INFORMATIONAL BULLETINS (PY 2002)

IB - 8 SUPPLEMENTAL COLLECTION DATA

IB - #8
Effective Immediately



INFORMATION BULLETIN


TO: ONE-STOP CAREER CENTER OPERATORS
YOUTH COLLABORATIVE LEAD AGENCY

DATE: August 28, 2002

SUBJ: Supplemental Data Collection


Purpose of Bulletin
The purpose of this bulletin is to advise the One Stop Career Center operators and Youth Collaborative lead agencies that based on a “best practice” exit strategy recommendation, the Alameda County Workforce Investment Board (WIB) staff strongly suggests that Supplemental Data to corroborate employment status for the 1st and 3rd quarters after exit be collected on every entered employment exiter from the Adult, Dislocated Worker, and Older Youth programs. The strategy optimizes readily providing data, within the 30 day window, if a participant SSN is NOT found in the State Base Wage Earnings file (BWF) and maximizes entered employment and employment retention performance.

Background
At the WIA Performance Management training, Rick Record, State trainer, advised operators that a “best practice” exit strategy includes collection of documentation of entered employment at the time of the exit interview on every entered employment exiter, and collection of 3rd quarter employment retention documentation at the time of the 3rd quarter follow-up interview.

The WIB staff strongly concurs with the recommendation to document entered employment and employment retention on every entered employment exiter because it is often difficult to retroactively collect the documentation if the exiter is NOT FOUND in the BWF nine months after exit.

Supplemental Data is the second line of documentation of employment status for the 1st and 3rd quarter after exit, and is backup to the BWF data provided by the State Labor Market Information Division (LMID). When a participant, in a WIA Adult, Dislocated Worker, or Older Youth program is exited their individual participant data is uploaded to the State Workforce Investment Division (WID).

The WID sends the participant data, with SSN’s, to LMID to compare against the Base Wage File (BWF). LMID sends base wage data back to the WID who then uses the data to calculate performance measurement for Entered Employment, Employment Retention, and Earnings Change or Wage Replacement (depending on program). The base wage data shows the participant’s pre-program earnings and the post program earnings.

Sometimes, however, the participant’s SSN is NOT FOUND in the BWF and Supplemental Data is required to verify Entered Employment and Employment Retention. Supplemental Data is never used to verify Earnings Change or Wage Replacement.

When the WID receives the BWF data from LMID they provide the Local Workforce Investment Area (LWIA) with an extract of the BWF data to run reports and rosters to evaluate local performance.

Process for Providing Supplemental Data
The WIA Base Wage Report (PWIB) roster shows exiters NOT FOUND in the BWF. The LWIA has a 30 day window from the date the BWF data is made available to provide Supplemental Data to the WID to substantiate Entered Employment and/or Employment Retention.

The LWIA provides a listing of the exiters NOT FOUND in the BWF to the operators. It is the responsibility of the One Stop operator or Youth Collaborative lead agency to provide the necessary Supplemental Data documentation to the LWIA to substantiate Entered Employment and/or Employment Retention.

Supplemental Data verified Employment for the 1st and/or 3rd Quarter after Exit is entered into the JTA system. The WID will then utilize the supplemental data in calculating performance measurements for entered employment and employment retention.

In order to report Supplemental Data, documentation of employment must be maintained in the case file and available, as necessary, for audit purposes. Types of documentation allowable to substantiate employment in the 1st and/or 3rd quarter after exit include, but are not limited to:

1. Participant pay stubs
2. Release of Information form completed by employer
3. Social Services record showing employment earnings
4. EDD Printout of earnings

When Supplemental Data is used to report 1st quarter earnings after exit, Supplemental Data MUST also be used to report 3rd quarter earnings after exit.


Information and Inquiries
For information and inquiries please contact Linda Slater, Manager of the Certification/Information Processing Unit (C/IPU) at (510) 259-3842 or email to "lslater@co.alameda.ca.us" .