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Performance Accountability Improving Data Accuracy and Reporting Washington State Web-Ex August 22, 2014.

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Presentation on theme: "Performance Accountability Improving Data Accuracy and Reporting Washington State Web-Ex August 22, 2014."— Presentation transcript:

1 Performance Accountability Improving Data Accuracy and Reporting Washington State Web-Ex August 22, 2014

2 Objective Mutual 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. 2

3 Background Oversight agencies like GAO and OIG cite data quality issues with ETA’s data (2002) Guidance issued annually containing report submission deadlines and source documentation requirements ◦ Guidance for PY12 included TEN 4-13, 8/28/13, and TEGL 28-11 for PY11/FY12 Reporting and Data Validation 3

4 OIG Audit of Federal Monitoring OIG Conducted Follow Up Audit in 2008 ◦ One of five audit questions: Does ETA have an effective monitoring process? 4

5 5 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

6 6 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

7 Myth: Data Management is Purely Technical Reality: In the end, data management is really about providing the best possible services ◦ Reporting and Validation are there to support effective service provision  Accurate reporting is a requirement but it’s also a tool ◦ Staff should develop a holistic understanding of both data and the real participants and services the data represent 7

8 Myth: Data Management is Easy Reality: Data management is HARD! ◦ Business rules are complex and multi-layered ◦ Data sets are large and hard to visualize ◦ Specs are complex and evolving ◦ Circumstances change …and sometimes the closer you look, the less clear things become, which is another challenge 8

9 Review reports summarizing performance on the common measures, other federal measures, and/or project-specific measures Talk to staff and others with first-hand knowledge of the program and its operation Generate questions related to the logic of the program design and current environment Develop a list of performance issues What’s Involved in Analyzing Results? 9

10 Low Performance on the Attainment of a Diploma or Certificate Rate CHALLENGE Potential Contributing Factor Data Source? Potential Contributing Factor Potential Contributing Factor Increased # of youth with multiple barriers Certificates not recorded High training drop-out rate Late project start-up Fishbone Diagram Potential Contributing Factor Potential Contributing Factor Potential Contributing Factor Data Source? MIS/Reason for dropping out MIS/Part. file documentation MIS/Part. Char. In files Monitoring reports MIS/Part. file assessments Assigned to wrong svcs. Poor quality services Monitoring reports 10

11 Performance Accountability *unless State ‘early implementer’ WIA (Workforce Investment Act) effective through PY15 ‘Services’ based Participation and Exit Data Validation required Reporting Cohort primarily 1 st to 3 rd Qtr after Exit Nine Common Measures Reporting Participant Information Sequence of Services – Core, Intensive, Training WIOA (Workforce Investment and Opportunity Act) effective PY16* ‘Services’ based Participation and Exit Data Validation codified Reporting Cohort extended 2 nd to 4 th Qtr after Exit Twelve Primary Indicators of Performance Expanded Reporting Participant Information ‘Career Services’ and Training 11

12 Reporting Requirements Common Measures ◦ Aggregate Counts Individual Records ◦ Demographics ◦ Outcomes ◦ Services and Activities  Types  Dates 12

13 Reporting “Most Recent” Activities Most Recent Date Received Staff-Assisted Services Most Recent Date Received Intensive Services Most Recent Date Received Rapid Response Services Most Recent Date Received Educational Achievement Services Most Recent Date Participated in Alternative School Most Recent Date Participated in Alternative School Most Recent Date Participated in Work Experience Most Recent Date Received Leadership Development Opportunities 13

14 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 1.Determined eligible to participate in the program 2.Receives a funded service 3.In either a physical location or through electronic technologies 14

15 Components of Participant 1.Individual determined eligible to participate Depends on program/funding; doesn’t apply in the case of W-P, which is based on universal access 2.Receives a service Not all services trigger participation; it’s important to understand the distinction between those that do and those that don’t 3.In a physical location or remotely Many substantial services are remotely accessed; this needs to be captured 15

16 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 won’t exit from the program unless there is a gap of no service for 90 days 16

17 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. 17

18 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

19 Participation Cycles and Dates of Service Although there are clear issues around exit, there are also issues around participation cycles and dates of service in general ◦ Service provision prior to formal participation ◦ Staff unclear about services that commence participation ◦ Dates of service inconsistent across file and MIS, within MIS, within file, within documents 19

20 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 20

21 Date of Exit Participant has not received a service funded by the program or funded by a partner program for 90 consecutive calendar days. 21

22 Exiter A participant who hasn’t received a program or partner-funded service for 90 consecutive days and no future services are scheduled Three components 1.Hasn’t received a service 2.For 90 consecutive days 3.No future services scheduled 22

23 Components of Exiter 1.The participant hasn’t received a service Could be program- or partner-funded 2.For 90 consecutive calendar days A gap in service can stop the 90-day clock if based on specific/allowable circumstances 3.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 23

24 Extending the Exit Date Services provided by partner programs can extend the point of exit Participant Services provided during the initial days, prior to exit, following end of activities Excluding Follow-Up Services 24

25 When To Exit Services and Activities should be closed when the service plan or service strategy is complete ◦ - The service plan is a “living document,” with additions and changes possible ◦ - Co-enrollment in different funding streams, additional partner services and a valid gap in service can extend the exit date 25

26 Illustration: Participation and Exit ParticipationNone or Follow-Up Services Exit Date Participation Date Eligible and Receives Service End of 90- Day Period Last Service 26

27 Further Clarification of DATES Participation and Exit Dates are always dates of service Participation Date reflects first funded service Exit Date reflects last funded service Translation of no more ‘hard exit’ Not intended to take responsibility away from case managers - case managers do not have to wait 90 days to begin providing follow-up services Although federal guidance states that an exit cannot be officially recorded until that 90 days has elapsed, possible to use a ‘case closure’ MIS code or ‘exit’ form, for example. 27

28 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 28

29 Follow Up Services/Retention Do NOT extend Participation Twelve Months: Required for Youth Participants; Available for Adult and DW Post-Employment Services to Ensure: ◦ Entered Employment ◦ Employment Retention ◦ Earnings ◦ Career Progress 29

30 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. 30

31 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. 31

32 Discussion Thoughts? Observations? 32

33 WIOA Performance Accountability Overview 33

34 Core Programs’ Performance Measures (except WIOA Youth) 1. Entered Employment ◦ 2 nd quarter after exit 2. Employment Retention ◦ 4th quarter after exit 3. Earnings ◦ Median earnings 2 nd quarter after exit 4. Credential Rate ◦ New; Up to one year after exit; Doesn’t apply to WP 5. In-Program Skills Gain ◦ New; Achieving measurable skills gains, Doesn’t apply to WP 6. Employer Effectiveness ◦ New; before PY16 35

35 WIOA Youth Performance Measures 1. Placement Rate (Education, Employment) ◦ 2 nd quarter after exit 2. Retention (Education, Employment) ◦ New; 4th quarter after exit 3. Earnings ◦ New; Median earnings 2 nd quarter after exit 4. Credential Rate ◦ Up to one year after exit 5. In-Program Skills Gain ◦ New; Achieving measurable skills gains 6. Employer Effectiveness ◦ New; before PY16 35

36 What’s Eliminated Literacy/Numeracy indicator for youth ◦ Although utilized in development of Skills Gain measure Customer Satisfaction as statutory measure State Incentive Funds ◦ But Governor’s reserve may be used for local incentives 36

37 Additional Provisions State Targets ◦ Must use statistical adjustment model—use 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)) 37

38 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 2 nd 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 3 rd consecutive year, the Governor must take corrective action which shall include development of a reorganization plan (and new local board) 38

39 Questions Final Questions or Comments 39

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