Date post: | 09-Aug-2015 |
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Documentation Required Documentation Required for Data Validation for Data Validation
Presented by:Presented by:
Planning & Research DivisionPlanning & Research Division
Rural Opportunities, Inc.Rural Opportunities, Inc.
Overall ETA Data ValidationOverall ETA Data ValidationProject Goals Project Goals
Develop a comprehensive, systematic data validation system to ensure data integrity across programs
Increase uniformity in data definitions and data Increase uniformity in data definitions and data collection across similar programscollection across similar programs
Strike the proper balance between data integrity and burden to achieve acceptable, sustainable level of error
Coordinate closely with DOL Dept. of Inspector General on methods and approach
Validity and VerificationValidity and VerificationDept. of Labor PerspectiveDept. of Labor Perspective
Develop reputation for reliable and Develop reputation for reliable and accurate program dataaccurate program data
Administration’s focus on Administration’s focus on management and accountabilitymanagement and accountability
Improve basis for incentives and Improve basis for incentives and sanctionssanctions
Basis for continuous improvementBasis for continuous improvement
Programs IncludedPrograms Included Unemployment Insurance Benefits and Tax (UI)Unemployment Insurance Benefits and Tax (UI) Workforce Investment Act (WIA)Workforce Investment Act (WIA) Trade Adjustment Assistance (TAA and NAFTA-TAA)Trade Adjustment Assistance (TAA and NAFTA-TAA) Labor ExchangeLabor Exchange Migrant and Seasonal Farm Worker Program (NFJP)Migrant and Seasonal Farm Worker Program (NFJP) Division of Indian and Native American Programs Division of Indian and Native American Programs
(DINAP)(DINAP) Senior Community Service Employment (SCSEP)Senior Community Service Employment (SCSEP) Office of Apprenticeship, Training, Employment, Office of Apprenticeship, Training, Employment,
and Labor Services (OATELS)and Labor Services (OATELS)
NFJP Data ValidationNFJP Data Validation TEGL 3-03, Change 3 mandates validation in TEGL 3-03, Change 3 mandates validation in
February 2006, to be reported by June 2006*February 2006, to be reported by June 2006*
No performance reports for grantees to No performance reports for grantees to submitsubmit
Report will not be accurate if the data being Report will not be accurate if the data being used by the software are wrongused by the software are wrong
Requires checking data elements against Requires checking data elements against source documentation to verify compliance source documentation to verify compliance with federal definitionswith federal definitions
NFJP Data Validation NFJP Data Validation (continued)(continued)
Handbooks contain instructions and Handbooks contain instructions and examples of acceptable source documents examples of acceptable source documents for each data element validatedfor each data element validated Grantees can identify grantee-specific source Grantees can identify grantee-specific source
documentation to reflect the variability of MIS documentation to reflect the variability of MIS systems and documentation standardssystems and documentation standards
Self-reported elements such as race, Self-reported elements such as race, gender, and ethnicity are not validatedgender, and ethnicity are not validated
Analysis of Performance Analysis of Performance OutcomesOutcomes
Develop an audit trail to support the Develop an audit trail to support the numerators and denominators for each numerators and denominators for each performance outcomeperformance outcome
Classifying participant records into Classifying participant records into performance outcome groups enables performance outcome groups enables non-technical staff to analyze program non-technical staff to analyze program outcomesoutcomes
Software Allows Grantees to Software Allows Grantees to Analyze PerformanceAnalyze Performance
Software will report by user-selected time Software will report by user-selected time period (weekly, monthly, quarterly, period (weekly, monthly, quarterly, annually)annually)
Users can also select reports by state or Users can also select reports by state or sub-state breakouts, including grantee sub-state breakouts, including grantee number, WIB, office, or case managernumber, WIB, office, or case manager Not multiple offices per participant Not multiple offices per participant
unless grantee loads separate filesunless grantee loads separate files Users can sort participant records by any Users can sort participant records by any
field within performance outcome groupsfield within performance outcome groups
Overview of NFJP Data Overview of NFJP Data ValidationValidation
Grantees build a file of NJFP exiters based Grantees build a file of NJFP exiters based upon an existing participant record upon an existing participant record format -- WIASPR participant recordformat -- WIASPR participant record
Grantees validate data for NFJP exitersGrantees validate data for NFJP exiters Grantees do not validate youth participantsGrantees do not validate youth participants
Grantees with multiple grants validate Grantees with multiple grants validate each grant separatelyeach grant separately- Goal is to assess the accuracy of the annual - Goal is to assess the accuracy of the annual
report for each grantreport for each grant
Extract FileExtract File Grantees create an extract file of one year Grantees create an extract file of one year
of exiter recordsof exiter records Grantees use the format for the WIASPR record Grantees use the format for the WIASPR record
submission with the addition of 5 fields – submission with the addition of 5 fields – observation number, WIB name, office, case observation number, WIB name, office, case manager name, user field – which are needed manager name, user field – which are needed to perform the validationto perform the validation
NFJP calculates performance for a program NFJP calculates performance for a program year, so the extract file should contain all year, so the extract file should contain all exiters from July through Juneexiters from July through June
Element #1
Date of Enrollment
For each client we will need an EDF/Program Enrollment with signature.
Date of Birth
For each client we will need only one document for identification. Example a copy of ID, Baptismal record, birth certificate, driver's license, , Federal, state or local identification card, hospital record of birth, passport, public assistance/social service records, school record or ID cards, work permit, cross match with Department of Vital Statistics, tribal records.
Element #2
Qualify for Sec. 167 Program as a Farmworker or dependent or spouse of a Farmworker
Ex. NB-XXXXX-01 Farmworker
NB-XXXXX-02 or greater dependent or spouse of Farmworker
For each client we will need pay stubs, W-2 forms, IRS 1040 forms, case management/counselor intake notes, self attestation.
Element #3
Farmworker Status
Ex. Migrant or Seasonal
For each client we will need pay stubs, W-2 forms, IRS 1040 forms, case management/ counselor intake notes, self attestation.
Element #4
Number of Individuals in the Family
For each dependent we will need only one document for identification. Example a copy of birth certificate, family bible or IRS 1040 forms.
Element #5
Element#6
Employment Status at Participation
Pay Stubs, case notes showing information collected from participant
Six Month Pre-Program Earnings
For each client we will need Pay stubs, W-2 forms, Employer payroll records, IRS 1040 forms and Administrative wage records.
Element #7
Information source:
EDF/Program Enrollment
Note: For dependents being enrolled this info will come form the program enrollment
Long-term Agricultural employment
IRS 1040 forms, pay stubs, intake application, case manager/counselorprogress notes, self-attestation
Element #8
Element #9
Date of First Intensive Services
Case manager/counselor certification signature, IEP assessment and diagnostic testing. WE. GED and ESL are some of the contract that we use for Intensive services.
Element #10
Date of First Training Services: Case manager/counselor certification signature, employer signed document, attendance records from institution or instructor.Data Source: Training contracts
Element #11
Date of Exit
Ex. Exit status
Grantee Administrative Records.
Element #12
Category of Exit
Ex. Exit status
Grantee Administrative Records.
Element # 13
Other Reason for Exit
Grantee Administrative Records
Date Entered Unsubsidized Employment
Case manager/counselor progress notes; letter from employer
Element # 14
Elements # 15, 16 and 17
Employed in the First, Second, and Third Quarter after Exit Quarter
Pay stubs; employer payroll records; IRS tax forms, administrative/UI wage records, case manager/counselor progress notes with signature
Wages 2nd and 3rd Quarters after Exit Quarter
Pay stubs, employer payroll records, IRS tax forms, administrative/UI wage records; case manager/counselor progress notes with signature
Element#18
Back of the Employment Follow-up form to be used when validating Elements # 15, 16, 17 and 18.