Competitive Grants Reporting Requirements UNITED STATES DEPARTMENT - - PowerPoint PPT Presentation

Competitive Grants Reporting Requirements

UNITED STATES DEPARTMENT OF LABOR Veterans’ Employment and Training Service .

Agenda

• Soon-to-be-released guidance on competitive grants forms
• Changes to the competitive grants reporting forms

– Technical Performance Report (VETS-700 and VETS-701 forms)

• Data entry tabs
• Summary report tabs

– Technical Performance Narrative (VETS-702) – Stand Down After Action Report (VETS-703)

• Next steps
• Questions?

Draft Guidance on Competitive Grants Forms

• Transmits OMB approved VETS 700 series of forms for use

– VETS-700 Competitive Grants Planned Goals Chart – VETS-701 Technical Performance Report – VETS-702 Competitive Grants Technical Performance Narrative – VETS-703 Stand Down After Action Report

• No change to the Federal Financial Report form
• Forms are valid through September 30, 2019
• A separate report is required for each grant awarded
• Due no later than the end of the month following the end of

quarter (exception is SDAAR submission)

– PY16 2nd quarter report deadline extended to February 15

• Separate VPL on CAPs and option year guidance

Now in one workbook

Draft Guidance on Competitive Grants Forms

• No more VOPAR data entry; grantees

are to email the VETS 700 series reports to its GOTR

• File naming convention…

New reports submission is temporary until VOPAR is replaced

Binary (.xlsb) file structure improves performance where there is a lot of number-crunching

Changes to the Competitive Grants Reporting Forms

• Added the VETS-700 Planned Goals Chart to the TPR
• Better integration with Technical Performance Narrative
• Added data elements to the TPR…

– Carry-over participants – The co-enrollment of participants into AJC services – Persons in special homeless veteran population groups – Placement rate for the chronically homeless – Changes to the collection and reporting of race and ethnicity were made to comply with OMB requirements – To report WIOA post-program employment and earnings data – Stand Downs

Overview of Changes to the Competitive Grants Reporting Forms

• Added data elements to the TPR (continued)…

– To align the definition of exiters with WIOA and WIA – Placement rate is now based on exiters and not enrollments

• A stoplight indicator tool was added to summarize

performance on critical and selected non-critical data elements

• Each worksheet will accommodate up to 1,000 row

entries

• Added three worksheet tabs to export data for merging

and generating reports

• Follow-up data tabs in the TPR are to be completed, as

appropriate, for grants required to collect and report post- program employment and earnings outcomes

– This is optional for those grants not required by the current or subsequent grant award to collect and report these outcomes

• Beginning in PY 2017, VETS will require new grants and
• ption year awards to collect and report follow-up data

– The TPR and TPN will be submitted for each of the four participation quarters in the grant period of performance AND for each of the four follow-up tracking quarters covered by a subsequent award

Overview of Changes to the Competitive Grants Reporting Forms

• Beginning in PY 2017, VETS will require new grants and option

year awards to collect and report follow-up data (Continued)

– Grantees receiving subsequent awards are will be required to submit separate TPRs for the initial award and each subsequent award until all follow-up tracking quarters are reported

• A grant not receiving a subsequent award is not required to collect and

report the four quarters of follow-up data

– The collection and reporting of follow-up results should be viewed as temporary requirement that will be dropped once the wage record data collected by ETA through co-enrollment is considered reliable

Overview of Changes to the Competitive Grants Reporting Forms

TPR Data Entry Worksheets

VETS-700 Planned Goals

Top Slice of VETS-700 Form

• Incorporated into TPR workbook
• Data feeds into VETS-701 tab to

complete a planned versus actual (stoplight)

• # Exiters aligned with WIOA/WIA
• Placement rate denominator is

exiters

• Adds placement rate for

chronically homeless

• Retains WIA indicators for PY16

and earlier grants

• Adds WIOA indicators for PY17

and later grants

VETS-700 Planned Goals

Bottom Slice of VETS-700 Form

• Added Stand Down event

costs in the Planned Expenditures section

VETS-701B Participant Info

Slice 1 of VETS-701B Form

• Participant ID and scrambled name MUST be entered as this information

feeds into the exiter tabs

• Added carry-over participant as a data element
• Ethnicity and the racial groups now align with OMB definitions
• Accommodates up to 1,000 participants

VETS-701B Participant Info

Slice 2 of VETS-701B Form

• Multi-racial is now a computed field
• Added homeless with family
• Added IVTP

VETS-701B Participant Info

Slice 3 of VETS-701B Form

• Number and percentage receiving training

services is now computed (the grantee no longer has to manually enter on the VETS- 701 tab)

VETS-701C Enter Exiter Info Q1

(VETS-701D-F Forms Identical for Q2-Q4 Exiters)

Slice 1 of VETS-701C Form

• Participant ID and scrambled name are automatically imported from the

VETS-701B tab once the quarter of exit is keyed

• Captures data for WIOA and WIA post-program performance indicators
• Follow-up for all individuals in quarters 2 and 4 after the quarter of exit
• Refresh List of Participants button and Remove Blank Rows button added as

an aid for data entry

• Accommodates up to 1,000 participants

VETS-701C Enter Exiter Info Q1

(VETS-701D-F Forms Identical for Q2-Q4 Exiters)

Slice 2 of VETS-701C Form

• Attachment in the accompanying TAG provides

an easy-to-understand table on when to collect post-program data

• All VETS-701C-F tabs are identical in function

VETS-701 Tech Perf Report

(Two Data Entry Areas)

• Grantee continues to key in the # of Assessments
• Grantee continues to key in the Actual Expenditures for Participants and Admin
• Grantee now keys in costs for Stand Downs

TPR Summary Report Worksheets

Illustration of Stoplight Indicators

VETS-701A Demographics Summary

Slice 1 of VETS-701A Form

• Ethnicity reported separately (no longer

treated as a racial category)

• Race is reported in two ways…
• Not an unduplicated count
• Unduplicated count

VETS-701A Demographics Summary

Slice 2 of VETS-701A Form

• Added Homeless with Family
• Added IVTP
• Added Homeless Female

VETS-701 Tech Perf Report

Slice 1 of VETS-701 Form

Added items to Section 2:

• # carryover participants
• # of participants co-enrolled in AJC services
• New denominator for placement rate…# exiters instead
• f # enrollments
• Placement rate for chronically homeless
• # of participants in one or more special population

groups

• Important that this information be entered

correctly for the stoplight indicators to function properly

• Indicators with red or yellow stoplights

must be addressed in Technical Performance Narrative (TPN) Stoplights appear in this area based

• n the Initial PY

for the Grant selection

VETS-701 Tech Perf Report

Slice 2 of VETS-701 Form Added items to calculate post-program outcomes:

• WIOA data elements added to compute

employment rates in the 2nd and 4th quarters after exit and the median earnings in the 2nd quarter after exit

• Retains the WIA elements to compute outcomes

for grants still operating under these measures

VETS-701 Tech Perf Report

Slice 3 of VETS-701 Form Stand Down costs added to Actual Expenditures section

TPR Data Export Worksheet Tabs

TPR Export Worksheet Tabs

• Three export data worksheets

– Export 1 tab extracts aggregate data from the VETS-700 Planned Goals worksheet – Export 2 tab extracts aggregate data from the VETS-701 Tech Perf Report worksheet – Export 3 tab extracts individual-level data from the VETS- 701B Participant Info worksheet and the VETS-701C through F exiter data worksheets

TPR Export Worksheet Tabs

• Process described in draft DM

– Grantee submits completed TPR to DVET – DVET reviews to ensure the TPR is complete and the data appear reasonable – TPR is accepted by DVET and uploaded to SharePoint – Data from all TPRs are merged – Standard reports TBD

TPR Export Worksheet Tabs

Export 3 tab data Example merged data file

TPN Summary Report

TPN Summary Report

• The two TPN forms (Q1-Q4 and Q5-Q7) used in the

past were combined into a single streamlined form

– The results of the actual versus planned comparisons are completed in the TPR

• Grantees are directed in the TPR to address in the TPN

those TPR data elements showing a yellow or red stoplight indicator:

– Each critical indicator data element – Percent receiving training services data element – The three expenditure data elements

TPN Summary Report

• A red stoplight requires an analysis of underperformance

and that a CAP is developed, while a yellow stoplight requires the grantee to provide an analysis of the underperformance only

• The Follow-up Period Technical Performance section in the

TPN is to be completed by a grantee that is required to collect and report post-program employment and earnings

• utcomes

– This is optional for those grants not required by the current or subsequent grant award to collect and report these outcomes

SDAAR Summary Report

SDAAR Summary Report

• Form was reduced from a three page report to a
• ne page report
• Applies only to grants where funding is made available to
• perate Stand Down events
• While the TPR and TPN are due by the end of the month

after following the end of a reporting quarter, the SDAAR is due within 30 days of the completion of the Stand Down event

Next Steps

• Issue VPL to transmit the reporting requirements package to

grantees

• Issue draft DM to the regions for feedback and publish the

DM

• Reminder: The first set of reports due February 15
• Contractor to develop standardized reports for use by VETS
• Draft option year award guidance for PY 2017 and issue to

grantees

• Update codes in the TPR and reissue to grantees for PY 2017

– Customize formulas for stoplight functions