BRG Update

1
Recipient Reporting Requirements Section
1512 August 19th at 330pm E.S.T.
2
Webinar Platform Participant View
Full Screen
3
Submitting Questions

• To submit a question or comment, type the
  question in the text field and click the arrow
  button.
• Please enter the name to whom the question is
  directed.
• Your name, the text Submitted Question, and
  your question will appear in red on your screen,
  indicating successful submission.
• Questions are directly transmitted to
  presentersno other participants will see your
  questions.

Text Field
Gary, where can I find todays PPT?
Arrow Button
4
Practice
In the Chat Room, please type the name of your
organization, your location, and how many people
are attending with you today.
5
Access to Webinar Resources
WEBINAR RESOURCES Recordings and transcripts
are available within 2 business days after the
event.
Email Password
6
Featured Speakers

• Presenters
• Judi Fisher, Division Chief, Office of Grants and
  Contract Management, Division of Policy, Review
  and Resolution
• Nancy Williams, Team Leader, Office of Grants and
  Contract Management, Division of Policy, Review
  and Resolution

7
Introduction

• Purpose
• To discuss the reporting requirements in Section
  1512 of the Recovery Act.
• TEGL No.1-09 dated Aug.14, 2009
• Webinar topics to include
• Prime Recipient and Sub-recipient
  Responsibilities
• Required Data Elements
• Reporting Timeline
• Data Quality Review
• Job Creation Requirements
• OMBs central electronic reporting system

8
What is required?

• Section 1512 recipient reports required by the
  Recovery Act of 2009
• OMB managed web-based reporting system
• Detailed information about funds received,
  projects and activities funded with Recovery Act
  
• Cumulative data from inception of grant award
• Separate from ETA 9130 financial report and other
  required program reports.
• Implementing guidance- June 22, 2009 (OMB
  M-09-21)
• Same reporting requirements apply to Recovery Act
  grants from all Federal agencies.

9
What ETA Programs are Covered?

• Employment Service/Wagner-Peyser Funded
  Activities 17.207
• Senior Community Service Employment Program
  17.235
• WIA Adult Program 17.258
• WIA Youth Activities 17.259
• WIA Dislocated Workers 17.260
• National Emergency Grants - Health Coverage
  Assistance 17.276
• Native American Employment and Training 17.265
• YouthBuild 17.274
• Competitive Grants for Worker Training and
  Placement in High Growth and Emerging Industry
  Sectors 17.275

10
Who Must Submit Reports?

• All Prime Recipients (a.k.a. direct grant
  recipients)
• Receiving Recovery Act funds.
• Ultimately responsible for all required data
• May delegate to sub-recipients reporting of
  sub-recipient data
• Delegated Sub-recipients

11
What Information Does The Report Provide?

• Total amount of Recovery Act funds received and
  of that, the amount spent on projects and
  activities
• A list of projects and activities funded by name
  to include
• Description
• Completion status
• Estimates on jobs created or retained
• Details on sub-awards
• Payments to vendors 25,000 or more

12
Prime Recipient Required Data Elements Per TEGL
1-09

• Award type, date, description, and amount
• Amount of Federal Recovery Act funds expended to
  projects/activities
• Activity code and description
• Project description and status
• Job creation narrative and number
• Infrastructure expenditures and rationale, if
  applicable
• Recipient primary place of performance
• Recipient area of benefit
• Recipient officer names and compensation (Top 5)
• Total number and amount of small sub-awards less
  than 25,000

• Federal Funding Agency Name
• Award identification
• Recipient D-U-N-S
• Parent D-U-N-S
• Recipient CCR information
• CFDA number, if applicable
• Recipient account number
• Project/grant period

13
Prime Recipient Required Data Elements

• Recipient Reporting Data Model Quarter Ending
  Sept 30, 2009
• Funding Federal Agency Code, Name
• Awarding Agency Code, Name
• Program Source (TAS)
• Award Number
• Order Number
• Recipient D-U-N-S
• Parent D-U-N-S

• Recipient Type
• CFDA Number
• Government Contracting Office Code, Name
• Recipient Legal Name/Recipient DBA Name
• Recipient Address, City, State, Zip Code
• Recipient Congressional District
• Recipient Account Number
• Final Report
• Award type, date, description, and amount
• Project Name/Program Title

14
Data Elements Cont

• Total Infrastructure Expenditure and Purpose
• Infrastructure Contact Name, Address, City,
  State, Zip Code, Email, Phone
• Primary Place of Performance, Address, City,
  State County, Zip Code, Congressional District
• Prime Recipient indication of reporting
  applicability
• Prime Recipient Top 5 compensated Name
• Total Number and Amount of Sub-awards to
  individuals
• Total Number and Amount of Payments to vendors
  lt25,000/award
• Total Number and Amount of Sub-awards
  lt25,000/award

• Quarterly Activities/ Project Description
• Project Status
• Activity Code
• Number of Jobs Created/Retained
• Description of Jobs Created
• Award Amount
• Total Federal ARRA Funds Received/Invoiced
• Total ARRA Expenditure

15
Aggregate Reporting

• Sub-awards less than 25,000
• Sub-awards to individuals
• Payments to vendors less than 25,000

16
Sub-Recipient Required Data Elements Per TEGL 1-09

• Sub-recipient D-U-N-S
• Sub-recipient CCR information
• Sub-recipient type
• Amount received by sub-recipient
• Amount awarded to sub-recipient
• Sub-award date
• Sub-award period
• Sub-recipient place of performance
• Sub-recipient area of benefit
• Sub-recipient officer names and compensation (Top
  5)
• Prime recipient reports unless delegated to
  sub-recipient

17
Sub-Recipient Required Data Elements

• Recipient Reporting Data Model Quarter Ending
  Sept 30, 2009
• Sub-recipient Name, Address, City, State, Zip
  Code, County
• Sub-recipient Congressional District
• Sub-recipient type
• Amount of Sub-award
• Total Funds Disbursed
• Sub-award date
• Sub-recipient place of performance
• Sub-recipient officer names and compensation (Top
  5)

18
Vendor Required Data Elements

• Prime Recipient Data
• Payments greater than 25,000
• D-U-N-S or Name and zip code of Headquarters
• Expenditure amount
• Expenditure description
• Sub-Recipient Data
• D-U-N-S or Name and zip code of Headquarters
• Prime recipient reports unless delegated to
  sub-recipient

19
When Must Reports Be Submitted?

• Quarterly within 10 days after the end of each
  reporting quarter.
• Initial reports are due October 10.
• Cumulative from inception of grant award
  (including funding and activity for quarter
  ending June 30, 2009)
• Must maintain data for quarter ending June 30,
  2009

20
How Will Recipients Report?

• REGISTER
• Online at www.FederalReporting.gov
• Must be registered with CCR and have a DUNs
  number
• Before end of Quarter
• Recommend 35 days prior to the end of the quarter
• Registration opened August 17, 2009
• REPORT
• www.FederalReporting.gov is the centralized
  location for all ARRA Section 1512 recipient
  reporting

21
Caution!

• No waivers to reporting requirements will be
  granted
• Non-compliance will be treated as a violation of
  the award agreement
• Sanctions could apply
• Information reported will be posted for public
  view at www.Recovery.gov

22
Reporting and Review Timeline

• REPORT
• Days 1-10, Reports Submitted Online at
  www.FederalReporting.gov
• REVIEW (Comment Period)
• Days 11-21, Prime Recipient Review/Revision
• Ensure complete and accurate information
• Coordinate any corrections with sub-recipients
• Days 22-29, Federal Agency review and comment
• Notifies recipient of errors through
  www.FederalReporting.gov
• Notification unlocks report for corrections
• Corrections must be made by the 29th day after
  quarter ends
• RELEASE
• Days 11-29, reported information will be posted
  to www.Recovery.gov
• Final Reports available Day 30 at www.Recovery.gov

23
In-bound Recipient Reporting (FederalReporting.go
v) Timeline and Activities
24
Managing the Reporting Process

• Prime recipients are required to
• Collect and maintain all relevant information
• Be responsive to section 1512 of the Recovery Act
• Design and implement a reporting process
• Ensure data accuracy and consistency
• Prime recipients that delegate to sub-recipients
  must ensure that they
• Clearly communicate coordinated reporting
• Prevent reporting on same activity by prime and
  sub-recipients
• Maintain updated inventory of sub-recipient
  delegations
• Cross-check data records to ensure no double
  counting

25
Who is Responsible for Data Quality?

• Prime Recipients
• Owns recipient and sub-recipient data
• Sub-recipients
• Owns sub-recipient data
• Federal Agency
• Provides advice/programmatic assistance
• Performs limited data quality review
• Oversight Authorities (Recovery Board, OMB)
• Establish data quality expectations
• Establish data and technical standards
• Coordinate any centralized reviews

26
Scope of Data Quality Reviews

• Accuracy, Completeness and Timely Reporting
• Avoidance of two key data issues
• Material Omissions
• required data is not reported
• reported information is not responsive to data
  requests
• public is not fully informed on Recovery Act
  projects or activities
• Significant Reporting Errors
• required data is not reported accurately
• public misled or confused by the recipient report
  

27
Suggested Internal Controls Approaches

• Establish internal controls to ensure accuracy,
  completeness and timely reporting
• Establish control totals
• Establish an estimated distribution chart to help
  identify outliers
• Establish data review protocol
• Establish procedures for cross-validation of data
• Determine method for detecting/correcting
  material omissions

28
Data Quality Process

• Federal Agencies are required to
• evaluate recipient and sub-recipient data
• identify and resolve material omission or
  significant error issues
• identify and resolve issues when
• Recipients demonstrate systemic or chronic
  reporting problems
• Sub-recipients demonstrate systemic or chronic
  reporting problems
• Recipients demonstrate systemic or chronic
  deficiencies in reviewing and identifying
  sub-recipient data quality issues

29
Data Quality Process

• Final Report will be classified by Federal Agency
  as
• Not Reviewed by Agency
• Reviewed by Agency with no material omissions or
  significant reporting errors
• Reviewed by Agency with material omissions or
  significant reporting errors identified

30
Jobs Creation

• All jobs directly created or retained from ARRA
  in projects or activities
• Collect specific data from sub-recipients and
  vendors to determine jobs created and retained
• Report as two separate fields
• a numeric field of combined total of jobs
  directly added or retained
• Narrative
• Use of Statistical Model
• OMB allows only with approval
• ETA has not approved - requires full data
  collection and reporting
• Jobs are reported cumulatively

31
Jobs Creation or Retained

• What is counted?
• New position created and filled
• Existing unfilled position filled
• Existing position retained
• Cannot be counted as both created and retained
• What is NOT counted?
• SCSEP

32
Estimates of Job Impact

• To report jobs, prime recipients are required to
• Translate full/part time employees into
  full-time equivalents, or FTEs. 
• Calculate FTEs by adding the total hours worked
  in the quarter, and dividing by the total hours
  in a full-time schedule.
• Additional guidance on reporting jobs created and
  retained is provided at
• OMB Memo 09-21
• ETA TEGL 09-01

33
References and Resources

• References
• www.whitehouse.gov/omb/memoranda/
• OMB Memo 09-21
• Supplemental Recipient Reporting Data Model
• www.doleta.gov/directives/
• TEGL 1-09
• Resources
• www.whitehouse.gov/recovery/WebinarTrainingMateria
  ls/
• Series of OMB Webinars on ARRA 1512 Reporting

34
ETA Technical Assistance

• Ongoing from ETA
• Contact your FPO
• Questions can be submitted to ETA mailbox at
• 1512.reports_at_dol.gov
• Responses provided individually
• FAQs posted on ETA Recovery Act website
• www.doleta.gov/recovery
• Additional webinars
• Beginning in September 2009
• Sept. 14th (save the date)

35
Question and Answer Period
Please enter your questions into the Chat Room!
36
Share Your Ideas with Your Peers!
Share your demand-driven strategic plans,
models, innovations, resources, and ideas!
Submit your content to Workforce3 One
atsubmissions_at_workforce3one.org
37
Access to Webinar Resources
WEBINAR RESOURCES Recordings and transcripts
are available within 2 business days after the
event.
Email Password
38
Stay Informed, Get Connected!

• Workforce3 One
• Communities of Practice
• Recovery Clearinghouse
• Live and Archived Webinars
• Podcasts
• Monthly Newsletters
• Over 2000 User-Generated Resources!

• For more information about the Workforce
  Investment System
• Visit www.careeronestop.org
• Call 1-877-US2-JOBS

39
THANKS!
www.workforce3one.org