Senior Community Service Employment Program (SCSEP) Data Validation Training

1. Senior Community Service Employment Program (SCSEP) Data Validation Training California Department of Aging January 12, 2010

2. SCSEP Data Validation • What is data validation (DV)? • Review of California Department of Aging SCSEP Eligibility DV results • Explanation of source documentation • Focus on data elements from SCSEP Participant Form and required source documents • Participant Form Tool • Recap

3. What is Data Validation (DV)? Explanation of the DV Process

4. Review California Department of Aging’s (CDA) DV Results Discussion of State DV Results • Eligibility* • Performance *Today’s PowerPoint will focus on Eligibility results and issues.

5. Source Documentation There are four categories of source documentation: • Official documents or business records • Confirmation of signatures and dates • Detailed case notes • Participant or third party signed attestation

6. Official Documents or Business Records • Government Records • Medical Records • SCSEP project or host-agency records • Other official or third-party business records

7. Government Records Government records include: • Social Security Administration records • Driver’s license • Federal, state, or local government identification card • Veteran’s Administration records

8. Medical Records Medical Records include: • Actual medical records • Physician’s statement • Psychologists’ diagnosis • Rehabilitation evaluation • Disability records • Worker’s compensation records

9. SCSEP Project or Host Agency Records SCSEP project or host agency records include: • Documents created during the normal course of business • Timesheets • Payroll records • Written communications (e.g. letters, memos, faxes, email)

10. Other Official or Third-Party Business Records Other official or third-party business records Include documents from external entities: • Bank statements • Payroll records • Letters from employers establishing the facts that are being considered

11. Confirmation of Signature and Dates Confirmation of signature and date is the simplest form of support. Validators will confirm that the relevant signature exists on the application and/or participant’s recertification form and that the date in SPARQ matches the date on the form.

12. Case Notes Detailed case notes consist of the case worker‘s own documentation of his or her activities. Case notes can be based on information derived in person or by telephone. Every case note used to validate data must include the following three foundation elements along with the specific facts being documented: • case notes must include the name of the person who is the source of the information; • his or her phone number; and • the person‘s organization and title or relationship to the participant, whichever is appropriate.

13. Case Notes Who documents the case notes? The person responsible for case notes can be the case manager, a SCSEP monitor, or an individual associated with the project, the host agency, or some other party. Case notes must include: • The name or initials of the person making the note. • The date on which the information was obtained, and the date on which it was recorded, if different. • Sufficient information to allow a reasonable person to make a determination as to specific events or decisions. Format for case notes: • hand-written notes • standardized forms • electronic records

14. Participant or Third Party Signed Attestation • Participant or third party attestation is used when information is obtained directly for the participant or a knowledgeable third party. • Signed attestation suffices ONLY IF there is no evidence in the case file that contradicts the statements made through attestation.

15. Data Elements with the Most Source Document Issues SCSEP Participant Form (rev.3/09) • Homeless (P8) • Number in Family (P11) • Total Includable Family Income (P14) • Low Literacy Skills (P24) • Veteran (P25) • Disability (P26) • At Risk for Homelessness (P27) • Failed to Find Employment After Using WIA Title I (P29) • Low Employment Prospects (P30)

16. Data Validation Recap • What is Data Validation (DV)? • Review of California Department of Aging SCSEP Eligibility DV Results • Source Documentation • Focus on data elements from SCSEP Participant Form and required source documents • Participant Form Tool

17. Resources Data Validation Handbook – Pages 38 -58 http://scsep.mathematica-mpr.com/Documentation/DV/SCSEP_DV_Handbook_12-1-2008.pdf Code of Federal Regulations Title 20 Part 641 - Final Rule April 9, 2004 http://www.doleta.gov/Seniors/other_docs/etaOAreg.pdf Code of Federal Regulations Title 20 Part 641 - Interim Rule June 29, 2007 http://www.doleta.gov/Seniors/other_docs/InterimFinalRule6_29_07.pdf TEGL 12-06 and Attachment I and II http://www.doleta.gov/Seniors/html_docs/TEGL.cfm#content

18. Thank You!