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Reporting and Data Validation Updates

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U.S. Department of Labor Employment and Training Administration Reporting and Data Validation Updates Presenters: Wes Day Barbara Strother Greg Wilson – PowerPoint PPT presentation

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Title: Reporting and Data Validation Updates


1
U.S. Department of LaborEmployment and Training
Administration
  • Reporting and Data Validation Updates
  • Presenters Wes Day
  • Barbara Strother
  • Greg Wilson
  • ETAs Office of Performance and Technology

2
Presentation Overview
  • Discuss WIA and Wagner-Peyser reporting
    requirements and due dates
  • Review ETAs performance reporting system
  • Review ETAs data validation initiative and new
    software

3
Required Reports
  • Annual Report required for WIA
  • 9091
  • Quarterly reports are required for WIA and
    Wagner-Peyser/VETS
  • 9090 and 9002A-E, VETS 200A-C
  • Monthly WIA and Wagner-Peyser reports (ARRA)
  • 9147, 9148, 9149
  • Workforce Investment Act Standardized Record Data
    (WIASRD)

4
Annual PY 2008 DRAFT Due Dates
  • Monday, August 17, 2009 Validated PY 2008 4th
    quarter 9002 and VETS 200 reports
  • Monday, August 17, 2009 Wagner-Peyser Report
    Validation and Data Element Validation summaries
    for PY 2008 4th quarter 9002 and VETS 200 report
  • Thursday, October 1, 2009 Validated PY 2008 WIA
    Annual Report
  • Thursday, October 1, 2009 WIA Report Validation
    summary
  • Thursday, October 15, 2009 PY 2008 WIASRD file
  • Tuesday, February 1, 2010 WIA Data Element
    Validation
  • NOTE All files must be submitted by 1159 PM
    Eastern Daylight Time

5
Quarterly and Monthly Due Dates
  • Quarterly Reports are due 45 days after the end
    of the quarter.
  • Example 1/1/09 - 3/31/09 report due 5/15/09
  • Monthly Reports are due 15 days after the end of
    the month.
  • Example 7/1/09 - 7/31/09 report due 8/17/09
  • First report due July 15th

6
Grantee Reporting System - EBSS
  • States submit their reports to ETA using the
    Grantee Reporting System (aka EBSS)
  • EBSS Enterprise Business Support System
  • http//www.etareports.doleta.gov

7
Grantee Reporting Log In Screen
http//www.etareports.doleta.gov
8
Passwords
  • One for Wagner-Peyser Reporting
  • One for WIA Reporting
  • One for Wagner-Peyser Data Validation
  • One for WIA Data Validation
  • For password assistance, contact
    ebss.help_at_dol.gov

9
The WIA Screen
10
Labor Exchange Screen
11
The WIA Screen - Monthly
12
Monthly Performance Reporting
13
WIA Adult Monthly Report
14
Monthly Reporting Guidance
  • Training and Employment Guidance Letter No.
    24-08 includes
  • Detailed descriptions of reports
  • Report specifications
  • Timelines
  • Available at http//doleta.gov/directives/

15
The WIA Screen - Quarterly
16
WIA Quarterly Report
17
WIA Quarterly Report
18
WIA Quarterly Reporting Guidance
  • Workforce Investment Act Quarterly Report
    General Reporting Instructions and ETA Form 9090
  • Available at http//www.doleta.gov/performance/R
    eporting

19
The WIA Screen - Annual
20
WIA Annual
21
WIA Annual Table A
22
Table O Local Performance
  • Table O contains information by Local Workforce
    Board
  • States should review to see if ETA has the most
    current listing of local areas and their ETA
    assigned numbers
  • States should send any updates to ETA no later
    than August 25
  • send updates to ebss.help_at_dol.gov

23
Cross Form Edit Checks
24
WIA Annual Reporting Guidance
  • Workforce Investment Act Annual Report General
    Reporting Instructions and ETA Form 9091
  • Available at http//www.doleta.gov/performance/R
    eporting

25
The WIA Screen - WIASRD
26
WIASRD - Intro
  • Workforce Investment Act Standardized Record
    Data (WIASRD)
  • Individual records (not aggregate)
  • Very important for ad-hoc analysis
  • Type of training
  • Demographics
  • Outcomes

27
WIASRD - Updates
  • Updates for 2008
  • Adds valid values to Other Non-WIA Programs
    (WIASRD field 326) to allow states to code
    American Recovery and Reinvestment Act of 2009
    co-enrollments
  • Designates WIASRD field 313c as a Special
    Projects field

28
WIASRD Submission Tips
  • Uploading WIASRD files to EBSS can be very time
    consuming.
  • ETA processes WIASRD files overnight and provides
    the state with a status the following day.
  • Some tips to reduce WIASRD upload time include
  • Zip your file
  • Remove unnecessary characters
  • Firefox is faster than IE

29
WIASRD Tips Continued
  • The slow way 626 characters
  • "000000000","18810118","2","3","2","2","2","3","3
    ","3","2","1","2","1","3","1","2","2","2","12","2"
    ,"","2","2","1","1","4","1","00000","19020503","19
    021010","2","2","1","2","2","2","2","","2","","","
    ","","","","","","","","","","","","","","","","",
    "1","2","","","2","2","2","2","999999999","0","2",
    "1","2","2","2","1","1","","","","1","1","2","1","
    ","1","1","02001.00","","01712.00","","03112.00","
    03094.00","01182.00","00000.00","00000.00","5","",
    "3","3","","","","","","","","","","","","","","",
    "","","","","","","","","","","","","","","","",""
    ,"","","","","","","","","","","","","","","","","
    ","","","","
  • The fast way 283 characters
  • 000000000,18810118,2,3,2,2,2,1,2,2,3,3,3,2,1,2,1,
    3,1,2,2,2,12,2,,2,2,1,1,4,1,00000,19020503,1902101
    0,2,2,1,2,2,2,2,,2,,,,,,,,,,,,,,,,,,,,1,2,,,2,2,2,
    2,999999999,0,2,1,2,2,2,1,1,,,,1,1,2,1,,1,1,2001,,
    1712,,3112,03094,1182,0,0,5,,3,3,,,,,,,,,,,,,,,,,,
    ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

30
WIASRD The Future
  • Quarterly submissions beginning March 31, 2010.
  • Includes participants and exiters.
  • Now is the time to fix problems.

31
Dont Forget Wagner-Peyser!
  • Monthly and Quarterly Reports
  • Submitted to ETA via EBSS
  • Quarterly Guidance ETA 9002 and VETS 200 Data
    Preparation Handbook No. 406
  • Monthly Guidance Training and Employment
    Guidance Letter No. 24-08

32
Basic Reporting Review
  • Monthly WIA and Wagner-Peyser Reports
  • Quarterly WIA and Wagner-Peyser Reports
  • Annual WIA Report
  • WIASRD

33
Part 2 Data Validation
  • ETAs data informs the Legislative and Executive
    branches of government as well as media,
    researchers, and the public.
  • Without Data Validation, ETA is not able to
    assess the accuracy of its data.

34
How Does Data Validation Work?
  • Two separate processes are required to ensure
    that performance data is reliable
  • Report Validation ensures that aggregate reports
    are calculated correctly.
  • Data Element Validation ensures that the data
    elements in the participant records used to
    calculate aggregate reports are accurate.

35
Data Validation Guidance
  • TEN 14-02 To inform the workforce investment
    system of the data validation initiative for
    employment and training programs. Issued May 28,
    2003.
  • TEGL 3-03 Data Validation Policy for Employment
    and Training Programs. Issued August 20, 2003.
  • TEGL 3-03, Change 1. Issued August 20, 2004.
  • TEGL 3-03, Change 2. Issued October 20, 2004.
  • TEGL 3-03, Change 3. Issued July 15, 2005.
  • TEN 9-06 Program Year 2005/Fiscal Year 2006
    Performance Reporting and Data Validation
    Timelines. Issued August 17, 2006.
  • TEN 19-07 Program Year 2006/Fiscal Year 2007
    Performance Reporting and Data Validation
    Timelines. Issued December 11, 2007.
  • TEN 09-08 Program Year 2007/Fiscal Year 2008
    Performance Reporting and Data Validation
    Timelines. Issued September 3, 2008

36
Data Reporting and Validation Software
  • Data Reporting and Validation Software (DRVS)
    version 7.2 released May 6, 2009.
  • Use for PY2008 Annual Report and 2009 Quarterly
    reports
  • Adds valid values to Other Non-WIA Programs
    (WIASRD 326) to allow states to code American
    Recovery and Reinvestment Act of 2009
    co-enrollments
  • Fully implements the Literacy/Numeracy
    calculation per TEGL 17-05, Change 2
  • Designates WIASRD 313c as a Special Projects
    field

37
DRVS Available Here!
DRVS is available at http//www.doleta.gov/perfor
mance/Reporting/tools_datavalidation.cfm
38
DRVS is Essential to Reporting
  • Processes the WIA Quarterly and Annual Reports,
    and the Wagner-Peyser/VETS quarterly performance
    reports
  • Provides all functions necessary for validation
  • Compares reports
  • Sampling and data accuracy analysis
  • Uploads performance reports and validation error
    reports to ETA

39
Reporting of Validation Results
  • DRVS produces
  • Report validation summary
  • Data element validation summary and analytical
    reports
  • WIA and LX DRVS creates files with the annual
    report validation values for upload to ETA

40
DRVS Reporting Options Screen
  • This reporting option screen is for the WIA
    annual report covering Program Year 2008.

41
Creating RV Extract Files for WIA
  • State IT staff produce extract file with
    participant records for all participants and
    exiters included on the appropriate report
  • Extract file format is based on the WIASRD (with
    extra fields added to help locate participant
    files in one-stops sampling unit, WIB Name,
    Office Name, Case Manager, and User Field)

42
Loading Extract File into DRVS
  • State staff import the extract file into the data
    validation software
  • The software processes the file and builds
    performance outcome groups
  • Multiple edit checks

43
Edit Check Error Report - Example
44
Reload Files if Necessary
  • Review error and duplicate reports
  • Determine whether the extract file must be
    regenerated or reformatted based on whether the
    number of errors is significant
  • Load the entire modified extract file if
    necessary
  • DRVS will not import additional records into a
    file that has already been imported.

45
Uploading the WIA Annual Report to DRVS
  • To calculate the error rate, the software must
    have the states reported values
  • Import the item totals from the WIA Annual Report
    into the reported count input form
  • The validation software provides the capability
    to e-submit the report to ETA

46
Whew
47
Report Validation Summary
  • After reported values from the WIA Annual Report
    have been imported the software produces the
    report validation summary
  • Calculates the difference between the validation
    and reported values
  • Displays an error rate for each reported value
  • DRVS can e-submit the report to ETA

48
Report Validation Summary Example
49
How Does Data Validation Work? (again)
  • Two separate processes are required to ensure
    that performance data is reliable
  • Report Validation ensures that aggregate reports
    are calculated correctly.
  • Data Element Validation ensures that the data
    elements in the participant records used to
    calculate aggregate reports are accurate.

50
Data Element Validation
  • Report will not be accurate if the data being
    used by the software are wrong
  • Requires checking data elements against source
    documentation to verify compliance with federal
    definitions
  • States identify state-specific source
    documentation
  • DRVS produces worksheets for state staff to enter
    source documentation review

51
Source Documents
  • Source documents support the validity of a data
    element
  • States should identify state-specific source
    documents

52
Location of Source Documents
  • Most source documentation will be located in the
    One-Stop center
  • Some source documentation will be stored at the
    state level
  • Wage record information is checked against
    states wage record files
  • There may be other central administrative data
    files

53
Sampling Methodology
  • DRVS selects a sample of records from a sample of
    offices in the state
  • Ensures that not every office needs to be visited
    for WIA
  • DRVS selects a sample of records from each
    performance outcome
  • Ensures that results will represent the overall
    quality of the states data

54
Overview of Tasks for Data Element Validation
  • Determine how validation will be done
  • Assemble worksheets and arrange visits to offices
  • Gather supporting documentation at office and
    complete worksheets
  • Upload result to DRVS and then submit to ETA

55
Required Reports - Revisited
  • Annual Report required for WIA
  • Quarterly reports are required for WIA and
    Wagner-Peyser/VETS
  • Monthly WIA and Wagner-Peyser reports (ARRA)
  • Workforce Investment Act Standardized Record Data
    (WIASRD)

and dont forget the Data Validation results!
56
Thats All Folks
  • For additional information, please visit
  • http//www.doleta.gov/performance/reporting
  • Email
  • etaperforms_at_dol.gov
  • ebss.help_at_dol.gov
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