Program Reporting Changes and Requirements for the WIA Quarterly and Annual Reports ETA 9090 / 9091

1
Program Reporting Changes and Requirements for
the WIA Quarterly and Annual Reports ETA 9090 /
9091
2
Agenda

• Overview
• Highlights
• Whats New in ETA 9090 / 9091
• Common Measures Key Concepts Considerations

2
3
Agenda (cont)

• ETA 9090 Reporting Instructions
• ETA 9091 Reporting Instructions
• Quiz - time permitting

4
Overview
5
Background

• Common Performance Measures Policy for ETAs
  Performance Accountability System -TEGL 17-05
• Common Measures Policy - TEGL 28-04, April 15,
  2004
• Revised Reporting Instructions for PY05 PY06
• 1st (2nd?) Quarter PY05 results

6
Recent Revisions to Common Measures Policy

• TEGL 17-05 Rescinds and replaces
• TEGL 28-04
• TEGL 7-99 core performance measures
• Customer Satisfaction measures in
• TEGL 6-00 and TEGL 6-00 Ch. 1

7
Current Reporting Requirements

• TEGL 28-04
• Common Measures
• Participation Exit
• Implementation began 7/1/05
• Revised Reporting Instructions
• WI/A Quarterly Report (ETA 9090)
• WIA Annual Report (ETA 9091)

8
Illustration Participation and Exit
Eligible and Receives Service
End of 90-Day Period
Last Service
Participation
No Services
Participation Date
Exit Date
9
Key changes in TEGL 17-05

• Program Participation
• Adult Earnings Measure
• Literacy and Numeracy Gain
• Testing Interval
• CM definition of Certificate replaces Credential
  beginning July 1, 2006

10
Program Participation

• Participant includes
• Those who receive services remotely or through
  electronic technologies
• Individuals that use self-directed tools for job
  search Does not apply to WIA Youth program
• No longer exclude self-directed job search that
  does not result in referral to a job

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(PY 2006) AVERAGE EARNINGS

• Definition For those employed in the 1st, 2nd
  and 3rd quarter after exit, average six month
  earnings in the 2nd and 3rd quarter after exit
• Calculation

Of those employed in the 1st 2nd and 3rd quarters
after exit
Earnings from the 2nd and 3rd quarter after
exit Number who exit during the quarter
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Literacy Numeracy

• Based on date of first youth service
• No longer tied to date of participation
• Testing Interval
• Youth participants may be included for up to 3
  years if they remain Basic Skills Deficient

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1st (2nd?) Quarter PY05 results

• Failure to report
• Inaccurate data
• More work to be done

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1st Quarter PY05 observations

• Total Adults (self services only) gt Total Adult
  Participants
• Should be smaller number
• Total Youth (14-21) Participants and Exiters
• Should equal sum of Younger Youth and Older Youth
• Should equal sum of In-School and Out-of-School
• Current Quarter (most recent) roughly equal to ¼
  Cumulative 4-Quarter

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Highlights
16
What's New in the WIA Quarterly Report - ETA 9090
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Performance Measures

• Uses Common Measures concepts
• Participant
• Exit
• Common Measures Definitions
• Adult, DW, NEG
• Entered Employment
• Employment Retention
• Earnings Increase (PY05)
• Average Earnings (PY06)
• Youth (14-21)
• Placement in Employment or Education
• Attainment of Degree or Certificate
• Literacy and Numeracy Gains
• (opt. PY05, req. PY06)

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More changes

• Total Participants / Total Exiters breakouts
• WIA Adults (self services only)
• NEG
• Received Training Services
• Breakout for Total Participants only
• In-School / Out-of-School
• Rolling four quarters
• Customer Satisfaction not reported

19
What's New in the WIA Annual Report ETA 9091
20
Performance Measures

• Uses Common Measures concepts
• Participant
• Exit
• Common Measures Definitions
• Adult, DW
• Entered Employment
• Employment Retention
• Earnings Increase (PY05)
• Average Earnings (PY06)

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Tables

• Additional table H 1 for Youth
• Common Measures
• Placement in Employment or Education
• Attainment of Degree or Certificate
• Literacy or Numeracy Gains
• Table M
• Total Participants and Total Exiters breakouts
• WIA Adult (self services only)
• In-school/out-of-school
• Table O
• Additional lines for 3 Youth Common Measures

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Common Measures Key Concepts Considerations
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23
Whos reported in participant counts?

• All individuals who have been determined
  eligible and receive a service, including
  self-service and informational activities, in
  either a physical location (One-Stop career
  center or affiliate site) or remotely through
  electronic technologies

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Whos included in WIA performance measures
calculations?

• All participants who receive a core, intensive,
  or training service who exit the program are to
  be included in the performance measures
  calculations, except that WIA Section 136
  excludes WIA adult and dislocated worker program
  participants who only receive self-service or
  informational activities

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What are Self-Service and Informational
Activities?

• Core services that are made available and
  accessible to the general public that are
  designed to inform and educate individuals about
  the labor market, their employment strengths and
  weaknesses, and the range of services appropriate
  to their situation and that do not require
  significant staff involvement with the individual
  in terms of resources or time.
• Ref. 20 CFR 666.140(a)(2)

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ETAs Interpretation of Self-Service and
Informational Activities

• Self-Service participants serve themselves in
  accessing workforce investment system information
  in either a physical location or remotely through
  electronic technologies
• Informational activities may include
  self-services and staff assisted core services
  that are designed to inform and educate a
  participant about the labor market and to enable
  a participant to identify his or her individual
  employment strengths, weaknesses, and the range
  of services appropriate for the individual.

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Significant Staff Involvement

• Any assistance provided by staff beyond the
  informational activities regardless of the length
  of time involved in providing such assistance
• Includes a staff members assessment of a
  participants skills, education, or career
  objectives in order to assist participants in any
  of the following
• Decide on appropriate next steps in search of
  employment, training, and related services
• Assess their personal barriers to employment
• Access other related services necessary to
  enhance their employability and individual
  employment related needs.

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Informational Activities

• When a staff member provides a participant with
  readily available information that does not
  require an assessment of the participants
  skills, education, or career objectives, the
  participant is a recipient of informational
  activities. This includes
• Labor market trends
• Unemployment rate information
• Businesses that are hiring or reducing workforce
• Info on high growth industries
• Info on demand occupations

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Participant vs. WIA Performance
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Participants
Self-Service
Info. Activities
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Core
Core
WIA PERF CALC
Self-Service
Significant Staff Involve
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2 Groups of Participants/Exiters

• Participants
• New participants after 7/1/05
• Carryover participants from PY04
• Exiters
• New Exiters after 7/1/2005
• Reach Back period
• Dont recalculate prior WIA exit dates

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Other Considerations

• What is level of integration?
• Required and partner programs with-in One-Stops?
• State MIS
• How are services tracked among partner programs?
• Converting Data from WIASRD records
• Determining participation and soft exit dates
• Services sorted by
• Date
• Program
• Routine?
• Follow-up?
• Commence Participation?
• Extend Exit?

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• Scenarios
• The following scenarios could occur in the
  delivery of services. While these scenarios do
  not cover every situation states and local
  workforce investment areas may encounter, they
  can be used to determine the level of staff
  involvement that will trigger a period of
  participation and a participants inclusion in
  WIA performance measures calculations.

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Scenario 1

• An individual comes into the One-Stop Career
  Center believing that he can access all
  government services. He asks for directions to
  the Motor Vehicle Administration. The
  receptionist gives the information and the
  individual leaves.
• This person is not a participant and will not
  appear in any counts for performance measures.
  The information that he sought did not directly
  relate to the services provided by the One-Stop
  Career Center or the workforce investment system

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Scenario 2

• An individual comes into the One-Stop Career
  Center and accesses the computers in the
  self-service area, using a system user account
  identification. The self-service area is jointly
  funded by WIA and Wagner-Peyser Act funds. She
  takes some notes, scribbles the notes on a sheet
  of paper near the computer, and leaves the
  facility.

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• This person may be a participant but it is
  difficult to determine the nature of the
  information that the individual has accessed or
  written down, as there had been no staff
  interaction with this individual. In this case
  the individual is a participant because she used
  her system user account identification to access
  a saved job search on the states Internet job
  bank system and copied employer contact
  information. This participants self- referral
  activity was captured by the states datasystem
  and a service transaction was recorded. Because
  the state job bank is funded by both WIA and the
  Wagner-Peyser Act, this individual is included in
  the WIA and Wagner-Peyser Act participant counts,
  but not included in the WIA performance measures
  calculation because the participant received only
  self-services. This person is included in the
  Wagner-Peyser Act performance calculations.

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Scenario 3

• An individual accesses job listings from his
  home computer and uses the resume writer software
  that is on the local One-Stop Web site. The Web
  site is jointly funded by the Wagner-Peyser Act
  and WIA. The individual sends his resume in
  response to a job listing.
• This person is a participant as he has used
  workforce investment system information and
  services to assist his job search. This
  individual is included in Wagner-Peyser Act and
  WIA participant counts, but not included in the
  WIA performance measures calculation because the
  participant received only self-services. This
  person is counted in the Wagner-Peyser Act
  performance calculations.

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Scenario 4

• An individual accesses job listings from a
  computer at the local library and uses her
  account identification that she established with
  the workforce investment system to log on to the
  computer. The individual sends her resume in
  response to a job listing for which she believes
  she will be a suitable candidate.
• This person is a participant as she has used
  workforce investment system services to assist
  her job search. This individual is included as a
  Wagner-Peyser Act and WIA participant, but not
  included in the WIA performance measures
  calculation because the participant received only
  self-services. This person is counted in the
  Wagner-Peyser Act performance calculations.

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Scenario 5

• An individual has figured out how to access
  workforce investment system information from his
  cell phone that includes a personal data
  assistant. He thinks that he has found the job
  of his dreams on the state job bank and posts his
  resume with the employer.
• This person is a participant as he has used
  workforce investment system services to assist
  his job search. This individual is included as a
  Wagner-Peyser Act and WIA participant, but not
  included in the WIA performance calculations
  because the individual received only
  self-services. This person is counted in the
  Wagner-Peyser Act performance calculations

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Scenario 6

• An individual arrives at the One-Stop Career
  Center and, familiar with computers, she decides
  to go to the self-service section and search the
  job listings. Later, she wants to review
  occupational trends information. She pulls up
  some information, but is not quite sure how the
  trends were calculated. She questions the staff
  about the statistics and asks where she might
  find additional information on the need for
  workers in this field. The staff member answers
  the question and directs the individual to the
  Career Voyages, another self-service Web site
  where more information and other helpful links
  are available.

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Scenario 6 cont.

• This person is a participant as she has used
  workforce investment system information and
  self-service electronic tools jointly funded by
  WIA and Wagner-Peyser Act funds to assist her job
  search. This individual is included as a
  Wagner-Peyser Act and WIA participant, but not
  included in the WIA performance calculations
  because the participant received only
  self-service and informational activities. This
  individual did not receive services requiring
  significant staff involvement because the staff
  person provided readily available information and
  instructions about tools and services in the
  research room without having to assess the
  individuals skills, education, or career
  objectives. This person is counted in the
  Wagner-Peyser Act performance calculations.

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Scenario 7

• An individual arrives at a One-Stop Career
  Center looking for information on the
  availability of jobs in a specific field. The
  staff member asks the individual several
  questions to determine the individuals previous
  work experience, education, and training
  experience in the specific industry and
  occupation. The staff member assists the
  individual to search for employment on a resource
  room computer and provides him with the local
  occupational and economic trend information.

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Scenario 7 cont.

• This person is a participant as he has used
  workforce investment system staff-assisted
  service to assist his job search. This
  individual is included as a Wagner-Peyser Act and
  WIA participant, and must be included in the WIA
  performance measures calculation because the
  participant received more than self-service and
  informational activities. The staff member
  performed an assessment of the participants work
  readiness for employment in the local area and
  assisted in the participants job search. This
  person is also counted in the Wagner-Peyser Act
  performance calculations.

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Scenario 8

• An individual arrives at the One-Stop Career
  Center and wants to know the various services
  that are available at the One-Stop Career Center.
  The One-Stop Career Center specialist gives the
  individual an orientation to the One-Stop Career
  Center and advises the individual of what
  services are available. The staff member sets
  the individual up at a computer and shows him how
  to use the equipment and to access the job search
  tools. Later, the individual participates in an
  assessment interview and begins to develop an
  employment plan.

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Scenario 8 cont.

• This individual is a participant as she has used
  workforce investment system services to assist
  her job search. This individual is included as a
  Wagner-Peyser Act and WIA participant. She is
  included in the WIA performance measures
  calculations because her assessment interview and
  the development of an employment plan required
  significant staff involvement. This individual
  should also be included in the Wagner-Peyser Act
  performance calculations.

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Workforce Investment Act Quarterly
ReportGeneral Reporting Instructions and ETA
Form 9090
48
ETA 9090 Reporting Instructions General
Instructions

• Aggregate Performance data
• Determine levels of participation and
  accomplishments
• Time Periods
• Most recent quarter
• Most recent four quarter period

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Covered Programs

• WIA Adult
• WIA Dislocated Worker Program
• WIA Youth Program
• National Emergency Grant

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National Emergency Grants

• Separate Breakout on ETA 9090
• Total Participant
• Total Exiters
• Entered Employment Rate
• Employment Retention Rate
• Six Months Earnings Increase

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Covered Programs (cont)

• Statewide activities
• Include activities that involve enrollment of
  individuals
• Exclude activities that do not involve enrollment
  of Individuals
• Indirect services (e.g. research or evaluation)
• Highly specialized services (incumbent worker
  training)

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Due Date
53
WIA Quarterly Report FormatETA 9090

• Four Columns
• Performance Items
• Program Group
• Performance Items broken into subpopulations
• Current Quarter (most recent)
• Cumulative 4-Quarter Reporting Period

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WIA Quarterly Report Format(cont)

• Performance Items
• Total Participants
• Total Exiters
• Performance Measures

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Total Participants

• Total Adult Participants
• Total Adult Participants (self services only)
• WIA Adults
• WIA Dislocated Workers
• National Emergency Grant
• Received Training Services
• WIA Adults
• WIA Dislocated Workers
• Total Youth (14-21) Participants
• Younger Youth (14-18)
• Older Youth (19-21)
• Out-of-School
• In-School

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Total Exiters

• Total Adult Participants
• Total Adult Participants (self services only)
• WIA Adults
• WIA Dislocated Workers
• National Emergency Grant
• Total Youth (14-21) Participants
• Younger Youth (14-18)
• Older Youth (19-21)
• Out-of-School
• In-School

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Performance Measures

• 3 Youth Common Measures
• Placement in Employment or Education
• Attainment of Degree or Certificate
• Literacy or Numeracy Gains
• 2 WIA Younger Youth Measures
• Diploma or Equivalent
• Skill Attainment

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Performance Measures (cont)

• Entered Employment Rate (Ad, DW, OY,NEG)
• Employment Credential (Ad, DW)
• or Credential Rates (OY)
• Retention Rate (Ad, DW, OY, YY, NEG)
• Six-Months Earnings (Ad, DW, OY,NEG)

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Rationale for Rolling Quarter
Methodology

• Issue We have program years, state and federal
  fiscal years, and calendar years, making
  communication of "annual results" to customers
  and stakeholders seem convoluted
• This methodology allows us to speak in terms of
  four quarters of data (i.e., annual data) for any
  workforce program, whether the program is based
  on a program year or fiscal year

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The Rolling Four-Quarter Methodology Explained

• Take a look at the following, which could be
  considered a rolling four-letter alphabet
• Notice that the first letter drops off so
  another letter can be added, creating the
  perception that the letters are rolling

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Rolling Four-Quarter Methodology (contd)

• Rolling quarters operate much the same way
• We must have four quarters at any given time so
  we can communicate in terms of annual results
• The earliest quarter drops off so the next (most
  recent) quarter can be added
• As this process continues, it creates a rolling
  quarter perception

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Rolling 4 Quarters

• Total Participants PY05
• 1st Qtr PY06 shift last row one column to right

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Rolling 4 Quarters

• Total Exiters PY05
• 1st Qtr PY06 shift last row one column to right

2006
2005
2004
Oct-Dec
July-Sept
Apr-June
Jan-Mar
Oct-Dec
July-Sept
Apr-June
Jan-Mar
Oct-Dec
July-Sept
Apr-June
Jan-Mar
 
 
 
 
14-Nov
 
Total Exiters
 
 
 
 
 
14-Feb
 
Total Exiters
 
 
 
 
 
15-May
 
Total Exiters
 
 
 
 
 
14-Aug
 
Total Exiters
 
 
 
 
 
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Placement in Employment or Education Time Periods

• For the Quarter ending Sept 2005
• Each following quarter shift 1 column to the
  right

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Retention Earning IncreaseTime periods

• For the Quarter ending Sept 2005
• Each following quarter - shift one quarter to
  right

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ETA 9091 Reporting Instructions
67
Workforce Investment Act Annual ReportGeneral
Reporting Instructions and ETA Form 9091General
Instructions

• Emulate Private Sectors Report to Stockholders
• Meets federal reporting requirements
• WIA 136(d)(1) and WIA 185(d)
• Allows flexibility to showcase unique programs,
  strategies, and accomplishments.

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General Instructions (cont)

• Three required elements (WIA Sec. 136)
• State Local performance data
• Perf data must be based on WIASRD data
• Status of state evaluation activities
• Cost of WIA activities relative to the effect of
  those activities on the performance of
  participants

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Covered Programs

• WIA Adult Program
• WIA Dislocated Worker Program
• WIA Youth Program

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Covered Programs (cont)

• Performance information on NEG participants will
  not be included Reported on Quarterly Report
• Statewide activities
• Include activities that involve enrollment of
  individuals
• Exclude activities that do not involve enrollment
  of Individuals
• Indirect services (e.g. research or evaluation)
• Highly specialized services (e.g. incumbent
  worker training)

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Annual Report Specifications

• Two Required Sections
• Narrative Section
• Tables A - O

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Narrative Section

• Narrative Section - must include
• Cost of WIA activities relative to the effect on
  the performance of participants
• Description of state evaluations of WIA
  activities
• Questions the evaluation will/did address
• Description of methodology
• Info on timing of feedback and deliverables

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Narrative (cont)

• Narrative Section may include
• success stories,
• messages from Governor,
• info on State WIB members,
• market analysis, strategies for improvement,
  programs effects on major industries, etc.

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Table Section

• State Wide Performance data
• Tables A-N
• Local Area Performance date
• Table 0, one for each local area
• Dont forget Customer Satisfaction!!
• Results are reported in Table A

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American Customer Satisfaction Index (ASCI)

• Required Methodology for Statewide Results
• Who Will be surveyed?
• Participants WIA Title IB exiters
• Employers who received a substantial service
• that involved personal contact by WIA staff
• Time frame for surveys
• Participants within 60 days of expected last
  date of service
• Employers ASAP after completion of service, but
  no later than 60 days after completion of service

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Required Methodology for Statewide Results (cont)

• Telephone Surveys
• Random Samples
• 500 completed surveys
• 70 response rate
• 3 required questions
• 10 point scale
• 1 Very Dissatisfied, 10 Very Satisfied
• Weighted Average results

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Parameters for Collecting Customer Satisfaction
information to Measure Local WIB Performance

• Purchase license and use ASCI methodology
• Develop alternative measurement instruments and
  methodology
• objective, quantifiable, and measurable results
• Consistently applied among all local WIBs
• Collected in uniform and Equitable manner
• Conform to widely accepted methodological and
  statistical criteria for measuring customer
  satisfaction

Additional Info on Customer Satisfaction
requirements http//www.doleta.gov/Performance/
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Due Date
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Submission Procedures

• Tables A-O submitted through Enterprise Business
  Support System (EBSS)
• 3 copies of narrative mailed to ETA and/or
• Additional electronic copy for posting on ETAs
  website (WIA.AR_at_dol.gov)
• WordPerfect, Microsoft Word, Acrobat or other
  commonly used format.
• Must complete Report Validation prior to
  submitting the WIA Annual Report