Targeted Initiative for Older Workers (TIOW) Monthly and Quarterly Reporting Instructions for Service Providers 2014-15 The Ministry of Training, Colleges, and Universities (MTCU) requires the submission of monthly and quarterly report as part of the ministry s agreement with Service Providers. This document provides information and instructions for submitting the reports. The Monthly Participant Data Report (MPDR) requires client-level reporting activity data including personal information on each client to satisfy its requirement to report to the Government of Canada (GoC). Personal participant information includes data such as name, SIN, address, and phone number. The Quarterly Status and Adjustment Report (QSAR) is a narrative report that allows the service provider to give an overview of TIOW activity and business plan commitments. TIOW REPORTING PACKAGE The package contains four documents: 1) TIOW Monthly and Quarterly Reporting Instructions for Service Providers (this document) These instructions provide guidelines for data entry, data storage, a reporting schedule and method of submission of the TIOW Reports 2) TIOW Monthly Participant Data Report (MPDR)Template The TIOW MPDR is reported in Microsoft Excel format. 3) TIOW MPDR Data Dictionary and Definitions The Data Dictionary and Definitions document lists each data field in the PDR template and provides the field description, the field format (i.e. drop down, text entry, numeric entry) and whether a field is mandatory. There is also a tab in the PDT template containing the same information. Please consult either of these documents to ensure data is entered correctly. 4) TIOW Quarterly Status and Adjustment Report (QSAR) Template TIOW 2014-15 Reporting Instructions Page 1 of 6
THE MONTHLY PARTICIPANT DATA REPORT (MPDR) INSTRUCTIONS The TIOW Monthly Participant Data Reporting Template can be accessed on the EOPG. NOTE: The report is to be accompanied by a scanned memorandum signed and dated by the appropriate authorized signing officer certifying the report. Monthly Participant Data Reporting Template The TIOW Monthly Participant Data Reporting Template is an MS Excel spreadsheet with three tabs. The first tab is the template itself which the service provider is to complete and submit. On the second tab contains the Data Dictionary and Definitions. The same information in this tab is included in a separate MS Word document. The Data Dictionary and Definitions contains definitions, provides associated field formats, and identifies each data field and its respective data entry requirements. Please consult this document carefully when completing the monthly report to ensure that data is correctly recorded on the spreadsheet. The third tab contains a list of current TIOW site IDs. Please verify your site ID on this list. Data Entry Instructions The Monthly Participant Data Reporting Template is a Microsoft Excel spreadsheet with field headings listed in each column. Each participant record will appear on a separate row of the spreadsheet. MTCU requires the reporting of personal participant and activity data. Personal participant data includes name, address, and phone number. Activity data relates to the client s participation in the TIOW program from intake to exit and follow up. Data gathered includes activities received, duration, satisfaction and follow-up status. The reporting template accepts data input in the form of text entries, numeric entries and drop down lists. Most of the fields are mandatory. If a field does not apply to a participant, a not applicable option or zero number must be entered. The Data Dictionary and Definitions outlines data entry requirements for each field. TIOW 2014-15 Reporting Instructions Page 2 of 6
One record is to be provided for one TIOW participant (i.e. all data associated with a participant in the program should be entered on one row in the appropriate field columns). There should be no duplicate participant names and associated activity entered on the same spreadsheet. Data fields are listed in the order that they appear on the TIOW Participant Registration Form and TIOW Participant Exit and Follow-Up Form for ease of entry. NOTE CAREFULLY: Service providers are to append participant information for clients starting after April 1, 2014 to the last MPDR that they submitted to MTCU in 2013-14. Please do not start a new report. Service providers are not required to submit monthly follow-up reports for clients once all follow-ups have been completed. The template should be updated with new information on an ongoing basis. Frequency of data entry can be determined by the delivery site however data should be as current as of the end of the reporting period for monthly submission to MTCU. Each monthly submission should be a cumulative data set and named with the Service Delivery Site ID Number, the corresponding reporting period data and fiscal year: <SDS Site ID Num> - <Reporting Period> - <fiscal year> (e.g. 1234A - 2014 04 30 - FY 2014-15.xls). Data Storage and Protection As personal information is being captured and stored, necessary care should be taken to ensure the security and integrity of individual participant data. Appropriate products, tools, measures and procedures to prevent the unauthorized or inadvertent collection, use, disclosure, loss, alteration or destruction must be used. Access to personal information of individual participants should be limited to employees and subcontractors who need the personal information to deliver the program and ensure the compliance with its obligations under the Agreement. Please refer to your TIOW Agreement for the terms and conditions of Access to Information and Protection of Privacy. It is advisable to regularly backup two work copies of the data report file in case of file corruption. TIOW 2014-15 Reporting Instructions Page 3 of 6
Data Submission The participant data reports and memorandum files are to be submitted to MTCU on a password protected Universal Serial Bus (USB) flash drive. The USB flash drive must have a password security feature to ensure that files are submitted in the manner prescribed. In order to avoid delays in data collection, Monthly Participant Data Reports should not be password protected. The USB drive should be protected to protect client privacy. The file itself does not have to be protected. As stated in Schedule D of the agreement, service providers are to courier the password protected USB flash drive containing the appropriate files to the named MTCU local office. Alternatively, the password protected USB flash drive can be delivered in person to the MTCU local office contact. Either way, the password of the USB flash drive should be conveyed to the same local office contact by e- mail The blank USB flash drive will be sent back to the service provider in time for submission of the next monthly report. Files previously saved on the flash drive will be deleted by MTCU. The MTCU local office contact will notify the service provider if any issues with the file or data arise. Reporting Schedule The monthly Participant Data Reporting Template is due to MTCU on the fifth business day of the month. The reporting schedule for 2014-15 follows: Reporting Period Reporting Deadline April and May 2014 Friday, June 6, 2014 June 2014 Tuesday, July 8, 2014 July 2014 Friday, August 8, 2014 August 2014 Monday, September 8, 2014 September 2014 Tuesday, October 7, 2014 October 2014 Friday, November 7, 2014 November 2014 Friday, December 5, 2014 December 2014 Thursday, January 8, 2015 January 2015 Friday, February 6, 2015 February 2015 Friday, March 6, 2015 March 2015 Thursday, April 9, 2015 TIOW 2014-15 Reporting Instructions Page 4 of 6
QUARTERLY STATUS AND ADJUSTMENT REPORT (QSAR) INSTRUCTIONS The Quarterly Status and Adjustment Report template can be accessed on the EOPG. Instructions for TIOW Service Providers Service providers are required to provide information concerning any cause and planned adjustments to achieve results not currently on target. Service providers are only required to complete Part 1 (Service Provider Site Manager s Analysis) of the QSAR. The fiscal year quarter, service provider site name and number as well as the manager name are to be provided. Two questions regarding TIOW activity and Business Plan commitments are also to be answered in the text boxes provided. Service providers are to submit their completed QSAR on the last day of the month following each fiscal quarter end. MTCU s Role Following the submission of each service provider s QSAR, MTCU will respond and provide written feedback by completing Part 2 (MTCU Feedback). In particular, MTCU will identify and comment on service providers actions and/or strategies that are beyond the scope of TIOW. MTCU feedback will be provided back to the service provider no later than ten business days after the QSAR is received. Reporting Schedule The reporting schedule for the 2014-2015 fiscal year is as follows: Reporting Period Reporting Deadline MTCU Feedback Deadline Q1 (April 1 June 30, 2014) Thursday, July 31, 2014 Monday, August 18, 2014 Q2 (July 1 September 30, 2014) Friday, October 31, 2014 Tuesday, November 18, 2014 Q3 (October 1 December 31, 2014) Monday, February 2, 2015 Tuesday, February 17, 2015 Q4 (January 1 March 31, 2015) Tuesday, March 31, 2015 Friday, April 17, 2015 TIOW 2014-15 Reporting Instructions Page 5 of 6
Helpful Tips and Reminders This section provides some helpful tips reminders for service providers as they complete the Monthly Participant Data Report and the QSAR. To avoid error and to ensure data integrity, please read this section carefully. a. Extra Care and Attention in Data Input Extra care and attention should be used when inputting data in both the monthly Participant Data Report and the QSAR. - There should be no duplicate participant names and associated activity entered on the same spreadsheet. - In order to avoid confusion and data integrity issues, please input data according to the style and format that is indicated in the templates. - Be mindful to enter a valid date. Wherever a specific format is required, an example of the correct format of data entry is found in the Data Dictionary and Definitions as well as in brackets underneath the associated field. b. Format of Templates Do not change or manipulate either of the report templates in any way. c. Timely Submission of Reports Please submit both reports by their due dates. Failure to do so means that MTCU does not have the data it needs to accurately assess TIOW client or service provider performance. Help and Support Please contact your MTCU local office contact for help and support regarding either the TIOW monthly Participant Data Reporting Template or the QSART. TIOW 2014-15 Reporting Instructions Page 6 of 6