Presentation on theme: "CWA Conference Long Beach, CA January 27, 2015 *As known today"— Presentation transcript:
1CWA Conference Long Beach, CA January 27, 2015 *As known today Youth Performance Accountability Data Accuracy and Reporting for WIA and WIOA*CWA ConferenceLong Beach, CAJanuary 27, 2015*As known today
2ObjectiveMutual Understanding of Data Collection-Entry-Reporting 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.
3BackgroundOversight agencies like GAO and OIG cite data quality issues with ETA’s data (2002 and 2008)Guidance issued annually containing report submission deadlines and source documentation requirementsTEGL 6-14 for PY13/FY14 Reporting and Data Validation
4Policies/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 levelsGrantees should develop guidance for staff and sub-grantees involved in the collection of data:Definitions of data elementsSources of informationParticipant record and documentation requirementsProcedures for collecting, entering and reporting data and associated “business rules” that cover timeliness and completenessProcedures for entering data into an automated databaseProcedures for correcting data
5Training and Monitoring Data collection and data entry:Routine training should be provided for data management guidanceAll staff involved in the collection or entry of data should be trained in the proceduresThe data entry process should include steps for verifying entered data against original sources on a sample basis or for entire population of records
6REPORTINGIf Data is not collected and reported, it didn’t happen!!
7Performance Accountability *unless State ‘early implementer’ WIA (Workforce Investment Act) effective through PY15WIOA (Workforce Investment and Opportunity Act) effective PY16*‘Services’ based Participation and ExitData Validation requiredReporting Cohort primarily 1st to 3rd Qtr after ExitNine Common MeasuresReporting Participant InformationSequence of Services – Core, Intensive, Training‘Services’ based Participation and ExitData Validation codifiedReporting Cohort extended 2nd to 4th Qtr after ExitTwelve Primary Indicators of PerformanceExpanded Reporting Participant Information‘Career Services’ and TrainingPerformance Accountability *unless State ‘early implementer’
8WIOA Youth Program Design Focus on Out of School Youth75% of formula youth funds minimumWork Experience Expenditure20% of local area funds minimumEligible Out of School Youth Age16-24 year oldsNew Program Elements
9WIOA Youth Program Transition Youth PY 2015 FundingApril 1, 2015WIOA ImplementationJuly 1, 2015While 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.
11ParticipantAn 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 ComponentsDetermined eligible to participate in the programReceives a funded serviceIn either a physical location or through electronic technologies
12Components of Participant Individual determined eligible to participateDepends on program/funding; doesn’t apply in the case of W-P, which is based on universal accessReceives a serviceNot all services trigger participation; it’s important to understand the distinction between those that do and those that don’tIn a physical location or remotelyMany substantial services are remotely accessed; this needs to be captured
13Multiple Program Participation Counting Participants in Multiple ProgramsEarliest date of serviceCan participate in several programs simultaneouslyCounted as a participant in each of those programsThe participant won’t exit from the program unless there is a gap of no service for 90 days
14WIOA Youth Program Participant When does participation begin?What services commence participation and inclusion in performance accountability?
15A Service Is: Any core, intensive or training activity made available to eligible participants thatallows them to benefit from specificprograms in the workforce system.
16When 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 measuresThose WIA Adult and DW program participants who only receive self service or informational activities are excluded from performance
17Services that Do Not Begin or Extend Participation Eligibility determinationCase management administrative activities to obtain information regarding employment status, educational progress, need for additional services, etc.Income maintenance or Support paymentsVisitors to One Stop Centers, etc., for reasons other than its intended purposesFollow-Up Services
19ExiterA participant who hasn’t received a program or partner-funded service for 90 consecutive days and no future services are scheduledThree componentsHasn’t received a serviceFor 90 consecutive daysNo future services scheduled
20Components of Exiter The participant hasn’t received a service Could be program- or partner-fundedFor 90 consecutive calendar daysA gap in service can stop the 90-day clock if based on specific/allowable circumstancesNo future services scheduledSpecific services and activities as allowableDoes not include any follow-up services or circumstances where the participant voluntarily withdraws or drops out of the program
21Illustration: Participation and Exit Eligible and Receives ServiceEnd of 90-Day PeriodLast ServiceParticipationNo Services or Follow-Up ServicesParticipation DateExit Date
22Non-Compliance with EXIT Requirements Exit dates not reflective of dates of last service‘Case management’ used to extend exit dateHard exits utilizedDate of last contact = Exit dateDate of employment = Exit dateServices provided within 90 daysLack of common exit date (across core workforce programs)Exit dates not consistent with dates in MIS2222
23How to Prevent Unintentional Exits: Gaps in Service Three allowable circumstances - the condition must exist for at least 90 daysDelay before beginning of trainingHealth/medical condition of participant or family memberTemporary move from the area that prevents participation
24Exclusions Institutionalized Health/Medical or Family Care Deceased Reserved Forces called to Active DutyRelocated to Mandated Program (Youth)Invalid/Missing Social Security Number
25WIOA Youth Program Exit When is it appropriate to exit Youth participants?Common or Program Exit?
26Follow 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.
28PLACEMENT IN EMPLOYMENT OR EDUCATION YESExcludedEmployed, in the military or in post-secondary education at participation?Has a qualifying outcome* in the 1st quarter after exit?NOYESNumeratorDenominatorNOQualifying Outcomes: employment, military, enrolled in post-secondary education, advanced training, or occupational skills training
29Placement in Employment or Education Reporting Time periods For the Quarter ending Sept 201420132014Jan-MarApr-JuneJuly-SeptOct-DecExit CohortEmployment/Education Qtr2 Qtr Wage DelayNov 15th
30LITERACY/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
31Literacy/Numeracy Definitions Basic Skills DeficientThe 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 individual’s family, or in society.States and grantees may develop their own definition, but it must include the language above.31
32Definitions (Continued) Out-of-School YouthHigh School Dropout (no diploma or equivalent)High School Graduate (or equivalency) not in postsecondaryHigh School Graduate (or equivalency) in postsecondary – but basic skills deficient32
33About the AssessmentsAll out-of-school youth must be assessed in basic reading, writing and mathPre-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 serviceThe same standardized assessment must be used for pre- and post-testingYouth should be post-tested by the end of one year of participation and compared to pre-test results obtained during initial assessment33
34About the AssessmentsIf 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 skillsYouth 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 program34
35Literacy/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 participationNumber of youth participants who increase one or more educational functioning levelsNumber 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+35
36Literacy/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 participationNumber of youth participants who increase one or more educational functioning levelsNumber of youth who completed a second or third full year of participation (based on anniversary date of 1st youth service)36
37ATTAINMENT OF DEGREE OR CERTIFICATE NOExcludedEnrolled in education at participation or any time during participation?Attained diploma, GED or certificate by the end of the 3rd quarter after exit?YESYESNumeratorDenominatorNO
38Credentials DefinedAwarded in recognition of an individual’s 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.38
39CredentialsTEGL 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 WIASRD39
40Credentials: Approved Awarding Institutions A state educational agency, or a state agency responsible for administering vocational and technical education within a stateInstitution of higher education (including community colleges)A professional, industry, or employer organization or a product manufacturer or developerA registered apprenticeship programA 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 BillOffice of Job CorpsInstitutions of higher education which are formally controlled, or formally sanctioned or chartered by the governing body of an Indian tribe(s)40
41WIOA Youth Performance Measures Education/Employment2nd quarter after exit4th quarter after exitEarningsMedian earnings 2nd quarter after exitCredential RateUp to one year after exitIf HS Dip/GED, must include Employment/PostsecondaryIn-Program Skills GainAchieving measurable skills gainsEmployer Effectivenessbefore PY16
42What’s Eliminated Literacy/Numeracy indicator for youth Although utilized in development of Skills Gain measureCustomer Satisfaction as statutory measureState Incentive FundsBut Governor’s reserve may be used for local incentives
43Additional Provisions State TargetsMust use statistical adjustment model—use now codified (Sec. 116(b)(3)(A)(viii))Targets for first two years included in State PlansAdditional Information required in Annual ReportsExample: Amount of funds spent on each type of serviceData Validation now codified (Sec. 116(d)(5))
44Additional Provisions SanctionsState LevelIf 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 LevelIf 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)
46Data 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.46
47Source DocumentationWhether 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.
48Common Source Documentation Issues Using documents that are not on ETA’s list of Acceptable Source Documents;Checkbox in MIS;Date of Birth;Youth who Needs Additional Assistance;Failure to Accurately record ‘Dates’; andPoor Case Notes.48