Technical Advisory #05-2

Workforce Development System Technical Advisory
	February 4, 2005
Workforce Development System Technical Advisory #05-2

TO:	Chairpersons of Local Workforce Investment Boards Chief Elected Officials WIA Grant Recipients WIA Fiscal Agents WIA Local Area Contact Persons For the following Local Workforce Investment Areas (LWIAs) that do not use the One Stop Operating System (OSOS) for WIA reporting: Columbia / Greene Counties Jefferson / Lewis Counties Town of Hempstead New York City Town of Oyster Bay Rockland County Suffolk County Sullivan County Ulster County
SUBJECT:	LWIA plans and strategies to comply with reporting requirements under the U.S. Department of Labor’s (USDOL) “Common Measures Policy” and “ETA Management Information and Longitudinal Evaluation (EMILE) Reporting System”
Purpose:	To advise the LWIAs of their responsibility to ensure that their proprietary system(s) used to generate state and federal reports for employment and training programs comply with USDOL’s Common Measures Policy and EMILE Reporting requirements
Reference:	“Common Measures Policy”, US Department of Labor, Employment and Training Administration, Training and Employment Guidance Letter (TEGL) 15-03, December 10, 2003 “Proposed Information Collection Request Submitted for Public Comment and Recommendations; ETA Management Information and Longitudinal Evaluation (EMILE) Reporting System, U.S. Department of Labor, Employment and Training Administration, Federal Register / Vol. 69, No. 136, July 16, 2004 New York State Department of Labor Comments on EMILE Reporting System (in response to Federal Register Notice, July 16, 2004 ), September 10, 2004 WDS Technical Advisory (TA) #04-5, NYSDOL Policy Regarding the Implementation of Common Performance Measures for Workforce Investment Act Title 1B Employment and Training Programs. May 7, 2004 WDS TA #04-18, Common Measures Youth Literacy and Numeracy Gains – New Requirement to Provide Guidelines on Entering Literacy and Numeracy Data into OSOS, September 20, 2004
Background:	USDOL’s Common Measures Policy and EMILE reporting system are expected to be implemented beginning Program Year (PY) 2006. To ensure timely compliance with these reporting requirements, all state and local systems used to generate USDOL reports for employment and training programs including WIA Title 1-B, Wagner-Peyser, Unemployment Insurance and Trade Act must be modified, tested and fully compliant by July 1, 2006.
Action:	Converting to OSOS – A LWIA that plans to convert to OSOS to comply with Common Measures / EMILE reporting requirements (as an alternative to adapting their current proprietary system) must provide NYSDOL with a letter of intent to convert to OSOS. The letter of intent to convert to OSOS is due by March 31, 2005, and is to be submitted to the Local Area’s Workforce Development and Training representative. The LWIA must be prepared to begin the data conversion process by no later than July 1, 2005. The Local area should also be prepared for a six to nine month process for the conversion to be fully completed. A Local Area that decides not to convert to OSOS will be required to develop a detailed plan addressing how their proprietary reporting system will be brought into compliance with the requirements of Common Measures / EMILE reporting. NYSDOL’s current timeline is to issue a formal notification to the grant receipents by April 15, 2005, including a template to be use to develop the project timeline for the proprietary system conversion. The completed compliance plan will be due to NYSDOL by July 1, 2005. Note that State level WIA funds are not available to support bringing a proprietary system(s) into compliance with federal reporting requirements. Therefore, the project budget which will be a part of the project timeline must identify the local formula Program Year resources to be used to support the work to be completed. Questions may be directed to Ms. Patricia VanValkenburg at (518) 485-6357 or at Patricia.VanValkenburg@labor.state.ny.us.