Annual Performance Report (APR) for HEP Submission Process (2012-2013), Content, & Clarity

1. Annual Performance Report (APR)for HEPSubmission Process (2012-2013), Content, & Clarity Harold Gomes Statistician Office of Migrant Education U.S. Department of Education

2. Where does it all start ?…. • Series of laws (GPRA) designed to… • Improve government project management • The GPRA requires agencies to… • Set goals, measure results, and report their progress with integrity • Annual Performance Report (APR) for HEP is the result of GPRA

3. Changes to 2012-2013 APR Reporting Style… • MS Excel for Numerical Data • MS Word for Text

4. APR Submission NO submission in G5 this year! Grantees will complete and email the FINAL versions of ALL 4files as 4 attachments in one email at hepcampAPR@ed.gov by 12/09/2013 (At least 30 days from today) OME has emailed 4 files to the grantees on 10/28/2013 from hepcampAPR@ed.gov email account. 4 Files 1 Performance Report Data Form (MS Excel) 1 Performance Report Text Form (MS Word) 1 HEP Documentation Form (MS Word) 1 Cover Sheet Form(MS Word)

5. Performance Report Data Form

6. Performance Report Text Form

7. The HEP or CAMP GPRA1 Doc. Form

8. Cover Sheet

9. The Instruction Manual

10. Questions? Regarding… Submission Process

11. Additional resource Dictionary of Definitions

12. Some important GPRA measures of HEP performance • GPRA1 • GPRA2 • Success Efficiency Ratio Let’s clear up some confusion…

13. Confusion Cleared!Attainer, Withdrawal, Persisters, & Returning… HEP APR Year 1 Due Date (November) APR 2012-2013 Due Date 12/09/2013 Year Break (June 30) Year Break (June 30) APR Year 2 Due Date (November) APR A1 APR A2 APR A1 APR A2 APR A1 Year 2 Year 2 Year 1 Year 1 Year 3 Attainer Attainer End Begin Begin End Begin Withdrawal Withdrawal New Students (Recruited) New Students (Recruited) Persister Persister New Students Returning Returning Min 12 Hours Min 12 Hours or HSE Test Min 12 Hours or HSE Test Budget Period Budget Period

14. Questions? Regarding… Attainer, Withdrawal, Persisters, & Returning Students APR 2012-2013 Due Date 12/09/2013 • This Year (2013)… • Persisterscan be counted until APR due date • Attainers must have taken the HSE/GED exam by June 30 (end of budget period). Exam/passing results can be included in 2013 APR until the due date

15. GPRA Measures Total no. funded or served (whichever is higher) HSE attainers Persisters Postsecondary Education or Training Upgraded Employment Military GPRA1= GPRA2=

16. GPRA Measures: High & Low Withdrawal • National Target (2012-2013) • GPRA1 69% • GPRA2 80% Attainers who did NOT achieve any of these categories

17. GPRA Measures Bottom line: Cost Per HSE Attainer $$ from GAN Total Budget Awarded HSE attainers Success Efficiency Ratio =

18. Reporting Logistics… Very Important • Numerical • MUST enter number • Do NOT leave it blank • Enter 0 for none

19. Reporting Logistics… Form Header Recap Grantee’s Information

20. APR Data in Excel Password: edit

21. Let’s Take a Look at the Excel Form…

22. APR: Block A A1: How many students do we have in the beginning of the project year? A2: Where are these students at the end?

23. HEP: Knowledge Check 23 Case Scenario #1 Project A is funded to serve 50 students per year. The Project recruited 48new participants during the 12-13 budget period (reporting period). 8 students from last year anticipated to continue in this budget period. However, only 6 of them (out of 8) officially registered. What are the breakdowns for the beginningof reporting period (Block A1)? • Funded to be served: 50 • Actually served: 54 • New Participants: 48 • Returning Participants: 6 (2 students did not officially register, so cannot be counted)

24. HEP: Knowledge Check 54 – 45 – 5 = 4 24 Case Scenario #2From the previous question, we observe that Project A is serving 54 students during the 12-13 budget period (reporting period). Additional facts… 50 students took the GED exam by June 30. 47 students received their results by APR Submission Deadline (12/09/2013). 45 students passed/received their HSE/GED diploma by APR Deadline (12/09/2013). 2 students did not pass/receive their HSE/GED yet Project A anticipates that students who did not receive the HSE/GED diploma will all register again for next budget period (13-14). However, only 5 students have officially registered by APR submission deadline (12/09/2013) What are the breakdowns for the end of reporting period (Block A2)? • Attainer: 45 • Persister: 5 • Withdrawal: 4 (did not officially register or stopped coming to school)

25. APR: Block A A3: Where are the attainers (graduates)?

26. HEP: Knowledge Check DO NOT COUNT the same students in 2 categories simultaneously 26 Case Scenario #3From the previous question, we observe that Project A had 45 HSE/GED attainers. By the APR submission deadline (12/09/2013), Project A also found out the following information… 25attainers entered post secondary education or training only (20 entered in post secondary only and 5 entered in training only) 6attainers obtained upgraded employment only 4attainersentered military only 2attainersdid both — entered post secondary and obtained upgraded employment 3attainers did both — entered post secondary and in military` What are the breakdowns for the unduplicated placement of attainers(Block A3)? • Entered post secondary education or training: 25 + 2 (=27) • Obtained upgraded employment: 6 • Entered Military: 4 + 3 (=7) • 27+6+7 = 40 • Note: 5 students (45-40) have NOT achieved any of these categories

27. APR: Block A A4: Are we following up with the attainers? A5: How long does it take for students to receive HSE?

28. Questions? Regarding Block A

29. Performance Calculation Table(New Addition) $$ from GAN

30. APR: Block B B1: How many hours of instruction are we providing? B1: How many students are receiving other supports?

31. APR: Block B B2: What are the demographics of students?

32. Questions? Regarding Block B

33. APR: Block C C1: What are the characteristics of the funded project?

34. APR: Block C C2: What are the characteristics of the personnel? C3: What are the characteristics of the instructional length / interval?

35. APR: Block C C4: What are the characteristics of assessments?

36. Questions? Regarding Block C

37. APR: Block E E: How much money are you using in what area?

38. APR: Block E E: How much TOTAL carryover? Difference in TOTALs explained?

39. Questions? Regarding Block E

40. APR: Block D D1: Goals of your individual project that you offered in the initial application and it’s current status… • NO Final Row for Cumulative

41. APR: Block D D2: Explain in your own words!..... See Instruction for details D3: If this is your last year of grant cycle…

42. Questions? Regarding Block D

43. APR: Block E E1: The budget $$ . Explain in your own words!..... See Instruction for details

44. APR: Block F F: Explain in your own words!..... See Instruction for details …such as, your current partners, changes to current partners and how it affected you in obtaining the project goals

45. APR: HEP GPRA1 Doc. Form Provide Evidence of HSE attainers

46. APR: HEP GPRA1 Doc. Form Signature that certifies the accuracy of HSE attainerinformation

47. Questions? Regarding Block D

48. APR: The Cover Sheet Summary of basic information of grantee Signature of accuracy, reliability and completeness of data for the ENTIRE APR

49. APR: The Cover Sheet Summary of basic information of grantee Signature of accuracy, reliability and completeness of data for the ENTIRE APR

50. APR: The Cover Sheet Summary of basic information of grantee Signature of accuracy, reliability and completeness of data for the ENTIRE APR