Trade Adjustment Assistance Community
College and Career Training (TAACCCT)
Grant Program
Performance Reporting
Module 1:
General Reporting Requirements Overview &
Quarterly Progress Report
November 2011
1
Presenters

Hannah Sin, Federal Project Office, Regional Office- San
Francisco

Megan Baird, Workforce Analyst, Division of Strategic
Investments- National Office

Kristen Milstead, Workforce Analyst, Division of
Strategic Investments- National Office
2
Quick Links

The main TAACCCT grant program page is available at
www.doleta.gov/taaccct
Performance Training Overview

Grantees and FPOs will be provided a series of
performance trainings consisting of two modules:



Module 1: General Reporting Requirements &
Quarterly Progress Report
Module 2 : Participant and Comparison Cohorts
Upcoming performance training for 2012:

Annual Performance Reporting
General Reporting Requirements
Overview
5
Value of Performance &
Outcomes Reporting

Demonstrating program success to stakeholders (community,
Congress, Administration, OMB, GAO, etc.).

Demonstrating Grant Outcomes to current investors and partners
and building additional strategic partnerships to foster
sustainability and growth.

Providing program operators and front-line staff with
information for decision-making and continuous improvement.

Providing DOL with information to ensure program
accountability, assist in identifying technical assistance needs and
aid program evaluation.
Reporting Requirements

TAACCCT grantees are required to submit program
reports to ETA in order to comply with the reporting
and record keeping requirements of the grant

These reports are:
 Quarterly Progress Reports
 Annual Performance Reports
 Quarterly Financial Report (ETA-9130 Form)
7
Quarterly Progress Report

Each grantee must submit a Quarterly Progress
Report (QPR)

Status updates on key grant activities in each quarter

Updates on the progress and implementation
measures specified in each grant Statement of Work

Challenges and successes
8
Quarterly Progress Reporting
Schedule
Calendar Qtr
4
1
2
3
Period Covered
Oct 1-Dec 31
Jan 1- Mar 31
Apr 1-Jun 30
Jul 1- Sep 30
Due
February 15
May 15
August 14
November 14
*Should the due date of the reports fall on a Saturday
or Sunday, the report is due the Friday before.
Annual Performance Report

Each grantee must submit an Annual Performance
Report (APR)

Longer-term outcomes of all grant-funded
participants

Longer-term outcomes of participant cohorts by
program and corresponding comparison cohorts
10
Annual Performance Reporting
Schedule
Year
1
2
3
Period Covered
Oct 1, 2011-Sept 30, 2012
Oct 1, 2012-Sept 30, 2013
Oct 1, 2013-Sept 30, 2014
Due
Nov 14, 2012
Nov 14, 2013
Nov 14, 2014
*Should the due date of the reports fall on a Saturday or
Sunday, the report is due the Friday before.
Final Performance & Outcomes
Report

The last Quarterly Progress and Annual
Performance Reports will serve as the grant’s Final
Performance and Outcomes Report
12
Key Milestones

Grant Start Date:


1st quarterly progress report:


Due February 15, 2012
1st annual performance report due:


Due February 15, 2012
1st quarterly financial report:


October 1, 2011
Due November 14, 2012
Grant End date:

September 30, 2014
How Grantees Will Report

Reporting tool still under construction

Technical instructions will be available on the ETA
performance website:
www.doleta.gov/performance

More communication to follow
14
Performance Reporting & Evaluation

Performance reporting as tool for self-evaluation by
Grantee


DOL-led Evaluation


Using data from performance reports for continuous
improvement and data-based decision making
Grantees may be requested to participate
Third-Party Evaluation

Grantees must allot funds for independent reviews of
deliverables
Data Collection, Tracking, and
Follow-Up
16
Building Data Collection into Your
Existing Processes


Decide early (during the start-up phase) which staff
members will be responsible for collecting each piece of
information based upon their existing roles and
relationships with students, how the information will be
stored, and how it will be gathered for reporting
purposes each year.
Determine where Information is gathered and by whom
to think through this process
17
Steps in the Reporting Process



Collect

What information should be collected?

Who will collect it?

When will it be collected?

How will it be collected?
Compile

Derive counts for each outcome based on participant records

Develop report for submission to ETA
Check

Gut check

Double-check numbers entered

Look for logical errors
18
Tracking: Phases of Data Collection



Intake
 Demographic Information (Tables 1 and 2)
In-Progress
 All outcomes in Section B of both tables through
employment in the quarter after exit (Table 1) or
completion (Table 2)
Follow-up
 Employment Retention (Tables 1 and 2)
 Average Gross Wages (Table 2)
19
Smart Planning for High Outcomes

Understanding ETA’s TAACCCT performance measures is
not merely a matter of knowing how they are
calculated, but of understanding the factors in your
program design that might affect calculations!
20
Policies and Procedures are
Important to Reporting



Although college schedules are typically have fixed start and end dates and
completion and exit definitions, there are still procedures that can be
implemented to positively affect your outcomes.
Utilize intentional program design, where possible!
For example, consider the following when determining when to start your
cohorts:

Participant exit or completion early in a quarter provides more time for a
participant to enter employment and be counted in this outcome measure.

Employment for any one day in the quarter after the quarter of
completion/exit is included in the employment outcome measure.

If participants do not retain the same employment after exit/completion,
they may be counted as having retained employment if they obtain a
different position.
21
Generating Enthusiasm for
Performance Reporting: Try this!




Use clear, specific instruction regarding data collection
so everyone involved knows what is expected.
Educate all staff who work with TAACCCT students
about the program outcomes and how they are
measured.
Share your ETA performance numbers with staff and
develop internal goals.
Track performance regularly and use the data to lead
staff discussions and meetings.
22
The Quarterly Progress Report
23
Quarterly Progress Report

Provides narrative updates on:






Grant management status
Resources and partners
Capacity building
Progress and implementation measures specified
in SOW
Technical assistance needs
Best practices and successes
24
Quarterly Progress Report

At the beginning of each QPR, please provide:






Grantee Name
Project Name
Grant Number
Report Quarter End Date
Date of Submission
Program Contact Information
25
Quarterly Progress Report
Sections of Report:
A.
B.
C.
D.
E.
F.
G.
H.
Summary of Grant Activities
Status Update on Leveraged Resources
Status Update on Employer Involvement
Timeline for Grant Activities and Deliverables
Status of Progress and Implementation Measures
Key Issues and Technical Assistance Needs
Best Practices, Promising New Strategies and Success Stories
Additional Outcome Information
26
Quarterly Progress Report
A. Summary of Grant Activities
•
Narrative executive summary of grant activities
for the quarter
•
•
Limited to one page or less
Every fourth quarter, should serve as an
executive summary of grant activities for the
year (including updates from fourth quarter)
27
Quarterly Progress Report
B. Status Update on Leveraged Resources
•
•
Description of leveraged resources (Federal and
non-Federal, cash and in-kind) as reported in the
Financial Status Report (ETA-9130) that were used
to support grant activities during the quarter
Additional yes/no question: During this quarter, did
you receive any additional leveraged resources
beyond what is listed in your statement of work?
28
Quarterly Progress Report
C. Status Update on Employer Involvement
Description of how required employer partners have been involved during the
quarter, including the specific roles and contributions of the partner and any
challenges encountered. Also, new employers and commitments added to
support the project during the quarter.
•
Additional yes/no questions:
•
Have you had any consultation or advisory meetings with business or
employer partners during this quarter?
•
Were there any direct hires of program of study completers by
employer partners during this quarter?
•
Were internships or other work-based learning opportunities posted
during this quarter?
•
Did you acquire any additional employer partners during this
quarter?
29
Quarterly Progress Report
D. Timeline for Grant Activities and Deliverables
•
Timeline of key activities and deliverables within the quarter
as located within the timeline included in the SOW
Additional fixed-response questions:
•
How many programs are you planning to offer? This
number should align with your statement of work.
•
As of this quarter, how many programs have you
launched to date?
30
Quarterly Progress Report

Suggested tables for displaying progress of
activities and deliverables against timeline
Suggested Table for Reporting Grant Activities
Activity/Task/Milestone/
Event
Project Goal
State
Date
Expected
End Date
Status as of Qtr
Ending Date
Actual
End
Date
Expected
End Date
Status as of Qtr
Ending Date (i.e. %
complete)
Actual
End
Date
Suggested Table for Reporting Deliverables
ID #
Deliverable/Product
Description
Start
Date
Quarterly Progress Report
E. Status of Progress and Implementation
Measures
•
•
Information (numerical or narrative, as appropriate)
explaining the status during the quarter of each of the
progress and implementation measures specified in the
statement of work, including an assessment of the strategies
identified in SOW
Additional self-assessment for each measure:
•
Ahead of schedule
•
On track
•
Behind schedule
32
Quarterly Progress Report
F. Key Issues and Technical Assistance Needs
•
Summary of any significant issues or problems
encountered during the quarter, including actions
taken, plans for addressing issues, and assistance
requested from DOL
33
Quarterly Progress Report
G. Best Practices, Promising New Strategies and
Success Stories
•
Description of promising approaches, innovative
processes, and grant-level and or participant/level
success stories
34
Quarterly Progress Report
H. Additional Outcome Information
•
Report on any grant-specific outcomes not captured
in other sections of the quarterly narrative report or
in the Annual Performance Report, including (but
not limited to) specific outcomes included in the
SOW
35
Contact Information

After finishing this recording, submit any questions to
the TAACCCT mailbox (taaccct@dol.gov) by COB on
December 2, 2011 with subject line: TACT FPO
Performance Training Questions. Please copy your FPO.

Mark your calendar and join us for a “Live” 60-minute
Q&A with ETA Program and Grant office staff to
answer your questions
37