On-the-Job Training National Emergency Grant Project (OJT/NEG Project) Training

On-the-Job Training National Emergency Grant Project

(OJT/NEG Project)

Training

2Training 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

3Introductions

Introduction to the training

Name Tents (name on front and back)

Folders (contents double-sided) 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

4Introductions (cont’d)

Getting to Know You: Name Affiliation Title Experience with OJT Objective for training

5OJT/NEG Project Overview

OJT/NEG ProjectEmployer Reimbursement

Sliding Scale (50 – 90%) based on employer size

Participant Eligibility

Dislocated worker Long-term unemployed

(22 weeks or longer)

1/1/08 Separation date

Employer Eligibility

ARRA requirements No public sector entities

WIA requirements

Training Length

4 week minimum 26 week maximum

OJT Position Full-time, non-seasonal

Voucher Amount

$3300 (NEG voucher)$1500 (RR voucher)

MassWorkforce Issuance Policy

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


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.


Voucher Type

Local AreaVoucher 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

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

Submit completed Employer Eligibility Checklist by 6/29/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist


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


Employer Eligibility Checklist

1. Determine Trainee Match2. Develop OJT Training Plan

1. Employer Outreach2. Job Seeker Outreach

Review Checklist (5 days)• Eligibility

Approve Checklist• “reserve” voucher• 30-day clock starts

Not Approve Checklist & Request re-submission

OJT Pre-Contract Form

Approve Pre-Contract

Not Approve Pre- Contract & Request revisions

Review Pre-Contract (5 days)• fund availability• funding source

1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &

Trainee3. Review Monthly Progress Reports with

Employer & Trainee4. Review Invoicing with Employer

Draft OJT ContractReview Draft Contract (5 days)• Terms, conditions,

assurances

Approve Draft Contract

Not Approve Draft Contract & Request edits/revisions

1. OJT Contract (Employer signature)2. Full Training Plan3. OJT Justification Form4. Certificate of Good Standing

Review OJT Contract & other Forms (5 days) Not Approve

Contract/Forms & Request re-submission

• Sign Contract• Send Copies of Contract

OJT Starts!

Local Area process

Required Form

Primary Operator process

10OJT/NEG Project Overview (cont’d)

Local Area process

Required Form


OJT Underway

Local Monitoring Report• Completed by Local Area• min 2x per OJT (required)

• First one 2 weeks after OJT start (suggested) 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

OJT Voucher Invoice


Approve • Voucher payment to Local Area


OJT support &

maintenance

Primary Operator Review• 1x per OJT

DCS Monitoring

11OJT Forms - Overview

List of OJT FormsEmployer Eligibility Checklist OJT Monthly Progress ReportCertificate of Good Standing OJT Local Monitoring ReportOJT Pre-Contract Form OJT Employer InvoiceOJT Justification Form OJT Voucher InvoiceOJT Contract

Customizing forms 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).















OJT Draft Contract

Review Draft Contract (5 days)• Terms, conditions,

assurances



1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing




OJT Starts!

Local Area process

Required Form


13

OJT Forms - Employer Eligibility Checklist

14OJT Forms - Employer Eligibility Checklist

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: How employer layoffs impact eligibility Checking good standing with Department of Unemployment

Assistance Checking Debarment status Certificate of Good standing

15OJT Forms - Employer Eligibility Checklist (cont’d)

Layoffs 3 year timeframe to understand the Employer’s history of

layoffs. Must understand: 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 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


Checking DUA Status:1. E-mail Jason Albert ([email protected]) with the company’s information:

Company Name FEIN # DUA #StreetCity, State, ZIP

2. Jason will contact DUA and check the Employer’s compliance with Unemployment Insurance, Universal Health Insurance, and Fair Share.

3. Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either “compliant” or “out of compliance”

4. If the Employer is “not compliant”, the Employer should contact UI or Fair Share directly.

Detailed instructions are on Employer Eligibility Checklist Guide.

Jason is the liaison between DCS and DUA. BSRs should not contact DUA directly.

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.


Certificate of Good Standing Issued by the Massachusetts Department of Revenue Certifies that Employers is in compliance with tax obligations

Required in order to execute OJT Contract NOT required with Checklist submission BUT want Employers work on acquiring Certificate as soon as

possible

Certificate is good for 6 months Must be acquired no more than 6 months before estimated OJT

start date

Employers must request certificate Online submission process (fastest)

https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms/Welcome.aspx

Free and Confidential process 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


Debarment Status 4 debarment lists:

1. Federal Government’s Excluded Parties List System (database)

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

If the Employer appears on the list, contact Cheryl Scott

Process takes about 45 minutes for first-time users

Step-by-step instructions in Employer Eligibility Checklist Guide.

19OJT Forms – Vendor Debarment

20OJT Forms – Vendor Debarment (cont’d)



















Reminders & Tips 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















OJT Draft Contract


assurances







OJT Starts!

Local Area process

Required Form


40OJT Forms - Job Seeker Case Management

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) 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















OJT Draft Contract


assurances







OJT Starts!

Local Area process

Required Form


42OJT Forms - Pre-Contract Form

43OJT Forms - Pre-Contract Form

Provides estimate of cost of OJT – Primary Operator will set those funds aside

Must be completed within 30-day time frame

E-mail form to Primary Operator (no signatures needed)

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















OJT Draft Contract


assurances







OJT Starts!

Local Area process

Required Form


45OJT Forms - Draft OJT Contract

46OJT 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 right-hand 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















OJT Draft Contract


assurances







OJT Starts!

Local Area process

Required Form


48OJT Forms - OJT Justification Form

49OJT 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

50OJT 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.


53OJT Forms - Contract Modifications

54OJT Forms - Contract Modifications

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


Local Area process

Required Form


OJT Underway










OJT Voucher Invoice




OJT support &

maintenance


DCS Monitoring

56OJT Forms - Local Monitoring Report

57OJT Forms - Local Monitoring Report

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


Local Area process

Required Form


OJT Underway










OJT Voucher Invoice




OJT support &

maintenance


DCS Monitoring

59OJT Forms - Monthly Progress Reports

60OJT 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


Local Area process

Required Form


OJT Underway










OJT Voucher Invoice




OJT support &

maintenance


DCS Monitoring

62OJT Forms - Invoices

63OJT Forms - Invoices

Employer 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

Voucher Invoice 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.

64OJT 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 pre-completing forms for Employers

65OJT 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)

66OJT Training Plan Overview

HOW TO DEVELOP A TRAINING PLAN

…YOUR MAP TO REACHING THE DESTINATION

67OJT 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


Steps to Creating a Training Plan – Getting Started

1. The Employer decides to pursue an OJT after meeting(s) with Business Services Representative.

2. The Employer provides a job description and basic information about the OJT position.

3. 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.

•

69Training Plan Development – O*NET





74Training Plan Development – O*NET1. 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.

75Training Plan Development – O*NET1. 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.


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.


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










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.


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

- Employer may have own screening process (interview, testing, etc…)

- M-

Employer makes the final decision on who to hire


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. Have the Trainee identify the skills/training based on the job description and/or O*NET

2. 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.

3. Training plan length should be well-justified.4. Work with the Employer and Trainee to make educated

guesses on the length of the training plan components.


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?

Steps to Creating a Training Plan –Successful Training Plan using “AACTS”


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


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.

86OJT Training Plan - Contact Information

Ann ShawBusiness Services Representative

On the Job Training Program CoordinatorValleyWorks Career Center

439 South Union StreetLawrence, MA 01843

Telephone: (978)722-7048Email: [email protected]

87Closing/Wrap Up - Timeline

Requirement / Event Deadline

Employer Eligibility Checklist Submitted (for NEG vouchered OJTs)

February 28, 2011

OJT Contract Executed (for NEG vouchered-OJTs)

March 30th, 2011

OJT/NEG Project Check-in April 2011

Employer Eligibility Checklist Submitted (for RR vouchered OJTs)

June 29, 2011

Availability of NEG funds and RR training funds & vouchers will be assessed

July 2011

OJT Contract Executed (for RR vouchered-OJTs)

July 29, 2011

DCS OJT Monitoring August, 2011

Project Completion March 31, 2012

88Closing / Wrap-up - Resources

MassWorkforce Issuance No. 10-92: On-the-Job Training/National Emergency

Grant Project (OJT/NEG Project)

http://www.massworkforce.org/Issuances/PolicyIssuance2010.htm

USDOL TEGL #4-10

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

89OJT Website (for Local Areas)

90OJT Website (for Employers)

91Closing / Wrap-up - Contact Information

Regional Employment Board of Hampden County

David CruiseOJT Coordinator

Phone: (413) 755-1326Fax: (413) [email protected]

Local Areas:Berkshire Greater Lowell Metro South/WestCentral MA Hampden North Central

Franklin Hampshire Lower Merrimack Valley


Greater New Bedford Workforce Investment Board

Donna Ramos Craig Baker Steve Grant

OJT Coordinator Operations Officer Contract/Finance Officer

(508) 979-1504 x13 (508) 979-1504 x14 (508) 979-1504 x19

[email protected] [email protected] [email protected]

Fax: (508) 979-5680

Local AreasBoston Cape & Islands North Shore

Bristol Greater New Bedford South Shore

Brockton Metro North


Boston / Central Office:Cheryl Scott

OJT/NEG Project Manager(617) 626-6107

[email protected]

94Closing / Wrap-up

SPoC Identification

OJT/NEG Project Distribution List

Parking Lot

Additional Questions & Answers

Evaluations

Thank you!

Documents

On-the-Job Training National Emergency Grant Project (OJT/NEG Project) Training