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III. b. 1. B. Data-collection and reporting processes used for all programs and activities, including those present in one-stop centers

Data-collection and reporting processes used for all programs and activities, including those present in one-stop centers.10

[10] For the PY 2016 state plan, descriptions of data collection and reporting processes need only include currently known indicators.

Current Narrative:

This portion of the State Combined Plan primarily addresses the data collection and reporting processes for core WIOA programs as well as the optional programs currently administered by the Idaho Department of Labor (Jobs for Veterans, Trade Adjustment Assistance, and UI). These constitute the core framework for Idaho’s current workforce development system and American Job Centers.

The state has continued to develop its comprehensive One-Stop system under WIOA, gaining a better understanding of how partners most effectively intersect with the One-Stop system. Part of updating our One-Stop system involved targeted research of partner programs to better understand their data collection processes and needs as they relate to the state’s One-Stop system and the Workforce Development System. This will allow for the identification of common data elements and opportunities for streamlining.

The data collection and reporting processes for the core WIOA programs are addressed across four main topics as listed below:

  • The physical process of collecting information from participants
  • An overview of the information being collected
  • An overview of who uses the system and for what purposes
  • Reporting processes

Each topic comprises applicable overviews of each of the core programs.

Physical Data Collection Processes

Below is a brief overview for each program describing the physical process of collecting information from participants and entering it into each data system. The specific data systems used for each program are discussed in previously in Section (III)(b)(1)(A).

Programs Administered by Idaho Department of Labor: These programs use IdahoWorks as the initial portal through which participants register for and enroll in programs and services. In most cases, information is populated into the system by participants who fill out an online application. However, department staff also have the option to manually input data into the system.

  • Title I-B Programs (Adult, Youth, Dislocated Worker) - Job seekers initially enter their information into the IdahoWorks system by completing a web-based registration. For enrollment into a WIOA program, a career planner, whether an Idaho Department of Labor youth career planner or an Equus Workforce Solutions Adult and Dislocated Worker career planner, will locate the existing registration, verify the information, and collect any additional required documentation as needed.
  • Title III (Wagner-Peyser) - Job seekers initially enter their information into the IdahoWorks system by completing a web-based registration. After they have created an account, users have access to job listings and job search functions within IdahoWorks. Employers may also create accounts to post jobs and review resumes.
  • Jobs for Veterans, Trade Adjustment Assistance- (One-Stop Partners) -Participants in these programs also use the IdahoWorks system as their portal for online registration and enrollment.
  • Unemployment Insurance - (One-Stop Partner) - UI claimants file claims use using iUS, an online portal where they provide information to determine their eligibility. Assistance is also available over the telephone to collect information from those unable to use the online portal. Career planners who provide RESEA re-employment services collect the participant's interview information into an Excel template, which is sent immediately to UI staff for processing.

Adult Education: Students initially attend a general orientation session (either in person or online), followed by an assessment which measures their Educational Functioning Level. Once the student has completed the assessment, a staff person or teacher will conduct an in-person intake interview. This information is then manually entered into the statewide Adult Education MIS (LACES).

Vocational Rehabilitation Programs - Programs under Title IV of WIOA are administered by both the Idaho Division of Vocational Rehabilitation (IDVR), as well as the Idaho Commission for the Blind and Visually Impaired (ICBVI). The intake process for both agencies is similar. The intake process typically begins with a referral, in which the applicant may be asked to fill out an application form. The applicant then meets for a face-to-face, or virtual interview with a counselor. The individual may also need to complete additional assessments to determine eligibility (such as medical evaluations). Data collected during the application process is entered into each agency’s respective MIS (Aware for IDVR and Orion for ICBVI). Supporting documentation is also collected during this time and may be scanned into the system or filed as appropriate.

Senior Community Service Employment Program - SCSEP uses a comprehensive system called SPARQ for standard data entry and reporting of quality data about participants and services. Employment training specialists from Easterseals-Goodwill input participant information through the SPARQ system and Web Data Collection System (WDCS). Information regarding host agencies, assignments, and employers can also be accessed and edited.

Information Collected

The information collected by the core WIOA programs during intake has many common elements, as well as elements which are unique to each program. Common elements include demographics (race, age), identifying information (name, date of birth, SSN), employment status, educational attainment, disability status (self-reported and/or verified), and referral information. Unique elements are generally used to determine eligibility for each program and to guide participant placement. These include:

  • Title I-B, III, and other IDOL Administered programs - Eligibility to work, desired occupation, migrant seasonal farmworker information, veteran’s information, UI claimant status, selection for RESEA
  • Adult Education (Title II)- Educational Functioning Level, detailed educational background, educational goals
  • Vocational Rehabilitation (Title IV) - Disability type and medical background/records (where applicable)
  • Senior Community Service Employment Program - Grantee information, participation levels, community service assignments, participant characteristics, and core performance measures. Management reports contain specific information on applicants (pending, eligible, and/or ineligible), participants, host agencies, employers, and follow ups/actions.

Uses and Users of Data Management Systems

The data systems used by Idaho’s core WIOA programs are generally used by staff across all levels of each program from field staff, to local program managers, to state administrators.

Additionally, portions of the IdahoWorks system used by the Idaho Department of Labor can also be accessed by job seekers and employers.

The information collected by the various programs is used for a number of purposes such as determining eligibility, program placement, measuring participant progress, evaluating program effectiveness, case management, aiding in program planning, and federal reporting. 

Reporting Processes

Reporting processes for core WIOA programs are dictated by Section 116, as well as individual titles and federal guidance. Please refer to Section (III)(b)(6)(A)(ii) of this Combined State Plan.

Additionally, core WIOA program partners are working together as part of a Workforce Data Quality Initiative (WDQI) award to develop web-based, secure data exchange tools as well as a combined, repository for joint performance analysis and reporting of WIOA outcomes. Please refer to Section (III)(b)(6)(A) of this Combined State Plan for more detailed descriptions of shared reporting goals for core WIOA programs.