On-the-Job Training National Emergency Grant Project OJT NEG Project

On-the-Job Training National Emergency Grant Project (OJT/NEG Project) Training

Training Agenda 9: 30 am – 9: 45 am Introductions 9: 45 am – 10: 30 am OJT/NEG Project Overview 10: 40 am – 12: 30 pm OJT Forms 12: 30 pm – 1: 30 pm Lunch 1: 30 pm – 2: 30 pm Training Plan Development 2: 40 pm – 3: 30 pm OJT in MOSES Overview 3: 30 pm – 4: 00 pm Closing / Wrap-up 2

Introductions n Introduction to the training n Name Tents (name on front and back) n Folders (contents double-sided) n n n n n OJT/NEG Project Training powerpoint presentation OJT/NEG Project Policy (Mass. Workforce Issuance No. 10 -92) OJT/NEG Project Forms (Attachments A, D-N) Employer Eligibility Checklist Guide OJT/NEG Project Q&A OJT/NEG Project MOSES powerpoint presentation Helpful Tips for a Successful OJT Job Zone Training Time Conversion Chart Training Plan Examples Training Evaluation n Parking Lot n Feedback encouraged 3

Introductions (cont’d) n Getting to Know You: n Name n Affiliation n Title n Experience with OJT n Objective for training 4

OJT/NEG Project Overview OJT/NEG Project Employer Reimbursement Participant Eligibility Sliding Scale (50 – 90%) based on employer size Dislocated worker Long-term unemployed n n (22 weeks or longer) n Employer Eligibility 1/1/08 Separation date n ARRA requirements No public sector entities n WIA requirements n Training Length n OJT Position Voucher Amount Mass. Workforce Issuance Policy 4 week minimum 26 week maximum n n Full-time, non-seasonal n $3300 (NEG voucher) n$1500 (RR voucher) #10 -92 #00 -41 (revision in process) 5

OJT/NEG Project Overview n Reimbursement is based on Employer size at the OJT training site: n n Maximum reimbursement level is based on the Commonwealth’s average wage (currently $25. 34) n n n 1 to 50 employees -- 90% reimbursement 51 to 250 employees – 75% reimbursement 251 or more – 50% reimbursement Example 1: Employer with 30 -person training site pays OJT Trainee $15. 00/hr n Reimbursement = $13. 50/hr ($15. 00 x 90%) Example 2: Employer with 60 -person training site pays OJT Trainee $35. 00/hr n Reimbursement = $19. 01 ($25. 34 x 75%) OJT Trainee wages must be comparable to employees performing similar work, and with similar experience. 6

OJT/NEG Project Overview Voucher Type Local Area Voucher Amount OJT Trainee Eligibility Paperwork and timeline Dislocated Worker n Long Term Unemployed n 1/1/08 separation date Submit completed Employer Eligibility Checklist by 2/28/11 n Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist Availability n NEG Voucher $3, 300 per OJT 2 vouchers per area Dislocated Worker n Long Term Unemployed n 1/1/08 separation date n Rapid Response Voucher $1, 500 per OJT First-come, First served 7 Submit completed Employer Eligibility Checklist by 6/29/11 n Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist n

OJT/NEG Project Overview Eligibility Criterion and voucher payment Dislocated Worker NEG Funds 8 Rapid Response Funds and voucher payment NO voucher payment YES YES Long-term Unemployed (22 weeks or longer) YES NO 1/1/08 Separation Date YES NO

Local Area process OJT/NEG Project Overview Required Form 9 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer Draft OJT Contract 1. OJT Contract (Employer signature) 2. Full Training Plan 3. OJT Justification Form 4. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT/NEG Project Overview (cont’d) OJT Underway Local Area process Required Form Local Monitoring Report • Completed by Local Area • min 2 x per OJT (required) • First one 2 weeks after OJT start (suggested) OJT support & maintenance 10 Primary Operator process DCS Process OJT Monthly Progress Report • Completed by Employer • Signed by Employer & Trainee OJT Employer Invoice • Signed by Employer & Local Area • payroll information Review Invoice • validity & accuracy Approve • Reimbursement sent to Employer Not Approve • Request Resubmission Review Invoice • validity & accuracy OJT Voucher Invoice Approve • Voucher payment to Local Area Primary Operator Review • 1 x per OJT DCS Monitoring Not Approve • Request Resubmission

OJT Forms - Overview n List of OJT Forms Employer Eligibility Checklist Certificate of Good Standing OJT Pre-Contract Form OJT Justification Form OJT Contract n n n OJT OJT Monthly Progress Report Local Monitoring Report Employer Invoice Voucher Invoice Customizing forms n n 11 Cannot take out content or compromise integrity Can add content (e. g. logos), change font, minor reformatting Local areas will monitored against local process If unsure, ask Primary Operator Suggestions, contact Cheryl Scott Forms can be sent electronically or faxed to Primary Operator (except OJT Contract—original is needed) All communication regarding the forms will take place between the Primary Operator and the Local Area Single Point of Contact (SPo. C).

Local Area process OJT/NEG Project Overview Required Form 12 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer OJT Draft Contract 1. OJT Contract (Employer signature) 2. OJT Justification Form 3. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT Forms - Employer Eligibility Checklist 13

OJT Forms - Employer Eligibility Checklist n n n 14 Refer to Employer Eligibility Checklist Guide for guidance on how to complete the checklist. Checklist is used to determine Employer eligibility for OJTs for both OJT/NEG Project and regular WIA OJTs. Highlighted areas for review: n n How employer layoffs impact eligibility Checking good standing with Department of Unemployment Assistance Checking Debarment status Certificate of Good standing

OJT Forms - Employer Eligibility Checklist (cont’d) n 15 Layoffs n 3 year timeframe to understand the Employer’s history of layoffs. Must understand: n n Pattern of layoffs Frequency of layoffs Circumstances in which layoff occurred History of layoffs does not automatically preclude an employer from OJT. An Employer is ineligible if: n Displacement has occurred or will occur n n Employer lays off employee to hire OJT Trainee OJT prevents employee from promotion, or full-time work Likelihood of Employer not providing long-term employment Overall Concerns n Public money financing a person losing a job n Investing in OJTs that will not lead to long-term employment

OJT Forms - Employer Eligibility Checklist (cont’d) n 16 Checking DUA Status: 1. 2. 3. 4. E-mail Jason Albert (jalbert@detma. org) with the company’s information: Company Name FEIN # DUA # Street City, State, ZIP Jason will contact DUA and check the Employer’s compliance with Unemployment Insurance, Universal Health Insurance, and Fair Share. Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either “compliant” or “out of compliance” If the Employer is “not compliant”, the Employer should contact UI or Fair Share directly. n Detailed instructions are on Employer Eligibility Checklist Guide. n Jason is the liaison between DCS and DUA. BSRs should not contact DUA directly. n n Non-compliance information is confidential to the employer. The Employer must contact DUA directly to get more information and to resolve outstanding issues. Contact Cheryl Scott to be added to the OJT/NEG Project Distribution List.

OJT Forms - Employer Eligibility Checklist (cont’d) n Certificate of Good Standing n Issued by the Massachusetts Department of Revenue Certifies that Employers is in compliance with tax obligations n Required in order to execute OJT Contract n n Certificate is good for 6 months n n NOT required with Checklist submission BUT want Employers work on acquiring Certificate as soon as possible Must be acquired no more than 6 months before estimated OJT start date Employers must request certificate n n Online submission process (fastest) n https: //wfb. dor. state. ma. us/webfile/Certificate/Public/Web. Forms/Wel come. aspx Free and Confidential process n n n Employers must request themselves Employers do not have to disclose results If charged, then requesting from wrong department Certificate generally issued within 1 week, if no problems If problems exists, process of obtaining Certificate could be lengthy 17

OJT Forms - Employer Eligibility Checklist (cont’d) n 18 Debarment Status n 4 debarment lists: n 1. Federal Government’s Excluded Parties List System (database) n n 2. Division of Capital Asset Management Debarred Contractor’s List (pdf) 3. Businesses Issued Stop Work Orders by the Department of Industrial Accidents (Excel document) 4. Office of the Attorney General Debarment List (pdf) Local Areas need to check each list for the Employer’s Debarment status n If the Employer appears on the list, contact Cheryl Scott n Process takes about 45 minutes for first-time users n Step-by-step instructions in Employer Eligibility Checklist Guide.

OJT Forms – Vendor Debarment 19

OJT Forms – Vendor Debarment (cont’d) 20

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OJT Forms - Employer Eligibility Checklist (cont’d) n 38 Reminders & Tips n Explain Employer Eligibility Checklist to employers n Checking debarment status on all four lists is required. This can be done before meeting with an employer n Checking status with DUA is required n Certificate of Good Standing is not required at the time of Checklist submission, but it’s a good idea n n n Don’t forget the Employer signature n Signatory Authorization may be required if not directly dealing with an official signatory Have 30 days to execute OJT Contract after submitting Employer Eligibility Checklist n 30 days from date of submission, not checklist completion n Can withhold submitting completed checklists until trainee matches are reasonably assured n Fax/E-mail copies of Checklist to Primary Operator (Local Areas keep original) Keep all completed Employer Eligibility Checklists on file

Local Area process OJT/NEG Project Overview Required Form 39 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer OJT Draft Contract 1. OJT Contract (Employer signature) 2. OJT Justification Form 3. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT Forms - Job Seeker Case Management n n No OJT-specific forms for Job Seeker case management Use local policies and procedures n Determining Eligibility n Provision of intensive service(s) n Career Action Plan n Assessments n Occupational Skills (required) n n n Work Keys SDS One-Stop Skills Provider Mass CIS Local Area policy may also require TABE Participant training agreements n Local areas may want to develop own forms n Indicate how OJT trainee will benefit from OJT in MOSES and on the OJT Contract 40

Local Area process OJT/NEG Project Overview Required Form 41 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer OJT Draft Contract 1. OJT Contract (Employer signature) 2. OJT Justification Form 3. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT Forms - Pre-Contract Form 42

OJT Forms - Pre-Contract Form n Provides estimate of cost of OJT – Primary Operator will set those funds aside n Must be completed within 30 -day time frame n E-mail form to Primary Operator (no signatures needed) n n n To complete form, need: n Employer identified n Trainee identified n Training plan developed n Start date n End date n Total Training hours n Support services & costs identified Only estimate, but actual OJT Contract cost should be close n Notify Primary Operator if there are changes with fiscal impact Do not need to show pre-contract form to employer 43

Local Area process OJT/NEG Project Overview Required Form 44 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer OJT Draft Contract 1. OJT Contract (Employer signature) 2. OJT Justification Form 3. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT Forms - Draft OJT Contract 45

OJT Forms - Draft OJT Contract n Draft OJT Contract is for the Primary Operator to review Employer-negotiated terms and conditions of the OJT. n E-mail completed, unsigned OJT Contract to Primary Operator. Indicate “Draft” in top righthand corner of form n n To complete form, need: n All Employer information n All Trainee information n Training plan fully developed n Start date n End date n Content n Total Training hours Local Areas will have discussed/negotiated all contract terms with the Employer. n Discuss major changes with Primary Operator early-on n Primary Operator will review and make changes until contract is in form they are willing/able to sign. n May require Local Area/SPo. C to be in frequent communication with both the Employer and Primary Operator. n Form submission takes place within 30 day timeframe 46

Local Area process OJT/NEG Project Overview Required Form 47 Primary Operator process 1. Employer Outreach 2. Job Seeker Outreach Employer Eligibility Checklist 1. Determine Trainee Match 2. Develop OJT Training Plan OJT Pre-Contract Form 1. Develop/Review Contract with Employer 2. Review OJT Training Plan with Employer & Trainee 3. Review Monthly Progress Reports with Employer & Trainee 4. Review Invoicing with Employer OJT Draft Contract 1. OJT Contract (Employer signature) 2. OJT Justification Form 3. Certificate of Good Standing OJT Starts! Review Checklist (5 days) • Eligibility Not Approve Checklist & Request re-submission Approve Checklist • “reserve” voucher • 30 -day clock starts Review Pre-Contract (5 days) • fund availability • funding source Not Approve Pre- Contract & Request revisions Approve Pre-Contract Review Draft Contract (5 days) • Terms, conditions, assurances Not Approve Draft Contract & Request edits/revisions Approve Draft Contract Review OJT Contract & other Forms (5 days) • Sign Contract • Send Copies of Contract Not Approve Contract/Forms & Request re-submission

OJT Forms - OJT Justification Form 48

OJT Forms - OJT Justification Form n At-a-glance summary of entire OJT Contract n Provides general overview of OJT n n n OJT Trainee Eligibility Justification of OJT for Trainee Identification of Skills Assessment Employer Eligibility General OJT Criteria Requires 3 Local Area sign-offs: n n n Person preparing OJT Justification form WIA Coordinator Career Center Director 49

OJT Forms - OJT Contract 50

OJT Forms - OJT Contract n Final OJT Contract should be identical to Primary Operator-approved Draft OJT Contract n Mail completed, original OJT Contract to Primary Operator with “Final” indicated in top right-hand corner n n Employer Signature is required Primary Operator Signature is blank n Primary Operator will sign OJT Contract and distribute copies to SPo. C n Additional Forms to be submitted: n n n OJT Justification Form Full OJT Training Plan Union letter of support (if OJT subject to collective bargaining agreement) Certificate of Good Standing Entered in MOSES: n n n Trainee / Job Seeker Employer as Training Provider OJT Course Trainee enrollment in OJT Course Primary Operator will approve OJT course enrollment upon signing OJT Contract. 51

OJT Forms - OJT Contract 52

OJT Forms - Contract Modifications 53

OJT Forms - Contract Modifications n 54 Modifications are Required when: n Length of the OJT changes n Training Plan significantly changes n Other changes take place that impact the cost of the OJT n Modifications need reasonable justification n Process n n Local Area completes OJT Contract Modification Request Form Employer signs form Local Area signs form and submits to Primary Operator approves/does not approve form n n Approval rejections require justification Primary Operator sends copies of completed Modification Request form to Local Area

OJT/NEG Project Overview 55 OJT Underway Local Area process Required Form Local Monitoring Report • Completed by Local Area • min 2 x per OJT (required) • First one 2 weeks after OJT start (suggested) OJT support & maintenance Primary Operator process DCS Process OJT Monthly Progress Report • Completed by Employer • Signed by Employer & Trainee OJT Employer Invoice • Signed by Employer & Local Area • payroll information Review Invoice • validity & accuracy Approve • Reimbursement sent to Employer Not Approve • Request Resubmission Review Invoice • validity & accuracy OJT Voucher Invoice Approve • Voucher payment to Local Area Primary Operator Review • 1 x per OJT DCS Monitoring Not Approve • Request Resubmission

OJT Forms - Local Monitoring Report 56

OJT Forms - Local Monitoring Report 57 Series of questions to help identify how well the OJT is progressing n n Recommended that supervisor and trainee interviews are done separately Ask follow-up questions Use comments to capture information (add additional space if needed) Must be completed at least twice per OJT n At least 1 must be completed on-site n More can be done as needed n n Highly recommended for “at-risk” OJTs Recommended n First on-site monitoring early on in the OJT, within the first two weeks n n n Significant problems are likely be identified at this point Much easier to course-correct if problems are addressed at their earliest identification Additional on-site monitoring at mid-point n Monitoring reports should be kept on file locally n Monitoring reports should also be documented in MOSES

OJT/NEG Project Overview 58 OJT Underway Local Area process Required Form Local Monitoring Report • Completed by Local Area • min 2 x per OJT (required) • First one 2 weeks after OJT start (suggested) OJT support & maintenance Primary Operator process DCS Process OJT Monthly Progress Report • Completed by Employer • Signed by Employer & Trainee OJT Employer Invoice • Signed by Employer & Local Area • payroll information Review Invoice • validity & accuracy Approve • Reimbursement sent to Employer Not Approve • Request Resubmission Review Invoice • validity & accuracy OJT Voucher Invoice Approve • Voucher payment to Local Area Primary Operator Review • 1 x per OJT DCS Monitoring Not Approve • Request Resubmission

OJT Forms - Monthly Progress Reports 59

OJT Forms - Monthly Progress Reports n n Submitted by Employer to Local Area 30 days from OJT start Local Area have discretion in determining how to distribute form to Employers n Pre-fill fields (e. g. “Training Progress” section) n Send all Reports in bundle n Send reports at regularly scheduled intervals Monthly Progress Reports submission and receipt should be noted in MOSES Monthly Progress Reports are local area tool to assess OJT progress and identify issues of concern n Remember OJT Trainee sign-off on Report n Remember to indicate if the report is the last one (top, right-hand corner) n Local Areas keep Monthly Progress Reports on File n Primary Operators may request reports as part of Desk Reviews 60

OJT/NEG Project Overview 61 OJT Underway Local Area process Required Form Local Monitoring Report • Completed by Local Area • min 2 x per OJT (required) • First one 2 weeks after OJT start (suggested) OJT support & maintenance Primary Operator process DCS Process OJT Monthly Progress Report • Completed by Employer • Signed by Employer & Trainee OJT Employer Invoice • Signed by Employer & Local Area • payroll information Review Invoice • validity & accuracy Approve • Reimbursement sent to Employer Not Approve • Request Resubmission Review Invoice • validity & accuracy OJT Voucher Invoice Approve • Voucher payment to Local Area Primary Operator Review • 1 x per OJT DCS Monitoring Not Approve • Request Resubmission

OJT Forms - Invoices 62

OJT Forms - Invoices n Employer Invoice: n n n Voucher Invoice n n n Local Areas negotiate frequency of invoicing with Employer with terms of OJT Contract Employer submits completed invoices and payroll information to Local Area reviews invoice for accuracy (i. e. not billed for vacation, holiday, sick time, etc. . ) Local Area signs off on invoice and submits invoice to Primary Operator sends reimbursement directly to Employer, and notifies Local Areas submit voucher invoice to Primary Operator anytime after OJT Contract is executed. Primary Operators will send voucher payment to Local Areas after first Employer Invoice is received Support Service Invoice n n Standardized Support Service Invoice was not developed Local Areas use own local invoicing form for support services reimbursement or utilize voucher payment invoice form. 63

OJT Forms - Employer Responsibility n Employers must review and/or complete the following forms: n n n n Employer Eligibility Checklist (review & sign) Certificate of Good Standing (request) Draft OJT Contract (review) OJT Contract (sign) Monthly Progress Reports (complete) OJT Invoice (complete) Local Areas can minimize Employer burden by precompleting forms for Employers 64

OJT Forms - OJT Files n Local Areas should have the following forms on file: n n n n n Employer Eligibility Checklist (original) Certificate of Good Standing (copy) Signatory Authorization for OJT Employers (copy) OJT Pre-Contract Form (copy) OJT Justification Form (copy) OJT Contract (copy) OJT Monthly Progress Report (original) OJT Local Monitoring Report (original) OJT Employer Invoice (copy) OJT Voucher Invoice (copy) 65

OJT Training Plan Overview HOW TO DEVELOP A TRAINING PLAN …YOUR MAP TO REACHING THE DESTINATION 66

OJT Training Plan Development WHAT IS AN OJT TRAINING PLAN? • Outline of what to expect from the employer as well as the OJT Trainee • Working document that is somewhat flexible in its structure • Means to measure success 67

OJT Training Plan Development Steps to Creating a Training Plan – Getting Started 1. 2. 3. • The Employer decides to pursue an OJT after meeting(s) with Business Services Representative. The Employer provides a job description and basic information about the OJT position. Start to develop a framework for the OJT Training Plan. Use O*NET http: //online. onetcenter. org/ to assist employer in finding comparable job description. 68

Training Plan Development – O*NET 69

Training Plan Development – O*NET 70

Training Plan Development – O*NET 71

Training Plan Development – O*NET 72

Training Plan Development – O*NET 73

Training Plan Development – O*NET 1. Use this O*NET list of tasks as a starting place for the discussion about key training components of the OJT training plan. 2. Have employer indicate on the list which tasks are applicable to the OJT position, and which tasks are not listed. 74

Training Plan Development – O*NET 1. Find the Job Zone and SVP Range to find the upper limit on training hours (use “Job Zone Training Time Conversion Chart”). 2. Begin to break down the Employer-generated list of tasks into time-defined components. 75

Training Plan Development – O*NET 1. This section is helpful in approximating the trainee’s wage. 2. Remember, however, the trainee must be paid a wage that is comparable to an employee at that location doing similar work, with similar experience. 76

Training Plan Development – O*NET These sections are helpful in working with the employer to determine: • the trainee’s baseline qualifications for the OJT position • Aspects of the on-the-job training plan 77

Training Plan Development – O*NET These sections are helpful in working with the employer to determine: • the trainee’s baseline qualifications for the OJT position • Aspects of the on-the-job training plan 78

Training Plan Development – O*NET These sections are helpful in working with the employer to determine: • the trainee’s baseline qualifications for the OJT position • Aspects of the on-the-job training plan 79

OJT Training Plan Development Steps to Creating a Training Plan – Developing a Preliminary Training Plan • • • Schedule time to meet with the Trainer(s) at the training site as their convenience. Explain the importance of the Training Plan to the Trainers. (Note: the Trainer may be different than the person with whom you have been in contact. ) At this meeting, get as much information about the content and context of the OJT position. Encourage the trainer to describe the job in detail starting at the beginning of workday. Be an active listener and try to read between the lines. With this information and the information gathered from O*NET, develop a preliminary Training Plan and a list of pre-requisites for the OJT position. Verify this with the Employer. Remember, the Employer is expected to fill what ever skill gaps exists. 80

OJT Training Plan Development Steps to Creating a Training Plan – Working with the Job Seeker 1. Find an appropriate match to the potential OJT position: 1. 81

OJT Training Plan Development Steps to Creating a Training Plan – Developing the Final Training Plan n Once the Employer selects a Trainee, adjust the preliminary training plan to reflect the skills and training the Trainee already possesses: 1. 2. 3. 4. Have the Trainee identify the skills/training based on the job description and/or O*NET The O*NET maximum training allowed is the LONGEST the training should be. This maximum reflects how long it should take someone with NO training to become proficient in the position. If the OJT Trainee has some skills, the training plan length should be shorter than the maximum. Training plan length should be well-justified. Work with the Employer and Trainee to make educated guesses on the length of the training plan components. 82

OJT Training Plan Development Steps to Creating a Training Plan – Successful Training Plan using “AACTS” 1. Area – What is the subject matter? 2. Activity - How and what will trainee learn? 3. Competency – How will success be measured? 4. Time/Hours – How long to learn activity? 5. Staff Responsible – Who will train the trainee? 83

OJT Training Plan Development Steps to Creating a Training Plan – Training Plan Documentation n OJT Contract n Identifies OJT Training Plan Outline n n n Phase I – training plan components initiated in first half of OJT Phase II – training plan components initiated in first half of OJT While most training will happen concurrently, use best guess for Phase II training elements Full, annotated Training Plan n Attach to OJT Contract Identify AACTS OJT Monthly Progress Report n n Identifies progress on components on Training Plan Outline 84

OJT Training Plan Development n Helpful Tips n n n n The decision makers may not be the trainers. Make sure you talk about the OJT with both. Ask to tour the company to get a lay of the land. Think outside the box to understand the physical requirements of the job. Pre-screen the potential trainee before referring them to the Employer (interview potential trainee, check references, etc…) Advise the trainee to visit the Employer’s website and become familiar with the training plan. Emphasize that the Employer will receive support throughout the OJT. Ask for the company’s holiday schedule. 85

OJT Training Plan - Contact Information Ann Shaw Business Services Representative On the Job Training Program Coordinator Valley. Works Career Center 439 South Union Street Lawrence, MA 01843 Telephone: (978)722 -7048 Email: Ashaw@detma. org 86

Closing/Wrap Up - Timeline Requirement / Event Deadline Employer Eligibility Checklist Submitted (for NEG February 28, 2011 OJT Contract Executed March 30 th, 2011 vouchered OJTs) (for NEG vouchered-OJTs) OJT/NEG Project Check-in April 2011 Employer Eligibility Checklist Submitted June 29, 2011 (for RR vouchered OJTs) Availability of NEG funds and RR training funds & vouchers will be assessed July 2011 OJT Contract Executed July 29, 2011 (for RR vouchered-OJTs) DCS OJT Monitoring August, 2011 Project Completion March 31, 2012 87

Closing / Wrap-up - Resources n Mass. Workforce Issuance No. 10 -92: On-the-Job Training/National Emergency Grant Project (OJT/NEG Project) n n USDOL TEGL #4 -10 n n http: //www. massworkforce. org/Issuances/Policy. Issuance 2010. htm http: //wdr. doleta. gov/directives/corr_doc. cfm? DOCN=2930 Websites n Massachusetts OJT Toolkit n n www. massworkforce. org/OJT Employer OJT Site (in development) n www. mass. gov/dcs/ojt 88

OJT Website (for Local Areas) 89

OJT Website (for Employers) 90

Closing / Wrap-up - Contact Information Regional Employment Board of Hampden County David Cruise OJT Coordinator Phone: (413) 755 -1326 Fax: (413) 755 -1364 dcruise@rebhc. org Local Areas: Berkshire Central MA Franklin Hampshire Greater Lowell Hampden Lower Merrimack Valley Metro South/West North Central 91

Closing / Wrap-up - Contact Information Greater New Bedford Workforce Investment Board Donna Ramos OJT Coordinator (508) 979 -1504 x 13 dramos@gnbwib. org Craig Baker Operations Officer (508) 979 -1504 x 14 cbaker@gnbwib. org Steve Grant Contract/Finance Officer (508) 979 -1504 x 19 sgrant@gnbwib. org Fax: (508) 979 -5680 Local Areas Boston Bristol Brockton Cape & Islands Greater New Bedford Metro North Shore South Shore 92

Closing / Wrap-up - Contact Information Boston / Central Office: Cheryl Scott OJT/NEG Project Manager (617) 626 -6107 cscott@detma. org 93

Closing / Wrap-up n SPo. C Identification n OJT/NEG Project Distribution List n Parking Lot n Additional Questions & Answers n Evaluations Thank you! 94