Data Validation (DV)

• What is DV?

• Who conducts DV

• Why conduct DV?

• How is DV done?

• When is DV?

• Common Fails

• Suggestions

• Expectations

What is DV?

•DV monitors data collection, reporting, and performance.

•DV analyzes ▫the participant eligibility ▫causes of performance measure

successes and failures.•DV matches data elements against original documentation to verify compliance.

Who conducts DV?

The U.S. Department of Labor (DOL) pulls random

samples from the Senior Community Service

Employment Program (SCSEP) Performance and

Results Quarterly Progress Report System (SPARQ).

CDA’s SCSEP Specialist conduct DV either through

an on-site visit or through desk review.

Why conduct DV?

• DV assesses the accuracy of the data

elements entered into SPARQ from the

original documentation.

• DV aids with identifying weaknesses and

strengths enrollment, assignment, exit and

placement processes.

• DV identifies training needs.

How is DV conducted?

• CDA SCSEP Specialists compare data on the DV

worksheets with the participants file.

• CDA SCSEP Specialist perform

o Income calculations (eligibility) and

oEarnings calculations (performance)

which must match what is in the participant file.

• CDA SCSEP Specialists verify documentation in the

participant file.

How is DV conducted? (continued)

•Eligibility – Enrollment, IEP, Most in Need,

Time Sheets (CSA and Training hours)

•Performance – Exit, Unsubsidized

Employment, and Follow-Ups

•Data elements on the DV worksheet are

either a Pass or Fail.

When is DV? •DOL requires DV be conducted between

January and June.

•CDA will be start conducting another DV session starting September 2015

•CDA DV will be September - November.

Common Fails

•Income calculations

Formulas for calculations – how did you get that

number?

Net Pay is NOT counted – it should be Gross Pay

All Social Security counted – should only be 75%

oThis includes Medicare

Common Fails (continued)

•Follow-Up

Must attempt three times with employer before

contacting participant.

Self-attestations missing

Formulas for calculations

Missing documentation of earnings

• An email can work

Common Fails (continued)

•Case Notes

Not clearly written, hard to read

Missing initials/dates

• Time Sheets

Calculation of hours

Training hours missing

CSA and Training are separate hours and should be

recorded as such.

Suggestions

• Assign someone to double check the file.

• Review the DV Handbook

Source Document Requirements table.

• Utilize the Participant Checklist Form on the

CDA website.

• Refer to the Data Collection Handbook

• Call your SCSEP Specialist

Reminder• Enter into SPARQ

• Heed all

Durational Rejects,

Rejects, and

Warnings

• Starting in PY 14 Data Validation includes

Individual Employment Plans (IEP)

Recertification's

ExpectationsDV is now twice a year.

Round One• DOL required, January through June Random sample picked by DOL

Number of files range for both Eligibility

and Performance Round Two

CDA preview, September through November

Random sample picked by CDA Number of files will be 2 Eligibility and 2

Performance

If you have any questions or concerns contact your SCSEP Specialist.