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Youth Performance Accountability Data Accuracy and Reporting for WIA and WIOA*

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Title: Performance and Reporting Achieving Optimum Results Author: ETA User Last modified by: Windows User Created Date: 9/18/2011 9:10:12 PM Document presentation format – PowerPoint PPT presentation

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Title: Youth Performance Accountability Data Accuracy and Reporting for WIA and WIOA*


1
Youth Performance Accountability Data
Accuracy and Reporting for WIA and WIOA
  • CWA Conference
  • Long Beach, CA
  • January 27, 2015
  • As known today

2
Objective
  • Mutual Understanding of Data Collection-Entry-Repo
    rting accountability from Local Areas to State to
    DOL.
  • Encourage discussion of data collection and
    reporting requirements, procedures, and guidance.
  • Establish open forums for communication for
    technical assistance.

3
Background
  • Oversight agencies like GAO and OIG cite data
    quality issues with ETAs data (2002 and 2008)
  • Guidance issued annually containing report
    submission deadlines and source documentation
    requirements
  • TEGL 6-14 for PY13/FY14 Reporting and Data
    Validation

4
Policies/Procedures and Training
  • Data management and the resultant quality of
    reported data are derived from and influenced by
    the policies, procedures and protocols utilized
    at the state and/or local levels
  • Grantees should develop guidance for staff and
    sub-grantees involved in the collection of data
  • Definitions of data elements
  • Sources of information
  • Participant record and documentation
    requirements
  • Procedures for collecting, entering and
    reporting data and associated business rules
    that cover timeliness and completeness
  • Procedures for entering data into an automated
    database
  • Procedures for correcting data

5
Training and Monitoring
  • Data collection and data entry
  • Routine training should be provided for data
    management guidance
  • All staff involved in the collection or entry of
    data should be trained in the procedures
  • The data entry process should include steps for
    verifying entered data against original sources
    on a sample basis or for entire population of
    records

6
REPORTING
  • If Data is not collected and reported, it didnt
    happen!!

7
Performance Accountability unless State early
implementer
  • WIA (Workforce Investment Act) effective through
    PY15
  • WIOA (Workforce Investment and Opportunity Act)
    effective PY16
  • Services based Participation and Exit
  • Data Validation required
  • Reporting Cohort primarily 1st to 3rd Qtr after
    Exit
  • Nine Common Measures
  • Reporting Participant Information
  • Sequence of Services Core, Intensive, Training
  • Services based Participation and Exit
  • Data Validation codified
  • Reporting Cohort extended 2nd to 4th Qtr after
    Exit
  • Twelve Primary Indicators of Performance
  • Expanded Reporting Participant Information
  • Career Services and Training

8
WIOA Youth Program Design
  • Focus on Out of School Youth
  • 75 of formula youth funds minimum
  • Work Experience Expenditure
  • 20 of local area funds minimum
  • Eligible Out of School Youth Age
  • 16-24 year olds
  • New Program Elements

9
WIOA Youth Program Transition
  • Youth PY 2015 Funding
  • April 1, 2015
  • WIOA Implementation
  • July 1, 2015
  • While WIOA is effective July 1, 2015 and the
    Youth funds allotments are provided April 1,
    2015, and it will take some time to transition,
    States and Local Areas must begin to incorporate
    strategies for recruiting and serving more OSY
    with the receipt of PY 2015 funds. Progress must
    be documented, including plans to achieve 75
    expenditure rate with future funds.

10
Participation
11
Participant
  • An individual determined eligible to participate
    in the program who receives a service funded by
    the program in either a physical location (e.g.,
    One-Stop Center) or remotely through electronic
    technologies.
  • Three Components
  • Determined eligible to participate in the program
  • Receives a funded service
  • In either a physical location or
    through electronic technologies

12
Components of Participant
  • Individual determined eligible to participate
  • Depends on program/funding doesnt apply in the
    case of W-P, which is based on universal access
  • Receives a service
  • Not all services trigger participation its
    important to understand the distinction between
    those that do and those that dont
  • In a physical location or remotely
  • Many substantial services are remotely accessed
    this needs to be captured

13
Multiple Program Participation
  • Counting Participants in Multiple Programs
  • Earliest date of service
  • Can participate in several programs
    simultaneously
  • Counted as a participant in each of those
    programs
  • The participant wont exit from the program
    unless there is a gap of no service for 90 days

14
WIOA Youth Program Participant
  • When does participation begin?
  • What services commence participation and
    inclusion in performance accountability?

15
A Service Is
  • Any core, intensive or training activity
  • made available to eligible participants that
  • allows them to benefit from specific
  • programs in the workforce system.

16
When a Service is included in Performance?
  • Core, intensive or training services made
    available to eligible participants and require
    significant staff involvement who exit the
    program.
  • These aforementioned individuals are included in
    the performance measures
  • Those WIA Adult and DW program participants who
    only receive self service or informational
    activities are excluded from performance

17
Services that Do Not Begin or Extend Participation
  • Eligibility determination
  • Case management administrative activities to
    obtain information regarding employment status,
    educational progress, need for additional
    services, etc.
  • Income maintenance or Support payments
  • Visitors to One Stop Centers, etc., for reasons
    other than its intended purposes
  • Follow-Up Services

18
Exit
19
Exiter
  • A participant who hasnt received a program or
    partner-funded service for 90 consecutive days
    and no future services are scheduled
  • Three components
  • Hasnt received a service
  • For 90 consecutive days
  • No future services scheduled

20
Components of Exiter
  • The participant hasnt received a service
  • Could be program- or partner-funded
  • For 90 consecutive calendar days
  • A gap in service can stop the 90-day clock if
    based on specific/allowable circumstances
  • No future services scheduled
  • Specific services and activities as allowable
  • Does not include any follow-up services or
    circumstances where the participant voluntarily
    withdraws or drops out of the program

21
Illustration Participation and Exit
Eligible and Receives Service
End of 90-Day Period
Last Service
Participation
No Services or Follow-Up Services
Participation Date
Exit Date
22
Non-Compliance with EXIT Requirements
  • Exit dates not reflective of dates of last
    service
  • Case management used to extend exit date
  • Hard exits utilized
  • Date of last contact Exit date
  • Date of employment Exit date
  • Services provided within 90 days
  • Lack of common exit date (across core workforce
    programs)
  • Exit dates not consistent with dates in MIS

23
How to Prevent Unintentional Exits Gaps in
Service
  • Three allowable circumstances - the condition
    must exist for at least 90 days
  • Delay before beginning of training
  • Health/medical condition of participant or family
    member
  • Temporary move from the area that prevents
    participation

24
Exclusions
  • Institutionalized
  • Health/Medical or Family Care
  • Deceased
  • Reserved Forces called to Active Duty
  • Relocated to Mandated Program (Youth)
  • Invalid/Missing Social Security Number

25
WIOA Youth Program Exit
  • When is it appropriate to exit Youth
    participants?
  • Common or Program Exit?

26
Follow Up Services
  • Follow-up begins after the expected last service
  • Youth are required to receive at least 12 months
    of follow-up services, which are triggered at
    exit (the only exclusion is for summer youth
    employment)
  • Not intended to take responsibility away from
    case managers for WIA. Case managers do not have
    to wait 90 days, for instance, to begin providing
    follow-up services.

27
Total Youth Common Measures
28
PLACEMENT IN EMPLOYMENT OR EDUCATION
Qualifying Outcomes employment, military,
enrolled in post-secondary education, advanced
training, or occupational skills training
29
Placement in Employment or Education
Reporting Time periods
  • For the Quarter ending Sept 2014

2013 2013 2013 2013 2014 2014 2014 2014
Jan-Mar Apr-June July-Sept Oct-Dec Jan-Mar Apr-June July-Sept Oct-Dec
Exit Cohort Exit Cohort Exit Cohort Exit Cohort        
  Employment/Education Qtr Employment/Education Qtr Employment/Education Qtr Employment/Education Qtr      
      2 Qtr Wage Delay 2 Qtr Wage Delay 2 Qtr Wage Delay 2 Qtr Wage Delay  
              Nov 15th
30
LITERACY/NUMERACY GAINS
  • Definition Of those out-of-school youth who are
    basic skills deficient, the percentage who
    increase one or more educational functioning
    levels within one year of participation

31
Literacy/Numeracy Definitions
  • Basic Skills Deficient
  • The youth computes or solves problems, reads,
    writes, or speaks English at or below the eighth
    grade level or is unable to perform these tasks
    at a level necessary to function on the job, in
    the individuals family, or in society.
  • States and grantees may develop their own
    definition, but it must include the language
    above.

32
Definitions (Continued)
  • Out-of-School Youth
  • High School Dropout (no diploma or equivalent)
  • High School Graduate (or equivalency) not in
    postsecondary
  • High School Graduate (or equivalency) in
    postsecondary but basic skills deficient

33
About the Assessments
  • All out-of-school youth must be assessed in
    basic reading, writing and math
  • Pre-testing must occur within 60 days of the
    first youth program service can use pre-test
    from up to six months prior to date of first
    youth service
  • The same standardized assessment must be used
    for pre- and post-testing
  • Youth should be post-tested by the end of one
    year of participation and compared to pre-test
    results obtained during initial assessment

34
About the Assessments
  • If a youth continues to be basic skills
    deficient after the first 12 months of
    participation, they should continue to receive
    training in literacy and/or numeracy skills
  • Youth should be post-tested and included in the
    measure at the completion of the 2nd year only if
    they complete two full years in the program

35
Literacy/Numeracy Gains - 1st Year of
Participation
  • Of those out-of-school youth who are basic
    skills deficient, the percentage who increase one
    or more educational functioning levels within one
    year of participation

Number of youth participants who increase one or
more educational functioning levels
Number of youth who completed a year of
participation (based on date of 1st youth service)
Number of youth who exit before completing a year
of participation

36
Literacy/Numeracy Gains 2nd and 3rd Years of
Participation
  • Of those out-of-school youth who are basic
    skills deficient, the percentage who increase one
    or more educational functioning levels within one
    year of participation

Number of youth participants who increase one or
more educational functioning levels
Number of youth who completed a second or third
full year of participation (based on anniversary
date of 1st youth service)
37
ATTAINMENT OF DEGREE OR CERTIFICATE
38
Credentials Defined
  • Awarded in recognition of an individuals
    attainment of measurable technical or
    occupational skills necessary to obtain
    employment or advance within an occupation.
  • Work Readiness Credentials and those awarded by
    workforce investment boards are NOT included in
    this definition.

39
Credentials
  • TEGL 15-10 established credential as the
    umbrella term encompassing postsecondary degrees,
    diplomas, licenses, certificates, and
    certifications.
  • All states, regardless of the common measure
    waiver, must collect information on credential
    attainment in the WIASRD

40
Credentials Approved Awarding Institutions
  • A state educational agency, or a state agency
    responsible for administering vocational and
    technical education within a state
  • Institution of higher education (including
    community colleges)
  • A professional, industry, or employer
    organization or a product manufacturer or
    developer
  • A registered apprenticeship program
  • A public regulatory agency (e.g., FAA aviation
    mechanic certification)
  • A program approved by DVA (Veterans Affairs) to
    offer education and training to veterans and
    other eligible persons under the Montgomery GI
    Bill
  • Office of Job Corps
  • Institutions of higher education which are
    formally controlled, or formally sanctioned or
    chartered by the governing body of an Indian
    tribe(s)

41
WIOA Youth Performance Measures
  • Education/Employment
  • 2nd quarter after exit
  • Education/Employment
  • 4th quarter after exit
  • Earnings
  • Median earnings 2nd quarter after exit
  • Credential Rate
  • Up to one year after exit
  • If HS Dip/GED, must include Employment/Postseconda
    ry
  • In-Program Skills Gain
  • Achieving measurable skills gains
  • Employer Effectiveness
  • before PY16

42
Whats Eliminated
  • Literacy/Numeracy indicator for youth
  • Although utilized in development of Skills Gain
    measure
  • Customer Satisfaction as statutory measure
  • State Incentive Funds
  • But Governors reserve may be used for local
    incentives

43
Additional Provisions
  • State Targets
  • Must use statistical adjustment modeluse now
    codified (Sec. 116(b)(3)(A)(viii))
  • Targets for first two years included in State
    Plans
  • Additional Information required in Annual Reports
  • Example Amount of funds spent on each type of
    service
  • Data Validation now codified (Sec. 116(d)(5))

44
Additional Provisions
  • Sanctions
  • State Level
  • If a state fails performance, Secretaries shall
    provide TA (used to say will provide TA upon
    request)
  • If a state fails for 2nd consecutive year or
    fails to submit their Annual Report, it can lead
    to a reduction in statewide funds (stronger
    language)
  • Local Level
  • If failure continues for a 3rd consecutive year,
    the Governor must take corrective action which
    shall include development of a reorganization
    plan (and new local board)

45
Eligibility and Data Validation Documentation
46
Data Validation and Eligibility
  • States have the burden of identifying required
    Program Eligibility documents, or have given that
    responsibility to the Local Area.
  • While not required, many States use the Data
    Validation Source Documentation Guide as the
    required documents listing for Program
    Eligibility.

47
Source Documentation
  • Whether scanned, paper, or system cross-match,
    the purpose of source documentation is to have an
    auditable trail that documents the participant,
    services delivered and outcomes received.

48
Common Source Documentation Issues
  • Using documents that are not on ETAs
    list of Acceptable Source Documents
  • Checkbox in MIS
  • Date of Birth
  • Youth who Needs Additional Assistance
  • Failure to Accurately record Dates and
  • Poor Case Notes.

49
Questions?
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