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Privacy Act Systems - DOL/ETA-31

DOL/ETA-31

SYSTEM NAMES :

The Enterprise Business Support System (EBSS)

SECURITY CLASSIFICATION:

None.

SYSTEM LOCATION:

U.S. Departmental of Labor, 200 Constitution Avenue,

Washington, DC.

CATEGORIES OF INDIVIDUALS COVERED BY THE SYSTEM:

a. Workforce Investment Act Standardized Record Data (WIASRD) - a system which manages file submissions and serves as a repository for annually submitted files of individual records on all participants who exit the Workforce Investment Act (WIA) programs.

b. WIOA Participant Individual Record Layout (PIRL) - a system which manages file submissions and serves as a repository for annually submitted files of individual records on all participants who exit the Workforce Innovation and Opportunity Act (WIOA) programs.

c. Registered Apprenticeship Partners Information Data Systems (RAPIDS) - is a web-based apprenticeship training program management and reporting system. It is composed of two major components: the RAPIDS system and the E-Registration. The RAPIDS system allows RAPIDS users (Apprenticeship Training Employer and Labor Services management, regional and state directors and Apprenticeship Training Representatives) to register, process, manage, and report apprenticeship programs and apprentices registered in these programs. E-Registration allows apprenticeship sponsors to register and manage apprentices in programs they sponsor.

d. Common Reporting Interchange System (CRIS) - CRIS uses state and Federal Employment Data Exchange System (FEDES) and Wage Record Interchange System (WRIS) in generating reports. CRIS provides common performance measures for the grant programs, which do not have the ability to collect the common measure outcomes i.e. Entered Employment Rate, Retention Rate, and Average Earnings etc. on their own.

e. The Reintegration of Ex-Offenders - Adult Program (RExO), formerly known as the Prisoner Reentry Initiative (PRI), is designed to strengthen urban communities through an employment-centered program that incorporates mentoring, job training, and other comprehensive transitional services. Participants enrolled in RExO -Adult grants and the affiliated random assignment evaluation.

f. Youth Build - a case management and grantee performance reporting system. The system collects participant level data and manages the program lifecycle at the participant level. The system also provides grantees with quarterly reporting capability and tools to manage sub-grantees.

g. Enhanced Transitional Jobs Demonstration (ETJD) - These evaluations will inform the Federal government about the effectiveness of subsidized and transitional employment programs in helping vulnerable populations secure unsubsidized jobs in the labor market and achieve self-sufficiency.

h. Senior Community Service Employment Program (SCSEP) Performance and Results Quarterly Performance Results (QPR) System (SPARQ) - Participants in the SCSEP funded under the Older Americans Act Amendments of 2006 (OAA Amendments), Pub. L. 109-365.

i. Indian and Native American Program (INAP) - Participants who have exited from the Workforce Investment Act (WIA), Section 166 program and the Workforce Innovation and Opportunity Act, Section 166 programs.

j. Bene-Choice (formerly Youth Offenders) - a case management and grantee performance reporting system. The system collects participant level data and manages the program lifecycle at the participant level. The system also provides grantees with quarterly reporting capability and tools to manage sub-grantees.

k. Trade Act Participant Records (TAPR) - an application which collects and maintains program performance and participant outcomes for TAA and NAFTA Transitional Adjustment Assistance (NAFTA-TAA) programs.

l. High Growth and Community Based Job Training and Performance Reporting (HGJTP) - a web-enabled application that collects performance results from High Growth and Community Based grant programs.

CATEGORIES OF RECORDS IN THE SYSTEM:

WISARD: This system contains initial requests under the Workforce Investment Act, responses, and related documents.

WIOA (PIRL): This system contains WIOA participant personally identifiable information such as social security numbers and birthdates.

RAPIDS: include the following identifying information on apprentices/trainees: social security number, ATR Code, program number, State Code, DOT Code, Job Title, name, birth date, sex, ethnic code, race code, Veteran code, accession date, previous experience date, expected completion date, exit wage, and apprenticeship school link.

CRIS: This system contains initial requests under the Workforce Investment Act and Workforce Innovation and Opportunity Act, responses, and related documents.

RExO: This system contains participant contact and demographic data, as well as services provided and performance outcomes obtained.

YOUTH BUILD: This system contains participant contact and demographic data, as well as services provided and performance outcomes obtained.

ETJD: This system contains participant contact and demographic data, as well as services provided and performance outcomes obtained.

SCSEP: Records in the system include personal characteristics of each SCSEP participant; the description of training, community service assignments, and unsubsidized employment placements the participants received; wages and supportive services received; and program outcome and participant follow-up information obtained after completion of the program.

INAP: Records in the system include (scrambled) Social Security number and various characteristics of each participant, the description of program activities and services they received, and program outcome and participant follow-up information obtained after completion of the program.

BeneChoice (formerly Youth Offenders): Case managers enter the data provided by the participants.

TAPR: standardized set of data elements, definitions, and specifications that describe the characteristics, activities, and outcomes of TAA participants.

HGJTP: electronic file of individual records on all participants who exit from the program during the reporting quarter. These individual records follow a comma-delimited format and contain the minimal amount of information needed in order for ETA to collect employment-related outcomes data using wage records.

AUTHORITY FOR MAINTENANCE OF THE SYSTEM:

The Workforce Investment Act of 1998, Public Law 105-220, 29 USC 2871, Section 136; Workforce Innovation and Opportunity Act, Public Law 113-128, Section 116, 29 USC 3141.

PURPOSE(S):

This system of records is maintained to:

a. Generate statistical reports that will present detailed information on the characteristics of program participants, program activities, and outcomes.

b. Provide information for evaluation purposes.

c. Provide a suitable national database to enable the Department to provide technical guidance to local programs in establishing performance goals for their service providers.

d. Provide grantees with a case management system to record individual participant outcomes.

e. Provide access to real-time data to grantees for data tracking and program improvement.

f. Provide access to real-time data to Federal office staff in response to requests for information from Congress, GAO, OMB and other sources, as requested.

g. Provide access to necessary demographic and outcome information necessary for the affiliated random assignment evaluation of the programs.

ROUTINE USES OF RECORDS MAINTAINED IN THE SYSTEM, INCLUDING CATEGORIES OF USERS AND THE PURPOSES OF SUCH USES:

These records, and information in these records, may be used to:

a. Report performance outcomes on individual grants and aggregated grant performance.

b. Share performance information to the workforce system via the Quarterly Workforce System Results.

c. Share demographic and service counts as requested by Congress, OCIA, OMB, GAO or other requesters.

d. Track case management and performance by grantees to improve outcomes and meet performance measure goals.

e. Disclose information to researchers and public interest groups those records that are relevant and necessary to evaluate the effectiveness of the overall programs and its various training components in serving different subgroups of the eligible population.

f. Disclose information to Federal, state, and local agencies and community-based organizations to facilitate statistical research, audit, and evaluation activities necessary to ensure the success, integrity, and improvement of the employment and training programs.

g. Disclose information to placement and welfare agencies, prospective employers, school, or training institutions to assist in participant employment.

h. Disclose statistical information to the news media or members of the general public for the purpose of promoting the merits of the programs.

i. Disclose to Native American organizations receiving WIA, section 166 and WIOA, section 166 funding to provide relevant and necessary information to allow for comparative self-analysis of their programs' performance.

DISCLOSURE TO CONSUMER REPORTING AGENCIES:

None.

POLICIES AND PRACTICES FOR STORING, RETRIEVING, ACCESSING, RETAINING, AND DISPOSING OF RECORDS IN THE SYSTEM:

STORAGE:

Files are stored electronically.

RETRIEVABILITY:

Files are retrieved by the grant, recipient's grant number and unique identification assigned to individuals. Records can also be retrieved by social security number but only by individuals that have access to the database and the encryption methodology.

SAFEGUARDS:

Access by authorized personnel only. Computer security safeguards are used for electronically stored data.

RETENTION AND DISPOSAL:

Records are retained indefinitely.

SYSTEM MANAGER(S) AND ADDRESS:

Director, Office of Information Systems and Technology, Employment and Training Administration (ETA)
NOTIFICATION PROCEDURE:

Inquiries should be mailed to the System Owner.

RECORD ACCESS PROCEDURE:

A request for access should be mailed to the System Owner.

CONTESTING RECORD PROCEDURES:

A petition for amendment should be addressed to the System Owner.

RECORD SOURCE CATEGORIES:

Information in this system is obtained from the individual requester, official documents, agency officials, and other Federal agencies.

SYSTEMS EXEMPTED FROM CERTAIN PROVISIONS OF THE ACT:

The Department of Labor has claimed exemptions from several of its other systems of records under 5 U.S.C. 552a(k) (1), (2), (3), (5), and (6). During the course of a PA/FOIA action, exempt materials from those other systems may become part of the case record in this system. To the extent that copies of exempt records from those other systems are entered into these PA/FOIA case records, the Department has claimed the same exemptions for the records as they have in the original primary system of records of which they are a part.