On-the-Job Training (OJT): A Successful Re-employment Tool NC Workforce Development Partnership Conference October 16, 2014
On-the-Job Training: A Successful Re-employment Tool Panelists OJT What? OJT Why? OJT How? Georgia Steele Division of Workforce Solutions Georgia Steele Division of Workforce Solutions Sheila Hemphill OJT Grant Manager Charlotte Works 2
On-the-Job Training What? & Why? Georgia Steele OJT Coordinator Division of Workforce Solutions 3
What? On-the-Job Training On-the-Job Training is defined in WIA Section 101(31) as training by an employer that is provided to a paid participant while engaged in productive work in a job that: Provides knowledge or skills essential to the full adequate performance of the job; Provides reimbursement to the employer of up to *50 percent of the wage rate of the participant for the extraordinary costs of providing the training and additional supervision related to the training; and Is limited in duration as appropriate to the occupation for which the participant is being trained, taking into account the content of the training, the prior work experience of the participant, and the service strategy of the participant, as appropriate * North Carolina has been granted a waiver from the U.S. Department of Labor to allow the reimbursement of OJT employers on a sliding scale based on the number of employees at an employer s single location. North Carolina s waiver is granted through June 30, 2017. Up to 90% of participant s wage rate with employers with 50 or fewer employees Up to 75% of participant s wage rate with employers with 51-250 employees Up to 50% of participant s wage rate with employers with 250 or more employees 4
OJT Policy and Guidance DWS POLICY STATEMENT NUMBER: PS 13-2013 Local Area OJT Policy Key Elements Participant Eligibility Employer Eligibility Pre-Award Analysis Employer Agreement Contract Requirements Skills gap Analysis/Training Plan Development Trainee Skill Evaluation General Provisions OJT Forms 5
Job Seekers: Why OJT? Job Seekers Respond to customers not wanting classroom training Train more customers in different careers Help unemployed classroom graduates get jobs Create jobs in a job loss recession Many citizens have been unable to find employment/exhausted UI benefits Allows unemployed to upgrade their skills and update their resume while earning an income OJT is proven as an effective training strategy 6
Employers: Why OJT? Human Resource Assistance Recruitment Assistance (so they are not besieged with applicants) Customized pre-screening of candidates (so they don t have to review 100s of resumes) Referral of only qualified candidates (so they don t have to waste their time) Identification of skills needed to do the job (so they will be able to recruit even better) Assistance in developing job descriptions ( staff will work with employers to understand the job and what it requires, and send them only those who are able to be trained for the job) Support to supervisor during the OJT (supervisor can contact staff at anytime to assist with any problem) 7
Employers: Why OJT? Quality Candidates Available pool of pre-screened candidates (education, occupation, industry, credentials and/or skill levels) Screening and referral of potential screen match OJT skill assessment: job specific Identification of the skills the job seekers have and the skills they will need with OJT Development of a customized training plan that identifies the skill gap and the instructional methods, benchmarks, and time frame to bridge the gaps An OJT arrangement can be the impetus for an employer to create the job opportunity now 8
Employers: Why OJT? Training Reimbursement Percentage of reimbursement of the wage rate for the extraordinary costs of providing the training and additional supervision related to on-the-job training Potential Hiring Tax Credits Work Opportunity Tax Credit 9
As An OJT Employer Employers make the hiring decision Employers determine the job performance standards Employers retain the right to terminate a trainee Employers do not need to worry about paperwork. It s all handled promptly and efficiently by the OJT representative Employers receive a percentage reimbursement of the trainee s wages during the training period based on the size of the business Employers are reimbursed with prompt payments *OJT cannot be funded after someone is hired 10
On-the-Job Training How? Sheila Hemphill OJT Grant Manager Charlotte Works 1401 West Morehead St., Suite 100 Charlotte, NC 28208 704.206.1353 Direct shemphill@charlotteworks.com www.charlotteworks.com http://newsletter.charlotteworks.com We serve job-seekers and businesses, providing resources to develop a skilled workforce that meets employer needs. 11
How? Outreach aka Marketing! Strategic Community Outreach Plan Consider all points of contact Maximize your services in their published materials 12
How? Outreach/Marketing Materials Job-seekers aka OJT Campaigners/OJT Ambassadors Employers aka businesses Nice quality OJT brochure, one page FAQ s, Press Release Same OJT brochure, one page FAQ s, Press Release Sample cover letters, emails, with versions of the OJT Grant marketing paragraph for them to customize to their use The List including the businesses, internal job titles and equivalent O*NET titles for OJT positions Process exemplar Chronology of a successful OJT Campaigner OJT 101 Orientation PP handout Templates for OJT marketing emails for your email and for NCWorks email Sample complete OJT Contracts for a lower level and higher level position Link to radio feature marketing OJT Grants Articles/OJT Case Study, Grow Your Business the employer OJT Orientation PP handout 13
How? Outreach/Marketing follow up and process development support Jobseekers aka OJT Campaigners/OJT Ambassadors Small group workshops: O*NET and myskills myfuture and OJT Strategy Ongoing individual support from OJT staff members to avid OJT Campaigners as they target, approach, and receive reach back from employers (email or call) Individual counseling arranged for avid OJT Campaigners Employers aka businesses Employer Steps.. document outlining processes towards successful OJT Grant implementation OJT Pre-Qualify form for employers using applications or for use as a phone screen checklist 14
How? Outreach/Marketing Materials For Colleagues/Partner/Community Staff Members: Same marketing pieces as for OJT Campaigners/Employers Poster/Desk referral sheet for DWS to refer UI claimants aka potential OJT Campaigners to OJT Orientations on NCWorks Events Calendar Am I a Mecklenburg County Dislocated Worker? sheet for community members and others to refer likely DW s and other individuals to the Events Calendar and workshops, events, WIA Classroom Training Orientations, and WIA Dislocated Worker OJT Orientations Provide In-Service training to colleagues, invite colleagues/partners to OJT Orientations/workshops, regular articles/ojt success stories in internal and external newsletters 15
How? Deliver the message Reinforce the message Job-seekers aka OJT Campaigners/OJT Ambassadors Employers aka businesses File search and mass invite Dislocated Workers to the OJT Orientations through NCWorks After newly NCWorks enabled employers receive their Welcome email, follow with the OJT Grant marketing email Testimonials of successful OJT trainees and OJT employers in both Orientations Reach out to NCWorks external employers, inviting participation in both NCWorks and OJT Grants Also, share the Poster with willing small and mid-size employers and OJT trainees to share with jobseeking applicants, or their acquaintances Stay in touch with past OJT Grant participating employers Cross sell to Incumbent Worker Training Grant recipients, and recipients of other services 16
On-the-Job Training How? Making it happen. Sheila Hemphill OJT Grant Manager Charlotte Works 1401 West Morehead St., Suite 100 Charlotte, NC 28208 704.206.1353 Direct shemphill@charlotteworks.com www.charlotteworks.com http://newsletter.charlotteworks.com We serve job-seekers and businesses, providing resources to develop a skilled workforce that meets employer needs. 17
Notes on OJT Candidate issues.. How do you determine WIA-DW eligibility? Self-selection to register for OJT Orientation and back-check if unsure during OJT Orientation itself, or upon receipt of their resume and check of their NCWorks records Outreach to targeted eligible DW s in NCWorks Referrals from WIA Training Coordinators of the DW sponsored Classroom Training completers and near completers Educate colleagues and partners in WIA Dislocated Worker eligibility 18
Notes on OJT Candidate issues.. How do you determine an appropriate OJT candidate? Candidates will largely self select Those interested in direct re-employment or placement closely related to the field of their last work experience or WIA sponsored Classroom Training should not attend OJT Orientation, and will instead attend those workshops appropriate to their strategy and goals If uncertain they will confer with a Charlotte Works Career Coach. As jobseeker strategies evolve in response to their growing knowledge of labor market requirements, doors remain open to newly attend or re-attend Charlotte Works workshops 19
Making it happen. OJT Campaigner/OJT Ambassador driven OJT Grant processes: When their resumes are accepted into OJT Candidate Database: then, they are provided OJT marketing attachments to self-incorporate into their re-employment campaign efforts moving forward Individual strategy session (email, phone or in-person) to assist with resume enhancement, targeting, NCWorks maximization, O*NET code focus, etc. Other Charlotte Works workshops as complimentary to their campaign. (An informal IEP and assessment based on reviewing work experience, credentialing, job search and marketing savvy, barriers and economic stability) Ongoing OJT Campaigner email/phone exchange with OJT staff regarding progress on targets, and strong back up efforts directly with any of their warm targets. OJT staff call and/or email any employer from whom they ve received a reach back: a response to their resume, phone interview, or in-person interview may be scheduled 20
Making it happen. OJT Campaigner/OJT Ambassador driven OJT Grant processes, cont.: Sell the targeted employer on the value of the OJT Grant in enabling your candidate/new hire to master the new learning challenges presented in their opportunity. Reiterate the value of candidates work experience, work history, and transferrable skills/recent credentialing. Model out a financial example of an OJT Grant, to translate into dollars and cents Follow up with clear instructions on OJT Grant Pre-Award Analysis submission, detailed Job Description and how you are their OJT Grant writer who will develop all components of the customized OJT Grant with their input. Anticipate their questions about invoicing and payments processes, training plan support and trainee evaluation Ask for the sale and outline, if your candidate advances in their vetting processes to be the final candidate, what will be process steps forward that you will be assisting with and when 21
Making it happen. OJT Campaigner/OJT Ambassador driven OJT Grant processes, cont.: When the employer or OJT campaigner notifies you that they are now a final OJT candidate, circle back with both parties with regard to instrumentalities and contractual details (anticipated hire date, finalized official company job description, compensation, benefits, etc.) Email OJT candidate list of WIA required documents, and confirm appointment for the WIA Dislocated Worker Program enrollment and comparative skills analysis At the enrollment appointment, you will verify/copy the required eligibility documents, review/sign all Local Area forms, key the NCWorks DW Intensive/Training application and sign, and develop the paper and NCWorks IEP 22
Making it happen. OJT Campaigner/OJT Ambassador driven OJT Grant processes, cont.: Proceed to review the O*NET print outs for the OJT candidates prior occupation versus the new OJT occupation. Note the new skill areas and discuss. Jointly review the candidates resume and the detailed official company job description, making notes as to the challenges/new general or technical skills.versus areas that will be easier by using more of their existing transferrable skills/knowledge. These notes will help you immensely in creating the customized OJT Grant Training Plan Development Narrative Conclude the appointment, explaining that you will be developing their OJT Grant documents, and will email drafts to them, OJT supervisor, and OJT employer representative for feedback and potential revision in next couple days. Revise per any feedback received, and email final drafts to signing parties. Typical time line: candidate is selected by employer as final candidate on Monday, enrolled in WIA-DW on Wednesday, OJT Grant Contract draft documents emailed Friday, hire date/ojt Contract delivery/signing on the next Monday. 23
Making it happen. Employer driven OJT Grant processes ( Employer Steps.. guideline) Employer has successfully submitted OJT Grant Pre-Award Analysis form and detailed company job descriptions for OJT amenable positions, and HAS a viable, partially vetted talent pipeline in place Train employer HR staff on basics of WIA DW program eligibility ( OJT Pre- Qualify form) HR staff will further pre-screen candidate pool and email potential candidate resumes. OJT staff ascertain and reports back on candidate DW eligibility and O*NET dissimilarity As DW finalists are confirmed, they are emailed electronic OJT Orientation or attend in person at Charlotte Works. Proceed with prior steps from slide #21 24
Making it happen. Employer driven OJT Grant processes ( Employer Steps.. guideline) Employer has successfully submitted OJT Grant Pre-Award Analysis form and detailed company job descriptions for OJT amenable positions, and is also needing assistance with recruitment Provide guidance on use of NCWorks and other potential recruitment avenues Support NCWorks job listings by file search/invitations/referrals, and requesting employer rate and note candidates. Request DWS partners to file search and refer Follow up on high and medium employer rated candidates, per researching and noting candidates per their DW status. Stay in touch with employer as candidates progress through employer vetting processes toward selection of final OJT candidate As DW finalists are confirmed, they are emailed electronic OJT Orientation or attend in person at Charlotte Works. Proceed with prior steps from slide #21 25
Summary: On-the-Job Training Public, Private non-profit, or private sector employers Contract for occupational training up to 50% of wage reimbursement *waiver through June 30, 2017 (up to 90% wage reimbursement depends on the sixe of the employer Duration limited to time needed to become proficient Time depends on occupational skill requirements, participant skill level and prior work experience, and IEP (use of O*NET code; SVP as parameter and job description) No contracts with employers with pattern of failing to retain OJT participants and unfair working conditions 26
Remember Wage re-imbursement tied to training hours Specific to the job and specific to the individual Contract to fill gap: current skills and needed skills No more time than needed Comply with State/Local Policy Make sure participant is eligible Have customized training plan (skill gap assessment) Justify and document skill gap Justify and document training duration Align IEP and OJT training plan Align participant and employer files Monitor reimbursements 27
Questions Georgia Steele, DWS OJT Coordinator Sheila Hemphill, Charlotte Works OJT Grants Manager 28