I.Purpose

To outline the reporting requirements for One-Stop universal customers.

II.Effective Date

Immediately

III.Background

The United States Department of Labor (DOL) Training and Employment Guidance Letter 17-05 and federal reporting instructions include the requirements for all states to report One-Stop universal customers receiving self-directed services and workforce information services (non-registered core services).

The reporting of universal customers is essential for three reasons:

• The number of universal customers served in the One-Stops are a direct reflection of value of Ohio's workforce investment system;
• Reporting is a federal requirement effective February 2006; and
• The data is submitted to DOL on a quarterly basis by the state.

Failure to report One-Stop customers on a timely basis results in an under-representation of the number of individuals served when reports are generated from Ohio's Workforce System (formerly known as SCOTI).

Due to these requirements, enhancements were made to the Ohio Workforce System to facilitate the reporting elements. In addition, a pilot program was successfully completed that enabled an upload of universal customer data elements into the Ohio Workforce System from another reporting system.

IV.Requirements

Local areas must report required data elements of One-Stop universal customers who are ages 18 and over. One-Stop customers are included in this requirement if the services, staff, facility, or activity was funded in whole or in part by WIA and/or Wagner-Peyser funds.

The Mini-Registration enables users to record the new data elements to satisfy the federal requirements. Both self-directed and workforce information services are recorded in Mini-Registration. All local areas currently utilizing the Mini-Registration for tracking universal customers meet the reporting requirements. However, the state recognizes that some local areas have incorporated other reporting systems for this target group, and that these systems meet local area needs for generating One-Stop related reports.

For those areas not utilizing the Mini-Registration, a reporting process has been developed to enable local areas to report their data collected for universal customers from their local area non-state reporting systems. With the Mini-Registration and the reporting program in place, the state is prepared to report One-Stop universal customer data from all local areas through quarterly and annual federal reports to DOL. The upload submission should contain data from the current time period and data from previous time period(s) that have not been previously submitted, not to exceed 12 months from the basic initial intake date of any seeker submitted.

Local areas must ensure that:

• The current flat file format is not used since it will not be accepted after June 30, 2011.
• As of June 30, 2011, uploads must be in an XML format.
• Uploads must be done on a weekly basis at a minimum. More frequent uploads are encouraged.

V.Technical Assistance

The state will work with areas utilizing alternate methods to track universal customers, to assist in the preparation for the upload process.

To obtain data upload access to the Ohio Workforce System as well as the XML file specification go to: Click here for upload access and click on 'Upload to Ohio Workforce System.'

All datasets uploaded to the States Workforce Development database are confined to the States workforce system. The State will not download data to outside local area systems to keep them in sync with the Workforce Development database.

For additional information or technical assistance, send your questions to the Office of Workforce Development: WIAQNA@JFS.OHIO.GOV.

VI.References

WIA Rule 5101:9-30-04 (A)(B)

USDOL Training Employment Guidance Letter 17-05, February 17, 2006

Workforce Investment Act of 1998, Public Law 105-220

WIA Final Rules, 20 CFR, Chapter V, Part 652.3

Rescission

WIATL 38