1. H-1B Ready to Work H-1B Quarterly Performance Reporting & HUB Phase 2 Webinar
Webinar Date: June 8, 2015; 1:00 p.m.
Presented by: Division of Strategic Investments
U.S. Department of Labor
Employment and Training Administration

2. Enter your location in the Chat window – lower left of screen
Where are you?
Enter your location in the Chat window – lower left of screen #

3. Polling questions for webinar lobby
Let’s get to know who is on your H-1B RTW Performance Reporting TA Team! Using the poll, select the role that you play in your H-1B grant program.
For this grant initiative I am the:
Authorized Representative:
Program Director/Manager
IT Developer
Database Manager
Case Manager
Training Partner
Employer Partner
None of the above #

4. Polling questions for webinar lobby
How many of you have reviewed the following H-1B RTW Performance Reporting Materials and where are you in your process?!
Yes! We have reviewed both the Performance Reporting Handbook and the Data Elements and Edit Checks
Yes! As a result of viewing those materials, we have began to align our internal grants data base to track the information required for H-1B RTW Grants
Yes! As a result of viewing those materials, we have started to produce data files of participant records based on the RTW Data Elements and Edit Checks.
All of the above #

5. Welcome & Introductions
H-1B RTW Performance Reporting
Today’s Speakers
H-1B Policy Lead
Megan Baird
Performance Reporting TA
Ayreen Calimquim
Kevin Mauro #

6. Agenda RTW Grant Refresher OMB-Approved!
Definition Deep-dive: Long-term Unemployed; other Unemployed; and Incumbent Workers
OMB-Approved!
RTW Data Collection
RTW Data Elements and Data Files
Understanding Data Elements Preparing Data Files
HUB Phase 2: Reporting System Preview
Uploading participant files #

7. H-1B RTW REFRESHER
Participants Eligible to Receive Training and Services and other Eligibility Requirements #

8. RTW Definition Deep Dive
Long-Term Unemployed
Unemployed 27 Weeks or More
Unemployed 27 Weeks or more + exhausted UI
Under-employed 27 weeks or more
Unemployed
Less than 27 Weeks
Incumbent
Incumbent worker through Employer Partner #

9. RTW Definition: Long-term Unemployed Workers
Ready to Work Definition: Long-Term Unemployed
For the purposes of this SGA, Long-term unemployed individual is defined as
“an individual who has been unemployed for 27 consecutive weeks or more”
Included within this definition of unemployed for 27 consecutive weeks or more are the following sub-categories:
individuals that are unemployed for 27 consecutive weeks or more and have exhausted/nearly exhausted their UI benefits, and
individuals that have been underemployed for 27 consecutive weeks or more. individuals who have lost their job during or after the recent recession (commencing from December 1, 2007 forward) and have exhausted or nearly exhausted unemployment benefits (if they were eligible to receive such benefits);
Within these categories, grantees may serve a wide range of individuals, such as, individuals with disabilities, veterans, minorities, Indian and Native Americans, and other individuals.

10. RTW Definition: Long-term Unemployed Workers (cont.)
Ready to Work Definition: Long-Term Unemployed
1) Unemployed for 27 consecutive weeks or more and exhausted/nearly exhausted UI benefits: individuals who have lost their job during or after the recent recession (commencing from December 1, 2007 forward), have been unemployed for 27 consecutive weeks or more, and have exhausted or nearly exhausted unemployment benefits (if they were eligible to receive such benefits)

11. RTW Definition: Long-term Unemployed Workers (cont.)
Ready to Work Definition: Long-Term Unemployed
2) Underemployed for 27 consecutive weeks or more:
individuals who lost their job during or after the recent recession and have obtained only episodic, short-term, or part-time employment for a period of 27 consecutive weeks, but have not yet reconnected with a full-time job commensurate with the individual’s level of education, skills, and previous wage or salary earned prior to the individual’s loss of permanent employment.
Individuals must have been underemployed for 27 consecutive weeks to meet this criteria, which can include periods of both unemployment and underemployment within a 27 week consecutive period.
*underemployed individuals fall within the definition of long-term unemployed and are therefore considered long-term unemployed

12. RTW Definition: Other Unemployed Workers
Ready to Work Definition: Other Unemployed Worker
For the purposes of this SGA, other unemployed individual is defined as:
“as an individual who is without a job for fewer than 27 consecutive weeks (i.e. not long-term unemployed), is not
underemployed, and who wants and is available to work”

13. RTW Definition: Incumbent Workers
Ready to Work Definition: Incumbent Worker
For the purposes of this SGA, an Incumbent Worker is defined as:
“as an employed worker in need of skills upgrade to obtain a new job or retain a current job that is requiring new or different skills in an H-1B industry/occupation, and where training is developed with an employer or employer association to upgrade skills training.”
Included in this definition are:
Newly hired workers, and
Workers whose hours have been reduced and/or earnings have declined.
*An employed worker whose employer does not have a training
agreement with the grantee (where training is developed with an employer or employer association to upgrade skills training) is not eligible to be served under this SGA.

14. Selective Service Requirements
RTW Policy Guidance: Selective Service
Selective Service Requirements
Does not apply to H-1B RTW grants
H-1B RTW grants are authorized under the American Competitive Workforce Improvement Act (ACWIA).
ACWIA does not require that a determination of Selective Service registration status be made prior to determining eligibility to participate in H- 1B RTW. #

15. Please enter questions in the Chat Room!#

16. OMB-Approved Data Collection Process
H-1B Ready To Work Performance Reporting Guidance #

17. OMB-Approved RTW Data Collection
H-1B RTW Performance Policy Guidance
RTW Performance Reporting Handbook
Quarterly Performance Report (QPR) Form 9166
Quarterly Narrative Report (QNR)
RTW Data Elements and Edit Checks #

18. Reporting Components in the HUB System
For the Quarter Ending 6/30/15, grantees will submit both a QPR and a QNR in HUB.
QNR
Submit & Certify!
QPR #

19. RTW Quarterly Performance Report
What is a Quarterly Performance Report (QPR) ETA Form No. 9166?
Indicator of grant program activities: participant training program completion and entered employment outcomes
The basis for ETA reports to Congress, the Secretary of Labor, and various other stakeholders.
HUB-generated QPR form is based on data files of participant records uploaded in HUB.
The RTW QPR ETA Form No is generated by HUB! #

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21. RTW Performance Reporting
VERSUS
Real-time Performance Measures
ETA Common Performance Measures
Real-time performance measures are reported by all grantees for the quarter in which the activity occurred, in alignment with the grantees’ Statement of Work.
ETA’s Common Performance Measures are exit-based and are separate from outcomes reported by grantees.

22. Collecting Social Security Numbers
How to Protect Sensitive Data:
Make sure all program staff read the following guidance:
Training and Employment Guidance Letter (TEGL)
TEGL No : Guidance on Handling and Protection of Personally Identifiable Information (PII)
/info #

23. RTW Performance Reporting Handbook
HEADS UP!
RTW grantees with existing H-1B Grants
A technical assistance resource brief outlining KEY differences between TST/JA and RTW performance reporting will be provided after the webinar. #

24. RTW Quarterly Progress Reporting Timeline
Grantee Access to HUB and TA Timeline
Week of July 1, 2015
Grantees will have Access to Upload Data Files
Resolving Data File Errors
Week of July 20, 2015
Grantees will have access to generating a QPR Form
August 14, 2015
Submitting your 6/30/15 Quarterly Progress Reports
Technical Assistance:
Pre-Recorded Tutorials
Technical Assistance:
Live “How-to” Sessions
Technical Assistance:
HUB Office Hours #

25. H-1B RTW Data Element & Data Files overview
Technical assistance on data elements, tracking participant records, and preparing data files for HUB #

26. RTW Data Elements and Edit Checks & Preparing Your Data Files
What is a Data Element?
Data element number and name
Data definition and instruction
Code value
Edit check logic
Not in the Data Elements Document:
QPR Aggregation Rules
Tips for Creating your Data File
MIS Database or Excel -> csv, txt or dat file
Establish file naming systems to track all data files that is successful submitted to DOL.
Comprehensive data file of all participants served to date.
Tips on How to Prepare for Reporting
Participant Intake: Ensure all data element code values are collected for each participant
Participant Tracking: Align case management systems with H-1B RTW data elements. #

27. RTW Case Management Files to Track Participant Data
Available Now!
TA Resource: Sample Case Management Files and Data Files
H-1B RTW Sample Case Management File
THIS IS NOT A DATA FILE! For internal grantee tracking purposes only!
Data Number
101
102
103
104
Data Element Name
SSN
Selective Service Status
Date of Birth
Gender
Participant 1
xxx-xx-1111 9 1
Participant 2
xxx-xx-2222 2
Participant 3
xxx-xx-3333
Participant 4
xxx-xx-4444
Participant 5
xxx-xx-5555
Each ROW represents one participant
COLUMNS represent each data elements code value per participant.
HOT TIP!
Leaving a data element blank is an acceptable code value if the information is not yet available, or if the data element does not apply to the individual. #

28. RTW Data File to Report Participant Data
H-1B RTW Sample Data File
xxx-xx-1111 1 9
xxx-xx-2222 2
xxx-xx-3333
xxx-xx-4444
xxx-xx-5555
THIS IS A DATA FILE!
Select DE & code values only
Tips on Preparing Data Files
Data files are comprised of the code values entered for each participant in your case management file.
Data files should be a comprehensive list of all participants served to date.
Updates to a participant record are made across the data element columns.
New participants are added as a new row.
HOT TIP!
RTW has 67 data elements
Data element code values should end in column BO (Excel)
Coming Soon!
Pre-Recorded Tutorial #2:
Preparing Data Files

29. Case Management Files and Data Files
Screen share:
Case Management Files and Data Files #

30. Deep Dive! H-1B RTW Data Elements
Technical assistance on key data elements #

31. DE 204 Long-term Unemployed
RTW Data Elements Debrief
DE 200: Employment Status 1 = Employed 0 = Not Employed 2 = Received Notice of Termination
DE 201
Incumbent Worker
1 = Employed
0 = Not Employed
2 = Received Notice of Termination
DE 202
Underemployed Worker
1 = Employed
0 = Not Employed
2 = Received Notice of Termination
DE 204 Long-term Unemployed
1 = Employed
0 = Not Employed
2 = Received Notice of Termination #

32. Unique Participant Identifier in HUB
RTW Data Elements Debrief
Unique Participant Identifier in HUB
DE 101: Social Security Number
DE 103: Date of Birth
DE 301: Date of Program Participation/Date of First Service
Program Participation, Training Completion and Program Exit
DE 301: Date of Program Participation/Date of First Service
Required for all participants served
DE 304: Date of Education Training Program Completion
Required only for participants that complete training
DE 302: Date of Exit and DE 303: Other Reasons for Exit
Program Completion is NOT the same as Program Exit #

33. Data Elements to Report Intensive Services
RTW Data Elements Debrief
Data Elements to Report Intensive Services
MOST Recent Date Received Service
DE 310: Received Case Management Services
DE 320: Received Assessment Services
DE 330: Received Supportive Services
DE 340: Specialized Participant Services
DE 350: Paid Work Experience
Previous Quarter Received Services … ?
Yes No #

34. RTW Data Elements Debrief
Reporting Short-term and Longer-term Training
Three Training Activity Dates
DE 400 Training Activity #1
DE 410 Training Activity #2
DE 420 Training Activity #3
Three Training Activity Types
Primary Types of Training
Secondary type of Training
Tertiary Type of Training
Training Activity #1:
01/15/15 – 6/30/15
DE 402 Primary Type of Training Service: OJT
DE 403 Secondary Type of Training Service: Distance Learning
DE 420 Tertiary Type of Training Service: Classroom Occupational #

35. Capturing Employment Outcomes and Retention
RTW Data Elements Debrief
Capturing Employment Outcomes and Retention
DE 503: Entered Training-Related Employment
For all unemployed, underemployed, and long-term unemployed participants that complete training and enter employment related to their training program.
DE 501: Date Entered Employment
For all unemployed, underemployed, and long-term unemployed participants that enter employment at any time in the grant program
Before training, during services, after training
Incumbent Worker Employment Outcomes
DE 504, 514, 524: Employment Retention
DE 505, 515, 525: Advancement to New Employment
Retention Outcomes
NOT Reported by RTW Grants.
Captured through Common Measures #

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37. Have you already developed data files?
Polling question
Have you already developed data files?
Yes! We’ve aligned our organization’s MIS systems with the H-1B RTW Data Elements.
Almost! We have a firm understanding of the H- 1B Performance Reporting Definitions, Data Elements and Edit Checks
Not yet! But we have assembled our team to assess how we can manage this process. #

38. HUB Phase 2: Reporting System Data File Upload
Submitting Data Files in HUB
Coming Soon!
Pre-Recorded Tutorial #1:
HUB System Preview #

39. Resource Link to HUB http://www.reports.doleta.gov/

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45. Please enter questions in the Chat Room!#

46. RTW Quarterly Progress Reporting Timeline
Grantee Access to HUB and TA Timeline
Week of July 1, 2015
Grantees will have Access to Upload Data Files
Resolving Data File Errors
Week of July 20, 2015
Grantees will have access to generating a QPR Form
August 14, 2015
Submitting your 6/30/15 Quarterly Progress Reports
Technical Assistance:
Pre-Recorded Tutorials
Technical Assistance:
Live “How-to” Sessions
Technical Assistance:
HUB Office Hours #

47. Look for upcoming technical assistance in this series!
SAVE DATE
the
COMING SOON!
Pre-Recorded Tutorials (June 2015)
HUB Preview, Preparing Data Files, Resolving Data File Errors
How-to LIVE Workshop Sessions (July 2015)
How to Develop Data Files, Resolve Errors, and HUB Aggregation Rules
HUB Office Hours (August 2015)
Small Group Calls to Address your TA Needs #

48. Ready to Work Community of Practice

49. DOL Contacts Your Federal Project Officers!
Ready to Work Grantee Mailbox
ETA Help Desk
(for HUB System Technical Questions) #

50. As a result of this webinar…
Polling question
As a result of this webinar…
I’m a rockstar! I learned everything I need to continue with tracking participant files preparing my data files for reporting.
In training! I have a few questions that I would like to address in future TA opportunities.
Lost and confused! I have so many questions, I don’t know where to start?
Performance Guru! I did not learn anything new that I didn’t already know from TST and JA Reporting. #