Form ETA-DRVS WIA Versi ETA-DRVS WIA Versi DRVS Workforce Investment Act Users Guide

Employment and Training Data Validation Requirement

DRVS WIA Users Guide

Employment and Training Data Validation Requirement

OMB: 1205-0448

⚠️ Notice: This form may be outdated. More recent filings and information on OMB 1205-0448 can be found here:

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Workforce Investment Act
Data Reporting and
Validation System
(DRVS)
User Handbook for DRVS 6.3
November 2006

Table of Contents
Chapter

Page

I. OVERVIEW ....................................................................................................4
A. Introduction............................................................................................. 4
B. Structure of Handbook............................................................................ 5
C. List of Data Directories........................................................................... 8
II. INSTALLATION ............................................................................................9
III. GETTING STARTED ...................................................................................21
A. Signing In.............................................................................................. 22
B. Preparing and Importing Records ......................................................... 28
C. Database Management .......................................................................... 41
IV. ETA 9090 and 9091 REPORTING ............................................................. 49
V.

DATA VALIDATION ................................................................................ 63
A. Data Validation Overview .................................................................... 63
B. Report Validation.................................................................................. 65
C. Data Element Validation....................................................................... 72

VI. REFERENCE GUIDE ...................................................................................95
A.
B.
C.
D.
E.
F.
G.

File Menu ............................................................................................95
Import Menu........................................................................................95
Reporting Options Menu.....................................................................96
Report Validation Menu......................................................................97
Table O Menu......................................................................................98
Data Element Validation Menu...........................................................98
Admin Menu........................................................................................99

Table of Contents (continued)
H.
I.

Page

Utilities Menu................................................................................... 100
Help Menu ........................................................................................ 100

Appendix
APPENDIX A: REPORTING SCHEDULE............................................... 101
APPENDIX B: RECORD LAYOUT AND EDITS ................................... 106
APPENDIX C: PERFORMANCE OUTCOME GROUPS ........................ 128
APPENDIX D: DEV DOCUMENTATION / INSTRUCTIONS ............. 141
APPENDIX E: DEV SAMPLING METHODOLOGY.............................. 152
APPENDIX F: CLIENT SERVER SETUP ................................................ 157
APPENDIX G: TROUBLE SHOOTING ................................................... 164

I. OVERVIEW
A. Introduction
The goal of the Workforce Investment Act (WIA) program is to help participants
enter suitable employment or educational opportunities and to be retained in those
opportunities. States submit WIA Standardized Record Data (WIASRD) records
and an annual performance report, the ETA 9091, to the Employment and Training
Administration (ETA) on an annual basis, and submit a quarterly performance
report, the ETA 9090, on a quarterly basis. This submission helps ETA determine
the success of the WIA program in achieving its goal.
ETA requires states to validate the accuracy of their annual submissions to ensure
that ETA decisions about WIA policy and funding are made based on a true picture
of program outcomes. ETA provides states with a two stage process for ensuring
the accuracy of their ETA 9091 and WIASRD submissions.
First, ETA provides all states with complete technical specifications for
preparation of the ETA 9091 and the WIASRD, together with the Data Reporting
and Validation System (DRVS) described in this Handbook. The DRVS is free to
all users and can be used to generate the ETA 9091, ETA 9090, and WIASRD
uploads to ETA. In addition, ETA provides all states with free technical assistance
on ETA 9091, ETA 9090, and WIASRD preparation.
Second, ETA requires all states to validate their ETA 9091 and WIASRD
submissions by conducting report validation and data element validation. Because
there are two basic sources of reporting error, validation requires these two
methods. First, the state’s reporting software could calculate performance
outcomes incorrectly. Second, if the state is correctly calculating outcomes, some
of the data used in these calculations could be incorrect. Report validation checks
the accuracy of the state calculations and data element validation checks the
accuracy of the data used to perform the calculations.
In report validation, states compare their ETA 9091 reported values to 9091
validation values generated by the DRVS. States that use the DRVS to prepare
their 9091 reports do not need to conduct a full report validation. In data element
validation, all states compare key data elements in a sample of WIA participant

I. OVERVIEW
records to source documentation, to ensure that the state uses accurate data to
generate its ETA 9091 and WIASRD submissions.

B. Structure of Handbook
This Handbook explains the process of using the ETA Data Reporting and
Validation System (DRVS) to produce the 9090 quarterly report, 9091 annual
report, and WIASRD submissions to ETA. This Handbook also explains how to
prepare for validation and conduct report and data element validation using the
DRVS. The DRVS incorporates ETA’s common measures reporting requirements
specified in TEGL 28-04 and approved under OMB Control Number 1205-0420.
The DRVS covers both WIA and Labor Exchange (LX) reporting as specified in
these guidance documents.
DRVS Version 6.3 incorporates the new Average Earnings measure for Program
Year 2006, and provides the Sub-Sample Reports functionality under the Data
Element Validation menu. A future release will provide the functionality to import
DEV sub-sample validation results into the master database, and generate the DEV
Summary/Analytical Report for submission to ETA.
This Handbook contains the following sections:
II. Installation: Provides a step-by-step description of how to install the DRVS
on your PC, or in a client/server setup, for both MSDE and SQL Server users.
III. Getting Started: Describes how to log into the DRVS and how to build and
import a WIASRD-formatted extract file to use for reporting and validation. Also
describes the DRVS database management functions.
IV. ETA 9090 and 9091 Reporting: Describes how to generate quarterly and
annual reports, and submit these reports to ETA’s Enterprise Business Support
System (EBSS).

I. OVERVIEW
V. Data Validation: Describes the concept and goals of validation, how to
prepare for the validation process, and how to conduct report and data element
validation using the DRVS.
VI. Reference Guide: Provides a condensed list of all the menus and functions
for quick reference.

Appendix A. Reporting Schedule: Provides the quarterly and annual report due
dates and the participant and exiter cohorts to be included in each quarterly and
annual report.
Appendix B. Record Layout and Edits: Provides the record layout for the
participant records. This record layout provides a list of field level and cross field
edit checks and the accompanying error messages that may occur during a data
import.
Appendix C. Performance Outcome Groups: Specifies the performance
outcome groups used in calculating the entered employment, retention, earnings,
credential, and youth performance measures.
Appendix D. DEV Documentation/Instructions: Specifies the source
documentation to be used by states in conducting data element validation. Also
provides instructions for comparing data values on the DEV worksheets to the
corresponding source documentation.
Appendix E. DEV Sampling Methodology: Specifies the methodology used by
the DRVS to select the data element validation sample.
Appendix F. Client Server Setup: Provides instructions for installing the DRVS
using a client/server setup.
Appendix G. Troubleshooting: Provides solutions for common problems that
may occur while installing or using the DRVS.

I. OVERVIEW
Please contact Mathematica Policy Research, Inc. at [email protected] for information about application installation, WIA data files,
performance reports, or any other issues related to the DRVS.

I. OVERVIEW
C. List of Data Directories
The DRVS uses a number of data directories. The following table provides a list
of the data directories that the user is most likely to access.

Application Folder or
File

Directory Location

Application default
directory

C:\ Program Files\DRVS
(user can install in another location or with a different directory
name)

Database default

C:\ProgramFiles\DRVS\User Data
(user can create and name additional databases)

Error log default

C:\Program Files\DRVS\Logs

Exported numerators
and denominators
default

C:\Program Files\DRVS\Performance Groups Export

EBSS export files

C:\Program Files\DRVS\EBSS

RV XML results

C:\Program Files\DRVS\XML

WIASRD export file

C:\Program Files\DRVS\WIASRD

DRVS Handbooks

C:\Program Files\DRVS\Help Documents

II. INSTALLATION
This chapter provides DRVS system requirements and installation instructions.

Step 1—Minimum System Requirements
Following are the minimum system requirements. Recommendations for greater
than minimum requirements are indicated in parentheses where applicable.
Item

Requirement

Processor

Pentium 4 CPU 1.80GHZ (more is
recommended)

Operating System

Windows 2000 or Windows XP

Memory

1GB (more is recommended)

Application Hard Disk
Space

350 MB (more is recommended)

Database Hard Disk
Space

Varies by state.

Database

Varies by state. States that exceed MSDE
maximum per database must install SQL
Server.

Display

1024x768 or higher-resolution display with
256 colors

Other

MSDE or SQL Server must be installed prior
to installing the DRVS.
Latest Windows service packs and critical
updates should also be installed.

II. INSTALLATION
Hard disk requirements will vary depending on the state’s database size. For
example, some states may exceed the current MSDE 2000 2 GB per database size
limit. If any database exceeds the MSDE limit, users will need to license, install,
and set up Microsoft SQL Server to run the DRVS. Any licensed version of SQL
Server should allow the user to install and run the DRVS. SQL Express (MSDE
2005) has not yet been fully tested for compatibility with the DRVS. The DRVS
will install all required .Net and Crystal Reports components.
DRVS installation requires Read/Write access to the system registry, Program
Files folder, Windows\System32 folder and the Global Assembly Cache. Registry
entries are made in HKEY_LOCAL_MACHINE\SOFTWARE\DRVS and in
HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft uninstall areas. DRVS users
will need Read access to the registry and Read/Write access to the Program File
folders, as well as Read/Write/Delete access to the SQL database.

Step 2—Uninstalling Prior Versions
Users should uninstall previous versions of the software before installing the
DRVS 6.3. Following are instructions for uninstalling WIA versions 2.0 through
3.1.2 and DRVS versions 5.0 through 6.2 on a Windows 2000 or Windows XP
machine. Procedures for uninstalling may differ slightly on different machines, but
are generally self-explanatory. Users should always create backup databases
prior to installing the upgrade.
On any machine, users should be sure to uninstall through the Control Panel
rather than by deleting the installation directory for the prior version; uninstalling
by deleting the installation directory may cause problems with the subsequent
installation. DRVS versions 5.0, 5.1, 5.2, 6.0, 6.1 or 6.2 will automatically
uninstall during the 6.3 installation process, but the recommended method is to
uninstall the prior version through the Control Panel before installing 6.3.
• Click the Start button, then select Settings, Control Panel.
• Click on Add/Remove Programs.
• Click on the WIA or DRVS icon to uninstall any prior version.

II. INSTALLATION
• Click on the Change/Remove button.
• On the Select Uninstall Method screen, select Automatic and then click
on Next.
• On the Perform Rollback screen, click on No and then click on Next.
• On the Perform Uninstall screen click on Finish.
• If a Remove Shared Component message displays, click on Yes to All.
• Close the Add/Remove Programs window.
Because the DRVS reflects substantial changes to the WIA reporting requirements,
states must use WIA version 3.1.2 or prior to analyze or amend reports for
Program Year 2004 and earlier. The participant counts and performance measures
generated by DRVS are in general not comparable to those generated by prior
versions of the WIA software.
Users may need to contact their system administrator to uninstall the application.

Step 3—Download from the Internet
To download the DRVS from the Internet:
1.
2.
3.
4.
5.

Open your Internet browser and go to
www.doleta.gov/performance/reporting/tools_datavalidation.cfm.
Click on the DRVS 6.3 link from the "In this section" side bar.
If a file download message displays, click on Save.
Select the location where you want to store the installation file.
Suggestion: C:\Temp. Click on Save.
A dialog box will chart the progress of the download of the installation
file. When the “Download Complete” message box appears, click on
Open. (If “close this dialog box when download completes” is checked,
when download is complete, you should go to C:\Temp or wherever you
stored the installation file to open it.)
A “WinZip Wizard – Unsupported Archive Type” message box may
display. Choose “Open the archive using the classic interface” and then
click on OK.

II. INSTALLATION

7.
8.
9.
10.
11.

Click on the DRVS.exe file and then click on Extract from the tool bar
at the top of the WinZip application screen.
Select a location for the extraction of the zip file. C:\Temp is the default.
Click on the Extract button.
If a Confirm File Overwrite message displays, click Yes.
Close the WinZip window.

Step 4—Application Installation
Based on the size of the state’s DRVS import file, either Microsoft SQL Server
2000 Desktop Engine (MSDE) or Microsoft SQL Server 2000 must be installed
prior to installing the DRVS. MSDE is a free version of SQL Server that can be
used with client applications. When installing MSDE, users must set a “strong”
password. Users should go to http://www.microsoft.com/sql/msde/default.mspx
for more information about MSDE and to download MSDE. SQL Express (MSDE
2005) is not compatible with the DRVS.
If the user’s estimated database size exceeds the MSDE limit, then Microsoft SQL
Server will need to be installed prior to installing the DRVS. Users can find more
information about SQL Server at http://www.microsoft.com/sql/default.mspx.
Users may need to contact their system administrator to install MSDE or SQL
Server. Installation procedures may differ slightly on different machines, but are
generally self-explanatory.

II. INSTALLATION
Users who prefer a client/server setup should review Appendix F: Client/Server
Setup in conjunction with the instructions in this section. Only users with full SQL
Server with Enterprise Manager should use a client/server setup.
Before starting installation of the DRVS, close all applications and programs that
are open.
1. Open Windows Explorer and go to C:\Temp (or wherever you stored the
application files).
2. Double click on DRVS.exe.
3. If you haven’t uninstalled prior versions of the DRVS, the DRVS will display a
window asking if you would like to.

4. Click on Yes to automatically uninstall prior versions. A progress bar will
show the status of the uninstall process.

II. INSTALLATION
5. At the Welcome to the DRVS Installation Wizard window click on Next. If
you are installing the DRVS for the first time, you may be prompted to reboot
prior to beginning the installation routine.

II. INSTALLATION
6. Read the License Agreement and, if you accept, click on the “I accept the
license agreement” button.

7. Read the Readme Information screen and click on Next.
8. On the User Information screen, make any necessary modifications to the user
information. Then click on Next.

II. INSTALLATION
9. On the Destination Folder screen, the destination location will default to
C:\Program Files\DRVS.
10. If you prefer a different destination location, click on Browse on the
Destination Folder screen to navigate to a different location. Click on Next.

11. In the “SQL Server Connection” window, enter your server name in the SQL
Server Name box. If you did not name your database instance, your server
name is “(local)”. If you don’t know the name of your database instance,
contact your system administrator.

II. INSTALLATION
12. For Database Authentication, click on Windows NT Authentication. If you
can’t use Windows Authentication (e.g. Win 98 or ME users), click on SQL
Authentication and complete the SQL User Name and SQL Password boxes.
Click on Next.

If the DRVS Installation Wizard does not progress beyond this point, the user
must determine if an incorrect or inactive server name has been entered in the
SQL Server Name field. If a name that does not match any of the state’s
servers is entered, there will be a delay or a failure to progress to the next
screen.
If a name is entered that matches one of the servers, but the server is inactive,
the Installation Wizard may also stop at this point. To find out if the server is

II. INSTALLATION
active go to Start/Settings/Control Panel/Administrative Tools/Services.
Microsoft SQL Server should be on the list of services and the task/service
should be started. If it is on the list but not started, start it and reboot. If it is
not on the list, SQL Server was not installed. There should also be a SQL
Service icon on the bottom part of your screen, on the desk tray as a little box
with a green arrow or red square. The green arrow indicates the service is
started and the red square indicates it is not. Right click on the icon to open the
SQL Service manager, then start the service.
13. On the “Install the DRVS Database Screen” check “I want to create a DRVS
database.” If users want to retain prior data during the upgrade process, check
“I DO NOT want to create a DRVS database” option and the software will
continue to use the database from the prior version of the DRVS, yielding
performance results that may not be valid if calculation fixes have been
implemented in the upgraded version of the software. Users should always
create backup databases prior to installing the upgrade. States using a
client/server setup should check “I DO NOT want to create a DRVS database,”
and refer to the instructions in the Client Server Setup Appendix of this
handbook.

II. INSTALLATION
14. Click on Next on the “Ready to Install the Application” screen. This screen
also allows you to exit the installation wizard or, if necessary, to return to the
previous screen to change server connection information.
15. The “Updating System” screen will display, showing installation progress.
However, this screen may display for several minutes with no indication of
progress.
16. Click on Finish on the “DRVS has been successfully installed.” screen to exit
the DRVS Installation Wizard.

II. INSTALLATION
17. Reboot your computer after completing the DRVS installation. You may
delete the DRVS.exe used to install the application once the installation
process is successfully completed.
18. There are no further installation steps for a PC setup.

Step 5 – Client/Server Setup
To create a client server setup please refer to instructions in Appendix F: Client
Server Setup of this Handbook.

III. GETTING STARTED
This chapter provides information on the initial steps to follow in using the DRVS
software. Users can navigate between functions using the menu bar at the top of
the active DRVS window, or by using the side bar at the left of the active DRVS
window. Users are encouraged to click on WIA on the side bar at the left to leave
the active window, before selecting a new function.
Following are brief summaries of each section of this chapter.
A. Signing In
Section A describes how to open and sign in to the DRVS for specified reporting
periods, and how to change reporting options.
B. Preparing and Importing Records
Section B describes how to build and import files of participant records so the
application can produce the ETA 9090 quarterly report and ETA 9091 annual
report. This section also describes how to access and review duplicate detection
and error reports of records rejected by the DRVS during the import process.
C. Database Management
Section C describes how to create new databases to use with the DRVS, how to
open existing databases, how to save databases in alternate locations, and how to
maintain database security. This section also describes how to add users, delete or
deactivate users, and modify user details.

III. GETTING STARTED
A. Signing In
Step 1—Opening the Application
The installation wizard places a DRVS icon on your desktop. Double click on the
icon to open the application. Alternatively, click on the Start button, click on
Programs, select DRVS, and click on the DRVS icon to open the application.
The DRVS Log In screen will display. This is your indication that the application
has installed properly. Log on using the default User ID and Password:
WIAAdmin, WIAAdmin. The User ID is not case sensitive, but the Password is
case sensitive.
Click Login.

III. GETTING STARTED
This default User ID and Password will provide access to the WIA component of
the DRVS. For access to the LX component of the DRVS, the defaults are
LXAdmin4, LXAdmin4. As described in the database management section of this
chapter, the user may change his or her own password to ensure database security.

III. GETTING STARTED
Step 2—Reporting Options Screen
After the user logs in with an acceptable User ID and Password, the Reporting
Options screen appears. The user should maximize the screen to ensure that all
DRVS screens can be viewed in their entirety. The screen is maximized when the
user can see “Database: (name of database)” in the lower left corner.
The Reporting Options screen provides several blank fields that the user must
complete so that the DRVS will produce the correct ETA 9090 and 9091 reports.
• Select the applicable State name from the drop down menu.
• Click on Annual or Quarterly in the Report box to produce the ETA
9091 Annual Report or 9090 Quarterly Report.
• Select the appropriate Program Year from the drop down menu.
• For the Quarterly Report, select the report due date from the drop down
menu labeled “Report Quarter Due.” The Program Start and End Date
fields will automatically fill on the Participant Counts, Entered
Employment, Exiters/Youth, and Retention and Earnings Rates tabs. The
auto-filled dates are the participant and exiter cohort date ranges for the
program year and report due date that were selected. If dates are not filled
in automatically, click on the Refresh button.
• For the Annual Report, the Program Start and End Date fields will
automatically fill on the above tabs once Program Year is selected.
• Users may overwrite these auto-filled date ranges to analyze performance
for specific time periods as long as these time periods are within the autofilled date ranges. If the user manually changes the program/performance
year date ranges, clicking on the Restore to Default button will
automatically reset the program/performance year date ranges to the
default date ranges for the program year or report quarter due date

III. GETTING STARTED
entered. Manually entered date ranges cannot be used to obtain accurate
counts or performance outcomes when start dates are earlier or end dates
are later than those selected for the original import, because edit checks
have not been applied to the new date ranges.

Following is a sample Reporting Options screen. Users should note that for the
9090 Quarterly Report that is due on August 15, the Program Start Date and
Program End Date correspond to the fourth quarter of the program year, but the
software makes calculations for the full program year.

III. GETTING STARTED

III. GETTING STARTED
After all options are selected, click on Save. “Reporting options saved
successfully” will then appear in red type at the bottom left of the screen. If users
do not click Save, the file may not be properly uploaded and the results may be
from the prior report options. The Refresh button resets the screen if the user
makes a change. After changing reporting options, users should click Refresh and
then Save before loading a file or using the Re-Calculate functionality.
The Refresh Menu button on the upper right corner refreshes the report when
either the wrong report displays or an incomplete report displays.
The Re-Calculate button will recalculate the reported values based on changes on
the Reporting Options screen (e.g. changes in date range, report type, or report due
date). After changes are made, click Save, then Recalculate. A message box will
appear, asking users to confirm recalculation. Click Yes. “Re-Calculation
Successful” will appear in red type at the bottom left of the screen. Then click the
Refresh Menu on the upper right corner to complete the recalculation process.
Users must click Save, then Re-Calculate, and then the Refresh Menu to ensure
that the correct recalculation is done.
The DRVS has the functionality to filter file imports based on WIB Name, Office
Name, Case Manager, User Field 1, and User Field 2. To use this functionality,
the state extract file must first be loaded into the software. After the file has been
successfully processed, proceed to the Change Reporting Options menu and select
the Other tab above the Program Start and End Date displays. The Other tab
allows users to select WIB Name, Office Name, Case Manager, and/or User Field
filters by clicking on the dropdown arrow(s) and selecting the desired filter(s).
After selecting the filter(s), click on Save and then Re-Calculate to calculate
performance results for the selected filter(s) only. Click the Refresh Menu after
recalculation is complete. Whenever a filter is used, the report facsimile will
display the selected filter(s) on the last page of the report facsimile.

III. GETTING STARTED
B. Preparing and Importing Records
After signing in, states must import an extract file containing the participant and
exiter records for all individuals included in the ETA 9090 quarterly report or 9091
annual report selected on the Reporting Options screen. See Appendix A for a
reporting schedule which specifies the participant and exiter cohorts included on
each quarterly 9090 report and annual 9091 report.

Step 1—Create a File Based on the Record Layout
The WIA participant record layout is in Appendix B of this Handbook, together
with the field level and cross-field edit checks. Users should also download the
WIA conversion rules from
http://www.doleta.gov/performance/reporting/reporting_requirements.cfm.
This
document cross-references each field on the current record layout to the
corresponding field(s) on the record layout used prior to the DRVS. Both the
Appendix B record layout and the conversion rules should be used in building the
import file.
The import file should include a separate record for each spell of participation that
falls within the reporting schedule parameters in Appendix A. Therefore, for some
participants there will be multiple records in the import file. Because state
databases are dynamic, it is essential to run the state programs that generate the
extract file immediately at the close of the applicable reporting period. This will
eliminate discrepancies caused by changes in the database over time.
The extract file type is ASCII, comma-delimited. Files can be in *.txt or *.csv
format, but *.dat or other file types are not accepted. Fields must be in the order
listed on the record layout. Two hundred and three (203) fields are accepted by the
application. If the exact number of fields or columns listed in the record layout is
not included, all the records will be rejected.
The record layout is in the WIASRD format with the addition of six fields. The
additional six fields are observation number at the beginning of the file, and WIB

III. GETTING STARTED
name, office name, case manager, and two user fields at the end of the file. The
user fields are for any additional data (e.g. participant's name or SSN) that the state
wishes to include.

Data Element Issues
The observation number (field 1), individual identifier (field 2), and date of
program participation (field 34) are mandatory fields and, if left blank, will result
in the record being rejected. The date of birth (field 3) is mandatory for youth
records. Additionally, at least one of the funding stream classifications (fields 3638, 40, 42, and 44-45) must have a value that would enable the application to
assign the records to a funding stream. If possible, states should include the
participant’s Social Security Number (SSN) as the individual identifier (field 2) or
in one of the user fields, because SSNs are required to obtain wage records and to
measure performance outcomes.
In addition, users should pay special attention to how their participant and exiter
files are saved and resaved. There are two fields in the record layout that require
two digit numerical codes—field 23/Highest School Grade Completed and field
61/Other Reasons for Exit—and some of the codes have lead zeros. Various file
management programs (including .csv) may drop the lead zeros in these two fields
as the files are saved and resaved. The DRVS will reject records when codes in
these two fields are missing lead zeros. States can treat these two fields as text
fields to preserve the lead zeros.
Several fields in the record layout relate to the participant’s status as an eligible
veteran (field 12), campaign veteran (field 13), disabled or special disabled veteran
(field 14), and recently separated veteran (field 15). Appendix B details a number
of edit checks that are applied to these fields to ensure that the veteran status data
values are consistent within a participant record. If the participant is a disabled or
special disabled veteran as indicated in field 14, then the participant’s record
should have a code of 2=Yes, Eligible Veteran in field 12 even if the participant
served in the military for 180 days or less. Campaign and recently separated

III. GETTING STARTED
veterans cannot be so designated unless they are also eligible veterans who served
greater than 180 days. Therefore, campaign and recently separated veterans would
also have a code of 2=Yes, Eligible Veteran in field 12.

Data Values in Post-Exit Fields
Regardless of the participant's exit and employment status, there must be
consistency across the post-exit fields in the file. Appendix B details the numerous
edit checks that are applied to the post-exit employed fields. These are
summarized below.
There are four sequences of post-exit employed fields:
•
•
•
•

1st quarter after exit—fields 84, 85, 98
2nd quarter after exit—fields 89, 90, 99
3rd quarter after exit—fields 91, 92, 100
4th quarter after exit—fields 93, 94, 101

The first field in each sequence (84, 89, 91, 93) indicates the participant’s
employment status in the relevant quarter after the exit quarter. There must be a
value of 1 (employed), 2 (not employed), or 3 (information not yet available) in
each of these four fields. These fields cannot be left blank or the record will be
rejected by the DRVS (except younger youth 2nd and 4th quarters after exit).
If the participant exited and was employed in a post-exit quarter, place a 1 in field
84, 89, 91, or 93 respectively. Place a 1, 2, 3, 4, or 5 as appropriate in the
corresponding field 85, 90, 92, or 94 (type of employment match). If the type of
employment match field has a value of 1, 2, 3, or 4, there should be wages greater
than zero in field 98, 99, 100, or 101. If the type of employment match field has a
value of 5, then the wages should be 0 or blank in field 98, 99, 100, or 101.
If the participant exited and was unemployed in a post-exit quarter, place a 2 in
field 84, 89, 91, or 93 respectively. Place a 0 or blank in the corresponding field

III. GETTING STARTED
85, 90, 92, or 94 (type of employment match). Place a 0 or blank in field 98, 99,
100, or 101 (wages).
If the participant has not yet exited, or if the participant exited so recently that
employment status and wage data are not yet available, place a 3 in field 84, 89,
91, or 93 respectively. Place a 6 in the corresponding field 85, 90, 92, or 94 (type
of employment match). Place 999999.99 in field 98, 99, 100, or 101 to indicate
that wages are pending.
If the data in each sequence of post-exit quarters are not consistent as described
above, the DRVS will reject the record.
In addition, if the participant exited and the post-exit fields indicate that
employment status and wage data are not yet available, yet sufficient time has
passed that these data should be available, the DRVS will change the data values to
indicate that the participant was unemployed in the relevant post-exit quarter. The
DRVS will generate a warning message for each record where these data values
have been changed.

III. GETTING STARTED
Step 2—Load Extract Data
Once the data are formatted according to the record layout, click on Import on the
menu bar and select Import File. The Load File to Database screen will appear.

Click on Extract. The DRVS should be preset to Extract. Then select the file to be
imported using the Browse button.

III. GETTING STARTED
Click Open and navigate to find the correct file. Click Add File to move the file
into the Load File box, then click Load File. Although the Load File box allows
users to select more than one file, users may load only one extract file at a time.
The functionality to load more than one file will be added in a future version of the
software to accommodate the need to load multiple files for Report Validation.
A message box will appear, asking users to confirm that reporting options have
been set. Click on Yes if appropriate, or No to return to the Reporting Options
screen.

To terminate the import process, click on the X in the upper right corner of the
Load File to Database screen.

III. GETTING STARTED
During import, the Load File to Database screen will display a progress bar and
status messages. The status messages appear from bottom to top.

When the import is complete, the progress bar will disappear and the following
message will appear at the top of the status message section: “DONE. File
processed. Please review Error report.”

III. GETTING STARTED
The file import time will vary based on system capabilities, the number of records
in the extract file, and the density of the records. If the MSDE database has
reached its maximum capacity, or if there are a significant number of edit check
failures, the software may generate a critical error. If the import fails, the progress
bar will stop before reaching completion and an error message will appear in the
status window.

III. GETTING STARTED
Step 3—View Imported File
To view the imported file click on Import from the menu bar and select View
Source Table. This is a read-only screen and records are displayed in the order in
which they appeared in the import file. The source table displays all records that
passed the import edit checks or received only “warning” errors. Rejected records
are not displayed in the source table or included in any report calculations.
Users can sort on any column in the source table by clicking once on the relevant
column header. Note however that the source table does not assume lead zeros
because fields are recognized as text in the source table. So, for example, resorting
on OBSNumber will cause records to appear out of order.

III. GETTING STARTED
Step 4—Review Error Reports
When the extract file is loaded, the application reads each record to ensure that all
field values are valid based on the record layout and the edit check specifications
in Appendix B of the Handbook. The edit checks ensure that data are in the proper
format, values are within the specified range of values, and data are consistent
across fields. Duplicate records and any records with missing or invalid data in
mandatory fields are rejected. Other types of data errors will generate warning
messages.
Import Errors can be viewed by clicking Import from the menu bar and selecting
Import Errors Report. The Import Errors report will display with a separate row
for each error identified in the import file. Reject errors appear first, followed by
warnings.
The DRVS sorts the errors by WIB Name, Office Name, and Case Manager. If the
state wants an unsorted error report, load an extract file with blanks in these three
fields (199-201).
Up to 15,000 records with reject conditions and 50,000 records with warning
conditions will be reported. If the number of errors in the file exceeds these limits,
the import will abort. Excessive errors may be indicated in the status messages if
the processing stalls at the “Checking the data for errors” or “Checking the data for
warnings” messages. Excessive errors may also be indicated by a critical error
message. If the import aborts due to excessive errors, an error report is still
produced and may be used to obtain information for correcting errors in the data.
Additional errors will be reported on the next import of the file, as long as errors
from the first import are corrected.

III. GETTING STARTED

Click on the printer icon at the top of the report to print a paper copy. Users will
have the option to change the printer name, paper source and layout.
Click on the envelope icon to display an Export popup where users can select a
name, format and location for the report. For example, the Error Report can be
exported to an Excel file, so that the user can sort and organize the errors for
analysis. This feature is very helpful when there are a large number of errors.
The Import Error report is not automatically saved to the DRVS install location
folder. To save an error report, the user must export the error report using the
envelope icon.
After reviewing error reports generated by the application, users should determine
if the extract must be regenerated or reformatted and reloaded. Note that rejected
records do not appear in the source table or in any report calculations.
However, records that receive warning errors are displayed in the source table and
included in all report calculations. Because warning errors may indicate data
problems that impact the calculations, users are strongly encouraged to review and
correct warning errors in addition to rejected records. If only a small number of
records are rejected, it may not be necessary to re-import the file.

III. GETTING STARTED
Step 5—View Duplicates
This step allows the user to view the duplicate records identified and rejected by
the application. No data entry is required; this option is for analytical purposes
only. The duplicate detection criteria are specified in Appendix B as cross-field
edit checks.
Click on Import from the menu bar and select View Duplicates.
A report will display the duplicate records from the import file. DRVS rejects
records with duplicate observation numbers and records with the same Individual
Identifier that have overlapping periods of program participation based on the Date
of Program Participation and Date of Exit.
If the user determines it is necessary to fix the import file, the duplicate records
must be removed and the file reimported.

III. GETTING STARTED
Click on the printer icon at the top of the report to print a paper copy. Users will
have the option to change the printer name, paper source and layout.
Click on the envelope icon to display an Export popup where users can select a
name, format and location for the report. For example, the duplicates report can be
exported to an Excel file, so that the user can sort on and organize the errors for
analysis. This feature is very helpful when there are a large number of duplicates.
The Duplicate Detection report is not automatically saved to the DRVS install
location folder. To save a duplicate detection report, the user must export the
report using the envelope icon.

III. GETTING STARTED
C. Database Management
When using DRVS for the first time, users are provided access using the default
User ID and Password and a blank database (WIA.mdf) is automatically created.
This section describes how the user can change his or her own password to
maintain database security, and how to create additional databases, open existing
databases, save databases in alternate locations, add Wage or Non-Wage Users,
delete or deactivate users, and modify database user details.

Step 1—Database Security
After the initial log in using the default User ID and Password, users can change
their own password by selecting the Utilities menu and the Change Password
submenu. In the Change Password window, the user should enter old and new
passwords, and click on Change Password.

Future versions of the DRVS will allow database administrators to set up and
modify multiple DRVS user profiles, each with a unique User ID and Password
and access to specified databases.

III. GETTING STARTED
Step 2—Create a New Database
To create a new database, go to the File menu and select New DB. This opens the
Enter a New Database Name dialog box where you can create a new DRVS
database in the User Data folder. Type in the name of your new database in the
File Name field. Database names must start with a letter, although numbers can be
included in the name. Database names cannot include spaces or non-alphanumeric
symbols. The DRVS blocks data entry of invalid database names, and provides an
error message when improper names are entered.
Click on Open.

III. GETTING STARTED
A message box will appear indicating that the new database was successfully
created. Click OK.

The DRVS Login box will display. Enter your User ID and Password (or the
default User ID and Password) and click on Login. The new database name should
display in the footer of the application screen when the screen size is maximized.
If it does not, check the source table to confirm that you are in the new database.
The new database will be created in the User Data subfolder of the DRVS install
location (default install location is C:\Program Files\DRVS).

III. GETTING STARTED
Step 3—Open An Existing Database
The DRVS will automatically default to the database you were using the last time
you logged out of the application. That database name is displayed in the bottom
left footer of the application screen. To open a different database, go to the File
menu and select Open DB. This opens a dialog box where you can select an
existing database to open from the drop down menu.

Click on the drop down menu to access the list of databases that can be selected. If
no new databases have been created, a message will display saying that only the
default database exists. Choose a database and then click on the open database
button on the left of this screen. Click on the X button to exit this function and
return to the existing database.
Click on the open folder button. The following message will display.

III. GETTING STARTED
Click OK. The Login box will then display. Enter your User ID and Password and
click Login. You will now be in the selected database. The new database name
should display in the footer of the application screen when the screen size is
maximized. If it does not, check the source table to confirm that you are in the
new database.
The open database functionality may be helpful if you:
• Have archived prior quarterly file imports but still want to easily access
them through the application.
• Have split the import file into two databases to keep the size manageable
in large states.

III. GETTING STARTED
Step 4—Save a Database
To save an existing database go to the File menu and select Save As. This opens
the Save As dialog box where you can save a database and give the database a new
name or location.

Enter the new file name for the database and then click on Save. A message box
will indicate that the newly named database was successfully saved. Click OK.
The DRVS Login box will display. Enter your User ID and Password and click on
Login. The new database name should display in the footer of the application
screen. If it does not, check the source table to confirm that you are in the new
database. The newly named database will be saved in the User Data subfolder of
the DRVS install location (default install location is C:\Program Files\DRVS).

III. GETTING STARTED
Step 5—Add Users
To add wage or non-wage users, go to the Admin menu and select Add User.
Assign an ID and password for the user and fill in the user name and email address.
Choose "User" from the Level drop-down menu, and select "Wage User" or "NonWage User" in the User Type box. The difference between wage user and nonwage user is that the wage information in the database will be accessible to wage
user but not accessible to non-wage user. Select the appropriate database for the
Authorized Databases(s) and the Active Database boxes. Click Add User. The
message "User added successfully" will appear at the bottom of the screen.

III. GETTING STARTED
Step 6—Delete/Deactivate Users and Modify User Details
Database administrators can delete/deactivate users or manage user details. Go to
the Admin menu, select Delete/Deactivate User, and choose the user name from
the drop-down menu that you wish to delete or deactivate. Click on Modify User
Details under the Admin menu and select a user name to update user details.

IV. ETA 9090 and 9091 REPORTING
Chapter IV describes how to use the DRVS to produce the state’s ETA 9090
quarterly report and 9091 annual report facsimiles, the 9091 EBSS upload file, and
the WIASRD EBSS export. These functions allow states to use the DRVS to
fulfill ETA’s quarterly and annual reporting requirements.
This chapter also describes how to access and analyze records by performance
outcome group and by the numerators and denominators of the performance
measures. These functions are useful for analyzing changes in performance over
time and across outcome groups. Performance outcome groups are the mutually
exclusive types of outcomes that a WIA participant may have after exiting the
WIA program, and the DRVS assigns each record to the appropriate performance
outcome group during file import.
After the state’s WIASRD formatted file is imported as described in Chapter III,
the DRVS produces the ETA 9090 quarterly report and 9091 annual report. Prior
to submitting the ETA 9090 and 9091 to ETA, states may analyze the ETA 9090
and 9091 counts and performance rates by viewing the performance outcome
groups and the numerators and denominators as described in Steps 1 and 2 below.

Step 1—View Report Validation Table
This function allows the user to view the performance outcome groups for the
Adults, Dislocated Workers, NEGs, Older Youth, Younger Youth, and Youth, and
the specific records that the DRVS assigns to each group. Information about the
performance outcome groups is in Appendix C of this Handbook. No data entry is
required; this function is for analytical purposes only.
To view the performance outcome groups, click Report Validation on the menu
bar. Select View Validation Tables and then select the appropriate funding
stream from the submenu: Adults, Dislocated Workers, NEG, Older Youth,
Younger Youth, or Youth.

IV. ETA 9090 and 9091 REPORTING
For all funding streams, the summary tabs show the total number of records and
group characteristics for each performance outcome group. The Performance
column on the summary tabs provides the group number (in parentheses)
corresponding to the performance outcome group numbers in Appendix C. For
example, performance group A-1(3) on the screen below corresponds to
performance outcome group 3 in Table C-1 of Appendix C.

Depending on the funding stream selected, two or three tabs will be displayed.
• Adult, Dislocated Worker, and Older Youth funding streams: three tabs
will display. The tab on the left provides a summary of each entered
employment, retention and earnings performance outcome group for the
selected funding stream. The tab in the middle displays the performance
outcome groups for the employment and credential measure. The tab on
the right will display detailed records when the user selects an outcome
group on the left or middle tabs.
• NEG funding stream: two tabs will display. The tab on the left provides
a summary of each entered employment, retention and earnings NEG
performance outcome group. The tab on the right will display detailed
records when the user selects an NEG outcome group on the left tab.

IV. ETA 9090 and 9091 REPORTING
• Younger Youth funding stream: three tabs will display. The tab on the
left provides a summary of each diploma measure outcome group, the
middle tab provides a summary of each retention measure outcome
group, and the tab on the right will display detailed records for each
outcome group selected from the left or middle tabs.
• Youth funding stream: three tabs will display. The tab on the left
provides a summary of each placement and attainment measure outcome
group, the middle tab provides a summary of each youth literacy and
numeracy outcome group, and the tab on the right will display detailed
records for each outcome group selected from the left or middle tabs.

For all funding streams, click on the far left column to highlight a performance
outcome group row on the left or middle tabs. The detailed records for the
highlighted group will then be displayed on the WIA Participant Detail tab, which
is always the right-most tab in this function.

IV. ETA 9090 and 9091 REPORTING
The participant detail table can be sorted by clicking once on the header of the
column to sort by. Note however that the table does not assume lead zeros because
fields are recognized as text in the report validation table. So, for example,
resorting on OBSNumber will cause records to appear out of order.
To increase the width of a column, click the mouse on the intersection of the
relevant column heading and drag to the desired width.
The DRVS only assigns records to performance measure cohorts if sufficient time
has passed for the state to determine the outcomes for the cohort. If sufficient time
has passed and the post exit employment fields in a record are still coded as
pending, the application will change the employment status to unemployed and
assign the record accordingly. This default edit is specified in more detail in
Appendix B.
It is important to note that if the user decides to change the report due date or
program year after the file has been imported, and clicks on the Re-Calculate
button, the counts displayed in each performance outcome group in the report
validation table may not accurately reflect the report period selected. The user
must change the program year or the report due date and then re-import the file to
obtain the correct performance outcomes.

Step 2—Export Numerators, Denominators, and Counts
This function will create individual files of participant records (with the addition of
age and performance outcome group at the end of each record) for the numerators
and denominators of each core performance measure. These export files can be
used for analytical purposes, or they can be used to generate files to match against
wage records. The export file will retain the format of the participant/exiter import
file. Functionality to create files of records included in the participant and exiter
counts will be provided in a future release.

IV. ETA 9090 and 9091 REPORTING
Click on Report Validation from the menu bar. Then click on Export Numerators,
Denominators, and Counts. A message box will ask the user to confirm that the
performance groups should be exported. Click on Yes to export.

The application will indicate when the files have been exported by displaying an
Export Completed message that specifies the location in which the exported files
have been saved. The export files are saved to a subfolder titled “Performance
Groups Export” in the DRVS install location. If the DRVS is installed in the
default location, the export files will be saved to a C:\Program
Files\DRVS\Performance Groups Export\ subfolder.
Each export creates its own subfolder indicated by the date and time of the export,
so that the export files will not be overwritten by subsequent exports.

Following is a sample of the Adult_EER_Denominator.txt export file.

IV. ETA 9090 and 9091 REPORTING

Step 3—Data Enter Negotiated Values
If users want the DRVS to display Table A, Table N, and the negotiated values for
Tables B, E, H.1, H.2, J, and O in the 9091 annual report facsimile, or if they want
these results included in the EBSS export file, they need to data enter these values
into the software. If users do not data enter these values, they will not be included
in the export file, and DRVS will display blanks or 0.0 in the appropriate cells.
To enter Table A, Table N, and the negotiated values, go to Report Validation
menu, then click on Negotiated Values Data Entry. A screen will appear showing
the tabs for Tables A, B, E, H.1, H.2, J, N and O. Click the tab of each table and
type in the values as appropriate. After all values are entered, click Save A-N and
Save O at the bottom, then OK when the message box "Saved Successfully"
appears. The Annual Report Facsimile will then display the values for Table A,
Table N, and the negotiated values for Tables B, E, H.1, H.2, J, and O.
Users must first import a file into the software to allow the Negotiated Values Data
Entry functionality to become operational.

IV. ETA 9090 and 9091 REPORTING
Step 4—View Facsimiles
The Facsimile function displays the values generated by the DRVS in the format of
the ETA 9090 report and 9091 report.
Click on Report Validation from the menu bar and select Facsimiles. The reports
that are available on the Facsimile submenu depend on which report type was
selected on the Reporting Options screen. Select Quarterly Report Form or Annual
Report Form from the Facsimile submenu.

Sample Quarterly Report Facsimile

IV. ETA 9090 and 9091 REPORTING
Sample Annual Report Facsimile

IV. ETA 9090 and 9091 REPORTING
Click on the printer icon at the top of the report to print a paper copy. Users will
have the option to change the printer name, paper source and layout.
Click on the envelope icon to display an Export popup where users can select a
name, format and location for the report. For example, the facsimile report can be
exported to a PDF.
The facsimile is not automatically saved by the software, so the user must export
the facsimile report to retain it for future use.

Step 5—Generate Table O
Table O, which displays performance by local area for records that have local
funding, can be calculated and displayed using the Table O functionality. Click on
the Table O menu and select Table O Import to load the Table O extract file.

Next, select Browse to find the file to be loaded, click Add File, and then click
Load File.
Table O extract file type is ASCII, comma-delimited. The file can be in either *.txt
or *.csv format, which is the same as the state extract file. The record layout for
Table O is also the same as for the state extract.
Note that if a file has already been imported as a state extract, the software does
not use that file to generate Table O results. Different edits and duplicate detection

IV. ETA 9090 and 9091 REPORTING
criteria are applied to the Table O extract file, so states must import it through the
Table O Import functionality to generate Table O results. For example, Table O
does not accept records that are state-funded only, and the Table O duplicate
detection allows records with the same Individual Identifier that have overlapping
participation dates if the ETA-code is different.
As with the state extract, the DRVS will produce an import errors report and
duplicate records report as it processes the file. Click on the Table O menu and
select Table O Import Errors or Table O Duplicate Errors to view file errors.
Table O results are displayed on the 9091 facsimile. To view Table O results, click
on the Report Validation menu, select Facsimiles, and then select Annual
Report Form (ETA 9091). (Note that the Reporting Options must be set to
Annual Report for the 9091 to display.)

IV. ETA 9090 and 9091 REPORTING
Table O displays a separate page of results for each WIB, organized in ascending
order according to ETA-assigned code.

IV. ETA 9090 and 9091 REPORTING
Step 6—Generate EBSS Export
For the ETA 9091 annual report, states can use the DRVS to export the validation
values in the EBSS format for submission to ETA. To do so, click on the Report
Validation menu and select EBSS Export. Click Browse to find the location
where the export files will be saved, then click Export. A message box will appear
asking for confirmation.

Click OK. After the export finishes, the message “Exported and the Files created
successfully” will appear in red at the bottom of the screen. Go to the selected
location to find the exported files to be submitted to the ETA EBSS website.
States should contact their regional office or the ETA performance website at
www.doleta.gov/performance for more information about procedures for
submitting the ETA 9090 quarterly or 9091 annual reports.
The ETA 9091 EBSS export can be uploaded to the ETA website at
www.etareports.doleta.gov. States can also data enter the values from the ETA
9090 or 9091 report facsimile onto ETA’s EBSS to fulfill states’ quarterly and
annual filing requirements.

IV. ETA 9090 and 9091 REPORTING
Step 7—Generate WIASRD Export
After the state’s WIA file has been imported into the DRVS, a WIASRD file
containing all exiter records, as well as youth participants that are included in the
Skill Attainment and/or Literacy-Numeracy measures, can be exported to the
DRVS directory. To export the WIASRD, click on the Report Validation menu
and select Export WIASRD.

Then click OK when the Export WIASRD window appears.

IV. ETA 9090 and 9091 REPORTING

To view the file, navigate to the WIASRD folder in the DRVS directory and open
the file.

For more information on ETA’s reporting requirements and guiding documents,
please visit http://www.doleta.gov/performance/guidance/wia.cfm

V. VALIDATION
A. Overview of Data Validation
Data validation consists of two separate functions: report validation and data
element validation. Because there are two basic sources of reporting error,
validation requires two methods. First, state reporting software could calculate
performance outcomes incorrectly. Second, the state may use correct calculations
but some of the data used in those calculations could be incorrect. Report
validation checks the accuracy of the state calculations used to generate the ETA
9090 quarterly report and ETA 9091 annual report. Data element validation checks
the accuracy of the data used by the state to perform the calculations. ETA only
requires states to perform report and data element validation for the ETA 9091
annual report.
The validation process is intended to accomplish the following goals:
• Detect and identify specific problems with a state’s WIA reporting process,
including software and data problems, so as to enable the state to correct the
problems.
• Ensure that critical performance data used to direct incentives and sanctions
and to meet ETA’s GPRA responsibilities are reasonably accurate by
calculating an error rate for selected data elements validated on the ETA
9091.
• Provide tools that help states and local areas analyze the causes of their
performance successes and failures by displaying participant data organized
by performance outcomes.
• Minimize the burden on states in conducting the validation by providing
standardized software (DRVS) that reads records in the WIASRD format
and performs all of the processing required to conduct the validation.
• Further minimize the burden on the states by selecting the smallest possible
validation samples necessary to compute valid error rates.

V. VALIDATION
Responsibility for completing data validation tasks will be divided among various
staff and varies across states. Following is an example of how states can divide
labor to ensure effective validation.
Managers are responsible for assuring that programmers and validators have the
resources needed to complete the validation as required by ETA. They are also
responsible for keeping the data validation effort on schedule.
Programmers have the primary responsibility for building the validation extract
file in the format specified in the record layout. Programming staff will also be
responsible for loading the file into the DRVS.
Validators conduct the data validation once the extract file has been imported into
the DRVS. Validators must be state staff who are independent of the data
collection process. In other words, local staff cannot validate their own data. Also,
state staff who do wage record matches and/or cross-matches with other databases
cannot validate their own cross-matches. Validators should also work closely with
programming staff to determine which data elements best meet the requirements
specified in the record layout.

V. VALIDATION
B. Report Validation
Report validation is designed to assess whether the state software used to generate
the ETA 9091 report accurately calculates performance outcomes. States must use
the DRVS to conduct report validation. As described in Chapter IV, states can also
use the DRVS to generate the 9090 and 9091 reports for submission to ETA.
The state’s report validation burden consists of building the import file as specified
in Chapter III, loading the file into the DRVS, creating a reported counts file if the
DRVS was not used to prepare the 9091 report, and loading the reported counts file
into the DRVS.
All states are required to e-submit report validation results to ETA. However,
states that use the DRVS to generate their ETA reports do not need to import
reported values and conduct a full report validation. After loading their extract
files into the DRVS as described in Chapter III, DRVS states should skip directly
to Steps 2 and 3 below to view the report validation summaries and e-submit those
summaries to ETA.

Step 1—Import Reported Values
To conduct a full report validation, states that do not use the DRVS for reporting
must first import their state extract file into the DRVS as described in Chapter III,
section B. The software will generate ETA 9091 validation values from this file.
States must then either prepare and import separate files of reported counts for
each table in the 9091 report being validated, or data enter their reported values (as
described below). Once each reported counts file has been loaded, or each
reported value has been data entered, the DRVS compares the validation values
derived by the software to the actual values reported by the state on each of the
tables. The software will then generate a separate RV Summary for each table in
9091 report.

V. VALIDATION
The format for the reported values import file mirrors the import file format
required for the EBSS submission, and the state may simply import their EBSS
files. The reported values import file must be named TableLetter.csv. There can
be no spaces, and no periods are allowed in the letter. For example, Table H.1
should be TableH1.csv.
Click on the Import menu and select Import File. The Load File to Database
screen will appear. Click on Reported. Use the Browse functionality to find the
reported values file or files to add to the upload box. Users can add multiple files
and upload them at the same time.
Click Open, then click Add File to move the selected file(s) to the Load File box.
The selected files should appear in the box. Click on the Load File button to
import the files. A message box will appear, asking for confirmation that reporting
options have been set. Click on Yes to confirm, or No to return to the Reporting
Options screen. The Import File screen will show the progress of the import.
Alternatively, states can data enter their reported values. Click on the Report
Validation menu and select Reported Counts Data Entry. Select the applicable
funding stream from the drop down list, enter the data in the Reported Value
column, and click Save after all data are entered. The reported counts will appear
in the RV Summaries.

Step 2—View Report Validation Summary
This function allows the user to view the Report Validation Summary, which
displays the validation values generated by the DRVS, the state’s reported values,
the difference between these two sets of values, and a percentage difference for
each value. No data entry is required; this option is a read only function.
For DRVS states, no values will appear in the Reported Values column and the
summary will show percent differences of 100% for all values. States should
verify the accuracy of their reports prior to submitting the results to ETA.

V. VALIDATION
Click on the Report Validation menu and select Report Validation. Select the
applicable summary from the sidebar. Only one RV summary can be viewed at a
time. It may take several minutes for the first summary to open after the reported
counts file has been loaded.
Sample RV Summary

Users may add comments about their RV summary through DRVS. Click on the
Report Validation menu and select RV Comments. Choose one of five funding
streams from the drop down list, type in comments in the box, and click Save after

V. VALIDATION
all comments are entered. Comments will display at the top of the appropriate RV
summary, and will be included in the DRVS upload file of RV results.

Step 3—Submit Report Validation Summaries to National Office
To submit the 9091 report validation results to the National Office, click on the
e-Submit function under the File menu. The WIA E-Submission screen will
appear. The drop down menu allows the user to select RV, DEV, or both. Select
RV and click on the Extract & Upload XML button. The functionality to e-submit
Data Element Validation (DEV) and both will be provided in a future release.

V. VALIDATION
A screen will appear providing the location of the RV XML files as well as a
warning. The XML file location is the default data directory for XML files, which
is C:\Program Files\DRVS\XML. After reading and accepting the warning, click
OK.

V. VALIDATION
After clicking OK, the Grantee Reporting System login screen appears. It may
take a minute or two for the software to open the web browser.

Enter the state’s validation password provided by ETA and click on the Login
button (Please note that the validation password is different from the reporting
password, which is used to submit reports and WIASRD record. There are separate
validation passwords for the WIA and LX programs). Users should enter their
name, email address, and telephone number in the appropriate fields. Then click
on Browse. Use the Choose File window to find the XML file created by the
DRVS. The location and name of the file are listed in the white cell at the top of
the web browser. Click on the Open button and the name of the selected file will
appear in the Locate File box.

V. VALIDATION
Using the Report Source dropdown menu, select the type of software that the state
uses for generating its quarterly reports (e.g., ETA (DRVS), DART, or another
program). Then click the Submit button in the web browser.
It may take some time for the XML file to upload. Once the file has been
successfully transmitted, a DRVS Confirmation of Submission screen will appear.
Users can print a copy of the confirmation, request an email copy of the
confirmation, or logout.

V. VALIDATION
C. Data Element Validation
In data element validation (DEV), states evaluate the accuracy of the participant
data used to generate the ETA 9091 annual report, whether that report is generated
by the DRVS or the state’s own reporting software. DEV results in an estimate of
the error rate for each data element that has been selected for validation. The error
rate is computed by examining a sample of participant records to determine
whether the accuracy of the selected data elements is supported by source
documentation, such as wage records.
ETA has redesigned the WIA DEV sampling algorithms to make the samples more
efficient and to provide more precise estimates of error for specific data elements.
ETA’s ultimate goal is to set accuracy standards for data element validation.
DRVS 6.3 incorporates new sampling features to move closer to that goal. In
addition to the sampling features in WIA 3.1, DRVS 6.3 weights for the “density”
of the participant records in addition to weighting for risk, and it attempts to
overcome the clustering limitations of WIA 3.1 by selecting offices or WIBs based
on all funding streams and not separately by funding stream.
Not all data elements are subject to validation. Data elements are selected for
validation based on three factors:
• Feasibility – ETA can validate data elements only when it is practical and
efficient to locate and examine supporting evidence within the state records.
Therefore, such items as race, ethnicity, and gender will not be validated
because these data elements are self-reported by participants, and it is not
efficient to locate the participant to document these characteristics. It is also
not practical to validate for data entry errors.
• Risk – The process for validating data elements is based partly on the
likelihood that the data element may be inaccurate. Data elements involving
human judgment are more prone to error than data elements that do not
involve human judgment. For example, determination of employment based
on supplemental sources is more likely to be in error than determination of
employment from wage records.
• Importance – Data elements are selected for validation based primarily on
their importance to the integrity of the ETA 9091 report. DRVS
72

V. VALIDATION
automatically selects samples from the records for each group—adults,
dislocated workers, NEG, older youth, and younger youth—and displays the
sampled data on a validation worksheet. Records are oversampled if they are
important for the calculation of performance measures and if they have a
higher risk of error.
In addition, the data element validation process is designed to compute a reliable
error rate using the smallest possible sample to minimize the state’s burden in
performing the validation. Because it is impractical for state staff to conduct the
validation on-site for a small number of cases in a large number of locations, the
DEV sample for each group can be selected from a sample of offices or WIBs
within the state, rather than from every office. Two sampling techniques are used:
1) Clustering: The software selects the sample of exiters from a relatively small
number of locations within the state where source documentation is stored. This
approach reduces the burden that on-site validation imposes on the state by
limiting the number of locations to visit.
2) Stratification: Cases that have a higher potential for error that will affect
performance (positive employment or education outcomes) and more data elements
to be validated are sampled in greater proportion than cases with a reduced chance
of error (negative employment or education outcomes) and fewer elements to
validate.
These sampling methods ensure that the state examines as few records as possible,
in as few locations as possible, while still achieving a reliable estimate of error.
Once the state has validated the sampled records, the software weights the results
of the validation to correct for over- and under-sampling that results from the
clustering and stratification. 1 The Sampling Methodology Appendix provides
more detailed information.
In the DEV process, the validator applies a series of validity criteria to each
sampled record. These criteria, which are based on federal requirements that
determine how data are reported, instruct the validator to locate specified source
documentation and to verify that the state’s data record is correct as compared to
the source documentation. The DEV Documentation / Instructions Appendix
1

DRVS 6.3 will not calculate error rates. ETA will release a new version that produces the data element
validation summary and analytical report.

V. VALIDATION
provides detailed instructions for this process and specifies the source
documentation to be used for each data element that is validated.
Because of the time lag for obtaining wage records, the outcomes reported on the
ETA 9091 report cannot be validated until approximately one year after exit.
Therefore, data element validation of exiters must occur after the data for the
report have been compiled.

Step 1—Developing a Data Element Validation Strategy
One of the key issues in conducting DEV is locating source documentation. The
term “source documentation” does not necessarily imply paper case files. Source
documentation could include automated records in state systems and image files.
For example, wage records must be reviewed using state databases. States may
also have educational records, automated records documenting participation in
other programs, or other types of automated records that they can access to validate
WIA data.
For example, some state WIA systems import automated case files from the state's
TANF databases. These detailed case files constitute valid source documentation
and make it unnecessary for such states to validate this data element in local
offices. It is not sufficient, however, to simply maintain a code or indicator in the
state WIA system that the participant was enrolled in TANF.
Unless a state has a comprehensive imaging system it will still be necessary to
review case files stored at the local level. The validation, therefore, can be
conducted in two stages: state staff and validate some data elements against data
files at the state level and other data elements using case files stored at the local
level.
Case files should be reviewed where they are stored if possible. Storage of case
files varies across states and local areas. Files may be stored at the administrative
offices of the WIB, at One-Stop offices, or at the offices of providers. In the worst
case, case files for a single participant may be stored in multiple locations.
All wage and earnings information must be validated no matter what the source—
UI wage records, WRIS, federal wages, or other administrative sources. However,
74

V. VALIDATION
states only need to validate that the wages on the validation worksheet match the
wages in the source documentation; they do not need to validate the accuracy of
the source documentation. Wage record information must be checked against the
state’s wage record files. To do so, the state needs to include the participant’s SSN
in the extract file to be loaded into the validation software in order to perform a
wage match. This information can be included in Individual Identifier field or in
either of the two user fields in the DRVS software’s record layout. This match can
be performed as a separate step before or after the visit to the One-Stop center.
There may be other data elements that the state can validate centrally. States have
the flexibility to determine the most efficient source to use to validate the
information when more than one source is specified.
There are several reasons why it is important to review the documents at the
location where they are stored rather than moving the files prior to the review:
• If the files are not moved, the files will be readily available to local staff.
• Reviewing files onsite ensures the integrity of the validation process.
• If the files are incomplete, it will be easier to obtain the missing information
if the validator is onsite.
• Questions pertaining to the information in the case files can be efficiently
resolved during an onsite review.
• Both state and local staff will benefit from face to face discussions about
local data collection procedures, federal requirements and the validation
process.
In some cases, it may not be feasible to perform an onsite review in all locations.
This would occur in a state such as Alaska where it is impractical to travel to each
location. There may be isolated examples in other large states where it is
impractical to visit a small and very remote office. In these situations state staff
must contact their regional office to discuss shipping selected files to a more
convenient location for review.
State staff should notify local staff well in advance of when the onsite validation
will occur to ensure that local staff are available to assist in the validation. State
75

V. VALIDATION
staff should inform local staff which records have been sampled one to two days in
advance of the onsite review. This will make the review more efficient, while
minimizing the possibility for changes to the case files. States that want to give
local staff more than two days notice must get approval from ETA's regional office.
Although state staff do not perform the sampling, to some extent, they can control
the degree of clustering done by the software. The approach that states use will
depends on:
• Whether the state can identify the location (office or provider or WIB) of the
case files and include it in the DRVS extract file.
• Whether all or some WIBs within the state store case files centrally in the
WIB’s administrative offices.
• Whether there are more than 15 locations where case files are located as
determined by the WIB name and Office name fields.

V. VALIDATION
Step 2—Create the Validation Sample
After the state’s extract file has been imported into the DRVS, click on the Data
Element Validation menu and select Draw Sample-Basic Sample. A sub-menu
will appear, asking users to choose one of the following sampling units: Record,
Office, or WIB. If states choose to sample by Record, the software selects a
sample of records for each funding stream no matter what offices or WIBs the
records are located. If states choose to sample by office or WIB, the software first
draw a clustered sample of offices or WIBs, and from the sampled offices or
WIBs, the software selects samples of records. The software uses the information
in the WIB name and office name field to determine the location of the records.
Appendix E: DEV Sampling Methodology provides a detailed explanation of how
the DRVS draws samples by Record, Office, or WIB.
States have a great deal of leeway when sampling. They can choose to sample by
record (no clustering), by WIB, or by office. There are at least two factors that
should impact states’ decisions on when and how to cluster. First, there must be
values in the WIB or office name field for the software to determine the sampling
units. Second, the software must select at least fifteen sampling units; if there are
fifteen or fewer sampling units, then the software cannot cluster. As a
consequence, many states will not be able to sample by WIB.
If the user chooses WIB or office as the sampling unit and there are fifteen or
fewer WIBs or offices, the software default to a sample by records, and a message
will appear saying the minimum number of WIBs or offices required for clustering
is not present in the file.

After the user has selected the sampling unit, a screen will appear asking for
confirmation that the sample should be selected. Click OK.

V. VALIDATION
The software will then draw validation samples of records for each of the five
funding streams from the extract file. Depending on the file size, the time to draw
DEV sample varies across states. A message box will appear confirming the
sampling is complete.

V. VALIDATION
Step 3—Validate Sampled Records
To access the validation worksheets, click on the Data Element Validation menu
and select Edit Worksheets. A sub-menu will appear displaying the five funding
streams. Click on the appropriate selection to open a window that displays a
summary of the sample records for the selected funding stream. The summary
screens are read only.

Sample Summary Validation Worksheet

Note that the records in the worksheet are sorted by the ParticipantID, which is a
database number assigned by the software for accessing sampled records.
ParticipantID is NOT necessarily the same as the OBS number. Users should be
sure to verify the OBS number displayed on the actual worksheet when validating
records.

V. VALIDATION
To access, update, or print individual sampled cases, double click in the left hand
column next to a particular record. This will open a validation worksheet for that
record. When all data elements of a record have been validated (i.e. either Pass or
Fail is checked), the summary row displays "True" under the IsValidated column
for that record. If any data element is left blank, the record displays "False" and
users should open the record to complete validation.

Sample Individual Validation Worksheet

For each record, the data on the worksheet should be compared to the data in the
state source documentation or database to determine if each data element is
accurate. For example, wage information must be checked against wage records in
80

V. VALIDATION
the state database while attainment of a diploma or degree may be verified by
locating a copy of the certificate in the participant’s files. For a complete list of
source documentation, refer to Appendix D.
Check either Pass or Fail for each element using the validation indicator dropdown.
When finished validating the record, click on Save at the bottom of the screen. A
message box will appear asking if the user wants to print the row (i.e., a copy of
the completed validation worksheet for the record). Select Yes or No as
appropriate.

A “Completed” or “Not Completed” message will appear on the upper right corner
of the worksheet indicating whether or not the validator has completely validated
each data element of the record. Click the right arrow to go to the next record or
click Exit to return to the DEV summary worksheet. Users can click on the
Comments tab to enter comments for the record. Users can also click the Print
button to print a copy of the validation worksheet for the record.
There are four boxes on the upper right corner of the worksheet that are used to
describe higher level data problems. If a record is missing from the office in which
it is supposed to be, the validator should check the “Missing Record” box; if the
validator cannot determine where a record is supposed to be located, check the
“Unable to Locate” box; if a record for a person not registered in WIA has wrongly
been included in the extract file, check the “Invalid Record” box. When any of
these three boxes is checked, no other elements should be validated and all
validation indicators will automatically set to Fail. Click on Save and proceed to
the next record. If a record has a wrong Social Security Number, the validator
should check the “Wrong SSN” box and validate all data elements listed on the
worksheet.

V. VALIDATION
If validation has been completed on an individual worksheet and the user does not
want to continue validating other records, either save and navigate to another
DRVS function, or save and close out of the DRVS application.
The validation worksheets can be completed online, or they can be printed and
completed by hand. The DRVS may also be loaded onto the state’s central server,
allowing multiple validators to complete the worksheets from workstations or
computers connected to the server. If validators use paper worksheets, the
information must be data entered onto the automated worksheet later.

Step 4—Print Validation Worksheets for Sampled Records
At the state’s discretion, sampled records can be validated on printed worksheets
first and then entered into the DRVS as a separate step. To print the validation
worksheets for the sample in batch mode by funding stream, select Print
Worksheets on the Data Element Validation menu, and choose the appropriate
funding stream to be printed. Note that all data elements required to be validated
for that funding stream are displayed in the printed worksheet, however, states only
need to assign Pass or Fail to those data elements not highlighted in gray color.
Data elements in gray highlights do not need to be validated because they are nonpositive values and do not have Pass/Fail drop-downs in the individual validation
worksheet.
Click the printer icon at the top left of the screen to begin printing. States can also
save the worksheet in other formats (such as PDF) by clicking the envelope button
and selecting the appropriate format.

V. VALIDATION
Sample Printed Worksheet

Step 5—Sample Reports
State validators should notify local offices one or two days prior to an onsite
review to give the offices time to assemble the necessary source documentation for
validating the sampled records. The Sample Reports functionality allows states to
print out a list that contains the basic identifying information of the sampled
records for each funding stream. This information includes OBS Number,
Individual Identifier, WIB Name, Office Name, Case Manager, User Field1, and
User Field2. States can choose to sort the report by one or more of these fields. For
example, states can sort the sample report by WIB for distribution to different
WIBs prior to the onsite visit.

V. VALIDATION
Under the Data Element Validation menu, click Sample Reports and choose a
funding stream. To sort the report, select the field(s) from the Available Fields box
on the left, and click the right arrow to move the selected field(s) to the Order By
box on the right. Use the left arrow to remove a selected field(s) from the box.

Click Print. A report will display listing the sampled records ordered by the
selected field(s). The following screen print shows a sample report ordered by
WIB Name.

V. VALIDATION

Click the print icon at the top to print the report. To export and save the report,
click the envelope button and choose the appropriate format. States can export the
sample report in Microsoft Excel Data Only format and create separate worksheets
for each WIB, office, case manager, or the two user fields.

V. VALIDATION
Step 6—Sub-Samples
The sub-sample functionality allows states to assign sections of the sample to
multiple validators and then to import their completed results into the master
database.
While in a master database, click on the Data Element Validation menu, select
Sub-Sample and then Export Sub-Sample. A dialog box will appear asking the
user to select the funding stream, WIB, and office for which the sub-sample is to
be exported. Select the appropriate choices.
The user must then designate whether or not wage information should be included
in the sub-sample by selecting or un-selecting the Include Wage Data checkbox.
The check box appears operational for all users, however, even if the box is
checked, the sub-samples created by non-wage user accounts will not include any
wage information, because non-wage users do not have access to wage information
in the DRVS database.
Note that if sub-samples containing wage information are created by a wage user,
non-wage users who access these sub-samples will also be able to view the wage
information in the sub-samples since the sub-sample data are stored in XML files
rather than the DRVS database. Therefore, sub-samples must be created without
wage information (i.e. the Include Wage Data box not checked) if they are to be
accessed by non-wage users.
For information about how to create non-wage users, refer to Section C: Database
Management in Chapter III of this Handbook.

V. VALIDATION

V. VALIDATION
The Select File cell is for designating a file name and path for the sub-sample
export. Click on the open folder icon on the right side of the cell. This will open
the “Enter a File Name to export” screen. Type a name for the sub-sample export
file in the File name cell, then click Open.

V. VALIDATION
The file name (including the path to the directory in which the file will be stored)
will then appear in the Select file cell. Then click Export to create the sub-sample
XML file. By default, the DRVS exports the sub-sample to the C:\Program
Files\DRVS\Data Files folder unless another path is specified by the user in the file
name.

Below are some additional notes on the Sub-Sample functionality:
1) Do not include a specific sampling unit in more than one sub-sample. For
example, do not export the validation information for a particular office into two
sub-samples, one for wage users and the other for non-wage users. When the
validated sub-sample results are imported back into the master database, the results
from one of the sub-samples will overwrite any existing results from the other subsample already in the database.
2) If the state extract file is re-sampled after import, the original samples in the
master database will be overwritten by the new samples. However, sub-sample
files in the C:\Program Files\DRVS\Data Files folder will remain. These existing
sub-samples become invalid and cannot be imported back into the master database.

Once the sub-sample has been exported, it is available for validation. Click on the
Data Element Validation menu, select Sub-Sample, and then click on Validate
Sub-Sample. This opens the directory in which the sub-sample XML files have

V. VALIDATION
been saved. Click on the sub-sample file to be validated and click Open. This
opens a summary screen which displays all of the records in the selected subsample. The summary screens are read only.
Double click in the left hand column next to a specific record to open the
validation worksheet for that record.

Sample Summary Validation Worksheet for Sub-Sample

V. VALIDATION
After validating the data elements of a record in the sub-sample, click Save to
transfer the results to the sub-sample summary screen. Click Exit to return to the
sub-sample summary screen.

Sample Individual Validation Worksheet for Sub-Sample

Users may continue validating additional records in the same manner. When ready
to exit the sub-sample, users should Save the validation results of the last record
validated and then click on Write XML to save the results to the sub-sample file.

V. VALIDATION
A message box will then appear asking users to confirm that the source sub-sample
XML file will be overwritten. Click Yes.

The message "Exported the validated XML file successfully" will display showing
the file name and location. By default, the XML files are saved in the C:\Program
Files\DRVS\Data Files folder unless another path is specified by the user when
exporting sub-sample.

V. VALIDATION
Whenever users click on the Write XML button, the software will overwrite all
prior sub-sample results with those currently saved in the sub-sample summary
screen. Sub-Sample validation results are NOT saved in the DRVS until users
click on Write XML to overwrite the sub-sample XML file. The Save button does
NOT save validation results to the sub-sample file; it only provides a temporary
means for retaining results as users progress from one validation worksheet to the
next.
When all records in the sub-sample have been validated and the final XML file has
been written, the sub-sample XML file may be imported into the master database
through the Import Sub-Sample functionality, which will be provided in a
subsequent version of the DRVS. As noted above, when the validated sub-sample
results are imported back into the master database, the results stored in the subsample XML file will overwrite any prior results for the sub-sample which are
already in the database.
To produce a Sub-Sample Report, click on the Data Element Validation menu,
select Sub-Sample and then Sub-Sample Reports, and choose a funding stream.
The Sub-Sample Reports functionality is the same as Sample Reports except that it
produces a list that contains the basic identifying information (OBS Number,
Individual Identifier, WIB Name, Office Name, Case Manager, User Field1, and
User Field2) of the sub-sampled records for a funding stream, instead of the whole
sample for that funding stream. Similarly, to sort the report, select the field(s)
from the Available Fields box on the left, and click the right arrow to move the
selected field(s) to the Order By box on the right. Use the left arrow to remove a
selected field(s) from the box.

V. VALIDATION
Step 7—Submit DEV Summary/Analytical Report to ETA
In a future release of DRVS, once the state enters its pass/fail determinations for all
sampled records, the DRVS will produce a DEV Summary/Analytical Report that
lists the error rates for each data element validated, and states will be able to
submit this report to ETA using the DRVS e-Submit functionality, and add DEV
comments to the report. This functionality will be available before states are
required to submit their DEV results to ETA in February 2007.

Data validation results and documentation should be retained for at least three
years after completion. Retention methods are at the state’s discretion and may
include an archived database, printed worksheets and reports, or other methods.

VI. REFERENCE GUIDE
This chapter of the Handbook provides a condensed list of all the application
menus and functions for quick reference.

A. File Menu
Options in this menu include:
1. New DB – Opens a dialog box where users can create a new database.
2. Open DB – Opens a dialog box where users can select another database
to open.
3. Save As – Opens a dialog box where users can save a database or file and
give the database a new name.
4. Link to Server – Opens a window where users can switch servers.
5. E-Submit – Opens a window where the user begins the process of
uploading XML files of RV results to ETA.
6. Exit - Select this to exit the DRVS.

B. Import Menu
Options in this menu include:
1. Import File—Select this option to import data into the application. See
the source table record layout for the appropriate data record format.
2. View Duplicates—This selection displays a report that lists the duplicate
records identified and rejected by the DRVS when importing the extract
file.

VI. REFERENCE GUIDE
3. View Source Table—This selection displays all of the records from the
extract file that were successfully imported by the DRVS.
4. Source Table Record Layout—This selection will be available in a
future release. It will display the record layout to be used in developing
the state’s extract file. The record layout can currently be found in
Appendix B of this Handbook.
5. Reported Values Record Layout—This function will be provided in a
future release.
6. Quarterly/Reported Values Record Layout—This function will be
provided in a future release.
7. Import Errors Report—This selection displays the Import Errors
Report displaying the field level and cross-field edit check errors.
Appendix B includes the import error messages for each edit check.

C. Reporting Options Menu
The only option in this menu is Change. This selection opens an expanded version
of the Reporting Options screen that allows the user to change the program year,
report quarter, due date, state postal abbreviation, program year start and end dates,
and to select subsets of participant records for analytical and management
purposes.

VI. REFERENCE GUIDE
D. Report Validation Menu
Options in this menu are:
1. View Validation Tables—This selection provides a window to view a
summary of each performance outcome group and totals of records
assigned to each group. Highlight a performance outcome group row to
view the detailed records for that group.
2. Report Validation—This function allows the user to select from the
sidebar the applicable RV summary to be viewed and printed.
3. Export Numerators, Denominators, and Counts—This selection
creates an export file for the numerator and denominator of each core
performance measure. These export files are saved to the installation
directory, and can be used for analyzing the state’s performance.
Functionality to export participant and exiter counts will be included in a
future version of the DRVS.
4. Facsimiles—The Facsimile selection produces both the quarterly report
in the format of the ETA 9090 report and the annual report in the format
of the ETA 9091 report.
5. EBSS Export—This function allows the user to export the 9091 annual
report into files formatted to upload directly to ETA’s reporting system.
6. RV Comments—This function allows the user to enter comments about
the state’s report validation. These comments display on the RV
summaries and are included in the XML submitted to ETA.
7. Negotiated Values Data Entry—This function allows the user to data
enter Table A, Table N, and the negotiated values for Tables B, E, H.1,
H.2, J, and O that will be displayed in the 9091 annual report.

VI. REFERENCE GUIDE
8. Export WIASRD—This function allows the user to export to the DRVS
directory a WIASRD file containing all exiter records, as well as youth
participants that are included in the Skill Attainment and/or LiteracyNumeracy measures.
9. Reported Counts Data Entry—This function allows the user to data
enter reported counts that will be displayed in RV summary.

E. Table O Menu
1. Table O Import—This function allows the user to load the Table O
extract file.
2. Table O Import Errors—This selection displays Table O Import Errors
Report displaying the field level and cross-field edit check errors.
3. Table O Duplicate Errors—This selection displays a report that lists the
duplicate records identified and rejected by the DRVS when importing
the Table O extract file.

F. Data Element Validation Menu
1. Draw Sample—This function allows the user to draw a basic sample by
Office, Record or WIB. The functions of Advanced/Local Sample and
Monitoring Sample will be provided in a future release.
2. Edit Worksheet—This function displays the validation worksheets that
display sampled records for each funding stream to be used in data
element validation.
3. Print Worksheet—This function allows the user to print the data element
validation results in worksheet for each funding stream.

VI. REFERENCE GUIDE
4. Summary/Analytical Report—This function will be provided in a future
release.
5. Sample Reports—This function allows the user to generate a report for
each funding stream sample. The report can be sorted by particular fields
and then distributed to local validators.
6. Sub-Sample—This function contains four sub-functions: Export SubSample allows the user to export sub-samples by funding stream, WIB
and/or Office. The export files are in XML format. Validate Sub-Sample
allows the user to validate the data elements in the sub-sample export
files. Sub-Sample Reports produces a report that contains the basic
identifying information of the sub-sampled records for a funding stream.
Import Sub-Sample function will be available in a future release.
7. DEV Comments—This function will be provided in a future release.

G. Admin Menu
1. Add User—This function allows database administrator to add wage or
non-wage users.
2. Modify User Details—This function allows database administrator to
modify the DRVS database user details.
3. Delete/Deactivate User—This function allows database administrator to
delete or deactivate users.

VI. REFERENCE GUIDE
H. Utilities Menu
The only function in this menu is Change Password. This allows the user to
change his or her own password.

I. Help Menu
Options in this menu include:
WIA User Guide—This feature provides the link to this User Handbook
for DRVS 6.3.
Contacts—This feature provides contact information for users who
would like additional assistance using the application. For questions on
installing the software, WIA data files, or performance reports users
should e-mail [email protected] by clicking on the email
link. Specify the version of the application being used, the question, and
the user’s contact information.
About—This feature provides the application version number and
version release date for the application.

100

APPENDIX A. REPORTING SCHEDULE
The following tables provide the program participation and exiter date ranges for
each ETA 9090 quarterly report for program years 2005 through 2007.

Note:
• For Skill Attainment, the date ranges apply to dates of measurable outcomes (i.e., goal
attainment dates, exit dates, or one-year anniversary dates). For Literacy and Numeracy
Gains, only participants with Dates of First Youth Service in the date range who have
achieved a measurable outcome will be included in the measure.
• Six Months Earnings Increase is changed to Average Earnings for PY 2006 reports.

101

APPENDIX A. REPORTING SCHEDULE

•

102

APPENDIX A. REPORTING SCHEDULE

103

APPENDIX A. REPORTING SCHEDULE
The following tables provide the program participation and exiter date ranges for
each ETA 9091 annual report for program years 2005 through 2007.

104

APPENDIX A. REPORTING SCHEDULE

105

APPENDIX B. RECORD LAYOUT AND EDITS
The following table lists the field number, field name, valid values, edit checks,
and error messages for every field in the DRVS record layout. See Chapter III for
detailed instructions for preparing the import file using the record layout. Also see
Appendix A for the reporting schedule and the date ranges of participants and
exiters to be included in each quarterly import file.

106

Data Reporting and Validation Software (DRVS) Release 6.3
WORKFORCE INVESTMENT ACT PROGRAMS
Import File Specifications & Edit Checks
IMPORTANT NOTE: This document contains data element specifications and edit checks that will be used to support implementation of the Employment and Training Administration's (ETA)
Data Reporting and Validation Software (DRVS) Release 6.3 for WIA Adult, Dislocated Worker (including NEGs), and Youth programs. DRVS for WIA programs is being upgraded to support
state implementation of common performance measures and other revised reporting requirements approved by the United States Office of Management and Budget (OMB) beginning PY2005.
A crosswalk of the data element numbers, where applicable, from the old WIASRD to the new WIASRD format is also provided. Some of the old WIASRD elements have been eliminated from
the WIA program reporting system and are not displayed.
New
DRVS
Release 6.3
Field No.

Data
Element Name

New
WIASRD
No.

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

Additional Global Edit Rules
Duplicate Record Detection Logic

A. If multiple records have the same Individual Identifier (WIASRD 101), then no Reject
record can have a Date of Program Participation (WIASRD 302) or a Date or
Exit (WIASRD 303) between the Date of Program Participation and the Date of
Exit.
B. If multiple records have the same Individual Identifier (WIASRD 101), then no
record can have a Date of Program Participation (WIASRD 302) or a Date or
Exit (WIASRD 303) between the Date of Program Participation and the Date of
Exit plus 90 days (inclusive) of any other record with the same Individual
Identifier.
Important Note: Edit check B will become effective for all participants who exit
on or after July 1, 2006.
C. If multiple records have the same Individual Identifier, then only the record
with the most recent Date of Program Participation can have a blank Date of
Exit.

Required Program Funding
Stream Edit Logic

A. WIASRD 304 (Adult (local formula) ) must be 1 or WIASRD 305 (Dislocated Reject
Worker (local formula)) must be 1 or WIASRD 306 (Date of First Youth Service))
must have a valid date or WIASRD 308 (Dislocated Worker (Statewide 15%
Activities)) must be 1 or WIASRD 310 (Adult (Statewide 15% Activities)) must be
1 or WIASRD 312 (Rapid Response (Additional Assistance)) must be 1 or
WIASRD 313a (NEG Project ID) must not be null.

A. No funding stream is specified.

Required Services Received Edit
Logic

A. [WIASRD 331 (Received Core Self-Services and Informational Activities)
must be 1 or WIASRD 332 (Date of First Staff Assisted Core Service) must not
be null or WIASRD 334 (Date of First Intensive Service) must not be null or
WIASRD 335 (Date Entered Training) must not be null] if [WIASRD 304 (Adult
(local formula)) = 1 or WIASRD 305 (Dislocated Worker (local formula)) = 1 or
WIASRD 308 (Dislocated Worker (Statewide 15% Activities)) = 1 or WIASRD
310 (Adult (Statewide 15% Activities)) = 1 or WIASRD 312 (Rapid Response
(Additional Assistance)) = 1].

A. No service listed. Adults and Dislocated Workers
must have Received Core Self-Services and
Informational Activities, Date of First Staff Assisted
Core Service, Date of First Intensive Service, or Date
Entered Training.

Reject

B. No service listed. NEG records must have
Received Disaster Relief Assistance, Received Core
Self-Services and Informational Activities, Date of First
Staff Assisted Core Service, Date of First Intensive
Service, or Date Entered Training.

B. [WIASRD 330 (Received Disaster Relief Assistance) must be 1 or WIASRD
331 (Received Core Self-Services and Informational Activities) must be 1 or
WIASRD 332 (Date of First Staff Assisted Core Service) must not be null or
WIASRD 334 (Date of First Intensive Service) must not be null or WIASRD 335
(Date Entered Training) must not be null] if WIASRD 313a (NEG Project ID) is
not null.
Age Edits for Youth and NonYouth Funding Streams

A. Age for youth funding stream (calculated at the Date of First Youth Service
WIASRD 306) cannot be <14 or >21 if WIASRD 306 has a valid date.

A. Reject
B. Warning

B. Age cannot be <14 or >100 if WIASRD 306 is null and Date of Birth
(WIASRD Element 102) is not null.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

A. Participant identified as being served by youth funds
is not between 14 and 21 years of age on date of first
youth service.
B. Invalid age - Participant cannot be younger than 14
or older than 100 years old at participation.

Page 1of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)
Error Type
A. If WIASRD 601 (Employed in 1st Quarter After Exit Quarter) is 3 and
Default Warning
WIASRD 602 (Type of Employment Match 1st Quarter After Exit Quarter) is 6
and WIASRD 615 (Wages 1st Quarter After Exit Quarter) is 999999.99 and the
report quarter is 3 or more quarters after the exit quarter, then change WIASRD
601 to 2, WIASRD 602 to 0, and WIASRD 615 to 0.

ERROR MESSAGES
A. Employment, Type of Employment Match, and
Wages 1st Quarter After Exit Quarter cannot be
pending when the report quarter is 3 or more quarters
after the exit quarter. Values for these fields have been
changed to Unemployed.

Edit Check for Employed, Type of
Employment Match, and Wages -2nd Quarter After Exit Quarter

A. If WIASRD 606 (Employed in 2nd Quarter After Exit Quarter) is 3 and
Default Warning
WIASRD 607 (Type of Employment Match 2nd Quarter After Exit Quarter) is 6
and WIASRD 616 (Wages 2nd Quarter After Exit Quarter) is 999999.99 and the
report quarter is 4 or more quarters after the exit quarter, then change WIASRD
606 to 2, WIASRD 607 to 0, and WIASRD 616 to 0.

A. Employment, Type of Employment Match, and
Wages 2nd Quarter After Exit Quarter cannot be
pending when the report quarter is 4 or more quarters
after the exit quarter. Values for these fields have been
changed to Unemployed.

Edit Check for Employed, Type of
Employment Match, and Wages -3rd Quarter After Exit Quarter

A. If WIASRD 608 (Employed in 3rd Quarter After Exit Quarter) is 3 and
Default Warning
WIASRD 609 (Type of Employment Match 3rd Quarter After Exit Quarter) is 6
and WIASRD 617 (Wages 3rd Quarter After Exit Quarter) is 999999.99 and the
report quarter is 5 or more quarters after the exit quarter, then change WIASRD
608 to 2, WIASRD 609 to 0, and WIASRD 617 to 0.

A. Employment, Type of Employment Match, and
Wages 3rd Quarter After Exit Quarter cannot be
pending when the report quarter is 5 or more quarters
after the exit quarter. Values for these fields have been
changed to Unemployed.

Edit Check for Employed, Type of
Employment Match, and Wages -4th Quarter After Exit Quarter

A. If WIASRD 610 (Employed in 4th Quarter After Exit Quarter) is 3 and
Default Warning
WIASRD 611 (Type of Employment Match 4th Quarter After Exit Quarter) is 6
and WIASRD 618 (Wages 4th Quarter After Exit Quarter) is 999999.99 and the
report quarter is 6 or more quarters after the exit quarter, then change WIASRD
610 to 2, WIASRD 611 to 0, and WIASRD 618 to 0.

A. Employment, Type of Employment Match, and
Wages 4th Quarter After Exit Quarter cannot be
pending when the report quarter is 6 or more quarters
after the exit quarter. Values for these fields have been
changed to Unemployed.

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)
Edit Check for Employed, Type of
Employment Match, and Wages -1st Quarter After Exit Quarter

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 2of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Error Type

ERROR MESSAGES

SECTION I - INDIVIDUAL INFORMATION
1

N/A

OBS Number

000000000
(No hyphens)

101

Individual Identifier

XXXXXXXXX
(No hyphens)

102

Date of Birth

A. Mandatory field in DRVS version 6.3.

Reject

A-B. OBS number is missing or is not unique.

A. Mandatory field in DRVS version 6.3.

Reject

A. Individual Identifier is missing or invalid.

YYYYMMDD

A. Mandatory field in DRVS version 6.3 for youth

Reject

A. Date of Birth is missing or invalid.

Blank

B. Must not be blank if DateOfFirstIntensiveService (WIASRD 334) is not null or
DateEnteredTraining (WIASRD 335) is not null (for Adult, DW, and NEG only).
(Note: To be implemented in DRVS 6.0)

Warning

A-C. The value for Eligible Veteran Status does not
meet one of the following conditions:
- Eligible Veteran Status must be 2 (Yes, Eligible
Veteran) if Campaign Veteran is 1 (Yes).
- Eligible Veteran Status must be 2 (Yes, Eligible
Veteran) if Disabled Veteran is 1 or 2 (Yes).
- Eligible Veteran Status must be 2 (Yes, Eligible
Veteran) if Recently Separated Veteran is 1 (Yes).

B. Must be unique for each record.

103

Gender

1 = Male
2 = Female
Blank or 0 = did not self-identify

No additional edit checks.

104

Individual with a Disability

1 = Yes
2 = No
Blank or 0 = did not self identify

No additional edit checks.

105

Ethnicity Hispanic/ Latino

1 = Yes
2 = No
Blank or 0 = did not self identify

No additional edit checks.

106

American Indian or Alaska Native 1 = Yes
Blank or 0 = did not self identify

No additional edit checks.

107

Asian

1 = Yes
Blank or 0 = did not self identify

No additional edit checks.

108

Black or African American

1 = Yes
Blank or 0 = did not self identify

No additional edit checks.

109

Hawaiian Native or other Pacific
Islander

1 = Yes
Blank or 0 = did not self identify

No additional edit checks.

110

White

1 = Yes
Blank or 0 = did not self identify

No additional edit checks.

111

Eligible Veteran Status

1 = Yes, <= 180 days
2 = Yes, Eligible Veteran
3 = Yes, Other Eligible Person
4 = No
Blank = not applicable (Younger Youth only)

A. Must be 2 if WIASRD 112 (Campaign Veteran) is 1.

11/13/2006

B. Must be 2 if WIASRD 113 (Disabled Veteran) is 1 or 2
C. Must be 2 if WIASRD 114 (Recently Separated Veteran) is 1

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 3of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be 1 or 2 if WIASRD 111 (Eligible Veteran Status) is 1 or 2.

Error Type
Warning

ERROR MESSAGES
A. Campaign Veteran cannot be blank or 0 if participant
is an Eligible Veteran.

112

Campaign Veteran

1 = Yes
2 = No
Blank or 0 = Not known or Not Applicable (Younger Youth
only)

113

Disabled Veteran

1 = Yes
2 = Yes, special disabled
3 = No
Blank or 0 = Not known or Not Applicable (Younger Youth
only)

A. Must be 1, 2 or 3 if WIASRD 111 (Eligible Veteran Status) is 1 or 2.

Warning

A. Disabled Veteran cannot be blank or 0 if participant
is an Eligible Veteran.

114

Recently Separated Veteran

1 = Yes
2 = No
Blank or 0 = Not known or Not Applicable (Younger Youth
only)

A. Must be 1 or 2 if WIASRD 111 (Eligible Veteran Status) is 1 or 2.

Warning

A. Recently Separated Veteran cannot be blank or 0 if
participant is an Eligible Veteran.

115

Employment Status at
Participation

1 = Employed
2 = Employed, but Received Notice of Termination of
Employment or Military Separation
3 = Not Employed
Blank or 0 = Unknown

A. Must be 1, 2, or 3 if Adult, Dislocated Worker, or NEG who received more
than self services.

Reject

A. Employment Status at Participation cannot be blank
if participant received more than self-services.

B. Must be 1, 2, or 3 if Youth

116

Limited English Language
Proficiency

1 = Yes
2 = No
Blank or 0 = Adult or Dislocated Worker/NEG core services
only

No additional edit checks.

117

Single Parent

1 = Yes
2 = No
Blank or 0 = Adult or Dislocated Worker/NEG core services
only

No additional edit checks.

118

UC Eligible Status at
Participation

1 = Claimant Referred by WPRS
2 = Claimant Not Referred by WPRS
3 = Exhaustee
4 = Neither Claimant nor Exhaustee
Blank or 0 = Adult or Dislocated Worker/NEG core services
only

No additional edit checks.

119

Low Income

1 = Yes
2 = No
Blank or 0 = Adult core services only and for dislocated
worker/NEG

No additional edit checks.

120

Temporary Assistance to Needy
Families (TANF)

1 = Yes
2 = No
Blank or 0 = Adult core services only and for dislocated
worker/NEG

No additional edit checks.

121

Other Public Assistance
Recipient

1 = Yes
2 = No
Blank or 0 = Adult core services only and for dislocated
worker/NEG

No additional edit checks.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

B. Employment Status at Participation cannot be blank
for Youth.

Page 4of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Error Type

ERROR MESSAGES

No additional edit checks.

122

Highest School Grade Completed 00 = No school grades completed
01 - 12 = Number of elementary/secondary school grades
completed
13 - 15 = Number of college, or full-time technical or
vocational school years completed
16 = Bachelor's degree or equivalent
17 = Education beyond the Bachelor's degree
87 = Attained High School Diploma
88 = Attained GED or Equivalent
89 = Attained Certificate of Attendance/Completion
90 = Attained other post-secondary degree or certification
91 = Attained Associates Diploma or Degree
Blank = Adult, Dislocated Worker, or NEG Core Services
only

123

Displaced Homemaker

1 = Yes
2 = No
Blank or 0 = Adult and Youth Only

No additional edit checks.

124

Date of Actual Qualifying
Dislocation

YYYYMMDD
Blank = no date of dislocation

No additional edit checks.

125

Homeless Individual and/or
runaway youth

1 = Yes
2 = No
Blank or 0 = Adults and Dislocated worker/NEG

No additional edit checks.

126

Offender

1 = Yes
2 = No
Blank or 0 = Adults and Dislocated worker/NEG

No additional edit checks.

127

Pregnant or Parenting Youth

1 = Yes
2 = No
Blank or 0 = Adult only and for dislocated worker/NEG

No additional edit checks.

128

Youth Who Needs Additional
Assistance

1 = Yes
2 = No
Blank or 0 = Adult only and for dislocated worker/NEG

No additional edit checks.

129

School Status at Participation

1 = In-school, H.S. or less
2 = In-school, Alternative School
3 = In-school, Post-H.S.
4 = Not attending school or H.S. Dropout
5 = Not attending school; H.S. graduate

A. Must be 3 or 5 if WIASRD 122 (Highest School Grade Completed) is 13-17,
87, 88, 90, or 91. (For Youth only)

Reject for Youth

A-B. School Status at Participation and Highest School
Grade Completed values are contradictory.

B. Must be 1, 2, or 4 if WIASRD 122 (Highest School Grade Completed) is 0012. (For Youth only)

Blank or 0 = Adult only and for dislocated worker/NEG
31

130

11/13/2006

Basic Literacy Skills Deficiency

1 = Yes
2 = No
Blank or 0 = Adult only and for dislocated worker/NEG

No additional edit checks.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 5of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)
32

131

11/13/2006

Foster Care Youth

1 = Yes
2 = No
Blank or 0 = Not Known

Error Type

ERROR MESSAGES

No additional edit checks.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 6of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

SECTION II - PROGRAM ACTIVITIES AND SERVICES INFORMATION
SECTION II.A - PROGRAM PARTICIPATION DATA
33

301

ETA-Assigned Local
Board/Statewide Code

00000

A. The last digit of the ETA-assigned Local Board/Statewide code must end in a Warning
0 or 5 if funded with local Adult, Dislocated Worker or Youth funds (WIASRD
304 = 1, WIASRD 305 = 1, or (WIASRD 306 = valid date and and WIASRD 307
[Youth(Statewide 15% Activities)] = 2 or 3).

A-F. The ETA-assigned Local Board/Statewide code is
invalid or does not correspond to the funding stream
indicated for the participant.

B. Cannot have the last three digits end in 000.
C. The last three digits of the ETA-assigned Local Board/Statewide code must
end in 903 if funded with statewide (15%) Youth, statewide (15%) Dislocated
Worker, or statewide (15%) Adult (WIASRD 307 = 1, WIASRD 308 = 1, or
WIASRD 310 = 1) but not local funds--WIASRD 304 [Adult (Local)] ≠ 1,
WIASRD 305 [Dislocated Worker (Local)] ≠ 1, and (WIASRD 306 (Date of First
Youth Service) is not null and WIASRD 307 [Youth(Statewide 15% Activities)] =
1).

D. The last three digits of the ETA-assigned Local Board/Statewide code must
end in 901 if funded by National Emergency Grant (WIASRD 313a, 313b, or
313c has a valid four-digit number) but not local or statewide funds–WIASRD
304 [Adult (Local)] ≠ 1, WIASRD 305 [Dislocated Worker (Local)] ≠ 1, and
WIASRD 306 (Date of First Youth Service) is null, WIASRD 308 [Dislocated
Worker (Statewide (15%) Activities)] ≠ 1, WIASRD 309 [Incumbent Worker
(Statewide (15%) Activities)] ≠ 1, and WIASRD 310 [Adult (Statewide (15%)
Activities)] ≠ 1.
E. The last three digits of the ETA-assigned Local Board/Statewide code must
end in 902 if funded with Rapid Response (WIASRD 311 = 1) or Rapid
Response (Additional Assistance) (WIASRD 312 = 1), but not local, statewide,
or national emergency grants–WIASRD 304 [Adult (Local)] ≠ 1, WIASRD 305
[Dislocated Worker (Local)] ≠ 1, and WIASRD 306 (Date Of First Youth Service
) is null,
WIASRD 308 [Dislocated Worker (Statewide (15%) Activities)] ≠ 1, WIASRD
309 [Incumbent Worker (Statewide (15%) Activities)] ≠ 1, and WIASRD 310
[Adult (Statewide (15%) Activities)] ≠ 1, and WIASRD 313a (national emergency
grant) is blank, WIASRD 313b (second national emergency grant) is blank, and
WIASRD 313c (third national emergency grant) is blank.
F. Must be greater than 1000.

302

11/13/2006

Date of Program Participation

YYYYMMDD

A. Mandatory field in DRVS version 6.3.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Reject

A. Date of Program Participation is missing or invalid.

Page 7of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

303

Date of Exit

YYYYMMDD
Blank = has not exited

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be blank or greater than or equal to WIASRD 302 (Date of Program
Participation).

Error Type
Reject

ERROR MESSAGES
A-B. Date of Exit must be greater than or equal to the
Date of Program Participation, and cannot be blank if
Other Reasons for Exit is 01 - 06.

Reject

A-C. Error in Date of First Youth Service field caused by
one of the following conditions:
- Date of First Youth Service is before the Date of
Program Participation or after the Date of Exit.
- Date of First Youth Service cannot be blank if Youth
(Statewide 15% Activities) funding is 1 or 2 (Yes).

Warning

A. Second NEG Project ID is specified, but First NEG
Project ID is not given.

B. Must be a valid date if WIASRD 327 (Other Reasons for Exit) is 01, 02, 03,
04, 05, or 06.
36

304

Adult (local formula)

1 = Yes
2 = No
Blank or 0 = Dislocated Worker/NEG or Youth only

305

Dislocated Worker (local formula) 1 = Yes
2 = No
Blank or 0 = Adult or Youth only

306

Date of First Youth Service

YYYYMMDD
Blank = no youth service

No additional edit checks.

A. Must be blank or greater than or equal to WIASRD 302 (Date of Program
Participation).
B. Must be blank or less than or equal to WIASRD 303 (Date of Exit).
C. Must have valid date if WIASRD 307 (Youth (Statewide 15% Activities)) is 1
or 2.

307

Youth (Statewide 15% Activities)

1 = Yes, Received Statewide 15% Funded Services only
2 = Yes, Received Both Statewide 15% and Local Formula
Funded Services
3 = No, Did Not Receive Statewide 15% Funded Services
Blank or 0 = Adult or dislocated worker/NEG only

No additional edit checks.

308

Dislocated Worker (Statewide
15% Activities)

1 = Yes
2 = No
Blank or 0 = Adult or Youth only

No additional edit checks.

309

Incumbent Worker (Statewide
15% Activities)

1 = Yes
2 = No

No additional edit checks.

310

Adult (Statewide 15% Activities)

1 = Yes
2 = No
Blank or 0 = Dislocated worker/NEG or Youth only

No additional edit checks.

311

Rapid Response

1 = Yes
2 = No
Blank or 0 = Adult or Youth only

No additional edit checks.

312

Rapid Response (Additional
Assistance)

1 = Yes
2 = No
Blank or 0 = Adult or Youth only

No additional edit checks.

313a

NEG Project ID

XXXX
Blank or 0000 = no services received

No additional edit checks.

313b

Second NEG Project ID

XXXX
Blank or 0000 = no services received

A. Must be Blank or 0000 if WIASRD 313a is Blank or 0000.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 8of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

313c

Third NEG Project ID

XXXX
Blank or 0000 = no services received

314

Adult Education

315

Job Corps
National Farmworker Jobs
Program
Indian and Native American
Programs
Veterans' Programs

1 = Yes
Blank or 0 = no services received or unknown
1 = Yes
Blank or 0 = no services received or unknown
1 = Yes
Blank or 0 = no services received or unknown
1 = Yes
Blank or 0 = no services received or unknown
1 = Yes, DVOP/LVER
2 = Yes, VWIP
Blank or 0 = no services received or unknown
1 = Yes
2 = No
Blank or 0 = Youth only
1 = Yes
Blank or 0 = no services received or unknown

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be Blank or 0000 if WIASRD 313b is Blank or 0000.

Reject

A-B. Error in Other Reasons for Exit field caused by one
of the following conditions:
- Other Reasons for Exit value is invalid.
- Other Reasons for Exit is specified (01 - 06, 98), but
no Date of Exit is given.

No additional edit checks.

316
317

318

319

Trade Adjustment Assistance
(TAA)

320

Vocational Education

321

Vocational Rehabilitation

1 = Yes
Blank or 0 = no services received or unknown

No additional edit checks.

322

Wagner-Peyser Act

1 = Yes
2 = No

No additional edit checks.

323

YouthBuild (Dept. of Housing and 1 = Yes
Blank or 0 = no services received or unknown
Urban Development)

No additional edit checks.

324

No additional edit checks.

325

1 = Yes
Blank or 0 = no services received or unknown
1 = Yes
Employment and Training
Services Related to Food Stamps Blank or 0 = no services received or unknown

326

Other Non-WIA Programs

1 = Yes
Blank or 0 = no services received or unknown

No additional edit checks.

327

Other Reasons for Exit (at time of
exit or during 3-quarter
measurement period following
the quarter of exit)

01 = Institutionalized
02 = Health/Medical
03 = Deceased
04 = Family Care
05 = Reservists Called to Active Duty
06 = Relocated to Mandated Residential Program
85-95 = Other ETA exclusions
96 = TAA demonstration
97 = Hurricane exclusion
98 = Retirement
99 = Invalid SSN.
Blank or 00 = Participant has not exited or exited for reason
other than one of the conditions listed above.

A. Must be blank, 00-06 or 85-99.

11/13/2006

ERROR MESSAGES
A. Third NEG Project ID is specified, but Second NEG
Project ID is not given.

No additional edit checks.

Title V Older Worker Program

Error Type
Warning

No additional edit checks.
No additional edit checks.
No additional edit checks.

No additional edit checks.

B. Must be blank, 00, or 99 if WIASRD 303 (Date of Exit) is blank.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 9of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Error Type

ERROR MESSAGES

SECTION II.B - SERVICES AND OTHER RELATED ASSISTANCE DATA
62

328

Received Supportive Services
(except needs-related payments)

1 = Yes
2 = No

No additional edit checks.

329

Needs-Related payments
(Adults/Dislocated Workers in
training services) or stipends
(Youth in training)

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG core services
only

No additional edit checks.

330

Received Disaster Relief
Assistance

1 = Yes
2 = No
Blank or 0 = Not Known

No additional edit checks.

331

Received Core Self-Services and
Informational Activities

1 = Yes
2 = No
Blank or 0 = unknown

No additional edit checks.

332

Date of First Staff Assisted Core YYYYMMDD
Blank = no services received
Service

333

Received Workforce Information
Services

1 = Yes
2 = No
Blank or 0 = unknown

No additional edit checks.

334

Date of First Intensive Service

YYYYMMDD
Blank = no services received

335

Date Entered Training

YYYYMMDD
Blank = no training services received

A. Must be blank or be less than or equal to WIASRD 303 (Date of Exit).

Warning

A. Date of First Staff Assisted Core Service is after the
Date of Exit.

A. Must be blank or less than or equal to WIASRD 303 (Date of Exit).

Warning

A. Date of First Intensive Service is after the Date of
Exit.

A. Must be blank or less than or equal to WIASRD 303 (Date of Exit).

A. & B. Reject

B. Must have a valid date if WIASRD 340 or 341 (Types of Training) is 1-6.

C. Warning

A-B. Type of Training is specified, but no Date Entered
Training is given or Date Entered Training is after the
Date of Exit.
C. Occupational Skills Training Code is specified, but no
Date Entered Training is given.

C. Must have a valid date for Adults, Dislocated Workers, and Older Youth if
WIASRD 342 (Occupational Skills Training Code) has a valid code.

336

Date Completed or Withdrew
From Training

YYYYMMDD
Blank = no training services received

A. Must be blank if WIASRD 335 (Date Entered Training) is blank.
B. Must be greater than or equal to WIASRD 335 (Date Entered Training) if
WIASRD 335 has a valid date.

337

Established Individual Training
Account (ITA)

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG core services
only or Youth

No additional edit checks.

338

Pell Grant Recipient

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG core services
only

No additional edit checks.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Warning

A-B. Date Completed or Withdrew From Training is
specified but is prior to Date Entered Training, or no
Date Entered Training is given.

Page 10of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
Edit Check Logic
(all references refer to new
DRVS field numbers)

(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Error Type

ERROR MESSAGES

No additional edit checks.

339

Received Pre-Vocational
Activities

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG core services
only or Youth

340

Type of Training Service #1

A. Must be 1, 2, 3, 4, 5, or 6 if WIASRD 335 (Date Entered Training) has a valid Warning
1 = On-the-Job Training
date.
2 = Skill Upgrading & Retraining
3 = Entrepreneurial Training
4 = Adult Education & Literacy Activities in Combination with B. Must be 0 or blank if WIASRD 335 (Date Entered Training) is blank.
Training
5 = Customized Training
6 = Other Occupational Skills Training
Blank or 0 = no services received

A-B. If Date Entered Training or Type of Training is
specified, the other must also be specified.

341

Type of Training Service #2

A. Must be 0 or blank if WIASRD 340 (Type of Training Service #1) is 0 or blank. Warning
1 = On-the-Job Training
2 = Skill Upgrading & Retraining
3 = Entrepreneurial Training
4 = Adult Education & Literacy Activities in Combination with
Training
5 = Customized Training
6 = Other Occupational Skills Training
Blank or 0 = no services received

A. Type of Training #2 is specified, but no Type of
Training #1 is given.

342

Occupational Skills Training
Code

00000000
Blank or 00000000 = unavailable or unknown

No additional edit checks.

SECTION II.C - ADDITIONAL YOUTH SERVICES DATA
77

343

Enrolled in Education

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

A. Must be 1 if WIASRD 670 (School Status at Exit) is 1, 2, or 3.

344

Received Educational
Achievement Services

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

No additional edit checks.

345

Received Employment Services

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

No additional edit checks.

346

Received Summer Employment
Opportunities

No additional edit checks.

347

Received Additional Support for
Youth Services

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only
1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

348

Received Leadership
Development Opportunities

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

No additional edit checks.

349

Received Follow-up Services

1 = Yes
2 = No
Blank or 0 = Adult or dislocated worker/NEG only

A. Must be 1 or 2 if the report date is after the end of the fourth quarter after the Warning
exit quarter (for Youth only).

11/13/2006

Warning

A. Enrolled in Education and School Status at Exit
values are contradictory.

No additional edit checks.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 11of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

SECTION III - PROGRAM OUTCOMES INFORMATION
SECTION III.A - EMPLOYMENT AND JOB RETENTION DATA
84

601

Employed in 1st Quarter After
Exit Quarter

Reject

A-E. Error in Employed in 1st Quarter After Exit Quarter
field caused by one of the following conditions:
- Employed in 1st Quarter After Exit Quarter must be 1
(Yes) if Type of Employment Match is 1-5 (Wage
records, Employment records, or Supplemental).
- Employed in 1st Quarter After Exit Quarter must be 2
(No) if Type of Employment Match is blank or 0 (Not
Employed).
- Employed in 1st Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Type of Employment
Match is 6 (Information Not Yet Available).
- Employed in 1st Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Date of Exit is blank.
- Employed in 1st Quarter After Exit Quarter cannot be
3 (Information Not Yet Available) if report quarter is 3 or
more quarters after the exit quarter.

1 = UI Wage Records (In-State & WRIS)
2 = Federal Employment Records (OPM, USPS)
3 = Military Employment Records (DOD)
4 = Other Administrative Wage Records
5 = Supplemental through case management, participant
survey, and/or verification with the employer
6 = Information not yet available
Blank or 0 = not employed

A. Must be 1-4 if WIASRD 615 (Wages 1st Quarter After Exit Quarter) is >0 and Reject
<999999.99.

A-C. The value for Type of Employment Match 1st
Quarter After Exit Quarter does not meet one of the
following conditions:
- Type of Employment Match 1st Quarter After Exit
Quarter must be 1 -4 (Wage or Employment Records) if
Wages is >0.
- Type of Employment Match 1st Quarter After Exit
Quarter must be 5, blank or 0 (Supplemental or Not
Employed) if Wages is blank or 0.
- Type of Employment Match 1st Quarter After Exit
Quarter must be 6 (Information Not Yet Available) if
Wages are 999999.99 (Not Yet Available).

1 = Yes
2 = No
3 = Information not yet available

A. Must be 1 if WIASRD 602 (Type of Employment Match 1st Quarter After Exit
Quarter) is 1-5.
B. Must be 2 if WIASRD 602 is Blank or 0.
C. Must be 3 if WIASRD 602 is 6.
E. Must be 3 if WIASRD 303 (Date of Exit) is null.

602

Type of Employment Match 1st
Quarter After Exit Quarter

B. Must be 0, 5, or blank if WIASRD 615 is 0 or blank.
C. Must be 6 if WIASRD 615 is 999999.99.

603

Occupational Code (if available)

00000000
Blank or 00000000 = unavailable or unknown
(No hyphens or periods)

A. Must be blank or 00000000 if WIASRD 601 (Employed 1st Quarter After Exit Warning
Quarter) is 2 or 3

A. Occupational Code cannot be given unless
Employed 1st Quarter After Exit Quarter is 1 (Yes).

604

Entered Training-Related
Employment

1 = Yes
2 = No
Blank or 0 = not applicable Younger Youth,
not applicable Adult or Dislocated Worker/NEG core
services only

A. Must be 1 or 2 if WIASRD 335 (Date Entered Training) has a valid date and
WIASRD 601 (Employed in 1st Quarter After Exit Quarter) is 1 [for Adults and
Dislocated Workers only].

A-B. Entered Training-Related Employment cannot be
blank or 0 for Older Youth or for any participant that has
a Date Entered Training and was Employed in 1st
Quarter after Exit Quarter .

1 = Yes
2 = No
Blank or 0 = not applicable Younger Youth only

A. Must be 1 or 2 if WIASRD 601 (Employed in 1st Quarter After Exit Quarter) is Warning
1.

605

11/13/2006

Entered non-Traditional
Employment

Warning

B. Must be 1 or 2 if WIASRD 601 (Employed in 1st Quarter After Exit Quarter)
is 1 [for Older Youth only].

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

A. If participant was Employed in 1st Quarter after Exit
Quarter, Entered Non-Traditional Employment cannot
be blank or 0.

Page 12of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

606

Employed in 2nd Quarter After
Exit Quarter

1 = Yes
2 = No
3 = Information not yet available
Blank or 0 = not applicable (Younger Youth only)

Edit Check Logic
(all references refer to new
DRVS field numbers)
Error Type
A. Must be 1 if WIASRD 607 (Type of Employment Match 2nd Quarter After Exit Reject
Quarter) is 1-5.
C. Must be 3 if WIASRD 607 is 6
E. Must be 3 if WIASRD 303 (Date of Exit) is null. (Not for Younger Youth)

607

608

Type of Employment Match 2nd
Quarter After Exit Quarter

Employed in 3rd Quarter After
Exit Quarter

A. Must be 1-4 if WIASRD 616 (Wages 2nd Quarter After Exit Quarter) is >0
and <999999.99.

Reject

A-C. The value for Type of Employment Match 2nd
Quarter After Exit Quarter does not meet one of the
following conditions:
- Type of Employment Match 2nd Quarter After Exit
Quarter must be 1 -4 (Wage or Employment Records) if
Wages is >0.
- Type of Employment Match 2nd Quarter After Exit
Quarter must be 5, blank or 0 (Supplemental or Not
Employed) if Wages is blank or 0.
- Type of Employment Match 2nd Quarter After Exit
Quarter must be 6 (Information Not Yet Available) if
Wages are 999999.99 (Not Yet Available).

1 = Yes
2 = No
3 = Information not yet available

A. Must be 1 if WIASRD 609 (Type of Employment Match 3rd Quarter After Exit Reject
Quarter) is 1-5.

A-E. Error in Employed in 3rd Quarter After Exit Quarter
field caused by one of the following conditions:
- Employed in 3rd Quarter After Exit Quarter must be 1
(Yes) if Type of Employment Match is 1-5 (Wage
records, Employment records, or Supplemental).
- Employed in 3rd Quarter After Exit Quarter must be 2
(No) if Type of Employment Match is blank or 0 (Not
Employed).
- Employed in 3rd Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Type of Employment
Match is 6 (Information Not Yet Available).
- Employed in 3rd Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Date of Exit is blank.
- Employed in 3rd Quarter After Exit Quarter cannot be
3 (Information Not Yet Available) if report quarter is 5 or
more quarters after the exit quarter.

B. Must be 0, 5, or blank if WIASRD 616 is 0 or blank.
C. Must be 6 if WIASRD 616 is 999999.99.

B. Must be 2 if WIASRD 609 is Blank or 0.
C. Must be 3 if WIASRD 609 is 6
E. Must be 3 if WIASRD 303 (Date of Exit) is null.

11/13/2006

ERROR MESSAGES
A-E. Error in Employed in 2nd Quarter After Exit
Quarter field caused by one of the following conditions:
- Employed in 2nd Quarter After Exit Quarter must be 1
(Yes) if Type of Employment Match is 1-5 (Wage
records, Employment records, or Supplemental).
- Employed in 2nd Quarter After Exit Quarter must be 2
(No) if Type of Employment Match is blank or 0 (Not
Employed).
- Employed in 2nd Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Type of Employment
Match is 6 (Information Not Yet Available).
- Employed in 2nd Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Date of Exit is blank.
- Employed in 2nd Quarter After Exit Quarter cannot be
3 (Information Not Yet Available) if report quarter is 4 or
more quarters after the exit quarter.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 13of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

609

610

Type of Employment Match 3rd
Quarter After Exit Quarter

Employed in 4th Quarter After
Exit Quarter

1 = Yes
2 = No
3 = Information not yet available
Blank or 0 = not applicable (Younger Youth only)

Edit Check Logic
(all references refer to new
DRVS field numbers)
Error Type
A. Must be 1-4 if WIASRD 617 (Wages 3rd Quarter After Exit Quarter) is >0 and Reject
<999999.99.
B. Must be 0, 5, or blank if WIASRD 617 is 0 or blank.
C. Must be 6 if WIASRD 617 is 999999.99.

A. Must be 1 if WIASRD 611 (Type of Employment Match 4th Quarter After Exit Warning
Quarter) is 1-5.
C. Must be 3 if WIASRD 611 is 6
E. Must be 3 if WIASRD 303 (Date of Exit) is null. (Not for Younger Youth)

611

11/13/2006

Type of Employment Match 4th
Quarter After Exit Quarter

A. Must be 1-4 if WIASRD 618 (Wages 4th Quarter After Exit Quarter) is >0 and Warning
<999999.99.
B. Must be 0, 5, or blank if WIASRD 618 is 0 or blank.
C. Must be 6 if WIASRD 618 is 999999.99.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

ERROR MESSAGES
A-C. The value for Type of Employment Match 3rd
Quarter After Exit Quarter does not meet one of the
following conditions:
- Type of Employment Match 3rd Quarter After Exit
Quarter must be 1 -4 (Wage or Employment Records) if
Wages is >0.
- Type of Employment Match 3rd Quarter After Exit
Quarter must be 5, blank or 0 (Supplemental or Not
Employed) if Wages is blank or 0.
- Type of Employment Match 3rd Quarter After Exit
Quarter must be 6 (Information Not Yet Available) if
Wages are 999999.99 (Not Yet Available).
A-E. Error in Employed in 4th Quarter After Exit Quarter
field caused by one of the following conditions:
- Employed in 4th Quarter After Exit Quarter must be 1
(Yes) if Type of Employment Match is 1-5 (Wage
records, Employment records, or Supplemental).
- Employed in 4th Quarter After Exit Quarter must be 2
(No) if Type of Employment Match is blank or 0 (Not
Employed).
- Employed in 4th Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Type of Employment
Match is 6 (Information Not Yet Available).
- Employed in 4th Quarter After Exit Quarter must be 3
(Information Not Yet Available) if Date of Exit is blank.
- Employed in 4th Quarter After Exit Quarter cannot be
3 (Information Not Yet Available) if report quarter is 6 or
more quarters after the exit quarter.

A-C. The value for Type of Employment Match 4th
Quarter After Exit Quarter does not meet one of the
following conditions:
- Type of Employment Match 4th Quarter After Exit
Quarter must be 1 -4 (Wage or Employment Records) if
Wages is >0.
- Type of Employment Match 4th Quarter After Exit
Quarter must be 5, blank or 0 (Supplemental or Not
Employed) if Wages is blank or 0.
- Type of Employment Match 4th Quarter After Exit
Quarter must be 6 (Information Not Yet Available) if
Wages are 999999.99 (Not Yet Available).

Page 14of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

SECTION III.B - WAGE RECORD DATA
95

612

613

614

615

Wages 3rd Quarter Prior to
Participation Quarter

Wages 2nd Quarter Prior to
Participation Quarter

Wages 1st Quarter Prior to
Participation Quarter

Wages 1st Quarter After Exit
Quarter

000000.00
Blank = not applicable

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >100000.00 and <999999.99.

B. Warning

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >100000.00 and <999999.99.

B. Warning

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >100000.00 and <999999.99.

B. Warning

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >50000.00 and <999999.99.

B. Warning
A. Reject

616

Wages 2nd Quarter After Exit
Quarter

000000.00
Blank = not applicable

A. Must be >=0 and <=999999.99 or blank.
B. Must not be >50000.00 and <999999.99.

B. Warning

100

617

Wages 3rd Quarter After Exit
Quarter

000000.00
Blank = not applicable

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >50000.00 and <999999.99.

B. Warning

A. Must be >=0 and <=999999.99 or blank.

A. Reject

B. Must not be >50000.00 and <999999.99.

B. Warning

1 = High School Diploma/GED
2 = AA or AS Diploma/Degree
3 = BA or BS Diploma/Degree
4 = Occupational Skills Licensure
5 = Occupational Skills Certificate or Credential
6 = Other Recognized Educational or Occupational Skills
Credential/Certificate
0 = Individual received training, but no recognized credential
received.
Blank = Individual did not receive training.
Blank = Information not yet available; individual has not
exited.
Blank = information not available. (Younger Youth only)

Important Note: The following edit checks differ by program funding stream:

Reject

1 = Basic Skills
2 = Occupational Skills
3 = Work Readiness Skills
Blank or 0 = goal #1 is not set

A. Must be 1, 2, or 3 if WIASRD 129 (School Status at Participation) is 1 or 2, Warning
or WIASRD 129 is 3 and WIASRD 130 (Basic Skills Deficient) is 1 (for Younger
youth only).

101

618

Wages 4th Quarter After Exit
Quarter

000000.00
Blank = not applicable

A. Wages 3rd Quarter Prior to Participation are invalid.
B. Wages 3rd Quarter Prior to Participation cannot be >
100000.
A. Wages 2nd Quarter Prior to Participation are invalid.
B. Wages 2nd Quarter Prior to Participation cannot be >
100000.
A. Wages 1st Quarter Prior to Participation are invalid..
B. Wages 1st Quarter Prior to Participation cannot be >
100000.
A. Wages 1st Quarter After Exit Quarter are invalid.
B. Wages 1st Quarter After Exit Quarter cannot be >
50000.
A. Wages 2nd Quarter After Exit Quarter are invalid.
B. Wages 2nd Quarter After Exit Quarter cannot be >
50000.
A. Wages 3rd Quarter After Exit Quarter are invalid.
B. Wages 3rd Quarter After Exit Quarter cannot be >
50000.
A. Wages 4th Quarter After Exit Quarter are invalid.
B. Wages 4th Quarter After Exit Quarter cannot be >
50000.

SECTION III.C - EDUCATION, CREDENTIAL, AND SKILL ATTAINMENT DATA
102

619

103

620

11/13/2006

Type of Recognized Credential

Goal #1 Type

A. Must be 0-6 if WIASRD 340 (Type of Training Service #1) = 1-6 or WIASRD
341 (Type of Training Service #2) = 1-6 and the report date is after the end of
the third quarter after the quarter of exit [Adults and Dislocated Workers only].
C. Must not be 1 if WIASRD 129 (School Status at Participation) is 3 or 5

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

A-D. Error in Type of Recognized Credential field
caused by one of the following conditions:
- Type of Recognized Credential and School Status at
Participation values are contradictory.
- If the report date is after the end of the third quarter
after the exit quarter, Type of Recognized Credential
cannot be blank for Older Youth or any other participant
for whom Type of Training Service is specified.

A. Goal Type 1 cannot be blank or 0 if participant is In
School or Basic Skills Deficient at Participation
(WIASRD Elements 129 and 130).

Page 15of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

104

621

Date Goal #1 Was Set

YYYYMMDD
Blank = goal #1 is not set

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be valid date (YYYYMMDD) if WIASRD 620 (Goal #1 Type) is 1, 2, or
3.

Error Type
Warning

ERROR MESSAGES
A-B. Improper correspondence between Goal #1 Type
and Date Goal #1 Was Set.

Warning

A-D. Error in Attainment of Goal #1 field caused by one
of the following conditions:
- Attainment of Goal #1 cannot be blank or 0 if Goal #1
Type is specified.
- Values in the Goal #1 Attainment fields (WIASRD
Elements 622 and 623) are contradictory.
- Attainment of Goal #1 must be blank or 0 if no Goal #1
Type is specified.
- Attainment of Goal #1 cannot be 3 (pending) if
participant has a Date of Exit.

Reject

A. Date Attained Goal #1 is missing or is before Date
Goal #1 Was Set.

Warning

A-B. Error in Date Goal #2 Was Set field caused by one
of the following conditions:
- Date Goal #2 Was Set is missing or is before the Date
Goal #1 Was Set.
- Participant has a Date Goal #2 Was Set, but no Goal
#2 Type
is in
specified
A-D.
Error
Attainment of Goal #2 field caused by one

B. Must be blank if WIASRD 620 (Goal #1 Type) is blank or 0.
C. Must be greater than or equal to WIASRD 306 (Date of First Youth Service).
(Younger Youth only)
105

622

Attainment of Goal #1

1 = Attained
2 = Set, but not attained
3 = Set, but attainment is pending
Blank or 0 = goal #1 is not set

A. Must be 1, 2, or 3 if WIASRD 620 (Goal #1 Type) is 1, 2, or 3.
B. Must be 1 if WIASRD 623 (Date Attained Goal #1) is a valid date.
C. Must be blank or 0 if WIASRD 620 (Goal #1 Type) is blank or 0.
D. Must not be 3 if WIASRD 303 (Date of Exit) is a valid date.

106

623

Date Attained Goal #1

YYYYMMDD
Blank = goal #1 is not set

A. Must be greater than or equal to WIASRD 621 (Date Goal #1 Was Set) if
WIASRD 622 (Attainment of Goal #1) is 1.

107

624

Goal #2 Type

1 = Basic Skills
2 = Occupational Skills
3 = Work Readiness Skills
Blank or 0 = goal #2 is not set

No additional edit checks.

108

625

Date Goal #2 Was Set

YYYYMMDD
Blank = goal #2 is not set

A. Must be greater than or equal to WIASRD 621 (Date Goal #1 Was Set) if
WIASRD 624 (Goal #2 Type) is 1, 2, or 3.
B. Must be blank if WIASRD 624 (Goal #2 Type) is blank or 0.

109

626

Attainment of Goal #2

1 = Attained
2 = Set, but not attained before 1 year anniversary date
3 = Set, but attainment is pending
Blank or 0 = goal #2 is not set

A. Must be 1, 2, or 3 if WIASRD 624 (Goal #2 type) is 1, 2, or 3.

Warning

of the following conditions:
- Attainment of Goal #2 cannot be blank or 0 if Goal #2
Type is specified.
- Attainment of Goal #2 must be blank or 0 if no Goal #2
Type is specified.
- Attainment of Goal #2 cannot be 3 (pending) if
participant has a Date of Exit.

B. Must be blank or 0 if WIASRD 624 (Goal #2 type) is blank or 0.
C. Must not be 3 if WIASRD 303 (Date of Exit) is a valid date.

110

627

Date Attained Goal #2

YYYYMMDD
Blank = goal #2 is not set

A. Must be greater than or equal to WIASRD 625 (Date Goal #2 Was Set) if
WIASRD 626 (Attainment of Goal #2) is 1.

Warning

A-B. Date Attained Goal #2 must correspond to the
values specified for the other Goal #2 fields (WIASRD
Elements 624-627).

B. Must be blank if WIASRD 626 (Attainment of Goal #2) is 2, 3, 0 or blank.
111

628

11/13/2006

Goal #3 Type

1 = Basic Skills
2 = Occupational Skills
3 = Work Readiness Skills
Blank or 0 = goal #3 is not set

No additional edit checks.

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 16of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

112

629

Date Goal #3 Was Set

YYYYMMDD
Blank = goal #3 is not set

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be greater than or equal to WIASRD 625 (Date Goal #2 Was Set) if
WIASRD 628 (Goal #3 Type) is 1, 2, or 3.

Error Type
Warning

ERROR MESSAGES
A-B. Error in Date Goal#3 Was Set field caused by one
of the following conditions:
- Date Goal #3 Was Set is missing or is before the Date
Goal #2 Was Set.
- Participant has a Date Goal #3 Was Set, but no Goal
#3 Type is specified.

Warning

A-D. Error in Attainment of Goal #3 field caused by one
of the following conditions:
- Attainment of Goal #3 cannot be blank or 0 if Goal #3
Type is specified.
- Attainment of Goal #3 must be blank or 0 if no Goal #3
Type is specified.
- Attainment of Goal #3 cannot be 3 (pending) if
participant has a Date of Exit.

Warning

A-B. Date Attained Goal #3 must correspond to the
values specified for the other Goal #3 fields (WIASRD
Elements 628-631).

Warning

Same error messages as WIASRD 628 through 631 corresponding to goal type, date goal was set,
attainment of goal, and date attained goal.

A. Must not be 1 or 2 if WIASRD 129 (School Status at Participation) is 3 or 5.

A. Reject

A. Attained Diploma, GED, or Certificate and School
Status at Participation values are contradictory.

B. Must be 1, 2, 3, or 4 if WIASRD 129 (School Status at Participation) is 1, 2,
or 4 and report date is greater than the end of the first quarter after the exit
quarter. (For Younger Youth only)

B. Warning

B. Must be blank if WIASRD 628 (Goal #3 Type) is blank or 0.

113

630

Attainment of Goal #3

1 = Attained
2 = Set, but not attained before 1 year anniversary date
3 = Set, but attainment is pending
Blank or 0 = goal #3 is not set

A. Must be 1, 2, or 3 if WIASRD 628 (Goal #3 Type) is 1, 2, or 3.
B. Must be blank or 0 if WIASRD 628 (Goal #3 Type) is blank or 0.
C. Must not be 3 if WIASRD 303 (Date of Exit) is a valid date.

114

631

Date Attained Goal #3

YYYYMMDD
Blank = goal #3 is not set

A. Must be greater than or equal to WIASRD 629 (Date Goal #3 Was Set) if
WIASRD 630 (Attainment of Goal #3) is 1.
B. Must be blank if WIASRD 630 (Attainment of Goal #3) is 2, 3, 0 or blank.

115
to
150

632
to
667

Information on Additional Youth
Goals

Same values as WIASRD 628 through 631 - corresponding Same edit checks as WIASRD 628 through 631 - corresponding to goal type,
to goal type, date goal was set, attainment of goal, and date date goal was set, attainment of goal, and date attained goal.
attained goal.

151

668

Attained Diploma, GED, or
Certificate

1 = Individual attained a secondary school (high school)
diploma.
2 = Individual attained a GED or high school equivalency
diploma.
3 = Individual attained a certificate in recognition of
attainment of technical or occupational skills.
4 = Individual did not attain a diploma, GED, or certificate
Blank or 0 = Not applicable (Adult, Dislocated Worker, or
NEG funding streams only) or Not Known (Older Youth 1921 only)

B. For younger youth participants, Attained Diploma,
GED, or Certificate cannot be blank or 0 if School
Status at Participation is In School or H.S. Dropout.

152

669

Date Attained Degree or
Certificate

YYYYMMDD
Blank = did not attain a diploma, GED, or certificate

A. Must be greater than WIASRD 302 (Date of Program Participation) if
WIASRD 668 (Attained Diploma, GED, or Certificate) is 1, 2, or 3.

Warning

A. Date Attained Degree or Certificate is missing or is
not after the Date of Program Participation.

153

670

School Status at Exit

1 = In-school, H.S. or less
2 = In-school, Alternative School
3 = In-school, Post-H.S.
4 = Not attending school or H.S. Dropout
5 = Not attending school; H.S. graduate
Blank or 0 = Not Known

A. Must not be 1, 2, or 4 if WIASRD 129 (School Status at Participation) is 3 or
5.

Warning

A. School Status at Exit and School Status at
Participation values are contradictory.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 17of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

154

671

155

672

11/13/2006

Youth Placement Information

Youth Retention Information

1 = Entered post-secondary education
2 = Entered advanced training
3 = Entered military service
4 = Entered a qualified apprenticeship
0 = did not enter any activities
Blank = not applicable (Adult, Dislocated Worker, or NEG
funding streams only)
1 = In post-secondary education
2 = In advanced training
3 = In military service
4 = In a qualified apprenticeship
0 = did not enter any activities
Blank = not applicable (Adult, Dislocated Worker, or NEG
funding streams only)

Edit Check Logic
(all references refer to new
DRVS field numbers)
A. Must be 0, 1, 2, 3, or 4 if the report date is after the end of the third quarter
after the quarter of exit (WIASRD 303). (For Youth only)

Error Type
Reject

ERROR MESSAGES
A. For youth participants, Youth Placement Information
cannot be blank if the report quarter is after the end of
the third quarter after the exit quarter.

Reject

A. For youth participants, Youth Retention Information
cannot be blank if the report quarter is after the end of
the fifth quarter after the exit quarter.

B. Must not be blank or 0 if DATE OF EXIT is not null and Younger Youth.

A. Must be 0, 1, 2, 3, or 4 if the report date is after the end of the fifth quarter
after the quarter of exit (WIASRD 303). (For Youth only)

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 18of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

SECTION III.D - ADDITIONAL YOUTH LITERACY AND NUMERACY ASSESSMENT DATA
156

701

Category of Assessment

1 = ABE
2 = ESL
Blank or 0 = no assessment

A. Must be 1 or 2 if WIASRD 129 (School Status at Participation) is 3, 4, or 5
and WIASRD 130 (Basic Literacy Skills Deficiency) is 1. (For Youth only)
Important Note: Edit check A will not be implemented until 7/1/2006.

157

702

Type of Assessment Test

1 = TABE 9-10
2 = CASAS (Life Skills)
3 = ABLE
4 = WorkKeys
5 = SPL
6 = BEST
7 = BEST Plus
8 = Other Approved Assessment Tool
Blank or 0 = no assessment

A. Must be 1, 2, 3, 4, 5, 6, 7, or 8 if WIASRD 701 (Category of Assessment) is 1 Warning
or 2.

A. Category of Assessment is specified for OBS#, but
no Type of Assessment Test is indicated.

158

703

Functional Area

1 = Reading
2 = Writing
3 = Language
4 = Mathematics
5 = Speaking
6 = Oral
7 = Listening
8 = Other Functional Area
Blank or 0 = no assessment

A. Must be 1, 2, 3, 4, 5, 6, 7, or 8 if WIASRD 702 (Type of Assessment Test) is Warning
1, 2, 3, 4, 5, 6, 7, or 8.

A. Type of Assessment Test is specified for OBS#, but
no Functional Area is indicated.

159

704

Date Administered Pre-Test

YYYYMMDD
Blank = no assessment

A. Must have a valid date if WIASRD 702 (Type of Assessment Test) is 1, 2, 3, Warning
4, 5, 6, 7, or 8.

A-B. The value for Date Administered Pre-Test does not
meet one of the following conditions:
- Date Administered Pre-Test cannot be blank if Type of
Assessment is specified.
- Date Administered Pre-Test must be before Date
Administered Post-Test (Year#1).

Warning

B. Must be less than WIASRD 707 (Date Administered Post-Test (Year#1)) if
WIASRD 707 has a valid date.
160

705

Pre-Test Score

000
Blank or 000 = no assessment

A. Must be greater than 000 if WIASRD 704 (Date Administered Pre-Test) is not Warning
blank.

A. Category of Assessment cannot be blank or 0 if
participant is Basic Literacy Skills Deficient.

A-B. Date Administered Pre-Test and/or Educational
Functioning Level is specified, but no Pre-Test Score is
given.

B. Must be greater than 000 if WIASRD 706 (Educational Functioning Level) is
1, 2, 3, 4, 5, or 6.
161

706

Educational Functioning Level

1 = Beginning ABE/ESL Literacy
2 = Beginning ABE/ESL Basic Education
3 = Low Intermediate ABE/ESL Education
4 = High Intermediate ABE/ESL Education
5 = Low Adult Secondary Education/Advanced ESL
6 = High Adult Secondary Education/Advanced ESL
Blank or 0 = no assessment

A. Must be 1, 2, 3, 4, 5, or 6 if WIASRD 705 (Pre-Test Score) is greater than
000.

Warning

A. Pre-Test Score is specified, but no Educational
Functioning Level is given.

162

707

Date Administered Post-Test
(Year #1)

YYYYMMDD
Blank = no post-test

A. Must be greater than WIASRD 704 (Date Administered Pre-Test)

Warning

A. Date Administered Post-Test (Year #1) is not after
Date Administered Pre-Test.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 19of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

163

708

Post-Test Score (Year #1)

000
Blank or 000 = no post-test

Edit Check Logic
(all references refer to new
DRVS field numbers)
Error Type
A. Must be greater than 000 if WIASRD 707 (Date Administered Post-Test Year Warning
#1) is not blank.

ERROR MESSAGES
A-B. Date Administered Post-Test and/or Educational
Functioning Level (Year #1) is specified, but no PostTest Score (Year #1) is given.

B. Must be greater than 000 if WIASRD 709 (Educational Functioning Level
Year #1) is 1, 2, 3, 4, 5, or 6.
164

709

Educational Functioning Level
(Year #1)

A. Must be 1, 2, 3, 4, 5, or 6 if WIASRD 708 (Post-Test Score Year #1) is
greater than 000.

Warning

A. Post-Test Score (Year #1) is specified, but no
Educational Functioning Level (Year #1) is given.

165

710

Date Administered Post-Test
(Year #2)

YYYYMMDD
Blank = no post-test

A. Must be greater than WIASRD 707 (Date Administered Post-Test Year #1)

Warning

A. Date Administered Post-Test (Year #2) is not after
Date Administered Post-Test (Year #1).

166

711

Post-Test Score (Year #2)

000
Blank or 000 = no post-test

A. Must be greater than 000 if WIASRD 710 (Date Administered Post-Test Year Warning
#2) is not blank.

A-B. Date Administered Post-Test and/or Educational
Functioning Level (Year #2) is specified, but no PostTest Score (Year #2) is given.

B. Must be greater than 000 if WIASRD 712 (Educational Functioning Level
Year #2) is 1, 2, 3, 4, 5, or 6.
167

712

Educational Functioning Level
(Year #2)

A. Must be 1, 2, 3, 4, 5, or 6 if WIASRD 711 (Post-Test Score Year #2) is
greater than 000.

Warning

A. Post-Test Score (Year #2) is specified, but no
Educational Functioning Level (Year #2) is given.

168

713

Date Administered Post-Test
(Year #3)

YYYYMMDD
Blank = no post-test

A. Must be greater than WIASRD 710 (Date Administered Post-Test Year #2)

Warning

A. Date Administered Post-Test (Year #3) is not after
Date Administered Post-Test (Year #2).

169

714

Post-Test Score (Year #3)

000
Blank or 000 = no assessment

A. Must be greater than 000 if WIASRD 713 (Date Administered Post-Test Year Warning
#3) is not blank.

A-B. Date Administered Post-Test and/or Educational
Functioning Level (Year #3) is specified, but no PostTest Score (Year #3) is given.

B. Must be greater than 000 if WIASRD 715 (Educational Functioning Level
Year #3) is 1, 2, 3, 4, 5, or 6.
170

715

Educational Functioning Level
(Year #3)

A. Must be 1, 2, 3, 4, 5, or 6 if WIASRD 714 (Post-Test Score Year #3) is
greater than 000.

Warning

A. Post-Test Score (Year #3) is specified, but no
Educational Functioning Level (Year #3) is given.

171
to
198

716
to
743

Information on Additional
Functional Areas

Same values as WIASRD 702 through 715 - corresponding
to type of assessment, functional area, test dates, test
scores, and educational functioning levels.

Same edit checks as WIASRD 702 through 715 - except do not repeat the edit
for WIASRD 702. (There are no additional edit checks for WIASRD elements
716 and 730 .)

Warning

Same error messages as WIASRD 702 through 715.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 20of 21

New
WIASRD
No.

Data
Element Name

Additional Edit Checks

Edit Checks - Valid Values
(DRVS will identify invalid codes and display, where
appropriate, warning errors for each field.)

Edit Check Logic
(all references refer to new
DRVS field numbers)

Error Type

ERROR MESSAGES

Additional User Defined Fields
199

WIB Name

Alphanumeric - 75 characters maximum

Not Applicable. User defined field.

200

Office Name

Alphanumeric - 75 characters maximum

Not Applicable. User defined field.

201

Case Manager

Alphanumeric - 75 characters maximum

Not Applicable. User defined field.

202

User Field 1

Alphanumeric - 75 characters maximum

Not Applicable. User defined field.

203

User Field 2

Alphanumeric - 75 characters maximum

Not Applicable. User defined field.

11/13/2006

DRVS-Import-File-WIA-Edit-Checks_Revised091906.xls

Page 21of 21

APPENDIX C. PERFORMANCE GROUPS
The following tables specify the WIA performance outcome groups.

128

129

Group A

Group B

Date of Exit
3&4 qtrs prior to
report qtr
3&4 qtrs prior to
report qtr
3&4 qtrs prior to
report qtr
3&4 qtrs prior to
report qtr
3&4 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr

Group

Emp

UnEmp

Emp

UnEmp

Emp

UnEmp

Emp

UnEmp

Emp

Emp
qtr+1

Emp Status at
Part
UnEmp

Supp

Wage

N/A

Supp

Wage

Supp

Wage

N/A

Supp

Wage

Emp

UnEmp

Emp

N/A

UnEmp

Emp

UnEmp

Emp

Pend

N/A

Pend

Source of Emp Emp qtr+2 &
qtr+1
qtr+3

Wage

N/A

Supp

Wage

N/A

Supp

Wage

N/A

Supp

Wage

Pend

N/A

Pend

Source of Emp
qtr+2 & qtr+3

Other Reasons
for Exit

Yes

EER
Num

Yes

EER
Den

Yes

Pend

ERR
Num

PERFORMANCE OUTCOME GROUPS TABLE FOR ADULT, DW, AND NEG EER, RETENTION, AND EARNINGS

TABLE C-1

Yes

Pend

Yes

ERR
Den Earn

130

Group C

Group D

Date of Exit
5&6 qtrs prior to
report qtr
5&6 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
7&8 qtrs prior to
report qtr
3 to 6 qtrs prior to
report qtr
3 to 8 qtrs prior to
report qtr

Group

N/A

Emp

N/A

Emp

N/A

UnEmp

Emp

Emp
qtr+1

Emp Status at
Part
Emp

N/A

Supp

Wage

Supp

N/A

UnEmp

Emp

UnEmp

Emp

UnEmp

Emp

Source of Emp Emp qtr+2 &
qtr+1
qtr+3

N/A

Supp

Wage

N/A

Supp

Wage

N/A

Supp

Source of Emp
qtr+2 & qtr+3

Yes

Other Reasons
for Exit

EER
Num

EER
Den

Yes

ERR
Num

Yes

ERR
Den Earn

131

YES

Attained State-Recognized Educational Occupational
Certificate/Credential/Diploma/Degree Within Three Quarters
After Exit Quarter

Employed First
Quarter
After Exit
Quarter

Received
Training
Services

YES

Other Reasons
for Exit

YES

NO
NO

YES

Count of Participants
Included in Denominator

YES

Count of
Participants
Included in
Numerator

PERFORMANCE OUTCOME GROUPS TABLE FOR THE ADULT AND DW EMPLOYMENT AND CREDENTIAL RATE

TABLE C-2

132

1
2
3
4
5
6
7
8
9
10

1
2
3
4
5
6

Number of
Records

Yes
Yes
No
Yes
Yes
No
Yes
Yes
No
NA

Enrolled in
Education

TABLE C-4

Attained
In Post-sec Ed/
Other
adv training/
Deg or
Reason for
Military/ Employed Certificate
Exit
in Qtr+1
in Qtr+3
Yes
Yes
No
Yes
No
No
Yes
NA
No
No
Yes
No
No
No
No
No
NA
No
NA
Yes
No
NA
No
No
NA
NA
No
NA
NA
Yes
Yes
Yes
Yes
No
No
No
No
No
No
No

Placement
Numerator
Yes
Yes
Yes
Yes
Yes
Yes
No
No
No
No

Placement
Denominator

Basic Skills Deficient
Yes
Yes
No
Yes
No
NA

Increased one or more Educational
Functioning Levels
Yes
No
NA
NA
NA
NA

Exclusion
No
No
No
No
No
Yes

LITERACY/NUMERACY RATE PERFORMANCE OUTCOME GROUP TABLE
Out-ofSchool
Youth
Yes
Yes
Yes
No
No
NA

Employed or in
Number of Education on
Records
Date of
Participations
No
No
No
No
No
No
Yes
Yes
Yes
NA

Yes
Yes
No
Yes
Yes
No
Yes
Yes
No
No

Attainment
Denominator

Numerator Denominator
Yes
Yes
No
Yes
No
No
No
No
No
No
No
No

Yes
No
No
Yes
No
No
Yes
No
No
No

Attainment
Numerator

NEW YOUTH PLACEMENT AND ATTAINMENT RATES PERFORMANCE GROUP TABLE

TABLE C-3

133

Group A

# of
Date of
Group Records Exit
3&4 qtrs
prior to
1
report
qtr
3&4 qtrs
prior to
2
report
qtr
3&4 qtrs
prior to
3
report
qtr
3&4 qtrs
prior to
4
report
qtr
3&4 qtrs
prior to
5
report
qtr
3&4 qtrs
prior to
6
report
qtr

Supp

Emp

Supp

Wage

N/A

Emp

UnEmp

Wage

UnEmp UnEmp

Emp

UnEmp

N/A

Emp
qtr+1

Emp
Status
at Part

N/A

Yes

N/A

Pend

In Post Secondary
Education or
Source Advanced Training
of Emp In First Quarter after Emp
qtr+1
Exit Quarter
qtr+3

UnEmp UnEmp

Pend

Source
of Emp
qtr+3

N/A

No Pend Pend No

No Pend Pend Pend

Yes

Yes Yes Pend Pend No

Yes Yes Pend Pend Pend

In Post Secondary
Education or
Advanced Training Valid
Other
In Third Quarter
Pre- Reasons EER EER ERR ERR
after Exit Quarter
Earn for Exit Num Den Num Den Earn

OLDER YOUTH EER, RETENTION AND EARNINGS PERFORMANCE OUTCOME GROUP TABLE

TABLE C-5

134

Group B

# of
Date of
Group Records Exit
5&6 qtrs
prior to
7
report
qtr
5&6 qtrs
prior to
8
report
qtr
5&6 qtrs
prior to
9
report
qtr
5&6 qtrs
prior to
10
report
qtr
5&6 qtrs
prior to
11
report
qtr
5&6 qtrs
prior to
12
report
qtr
5&6 qtrs
prior to
13
report
qtr
5&6 qtrs
prior to
14
report
qtr
5&6 qtrs
prior to
15
report
qtr

Emp

UnEmp

Emp

UnEmp

Emp

Emp
qtr+1

Emp
Status
at Part

UnEmp

Supp

Wage

Supp

Wage

N/A

UnEmp

Emp

In Post Secondary
Education or
Source Advanced Training
of Emp In First Quarter after Emp
qtr+1
Exit Quarter
qtr+3

N/A

Supp

Wage

Supp

Wage

Source
of Emp
qtr+3

Yes

N/A

Yes

N/A

Yes

Yes Yes

Yes Yes Yes

Yes

Yes Yes

Yes

Yes Yes

In Post Secondary
Education or
Advanced Training Valid
Other
In Third Quarter
Pre- Reasons EER EER ERR ERR
after Exit Quarter
Earn for Exit Num Den Num Den Earn

135

# of
Date of
Group Records Exit
5&6 qtrs
prior to
16
report
qtr
5&6 qtrs
prior to
17
report
qtr
5&6 qtrs
prior to
18
report
qtr
5&6 qtrs
prior to
19
report
qtr
5&6 qtrs
prior to
20
report
qtr
5&6 qtrs
prior to
21
report
qtr
5&6 qtrs
prior to
22
report
qtr
5&6 qtrs
prior to
23
report
qtr
5&6 qtrs
prior to
24
report
qtr

Emp

Wage

Supp

Wage

N/A

Supp

UnEmp UnEmp

Emp

UnEmp

N/A

Emp
qtr+1

Emp
Status
at Part

N/A

Yes

N/A

UnEmp

Emp

N/A

UnEmp

In Post Secondary
Education or
Source Advanced Training
of Emp In First Quarter after Emp
qtr+1
Exit Quarter
qtr+3

UnEmp UnEmp

N/A

Supp

Wage

Supp

Wage

N/A

Source
of Emp
qtr+3

N/A

Yes

N/A

Yes

N/A

Yes

Yes Yes

Yes

Yes Yes

Yes

Yes Yes

In Post Secondary
Education or
Advanced Training Valid
Other
In Third Quarter
Pre- Reasons EER EER ERR ERR
after Exit Quarter
Earn for Exit Num Den Num Den Earn

136

Group C

Emp
# of
Date of Status
at Part
Group Records Exit
5&6 qtrs
prior to
25
Emp
report
qtr
5&6 qtrs
prior to
Emp
26
report
qtr
5&6 qtrs
prior to
Emp
27
report
qtr
5&6 qtrs
prior to
Emp
28
report
qtr
7&8 qtrs
prior to
N/A
29
report
qtr
7&8 qtrs
prior to
N/A
30
report
qtr
7&8 qtrs
prior to
N/A
31
report
qtr
7&8 qtrs
prior to
N/A
32
report
qtr
7&8 qtrs
prior to
N/A
33
report
qtr

Supp

Emp

Wage

Emp

Wage

Emp

Supp

Emp

Wage

N/A

Emp

UnEmp

Emp

N/A

Wage

Emp

Emp
qtr+1

In Post Secondary
Education or
Source Advanced Training
of Emp In First Quarter after Emp
qtr+1
Exit Quarter
qtr+3

Supp

Wage

Supp

Wage

N/A

Source
of Emp
qtr+3

N/A

Yes

N/A

Yes

N/A

Yes

Yes Yes

Yes

In Post Secondary
Education or
Advanced Training Valid
Other
In Third Quarter
Pre- Reasons EER EER ERR ERR
after Exit Quarter
Earn for Exit Num Den Num Den Earn

137

Group D

Emp
# of
Date of Status Emp
at Part qtr+1
Group Records Exit
7&8 qtrs
prior to
34
N/A
Emp
report
qtr
7&8 qtrs
prior to
N/A
Emp
35
report
qtr
7&8 qtrs
prior to
36
N/A
Emp
report
qtr
7&8 qtrs
prior to
37
N/A
Emp
report
qtr
7&8 qtrs
prior to
N/A
Emp
38
report
qtr
7&8 qtrs
prior to
N/A
UnEmp
39
report
qtr
3 to 6
qtrs
40
prior to
Emp UnEmp
report
qtr
3 to 8
qtrs
41
prior to
N/A
N/A
report
qtr

N/A

Supp

N/A

Wage

N/A

Wage

Supp

N/A

Wage

N/A

UnEmp

In Post Secondary
Education or
Source Advanced Training
of Emp In First Quarter after Emp
qtr+1
Exit Quarter
qtr+3

N/A

Source
of Emp
qtr+3

N/A

Yes

N/A

Yes

Yes Yes

In Post Secondary
Education or
Advanced Training Valid
Other
In Third Quarter
Pre- Reasons EER EER ERR ERR
after Exit Quarter
Earn for Exit Num Den Num Den Earn

138

YES

Attained State-Recognized Educational
Occupational Certificate/Credential/
Diploma/Degree Within Three Quarters
After Exit Quarter

In Post-Secondary
Education or Advanced
Training Quarter After
Exit Quarter

Employed First
Quarter
After Exit Quarter

YES

Other Reasons
For Exit

YES

Count of
Participants
Included in
Numerator

PERFORMANCE OUTCOME GROUPS TABLE FOR THE OLDER YOUTH CREDENTIAL RATE

TABLE C-6

YES

Count of
Participants
Included in
Denominator

139

YES

N/A

YES

In Secondary School
At Exit

Attained a Secondary Degree (High
School), GED, or High School
Equivalency Diploma by the End of the
First Quarter After the Exit Quarter

Entered Program with
HS Degree or
Equivalent

YES

Other Reasons For
Exit

YES

Count of
Participants
Included in
Denominator

Count of
Participants
Included in
Numerator
NO

PERFORMANCE OUTCOME GROUPS TABLE FOR YOUNGER YOUTH DIPLOMA RATE

TABLE C-7

140

YES

In Secondary School on
Exit Date

Other Reasons For
Exit

Active in the Third Quarter Following the Exit Quarter in any
of the Following Activities: Employment Military Service
Post-Secondary Education Advanced Training Qualified
Apprenticeship

YES

Count of Participants
Included in Numerator

YES

Count of Participants
Included in Denominator

PERFORMANCE OUTCOME GROUPS TABLE FOR YOUNGER YOUTH RETENTION RATE

TABLE C-8

APPENDIX D. DEV DOCUMENTATION/
INSTRUCTIONS
WORKFORCE INVESTMENT ACT DATA VALIDATION
INSTRUCTIONS AND SOURCE DOCUMENTATION

Validation Instruction: These instructions present the data elements, reference
numbers, formats, element definitions, federal sources, state/grantee sources, and
validation rules needed to perform data element validation. The federal sources are
the generic, federally recommended source documentation. The "State Sources"
column can be used to enter state-specific versions of the federally approved
documentation.
A. VALIDATION RULES
Two types of validation rules exist:
1. If the validation instruction says MATCH: Enter a checkmark in the box in the
pass column if the data on the worksheet match the data in the source
documentation. Enter a checkmark in the box in the fail column if the data on
the worksheet do not match the data in the source documentation or if no
source documentation is found.
To match, the data on the worksheet must be the same as the data in the source
documentation. For example, if the worksheet says a participant's date of birth
is July 1, 1975, then the source documentation must also have July 1, 1975 as
the birth date.
The validator must validate data elements that have checkboxes next to them.
2. If the validation instruction says SUPPORT: Enter a checkmark in the box in
the pass column if the data on the worksheet are supported by the data in the
source documentation. Enter a checkmark in the box in the fail column if the
data on the worksheet are not supported by the data in the source
documentation or if no source documentation is found.

141

APPENDIX D. DEV DOCUMENTATION/
INSTRUCTIONS
To support, the data on the worksheet, the source documentation must provide
evidence that the data on the worksheet is correct. This instruction is used
when information must be interpreted or processed before it can be used to
assess the accuracy of the data on the participant's records. For example,
source documentation is used to support youth who needs additional assistance
because validators must interpret policy and determine if the documentation
supports that policy.

B. MISSING AND INVALID RECORDS
There are four conditions used to describe higher level data problems:
1. If a record is missing from the office in which it is supposed to be, the validator
should check the box at the top of the worksheet that says "Missing Record."
No other elements should be validated.
2. If the validator cannot determine where a record is supposed to be located, the
validator should check the box at the top of the worksheet that says "Unable to
Locate." No other elements should be validated.
3. If a record for a person not registered in WIA has wrongly been included in the
extract file, the validator should check the box at the top of the worksheet that
says "Invalid Record." No other elements should be validated.
4. If a record has a wrong Social Security Number (SSN), the validator should
check the "Wrong SSN" checkbox AND validate all data elements listed on the
worksheet.

C. TYPES OF SOURCE DOCUMENTATION
For most data elements, the validation instructions provide multiple forms of
acceptable source documentation. If the state collects multiple sources for the

142

APPENDIX D. DEV DOCUMENTATION/
INSTRUCTIONS
same data element and the sources conflict, the most reliable source should be used
to determine if the element passes or fails. For example, for Education Status at
Participation ( DRVS Field# 16), copies of records from an educational institution
are a more reliable source than participant self-attestation. Validators should use
their best judgment when deciding the most reliable source to validate an element.
For the most part, the definition of a particular source is clear. States have,
however, had questions about four sources—Cross-Match, State Management
Information System (MIS), Self-Attestation, and Case Notes. Definitions for these
four types of source documentation are:
1. Cross-Match: A cross-match requires validators to find detailed supporting
evidence for the data element. An indicator or presence of an SSN in a nonWIA database is not sufficient evidence. For example, TANF participation can
be determined by a cross-match with the state's public assistance database. It is
not sufficient to find that the sampled SSN is present in the public assistance
database; validators must also find dates of participation and services rendered.
2. State MIS: Unless otherwise noted, state MIS refers to specific, detailed
information that is stored in the states information system that supports an
element. An indicator, such as a checkmark on a computer screen, alone is not
acceptable source documentation. For example, state MIS is an acceptable
source documentation for date of first training service. To be an acceptable
source to validate date of first training service, in addition to the date of first
training, the state MIS should have detailed information about the type of
training and the organization that provided the training. This detailed
information makes valid source documentation and makes it unnecessary for
such states to validate this data element in local offices.
3. Self-Attestation: Self-attestation occurs when a participant states his or her
status for a particular data element, such as pregnant or parenting youth, and
then signs and dates a form acknowledging this status. The key elements for
self-attestation are: (a) the participant identifying his or her status for
permitted elements and (b) signing and dating a form attesting to this self-

143

APPENDIX D. DEV DOCUMENTATION/
INSTRUCTIONS
identification. The form and signature can be on paper or in the state
management information system, with an online signature.
4. Case Notes: Case notes refer to either paper or online statements by the case
manager that identifies a participant's status for a specific data element, the date
on which the information was obtained, and the case manager who obtained the
information.
PLEASE NOTE: For DRVS field #s 12, 16, 21, 21, 22, and 24, the sources
differ for those adults, dislocated workers, and NEGs, where applicable, who
received intensive and/or training services from those who received staffassisted services only. If a date is in field # 68 or 69, the participant received
intensive and/or training services.

144

145

DRVS
FIELD #

Low Income #119

Employment
Status at
Participation #115

Veteran’s Status
#111

Date of Birth
#102

DATA
ELEMENT

Yes

ADULT

NEG

Yes Yes

Yes Yes Yes Yes

Yes Yes

Yes Yes Yes

Yes

Support

Match

MATCH/
SUPPORT

All Youth and Adults Exiters who received Intensive or
Training Services: Alimony Agreement, applicant
statement, award letter from veteran’s administration, bank
statements, compensation award letter, court award letter,
pension statement, employer statement/contact, family or
business financial records, housing authority verification,
pay stubs, pension statement, social security benefits,
public assistance records, quarterly estimated tax for selfemployed persons, Social Security benefits, UI documents

All Youth and Adults/DW/NEG Exiters who received
Intensive or Training Services: Pay stub, case notes
showing information collected from participant
Adults Exiters who did not receive Intensive or Training
Services: State MIS, self-attestation, case notes

Older Youth and Adults/DW/NEG Exiters who received
Intensive or Training Services: DD-214, cross match with
veterans data
Adults/DW/NEG Exiters who did not receive Intensive or
Training Services: State MIS, self-attestation, case notes

Adults/DW/NEG Exiters who did not receive Intensive or
Training Services: State MIS, self-attestation, case notes

Copy of I.D., Baptismal record, birth certificate, DD-214,
Report of Transfer or Discharge paper, driver’s license,
Federal, state or local identification card, passport, hospital
record of birth, public assistance/social service records,
school records or ID cards, work permit, cross match with
Department of Vital Statistics, tribal records

Source Documentation Requirements

146

DRVS
FIELD #

Pregnant or
parenting youth
#127

Date of Actual
Qualifying
dislocation
#124
Homeless
individual and/or
runaway youth
#125
Offender
#126

Displaced
Homemaker
#123

Other Public
Assistance
Recipient
#121

TANF (Needy
Family Status)
#120

DATA
ELEMENT
DW

NEG

Yes Yes

ADULT

Yes Yes

Documentation from juvenile or adult criminal justice
system, documentation phone call with court
representatives, WIA registration form, self attestation
Copy of child’s birth certificate, baptismal record,
observation, doctor’s note confirming pregnancy, self
attestation

Support

Written statements from an individual providing residence,
shelter or social service agency, WIA registration form,
self attestation

DW/NEG Exiters who received Intensive or Training
Services: Public assistance records, court records, divorce
papers, bank records, spouse’s layoff notice, spouse’s
death record, self attestation
Verification from employer, rapid response list, notice of
layoff, public announcement with follow-up cross-match
with UI, self attestation

All Youth and Adults/DW Exiters who received Intensive
or Training Services: Copy of authorization to receive
cash public assistance, copy of public assistance check,
medical card showing cash grant status, public assistance,
refugee assistance records, cross match with public
assistance database
DW/NEG Exiters who did not receive Intensive or
Training Services: State MIS, self-attestation, case notes

Adults/DW Exiters who did not receive Intensive or
Training Services: State MIS, self-attestation, case notes

All Youth and Adults/DW Exiters who received Intensive
or Training Services: Cross match with TANF public
assistance records

Adults/DW Exiters who did not receive Intensive or
Training Services: State MIS, self-attestation, case notes

Source Documentation Requirements

Support

Match

Support

MATCH/
SUPPORT

147

45-47

DRVS
FIELD #

Basic literacy
skills deficiency
(as defined in
664.205)
#130
Foster Care Youth
#131
Date of Program
Participation
#302
Date of Exit
#303
Date of First
Youth Service
#306
National
Emergency Grant
Project Numbers
#313a, #313b and
#313c
Other reasons for
exit
#327
Date of First Staff
Assisted Core
Service
#332
Date of First
Intensive Service
#334

Youth who needs
additional
assistance
#128
School Status at
Participation
#129

DATA
ELEMENT
YY

Yes

Yes Yes

Yes

Yes Yes Yes Yes

Yes Yes

Yes

Yes Yes Yes Yes

Yes

Yes Yes

Yes

NEG

ADULT

Applicable records from education institution (GED
certificate, diploma, attendance record, transcripts, drop
out letter, school documentation), WIA registration form,
State MIS, self attestation
Standardized assessment test, school records, case notes

Support

State MIS data

Match

State MIS data, case notes

Information from partner services MIS systems, WIA exit
form, case notes

Support

Match

Case notes or other file data specifying the particular
layoff or emergency that precipitated enrollment, which
should include the project number for the grant(s) should
be included.

WIA status/exit forms, state MIS data, case notes

Match

WIA status/exit forms, state MIS data, Case notes

state MIS information

Match

Confirmation from social services agency, case notes

Support

See state policy and state plan, individual service strategy,
case notes, WIA registration form, state MIS, self
attestation

Source Documentation Requirements

Support

MATCH/
SUPPORT

148

DRVS
FIELD #

Received
Educational
Achievement
Services
#344
Received
Employment
Services
#345
Received Summer
Employment
Opportunities
#346
Received
Additional
Support for Youth
Services
#347
Received
Leadership
development
opportunities
#348

Date Completed or
Withdrew from
Training
#336
Type of Training
Service #1
#340
Enrolled in
Education
#343

Date Entered
Training
#335

DATA
ELEMENT
NEG

Yes Yes

Yes

ADULT

Yes Yes

Vendor training documentation, certificates, state MIS
data, case notes
Applicable records from education institution certifying
enrollment, case notes with verification from education
institution or training provider that they are enrolled in
education
Activity sheets, sign-in sheets, attendance record, vendor
contract, state MIS, case notes

Support

Activity sheets, pay stub, sign-in sheets, attendance
rosters, state MIS, vendor contract, case notes

Support

Activity sheets, vendor contract, attendance roster, state
MIS, case notes

Activity sheets, work agreement, sign-in sheets, attendance
roster, state MIS system, case notes

Support

Activity sheets, vendor contract, attendance rosters, state
MIS, case notes

Support

Cross match between dates of service and vendor training
information, vendor training documentation, state MIS,
case notes

Source Documentation Requirements

Match

MATCH/
SUPPORT

149

DRVS
FIELD #

Received followup services
#349
Employed in 1st
Quarter after Exit
Quarter
#601
Type of
Employment
Match 1st Quarter
After Exit Quarter
#602
Employed in 2nd
Quarter After Exit
Quarter
#606
Type of
Employment
Match 2nd Quarter
After Exit
#607
Employed in 3rd
Quarter After Exit
Quarter
#608
Type of
Employment
Match 3rd Quarter
After Exit
#609
Wages 3rd Quarter
Prior to
Participation
Quarter
#612

DATA
ELEMENT
YY

Yes

No
No

Yes Yes Yes No

Yes Yes Yes Yes

Yes Yes

Yes Yes Yes Yes

Yes Yes

Yes

NEG

ADULT

Activity sheets, attendance rosters, receipt for follow-up
support services, state MIS, case notes
UI Wage records, WRIS, supplemental data sources
defined by TEGL 17-05
State MIS
Follow up services, surveys, record sharing and/or
automated record matching with other employment and
administrative databases, other out of state wage record
systems, case notes
UI wage records, WRIS, supplemental data sources as
defined in TEGL 17-05

Follow-up services, surveys, record sharing and/or
automated record matching with other employment and
administrative databases, other out of state wage record
systems, case notes
UI wage records, WRIS, supplemental data sources as
defined in TEGL 17-05

Support

Match

Source Documentation Requirements

Support

MATCH/
SUPPORT

150

152

151

103-150

102

100

DRVS
FIELD #

Date Attained
Degree or
Certificate
#669

*Date Goal Was
Attained
#620-667
Attained Diploma,
GED, or
Certificate
#668

*Attainment of
Goal

*Date Goal Was
Set

Wages 2 Quarter
Prior to
Participation
Quarter
#613
Wages 1st Quarter
After Exit Quarter
#615
Wages 2nd Quarter
After Exit Quarter
#616
Wages 3rd Quarter
After Exit Quarter
#617
Type of
Recognized
Credential
#619
*Goals Type

DATA
ELEMENT
NEG

Yes

Yes Yes

Yes

Yes Yes Yes Yes

Yes

Yes Yes Yes

Yes

Yes Yes Yes Yes

Yes Yes Yes

Yes

ADULT

UI wage records, WRIS, other state wage records, federal
wage databases
Transcripts, certificates, diploma, surveys, case notes

Match

Support

Match

Support

Match for Dates

Transcripts, certificates, diploma, letter from school
system

Test Records, Transcripts, School/Employer Notification,
State MIS, Case notes

UI wage records, WRIS, other state wage records, federal
wage databases

Match

Support for
Goal Type and
Attainment of
Goal

UI wage records, WRIS, other state wage records, federal
wage databases

Source Documentation Requirements

Match

MATCH/
SUPPORT

151

156-198

155

154

153

DRVS
FIELD #

**Educational
Functioning Level
#701-743

**Date
Administered Test

**Functional Area

**Type of
Assessment Test

**Category of
Assessment

Youth Retention
Information
#672

School Status at
Exit
#670
Youth Placement
Information
#671

DATA
ELEMENT

ADULT

NEG

Yes Yes

Match for date
fields

Support for
non-date fields.

Front line staff should make sure a copy of the
participant’s test and scores are kept in the case file. Case
notes should also detail the participant’s progress.

Test records, case notes documenting the necessary details
for each element of testing. States should refer to TEGL
17-05, Attachment C for the list of approved Educational
tests for Literacy/Numeracy measures.

Cross match with other agencies, apprenticeship
verification, military service, advanced training, post
secondary education, transcripts, registration forms,
community college info, employer contacts, U.I. wage
records, WRIS, Case notes

Support

Transcripts, certificates, diploma, letter from school
system, case notes

Source Documentation Requirements

Support

MATCH/
SUPPORT

APPENDIX E. DEV SAMPLING METHODOLOGY
DATA ELEMENT VALIDATION SAMPLING
AND ERROR RATE ESTIMATION
The primary objective of data element validation (DEV) is to determine the
accuracy of key data elements, whether or not they are used to calculate
performance measures. The DRVS software accomplishes this goal by drawing a
sample of exiter records for each of five funding streams (adult, dislocated worker,
NEG, older youth, and younger youth). These samples are selected from a subset
of records used to calculate the performance measures on the ETA 9091.2 Users
then validate selected data elements to determine if they are accurate. The
software uses the results of the validation to calculate error rates for each of these
elements. This appendix discusses the general approach to sampling and error rate
estimation (section A) and the sampling approach for data element validation of
exiter records (section B).

A. General Approach
The ultimate goal of ETA’s validation initiative is to determine the accuracy of the
information reported to ETA. DEV provides ETA with an estimate of the error
rates for the data that states report to ETA.3 In order to evaluate the accuracy of
these elements, the DRVS calculates two error rates for each data element selected
for validation: an overall error rate and a reported data error rate.4 The overall
error rate equals the number of records in error divided by the total number of
records sampled for that funding stream, weighted to account for the over- and
under-sampling of particular types of records. Because certain data elements may
not be present in every sampled record, the DRVS also calculates a reported data
error rate. This reported date error rate includes in the denominator only those

Even though NEGs are not included on the annual report, they are submitted as part of the WIASRD and included
on the quarterly report. ETA, therefore, includes these records as part of the validation.
3

Please note that the sample is drawn to calculate state level error rates. The DRVS software does not calculate
precise local-level error rates, no matter what type of sample (record, office, WIB) is drawn.
4

The Data Element Validation Summary and Analytical report, which provides the error rates, will be included in a
future release of the DRVS software.

152

APPENDIX E. DEV SAMPLING METHODOLOGY
records for which the particular data element was validated.5 In this situation, the
error rate equals the number of records in error divided by the total number of
records for which the particular data element was validated, weighted to account
for the over- and under-sampling of particular records. For example, if 100 records
are sampled, only 50 have a particular data element, and there are 5 errors, the
overall error rate would be 5 divided by 100, or 5 percent, and the reported data
error rate would be 5 divided by 50, or 10 percent.6
Sample sizes vary by state, with smaller states having smaller samples than larger
states for two reasons. First, to achieve a given level of precision, smaller states
need smaller sample sizes than larger states. Second, to reduce the burden on
smaller states, precision requirements are relaxed.
The sample design for exiters allows states to cluster the sample by office/WIB and
differential sampling rates by type of record. This design yields estimates that
have a variance that exceeds the variance of a simple random sample. Currently,
we assume the variance to be twice that of a simple random sample (a “design
effect” of 2). After data element validation is fully implemented, an analysis will
be conducted to estimate the true design effect and to determine how much it
varies from current estimates. The results of that analysis will be used to refine the
sample design.
The DRVS uses information on the distribution of exiters by office and funding
group—adults, dislocated workers, older youth, younger youth, and National
Emergency Grant (NEG)—to select samples of offices and of exiters by group.7
Finally, the software uses the validation results from the sampled records to
produce error rate estimates by funding group.

For most elements, the state does not validate negative values. Negative values refer to blanks, zeros or no values.
For example, a negative value for eligible veteran status is 4, which means not a veteran.

In this example, the calculation is not weighted.

Office refers to the physical location of the participant’s case file, which may include the One-Stop office, a
community college, a high school, etc.

153

APPENDIX E. DEV SAMPLING METHODOLOGY
B. SAMPLING FOR VALIDATION OF EXITERS
To limit the burden validation imposes on states and the local offices while also
providing sufficiently precise results, records of exiters from April 1, Program
Year (PY) - 1 through March 31, PY are sampled to measure error rates for
selected data elements.8 The software selects five samples of exiters, one each for
adults, dislocated workers, NEGs, older youth, and younger youth. It does this by
creating a clustered, stratified sample for each funding group.9 The software first
selects a sample of offices. 10 From the sampled offices, the software selects
samples of records. 11 The size of the samples vary by state with precision
estimates for small states (and funding streams) reduced to minimize the burden
validation imposes on them.
To decide which offices to sample, the software assigns risk and density weights to
each exiter record. Risk weights are based on the risk that the most important data
in the record are incorrect. For adults, dislocated workers, NEGs, and older youth,
employment and the source of employment information are the variables with the
highest risk and importance. Supplemental sources for employment information
are the riskiest data, followed by wage records for wage data. Data that indicate an
individual is unemployed present the least risk. Based upon this assessment,
records that use supplemental sources to demonstrate an individual’s employment
in the first, second, or the third quarter after exit are assigned a risk weight of 3,
8

The goal is to sample from records of exiters that are included in most of the core performance measures.

Clustering involves first sampling an aggregate unit and then selecting the units being studied only from within the
selected aggregate units. In this case, we want to study the records of individuals. Because of the potential burden
imposed by traveling to every office within a state, the software will first select a sample of offices and then select
records from those offices.
Stratification involves grouping all the units being studied into strata and sampling randomly from each stratum.
Each stratum, however, is not necessarily sampled equally.
10

Some states may receive data by Workforce Investment Boards (WIBs), not by offices. In this case, the software
selects WIBs as the primary sampling unit instead of offices.

The software draws these samples for each funding group. Thus, the DRVS software first selects a sample of
offices, and then samples records for each funding stream from these offices. In prior versions of the validation
software, the software selected a sample of offices for each funding stream. For example, it selected a sample of
adult offices from which it will sample adult records, and then selects offices from which it samples dislocated
worker records, and so forth. In an attempt to reduce the burden of validation, the DRVS software selects one
sample of offices for all five funding streams.

154

APPENDIX E. DEV SAMPLING METHODOLOGY
records that use wage records to demonstrate an individual’s employment are
assigned a risk weight of 2, and records for individuals who are unemployed are
assigned a risk weight of 1.
For younger youth, data related to whether or not the individual attained a diploma
after entering the program are the variables with the highest importance. Records
for individuals who attained a diploma after entering the program are the most
important, followed by those for individuals who did not attain a diploma; records
of younger youth who received a diploma prior to entering WIA are the least
important. Based upon this assessment, records for those who attained a diploma
by the end of the first quarter after the exit quarter receive a risk weight of 3,
records for those who did not attain a diploma by the end of the first quarter after
the exit quarter receive a risk weight of 2, and records for individuals who entered
the program with a diploma receive a risk weight of 1.
Density weights are based on the amount of data in the record that is used in
measuring performance. For all funding groups, density weights are assigned by
tallying the number of positively-valued data elements in the record that ETA has
decided should be validated for the designated funding group.12 Because of the
differences in data collection requirements and performance measures, the data
elements included in the density weight will also differ by funding group. A value
of 1 is assigned for data element that has a positive value for the designated
funding group. Thus, a dislocated worker record that has positive values in 18 of
the data elements selected for data element validation for dislocated workers
receives a dislocated worker density weight of 18. Records that have more than
one funding stream receive a separate density weight for each funding group in the
record.
If the state chooses to sample by WIB or office, the software calculates the total
weight for each WIB or office by summing composite weight for each participant

A positive value refers to a field value that can be verified by source documentation. For instance, attainment of a
diploma can be verified by a copy of the diploma in the participant’s file, but no source documentation exists to
verify lack of attainment of a diploma.

155

APPENDIX E. DEV SAMPLING METHODOLOGY
record with exit dates in the appropriate range, regardless of funding group.13 If a
record is in two funding groups, its weight will be included for both funding
groups. The software then selects specific WIBs/offices with a probability of
selection proportional to their weight for the group being analyzed. The number of
WIBs/offices selected is a function of the distribution of records across
WIBs/offices. The more WIBs/offices that contain multiple funding groups, the
fewer WIBs/offices that the software will select. At a minimum, the software will
select 15 WIB/offices. If the state has fewer than 15 WIBs/offices, the DRVS
software will not cluster the sample.
When selecting WIBs/offices, the software automatically selects very large
WIBs/offices. The remaining offices will be randomly selected with a probability
of selection proportional to the weight of the WIB/office.
Next, the software selects the individual records to validate. It selects a sample of
records for each group—adults, dislocated workers, NEG, older youth, and
younger youth—from the sampled WIBs/offices. As with the WIB/office sample,
the probability of a record being selected is proportional to the record’s composite
weight. Consequently, records with supplemental wage data and other positivelyvalued performance data is selected than would be selected in a simple random
sample. For younger youth, a greater proportion of records of those who received
diplomas after entering WIA and who had other positively-valued performance
data is selected than would be selected in a simple random sample.
After the sampled records of exiters are validated, the software determines the
error rate by funding group. Because the software clusters and stratifies the
samples, it must weight the validation results. Using these weights, the software
determines the weighted error rate.

We use the term composite weight to refer to the sum of the risk and density weight. Each record in the sample
frame has a composite weight

156

APPENDIX F. CLIENT SERVER SETUP
This appendix provides client server setup instructions. Section A provides server
side setup instructions and Section B provides client side setup instruction. It is
recommended that the state’s Database Administrator (DBA) perform all of the
client server setups tasks. Client server setups are only recommended for those
users who have full SQL Server with Enterprise Manager.

A. Server Side Setup
1.

Install the DRVS. The DBA must have administrative rights to SQL
Server databases.

After install is completed, open Enterprise Manager and find the instance
where databases were installed. Click on Databases directory and find the
master database. In the master database, right-click on Users and select
New Database User. Give client(s) log-on capability by adding each
client login name and giving them public permission database role. Click
OK after each client is added.

157

APPENDIX F. CLIENT SERVER SETUP

Create a shared folder on the server (i.e. C:\Temp) giving full control
security permissions to clients.

Copy and paste the FormatFiles folder, which is located in the application
directory (default location - C:\Program Files\DRVS), to the shared folder
(i.e C:\Temp\FormatFiles).

158

APPENDIX F. CLIENT SERVER SETUP

Before beginning DRVS installation on client side, the installer must know
the IP address of the server. This will be needed to connect clients to the
server.

159

APPENDIX F. CLIENT SERVER SETUP
B. Client Side Setup
1.

Begin installation of the DRVS. Proceed with normal installation until
reaching the SQL Server Connection page. In the SQL Server Name
box, type in the server’s IP address. For Database Authentication select
Windows NT Authentication. Click Next.

160

APPENDIX F. CLIENT SERVER SETUP
2.

After clicking Next, in the “Do you want to install the DRVS Database?”
page, select “I DO NOT want to create a DRVS database.” Click Next.

The rest of the installation should proceed normally. You might receive
an error saying that the login failed for the user (the user is expressed in
the error as the computer name of the user). Click OK on the error and
continue. This will not affect the installation on the client side.

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APPENDIX F. CLIENT SERVER SETUP
4.

After installation is complete, you must map a network drive from the
client to the shared folder on the server. To do this, open Explorer and
click Tools>>Map Network Drive. Select the name of your drive in the
Drive box and then click Browse to find the servername\folder that is
shared. This is how the file on the client side is copied and loaded onto
the server database. Click Finish once the folder is found.

Go to the install directory and find the WIAnLXApplication.config file
(the default location is C:\Program Files\DRVS\WIAnLX\bin\Config).
Right-click on the file and remove the Read-Only attribute in Properties.

In the config file, the DestinationDir, FileUploadPath, and FormatFilePath
must be changed to the server’s paths. The DestinationDir path is changed
to the mapped drive path to the server. For example, if the shared
directory on the server is C:\Temp and that was mapped on the client as
the F: drive, the DestinationDir would look like this in the config file—
F:\—with F: being the mapped drive
to server C:\Temp directory. The FileUploadPath is the name of the server
shared directory.

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APPENDIX F. CLIENT SERVER SETUP
In our example it would look like this –
C:\Temp\.
The FormatFilePath would be the directory on the server where the
FormatFiles folder is located. In our example that folder is located in
C:\Temp so that would look like this in the config file:
C:\Temp\FormatFiles\.
After each path is changed, save the file. Below is an example of the
config file after making the changes.

Please note that the path name must always end with a slash.
7.

After each step is complete for each client, the users are ready to load their
files.

163

APPENDIX G. TROUBLESHOOTING
This chapter provides solutions for common problems that may occur while
using the DRVS. Section A provides solutions for problems that may occur
while signing in and Section B for problems that may occur while importing
records.

A. Signing In
Following are solutions for three problems that may occur at sign in:
1. If the default User ID and Password are properly entered, but the DRVS
generates a critical error with the message: “Object reference not set to an
instance of an object”, then the user may have entered the wrong server
name in the SQL Server Connection screen/SQL Server Name box
during the installation. The Installation Wizard would have finished if
any one of the state’s correct server names was entered in that field.
However, if the appropriate server name for the DRVS installation was
not entered, the problem would appear at log in. To correct the problem,
uninstall the DRVS and then repeat the installation, ensuring that the
correct server name is entered. The “Object reference not set to an
instance of an object” error may also appear if the user does not have
read/write access to the DRVS installation folder. The user must have
these rights to log in to the DRVS.

2. If the default User ID and Password are properly entered, but the DRVS
generates the message: “Event Log is Full” and quits, the user needs to
clear the event logs in the following way:
• Click on Start - Settings - Control Panel.
• Double click Administrative Tools, then Event Viewer.
• On the left side of the Event Viewer window, you will see three
logs listed.

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APPENDIX G. TROUBLESHOOTING
• Right click on each of these logs separately and click on “Clear all
events.”
• As you clear these logs, the system may ask if you want to save
them. Click “No.”

3. If the default User ID and Password are properly entered, but the DRVS
generates the message: “Login failed for user ‘DRVS User.’ Reason:
not associated with a trusted SQL Server connection,” then the user needs
to update the registry setting. The error message will appear in red on the
Login screen.

165

APPENDIX G. TROUBLESHOOTING
The system will also register the following critical error in the error log:

Event ID: STOREDPROCEDURE_EXECUTION_ERROR
Error Message: System.Data.SqlClient.SqlException: Login failed for user
‘DRVSUser.’ Reason: Not associated with a trusted SQL Server connection.
at
System.Data.SqlClient.ConnectionPool.GetConnection(Boolean&
isInTransaction)
at
System.Data.SqlClient.SqlConnectionPoolManager.GetPooledConnection
(SqlConnectionString options, Boolean& isInTransaction)
at System.Data.SqlClient.SqlConnection.Open()
at Microsoft.Practices.EnterpriseLibrary.Data.Database.OpenConnection()
at
Microsoft.Practices.EnterpriseLibrary.Data.Database.ExecuteReader
(DBCommandWrapper command)
at
WIAnLXControlLib.frmLogon.btnLogin_Click(Object
sender,
EventArgs e)
Error executing the stored procedure. Stored Procedure Name =
spGetApplicationUser

166

APPENDIX G. TROUBLESHOOTING
MSDE users must update the registry setting as follows:
Select Start, Run, and in the Open box in the Run window type “regedit.”
Click OK. This opens the Registry Editor. Drill down to the following
folder:
HKEY_LOCAL_MACHINE/SOFTWARE/Microsoft/MSSQLServer/
MSSQLServer
Double click on the LoginMode file. This opens the Edit DWORD Value
box. In the Value data box change the value from 1 to 2. Confirm that
Hexadecimal is selected in the Base box. Then click OK.

Reboot the PC and then reopen the DRVS. If the Login fails again, then the
user does not have the proper administrative rights to run the DRVS.

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APPENDIX G. TROUBLESHOOTING
SQL Server users must update the registry setting as follows:
Open SQL Server Enterprise Manager and drill down to the SQL Server
Group, then right click the server name entered in step 11 of the installation.
Choose Properties from the menu displayed. This will open the SQL
Server Properties (Configure) window for the selected server. Click on the
Security tab. Under Authentication, select SQL Server and Windows. Click
OK.

You may be asked to restart SQL Server Service. Click Yes. Reboot the PC
and then reopen the DRVS. If the Login fails again, then the user does not
have the proper administrative rights to run the DRVS.

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APPENDIX G. TROUBLESHOOTING
B. Importing Records
Common File Errors
As described in Chapter III, section B, each record in the state extract file for
WIA must have 203 fields corresponding to the WIA Record Layout
specified in Appendix B. Files that contain records with too many or too
few fields will cause a critical error during file processing. In such cases,
the DRVS log file will contain an error message similar to the following:
Event ID: STOREDPROCEDURE_EXECUTION_ERROR
Error Message: System.Data.SqlClient.SqlException: Bulk Insert:
Unexpected end-of-file (EOF) encountered in data file.
…
Cannot Load. Error in file or error executing the stored procedure.
Stored Procedure Name = spBCPFile
Records that contain improper values in date fields due to typographical or
other date format errors (e.g., 22040112, 2004112, or 011204) may cause a
critical error during file processing. In such cases, the DRVS log file will
contain an error message similar to the following:
Event ID: STOREDPROCEDURE_EXECUTION_ERROR
Error Message: System.Data.SqlClient.SqlException: The conversion
of char data type to smalldatetime data type resulted in an out-of-range
smalldatetime value.
…
Cannot Load. Error in file or error executing the stored procedure.
Stored Procedure Name = spBCPFile
In each case listed above, the data error must be corrected in the file before
the file will be accepted by the software.

169

File Type	application/pdf
File Title	Microsoft Word - DRVSWIAUsersGuideForDawn.doc
Author	YXu
File Modified	2006-11-13
File Created	2006-11-13