. Some used the FIPS code instead of their state two-letter postal abbreviation.
In some cases, local NEG project operators entered an invalid code.
Other grantees state systems automatically default to an invalid code such as 9999 or MS99.
First, we are going to discuss some of the NEG-related WIASRD findings.
The data showed that roughly 20% of NEG Project ID codes in WIASRD field 313 were invalid.
Based on PY 2006 WIASRD submissions, this represented 10% of all NEG exiters (17,376).
The NEG Project ID is very important because ETA can use that code to assess performance across NEG projects.However, if the code is incorrect then NEG project performance will be off.
The NEG Project ID should be the state abbreviation followed by a two-digit number (e.g., RI08)
Regions and states cited the following reasons for invalid NEG Project IDs:
Grantees and local project operators were unclear what code to use.
In some cases, states were using their own naming/coding system, not the code issued by ETA. Some used the FIPS code instead of their state two-letter postal abbreviation.
In some cases, local NEG project operators entered an invalid code.
Other grantees state systems automatically default to an invalid code such as 9999 or MS99.
6. 6 NEG-Related WIASRD Findings (cont.) Field 330, Receipt of Disaster Relief Assistance (DRA) not properly coded
Some Disaster NEGs reported few or no participants as having received DRA
Regions and grantees cited the following reasons for errors:
Unclear how to determine whether exiters had received DRA
Some grantees interpreted that field 330 related to FEMA-funded services
Some mis-coding in State MIS
Another area that had data inconsistencies on the WIASRD, was field 330, Receipt of Disaster Relief Assistance or DRA.
Many Disaster NEGs projects had few or no participants coded as having received DRA, when in effect everyone who received services funded by a Disaster NEG- Temporary Jobs component should be coded as having received DRA.
Regions and grantees stated that they were:
Unclear how to code this field and whether NEG exiters has received DRA.
Some stated that unclear whether DRA applies to all Disaster NEG participants or just certain participants.
Some grantees thought it applied to FEMA-funded services, not NEG services and
Finally, some states just simply miscoded this field or the data did not upload in the States WIASRD extract.
Another area that had data inconsistencies on the WIASRD, was field 330, Receipt of Disaster Relief Assistance or DRA.
Many Disaster NEGs projects had few or no participants coded as having received DRA, when in effect everyone who received services funded by a Disaster NEG- Temporary Jobs component should be coded as having received DRA.
Regions and grantees stated that they were:
Unclear how to code this field and whether NEG exiters has received DRA.
Some stated that unclear whether DRA applies to all Disaster NEG participants or just certain participants.
Some grantees thought it applied to FEMA-funded services, not NEG services and
Finally, some states just simply miscoded this field or the data did not upload in the States WIASRD extract.
7. 7 QPR Findings Interpretation of Exit and Entering Employment at Exit (EEE) varies among the grantee community
Regions and grantees reported a lack of clarity on:
When and how to report exit
Time period for capturing employment outcomes (e.g., on the day of exit, any point in exit quarter, any point in grant period, any point in quarter after exit quarter)
Allowable data sources (UI wage records or supplemental)
When information should be reported
How to report NEG participants receiving partner-funded services In addition to WIASRD findings, SPRs data collection analysis also showed that many grantees are interpreting Exit and Entering at Employment on the QPR differently.
Regions and grantees had a number of reasons for this including:
Unclear whether Common Measures exit definition applies and when the information should be reported on the QPR
Some grantees stated that they were using different time periods to capture EEE information on the QPR (employed on the day of exit, employed at any point during the exit quarter, employed at any point during the NEG grant period, employed at any point during the exit quarter).
Some grantees were unsure what data sources were allowed; and
Other grantees stated that they were unsure how to report participants receiving partner-funded services once the NEG grant period ended. Some did not include these participants in the Exit count on the QPR.In addition to WIASRD findings, SPRs data collection analysis also showed that many grantees are interpreting Exit and Entering at Employment on the QPR differently.
Regions and grantees had a number of reasons for this including:
Unclear whether Common Measures exit definition applies and when the information should be reported on the QPR
Some grantees stated that they were using different time periods to capture EEE information on the QPR (employed on the day of exit, employed at any point during the exit quarter, employed at any point during the NEG grant period, employed at any point during the exit quarter).
Some grantees were unsure what data sources were allowed; and
Other grantees stated that they were unsure how to report participants receiving partner-funded services once the NEG grant period ended. Some did not include these participants in the Exit count on the QPR.
8. 8 Clarify NEG Reporting Requirements Based on research, ETA identified inconsistencies in how NEG data elements were being reported
Areas of confusion in QPR definitions clarified with input from Regional Offices and state grantees Based on the research conducted, ETA realized that NEG reporting requirements needed to be clarified. Thus, we developed this training as a first step in addressing NEG reporting.
The QPR definitions were clarified with input from Regional Office staff and states as well.
(Note to speaker: If asked about State input, the following states reviewed and provided feedback: 8 statesArkansas, Delaware, Missouri, Montana, Oklahoma, Texas, West Virginia, and Wisconsin)Based on the research conducted, ETA realized that NEG reporting requirements needed to be clarified. Thus, we developed this training as a first step in addressing NEG reporting.
The QPR definitions were clarified with input from Regional Office staff and states as well.
(Note to speaker: If asked about State input, the following states reviewed and provided feedback: 8 statesArkansas, Delaware, Missouri, Montana, Oklahoma, Texas, West Virginia, and Wisconsin)
9. 9 NEG Reporting Requirements Grantees operating NEGs are required to submit 4 Federal reports:
Quarterly Progress Report is a project-level report that provides ETA Federal Project Officers (FPOs) and NEG grantees with basic program management information such as the cumulative number of participants served and exited, the cumulative number of participants receiving specific types of services, as well as information on expenditures at the grantee and local operator(s) levels broken into line item categories. The QPR is used by Regional Office staff to monitor the NEG projectto track NEG progress--and to identify whether technical assistance is needed. It is directly tied to the goals of the project identified in the NEG application. Grantees submit this information through ETAs reporting website www.etareports.doleta.gov.
The Financial Status Report (FSR) is a project-level financial report and is the required mechanism for grantees to report administrative and program outlays (expenditures and obligations) for allowable project activities funded through NEGs. This report is used by ETA FPOs to assess expenditure levels and whether draw-downs made by grantees from the Payment Management System (PMS) are reasonable. Grantees can use the FSR to assess how much cash they have on hand for the project compared to the total expenditures for the project and can use this information to see whether additional funding increments are needed and whether a NEG modification request is required. NEGs are required to use the Basic 9130 reporting instructions. The FSR is submitted electronically by grantees using ETAs on-line reporting system at www.etareports.doleta.gov.
States are required to maintain standardized individual records containing characteristics, activities and outcomes information for all individuals who receive services or benefits financially assisted by the WIA Title I-B and National Emergency Grant programs (Sec. 136(f) and 185). State grantees must submit data based on these records (called Workforce Investment Act Standardized Record Data or WIASRD) for all recent exiters to ETA on an annual basis. It is currently proposed that states will submit this report on a quarterly basis to support the principles of transparency and accountability in the American Recovery and Reinvestment Act. Individual records must be maintained on all NEG participants using the WIASRD format available at the www.doleta.gov website. These records are used by ETA to assess final NEG Common Measures performances outcomes.
WIA Quarterly Report provides ETA with the most recent performance and participation levels for NEGs, excluding HCTC, and other WIA Title I programs. The WIA Quarterly Report contains Common Measures performance across all NEG exiters in a given state for the current quarter and the most recent 4-quarter period.Grantees operating NEGs are required to submit 4 Federal reports:
Quarterly Progress Report is a project-level report that provides ETA Federal Project Officers (FPOs) and NEG grantees with basic program management information such as the cumulative number of participants served and exited, the cumulative number of participants receiving specific types of services, as well as information on expenditures at the grantee and local operator(s) levels broken into line item categories. The QPR is used by Regional Office staff to monitor the NEG projectto track NEG progress--and to identify whether technical assistance is needed. It is directly tied to the goals of the project identified in the NEG application. Grantees submit this information through ETAs reporting website www.etareports.doleta.gov.
The Financial Status Report (FSR) is a project-level financial report and is the required mechanism for grantees to report administrative and program outlays (expenditures and obligations) for allowable project activities funded through NEGs. This report is used by ETA FPOs to assess expenditure levels and whether draw-downs made by grantees from the Payment Management System (PMS) are reasonable. Grantees can use the FSR to assess how much cash they have on hand for the project compared to the total expenditures for the project and can use this information to see whether additional funding increments are needed and whether a NEG modification request is required. NEGs are required to use the Basic 9130 reporting instructions. The FSR is submitted electronically by grantees using ETAs on-line reporting system at www.etareports.doleta.gov.
States are required to maintain standardized individual records containing characteristics, activities and outcomes information for all individuals who receive services or benefits financially assisted by the WIA Title I-B and National Emergency Grant programs (Sec. 136(f) and 185). State grantees must submit data based on these records (called Workforce Investment Act Standardized Record Data or WIASRD) for all recent exiters to ETA on an annual basis. It is currently proposed that states will submit this report on a quarterly basis to support the principles of transparency and accountability in the American Recovery and Reinvestment Act. Individual records must be maintained on all NEG participants using the WIASRD format available at the www.doleta.gov website. These records are used by ETA to assess final NEG Common Measures performances outcomes.
WIA Quarterly Report provides ETA with the most recent performance and participation levels for NEGs, excluding HCTC, and other WIA Title I programs. The WIA Quarterly Report contains Common Measures performance across all NEG exiters in a given state for the current quarter and the most recent 4-quarter period.
10. 10 Reporting Due Dates QPR, FSR, and WIA Quarterly Report The due dates for the QPR, the FSR and the WIA Quarterly Report are all 45 days after the end of the report quarter. However, if the due date falls on a Saturday or Sunday the reports are due the Friday before.
This slide shows the due dates for PYs 2009 and 2010.
Please keep in mind that the reporting cohorts for the various reports will differ and grantees should review the guidance at www.doleta.gov/performance for the WIA Quarterly Report (ETA 9090).The due dates for the QPR, the FSR and the WIA Quarterly Report are all 45 days after the end of the report quarter. However, if the due date falls on a Saturday or Sunday the reports are due the Friday before.
This slide shows the due dates for PYs 2009 and 2010.
Please keep in mind that the reporting cohorts for the various reports will differ and grantees should review the guidance at www.doleta.gov/performance for the WIA Quarterly Report (ETA 9090).
11. 11 Again, this slide may be hard to see, but this is the Report layout for the WIA Quarterly Report.
The total participants has a line item for NEGs current and cumulative 4-quarter
Current and cumulative 4-quarter NEG Exits
Current and cumulative 4-quarter NEG Entered Employment
Current and cumulative 4-quarter NEG Retention Rate
Again, this slide may be hard to see, but this is the Report layout for the WIA Quarterly Report.
The total participants has a line item for NEGs current and cumulative 4-quarter
Current and cumulative 4-quarter NEG Exits
Current and cumulative 4-quarter NEG Entered Employment
Current and cumulative 4-quarter NEG Retention Rate
12. 12 Reporting Due Date WIASRD The individual participants records for program exiters is due annually at this time.
States must submit individual records for all exiters served with WIA Title I-B and NEG funds. These files must be submitted until all performance outcomes can be reported (i.e., usually 2 and half years after first submission).
Just to clarify the reason these files are updated for 2 and half years is because of the lag in collecting and reporting UI wage records. States and local operators need enough time to collect information for Common Measures (i.e., Entered Employment, Retention and Earnings information for exiters based on UI wage records).
The individual participants records for program exiters is due annually at this time.
States must submit individual records for all exiters served with WIA Title I-B and NEG funds.
13. 13 QPR Clarification of Definitions Today, well go over the highlights to a few QPR fields
Exit
Entering Employment at Exit (EEE)
Comments Section
While we do not have time to highlight every single one of the clarifications during todays session, we will focus on three areas:
The QPR Comments section;
The QPR exits definition; and
The QPR Entering Employment at Exit (EEE) definition.
The Exit and EEE definitions are slightly different than for Common Measures. Today we will highlight where the definitions are the same and where they are different.
While we do not have time to highlight every single one of the clarifications during todays session, we will focus on three areas:
The QPR Comments section;
The QPR exits definition; and
The QPR Entering Employment at Exit (EEE) definition.
The Exit and EEE definitions are slightly different than for Common Measures. Today we will highlight where the definitions are the same and where they are different.
14. 14 QPR Clarifications: Comments Section QPR Comments Section
Should be used by grantees to provide ETA with additional information about the grant, as described below or as instructed by ETA.
The Comments section has a 4,000 character limit.
Use to explain expenditures entered in the Other QPR fiscal fields
Final QPR, document number of participants receiving partner-funded services at end of grant period The QPR Comments section should be used by grantees to provide ETA with additional information about the grant.
The Comments section has a 4,000 character limit, so grantees have a limited amount of space to provide detailed explanations.
ETA is now requiring grantees to explain the Other expenditure lines items on the QPR and to document the number of participants receiving partner-funded services once the NEG period of performance ends.
Lets take a look at why ETA is making these changes.The QPR Comments section should be used by grantees to provide ETA with additional information about the grant.
The Comments section has a 4,000 character limit, so grantees have a limited amount of space to provide detailed explanations.
ETA is now requiring grantees to explain the Other expenditure lines items on the QPR and to document the number of participants receiving partner-funded services once the NEG period of performance ends.
Lets take a look at why ETA is making these changes.
15. 15 While I know this shot is difficult for many of you to see, this is a screen shot from the online NEG e-System QPR. The QPR requires grantees to submit expenditure information at the grantee and the project operator levels.
As you can see there are four fields called other on the QPR. Two are at the grantee level and the other two are at the project operator level.
The first other relates to other allowable program management and oversight activities as described in the NEG application and approved by the Grant Officer these can be at either at the grantee and/or local project operator levels.
The second use of the other applies to Other services or activities that are not included in any of the aforementioned cost categories. Again, these other costs must be described in the NEG application and approved by the ETA Grant Officer and can apply to either the grantee and/or the local project operator levels.While I know this shot is difficult for many of you to see, this is a screen shot from the online NEG e-System QPR. The QPR requires grantees to submit expenditure information at the grantee and the project operator levels.
16. 16 Comments Section Explaining Other fiscal fields Some grantees included large expenditure amounts in Other QPR fields
Grantees are required to provide a brief explanation in the QPR Comments section of how these Other funds were utilized
Other Program Management & Oversight grantee level
Other Grantee level
Other Program Management & Oversight Project Operator level
Other Project operator level ETA found that some grantees were including expenditures in Other categories and without an accompanying narrative, it becomes difficult to track expenditures historically.
Other fields should only be completed if instructed by ETA to enter expenditures into these QPR line items.
ETA is now asking that grantees provide a brief explanation in the Comments section of the QPR describing how these funds were used.ETA found that some grantees were including expenditures in Other categories and without an accompanying narrative, it becomes difficult to track expenditures historically.
Other fields should only be completed if instructed by ETA to enter expenditures into these QPR line items.
ETA is now asking that grantees provide a brief explanation in the Comments section of the QPR describing how these funds were used.
17. 17 Comments Section Receiving Partner-funded Services at End of Grant Period While ETA allows grantees to submit data on the QPR after the NEG grant period ends, the research showed few grantees were doing this
Many grantees also stated that NEG participants were still receiving partner-funded services when NEG period of performance ends. This affected QPR EEE.
On the final QPR submission, use the Comments section to report the number of participants that will continue to receive services under a One-Stop partner program
Required Format
While ETA allows grantees to update information on the QPR after a participant exits from the NEG project, the research showed that very few states were utilizing this capability. In addition, many grantees attributed their low numbers on the QPR EEE to the fact that participants were still receiving services and were not ready to seek employment.
So, in order to alleviate the burden on grantees to report after the NEG period of performance ends, a recommendation was made to capture the number of NEG participants still receiving One-Stop partner-funded services once the NEG period of performance ends on the Final QPR.
This information should be captured in the Comments section using the format on the slide (read format).
While ETA allows grantees to update information on the QPR after a participant exits from the NEG project, the research showed that very few states were utilizing this capability. In addition, many grantees attributed their low numbers on the QPR EEE to the fact that participants were still receiving services and were not ready to seek employment.
So, in order to alleviate the burden on grantees to report after the NEG period of performance ends, a recommendation was made to capture the number of NEG participants still receiving One-Stop partner-funded services once the NEG period of performance ends on the Final QPR.
This information should be captured in the Comments section using the format on the slide (read format).
18. 18 QPR Exits Definition Clarification The cumulative number of grant participants who have not received a service funded by the grant or a partner program for 90 consecutive calendar days and are not scheduled for future services. The date of exit is applied retroactively to the last day on which an individual received a service funded by the grant or a partner program. Read definition.
Transition: Lets talk a little bit more about the QPR Exit definition.
Read definition.
Transition: Lets talk a little bit more about the QPR Exit definition.
19. 19 QPR Exit Definition Clarification (cont.) The Exits definition on the QPR is based on TEGL 17-05, Attachment B
Reporting exits delayed because of 90-day clock, retroactive to last date of service
QPR cumulative report, so all Exits reported on the QPR include past and current NEG project exiters
Once the NEG period of performance ends, all participants must be entered in the Exit field on the final QPR submission As you can see to some extent the QPR should reflect a participants Exit in the same way that it is defined in TEGL 17-05, Attachment B.
Please note that there is a lag in when exit can be reported because grantees must wait 90 days from the last service date in order to ascertain whether a participant has exited the program and all partner-funded programs. So, reporting of exits will be delayed. I will say more about this on the next slide.
However, I would like to bring your attention to a reporting exits on the QPR that are different from Common Measures reporting: Since the QPR is a cumulative report, exits will include past and current NEG exiters.
Although some participants will be receiving services through other WIA and partner programs subsequent to the NEG, on the final QPR submission for the grant all of the NEG participants must be entered into the Exit field. This allows the reporting on the active NEG to end, and participant outcomes will be captured in the WIA performance reporting systems.
Remember that the QPR is a way of communicating between the grantee and ETA during the life of the grant. It is not utilized to evaluate grant performance and outcomes.
I know that some of you may be concerned about NEG participants still receiving partner-funded services once the NEG grant period ends. These individuals performance outcomes will be captured through their individual WIASRD records and reported in the WIA Quarterly Progress Report (ETA 9090).
As you can see to some extent the QPR should reflect a participants Exit in the same way that it is defined in TEGL 17-05, Attachment B.
Please note that there is a lag in when exit can be reported because grantees must wait 90 days from the last service date in order to ascertain whether a participant has exited the program and all partner-funded programs. So, reporting of exits will be delayed. I will say more about this on the next slide.
However, I would like to bring your attention to a reporting exits on the QPR that are different from Common Measures reporting: Since the QPR is a cumulative report, exits will include past and current NEG exiters.
Although some participants will be receiving services through other WIA and partner programs subsequent to the NEG, on the final QPR submission for the grant all of the NEG participants must be entered into the Exit field. This allows the reporting on the active NEG to end, and participant outcomes will be captured in the WIA performance reporting systems.
Remember that the QPR is a way of communicating between the grantee and ETA during the life of the grant. It is not utilized to evaluate grant performance and outcomes.
I know that some of you may be concerned about NEG participants still receiving partner-funded services once the NEG grant period ends. These individuals performance outcomes will be captured through their individual WIASRD records and reported in the WIA Quarterly Progress Report (ETA 9090).
20. 20 QPR Exit Reporting Cohorts This slide shows the Exit reporting cohorts for the QPR.
Because a participants exit status is not reported until 90 days after the last date of service, there is a one quarter delay in when exit information can be reported on the QPR.
Keep in mind the QPR is a cumulative report, so again you report cumulative exits--past and current.
This slide shows the Exit reporting cohorts for the QPR.
Because a participants exit status is not reported until 90 days after the last date of service, there is a one quarter delay in when exit information can be reported on the QPR.
Keep in mind the QPR is a cumulative report, so again you report cumulative exits--past and current.
21. 21 QPR Entering Employment at Exit Clarification Reported once the participants Exit is reported on the QPR
Employment can be at any point once a participant begins receiving services from the NEG to end of the grant period
EEE can be reported beginning in the quarter in which an individual is reported as exited and up until the Final QPR submission The QPR Entering Employment at Exit is a real-time count that is defined as follows:
It is the cumulative number of grant participants who are employed by completion of the NEG period of performance.
This information, however, is not reported until the quarter in which Exit is reported or in a future report quarter up until the Final QPR. (Note to speaker: Do not say this, but you should know that the NEG e-system has an edit check that states EEE cannot exceed Exits in a given quarter).
Thus, while a grantee can collect employment outcomes at any point in the grant period and use those outcomes on the QPR EEE, the reporting of the employment is delayed until Exit is reported.
It is expected that most employment will be reported in the quarter after the exit quarter, though you may report at a later time in the grant period.The QPR Entering Employment at Exit is a real-time count that is defined as follows:
It is the cumulative number of grant participants who are employed by completion of the NEG period of performance.
This information, however, is not reported until the quarter in which Exit is reported or in a future report quarter up until the Final QPR. (Note to speaker: Do not say this, but you should know that the NEG e-system has an edit check that states EEE cannot exceed Exits in a given quarter).
Thus, while a grantee can collect employment outcomes at any point in the grant period and use those outcomes on the QPR EEE, the reporting of the employment is delayed until Exit is reported.
It is expected that most employment will be reported in the quarter after the exit quarter, though you may report at a later time in the grant period.
22. 22 QPR Entering Employment at Exit Clarification (cont.) Supplemental data only for QPR EEE
Case management notes
Automated data base systems
One-Stop operating systems administrative records
Surveys of participants
Contacts with employers
Participants can only be counted once
Employment is defined as wages greater than $0
This information on the QPR is used for program management, not to evaluate NEG project performance
Allowable sources of supplemental data for the QPR EEE include: case management notes, automated data base systems, One-Stop operating systems administrative records, surveys of participants, and contacts with employers. All supplemental data and methods used to collect supplemental data must be documented and are subject to audit.
Participants can only be counted once in this QPR data element. Keep in mind the QPR provides a count of the number of participants employed at any point in the NEG period of performance, it is not a calculation.
Employment is defined as wages greater than $0, which corresponds to other WIA programs
The QPR EEE information is used for program management purposes, final performance for the NEG is based on Common Measures calculations using individual records contained in the WIASRD files.
Transition: Now that we have gone over a few clarifications to the QPR, I would like to briefly clarify other NEG reporting requirements for the FSR and WIASRD record layout.
Allowable sources of supplemental data for the QPR EEE include: case management notes, automated data base systems, One-Stop operating systems administrative records, surveys of participants, and contacts with employers. All supplemental data and methods used to collect supplemental data must be documented and are subject to audit.
Participants can only be counted once in this QPR data element. Keep in mind the QPR provides a count of the number of participants employed at any point in the NEG period of performance, it is not a calculation.
Employment is defined as wages greater than $0, which corresponds to other WIA programs
The QPR EEE information is used for program management purposes, final performance for the NEG is based on Common Measures calculations using individual records contained in the WIASRD files.
Transition: Now that we have gone over a few clarifications to the QPR, I would like to briefly clarify other NEG reporting requirements for the FSR and WIASRD record layout.
23. 23 FSR Clarified Instructions A separate FSR is due for each Fiscal Year (FY) appropriation used to fund the NEG project
Since NEGs are often incrementally funded, some NEG projects may receive federal funds from two separate FY appropriations, so two separate FSRs are due
NEGs should use the Basic reporting instructions for the FSR (ETA 9130)
Forms and instructions are available at http://www.doleta.gov/grants/financial_reporting.cfm
NEGs grantees are required to submit a quarterly FSR to ETA. Grantees are required to submit a separate FSR for each FY of funding that they receive. Thus, if an NEG projects receives funding from two FYs, FY 2008 and FY 2009 then two separate FSR must be submitted.
Grantees should use the basic reporting instructions for ETA 9130 found at (read website from slide)NEGs grantees are required to submit a quarterly FSR to ETA. Grantees are required to submit a separate FSR for each FY of funding that they receive. Thus, if an NEG projects receives funding from two FYs, FY 2008 and FY 2009 then two separate FSR must be submitted.
Grantees should use the basic reporting instructions for ETA 9130 found at (read website from slide)
24. 24 Clarify Two NEG WIASRD Fields There are two WIASRD fields that apply specifically to NEGs:
NEG Project ID, field 313 a-c and
Received Disaster Relief Assistance, field 330.
Transition: We will discuss each of these fields individually in greater detail in order to address any confusion around these two WIASRD fields.There are two WIASRD fields that apply specifically to NEGs:
NEG Project ID, field 313 a-c and
Received Disaster Relief Assistance, field 330.
Transition: We will discuss each of these fields individually in greater detail in order to address any confusion around these two WIASRD fields.
25. 25 NEG Project ID WIASRD Field 313a-c The NEG Project ID is captured in WIASRD field 313 a-c.
The WIASRD file allows up to three NEGs projects per individual.
The NEG Project ID is the state postal abbreviation followed by a two-digit number (for example, RI04, IA09).
The NEG Project ID is assigned by ETA and can be found in the NEG grant award document cover letter and in the NEG Notice of Obligation.
The NEG Project ID is very important for ETAs ability to calculate Common Measures by NEG project.
The NEG Project ID is captured in WIASRD field 313 a-c.
The WIASRD file allows up to three NEGs projects per individual.
The NEG Project ID is the state postal abbreviation followed by a two-digit number (for example, RI04, IA09).
The NEG Project ID is assigned by ETA and can be found in the NEG grant award document cover letter and in the NEG Notice of Obligation.
The NEG Project ID is very important for ETAs ability to calculate Common Measures by NEG project.
26. 26 NEG Project ID WIASRD Layout Again, I know this slide may be difficult to see, but we just wanted to make sure you saw the WIASRD record layout for this field.
Note: Speaker, does not need to say anything, transition to the next slide.
Again, I know this slide may be difficult to see, but we just wanted to make sure you saw the WIASRD record layout for this field.
Note: Speaker, does not need to say anything, transition to the next slide.
27. 27 Reporting Valid NEG Project IDs Make sure to:
Verify NEG Project ID from grant award cover letter or Notice of Obligation
May have hyphen in the grant award document (e.g., RI-08), this should be removed for the WIASRD layout (i.e., RI08)
Inform local NEG project operator staff and State WIA reporting staff about the correct NEG Project ID
Check MIS to see whether default settings are used (e.g., no entry defaults to NC-99)
The NEG Project ID is a very important field in the WIASRD. It allows ETA to assess how many participant exiters were served by a specific NEG project and to calculate NEG performance by individual projects, if needed.
It is very important that grantees verify that they are using the correct NEG Project ID as provided by ETA on the NEG grant award cover letter and in the Notice of Obligation. Keep in mind that the grant award places a hyphen between the state postal code and the number, but the WIASRD record layout does not include the hyphen.
Grantees should also inform local NEG project operators which code should be used and work with State WIA reporting staff to ensure that the correct codes are in the WIASRD file and State MIS.
Finally, grantees should check the MIS to see whether default settings apply. For example, if a code is not entered, some State systems will default to an invalid code NC-99 rather than 0000.
The NEG Project ID is a very important field in the WIASRD. It allows ETA to assess how many participant exiters were served by a specific NEG project and to calculate NEG performance by individual projects, if needed.
It is very important that grantees verify that they are using the correct NEG Project ID as provided by ETA on the NEG grant award cover letter and in the Notice of Obligation. Keep in mind that the grant award places a hyphen between the state postal code and the number, but the WIASRD record layout does not include the hyphen.
Grantees should also inform local NEG project operators which code should be used and work with State WIA reporting staff to ensure that the correct codes are in the WIASRD file and State MIS.
Finally, grantees should check the MIS to see whether default settings apply. For example, if a code is not entered, some State systems will default to an invalid code NC-99 rather than 0000.
28. 28 Received Disaster Relief Assistance WIASRD Field 330 The WIASRD file also contains field 330, Received Disaster Relief Assistance.
Every individual who received a service paid for by a Temporary Jobs component Disaster NEG should be coded as Yes = 1 in this WIASRD field.
Again, Field 330 Received DRA is very important for ETAs ability to calculate Common Measures by NEG project type. The WIASRD file also contains field 330, Received Disaster Relief Assistance.
Every individual who received a service paid for by a Temporary Jobs component Disaster NEG should be coded as Yes = 1 in this WIASRD field.
Again, Field 330 Received DRA is very important for ETAs ability to calculate Common Measures by NEG project type.
29. 29 Received Disaster Relief Assistance WIASRD Layout This slide shows the WIASRD record layout for field 330- Received DRA.This slide shows the WIASRD record layout for field 330- Received DRA.
30. 30 Reporting Disaster NEG-Temporary Jobs Component Participants in Field 330 Make sure to:
Code all Temporary Jobs Component Disaster NEG exiters as Yes=1 for Field 330
Let NEG local project operators and WIA reporting staff know that only Temporary Jobs Component funded Disaster NEG exiters should be reported as Yes in Field 330 As previously stated, few Disaster NEG participants were reported as Receiving Disaster Relief Assistance.
Grantees should code all Temporary Jobs component Disaster NEG exiters as Yes = 1 for WIASRD field 330
Again, it is very important to share this guidance with local NEG project operators and WIA reporting staff.
As previously stated, few Disaster NEG participants were reported as Receiving Disaster Relief Assistance.
Grantees should code all Temporary Jobs component Disaster NEG exiters as Yes = 1 for WIASRD field 330
Again, it is very important to share this guidance with local NEG project operators and WIA reporting staff.
31. 31 NEGs and Common Measures NEG performance goals mirror State WIA Title I-B Dislocated Worker program goals
For additional guidance and training materials:
Training and Employment Guidance Letter (TEGL) 17-05
www.doleta.gov/performance
www.spra.com/NEG
NEG performance goals mirror those developed by States for WIA Title I-B Dislocated Worker program. As previously stated, ETA uses the WIASRD files to calculate NEG Common Measures performance.
For additional guidance on NEGs and Common Measures please see:
TEGL 17-05
www.doleta.gov/performance
www.spra.com/NEGNEG performance goals mirror those developed by States for WIA Title I-B Dislocated Worker program. As previously stated, ETA uses the WIASRD files to calculate NEG Common Measures performance.
For additional guidance on NEGs and Common Measures please see:
TEGL 17-05
www.doleta.gov/performance
www.spra.com/NEG
32. 32 WIA Quarterly Report (ETA 9090) Report provides aggregate performance data to ETA :
Participants
Exiters (Exit is defined in TEGL 17-05, Att. B)
Common Measures that apply to NEG exiters across all NEG projects in a State are:
Entered Employment
Employment Retention
Average Earnings Weve already touched on this a bit earlier, but State workforce agencies are required to submit a WIA Quarterly Report to provide ETA with the most recent participant, exiters and performance levels for the current quarter and most recent cumulative 4-quarter period. The aggregate performance information in the WIA Quarterly Report applies to ETA formula-funded programs (Youth, Adult, Dislocated Worker) and NEGs, excluding HCTC grants.
The Common Measures for NEG exiters is applied across all NEG projects, thus if a State is operating more than one NEG performance will be calculated across all NEG participants that exit.
Three measures apply to NEG participants:
Entered Employment
Employment Retention
Average Earnings
Weve already touched on this a bit earlier, but State workforce agencies are required to submit a WIA Quarterly Report to provide ETA with the most recent participant, exiters and performance levels for the current quarter and most recent cumulative 4-quarter period. The aggregate performance information in the WIA Quarterly Report applies to ETA formula-funded programs (Youth, Adult, Dislocated Worker) and NEGs, excluding HCTC grants.
The Common Measures for NEG exiters is applied across all NEG projects, thus if a State is operating more than one NEG performance will be calculated across all NEG participants that exit.
Three measures apply to NEG participants:
Entered Employment
Employment Retention
Average Earnings
33. 33 Recovery Act Reporting New Supplemental Reports
Aggregate participant counts
WIA Title 1B, Wagner-Peyser Act, National Emergency Grants, and Reemployment Services Grants
Information states already collect
Submitted monthly
There is an additional reporting requirement associated with Recovery Act-funded NEGs in recognition of the need for more timely information on how grants are performing. These supplemental reports allow ETA to overcome the lag-time associated with receiving outcome-based performance reporting requirements.
TEGL 24-08 was published May 22 describing the report for Recovery Act-funded activities.
Supplemental reports will provide a more robust real-time view of the impact of Recovery Act funds, provide greater information on program participation and services provided.
States will be required to submit information that states already collect as individual records, but the supplemental reports will be submitted monthly.
The data elements contained in the monthly report are part of the current data collection requirements for the WIASRD (WIA individual record). This information has been reported on an annual basis on exiters once the individual exited the program. States will now submit an aggregate extract of that information on participants on a monthly basis.
The reporting requirements are designed to keep the additional reporting burden to a minimum, while ensuring that participant and performance information is available more frequently to inform the public about the progress of the Recovery Act implementation. There is an additional reporting requirement associated with Recovery Act-funded NEGs in recognition of the need for more timely information on how grants are performing. These supplemental reports allow ETA to overcome the lag-time associated with receiving outcome-based performance reporting requirements.
TEGL 24-08 was published May 22 describing the report for Recovery Act-funded activities.
Supplemental reports will provide a more robust real-time view of the impact of Recovery Act funds, provide greater information on program participation and services provided.
States will be required to submit information that states already collect as individual records, but the supplemental reports will be submitted monthly.
The data elements contained in the monthly report are part of the current data collection requirements for the WIASRD (WIA individual record). This information has been reported on an annual basis on exiters once the individual exited the program. States will now submit an aggregate extract of that information on participants on a monthly basis.
The reporting requirements are designed to keep the additional reporting burden to a minimum, while ensuring that participant and performance information is available more frequently to inform the public about the progress of the Recovery Act implementation.
34. 34 NEG Reporting Update Webinar planned for grantees operating National Emergency Grants (NEGs) to review short-term QPR changes
As mentioned, ETA will be holding a webinar for all states and NEG grantees on the short-term QPR changes that take effect July 1, 2009 and will be reported on the November 13, 2009 QPR submission.
The grantee webinar will be on June 25, 2009 at 2 p.m. EST. This session will be held in two parts. The first hour will be a repeat of this presentation, so if there is anyone in your organization that would benefit from this session please encourage them to attend the webinar. The second hour will go into greater detail with examples and minor QPR clarifications. The 2nd session will be interactive, so we hope that you will join us for the webinar on June 25. Additional details on the webinar will be forthcoming
We hope that you will all be able to join us for this informative session. Electronic invitations will be sent shortly.As mentioned, ETA will be holding a webinar for all states and NEG grantees on the short-term QPR changes that take effect July 1, 2009 and will be reported on the November 13, 2009 QPR submission.
The grantee webinar will be on June 25, 2009 at 2 p.m. EST. This session will be held in two parts. The first hour will be a repeat of this presentation, so if there is anyone in your organization that would benefit from this session please encourage them to attend the webinar. The second hour will go into greater detail with examples and minor QPR clarifications. The 2nd session will be interactive, so we hope that you will join us for the webinar on June 25. Additional details on the webinar will be forthcoming
We hope that you will all be able to join us for this informative session. Electronic invitations will be sent shortly.
35. 35 Thank you so much for your time and attention, are there any other questions?Thank you so much for your time and attention, are there any other questions?
36. 36
