OJT/NEG Project Training Power Point Presentation

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On-the-Job Training
National Emergency Grant Project
(OJT/NEG Project)
Training
Training Agenda
9:30am – 9:45am
Introductions
9:45am – 10:30am
OJT/NEG Project Overview
10:40am – 12:30pm OJT Forms
12:30pm – 1:30pm
Lunch
1:30pm – 2:30pm
Training Plan Development
2:40pm – 3:30pm
OJT in MOSES Overview
3:30pm – 4:00pm
Closing / Wrap-up
2
Introductions

Introduction to the training

Name Tents (name on front and back)

Folders (contents double-sided)
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OJT/NEG Project Training powerpoint presentation
OJT/NEG Project Policy (MassWorkforce Issuance No. 10-92)
OJT/NEG Project Forms (Attachments A, D-N)
Employer Eligibility Checklist Guide
OJT/NEG Project Q&A
OJT/NEG Project MOSES powerpoint presentation
Helpful Tips for a Successful OJT
Job Zone Training Time Conversion Chart
Training Plan Examples
Training Evaluation

Parking Lot

Feedback encouraged
3
Introductions (cont’d)

Getting to Know You:
 Name
 Affiliation
 Title
 Experience with OJT
 Objective for training
4
OJT/NEG Project Overview
OJT/NEG Project
Employer
Reimbursement
Participant
Eligibility
Sliding Scale (50 – 90%)
based on employer size
Dislocated worker
Long-term unemployed


(22 weeks or longer)
Employer
Eligibility

1/1/08 Separation date

ARRA requirements
No public sector entities
 WIA requirements

Training Length

OJT Position
Voucher Amount
MassWorkforce
Issuance Policy
4 week minimum
26 week maximum

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Full-time, non-seasonal

$3300 (NEG voucher)
$1500 (RR voucher)
#10-92
#00-41 (revision in process)
5
OJT/NEG Project Overview

Reimbursement is based on Employer size at the OJT
training site:
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
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Maximum reimbursement level is based on the
Commonwealth’s average wage (currently $25.34)

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1 to 50 employees -- 90% reimbursement
51 to 250 employees – 75% reimbursement
251 or more – 50% reimbursement
Example 1: Employer with 30-person training site pays OJT Trainee $15.00/hr
 Reimbursement = $13.50/hr ($15.00 x 90%)
Example 2: Employer with 60-person training site pays OJT Trainee $35.00/hr
 Reimbursement = $19.01 ($25.34 x 75%)
OJT Trainee wages must be comparable to employees
performing similar work, and with similar experience.
6
OJT/NEG Project Overview
Voucher Type
Local Area
Voucher
Amount
OJT Trainee
Eligibility
Paperwork
and timeline
Dislocated
Worker
 Long Term
Unemployed
 1/1/08
separation date
Submit completed
Employer Eligibility
Checklist by 2/28/11
 Execute OJT
contract w/in 30
days of submitting
Employer Eligibility
Checklist
Availability

NEG Voucher
$3,300 per OJT
2 vouchers per
area
Dislocated
Worker
 Long Term
Unemployed
 1/1/08
separation date

Rapid Response
Voucher
$1,500 per OJT
First-come,
First served
7
Submit completed
Employer Eligibility
Checklist by 6/29/11
 Execute OJT
contract w/in 30
days of submitting
Employer Eligibility
Checklist

OJT/NEG Project Overview
Eligibility
Criterion
and voucher payment
Dislocated
Worker
NEG Funds
8
Rapid Response Rapid Response
Funds
Funds
and voucher payment
NO voucher payment
YES
YES
YES
Long-term
Unemployed (22
weeks or longer)
YES
YES
NO
1/1/08
Separation Date
YES
YES
NO
Local Area process
OJT/NEG Project Overview
Required Form
9
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
Draft OJT Contract
1. OJT Contract (Employer signature)
2. Full Training Plan
3. OJT Justification Form
4. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT/NEG Project Overview (cont’d)
OJT Underway
Local Area process
Required Form
Local Monitoring Report
• Completed by Local Area
• min 2x per OJT (required)
• First one 2 weeks after OJT start
(suggested)
OJT support
&
maintenance
10
Primary Operator process
DCS Process
OJT Monthly Progress Report
• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice
• Signed by Employer & Local Area
• payroll information
Review Invoice
• validity & accuracy
Approve
• Reimbursement sent to Employer
Not Approve
• Request Resubmission
Review Invoice
• validity & accuracy
OJT Voucher Invoice
Approve
• Voucher payment to Local Area
Primary Operator Review
• 1x per OJT
DCS Monitoring
Not Approve
• Request Resubmission
OJT Forms - Overview
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List of OJT Forms
Employer Eligibility Checklist
Certificate of Good Standing
OJT Pre-Contract Form
OJT Justification Form
OJT Contract
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OJT
OJT
OJT
OJT
Monthly Progress Report
Local Monitoring Report
Employer Invoice
Voucher Invoice
Customizing forms
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11
Cannot take out content or compromise integrity
Can add content (e.g. logos), change font, minor reformatting
Local areas will monitored against local process
If unsure, ask Primary Operator
Suggestions, contact Cheryl Scott
Forms can be sent electronically or faxed to Primary Operator
(except OJT Contract—original is needed)
All communication regarding the forms will take place between the
Primary Operator and the Local Area Single Point of Contact
(SPoC).
Local Area process
OJT/NEG Project Overview
Required Form
12
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
OJT Draft Contract
1. OJT Contract (Employer signature)
2. OJT Justification Form
3. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT Forms - Employer Eligibility
Checklist
13
OJT Forms - Employer Eligibility Checklist
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14
Refer to Employer Eligibility Checklist Guide for guidance on how
to complete the checklist.
Checklist is used to determine Employer eligibility for OJTs for both
OJT/NEG Project and regular WIA OJTs.
Highlighted areas for review:
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How employer layoffs impact eligibility
Checking good standing with Department of Unemployment
Assistance
Checking Debarment status
Certificate of Good standing
OJT Forms - Employer Eligibility Checklist (cont’d)
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15
Layoffs
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3 year timeframe to understand the Employer’s history of
layoffs. Must understand:
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Pattern of layoffs
Frequency of layoffs
Circumstances in which layoff occurred
History of layoffs does not automatically preclude an employer
from OJT. An Employer is ineligible if:
 Displacement has occurred or will occur
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Employer lays off employee to hire OJT Trainee
OJT prevents employee from promotion, or full-time work
Likelihood of Employer not providing long-term employment
Overall Concerns
 Public money financing a person losing a job
 Investing in OJTs that will not lead to long-term
employment
OJT Forms - Employer Eligibility Checklist (cont’d)
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Checking DUA Status:
1.
2.
3.
4.
E-mail Jason Albert ([email protected]) with the company’s information:
Company Name
FEIN #
DUA #
Street
City, State, ZIP
Jason will contact DUA and check the Employer’s compliance with Unemployment
Insurance, Universal Health Insurance, and Fair Share.
Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either
“compliant” or “out of compliance”
If the Employer is “not compliant”, the Employer should contact UI or Fair Share
directly.

Detailed instructions are on Employer Eligibility Checklist Guide.
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Jason is the liaison between DCS and DUA. BSRs should not contact DUA
directly.
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Non-compliance information is confidential to the employer. The Employer
must contact DUA directly to get more information and to resolve
outstanding issues.
Contact Cheryl Scott to be added to the OJT/NEG Project Distribution List.
16
OJT Forms - Employer Eligibility Checklist (cont’d)
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17
Certificate of Good Standing
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Issued by the Massachusetts Department of Revenue
Certifies that Employers is in compliance with tax obligations

Required in order to execute OJT Contract
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Certificate is good for 6 months
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NOT required with Checklist submission
BUT want Employers work on acquiring Certificate as soon as possible
Must be acquired no more than 6 months before estimated OJT start date
Employers must request certificate

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Online submission process (fastest)
 https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welc
ome.aspx
Free and Confidential process
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Employers must request themselves
Employers do not have to disclose results
If charged, then requesting from wrong department
Certificate generally issued within 1 week, if no problems
If problems exists, process of obtaining Certificate could be lengthy
OJT Forms - Employer Eligibility Checklist (cont’d)
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Debarment Status
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4 debarment lists:
 1. Federal Government’s Excluded Parties List System (database)
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2. Division of Capital Asset Management Debarred Contractor’s
List (pdf)
3. Businesses Issued Stop Work Orders by the Department of
Industrial Accidents (Excel document)
4. Office of the Attorney General Debarment List (pdf)
Local Areas need to check each list for the Employer’s Debarment
status
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If the Employer appears on the list, contact Cheryl Scott
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Process takes about 45 minutes for first-time users
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Step-by-step instructions in Employer Eligibility Checklist Guide.
18
OJT Forms – Vendor Debarment
19
OJT Forms – Vendor Debarment (cont’d)
20
OJT Forms – Vendor Debarment (cont’d)
21
OJT Forms – Vendor Debarment (cont’d)
22
OJT Forms – Vendor Debarment (cont’d)
23
OJT Forms – Vendor Debarment (cont’d)
24
OJT Forms – Vendor Debarment (cont’d)
25
OJT Forms – Vendor Debarment (cont’d)
26
OJT Forms – Vendor Debarment (cont’d)
27
OJT Forms – Vendor Debarment (cont’d)
28
OJT Forms – Vendor Debarment (cont’d)
29
OJT Forms – Vendor Debarment (cont’d)
30
OJT Forms – Vendor Debarment (cont’d)
31
OJT Forms – Vendor Debarment (cont’d)
32
OJT Forms – Vendor Debarment (cont’d)
33
OJT Forms – Vendor Debarment (cont’d)
34
OJT Forms – Vendor Debarment (cont’d)
35
OJT Forms – Vendor Debarment (cont’d)
36
OJT Forms – Vendor Debarment (cont’d)
37
OJT Forms - Employer Eligibility Checklist (cont’d)
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38
Reminders & Tips
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Explain Employer Eligibility Checklist to employers
Checking debarment status on all four lists is required. This can be done before
meeting with an employer
Checking status with DUA is required
Certificate of Good Standing is not required at the time of Checklist submission,
but it’s a good idea
Don’t forget the Employer signature
 Signatory Authorization may be required if not directly dealing with an
official signatory
Have 30 days to execute OJT Contract after submitting Employer Eligibility
Checklist
 30 days from date of submission, not checklist completion
 Can withhold submitting completed checklists until trainee matches are
reasonably assured
 Fax/E-mail copies of Checklist to Primary Operator (Local Areas keep
original)
Keep all completed Employer Eligibility Checklists on file
Local Area process
OJT/NEG Project Overview
Required Form
39
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
OJT Draft Contract
1. OJT Contract (Employer signature)
2. OJT Justification Form
3. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT Forms - Job Seeker Case Management
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
No OJT-specific forms for Job Seeker case management
Use local policies and procedures
 Determining Eligibility
 Provision of intensive service(s)
 Career Action Plan
 Assessments

Occupational Skills (required)
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Work Keys
SDS
One-Stop Skills Provider
Mass CIS
Local Area policy may also require TABE
Participant training agreements

Local areas may want to develop own forms

Indicate how OJT trainee will benefit from OJT in MOSES and on
the OJT Contract
40
Local Area process
OJT/NEG Project Overview
Required Form
41
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
OJT Draft Contract
1. OJT Contract (Employer signature)
2. OJT Justification Form
3. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT Forms - Pre-Contract Form
42
OJT Forms - Pre-Contract Form
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Provides estimate of cost of OJT – Primary Operator will set those funds aside

Must be completed within 30-day time frame
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E-mail form to Primary Operator (no signatures needed)
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To complete form, need:

Employer identified

Trainee identified

Training plan developed
 Start date
 End date
 Total Training hours

Support services & costs identified
Only estimate, but actual OJT Contract cost should be close

Notify Primary Operator if there are changes with fiscal impact
Do not need to show pre-contract form to employer
43
Local Area process
OJT/NEG Project Overview
Required Form
44
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
OJT Draft Contract
1. OJT Contract (Employer signature)
2. OJT Justification Form
3. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT Forms - Draft OJT Contract
45
OJT Forms - Draft OJT Contract

Draft OJT Contract is for the Primary Operator to review Employer-negotiated terms and
conditions of the OJT.

E-mail completed, unsigned OJT Contract to Primary Operator. Indicate “Draft” in top righthand corner of form


To complete form, need:

All Employer information

All Trainee information

Training plan fully developed

Start date

End date

Content

Total Training hours
Local Areas will have discussed/negotiated all contract terms with the Employer.

Discuss major changes with Primary Operator early-on

Primary Operator will review and make changes until contract is in form they are willing/able to
sign.

May require Local Area/SPoC to be in frequent communication with both the Employer and
Primary Operator.

Form submission takes place within 30 day timeframe
46
Local Area process
OJT/NEG Project Overview
Required Form
47
Primary Operator process
1. Employer Outreach
2. Job Seeker Outreach
Employer Eligibility Checklist
1. Determine Trainee Match
2. Develop OJT Training Plan
OJT Pre-Contract Form
1. Develop/Review Contract with Employer
2. Review OJT Training Plan with Employer & Trainee
3. Review Monthly Progress Reports with Employer &
Trainee
4. Review Invoicing with Employer
OJT Draft Contract
1. OJT Contract (Employer signature)
2. OJT Justification Form
3. Certificate of Good Standing
OJT Starts!
Review Checklist (5 days)
• Eligibility
Not Approve Checklist &
Request re-submission
Approve Checklist
• “reserve” voucher
• 30-day clock starts
Review Pre-Contract (5 days)
• fund availability
• funding source
Not Approve Pre- Contract &
Request revisions
Approve Pre-Contract
Review Draft Contract (5 days)
• Terms, conditions, assurances
Not Approve Draft Contract &
Request edits/revisions
Approve Draft Contract
Review OJT Contract & other Forms (5 days)
• Sign Contract
• Send Copies of Contract
Not Approve
Contract/Forms &
Request re-submission
OJT Forms - OJT Justification Form
48
OJT Forms - OJT Justification Form

At-a-glance summary of entire OJT Contract

Provides general overview of OJT






OJT Trainee Eligibility
Justification of OJT for Trainee
Identification of Skills Assessment
Employer Eligibility
General OJT Criteria
Requires 3 Local Area sign-offs:



Person preparing OJT Justification form
WIA Coordinator
Career Center Director
49
OJT Forms - OJT Contract
50
OJT Forms - OJT Contract

Final OJT Contract should be identical to Primary Operator-approved Draft OJT
Contract

Mail completed, original OJT Contract to Primary Operator with “Final” indicated in
top right-hand corner


Employer Signature is required
Primary Operator Signature is blank

Primary Operator will sign OJT Contract and distribute copies to SPoC

Additional Forms to be submitted:





OJT Justification Form
Full OJT Training Plan
Union letter of support (if OJT subject to collective bargaining agreement)
Certificate of Good Standing
Entered in MOSES:






Trainee / Job Seeker
Employer
Employer as Training Provider
OJT Course
Trainee enrollment in OJT Course
Primary Operator will approve OJT course enrollment upon signing OJT Contract.
51
OJT Forms - OJT Contract
52
OJT Forms - Contract Modifications
53
OJT Forms - Contract Modifications

54
Modifications are Required when:

Length of the OJT changes

Training Plan significantly changes

Other changes take place that impact the cost of the OJT

Modifications need reasonable justification

Process




Local Area completes OJT Contract Modification Request Form
Employer signs form
Local Area signs form and submits to Primary Operator
Primary Operator approves/does not approve form


Approval rejections require justification
Primary Operator sends copies of completed Modification Request form to Local
Area
OJT/NEG Project Overview
55
OJT Underway
Local Area process
Required Form
Local Monitoring Report
• Completed by Local Area
• min 2x per OJT (required)
• First one 2 weeks after OJT start
(suggested)
OJT support
&
maintenance
Primary Operator process
DCS Process
OJT Monthly Progress Report
• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice
• Signed by Employer & Local Area
• payroll information
Review Invoice
• validity & accuracy
Approve
• Reimbursement sent to Employer
Not Approve
• Request Resubmission
Review Invoice
• validity & accuracy
OJT Voucher Invoice
Approve
• Voucher payment to Local Area
Primary Operator Review
• 1x per OJT
DCS Monitoring
Not Approve
• Request Resubmission
OJT Forms - Local Monitoring Report
56
OJT Forms - Local Monitoring Report
57
Series of questions to help identify how well the OJT is progressing




Recommended that supervisor and trainee interviews are done separately
Ask follow-up questions
Use comments to capture information (add additional space if needed)
Must be completed at least twice per OJT

At least 1 must be completed on-site

More can be done as needed


Highly recommended for “at-risk” OJTs
Recommended

First on-site monitoring early on in the OJT, within the first two weeks



Significant problems are likely be identified at this point
Much easier to course-correct if problems are addressed at their earliest identification
Additional on-site monitoring at mid-point

Monitoring reports should be kept on file locally

Monitoring reports should also be documented in MOSES
OJT/NEG Project Overview
58
OJT Underway
Local Area process
Required Form
Local Monitoring Report
• Completed by Local Area
• min 2x per OJT (required)
• First one 2 weeks after OJT start
(suggested)
OJT support
&
maintenance
Primary Operator process
DCS Process
OJT Monthly Progress Report
• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice
• Signed by Employer & Local Area
• payroll information
Review Invoice
• validity & accuracy
Approve
• Reimbursement sent to Employer
Not Approve
• Request Resubmission
Review Invoice
• validity & accuracy
OJT Voucher Invoice
Approve
• Voucher payment to Local Area
Primary Operator Review
• 1x per OJT
DCS Monitoring
Not Approve
• Request Resubmission
OJT Forms - Monthly Progress Reports
59
OJT Forms - Monthly Progress Reports




Submitted by Employer to Local Area 30 days from OJT start
Local Area have discretion in determining how to distribute form to Employers

Pre-fill fields (e.g. “Training Progress” section)

Send all Reports in bundle

Send reports at regularly scheduled intervals
Monthly Progress Reports submission and receipt should be noted in MOSES
Monthly Progress Reports are local area tool to assess OJT progress and identify
issues of concern

Remember OJT Trainee sign-off on Report

Remember to indicate if the report is the last one (top, right-hand corner)

Local Areas keep Monthly Progress Reports on File

Primary Operators may request reports as part of Desk Reviews
60
OJT/NEG Project Overview
61
OJT Underway
Local Area process
Required Form
Local Monitoring Report
• Completed by Local Area
• min 2x per OJT (required)
• First one 2 weeks after OJT start
(suggested)
OJT support
&
maintenance
Primary Operator process
DCS Process
OJT Monthly Progress Report
• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice
• Signed by Employer & Local Area
• payroll information
Review Invoice
• validity & accuracy
Approve
• Reimbursement sent to Employer
Not Approve
• Request Resubmission
Review Invoice
• validity & accuracy
OJT Voucher Invoice
Approve
• Voucher payment to Local Area
Primary Operator Review
• 1x per OJT
DCS Monitoring
Not Approve
• Request Resubmission
OJT Forms - Invoices
62
OJT Forms - Invoices

Employer Invoice:






Voucher Invoice



Local Areas negotiate frequency of invoicing with Employer with terms of OJT Contract
Employer submits completed invoices and payroll information to Local Area
Local Area reviews invoice for accuracy (i.e. not billed for vacation, holiday, sick time,
etc..)
Local Area signs off on invoice and submits invoice to Primary Operator
Primary Operator sends reimbursement directly to Employer, and notifies Local Area
Local Areas submit voucher invoice to Primary Operator anytime after OJT Contract is
executed.
Primary Operators will send voucher payment to Local Areas after first Employer Invoice is
received
Support Service Invoice


Standardized Support Service Invoice was not developed
Local Areas use own local invoicing form for support services reimbursement or utilize
voucher payment invoice form.
63
OJT Forms - Employer Responsibility

Employers must review and/or complete the following
forms:







Employer Eligibility Checklist (review & sign)
Certificate of Good Standing (request)
Draft OJT Contract (review)
OJT Contract (sign)
Monthly Progress Reports (complete)
OJT Invoice (complete)
Local Areas can minimize Employer burden by precompleting forms for Employers
64
OJT Forms - OJT Files

Local Areas should have the following forms on file:










Employer Eligibility Checklist (original)
Certificate of Good Standing (copy)
Signatory Authorization for OJT Employers (copy)
OJT Pre-Contract Form (copy)
OJT Justification Form (copy)
OJT Contract (copy)
OJT Monthly Progress Report (original)
OJT Local Monitoring Report (original)
OJT Employer Invoice (copy)
OJT Voucher Invoice (copy)
65
OJT Training Plan Overview
HOW TO DEVELOP A
TRAINING PLAN
…YOUR MAP TO REACHING
THE DESTINATION
66
OJT Training Plan Development
WHAT IS AN OJT TRAINING PLAN?
•
Outline of what to expect from the
employer as well as the OJT Trainee
•
Working document that is somewhat
flexible in its structure
•
Means to measure success
67
OJT Training Plan Development
Steps to Creating a Training Plan –
Getting Started
1.
2.
3.
•
The Employer decides to pursue an OJT after
meeting(s) with Business Services Representative.
The Employer provides a job description and basic
information about the OJT position.
Start to develop a framework for the OJT Training
Plan. Use O*NET http://online.onetcenter.org/ to
assist employer in finding comparable job
description.
68
Training Plan Development – O*NET
69
Training Plan Development – O*NET
70
Training Plan Development – O*NET
71
Training Plan Development – O*NET
72
Training Plan Development – O*NET
73
Training Plan Development – O*NET
1. Use this O*NET list of
tasks as a starting place
for the discussion about
key training components of
the OJT training plan.
2. Have employer indicate on
the list which tasks are
applicable to the OJT
position, and which tasks
are not listed.
74
Training Plan Development – O*NET
1. Find the Job Zone and SVP
Range to find the upper
limit on training hours (use
“Job Zone Training Time
Conversion Chart”).
2. Begin to break down the
Employer-generated list of
tasks into time-defined
components.
75
Training Plan Development – O*NET
1. This section is helpful in
approximating the trainee’s
wage.
2. Remember, however, the
trainee must be paid a
wage that is comparable to
an employee at that
location doing similar
work, with similar
experience.
76
Training Plan Development – O*NET
These sections are helpful in
working with the employer to
determine:
• the trainee’s baseline
qualifications for the OJT
position
• Aspects of the on-the-job
training plan
77
Training Plan Development – O*NET
These sections are helpful in
working with the employer to
determine:
• the trainee’s baseline
qualifications for the OJT
position
• Aspects of the on-the-job
training plan
78
Training Plan Development – O*NET
These sections are helpful in
working with the employer to
determine:
• the trainee’s baseline
qualifications for the OJT
position
• Aspects of the on-the-job
training plan
79
OJT Training Plan Development
Steps to Creating a Training Plan –
Developing a Preliminary Training Plan
•
•
•
•
•
Schedule time to meet with the Trainer(s) at the training site as their
convenience. Explain the importance of the Training Plan to the
Trainers. (Note: the Trainer may be different than the person with
whom you have been in contact.)
At this meeting, get as much information about the content and
context of the OJT position.
Encourage the trainer to describe the job in detail starting at the
beginning of workday. Be an active listener and try to read between
the lines.
With this information and the information gathered from O*NET,
develop a preliminary Training Plan and a list of pre-requisites for the
OJT position. Verify this with the Employer.
Remember, the Employer is expected to fill what ever skill gaps exists.
80
OJT Training Plan Development
Steps to Creating a Training Plan –
Working with the Job Seeker
1.
Find an appropriate match to the potential OJT position:
- Career Center Case Managers
- Talent Bank search in MOSES
- Discussions with colleagues
2.
Pre-screen the candidate
- Interview Job Seeker
- Read case file(s) and MOSES record
- Check references
3.
Refer appropriate candidate to the Employer
- Employer may have own screening process (interview, testing, etc…)
- Make sure candidate is well-prepared for Employer’s screening process
- Employer makes the final decision on who to hire
-
81
OJT Training Plan Development
Steps to Creating a Training Plan –
Developing the Final Training Plan

Once the Employer selects a Trainee, adjust the preliminary
training plan to reflect the skills and training the Trainee already
possesses:
1.
2.
3.
4.
Have the Trainee identify the skills/training based on the job
description and/or O*NET
The O*NET maximum training allowed is the LONGEST the
training should be. This maximum reflects how long it should
take someone with NO training to become proficient in the
position. If the OJT Trainee has some skills, the training plan
length should be shorter than the maximum.
Training plan length should be well-justified.
Work with the Employer and Trainee to make educated guesses
on the length of the training plan components.
82
OJT Training Plan Development
Steps to Creating a Training Plan –
Successful Training Plan using “AACTS”
1.
Area – What is the subject matter?
2.
Activity - How and what will trainee learn?
3.
Competency – How will success be measured?
4.
Time/Hours – How long to learn activity?
5.
Staff Responsible – Who will train the trainee?
83
OJT Training Plan Development
Steps to Creating a Training Plan –
Training Plan Documentation

OJT Contract

Identifies OJT Training Plan Outline



Phase I – training plan components initiated in first half of OJT
Phase II – training plan components initiated in first half of OJT
While most training will happen concurrently, use best guess for
Phase I or Phase II training elements
Full, annotated Training Plan



Attach to OJT Contract
Identify AACTS
OJT Monthly Progress Report


Identifies progress on components on Training Plan Outline
84
OJT Training Plan Development

Helpful Tips







The decision makers may not be the trainers. Make sure you
talk about the OJT with both.
Ask to tour the company to get a lay of the land.
Think outside the box to understand the physical requirements
of the job.
Pre-screen the potential trainee before referring them to the
Employer (interview potential trainee, check references, etc…)
Advise the trainee to visit the Employer’s website and become
familiar with the training plan.
Emphasize that the Employer will receive support throughout
the OJT.
Ask for the company’s holiday schedule.
85
OJT Training Plan - Contact Information
Ann Shaw
Business Services Representative
On the Job Training Program Coordinator
ValleyWorks Career Center
439 South Union Street
Lawrence, MA 01843
Telephone: (978)722-7048
Email: [email protected]
86
Closing/Wrap Up - Timeline
Requirement / Event
Deadline
Employer Eligibility Checklist Submitted (for NEG
February 28, 2011
OJT Contract Executed
March 30th, 2011
vouchered OJTs)
(for NEG vouchered-OJTs)
OJT/NEG Project Check-in
April 2011
Employer Eligibility Checklist Submitted
June 29, 2011
(for RR vouchered OJTs)
Availability of NEG funds and RR training funds &
vouchers will be assessed
July 2011
OJT Contract Executed
July 29, 2011
(for RR vouchered-OJTs)
DCS OJT Monitoring
August, 2011
Project Completion
March 31, 2012
87
Closing / Wrap-up - Resources

MassWorkforce Issuance No. 10-92: On-the-Job Training/National Emergency
Grant Project (OJT/NEG Project)


USDOL TEGL #4-10


http://www.massworkforce.org/Issuances/PolicyIssuance2010.htm
http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2930
Websites

Massachusetts OJT Toolkit


www.massworkforce.org/OJT
Employer OJT Site (in development)

www.mass.gov/dcs/ojt
88
OJT Website (for Local Areas)
89
OJT Website (for Employers)
90
Closing / Wrap-up - Contact Information
Regional Employment Board of Hampden County
David Cruise
OJT Coordinator
Phone: (413) 755-1326
Fax: (413) 755-1364
[email protected]
Local Areas:
Berkshire
Central MA
Franklin Hampshire
Greater Lowell
Hampden
Lower Merrimack Valley
Metro South/West
North Central
91
Closing / Wrap-up - Contact Information
Greater New Bedford Workforce Investment Board
Donna Ramos
OJT Coordinator
(508) 979-1504 x13
[email protected]
Craig Baker
Operations Officer
(508) 979-1504 x14
[email protected]
Steve Grant
Contract/Finance Officer
(508) 979-1504 x19
[email protected]
Fax: (508) 979-5680
Local Areas
Boston
Bristol
Brockton
Cape & Islands
Greater New Bedford
Metro North
North Shore
South Shore
92
Closing / Wrap-up - Contact Information
Boston / Central Office:
Cheryl Scott
OJT/NEG Project Manager
(617) 626-6107
[email protected]
93
Closing / Wrap-up

SPoC Identification

OJT/NEG Project Distribution List

Parking Lot

Additional Questions & Answers

Evaluations
Thank you!
94
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