Senior Service America, Inc. (SSAI)

“PY2013 PPP” Webinar

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Senior Service America, Inc. (SSAI)

“PY2013 Project Performance Plan (PPP) Webinar”

July 17, 2013

2:00 p.m.

Webinar Details

Today’s Presenters (alpha order): Joe Gallagher and Chris Garland

Webinar Length 1 hour and 30 minutes from 2:00 – 3:30 p.m. Eastern Daylight Time

We may finish early if not all time is needed

Agenda

Welcome Review PY2013 SCSEP Goals Focus of Today’s Webinar Look Back to PY2011 to Present Q&A Review Enhancements to PY2013 PPP

Webtool PY2013 PPP Reminders Q&A PPP & CIP Process Key Dates Program Officer PPP & CIP Assignments Adjourn

PY2013 SSAI SCSEP Goals

SSAI Goal

1.Service Level/Enrollment 160%

2.Most-in-Need 2.5

3.Community Service Hours 80%

4.Entered Employment 33%

5.Unsubsidized Placement 31%

6.Retention 65%

7.Average Earnings $7,200

8.Spend 100% of your PW funds by June 30, 2014

Focus of Today’s Webinar

Managing the Four Dimensions of the PPP

Unsubsidized Placements (1)

Time (2)

Participant Wage Funds (3)

Service level/enrollment (4)

Time

Characteristics of PY2011

Goal attainment was secondary to managing your participant wage (PW) funding in light of the dramatic funding cuts

SSAI asked you to focus on using the PPP tool well

Focused on spending your PW funding by June 30th without overspending and SSAI allowed subgrantees to adjust participant hours as needed

Characteristics of PY2012…

SSAI’s focus on Performance Goals was back

Last year was a capacity building year for subgrantees, and SSAI asked you to focus on meeting your unsubsidized placement goal

PY2012 unsubsidized placement goal was modest – your PY2011 achievement plus 10%

Dusted off your PPP 3D management skills

Characteristics of PY2012

SSAI used PY2012 to kick-off “Target 2016”, our long-term, multi-year strategy to improve performance, especially unsubsidized placement

We told you back in September 2012 that SSAI needed to improve unsubsidized placement across our network because:

We firmly believe that many participants want jobs to be more self-sufficient

We want to be in a different place in terms of performance for the next National SCSEP Grantee Competition

Unsubsidized jobs contribute to the long-term viability of SCSEP; keeps SCSEP story strong

PY2013 Improving performance particularly in the

areas of unsubsidized placement, service level and MIN (using the tools of the Continuous Improvement Plan (CIP) and link to PPP) are the focuses this year

Reminder: unsubsidized placement and enrollment goals are minimums driven by your PPP and what needs to happen with your PW funds in your PPP

Each subgrantee needs to achieve at least 85% of their goals by June 30, 2014 in order to not have a CIP in PY2014

Questions?

Raise Your Hand to Confer by Phone or Send Us a

Note

Let’s look at some examples in the PY2013 PPP Webtool

PY2013 PPP Terminology

The first PPP you submit is your “Pending Approval Plan” – will stay “pending” until SSAI approves it

After SSAI staff review and approve the “Pending Approval PPP”, its name will change to “Approved Plan”

If SSAI staff do not approve “Pending Approval Plan”, Program Officers will convert it back to a draft PPP so you review and update as needed

Subsequent PPP updates will be called “Updated Approved Plans”

“Provisional PPP” – is the label for a PPP in instances where your activities deviate from Approved PPP targets. We do not expect to see Provisional PPPs until later in the year and they are subject to negotiation with SSAI

PY2013 PPP Tool Changes

While your “Pending Approval Plan” is under SSAI staff review, you cannot make changes or create new PPPs

An automatic check will run when you submit your “Pending Approval PPP” and each time an Approved Plan is updated.

A dialogue box will appear and ask you questions about your PPP, if applicable. The questions are based on SSAI’s PPP criteria.

Approved PPPs and Updated Approved PPPs will be saved “as is” or “frozen” so you will be able to look back at prior PPPs

PY2013 PPP Tool Reminders

12 month PW budget from Sponsor Agreement inserted; reminder –

Today, July 17th is deadline to return your PY2013 Sponsor Agreement, including budget proposal, to SSAI

If you entered all of your PY2012 data by the July 10th deadline, your carry-over number will be accurate in your PPP

If you know of any changes to your agency’s payroll schedule from PY2012 to PY2013, please contact Joe Gallagher promptly

More PPP Tool Reminders

Hours per pay period will be set as follows:

At less than 20 hours per week if that is what your participants were working in the last pay period of PY2012

Set at 20 hours per week for any subgrantees paying more than 20 hours per week in last pay period of PY2012

SSAI Policy – subgrantees must get prior approval from SSAI before increasing or decreasing any participant hours

More PPP Tool Reminders

Early action in Q1 and Q21 (exits or enrollments) have a big impact on your PW funds

For example, sooner a participant exits into an unsubsidized job, more participant wage funds saved

Be sure to include/reflect durational limit exits in your PPP

To help you be successful, Program Officers will be on lookout to see if your PPP shows you will need to enroll a great deal to replace DL exits and will help you prepare for needed enrollment

Durational Limit Exit Reminder

Per SSAI Policy, project staff must work with participants on their Transition Assessment and IEP 12 months before the participant’s four year individual durational limit exit date

SSAI will be providing additional training and clarity on this requirement in PY2013

Questions?

Raise Your Hand to Confer by Phone or Send Us a

Note

PPP & CIP Process

PY2013 PPP tool will be ready on Tuesday, July 23rd

Every SSAI subgrantee must complete PY2013 PPP by Monday, July 29th

If you were notified by SSAI that you must also complete a CIP for PY2013, that is also due by July 29th

CIP notification emails were sent on July 13, 2013

If you missed SSAI’s CIP webinar on June 19, 2013, we

encourage you to view the webinar recording that is

archived and available on the SSAI Partners’ Page

More PPP & CIP Process

SSAI Program Officers will review both the CIP and PPPs and contact you if they have questions or feedback

There will be back and forth

Track One - SSAI will approve

Track Two - if SSAI still has concerns about your PPP and/or CIP, we will arrange a conference call with your Executive Director and you so Executive Leadership can be engaged in dialogue to help improve program performance

If your PPP indicates you will be enrolling:

Prioritize your waiting list by applicants’ priority of service characteristics

Begin promoting SCSEP program and vacancies in your community

Enroll per guidance from your PPP (when time is right)

SSAI Enrollment Services Sample flyers (partners’ page of our website)

Diverse technical assistance on outreach and enrollment strategies

Help with understanding how to prioritize your wait list based on the priority of service characteristics of your participants

Assistance with questions regarding income eligibility

Understanding when you need to enroll based on your PPP

Be sure to list your outreach action steps in your Service Level CIP (if applicable)

SSAI Unsubsidized Placement Services

Critique reassessments/IEPs and assist with revisions; identify action steps and community service goals

Review, evaluate and revise participant resumes

Assistance with assessing job readiness of participants

Consulting on how to establish job clubs; provide discussion topics and activities for meetings

Performing mock interviews

SSAI Unsubsidized Placement Services

Develop employer outreach strategies

Conduct training sessions/webinars for staff or participants

Access labor market information to identify potential employers

Facilitate host agency meetings or present at external meetings regarding the SCSEP program

Be sure to list your unsubsidized placement (UP) action steps in your UP CIP (if applicable)

Key Dates PY2013 PPP will be available on

Tuesday, July 23rd

You need to complete and save a new PPP by Monday, July 29th

The PPP includes your SPARQ data – we do regular data uploads

Per the SSAI’s grant with DOL and the Sponsor Agreement, current policy is that you must enter the data from the SSAI SPARQ forms (Participant, Community Service, Exit and Unsubsidized Exit Forms) into SPARQ within 5 business days of their completion.

Program Officer Assignments for

PPP and CIPFront End Support (FES) Program Officer for PPP

States

Lisa Le NY, OH, PA, TN, and TX

Constance Todd AL, CA, IA, IL, IN and WI

Joshua Wadsworth MA, MD, MN, MS and NC

Field Support (FS) Program Officers

States

Rita Monroy AL, CA, IN, NC, OH and TXJanet Ray IL, MD, MN, PA, TN and WIDonna Satterthwaite (for Glendale Johnson)

IA, MA, MS and NY

Questions?

Raise Your Hand to Confer by Phone or Send Us a

Note

Thank you for attending today’s webinar

If you have questions after the webinar, please contact the Front End Support Team at 301-578-8989 or by email at scsephelp@ssa-i.org

We will send email notifying you when today’s webinar recording is available for viewing

The PY2013 PPP webtool will be “live” on Tuesday, July 23rd and your new PPP is due on Monday, July 29th