ojt/neg project training power point presentation
TRANSCRIPT
On-the-Job Training National Emergency Grant Project
(OJT/NEG Project)
Training
2Training Agenda
9:30am – 9:45am Introductions
9:45am – 10:30am OJT/NEG Project Overview
10:40am – 12:30pm OJT Forms
12:30pm – 1:30pm Lunch
1:30pm – 2:30pm Training Plan Development
2:40pm – 3:30pm OJT in MOSES Overview
3:30pm – 4:00pm Closing / Wrap-up
3Introductions
Introduction to the training Name Tents (name on front and back) Folders (contents double-sided)
OJT/NEG Project Training powerpoint presentation OJT/NEG Project Policy (MassWorkforce Issuance No. 10-92) OJT/NEG Project Forms (Attachments A, D-N) Employer Eligibility Checklist Guide OJT/NEG Project Q&A OJT/NEG Project MOSES powerpoint presentation Helpful Tips for a Successful OJT Job Zone Training Time Conversion Chart Training Plan Examples Training Evaluation
Parking Lot Feedback encouraged
4Introductions (cont’d)
Getting to Know You: Name Affiliation Title Experience with OJT Objective for training
5OJT/NEG Project Overview
OJT/NEG ProjectEmployer Reimbursement
Sliding Scale (50 – 90%) based on employer size
Participant Eligibility
Dislocated worker Long-term unemployed
(22 weeks or longer) 1/1/08 Separation date
Employer Eligibility
ARRA requirements No public sector entities
WIA requirementsTraining Length
4 week minimum 26 week maximum
OJT Position Full-time, non-seasonalVoucher Amount
$3300 (NEG voucher)$1500 (RR voucher)
MassWorkforce Issuance Policy
#10-92#00-41 (revision in process)
6OJT/NEG Project Overview
Reimbursement is based on Employer size at the OJT training site:
1 to 50 employees -- 90% reimbursement 51 to 250 employees – 75% reimbursement 251 or more – 50% reimbursement
Maximum reimbursement level is based on the Commonwealth’s average wage (currently $25.34)
Example 1: Employer with 30-person training site pays OJT Trainee $15.00/hr Reimbursement = $13.50/hr ($15.00 x 90%)
Example 2: Employer with 60-person training site pays OJT Trainee $35.00/hr Reimbursement = $19.01 ($25.34 x 75%)
OJT Trainee wages must be comparable to employees performing similar work, and with similar experience.
7OJT/NEG Project Overview
Voucher Type
Local AreaVoucher Amount
Availability OJT Trainee Eligibility
Paperwork and timeline
NEG Voucher $3,300 per OJT
2 vouchers per area
Dislocated Worker Long Term Unemployed 1/1/08 separation date
Submit completed Employer Eligibility Checklist by 2/28/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist
Rapid Response Voucher
$1,500 per OJT
First-come, First served
Dislocated Worker Long Term Unemployed 1/1/08 separation date
Submit completed Employer Eligibility Checklist by 6/29/11 Execute OJT contract w/in 30 days of submitting Employer Eligibility Checklist
8OJT/NEG Project Overview
Eligibility Criterion
NEG Funds and voucher payment
Rapid Response
Funds and voucher
payment
Rapid Response
Funds NO voucher payment
Dislocated Worker YES YES YES
Long-termUnemployed (22 weeks or
longer)YES YES NO
1/1/08 Separation
DateYES YES NO
9OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
Draft OJT ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. Full Training Plan3. OJT Justification Form4. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
10OJT/NEG Project Overview (cont’d)
Local Area process
Required Form
Primary Operator process
OJT Underway
Local Monitoring Report• Completed by Local Area• min 2x per OJT (required)
• First one 2 weeks after OJT start (suggested) DCS Process
OJT Monthly Progress Report• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice• Signed by Employer & Local Area
• payroll information
Review Invoice • validity & accuracy
Approve • Reimbursement sent to Employer
Not Approve • Request Resubmission
OJT Voucher Invoice
Review Invoice • validity & accuracy
Approve • Voucher payment to Local Area
Not Approve • Request Resubmission
OJT support &
maintenance
Primary Operator Review• 1x per OJT
DCS Monitoring
11OJT Forms - Overview
List of OJT FormsEmployer Eligibility Checklist OJT Monthly Progress ReportCertificate of Good Standing OJT Local Monitoring ReportOJT Pre-Contract Form OJT Employer InvoiceOJT Justification Form OJT Voucher InvoiceOJT Contract
Customizing forms Cannot take out content or compromise integrity Can add content (e.g. logos), change font, minor reformatting Local areas will monitored against local process If unsure, ask Primary Operator Suggestions, contact Cheryl Scott
Forms can be sent electronically or faxed to Primary Operator (except OJT Contract—original is needed)
All communication regarding the forms will take place between the Primary Operator and the Local Area Single Point of Contact (SPoC).
12OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
OJT Draft ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
13
OJT Forms - Employer Eligibility Checklist
14OJT Forms - Employer Eligibility Checklist
Refer to Employer Eligibility Checklist Guide for guidance on how to complete the checklist.
Checklist is used to determine Employer eligibility for OJTs for both OJT/NEG Project and regular WIA OJTs.
Highlighted areas for review: How employer layoffs impact eligibility Checking good standing with Department of Unemployment
Assistance Checking Debarment status Certificate of Good standing
15OJT Forms - Employer Eligibility Checklist (cont’d)
Layoffs 3 year timeframe to understand the Employer’s history of
layoffs. Must understand: Pattern of layoffs Frequency of layoffs Circumstances in which layoff occurred
History of layoffs does not automatically preclude an employer from OJT. An Employer is ineligible if:
Displacement has occurred or will occur Employer lays off employee to hire OJT Trainee OJT prevents employee from promotion, or full-time work
Likelihood of Employer not providing long-term employment
Overall Concerns Public money financing a person losing a job Investing in OJTs that will not lead to long-term
employment
16OJT Forms - Employer Eligibility Checklist (cont’d)
Checking DUA Status:1. E-mail Jason Albert ([email protected]) with the company’s information:
Company Name FEIN # DUA #StreetCity, State, ZIP
2. Jason will contact DUA and check the Employer’s compliance with Unemployment Insurance, Universal Health Insurance, and Fair Share.
3. Jason will e-mail OJT/NEG Project Distribution List with the Employer’s status (either “compliant” or “out of compliance”
4. If the Employer is “not compliant”, the Employer should contact UI or Fair Share directly.
Detailed instructions are on Employer Eligibility Checklist Guide.
Jason is the liaison between DCS and DUA. BSRs should not contact DUA directly.
Non-compliance information is confidential to the employer. The Employer must contact DUA directly to get more information and to resolve outstanding issues.
Contact Cheryl Scott to be added to the OJT/NEG Project Distribution List.
17OJT Forms - Employer Eligibility Checklist (cont’d)
Certificate of Good Standing Issued by the Massachusetts Department of Revenue Certifies that Employers is in compliance with tax obligations Required in order to execute OJT Contract
NOT required with Checklist submission BUT want Employers work on acquiring Certificate as soon as
possible
Certificate is good for 6 months Must be acquired no more than 6 months before estimated OJT start
date Employers must request certificate
Online submission process (fastest) https://wfb.dor.state.ma.us/webfile/Certificate/Public/WebForms
/Welcome.aspx Free and Confidential process
Employers must request themselves Employers do not have to disclose results If charged, then requesting from wrong department
Certificate generally issued within 1 week, if no problems If problems exists, process of obtaining Certificate could be lengthy
18OJT Forms - Employer Eligibility Checklist (cont’d)
Debarment Status 4 debarment lists:
1. Federal Government’s Excluded Parties List System (database)
2.Division of Capital Asset Management Debarred Contractor’s List (pdf)
3.Businesses Issued Stop Work Orders by the Department of Industrial Accidents (Excel document)
4. Office of the Attorney General Debarment List (pdf)
Local Areas need to check each list for the Employer’s Debarment status
If the Employer appears on the list, contact Cheryl Scott
Process takes about 45 minutes for first-time users
Step-by-step instructions in Employer Eligibility Checklist Guide.
19OJT Forms – Vendor Debarment
20OJT Forms – Vendor Debarment (cont’d)
21OJT Forms – Vendor Debarment (cont’d)
22OJT Forms – Vendor Debarment (cont’d)
23OJT Forms – Vendor Debarment (cont’d)
24OJT Forms – Vendor Debarment (cont’d)
25OJT Forms – Vendor Debarment (cont’d)
26OJT Forms – Vendor Debarment (cont’d)
27OJT Forms – Vendor Debarment (cont’d)
28OJT Forms – Vendor Debarment (cont’d)
29OJT Forms – Vendor Debarment (cont’d)
30OJT Forms – Vendor Debarment (cont’d)
31OJT Forms – Vendor Debarment (cont’d)
32OJT Forms – Vendor Debarment (cont’d)
33OJT Forms – Vendor Debarment (cont’d)
34OJT Forms – Vendor Debarment (cont’d)
35OJT Forms – Vendor Debarment (cont’d)
36OJT Forms – Vendor Debarment (cont’d)
37OJT Forms – Vendor Debarment (cont’d)
38OJT Forms - Employer Eligibility Checklist (cont’d)
Reminders & Tips Explain Employer Eligibility Checklist to employers Checking debarment status on all four lists is required. This can be
done before meeting with an employer Checking status with DUA is required Certificate of Good Standing is not required at the time of Checklist
submission, but it’s a good idea Don’t forget the Employer signature
Signatory Authorization may be required if not directly dealing with an official signatory
Have 30 days to execute OJT Contract after submitting Employer Eligibility Checklist
30 days from date of submission, not checklist completion Can withhold submitting completed checklists until trainee
matches are reasonably assured Fax/E-mail copies of Checklist to Primary Operator (Local Areas
keep original) Keep all completed Employer Eligibility Checklists on file
39OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
OJT Draft ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
40OJT Forms - Job Seeker Case Management
No OJT-specific forms for Job Seeker case management Use local policies and procedures
Determining Eligibility Provision of intensive service(s) Career Action Plan Assessments
Occupational Skills (required) Work Keys SDS One-Stop Skills Provider Mass CIS
Local Area policy may also require TABE Participant training agreements
Local areas may want to develop own forms
Indicate how OJT trainee will benefit from OJT in MOSES and on the OJT Contract
41OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
OJT Draft ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
42OJT Forms - Pre-Contract Form
43OJT Forms - Pre-Contract Form
Provides estimate of cost of OJT – Primary Operator will set those funds aside
Must be completed within 30-day time frame
E-mail form to Primary Operator (no signatures needed)
To complete form, need: Employer identified Trainee identified Training plan developed
Start date End date Total Training hours
Support services & costs identified
Only estimate, but actual OJT Contract cost should be close Notify Primary Operator if there are changes with fiscal impact
Do not need to show pre-contract form to employer
44OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
OJT Draft ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
45OJT Forms - Draft OJT Contract
46OJT Forms - Draft OJT Contract
Draft OJT Contract is for the Primary Operator to review Employer-negotiated terms and conditions of the OJT.
E-mail completed, unsigned OJT Contract to Primary Operator. Indicate “Draft” in top right-hand corner of form
To complete form, need: All Employer information All Trainee information Training plan fully developed
Start date End date Content Total Training hours
Local Areas will have discussed/negotiated all contract terms with the Employer. Discuss major changes with Primary Operator early-on
Primary Operator will review and make changes until contract is in form they are willing/able to sign.
May require Local Area/SPoC to be in frequent communication with both the Employer and Primary Operator.
Form submission takes place within 30 day timeframe
47OJT/NEG Project Overview
Employer Eligibility Checklist
1. Determine Trainee Match2. Develop OJT Training Plan
1. Employer Outreach2. Job Seeker Outreach
Review Checklist (5 days)• Eligibility
Approve Checklist• “reserve” voucher• 30-day clock starts
Not Approve Checklist & Request re-submission
OJT Pre-Contract Form
Approve Pre-Contract
Not Approve Pre- Contract & Request revisions
Review Pre-Contract (5 days)• fund availability• funding source
1. Develop/Review Contract with Employer2. Review OJT Training Plan with Employer &
Trainee3. Review Monthly Progress Reports with
Employer & Trainee4. Review Invoicing with Employer
OJT Draft ContractReview Draft Contract (5 days)• Terms, conditions,
assurances
Approve Draft Contract
Not Approve Draft Contract & Request edits/revisions
1. OJT Contract (Employer signature)2. OJT Justification Form3. Certificate of Good Standing Review OJT Contract & other Forms (5
days) Not Approve Contract/Forms & Request re-submission• Sign Contract
• Send Copies of ContractOJT Starts!
Local Area process
Required Form
Primary Operator process
48OJT Forms - OJT Justification Form
49OJT Forms - OJT Justification Form
At-a-glance summary of entire OJT Contract
Provides general overview of OJT OJT Trainee Eligibility Justification of OJT for Trainee Identification of Skills Assessment Employer Eligibility General OJT Criteria
Requires 3 Local Area sign-offs: Person preparing OJT Justification form WIA Coordinator Career Center Director
50OJT Forms - OJT Contract
51OJT Forms - OJT Contract
Final OJT Contract should be identical to Primary Operator-approved Draft OJT Contract
Mail completed, original OJT Contract to Primary Operator with “Final” indicated in top right-hand corner
Employer Signature is required Primary Operator Signature is blank
Primary Operator will sign OJT Contract and distribute copies to SPoC
Additional Forms to be submitted: OJT Justification Form Full OJT Training Plan Union letter of support (if OJT subject to collective bargaining agreement) Certificate of Good Standing
Entered in MOSES: Trainee / Job Seeker Employer Employer as Training Provider OJT Course Trainee enrollment in OJT Course Primary Operator will approve OJT course enrollment upon signing OJT Contract.
52OJT Forms - OJT Contract
53OJT Forms - Contract Modifications
54OJT Forms - Contract Modifications
Modifications are Required when: Length of the OJT changes Training Plan significantly changes Other changes take place that impact the cost of the OJT
Modifications need reasonable justification
Process Local Area completes OJT Contract Modification Request Form Employer signs form Local Area signs form and submits to Primary Operator Primary Operator approves/does not approve form
Approval rejections require justification Primary Operator sends copies of completed Modification Request
form to Local Area
55OJT/NEG Project Overview
Local Area process
Required Form
Primary Operator process
OJT Underway
Local Monitoring Report• Completed by Local Area• min 2x per OJT (required)
• First one 2 weeks after OJT start (suggested) DCS Process
OJT Monthly Progress Report• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice• Signed by Employer & Local Area
• payroll information
Review Invoice • validity & accuracy
Approve • Reimbursement sent to Employer
Not Approve • Request Resubmission
OJT Voucher Invoice
Review Invoice • validity & accuracy
Approve • Voucher payment to Local Area
Not Approve • Request Resubmission
OJT support &
maintenance
Primary Operator Review• 1x per OJT
DCS Monitoring
56OJT Forms - Local Monitoring Report
57OJT Forms - Local Monitoring Report
Series of questions to help identify how well the OJT is progressing Recommended that supervisor and trainee interviews are done separately Ask follow-up questions Use comments to capture information (add additional space if needed)
Must be completed at least twice per OJT At least 1 must be completed on-site More can be done as needed
Highly recommended for “at-risk” OJTs
Recommended First on-site monitoring early on in the OJT, within the first two weeks
Significant problems are likely be identified at this point Much easier to course-correct if problems are addressed at their earliest
identification Additional on-site monitoring at mid-point
Monitoring reports should be kept on file locally
Monitoring reports should also be documented in MOSES
58OJT/NEG Project Overview
Local Area process
Required Form
Primary Operator process
OJT Underway
Local Monitoring Report• Completed by Local Area• min 2x per OJT (required)
• First one 2 weeks after OJT start (suggested) DCS Process
OJT Monthly Progress Report• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice• Signed by Employer & Local Area
• payroll information
Review Invoice • validity & accuracy
Approve • Reimbursement sent to Employer
Not Approve • Request Resubmission
OJT Voucher Invoice
Review Invoice • validity & accuracy
Approve • Voucher payment to Local Area
Not Approve • Request Resubmission
OJT support &
maintenance
Primary Operator Review• 1x per OJT
DCS Monitoring
59OJT Forms - Monthly Progress Reports
60OJT Forms - Monthly Progress Reports
Submitted by Employer to Local Area 30 days from OJT start
Local Area have discretion in determining how to distribute form to Employers
Pre-fill fields (e.g. “Training Progress” section) Send all Reports in bundle Send reports at regularly scheduled intervals
Monthly Progress Reports submission and receipt should be noted in MOSES
Monthly Progress Reports are local area tool to assess OJT progress and identify issues of concern
Remember OJT Trainee sign-off on Report
Remember to indicate if the report is the last one (top, right-hand corner)
Local Areas keep Monthly Progress Reports on File Primary Operators may request reports as part of Desk Reviews
61OJT/NEG Project Overview
Local Area process
Required Form
Primary Operator process
OJT Underway
Local Monitoring Report• Completed by Local Area• min 2x per OJT (required)
• First one 2 weeks after OJT start (suggested) DCS Process
OJT Monthly Progress Report• Completed by Employer
• Signed by Employer & Trainee
OJT Employer Invoice• Signed by Employer & Local Area
• payroll information
Review Invoice • validity & accuracy
Approve • Reimbursement sent to Employer
Not Approve • Request Resubmission
OJT Voucher Invoice
Review Invoice • validity & accuracy
Approve • Voucher payment to Local Area
Not Approve • Request Resubmission
OJT support &
maintenance
Primary Operator Review• 1x per OJT
DCS Monitoring
62OJT Forms - Invoices
63OJT Forms - Invoices
Employer Invoice: Local Areas negotiate frequency of invoicing with Employer with terms of OJT
Contract Employer submits completed invoices and payroll information to Local Area Local Area reviews invoice for accuracy (i.e. not billed for vacation, holiday,
sick time, etc..) Local Area signs off on invoice and submits invoice to Primary Operator Primary Operator sends reimbursement directly to Employer, and notifies Local
Area
Voucher Invoice Local Areas submit voucher invoice to Primary Operator anytime after OJT
Contract is executed. Primary Operators will send voucher payment to Local Areas after first
Employer Invoice is received
Support Service Invoice Standardized Support Service Invoice was not developed Local Areas use own local invoicing form for support services reimbursement or
utilize voucher payment invoice form.
64OJT Forms - Employer Responsibility
Employers must review and/or complete the following forms:
Employer Eligibility Checklist (review & sign) Certificate of Good Standing (request) Draft OJT Contract (review) OJT Contract (sign) Monthly Progress Reports (complete) OJT Invoice (complete)
Local Areas can minimize Employer burden by pre-completing forms for Employers
65OJT Forms - OJT Files
Local Areas should have the following forms on file:
Employer Eligibility Checklist (original) Certificate of Good Standing (copy) Signatory Authorization for OJT Employers (copy) OJT Pre-Contract Form (copy) OJT Justification Form (copy) OJT Contract (copy) OJT Monthly Progress Report (original) OJT Local Monitoring Report (original) OJT Employer Invoice (copy) OJT Voucher Invoice (copy)
66OJT Training Plan Overview
HOW TO DEVELOP A TRAINING PLAN
…YOUR MAP TO REACHING THE DESTINATION
67OJT Training Plan Development
WHAT IS AN OJT TRAINING PLAN?
• Outline of what to expect from the employer as well as the OJT Trainee
• Working document that is somewhat flexible in its structure
• Means to measure success
68OJT Training Plan Development
Steps to Creating a Training Plan – Getting Started
1. The Employer decides to pursue an OJT after meeting(s) with Business Services Representative.
2. The Employer provides a job description and basic information about the OJT position.
3. Start to develop a framework for the OJT Training Plan. Use O*NET http://online.onetcenter.org/ to assist employer in finding comparable job description.
•
69Training Plan Development – O*NET
70Training Plan Development – O*NET
71Training Plan Development – O*NET
72Training Plan Development – O*NET
73Training Plan Development – O*NET
74Training Plan Development – O*NET1. Use this O*NET list of
tasks as a starting place for the discussion about key training components of the OJT training plan.
2. Have employer indicate on the list which tasks are applicable to the OJT position, and which tasks are not listed.
75Training Plan Development – O*NET1. Find the Job Zone and
SVP Range to find the upper limit on training hours (use “Job Zone Training Time Conversion Chart”).
2. Begin to break down the Employer-generated list of tasks into time-defined components.
76Training Plan Development – O*NET
1. This section is helpful in approximating the trainee’s wage.
2. Remember, however, the trainee must be paid a wage that is comparable to an employee at that location doing similar work, with similar experience.
77Training Plan Development – O*NET
These sections are helpful in working with the employer to determine:
• the trainee’s baseline qualifications for the OJT position
• Aspects of the on-the-job training plan
78Training Plan Development – O*NET
These sections are helpful in working with the employer to determine:
• the trainee’s baseline qualifications for the OJT position
• Aspects of the on-the-job training plan
79Training Plan Development – O*NET
These sections are helpful in working with the employer to determine:
• the trainee’s baseline qualifications for the OJT position
• Aspects of the on-the-job training plan
80OJT Training Plan Development
Steps to Creating a Training Plan – Developing a Preliminary Training Plan
• Schedule time to meet with the Trainer(s) at the training site as their convenience. Explain the importance of the Training Plan to the Trainers. (Note: the Trainer may be different than the person with whom you have been in contact.)
• At this meeting, get as much information about the content and context of the OJT position.
• Encourage the trainer to describe the job in detail starting at the beginning of workday. Be an active listener and try to read between the lines.
• With this information and the information gathered from O*NET, develop a preliminary Training Plan and a list of pre-requisites for the OJT position. Verify this with the Employer.
• Remember, the Employer is expected to fill what ever skill gaps exists.
81OJT Training Plan Development
Steps to Creating a Training Plan –Working with the Job Seeker
1. Find an appropriate match to the potential OJT position:-
Career Center Case Managers
- Talent Bank search in MOSES
- Discussions with colleagues
2. Pre-screen the candidate-
Interview Job Seeker
- Read case file(s) and MOSES record
- Check references
3. Refer appropriate candidate to the Employer-
Employer may have own screening process (interview, testing, etc…)
- Make sure candidate is well-prepared for Employer’s screening process
- Employer makes the final decision on who to hire
- Employer may have own screening process (interview, testing, etc…)
- M-
Employer makes the final decision on who to hire
82OJT Training Plan Development
Steps to Creating a Training Plan –Developing the Final Training Plan
Once the Employer selects a Trainee, adjust the preliminary training plan to reflect the skills and training the Trainee already possesses:
1. Have the Trainee identify the skills/training based on the job description and/or O*NET
2. The O*NET maximum training allowed is the LONGEST the training should be. This maximum reflects how long it should take someone with NO training to become proficient in the position. If the OJT Trainee has some skills, the training plan length should be shorter than the maximum.
3. Training plan length should be well-justified.4. Work with the Employer and Trainee to make educated
guesses on the length of the training plan components.
83OJT Training Plan Development
1. Area – What is the subject matter?
2. Activity - How and what will trainee learn?
3. Competency – How will success be measured?
4. Time/Hours – How long to learn activity?
5. Staff Responsible – Who will train the trainee?
Steps to Creating a Training Plan –Successful Training Plan using “AACTS”
84OJT Training Plan Development
Steps to Creating a Training Plan –Training Plan Documentation
OJT Contract Identifies OJT Training Plan Outline
Phase I – training plan components initiated in first half of OJT
Phase II – training plan components initiated in first half of OJT
While most training will happen concurrently, use best guess for Phase I or Phase II training elements
Full, annotated Training Plan Attach to OJT Contract Identify AACTS
OJT Monthly Progress Report Identifies progress on components on Training Plan Outline
85OJT Training Plan Development
Helpful Tips The decision makers may not be the trainers. Make
sure you talk about the OJT with both. Ask to tour the company to get a lay of the land. Think outside the box to understand the physical
requirements of the job. Pre-screen the potential trainee before referring them
to the Employer (interview potential trainee, check references, etc…)
Advise the trainee to visit the Employer’s website and become familiar with the training plan.
Emphasize that the Employer will receive support throughout the OJT.
Ask for the company’s holiday schedule.
86OJT Training Plan - Contact Information
Ann ShawBusiness Services Representative
On the Job Training Program CoordinatorValleyWorks Career Center
439 South Union StreetLawrence, MA 01843
Telephone: (978)722-7048Email: [email protected]
87Closing/Wrap Up - Timeline
Requirement / Event DeadlineEmployer Eligibility Checklist Submitted (for
NEG vouchered OJTs)February 28, 2011
OJT Contract Executed (for NEG vouchered-OJTs)
March 30th, 2011
OJT/NEG Project Check-in April 2011
Employer Eligibility Checklist Submitted (for RR vouchered OJTs)
June 29, 2011
Availability of NEG funds and RR training funds & vouchers will be assessed
July 2011
OJT Contract Executed (for RR vouchered-OJTs)
July 29, 2011
DCS OJT Monitoring August, 2011
Project Completion March 31, 2012
88Closing / Wrap-up - Resources
MassWorkforce Issuance No. 10-92: On-the-Job Training/National Emergency Grant Project (OJT/NEG Project)
http://www.massworkforce.org/Issuances/PolicyIssuance2010.htm
USDOL TEGL #4-10 http://wdr.doleta.gov/directives/corr_doc.cfm?DOCN=2930
Websites Massachusetts OJT Toolkit
www.massworkforce.org/OJT
Employer OJT Site (in development)
www.mass.gov/dcs/ojt
89OJT Website (for Local Areas)
90OJT Website (for Employers)
91Closing / Wrap-up - Contact Information
Regional Employment Board of Hampden County
David CruiseOJT Coordinator
Phone: (413) 755-1326Fax: (413) [email protected]
Local Areas:Berkshire Greater Lowell Metro South/WestCentral MA Hampden North CentralFranklin Hampshire Lower Merrimack Valley
92Closing / Wrap-up - Contact Information
Greater New Bedford Workforce Investment Board
Donna Ramos Craig Baker Steve GrantOJT Coordinator Operations Officer Contract/Finance Officer(508) 979-1504 x13 (508) 979-1504 x14 (508) 979-1504 [email protected] [email protected] [email protected]
Fax: (508) 979-5680
Local AreasBoston Cape & Islands North ShoreBristol Greater New Bedford South ShoreBrockton Metro North
93Closing / Wrap-up - Contact Information
Boston / Central Office:Cheryl Scott
OJT/NEG Project Manager(617) 626-6107
94Closing / Wrap-up
SPoC Identification
OJT/NEG Project Distribution List
Parking Lot
Additional Questions & Answers
Evaluations
Thank you!