1. H-1B Grants Performance Reporting Guidance
Strengthening Working Families Initiative Grantee Convening
Day 2: November 1, 2017
MB:
Welcome to the H-1B Grants Performance Reporting Guidance presentation for the 2017 SWFI convening!
EMPLOYMENT AND TRAINING ADMINISTRATION
Office of Workforce Investment, Division of Strategic Investments
UNITED STATES DEPARTMENT OF LABOR

2. Today your presenters will be:
Katie Neupane
Ayreen Cadwallader
Workforce Analyst
Grants Management Specialist
Division of Strategic Investments
Washington, D.C.
Office of Grants Management
Washington, D.C.
MB:
Your two presenters here today are Ayreen Cadwallader, from the Division of Strategic Investments, and Katie Neupane, from the Office of Grants Management.

3. Objectives
Review the current interim reporting guidance for the quarter ending September 30, 2017
Gain an understanding of WIPS performance reporting for the quarter ending December 31, , which will include submitting participant- level data in WIPS.
MB:
The objectives of this presentation are to…
Reference that was sent out

4. THANK YOU for doing your part to measure the impact of SWFI!
Before We Begin
The data you provide:
Informs technical assistance to SWFI grantees
Provides an opportunity to pass on “lessons learned”
Illustrates success to
Department of Labor Secretary
White House
General public
Informs the mission of DOL-ETA
KN:
Before We Begin
The data you provide:
Allows the Division of Strategic Investment to provide better technical assistance to SWFI grantees
Provides an opportunity for high performing grantees to pass on “lessons learned”
Illustrates the success of the H-1B grant program to the Department of Labor Secretary, the White House, and the general public
Informs the mission of DOL Employment and Training Administration
THANK YOU for doing your part to measure the impact of the Strengthening Working Families Initiative!
THANK YOU for doing your part to measure the impact of SWFI!

5. Interim Performance Reporting Guidance: Quarter Ending Sept. 30, 2017
Quarterly Progress Reports for the quarter ending September 30, 2017 are due November 14, 2017
Interim Reporting Guidance: Send Quarterly Narrative Report (QNR) to DOL via using the suggested H-1B Quarterly Narrative Report Template
Submit QNRs via SWFI grantees submit the QNR to FPO with cc to
KN:
To begin, let’s talk about the…
Current Interim Guidance for the Quarter Ending September 30, 2017
Grantees will continue to send a Quarterly Narrative Report (QNR) to the Department of Labor (DOL), via to report grant activities that occurred between July 1 and September 30, 2017.
Grantees are encouraged to use the suggested H-1B Quarterly Narrative Report Template. DOL is currently seeking approval of this QNR template from the Office of Management and Budget (OMB). Grantees may, but are not required, to use this template. This template is part of an Information Collection Request (ICR) that is under review my OMB. We expect this template to be approved by OMB soon. At that point, using the QNR template will be required. We will alert grantees when this occurs.
The QNR is due no later than November 14, 2017 for the quarter ending September 30, 2017
SWFI Grantees should submit the QNR via to your FPO with a cc to

6. The Quarterly Narrative Report
Report outcome data from serving participants in the suggested QNR Section IX:
Number of Participants Served
Number of Participants Enrolled in Education/Job Training
Two supplemental documents may be submitted
Grantees are required to track and collect participant-level data; however grantees are not required to submit this data in WIPS for the Quarter ending September 30.
KN:
The Quarterly Narrative Report
Grantees are encouraged to report if they are serving participants in the suggested QNR Section IX. Significant Activities, Accomplishments, and Success Stories. This could include:
Aggregate outcome data on the Number of Participants Served and the Number of Participants Enrolled in Education/Job Training
Grantees may submit up to two supplemental documents to support their QNR submission in Word or PDF format, as necessary.
Grantees should continue to track and collect participant-level data as suggested in the Amended ETA-9172 DOL PIRL for H-1B Grants; however, grantees will not be submitting this data via the QNR or into WIOA Integrated Performance System (WIPS).

7. Performance Reporting Guidance: Quarter Ending Dec. 31, 2017
Quarterly Progress Reports for the quarter ending December 31, 2017 are due February 14, 2018
Grantees can expect to:
Access the WIPS System
Submit cumulative data through a csv data file upload in WIPS
Identify and resolve data file errors
Coming soon!
Quarterly Performance Report (QPR) Form
QPR Aggregation Rules
AC:
Quality Performance Reports (QPRs) for the Quarter Ending December 31, 2017
For the quarter ending 12/31/17, grantees will submit quarterly performance reports, or QPRs using WIPS.
To report performance data through WIPS, grantees can expect to:
Submit participant-level data through a comma-separated values (csv) data file upload of all participants served under the grant to date (cumulative, from the start of the grant program);
Identify and resolve csv data file errors as part of the format and logic validation process in WIPS.

8. Workforce Integrated Performance System (WIPS)
Grantee can expect to access WIPS for the quarter ending December 31, 2017 
Access to WIPS will only be issued to the grant Authorized Representative. AC

9. WIPS Reporting System Timeline
The WIOA ETA-9172 DOL PIRL is the current OMB- approved list of data elements for data collection. 
H-1B WIPS: Developed using the ETA-9172 DOL PIRL data elements approved in 2016
2016 WIPS Phase 1
WIOA PIRL OMB-Approved 2016
- 109 PIRL data elements selected for H-1B grants for data collection.
- Grantees did not submit participant level data in WIPS in 2016.
2017 WIPS Phase 2
- 84 PIRL data elements selected for H-1B grants for data collection.
- Grantees will submit data file with 84 PIRL data elements in WIPS starting December, 2017.
Fall 2018 WIPS Phase 3
WIOA PIRL OMB-Approved 2017
- 86 PIRL data elements selected for H-1B grants for data collection.
- Grantees will submit data file with 86 PIRL data elements in WIPS starting Fall 2018.
AC:
ETA-9172 DOL PIRL
H-1B grantees will use the ETA-9172 form—the DOL Participant Individual Record Layout to find the data elements that grantees are required to collect and report
WIOA ETA-9172 DOL Participant Individual Record Layout (PIRL) was approved by the Office of Management and Budget (OMB) in This is the currently approved PIRL form.
However, we recently issued the Amended ETA-9172 DOL PIRL for H-1B Grants, to simplify the reporting process for H-1B grantees. The amended version of the PIRL is expected to be approved by OMB in December 2017.
WIPS Reporting Timeline
This is a high level overview of the expected timeline in regards to the WIPS functionality timeline for H-1B grantees
DOL/ETA’s web-based performance reporting platform, WIPS, is still currently in development for H-1B grantees however, we expect H-1B grantees to access WIPS for the quarter ending December 31, 2017
We are now preparing for the quarter ending 12/31/17, which puts us in the second phase of this graphic
For the quarters ending 3/31/18 and 6/30/18 H-1B grantees will continue to utilize guidance released in the previous quarter to submit participant-level data through WIPS
Phase 3 starts in Fall For the quarter ending 9/30/18, WIPS will have additional functionality implemented to allow reporting for two additional PIRL data elements to be discussed in further detail in later slides

10. ETA-9172 DOL PIRL Data Elements
The ETA-9172 DOL PIRL Data Elements for H-1B grants include the following sections:
Participant Demographic Information
Employment Status at Participation
Program Services and Training Activities
Training Program Outcomes
Employment Outcomes
WIOA Primary Indicators of Performance
KN:
ETA-9172 DOL PIRL Data Elements
To dive a little deeper into the ETA-9172 PIRL form, we have included a list here of the sections included in the PIRL:
Participant Demographic Information
This section includes 11 fields to gather information about the participant, for example, date of birth, veteran status, employment status, etc.
Employment Status at Participation
This section includes 7 fields designed to capture a snapshot of the participant’s employment status at enrollment.
Program Services and Training Activities
Training Program Outcomes
Employment Outcomes
WIOA Primary Indicators of Performance
These four sections comprise the “meat” of the PIRL to measure participant participation, progress, and outcomes during and after program participation.
If you are interested in learning more about individual data elements, stay tuned to the COP for our Performance Reporting Toolkit, which should be released soon. As always, do not hesitate to send your performance questions to the SWFI mailbox.

11. WIOA Primary Indicators of Performance
H-1B grantees are required to collect and report against:
Credential Attainment
Measurable Skill Gains
H-1B Grantees collect SSNs so that DOL can collect and report against the following indicators:
Employment Rate – 2nd Quarter After Exit
Employment Rate – 4th Quarter After Exit
Median Earnings – 2nd Quarter After Exit
Effectiveness in Serving Employers in the 2nd and 4th Quarter After Exit
KN:
There are 6 WIOA primary indicators of performance that are required for H-1B grantees.
Two of these primary indicators are required data elements in the PIRL for H-1B grantees to track and report. These two are “credential attainment” and “measurable skills gains”.
The remaining 4 primary indicators are not part of the PIRL for H-1B grantees to track and report. This is because H-1B grantees may not have access to wage records in order to track and report exit-based employment rates and median earnings. Therefore, DOL will match wage records on behalf of H-1B grantees in order to capture these specific employment-based outcomes for participants that have successfully exited the H-1B program.
H-1B grantees are required to collect and report SSNs to DOL. DOL then uses the SSNs provided to match to wage records and report outcomes for the 4 WIOA Primary Indicators of Performance.
If you have concerns about collecting personally identifiable information, please see our H-1B Performance Handbook on the COP for technical assistance.

12. Winter 2017 - 2018 WIPS Data Submission
Quarter Ending December 31, 2017:
Grantees will report against the ETA-9172 DOL PIRL.
The participant-level csv data file will include 84 PIRL data elements.
WIPS will conduct data validation checks to ensure that the data that you are submitting is in the right format and correct according to the edit check rules.
TA on data validation checks will be provided soon!
Coming soon! Quarterly Performance Report (QPR) forms generated in WIPS
KN:
Winter WIPS Data Submission
For the quarter ending December 31, 2017, grantees will report data against the ETA-9712 DOL PIRL.
Grantees will submit a participant-level csv data file that includes the 84 PIRL data elements that have already been approved for OMB collection and reporting to DOL.
WIPS will conduct data validation checks to ensure that the data submitted is in the right format and correct according to the edit check rules. If you have concerns about the data validation checks, you will be happy to hear that we will be providing technical assistance on this subject very soon!
WIPS will have the capability to generate a Quarterly Performance Report (or QPR) form to aggregate the participant level data you submit in the csv file. This is a WIPS development that is coming soon and we will release guidance on this special feature of WIPS when it becomes available.

13. Amended ETA-9172 DOL PIRL for H-1B Grants
Reduces PIRL data elements for grantee data collection and reporting from 109 data elements to 84 data elements
Adds two new PIRL data elements:
PIRL DE #
Data Element Name
PIRL 1813
Date Completed, During Program Participation, an Education or Training Program Leading to a Recognized Postsecondary Credential or Employment (WIOA)
PIRL 2126
Entered Training-Related Employment
AC:
The Amended PIRL…
Removes and reduces the number of data elements for H-1B grantees from 109 to 84. The H-1B team was able to eliminate 25 data elements from the WIOA PIRL that are not relevant to H-1B grantees.
The amended PIRL adds two new PIRL data elements that ARE relevant to H-1B grantees.
PIRL Date Completed, During Program Participation, an Education or Training Program Leading to a Recognized Postsecondary Credential or Employment (WIOA)
PIRL Entered Training-Related Employment
For the reporting period ending December 31, 2017, grantees will use the amended PIRL, but will NOT submit data for the two new data elements. Grantees are encouraged to collect data for PIRL 1813 and 2126, but not REPORT or SUBMIT the data as part of the csv file.

14. Fall 2018 WIPS Data Submission
Grantees will report against the Amended ETA DOL PIRL
Grantees will submit data collected on the two new data elements:
PIRL Date Completed, During Program Participation, an Education or Training Program Leading to a Recognized Postsecondary Credential or Employment (WIOA)
PIRL Entered Training-Related Employment
AC:
Fall 2018 WIPS Data Submission
Looking into the future at our fall 2018 WIPS data submission requirements…
Grantees will report participant data in WIPS that reflects the Amended WIOA ETA-9172 DOL Participant Individual Record Layout (PIRL).
Grantees will submit, via the csv file, data collected on the two new data elements:
PIRL Date Completed, During Program Participation, an Education or Training Program Leading to a Recognized Postsecondary Credential or Employment (WIOA)
PIRL Entered Training-Related Employment

15. Summary of Performance Guidance: Quarter December 31, 2017
Access to WIPS is issued only to the grant’s Authorized Representative.
Submit data files that have the data elements identified in the ETA-9172 DOL PIRL for H-1B Grants (84 elements)
A data file that includes the full WIOA PIRL (467 elements) cannot be submitted in WIPS
The data file submitted must be cumulative grant-to-date.
Grantees who are not yet serving participants will not upload a data file in WIPS.
Quarterly Narrative Reports cannot be submitted via WIPS AC
December 2017 WIPS Data Submission
As you prepare for the WIPS data submission to take place for the quarter ending December 31, 2017, we have a couple of quick tips to share…
H-1B participant data can only be submitted by the grant’s authorized representative and cannot be submitted in a data file that includes the full WIOA PIRL. Grantees must submit the H-1B PIRL data elements. At this time, DOL/ETA can only give access to the authorized representative, who has the responsibility to certify submitted data.
The data file submitted in WIPS for the quarter ending December 31, 2017 must contain data on all participants served from the start of your grant through December 31, 2017 (i.e. cumulative grant to date).
Quarterly Narrative reports (QNRs) cannot be submitted via WIPS and will continue to be submitted via to your FPO with a cc to

16. Additional guidance will be forthcoming.
KEY TAKEAWAYS
For the reporting period ending September 30, 2017, grantees will submit QNRs
ETA-9172 DOL PIRL: Grantees will use the ETA-9172 DOL PIRL (84 data elements) for the reporting period ending December 31, 2017 unless otherwise directed.
Amended ETA-9172 DOL PIRL: Grantees will be required to collect the two new data elements (PIRL 1813 and PIRL 2126) as soon as they are approved by OMB, but will not report them until Fall 2018.
Additional guidance will be forthcoming. AC
KEY TAKEAWAYS
For the reporting period ending September 30, 2017, grantees will submit Quarterly Narrative Reports via
Grantees will use the ETA-9172 DOL PIRL (84 data elements) for the reporting period ending December 31, 2017 and will continue to submit QNRs via .
Grantees will be required to collect the two new data elements (PIRL 1813 and PIRL 2126) as soon as they are approved by OMB, but will not report them in their csv file to DOL until Fall 2018.
Additional guidance will be forthcoming.

17. More Resources Coming Soon!
Performance Office Hours
Performance Reporting Office Hours November 3rd and November 8th
Performance Reporting Webinar Tutorial in December/January
TA Resources
The H-1B Grants Reporting Handbook
Toolkit for Performance Reporting (to be released soon!)
Sample data file AC
More Resources Coming Soon!
We have several upcoming events you may want to participate in…
Performance Reporting Office Hours November 3rd and November 8th
A Performance Reporting Webinar to provide a tutorial for submitting a data file to WIPS in December/January
We also have new technical assistance resources on performance reporting that we will post to the SWFI Community of Practice…
The H-1B Grants Reporting Handbook
Toolkit for Performance Reporting (to be released soon!)
A sample data file (as an Excel spreadsheet) that has code values entered for the 84 PIRL Data Elements to help illustrate what a data file can look like for H-1B grants
All resources will be submitted to the SWFI Community of Practice and the H-1B Performance Reporting page of workforce GPS.

18. Lingering Performance Questions. Write us at SWFI@dol
Lingering Performance Questions? Write us at with a cc to your FPO
AC: Thank you for joining us for this presentation. Do you have any questions?