Welcome to Workforce 3 One U.S. Department of Labor Employment and Training Administration December 9 th, 2014 Presented by: Division of Youth Services – YouthBuild U.S. Department of Labor Employment and Training Administration

2# Enter your location in the Chat window – lower left of screen

Annie Leonetti Workforce Analyst U.S. Department of Labor 3#

4# 1.Review data management tools and resources that will help your program collect, enter, and check MIS data. 2.Learn how to build useful MIS Ad Hoc Reports that will help your program research your MIS Data. 3.Live MIS Data Entry: Steps to full Enrollment.

Leah Rodriguez Help Desk Assistant YouthBuild USA 5#

Which pre-recordings were you able to watch in preparation for today’s webinar? Data Planning: Rules of the Road Defining Staff Roles: Using the MIS Data Collection and Workplan Tools Service Tracker Tool 6#

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Which other MIS E-Learning Series videos have you found helpful? Series 3: Using MIS reportsSeries 4: How to Enter MIS Data 8#

E-Learning Series –Videos Data Planning: Rules of the Road Defining Staff Roles: Using the MIS Data Collection and Workplan Tools Service Tracker Tool #9

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Understand the importance of accurately tracking your students and their outcomes. Understand that it takes careful planning to align your data management with your program practice. Be Ready to get started planning for your own program’s success. #12

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Understand the importance of getting staff buy-in for organized data management Use the Data Collection Tool to clearly show who’s collecting data and how Breakdown who is responsible for each step of data management by using the MIS Workplan Tool #14

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Use Service Tracker Tool to –Categorize your DOL YouthBuild program activities as MIS Services –Track your student services #16

Track 7 categories of services –Workforce Preparation –Community Involvement –Mentoring –Health Services –Supportive Services (including follow-up services) –Post-Secondary Exploration and Planning #17

How does your YouthBuild program primarily collect student data? Paper formsExcel spread sheetsAnother student data base 18#

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The roadmap provides a high-level view of the MIS process so your program can: –Collect all necessary data –Enter data accurately and on deadline –Check that data is correct –Be successful!! #20

Set goals for the cycle Pre-enrollment and eligibility data collection and entry Basic skills pre-testing Enroll students and enter test scores Track and enter services Track and enter outcomes Exit students Follow-up #21

All necessary data is collected Data is accurately entered on deadline Data is verified and used for program improvement #22

#23 What is the On Ramp? How does it support your program?

#24 Covers the necessary data collection and entry during the core DOL YouthBuild Program.

Covers the necessary collection and entry for any student in the Follow-up period. #25

26# “Your program is only as great as you can prove it’s great. Without the backup it’s all talk. Good preparation and basics will provide you with accurate data.” - DOL YouthBuild Director

Being responsible for your program means being responsible for it’s data. Plans and policies help maximize successes of your program. Effective data management means you are better able to tell your program’s story. It takes preparation to be able to collect and enter all the necessary data. #27

28# “We take advantage of the ad-hoc reports to follow through and double check our program and data numbers. I do one final check after the staff and then submit the QPR.” - DOL YouthBuild Executive Director

Which ad-hoc reports have you used to research your MIS data? Follow Up/PlacementLiteracy/NumeracyServices and Demographics 29#

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Report lists auto-exit dates for all your students. –Let’s you see all participants’ projected auto-exit dates, as well as their last dates of entered services. –Report lists participants who have been previously auto-exited. Research participants’ auto-exit status. #31

Report lists basic skills test results for all of your students –Let’s you see whether or not students made gains and if they are missing pre- or post- tests. –Report lists pre-test score and highest scoring post-tests for each functional area. Research your Literacy and Numeracy Attainment from the QPR. #32

Report lists all placement information from Follow-Up reports –Educational and Employment placement information –Quarter 1 through 4 of follow-up periods Research your placement and retention measures from the QPR. #33

Data for all NEW enrollees –The Case Overview form must be completed. –The Assessment at Entry form must be completed, including the Employment Status section. –One Basic Skills pre-test must be entered for new students to be fully enrolled in the MIS. Students will not be included in your reports until they are fully enrolled. –Once they are full enrolled, they will show as “active” on the Cases Overview screen. #34

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We have many resources available –E-Learning Series –We offer trainings –Data Reviews –Contact Help Desk –MIS Newsletter #36

Weekly QPR and Ad Hoc trainings –Wednesdays 3pm ET Weekly MIS data entry trainings –Tuesdays 2pm ET and Fridays at 10am ET MIS data reviews –Scheduled on an as needed basis #37

MIS Help Desk Phone: (866) #38

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What has been your greatest challenge with MIS data collection or entry? What has been your greatest success with MIS data collection or entry? #40

Can you describe your program’s MIS data management workflow? Do you feel that it is better to have one person be responsible for data entry or is it better to have many staff doing data entry? #41

Describe your program’s MIS data review process. –Do you use the ad-hoc reports? –Do you regularly review the QPR before you submit it? #42

Leah Rodriguez Help Desk Assistant YouthBuild USA Annie Leonetti Workforce Analyst U.S. Department of Labor 43#

Special Webinar: Registered Apprenticeship January 22 at 2:00 PM (EDT) Counseling and Case Management February 3 at 2:00 PM (EDT) Youth Leadership March 10 at 2:00 PM (EDT) 44#

Thank You! Find resources for workforce system success at: 45#