1. A guide to preparing your first quarterly performance report
ETA 9134!
A guide to preparing your first quarterly performance report
October 23, :00 pm ET

2. Presentation Slide Area
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4. Practice
In the chat room, please type the name of your organization, your location, and how many people are attending with you today.

5. Webinar Resources:
Recordings available within 2 business days after the event.
All resources are posted under the…
Moderator: (Public Webinar)
Please note that all webinar resources, such as the PPT, recording, transcript and any handouts used during the webinar will be available for download from your “My Dashboard” page. When you initially log into your W31 account, your “My Dashboard” page will be the first page you’re taken to. The recording and transcript will be available within 2 business days after the session concludes while the PPT and any handouts will be posted before the session begins.
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(ADVANCE SLIDE)

6. Presenters Presenters:
Tom Hooper, Program Manager, Office of Workforce Investment
Kristen Rhinehart, Technical Assistance Lead, Office of Workforce Investment
Megan Baird, Program Officer, Office of Workforce Investment

7. Office of Workforce Investment
Tom Hooper
Program Manager
Office of Workforce Investment

8. Agenda/Objectives
Virtual classroom overview and practice
Technical Assistance Materials
Additional Policy Guidance
Key Elements of the ETA-9134 Form
Steps for Preparing Your Narrative Report
Q&A

9. Resources
Fact Sheets on Common Measures, Supplemental Data, and Gap in Service (handouts)
Reporting Resources:
General Reporting Forms and Instructions
Supplement and Glossary Guide (1.09) (handout)
ETA-9134 Form
FAQs (6-7)
Reporting Resources are available at the link below:

10. Performance Training Part 2: AWD
Aging Worker Data System (AWD)
Training on October 27, 2009 at 2:00 PM Eastern Time
This training will not be a webinar. Grantees will receive specific log-in instructions from HeiTech, the data software developer
The dial-in conference number for this session is: and the passcode is: 26530

11. Performance Training Part 3: Evaluation
Aging Worker Initiative Evaluation
November 4, 2009 at 2:00 PM Eastern Time
Webinar Registration Link:
/info

12. Definition of Career Awareness & Exploration Definition of Completion
Key Policy Guidance
Definition of Career Awareness & Exploration
Definition of Completion
refer to FAQ # 6 Key Policy Decisions

13. What are your plans this weekend?
Polling Question #1
What are your plans this weekend?
Sleeping
Raking leaves
Watching football
Spending time with my family
Other

14. Polling Question #2 Yes No What!?
Have you reviewed the High Growth and Community-Based Job Training Grants: General Quarterly Reporting Forms & Instructions and 9134 Report-Form?
Yes No
What!?

15. Polling Question #3
What types of non-training activities are provided through your grant?

16. Office of Workforce Investment
Megan Baird
Office of Workforce Investment

17. Who is a Participant? Who is considered a participant?
Individual determined eligible to receive grant funded services
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

18. Who is not a Participant?
Who is not considered a participant?
Individuals who only participate in capacity building activities are not considered to be participants

19. Quarterly Performance Report/ ETA 9134
Customer Summary Information
B.1 Total Exiters
B.2 Total Participants Served
B.3 New Participants Served
B.3a-B.3l

20. Item B.1. Total Exiters
Q. What participants are reported in B.1. (Total Exiters) and C.2. (Number Completed Education/Job Training Activities)?
90th Day of Inactivity
First Service
Last Service
Exit
Reported
Participation Date
Exit Date

21. Item B.2. Total Participants Served
Q. Which participants are reported in B.2 (Total Participants)?
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)

22. B.2 Total Participants Served, CumulativeQ1 Q2 Q3 Q4
TOTAL
How many total participants are there?
4, of course. Tom, KR, Megan, and Nathan.
But what was reported each quarter?
Total Participants + + =
(1)
(2)
(3) +
(4)
(10)
Tom Joined
KR Joined
Megan Joined
Nathan Joined
New Participants + =
(1) + +
(1)
(1)
(1)
(4)

23. Item B.3. New Participants Served
Q. Which participants are reported in B.3 (New Participants Served)?
B.3 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”
B.3a. (Male) and B.3b. (Female) are sub-sets of B.3. (New Participants)

24. Item B.3. New Participants Served – Example30
B.3 New Participants Served 30
3a. Male 12
3b. Female 18
3c. Hispanic/Latino 17
3d. American Indian or Alaska Native 1
3e. Asian 5
3f. Black or African American
3g. Native Hawaiian or Other Pacific Islander
3h. White
3i. More Than One Race 7
3j. Hispanic/Latino and More Than One Race 20
3k. Eligible Veterans
3l. Persons with a Disability
CORRECT: The sum of Male and Female should be equal to or slightly less than New Participants 37
ERROR: The sum of the racial categories will always be less than or equal to New Participants

25. Item B.3. New Participants Served – Example30
3a. Male 12
3b. Female 18
3c. Hispanic/Latino 17
3d. American Indian or Alaska Native 1
3e. Asian 5
3f. Black or African American
3g. Native Hawaiian or Other Pacific Islander
3h. White
3i. More Than One Race 7
3j. Hispanic/Latino and More Than One Race 15
3k. Eligible Veterans
3l. Persons with a Disability

26. Please enter your questions into the Chat Room!
Question and Answer Period
Please enter your questions into the Chat Room!

27. Section C. Customer Services and Activities
C.1 Number Began Receiving Education/Job Training Activities
C.2 Number Completed Education/Job Training Activities
C.2a. Number Received Degree/Certificate
C.2b. Number Entered Employment
C.2c. Number Entered Training-Related Employment
(1-20) NAICS Sectors

28. 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

29. 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 FAQ # 6 Key Policy Decisions and FAQ #7 Common Reporting Errors

30. Item C.2. Number Completed Education/Job Training Activities
For C.2a – C.2c, outcomes should be reported for participants who successfully completed education/training activities for the current reporting quarter and are listed in C.2
C2a.-C2c as subsets of C2.
C2c. is a subset of C2b.
C2c. should be equal to or less than C2b.
Individuals can only be reported in C2b. and C2c. 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.

31. Item C.2. Number Completed Education/Job Training Activities Example
C2c. Number Entered-Training Related Employment is a sub-set of C2b. Number Entered Employment
C.2 Number Completed Education/Job Training Activities 27
2a. Number Received Degree/Certificate 21
2b. Number Entered Employment
2c. Number Entered Training-Related Employ 8
(1) Agriculture, Forestry, Fishing, & Hunting
(2) Mining
(3) Utilities 7
(4) Construction
(5) Manufacturing
(20) Public Administration 1
What’s wrong with this picture?
0 Should be 8
C2.c is a sub-set of C2.b and cannot be greater than C2.b.

32. Adult Common Measures
Entered Employment Rate (calculated 1st quarter after exit)
Employment Retention Rate (calculated 2nd and 3rd quarter after exit)
Average Earnings (calculated 2nd and 3rd quarter after exit)
Adult Common Measure employment outcomes are “exit” based and reported for all participants
Adult Common Measure employment outcomes are separate from employment outcomes reported on ETA-9134 Form and should not be reported on ETA-9134 Form
refer to FAQ #6 Key Policy Decisions and FAQ #7 Common Reporting Errors

33. Reporting Adult Common Measures
There are two options to support grantees in reporting Adult Common Measures:
Option 1: Provide a Standard Individual Record (SIR) for each exiter that includes 1) SSN, 2) Employment Status at Participation, 3) Date of Exit, and 4) Reason for Exit, to ETA to track on grantee’s behalf
Option 2: Use supplemental data to independently track
Adult Common Measures are reported on the “Individual Records” tab of the EBSS on-line reporting System by either uploading a SIR file OR inputting supplemental data
refer to FAQ #6 Key Policy Decisions and EBSS User Guide

34. Please enter your questions into the Chat Room!
Question and Answer Period
Please enter your questions into the Chat Room!

35. Business Relations Group
Kristen Rhinehart
Business Relations Group
National Office

36. Quarterly Narrative Report
Section D.1
Quarterly Narrative Report

37. 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

38. 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

39. Example of Reporting Leveraged Resources
Contributor
Amount
What
Was
provided
How it was used
Jane Doe
Workforce
Development Council
$95,000
Support for training activities
Training activities, tuition and training costs and related staff/overhead costs for Whatcom County residents for manufacturing occupation training.

40. D.1.D 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
Update on products

41. 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

42. D.1.E Capacity Building Activities
Detailed description and status on:
Capacity Building Outcomes
Number of instructors, students, and other people participating in capacity building activities is reported on the “Capacity Building” tab of EBSS

43. Grant-Funded Capacity Building Activities
It is possible to report participants in sections B and C of the 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”. Refer to FAQ #6 Key Policy Decisions.

44. D.1.F Key Issues & Technical Assistance
Section F. Key Issues and Technical Assistance (TA) Needs

45. D.1.I Additional Information
Detailed description and status on:
Additional Outcomes
This includes any outcomes identified in your grant Statement of Work that are not captured on the ETA-9134 Form

46. Business Relations Group
U.S. Department of Labor
Employment and Training Administration
200 Constitution Avenue, NW
Room N-4643
Washington, DC 20210
Website:
T: (202)

47. Share Your Ideas with Your Peers!
Simply log on to Workforce3 One and look for the “Share Content” located on the Homepage
Share your demand-driven strategic plans, models, innovations, resources, and ideas!
Submit your content to Workforce3 One at:

48. Webinar Resources:
Recordings available within 2 business days after the event.
All resources are posted under the…

49. Stay Informed, Get Connected!
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50. THANKS!