Program and Compliance Management V I R T U A L L Y Workshop: Top Ten Ways to Fail Performance Measures
Welcome! **Ed Bowman and Shonna Majors** Region 2 Performance Team
Objective To focus on ways to effectively manage performance measures in your state.
“Top Ten” • DO NOT train your staff! They are smart people. Let them figure it out! • DO NOT ENTER DATA INTO THE MIS SYSTEM! It’s a time waster. • Adopt the motto: “Service Delivery: Where One Size Always Fits All” • What does EER, ERR, EFL mean again? • DO NOT monitor your programs thoroughly. Just use your checklist. No one is looking anyway, right?
“Top Ten” (2) • Chant “All Hail Wage Records” repeatedly! • Continue to believe that a CNA and CDL are the only reportable credentials • Remember that diplomas are only awarded in May and June • DV = Date Vegans NOT Data Validation • Bookmark ILoveHARDExits.com and follow it like a religion
Ten Ways to Fail Performance Measures Failure to build staff capacity: • All Front-line Staff • Training Providers/Demand Occupations • State & Local Policy decision makers
Ten Ways to Fail Performance Measures Data Management MIS/VOS: • Failure to have adequate MIS/VOS tracking systems. • Review Ad Hoc/Quarterly/Annual reports. • Failure to manage outcomes in real time.
Ten Ways to Fail Performance Measures Service Delivery & Systems Design Flaws: • Failure to modify service mix and systems design. • Failure to adjust to economic climate. • Failure to conduct adequate follow-up. • Failure to monitor and adjust program design.
Front Line Staff: Maintain Professional and trained staff. Keep ALL Staff informed of Measures, Outcomes and Changes in Guidance. Monitor Data Entry for Errors (DEV). Coordinate/Collaborate with Partner Agencies. Failure to build staff capacity
Failure to build staff capacity (2) Training Providers /Demand Occupations: • Develop training for high growth/high demand occupations. • Assess local areas to ensure that training is meeting the needs of employers. • Encourage Business Service Units to use LMI data. • Training Providers should be encouraged to track job placement outcomes.
Failure to build staff capacity (3) Policy/decision makers (State & Partners): • Ensure that decision makers are kept well informed so that decisions don’t negatively impact performance. • Data should be reviewed regularly to inform policy and procedure and trouble shoot “issues”.
Data Management -MIS/VOS Rely solely on State Data: • Many Local Areas have “their own” systems and not reporting to the state’s system of record. • Local Areas have little to no focus on measures to effectively manage program. • State’s primary focus on Federal Reports.
Data Management MIS/VOS (2) Failure to manage outcomes in real time: Agencies failed to measure real-time outcomes • Number job placements • Number of participants served • Volume of participant services and activities Agencies also failed to establish proxy measures and alternative means to tracking ETA’s goals and lost focus on how to manage their programs on a day-by-day basis.
Service Delivery & Systems Design Failure to modify service mix and systems design: • Many States and local areas continue to operate programs in the JTPA mode. • Enacting the same policies and serving the same clients (Crème de le Crème) • Proving the same training using same contracted training providers
Service Delivery & Systems Design (2) Failure to adjust to economic climate: • Local Areas did not make adjustment for changes in the economic climate. As industries were diminishing, LWIAs continue training in diminishing occupational areas. • Local Areas also failed to align training with demand occupations in the LWIA.
Service Delivery & Systems Design (3) Failure to conduct adequate follow-up: • Many performance failures were directly attributed to the lack of follow-up both via case manager and electronic tracking. • Youth measures and credential measures failed because of inadequate follow-up services.
Service Delivery & Systems Design (4) Failure to monitor and adjust program outcomes: • Many State and Local Areas failed to adjust to the WIA system of Service delivery. • Many programs operated under outdated contracts and boiler plates unrelated to existing performance goals
State Planning Failure to have adequate Partner input to State Plans: • Many states do not include their local areas. • There is little collaboration between Workforce Partners (TANF, CBOs & FBOs). • Make everyone aware of the performance goals for the Program Year!
BEYOND ETA’s PERFORMANCE MEASURES: Develop and establish measures to assist with the day-to day operation of the One Stop: Measure: • One Stop daily/weekly or monthly Activity • Quality partner referrals and placements • Employer contacts/job orders • Partner agency activity/outcomes • Case Manager Activity – CASE NOTES & Services • Customer Satisfaction of Services Rendered
Challenges • System/Program Integration • Dual Enrollments & Shared Outcomes • Partner Programs & Referral • System Exits • Decreased funding • Participant Retention • Data Reporting