Data Validation (DV)
• What is DV?
• Who conducts DV
• Why conduct DV?
• How is DV done?
• When is DV?
• Common Fails
• Suggestions
• Expectations
What is DV?
•DV monitors data collection, reporting, and performance.
•DV analyzes ▫the participant eligibility ▫causes of performance measure
successes and failures.•DV matches data elements against original documentation to verify compliance.
Who conducts DV?
The U.S. Department of Labor (DOL) pulls random
samples from the Senior Community Service
Employment Program (SCSEP) Performance and
Results Quarterly Progress Report System (SPARQ).
CDA’s SCSEP Specialist conduct DV either through
an on-site visit or through desk review.
Why conduct DV?
• DV assesses the accuracy of the data
elements entered into SPARQ from the
original documentation.
• DV aids with identifying weaknesses and
strengths enrollment, assignment, exit and
placement processes.
• DV identifies training needs.
How is DV conducted?
• CDA SCSEP Specialists compare data on the DV
worksheets with the participants file.
• CDA SCSEP Specialist perform
o Income calculations (eligibility) and
oEarnings calculations (performance)
which must match what is in the participant file.
• CDA SCSEP Specialists verify documentation in the
participant file.
How is DV conducted? (continued)
•Eligibility – Enrollment, IEP, Most in Need,
Time Sheets (CSA and Training hours)
•Performance – Exit, Unsubsidized
Employment, and Follow-Ups
•Data elements on the DV worksheet are
either a Pass or Fail.
When is DV? •DOL requires DV be conducted between
January and June.
•CDA will be start conducting another DV session starting September 2015
•CDA DV will be September - November.
Common Fails
•Income calculations
Formulas for calculations – how did you get that
number?
Net Pay is NOT counted – it should be Gross Pay
All Social Security counted – should only be 75%
oThis includes Medicare
Common Fails (continued)
•Follow-Up
Must attempt three times with employer before
contacting participant.
Self-attestations missing
Formulas for calculations
Missing documentation of earnings
• An email can work
Common Fails (continued)
•Case Notes
Not clearly written, hard to read
Missing initials/dates
• Time Sheets
Calculation of hours
Training hours missing
CSA and Training are separate hours and should be
recorded as such.
Suggestions
• Assign someone to double check the file.
• Review the DV Handbook
Source Document Requirements table.
• Utilize the Participant Checklist Form on the
CDA website.
• Refer to the Data Collection Handbook
• Call your SCSEP Specialist
Reminder• Enter into SPARQ
• Heed all
Durational Rejects,
Rejects, and
Warnings
• Starting in PY 14 Data Validation includes
Individual Employment Plans (IEP)
Recertification's
ExpectationsDV is now twice a year.
Round One• DOL required, January through June Random sample picked by DOL
Number of files range for both Eligibility
and Performance Round Two
CDA preview, September through November
Random sample picked by CDA Number of files will be 2 Eligibility and 2
Performance
If you have any questions or concerns contact your SCSEP Specialist.
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