**Data Verification and Validation Matrix**

Office of the Chief Financial Officer

August 2008

**What is the Data Verification and Validation Matrix and Why is It
Needed?**

Circular A-11, Part 6, section 230.5, Assessing the Completeness and
Reliability of Performance Data, requires each agency to design a
procedure for verifying and validating data that it reports in its
annual performance plans and reports. Additionally, the Government
Performance and Results Act describes the means to be used to verify and
validate measured values. Finally, the Reports Consolidation Act of 2000
requires that the transmittal letter included in annual performance
reports contain an assessment by the agency head of the completeness and
reliability of the performance data included in it.

Verification and validation of performance data support the accuracy and
reliability of performance information, reduce the risks of inaccurate
performance data, and provide a sufficient level of confidence to
Congress and the public that performance data are credible.

This matrix should serve as guidance for Principal Offices responsible
for reporting GPRA data in performance measures to address the issues of
data integrity and credibility. The matrix provides a framework for
validating and verifying GPRA data before it is collected and reported.
The framework should be used to evaluate GPRA data prior to submitting
the data to Congress.

**Who Should Use the Matrix?**

All Department offices that are responsible for collecting or reporting
GPRA data should establish a verification and validation system that
assesses whether they adequately ensure the completeness and reliability
of their GPRA data.

**The Basis of the Framework**

**Data Validation Criteria:**

-   The goal and measure are appropriate to the mission of the
    organization and measured performance has a direct relation to the
    goal

-   The goal and measure are realistic and measurable, achievable in the
    time frame established, and challenging in their targets.

-   The goal and measure are understandable to the lay person, language
    is unambiguous, and terminology is adequately defined.

-   The goal and measure are used in decision making about the
    effectiveness of the program and its benefit to the public.

**Standards and Procedures:**

-   Source data are well defined and documented, and data definitions
    and standards are available and used consistently.

-   Collection standards, protocols, and methodologies for data
    collection are documented and verified.

-   Review and edit procedures are established.

-   Data reporting schedules are distributed to the appropriate staff
    and adhered to.

-   Supporting documentation for the collected data is maintained.

-   Data collection and entry personnel are trained in the appropriate
    procedures to reduce the potential for error.

**Data Entry and Transfer:**

-   Data entry personnel are trained in proper procedures.

-   Data are entered according to the established methodology and
    timelines.

-   Data sources are documented.

-   Data are checked after being entered into the system.

-   Data are verified by rechecking calculations, looking for
    inaccuracies, consistency, and comparison against original source
    information.

-   Procedures for making changes to previously entered data are
    documented.

-   Data are available for reporting at the appropriate times in the
    GPRA planning and reporting cycle.

**Data Security and Integrity:**

-   Data security follows the IT security protocols established for the
    Department.

-   Data integrity is ensured by the official having oversight
    responsibility for the performance measure and his or her manager.

**Data Quality and Limitations:**

-   Data limitations are defined, methodologies for estimating data are
    described, and a timeframe for finalizing incomplete and preliminary
    data is established.

-   Data that are anomalous compared to other data with similar measures
    is analyzed and explained.

-   Third-party evaluations by internal or external parties are used as
    cross-checks when feasible.

-   Use of externally controlled data is documented.

**Data Oversight and Certification:**

-   Responsible officials certify that procedures were followed for each
    reporting period and that data accuracy has been verified and
    validated.