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Final Instructions and Reporting Requirements for PY 1991

To transmit final reporting instructions for Program Year (PY) 1991.


All Section 401 Grantees


HERB FELLMAN PAUL A. MAYRAND Chief Director Division of Indian and Office of Special Targeted Native American Programs Programs


February 12, 1991

Expiration Date
Rescissions:    Attachment G to DINAP Bulletin 90-24.
Text :
References. JTPA Regulations at 20 CFR 632; DINAP Bulletin Nos. 90-24, 90-31, and 91-6. Background. For the first time since-JTPA's inception changes have been made in the performance standards and reporting requirements for Indian and Native American programs funded under Section 401 of JTPA. Grantees were sent program planning information and reporting forms and instructions containing proposed changes for PY 1991 in DINAP Bulletin No. 90-24, March 13, 1991. At that time grantees were advised that the instructions and reporting forms for PY 1991 were preliminary because they had not received final approval from the Office of Management and Budget (OMB). The revised performance standards were also published for comment in the Federal Register on January 8, 1991 and reporting instructions were published for comment in the Federal Register on February 8, 1991. A number of additional refinements were made as a result of the public comment process and consultation with the grantee community and other interested parties. Subsequently, grantees were sent DINAP Bulletin No. 91-6, clarifying the new reading assessment reporting requirement. This bulletin summarizes the performance standards changes and transmits the final OMB-approved reporting forms and instructions for PY 1991-92. Final Performance Standards and Reporting Instructions. The following summarizes the performance measures and significant reporting and planning line item changes from the September 1983 (and revised March 1984) reporting instructions for each form. A. Performance Standards 1. Optional Selection of Measures There will be three performance measures to assess grantee performance for the next two program years. In addition to the entered employment rate (EER) and the positive termination rate (PTR), a new measure of employability enhancements has been added. At the end of the program year grantees will need to meet the standards for two.of the three measures to be successful in their performance standards. Grantees serving more job ready participants and/or located in favorable labor markets will most likely be more successful with the current two measures. Those grantees with less skilled participants and/or located on reservations with limited job opportunities may be more successful with the new measure of employability enhancements and the positive termination rate. 2. New Measure of Employability Enhancements This new measure reflects a-more complete count of those participants who have enhanced their job-specific skills or made learning gains as a result of program participation. Unlike the previous measure of positive termination, this new performance measure excludes job placements to assess more directly how well the grantee is able to address the skill needs of its clients. Use of this measure in combination with other performance indicators will encourage grantees to better prepare their participants for advanced training, education and more stable employment. 3. Elimination of Cost Measure To encourage more intensive services to hard-to-serve clients, cost measures have been eliminated as performance indicators across JTPA programs. However, INA grantees are advised that an upper limit--an average grantee cost of $4,000 per participant has been set for purposes of planning review and program monitoring. Grantees exceeding this limit will need to justify why its services require higher per participant expenditures. 4. Clarification of Entered Employment Rate Calculation An alternative method of computing the entered employment rate was proposed during the summer training sessions that would hold grantees harmless in the EER calculation for those participants leaving the program who had attained only enhancements. Because the Department is allowing grantees to meet the two measures which best reflect their program design, it does not seem necessary to further change the EER computation to accommodate those in enhancement programs. Therefore, the current formula for computing the EER will be retained for two more years (PY 1991 and 1992) while the new optional performance measures selection is being assessed. B. Instructional changes for each form 1. Budget Information Summary (BIS) - Form 8600 Tryout Employment has been combined with On-the-Job Training. 2. Program Planning-Summary (PPS) - Form 8601 Added two new termination categories: adult/youth Employability Enhancement (EEN) outcomes that occur with or without a job placement. Tryout Employment h as been combined with On-the-Job Training. Revised significant terminee characteristics to highlight the newly added barriers to employment. 3. Financial Status Report (FSR) - Form 8602 Tryout Employment has been combined with on-the-Job Training. 4. Program Status Summary (PSS) - Form 8603 Added two new termination categories: adult/youth Employability Enhancement outcomes that occur in combination with or without a job placement. Classroom Training has been separated into two training areas: Basic Education and Job Skills. Tryout Employment has been combined with on-the-Job Training. Added a new category of program activity which includes Training Assistance and/or Supportive Services ONLY. 5. Annual Status Report (ASR) - Form 8604 Added two termination categories: adult/youth Employability Enhancement outcomes that occur in combination with or without a job placement. Revised age groupings. Combined direct and indirect placements into one line item. Added Post High School attendee. Expanded barriers to employment to include separate reporting for the following line items: Reading Skills Below the 7th Grade Level; JOBS Program Participant; and Multiple Barriers to Employment (reporting the number of participants with at least three of the twelve barriers). Added two veterans categories. Added two new categories of training duration. The first, Average Weeks in All (Specific) Training, includes all training received including training from Non-Section 401 sources, and.the second, Average Weeks in Section 401 Training, includes Section 401 training ONLY. Note: For the purpose of these items training is redefined to focus on types of training that will directly lead to basic/occupational skills acquisition and differs from the training definition used for financial reporting. Added a new section that shows the Total Funds Available, including a breakout that distinguishes between unexpended funds carried over from the preceding year and the new grant award for the current program year. General. In addition to the above mentioned changes, there have been many definitional and editorial changes to the instructions that have clarified them significantly. While the above mentioned changes refer primarily to reporting of line items, grantees are advised that some of the column headings have been changed to obtain new data or data previously reported on other lines or columns in the old reporting forms. Action. Grantees should carefully read these final instructions and familiarize themselves with the new reporting requirements before submitting any of the required reports on the attached final forms to the national office. Technical assistance on the new reporting requirements will be provided at the Program Year 1991 Training Seminar announced in DINAP Bulletin 91-18. Inquiries. Contact your DINAP Federal Representative.

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