1 -2 -3 -4 ETA 9134 A guide

1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report February 19, 2009 1: 00 pm ET

Attendee List Presentation Slide Area Chat Room Status Options 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 2

Submitting Questions Chat Room § Enter questions into the Chat Room (located in lower left corner of the virtual classroom). § To submit a question or comment, type the question in the text box and click the arrow button. § Your name, the text “(Submitted Question)” and your question will appear in red on your screen, indicating successful submission. § Questions are directly transmitted to presenters – other participants will not see your questions. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report Text Box Arrow Button 3

Practice In the chat room, please type the name of your organization, your location, and how many people are attending with you today. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 4

Webinar Resources: Recordings available within 2 business days after the event. All resources are posted under the… 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 5

Presenters: § Tom Hooper, Program Manager, Business Relations Group, Office of Workforce Investment § Kristen Rhinehart, TA Lead, Business Relations Group, Office of Workforce Investment § Megan Baird, Program Officer, Business Relations Group, Office of Workforce Investment 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 6

Thomas Hooper Program Manager National Office 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 7

Agenda/Objectives Virtual classroom overview and practice § Technical Assistance Materials § Additional Policy Guidance – Definition of Career Awareness and Exploration – Reporting Individuals Under the Age of 18 § Key Elements of the ETA-9134 Form § Steps for Preparing Your Narrative Report § Q&A 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 8

Resources § Fact Sheets on Common Measures, Supplemental Data, and Gap in Service (handouts) § Reporting Resources: – General Reporting Forms and Instructions – Updated Supplement/Glossary (1. 09) (handout) – Quality Assurance Guidebook for Grantees (2. 09) (handout) – ETA-9134 Form – FAQs (1 -5) Reporting Resources are available at the link below: http: //www. doleta. gov/performance/Guidance/wia. cfm#HGBIT 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 9

Quality Assurance Guidebook § There are two parts to the Guidebook: – Part I: Form 9134 (pp. 1 -6 in the Guide) – Part II: Quarterly Narrative Report (pp. 7 -11) • This section includes information about and examples of what grantees should include in the narrative report. § Performance Reporting Questions should be directed to your FPO as your first point of contact. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 10

Important Dates § Performance At Work (PAW) – Voluntary training webinar February 26, 2009 at 3: 00 PM Eastern Time – To access PAW for download, as well as accompanying user guides, visit www. tatc. com/PAW. Please note, if you are a first time user of PAW, be sure to review the User Guides and download the PAW system prior to the webinar. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 11

Key Policy Guidance § Definition of Career Awareness & Exploration (FAQ #2 7. 28. 08) § Reporting on Participants Younger than 18 (FAQ #3 8. 6. 08) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 12

Polling Question #1 Do you think Mickey Rourke will win the Oscar For Best Actor in “The Wrestler”? A. Yes B. No 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 13

Polling Question #2 Have you reviewed the High Growth and Community -Based Job Training Grants: General Quarterly Reporting Forms & Instructions A. Yes B. No C. What!? 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 14

Megan Baird Business Relations Group National Office 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 15

Who is a Participant? Who is considered a participant? § Eligible individual who receives services through a High Growth or Community-Based grant funded with grant funds or a combination of grant funds and leveraged resources § Individuals who are younger than 18 years of age when they receive their first grant-funded service (Please refer to page 2 of the Guidebook and FAQ #5 for additional information) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 16

Who is not a Participant? § Who is not considered a participant? – Individuals, including those who are younger than 18 years of age who receive services through the grant that are only funded with non -match and leveraged resources are not considered to be participants. – Individuals who only receive career awareness or exploration activities are not considered to be participants 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 17

Quarterly Performance Report/ ETA 9134 B. Customer Summary Information – B. 1 Total Exiters – B. 2 Total Participants Served – B. 3 New Participants Served • B. 3 a-B. 3 l 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 18

Item B. 1. Total Exiters Q. Are B. 1. (Total Exiters) and C. 2. (Number Completed Education/Job Training Activities) the same? First Service Participation Date additional 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report Last Service Exit Date 90 th Day of Inactivity Exit Reported (see page 2 of the Guidebook for information) 19

Total Participants Served, Cumulative Q 1 Q 4 Q 3 Q 2 TOTAL How many total participants are there? Total Participants New Participants 4, of course. Tom, KR, Megan, and Nathan. (1) + Tom Joined (1) (2) + KR Joined + (1) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report (3) + (1) = (10) Nathan Joined Megan Joined + (4) + (1) = But what was reported each quarter? (4) 20

Item B. 2. Total Participants Served Q. Are B. 2 (Total Participants) and B. 3 (New Participants) the same? § Grantees report the TOTAL of participants served. Every participant active during the quarter is counted. § Expressed mathematically: Total Participants = (new participants) + (participants continuing from previous quarters) (refer to page 3 of the Guidebook) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 21

Item B. 3. New Participants Served B. 3 a. (Male) and B. 3 b. (Female) should be equal to or slightly less than B. 3. (New Participants) § New Participants Served = The SUM of participants who received a service funded by the program for the first time in the reporting quarter § “Total Participants” will always be greater than or equal to “New Participants” (refer to page 3 of the Guidebook) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 22

Item B. 3. New Participants Served – Example B. 3 New Participants Served 30 3 a. Male 12 3 b. Female 18 3 c. Hispanic/Latino 17 3 d. American Indian or Alaska Native 1 3 e. Asian Black or African American 12 3 g. Native Hawaiian or Other Pacific Islander 0 3 h. White CORRECT: The sum of Male and Female should be equal to or slightly less than New Participants 5 3 f. 30 12 3 i. More Than One Race 7 3 j. Hispanic/Latino and More Than One Race 20 3 k. Eligible Veterans 0 3 l. Persons with a Disability 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 1 37 ERROR: The sum of the racial categories will always be less than or equal to New Participants 23

Item B. 3. New Participants Served – Example B. 3 New Participants Served 30 3 a. Male 12 3 b. Female 18 3 c. Hispanic/Latino 17 3 d. American Indian or Alaska Native 1 3 e. Asian 5 3 f. Black or African American 12 3 g. Native Hawaiian or Other Pacific Islander 0 3 h. White 12 3 i. More Than One Race 7 3 j. Hispanic/Latino and More Than One Race 20 3 k. Eligible Veterans 0 3 l. Persons with a Disability ERROR in this Report: B. 3 c. Hispanic/Latino and B. 3 i. More Than One Race will never be higher than B. 3. j Hispanic/Latino and More Than One Race 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 1 24

Question and Answer Period Please enter your questions into the Chat Room! 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 25

Kristen Rhinehart Business Relations Group National Office 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 26

Section C. Customer Services and Activities § C. 1 Number Began Receiving Education/Job Training Activities § C. 2 Number Completed Education/Job Training Activities – C. 2 a. Number Received Degree/Certificate – C. 2 b. Number Entered Employment – C. 2 c. Number Entered Training-Related Employment 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 27

Item C. 1. Number Began Education/Job Training Activities Q. Which participants are reported in C. 1 (Number Began Education/Job Training Activities)? § Grantees report the TOTAL number of participants who began receiving education and job training activities – Does not include career awareness or career exploration activities (refer to page 3 of the Guidebook) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 28

Item C. 2. Number Completed Education/Job Training Activities Q. Which participants are reported in C. 2 (Number Completed Education/Job Training Activities)? § Grantees report TOTAL who successfully completed one or more industry and/or occupational skills education and job training activities – “Completed” indicates successful completion in the reporting quarter (i. e real time) – Record only one time for each individual – Keep in mind the nature/composition of participant training (refer to page 4 of the Guidebook) 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 29

Item C. 2. Number Completed Education/Job Training Activities For C. 2 a – C. 2 c, outcomes should be reported for participants who successfully completed education/training activities for the current reporting quarter and are listed in C. 2 § § Think about C 2 a. -C 2 c as subsets of C 2 c. should be considered a subset of C 2 b. C 2 c. should be equal to or less than C 2 b. Individuals can only be reported in C 2 b. and C 2 c. in the quarter in which they have completed Education/Job Training Activities. – Even if individuals obtain employment in future quarters, they cannot be reported in this measure. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 30

Item C. 2. Number Completed Education/Job Training Activities Example C 2 c. Number Entered-Training Related Employment should equal the Sum of C 2 c (1) through (20) (NAICS Sector codes) C. 2 Number Completed Education/Job Training Activities 27 2 a. Number Received Degree/Certificate 21 2 b. Number Entered Employment 8 2 c. Number Entered Training-Related Employ 0 What’s wrong with this picture? 0 Should be 8 (1) Agriculture, Forestry, Fishing, & Hunting (2) Mining (3) Utilities 7 (4) Construction 8 (5) Manufacturing (20) Public Administration 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 1 31

Grant-Funded Capacity Building Activities § It is possible to report participants in sections B and C of the 9134 Report Form and in the “Capacity Building” section of the 9134 Report- Form without double-counting. § However, just because someone is an eligible participant does not mean that this individual should automatically be captured under “Capacity Building”. § In order to be reported in both sections an individual would have to meet the “Capacity Building” definition for “students” or “other people”. We encourage grantees to follow the definitions provided in the updated Supplement & Glossary (pages 6 -7). 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 32

Question and Answer Period Please enter your questions into the Chat Room! 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 33

Section D. 1 Quarterly Narrative Report 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 34

Item D. 1. Report Comments/Narrative D. 1. A. Summary of Grant Activities D. 1. B. Status Update on Leveraged Resources D. 1. C. Status Update on Strategic Partnership Activities D. 1. D. Timeline for Grant Activities/Deliverables D. 1. E. Capacity Building Activities D. 1. F. Key Issues and Technical Assistance Needs D. 1. G. Best Practices and Lessons Learned D. 1. H. Common Measures D. 1. I. Additional Information 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 35

Section D: Narrative Report § Section D. 1. A. Summary of Grant Activities § Section D. 1. B. Leveraged Resources – Report the cumulative amount of leveraged resources provided by the grantee and partners along with expenditures each quarter 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 36

Example of Reporting Leveraged Resources Federal Contributor Amount What Was provided How it was used Jane Doe Workforce Development Council $95, 000 In-kind Training activities, youth outreach / Manufacturing camp (transportation, supplies, instruction, and staff costs), tuition and training costs and related staff/overhead costs for Whatcom County residents for manufacturing occupation training. 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 37

Example Reporting Leveraged Resources Non-Federal Contributor Amount What was How it was used provided Center of Excellence $32, 300 In-kind 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report Center of Excellence (Process Technology) funds support industry relationships, building capacity and implementing best practices at other community & technical colleges throughout the state. Funds include the PTEC conference, High School seminar, Girls Get Technical camp. 38

Timeline for Grant Activities & Deliverables § Section D. 1. D. Timeline for Grant Activities and Deliverables – All major program activities (both capacity building and training) for the entire life of the grant. – Update the timeline each quarter 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 39

Status of Grant Products § Product Reference Guide – Available beginning of each quarter for download in EBSS – Organized by region and grantee name (grantees can scroll through and locate their organization) – In Section D. 1 D (Timeline and Deliverables) Grantees should include the following information for each product: (1) updated description; (2) anticipated delivery date; (3) percentage of completion; (4) notes or concerns about status 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 40

Key Issues & Technical Assistance § Section F. Key Issues and Technical Assistance (TA) Needs 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 41

Business Relations Group U. S. Department of Labor Employment and Training Administration 200 Constitution Avenue, NW Room N-4643 Washington, DC 20210 Website: http: //www. doleta. gov/BRG/ Email: businessrelations@dol. gov T: (202) 693 -3949 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 42

Share Your Ideas with Your Peers! Share your demand-driven strategic plans, models, innovations, resources, and ideas! Simply log on to Workforce 3 One and look for the “Share Content” located on the Homepage Submit your content to Workforce 3 One at: http: //www. workforce 3 one. org/page/share 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 43

Webinar Resources: Recordings available within 2 business days after the event. All resources are posted under the… 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 44

Stay Informed, Get Connected! Workforce 3 One: § Communities of practice § Live web-based events § Register for updates! For more information about the workforce investment system: § Visit www. careeronestop. org § Call 1 -877 -US 2 -JOBS 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 45

www. workforce 3 one. org 1 -2 -3 -4 ETA 9134! A guide to preparing your first quarterly performance report 46