FORTIFYING HIGH PERFORMANCE :

IMPROVING REPORTING AND DATA COLLECTION OF

POSITIVE EXITS

PRESENTERS:RIAN HOWARD

POSTELL CARTERDONNA SATTERTHWAITE

Timing & Quality of Follow-ups

• What triggers a follow-up? • When do you do it? • Who does it? • Who do you follow-up with? • What do you want to know? • How will you elicit the

information? • Do you have any alternatives? • What will you do with this

information?

What triggers a follow-up?

Policy 500.G

Once a participant exits the SCSEP program for unsubsidized employment, the project sponsor must carry out follow-up activities at least three different times to ensure that the performance measures of entered employment, retention and average earnings are appropriately credited.

Follow Up

Captures Performance for

Activity

Period Covere

d

Reporting

Period Covered

SuggestedScheduled Follow –Up

date

1* Entered Employme

nt

1st quarter

after exit

1st quarter

after exit quarter

1st day of 1st quarter after exit quarter

2* Retention and

Earnings

2nd and 3rd

quarter after exit

quarter

4th quarter

after exit quarter

1st day of 4th quarter after exit quarter.

3 Retention at 1 Year

4th quarter

after exit

quarter

4th quarter

after exit quarter

1st day of 4th quarter after exit quarter.

Three Follow Ups

*Can enter Follow up 1 & 2 info when doing Follow up 3

Follow-up #1 focuses on the entered employment rate and employer customer satisfaction.

Can be entered in the first quarter after exit

Verification of any wages received in the first quarter after exit

After a participant has officially entered employment, complete the first follow-up using the SCSEP Unsubsidized Employment Form and entering the data into SPARQ.

Follow-Up 1 Credit for Entered Employment

Follow-up #1: What data do you need to collect?

26. *90-day date _______________________________ (MM/DD/YYYY) 27. Has the participant returned to program within the first 90 days after exit? Yes No 27a. Has the participant re-enrolled in SCSEP within the first 90 days after exit? Yes No 28. Follow-up 1:

a. * Scheduled date:_______ (MM/DD/YYYY)

b. Completed date: _______ (MM/DD/YYYY)

c. Any wages for first quarter after exit quarter? Please also indicate method of verification

1. No wages2. Yes, supplemental through case management, participant survey, and/or

verification with the employer 3. Unable to obtain information4. Excluded (Check Reason)

* No data entry in SPARQ. Field is system-generated.

28c. vi DV TIP:Self-attest form, secure pay stubs, written statement of earnings from employer, or detailed case notes to validate.

Unsub Employment Form

Self-Attestation for Any Wages

Follow-up #2 focuses on both retention and earnings.

Only entered if there was a successful Follow-up 1 meaning participant was working in first quarter after exit

Can be entered in the fourth quarter after exit

Verification of wages received and total amount of earnings for both the second and third quarters after exit, respectively

This second follow-up should be completed using the SCSEP Unsubsidized Employment Form and entering the data into SPARQ.

Follow-Up 2 – Credit for Retention and Average Earnings Performance Measures

Data for Follow-up #2

29.a. *Scheduled date: _______________________________ (MM/DD/YYYY)

b. Completed date: _______________________________ (MM/DD/YYYY) c. Any wages for second quarter after exit quarter? Please also indicate method of verification:

1. No wages 2. Yes, supplemental through case management, participant survey, and/or

verification with the employer 3. Unable to obtain information 4. Excluded (Check Reason)

d. If yes, earnings for second quarter after exit quarter $_______

29c. vi DV TIP:Self-attest form or secure pay stubs, written statement of earnings from employer, or detailed case notes to validate.

29d. DV TIP:Earnings information must come from pay stubs, or a written statement from the employer, or case notes based on information from the employer..

Unsub Employment Form

Self-Attestation for Any Wages

Data for Follow-up #2 (cont’d)

29 e. Any wages for third quarter after exit quarter? Please indicate method of verification1. No wages2. Yes, supplemental through case management, participant survey,

and/or verification with the employer 3. vii. Unable to obtain information4. viii. Excluded (Check Reason)

29e. vi DV TIP:Self-attest or secure pay stubs, written statement of earnings from employer, or detailed case notes to validate.

i.

f. If yes, earnings for third quarter after exit quarter $____________________

29f. DV TIP:Earnings information must come from pay stubs, or a written statement from the employer, or case notes based on information from the employer.

Follow-up #3 focuses on retention of unsubsidized employment at one year after program exit.

Only completed if there was a successful Follow-up 2 (wages received in both second and third quarters after exit)

Can be entered in the fourth quarter after exit

Verification of any wages received in the fourth quarter after exit

As with the previous two follow-ups, project sponsors need to use the SCSEP Unsubsidized Employment Form and then enter the data into SPARQ.

Follow-Up 3 – Additional Indicator of Retention at One Year

Follow-up #3: What data do you need to collect?

30. Follow-up 3:

a. * Scheduled date:_______ (MM/DD/YYYY)

b. Completed date: _______ (MM/DD/YYYY)

c. Any wages for fourth quarter after exit quarter? Please also indicate method of verification

1. No wages2. Yes, supplemental through case management, participant survey,

and/or verification with the employer 3. Unable to obtain information4. Excluded (Check Reason)

* No data entry in SPARQ. Field is system-generated.

Unsub Employment Form

Self-Attestation for Any Wages

30c. vi DV TIP:Self-attest or secure pay stubs, written statement of earnings from employer, or detailed case notes to validate.

SPARQ Follow-up Reports

SPARQ Follow-up Reports

Pending Follow-ups Sorted alphabetically by the participant’s name

Pending Follow-ups, Displayed by Quarter (recommended view) Grouped by follow-up scheduled date, then

alphabetically by the participant’s name

SPARQ Follow-up Reports

Report Output Options: Print report from SPARQ Export report into Excel

Tip – How often? Check your follow-up report monthly

Entering Follow-up Information

One of the best ways to indicate to the Department of Labor the value of SCSEP to older, low income adults

Retention in employment

Retention says• The Participant’s goals and

work values were in alignment• A strong fit existed between

skills/abilities, work interests and the requirements of the job• Participant’s needs were being

met• You’ve solved an employer’s

problem

Follow-Ups Summary Recorded on Unsubsidized Employment Form/SPARQ

Placement Page Required for all participants who exit into

Unsubsidized Employment Follow-Up for participants who exit for Other Reasons

may help capture Entered Employment/Employed After Exit

Follow-up a must if you want your project to get credit for unsubsidized employment in performance measures

Stay up to date on who needs a follow up - Review SPARQ “Pending Follow-up” and “Started Employment but not yet achieved Entered Employment” management reports to ensure timely follow-up and no rejected records

At orientation of participants, discuss the purpose of follow ups once they later find unsubsidized employment

Get an authorization for release of information form signed

Ensure you have the correct employer information in SPARQ for future follow up.

Follow Up Practices to Improve Results

Do a site visit to conduct the follow up, especially for the first follow up

Tell participant that it is not only about getting this data, but this it is an opportunity to check in and find out if you can assist them with supportive services that help ensure their success

Review the process again when a participant is deemed job ready

Include on agenda at participant and host agency supervisor meetings.

Follow Up Practices to Improve Results

Follow Up Practices to Improve Results

Send a letter of congratulations to the participant when they are hired

Send a letter of congratulations when a participant is hired to the host agency or for profit employer supervisor

Touch base with participant every 7-10 days in the first 30 days to ensure a placement after 30 days

Again at two or three months to ensure six months retention

When calling, ask the SCSEP Alumni if there are any job leads, too!

When calling or visiting the SCSEP employer, continue to promote goodwill and query for future job prospects

Ask the employer if there is anything you can do to help with the participants’ success (include this as one reason in the congratulatory letter for following up)

When doing a follow up with the employer, let them know when you will be following up again and send them an email

Consider making the next follow up appointment during your current follow up call.

Follow Up Practices to improve results

Difference between SCSEP Performance and Data Validation

Data in SPARQ is what counts for performance

Data Integrity remains important – Input what is true

Case Note – Get enough true/accurate information to satisfy performance…though you could possibly fail Data Validation if you miss something.

Due Dates for PY14 Close

Next Steps: Deadline to enter all PY2014 Data is Wednesday,

September 23, 2015 IS team will follow-up by COB on September 28th

DOL SPARQ close on PY2014 – September 30th

Postell and Chris need this, please.