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Conclusion

While there are a number of system modifications (either to the screens or to the program code that extracts the AFCARS data) that need to be corrected in order to improve the accuracy and quality of the State's data, many are relatively simple to correct. The more significant issue is the accuracy, completeness and quality of the data extracted from FACTS. This relies on caseworkers entering the data, and supervisors reviewing the cases.

The issue of mapping missing data to valid AFCARS values masks underlying data entry issues. This has significant implications for the interpretation of West Virginia's data, especially in the areas of "has this child been previously adopted?" (foster care element #10), disabilities (foster care elements #10 - 15), and "was the mother married at the time of the child's birth?"(adoption element #18).

Another major finding was that information on placements for children placed by contract providers is not being given to the agency and entered into the system. This has a significant impact on the accuracy of the current placement setting for the child and the number of placement moves. The case file review indicated that children had more placement moves than what were reported in AFCARS.

Tab C contains the AFCARS Improvement Plan (AIP). The AIP contains the AFCARS general requirements and the data elements that do not meet the requirements in the Federal regulations. Each matrix contains a column that identifies the task(s), the date the task is to be completed, and one for comments.

Within 30 calendar days after the receipt of this report and the attached AFCARS Improvement Plan, State staff are requested to contact the ACF Regional Office with proposed timeframes for implementing the improvement plan. The State and the ACF Regional Office (in conjunction with the Children's Bureau) will discuss the completion dates outlined by the State and negotiate the final due dates. The State should provide written quarterly updates to the Regional Office. Additionally, the State workplan for implementing the changes to the system and for caseworker training must be included in the State's title IV-B Annual Progress and Services Report as part of the information required in 45 CFR 1357.15(t) and 45 CFR 1357.16(a)(5).

The State should contact the ACF Regional Office once it has completed the changes to the system. The ACF Regional Office will then provide the State with a set of test case scenarios. These scenarios test the system by requiring the State to enter the information and extract the data, which is then compared to known answers for each scenario. Dates for the submission of the test data file will be arranged with the ACF Regional Office and the Office of Information Systems.

In order to assess the quality of the data, a frequency report will be generated on the data submitted after the system changes have been implemented. Once ACF and the State agree that the quality of the data is acceptable, and all tasks and revisions, based on the test cases, have been completed, the State must submit the completed AIP to the ACF Regional Office. The State will receive a letter summarizing the final results of the review. No further on-site reviews will be conducted unless ACF receives information regarding the quality of the State's data and it is determined that an on-site visit is necessary.

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