1. Polling questions for webinar lobby
Let’s see what types of grantees are on the call today. Using the poll, select your H-1B grant program.
Our grant program is a:
Technical Skills Training (TST) Round 1
Technical Skills Training (TST) Round 2
Jobs Accelerator (JA) Round 1
Advanced Manufacturing Jobs Accelerator (JA) Round 2
I don’t know #

2. Polling questions for webinar lobby
Let’s get to know who is on the call today. 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/Data Manager or staff
Training Partner
Employer Partner
None of the above #

3. H-1B Performance Reporting and HUB System Orientation Webinar for Advanced Manufacturing Jobs Accelerator Grantees
Webinar Date: July 31, 2013
Presented by: Division of Strategic Investments
U.S. Department of Labor
Employment and Training Administration

4. 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 #

5. Welcome & Introductions
Performance Reporting and HUB Orientation
Moderator: Melissa Smith
Presenters: Sarah Sunderlin
& Ayreen Calimquim
H-1B Super Team Members:
Megan Baird, Carissa Fana-Ortiz Andrea Hill, Stuart Werner
AND your Federal Project Officer! #

6. Agenda Part 1: H-1B Performance Reporting
Overview of QPR and QNR
Part 2: HUB Performance Reporting System
Overview of HUB
Next Steps - JA R2 Access to HUB
Part 3: Question and Answer Period #

7. The Value of Performance and Outcomes Reporting
Reporting successes of high profile programs to Congress, Administration, OMB, GAO, media, etc.
Demonstrating grant outcomes to investors and partners
Illustrating Return on Investment (ROI) to employer partners
Building additional strategic partnerships and leveraging resources
Sustainability of the project and partnership
Continuously improving program to meet the needs of participants

8. Performance Reporting: It’s Not Just Data!
Great Programs + Great Data + Great Outcomes = Great Success for American Workers!
Data is useful!
Complement data with narratives!
Training is on the way!

9. Special Topic: Two Important Types of Data
“Real-time” Employment and Employment Retention Measures
VERSUS
ETA Common Measures
ETA’s Common Performance Measures are exit-based and are separate from outcomes reported by grantees.
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.

10. Special Topic: Participant Eligibility
Is the individual
Eligible based on the SGA/FFO
Eligible based on the Statement of Work (SOW) you submitted to DOL?
Qualified to enter the level of training this program offers?
Ready to enter the program?
Do they have the required pre-requisite education/skills for this program?
Do you offer training that will help provide a career pathway for this individual?

11. Special Topic: Completer vs. Exiter
A participant who has completed training but may be receiving other grant-funded services
Exiter
A participant who has not received grant- funded services for 90 consecutive calendar days

12. H-1B Reporting Requirements
Two reports due each quarter
Financial
Programmatic
Quarterly Performance Report
Quarterly Narrative Report
Final Report due at the end of the grant
Check with your FPO for specific regional requirements on final reports

13. H-1B Performance Reporting Overview
Quarterly Performance Report (QPR)
Participant level data including aggregated counts on services provided using grant funds.
A Standardized Quarterly Performance Report template will be provided
Quarterly Narrative Report (QNR)
Summary of activities provided using grant funds that usually aren’t captured in the performance report
A Narrative Report template will be provided

14. H-1B Grants Reporting Deadlines
Quarter Start Date
Quarter End Date
Report Due Date
January 1
March 31
May 15
April 1
June 30
August 14
July 1
September 30
November 14
October 1
December 31
February 14 #

15. H-1B AM JIAC Reporting Matrix
Agency
Report
Due dates
Submission
EDA/NIST/DOE/ETA/SBA
Updated Integrated Work Plan (IWP)
Quarterly: Jan. 31, April 30, July 31, Oct. 31
*ETA Grantees will also submit via the Electronic Grantee Reporting System - HUB (see below for details)
Collaboration Events for All Grantees
Every Other Month
Conference Call
Multi-Agency Grantee Progress Calls
As Needed
EDA
Federal Financial Report (SF-425)
Semi-Annually: April 30, Oct. 31
EDA Regional Office Project Manager
Request for Reimbursement (SF-270)
As needed (max. once/month) 
Project Progress Report
Semi-Annually: April 30, Oct. 31
NIST
NIST MEP system
Progress Report
DOE
Quarterly: Apr. 30, July 31, Oct. 31, Jan. 31
Energy Efficiency and Renewable Energy (EERE) Project Management Center (PMC)
Federal Financial Report (SF425)
EERE-PMC
Final Technical Report (FTR)
At the end of the project. (Note: Recipients must refer to and abide by the official award Reporting Requirements Checklist that will be sent to them.)
Request for Reimbursement (SF-270)
As needed (max. once/month)
Vendor Invoice Approval System
ETA
Participant Outcomes; IWP/Narrative Reports
Quarterly: Feb 14; May 15; Aug 14; Nov 14
Electronic Grantee Reporting System - HUB
Financial Status Report (ETA-9130)
Electronic Grantee Reporting System
SBA
Progress Report with SF PPR
SBA Headquarters
Grants Officer Representative
Resource Link! AMJIAC Reporting Matrix #

16. Performance Resources
FIRST STEP – Review all of the following materials
Performance Reporting Handbook
Data Elements and Edit Checks
Tip-Sheet: Performance Quick Start Guide
Tip-Sheet: Data Files and Records
Getting to Know HUB Webinar Recording, Prezi #

17. Overview of Integrated Work Plan
What’s a Quarterly Narrative/IWP Report (QNR)?
Integrated Work Plan (IWP) for JA Grantees
Grant program activities that complement quantitative data.
Capture information that is not reflected in the QPR form.
Indicate technical assistance needs and/or highlights of your grant.
HUB Tip! QNRs or IWPs are Word or PDF documents that are uploaded in HUB. #

18. AM JIAC Integrated Work Plan

19. AM JIAC Integrated Work Plan
Resource Link! AMJIAC IWP

20. Quarterly Performance Report
What’s a Quarterly Performance Report (QPR) Form?
HUB-generated QPR form based on data files of participant records uploaded in HUB.
Indicator of grant program activities
The basis for ETA reports to Congress, the Secretary of Labor, and various other stakeholders. #

21. H-1B Data Elements and Edit Checks
H-1B Data Elements and Edit Checks Document
Ensure that all required H-1B Data Elements align with your intake form and participant files
H-1B Data Elements and Edit Checks Preview
Resource Link! Data Elements and Edit Checks Document: #

22. Special Topic: Data Elements
Key Sections
Section I - Individual Information
(Data Elements )
Includes Employment Status at Participation
Section II - Program Activities and Services (Data Elements )
Program Participation and Training Services
Section III – Program Outcomes Information (Data Elements 501 – 622)
Employment, Job Retention, Education, Credential, and Skill Attainment Data
What is a Data Element?
Unique identifier
Enables DOTA to establish a standard set collection of items
Provides information needed to assess Federal investments for various training
Resource Link! Data Files and Records Tip-Sheet #

23. HUB Performance Reporting System
Preparing Data Files
Internal record-keeping system to track H-1B participants.
Save or export participant records as one data file in csv, txt or dat format.
Must include EVERY data element as a data field entry for each participant record.
Should have a corresponding code value for each data element.

24. Establishing a Data File
Step 1: Sample Intake Form for Five Participant Records
Step 2: Snapshot of Data file Submitted to HUB 1 9 17 2 16 12
Each ROW represent s one participan t
Resource Link! HUB System Sample Data Files
COLUMNS represent each data elements code value per participant

25. Common Data File Format Checking Errors
Common Format Errors
Make sure NOT to include in your data file the following:
Participant names
Data element headings
Headers
Additional Row
Blank Field for Record 3
DE 101 invalid entry
Incorrect format
101
102
103
105
Mary Francis 9 9 1
Correct! #

26. Special Topic: Social Security Numbers
Collecting Social Security Numbers
What is the purpose of collecting SSN’s?
Match administrative employment data
Track long-term success of participants
Technical Assistance for collecting SSN’s from program participants #

27. Special Topic: Social Security Numbers
Collecting Social Security Numbers
This is a mandatory field (DE 101)
One of the following values must be entered for DE 101:
A valid Social Security Number (SSN)
(= individual did not disclose)
Data Element #101 #

28. Troubleshooting SSNs in HUB
Social Security Numbers
SSNs with hyphens
SSNs that start with zeros
Troubleshoot:
Excel SSN Column Formatting
Enter a single quotation mark (‘) before the zero
Do not format your SSN column using the Special/Social Security option under the Number Tab to enter SSNs without hyphens.
Hot Tip!
Open your data using Notepad to view your data file and ensure that the zeros are included as part of your data set. #

29. Discussion & Feedback
Questions? #

30. HUB Performance Reporting System
Accessing HUB
HUB url:
Pin and Password
Grant Pin and Password will be issued to the grant Authorized Representative
Coordinate with your Authorized Representative to obtain your password to access HUB
Have them check their spam or junk folders for mail from: #

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

32. JA Grantees: Check your Grant number is correct and starts with JA-xxxx
TST Grantees: Check your Grant number is correct and starts with HG-xxxx
TIP: Ensure you select the correct reporting quarter. If you are unsure which reporting quarter is current, please refer to the Reporting Handbook

35. Data File Validation Check & Error Report
Two levels of Data File Validation Checks
Format Check and Format Errors Report These are errors related to the Code Values of each Data Element
Data file format, incorrect number of data element columns, wrong field data, invalidated zip files, duplicated data, etc.
Edit Check and Edit Check Error Report These are errors related to the Edit Check Logic for each Data Element

37. Sample Format Check Errors

38. Sample Edit Check Errors

42. Uploading Data Files and Narrative Reports to HUB
HUB Next Steps
Uploading Data Files and Narrative Reports to HUB
Upload data files retroactively, starting at the first quarterly reporting period:
Sept. 1 – Dec. 31, 2012 for JA Adv. Manufacturing Round 2
Data files must be in a csv, txt, or dat format.
Use the “file upload” function to upload your IWP/QNR reports to HUB.
Lessons learned! Make sure you have the correct values in each field before uploading. Some fields may be left blank, others require a value even if the data element does not apply to the participant. #

43. Submitting Blank Data Files
We did not serve any participants in the first quarter of our grant!
HUB will accept a BLANK txt, csv, or dat file to generate a QPR form with Zero participants served.
Upload a blank data file without data element headers, code values, spaces or zeros in any of the data element fields.  #

44. Troubleshooting HUB Errors
Grantee Checklist
Are you reporting information as it is defined in the H- 1B Performance Reporting Handbook?
H-1B Performance Reporting Handbook – DOWNLOAD NOW!
Have you checked the Edit Check logic?
Some data elements require that specific conditions are met based on the Data Elements and Edit Check document provided.

45. Troubleshooting Common Upload Errors
Grantee Checklist
Are you reporting the acceptable code value?
Code values for each data elements are essential for a seamless upload. For example, Date of Birth = YYYYMMDD
Incorrect code value entry =
Correct code value entry =
Are there additional characters included in your data file?
For example: Entering an extra space or period within a code value or cell could create an error.
Lessons learned! View your data file using Notepad – its a great way to see details that could be missed in Excel.

46. Getting Help What should you do when you need help?
Choose the answer that best reflects you (or your group):
Review HUB Tip Sheets and resources on Workforce3One
Look around the H-1B Section of Workforce3One
Call my FPO
the ETA Help Desk #

47. Resources http://etagrantees.workforce3one.org Available online:
Sign Up Here
Available online:
Reporting Templates
Forms
Data Elements
Reporting Schedules
Fact Sheets
TA Materials

48. Resources
Technical Assistance to Troubleshoot HUB, Resolve Data File Errors, and Certify Reports
HUB System User Manual
HUB Performance Reporting Preview Webinar
Webinar Recording, Prezi Overview and FAQ
Troubleshooting HUB Webinar
H-1B Webcasts and Tutorials
Performance Reporting TA Materials #

49. Please enter questions in the Chat Room!#

50. Reminder… Performance Reporting Resources
ETA Help Desk (for technical questions)
(202) #

51. #