The Wage Record Interchange System

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The Wage Record Interchange System

• Sharing Data and Protecting
• Confidentiality

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What is the WRIS?

• The Wage Record Interchange System facilitates
  the interstate exchange of UI wage data for the
  use of participating states in responding to
  performance and reporting requirements for
  programs identified in the Workforce Investment
  Act and for programs authorized under the
  Wagner-Peyser Act.

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WIA Performance Accountability

• Report on performance of state and local programs
• Certify eligible training providers
• Prepare consumer reports on eligible training
  provider performance

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The Workforce Investment Act and Data Sharing

• WIA directs states to use wage data to measure
  performance of state and local programs and
  training providers
• Directs Secretary of Labor to facilitate
  interstate exchange of wage data
• Provides that any data sharing must be consistent
  with state law and FERPA (Family Educational
  Rights and Privacy Act )

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WRIS Programs - Current

• WIA Title IB Programs
• Adult
• Dislocated Worker
• Youth
• Wagner-Peyser Programs

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WRIS Programs Future Expansion

• VETS
• Title 38
• Welfare to Work
• Trade Act

• DOL Grant Programs
• Older American Community Service
• Migrant Seasonal Farm Worker
• Native American
• Veterans Workforce Investment
• Youth Opportunity
• Job Corps

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What is WRIS Data?

• WRIS Data includes social security numbers and
  reported wages of employees and the quarter in
  which the wages were earned, the name(s), FEIN
  and industry code of employers (if available) who
  have reported such wages and the SESA reporting
  the wages.
• WRIS Data also includes duplicate data created
  from WRIS Data and data extracted or copied from
  WRIS Data.

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WRIS Data Subjects

• Customers who have relocated and become employed
  in another state
• Resident Customers employed across state lines
• Resident Customers with multiple jobs inside and
  outside state

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WRIS Precedents

• Regional DATA SHARING AGREEMENTS
• Interstate DATA SHARING AGREEMENTS

• The INTERSTATE BENEFITS Program
• ICON
• Intrastate DATA SHARING AGREEMENTS

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Primary State WRIS Concerns

• Utility of the System
• Confidentiality of Data Exchanged Through the
  System
• Cost of the System to the States

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(No Transcript)
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Distributed Data Base Index Details

• Identifies those SSNs for which wages have been
  reported to participating states
• File maintained at WRIS Clearinghouse
• Contains data for 8 most recent completed
  quarters of data available to SUIA

• Is refreshed quarterly by SUIA in accordance with
  schedule established by Lockheed Martin
• Failure to timely provide data to DDBI will
  preclude PACIA participation for quarterly cycle

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PACIA Responsibilities

• Compile WRIS Requests
• Process Data from WRIS Results
• Prepare WIA Program Assessments and/or Consumer
  Reports
• Assist with Audits/Reports

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SUIA Responsibilities

• Process WRIS Requests
• Prepare WRIS Replies
• Assist with Confidentiality Compliance Audits and
  WRIS Performance Reports
• Help Lockheed Martin Troubleshoot the System

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Lockheed Martin Duties

• Assist States with Technical Readiness
• Assign WRIS Usernames/Passwords
• Operate WRIS Clearinghouse
• Troubleshoot the WRIS
• Provide States with Ongoing Technical Support
• Assist NASWA with Audits/Reports

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NASWA Responsibilities

• Administrative Support to States
• WRIS Username and Password Process
• Confidentiality Compliance Audits
• Continuous Improvement of System
• Report on System Operation/Value

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States Participating in the WRIS
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of Civilian/Non-Institutional Employment
Captured in the WRIS
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Florida Wagner-Peyser Test Run

• DDBI test run produced wage records for a total
  of 63,000 persons
• 8 Return Rate
• Nearly 65 of all data matches were from
  non-border states
• 37 of data matches were from states which were
  neither border states nor regional neighbors

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The Workforce Investment Act and Data
Confidentiality

• Although the WIA directs states to use wage data
  to measure performance and directs the Secretary
  to facilitate the interstate exchange of wage
  data it also requires that any data sharing must
  be consistent with state law and FERPA (Family
  Educational Rights and Privacy Act) and prohibits
  the creation of a
• national wage database.

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Compliance with State Laws

• Release of personally identifiable data to public
  employees/agents only
• All other releases in aggregate form or with
  individual consent
• Data Sharing Agreement which
• limits access to and disclosure of data
• requires physical security of data
• notifies employees of confidentiality
  requirements and penalties for violation

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WRIS Data Sharing Agreement

• Data Sharing Agreement and Operating Plan
• Purpose and Legal Authority
• Defines Terms
• Describes System Operation
• Identifies Parties
• Responsibilities of Parties
• Restrictions on Handling Data
• Boilerplate Provisions

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Restrictions on Use and Disclosure

• The PACIA may not request data except for
  authorized purposes nor disclose WRIS data except
  to 1) authorized employees of the PACIA 2)
  NASWA and LM for official duties 3) public
  auditors in performance of official duties 4) in
  the form of reports containing aggregate data
  only or 5) to the Secretary in the form of
  individual records with no identifiers 6) with
  informed consent.

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WRIS Confidentiality Program

• Secure Socket Layer Technology
• Use of ICON Connection
• Limited Employee Access
• Passwords/User IDs
• WRIS Data Sharing Agreement

• Strict Limitations on Disclosure of Data
• Timely Destruction of WRIS Data
• Employee Confidentiality Training
• Physical Security of WRIS Hardware and Software

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Compliance with Federal Law

• Will Not Involve Collection of SSNs
• Will Not Impact Rights or Entitlements to
  Benefits
• Involves SSNs Already Known to Parties
• Will Not Involve Exchanges Between Federal
  Agencies
• Involves Release of Individual Data to Public
  Entities Only
• Part of a Program of General Public Welfare

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WIA/FERPA Compatibility

• Need SSN and Course Information for All Students
  for Comparison Purposes
• Joint DOL and DOE Memorandum
• Applies Financial Aid Exception to WIA Students
  and State Educational Authorities Exception to
  All Students
• PACIAs Are Only Entities That Can See Individual
  Data Aggregate Data May Be Shared With Other
  Interested Entities

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How is the WRIS Supported?

• NASWA recommended permanent federal funding
• ETA has committed funding for the systems fixed
  costs so long as funds are available for this
  purpose

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A Useful Tool for States

• While participation in WRIS is voluntary, states
  are encouraged to use the WRIS to meet data
  sharing requirements of the WIA and to enhance
  their reporting for programs under WIA and the
  Wagner- Peyser Act.

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Administrative Readiness Steps

• Review WRIS Data Sharing Agreement and WRIS
  Operating Plan
• Contact NASWA w/Questions or Concerns
• SUIA and PACIA Execute Documents
• Authorize Employee Users

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Technical Readiness Steps

• Contact Lockheed Martin to coordinate SUIA
  participation
• Arrange for DDBI Input
• Select Code to Create Responses
• State Code
• Lockheed Model Code
• Finalize Data Exchange Setup

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CONTACT Information

• NASWA (Administration/Confidentiality)
• Rich Hobbie, rhobbie_at_naswa.org,
• [phone]
• Maria Colavito, mcolavito_at_aol.com, [phone]
• Lockheed (Technical Operation)
• Bill Grier, william.b.grier_at_lmco.com, (407)
  306-7016
• Martha Hazelrigg, martha.c.hazelrigg_at_lmco.com,
• [phone]

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Additional WRIS Information

• Information about the WRIS is also available
  through the WRIS Watch link on the NASWA web
  site, www.workforceatm.org