U.S. DEPARTMENT OF LABOR
Employment and Training Administration
Washington, D. C. 20210

CLASSIFICATION

JTPA/SPIR

CORRESPONDENCE SYMBOL

TPD

ISSUE DATE

August 21, 1997

RESCISSIONS

 

EXPIRATION DATE

Continuing

DIRECTIVE : TRAINING AND EMPLOYMENT INFORMATION NOTICE NO. 09-97
 
TO : ALL STATE JTPA LIAISONS
ALL STATE WORKER ADJUSTMENT LIAISONS
ALL ONE-STOP CAREER CENTER SYSTEM LEADS
ALL STATE EMPLOYMENT SECURITY ADMINISTRATORS
 
FROM : ROBERT S. KENYON
Acting Administrator
for Regional Management
 
SUBJECT : Timely and Accurate JTPA Reporting

 

  1. Purpose. To stress the importance of timely and accurate Job Training Partnership Act (JTPA) program and financial reporting, and to provide notice that December 1, 1997, is the final cutoff date for JTPA Standardized Program Information Reporting (SPIR) submissions for Program Year 1996.

  2. Background. Legislation enacted by Congress has increased requirements for full and complete reporting of national program performance for public information and accountability purposes. These laws include the Chief Financial Officers Act of 1990 and the Government Performance and Results Act (GPRA) of 1993. GPRA requires all federal agencies to develop and submit to Congress both a 5-year strategic plan and a Fiscal Year 1998 annual plan, with major emphases on measuring and reporting program outcomes and impacts.

    The Employment and Training Administration's (ETA) internal assessment of its capability to respond to these increased mandates has shown we need to do a better job of ensuring that recipients comply with existing reporting schedules. Recent experience also has illustrated the ongoing need for ETA to monitor and ensure the quality of financial and program data reported to it by recipients.

  3. Data Quality. ETA, in collaboration with the Department's Office of Inspector General, has developed a Data Quality Review Guide with which Regional Offices are conducting State reviews of data quality on a multi-year cycle. Error, edit, outlier, and data quality reports from the SPIR database contractor also help States and Regional Offices monitor the quality of SPIR data submissions.

  4. Reporting Schedule. The attached is a reporting schedule for your use in monitoring your own response to the existing reporting time lines as currently established. Reporting deadlines are, of course, subject to change in response to future developments.

    A major change in JTPA reporting occurred with Program Year 1992, when for the first time records for each individual terminee were required for the new SPIR system. Each successive year has shown improvements in most States' ability to work with the SPIR database contractor and to submit timely and accurate SPIR files with fewer fatal errors and fewer iterations. During those years, however, the reporting deadline was not rigorously enforced in order to provide a window of time for States to edit their SPIR data and refine their data submission procedures.

  5. Final Cutoff Date for SPIR Reporting. Due to Congress' heightened requirements for program accountability reporting, and because SPIR is now fully operational after several years of phase-in, ETA will now require firm adherence to current SPIR reporting deadlines. August 15, 1997, is the due date for initial PY 1996 SPIR submissions. ETA will now firmly observe December 1, 1997, as the final cutoff date for States' submission of PY 1996 SPIR data revisions. ETA's SPIR database contractor has been instructed not to accept further submissions after that date.

    ETA's public information and analysis of JTPA performance will be based on data received by December 1. Submissions received after that date will not be used for purposes of analyzing JTPA performance, testimony, public discussion and dissemination of performance data and findings. Missing and incomplete data will be identified appropriately, such as in footnotes.

  6. Inquiries. Please call your Regional Office with questions about JTPA reporting.

  7. Attachment. Reporting Schedule.