BRG Update

1
Program Year 2007 Performance Reporting
Discussion 08/11/ 08 repeated on 08/13/2008
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Program Year 2007 Performance Reporting Discussion
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Submitting Questions
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Program Year 2007 Performance Reporting Discussion
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Practice
In the chat room, please type the name of your
organization, your location, and how many people
are attending with you today.
Program Year 2007 Performance Reporting Discussion
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Access to Webinar Materials
All webinars are recorded and available for
viewing within 2 business days after the event.
Recorded webinars will be posted to the
Materials and presentation slides used in this
webinar will be available for download from the
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Your Hosts

• Presenters
• Barbara Strother, Larry Wickliffe, Omar Karim,
  Office of Performance and Technology, EBSS Team
• Richard West, Social Policy Research Associates
• Jonathan Ladinsky, Mathematica Policy Research
• Moderators
• Karen Staha and Wes Day, ETAs Office of
  Performance and Technology

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Objectives

• Discuss reporting requirements for Wagner-Peyser
  and WIA title IB, including the WIASRD, for PY
  2007
• Review the Enterprise Business Support System
  (EBSS) and how it works
• Address state concerns on the submission process
• Open discussion

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Key Issues

• Passwords so many to keep track of!
• Looking ahead making sure your LWIAs are
  correct
• Loading your reports and fixing errors
• Creating your extract files
• Getting the reports in on time dont wait until
  the last minute!
• Server issues why does it take so long to upload?

Program Year 2007 Performance Reporting Discussion
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PY 2007 Due Dates

• Wednesday, October 1, 2008 PY 2007 4th quarter
  9002 and VETS 200 reports
• Wednesday, October 1, 2008 Validated PY 2007 WIA
  Annual Reports (ETA must have your Report
  Validation analytical summaries submitted prior
  to your annual report submit narrative portion
  of the Annual Report to WIA.AR_at_dol.gov )
• Wednesday, October 15, 2008 PY 2007 WIASRD
  files

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Grantee Reporting Log In Screen
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Passwords

• One for Wagner-Peyser Employment Service (Labor
  Exchange) Reporting
• One for WIA Reporting
• One for Wagner-Peyser Validation
• One for WIA Validation

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Passwords Your First Step

• Depending on what password you type the system
  will direct you to the appropriate site.
•  Labor Exchange Reporting System LERS
• (Wagner-Peyser/Jobs for Veterans grants)
• Workforce Information Act Reports WIA
• Data Validation DRVS
• WIA
• Wagner-Peyser

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Password Information

• Test your password NOW to ensure it works
• You have separate passwords for each function
  make sure you are logging on to the correct
  program and using the correct password
• Check passwords by August 25, 2008 to ensure you
  have access to EBSS

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Submission Page
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Cross Form Edit Check

• ETA U.S. Department of Labor Employment and
  Training Administration
• WIA Annual Report Data System
• The edit checks for the WIA ANNUAL REPORT DATA
  for the State ST failed.
• For final submission, we recommend to print this
  screen a correct data as per the edit check
  rules. For help on tables click link below and
  resubmit your applicationHelp
• State ST
• The denominator for the youth diploma or
  equivalent rate in Table J must be less than or
  equal to number of younger youth exiters in Table
  M. Please check Table J (J8)1,403 and Table
  M(M12)1,402.
• Local Board Data Submission Details There should
  be data for(17) local board name(s), whereas the
  state you are reporting has entered only(19).
  Please save all data to submit your
  application.For the list of local board names
  pending please click here
• The data for the some local boards are
  inconsistent. Please check the edit checks for
  Table O For the list of local board whose data is
  inconsistent please click here

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Cross Edit Checks Page
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Summary

• For the WIA Annual the grantee must
• Complete all forms
• Complete all individual form edit checks
• Press Final Submit Forms, which does not appear
  until the above is done
• Resolve all cross form edit checks
• Press Final Submit Forms again to enter the PIN,
  which is not available until all cross form
  errors are resolved. (screen shot attached)
• EBSS help is ebss.help_at_dol.gov

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LWIA Information

• States should review their LWIA information in
  EBSS (TABLE O) for the most current listing of
  local areas and their ETA assigned numbers
• States should send any updates on the LWIAs to
  ebss.help_at_dol.gov no later than August 25, 2008

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The Rounding Issue (W-P)

• For Wagner-Peyser refer to page 14 of the LX
  handbook
• All values on the ETA 9002 and VETS 200 reports
  should be rounded to the nearest whole number,
  using the values in the first two decimal places
  of the number to be rounded. Unless otherwise
  noted, the 5/4 rounding method is to be used.
• That is, if the digit to the right of the digit
  to be rounded is 5 or more, round up to the next
  higher digit. If the digit to the right of the
  digit to be rounded is 4 or less, round down or
  truncate.
• For example, if the calculated number is 60.01
  through 60.44 round down to 60. If the
  calculated number is 60.45 through 60.99 round up
  to 61. Values which are totals of other values
  appearing on the same form should be the sum of
  the rounded sub-part figures.

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State Example

• Here is an example LERS rounding example from a
  state for fourth quarter PY 2005
• N is numerator
• D is denominator
• Division is straight division with normal
  rounding,
• rounded is division with OMB mandated rounding
• ST9002C is what the state reported, the error is
  in red
• A B F G H
• N 91550 46265 3513 41 221
• D 162951 84555 8079 60 324
• Division 56 55 43 68 68
• rounded 56 55 44 68 68
• ST 9002C 56 55 43 68 68
• Two digits displayed 43.48

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The Rounding Issue (WIA)

• For WIA, where states negotiate to the nearest
  10th of a percentage, states should only input
  the information to the 10th of a percentage
  point.
• Example states enter their numerator and
  denominators ETA calculates the percentage to
  the 10th of a percentage point.

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Screen Labels

• All screen labels have been changed to reflect
  the current reporting requirements
• Older Youth still report an EARNINGS CHANGE
• The entire block of cells for earnings share one
  label which reads Average Earnings.
• The calculation for the Older Youth performance
  measure is still earnings change.

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Screen Shot of Earnings Data
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WIASRD File Submission

• These files can be submitted any time after you
  submit your final annual report EBSS will be
  opened to accept WIASRD files as early as August
  15, 2008.
• Submit your files as soon as possible after
  submitting your Annual Reports so you can fix
  any errors you may encounter.
• EBSS will not accept any files with rejects
  warning messages should also be reviewed and
  corrected.

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WIASRD File Submission

• Many states have asked why there is a lag between
  submitting the WIASRD and receiving the error
  messages.
• EBSS processes all WIASRD files overnight you
  will know by the next morning if your file has
  been accepted or rejected.

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WIASRD Files Submission

• EXAMPLE
• If you submit your WIASRD Wednesday morning at
  900 AM it will be processed Wednesday night and
  you will receive any warnings or edit messages
  Thursday, morning.
• If you need to resubmit your file you can do so
  on Thursday but will not see any changes to the
  submission until Friday morning.
• You need to allow for the overnight processing of
  the records before you see if your resubmission
  was successful!

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Speed up Your WIASRD Submissions!

• Most states send data smartly.  However, some
  States are not sending any more data, just
  unnecessary characters which slows down the
  submission process. 
• Please do not send spaces or quotes, they are not
  necessary.  Zero, 0, is the same as "00000.00"
  why mail us a brick with your data?
• Please ZIP your WIASRD file.
• Firefox is faster than Internet Explorer.

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The Comma Rule

• The "comma rule" is that when blank is a valid
  value, the extract file should have two commas
  next to each other without any spaces or quotes. 
  
• For example, if a participant did not receive any
  NEG funds, the file should have ,, not ,    ,. 
  Spaces can cause records to be rejected or
  incorrectly assigned to funding streams and/or
  performance measures.
•  

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What NOT to do

• 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","19020
  503","19021010","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","","031
  12.00","03094.00","01182.00","00000.00","00000.00"
  ,"5","","3","3","","","","","","","","","","","","
  ","","","","","","","","","","","","","","","","",
  "","","","","","","","","","","","","","","","",""
  ,"","","","","","",""

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The Correct Way

• The same data sent smartly 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,,2,2,1,1,4,1,00000,19020503,19021010
  ,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,,1
  712,,3112,03094,1182,0,0,5,,3,3,,,,,,,,,,,,,,,,,,,
  ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

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Please Zip Your WIASRD File

• To save you upload time, please zip your WIASRD
  file prior to upload
• Zipping the file should save you about 90 of the
  time required to upload your WIASRD data. 
• Zipping is required when uploading files with
  over half a million records, and will reduce the
  time uploading for every size upload file.

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Refer to the Handbooks

• The WIA annual and quarterly
• reporting specifications as well as the
• WIASRD specifications are available at
• http//www.doleta.gov/performance/
• guidance/wia.cfm.

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Top WIASRD Problems

• Not reporting disability status (Item 104) for
  many individuals the code entered should be 1
  or 2, NOT 0 or blank for almost everyone
• Not reporting Recently Separated Veteran (Item
  114)
• Not reporting new adult characteristics for all
  or many individuals, including items 125
  (Homeless) or 128 (offender)

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Top WIASRD Problems

• Not reporting new service fields
• Receipt of Core Self Service and Informational
  Activities (Item 331)
• Date of First Staff-assisted Core Service (Item
  332)
• Receipt of Workforce Information Services (Item
  333)
• Receipt of Prevocational Activities (Item 339)

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Top WIASRD Problems

• Not distinguishing between no and dont know
  in training related employment (Item 604)
• NO should be coded as 2
• Dont Know should be coded as 0 or left blank.

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Top WIASRD Problems

• Incorrect reporting of wages before registration
  (items 612-614)
• Using code 999999.99 for zero wages
• Code 999999.99 should only be used if wage
  records for the quarter cannot be accessed
  because the quarter is too far back in time this
  should be rare
• If the wage records for the quarter are searched
  but no record is found for an individual, then
  zero earning should be reported.
• Not reporting wages in the quarter before
  participation (Item 614)

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Top WIASRD Problems

• Not reporting education status at exit (Item 670,
  new item starting in PY 2005) for youth
• Incorrect reporting of enrolled in education
  (Item 343).
• Should generally be yes if a youth was in
  school at either participation (Item 129) or exit
  (Item 670).

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Top WIASRD Problems

• Incorrect Reporting of Food Stamps.
• Receipt of Food Stamps is reported in Item 121,
  Other Public Assistance Recipient
• Item 325, Employment and Training Services
  Related to Food Stamps, is to be used to report
  only ET services funded by Food Stamps.

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Top WIASRD Problems

• Incorrect NEG reporting
• Not providing records for All NEG participants
• Regardless of whether or not they are co-enrolled
  in Title 1b programs.
• Incorrect NEG project ID (Items 313a to 313c)
• The project ID is to be reported for each NEG
  participant.
• The project ID is the state postal code followed
  by a 2-digit numbere.g., UT02. This number is
  found in the NEG Grant Award Package.

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Top WIASRD Problems

• Not reporting occupational code for type of
  training or employment after exit (Items 342,
  603)
• Not reporting TANF participant status (Item 120)

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Contacts

• All questions related to EBSS should be sent to
• ebss.help_at_dol.gov
• All questions related to DRVS and any other
  performance related topic should be sent to
• etaperforms_at_dol.gov
• Please COPY your regional performance specialists.

Program Year 2007 Performance Reporting Discussion
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Program Year 2007 Performance Reporting Discussion
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Program Year 2007 Performance Reporting Discussion
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Access to Webinar Materials
All webinars are recorded and available for
viewing within 2 business days after the event.
Recorded webinars will be posted to the
Materials and presentation slides used in this
webinar will be available for download from the
46
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Program Year 2007 Performance Reporting Discussion
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Program Year 2007 Performance Reporting Discussion