Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Reporting and Data Validation Updates Presenters: Wes Day

Barbara StrotherGreg Wilson

ETA’s Office of Performance and Technology

U.S. Department of LaborEmployment and Training

Administration

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Presentation Overview

• Discuss WIA and Wagner-Peyser reporting requirements and due dates

• Review ETA’s performance reporting system

• Review ETA’s data validation initiative and new software

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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)

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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 11:59 PM Eastern Daylight Time

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Grantee Reporting Log In Screen

http://www.etareports.doleta.gov

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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@dol.gov

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

The WIA Screen

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Labor Exchange Screen

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

The WIA Screen - Monthly

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Monthly Performance Reporting

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Adult Monthly Report

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Monthly Reporting GuidanceTraining and Employment Guidance Letter No. 24-08 includes– Detailed descriptions of reports– Report specifications– Timelines

Available at: http://doleta.gov/directives/

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

The WIA Screen - Quarterly

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Quarterly Report

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Quarterly Report

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Quarterly Reporting Guidance

Workforce Investment Act Quarterly Report: General Reporting Instructions and ETA Form 9090

Available at: http://www.doleta.gov/performance/Reporting

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

The WIA Screen - Annual

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Annual

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Annual – Table A

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Table O – Local PerformanceTable 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@dol.gov

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Cross Form Edit Checks

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIA Annual Reporting Guidance

Workforce Investment Act Annual Report: General Reporting Instructions and ETA Form 9091

Available at: http://www.doleta.gov/performance/Reporting

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

The WIA Screen - WIASRD

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIASRD - Intro

Workforce Investment Act Standardized Record Data (WIASRD)– Individual records (not aggregate)– Very important for ad-hoc analysis

• Type of training• Demographics• Outcomes

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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","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","","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,,2,2,1,1,4,1,00000,19020503,19021010,2,2,1,2,2,2,2,,2,,,,,,,,,,,,,,,,,,,,1,2,,,2,2,2,2,999999999,0,2,1,2,2,2,1,1,,,,1,1,2,1,,1,1,2001,,1712,,3112,03094,1182,0,0,5,,3,3,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

WIASRD – The Future

• Quarterly submissions beginning March 31, 2010.

• Includes participants and exiters.

• Now is the time to fix problems.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Don’t 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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Basic Reporting Review

• Monthly WIA and Wagner-Peyser Reports

• Quarterly WIA and Wagner-Peyser Reports

• Annual WIA Report

• WIASRD

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Part 2: Data Validation

ETA’s 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.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

DRVS – Available Here!

DRVS is available at: http://www.doleta.gov/performance/Reporting/tools_datavalidation.cfm

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

DRVS Reporting Options Screen

This reporting option screen is for the WIA annual report covering Program Year 2008.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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)

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Edit Check Error Report - Example

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Uploading the WIA Annual Report to DRVS

• To calculate the error rate, the software must have the state’s 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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Whew…

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Report Validation Summary Example

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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.

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

Source Documents

• Source documents support the validity of a data element

• States should identify state-specific source documents

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

state’s wage record files– There may be other central administrative

data files

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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 state’s data

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

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 don’t forget the Data Validation

results!

Employment and Training Administration

DEPARTMENT OF LABOR

ETA

That’s All Folks…

For additional information, please visit:

http://www.doleta.gov/performance/reporting

Email:etaperforms@dol.govebss.help@dol.gov