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Draft Guidance on Competitive Grants Forms • Transmits OMB approved VETS 700 series of forms for use Now in one – VETS-700 Competitive Grants Planned Goals Chart workbook – 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 2 nd quarter report deadline extended to February 15 • Separate VPL on CAPs and option year guidance
Draft Guidance on Competitive Grants Forms • No more VOPAR data entry; grantees New reports submission is temporary until VOPAR is are to email the VETS 700 series reports replaced to its GOTR • File naming convention… 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
Overview of Changes to the Competitive Grants Reporting Forms • 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 option 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
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 Important that this information be entered • correctly for the stoplight indicators to Slice 1 of VETS-701 Form function properly • Indicators with red or yellow stoplights must be addressed in Technical Performance Narrative (TPN) Added items to Section 2: • # carryover participants • # of participants co-enrolled in AJC services • New denominator for placement rate…# exiters instead of # enrollments • Placement rate for chronically homeless Stoplights appear • # of participants in one or more special population in this area based groups on 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 2 nd and 4 th quarters after exit and the median earnings in the 2 nd 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
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