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Draft Guidance on Competitive Grants Forms Transmits OMB approved VETS 700 series of forms for use VETS-700 Competitive Grants Planned Goals Chart VETS-701 Technical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 2 nd 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Draft Guidance on Competitive Grants Forms No more VOPAR data entry; grantees are to email the VETS 700 series reports to its GOTR File naming convention New reports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
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 postprogram 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 function properly Indicators with red or yellow stoplights must be addressed in Technical Performance Narrative (TPN) Slice 1 of VETS-701 Form Stoplights appear in this area based on the Initial PY for the Grant selection 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 # of participants in one or more special population groups
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
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 outcomes 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 one page report Applies only to grants where funding is made available to operate 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