SFY 20-21 Youth Support Services Overview for Grantees

1. SFY 20-21 Youth Support Services Overview for Grantees Minnesota Dept. of Employment & Economic Development Office of Youth Development October 17, 2019

2. Today’s Presenters • John Olson, Youth Program Coordinator, DEED • Kathy Young, Employment and Training Specialist, DEED • kathy.young@state.mn.us • 651-259-7615

3. Welcome Deputy Commissioner Hamse Warfa

4. Outline of Today’s Webinar • Welcome/Webinar Housekeeping • Grant Overview • Overview of Financial Expectations/Requirements • Reporting Requirements • Workforce One • Technical Assistance Provision • Wrap-Up

5. Webinar Housekeeping and Questions • If you have questions regarding today’s presentation—or anything relating to your Youth Support Services grant, feel free to type it in the chat window and/or e-mail kathy.young@state.mn.us • Webinar is being recorded and will be available on-demand within 48 hours. • We will send out a brief survey after the webinar to collect feedback and any additional questions or technical assistance needs.

6. Grant Overview SFY 20 – SFY 21 Support Services Grants

7. DEED Overview • The Minnesota Department of Employment and Economic Development (DEED) is committed to ensuring economic equity throughout Minnesota. Minnesotans will have fair and equitable access to meaningful employment at a family sustaining wage, and employers will be able to fill in-demand jobs. DEED’s Mission: To empower the growth of the Minnesota economy, for everyone • Youth Support Services grants are managed through DEED’s Employment and Training Programs (ETP) Division

8. Eligible Population • Support Services competitive grant program provides grants to organizations that provide support services for individuals • Grant services must focus on: • Individuals from low-income communities, and/or • Young adults (ages 14-24) from families with a history of intergenerational poverty, and/or • Individuals from communities of color

9. Eligible Services • Services provided under this grant must serve individuals from the eligible populations (“participants”) in one or more of the following areas: • Job training, • Employment preparation, • Internships, • Job assistance to fathers, • Financial literacy, • Academic and behavioral interventions for low-performing students, and/or • Youth intervention activities

10. Notes About Funding Availability • Award is for SFY 2020 and SFY 2021 • First year contract written with a term that ends 6/30/20 • Half of award amount is for SFY 2020 and available immediately upon contract execution • Remaining half is for SFY 2021 and available no earlier than 7/1/20 • Contract will be amended to increase the amount when SFY 2021 funds are available • Submit an updated budget and work plan next spring for SFY 2021 funds

11. Financial Expectations SFY 20 – SFY 21 Support Services Grants

12. General Cost Guidance Costs must be as follows: • Appropriately allocated • Consistently applied • Necessary • Reasonable • Allocable • Incurred within the time period of the grant

13. Youth Support Services Cost Categories Administration: • DEED Policy 521 states that based on Minnesota Statute 16B.98, Subdivision 1, DEED limits state grantees’ administrative budget to no more than 10% of the award amount. • If the award amount is not fully expended, the 10% amount is based on the total expenditures for the grant. • Administrative costs are associated with functions not related to the direct provision of services to program participants.

14. Youth Support Services Cost Categories Administration - Examples: • Accounting, budgeting, financial and cash management functions • Procurement and purchasing functions • Property management functions • Personnel management functions • Payroll functions • Audit functions • Incident reports response functions • General legal service functions • Costs of goods and services required for the administrative functions • Systems and procedures required to carry out the above administrative functions including necessary monitoring and oversight • Travel costs incurred for official business related to above administrative functions

15. Youth Support Services Cost Categories Direct Services to Participants: Costs associated with providing direct service to participants should be included in this cost category. Examples of such costs include: • All staff (wages and fringe) for staff providing direct services to participants • Job coaching or individual counseling and career planning • Case management/ navigation for participants • Direct and tangible training goods and services received by customers • Assessments of the skill levels and service needs of participants • Development of an individual employment plan or service strategy, to identify the employment goals, appropriate achievement objectives, and appropriate combination of services for the participant to achieve goals • Short-term prevocational services, including development of communication skills, interviewing skills, and professional conduct

16. Youth Support Services Cost Categories Direct Customer Training: • Any tuition, books, fees, on-the-job training reimbursements, participant wages and fringes, and Personal Adjustment/Independent Living Skills Training, provided directly on the customer’s/consumer’s behalf. • Do not include staff costs within this category unless staff are providing the direct customer training.

17. Youth Support Services Cost Categories Support Services: Costs for services and items considered necessary for participation in the program including, but not limited to: • Transportation, • Housing/rental assistance, • Health and medical costs, • Travel assistance, • Legal aid, personal counseling, clothing, tools, etc. These expenses may be paid directly to the participant or to a third-party vendor.

18. Reimbursements • Usual method of payment on DEED grants is through reimbursement based on actual expenditures incurred. ALL documentation for reimbursements should be retained and made available upon request. • Requests for reimbursements need to align with your organization’s approved and executed contract, work plan, and budget.

19. Reimbursements • The Reimbursement Payment Requests (RPRs) should be submitted every month whether there are expenditures or not. • Use the form that DEED’s Employment and Training Programs Division (ETP) provides with the contract. PLEASE do not modify this spreadsheet or any of the prepopulated information on it. • Report expenditures by cost category according to approved budget • The person preparing the RPR must be different from the person signing it. The person signing the RPR must have signature authority for the particular grant.

20. Reimbursements • Expenditures in a cost category may not exceed the approved budget for that category. • The approved budget amounts on the RPR can only be changed through a modification to the contract, with prior DEED approval. • The completed RPR must be submitted to the DEED.FSR@state.mn.us e-mail account on or before the 20th of the month for the previous month. • Before submitting, check for correct math, correct budget categories, complete form, and correct authorized signature

21. Reporting Requirements SFY 20 – SFY 21 Youth Support Services Grants

22. Reporting Requirements: New SFY 20-21 • Beginning with the SFY 20-21 Youth Support Services Grants, information regarding all case-managed participants will be required to be entered into Workforce One (WF1), DEED’s internet-based, online case management system. • Local Case Managers/staff will be responsible for entering information in a timely manner. • Training will be provided to grantees in St. Paul at no cost

23. Reporting Requirements: Quarterly Report • Quarterly Progress Reports provide data and narrative updates • Reports are due 30 days after the end of the calendar quarter. • Use Quarterly Report template • SFY 20 Reports Due: January 30, April 30, and July 30 • Report cumulative for the SFY • Emailed to Program Manager: kathy.young@state.mn.us • Three sections • Group Services • Individual Services Data • Narrative

24. Reporting Requirements: Quarterly Report • Group Services: Number served through “Group Activities” • Group Activities examples: Career fair, presentations to classes, one-time training or intervention, tours or presentations by employers • Not case-managed participants, • Not reported in Workforce One • Participants could be counted in group services and individual services • Describe activities provided, if applicable • Not applicable for some programs or in some quarters

25. Reporting Requirements: Quarterly Report • Individual Services: Receiving case managed/individual services • Report on the number of individuals served, cumulative for the SFY • Information entered in Workforce One • Data section includes • Demographics • Age, race, education level, barriers to employment etc. • Program services, activities, other related assistance • Indicators of performance • Customer satisfaction • Could be not applicable for some quarters

26. Reporting Requirements: Quarterly Report • Narrative: • Short summary of activities and progress • Description of any changes or challenges in implementing project • Include project highlight or “Success Stories” • Only use first names in stories – regardless of age • DEED has Media Release forms that must be used with success stories and any reports you generate that include individual profiles and/or images. • Media Release form will be sent out following webinar • Success Stories are used in program factsheets and reports to the Legislature and general public

27. Data Privacy and Equal Opportunity • Grantees must inform program participants how their personal information will be used • Applicants and participants must also be informed of their right to file a complaint of discrimination • “How We Use Your Personal Information/Equal Opportunity is the Law” document may be customized with your agency information. • Form will be emailed out following the webinar

28. Workforce One SFY 20-21 Youth Support Services Grants

29. What is WF1? • Workforce One (WF1) is a web-based case management system for employment and training programs funded, managed and used by DEED and DHS. • Approximately 2,000 staff working for cities, counties, non-profits, and the State of Minnesota use it to track services for many state and federally-funded workforce programs. This includes state-funded competitive grants. • It’s last phase was completed and released in 2017 by MNIT-DEED and is maintained by them in cooperation with DEED and DHS.

30. What will you do with WF1? • Enter applications, eligibility determinations, and enrollment information that is captured when you initially meet with a customer and determine they are eligible for the program. This data are entered once per case and not updated later unless there are errors. • Add activities to represent the services you are providing on an ongoing basis. This includes closing activities that are done and indicating whether they were successful. • Enter case notes to capture contact with customers and to provide the ongoing story of what you are doing to serve the customer. • Track outcomes. • Exit customers who have completed services in a timely manner.

31. How will DEED use your data in WF1? • Grant administrators at DEED will use WF1 to determine: • If you are enrolling customers at the rate you planned (enrollment); • Whether the services you are providing are justified and appropriate (activities); • If you are staying in frequent contact with your customers (case notes); and • Whether you are exiting customers who have completed services in a timely fashion and whether you have achieved the program objectives with those exits (exit). • The data you enter in WF1 will also be used to calculate your organization’s outcomes. This information is available to the general public, the Legislature and other stakeholders.

32. Technical Assistance

33. Desk Reviews • One desk review will be conducted during each year of the grant • Scheduled to start in early 2020 • Review of quarterly reports, RPRs, work plan • DEED may conduct on site monitoring and/or financial reconciliation of project expenditures (if needed) • Monitoring guide would be sent out in advance of the review • Technical Assistance visits, as requested or needed

34. Contract Modifications • Important to contact your DEED program manager with any issues that may require a contract modification • Potential reasons for a contract modification could include: • Need to move funds around within cost categories (DEED cannot reimburse in excess of the approved budget for any cost category) • Changes to previously approved work plans, number of participants served and/or planned outcomes.

35. Technical Assistance and Best Practices • DEED Youth Services Team will host Technical Assistance and Best Practices conference calls or webinars, as needed • Topics will address obstacles that grantees are collectively facing • Best practices will be shared by Youth Support Services Grantees • Increased collaboration will be encouraged among grantees • Technical assistance always available from DEED’s Program Manager • Ultimate goal is to support Youth Support Services grantees in meeting the needs of their participants.

36. Questions? • If you have any questions about the information presented today, please respond to the brief e-mail survey that will be sent out by Kathy Young (kathy.young@state.mn.us) following this webinar. We look forward to working with you as you implement your Youth Support Services Project!