Home > Federal & State Reporting Systems > Federal Guidance
Federal Guidance
This page contains links to statutes, regulations, and other Federal government issuances specifically related to SACWIS.
Statutes
- Public Law 103-66 - Establishes general SACWIS requirements and funding, with enhanced funding through September 30, 1996 (Federal fiscal year 1996). (PDF - 1590 KB)
- Public Law 104-193 - Extended through September 30, 1997 (Federal fiscal year 1997) SACWIS enhanced funding.
- 474(a)(3)(C) and (D) - Sections of the Social Security Act addressing SACWIS.
Regulations
SACWIS Related
General Information
- 45 CFR Part 95-Draft - State Systems Advance Planning Document (APD) Process. The Advance Planning Document (APD) process governs the procedure by which States obtain approval for Federal financial participation in the cost of acquiring automated data processing equipment and services. This final rule reduces the submission requirements for lower-risk information technology (IT) projects and procurements and increases oversight over higher-risk IT projects and procurements by making technical changes, conforming changes and substantive revisions in the documentation required to be submitted by States, counties, and territories for approval of their Information Technology plans and acquisition documents. Enacted October 28, 2010 (PDF - 516 KB).
- 45 CFR 95 - Subpart F-Automatic Data Processing Equipment and Services-Conditions for Federal Financial Participation (FFP)
- 45 CFR 74 - Part 74-Uniform Administrative Requirements For Awards And Subawards To Institutions Of Higher Education, Hospitals, Other Nonprofit Organizations, And Commercial Organizations; And Certain Grants And Agreements With States, Local Governments And Indian Tribal Governments
- 45 CFR 92 - Part 92-Uniform Administrative Requirements For Grants And Cooperative Agreements To State And Local Governments
Program Instructions
- ACYF-CB-PI 96-15: Issued: September 16, 1996 - Informed states of the extension of enhanced funding through Federal fiscal year 1997, and provided guidance on claiming holdback and other types of payments made after September 30, 1997.(PDF - 13 KB).
- ACYF-CB-PI-98-02: Issued: January 8, 1998. Among other things, the program instruction provided early notification of the impact of the new law on State Automated Child Welfare Information Systems (SACWIS).
- ACYF-CB-PI-01-05: Issued: April 16, 2001. Cost Allocation Policies for Operational SACWIS Systems. This announcement is a comprehensive overview of existing cost allocation requirements related to SACWIS operational costs.
- ACYF-CB-PI-06-01: Issued: February 16, 2006. Provided guidance on the availability of Federal Finance Participation (FFP) based on the status of a State's SACWIS project. The PI notes that SACWIS projects determined by ACF to be "high risk" may have operational costs reimbursed at the non-SACWIS administrative rate. (PDF - 28 KB)
- ACYF-CB-PI-07-10: Issued: May 24, 2007. This document updates and clarifies ACYF policies affecting Federal Child Welfare Information Systems projects, including SACWIS. (PDF - 699 KB)
- ACYF-CB-PI-09-01: Issued: January 09, 2009. This document provides information on Federal requirements for the use of Statewide Automated Child Welfare Information Systems (SACWIS) by private providers. (PDF - 56 KB)
- ACYF-CB-PI-09-11: Issued: September 17, 2009. This PI provides guidance on the Federal Advance Planning Document (APD) regulations that Tribes have to comply with to claim title IV-B and/or title IV-E FFP for child welfare information technology projects, equipment, and services. (PDF - 42 KB)
- ACYF-CB-PI-10-04: Issued: April 2, 2010. This PI provides guidance on National Youth in Transition Database (NYTD) reporting in a Statewide Automated Child Welfare Information Systems environment.(PDF - 48 KB).
- ACYF-CB-PI-10-05: Issued April 8, 2010. This PI provides guidelines for conducting pilots in a Statewide Automated Child Welfare Information system (SACWIS) environment.(PDF - 57 KB).
- ACYF-CB-PI-11-01: Issued January 7, 2011. This PI provides guidance to help title IV-E agencies with SACWIS systems interpret and determine the impact of policy changes concerning title IV-E foster care eligibility re-determinations and Fostering Connections legislation. (PDF - 33 KB)
- ACYF-CB-PI-11-07 (PDF - 250 KB): Issued: July 5, 2011. Provides information to States and Tribes regarding changes to the regulations at 45 CFR Part 95 related to the Advance Planning Document (APD) process used to obtain approval of Federal financial participation (FFP) for acquiring automated data processing equipment and services.
- ACYF-CB-PI-11-08 (PDF - 69 KB): Issued: July 7, 2011. Provides information to States and Tribes concerning changes regarding the APD waiver process within the Federal regulations at 45 CFR 95, and offers guidance when requesting a waiver to use a commercial-off-the-shelf (COTS) software product designed for the title IV-E or title IV-B programs.
Action Transmittals
SACWIS Related
- ACF-OISM-001: Issued: February 24, 1995. Provided ACF's guidance and policy on all areas related to SACWIS planning, designing, development, and implementation.
- ACF-OSS-05: Issued: August 21, 1998. (PDF - 80 KB) Amended and supplemented previous guidance on the implementation and operation of a SACWIS. Also superceded some sections of AT-ACF-OISM-001. This guidance was issued in response to PRWORA and the Adoption and Safe Families Act (ASFA - Public Law 105-89, enacted November 19, 1997). (ASFA - Public Law 105-89, PDF - 233 KB)
General Information
- ACF-AT 92-05: Issued: January 16, 1992. Contract terms for ensuring contractor performance - Contract terms for ensuring contractor performance. ACF is providing guidance on States' use of contract terms to ensure that State systems developed for programs covered under 45 CFR Part 95, Subpart F meet the Federal requirement for maximum practical open and free competition and that these systems are procured in the most cost effective way. (PDF - 11 KB)
- ACF-AT 93-03: Issued: January 3, 1993. State responsibilities - Responsibilities States must carry out regarding information technology projects and services and equipment acquisitions. (PDF - 27 KB)
- ACF-AT 94-05: Issued: July 22, 1994. Implements short term changes in policy. (PDF - 27 KB)
- ACF-AT-OSSP-00-01: Issued: March 13, 2000. HHS procedures for considering approval of Federal financial participation when a jurisdiction failed to obtain prior approval per 45 CFR 95 Subpart F for ADP services and equipment acquisitions.
Information Memoranda
SACWIS Related
- ACYF-CB-IM-07-03: Issued: May 8, 2007. This document provides States with information regarding the use of Service Oriented Architecture (SOA). (PDF - 165 KB)
- ACYF-CB-IM-07-06: Issued: September 6, 2007. This document provides States with information regarding appropriate referrals, requests for location services, child support applications, and electronic interface between child welfare and child support enforcement agencies. (PDF - 933 KB)
- ACYF-CB-IM-08-02: Issued: May 29, 2008. Technical Bulletin on Management Information Systems Issues Related to Reporting and Evaluating Caseworker Visits. (PDF - 85 KB)
- ACYF-CB-IM-09-02: Issued: July 10, 2009. This Information Memorandum (IM) provides information to Tribes that are considering operating a title IV-E program pursuant to section 479B of the Act and explores the implementation of an automated child welfare information system as allowed under P.L. 110-351. (PDF - 27 KB)
- ACYF-CB-IM-11-04 (PDF - 100 KB): Issued: July 6, 2011. Discusses contract terms and conditions and their potential impact on a State's or Tribe's procurement activities, and identifies Federal contract provisions required in all procurement documents funded through one or more of the programs identified in the Advance Planning Document (APD) regulations at 45 CFR Part 95 Subpart F.
General Information
- INF 89-01: Issued: December 1, 1989. HHS' position regarding the provision of Federal matching funds for the costs of Automatic Data Processing (ADP) equipment and services in cases where a state did not receive the required HHS prior written approval before entering into a contract or agreement or making any other commitment for acquisition of ADP equipment or services.
- ACYF-CB-IM 93-01: Issued: October 1, 1992. Security Guidelines - While the revised rules at 45 CFR Part 95, subpart E, published on July 31, 1996, eliminated the requirement for the reporting of state system biennial reviews to HHS, this IM contains important information with regard to state systems security which states may find useful. (PDF - 56 KB)
- OISM-ACF-IM-93-4: Issued: October 6, 1993. Feasibility, Alternatives, and Cost Benefit Guide - This Information Memorandum transmits a revised Feasibility, Alternatives, and Cost/Benefit Analysis Guide, which is designed to assist States in meeting the requirements of 45 CFR Part 95, Subpart F. (PDF - 11 KB)
- ACYF-CB-IM-04-07: Issued: July 2, 2004. The Cost Allocation Methodologies Toolkit's purpose is to model a simple, consistent, and objective cost allocation methodology for multi-program system projects. (PDF - 17 KB)
- ACF-CMS-FNS IM 05-04: Issued: May 2, 2005. This document provides guidance regarding the use of COTS software within automated human services information systems to meet federal regulatory requirements. (PDF - 21 KB)
- ACYF-CB-IM-05-02: Issued: May 3, 2005. Federal/State Information Technology Policy: Optional checklist for states and territories to use in requesting an exemption of prior approval for Information Technology acquisition documents. (PDF - 11 KB)
- ACYF-CB-IM-05-04: Issued: May 3, 2005. Federal/State Information Technology Policy: Relationship of Master Contracts for Acquisition of State Information Technology Products or Services and Competition. (PDF - 12 KB)
- CMS-ACF-IM-08-01: Issued: December 15, 2008. Federal/State Information Technology Policy: Use of Enterprise Architectures In and Across States' Automated Human Services Information Systems (PDF - 117 KB)
- ACF-CMS-FNS IM 11-18: Issued: November 18, 2010. This document provides guidance on a revision to the methodology for allocating costs to programs participating in an IS development project. The cost allocation that is approved for program operations/administration should not be used for these projects. (PDF - 64 KB)
Technical Bulletins
- Technical Bulletin #1: Action Plan Guidance and Examples - This Technical Bulletin provides guidance for states developing action plans for the Statewide Automated Child Welfare Information System (SACWIS) Assessment Review Report (SARR). States submit action plans to describe to the Administration for Children and Families (ACF) their approach for bringing the SACWIS into compliance with federal requirements. (PDF - 148 KB)
- Technical Bulletin #2: Systems Issues Related to Reporting and Evaluating Caseworker Visits - This technical bulletin (TB) provides guidance to States on system issues related to the collection and reporting of information on caseworker visits with children in foster care. It is intended to assist States with aligning their information system activities to support caseworker visit data requirements of the Child and Family Services Improvement Act of 2006 (P.L. 109-288) at section 424(e)(1) and (2) of the Social Security Act (the Act) and Program Instruction ACYF-CB-PI-08-03, issued April 18, 2008. (PDF - 79 KB)
Other Documents
General Information
- The State Systems APD Guide: September 1996 - This guide will provide states with guidance regarding the various types of Advance Planning Documents (Initial, Annual and As Needed Planning Advance Planning Documents and Implementation Advance Planning Documents) and their content, as well as contracting documents. (PDF - 288 KB) or (Word - 315 KB)
- OMB Circular A-87 - Cost Principles for State, Local and Indian Tribal Governments: Revised May 10, 2004. An interagency task force was established to review existing cost principles for Federal awards to State and local governments. The task force studied Inspector General reports and recommendations, solicited suggestions for changes to the Circular from State and local governments, and compared for consistency the provisions of other Office of Management and Budget cost principles covering nonprofit organizations and universities. Proposed revisions reflecting the results of those efforts were published on October 12, 1988 (53 FR 40352) and August 19, 1993 (58 FR 44212). The extensive comments received on these proposed revisions, discussions with interested groups, and other related developments were considered in developing this final revision.
- HHS Entitlement Grant Programs Now Under 45 CFR Part 92: Issued December 1, 2004. The purpose of this letter is to provide guidance to states concerning the Federal Register notice dated September 8, 2003 that brought HHS entitlement grant programs under 45 CFR Part 92. (PDF - 19 KB)
Feasibility, Alternatives, And Cost / Benefit Analysis Guide
|
Print
