PWS_Attachment_9-YCP-Operations_Performance_Checklist_(Oct_16-Sep_17).docx

ChalleNGe Operational and Resource Effectiveness Team Program/State: Click here to enter text.

Date: Click here to enter text.

Functional Area:

Operational Performance Overall Rating Choose an item.

Analyst’s Information:

Click here to enter text.

TASK: Assess the Operational performance of the Youth ChalleNGe program.

CONDITION: Review documentation from the four most recently completed classes.

STANDARD: The overall score will be equal to the sum of the scores from the Target Graduation and the average of the four key indicators associated with the Post-Residential Phase (Contact Rates at Months 6 and 12 and Placement Rates at Months 6 and 12). T-Level calculation is not included in the overall score. The overall score converts to the final rating scheme.

1. Graduation Target

TASK: Assess the Program’s achievement of Graduation Target for the last four classes to graduate.

CONDITION: The National Guard Youth ChalleNGe Cooperative Agreement (NGYCP-CA), Section 201, paragraph a(1) requires programs to operate two residential classes within each fiscal year with a minimum graduation target of 75 Cadets per class. NGYCP-CA, Section 1-9 warns Programs that they are in danger of termination if they do not meet graduation totals of 75 Cadets per class or 150 Cadets per year. Specific Program target graduation numbers are contained in individual Program Cooperative Agreements. IAW NGYCP-CA, Section 205, paragraph a(3), Program performance will be measured against Program funding and graduation metrics.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥98%, Excellent: 95 - <98%, Satisfactory: 93 - <95%, Marginal: 90 - <93%, Unsatisfactory: <90% NOTE: Valid documentation reflecting actual graduation numbers by class and by Cadet name is necessary to verify compliance with this standard.

Graduation Target Calculation:

To determine a Program’s level of performance in meeting the graduation target, calculate the average graduation rate for the 4 most recent Residential classes to have completed the Residential Phase.

1. Take the sum of the number of graduates reported for the last four graduated classes.

2. Divide the result from step 1 by the sum of the Graduation Targets assigned by the Cooperative Agreement for those classes.

3. Click on “Choose an item” and select the appropriate rating.

This calculation provides an aggregate rating of all four classes, expressed as a percentage of graduation target.

Graduation Target Performance Calculation

Total

( ÷ ) x 100 = %

Outstanding: ≥98%, Excellent: 95 - <98%, Satisfactory: 93 - <95%, Marginal: 90 - <93%, Unsatisfactory: <90% Click on “Choose an Item” below to select your rating.

Your Program is Choose an item. in this standard.

2. Placement at Month 6 of the Post-Residential Phase

TASK: Assess Graduate Placement at Month 6 of the Post-Residential Phase

CONDITION: The Post-Residential Phase is a ChalleNGe graduate’s opportunity to apply program strategies and learning in transition to serving as a productive member of society. The Post-Residential Phase is an indicator of the values, skills, education, and self-discipline necessary to succeed as adults, placement during this Phase is the measure used to gauge success. Not only does graduate placement demonstrate success at the individual and Program levels, it also validates the Federal and State governments “return on investment.” A Cadet who is geographically separated from his/her mentor because of schooling, and training, job, or active duty military is considered placed. A Memorandum for Record describing a placement activity, written by a ChalleNGe staff member, documenting a contact with a mentor, employer, school official, or individual supervising a cadet, is considered proof or validation of a placement activity. Program staff is required to verify placement as needed and entered in the data management system. The case files must provide source documents to validate these placements.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥85%, Excellent: 71 - <85%, Satisfactory: 57 - <71%, Marginal: 43 - <57%, Unsatisfactory: <43%

Calculation of Placement at 6 Months:

Note: Only use the last four classes which have completed the 12-month Post-Residential Phase when determining the Placement Rate. Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and supporting source document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate placement at the 6-month point of the Post-Residential Phase:

1. Add the total number of Cadets placed at Month 6 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

3. Multiply the result from step 2 by 100 to arrive at a percentage.

4. Click on “Choose an item” and select the appropriate rating.

Placement at Month 6 of the Post-Residential Phase Calculation

(See Note above) Actual # of Graduates

Total

( ÷ ) x 100 = %

Ops Performance Checklist

TASK: Assess Graduate Placement at Month 12 of the Post-Residential Phase

CONDITION: The Post-Residential Phase is a ChalleNGe graduate’s opportunity to apply program strategies and learning in transition to serving as a productive member of society. The Post-Residential Phase is an indicator of the values, skills, education, and self-discipline necessary to succeed as adults, placement during this Phase is the measure used to gauge success. Not only does graduate placement demonstrate success at the individual and Program levels, it also validates the Federal and State governments “return on investment.” A Cadet who is geographically separated from his/her mentor because of schooling, and training, job, or active duty military is considered placed. A Memorandum for Record describing a placement activity, written by a ChalleNGe staff member, documenting a contact with a mentor, employer, school official, or individual supervising a cadet, is considered proof or validation of a placement activity. Program staff is required to verify placement as needed and entered in the data management system. The case files must provide source documents to validate these placements.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥86%, Excellent: 73 - <86%, Satisfactory: 59 - <73%, Marginal: 46 - <59%, Unsatisfactory: <46%

Calculation of Placement at 12 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Placement Rate. Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and supporting source document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate placement at the conclusion of the Post-Residential Phase:

1. Add the total number of Cadets placed at Month 12 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

3. Multiply the result from step 2 by 100 to arrive at a percentage.

4. Click on “Choose an item” and select the appropriate rating.

Placement at Month 12 of the Post-Residential Phase Calculation

Last 4 Classes (use same class numbers s as 2 above)

(See Note above) Actual # of Graduates

Total

( ÷ ) x 100 = %

4. Contact Rate at Month 6 of the Post-Residential Phase

TASK: Assess the Contact Rate at Month 6 for each of the four most recent classes to have completed the Post-Residential Phase.

CONDITION: The Recruitment, Placement, and Mentoring Operations Manual states that mentor and mentee contact is the heart of the mentoring program. Therefore, beginning at graduation, a minimum of four contacts, four hours of contact, or a combination of both occur each month between the Mentor and Cadet, including two face-to-face contacts if possible. Monthly mentor communication is defined as a receipt of a monthly report from the mentor which can include e-mail, telephone, text or face-to-face contact with Program Staff. Cadets on active duty military are exempt from the mentor contact reporting requirements. Contact can be considered any communication between the Cadet and his/her mentor and/or the Program staff. Program staff is required to enter all contacts in the data management system. The case files must provide source documents to validate these contacts.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥95%, Excellent: 81 - <95%, Satisfactory: 67 - <81%, Marginal: 53 - <67%, Unsatisfactory: <53%

Calculation of Contact at 6 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Contact Rate. Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and contact document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate contact rate at the six-month point of the Post-Residential Phase:

1. Add the total number of Cadets contacted in Month 6 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

3. Multiply the result from step 2 by 100 to arrive at a percentage.

4. Click on “Choose an item” and select the appropriate rating.

Contact Rate at Month 6 of the Post-Residential Phase Calculation

Last 4 Classes (use same class numbers s as 2 above)

(See Note above) Actual # of Graduates

Total

( ÷ ) x 100 = %

5. Contact Rate at Month 12 of the Post-Residential Phase

TASK: Assess the Contact Rate at Month 12 for each of the four most recent classes to have completed the Post-Residential Phase.

CONDITION: The Recruitment, Placement, and Mentoring Operations Manual states that mentor and mentee contact is the heart of the mentoring program. Therefore, beginning at graduation, a minimum of four contacts, four hours of contact, or a combination of both occur each month between the Mentor and Cadet, including two face-to-face contacts if possible. Monthly mentor communication is defined as a receipt of a monthly report from the mentor which can include e-mail, telephone, text or face-to-face contact with Program Staff. Cadets on active duty military are exempt from the mentor contact reporting requirements. Contact can be considered any communication between the Cadet and his/her mentor and/or the Program staff. Program staff is required to enter all contacts in the data management system. The case files must provide source documents to validate these contacts.

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥94%, Excellent: 80 - <94%, Satisfactory: 66 - <80%, Marginal: 52 - <66%, Unsatisfactory: <52%

Calculation of Contact at 12 Months:

Note: Only use classes which have completed the 12-month Post-Residential Phase when determining the Contact Rate. Do not use current Post-Residential Phase classes as the data will be incomplete. Valid documentation reflecting individual graduate names and contact document(s) are required to verify compliance with this standard.

To determine a Program’s level of performance in graduate contact rate at the conclusion of the Post-Residential Phase:

1. Add the total number of Cadets contacted in Month 12 of the Post-Residential Phase in each of the last 4 completed classes.

2. Divide the result from step 1 by the total number of Graduates for each of the completed classes.

3. Multiply the result from step 2 by 100 to arrive at a percentage.

4. Click on “Choose an item” and select the appropriate rating.

Contact Rate at Month 12 of the Post-Residential Phase Calculation

Last 4 Classes (use same class numbers s as 2 above)

(See Note above) Actual # of Graduates

Total

( ÷ ) x 100 = %

6. Staff Training Status

TASK: Assess the Staff Training Status

CONDITION: IAW the National Guard Youth ChalleNGe Cooperative Agreement (NGYCP-CA), Section 1-9, all Program staff are required to attend the Basic Course and appropriate function-specific professional development training. The training is designed to minimize the risks associated with serving youth in need, to receive ongoing guidance from NGB, and to learn best practices aimed at improving each Program and the services provided to each youth. NGYCP-CA, Section 1-11 requires Programs to use the mandated Program Training Guide to assess their T-Level between 1 (fully trained) and 4 (untrained).

STANDARD: Not currently rated.

Valid documentation reflecting individual staff members’ completion of professional development training is required to verify compliance with this standard.

Calculation of Training T-Level:

To determine a Program’s staff training status:

1. First determine the number of staff members who have attended the Basic Course.

2. Divide the number of staff members who have attended the Basic Course by the total number of assigned staff.

3. Multiply the result from step 2 by 100. This is the Program’s Basic Course Percentage (Tb).

Next, calculate the Function-Specific Course Percentage for each function specific course:

4. Determine the number of staff members who have completed the function-specific course.

5. Divide the number of staff members who have completed the function-specific course by the number of staff required to attend that course. This will yield Function-Specific Course Percentages (Tf) for the following:

a. Cadre Course (Fc);

b. Counselors Course (Fk);

c. Recruiters Course (Fr);

d. Educators Course (Fe);

e. Post-Res Course (Fp); and,

f. Supervisor Course (Fs).

Note: If less than 10 staff members are required to attend a Function-Specific Course, refer to Table 1 below.

Finally, to determine the Training T-Level:

6. Take the lowest Function-Specific Course Percentage (Tf).

7. Compare it to the Program’s Basic Course Percentage (Tb).

8. The lower of the two is the Program Training Percentage.

9. Apply the Program Training Percentage to Table 2 below to determine the Program’s Training T-Level. Programs must include all staff members, to include full and part time employees in their calculation.

Training Status Calculation

Calculation:

(Basic Course Completed ÷ Total # of Staff) x 100 ( ÷ ) = 0.00%

2.

Function Specific Course Calculations (Tf)

# of Staff that have received training ÷ # of Staff required to attend training (If there are fewer than 10 Staff Members that require training, refer to Table 1 below) NOTE: You must manually perform the below calculations.

Tb = %

Tf = % Lowest is %

T-

*For course categories with 10 or more required members divide the # of staff who attended training by the # of staff required to attend training.

TABLE 2: T- Level Conversion

7. Overall Operational Performance Score and Rating

STANDARD: The performance standard will be rated using an Outstanding, Excellent, Satisfactory, Marginal, Unsatisfactory system.

Outstanding: ≥188, Excellent: 171 - <188, Satisfactory: 155 - <171, Marginal: 139 - <155, Unsatisfactory: <139

Calculation of Overall Operational Performance Score:

To determine a Program’s overall Operational Performance Score, add the Graduation Target and the average of the four key indicators associated with the Post-Residential Phase (Contact Rates at Months 6 and 12 and Placement Rates at Months 6 and 12).

If the Graduation Target Raw Score is above 100.00, the score is capped at 100.00 for the overall performance score calculation. Enter 100 only if the Graduation Target Raw Score is above 100.00. If not enter the raw score below.

The four key indicators associated with the Post-Residential Phase (Contact Rates at Months 6 and 12 and Placement Rates at Months 6 and 12) are added together and then averaged.

Overall Performance Score

Placement at 6 months

Placement at 12 months

Contact Rate at 6 months

Contact Rate at 12 months

Your Program is Choose an item. overall in Operational Performance.