DIRECTIVE: TRAINING AND EMPLOYMENT INFORMATION NOTICE NO. 17-99

TO: ALL STATE WORKFORCE LIAISONS
ALL STATE EMPLOYMENT SECURITY AGENCIES
ALL STATE WORKER ADJUSTMENT LIAISONS
ALL ONE-STOP CAREER CENTER SYSTEM LEADS

FROM: LENITA JACOBS-SIMMONS
Deputy Assistant Secretary

SUBJECT: Job Training Partnership Act On-line Electronic Reporting

1.Purpose. To transmit on-line electronic financial reporting instructions for JTPA Title II and III programs; and to set forth the data review and certification process.

2.References. The Job Training Partnership Act (JTPA) Regulations at 20 CFR Parts 627.455 and 627.904; the Paperwork Reduction Act of 1995 (P.L. 104-13, 44 U.S.C. Chapter 35); Training and Employment Guidance Letters Nos. 4-97 and 2-98; and Training and Employment Information Notices (TEINs) Nos. 12-93, Change 3 and 14-93, Change 2.

3.Background. The Employment and Training Administration (ETA) has placed a high priority on achieving direct electronic reporting capability for all recipients of ETA funds. This is part of a concentrated effort to increase overall accountability for the funds appropriated to ETA and to avoid cost reporting deficiencies in future OIG findings. These efforts are further responsive to OMB imposed requirements under the Paperwork Reduction Act of 1995.

In anticipation of complete electronic reporting for the first required reporting quarter under the Workforce Investment Act (WIA) programs, it is imperative that all States transition into the electronic mode for reporting JTPA data, beginning with the quarter ending March 31, 2000. The three reports for which electronic reporting capability will become immediately accessible are the JQSR, the WFFR, and the DWSPR.

4.National Office Preparation.The following steps have been completed or initiated in the National Office (NO) to facilitate in the transition to Web-based electronic reporting directly by the States:

A.Menu-driven software containing the data elements required on the JQSR, the WFFR, and the DWSPR has been designed by the Office of Technology and Information Systems (OTIS) and will be accessible to all States via the Internet.

B.The current JTPA reporting system, which is in RBase (DOS) and which requires Regional Office (RO) data entry, will be replaced with a new Oracle Web-based system, requiring data entry by the States. The scheduled date to activate the new system and terminate the old is April 28, 2000.

NOTE: Data for the quarter ending March 31 MUST be entered into the new system by the States. The old RBase system will NOT accept data for the quarter ending March 31. After April 28, updates or additions to data for quarters ending December 31, 1999, and prior, will be entered by States in the new Web-based system.

C.The National Office of Grants and Contract Management (OGCM) will provide Passwords and PINs to all grantees who do not already have them assigned. The individual handling this process in OGCM is Thomas C. Martin at tcmartin@doleta.gov or 202-219-5731, x123. (Respective ROs will coordinate the collection of information necessary for assignment of Passwords and PINs.)

5.State Reporting and Certification Process.The "Instructions for On-line Reporting" contained in the attachment are to be utilized by States to access the reporting Web-site and JTPA forms for submitting data required on the JQSR, the WFFR, and the DWSPR. These instructions contain detailed specifications for data entry and data submittal.

The data can be saved temporarily to await signature of the certifying official. The data entry person saves the report temporarily by pressing the submit button WITHOUT entering a PIN number. A confirmation page stating that the report has been saved and is awaiting final signature will be displayed upon successful transmission.

A certifying official is required to review the data for accuracy and completeness, prior to entering their assigned PIN and clicking the submit button. When the data has been successfully submitted, a confirmation page stating that the report has been electronically signed will appear. The data will then be accessible for RO review. If the RO identifies omissions or discrepancies in the data, the State will be contacted and advised of such findings. It will then be incumbent upon the State to make any necessary modifications to previously submitted data. (Only the State can enter or change data. Both the RO and the NO will have read only access.)

6.Action Required. The following actions should be taken immediately by the States:

A.After April 28, any outstanding data not previously submitted for quarters ending December 31, 1999, and prior, will be entered by States into the new Web-based system. REMINDER: The old RBase system will be cut off on April 28.

B.By no later than May 15, utilize the new Web-based system (to be activated April 28) to enter JTPA data for the quarter ending March 31. The attachment provides step by step instructions.

C.State Workforce Liaisons are requested to provide this TEIN to all officials within the State who need such information to implement the Internet-based reporting system for JTPA Titles II and III.

7.Inquiries. Questions concerning this TEIN should be directed to your RO representative. A technical contact person in the OTIS is provided in the attachment, as well as NO program staff.

8.Attachment. On-line Electronic Reporting Instructions for US DOL/ETA Title II and III Programs.