fy22 ojt/ss & nsti programs
TRANSCRIPT
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FY22 OJT/SS & NSTI Programs
Informational Webinar for Divisions and State DOTsSeptember 22, 2021
TRANSPORTATION WORKFORCE DEVELOPMENT
Before we begin…
Microsoft Teams Basics
Agenda
• Contacts• Overview• Funding• OJT/SS Program• NSTI Program
Presenters:
Karen Bobo – Director, Transportation Workforce Development
Robert Eatmon – Financial Program Specialist (Resource Center)
Chrisy Currier – OJT/SS Program Manager
Joyce Gottlieb – NSTI Program Manager
Call for Statements of Work (SOWs)
Memorandum: 9/8/21
• ‘Up to’ allocation per State for combined OJT/SS and NSTI
• Attachments 1A and 1B on OJT/SS Guidance and SOW Outline
• Attachment 2 on NSTI SOW Guidance
New Requirements: Reports Due Before Funding
• In FY21, the Call for Statements of Work required End of Year Accomplishment Reports.
• Reports (quarterly, draft or final) are due to FHWA before FY22 funding will be released to a state.
• Reports must address performance measures from FY21 Call for SOWs.
FINANCIAL DISCUSSION
Bob Eatmon
Allocated Funding from Program Offices• Generally “discretionary” funding
• FHWA receives this funding in a multi-year transportation bill, annual appropriations bill, or separate legislation (i.e. Recovery Act, via OST, et al.)
• Distributes funding based on applications received and approved in the appropriate FHWA Program Office or through administrative processes.
Allocated vs. Apportioned Funding
• Apportioned Federal-aid funding –• distributed by formula ratios;
• Allocated* funding is discretionary in nature.
• *HQ Program Offices parcel or distribute out the large “pots” of funding into smaller parts or awards – or allocations
Area of Risk – Allocated vs. Apportioned
• Major difference between the two?
• …Eligibility of the funding, description of project, & amount
• Here’s where we have the greatest risk for improper obligations, etc. Improper obligations= improper payments
• Projects have specific eligibility; not general eligibility
Specific Requirements of OJTSS/NSTI Funds
OJTSS/NSTI funds are “no year” funds –which means that they will never expire; HOWEVER:• These funds are subject to 1 year
obligation limitation and must be returned during August Redistribution if they will not be obligated in the fiscal year they are allocated.
• Each allocation is issued for a specific purpose and may not be used for any other purpose.
Specific Requirements of OJTSS/NSTI Funds
OJTSS/NSTI funds are “no year” funds –which means that they will never expire; HOWEVER:• In FY ‘22 OJTSS/NSTI funds, once approved
by the Secretary of Transportation, they will not be allocated until the State is ready to obligate.
• If projects need to start and funds have not been allocated, the projects must be identified for “A/C” or else the expenses may be ineligible.
• Division Finance Staff are another resource.
FY21 ON-THE-JOB TRAINING SUPPORTIVE SERVICES (OJT/SS) PROGRAM
Chrisy Currier
State DOT OJT/SS Program
• Assists with developing a State DOT’s own apprenticeship & job training program
• Intended to enhance a State DOT’s existing program
• Must complement the core OJT program (pipeline)
• Created to bring in qualified minority and female workers
Examples of Training
• Heavy Equipment Operators-HEO• Commercial Driver's License-CDL• Framers, Concrete Finishers, Iron Workers• Electricians, Mechanics• Remedial Education (math, plan reading…)• Safety (OSHA 10-Hour)
Source: Michael Caliendo
Examples of Supportive Services
• Job readiness skills• Resume, interview skills• Remedial Education• Contextual language skills for ESL
persons• Childcare & transportation cost
reimbursement• Tool reimbursement & Personal
Protective Equipment (PPE)
What’s in a Statement of Work (SOW)?
• Purpose Statement/Statement of Problem• Amount Requested, Project Title & State DOT Contact Personnel• Needs Assessment, & Barrier Analysis• Program Goals & Results Oriented Objectives• Scope of Work w/ Timetables & Milestones
SOW continued• Budget Requirements (2 CFR 200)
• Narrative Section & Detailed Budget (via the Budget spreadsheet) Must Match Allocation
• Geographic Location, Target Group(s), & Emphasis Areas (e.g. one-stop shops, workforce investment board)
• Strategic Partnerships• Project Management, Personnel,
Resources, & In-kind Contributions Details
SOW continued
• Performance Period, Monitoring, Performance Measures, & End-of-Program Evaluation (at least quarterly reports), & Final Deliverables
• At a minimum: report on goals & objectives
• End-of-project deliverables
Key SOW Requirements Explained
Needs Assessment/Barrier Analysis
Results-Oriented Objectives• Specific & Measurable• Objectives/Milestones example:• Increase the number of minorities and women
applying for Federal-aid highway construction jobs by 10% through implementing a recruitment program by 8/15/21
Budget Narrative
• Detail staffing levels, hours, indirect and direct costs for the total project and the amount of funding requested from FHWA
• Matching funds, including in-kind contributions
• Budgets must be reasonable, allowable, and allocable (reasonable to the prudent person)
• Show a line-item budget for the total project, with enough detail to show the various components of the project (via FHWA’s Budget Spreadsheet)
** FHWA’s OJT/SS Budget Spreadsheet
Performance Measures
• Number of individuals enrolled in a training/supportive services program
• Cost per individual trained• Type of training received (heavy equipment operator,
etc.)• Number of individuals completing the
training/supportive services program• Any certification received (name of certification, type,
certifying agency)
Performance Measure, continued• Number of individuals hired into the construction
industry within 6 months of the training and/or type and number of placement assistance services provided
• Number of individuals retained by a construction industry employer within 90 days of placement.
• Include demographic information for all measures
Evaluation/Monitoring
• State DOT must have a schedule for expenses & demonstrate oversight
• Remember, State DOTs have the right to audit the contractor & subcontractors’ records & finances at any time• 3-year retention of records required
• Contractors must provide all information necessary to support progress payments
Reporting Requirements
• End of Program Achievement Report• TWD to receive final accomplishment report
(23 CFR 230.204(h) & 230.121(e))• Division places it on TWD OJT/SS SharePoint
site
Due October 29, 2021:• Statement of Works due to TWD
• Division Intent to Approved (signed by DA)
• Letter of Funding Declined (only if declining all OJT/SS & NSTI funds)
Financial Reminders• TWD sends Divisions formal
allocation memo after Departmental review
• State DOT obligates funds to a project in FMIS, this begins 12-month performance period
• Division approves project in FMIS with end date
• State DOT coordinates any changes to SOW with Division
• State DOTs must deobligateunexpended funds within 90 days of end of 1-year performance period
Questions?
Our Kids, Our Workforce,Our Future!
National Summer Transportation Institute (NSTI)
Supporting Workforce Development through Transportation Education & Partnerships
Joyce Gottlieb & Bob Eatmon
NSTI Overview• Purpose • Program Requirements: (State DOT/Division)• Budget – NEW• Deliverables• Leveraging Partnerships• Program Challenges• Best practices
Purpose
• Improve STEM (Science Technology Engineering and Math) skills
• Provide middle school to high school students transportation career awareness
• Expose youth to transportation career possibilities
• Encourage students to consider transportation related fields of study in higher education pursuits
Photo Credit: Unsplash
Program Requirements (State DOT)
Review potential Host Sites’ Statement of Work (SOW) which must include:
• Program Information• Overview• Program Administration
Program Requirements (Division)
• Review State DOT’s SOW is consistent with most recent NSTI desk reference
• Provide written comments • Follow up with State DOT regarding areas of
concern if needed• Upload “complete” packet to SharePoint
Source: Unsplash
FINANCIAL DISCUSSION
Bob Eatmon
The Budget - Bob Eatmon
• Cost Principles• Cost Classification
• Direct Program Costs• Participant Support Costs• Indirect Costs
• NSTI Proposal Application Workbook• Walk through demonstration
Deliverables• State DOT recommendations due to the
Divisions ( deadline established by Division)• SOWs due to TWD by October 29, 2021The following documents are required when submitting an NSTI Application Package:
State DOT Letter of Intent to Approve NSTI Transmittal Sheet NSTI SOW Application New Excel Budget Spreadsheet
The following actions are required after approving the NSTI Application Package:
Complete Selected Project Matrix (after TWD concurrence) Complete Host Site Directory
Source: Unsplash
Leveraging Partnerships
• Intermodal advisory committee• Needed expertise, influence, or
resources• Robust community partnerships• Sponsorships/in-kind contribution
Program Challenges
• Deadline for submittals• SOWs must meet established criteria• Missing activity schedules (more detail)• Excel budget form cannot exceed up-to allocation
Program Challenges, continued
• Must use TWD NSTI SOW Templates• Request for proposals process must be competitive• No repeat students• The program cannot provide students reimbursements during the
program or charge fees of any kind• Document all costs
Program Challenges, continued
Statement of Work• No payments allowed for guest
speakers• Must demonstrate significant
classroom time: • STEM Curriculum Instruction • Experiential Learning (Hands-on
Activities)• Presentations (Industry
Professionals & Educators)
Best Practices
Divisions & State DOT • Participate in the SOW Process • Engage in State DOT panel review process• Leverage partnerships• Conduct onsite visits• Participate in program activities
Source: Unsplash
Reminders
• Use FHWA-provided templates • Meet deadline to submit FHWA-required documents to
Division Offices• Upload required documents to SharePoint• Close out project within 90 days of the conclusion of the
program• Complete program questionnaire (host sites only)
Remember Objectives• Introduce and attract middle / high school students to
the transportation industry• Attract females, under-represented, and at-risk youth• Develop an innovative program• Encourage collaboration • Establish long-term partnerships
Questions?
Please complete an evaluation survey about today’s presentationEither go to this link: https://forms.office.com/g/V9LN8BhJ8iOr use this QR code:
Karen Bobo Director [email protected]
Cindy Owens Mission Support Program Analyst [email protected]
Chrisy Currier OJT/SS Program Mgr. [email protected]
Joyce Gottlieb NSTI Program Mgr. [email protected]
Michael Caliendo OJT/SS Technical Assistant [email protected]
Thank You!