1. H-1B Grants Technical Assistance Tutorial #4: Resolving Common Errors
Tutorial Date: January 2014
Presented by: Division of Strategic Investments (DSI)
U.S. Department of Labor (DOL)
Employment and Training Administration (ETA)

2. H-1B Grants Performance Reporting
Technical Assistance Series
Tutorial 1: Performance Reporting Orientation
Tutorial 2: HUB System Preview
Tutorial 3: Preparing Data Files
Tutorial 4: Resolving Common Errors #

3. Tutorial 4: Resolving Common Data File and HUB System Errors
Objectives
At the end of this tutorial, you will be able to:
Identify common data file and HUB system errors
Resolve these data file errors for successful upload in the HUB system #

4. Once you upload a data file into HUB…
HUB Validation Checks
Once you upload a data file into HUB…
Step 1:
Format Checking and Error Report
A validation check related to the formatting of your data file
Step 2:
Edit Checking and Error Report
A validation check related to the business rules of each code value assigned for all data elements #

5. Sample Format Check Error Report#

6. Common Format Check Errors
Format Checking Error Message(s)
Indication
Please correct the errors before attempting another upload.
Record 1 – Social Security Number: Failed with a value of ‘101’. Must provide a 9-digit Social Security Number (SSN)
Data element headers were included in your data file.
Record 2 – Social Security Number: Failed with a value of ‘ ’. Must provide a 9-digit Social Security Number
Indicates SSN code value may have started with zero that was dropped when the file was converted to a data file.
Record 3 – Social Security Number: Failed with a value of “blank”. Must provide a 9-digit Social Security Number
A SSN was not provided in this data element field. Instead, a null value or blank code value was entered.

7. Format Check Data File Error
3 Format Checking Error Message(s)
Record 1: Social Security Number Field: Failed with a value of ‘101’.
Record 1: Date of Birth Field: Failed with a value of ‘102’. Must provide a valid Date of Birth (YYYYMMDD).
Record 3: Social Security Number Field: Failed with a value of ‘blank’.
Incorrect format
Headers
Additional Row
Missing Code Values #

8. Common Format Checking Errors
Social Security Numbers
SSNs with hyphens
SSNs that start with zeros
Troubleshoot:
SSN Column Custom Formatting in Excel
Enter a single quotation mark (‘) before the zero
Do not format your SSN column using the Special/Social Security option under the Number Tab to enter SSNs without hyphens.
Hot Tip!
Open your data using Notepad to view your data file and ensure that the zeros are included as part of your data set. #

9. Common Format Checking Errors
Data File Field Count
61 data element fields for each participant record
Format Check Error: 57 fields for each participant record
1 Format Checking Error Message(s)
Record 1 - Field Count: Failed with a value of 57 fields. Each Record (Line) requires 61 fields.
Troubleshoot:
Issues converting data from Excel
Data Elements should end in Column BI in Excel
Enter Single Apostrophe (‘) in Column BI #

10. Screen Share: Troubleshooting SSN Errors
Screen Share Sample
SSNs with leading zeros
Incorrect data field counts
How to correct the error
View in Notepad
Formatting Options #

11. #

12. Common Edit Check Error: Training Activities
Edit Check Error: Data Element 410 and 420 Date Entered/Began Training
Error Type
Record #
Data Element Name
Data Element #
Field Value
Error Message
Code Value
Reject
Record 2
Date Entered/Began Receiving Education/Job Training Activities #2 DE
410B
YYYYMMDD > Date Entered/Began Receiving Education/Job Training Activities #1 (DE 400)
YYYYMMDD
Blank = Did not enroll in a second education/job training activity
Record 25
Date Entered/Began Receiving Education/Job Training Activities #3
420B
YYYYMMDD > Date Entered/Began Receiving Education/Job Training Activities #2 (DE 410)
Blank = Did not enroll in a third education/job training activity
Troubleshoot:
Training Activity #1 must be completed before Training Activity #2 can be recorded.
Hot Tip!
Please review the Solicitation for Grant Applications (SGA) AND the H-1B Performance Reporting Handbook for details on training strategies and what constitutes training completion versus program completion and program exit.

13. Common Edit Check Error: Reason for Exit
Edit Check Error: Data Element 303 Reasons for Exit
Error Type
Record #
Data Element Name
Data Element #
Field Value
Message
Code Value*
Reject
Record 1
Reasons for Exit (at time of exit or during 3-quarter measurement period following the quarter of exit)
DE303A
blank
0-6, 98, or 99 when Date of Exit (DE 302) is provided.
1 Institutionalized
2 Health/Medical
3 Deceased
4 Family Care
5 Reserve forces called to active
Troubleshoot:
Grantees should enter (0) zero = Other Reasons for Exit for participants that successfully complete a program. Blank is not a valid entry if DE 302 Date of Exit is provided
*Not All Code Values Included
Hot Tip!
This will ensure this participants will included in ETA Common Measures. #

14. Common Edit Check Errors: Entered Employment
Edit Check Error: Data Element 501 Entered Employment
Error Type
Record #
Data Element Name
Data Element #
Field Value
Error Message
Code Value
Reject
Record 5
Employed in the 1st Quarter After Program Completion
DE501
Blank
Cannot be blank if individual is an unemployed worker (DE 200 = 0) or Employed, but Received Notice of Termination (DE 200 = 2) AND there is a Date of Program Completion (DE 304)
1 = Yes
0 = No
3 = Information not yet available
Blank = individual has not yet completed
Troubleshoot: A code value must be entered if an individual, who is unemployed at program participation, enters new employment in the quarter after program completion.
Hot Tip!
Acceptable code values are 1 = Yes, 0 = No or 3 = Information Not Yet Available. #

15. Common Edit Check Errors: Type of Credential
Edit Check Error: Data Element 601, 611 & 621 Type of Credential
Error Type
Record #
Data Element Name
Data Element #
Field Value
Error Message
Code Value*
Reject
Record 5
Type of Recognized Credential #1
DE601
Blank
0-7 when Date Completed, or Withdrew from, Training #1 (DE 405) is provided
1 = High School Diploma
2 = A or AS Diploma/Degree
Type of Recognized Credential #2
DE 611
0-7 when Date Completed, or Withdrew from, Training #2 (DE 405) is provided
Troubleshoot:
Credential type must be entered if a participant completes training activities. A blank response will generate an error.
*Not All Code Values Included
Hot Tip!
Acceptable code values are 0 – 7
0 = No Recognized Credential #

16. Submitting Reports in HUB
Submission Process
Grant staff to access HUB using password
Upload data file to generate QPR form
Enter QNR or upload IWP
Grant Authorized Representative to enter PIN to officially certify and submit quarterly reports
HUB Access Page #

17. Reporting Components in the HUB System
QPR
IWP
QNR
HOT RESOURCE!
Performance Quick Start Guide #

18. Resources! Step 1: Review each resource Performance Reporting Handbook
Data Elements and Edit Checks
HUB System User Manual

19. Congratulations! More Resources!
Tutorial #1: Performance Reporting Orientation
Tutorial #2: HUB System Preview
Tutorial #3: Preparing Data Files
Tutorial #4: Resolving Common Errors

20. H-1B Community of Practice (CoP)
Available online:
Reporting Templates
Forms
Data Elements
Reporting Schedules
Fact Sheets
TA Materials
Sign Up Here

21. Technical Skills Training Grants Jobs Accelerator and MIIA Grants
Reminder…
H-1B Grant Mailboxes
Technical Skills Training Grants
Jobs Accelerator and MIIA Grants
ETA Help Desk #