Tips for Completing the PY17 HVRP Technical Performance Report Understanding the Critical Performance Indicators and Reporting Outcomes in the Technical Performance Report October 5, 2017 Brad Sickles sickles.bradley.a@dol.gov Veterans Employment and Training Service
Overview Background information on the four critical performance indicators Calculating outcomes on the performance indicators Documenting outcomes Completing the PY 2017 Technical Performance Report (TPR) Collecting and reporting follow-up data Questions
Background On The Critical Performance Indicators Competitive Grants Program Lead
Background VETS Funding Opportunity Announcement 17-01 Veterans Program Letter No. 03-17 VPL No. 02-17 TAG for the Competitive Grants TPR Four critical performance indicators apply to all VETS competitive grant programs in PY 2017 The total number of enrollments The overall placement rate The overall average hourly wage at placement The placement rate for the chronically homeless
Background Performance on an individual performance indicator is defined as a range
Background Failure on a critical indicator during the course of the grant award may result in a corrective action plan requirement Failure on more than 50% of the critical indicators may result in a high risk designation Successful performance of the grant overall is defined as Meeting or performing above minimum performance expectations on 50% (2 of 4) or more of the critical performance indicators during the measurement period The success or failure overall at the end of the grant period of performance is taken into consideration when awarding future grants
Critical Performance Indicators Key terms used in defining the indicators Participant (also referred to as enrolled individual) An individual who is determined to be eligible to participate in the grant program and who receives a service funded by the program during the reporting period Excludes eligibility determination services and post-program follow-up tracking services Exiter For the purposes of competitive grants, a participant who is placed or discontinued services during a quarter and is not scheduled to receive future homeless veterans program services in the next 90 days or more should be exited The exit date is the competitive grant case closure date
Critical Performance Indicators Key terms used in defining the indicators Exiter (continued) The exit date is the last date of service funded by the grant If participant who is exited receives an additional grant service (or unplanned future service) within 90 days after the date of exit, the record for the participant should be reopened by deleting the quarter of exit and deleting the earlier recorded placement and hourly wage outcomes A gap in service can stop the 90-day clock, with the clock restarting when the participant is able to resume services Acceptable reasons for gaps include: a delay before beginning of training, health/medical condition of participant/family member, a temporary move from the area that prevents participation and other compelling circumstances interrupting the delivery of services
Illustration Eligible and Receives Service Last Service End Of 90-Day Period Participation No Services Enrollment Date Exit Date
Critical Performance Indicators Total number of enrollments The cumulative number of program participants during a reporting period Carry-over participants from a prior grant award are included in the total in addition to new enrollments Carry-over participants always show in the first quarter A carry-over participant for a current grant is a participant in a prior grant who did not exit during the prior grant s period of performance and who continued service to the next grant s period of performance Overall placement rate Computing Outcomes The placement rate is calculated by dividing the total number of participants employed in one or more jobs by the total number of exiters during the same period reporting period Each employed participant must also be exited in order to obtain credit on this indicator
Critical Performance Indicators Overall average hourly wage at placement (employment) The average (mean) hourly wage, at placement, for those participants reported as employed during the reporting period It is calculated by dividing the sum total of hourly wages at placement for all employed participants by the total number reported as employed during the same period In instances where a participant is placed into employment multiple times, the grantee, using its discretion, must select a single hourly wage to represent that participant in the calculation of average hourly wage at placement
Critical Performance Indicators Placement rate for the Chronically Homeless A subset of the placement rate for all exiters during a reporting period; applicable to only those participants who are chronically homeless A chronically homeless individual is one who is homelessness continuously least 12 months, or on at least four separate occasions in the last 3 years, where the combined occasions total a length of time of at least 12 months The outcome is calculated by dividing the total number of chronically homeless participants employed in one or more jobs in the reporting period by the total number of chronically homeless exiters during the same period Each employed participant must also be exited in order to obtain credit on this indicator
Documenting Outcomes Approved methods for documenting placement/employment outcomes: Printouts from automated employment data base systems Contacts with employers (must list who was contacted, the date of contact, and contact information) Employer statement of earnings Family or business financial records Quarterly estimated tax for self-employed persons Unemployment insurance wage records statement Pay stubs All data sources and methods used must be documented and are subject to an audit Self-attestation may be used as a last resort in instances where obtaining the above documentation is overly burdensome
Reporting Outcomes in the Technical Performance Report
Items to Note About the PY17 TPR Look for the starburst icon The icon provides an online link to the TPR Technical Assistance Guide Stoplight is used solely for determining the need for a corrective plan in Qs 1-3 A summary of overall performance for the grant was added; it only displays results during the 4 th quarter Enhanced outcome display for demographics tab The PY17 TPR and related forms are located at https://www.dol.gov/vets/programs/hvrp/
Items to Note About the PY17 TPR File naming convention I = Initial award 1 = 1 st option year 2 = 2 nd option year Submit electronically, via an email attachment, to the Grant Officer Technical Representative TPR due no later than the last business day of the month after the end of each quarterly reporting period
TPR Demonstration
Reporting Follow-up Results Four quarters of post-exit follow-up employment and earnings outcomes are collected and reported for every participant exiting services Follow-up for all quarters required for grants with subsequent awards Exceptions are new grants issued in PY16 choosing not to report follow-up outcomes TPR and its accompanying Technical Performance Narrative for a specific grant must 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 (e.g., an option year ) Grantees receiving subsequent awards are required to submit separate TPRs and TPNs for the initial award and each immediate subsequent award until all follow-up tracking quarters are reported in each separate TPR
Reporting Follow-up Results Three post-exit or follow-up non-critical performance indicators 1 Employment Rate - 2nd Quarter After Exit The percentage of program participants who are in unsubsidized employment during the second quarter after exit from the program The rate is computed as the number of participants who exit during the reporting period who are found to be employed in the second quarter after exit divided by the number of participants who exited during the reporting period Median Earnings - 2nd Quarter After Exit The median earnings of participants employed in the 2 nd quarter This value is computed using the total quarterly earnings for all participants employed in the second quarter after exit, with the values sorted from the lowest to the highest value The value in the middle of this list is the median earnings value 1 OMB wants these indicators elevated to critical in the coming years
Reporting Follow-up Results Three post-exit or follow-up non-critical performance indicators Employment Rate 4th Quarter After Exit The percentage of program participants who are in unsubsidized employment during the fourth quarter after exit from the program The rate is computed as the number of participants who exit during the reporting period who are found to be employed in the fourth quarter after exit divided by the number of participants who exited during the reporting period Two TPRs and TPNs to be submitted each quarter for grantees receiving subsequent awards A separate TPR and TPN for the initial award A separate TPR and TPN for the subsequent award
Follow-up
Schedule for Collecting Follow-up Located on page 16 of the TAG
Policy Guidance Updates Amended Stand Down solicitation was published in the Federal Register on 9/15 Replaces the current caps of $7,000 and $10,000 with a cap of $50,000 for Stand Down events serving veterans from disaster declared areas Extends the current solicitation by 90 days VPL on revising grant performance goals for programs located in disaster and similarly impacted areas In VETS clearance VPL 03-17 impacted by change in policy and will be revised
Grant-specific questions that were not answered today should be directed to your assigned GOTR