OMB Control Number 1205-0420, “Workforce Investment Act Title IB Standardized Record Data (WIASRD): General Reporting Instructions and Specifications, Revised 2006,” in response to the U.S. Department of Labor, Employment and Training Administration’s (ETA) information collection request

As a result of an ETA Information Collection Request, further updates have been made to the WISARD format. This TA contains information on those WIASRD updates; the changes are effective immediately.

1. WIASRD Format

   The following changes have been made to the format:

   • The youth funding field, item 306 on the WIASRD file, has been changed from a “yes/no” to a “Date of First Youth Service.” Please record the actual date on which the individual began receiving his/her first service funded by the WIA youth program following a determination of eligibility to participate in the program.

   • The youth 15% statewide activities field, item 307 on the WIASRD file, has been changed. A null value will no longer be accepted. Please record “1”, “2”, or “3” based on the definitions provided in the WIASRD specifications.

   The WIASRD reporting format may be found at http://www.doleta.gov/performance/guidance/wia.cfm. Please go to this website and click on WIASRD Specifications.

   The file must be in fixed-length format; there can be no commas in the text fields; a null value is no longer accepted in many fields. The specifications must be followed exactly.

   While the WIASRD document refers only to exiters, it is necessary to report both exiters and active participants for the period.

   Please note:

   Seven reporting items have been added to the end of the WIASRD file. These items must be provided in the manner and sequence specified in this TA.

   1. WIB Name – record the name of the WIB, e.g. New York City
   2. Office Name – record the name of the office where service was provided
   3. Case Manager – record the name of the case manager associated with the WIASRD record
   4. Agency – record the name of the agency
   5. SSN – record Social Security Number
   6. State Supplemental Funds – use this field to report all individuals who have been served with State supplemental funds since October 2000 (when funds were first distributed). Specifications for the State Supplemental Funds field are provided in the table that follows. If an individual has been served with supplemental funds since October 2000, enter a 1, 2, 3, or 4 as specified in the table; otherwise leave the field blank. Please note that completing the State Supplemental Funds field is in addition to completing the fields for local Adult and Dislocated Worker funds and Date of First Youth Service field (Items 304, 305 and 306). Therefore, individuals served with supplemental funds must be coded in two places: first, in one of items 304-306, as appropriate; and second, in the new State Supplemental Funds field, item 749. Do not code such individuals in the fields for Statewide 15% or Rapid Response activities (Items 307 – 312).
   7. Customer Name – record customer name

   The seven additional fields should be placed immediately after item 743 in the WIASRD. The specifications for these fields are as shown below:

   Item #	Field #	Length	Column Location	Type	Item	Guidelines	Edit checks	Required Group
   744	198	30	637	Character	WIB Name	Not required by WIASRD, but is needed for Data Validation	Must not include commas	All
   745	199	30	667	Character	Office Name	Not required by WIASRD, but is needed for Data Validation. Include name of office where services were received.	Must not include commas	All
   746	200	30	697	Character	Case Manager	Not required by WIASRD, but is needed for Data Validation	Must not include commas	All
   747	201	30	727	Character	Agency	Not required by WIASRD, but is needed for Data Validation	Must not include commas	All
   748	202	9	757	Character	SSN	XXXXXXXXX. Not required by WIASRD, but is needed for wage record matching. Include leading zeros to equal 9 characters.	Must not include hyphens, dashes or alpha characters.	All
   749	203	1	766	Numeric	State Supplemental Funds	1 = Adult supplemental funds 2 = Dislocated Worker supplemental funds 3 = Youth supplemental funds 4 = Rapid Response – TAA	Must be ‘1’, ‘2’, ‘3’, ‘4’ or blank	All
   750	204	40	767	Character	Customer Name	Not required by WIASRD, but is needed for identification of customers	Must not include commas	All

2. Edit Checks

   The Data Reporting and Validation System (DRVS) software is available to download at http://www.doleta.gov/performance/reporting/tools_datavalidation.cfm.

   In addition to the DRVS, the WIASRD file should be checked to assure it complies with the edit checks noted below.

   Additional Edit Checks

   1. Duplicate records (overlapping or concurrent periods of participation within 90 days)
   2. Date requirements:
      1. All dates are valid (e.g., no months higher than 12, day is appropriate for the month, year is 1900 or later, month and date must include leading zeros where appropriate)
      2. No dates are later than end of reporting period.
      3. Younger youth has at least one goal on the record.
      4. Every record has a WIA registration date.
   3. Age requirements:
      1. No records are youth funding with age at registration greater than 21.
      2. No records are only adult funding with age at registration less than 18.
      3. Every record has a birth date that is less than registration date by 14 years or more.
   4. ID and SSN are a valid combination of 9 characters with no dashes, spaces or alpha characters.

3. Submittal and Inquiries

   The full WIASRD file must be submitted by e-mail to: RSWIAReporting@labor.state.ny.us.

   Questions regarding these requirements may be directed to Bill Meehan at (518) 457-1300 or Mary Sawicz at (518) 457-6649. For questions regarding transmitting the file, call Jeff Sorensen at (518) 402-4679.