On-the-Job Training National Emergency Grant Project

(OJT/NEG Project)

Webinar

Thursday, November 18, 2010

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Webinar Features Teleconference lines will be muted during presentation

Periodic breaks during presentation for Q & A Lines will be open for open discussion

Interacting with the presenter Use the Question Chat pod to post your questions or comments

during the session Questions will be addressed either during presentation or during

open discussion

Polls (Practice Poll)

Powerpoint To download this presentation:

Go to “File Share 3” on left side of screen Click “Save to my computer” Follow directions

Revised powerpoint e-mailed by Monday (11/22/10)

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Webinar Agenda

OJT/NEG Project Background

OJT/NEG Project Features

OJT/NEG Project Process

Next Steps

Q & A

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Resources & References

MassWorkforce Issuance #10-92: On-the-Job Training/National Emergency Grant Project (OJT/NEG Project)

Attachment A: Operational and Administrative Guidance Attachment B: Master Agreement (Section E) Attachments C – M: OJT Forms

USDOL TEGL #4-10 http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2930

Upcoming: Finalized MassWorkforce Issuance #10-92 OJT Outreach Documents OJT/NEG Project Desk Reference

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What is the OJT/NEG Project?

Project of the OJT Initiative Promotes local area use of OJTs Develops infrastructure for OJT as a

training option

Short-term Project with two funding sources: National Emergency Grant (NEG) Rapid Response (RR)

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OJT/NEG Project Development

Project planning began April 2010 NEG grant application Program design and Primary Operators:

Regional Employment Board of Hampden County Greater New Bedford Workforce Investment Board

NEG Grant awarded June 2010 Workgroups began meeting

Policy Workgroup MassWorkforce Issuance #10-92 and Attachment A

Materials Workgroup MassWorkforce Issuance #10-92 Attachments C - M

Outreach Workgroup Brochure, poster, website (in development)

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OJT/NEG Project Funding Overview

National Emergency Grant $1,065,670 award total

$774,460 for OJTs and vouchers Source: ARRA funds Grant period: 6/30/10 – 3/31/12

Rapid Response $720,000 allocation total

$640,000 for OJTs and vouchers Source: State Rapid Response funds

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OJT/NEG Project vs. “Regular” OJTs

OJT/NEG Project OJTEmployer Reimbursement

Sliding Scale (50 – 90%) 50%

Participant Eligibility

Dislocated worker Long-term unemployed (22

weeks or longer) 1/1/08 Separation date

Adult Dislocated Worker

Employer Eligibility

ARRA requirements No public sector entities

WIA requirementsWIA requirements

Training Length

4 week minimum 26 week maximum

No training minimum or maximum

OJT Position Full-time, non-seasonalNo specific occupational

restrictions

MassWorkforce Issuance Policy

#10-92#00-41 (revision in process)

#00-41 (revision in process)

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Employer Reimbursement

Reimbursement is based on Employer size at the OJT training site:

1 to 50 employees -- 90% reimbursement 51 to 250 employees – 75% reimbursement 251 or more – 50% reimbursement

Maximum reimbursement level is based on the Commonwealth’s average wage (currently $25.34)

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.

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OJT Trainee Eligibility

Eligibility Criterion

NEG Funds and voucher payment

Rapid Response

Funds and voucher

payment

Rapid Response

Funds NO voucher payment

Dislocated Worker YES YES YES

Long-termUnemployed (22 weeks or

longer)

YES YES NO

1/1/08 Separation

DateYES YES NO

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Employer Eligibility

All employers must: Be a private for-profit or private non-profit company; Not be a gambling establishment, swimming pool, zoo, or

golf course; Not have relocated within 120 days of the proposed OJT

start state if the relocation resulted in layoffs in the prior location;

Not have failed to provide OJT trainees with continued employment after successful training completion;

Provide a Certificate of Good Standing from the Department of Revenue issued within 6 months of OJT start date

List not exhaustive

Employer Eligibility Checklist (Attachment D) Lists all employer eligibility requirements Must be signed by both local area and employer

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Vouchering Overview (pt. 1)

Voucher Type

Voucher Amount

AvailabilityOJT Trainee Eligibility

Paperwork and timeline

NEG Voucher $3,300 per OJT

2 vouchers per area

Dislocated Worker Long Term Unemployed 1/1/08 separation date

Execute Master Agreement by 12/1/10 Submit completed Employer Eligibility Checklist by 2/28/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist

Rapid Response Voucher

$1,500 per OJT

First-come, First served

Dislocated Worker Long Term Unemployed 1/1/08 separation date

Execute Master Agreement by 12/1/10 Submit completed Employer Eligibility Checklist by 6/29/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist

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Vouchering Overview (pt. 2)

Primary Operators will determine OJT funding source (NEG or Rapid Response) based on OJT Trainee eligibility and funding availability

OJT funding source will be noted on OJT Contract

Voucher funding source is determined by timeliness of paperwork submission and voucher availability

NEG vouchers can only be applied to NEG-funded OJTs

Rapid Response vouchers can be applied to either NEG- or Rapid Response-funded OJTs

After 6/29/11, OJT/NEG Project funds will be assessed; availability of OJT and voucher funds will be determined

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Vouchering Overview (pt. 3)

Examples: Trainee is has been unemployed since April 2010; Local

area submits Employer Eligibility Checklist 12/17/10 and executes OJT contract 1/7/11; local area’s first OJT under OJT/NEG Project:

OJT funding source: NEG funds Voucher source: NEG funds ($3300)

Trainee is has been unemployed since April 2010; Local area submits Employer Eligibility Checklist 3/9/11 and executes OJT contract 3/30/11; local area’s fourth OJT under OJT/NEG Project:

OJT funding source: NEG funds or Rapid Response funds Voucher source: Rapid Response funds ($1500)

Trainee is has been unemployed since November 2010; Local area submits Employer Eligibility Checklist 12/10/11 and executes OJT contract 1/7/11.

OJT funding source: Rapid Response Voucher source: OJT not eligible for vouchers

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OJT/NEG Project Process

1. Master Agreement Required to be executed by all areas wishing

to participate in OJT/NEG Project Agreement between designated Primary

Operator and the Local Area (Fiscal Agent) E-mailed to Fiscal Agents (Career Center

Directors cc’d) week of November 15 Due December 1, 2010 Attachment B1 (Hampden) & B2 (Greater

New Bedford) Outlines OJT/NEG Project Process (Section E) Identifies Single Point of Contact (SPoC)

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OJT/NEG Project Process

2. Employer Outreach Connect with eligible and interested employers in your

area

Complete Employer Eligibility Checklist (Attachment D) Certificate of Good Standing required Local area & employer both sign checklist

Learn of potential OJT positions Nature of work Baseline requirements for position Training Needs

Submit Employer Eligibility Checklist to Primary Operator

Reasonably sure contract can be executed within 30 days of checklist submission

5 day turnaround to get authorization from Primary Operator to continue developing OJT

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OJT/NEG Project Process

3. Find OJT Trainee OJT/NEG Project Eligibility

Dislocated Worker Long-term unemployed 1/1/08 separation date

Employer eligibility Baseline requirements Employer interview/screening

Case Managed Occupational Skills Assessment (recognized &

publicly available tool)

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OJT/NEG Project Process

4. Develop Training Plan

Training Plan incorporates: OJT Trainee occupational skills assessment O*NET Specific Vocational Preparation zones

http://online.onetcenter.org/ Employer’s training requirements

Training length: Based on above factors Minimum of 4 weeks Maximum of 26 weeks

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OJT/NEG Project Process

5. Submit OJT pre-Contract Form (Attachment E)

Provides an estimate of OJT costs, including employer reimbursement and support services

Complete form based on employer information, OJT trainee information, and training plan

Submit to Primary Operator within 30 day window

Within 5 days Primary Operator will: Review pre-Contract form Authorize development of OJT Contract Determine program in which to enroll Trainee (NEG or

Rapid Response)

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OJT/NEG Project Process

6. Develop OJT Contract (Attachment F)

OJT Contract is between the employer and the Primary Operator

Local area reviews terms and conditions with employer and trainee

OJT start and end date Invoicing frequency

When all parties agree to OJT Contract, local areas sends to the Primary Operator:

Draft OJT Contract for review Complete OJT Justification Form (Attachment G) Employer Certificate of Good Standing

Changes may be necessary, but Primary Operator aims for 5 day turnaround for contract finalization and authorization.

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OJT/NEG Project Process

7. Execute OJT Contract Primary Operator agrees to final draft, and

authorizes OJT Contract execution: Local Area obtains employer signature (and union

signature in case of collective bargaining agreement)

Local Area submits employer-signed copy to Primary Operator

Primary Operator signs OJT Contract and sends copies to relevant parties

Local Area enrolls OJT Trainee in MOSES in the relevant OJT Program (OJT NEG or OJT Rapid Response)

OJT starts on the designated date

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OJT/NEG Project Process

8a. While OJT is underway…

Employer completes: Monthly Progress Reports (Attachment I)

Monthly submission starts 30 days after OJT start date

Signed by employer and trainee Submitted to and kept on file at local area

Employer Invoice (Attachment L) Frequency determined by OJT Contract Completed by employer and accompanies OJT

Trainee payroll records Submitted to local area Local area signs and submits to Primary Operator

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OJT/NEG Project Process

8b. While OJT is underway… Local Area Completes:

Local Area Monitoring (Attachment J) Conducted minimum of two times during OJT At least one on-site review Recommend:

One on-site review within two weeks of OJT start Mid-point on-site evaluation More as needed

Monitoring Reports kept on file at local area

Case Management Contact at least every 90 days

Voucher Invoice (Attachment M) Submit at any point after OJT start Payments made when Primary Operator receives first

employer invoice

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OJT/NEG Project Process

9. Monitoring Primary Operator conducts at least one on-site

Operator Review per each OJT Review takes place at Career Center and at

selected worksites Full reports issued within 30 days

DCS Quality Assurance Review Primary Operators Review selected Career Centers and worksites Full reports issued within 30 days

Career Center and worksite visits will be scheduled in advance and coordinated when possible

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OJT/NEG Support Services

Support Services money is available: $10,000 NEG funds / $10,000 Rapid Response

funds $500 max per OJT Trainee

Provision of Support Services follows local area policy and guidelines Support Services need and estimated amount

declared on OJT pre-Contract form Local areas provide and pay for support

services according to local policy Local areas invoice Primary Operator for

support services reimbursement

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Local Area Issues

Local Areas may want to: Review their local OJT Policy and Procedures:

Verify local OJT policy approved by local governing body (i.e. WIB)

Issues to consider: Roles and responsibilities for Career Center staff Process for selecting trainees and employers Resolving competition among employers Industry / employer targets Trainee agreements

Local policy may be more restrictive than state policy

Review Support Services Policy

Develop local forms (e.g. Routing form)

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Timeline and Next Steps

Revised Powerpoint E-mailed - 11/22/10

Master Agreement Due - 12/1/10

OJT Training (Poll) Monday, December 13, 2010 (Marlborough) Additional Sessions TBA

Outreach Materials – TBA (Dec) Brochure Flyer Poster Website

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Contact Information

Boston / Central Office:Cheryl Scott

OJT/NEG Project Manager(617) 626-6107

cscott@detma.org

Regional Employment Board of Hampden CountyJay Pyles

OJT Coordinator(413) 233-9852

jpyles@rebhc.org

Greater New Bedford Workforce Investment BoardDonna Ramos Craig Baker Steve GrantOJT Coordinator Operations Officer Contract/Finance

Officer(508) 979-1504 x13 (508) 979-1504 x14 (508) 979-1504 x19dramos@gnbwib.org cbaker@gnbwib.org sgrant@gnbwib.org