SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM SCSEP New Grantee

SENIOR COMMUNITY SERVICE EMPLOYMENT PROGRAM (SCSEP) New Grantee Orientation An Introductory Webinar for SCSEP Grantees – Session II March 31, 2021

WELCOME BACK! SCSEP NEW GRANTEE ORIENTATION SESSION II 2

YOUR PRESENTERS Ron Schack, Ph. D. Older Workers Unit Mark Amspoker Older Workers Unit 3

TODAY’S AGENDA ü Introduction to SCSEP Performance Management • Performance goals and targets • Negotiation • QPRs ü Customer Satisfaction ü Minority Report ü Durational Limit • New barrier formerly incarcerated individuals ü SPARQ ü Resources ü Technical Assistance and Next Steps 4

GRANTEE POLLING QUESTION 1. It won at the Daytona a few years ago What Do You Know About the SCSEP Performance System? 2. It keeps your staff motivated 3. Something related to the Common Core Curriculum? 4. The performance measures and related data collected by SCSEP 5

OVERVIEW OF SCSEP PERFORMANCE SYSTEM 6

THE SCSEP PERFORMANCE SYSTEM ØCore performance measures mandated by Congress, including customer satisfaction surveys ØMinority Report ØData collection system mandated by the regulations and grant agreements, including data validation ØDurational limits ØEquitable distribution

CORE MEASURES ØFour measures of service to participants • • Service level Community service Most-in-need Effectiveness is serving the three customer groups, i. e. , customer satisfaction surveys ØThree employment outcome measures • Employed in second quarter after exit quarter • Employed in fourth quarter after exit quarter • Median earnings

GRANTEE POLLING QUESTION 1. I think so Do You Know What Your Performance Goals/Targets Are? 2. Of course I do! 3. A 10 -minute mile 4. No – this is the first time I’ve heard of them

NEGOTIATION GOALS FOR CORE MEASURES Ø Goals for core measures negotiated every two years in the spring for following two program years Ø Since 2005, proposed goals have used each grantee’s own baseline performance through Q 3 with continuous improvement increment and various adjustments Ø For the last three years, we have been developing the SCSEP Statistical Adjustment Model (SAM) • So far, have used it only for the characteristics and economic factors used to adjust goals up or down • Will use it to generate complete proposed goals once the model has enough new measure data and is robust enough Ø Consequences of bad data or small denominators Ø Negotiations must be based on data Ø Goals published; right to comment on process Ø Right to seek adjustment during the year

NATIONAL GRANTEE GOALS ØCurrent national grantees negotiated their performance goals for PY 2020 and PY 2021 last summer. Can seek adjustment of those goals until September 30, 2021 if newly awarded territory produces a significant change in circumstances ØNew national grantees are assigned the average of the national grantees’ goals as targets for PY 2020 and PY 2021. They, too, can seek adjustments if warranted ØDOL will be looking at grantee baseline data in late April, after Q 3 PY 2020 is closed in SPARQ ØGiven the low level of enrollments and placements due to the pandemic, it may not be possible to make any conclusions about PY 2021 until DOL does the final evaluation of PY 2020 performance in October 2021 11

TARGETS AND UNREPORTABLE MEASURES ØStarting with the PY 2018 and PY 2019 goal setting, the three employment outcome measures have had targets rather than goals ØBecause of the transition to the WIOA outcomes measures and the impact of the pandemic on placements, we still operate with targets for these measures ØIn addition, the pandemic and the PY 2020 national grantee transition have prevented us from reporting service level and community service ØWe have also not been able to generate usable employer survey data for many years ØHow long will this disruption of the performance measurement system continue?

EVALUATION OF GRANTEE PERFORMANCE Ø Performance evaluated after close of the program year around September 30 Ø Report on actual performance and percent of goal achieved on each goal Ø Calculation of aggregate percent of performance achieved on all 7 measures Ø Targets and measures without reportable data not included in aggregate performance Ø Corrective action plan for grantees not achieving 80% of goal in the aggregate Ø Sanctions for state grantees failing three consecutive years and national grantees failing four consecutive years Ø TA provided for grantees <80% of goal or <80% of nationwide average on individual measures Ø Results published and reported to Congress

RESOURCES ØTitle V of Older Americans Act, Section 513 ØSCSEP Final Rule, Subpart G, Sections 641. 700 -641. 750; Section 641. 140 (definitions) ØDOL. GOV and WKGPS Older Workers Community of Practice for annual grantee goals and evaluation of grantee performance and various presentations on the performance measures

TIME FOR Q & A 15

CUSTOMER SATISFACTION SURVEYS ØParticipant and host agency surveys conducted annually by mail house, usually in fall; grantees inform participants and host agencies that surveys are coming and that it is important to complete them ØPY 2020 participant and host agency surveys delayed to spring 2021 ØSeparate pilot project this spring will test feasibility of using internet surveys by email and text message ØEmployer surveys were conducted continuously by sub-grantees with qualified employers only. Management report lists all qualified employers and when they need to receive the survey • Survey has been redesigned with two versions: host agencies as employers; and all employers with placements regardless of substantial service • Pilot project to test the new surveys planned for late PY 2020/early PY 2021 if we have sufficient placements to survey

RESOURCES ØTitle V of Older Americans Act, Section 513 ØSCSEP Final Rule, Section 641. 700(c)(2) ØOlder Workers Community Of Practice (Co. P) for copies of survey reports

GRANTEE POLLING QUESTION What Is the Minority Report? 1. A report presented by less than half of the members of a committee 2. The 2002 movie with Tom Cruise 3. Annual report of SCSEP service to minorities

MINORITY REPORT ØAnnual report of SCSEP service to minorities required by Congress ØTwo components: participation and outcomes ØParticipation compares enrollment in SCSEP of each minority group against its proportion in the population. Based on weighted Census data for each county in a state served by a grantee ØOutcomes compares employment outcomes in SPARQ achieved by each minority group against the outcomes of non-minorities ØGrantees must address any disparities in their annual grant application narrative ØTiming of Volume II and Volume I

RESOURCES ØTitle V of Older Americans Act, Section 516 ØAnnual Planning Guidance TEGL, Attachment B (Program Narrative) ØOlder Worker Co. P for latest Minority Reports

TIME FOR Q & A 21

INDIVIDUAL DURATIONAL LIMIT ØImposed by 2006 amendments to OAA ØIndividual participant limit of 48 months (60 months for those with COVID extension); individual 12 -month extensions allowed at grantee option ØGrantees must adopt one of three options for their Individual Duration Policy (IDL). May change policy with DOL approval and 120 notice period ØNew barrier to employment formerly incarcerated individuals added to list of extension reasons (“waiver factors”)

AVERAGE PROJECT DURATION ØAlso imposed by 2006 amendments to OAA ØAverage duration of all participants for the last 9 quarters cannot exceed 27 months; (time enrolled under COVID extension is not included); extensions to 36 months with DOL approval ØFor extension, grantees must explain what actions they have taken and will take to reduce average duration ØMay file extension request as part of OSRs during grant application or at any time during the year

GRANTEE POLLING QUESTION 1. I need Performance TA Do You Need Technical Assistance and/or Training? 2. I need Performance Training 3. I’ll take both 4. No, I’m all good for now 24

SCSEP Performance and Results QPR System (SPARQ)

SPARQ ØSPARQ has been our legacy system for entering data and reporting on measures for over 15 years • Web Data Collection System (WDCS) • Quarterly Progress Reports (QPRs) • Management Reports • Various utilities and functions • Technical Assistance (TA) provided through Zendesk System is periodically upgraded to adapt to changing federal rules and SCSEP data collection requirements SPARQ migration to Grantee Performance Management System (GPMS) underway • New Appian platform will enable SCSEP Grantees to more effectively manage participant cases, business processes, and performance data

SPARQ TECHNICAL ASSISTANCE (TA) ØSCSEP Help has been utilizing the integrated features of the Zendesk tool since November 2019 ØTool uses business intelligence to effectively tag and prioritize TA tickets for prompt response and comprehensive monthly reporting ØIndividual TA sessions can be scheduled with grantees on a case-bycase basis, to provide a deeper dive into the problem issue 27

UPCOMING SPARQ RELEASES ØSPARQ 8. 3 (end of May 2021) • Modifications to the APD (Average Project Duration) calculation so that it does not include COVID-19 extension time • Addition of Formerly Incarcerated variable as a priority of service and Most-in-Need waiver factor ØSPARQ 8. 4 (August 2021) • Addition of new performance measures report using WIOA timing rules • Revision of antiquated labels on SPARQ screens and reports • Data Validation: Revision of sampling process to include lower bound on Eligibility and Performance samples, paid sick hours and formerly incarcerated MIN factor 28

GPMS ØETA-wide Appian Case Management (CM) platform • Cloud-based with a service-oriented architecture • The technology uses messaging, user interface, form and admin/monitoring services with advanced user authentication • DOL intends to integrate multiple grant systems, including SCSEP, within the same platform • GPMS will be the vehicle by which grantees’ QPR data will be directly uploaded to the Workforce Integrated Performance System (WIPS) • This integration will enable SCSEP grantee case data to be consumed by a wider internal audience, providing better data sharing and analytics across systems 29

GRANTEE POLLING QUESTION 1. I need SPARQ TA Do You Need Technical Assistance and/or Training? 2. I need SPARQ Training 3. I’ll take both 4. No, I’m all good for now 30

NEXT STEPS ØIf you need assistance with the SCSEP performance measures or other aspects of the SCSEP performance system, contact the scseptechnicalassistance@dol. gov, with a copy to your FPO ØIf your staff needs training or technical assistance in using SPARQ, contact SCSEP Help at https: //scsephelp. Zendesk. com ØEquitable Distribution Technical Assistance event on APRIL 8, 2021 from 1: 00 PM – 2: 00 PM Est.

Thank you! This concludes the SCSEP New Grantee Orientation