Screen: Special Needs Detail (SPND) and Client Maintenance Screen
Program Code: Paragraphs 6100 and 6200 and Program S472N846 (ICD - 9 codes)

The program code initializes this field to “no.” This is a derived field from the disability category fields (FC #11-15). If none of the categories are selected, then the response remains a “2.”

There is not an option of “not yet determined” or “no.”

Modify the input screen to collect this information as a question with all of the AFCARS responses.

Modify the program to extract all of the AFCARS values.

Modify the initialization from “no” to space.

Submit the revised code and input screen to ACF.

The State has mapped all ICD-9 codes into AFCARS, but all of the codes are not appropriate for AFCARS reporting
#15: The data entry screen has an option of “special medical consideration” that is a generic catch-all category.
Alcohol and drug abuse are mapped to #15, “other.”

Revise and update mapping of the ICD-9 codes. Remove those that are not directly relevant as a “disability.” The State should refer to the “Disability/Special Needs Code Table” as an additional reference (http://acf.hhs.gov/programs/cb/dis/afcars/resources).

Remove mapping of “Special medical consideration”

Remove mapping and extraction of alcohol and drug abuse.

The State's Improvement Plan update should include the final version used for this category, if completed.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Services List (SERL) and Foster Care Detail (FOSD). Program Code: Paragraphs 4000 and 8900

The program code checks for a “placement exit date” with an exit reason of “961, return home,” “962, transfer custody to other parent;” or “964, placement with suitable person” for a new foster care service that starts after the last return home.

Three records analyzed in the case file review had different dates reported for the first and latest removal and the number of removals reported was one. The date of discharge from the prior removal episode was also missing.

Modify program code to check all reasons for exit from care.

The State needs to investigate cause and share its findings with ACF. The State and ACF will discuss what corrections, if any, will be necessary.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Services List (SERL) and Foster Care Detail (FOSD). Program Code: Paragraph 4000 (Discharge exit reason for current removal paragraph 4500)

Code checks for a “placement exit date” with an exit reason of “961, return home,” “962, transfer custody to other parent;” “964, placement with suitable person” with a new foster care service that starts after the last return home.

Modify program code to check all reasons for exit from care.

As changes are made to FC element #58, make corresponding changes to this element.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Services List (SERL) and Foster Care Detail (FOSD). Program Code: Paragraph 3900

The date of placement may not be accurate and may change when it should not.

The date of placement should reflect the date a child enters “runaway” or when a child is returned home while still in the agency's responsibility for care, placement or supervision (placement setting of “trial home visit”).

Modify code to check for providers, so if the status of the provider changes the date of current placement in AFCARS does not change.

Modify program code to extract the start date of a “trial home visit.”

Modify program code to extract the start date of a “runaway.”

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Services List (SERL) and Foster Care Detail (FOSD). Program Code: Paragraphs 4000 and 4300

If the status of a provider changes, (i.e., from foster home to pre-adopt home) the program counts as a change in placement.

The placement count includes a return to the same placement setting from a “runaway,” “trial home visit,” or “acute stay hospitalizations.”

The State needs to modify the program code to check for providers and not count a change in status.

Modify program code to not count the placement setting that a child returns to after running away if it is the same setting.

Modify program code to not count the placement setting that a child returns to after a “trial home visit” if it is the same setting.

Modify program code to not count the placement setting that a child returns to after an “acute stay hospitalizations” if it is the same setting.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Client Detail (CLTD)Code table: LGL - Legal Status of client
Program Code: Paragraph 4600

The program code extracts the current “legal status” that is entered by the worker. If a child's original placement is under a “voluntary placement agreement” and a subsequent court order to continue placement is obtained, the program code extracts “court order” not “voluntary.”

Modify the program code so the original manner of removal, “voluntary,” continues to be reported for the child for his/her current removal episode.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Adoption Detail (ADOD), Foster Care Detail (FOSD) and Removal From Home Detail (REMR).
Program Code: Paragraph 5000 and Program S472N846 (ICD - 9 codes)

The removal reasons are not locked and associated with the removal at the time of the removal. Removal reasons can be updated.

Screens: Foster Care Detail (FOSD) and Adoption Detail (ADOD).
Code Table: LVL - Level of careProgram Code: Paragraph 5300 for “3,” “4,” “5,” and “6;” 5100 for “7;” 8900 sets value to “1” if the “service type” is “ADOD” and was “pre-subsidy.”

The State has shelter care placements that are residential and may house up to 12 children or more. The State is mapping all these settings to “group home.”

The State's code “100” only refers to “foster home” and does not characterize the specific type of foster home.

AFCARS codes for “pre-adopt,” “relative placement,” and “non-relative” are not set anywhere else in the program code.

State does not report non-paid relative placements.

Modify the program code, code tables, and screen if necessary, to separate those facilities that house more than 12 children from those that house 7 - 12.Map facilities of 7 to 12 children to “group home” and those with more than 12 to “institution.”

The State needs to review and provide ACF with its findings and decision on how to address.

Provide program code with changes.

Submit program code that reflects the June 30, 2004 modifications to collect “relative” placements.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Initial Assessment Detail (INAD)
Code table: PRM - Permanency plan goals
Program Code: Paragraph 5400.
Paragraph 8900: If service type is “ADOD” the goal is set to “adoption.”

The screen from which the code extracts this information is not the most appropriate screen.

Spaces are mapped to “case plan goal not yet established.”

The State is considering adding an alert to the system to remind workers at 60 days that a case plan goal must be established.

Case file reviewers indicated in nine records a case plan goal should have been “long-term foster care.” In one record what was reported to AFCARS was “guardianship” and the others the goal was “reunify.”

The State needs to evaluate which screen would be most appropriate to enter this information and notify ACF of its decision and plan for changes.

Map missing fields to spaces after 60 days.

Submit State's decision to ACF.

Provide ACF with screen and/or program code changes as appropriate.

Implement a method to ensure timely entry and updates of case plan goal.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Relationship Detail
(RELD); Relationship List
(RELL); and, Person Detail (PERD)
Program Code: Paragraphs: 7000, 7100, 7150, 7300 and 7400

The State's program code has several combinations for the caretakers. All possible combinations are not included.

“Separated” is mapped to single.

Screen: Provider Person Detail (PRPD)
Program code paragraph number: 6900

“Separated” is mapped to “single.”

Modify the program code by removing combinations and extract information on the caretakers? marital status at the time the child was removed.

Map “separated” to “married.”

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Provider Person Detail (PRPD)
Program code paragraph number: 6900

“Separated” is mapped to “single.”

Map “separated” to “married.”

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Adoption Detail (ADOD) and Foster Care Detail (FOSD)
Program Code: Paragraph 4500.
For adoption exit reason paragraph 8900

“Placement with a suitable person” is mapped to “reunification.”

If a child exits foster care to a relative, and the agency no longer has responsibility for care, placement or supervision, it is recorded as “discharge to a suitable person,” which is mapped to “reunification.”

Map “placement with a suitable person” to “not applicable.”

Add the value “living with other relative.”

Instruct workers to use this option when a child is discharged to a relative, not “placed.”

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.
ACF will also evaluate the most recent report period data.

Screen: Review Detail (REVD)Program Code: Paragraph 8600 and 8700

The State needs to investigate why there are older dates reported for this element.

The State needs to develop a method to ensure timely entry of the dates of periodic reviews.

The State needs to re-submit the data file for the 2003B report period.

ACF will review current data files to assess improvement in response rate.

Screen: Person Detail (PERD)Program Code: Paragraph 6450.

The field for “unable to determine” is used for both race and ethnicity. The “unable to determine” field for race should not be used for ethnicity. Post site-visit analysis: The entry field was modified.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Screen: Person Detail (PERD)Program Code: Paragraph 6450.

The entry screen has only the option “yes” for workers to enter. The program code maps blanks to “no.” Also, the “unable to determine” field for race is used for ethnicity. Post site-visit analysis: A new code table was created and the program code was modified. The screen has been modified and “no” and "unable to determine” were added as options.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Screen: Client Detail (CLTD)Program Code: Paragraphs 8950 and 8975

The data for this element needs to be cleaned up.

Implement a method to update current records.

Implement a process to ensure timely and accurate entry of this data occurs.

Train workers that “unable to determine” should only be used if the child was abandoned.

Re-submit 2003B data to ACF.
ACF will also evaluate the most recent report period data.

Screens: Foster Care Detail (FOSD) and Adoption Detail (ADOD).
Program Code: Paragraph 3800

Case file analysis indicates records had incorrect dates of first removal.

Implement a method to update current records, and any prior closed cases that re-open, to ensure entry and reporting of the correct date of first removal.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screens: Services List (SERL) and Foster Care Detail (FOSD). Program Code: Paragraph 4200

Children that return home and are placed back into foster care prior to six months are reported as new removals and not a continuation of the same foster care removal episode.

When a child that is placed with a relative is moved to a different placement location, the “placement change” is treated as a new removal.

Instruct workers to enter the information as placement changes and not new removals.

Instruct workers to enter a placement change reason when a child moves from a relative placement.

Monitor the accuracy of this data once changes for relative placements are made.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Person Detail (PERD)Program Code: Paragraph 7500

Reviewers found dates of birth for caretakers that were not reported to AFCARS.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Court Detail (FCTD)Program Code: Paragraph 8800

State made changes in program code to extract the “filed” date instead of the “event date.”

Monitor accuracy of data.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Monthly Payment Detail (MPAY)
Program paragraph number 8450

Changes in program code were completed.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data

Screen: Monthly Payment Detail (MPAY)

Changes in program code were completed.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data

Screen: Monthly Payment Detail (MPAY)
Program Code: Paragraphs 8450 and 8900.

Changes in program code were completed.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data

Screen: Monthly Payment Detail (MPAY)
Program Code: Paragraph 7900Changes in program code were completed.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data

Screen: Special Needs Detail (SPND)
Program Code: Paragraph 3800

There was a significant inconsistency between the number of records with a “yes” response in this element and those in AD element #35, “receiving monthly subsidy.”

If no special needs are found, AD element #10 is mapped to “not applicable” and #9 is mapped to “no.” This is giving a false “no” response to these elements.

The program code primarily extracts medical conditions.

Modify the program code to map missing information to spaces.

Modify the program code to extract the condition marked by the worker as “P, primary.”

Make this a mandatory field, create a tickler or an internal edit check to ensure that this data is entered.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Special Needs Detail (SPND) and Client Maintenance Screen
Program Code: Paragraphs and Program S472N846 (ICD - 9 codes)

The State has mapped all ICD-9 codes into AFCARS but all of the codes are not appropriate for AFCARS reporting

#15: The data entry screen has an option of “special medical consideration” that is a generic catch-all category.
Alcohol and drug abuse are mapped to #15, “other.”

Revise and update mapping of the ICD-9 codes. Remove those that are not directly relevant as a “disability.” (References: 45 CFR 1355, Appendix A and “Disability/Special Needs Code Table” http://acf.hhs.gov/programs/cb/dis/afcars/resources.)

Map “Special medical consideration” to adoption element #10 as the value “5, other State defined.”

If State considers drug and alcohol abuse a condition for “special needs” adoptions, map to adoption element #10 as the value “5, other State defined.”

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Provider Person Detail (PRPD)
Program Code: Paragraphs 4500, 5600 and 5800

State only reports one relationship.

Modify the screen to allow caseworkers to select more than one relationship.

Modify the program code to extract more than one relationship.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Adoption Detail (ADOD)
Program Code: Paragraph 2500

“Child placed from” is hard coded as “within State.”

Develop a field for this element for the worker to select in the “State of origin” field or, as an alternative, extract from existing fields if available.

Modify the program code to extract more than one relationship.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Program code: Paragraph 2500

State hard-codes “public agency.”

Modify the screen, if applicable, to allow worker to enter where the “child was placed from.”

Modify the program code to extract more than one relationship.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Person Detail (PERD)Program Code: Paragraph 2500

The program code only checks for “male.” Post site-visit analysis: Program code at paragraph 2500 was modified by removing the “else” statement and directly mapping the codes for “male” and “female.”

Screen: Person Detail (PERD)
Program Code: 3100 and 4550

The field for “unable to determine” is used for both race and ethnicity. The “unable to determine” field for race should not be used for ethnicity. Post site-visit analysis: The entry field has been modified.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Screen: Person Detail (PERD)
Program Code: 3100 and 4550

The entry screen has only the option “yes” for workers to enter. The program code maps blanks to “no.” Also, the “unable to determine” field for race is used for ethnicity. Post site-visit analysis: A new code table was created and the program code was modified. The screen has been modified and “no” and "unable to determine” were added as options.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Screen: Client Detail (CLTD)
Program Code: Paragraphs 6500 and 7500

Program code changes were completed.

Reviewers found mother's marital status at time of child's birth in case files that were not reported to AFCARS.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data after the change has been made in production.

ACF will also evaluate the most recent report period data.

Screens: Court Detail (FCTD), Person Detail (PERD) and Event List (EVEL)
Program Code: Paragraph 6600

The State indicated that the date the TPR order is filed is what should be reported instead of the hearing date.

The program code was corrected.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

There appears to be a need for training to clarify which date should be entered into the system, the actual court date or the filing date.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Screen: Adoption Detail (ADOD)
Program Code: Paragraphs 2200 and 2500

The program code was corrected by removing initialization and checks for Medicaid only subsidies

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Program code changes were completed.

The case file review indicated responses in AFCARS of “no” and an adoption agreement was in the file.

Re-submit 2003B data to ACF.

ACF will also evaluate the most recent report period data.

Implement training and data quality oversight to ensure workers accurately enter this information into the system.