I/ olici~ - nvworkforceconnections.org

1 1: (,,,.,.L, CO'.\ N ECTl<Y\S I '' j Workforce Connections General Policies ADW-030-04 Data Recording and Management ~ ~evis~ October 2013 Policy Approved By: WC Executive Director ~ \ \ \ Ll Policy Ad opte d on: Augus t 01, 2013 I/ Purpose: olici~ foidult and Dislocated Worker To establish Workforce Connections' (WC) ro ram: p p g Data Collection and Management Background: As written in [20 CFR (a) and (b)], all States and other direct grant recipients must report financial, participant, and performance data in accordance with instructions issued by the Department of Labor (DOL). Workforce Connections is required to establish basic standard operating procedures for data collection and management to ensure the quality and integrity of the collected data over time. Service Providers currently under contract with Workforce Connections and receiving WIA Title I formula funds shall follow this policy.)

2 Service Providers may establish written internal procedures that meet the requirements of this policy. Policy: Workforce Connections has established that for the purpose of Federal, State and local reporting requirements, all data related to WIA registration and services provided to eligible WIA Title I program participants must be recorded in WC MIS-NVTRAC within eight (8) business days of the occurrence of such events and/or activities. Workforce Connections requires timely written notification if required data entry cannot be accomplished within the required time frame. This policy applies to all Workforce Connections' Service Providers providing WIA Title I services to Adult and Dislocated Workers. Reference: Workforce Investment Act (WIA) [Section 136 (d) (2)] [20 CFR ] [WIA State Compliance Policy ] A.

3 Required Accurate and timely data entry is essential for the reliability and quality of reported WIA Title I services, activities, and performance outcomes. This includes standards for data verification, data validation, and data security. B. All information required by Federal, State, and local reporting requirements must be collected for each individual receiving service under a WIA Title I funded program. The appropriateness of any service provided to an eligible program participant should be documented in the individual employment plan and should show a clear linkage between the provided service and potential improvement in the participant's employability or career objective goals. M Cl) ~ orkforce Connections Policy ADW-030-04 Adult & Dislocated Worker Progra m Workforce Connections is an e qual opportunity employer/program.

4 Ii urk (u!'cl' CO'.\ NI : ( TI 0 '.\ S s II . , i ~ I "' , I , ' ' Addendum-1 I. General Provisions for Data Collection Requirements A. Data Verification 1. Data verification is a process that involves checking the accuracy of all, or a sample of, computerized records against the original paperwork or other source(s). 2. Although the goal of data entry is to achieve 100 percent correct entries, it is rarely accomplished due to recording of typing errors. Overall data verification process is the confirmation of the accuracy of all, or a sample of, typed/recorded entries by comparison with the original source(s) to identify and properly correct errors. B. Data Validation 1. Data validation involves checking the reasonableness of all, or a sample of, data recorded or entered into an electronic database.))

5 2. Although data may be correctly transcribed from forms, it may not be accurate or logical because of recording errors. For example, entering a wrong date of birth raises concerns about the accuracy of such entries, regardless of whether or not they were properly transcribed from the paperwork or other sources. C. Data Security 1. Data security involves ensuring only authorized staff has access to electronic databases and paper files containing sensitive program participants' information. It is imperative that personal information be protected at all times. 2. Program Participants' information can only be released to third party agencies or entities if the program participant has authorized such release or the custodian of the records is presented with a valid court order requesting information pursuant to legal action.

6 D. A procedure for data collection and management to ensure the resulting electronic database is accurate, includes but is not limited to the following: 1. Checking the accuracy of the computerized records against the original source (usually paper copies ofrecords); 2. Conducting random calls to program participants or other sources to verify the accuracy of the information collected; 3. Ensuring case files containing program participants' information are secured in filing cabinets and access to such files is limited to authorized personnel only; 4. Evaluating data collection efforts by using trained staff to randomly observe interviews and other data collection methods; 5. Limiting access to program participants' information to authorized personnel who are trained in data security and validity and have acknowledged in writing the requirement to safeguard program participants' data; and 6.

7 Performing logical tests of data (although data may be correctly transcribed from the original forms, it may not be accurate because of misprints and other mistakes). I Workforce Connections Policy ADW-030-04 I J Adult & Dislocated Worker Program Workforce Connections is an equal opportunity employer/program. l I I I N ! <U I ' <"a! o.:; l I I i l I I I l t: ork /off~ ('()':\ NI C'I I()'\. U ~ .I II. Data Requirements Addendum-1 Continuation A. Workforce Connections Management Information System (MIS) - NVTRAC Currently required data processing; collection; reporting; and case management system. 1. An applicant is an individual for whom eligibility determination has been made. An individual must be informed that it is necessary to provide eligibility documentation when applying for WIA Title I services.)

8 2. The application process may not be completed until eligibility documentation is received. In general WIA Title I funded program reports shall contain information such as the following: a) Application b) Eligibility determination c) Participation d) Outcomes e) Case notes B. Workforce Connections MIS-NVTRAC manual is the recommended reference tool for standard data elements that must be collected and maintained. The WC MIS-NVTRAC manual can be located at below link: http :ljwww. nvwo rkfo rcecon min/a ttach/NVtrac%20M an ua I without%20forms. pdf a The Management Information System MIS-NVTRAC is the standardized data processing collection and reporting system for Workforce Connections. Service Providers(s) and/or contractor(s) are responsible for the integrity and validity of recorded data which is required to be complete and without error.

9 C. The application 1. Has been designed to collect all data necessary to meet Federal, State and local requirements and to determine applicant eligibility. Once an applicant is determined to be eligible for WIA Title I services, the eligibility determination form must be properly completed. A signed printout eligibility determination form from NVTRAC becomes part of the program participant's file and is subject to document retention requirements. The applicant is required to sign and date the eligibility determination form certifying the accuracy of the information and the understanding that falsification may result in immediate termination from the program and penalties as specified by law. 2. Verification of eligibility is used to ensure the appropriateness of provision of services and to guarantee that services are provided to persons most in need.

10 3. The primary responsibility for collecting source support documentation rests with the WIA Title I program staff in charge of processing determination of eligibility. Copies of all documentary evidence and/ or source support documentation must be maintained in the program participant's file and is subject to retention requirements .. I Workforce Connections Policy ADW-030-04 I I Adult & Dislocated Worker Program Workforce Connections is an equal opportunity employer/program. M Q) ~ 1:u1 /i/ nr l'( 0\1 E C 'llO s J J .i 'II ' D. Eligibility Addendum-1 Continuation 1. Grant services and activities must be documented during the intake or enrollment process. Intake refers to the process of gathering information and assessing an individual's appropriateness for a given set of services or activities.