Policy Chapters and Sections

Data Validation Process

Chapter: 8 Section: 1.3.1
Effective Date: 8/19/2009
Expiration Date: Continuing
Published Date: 8/17/2021 3:57:41 PM
Status: Current
Version: 1

Tags: Data Validation, Monitoring/Oversight, Administration, Fiscal

  1. The Office of Employment and Training (OET) Reporting Unit will draw samples of exiters for data element validation for WIOA, using the U.S. Department of Labor/ETA software around October 1 of each year. TAA samples will be drawn by the Reporting Unit around November 15 of the same year.
  2. Beginning November of each year, a Workforce Development Specialist will schedule appointments with the LWIAs for on-site validation of source documentation for WIOA and TAA exiters. Appointments for on-site validation of source documentation for Trade Adjustment Act exiters will be scheduled beginning in November of each year.
  3. One to two (1-2) days prior to the scheduled visit, the LWIA will be notified of the exiter files that will be reviewed. In Chicago, five to six (5-6) days notice will be given to accommodate the large number of files that need to be gathered across the several locations. LWIAs will not be notified of the specific data elements to be validated. This notification will occur for both WIOA and TAA.
  4. Once the LWIA receives the list of exiter files, the files must be pulled in their entirety. The exiter file, any supportive services information, and hard copies of case notes associated with that exiter, must be aggregated into one (1) file if not available on IWDS.
  5. During the scheduled visit, a state team will validate the worksheets against source documentation in the exiter files or IWDS, as appropriate. Two (2) types of validation rules exist: match and support. Participant files will be reviewed to determine if data on the worksheets matches or is supported by source documentation.
  6. The state team will indicate a pass or fail on the worksheets for each element selected for validation that applies to a given participant. Once completed, the worksheet is transmitted to the Reporting Unit where the pass/fail will be reviewed, entered into the data validation software and electronically submitted to USDOL by February 1 of each year.