NFJP Grantees, State, Local or Tribal Governments

Employment and Training Data Validation Requirement

NFJP_Validation_Handbook

NFJP Grantees, State, Local or Tribal Governments

OMB: 1205-0448

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NFJP
Data Validation
Handbook
for

NFJPDV Software
Release 2.0
April 2007

(REV--6/7/02)

Table of Contents
Chapter

Page

OVERVIEW....................................................................................................................2

II.

VALIDATION PROCEDURES ...................................................................................12

III.

RECORD LAYOUT .....................................................................................................43

APPENDIX A: PERFORMANCE MEASURE SPECIFICATIONS .....................................A.1
APPENDIX B: DEV SAMPLING AND ERROR RATE ESTIMATION .............................B.1
APPENDIX C: DEV INSTRUCTIONS..................................................................................C.1
APPENDIX D: NFJPDV SOFTWARE INSTALLATION ....................................................D.1
APPENDIX E: NFJPDV SOFTWARE REFERENCE GUIDE.............................................. E.1

(REV--6/7/02)

I. OVERVIEW
The National Farmworker Jobs Program (NFJP) program aims to strengthen the
ability of eligible farmworkers and their families to achieve economic selfsufficiency. This workforce investment program is run by grantees in 49 states and
Puerto Rico, and is overseen by the U.S. Department of Labor’s Employment and
Training Administration (ETA). Grantees submit WIASPR records to ETA on a
quarterly basis. The WIASPR records contain data on NFJP participant
characteristics and services, and are used by ETA to measure the extent to which
each grantee is meeting its performance goals.1
Participants who exit the NFJP program after receiving employment and training
services are included in four performance measures:
1. The entered employment measure is based on whether the exiter entered
employment.
2. The employment retention measure is based on employment status during
the second and third quarters after exit for exiters who entered
employment.
3. The average earnings measure is based on the earnings of exiters who
entered and were retained in employment after exit.
4. The six month earnings increase measure is based on the post-program
earnings as compared to pre-program earnings of exiters who entered and
were retained in employment six months after exit.

For each grant, the grantee is required to validate the records of participants
included in these measures in order to ensure that the data used to calculate the
NFJP performance measures are accurate. Grantees that administer multiple NFJP
grants must perform a separate data validation for each grant. According to TEGL
3-03, TEN 9-06, and recent ETA guidance, grantees are required to validate their
Program Year (PY) 2006 quarter 3 exiter records by June 15, 2007. Grantees
conduct data validation after these WIASPR records have been submitted to ETA
on May 15, 2007. However, as described in Chapter II, some validation
preparation tasks should be conducted prior to May 15.

Based on Preliminary Performance Report, PY06.
2

I. OVERVIEW
This NFJP data validation handbook describes the procedures that grantees should
follow during the validation process and provides instructions on using the
NFJPDV software that ETA provides to grantees to validate their WIASPR
submission.

I. OVERVIEW
A. WIASPR REPORTING GUIDELINES
The NFJP program year runs from July 1st through June 30th. For example, PY
2006 runs from July 1, 2006 to June 30, 2007. Each grantee is required to make
four quarterly submissions of WIASPR records to ETA according to the guidelines
shown in Tables I.1 and I.2 for PY 2006 and 2007 respectively. To calculate
performance measures, the WIASPR file must contain exiter records spanning a
six quarter period as shown in the tables. For the May 15 submission, the NFJPDV
software then selects the validation sample only from participant records with exit
dates in the four quarters corresponding to the prior program year. For example,
the PY 2006 quarter 3 file must contain records for all participants who exited
between July 1, 2005 and December 31, 2006, but the validation sample drawn
from that file is only of participants who exited between July 1, 2005 and June 30,
2006.
In the tables below, the WIASPR Due Date row specifies when the quarterly
WIASPR submission is due to ETA. The Exit Date Range for Performance row
lists the participant exit date ranges to be included in that WIASPR submission.
For example, to assemble the PY 2006 Q3 WIASPR due on May 15, 2007, the
grantee should assemble records for all participants who exited the NFJP program
between 7/1/2005 and 12/31/2006. The Exit Date Range for Validation row lists
the participant exit date range used by the software for the data validation sample.
As described above, these dates are a subset of the date range for performance.
Table I.1
Program Year 2006 – Report Periods2
WIASPR Due
Date

11/15/2006

2/15/2007

5/15/2007

8/15/2007

Exit Date Range
for Performance

1/1/2005 –
6/30/2006

4/1/2005 –
9/30/2006

7/1/2005 –
12/31/2006

10/1/2005 –
3/31/2007

Exit Date Range
for Validation

7/1/2005 –
6/30/2006

Shading indicates that data validation is not required in these report quarters.
4

I. OVERVIEW
Table I.2
Program Year 2007 – Report Periods3
WIASPR Due
Date

11/15/2007

2/15/2008

5/15/2008

8/15/2008

Exit Date Range
for Performance

1/1/2006 –
6/30/2007

4/1/2006 –
9/30/2007

7/1/2006 –
12/31/2007

10/1/2006 –
3/31/2008

Exit Date Range
for Validation

7/1/2006 –
6/30/2007

Shading indicates that data validation is not required in these report quarters.

I. OVERVIEW
B. OVERVIEW OF DATA VALIDATION
Data validation is designed to accomplish the following goals:
1. Detect and identify problems with a grantee’s WIASPR data to enable
the grantee to correct the problems.
2. Ensure that critical performance data used to direct incentives and
sanctions and to meet ETA’s Government Performance and Results Act
(GPRA) responsibilities are reasonably accurate by calculating an error
rate for each data element validated.
3. Provide tools that help grantees analyze the causes of their performance
successes and failures by displaying participant data organized by
performance outcomes.
4. Minimize the burden on grantees in conducting the validation by
providing standardized software that displays the individual participant
records by outcome and provides built in random samples, validation
worksheets, and automated validation reports.
5. Further minimize the burden on the grantees by selecting the smallest
possible validation samples necessary to compute valid error rates.

Data validation typically involves two distinct processes—report validation and
data element validation. Report validation assesses the accuracy of grantee reports
by comparing the values calculated by grantees to values calculated by the
NFJPDV software. Because ETA itself calculates performance measures for all
NFJP participants, report validation is unnecessary. However, grantee staff can
use the NFJPDV software to view and analyze the performance of individual
exiters. The software also calculates the grantee’s overall performance and
generates a performance measure report.

I. OVERVIEW
Data element validation confirms the accuracy of key data elements in the
WIASPR by examining a sample of participant records to assess whether the data
in the sampled records are correct. When a record is selected for validation, grantee
staff compare specified data elements in the WIASPR record to source
documentation for that participant.
Data element validation results in an estimate of the error rate for each data
element selected for validation. Data elements are selected for validation based on
three factors:
• Feasibility—ETA can validate data elements only where it is practical and
efficient to locate and examine supporting evidence within the grantee case
files. 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 practical to locate the participant to verify these characteristics.
• Risk—The process for data validation is based partly on the risk that the data
element can 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
has higher risk of inaccuracy than determination of employment from wage
records.
• Importance—Data elements are selected for validation based primarily on
their importance to the integrity of the individual participant records and
their significance for generating performance outcomes.
Error rates are computed by determining the percentage of the selected data
elements for which the values coded in the WIASPR are supported by evidence
in the case files or by other sources (such as wage records).

I. OVERVIEW
The validation process is designed to compute a reliable error rate using the
smallest possible sample to minimize the grantee’s burden in performing the
validation. To accomplish this objective, participant records are over-sampled if
they are determined to be important for calculating performance outcomes. The
software weights the results of the validation to correct for over- and undersampling so that the final results represent the overall error rate of each data
element in the grantee’s WIASPR.

I. OVERVIEW
C. HANDBOOK OVERVIEW
The following chapters and appendices guide grantees through the process of
validating data from their WIASPR submission using the NFJPDV software.
• Chapter II—Validation Procedures
Chapter II provides a step-by-step description of how to conduct data
validation using the NFJPDV software. This chapter describes how to build
and import a validation extract file, validate the sample that is selected by
the software, and generate performance measure and summary and
analytical reports.
• Chapter III—Record Layout
Chapter III provides the record layout specification for creating the NFJP
validation extract file.
• Appendix A—Performance Measure Specifications
Appendix A provides detailed performance measure specifications used by
ETA and by the NFJPDV software to generate the NFJP performance
measures.
• Appendix B—DEV Sampling and Error Rate Estimation
Appendix B provides the specifications for sampling and error rate
estimation that are used by the NFJPDV software to select the data element
validation sample, and to calculate error rates on the summary and analytical
report.
• Appendix C—DEV Instructions
Appendix C provides the instructions used by the validator to validate each
data element on the data element validation worksheet.

I. OVERVIEW
• Appendix D—NFJPDV Software Installation
Appendix D provides a step-by-step description of how to install the
NFJPDV software on a PC.
• Appendix E—NFJPDV Software Reference Guide
Appendix E provides a condensed list of all the menus and functions of the
NFJPDV software for quick reference.

D. PREPARING FOR VALIDATION
As indicated, Chapter II of this handbook describes each task that grantees should
follow to complete validation. Responsibility for completing these tasks will be
divided among various staff.
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 may also be
responsible for importing the file into the NFJPDV software.
Validators conduct the validation once the extract file has been imported into the
software. Validators should also work closely with programming staff to
determine which grantee data elements best meet the requirements specified in the
record layout.

I. OVERVIEW
Table I.3 summarizes the preparation tasks that grantees should complete before
embarking on the validation effort, and the staff who will likely be responsible for
completing each task. All of these tasks can begin immediately, so that the grantee
can maximize the time available to validate its sample of WIASPR records.
Table I.3
Preparing for Data Validation
Preparation Activity

Responsible Staff

Handbook Reference

Assemble validation team.

Managers

Chapter I

Review handbook.

Validators, programmers

All chapters and appendices

Install NFJPDV software.

Programmers

Appendix D

Develop a data validation
schedule and make staff
assignments.

Managers, validators,
programmers

Chapters I & II

Build and test validation
extract file of all NFJP PY
2006 Quarter 3 exiters. The
final file should be generated
as soon as possible after the
WIASPR submission on May
15, 2007, to maximize the
time available to conduct data
validation.

Programmers, validators

Chapter II—Sections A and B,
Chapter III

Review data validation
instructions and update
grantee version of sources
column.

Validators, programmers

Appendix C

After reviewing this handbook, grantees should contact Mathematica Policy
Research, Inc. by emailing [email protected] with any questions
on validating their WIASPR submission.

II. VALIDATION PROCEDURES
This chapter provides a step-by-step description of how to conduct data validation.
Following are brief summaries of each section of the chapter.
A. Accessing the NFJPDV Software
Section A describes how to access the NFJPDV software and how to identify the
reporting period to be validated. This section also describes how the user can
change the reporting options after the initial sign in.

B. Creating and Importing a Validation Extract File
Section B describes how to build and import a program year file of NFJP exiters.
This section also describes how to access and review duplicate detection and error
reports of records rejected by the validation software during the import process.

C. Report Validation
Section C describes how to review the performance measure report generated by
the software, and how to access and analyze records by performance outcome
groups.

D. Data Element Validation
Section D describes how to conduct data element validation for a sample of exiter
records, using the worksheets generated by the software. This section also
describes how to access the summary and analytical report and submit results to
ETA. Section D concludes with a summary table and flowchart of the DEV steps.

II. VALIDATION PROCEDURES
A. Accessing the Validation Software
Task 1—Install the Application
Users should refer to Appendix D for detailed instructions on installing the
NFJPDV software.

Task 2—Open the Validation Software
Go to the Start menu, click on Programs, and then scroll to find NFJP Data
Validation. Click on NFJP Data Validation to open the software.

Task 3—Create a New Database or Open an Existing Database
To create a new database, go to File and click on New. Then use the Create
Database window to find the appropriate location to save the database. Type a
name for the database in the file name cell. This functionality should be used
whenever grantees are validating a new report or calculating performance for a
new report.
To open an existing database, go to File and click on Open. Use the Open window
to find the appropriate database. Click on the database name and then click on
Open.

Task 4—Sign In Screen
On the Sign In screen, the user can either choose to validate records for an entire
program year or for one of the four quarters within that program year.
Enter the program year to be validated in the cell labeled Program Year. Select the
submission month from the drop down menu. Move the cursor to any other cell
and the validation period start and end date range will automatically fill based on

II. VALIDATION PROCEDURES
the program year and submission due date entered. The start and end date range is
the period during which participants must have exited the NFJP program to be
included in the WIASPR for the program year data validation and annual
performance measure calculations. As specified in Tables I.1 and I.2, the PY 2006
validation extract file must contain records for all participants who exited between
July 1, 2005 and December 31, 2006. The PY 2007 file must contain records for
all participants who exited between July 1, 2006 and December 31, 2007.
Alternatively, users can manually enter a date range or use the calendar buttons to
select a date range, as long as it is within the range of exit dates in the validation
file. This function allows users to review their data and performance for the period
selected. The Sign In screen for the May 15, 2007 submission is shown below.

Click on the “Sign In” button after specifying the PY or date range to be validated.

II. VALIDATION PROCEDURES
Task 5—Change Reporting Options
To change the reporting parameters after signing in to the software, open the
Change Reporting Options menu and select Change Reporting Options. This
function enables the grantee to produce performance reports based on selected
subgroup options.
In the Change Reporting Options screen, the user can select and change several
options: the program year, submission due date, record inclusion start and end
dates, grantee number, office name, WIB name, and case manager’s name.
While date ranges are auto filled based on the program year selected, users may
overwrite these date ranges to analyze performance for specific time periods. If
the user decides to change the program year after importing the data, the
performance measure report and the performance outcome groups will not
accurately reflect the new selection. For the software to calculate an accurate
report, the user must re-import data for the selected time period after changing the
program year.
The WIB, office, and case manager drop down menus include the unduplicated
values in each of these fields in the import file. After the user selects filters from
the drop down menus and clicks on Save, the source table, performance outcome
group table, and performance measure report will all be reconfigured to reflect the
data and results for the selected subgroup. The subgroup parameters appear in the
footer of the performance measure report to distinguish it from the grantee level
report. Users should note that changing these filters does not change the sample of
exiters selected for validation.

II. VALIDATION PROCEDURES
After selecting filters to create the desired report, click on Save to save the options.

II. VALIDATION PROCEDURES
B. Create and Import a Validation Extract File
Grantees should consolidate the four WIASPR submissions for the program year
being validated, and import the file into the NFJPDV software.
Task 1—Create a File Based on the Record Layout
To view the record layout see Chapter III of this handbook, or open the Import
Data menu and select Source Table Record Layout. The record layout is in the
WIASPR format with the addition of five fields. The additional fields are
observation number (field #1), WIB name (field #96), office name (field #97), case
manager (field #98), and user field (field #99).
The validation extract file must be in ASCII comma-delimited format. The
software will also accept comma separated (csv) files. Fields must be in the order
and format listed on the record layout. Mandatory fields are specified in the record
layout. Blanks are acceptable in optional fields. However, blank or null values are
not valid for mandatory fields and will result in the record being rejected.
Quotation marks around data elements cause the software to reject the file.
Grantees must create their extract file for validation after submitting their May
WIASPR file to ETA. The file will contain unduplicated exiter records spanning a
six quarter period, using the most recent record for each participant. The date
ranges for the exiters to be included in the extract file are given in tables I.A and
I.B on pages 3 and 4.
One way that grantees can create the extract file is to aggregate all of their
WIASPR submissions for the six quarter period included in the file. Before
aggregating the files, grantees should mark each record to indicate which WIASPR
submission it came from (e.g., 1st through 6th). Grantees can then unduplicate the
aggregated file by retaining only the last record submitted for exiters with multiple
records. The file can be completed by adding observation numbers to the
unduplicated records, and then extracting from the grantee data base the WIB
name, office name, case manager, and any user field applicable to each record.

II. VALIDATION PROCEDURES
The original marker for submission quarter may be retained in the user field if
grantees choose to do so.
Alternatively, grantees may develop an extract routine to pull the most recent data
for each exiter directly from the grantee’s data base, in the format specified in the
record layout. Grantees using this approach should ensure that they run the extract
routine as close as possible to their last quarterly submission, to minimize any
differences between the data in the WIASPR submission and in the validation
extract file.
Data Issues
Field #99 is an optional user-defined field which appears on the validation
worksheet; this field can be filled with any additional data element that the grantee
wishes to have available on the DEV worksheet. For example, grantees can
include the participant name or other identifying information that should appear on
the validation worksheet to help locate case folders for sampled participants. If
this field is populated, the data should not include any punctuation, which may
cause file import problems.
The exit date field (field #70) can represent either the date the participant exited
the NFJP program, or the date the participant exited the WIA program if the
participant was co-enrolled in a partner program. However, for co-enrolled
participants grantees should be sure to use the exit date that was used to obtain
post-exit wages.

II. VALIDATION PROCEDURES
Task 2—Import Extract Data
Once the data are formatted according to the record layout, open the Import Data
menu and select Import from Extract File. Select the file to be imported using
the Select File box. Click Open to import the extract file. A message box will
appear notifying the user that the import process will reload the master validation
table. Click Yes to continue or No to abort.
Once this is done, the Import File box will display counters for the number of
records in the import file, the number of records imported successfully, and the
number of records with errors (rejects, warnings, or duplicates). The software will
also display the import error report. The duplicate report, however, must be
accessed separately through the Duplicate Report item on the Import Data menu.
The Import File box includes a cancel button that can be used to stop the loading
process. It may take several minutes to import the data, depending on the size of
the file. Click Exit when a message appears that the import is complete.

II. VALIDATION PROCEDURES
To view the imported file open the Import Data menu and select View Source
Table. This is a read only screen. However, the columns in the source table are
sortable to facilitate review of the imported records. Users can sort on any column
in the source table by double clicking in the header row for the particular column.
The records can be sorted in either ascending or descending order by double
clicking a second time in the header row for the column.
The total number of records in the source table is provided on the lower left corner
of the screen. If the cursor is placed on a particular row of a column, the software
will show that row number in red at the bottom of the screen. This feature enables
the user to easily count the number of records with a particular characteristic in the
source table. For example, on the following source table the cursor is on row 7 as
shown on the lower right.

II. VALIDATION PROCEDURES
Task 3 – Review Error Report
During file import, the NFJPDV software reads each record to ensure that all fields
are valid based on the record layout and the WIASPR edit check logic specified in
Chapter III. For example, any records with missing data in mandatory fields—
such as Observation Number or Date of Birth—are rejected. Duplicate records or
records with invalid values are also rejected. The software will also generate an
error if the number of columns in the extract file does not match the number of
columns specified in the record layout, if text values are placed in a number field,
or if dates are not in the proper format.
When the NFJPDV software has completed the file import process, it displays an
error report listing the rejected records and records with warning errors. The error
report is also automatically saved to the NFJP folder
(C:\Program
Files\NFJP\Logs) and is titled import_date_time.log.
The error report indicates which observation has an error and the corresponding
error message. Grantees should use the error report in conjunction with the
Chapter III record layout and edit check document to determine why records have
been rejected or identified as having warning errors.
After reviewing any error reports generated by the software, staff should determine
if the validation file must be regenerated or reformatted and reloaded. If a very
small number of records are rejected, it may not be necessary to re-import the file
before beginning validation.

II. VALIDATION PROCEDURES
Task 4—View Duplicates
This task allows the user to view the duplicate records identified by the software.
No data entry is required, this function is for analytical purposes only.
Click on the Import Data menu and select View Duplicates.
This opens a report that displays duplicate records, including their observation
numbers, SSNs, and exit dates. All records that have the same SSN and exit date
are considered to be duplicates and are rejected by the software. If duplicates
exist, the user must decide if it is necessary to fix the extract file. If so, it must be
determined which observations to include in the extract and the file must be
corrected and re-imported before beginning validation.

II. VALIDATION PROCEDURES
C. Report Validation
Because ETA calculates performance measures for all NFJP exiters, report
validation is unnecessary. However, grantee staff can use the NFJPDV software to
view and analyze the performance of individual exiters. The software also
calculates the grantee’s performance and generates a performance measure report.

Task 1—View Performance Outcome Groups
The NFJPDV software assigns each participant record to a performance outcome
group following the specifications in Appendix A of this handbook. Organizing
the records into outcome groups serves two purposes. First, it provides the
numerical counts used to calculate the performance measures. Second, it serves as
a tool for analyzing performance outcomes and factors that may influence
performance. Appendix A describes in detail how the software assigns each exiter
who received employment and training services to one of 16 performance outcome
groups for the entered employment, employment retention, average earnings, and
optional six month earnings increase measures.
Click on the Report Validation menu. Then click on View Performance
Outcome Groups. This opens a window that displays the 16 performance
outcome groups and the total number of records that have been assigned to each
group. A section of the performance outcome group summary screen is shown
below. Exhibit A.1 in Appendix A displays the full performance outcome group
table. No data entry is required; this function is for analytical purposes only.

II. VALIDATION PROCEDURES

Double click on the arrow in the far left column of each performance outcome
group to view the detailed records in that group.

II. VALIDATION PROCEDURES
Task 2—View Detailed Records
By double clicking the arrow in the far left corner of a performance outcome
group, the user can view the detailed records assigned to that group.

Sort Detailed Records
Users can sort on any column in the performance outcome group display by double
clicking in the header row for the particular column. The records can be sorted in
either ascending or descending order by double clicking a second time in the
header for the column.

Widen Columns
To increase the width of any column, go to the intersection of the relevant column
heading, click the mouse button, and drag to the desired width.

II. VALIDATION PROCEDURES
Task 3—View Performance Measure Report
This function displays a report that calculates the values for the four NFJP
performance measures, based on the specifications in Appendix A of this
handbook.
To view the performance measure report, click on the Report Validation menu
and select View Performance Measure Calculations. No data entry is required;
this is a read-only function.
Click on the printer icon to print the report using a live printer. To produce the
report in Adobe Acrobat (PDF) format, click on the export report button to the
right of the printer icon and follow the prompts.

If users have selected a WIB, office and/or case manager filter on the Change
Reporting Options screen, the performance measure report will be generated for
that subgroup. The footer of the report will display the selected subgroup.

II. VALIDATION PROCEDURES
D. Data Element Validation
Task 1—Access Sampled Records
The first tasks in DEV are to identify the records that must be validated and to
assemble the validation worksheets and source documentation corresponding to
those records.
The software selects a sample of the NFJP exiter records that have been imported
into the software, and displays the data to be validated for each sampled record on
a worksheet. To minimize the validation effort, grantees validate only the subset
of data elements in each sampled record that are most important for calculating
grantee performance. Appendix B of this handbook provides the validation
sampling specifications.
Click on the Data Validation menu and select Edit Worksheets. This will open
the data validation worksheet summary of sampled records. The summary screen
is read only. Identifying information on this summary list (and on the individual
worksheet for each sampled record) helps grantee staff locate the source
documents for each of the selected records. The summary rows for sampled
records that have been completely validated will be shaded in green.

II. VALIDATION PROCEDURES

Summary Worksheet

To access, update, and print individual sampled records, double click anywhere on
the row of the applicable record on the worksheet summary. This will open a
validation worksheet for the selected record.

II. VALIDATION PROCEDURES
Users can also search for worksheets that contain specific data by clicking the right
mouse button in the field in which they wish to search. A Find window will open.
In the Find What box, enter the value that the NFJPDV software should search for
in the sampled records. If the value needs to match exactly, check the Exact Match
box. Then click the Find Next button. The row number of the record that contains
the value in the Find What box will be displayed in blue.
Find Window

The online worksheet is on three tabs, one for validation fields 1-10, one for
validation fields 11-18 and one for comments. Identifying information at the top
of the worksheet helps validation staff locate the case file for the selected record.
The validation worksheet lists all of the data elements to be validated with their
corresponding field number from the Chapter III record layout. Validation is
required for each data element where check boxes are present and unshaded on the
worksheet. Grantees do not need to validate data elements for which check boxes
are shaded.

II. VALIDATION PROCEDURES
Sample Online Data Validation Worksheet

The validation worksheets can be completed online on a desktop or laptop
computer, or they can be printed and completed by hand. The NFJPDV software
may also be loaded onto the grantee’s central server, allowing multiple validators
to complete the worksheets on workstations or computers connected to the server.
If validators use paper worksheets, the findings must later be data-entered in the
online worksheet.
Task 4 of this section provides detailed instructions for completing the online
worksheet. “Not Completed” is displayed in red in the upper right corner of the
online worksheet until the validator has completed every data element on the
worksheet that requires validation and the results have been saved. At that point,
the message will indicate “Completed”. If the user selects Missing Record, Unable

II. VALIDATION PROCEDURES
to Locate, or Invalid Record, no further validation is required and the message will
indicate “Completed.” See Task 4 in this section for more information.

Task 2—Print Worksheets
When using printed worksheets, the validator must assemble the worksheets for the
sampled records. To print all of the worksheets in batch mode, click on the Data
Validation menu and then click on Print Worksheets. All worksheets for the
sampled records are formatted for printing. Click the printer icon at the top left of
the screen to begin printing. The sampled records will print sorted by WIB.

Sample Printed Worksheet

II. VALIDATION PROCEDURES
Task 3—Print Sampled Cases Report
To simplify the task of identifying which offices must be visited for NFJP
validation, the software produces a Sampled Cases Report that lists the number of
records in the sample by Office name and WIB name.
To obtain the Sampled Cases Report, click on the Data Validation menu and then
click on Sampled Cases Report. This report shows the distribution of the sample
by location. No data entry is required, this report is for analytical purposes only.

Count of Sampled Records by Office and WIB

II. VALIDATION PROCEDURES
Task 4—Assemble Supporting Documentation and Complete Worksheets
Grantee staff must obtain the source documentation for each sampled record in
order to complete the validation worksheets. If some of the information is not
available at the grantee level, the validator must travel to the physical location
where the case files are stored to access the relevant source documentation for each
sampled record. (If the grantee wishes to follow a different procedure, it must
obtain approval from its project officer.) The validator reviews the local office’s
sampled case files for each data element present on the worksheet, using the
validation instructions and criteria in Appendix C. Some elements (such as wage
records) may be validated against central computer files. Instructions for
validating elements against central computer files are also included in Appendix C.
Some of the data elements may be blank on the worksheet due to two factors. First,
not every data element applies to each participant. For example, if the participant
has not entered training, the data element for Date of First Training Service will be
blank on the worksheet for that participant. Similarly, if the individual was an
employment and training exiter, the data element for Other Reason for Exit will be
blank on the worksheet.
Second, negative values are generally not validated and therefore not included on
the worksheets. For example, if the individual was not employed at participation
(i.e., has a value of 2 or 3), the data element will be blank on the worksheet.
Blank data elements do not need to be validated unless the instructions specifically
direct the validator to do so. The validator should carefully read the Appendix C
instructions for each data element because they indicate when blank data elements
must be validated. For example, earnings fields are validated whether or not they
are blank.
Appendix C provides separate instructions for each data element; the instructions
are presented in the same order in which the data elements appear on the
worksheet. The data element reference numbers on the worksheet correspond to
the data element reference numbers in the record layout and validation instructions.
Each instruction specifies the recommended sources for validating the data

II. VALIDATION PROCEDURES
element. If the validator locates an equivalent source document that is not
specified in the instructions, the validator should record the new source in the state
version of sources column in the validation instructions.
After reviewing the source documentation and following the validation
instructions, the validator records the result in the appropriate checkbox for each
element. The two possible validation outcomes for each data element are:
1. Check Pass if the element was supported by/matched the source
documentation
2. Check Fail if the source documentation showed that the data element was
incorrect or if no source documentation was available
The validation worksheets can be completed online by one or more validators
accessing the same database (see Task 8 of Appendix D for more information on
setting this up). If validators complete paper worksheets, the results must later be
data-entered into the corresponding online worksheet.
If the source file for a particular record is missing from the local office where it is
supposed to be kept, the validator should check the missing record box on the
validation worksheet. If the data validation staff is not able to determine where the
case file for a particular record is kept, the validator should check the unable to
locate box. No further validation is required for these individuals.
The worksheet also includes a comments section. Any comments related to the
validation of a particular record can be entered in the comments text box on the
third tab of the online worksheet. These comments will appear on the printed
version of the worksheet. Comments can include the reason a data element failed
validation, definitional problems encountered by the validator, the validator’s name
if the grantee chooses to record it, or other relevant information.
After completing the Pass or Fail checkbox for each data element to be validated in
a sampled record and entering any relevant comments, the validator should click

II. VALIDATION PROCEDURES
on the Save and Close button on the online worksheet (as shown in Task 1 of this
section).
Validators should follow this same series of tasks for each record in the sample.

Task 5—Data Validation Summary/Analytical Report
The NFJPDV software generates a summary and analytical report after all the
validation worksheets have been completed. This report shows the number of
errors and the error rates for each data element validated.
Two types of error rates—Overall Error Rate and Reported Data Error Rate—are
calculated using the information entered on the worksheets by the validators. For
each element, the Overall Error Rate is the number of records in which that data
element is in error divided by the total number of records sampled, weighted to
account for the over- and under-sampling of particular types of records. As values
may not be present for every data element in each record sampled, the Reported
Data Error Rate includes in the denominator only those records for which the
particular data element was validated. See Appendix B for more information about
the two types of error rates.
To access the Summary/Analytical Report, click on the Data Validation menu and
select Summary/Analytical Report. No data entry is required; this screen is for
analytical purposes only. To print the report, click on the printer icon on the tool
bar at the top of the screen.

II. VALIDATION PROCEDURES

Grantees may include comments on the summary and analytical report to describe
issues encountered during the validation. To enter comments, click on the Data
Validation menu and select Summary/Analytical Comments. In the text box,
enter any comments applicable to the data validation effort, up to 250 words.
Click the Update button to transfer the comments to the summary and analytical
report. Click Cancel to return to previously entered comments.

II. VALIDATION PROCEDURES

Grantees should determine whether their error rates are acceptable or unacceptable
for each data element. Federal quality standards for determining unacceptable
error rates will be developed after sufficient data have been collected on the
validation results.

Task 6 – Submit Validation Results to ETA
After all validation worksheets have been completed, grantees must submit their
Summary and Analytical Report to ETA via the e-submit functionality of the
validation software. Data validation files, including the completed worksheets,
summary and analytical reports, and copies of supporting documentation, should
be retained on-site for three years for monitoring purposes.
To submit the report, click on the Data Validation menu and select Upload
Summary/Analytical. After a minute or two, the software will open a web
browser. Enter the validation password provided by Traci DiMartini at ETA
([email protected]) and click on the Login button. The ETA-provided
password must be the NFJP validation password, not the WIASPR submission
password.

II. VALIDATION PROCEDURES
Enter your name, e-mail address, and telephone number in the appropriate cells.
Then click on Browse. Use the Choose File window to find the XML file created
by the software. The location and name of the file are listed in the white cell on
the top of the web browser. Click on the Open button. Then click the Submit
button in the web browser.
Path and file name of XML file4

The path name and program will indicate NFJP rather than TAA as shown above.

II. VALIDATION PROCEDURES
It may take up to a minute for the XML to upload. Once the file has been
successfully transmitted, the DRVS Confirmation of Submission screen will
appear.5 Users can choose to print a copy of the confirmation, have a copy emailed to them, or log out.

After closing the e-submission window, the DRVS will display the message
“Export has completed.”
5

The file path and program will indicate NFJP rather than TAA as shown above.

II. VALIDATION PROCEDURES
Table II.1 and Figure II.1 summarize the NFJP data element validation process.
Table II.1: Overview of Data Validation

Task

Task Description

The validator assembles validation worksheets for the sampled WIASPR records
and retrieves the case files corresponding to those records.

After obtaining the case file for a sampled case, the validator uses the validation
worksheet to locate the first relevant data element that must be validated. Fields for
data that are not relevant to a particular record may be blank. For elements where
data are present or where the absence of data requires validation, the validator uses
the reference number to locate the validation instruction for that data element in
Appendix C. Each data element listed in Appendix C gives instructions and
acceptable source documentation for validating that element only. An edited
definition of the data element is also included in the instructions.

The validator obtains one or more of the source documents listed as an acceptable
source to validate the element.

Following the instructions in Appendix C, the validator determines whether the
data element meets the validation criteria based on the information in the source
document(s). If the data element is supported by/matches the source document(s),
the validator enters a checkmark in the Pass box on the worksheet.

If the source document(s) does not support/match the data element or no source
document(s) for the data element is in the case file, the validator enters a
checkmark in the Fail box on the worksheet, indicating an error. If the source file
for a particular record is missing from the local office where it is supposed to be
kept, the validator should check the missing record box on the validation
worksheet. If the data validation staff is not able to determine where the case file
for a particular record is kept, the validator should check the unable to locate box.
No further validation is required for these individuals.

II. VALIDATION PROCEDURES
6

The validator proceeds through each data element for each sampled record in the
same manner. The “Comments” section of the worksheet can be used to record
notes or to document issues that may be helpful in future validations.

After each data element has been validated for every sampled record, the validator
reviews the Summary and Analytical Report generated by the software. The
validator then e-submits the report to ETA.

DV W orksheet is
printed or displayed
on a laptop

Date of Exit

Total Preprogram Earnings During
12-Month Eligibility Period

Ref. #

Farmworker Status

Data Elem ent

20050211

9073

Reported
Value

Pass

Appendix C
List of Source
Docum ents

Fail

SUPPORTED

Enter a checkm ark
in the Pass box

E n t e r a c h e c k m a rk in t h e F a il b o x o n t h e
worksheet if the data elem ent in the validation
file is not supported by/does not m atch the
inform ation in the source docum ent(s), or if
there is no source docum entation in the case
file.

E n te r a c h e c k m a rk in th e P a s s b o x o n th e
worksheet if the data elem ent in the validation
file is supported by/m atches
the inform ation in
3
the source docum ent(s).

Instructions:

APPENDIX C
EXAMPLE

FIGURE II.I Flowchart of Data Validation Tasks

Subm it Sum m ary
and Analytical Report
to ETA

After com pleting all
validation worksheets,
review Sum m ary
and Analytical Report.
Enter com m ents if
applicable

W as data
elem ent
supported?

Determine if the data
element passes all
Determine
characteristic
validationif rules
using:
passes all validation rules
using:
1) W orksheet
2) Data Validation
1) W Instructions
orksheet
2)3)Data
ListElement
of Source
Validation
Instructions
Documents
3)4)Documents
Source Documents

Enter a checkm ark
in the Fail box

NOT
SUPPORTED

II. VALIDATION PROCEDURES

III. RECORD LAYOUT
Attached is the record layout that should be used to create the extract file of NFJP
exiters as specified in Section B of Chapter II of this handbook. The file must be
in ASCII comma-delimited format or comma separated (.csv) format. Fields must
be in the specified order and in the format listed on the record layout. Quotation
marks around data elements cause the software to reject the file.
The record layout provides the following information:
•
•
•
•
•

Field number and type in NFJPDV validation file
New WIASPR field number and data element name
Old NFJPDV field number and type
Old data element name
Valid values – the record will be rejected if the data element does not meet the
valid value criteria
• Edit check logic – the record will be rejected or will receive a warning error if
the data element does not meet the edit check logic criteria
• Error message – the text displayed on the import error report when the data
element fails to meet the edit check logic
• Error type – whether failure to meet the edit check logic results in a warning or
reject error

1. ETA-Assigned
Grantee Code

2a. Field Office
Identifier (FIPS
Code of State)

2b. Field Office
Identifier (FIPS
Code of County)

3. Participant
Identification
Number

4. Date of
Participation

5. Date of Birth

2
Numeric

3
Numeric

4
Numeric

5
Alphanu
meric

6
Date

7
Date

6. Gender

OBS

1
Numeric

8
Numeric

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Gender

Date of Birth

Date of
Enrollment

ETA-Assigned
Section 167
Grantee Code
Field Office
Identifier (FIPS
Code of the
State)
Field Office
Identifier (FIPS
Code of County)
Participant
Identification
Number

OBS

Old Data Item and
Description

Blank or 0 = did not
self-identify

2 = Female

1 = Male

YYYYMMDD

000000000

000

0000

Sequential number

Valid Values

(A) In combination with
date of enrollment, must
imply an age of 14 to
85.

Edit Check Logic

(A) The participant is younger than 14
or older than 85.

(A) Participant Identification Number is
missing or invalid

(A) FIPS code of county is missing or
invalid

(A) FIPS code of state is missing or
invalid

(A) ETA-Assigned
Grantee Code is missing, invalid, or
doesn’t correspond to the code for the
grantee submitting the data

(A) OBS number is missing or invalid

Error Message

(A) Warning

(A) Reject

Error Type

Note: Invalid value will automatically receive a Reject and will have a standardized error message. (For illustration purpose and simplicity of the
table only first 5 fields show the error message and error type for invalid values.)

WIA SECTION 167 MIGRANT AND SEASONAL FARMWORKER
WORKFORCE INVESTMENT ACT STANDARDIZED PARTICIPANT RECORD (WIASPR)

7a. American Indian
or Alaskan Native

7b. Asian

7c. Black or African
American

7d. Hawaiian Native
or Other Pacific
Islander

7e White

8. Ethnicity

9. Qualifies for
Sec. 167
Program as a:

10
Numeric

11
Numeric

12
Numeric

13
Numeric

14
Numeric

15
Numeric

7. Race

WIASPR Item and
Description

9
Numeric

Field
Number
& Type

Old Field
Number
& Type

Qualifies for Sec.
167 Program as
a:

Ethnicity

White

Hawaiian Native
or Other Pacific
Islander

Black or African
American

Asian

American Indian
or Alaskan
Native

Old Data Item and
Description

2 = Dependent or
Spouse of a
Farmworker

1 = Farmworker

Blank or 0 = did not
self-identify

2 = No

1 = Yes

Blank or 0 = did not
self-identify

1 = Yes

Blank or 0 = did not
self-identify

1 = Yes

Blank or 0 = did not
self-identify

1 = Yes

Blank or 0 = did not
self-identify

1 = Yes

Blank or 0 = did not
self-identify

1 = Yes

Valid Values

Edit Check Logic

Error Message

Error Type

10a. Enter FIPS
Code of State of
the Primary
Domicile

10b. Enter FIPS
Code of County
of the Primary
Domicile

11. Farmworker
Status

16
Numeric

17
Numeric

18
Numeric

12a – Temporary
Assistance to Needy
Families (TANF)

12b – Other Public
Assistance

12c - Food
Stamps (Food
Stamp Act of
1977)

13a. Number of
Dependents in the
family Under Age 18

19
Numeric

20
Numeric

21
Numeric

22
Numeric

12. Public
Assistance
Recipient

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Food Stamps
(Food Stamp Act
of 1977)
Number of
Dependents in
the Family under
Age 18

Other Cash
Assistance

Temporary
Assistance to
Needy Families
(TANF)

Farmworker
Status

Enter FIPS Code
of County of the
Primary Domicile

Enter FIPS Code
of State of the
Primary Domicile

Old Data Item and
Description

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = Seasonal
Farmworker

1 = Migrant
Farmworker

999 = Canada

888 = Mexico

777 = All Other
Countries

000

99 = Canada

88 = Mexico

77 = All other
countries

Valid Values

(A) Must be 777, 888,
or 999 if field 16 is 77,
88, or 99.

Edit Check Logic

(A) FIPS Code of County of the
Primary Domicile must be 777, 888, or
999 if FIPS Code of State of the Primary
Domicile is 77, 88, or 99.

Error Message

(A) Warning

Error Type

WIASPR Item and
Description

13b. Number of
Individuals in
Family

Field
Number
& Type

23
Numeric

Old Field
Number
& Type

Number of
Individuals in the
Family

Old Data Item and
Description
00

Valid Values

Edit Check Logic

Error Message

Error Type

WIASPR Item and
Description

14. Highest
School Grade
Completed

Field
Number
& Type

24
Numeric

Old Field
Number
& Type

Highest School
Grade
Participant
Completed

Old Data Item and
Description

91 = individual
attained an associates
diploma or degree
(AS/AA).

90 = individual
attained another postsecondary degree or
certification.

88 = individual
completed the 12th
grade and attained a
GED or equivalent.

87 = individual
completed the 12th
grade and attained a
high school diploma.

17 = Education
beyond the Bachelor's
degree

16 = Bachelor's degree
or equivalent

13 - 15 = Number of
college, or full-time
technical or vocational
school years
completed

01 - 12 = Number of
elementary/secondary
school grades
completed

00 = No school grades
completed

Valid Values

Edit Check Logic

Error Message

Error Type

WIASPR Item and
Description

15. Student
Status at Time of
Participation

16. Employment
Status at
Participation

17. Six Month PreProgram Earnings

18. Total Preprogram
Earnings During
the 12-month
Eligibility
Determination
Period.

19. Unemployment Insurance
Status

Field
Number
& Type

25
Numeric

26
Numeric

27
Numeric

28
Numeric

29
Numeric

Old Field
Number
& Type

Unemployment
Insurance Status

Total
Preprogram
Earnings During
the 12-Month
Eligibility
Determination
Period

Labor Force
Status at Entry

Student Status at
Time of
Registration

Old Data Item and
Description

3 = Neither Claimant
nor Exhaustee

2 = Exhaustee

1 = Claimant

00000

3 = Not Employed

2 = Employed, but
Received Notice of
Termination of
Employment or
Military Separation

1 = Employed

5 = Not attending
school; H.S. graduate

4 = Not attending
school or H.S.
Dropout

3 = In-school, PostH.S.

2 = In-school,
Alternative School

1 = In-school, H.S. or
less

Valid Values

(A) Can only be 0 if
field 15 is 2.

Edit Check Logic

(A) Total Preprogram
Earnings During
the 12-month Eligibility Determination
Period can only be 0 if individual is a
dependent or spouse of a farmworker.

Error Message

(A) Warning

Error Type

20. Veteran
Status

30
Numeric

21a. Limited
English
Language
Proficiency

21b. Offender/
Criminal Justice
Barrier

21c. Homeless

21d. Lacks
Significant
Work History

21e. Long-term
Agricultural
Employment

21f. Lacks
Transportation

21g. Single Parent
with
Dependents
Under Age 18

31
Numeric

32
Numeric

33
Numeric

34
Numeric

35
Numeric

36
Numeric

37
Numeric

21. Additional
Barriers to
Employment

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Single Parent
with Dependents
Under Age 18

Lacks
Transportation

Lacks Significant
Work History
Long-term
Agricultural
Employment

Homeless

Offender/Crimina
l Justice Barrier

Limited English
Language
Proficiency

Veteran Status

Old Data Item and
Description

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

4 = No

3 = Yes, Other
Eligible Person

2 = Yes, Eligible
Veteran

1 = Yes, <= 180 days

Valid Values

Edit Check Logic

Error Message

Error Type

22. Basic Literacy
Skills Deficient

Date

26. Actual Total
Hours

25. Date of First
Training Service

24. Date of First
Intensive Service

23. Date of
Eligibility
Determination

21h. Individual
with a Disability

38
Numeric

Numeric

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Date of First
Training Service

Date of First
Intensive Service

Basic Literacy
Skills Deficient

Individual with a
disability

Old Data Item and
Description

Blank = did not
receive training
services

YYYYMMDD

Blank = did not
receive intensive
services

YYYYMMDD

Blank = did not
receive core services

YYYYMMDD

9 = Not applicable/Not
reported

2 = No

1 = Yes

Blank or 0 = did not
disclose disability
status

2 = No

1 = Yes

Valid Values

(B) Must be on or
earlier than the date in
field 70 (Date of Exit).

(A) Must be on or later
than the date in field 6
(Date of Participation).

(B) Must be on or
earlier than the date in
field 70 (Date of Exit).

(A) Must be on or later
than the date in field 6
(Date of Participation).

(A) Must be on or
before the date in field
6 (Date of
Participation).

Edit Check Logic

(B) Date of First Training Service is
after the Date of Exit.

(A) Date of First Training Service is
before the Date of Participation.

(B) Date of First Intensive Service is
after the Date of Exit.

(A) Date of First Intensive Service is
before the Date of Participation.

(A) Date of Eligibility Determination is
after the Date of Participation.

Error Message

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

WIASPR Item and
Description

26a. Basic Skills
Training funded by
167 grant.

26b. Occupational
Skills Training (NonOJT) funded by 167
grant.

26c. Integrated
Basic/Occupational
Skills Training
funded by 167 grant.

26d. On-the-job
Training (OJT)
funded by 167 grant

26e. Work
Experience
funded by 167 grant

Field
Number
& Type

43
Numeric

44
Numeric

45
Numeric

46
Numeric

47
Numeric

Old Field
Number
& Type

Work Experience
funded by 167
grant

On-the-Job
Training (OJT)
funded by 167

Integrated
Basic/Occupatio
nal Skills
Training funded
by 167 grant

Occupational
Skills Training
(Non-OJT)
funded by 167
grant

Basic Skills
Training funded
by 167 grant

Old Data Item and
Description

0000

Valid Values

(B) Must be 0 if field
41 is blank.

(A) Values above 5,000
will be flagged for your
review.

(B) Must be 0 if field
42 is blank.

(B) Work Experience funded by 167
grant must be 0 if participant did not
receive Intensive Service.

(A) Total hours of Work Experience
funded by 167 grant is above 5000.

(B) On-the-job Training (OJT) funded
by 167 grant must be 0 if participant did
not receive Training Service.

(A) Total hours of On-the-job Training
(OJT) funded by 167 grant is above
5000.

(B) Integrated Basic/Occupational Skills
Training funded by 167 grant must be 0
if participant did not receive Training
Service
(B) Must be 0 if field
42 is blank.
(A) Values above 5,000
will be flagged for your
review.

(A) Total hours of Integrated
Basic/Occupational Skills Training
funded by 167 grant is above 5000.

(B) Occupational Skills Training (NonOJT) funded by 167 grant must be 0 if
participant did not receive Training
Service.

(A) Total hours of Occupational
Skills Training (Non-OJT) funded by
167 grant is above 5000.

(B) Basic Skills Training funded by 167
grant must be 0 if participant did not
receive Intensive Service.

(A) Total hours of Basic Skills Training
funded by 167 grant is above 5000.

Error Message

(A) Values above 5,000
will be flagged for your
review.

(B) Must be 0 if field
42 is blank.

(A) Values above 5,000
will be flagged for your
review.

(B) Must be 0 if field
41 is blank.

(A) Values above 5,000
will be flagged for
review.

Edit Check Logic

(B) Warning

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

28. Enrolled in a
program or activity
leading to an
educational or
occupational
credential or license.

29.
Occupational Skills
Training Code

49
Numeric

50
Numeric

52
Numeric

Numeric

27. Received Worker
Safety Training

48
Numeric

30b. Health
Care

30a.
Transportation

30. Related
Assistance
Services
Received

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Health Care

Transportation

Occupational
Skills Training
Code

Received Worker
Safety Training
Enrolled in a
program or
activity leading to
an educational or
occupational
credential or
license

Old Data Item and
Description

2 = No

1 = Yes

2 = No

1 = Yes

Blank or 0 = not
available or not
known.

00000000

2 = No

1 = Yes

2 = No

1 = Yes

Valid Values

(B) Must be blank if
fields 44, 45 and 46 are
all 0.

(A) Must not be blank if
any of fields 44 45 or
46 are greater than 0.

(A) Must be 2 if fields
41 and 42 are blank.

Edit Check Logic

(B) Occupational Skills Training Code
must be blank if Occupational Skills
Training (Non-OJT) funded by 167
grant, Integrated Basic/Occupational
Skills Training funded by 167 grant, and
On-the-job Training (OJT) funded by
167 grant are ALL 0.

(A) Occupational Skills Training Code
must not be blank if any of the
Occupational Skills Training (Non-OJT)
funded by 167 grant, Integrated
Basic/Occupational Skills Training
funded by 167 grant, and On-the-job
Training (OJT) funded by 167 grant are
greater than 0.

(A) Must not enroll in a program or
activity leading to an educational or
occupational credential or license if
participant did not receive Intensive
Service and Training Service.

(A) Must not receive Worker Safety
Training if participant did not receive
Intensive Service and Training Service.

Error Message

(B) Warning

(A) Warning

Error Type

30c. Family
Care (including child
care)

30d. Housing,
Resettlement, or
Rental
Assistance

30e. Nutritional
Assistance

30f. Translation and
Interpretation
Services

30g. Other

53
Numeric

54
Numeric

55
Numeric

56
Numeric

57
Numeric

31a. Concurrent
Participation: WIA
Title I State/local
program (Subtitle B)

31b. Concurrent
Participation: Adult
Education

58
Numeric

59
Numeric

31. Partner Program
Participation

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Concurrent
Participation:
Adult Education

Concurrent
Participation:
WIA Title I
State/local
program (Subtitle
B)

Other

Nutritional
Assistance
Translation and
Interpretation
Services

Housing,
Resettlement, or
Rental
Assistance

Family Care
(including child
care)

Old Data Item and
Description

Blank or 0 = did not
receive any services
financially assisted
under WIA Title II.

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
under WIA Title I-B.

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

Valid Values

Edit Check Logic

Error Message

Error Type

WIASPR Item and
Description

31c. Concurrent
Participation: Native
American Programs

31d.Concurrent
Participation:
Veterans Workforce
Investment Programs

31e.Concurrent
Participation: Trade
Adjustment Act
(TAA)

31f.Concurrent
Participation:
Vocational Education

Field
Number
& Type

60
Numeric

61
Numeric

62
Numeric

63
Numeric

Old Field
Number
& Type

Concurrent
Participation:
Vocational
Education

Concurrent
Participation:
Trade
Adjustment Act
(TAA)

Concurrent
Participation:
Veterans'
Workforce
Investment
Programs

Concurrent
Participation:
Native American
programs

Old Data Item and
Description

Blank or 0 = did not
receive any services
financially assisted
under the Carl D.
Perkins Vocational
and Applied
Technology Education
Act (20 USC 2471)
(WIA section
121(b)(1)(B)(vii))

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
under TAA (WIA
section
121(b)(1)(B)(viii)).

1 = Yes

Blank or 0 = did not
receive any services
financially assisted by
either DVOP/LVER
funds (WIA section
121(b)(1)(B)(ix)) or
WIA section 168.

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
under WIA Title I-D.

1 = Yes

Valid Values

Edit Check Logic

Error Message

Error Type

WIASPR Item and
Description

31g.Concurrent
Participation:
Vocational
Rehabilitation

31h.Concurrent
Participation:
Wagner-Peyser

31i.Concurrent
Participation: Title V
activities

31j.Concurrent
Participation:
Employment and
Training Programs
under Dept. HUD

Field
Number
& Type

64
Numeric

65
Numeric

66
Numeric

67
Numeric

Old Field
Number
& Type

Concurrent
Participation:
Title V activities
Concurrent
Participation:
Employment and
Training
programs carried
out by the Dept.
of Housing and
Urban
Development

Concurrent
Participation:
Wagner-Peyser

Concurrent
Participation:
Vocational
Rehabilitation

Old Data Item and
Description

Blank or 0 = did not
receive any
employment and
training services
financially assisted by
the U.S. Department of
Housing and Urban
Development

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
under the Older
Americans Act of
1998 (WIA section
121(b)(1)(B)(vi).

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
under the WagnerPeyser Act (29 USC
49 et seq.) WIA
section
121(b)(1)(B)(ii).

1 = Yes

Blank or 0 = did not
receive any services
financially assisted
parts A and B of title I
of the Rehabilitation
Act of 1973 (29 USC
720 et seq.) WIA title
IV

1 = Yes

Valid Values

Edit Check Logic

Error Message

Error Type

70
Date

Numeric

33. Date of Exit

32. Pell Grant
Recipient

31k.Concurrent
Participation: Other
WIA and non-WIA
programs

68
Numeric

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Date of Exit

Pell Grant
Recipient

Concurrent
Participation:
Other non-WIA
programs

Old Data Item and
Description

YYYYMMDD

2 = No

1 = Yes

Blank or 0 = did not
receive any services
financially assisted by
any other WIA and
non-WIA program not
listed above

1 = Yes

Valid Values

(A) Must be on or after
the date in field 6 (Date
of Participation)

Edit Check Logic

(A) Date of Exit must not be before the
Date of Participation.

Error Message

(A) Reject

Error Type

34. Category of Exit

Numeric

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Category of Exit

Old Data Item and
Description

3 = Other Reasons for
Exit

2 = Related Assistance
Services ONLY Exiter

1 = Employment and
Training Exiter

Valid Values

(C) If Related Assistance Services
ONLY Exiter, then at least one of
Transportation, Healthcare, Family
Care, Housing/Resettlement/Rental
Assisstance, Nutritional Assistance,
Translation and Interpretation Services,
and Other (fields 51-57) must be 1.

(B) May only be Related Assistance
Services ONLY Exiter if Date of First
Training Service (field 42) is blank and
all of the total hours of Basic Skills
Training, Occupational Skills Training,
Integrated Basic/Occupational Skills
Training, OJT, and Work Experience
funded by 167 grant (fields 43-47) are 0.

(A) Must be Employment and Training
Exiter or Other Reasons Exiter if either
Date of First Intensive Service (field 41)
or Date of First Training Service (field
42) is not blank, or if any of the total
hours of Basic Skills Training,
Occupational Skills Training, Integrated
Basic/Occupational Skills Training,
OJT, and Work Experience funded by
167 grant (fields 43-47) is greater than
0.

(A) Must equal 1 or 3
if either field 41 or field
42 is not blank, or if
any of fields 43-47 are
greater than 0.
(B) May only equal 2 if
field 42 is blank and all
of fields 43-47 are 0.

Error Message

Edit Check Logic

(B) Reject

(A) Reject

Error Type

73
Date

37. For Those
Who Were Placed in
Employment,
Check Yes for
All that Apply

36. Date Placed in
Unsubsidized
Employment

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

Numeric

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Date Entered
Unsubsidized
Employment

Other Reasons
for Exit

Old Data Item and
Description

Blank = did not enter
unsubsidized
employment.

YYYYMMDD

Blank or 0 = exited for
a reason other than one
of the conditions
above.

9 = Not a Valid SSN

8= Reserve Forces
Called to Active Duty

7 = Family Care

6 = Moved/Cannot
Locate/Voluntary
Separation

5 = Entered PostSecondary Education

4 = Entered Advanced
Training

3 = Deceased

2 = Health/Medical

1 = Institutionalized

Valid Values

(D) Must be on or
before the date in field
70 (Date of Exit).

(B) If not blank, then
date must be on or after
the date in field 6 (Date
of Participation).

(B) If Date Placed in Unsubsidized
Employment is not blank, it must not be
before the Date of Participation.

(A) Date Placed in Unsubsidized
Employment must be blank if
participant is not an Employment and
Training Exiter

(B) Other Reasons for Exit must be 1-9
if Category of Exit is 3.

(B) Must be in the
range of 1 to 9 if field
71=3.

(A) Must be blank if
field 71 is not 1.

(A) Other Reasons for Exit must not be
1-9 if Category of Exit is 1 or 2.

Error Message

(A) Must be blank or 0
unless field 71=3.

Edit Check Logic

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

37a. Entered
Qualified
Apprenticeship
Program

37b. Entered
Military Service

37c. SelfEmployment

74
Numeric

75
Numeric

76
Numeric

38a. Hours Worked
per Week

38b. Hourly Wage at
Placement

77
Numeric

78
Currenc
y

38. For Those
Who Were Placed in
Employment,
Provide
Employment
Information

WIASPR Item and
Description

Field
Number
& Type

Old Field
Number
& Type

Hourly Wage at
Placement

Hours Worked
per Week

Self-Employment

Entered Military
Service

Entered Qualified
Apprenticeship
Program

Old Data Item and
Description

00.00

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

Valid Values

(A) Hourly Wage at Placement must be
00.00 if Date Placed in Unsubsidized
Employment is blank.
(B) Hourly Wage at Placement must be
from 1.00-99.00 if there is a valid Date
Placed in Unsubsidized Employment.
(C) Hourly Wage at Placement must not
be below $5.15 if there is a valid Date
Placed in Unsubsidized Employment.

(B) Must be in the
range of 1.00 to 99.99 if
field 73 has a valid date
(C) Must not below
5.15 if field 73 has a
valid date

(B) Hours Worked per Week must be
from 1-99 if there is a valid Date Placed
in Unsubsidized Employment.

(A) Hours Worked per Week must be 0
if Date Placed in Unsubsidized
Employment is blank.

(A) Participant must not have selfemployment if Date Placed in
Unsubsidized Employment is blank.

(A) Participant must not enter Military
Service if Date Placed in Unsubsidized
Employment is blank.

(A) Participant must not enter Qualified
Apprenticeship Program if Date Placed
in Unsubsidized Employment is blank.

Error Message

(A) Must be 00.00 if
field 73 is blank.

(B) Must be in the
range 1 through 99 if
field 73 has a valid date.

(A) Must be 00 if field
73 is blank.

(A) Must be 2 if field
73 is blank.

Edit Check Logic

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

WIASPR Item and
Description

38c. Fringe Benefits
Available/Received

38d.
Occupational Code:
Code

38e. FIPS Code
of State Where
Job is Located

38f. Job Covered by
Unemployment
Insurance

Field
Number
& Type

79
Numeric

80
Numeric

81
Numeric

82
Numeric

Old Field
Number
& Type

Job Covered by
Unemployment
Insurance

FIPS Code of
State Where Job
is Located

Occupational
Code: Code

Fringe Benefits
Available/Receiv
ed

Old Data Item and
Description

Blank = not placed in
unsubsidized
employment

2 = No

1 = Yes

Blank or 00000000 =
not available or not
known.

00000000

0 = not placed into
unsubsidized
employment.

2 = No

1 = Yes

Valid Values

(B) Must be blank (or
2) if field 73 is blank.

(A) Must be 1 or 2 if
field 73 is not blank.

(B) Must be 00 if field
73 is blank.

(B) If Date Placed in Unsubsidized
Employment is blank, then Job Covered
by Unemployment Insurance must be
blank (or 2).

(A) If there is a valid Date Placed in
Unsubsidized Employment, then Job
Covered by Unemployment Insurance
must be 1 or 2.

(B) FIPS state code must be 00 if Date
Placed in Unsubsidized Employment is
blank.

(A) There must be a valid FIPS state
code if Date Placed in Unsubsidized
Employment is not blank.

(B) Occupational Code must not be
blank if Date Placed in Unsubsidized
Employment is not blank.

(B) If field 73 is not
blank then must not be
blank.

(A) If field 73 is not
blank then must be a
valid FIPS state code

(A) Occupational Code must be a valid
O*Net code if there is a valid Date
Placed in Unsubsidized Employment.

(B) Fringe Benefits Available/Received
cannot be 1 unless Date Placed in
Unsubsidized Employment has a valid
date.

(A) Fringe Benefits Available/Received
must be 1 or 2 if Date Placed in
Unsubsidized Employment is not blank.

Error Message

(A) If field 73 is not
blank, then must be a
valid O*Net code.

(B) Cannot be 1 unless
field 73 has a valid date.

(A) Must be 1 or 2 if
field 73 is not blank.

Edit Check Logic

(B) Warning

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

86
Numeric

39. Attainment of
recognized
educational or
occupational
certificate, credential,
diploma or degree

85
Numeric

40a. High school
diploma or
equivalent (including
GED).

40. Type of
recognized
educational or
occupational
certificate, credential,
diploma or degree

38h. Entered NonTraditional
Employment

38g. Was
Employment
Training Related

WIASPR Item and
Description

84
Numeric

Numeric

Field
Number
& Type

101

100

Old Field
Number
& Type

High school
diploma or
Equivalent
(including GED)

Entered NonTraditional
Employment
Attainment of
state recognized
educational or
occupational
certificate,
credential,
diploma or
degree

Was
Employment
Training
Related?

Old Data Item and
Description

2 = No

1 = Yes

2 = No

1 = Yes

Blank = not placed in
unsubsidized
employment

2 = No

1 = Yes

Blank = not placed in
unsubsidized
employment

2 = No

1 = Yes

Valid Values

(A) Cannot be 1 unless
field 85=1.

(A) Cannot equal 1 if
field 49 equals 2.

(B) Must be blank (or
2) if field 73 is blank

(A) Must be 1 or 2 if
field 73 is not blank.

(B) Must be blank (or
2) if field 73 is blank

(A) Must be 1 or 2 if
field 73 is not blank.

Edit Check Logic

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then high school
diploma or equivalent (including GED)
cannot be 1.

(A) If participant was not enrolled in a
program or activity leading to an
educational or occupational credential or
license (field 49=2), then there should
be no Attainment of recognized
educational or occupational certificate,
credential, diploma or degree.

(B) If Date Placed in Unsubsidized
Employment is blank, then Entered
Non-Traditional Employment must be
blank (or 2).

(A) If there is a valid Date Placed in
Unsubsidized Employment, then
Entered Non-Traditional Employment
must be 1 or 2.

(B) If Date Placed in Unsubsidized
Employment is blank, then Was
Employment Training Related must be
blank (or 2).

(A) If there is a valid Date Placed in
Unsubsidized Employment, then Was
Employment Training Related must be 1
or 2.

Error Message

(A) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

40c. BA or BS
diploma or degree

40d. Occupational
skills license

40e. Occupational
skills certificate or
credential

88
Numeric

89
Numeric

90
Numeric

Numeric

40f. Other

40b. AA or AS
diploma or degree

87
Numeric

WIASPR Item and
Description

Field
Number
& Type

106

105

104

103

102

Old Field
Number
& Type

Other

Occupational
Skills Certificate
or Credential

Occupational
Skills License

BA or BS
Diploma or
Degree

AA or AS
Diploma or
Degree

Old Data Item and
Description

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

2 = No

1 = Yes

Valid Values

(A) Cannot be 1 unless
field 85=1.

Edit Check Logic

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then other types of
credential cannot be 1.

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then Occupational
skills certificate or credential cannot be
1.

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then Occupational
skills license cannot be 1.

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then BA or BS
diploma or degree cannot be 1.

(A) If participant didn’t attain
recognized certificate, credential,
diploma or degree, then AA or AS
diploma or degree cannot be 1.

Error Message

(A) Warning

Error Type

Numeric

42. Employed in the
2nd Quarter After
Exit Quarter

41. Employed in the
1st Quarter After Exit
Quarter

Numeric

WIASPR Item and
Description

Field
Number
& Type

108

Old Field
Number
& Type

Has participant
been employed
at any time
during the 4th,
5th, or 6th
months after
placement?

Old Data Item and
Description

Blank = doesn’t apply

3 = Information Not
Yet Available

2 = No

1 = Yes

Blank = doesn’t apply

3 = Information Not
Yet Available

2 = No

1 = Yes

Valid Values

(B) Cannot equal 3
unless date in field 70 is
within current or prior
reporting quarter.

(A) Must be blank if
field 71=2 or if field
71=3 AND field 72
equals 1, 2,3, 7, 8, or 9)
or Field 92=2.

(D) Must equal 3 if date
in field 70 is within
current reporting
quarter.

(B) Must be blank if
field 71=2 or if field
71=3 AND field 72
equals 1, 2,3, 7, 8, or 9).

(A) Must be 1, 2, or 3 if
field 71=1 or if Field 71
= 3 and Field 72 equals
4, 5, or 6.

Edit Check Logic

(B) Employed in Q2 after Exit cannot
equal 3 unless Date of Exit is within
current or prior reporting quarter.

(A) Employed in Q2 after Exit mustbe
blank if Category of Exit is 2 or if
Category of Exit is 3 AND Other
Reasons for Exit is 1, 2,3, 7, 8, or 9) or
Employed in the 1st Quarter After Exit
Quarter (field 92) is 2.

(D) Employed in Q1 after Exit
mustequal 3 if Date of Exit is within
current reporting quarter.

(B) Employed in Q1 after Exit mustbe
blank if Category of Exit is 2 or if
Category of Exit is 3 AND Other
Reasons for Exit is 1, 2,3, 7, 8, or 9).

(A) Employed in Q1 after Exit must be
1, 2, or 3 if Category of Exit (field 71) is
1, or if Category of Exit (field 71) is 3
and Other Reasons for Exit (field 72) is
4, 5, or 6.

Error Message

(B) Warning

(A) Warning

(D) Warning

(B) Warning

(A) Warning

Error Type

Numeric

44. Wages 2 & 3
Quarters After Exit
Quarter

43. Employed in the
3rd Quarter After Exit
Quarter

Numeric

WIASPR Item and
Description

Field
Number
& Type

110

109

Old Field
Number
& Type

Hourly wage if
employed at
follow-up

Is participant
currently
employed at
follow-up

Old Data Item and
Description

Blank = doesn’t apply

99999 = data not
available

00000

Blank = doesn’t apply

3 = Information Not
Yet Available

2 = No

1 = Yes

Valid Values

(D) Must equal 99999 if
date in field 70 is within
current or 2 prior
reporting quarters.

(B) Must be blank if
field 71=2 or if field
71=3 AND field 72
equals 1, 2,3, 7, 8, or 9)
or Field 92=2.

(A) Must be greater
than or equal to 0 if
field 71=1 or if Field 71
= 3 (and Field 72 equals
4, 5, or 6) and Field
92=1.

(B) Cannot equal 3
unless date in field 70 is
within current or 2 prior
reporting quarters.

(A) Must be blank if
field 71=2 or if field
71=3 AND field 72
equals 1, 2,3, 7, 8, or 9)
or Field 92=2.

Edit Check Logic

(D) Wages 2nd & 3rd Quarters After Exit
Quarter mustequal 99999 if Date of Exit
is within current or 2 prior reporting
quarters.

(C) Wages 2nd & 3rd Quarters After Exit
Quarter cannot equal 99999 unless Date
of Exit is within current or 2 prior
reporting quarters.

(B) Wages 2nd & 3rd Quarters After Exit
Quarter mustbe blank if Category of
Exit is 2 or if Category of Exit is 3 AND
Other Reasons for Exit is 1, 2,3, 7, 8, or
9) or Employed in the 1st Quarter After
Exit Quarter (field 92) is 2.

(A) Wages 2nd & 3rd Quarters After Exit
Quarter must be greater than or equal to
0 if Category of Exit (field 71) is 1, or if
Category of Exit (field 71) is 3 (and
Other Reasons for Exit (field 72) is 4, 5,
or 6) and Employed in the 1st Quarter
After Exit Quarter (field 92) is 1.

(B) Employed in Q3 after Exit cannot
equal 3 unless Date of Exit is within
current or 2 prior reporting quarters.

(A) Employed in Q3 after Exit mustbe
blank if Category of Exit is 2 or if
Category of Exit is 3 AND Other
Reasons for Exit is 1, 2,3, 7, 8, or 9) or
Employed in the 1st Quarter After Exit
Quarter (field 92) is 2.

Error Message

(D) Warning

(B) Warning

(A) Warning

(B) Warning

(A) Warning

Error Type

WIB Name

Office Name

Case Manager

User Field

WIASPR Item and
Description

Field
Number
& Type

WIB Name
Office Name
Case Manager
User Field

130
131
132

Old Data Item and
Description

129

Old Field
Number
& Type

Valid Values

Edit Check Logic

Error Message

Error Type

APPENDIX A
PERFORMANCE MEASURE SPECIFICATIONS

This appendix provides the specifications used to assign the NFJP exiter records to
performance outcome groups and to calculate the entered employment,
employment retention, average earnings, and optional six months earnings increase
measures.
I. PERFORMANCE OUTCOME GROUP SPECIFICATIONS
NFJP calculates its measures using a rolling four quarters. The four NFJP
performance measures are the Entered Employment Rate (EER), Employment
Retention Rate (ERR), Average Earnings, and Six Months Earnings Increase.
They are calculated as follows:
EER: of those who are not employed at the date of participation, the number
of participants who are employed in the first quarter after the exit quarter (i.e.,
WIASPR field 91=1) divided by the number of participants who exit during the
quarter (and who receive job-related core, intensive, or training services; i.e.,
WIASPR field 70=1 or 3 [if field 71=4, 5, or 6]).
ERR: of those who are employed in the first quarter after the exit quarter (i.e.,
WIASPR field 91=1), the number of participants who are employed in both the
2nd and 3rd quarters after the exit quarter (WIASPR Fields 92 and 93=1) divided
by the number of participants who exit during the quarter.
Average Earnings: This measure is calculated as follows: of those who are
employed in the first, second, and third quarters after the exit quarter (i.e.,
WIASPR fields 91, 92 and 93=1), total earnings in the 2nd and 3rd quarters after
exit (i.e., WIASPR field 94) divided by the number of participants who exit
during the report period.1
Six Months Earnings Increase: of those who are employed in the first
quarter after the exit quarter (i.e., WIASPR field 91=1), total earnings in the
2nd and 3rd quarters after exit (i.e., WIASPR field 94) minus total six-month
pre-program earnings (i.e., WIASPR field 26). This total is then divided by the
number of participants who exit during the report period.1
The Performance Measure report generated by the NFJPDV software lists the four
NFJP performance measures as well as the numerators and denominators used to
1

See Table A.2 on page A.11.

A.2

calculate each measure. The numerators and denominators are derived from the
number of participants assigned to each of the corresponding performance outcome
groups by the NFJPDV software.
Figure A.1 shows how the individual records in the NFJP file are assigned by the
software to one of 16 performance outcome groups based on the participants’ preand post-program employment status, employment retention status, exit quarter,
and the source used for recording participant earnings. The NFJPDV determines
the number of participants who fit each outcome group and computes the four
performance measures based on the number of participants in each group. Table
A.1. below shows the specific date ranges for the exit cohorts in Figure A.1.
Organizing the records into outcome groups serves two purposes. First, it provides
the numerical counts used in calculating the performance outcome measures (see
Section II for the detailed specifications). Second, it serves as a useful tool for
analyzing performance outcomes and factors that may influence performance.
Columns 8 through 13 of Figure A.1 show how the count of participants in each
group, or the sum of their earnings for the average earnings measure, is used in the
calculation of each performance measure. For example, participants in group 4 are
included in the numerators and denominators of the entered employment and
retention rates, and their earnings are included in the numerators of the average
earnings and six month earnings increase measures.

A.3

Group A

Group B

Group C

Group
Exit Qtr
1 1&2 qtrs prior to
report qtr
2 1&2 qtrs prior to
report qtr
3 1&2 qtrs prior to
report qtr
4 3&4 qtrs prior to
report qtr
5 3&4 qtrs prior to
report qtr
6 3&4 qtrs prior to
report qtr
7 3&4 qtrs prior to
report qtr
8 3&4 qtrs prior to
report qtr
9 5&6 qtrs prior to
report qtr
10 5&6 qtrs prior to
report qtr
11 5&6 qtrs prior to
report qtr

Unemp
Emp
Emp
Unemp

E&T
E&T
E&T
E&T

Unemp

E&T

Unemp

E&T

Unemp

Emp

E&T

Unemp

E&T

A.4

Yes

N/A

Yes

N/A

Yes

Pend

N/A

Yes

Category of Emp Status Emp Emp
EER
Exit
at Part
Qtr+1 Qtr+2/+3 Num
E&T
Unemp
Yes
Pend
Yes

Yes

EER
Den
Yes

Yes

ERR
Num
No

Yes

Six Month
ERR
Avg
Earnings
Den Earnings Increase
No
No
No

16 GROUPS OF NFJP EXITERS USED TO CALCULATE
ENTERED EMPLOYMENT, RETENTION, AVERAGE EARNINGS, AND SIX MONTH EARNINGS
INCREASE

FIGURE A.1

1-6 Quarters Prior

5&6 Quarters Prior

3&4 Quarters Prior

Emp

Yes

N/A

Yes

A.5

C
2 Quarterly Report
Due: February PY+1
Start Date: 4/1/PY
End Date: 9/30/PY
Start Date: 10/1/PY-1
End Date: 3/31/PY
Start Date: 4/1/PY-1
End Date: 9/30/PY-1
Start Date: 4/1/PY-1
End Date: 9/30/PY
nd

Yes

D
3 Quarterly Report
Due: May PY+1
Start Date: 7/1/PY
End Date: 12/31/PY
Start Date: 1/1/PY
End Date: 6/30/PY
Start Date: 7/1/PY-1
End Date: 12/31/PY-1
Start Date: 7/1/PY-1
End Date: 12/31/PY
rd

TABLE A.1. EXIT COHORT TABLE
B
1 Quarterly Report
Due: November PY
Start Date: 1/1/PY
End Date: 6/30/PY
Start Date: 7/1/PY-1
End Date: 12/31/PY-1
Start Date: 1/1/PY-1
End Date: 6/30/PY-1
Start Date: 1/1/PY-1
End Date: 6/30/PY
st

5&6 qtrs prior to
E&T
report qtr
5&6 qtrs prior to
E&T
report qtr
1-6 qtrs prior to
E&T
report qtr
1-6 qtrs prior to Exclusion
report qtr
1-6 qtrs prior to
Related
report qtr
Assist

1&2 Quarters Prior

Exit Quarter

Group D

Yes

E
4 Quarterly Report
Due: August PY+1
Start Date: 10/1/PY
End Date: 3/31/PY+1
Start Date: 4/1/PY
End Date: 9/30/PY
Start Date: 10/1/PY-1
End Date: 3/31/PY
Start Date: 10/1/PY-1
End Date: 3/31/PY+1

Yes

II. PERFORMANCE MEASURE CALCULATION SPECIFICATIONS
The following specifications are used by the NFJPDV software to calculate the
four NFJP performance measures.

A.6

Numerator:
Count of unique RECORDs where DATE OF EXIT is within
the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND
(EMPLOYMENT STATUS AT PARTICIPATION = 2
OR EMPLOYMENT STATUS AT PARTICIPATION
= 3)
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1
Entered
Employment
Rate

divided by
Denominator:
Count of unique RECORDs where DATE OF EXIT is within
the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND
(EMPLOYMENT STATUS AT PARTICIPATION = 2
OR EMPLOYMENT STATUS AT PARTICIPATION
= 3)

A.7

Numerator:

Employment
Retention Rate

Count of unique RECORDs where DATE OF EXIT is within
the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 2ND QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 3RD QUARTER AFTER EXIT
QUARTER = 1
divided by
Denominator:
Count of unique RECORDs where DATE OF EXIT is within
the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1

A.8

Numerator:
Sum of (WAGES 2nd and 3rd QUARTERS AFTER THE
EXIT QUARTER) where DATE OF EXIT is within the
reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 2ND QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 3RD QUARTER AFTER EXIT
QUARTER = 1
Average
Earnings

divided by
Denominator:
Count of unique RECORDs where DATE OF EXIT is within
the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY OF
EXIT = 3 AND (OTHER REASONS FOR EXIT = 4
OR OTHER REASONS FOR EXIT = 5 OR OTHER
REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 2ND QUARTER AFTER EXIT
QUARTER = 1
AND EMPLOYED IN 3RD QUARTER AFTER EXIT
QUARTER = 1

A.9

Numerator:

Six Month
Earnings
Increase

Sum of (WAGES 2ND & 3RD QUARTERS AFTER
EXIT QUARTER) MINUS (SIX MONTHS PREPROGRAM EARNINGS) where DATE OF EXIT is
within the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY
OF EXIT = 3 AND (OTHER REASONS FOR
EXIT = 4 OR OTHER REASONS FOR EXIT = 5
OR OTHER REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1
divided by
Denominator:
Count of unique RECORDs where DATE OF EXIT is
within the reporting period AND
(CATEGORY OF EXIT = 1 OR (CATEGORY
OF EXIT = 3 AND (OTHER REASONS FOR
EXIT = 4 OR OTHER REASONS FOR EXIT = 5
OR OTHER REASONS FOR EXIT = 6)))
AND EMPLOYED IN 1ST QUARTER AFTER EXIT
QUARTER = 1

A.10

B
1 Quarterly Report
Performance Measure
Due: November PY
Entered Employment
Start Date: 7/1/PY-1
Rate Exit Cohort
End Date: 6/30/PY
Retention and Earnings Start Date: 1/1/PY-1
Exit Cohorts
End Date: 12/31/PY-1

A.11

C
2 Quarterly Report
Due: February PY+1
Start Date: 10/1/PY-1
End Date: 9/30/PY
Start Date: 4/1/PY-1
End Date: 3/31/PY
nd

D
3 Quarterly Report
Due: May PY+1
Start Date: 1/1/PY
End Date: 12/31/PY
Start Date: 7/1/PY -1
End Date: 6/30/PY
rd

E
4 Quarterly Report
Due: August PY+1
Start Date: 4/1/PY
End Date: 3/31/PY+1
Start Date: 10/1/PY-1
End Date: 9/30/PY

TABLE A.2 PERFORMANCE MEASURE EXIT COHORTS TABLE

These NFJP measures are calculated using the most recent four quarters of available data to calculate each
measure. Consequently, there are different exit cohorts used to calculate the measures – one exit cohort for the
entered employment rate and another exit cohort for the retention and earnings measures. Table A.2 provides these
exit date ranges for each report quarter.

APPENDIX B
DEV SAMPLING AND ERROR RATE ESTIMATION

The primary data validation objective is to compute error rates for performance
measures. Further objectives are (1) to identify the sources of error (that is, which
data elements or which kinds of cases are more prone to error) and (2) to provide
an error rate for selected data elements whether or not they are used in calculating
performance results.
This appendix discusses the general approach to data validation and error rate
estimation (section A) and provides detailed sampling specifications for NFJP
(section B).
A. GENERAL APPROACH
The sample design for NFJP is a stratified, random sample. The software
randomly selects records with differential sampling rates by the type of record.
Sample sizes vary by grantee, with smaller grantees having smaller samples than
larger grantees for two reasons. First, to achieve a given level of precision, smaller
grantees require smaller sample sizes than larger grantees. Second, to reduce the
burden on smaller grantees, precision requirements are relaxed.
After the records are validated, the software uses two methods to calculate the
error rate estimates for each element subject to validation. With the first method
(overall error rate), the error rate for each data element equals the total number of
records in error for the element divided by the total number of records sampled,
weighted to account for the over- and under-sampling of particular types of
records.
Because particular data elements may not be present in every record and thus are
not validated, the second method (reported data error rate) only includes in the
denominator those records for which a particular data element was validated. With
this method of calculation, the error rate equals the total number of records in error
divided by the number of records for which the particular data element was
validated, weighted to account for the over- and under-sampling of particular types
of records.
For example, 100 records are sampled, only 50 of those have a particular data
element, and 5 errors are identified. The overall error rate is 5 divided by 100, or 5
percent, and reported data error rate is 5 divided by 50, or 10 percent.1
1

This calculation is not weighted.

B.2

B. SAMPLING FOR DATA VALIDATION
Sampling for data validation of NFJP is straightforward. First, the software
weights the records based on the importance of the data in measuring performance.
Records that are not included in performance (i.e., records where Category of Exit
= 2 or Category of Exit = 3 and Other Reason for Exit = 1, 2, 3, 7, 8, or 9) receive
a weight of 1. Records that are included in performance (i.e., records where
Category of Exit = 1 or Category of Exit = 3 and Other Reason for Exit = 4, 5, or
6) and are unemployed in the 1st quarter after the exit quarter receive a weight of
2. Records that are included in performance and are employed in the 1st quarter
after the exit quarter receive a weight of 3.
Next, the software selects the individual records to validate. The probabilities of
selection are proportional to the weights assigned to the records. Consequently,
the sample will contain a greater proportion of records that are included in the
numerators for both the entered employment rate and the retention rate than would
be selected in a simple random sample.
Table B.1 illustrates how the software determines the sample size. Column A
provides ranges for the number of exiters. Depending upon the number of exiters,
the software selects a level of precision, shown in Column B.2 Column C provides
a range for the number of records to be sampled for data validation. For example,
as shown in Row 2, if a grantee has 200 exiters, the software selects a sample
between 0 and 83 records to validate to provide a level of precision of 4 percent.

Precision is determined by the confidence interval. Confidence intervals measure the accuracy of the
estimate. For example, a data element might have a 7 percent +/- 2 percent error rate. The +/- 2 percent is the
confidence interval. In this example, the confidence interval means that the actual error rate is between 5 percent
and 9 percent.

B.3

TABLE B.1
EXITER RECORD SAMPLING

1
2

# of Exiters

Confidence Interval3

Range of Sample

3.5%

100-1504

300 or greater
0-299

0-83

After the sampled records are validated, the software determines the error rates for
the data elements. Because the software stratifies the samples, it must weight the
validation results. Using these weights, the software determines the weighted error
rates.5

Several factors are incorporated into the calculation of the confidence interval. Because of the small sample
size, the finite population correction (fpc) is incorporated into the calculations. Assumptions about the accuracy of
the error estimate are also incorporated. The calculations assume a confidence interval at a 0.05 level for a two-tail
test.
4

No grantee will be required to sample more than 150 exiters per group.

The validation methodology determines when errors of inclusion, that is participant records that were
wrongly included in the reported performance measure calculations, have occurred. The methodology is unlikely to
identify errors of exclusion, that is participant records that were wrongly excluded from the reported performance
measure calculations.

B.4

APPENDIX C
NFJP DATA ELEMENT VALIDATION INSTRUCTIONS

This appendix presents the data elements to be validated with their associated
WIASPR number, element definitions, valid values, federal validation sources,
state/grantee sources, and validation instructions needed to perform data element
validation. The federal sources are the generic, federally recommended source
documentation. The "State/Grantee Sources" column can be used to enter granteespecific versions of the federally approved documentation.
Two types of validation rules exist:
1. If the validation instruction cell says MATCH: Enter a checkmark in the box in
the pass column if the data on the validation 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.
2. If the validation instruction says SUPPORT: Enter a checkmark in the box in
the pass column if the data on the validation 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. To support, the data on the worksheet must
be similar to the data in the source documentation. This instruction is used when
information must be interpreted or processed before it can be applied to the
participant's records. For example, source documentation can support farmworker
status in different ways, by a code or narrative or other information.
For the most part, the definition of a particular source is clear. Grantees may,
however, have questions about three sources—Grantee Management Information
System (MIS), Self-Attestation, and Case Notes. Definitions for these three types
of source documentation are:

C.2

1. MIS: Unless otherwise noted, MIS refers to specific, detailed information that
supports an element that is stored in the grantee’s information system. An
indicator alone, such as a checkmark on a computer screen, is not acceptable
source documentation. For example, a grantee’s MIS is acceptable source
documentation for date of exit if it identifies the last service received in
addition to the date on which that service was received.
2. Self-Attestation: Self-attestation occurs when a participant states his or her
status for a particular data element 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) the
signing and dating of a form attesting to this self-identification. The form and
signature can be on paper or in the state management information system, with
an online signature.
3. Case Notes: Case notes refer to either paper or online statements by the case
manager that identify 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.

C.3

Record appropriate status of the participant.

9. Qualifies for
Sec. 167
Program as a:

SPECIAL NOTE: If a participant qualifies
as eligible under both categories, use Code
1 – Farmworker.

Record the individual's date of birth.

Data Element Definition
Record the date on which the individual
begins receiving his/her first service funded
by the program following a determination
of eligibility to participate in the program.

5. Date of Birth

WIASPR Item
Name and
Number
4. Date of
Participation

C.4

1 = Farmworker
2 = Dependent or
Spouse of a
Farmworker

YYYYMMDD

Valid Values
YYYYMMDD

Federal Sources
IEP Certification
Self attestation
Case manager/counselor
intake application with
signature
Copy of I.D.
Baptismal Record
Birth certificate
Driver’s license
Federal state or local
identification 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
Pay stubs; W-2 forms;
IRS 1040 forms; case
manager/counselor
intake notes; self
attestation

State/Grantee Sources

Support

Match

Instructions

13b. Number of
Individuals in the
Family

WIASPR Item
Name and
Number
11. Farmworker
Status

Record the total number of individuals in
the family, including the participant.

SPECIAL NOTE: Where participant is a
dependent of a farmworker, record the
status of the eligible farmworker.

Data Element Definition
Use the appropriate code to record the
status of the participant at the time of
eligibility determination.

C.5

Valid Values
1 = Migrant
Farmworker
2 = Seasonal
Farmworker

Birth certificate; family
bible; IRS 1040 forms

Federal Sources
Pay stubs; W-2 forms;
IRS 1040 forms; case
manager/counselor
intake notes; self
attestation

State/Grantee Sources

Match

Support

Instructions

WIASPR Item
Name and
Number
16. Employment
Status at
Participation

Data Element Definition
Record 1 if the participant is a person who
either (a) did any work at all as a paid
employee, (b) did any work at all in his or
her own business, profession, or farm, (c)
worked 15 hours or more as an unpaid
worker in an enterprise operated by a
member of the family, or (d) is one who
was not working, but has a job or business
from which he or she was temporarily
absent because of illness, bad weather,
vacation, labor-management dispute, or
personal reasons, whether or not paid by the
employer for time off, and whether or not
seeking another job.
Record 2 if the participant is a person who,
although employed, either (a) has received
a notice of termination of employment or
the employer has issued a Worker
Adjustment and Retraining Notification
(WARN) or other notice that the facility or
enterprise will close, or (b) is currently on
active military duty and has been provided
with a date of separation from military
service.
Record 3 if the participant does not meet
any one of the conditions described above.

C.6

Valid Values
1 = Employed
2 = Employed,
but Received
Notice of
Termination of
Employment or
Military
Separation
3 = Not
Employed

Federal Sources
Pay stub, case notes
showing information
collected from
participant

State/Grantee Sources

Support

Instructions

24. Date of First
Intensive Service

21e. Long-term
Agricultural
Employment

WIASPR Item
Name and
Number
17. Six Month
Pre-Program
Earnings

Record the date on which the participant
first received intensive services. Intensive
services include specialized assessments of
skill levels, work experience, diagnostic
testing, adult basic education or English as
a Second Language (ESL) training,
development of an individual employment
plan, group or individual counseling, case
management for participants seeking
training services, short-term prevocational
services, and remedial reading, writing, or
communication skills training.
Otherwise, leave "blank" if the participant
did not receive intensive services.

Data Element Definition
Record the total pre-program earnings of
the participant for the 6-month period prior
to the date of application in the program.
Earnings include salaries or wages, and also
include any bonuses, tips, gratuities, and
commissions or overtime pay earned.
Record 00000 if there were no earnings
during this period.
Record 1 if the participant is a person who
has engaged in agricultural work as the
primary source of income for a minimum of
four (4) years prior to intake/eligibility
determination.
Record 2 if the participant does not meet
the conditions described above.

C.7

YYYYMMDD

1 = Yes
2 = No

Valid Values
00000

Case manager/counselor
progress notes with
signature; IEP
assessment and
diagnostic testing

IRS 1040 forms; pay
stub; intake application;
case manager/counselor
progress notes; selfattestation

Federal Sources
Pay stubs; W-2 forms;
employer payroll
records; IRS 1040
forms; administrative/UI
wage records

State/Grantee Sources

Match

Support

Match

Instructions

33. Date of
Exit

WIASPR Item
Name and
Number
25. Date of First
Training Service

Record the date on which the last service
funded by the program or a partner program
is received by the participant. Once a
participant has not received any services
funded by the program or a partner program
for 90 consecutive calendar days and has no
gap in service and is not scheduled for
future services, the date of exit is applied
retroactively to the last day on which the
individual received a service funded by the
program or a partner program.

Data Element Definition
Record the date on which the participant
first received training services. Training
services include, but are not limited to,
occupational skills training; OJT; skill
upgrading; entrepreneurial training; and job
readiness training.
Otherwise, leave "blank" if the participant
did not receive training services.

C.8

YYYYMMDD

Valid Values
YYYYMMDD

Case manager/counselor
termination notice; case
manager/counselor
progress tracking report

Federal Sources
Case manager/counselor
certification signature;
employer signed
document; attendance
records from institution
or instructor

State/Grantee Sources

Match

Instructions

WIASPR Item
Name and
Number
34. Category of
Exit

SPECIAL NOTE: Individuals who receive
training-related services AND intensive, or
training services should be coded 1.

Data Element Definition
Record 1 if the participant received and/or
completed any job-related core (beyond
core informational or self-services, and
eligibility determination), intensive, or
training services.
Record 2 if the participant received non-job
related services, without having received
job-related core, intensive, or training
services.
Record 3 if the participant did not complete
the program and exited for other reasons, as
specified in Item 35 below.

C.9

Valid Values
1 = Employment
and Training
Exiter
2 = Related
Assistance
Services ONLY
Exiter
3 = Other
Reasons for Exit

Federal Sources
Grantee administrative
records

State/Grantee Sources

Support

Instructions

WIASPR Item
Name and
Number
35. Other Reasons
for Exit (at time of
exit or during 3quarter
measurement
period following
the quarter of exit)

Data Element Definition
Record 1 if the participant is residing in an
institution or facility providing 24-hour
support such as a prison or hospital and is
expected to remain in that institution for at
least 90 days.
Record 2 if the participant is receiving
medical treatment that precludes entry into
unsubsidized employment or continued
participation in the 167 program. Does not
include temporary conditions expected to
last for less than 90 days.
Record 3 if the participant was found to be
deceased or no longer living.
Record 4 if the participant entered advanced
training. Advanced training includes an
occupational skills employment/training
program, not funded under Title I of WIA,
which does not duplicate training received
under Title I. This category includes only
training outside of the 167 program, OneStop, WIA and partner system.
Record 5 if the participant entered postsecondary education. Post-secondary
education includes a program at an
accredited degree-granting institution that
leads to an academic degree (e.g., AA, AS,
BA, BS). This does not include entry into
post-secondary education programs offered
by degree-granting institutions that do not
lead to an academic degree.

C.10

Valid Values
1=
Institutionalized
2=
Health/Medical
3 = Deceased
4 = Entered
Advanced
Training
5 = Entered PostSecondary
Education
6=
Moved/Cannot
Locate/Voluntary
Separation
7 = Family Care
8= Reserve
Forces Called to
Active Duty
9 = Not a Valid
SSN

Federal Sources
Grantee administrative
records

State/Grantee Sources

Support

Instructions

36. Date Placed in
Unsubsidized
Employment

WIASPR Item
Name and
Number
35. Other Reasons
for Exit
(continued)

Record 0 or leave “blank” if the participant
exited for a reason other than one of the
conditions described above.
Record the date on which the participant
was placed into unsubsidized employment.
Leave this field blank if the participant did
not enter unsubsidized employment.

Data Element Definition
Record 6 if the participant cannot be
located or has moved to an area that
prevents them from completing their
program, or has voluntarily left the
program.
Record 7 if the participant is providing care
for a family member with a health/medical
condition that precludes entry into
unsubsidized employment or continued
participation in the program. Does not
include temporary conditions expected to
last for less than 90 days.
Record 8 if the participant is a member of
the National Guard or other reserve military
unit and is called to active duty for at least
90 days.
Record 9 if the social security number of
the participant is not valid.

C.11

YYYYMMDD

Valid Values

Case manager/counselor
progress notes
Letter from employer

Federal Sources

State/Grantee Sources

Match

Instructions

43. Employed in
the 3rd Quarter
After Exit Quarter

42. Employed in
the 2nd Quarter
After Exit Quarter

WIASPR Item
Name and
Number
41. Employed in
the 1st Quarter
After Exit Quarter

Data Element Definition
Record 1 if the participant was employed in
the first quarter after the quarter of exit.
Record 2 if the participant was not
employed in the first quarter after the
quarter of exit.
Record 3 if information on the participant's
employment status in the first quarter after
the quarter of exit is not yet available.
Record 1 if the participant was employed in
the second quarter after the quarter of exit.
Record 2 if the participant was not
employed in the second quarter after the
quarter of exit.
Record 3 if information on the participant's
employment status in the second quarter
after the quarter of exit is not yet available.
Record 1 if the participant was employed in
the third quarter after the quarter of exit.
Record 2 if the participant was not
employed in the third quarter after the
quarter of exit.
Record 3 if information on the participant's
employment status in the third quarter after
the quarter of exit is not yet available.

C.12

1 = Yes
2 = No
3 = Information
Not Yet
Available

Valid Values
1 = Yes
2 = No
3 = Information
Not Yet
Available

Pay stubs; employer
payroll records; IRS
1040 forms; case
manager/counselor
progress notes; selfattestation

Federal Sources
Pay stubs; employer
payroll records; IRS
1040 forms; case
manager/counselor
progress notes; selfattestation

State/Grantee Sources

Support

Instructions

WIASPR Item
Name and
Number
44. Wages 2nd &
3rd Quarters After
Exit Quarter

Data Element Definition
Record the total earnings earned by the
participant in the second and third calendar
quarters after the quarter of exit. Total
earnings include any bonuses, tips,
gratuities, commissions, and overtime pay
earned.
Note: Enter whole dollar amounts (00000).
Enter 99999 if data are not yet available for
this item. Otherwise, leave "blank" if this
data element does not apply.

C.13

Valid Values
00000

Federal Sources
Pay stubs; employer
payroll records; IRS tax
forms; administrative/UI
wage records; case
manager/counselor
progress notes with
signature

State/Grantee Sources

Match

Instructions

APPENDIX D
NFJPDV SOFTWARE INSTALLATION

This appendix provides instructions on how to install the NFJPDV software.
Task 1—Uninstall the Prior Version of NFJP Data Validation Software
Before you install a new version of the NFJPDV software, it is recommended that
you uninstall the existing version of the software using the following steps:
•

Uninstall the prior version of NFJPDV through the Add/Remove Programs
feature found in Windows. For Windows 2000 or Windows XP, select Start,
then Settings, and then Control Panel. In the Control Panel, double click on
Add/Remove Programs. Click on NFJP. Then, click on Change/Remove
and follow the InstallShield instructions to remove the software.

•

The uninstall process removes all components that were originally installed
and does not remove any other files created in the NFJP folder after the
initial installation. Since this is the case, users will also need to delete the
NFJP folder from where the prior version was installed (typically
C:\Program Files\NFJP). Important Note: If there is a need to keep the
prior version of NFJPDV software, rename the C:\Program Files\NJFP
folder to something else. If the prior NFJP folder is renamed, it does
not need to be deleted.

•

If the NJFP shortcut is still found on the desktop, delete it by right clicking
on the icon and selecting the Delete option.

•

If the NFJP shortcut is still found in the Start ! Programs menu, delete it by
right clicking on the NFJP shortcut and selecting the Delete option.

Users may need to contact their system administrator to uninstall the application.

D.2

Task 2—Download Software
Before starting installation of the NFJPDV software, quit any other programs that
may be running. Download the software to your PC from the Internet at
http://www.doleta.gov/performance/reporting/tools_datavalidation.cfm. Do not
download the software to your C:\Program Files folder as this is the default
installation location.
Click on “NFJP2.0_Setup.exe”. The InstallShield Wizard window will pop up.
Click on the “Next” button. Complete the Customer Information window as
necessary, and click on “Next.” Users may need to contact their system
administrator in order to install the application.
Important Note: After installing the software, users should open the
C:/Program
Files/NFJP
folder
and
double
click
on
the
DRVSESubmission.EXE application to enable the e-submission functionality.

Minimum system requirements
Operating System - Microsoft Windows 2000 or better
RAM - 256 megabytes
Disk Space - 500 megabytes
Processor - 100 mhz Pentium III (or equivalent processor)
Suggested screen area - 800x600

Task 3—Restart Computer
After completing installation of the NFJPDV, reboot your computer before
continuing any further.

D.3

Task 4—Fix Database/Data Source Errors During Installation
For some users of Windows 2000, XP and NT, the data source may not be linked
to the correct database or to any databases, which prevents the NFJPDV software
from functioning.
To determine if the correct database is selected, select the Data Sources (ODBC) in
the Control Panel—Administrative Tools, User DSN tab. Check that the NFJPDV
is linked to the right database. To do this, double click on the NFJPDV Data
Source (ODBC) and check the path under the “database” section. If the
application was saved to the C:\ drive then the database should be in the
C:\Program Files\NFJP folder. If the software was saved to another location, check
to make sure that the data source points to this other folder and database.
Some users of Windows 2000, XP, and NT may also need to set up the ODBC in
the System DSN tab under Administrative Tools. Users should try this solution if
the application freezes on the initial splash screen. This setup procedure is identical
to the procedure used for the User DSN tab.
If you are still experiencing difficulties accessing the software after checking the
data source, you should consult your system administrator.

D.4

Task 5—Manually Register Files
While installing the NFJPDV software, users may get an error message stating that
a file is not registered or cannot be found. In certain cases, users may get this error
message after the software has been installed instead of during the installation
process.
These error messages can be resolved by manually registering the specific files that
failed to register. First, users should check for the unregistered file on their hard
drive. The file should be located in C:\Program Files\NFJP, in C:\winnt\system32
or in a different directory if the software was not installed in the default directory.
If the file is on the hard drive, users should follow the steps outlined below to
manually register the file. If the file cannot be found, users should contact
[email protected].
To manually register the files, go to the Start menu and select Run. In the Run
box, in the Open field, type in the regsvr32 command in the following format:
regsvr32 "PathName"
where “Pathname” is the full location of the file including the file name given in
the error message. Type in the entire pathname and filename with quotes around it.
For example, users with Windows 2000 or XP would type the following in
response to an error message noting that the file crviewer.dll is not registered:
regsvr32 "c:\program files\NFJP\crviewer.dll"

Windows NT users would type in:
regsvr32 "C:\winnt\system32\crviewer.dll"
After typing in the regsvr32 command click “OK”. This manually registers the file
that did not register during the batch installation process.
Users should see a regsvr32 message that the manual registration succeeded.
Repeat this process for each unregistered file.

D.5

Task 6—Database Setup for Multi-User Access
The following instructions apply to states that want to provide multi-user access to
a pre-loaded database.
Definitions:
In the instructions, the term local is used to describe when a change is made on the
user’s machine, and
the term central is used to describe when a change is made to a database not
located on the user’s machine.
Instructions:
1. One user loads the extract file to be validated to user’s local machine.
2. Compact the database (under the Utilities Menu) and close out the software.
3. Find the local NFJP software directory (note the default directory is C:\Program
Files\NFJP).
4. Find the NFJP database called “NFJP.mdb” (or the database into which the
extract was loaded); note that this database contains the extract file that was
imported in addition to the DV worksheets that will be completed for
validation.
5. Save the local NFJP database to a central location where other users can access
it in order for them to individually complete the validation worksheets.
Typically, this location will be a drive on a network server.
Users who are completing the validation worksheets using the database on the
server must know where the database is stored and the name of the database. They
must also have the NFJPDV software loaded locally on their machines (note that
all of the users will need to have the same version of the software).

D.6

APPENDIX E
NFJPDV SOFTWARE REFERENCE GUIDE

This appendix provides a condensed list of all of the software menus and functions
for quick reference.

A. FILE MENU
The first menu on the toolbar is called “File.” Options in this menu include:
1. New
Users can create a new database in which to load their extract file.
2. Open
Users can open an existing database.
3. Save As
Users can save the database that they are currently using under a new name, and
continue working with this new database.
4. Exit
Select this to exit the program.

E.2

B. IMPORT DATA MENU
The second menu on the toolbar is called “Import Data.” Options in this menu
include:

1. Import From Extract File
Select this tab to import data into the application. See the source table record
layout for the appropriate data record format.

2. View Duplicates
This function displays a report that lists duplicates that the software identifies and
rejects when importing the extract file.

3. Source Table Record Layout
This function displays the record layout used to develop the validation file. The
record layout is in the WIASPR format with the addition of six fields. A copy of
the record layout can be found in Chapter III of this handbook.

4. View Source Table
This function displays all of the records that were imported into the software.

E.3

C. CHANGE REPORTING OPTIONS MENU
The third menu on the toolbar is called “Change Reporting Options.” The only
option in this menu is:

1. Change Reporting Options
This function opens an expanded version of the Sign In pop-up window, where the
user can change the program year, report due date, and the record inclusion start
and end dates. The user can also select an Office Name, WIB Name, and/or Case
Manager filter to view subsets of records and to generate substate reports for
management purposes.

E.4

D. REPORT VALIDATION MENU
The fourth menu on the toolbar is called “Report Validation.” Options in this
menu include:

1. View Performance Outcome Groups
This function provides a window where you can see a summary of each
performance outcome group and totals of records for each group. By double
clicking on the arrow in the far left column next to a performance outcome group,
the user can view the detailed records in that group.

2. Print Performance Measure Calculations
This function displays a report that calculates the values for the four performance
measures for the NFJP program. The report may be printed by clicking the printer
icon on the tool bar.

E.5

E. DATA ELEMENT VALIDATION MENU
The fifth menu on the toolbar is called “Data Validation.” Options in this menu
include:

1. Edit Worksheets
a. Detailed Summary of NFJP Validation Worksheets
This window displays a list of the records sampled. Double click on the relevant
record to view the online version of the worksheet. Any worksheets shaded in
green have been completely validated. To search for a record with specific data in
a field, right click on the field name that you wish to search, and fill out the Find
box.
b. Online Worksheet
The online validation worksheet allows users to enter pass or fail for the data
elements for the sampled record. The worksheet is tabbed to allow the user to
easily navigate though all of the data elements.

2. Print Worksheets
This function enables the user to print the worksheets in batch mode.

3. Summary/Analytical Report
This function displays a report that is generated after the worksheets are
completed. The report calculates two types of error rates for each applicable data
element.

E.6

4. Summary/Analytical Comments
This opens a data entry screen where users can enter in comments related to their
data validation results. The comments then appear on the Summary and Analytical
Report.

5. Sampled Cases Report
This function displays a report showing the distribution of sampled cases by Office
Name and WIB Name.

6. Upload Summary/Analytical Report
This function exports the Summary/Analytical Report into an XML file and opens
a web browser so that users can e-submit their validation results to ETA.

E.7

F. WINDOW MENU
The sixth menu on the toolbar is called “Window.” Options in this menu include:

1. Cascade
Realigns open windows to appear in a cascade from the top left corner of the
screen.

2. Tile Horizontal
Realigns open windows horizontally.

3. Tile Vertical
Realigns open windows vertically.

This menu also indicates the names of the open windows, with a check next to the
dominant window.

E.8

G. HELP MENU
The seventh menu on the toolbar is called “Help.” Options in this menu include:

1. Validation Handbook
This feature displays the Data Validation Handbook for NFJPDV software version
2.0.

2. Contacting Mathematica Policy Research, Inc.
This feature provides contact information for users who would like additional
assistance with installing or using the software.
Users should e-mail
[email protected], and specify the software version being used, the
specific question, and the user’s contact information.

3. About
This feature displays the software version number and product development
information for the application.

E.9

File Type	application/pdf
File Title	Microsoft Word - NFJP_handbook.doc
Author	TArmington
File Modified	2014-05-27
File Created	2007-04-27