12.8.2 Use of Planned vs Actual Service Dates
Effective date: TBD
Career planners must enter services in ASSET to accurately reflect the activities and services provided to each participant, and the timing and outcomes of those services and activities. Accurate recording of services allows ASSET to assign correct participation and exit dates, which, in turn, affects how and when performance outcomes are measured. Each ASSET service entry allows the career planner to establish Planned Open and Close dates and Actual Open and Close dates. DWD-DET requires career planners to enter services with Planned Open and Close dates when working with a participant to develop an Individualized Employment Plan (IEP) or Individual Service Strategy (ISS). When a service is actually provided, the planned service must be updated and assigned Actual Open and Close dates to correspond with the dates of service delivery. 1 Actual Open and Close dates are used to determine cohorts for performance outcomes.
NOTE: ASSET allows career planners to retroactively date a service Planned and/or Actual Open Date back to, but not prior to, the program registration date.2 DWD-DET requires that, at a minimum, WDBs update participant information monthly to ensure monthly dashboards reflect accurate information. Careers planners must not backdate services as a regular practice; however, if extenuating circumstances occur, file documentation must identify the actual dates the participant received the service and include a case note explaining why the service entry was delayed.
During previous monitoring and data validation activities, DWD-DET has observed the following unallowable service management practices:
- Services recorded with Actual Open Dates before they were actually provided to participants; and
- Services recorded with Planned Close Dates several weeks/months/years in the future from the Actual Open Date that do not correspond with reasonable planned service timelines based on the type of service at issue.
DWD-DET does not permit career planners to arbitrarily establish Planned Close Dates that may inappropriately prevent participants from exiting. This includes, but is not limited to, cases where successful performance outcomes cannot be verified due to loss of contact with the participant and/or cases where the career planner expects to, but has not yet, received proof of training completion. Below are some examples of acceptable and unacceptable uses of Planned Close Dates: Acceptable
- Planned Close Date for an occupational classroom training service matches the duration of the training program. See Detailed Example below.
- Planned Close Date for a job search assistance service is extended monthly. The career planner and participant acknowledge progress through emails, phone call, or text about job prospects with proper file documentation and/or case notes. When the participant obtains employment, the Actual Close Date of the service corresponds with the participant's first day of work at the new employer.
- Planned Close Date for an occupational classroom training service is left open for any time period after the training is concluded because the career planner is waiting for documentation of completion.
- Planned Close Date for a Career Planning service is arbitrarily set for six months from the Actual Open Date.