The program code maps missing data to "Honolulu." The State needs to modify the code to map missing FIPS codes to "blank."

Post-site visit analysis: The State modified the program code to now map missing information to "blank." Line Number (LN) 4377.

Screen: Critical Dates by Child; Field name: Legal event/Action date and Review type

Frequencies (n = 4,219): 1999 = 1; 2000 = 2; 2001 = 5; 2002 = 47; 2003 = 1,664; 2004 = 1,120; Not reported = 1,380

The options the worker may select from are: "administrative reviews," "continuance dates," "12-month permanency hearing," "6-month judicial periodic review," and "18-month judicial dispositional review." The State indicated it no longer conducts "administrative reviews." Only court reviews are conducted.

The program code selects a periodic review within the current removal episode.

The program code extracts the most recent date associated with the review type codes. The program code should only extract the code types of "JD12, 12-month permanency hearing," "JD18, 18-month judicial dispositional hearing," and "JP06, 6-month judicial periodic review." The option of "administrative review" should be removed from the options list since the State does not conduct them. The State staff indicated this is one of the areas that they have to remind workers to enter and keep up-to-date.

Post-site visit analysis: The code "administrative review" has been disabled (end-dated 12/31/1999). An indicator was added to identify if the screen options can be used for AFCARS. The program code checks for these "AFCARS indicators" and extracts the most recent review. (LN: 7035).

Screen: AFCARS Foster Care - Review Summary; Field Name: Race

Screen: AFCARS Foster Care - Review Summary; Field Name: Ethnic

Frequencies (n = 4,219): Yes = 97 (2%) No = 3,794 (90%); Not reported = 247 (6%)

Screen: AFCARS Foster Care - Review Summary; Field Name: Disabilities

Frequencies (n = 4,219): Yes = 324 (8%); No = 109 (3%); Not yet determined = 3,786 (90%)

Within 45 days of removal, a child is to have a comprehensive physical exam.

There are selection options of "N" (no), "Y" (yes), and "U" (undetermined). The program code checks if a disability category was selected. If one is selected, this response is "yes," If the items have a "U," it is mapped to "not yet determined." Otherwise, this element is mapped to "no."

Currently the screen pre-fills with a "U." The State will correct the screen to not pre-fill.

The State will need to ensure workers are trained to update this screen.

Post-site visit analysis: The State modified the screen to not pre-fill with any response. If the fields are left blank, a message is displayed prompting the workers to enter information. If the child has been diagnosed with disabilities the worker enters a "?" in any field and another screen with medical conditions/disabilities are listed. The workers are to indicate all that apply with an "x."

The program code was modified to map missing information to blank. (N 3666).

Post-site visit analysis: For elements #11 - 15, the program code will map them to "does not apply" if the response to element #10 is "N, no" or "U, undetermined." This is incorrect. Elements #11 - 15 should be blank if the response to element #10 is "undetermined" (LN 3717).

Review of the State's mapping for disability information is correct.

Screen: AFCARS Foster Care - Review Summary; Field Name: Mental retardation

Frequencies (n=4,219): Does not apply = 4,196 (99.45%); Applies = 23 (.55%)

The State staff indicated that the frequencies appear to be underreported.

Screen: AFCARS Foster Care - Review Summary; Field Name: Visually/Hearing Impaired

Frequencies (n=4,219): Does not apply = 4,197 (99.48%); Applies = 22 (.52%)

The State staff indicated that the frequencies appear to be underreported.

Screen: AFCARS Foster Care - Review Summary; Field Name: Physically Disabled

Frequencies (n=4,219): Does not apply = 4,175 (99%); Applies = 44 (1%)

The State staff indicated that the frequencies appear to be underreported.

Screen: AFCARS Foster Care - Review Summary; Field Name: Emotionally Disturbed

Frequencies (n=4,219): Does not apply = 4,088 (97%); Applies = 131 (3%)

The State staff indicated that the frequencies appear to be underreported.

Screen: AFCARS Foster Care - Review Summary; Field Name: Other Medical Condition

Frequencies (n=4,219): Does not apply = 4,031 (96%); Applies = 188 (4%)

The State staff indicated that the frequencies appear to be underreported.

There is a text field for the worker to identify the "other diagnosed conditions." The State needs to review the types of conditions that workers are entering because they may actually be a condition related to one of the categories in #11-14.

The code book provides options of what to enter for the "other diagnosed condition."

Test case: "Other" was selected and "ADD" was entered into the text field. Attention deficit disorder should be mapped to "emotionally disturbed."

Screen: AFCARS Foster Care - Review Summary; Field Name: Adopted IND.

Frequencies (n = 4,219): Yes = 57 (1%); No = 4141 (98%); Unable to determine = 21 (1%)

The program code contains an edit check to assess if the date of the adoption is not later than the date of latest removal.

Workers are trained that this question applies to any prior adoption, regardless of location or type of agency.

The program code looks to see if there is an adoption outcome on the screen.

Screen: AFCARS Foster Care - Review Summary; Field Name: Adopted Data, DOB; and Child Data screen and DOB field.

Frequencies (n = 4,219): Not applicable = 4162 (99%); Unable to determine = 0

If the adoption indicator is "unable to determine," the program code maps this element to "not applicable." It should be mapped to "unable to determine."

If there is no date of birth, this element should be mapped to blank not "unable to determine", regardless if the adoption indicator is "yes."

Post-site visit analysis: The program code was modified. If foster care element #16 is "U, unable to determine," this element is mapped to "unable to determine."

The program code was also modified so that if the adoption indicator is "yes," and the age at the time of adoption is missing, this element is left blank. LN 3786 and 3933

Screen: Critical Dates by Child, Field name: Start Date of Current Episode; AFCARS Foster Care - Review Summary (display only), Field name: Foster Care Removal History - Enter Care; and AFCARS Foster Care - Episode (display only), Field name: Removal Date.

Screen: Critical Dates by Child, Field name: Start Date of Current Episode, End Date of current Episode; AFCARS Foster Care - Review Summary (display only), Field name: Foster Care Removal History - Enter Care, Exit Care; and AFCARS Foster Care - Episode (display only), Field name: Removal Date, Discharge Date.

One day removals are correctly excluded.

Screen: Critical Dates by Child, Field name: End Date of Current Episode; AFCARS Foster Care - Review Summary (display only), Field name: Foster Care Removal History - Exit Care; and AFCARS Foster Care - Episode (display only), Field name: Discharge Date.

Screen: Critical Dates by Child, Field name: Start Date of Current Episode; AFCARS Foster Care - Review Summary (display only), Field name: Foster Care Removal History - Enter Care; and AFCARS Foster Care - Episode (display only), Field name: Removal Date.

The State implemented transaction dates in 1997.

In the program code, line number 2910 should be commented out. It checks if the transaction date is before the date of latest removal. Since transaction dates are to be non-modifiable, this program code should be removed.

Post-site visit analysis: The program code noted above has been commented out.

Screen: Service Data; field name: Initiation Date

This information is extracted directly from the screen based on the service type.

Screen: Service Data; Field name: Service Action Code, Initiation Date, Serv Term Date, Serv Term Code

Screen: Critical Dates by Child; Field name: Manner of removal for episode; Foster Care - Review Summary, Foster care removal history, removal type; and AFCARS Foster Care - Episode, Removal Manner

Frequencies (n = 4,219): Voluntary = 1,191 (28%); Court ordered = 3,028 (72%); Not yet determined = 0

The police must remove a child, the agency cannot.

The State must obtain a court order for removal within 72 hours of the child being removed from his/her home.

"Ohana Conference Case" is an intensive family decision-making model meeting that involves all principal family members to assist in preventing the removal of a child and to develop a family plan. The State is mapping these to "voluntary."

Workers are trained to only use "Voluntary Ohana Conference" when a "voluntary placement agreement" is signed.

If the decision from the conference planning is a removal in which a court order is required, the worker enters "court order."

"Not yet determined" is not an option for the workers to enter. The system does not allow a record to be opened without a "manner of removal" being entered.

The program code defaults to "not yet determined." This must be modified to map missing information to blank.

Post-site visit analysis: The State has modified the program code and removed the default of missing data to "not yet determined" from the program code. Missing data will now be mapped to blank. (LN: 2994).

Based on the State's statute which addresses "police protective custody," the police must immediately transfer physical custody of the child to the agency. The agency must go to court within 72-hours of receiving physical custody. If on the last day of the report period, the agency has not obtained a court order, workers should leave blank.

Screen: AFCARS Foster Care - Episode

Frequencies: (n = 4219): There are 176 records for each of #26 - 40 that are missing data.

Initialized to "no." The program code loops through all the indicators to search for the options and sets to "yes." If no circumstances for removal are marked, these fields will be left blank.

Frequencies: (n = 4219): Does not apply = 4,015 (95%); Applies = 28 (.66%); Not reported = 176 (4%)

The State believes the frequency is low. Training is needed to address the inclusion of drug exposed babies.

Frequencies: (n = 4219): Does not apply = 3,899 (92%); Applies = 144 (3%); Not reported = 176 (4%)

Training: The State should train workers to use this element specifically for children that are court ordered into their care and placement directly from the juvenile justice agency, and the courts.

Screen: Service Data; Field name: Service Action Code

Frequencies (n = 4,219): Pre-adopt home = 117 (3%); Foster home/relative = 1,511 (36%); Foster home/non-relative = 2,240 (53%); Group home = 81 (2%); Institution = 113 (3%); Supervised Independent Living = 0; Runaway = 70 (2%); Trial home visit = 0; Not reported = 87 (2%)

The State does not currently have supervised living arrangements.

The number of "pre-adopt" homes appears underreported. The State needs to address this through training and supervisory oversight to ensure that once a family is identified as "adoptive parents," and the child is living with them, this needs to reflect a "pre-adoptive" home.

The State's practice is for a child to live with the prospective parents.

Screen: Child Data and Goal Summary (display only); Field name: Goal Code

Frequencies (n = 4,219): Reunify = 2,799 (66%); Live with relative(s) = 158 (4%); Adoption = 580 (14%); Long-term foster care = 266 (6%); Emancipation = 2 (.05%); Guardianship = 167 (4%); Case plan goal not yet established = 185 (4%); Not reported = 62 (1%)

There is an edit check to assess if there is a goal date within the current removal episode. If there is no goal date, the program code will default to "not yet established." If the child has been in care for more than 60 days, the program code must map missing goals to blank.

Post-site visit analysis: The program code was revised to reflect that if the child is in care for 60 days or less, the goal will be "not yet established." If the child has been in care for more than 60 days and there is no goal, this element will be left blank. LN 6333

Screen: AFCARS Foster Care - Episode; Field name: Family Structure

Frequencies (n = 4,219): Married = 960 (23%); Unmarried couple = 1,276 (30%); Single female = 1,760 (42%); Single male = 209 (5%); Unable to determine = 0; Not reported = 14 (.33%)

Data are extracted directly from the screen.

On the episode screen, there are fields to enter the caretakers from whom the child was removed. This information must be entered at the time of removal.

If a person is separated, the State is reporting him or her as "single." The State should report the family structure as "married."

The State should map the marital status of the primary caretaker.

Post-site visit analysis: The State modified the options list to clarify that "married" includes "voluntarily/involuntarily separated."

The "caretaker at time of removal" fields were re-named. The worker is now instructed to enter the family structure of the "primary" caretaker.

Changes in the program code could not be found. References were found to foster family structure twice in the program code.

Screen: AFCARS Foster Care - Episode; Field name: 2nd Principle Caretaker DOB

The State needs to ensure that the date of birth for the second primary caretaker is entered in those circumstances where a "separated" individual is entered as the primary caretaker and is actually "married."

Screen: AFCARS Foster Care - Episode; Field name: Mother's TPR Date

Data are extracted directly from the screen

Screen: AFCARS Foster Care - Episode; Field name: Father's TPR Date

The State's policy is to enter the TPR date of the legal custodial father.

Screen: Adult Data; Field name: Sex, Marital status and Screen: License Resource Owner; Field name: Sex, Marital status

Frequencies (n = 4,219): Not applicable = 264 (6%); Married = 2,636 (63%); Unmarried couple = 54 (1%); Single female = 973 (23%); Single male = 112 (3%); Not reported = 180 (4%)

The program code defaults to "unmarried couple" when there is no marital status for either person. This should be mapped to blank.

There are four screens associated with the License Resource Facility (LRF) information. There is a need for training regarding all of the screens and the fields related to demographics.

Additionally, some of the missing data reflects those foster parents associated with contracted child placing agencies. These agencies are not providing the caseworkers/State agency with the information on the foster parents in a timely manner.

The State also noted that some of the missing data may represent records that the workers opened as a "removal", when in fact it was a "family supervision" case and not a foster care case.

The State utilizes error reports to identify missing foster parent information.

Options the State may want to consider are: make the screen mandatory, training for LRF staff, put into the performance-based contract with the child placing agencies that they must provide this data.

Post-site visit analysis: The program code has been modified and the default to "unmarried couple" has been removed. The program code now checks for actual marital status.

The default can only be "2" if both foster parents have a marital status code that does not indicate married. LN 5331 and 6015

Screen: Adult Data; Field name: DOB and Screen: License Resource Owner; Field name: Owner's Birth Date

The State needs to ensure that this data is entered into the system.

Screen: Adult Data; Field name: DOB and Screen: License Resource Owner; Field name: Spouse's Birth Date

The State needs to ensure that this data is entered into the system.

Screen: Adult Data; Field name: Race and Screen: License Resource Owner; Field name: Race Program code: SP40

The program code is initialized to "does not apply" for those records in which the child is in a non-foster home setting.

Post-site visit analysis: The program code was modified to initialize "race" to blank.

Screen: Adult Data; Field name: Ethnic and Screen: License Resource Owner; Field name: Owner Ethnic

Initialized to "does not apply" in SP40 for those records in which the child is in a non-foster home.

Screen: Adult Data; Field name: Race and Screen: License Resource Owner; Field name: Spouse's Race

Initialized to "does not apply" for those records in which the child is in a non-foster home setting.

Post-site visit analysis: The program code was modified to initialize "race" to blank.

Screen: Critical Dates by Child; Field name: End Date of Current Episode; Foster Care - Review Summary, Foster care removal history, Exit Care; and AFCARS Foster Care - Episode, Discharge Date

Screen: Critical Dates by Child; Field name: Term Reason of Current Episode; Foster Care Review Summary, Foster care removal history - Reason; and AFCARS Foster Care - Episode, Discharge Reas

Frequencies (n = 4,219): Not reported = 3065 (73%); Not applicable = 0; Reunification = 689 (16%); Living with other relative(s) = 25 (1%); Adoption = 185 (4%); Emancipation = 72 (2%); Guardianship = 127 (3%); Transfer to another agency = 17 (.40%); Runaway = 8 (.19%); Death of child = 1 (.02%)

State policy does not allow the agency to discharge a child to a relative without there being a TPR first, then there would be either a guardianship or adoption that would be the outcome. If this is the policy, the State should remove "live with other relative" as an option for discharge.

Workers are entering discharges from foster care as adoption at the time of TPR. The record should not be reported as discharged until the adoption is finalized. The State utilizes monitoring reports to track instances of this occurring and are notifying workers in order for it to be corrected.

Post-site visit analysis: The screen and selection options have been modified. The option "living with other relative" has been disabled (end dated 9/30/2004). If the worker selects it, an error message appears on the screen.

Screen: None

Frequencies (n = 4,219): Does not apply = 2,744 (65%); Applies = 1,475 (35%)

Initialized to zero.

The program code looks for claimed funds.

Screen: None

Frequencies (n = 4,219): Does not apply = 4,153 (98%); Applies = 66 (2%)

Initialized to zero.

The program code looks for claimed funds.

The State staff believe the frequencies are inaccurate.

Screen: None

Frequencies (n = 4,219): Does not apply = 4,214 (99.88%); Applies = 5 (.12%)

Initialized to zero.

The program code looks for claimed funds. If a relative placement, the State may make payments under title IV-A.

The State staff believe that the frequencies are inaccurate.

Screen: Client Refund Maintenance

Frequencies (n = 4,219): Does not apply = 4,216 (99.93%); Applies = 3 (.07%)

The State staff believe that the frequencies are inaccurate.

The State intends to get the extract file from the CS office with the monthly payment and then upload to the CPSS.

Screen: AFCARS Foster Care - Review Summary; Field name: Medicaid ID

Frequencies (n = 4,219): Does not apply = 1,874 (44%); Applies = 2,345 (56%)

The State's policy is that all children in foster care receive Medicaid.

The State now hard-codes Medicaid to "applies." The data submitted for 2004A does not represent this change. ACF will review the frequencies for 2004B in order to determine if the data reflect the change.

Screen: Client Refund Maintenance; Field name: Refund Type

Frequencies (n = 4,219): Does not apply = 4,173 (99%); Applies = 46 (1%)

The State staff believe that the frequencies are inaccurate.

Payment information does not go to the unit. The State intends to do a batch processing to upload the data they obtain from the Social Security Administration.

Screen: None

Frequencies (n = 4,219): Does not apply = 2,884 (68%); Applies = 1,335 (32%)

The State needs to determine if emergency assistance funds are used for foster care. The State will check and let ACF know. If EA money is used, it is to be mapped to #65.

The program code needs to be added to assess this element independently of elements #59 - 64.

Post-site visit analysis: The State's modification is not correct because if there are other sources of income the program code will not pick it up. LN 6750

The program code stores the data directly from the database.

If the field is left blank, this element is mapped to blank. This includes responses of "no" to element #9. Modify the program code. If element #9 is "no," set this element to "not applicable."

Post-site visit analysis: The program code was modified to map "not applicable" if the response to #9 is "no." Also, an error message appears if there is a response of "yes" in the field "special needs" and "primary basis" is left blank.

This is the same data as in foster care elements #11 - 15. This information is carried forward and stored from the child client record. Workers need to make sure that the data are current and correct.

Post-site visit analysis: For elements #11 - 15, the program code will map them to "does not apply" if the response to element #10 is "N, no" or "U, undetermined." This is incorrect. Elements #11 - 15 should be blank if the response to element #10 is "undetermined" (LN 3717).

Review of the State's mapping for disability information is correct.

Please clarify if the change to make the disability categories mandatory is only applicable if the response to "primary basis" is "medical conditions or mental, physical or emotional disabilities."

Frequencies (n = 148): Does not apply = 133; Applies = 15

There is a text field for the worker to identify the "other diagnosed condition." The State needs to review the types of conditions that workers enter because there may be conditions related to one of the categories in #11-14.

This field is on the adoption screen.

The State needs to add this question to one of the screens used in foster care.

Post-site visit analysis: The State added this question to the AFCARS foster care summary screen.

The State is only reporting one relationship. It needs to add a field for both the mother and father in order to collect all possible relationships between the child and the adoptive parents.

The screen has fields for adoptive mom and adoptive dad.

Post-site visit analysis: The screen was modified to include a second field for both the adoptive mother and father. The worker can now select two relationships.

The program code was modified to extract the additional relationship.

If no information is entered on the screen, the program code will map a space.

Post-site visit analysis: The screen was modified to include a second field for both the adoptive mother and father. The worker can now select two relationships.

The program code was modified to extract the additional relationship.

If no information is entered on the screen, the program code will map a space.

Post-site visit analysis: The screen was modified to include a second field for both the adoptive mother and father. The worker can now select two relationships.

The program code was modified to extract the additional relationship.

If no information is entered on the screen, the program code will map a space.

Post-site visit analysis: The screen was modified to include a second field for both the adoptive mother and father. The worker can now select two relationships.

The program code was modified to extract the additional relationship.

If no information is entered on the screen, the program code will map a space.

The options on the screen for the worker to select are "Within State" or "Another Country."

This information is extracted directly from screen.

Note: The State staff indicated that they have never had an instance of a child being placed here from another State where the child was not in the originating State's custody.

The options on the screen for the worker to select are "Within State" or "Another Country."

This information is extracted directly from screen.

Note: The State staff indicated that they have never had an instance of a child being placed here from another State where the child was not in the originating State's custody.

The options on the screen for the worker to select are "Within State" or "Another Country."

This information is extracted directly from screen.

Note: The State staff indicated that they have never had an instance of a child being placed here from another State where the child was not in the originating State's custody.