Software for state unemployment data validation instructions

UIPL10-10acc.pdf (https://www.dol.gov/sites/dolgov/files/ETA/advisories/UIPL/2010/UIPL10-10acc.pdf)

                                                CLASSIFICATION
   EMPLOYMENT AND TRAINING ADMINISTRATION       Data Validation
               ADVISORY SYSTEM                  CORRESPONDENCE SYMBOL
         U. S. DEPARTMENT OF LABOR              OUI/DPM
             Washington, D.C. 20210             DATE
                                                January 19, 2010


ADVISORY:           UNEMPLOYMENT INSURANCE PROGRAM LETTER NO. 10-10

TO:                 STATE WORKFORCE AGENCIES

FROM:               JANE OATES /s/
                    Assistant Secretary

SUBJECT:            Web-Based Software for Modifying Module 3 of the
                    Unemployment Insurance (UI) Data Validation (DV) Handbook


1. Purpose. This guidance announces the release of new UI DV Module 3 Web-based
   software that enables states to update and publish their state-specific instructions
   included in the Module 3 section of the UI DV Handbook, and that provides the
   means for states to certify to the Department of Labor (DOL) that their instructions
   are current. This guidance also establishes the timeframe to certify these data
   annually and indicates how users may establish accounts to use the Module 3
   software.

2. References. Unemployment Insurance Program Letter (UIPL) No. 22-05, Change 2,
   “Unemployment Insurance Data Validation (UI DV) Program Activities during
   Validation Years (VY) 2008 and Beyond;” UIPL 25-09, “Call Memo for the Fiscal
   Year (FY) 2010 Unemployment Insurance (UI) State Quality Service Plan (SQSP).”

3. Background. The UI DV Handbook for both benefits and tax includes a state-specific
   component called Module 3. Module 3 provides instructions on how to validate
   each element of a data validation extract file. Module 3 is the indispensable guide to
   validation for both programmers and validators. It contains both general
   information common to all states, such as Federal reporting rules, and sections
   where states enter their specific information, such as where to find a data element on
   their management information database. In some cases where the state database
   does not contain an element, Module 3 rules can be used to calculate it.

   In late November, 2009, DOL released Module 3 Web-based software enabling state
   users to update their state’s information directly and generate a revised copy in PDF
   format, which they can print or use electronically. The software also permits
   Regional Office (RO) users to view or print their own copies of their states’ benefits



  RECISSIONS                                         EXPIRATION DATE
  None                                               January 19, 2011

                                        -2-


   and tax Module 3. National Office (NO) staff use it to maintain the document.
   Before the release of this software, Module 3 could only be updated by sending
   changes to NO staff, who input the changes and returned an updated electronic
   copy of the module to the state user. The software also provides the means by
   which each state fulfills the DV requirement that it has reviewed and updated both
   its benefits and tax Module 3 each year.

   The new software resides on a DOL server, and all users must have DOL accounts to
   access it. This advisory explains the annual Module 3 certification requirement and
   indicates how users can request accounts to use the software.

4. Annual Certification Requirement. Every year beginning in 2010, states must
   certify that they have reviewed and, if necessary, updated their Module 3 for
   benefits and tax. They must use the new software to make this certification during
   the 2-month window between April 10 and June 10. The software has a special
   certification form that will be available only during this time period. States that fail
   to certify that their Module 3 is up-to-date by June 10 must address this as part of
   their State Quality Service Plan (SQSP) corrective action plan or narrative for DV for
   the upcoming fiscal year.

5. Accessing and Using the Module 3 Software. State users have access to the
   software through the “Module 3” link available under the “Data Validation” link on
   the State UI menu of their Sun computer. The NO and RO staff can access the
   software through the UI applications menu. The NO staff are responsible for
   making any necessary changes to the information that is not state-specific and will
   also have the ability to change state-specific data if a state requests it. The RO users
   will be able to check the status of state updates and certifications. The Release Notes
   for this software were sent to all state system administrators and are also available
   on the DV Web page at http://ows.doleta.gov/dv/.

   Because using the new Module 3 software involves direct access to a central DOL
   server, all users must first establish user accounts with the ETA NO. All state users
   and any RO users that do not already have access to the UI data base must request
   accounts. The necessary forms and instructions are posted on the DV Web page at
   http://ows.doleta.gov/dv/.

   After their user accounts are set up, the states can access the software but will not be
   able to see their state-specific Module 3 until the NO updates and publishes the
   Federal template. An announcement will be sent out as soon as this is done. State
   staff needing an updated Module 3 before they can produce their own using the new
   software should contact the NO DV team by e-mail at [email protected].

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   A software tutorial will be posted to the DV Web page in the near future. Training
   will also be given in the future through the Minnesota Training Center.

6. Action Requested. Please provide copies of this advisory to all affected staff and
   make sure that they are aware of the need to certify benefits and tax Module 3
   annually by the June 10 deadline.

7. Inquiries. Please direct all questions to the appropriate Regional Office.