+--------------------------+------+------------------------------------+
| ### Data Element         | **Ra | **Findings/Notes**                 |
|                          | ting |                                    |
|                          | Fact |                                    |
|                          | or** |                                    |
+==========================+======+====================================+
| #1 State                 | 4    | The FIPS code for the State of     |
|                          |      | Wisconsin (55) is hard-coded in    |
|                          |      | the program code.                  |
+--------------------------+------+------------------------------------+
| #2 Report Date           | 4    |                                    |
+--------------------------+------+------------------------------------+
| #3 Local Agency (County  | 4    |                                    |
| or Equivalent            |      |                                    |
| Jurisdiction)            |      |                                    |
+--------------------------+------+------------------------------------+
| #4 Record Number         | 4    |                                    |
+--------------------------+------+------------------------------------+
| #5 Date of Most Recent   | 3    | [Screen:]{.underline} Permanency   |
| Periodic Review (if      |      | Plan Review or Hearing Results     |
| applicable)              |      |                                    |
|                          |      | Frequency Report (n=11,450): There |
| \_\_\_(mo) \_\_\_        |      | are ten records with a year of     |
| (day)\_\_\_\_(year)      |      | 2002; 66 for 2003; 251 for 2004;   |
|                          |      | and, 4,541 (40%) reported as       |
|                          |      | blank.                             |
|                          |      |                                    |
|                          |      | The screen has a field to record   |
|                          |      | "type" and "method" under the      |
|                          |      | general information section of the |
|                          |      | screen. On the "Basic" tab, there  |
|                          |      | is a field for "date of            |
|                          |      | hearing/review."                   |
|                          |      |                                    |
|                          |      | In regard to data entry, the State |
|                          |      | requested assistance on ways they  |
|                          |      | could improve on the collection of |
|                          |      | information. Currently, there are  |
|                          |      | ticklers in the system to remind   |
|                          |      | workers to enter this data. The    |
|                          |      | State and Federal teams discussed  |
|                          |      | ways to encourage workers to       |
|                          |      | record that the hearing occurred.  |
|                          |      | One suggestion is to implement a   |
|                          |      | system edit that would require     |
|                          |      | case workers to enter the review   |
|                          |      | date, if not done already, before  |
|                          |      | a new permanency plan is created.  |
|                          |      | The State should contact the       |
|                          |      | National Resource Center for Child |
|                          |      | Welfare Data for technical         |
|                          |      | assistance on which States are     |
|                          |      | successfully reporting this        |
|                          |      | information. This is also a        |
|                          |      | question that the State can post   |
|                          |      | on the SACWIS list serve.          |
|                          |      |                                    |
|                          |      | Case file review findings: 9 (13%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | The majority of the errors were    |
|                          |      | related to reviewers finding a     |
|                          |      | later review date than the one     |
|                          |      | reported to AFCARS.                |
+--------------------------+------+------------------------------------+
| #6 Child Birth Date      | 3    | [Screen]{.underline}: Person       |
|                          |      | Management; Basic tab              |
| \_\_\_(mo) \_\_\_        |      |                                    |
| (day)\_\_\_\_(year)      |      | [Program Code]{.underline}: LN     |
|                          |      | 6140-6143                          |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): There |
|                          |      | are years of birth preceding 1984  |
|                          |      | (age 21 in 2005). 1941 = 1; 1955 = |
|                          |      | 1; 1958 = 1; 1961 = 1; 1970 = 1;   |
|                          |      | 1974 = 1; 1977 = 1; 1979 =1; 1983  |
|                          |      | = 2; 1985 = 5; 1986 = 49 (age of   |
|                          |      | 19); 1987 = 298 (age of 18)        |
|                          |      |                                    |
|                          |      | The State appears to have several  |
|                          |      | edits to ensure that there is a    |
|                          |      | valid date of birth. However,      |
|                          |      | based on the frequency report,     |
|                          |      | there are still some years being   |
|                          |      | reported that represent            |
|                          |      | individuals over the age of 40.    |
|                          |      | The State and counties need to     |
|                          |      | ensure that workers do not enter a |
|                          |      | date of birth of a child that is   |
|                          |      | before that of the child's         |
|                          |      | parents' date of birth. The State  |
|                          |      | may need to consider an integrity  |
|                          |      | check for the field at the time    |
|                          |      | the worker enters a date of birth. |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State is modifying the system so   |
|                          |      | that if a child's mother or        |
|                          |      | father's date of birth is later    |
|                          |      | than that of the child's the       |
|                          |      | following message is displayed:    |
|                          |      | "An age discrepancy has            |
|                          |      | potentially been identified. This  |
|                          |      | child appears to be older than the |
|                          |      | identified caretaker(s). Please    |
|                          |      | verify all birth dates."*          |
+--------------------------+------+------------------------------------+
| #7 Child Sex             | 4    | [Screen]{.underline}: Person       |
|                          |      | Management; Basic tab              |
| 1 = Male                 |      |                                    |
|                          |      |                                    |
| 2 = Female               |      |                                    |
+--------------------------+------+------------------------------------+
| #8 Child's Race          | 2    | [Screen]{.underline}: Person       |
|                          |      | Management; Basic tab              |
| a\. American Indian or   |      |                                    |
| Alaska Native            |      | [Program code]{.underline}: LNs.   |
|                          |      | 6121;                              |
| b\. Asian                |      | 8240-8251;8856-8884;8890-8902;     |
|                          |      |                                    |
| c\. Black or African     |      | Frequency Report (n=11,450): No    |
| American                 |      | missing data for elements a -- f.  |
|                          |      | There are 403 (4%) records         |
| d\. Native Hawaiian or   |      | reported with two or more races    |
| Other Pacific Islander   |      | and 99 (.86%) records with "unable |
|                          |      | to determine" plus a race.         |
| e\. White                |      |                                    |
|                          |      | eWiSACWIS has the capacity to      |
| f\. Unable to Determine  |      | record only three races for this   |
|                          |      | element. The State must revise the |
|                          |      | screen to account for all five of  |
|                          |      | the races required in AFCARS and   |
|                          |      | instruct workers to check all that |
|                          |      | apply. One solution the State may  |
|                          |      | want to consider is to list all    |
|                          |      | the races with a radio button and  |
|                          |      | have case workers select all that  |
|                          |      | apply.                             |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her race.          |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "abandoned." Another idea the      |
|                          |      | State may want to consider is to   |
|                          |      | include the option "declined" or   |
|                          |      | "refused" to account for those     |
|                          |      | situations in which an individual  |
|                          |      | may refuse to provide the race of  |
|                          |      | the child.                         |
+--------------------------+------+------------------------------------+
| #9 Hispanic/Latino       | 3    | Frequency Report (n=11,450): Yes = |
| Origin                   |      | 843 (7%); No = 7,942 (69%); Unable |
|                          |      | to determine = 2,294 (20%); Not    |
| 1 = Yes                  |      | Reported = 371 (3%)                |
|                          |      |                                    |
| 2 = No                   |      | The Basic tab on the person        |
|                          |      | management screen has a field      |
| 3 = Unable to Determine  |      | "ethnicity" that includes several  |
|                          |      | ethnicities/nationalities,         |
|                          |      | including those that would be      |
|                          |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
|                          |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
|                          |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
|                          |      |                                    |
|                          |      | Case file review findings: 9 (13%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In the error cases, the AFCARS     |
|                          |      | information was "unable to         |
|                          |      | determine," and in each case the   |
|                          |      | reviewer was able to determine the |
|                          |      | child was not of Hispanic/Latino   |
|                          |      | origin.                            |
+--------------------------+------+------------------------------------+
| #10 Has the child been   | 2    | [Screen:]{.underline} Person       |
| clinically diagnosed as  |      | Management, Kinship/ AFCARS Tab    |
| having a                 |      |                                    |
| disability(ies)?         |      | Frequency Report (n=11,450): Yes = |
|                          |      | 1,948 (17%); No = 8,387 (73%); Not |
| 1=Yes                    |      | Yet Determined = 628 (6%); Not     |
|                          |      | Reported = 487 (4%)                |
| 2=No                     |      |                                    |
|                          |      | The system contains this question  |
| 3=Not yet Determined     |      | on the screen with the same        |
|                          |      | responses as in AFCARS. There also |
|                          |      | is a "Medical Profile" section     |
|                          |      | that records exam dates and        |
|                          |      | diagnosis. The medical profile     |
|                          |      | page documents medications, Axis I |
|                          |      | and II Diagnoses and other medical |
|                          |      | information.                       |
|                          |      |                                    |
|                          |      | Case workers are required to       |
|                          |      | complete both sections of the      |
|                          |      | system. The medical profile        |
|                          |      | section of eWiSACWIS is a fairly   |
|                          |      | robust module that captures the    |
|                          |      | dates of a health exam, the        |
|                          |      | provider, diagnoses, and Axis I -- |
|                          |      | IV fields. However, the diagnoses  |
|                          |      | fields are text boxes. This        |
|                          |      | appears to be a good section to    |
|                          |      | record a child's health conditions |
|                          |      | and extract the AFCARS data. The   |
|                          |      | text fields for diagnosed          |
|                          |      | conditions must be made into       |
|                          |      | database fields.                   |
|                          |      |                                    |
|                          |      | The State and Federal team         |
|                          |      | discussed various approaches to    |
|                          |      | capturing and reporting the        |
|                          |      | information required for foster    |
|                          |      | care elements #10 -- 15. One       |
|                          |      | interim solution is to add program |
|                          |      | code to check each of the "axis"   |
|                          |      | fields. This would capture         |
|                          |      | information that some workers may  |
|                          |      | be recording. The State suggested  |
|                          |      | checking the "rate setting"        |
|                          |      | section since rates have to be     |
|                          |      | updated every six months.          |
|                          |      |                                    |
|                          |      | The State's response to the SACWIS |
|                          |      | Assessment Report dated March      |
|                          |      | 2006, indicates: "Incident number  |
|                          |      | 9530: The \'Child\'s Disability    |
|                          |      | Information\' will be moved from   |
|                          |      | Person Management to the Medical   |
|                          |      | Profile page. This will eliminate  |
|                          |      | entering duplicate data. This is   |
|                          |      | being analyzed for the June, 2006  |
|                          |      | release." The State staff          |
|                          |      | indicated they realized this       |
|                          |      | correction would not resolve all   |
|                          |      | of the issues related to           |
|                          |      | collecting health and disability   |
|                          |      | information needed by the State    |
|                          |      | and for AFCARS reporting purposes. |
|                          |      | Based on the AFCARS assessment     |
|                          |      | review, the State will incorporate |
|                          |      | the AFCARS review findings into    |
|                          |      | their analysis. The State          |
|                          |      | recognizes a need to reevaluate    |
|                          |      | the screen design in order to      |
|                          |      | provide accurate data to AFCARS.   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values. The program code maps      |
|                          |      | missing data to blank.             |
|                          |      |                                    |
|                          |      | Case file review findings: 13      |
|                          |      | (17%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In all of the error cases, |
|                          |      | the AFCARS data indicated "no,"    |
|                          |      | but the reviewer found that the    |
|                          |      | child did have a disability.       |
+--------------------------+------+------------------------------------+
| #11 Mental Retardation   | 2    | The data is extracted from the     |
|                          |      | person table.                      |
| \[0 = Does not apply\]   |      |                                    |
|                          |      | The State's Access database        |
| 1 = Applies              |      | includes codes for several         |
|                          |      | diagnosed conditions (code groups  |
|                          |      | 27, 29, 120, etc.). If the State   |
|                          |      | is using these in the system, many |
|                          |      | of them could be mapped to AFCARS. |
|                          |      | See the Disability resource list   |
|                          |      | on the Children's Bureau's AFCARS  |
|                          |      | web page.                          |
|                          |      |                                    |
|                          |      | The State may want to add a "help" |
|                          |      | function that provides information |
|                          |      | to case workers on what diagnoses  |
|                          |      | would be appropriate for this      |
|                          |      | field.                             |
+--------------------------+------+------------------------------------+
| #12 Visually/Hearing     | 2    | The data is extracted from the     |
| Impaired                 |      | person table.                      |
|                          |      |                                    |
| \[0 = Does not apply\]   |      | The State's Access database        |
|                          |      | includes codes for several         |
| 1 = Applies              |      | diagnosed conditions (code groups  |
|                          |      | 27, 29, 120, etc.). If the State   |
|                          |      | is using these in the system, many |
|                          |      | of them could be mapped to AFCARS. |
|                          |      | See the Disability resource list   |
|                          |      | on the Children's Bureau's AFCARS  |
|                          |      | web page.                          |
|                          |      |                                    |
|                          |      | The State may want to add a "help" |
|                          |      | function that provides information |
|                          |      | to case workers on what diagnoses  |
|                          |      | would be appropriate for this      |
|                          |      | field.                             |
+--------------------------+------+------------------------------------+
| #13 Physically Disabled  | 2    | The data is extracted from the     |
|                          |      | person table.                      |
| \[0 = Does not apply\]   |      |                                    |
|                          |      | The State's Access database        |
| 1 = Applies              |      | includes codes for several         |
|                          |      | diagnosed conditions (code groups  |
|                          |      | 27, 29, 120, etc.). If the State   |
|                          |      | is using these in the system, many |
|                          |      | of them could be mapped to AFCARS. |
|                          |      | See the Disability resource list   |
|                          |      | on the Children's Bureau's AFCARS  |
|                          |      | web page.                          |
|                          |      |                                    |
|                          |      | The State may want to add a "help" |
|                          |      | function that provides information |
|                          |      | to case workers on what diagnoses  |
|                          |      | would be appropriate for this      |
|                          |      | field.                             |
+--------------------------+------+------------------------------------+
| #14 Emotionally          | 2    | The data is extracted from the     |
| Disturbed                |      | person table.                      |
|                          |      |                                    |
| \[0 = Does not apply\]   |      | The State's Access database        |
|                          |      | includes codes for several         |
| 1 = Applies              |      | diagnosed conditions (code groups  |
|                          |      | 27, 29, 120, etc.). If the State   |
|                          |      | is using these in the system, many |
|                          |      | of them could be mapped to AFCARS. |
|                          |      | See the Disability resource list   |
|                          |      | on the Children's Bureau's AFCARS  |
|                          |      | web page.                          |
|                          |      |                                    |
|                          |      | The State may want to add a "help" |
|                          |      | function that provides information |
|                          |      | to case workers on what diagnoses  |
|                          |      | would be appropriate for this      |
|                          |      | field.                             |
|                          |      |                                    |
|                          |      | Case file review findings: 14      |
|                          |      | (19%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the 13 of the error     |
|                          |      | cases, the response should have    |
|                          |      | been "applies," instead of "does   |
|                          |      | not apply." In one error case, the |
|                          |      | response should have been "does    |
|                          |      | not apply," instead of "applies."  |
+--------------------------+------+------------------------------------+
| #15 Other Medically      | 2    | The data is extracted from the     |
|                          |      | person table.                      |
| \[0 = Does not apply\]   |      |                                    |
|                          |      | The State's Access database        |
| 1 = Applies              |      | includes codes for several         |
|                          |      | diagnosed conditions (code groups  |
|                          |      | 27, 29, 120, etc.). If the State   |
|                          |      | is using these in the system, many |
|                          |      | of them could be mapped to AFCARS. |
|                          |      | See the Disability resource list   |
|                          |      | on the Children's Bureau's AFCARS  |
|                          |      | web page.                          |
|                          |      |                                    |
|                          |      | The State may want to also a       |
|                          |      | "help" function that provides      |
|                          |      | information to case workers on     |
|                          |      | what diagnoses would be            |
|                          |      | appropriate for this field.        |
+--------------------------+------+------------------------------------+
| #16 Has this child ever  | ~    | [Screen:]{.underline} Person       |
| been adopted?            | ~2~~ | Management; Additional tab         |
|                          |      |                                    |
| 1 = Yes                  | 3    | Frequency Report (n=11,450): Yes = |
|                          |      | 399 (3%); No = 11,041 (96%);       |
| 2 = No                   |      | Unable to determine = 10 (.09%);   |
|                          |      | Not Reported = 0                   |
| 3 = Unable to Determine  |      |                                    |
|                          |      | The data from the 2006A frequency  |
|                          |      | report is not consistent between   |
|                          |      | elements #16 and 17.               |
|                          |      |                                    |
|                          |      | This is a required field on the    |
|                          |      | State's system.                    |
|                          |      |                                    |
|                          |      | The field incorrectly pre-fills    |
|                          |      | the screen to "no." The State must |
|                          |      | modify the screen so that the      |
|                          |      | field is blank upon first opening  |
|                          |      | a case. *Post site-visit findings: |
|                          |      | The State modified the screen by   |
|                          |      | adding an option "not determined," |
|                          |      | which is now the field default.    |
|                          |      | The field remains a required field |
|                          |      | and "not determined" will appear   |
|                          |      | in red on the AFCARS screen, tab   |
|                          |      | II, indicating it is an error. The |
|                          |      | worker will then correct the field |
|                          |      | from the AFCARS screen. The        |
|                          |      | program code maps responses other  |
|                          |      | than "yes," "no," and "unable to   |
|                          |      | determine" to blank. Therefore,    |
|                          |      | "not determined" will get reported |
|                          |      | to AFCARS as a blank response.*    |
+--------------------------+------+------------------------------------+
| #17 If yes, how old was  | ~    | Frequency Report (n=11,450): Not   |
| the child when the       | ~2~~ | applicable = 11,051 (97%);         |
| adoption was legalized?  |      | Reported in age categories = 285;  |
|                          | 3    | Unable to determine = 114 1%); Not |
| \[0 = Not Applicable\]   |      | Reported = 0                       |
|                          |      |                                    |
| 1 = less than 2 years    |      | The program code correctly maps    |
| old                      |      | this element to "not applicable"   |
|                          |      | for cases where element #16 is     |
| 2 = 2-5 years old        |      | "no."                              |
|                          |      |                                    |
| 3 = 6-12 years old       |      | If the age field is left blank,    |
|                          |      | the program code correctly maps a  |
| 4 = 13 years or older    |      | blank to this element.             |
|                          |      |                                    |
| 5 = Unable to Determine  |      | The program code incorrectly maps  |
|                          |      | this element to "not applicable"   |
|                          |      | for cases where element #16 is     |
|                          |      | "Unable to determine." It should   |
|                          |      | be mapped to "unable to            |
|                          |      | determine." *Post site-visit       |
|                          |      | findings: The program code was     |
|                          |      | correctly modified to map this     |
|                          |      | element to "unable to determine"   |
|                          |      | if element #16 is "unable to       |
|                          |      | determine."*                       |
|                          |      |                                    |
|                          |      | This is another field where the    |
|                          |      | State may want to substitute       |
|                          |      | "abandoned" for "unable to         |
|                          |      | determine."                        |
+--------------------------+------+------------------------------------+
| #18 Date of First        | ~    | [Screen:]{.underline} Placements   |
| Removal from Home        | ~2~~ | and Services, Service tab          |
|                          |      |                                    |
| \_\_\_(mo) \_\_\_        | 3    | [Program Code:]{.underline} LN     |
| (day)\_\_\_\_(year)      |      | 4367-4521;4801-4949                |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): Not   |
|                          |      | Reported = 404 (4%)                |
|                          |      |                                    |
|                          |      | The rating factor was changed      |
|                          |      | because this element is based on   |
|                          |      | what is entered into the system    |
|                          |      | and reported for the removal date  |
|                          |      | (element #21).                     |
|                          |      |                                    |
|                          |      | Removals and discharges are set by |
|                          |      | flags associated with placement    |
|                          |      | end or start dates recorded in the |
|                          |      | system.                            |
|                          |      |                                    |
|                          |      | The missing information is related |
|                          |      | to conversion. The State staff     |
|                          |      | indicated they are using the       |
|                          |      | history screen to clean up data.   |
|                          |      | The State will need to continue to |
|                          |      | address data clean-up on           |
|                          |      | conversion cases.                  |
|                          |      |                                    |
|                          |      | The program code correctly does    |
|                          |      | not include a removal for which    |
|                          |      | the only placement setting         |
|                          |      | associated with that removal is    |
|                          |      | "Kinship Care -- Voluntary,"       |
|                          |      | "Youth Correctional Facility," or  |
|                          |      | "Adult Corrections."               |
|                          |      |                                    |
|                          |      | Case file review findings: 13      |
|                          |      | (19%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of error   |
|                          |      | cases, the reviewers found dates   |
|                          |      | that were earlier than those       |
|                          |      | reported in AFCARS. Many of the    |
|                          |      | dates were several years earlier   |
|                          |      | and all were pre-conversion.       |
+--------------------------+------+------------------------------------+
| #19 Total Number of      | 3    | [Program Code:]{.underline} LN     |
| Removals from Home       |      | 4162-4286, 8345; REMOVAL_CSR: LN   |
|                          |      | 1861-1882                          |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): Zero  |
|                          |      | removals = 228 (2%)                |
|                          |      |                                    |
|                          |      | The program code correctly does    |
|                          |      | not count a removal for which the  |
|                          |      | only placement setting associated  |
|                          |      | with that removal is "Kinship Care |
|                          |      | -- Voluntary," "Youth Correctional |
|                          |      | Facility," or "Adult Corrections." |
|                          |      |                                    |
|                          |      | "Voluntary kinship care" refers to |
|                          |      | those situations where family      |
|                          |      | members arrange for the child to   |
|                          |      | be with a relative and there is no |
|                          |      | agency responsibility for care and |
|                          |      | placement.                         |
|                          |      |                                    |
|                          |      | The program code correctly does    |
|                          |      | not count removals for which the   |
|                          |      | placement has an ending reason of  |
|                          |      | "placement made in error."         |
|                          |      |                                    |
|                          |      | Case file review findings: 10      |
|                          |      | (14%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In six of the error cases, |
|                          |      | the reviewers found more removals  |
|                          |      | than what was reported to AFCARS.  |
|                          |      | In general, the AFCARS data        |
|                          |      | indicated only one removal, but    |
|                          |      | the child actually had two. These  |
|                          |      | were all pre-conversion cases.     |
|                          |      | There were four cases in which the |
|                          |      | reviewer found fewer removals.     |
+--------------------------+------+------------------------------------+
| #20 Date Child was       | 3    | Case file review findings: 7 (10%) |
| Discharged from last     |      | of the records analyzed did not    |
| foster care episode (if  |      | match what was reported in AFCARS. |
| applicable)              |      | The error cases were due to prior  |
|                          |      | removal episodes not entered into  |
| \_\_\_(mo) \_\_\_        |      | the system.                        |
| (day)\_\_\_\_(year)      |      |                                    |
+--------------------------+------+------------------------------------+
| #21 Date of Latest       | 2    | [Screen:]{.underline} Placements   |
| Removal                  |      | and Services, Service tab          |
|                          |      |                                    |
| \_\_\_(mo) \_\_\_        |      | [Program Code]{.underline}: LN     |
| (day)\_\_\_\_(year)      |      | 4367-4521;4801-4949;               |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): Not   |
|                          |      | reported = 349                     |
|                          |      |                                    |
|                          |      | The program code correctly does    |
|                          |      | not include a removal for which    |
|                          |      | the only placement setting         |
|                          |      | associated with that removal is    |
|                          |      | "Kinship Care -- Voluntary,"       |
|                          |      | "Youth Correctional Facility," or  |
|                          |      | "Adult Corrections."               |
|                          |      |                                    |
|                          |      | "Voluntary kinship care" refers to |
|                          |      | those situations where family      |
|                          |      | members arrange for the child to   |
|                          |      | be with a relative and there is no |
|                          |      | agency responsibility for care and |
|                          |      | placement.                         |
|                          |      |                                    |
|                          |      | The State must modify the program  |
|                          |      | code to account for if the first   |
|                          |      | placement is a locked facility or  |
|                          |      | a hospital setting. For instances  |
|                          |      | in which the child's first         |
|                          |      | placement is a hospital or locked  |
|                          |      | facility, the date of removal is   |
|                          |      | the actual date the child is       |
|                          |      | placed in a community placement.   |
|                          |      |                                    |
|                          |      | Case file review findings: 16      |
|                          |      | (22%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In nine error cases, the   |
|                          |      | reviewer found an earlier date     |
|                          |      | than what was reported to AFCARS   |
|                          |      | (pre-conversion). In six error     |
|                          |      | cases, the reviewers had found     |
|                          |      | either more or less removal        |
|                          |      | episodes, which affected the       |
|                          |      | actual removal date for this       |
|                          |      | element.                           |
+--------------------------+------+------------------------------------+
| #22 Date of Latest       | 4    | Frequency Report (n=11,450): Not   |
| Removal Transaction Date |      | reported = 349                     |
|                          |      |                                    |
| \_\_\_(mo) \_\_\_        |      | The number of cases missing        |
| (day)\_\_\_\_(year)      |      | transaction dates is related to    |
|                          |      | conversion. As these children      |
|                          |      | discharge from the State's         |
|                          |      | responsibility for care and        |
|                          |      | placement, the number of missing   |
|                          |      | cases should become zero. ACF will |
|                          |      | continue to monitor this data to   |
|                          |      | ensure that the number does        |
|                          |      | decrease over time.                |
+--------------------------+------+------------------------------------+
| #23 Date of Placement in | 2    | [Screen:]{.underline} Placements   |
| Current Foster Care      |      | and Services, Service tab          |
| Setting                  |      |                                    |
|                          |      | The program code does not report   |
| \_\_\_(mo) \_\_\_        |      | the date a child went on a runaway |
| (day)\_\_\_\_(year)      |      | status if that is the "living      |
|                          |      | arrangement" as of the end of the  |
|                          |      | report period. The State must      |
|                          |      | report the date a runaway status   |
|                          |      | starts if the child is on runaway  |
|                          |      | as of the end of the report        |
|                          |      | period. When the State implements  |
|                          |      | its "trial reunification," the     |
|                          |      | date the "trial reunification"     |
|                          |      | (trial home visit) starts should   |
|                          |      | be used for this element.          |
|                          |      |                                    |
|                          |      | Case file review findings: 13      |
|                          |      | (18%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of cases,  |
|                          |      | the reviewers found dates that     |
|                          |      | were earlier than the ones         |
|                          |      | reported to AFCARS.                |
+--------------------------+------+------------------------------------+
| #24 Number of Previous   | 2    | Frequency Report (n=11,450): Zero  |
| Placement Settings in    |      | placements = 349 (3%)              |
| This Episode             |      |                                    |
|                          |      | The State incorrectly excludes     |
|                          |      | detention placements and all       |
|                          |      | hospital stays from the count of   |
|                          |      | placement settings. The State must |
|                          |      | modify the program code to always  |
|                          |      | count detention placements, and    |
|                          |      | other locked facility placements.  |
|                          |      | In regard to hospital stays, the   |
|                          |      | count must include those hospital  |
|                          |      | stays that extend beyond a brief   |
|                          |      | period. (See 45 CFR 1355.40 and    |
|                          |      | CWPM 1.2B.7 and 1.3.) The State    |
|                          |      | allows a bed to be kept open in a  |
|                          |      | home for up to two weeks. This     |
|                          |      | period is what the State could use |
|                          |      | as its determination of a short    |
|                          |      | term hospital stay.                |
|                          |      |                                    |
|                          |      | Case file review findings: 21      |
|                          |      | (30%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of the     |
|                          |      | error cases, there were more       |
|                          |      | placements for the current removal |
|                          |      | episode than what was reported to  |
|                          |      | AFCARS. In general, the placements |
|                          |      | occurred prior to conversion.      |
+--------------------------+------+------------------------------------+
| #25 Manner of Removal    | 4    | [Screen:]{.underline} Placements   |
| From Home for Current    |      | and Services, Service tab          |
| placement Episode        |      |                                    |
|                          |      | The program code correctly maps    |
| 1 = Voluntary            |      | the State's values to the AFCARS   |
|                          |      | values. If information is missing, |
| 2 = Court Ordered        |      | it is mapped to blank.             |
|                          |      |                                    |
| 3 = Not Yet Determined   |      |                                    |
+--------------------------+------+------------------------------------+
| Actions or Conditions    |      | [Screen:]{.underline} Remove       |
| Associated With Child's  |      | Reasons                            |
| Removal (Indicate all    |      |                                    |
| that apply with a "1".)  |      | Each of the removal actions or     |
|                          |      | conditions in elements #26-40 is   |
| \[0-Does not Apply\]     |      | available as a check-box selection |
|                          |      | for the worker. The State uses the |
| 1-Applies                |      | same text for the check-box labels |
|                          |      | as the AFCARS names of the data    |
|                          |      | elements.                          |
|                          |      |                                    |
|                          |      | The program code correctly maps    |
|                          |      | each of the selections checked on  |
|                          |      | the screen to the applicable       |
|                          |      | AFCARS value as "applies."         |
|                          |      |                                    |
|                          |      | The data appear to be              |
|                          |      | underreported based on the case    |
|                          |      | file review findings. All of these |
|                          |      | elements had errors. The majority  |
|                          |      | of them were due to the reviewers  |
|                          |      | finding that the condition was     |
|                          |      | present and the basis for a        |
|                          |      | child's removal.                   |
|                          |      |                                    |
|                          |      | The State needs to reaffirm worker |
|                          |      | understanding of the importance    |
|                          |      | for indicating all conditions      |
|                          |      | associated with a child's removal. |
|                          |      |                                    |
|                          |      | Case file review findings:         |
|                          |      | Overall, the quality of this data  |
|                          |      | needs to improve. There were       |
|                          |      | errors in all of the data          |
|                          |      | elements. One finding indicated    |
|                          |      | that several records had all       |
|                          |      | (except child's disibility) marked |
|                          |      | as "applies." This is more than    |
|                          |      | likely related to how the State    |
|                          |      | converted open cases.              |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State added "Check All That Apply" |
|                          |      | to the screen.*                    |
+--------------------------+------+------------------------------------+
| #26 Physical Abuse       | 3    | Case file review findings: 9 (13%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In seven error cases, the response |
|                          |      | should have been "does not apply"  |
|                          |      | instead of "applies."              |
+--------------------------+------+------------------------------------+
| #27 Sexual Abuse         | 3    | Case file review findings: 13      |
|                          |      | (18%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In seven error cases, the  |
|                          |      | response should have been          |
|                          |      | "applies" instead of "does not     |
|                          |      | apply." In six error cases, the    |
|                          |      | response should have been "does    |
|                          |      | not apply," instead of "applies."  |
+--------------------------+------+------------------------------------+
| #28 Neglect              | 3    | Case file review findings: 9 (12%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In the majority of the error       |
|                          |      | cases, the response should have    |
|                          |      | been "applies" instead of "does    |
|                          |      | not apply."                        |
+--------------------------+------+------------------------------------+
| #29 Parent Alcohol Abuse | 3    | Case file review findings: 15      |
|                          |      | (21%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of the     |
|                          |      | error cases, the response should   |
|                          |      | have been "applies" instead of     |
|                          |      | "does not apply."                  |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State changed the language to      |
|                          |      | "Caretaker's Alcohol Abuse."*      |
+--------------------------+------+------------------------------------+
| #30 Parent Drug Abuse    | 3    | Case file review findings: 8 (11%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In five error cases, the response  |
|                          |      | should have been "applies" instead |
|                          |      | of "does not apply." In three      |
|                          |      | error cases, the response should   |
|                          |      | have been "does not apply" instead |
|                          |      | of "applies."                      |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State changed the language to      |
|                          |      | "Caretaker's Drug Abuse."*         |
+--------------------------+------+------------------------------------+
| #31 Child Alcohol Abuse  | 3    | The screen lists this value above  |
|                          |      | the options for the parent and is  |
|                          |      | labeled "alcohol abuse -- child."  |
|                          |      | The State should consider either   |
|                          |      | changing the name of the label or  |
|                          |      | reversing the order.               |
|                          |      |                                    |
|                          |      | Case file review findings: 15      |
|                          |      | (21%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of the     |
|                          |      | error cases, the response should   |
|                          |      | have been "does not apply" instead |
|                          |      | of "applies."                      |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State changed the language to      |
|                          |      | "Child's Alcohol Abuse."*          |
+--------------------------+------+------------------------------------+
| #32 Child Drug Abuse     | 3    | The screen, lists this value above |
|                          |      | the options for the parent and is  |
|                          |      | labeled "drug abuse -- child." The |
|                          |      | State should consider either       |
|                          |      | changing the name of the label or  |
|                          |      | reversing the order.               |
|                          |      |                                    |
|                          |      | Case file review findings: 7 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In the majority of the error       |
|                          |      | cases, the response should have    |
|                          |      | been "does not apply" instead of   |
|                          |      | "applies."                         |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State changed the language to      |
|                          |      | "Child's Drug Abuse."*             |
+--------------------------+------+------------------------------------+
| #33 Child Disability     | 3    | Case file review findings: 2 (3%)  |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In one error case, the response    |
|                          |      | should have been "applies" instead |
|                          |      | of "does not apply." In one error  |
|                          |      | case, the response should have     |
|                          |      | been "does not apply" instead of   |
|                          |      | "applies."                         |
+--------------------------+------+------------------------------------+
| #34 Child's Behavior     | 3    | Case file review findings: 11      |
| Problem                  |      | (15%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of the     |
|                          |      | error cases, the response should   |
|                          |      | have been "does not apply" instead |
|                          |      | of "applies."                      |
+--------------------------+------+------------------------------------+
| #35 Death of Parent      | 3    | Case file review findings: 6 (8%)  |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In the majority of the error       |
|                          |      | cases, the response should have    |
|                          |      | been "does not apply" instead of   |
|                          |      | "applies."                         |
+--------------------------+------+------------------------------------+
| #36 Incarceration of     | 3    | Case file review findings: 13      |
| Parent                   |      | (18%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In eight error cases, the  |
|                          |      | response should have been          |
|                          |      | "applies" instead of "does not     |
|                          |      | apply." In five error cases, the   |
|                          |      | response should have been "does    |
|                          |      | not apply," and not "applies."     |
+--------------------------+------+------------------------------------+
| #37 Caretaker Inability  | 3    | Case file review findings: 10      |
| to Cope Due to Illness   |      | (14%) of the records analyzed did  |
| or Other Reasons         |      | not match what was reported in     |
|                          |      | AFCARS. In the majority of error   |
|                          |      | cases, the response should have    |
|                          |      | been "applies" instead of "does    |
|                          |      | not apply."                        |
+--------------------------+------+------------------------------------+
| #38 Abandonment          | 3    | Case file review findings: 5 (7%)  |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In two error cases, the response   |
|                          |      | should have been "applies" instead |
|                          |      | of "does not apply." In three      |
|                          |      | error cases, the response should   |
|                          |      | have been "does not apply," and    |
|                          |      | not "applies."                     |
+--------------------------+------+------------------------------------+
| #39 Relinquishment       | 3    | Case file review findings: 8 (11%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In four error cases, the response  |
|                          |      | should have been "applies" instead |
|                          |      | of "does not apply." In four error |
|                          |      | cases, the response should have    |
|                          |      | been "does not apply," and not     |
|                          |      | "applies."                         |
+--------------------------+------+------------------------------------+
| #40 Inadequate Housing   | 3    | Case file review findings: 5 (7%)  |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In two error cases, the response   |
|                          |      | should have been "applies" instead |
|                          |      | of "does not apply." In three      |
|                          |      | error cases, the response should   |
|                          |      | have been "applies" instead of     |
|                          |      | "does not apply."                  |
+--------------------------+------+------------------------------------+
| #41 Current Placement    | 2    | [Screen:]{.underline} Placements   |
| Setting                  |      | and Services, Service tab          |
|                          |      |                                    |
| 1 = Pre-Adoptive Home    |      | Frequency Report (n=11,450):       |
|                          |      | Pre-Adoptive Home = 289 (3%);      |
| 2 = Foster Family        |      | Foster Family Home (Relative) =    |
| Home-Relative            |      | 3,243 (28%); Foster Family Home    |
|                          |      | (Non-Relative) = 5,430 (47%);      |
| 3 = Foster Family        |      | Group Home = 1,103 (10%);          |
| Home-Non-Relative        |      | Institution = 1,143 (10%);         |
|                          |      | Supervised Independent Living = 0; |
| 4 = Group Home           |      | Runaway = 103 (0.90%); Trial Home  |
|                          |      | Visit = 18 (0.16%); Not reported = |
| 5 = Institution          |      | 121                                |
|                          |      |                                    |
| 6 = Supervised           |      | The State indicated it does not    |
| Independent Living       |      | have supervised independent living |
|                          |      | arrangements as defined in AFCARS. |
| 7 = Runaway              |      |                                    |
|                          |      | The State needs to ensure that if  |
| 8 = Trial Home Visit     |      | the child is living with the       |
|                          |      | individuals that intend to adopt   |
|                          |      | him/her, element #41 is reported   |
|                          |      | as a "pre-adopt" home.             |
|                          |      |                                    |
|                          |      | The program code maps "Kinship     |
|                          |      | care -- court ordered" to "Foster  |
|                          |      | family home -- relative." The      |
|                          |      | State indicated "kinship" includes |
|                          |      | individuals not related to the     |
|                          |      | child by blood or marriage. A law  |
|                          |      | was also recently passed that      |
|                          |      | broadly defines "kinship." For     |
|                          |      | AFCARS reporting purposes, the     |
|                          |      | State is not to include            |
|                          |      | individuals that are not related   |
|                          |      | to the child by blood or marriage  |
|                          |      | to "relative" care.                |
|                          |      |                                    |
|                          |      | The State maps treatment foster    |
|                          |      | homes to "non-relative." The State |
|                          |      | needs to also account for          |
|                          |      | instances in which the treatment   |
|                          |      | foster home may also be that of a  |
|                          |      | relative to the child and report   |
|                          |      | it as a relative setting.          |
|                          |      |                                    |
|                          |      | The State staff indicated a recent |
|                          |      | change was made to the program     |
|                          |      | code and mapping (May, 2006). The  |
|                          |      | State has a value "shelter," which |
|                          |      | was not included in the program    |
|                          |      | code. As of July 14, 2006, shelter |
|                          |      | placements will be included in     |
|                          |      | AFCARS reporting. The State        |
|                          |      | indicated this is probably why     |
|                          |      | there are records with no          |
|                          |      | placement setting. The modified    |
|                          |      | program code sent to ACF after the |
|                          |      | site-visit included the revisions  |
|                          |      | that were made to this element     |
|                          |      | after the initial documentation    |
|                          |      | was sent to ACF for the AFCARS     |
|                          |      | review. The State needs to provide |
|                          |      | the value for codes 100 -- 103.    |
+--------------------------+------+------------------------------------+
| #42 Is Current Placement | 4    |                                    |
| Out-of-State?            |      |                                    |
|                          |      |                                    |
| 1=Yes (Out of State      |      |                                    |
| placement)               |      |                                    |
|                          |      |                                    |
| 2=No (In-State           |      |                                    |
| placement)               |      |                                    |
+--------------------------+------+------------------------------------+
| #43 Most recent case     | ~    | [Screen:]{.underline} Permanency   |
| plan goal                | ~2~~ | Plan                               |
|                          |      |                                    |
| 1 = Reunify With         | 3    | Frequency Report (n=11,450):       |
| Parent(s) Or Principal   |      | Reunify = 5,384 (47%); Live With   |
| Caretaker(s)             |      | Other Relative(s) = 563 (5%);      |
|                          |      | Adoption = 1,566 (14%); Long-Term  |
| 2 = Live With            |      | Foster Care 1,171 (10%);           |
| Relative(s)              |      | Emancipation = 268 (2%);           |
|                          |      | Guardianship = 521 (5%); Case Plan |
| 3 = Adoption             |      | Goal Not Yet Established = 1,977   |
|                          |      | (17%); Not reported = 0            |
| 4 = Long Term Foster     |      |                                    |
| Care                     |      | The Permanency Plan screen, Basic  |
|                          |      | tab contains a drop-down selection |
| 5 = Emancipation         |      | box for the child's current        |
|                          |      | permanence goal of record, and a   |
| 6 = Guardianship         |      | different drop-down selection box  |
|                          |      | for the child's proposed           |
| 7 = Case Plan Goal Not   |      | permanence goal.                   |
| Yet Established          |      |                                    |
|                          |      | The program code correctly checks  |
|                          |      | for the most recent permanency     |
|                          |      | plan goal that began after the     |
|                          |      | date of latest removal. However,   |
|                          |      | it incorrectly includes 30 days    |
|                          |      | after the last day of the          |
|                          |      | reporting period. The State must   |
|                          |      | modify the program code to select  |
|                          |      | a permanency goal that occurs on   |
|                          |      | or prior to the last day of the    |
|                          |      | report period. *Post site-visit    |
|                          |      | findings: The program code was     |
|                          |      | updated to select permanency goals |
|                          |      | that occur prior to the last day   |
|                          |      | of the report period.*             |
|                          |      |                                    |
|                          |      | If the current goal is "N/A First  |
|                          |      | out of home placement," the        |
|                          |      | program code selects the           |
|                          |      | "proposed" goal as the value for   |
|                          |      | this element. Otherwise, the       |
|                          |      | program code selects the current   |
|                          |      | goal. The State must modify the    |
|                          |      | program code to map "N/A First out |
|                          |      | of home placement" to "case plan   |
|                          |      | goal not yet determined." If after |
|                          |      | 60 days there is no case plan      |
|                          |      | goal, the program code should      |
|                          |      | report this element as blank.      |
|                          |      | *Post site-visit findings: The     |
|                          |      | program code has been updated to   |
|                          |      | correctly map "N/A First out of    |
|                          |      | home placement" to "case plan goal |
|                          |      | not yet determined." Program code  |
|                          |      | has been added (lines 9052--9089)  |
|                          |      | to set this element value to blank |
|                          |      | if the case plan goal has not yet  |
|                          |      | been established and the report    |
|                          |      | period end date is more than 60    |
|                          |      | days after the date of latest      |
|                          |      | removal.*                          |
|                          |      |                                    |
|                          |      | Case file review findings: 12      |
|                          |      | (17%) of the records analyzed did  |
|                          |      | not match what was reported in     |
|                          |      | AFCARS. In the error cases, the    |
|                          |      | reviewers found:                   |
|                          |      |                                    |
|                          |      |   --------------- ---------------- |
|                          |      |   **Reported      **Reviewer       |
|                          |      |   as:**           found:**         |
|                          |      |                                    |
|                          |      |   Not yet         Reunification    |
|                          |      |   determined (2)                   |
|                          |      |                                    |
|                          |      |   Long-term FC    Reunification    |
|                          |      |                                    |
|                          |      |   Reunification   Adoption         |
|                          |      |   (2)                              |
|                          |      |                                    |
|                          |      |   Long term FC    Guardianship     |
|                          |      |   (2)                              |
|                          |      |                                    |
|                          |      |   Reunify         Long term FC     |
|                          |      |                                    |
|                          |      |   Guardianship    Live with        |
|                          |      |   (2)             relative         |
|                          |      |                                    |
|                          |      |   Live with       Long-term FC     |
|                          |      |   relative                         |
|                          |      |                                    |
|                          |      |   Guardianship    Long-term FC     |
|                          |      |   --------------- ---------------- |
+--------------------------+------+------------------------------------+
| #44 Caretaker Family     | 3    | [Screen:]{.underline} Placements   |
| Structure                |      | and Services, Service tab          |
|                          |      |                                    |
| 1 = Married Couple       |      | Frequency Report (n=11,450):       |
|                          |      | Married Couple = 2,389 (21%);      |
| 2 = Unmarried Couple     |      | Unmarried Couple= 1,027 (9%);      |
|                          |      | Single Female = 6,795 (59%);       |
| 3 = Single Female        |      | Single Male = 694 (6%); Unable to  |
|                          |      | Determine = 171 (2%); Not reported |
| 4 = Single Male          |      | = 374 (3%)                         |
|                          |      |                                    |
| 5 = Unable to Determine  |      | Case file review findings: 9 (13%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | There were several records         |
|                          |      | reported as "unable to determine," |
|                          |      | but the reviewers found the        |
|                          |      | information.                       |
+--------------------------+------+------------------------------------+
| #45 1^st^ Primary        | 3    | Frequency Report (n=11,450): There |
| Caretaker's Birth Year   |      | are years reported from 1996 (age  |
|                          |      | 10) and later (29 records).        |
| \_\_\_(mo) \_\_\_        |      |                                    |
| (day)\_\_\_\_(year)      |      | There are 520 records missing      |
|                          |      | dates of birth. This is higher     |
|                          |      | than the number of missing records |
|                          |      | for element #44. There are three   |
|                          |      | records with dates of birth of     |
|                          |      | 1870 and 1875, these would no      |
|                          |      | longer be valid years of birth.    |
|                          |      | There are 10,905 records reported  |
|                          |      | in element #44 that should have a  |
|                          |      | date of birth for this element.    |
|                          |      |                                    |
|                          |      | Case file review findings: 7 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In two error cases, the AFCARS     |
|                          |      | data reflected the child's date of |
|                          |      | birth and not the mom's. In one,   |
|                          |      | the date reported to AFCARS was    |
|                          |      | the child's date of birth. In this |
|                          |      | case, the parent had relinquished  |
|                          |      | her rights in 1998, prior to       |
|                          |      | conversion.                        |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State is modifying the system by   |
|                          |      | checking if the associated         |
|                          |      | "PERSON.dt_brth is \< qt_age = 15  |
|                          |      | or \> qt_age = 75" when a "primary |
|                          |      | caretaker" and/or "secondary       |
|                          |      | caretaker" is selected from the    |
|                          |      | Service tab of the Out of Home     |
|                          |      | Placement window. If one of the    |
|                          |      | two conditions is met the          |
|                          |      | following message will be          |
|                          |      | displayed: "An age discrepancy has |
|                          |      | potentially been identified.       |
|                          |      | Please verify the caretaker's date |
|                          |      | of birth on the Person Management  |
|                          |      | window.\"*                         |
+--------------------------+------+------------------------------------+
| #46 2^nd^ Primary        | 3    | Frequency Report (n=11,450): There |
| Caretaker's Birth Year   |      | are 3,416 records that should have |
| (if applicable)          |      | a date of birth for this element.  |
|                          |      |                                    |
| \_\_\_(mo) \_\_\_        |      | There were only 3,140 records      |
| (day)\_\_\_\_(year)      |      | reported with a valid year of      |
|                          |      | birth, a difference of 276         |
|                          |      | records. There are years reported  |
|                          |      | from 1996 (age 10) and later (29   |
|                          |      | records). There is one record with |
|                          |      | a year of birth of 1875; this is   |
|                          |      | not a valid year.                  |
|                          |      |                                    |
|                          |      | Case file review findings: 9 (13%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In general, the errors were due to |
|                          |      | the AFCARS field reported as       |
|                          |      | blank, but the reviewer either     |
|                          |      | found a date of birth and/or the   |
|                          |      | family structure for element #44   |
|                          |      | was "married couple."              |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State is modifying the system by   |
|                          |      | checking if the associated         |
|                          |      | "PERSON.dt_brth is \< qt_age = 15  |
|                          |      | or \> qt_age = 75" when a "primary |
|                          |      | caretaker" and/or "secondary       |
|                          |      | caretaker" is selected from the    |
|                          |      | Service tab of the Out of Home     |
|                          |      | Placement window. If one of the    |
|                          |      | two conditions is met the          |
|                          |      | following message will be          |
|                          |      | displayed: "An age discrepancy has |
|                          |      | potentially been identified.       |
|                          |      | Please verify the caretaker's date |
|                          |      | of birth on the Person Management  |
|                          |      | window.\"*                         |
+--------------------------+------+------------------------------------+
| #47 Mother's Date of TPR | 2    | [Screen:]{.underline} Legal Status |
|                          |      |                                    |
| \_\_\_(mo) \_\_\_        |      | The findings for the TPR dates in  |
| (day)\_\_\_\_(year)      |      | the adoption file also apply to    |
|                          |      | this element.                      |
|                          |      |                                    |
|                          |      | The legal status screen contains   |
|                          |      | three date fields, "hearing        |
|                          |      | date/date legal status changed,"   |
|                          |      | "date filed/served," and "date     |
|                          |      | ordered entered." These legal      |
|                          |      | status fields are for several      |
|                          |      | court related activities. However, |
|                          |      | there appears to be some           |
|                          |      | discrepancy regarding what the     |
|                          |      | intention was for each of the date |
|                          |      | fields. There is some confusion    |
|                          |      | regarding what is to be entered in |
|                          |      | each of the fields and two of the  |
|                          |      | fields may be duplicative of one   |
|                          |      | another. The State staff indicated |
|                          |      | they need to meet and discuss the  |
|                          |      | use of these date fields and       |
|                          |      | perhaps revise them to be more     |
|                          |      | clear and to ensure that dates     |
|                          |      | that are needed for various legal  |
|                          |      | actions is captured. Based on      |
|                          |      | decisions made by the State to     |
|                          |      | address the fields, the system and |
|                          |      | program code may need to be        |
|                          |      | modified.                          |
|                          |      |                                    |
|                          |      | For reporting TPR dates, the       |
|                          |      | program code uses the date field   |
|                          |      | "date order entered." The State    |
|                          |      | team seemed to think that this     |
|                          |      | field and the "hearing date/date   |
|                          |      | legal status changed" are to be    |
|                          |      | the same date. However, workers    |
|                          |      | may be entering the date they      |
|                          |      | entered the TPR date into the      |
|                          |      | system for the "date ordered       |
|                          |      | entered" field, or something else. |
|                          |      |                                    |
|                          |      | The program code checks for a date |
|                          |      | without regard to the end of the   |
|                          |      | report period. The program code    |
|                          |      | needs to be modified to only       |
|                          |      | report TPR dates that occur prior  |
|                          |      | to the end of the report period.   |
|                          |      | *Post site-visit findings: The     |
|                          |      | State modified the program code to |
|                          |      | ensure that the mother's TPR date  |
|                          |      | will be reported only if it occurs |
|                          |      | prior to the end of the reporting  |
|                          |      | period.*                           |
+--------------------------+------+------------------------------------+
| #48 Legal or Putative    | 2    | [Screen:]{.underline} Legal Status |
| Father's TPR             |      |                                    |
|                          |      | The findings for the TPR dates in  |
| ### \_\_\_(mo) \_        |      | the adoption file also apply to    |
| \_\_ (day)\_\_\_\_(year) |      | this element.                      |
|                          |      |                                    |
|                          |      | The legal status screen contains   |
|                          |      | three date fields, "hearing        |
|                          |      | date/date legal status changed,"   |
|                          |      | "date filed/served," and "date     |
|                          |      | ordered entered." These legal      |
|                          |      | status fields are for several      |
|                          |      | court related activities. However, |
|                          |      | there appears to be some           |
|                          |      | discrepancy regarding what the     |
|                          |      | intention was for each of the date |
|                          |      | fields. There is some confusion    |
|                          |      | regarding what is to be entered in |
|                          |      | each of the fields and two of the  |
|                          |      | fields may be duplicative of one   |
|                          |      | another. The State staff indicated |
|                          |      | they need to meet and discuss the  |
|                          |      | use of these date fields and       |
|                          |      | perhaps revise them to be more     |
|                          |      | clear and to ensure that dates     |
|                          |      | that are needed for various legal  |
|                          |      | actions is captured. Based on      |
|                          |      | decisions made by the State to     |
|                          |      | address the fields, the system and |
|                          |      | program code may need to be        |
|                          |      | modified.                          |
|                          |      |                                    |
|                          |      | For reporting TPR dates, the       |
|                          |      | program code uses the date field   |
|                          |      | "date order entered." The State    |
|                          |      | team seemed to think that this     |
|                          |      | field and the "hearing date/date   |
|                          |      | legal status changed" are to be    |
|                          |      | the same date. However, workers    |
|                          |      | may be entering the date they      |
|                          |      | entered the TPR date into the      |
|                          |      | system for the "date ordered       |
|                          |      | entered" field, or something else. |
|                          |      |                                    |
|                          |      | The program code checks for a date |
|                          |      | without regard to end of the       |
|                          |      | report period. The program code    |
|                          |      | needs to be modified to only       |
|                          |      | report TPR dates that occur prior  |
|                          |      | to the end of the report period.   |
|                          |      | *Post site-visit findings: The     |
|                          |      | State modified the program code to |
|                          |      | ensure that the father's TPR date  |
|                          |      | will be reported only if it occurs |
|                          |      | prior to the end of the reporting  |
|                          |      | period.*                           |
+--------------------------+------+------------------------------------+
| #49 Foster Family        | 3    | [Screen:]{.underline} Home         |
| Structure                |      | Provider                           |
|                          |      |                                    |
| 0 = Not Applicable       |      | Frequency Report (n=11,450): Not   |
|                          |      | Applicable = 2,548 (22%); Married  |
| 1 = Married Couple       |      | Couple = 5,039 (44%); Unmarried    |
|                          |      | Couple = 310 (3%); Single Female = |
| 2 = Unmarried Couple     |      | 3,160 (28%); Single Male = 260     |
|                          |      | (2%); Not reported = 133           |
| 3 = Single Female        |      |                                    |
|                          |      | There are 193 records missing a    |
| 4 = Single Male          |      | marital status according to the    |
|                          |      | number of records reported as the  |
|                          |      | child living in a foster home for  |
|                          |      | element #41. There are more        |
|                          |      | records reported as "not           |
|                          |      | applicable" for this element than  |
|                          |      | there are records reported in      |
|                          |      | element #41 for non-foster home    |
|                          |      | settings (including runaway and    |
|                          |      | trial home visit).                 |
|                          |      |                                    |
|                          |      | The program code checks if the     |
|                          |      | "FL-HOME" in the Provider          |
|                          |      | Organization table is "N." If it   |
|                          |      | is, this element is set to "not    |
|                          |      | applicable." Otherwise, it         |
|                          |      | correctly maps the State's values  |
|                          |      | to the AFCARS values. If           |
|                          |      | information is missing it is       |
|                          |      | mapped to blank.                   |
|                          |      |                                    |
|                          |      | Based on the National Resource     |
|                          |      | Center for Child Welfare Data and  |
|                          |      | Technology's technical assistance  |
|                          |      | report (8/2004), the same finding  |
|                          |      | was made and the State indicated   |
|                          |      | they believe it was related to     |
|                          |      | conversion. Given that it is now   |
|                          |      | two years later, these records     |
|                          |      | should no longer be missing        |
|                          |      | marital information. The State     |
|                          |      | must update the records for its    |
|                          |      | providers.                         |
+--------------------------+------+------------------------------------+
| #50 1^st^ Foster         | 3    | [Screen:]{.underline} Home         |
| Caretaker's Birth Year   |      | Provider, Members tab              |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): There |
|                          |      | are 12 minors as foster parents.   |
|                          |      | There are only 8,764 records with  |
|                          |      | a year of birth (as opposed to     |
|                          |      | 8,962 records of children living   |
|                          |      | in foster homes).                  |
|                          |      |                                    |
|                          |      | Additionally, the findings         |
|                          |      | regarding missing data in element  |
|                          |      | #49 apply to this element.         |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State modified the system with an  |
|                          |      | edit checking if the foster        |
|                          |      | provider is less than 18 years     |
|                          |      | old. The edit message will read:   |
|                          |      | "A person that is under 18 years   |
|                          |      | of age has been selected as Parent |
|                          |      | 1 or Parent 2. Do you wish to      |
|                          |      | continue? \<Yes\> \<No\>"*         |
+--------------------------+------+------------------------------------+
| #51 2^nd^ Foster         | 3    | [Screen:]{.underline} Home         |
| Caretaker's Birth Year   |      | Provider, Members tab              |
|                          |      |                                    |
|                          |      | Frequency Report (n=11,450): There |
|                          |      | are 5,349 records reported in      |
|                          |      | element #49 as being either a      |
|                          |      | married or unmarried couple and    |
|                          |      | only 5,259 records with a year of  |
|                          |      | birth reported for the second      |
|                          |      | foster parent.                     |
|                          |      |                                    |
|                          |      | Additionally, the findings         |
|                          |      | regarding missing data in element  |
|                          |      | #49 apply to this element.         |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State modified the system with an  |
|                          |      | edit checking if the foster        |
|                          |      | provider is less than 18 years     |
|                          |      | old. The edit message will read:   |
|                          |      | "A person that is under 18 years   |
|                          |      | of age has been selected as Parent |
|                          |      | 1 or Parent 2. Do you wish to      |
|                          |      | continue? \<Yes\> \<No\>"*         |
+--------------------------+------+------------------------------------+
| #52 1^st^ Foster         | 2    | Blank data is incorrectly mapped   |
| Caretaker's Race         |      | to "no." This was supported by the |
|                          |      | case file review findings. The     |
| a\. American Indian or   |      | program code must be modified to   |
| Alaska Native            |      | map blanks if the child is in a    |
|                          |      | non-foster home setting, or if the |
| b\. Asian                |      | worker does not know the           |
|                          |      | information.                       |
| c\. Black or African     |      |                                    |
| American                 |      | eWiSACWIS has the capacity to      |
|                          |      | record only three races for this   |
| d\. Native Hawaiian or   |      | element instead of having the      |
| Other Pacific Islander   |      | ability to check all races that    |
|                          |      | apply. The State must revise the   |
| e\. White                |      | screen to account for all five of  |
|                          |      | the races required in AFCARS. One  |
| f\. Unable to Determine  |      | solution the State may want to     |
|                          |      | consider is to list all the races  |
|                          |      | with a radio button and have case  |
|                          |      | workers to select all that apply.  |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | his/her race.                      |
+--------------------------+------+------------------------------------+
| #53 1^st^ Foster         | 2    | Frequency Report (n=11,450): Not   |
| Caretaker's Hispanic or  |      | applicable = 0; Yes = 241 (2%); No |
| Latino Origin            |      | = 7,769 (68%); Unable to determine |
|                          |      | = 528 (5%); Not reported = 2,912.  |
| 0 = Not applicable       |      |                                    |
|                          |      | The State's values are             |
| 1 = Yes                  |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
| 2 = No                   |      |                                    |
|                          |      | There is no logic in the program   |
| 3 = Unable to Determine  |      | code to set the value to "Not      |
|                          |      | applicable" if foster care element |
|                          |      | #41 has a value = 4, 5, 6, 7, or   |
|                          |      | 8. The State must modify the       |
|                          |      | program code to set this element   |
|                          |      | to "not applicable" when a child   |
|                          |      | is placed in a non-foster home     |
|                          |      | setting.                           |
|                          |      |                                    |
|                          |      | The Basic tab on the person        |
|                          |      | management screen has a field      |
|                          |      | "ethnicity" that includes several  |
|                          |      | ethnicities/nationalities,         |
|                          |      | including those that would be      |
|                          |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
|                          |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
|                          |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
+--------------------------+------+------------------------------------+
| #54 2^nd^ Foster         | 2    | Blank data is incorrectly mapped   |
| Caretaker's Race (if     |      | to "no." This was supported by the |
| applicable)              |      | case file review findings. The     |
|                          |      | program code must be modified to   |
| a\. American Indian or   |      | map blanks if the child is in a    |
| Alaska Native            |      | non-foster home setting, or if the |
|                          |      | worker does not know the           |
| b\. Asian                |      | information.                       |
|                          |      |                                    |
| c\. Black or African     |      | eWiSACWIS has the capacity to      |
| American                 |      | record only three races for this   |
|                          |      | element instead of having the      |
| d\. Native Hawaiian or   |      | ability to check all races that    |
| Other Pacific Islander   |      | apply. The State must revise the   |
|                          |      | screen to account for all five of  |
| e\. White                |      | the races required in AFCARS. One  |
|                          |      | solution the State may want to     |
| f\. Unable to Determine  |      | consider is to list all the races  |
|                          |      | with a radio button and have case  |
|                          |      | workers to select all that apply.  |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | his/her race.                      |
+--------------------------+------+------------------------------------+
| #55 2^nd^ Foster         | 2    | Frequency Report (n=11,450): Not   |
| Caretaker's Hispanic     |      | applicable = 0; Yes = 154 (1%); No |
| Origin                   |      | = 4,698 (41%); Unable to determine |
|                          |      | = 244 (2%); Not reported = 6,354.  |
| \[0 = Not Applicable\]   |      |                                    |
|                          |      | The Basic tab on the person        |
| 1 = Yes                  |      | management screen has a field      |
|                          |      | "ethnicity" that includes several  |
| 2 = No                   |      | ethnicities/nationalities,         |
|                          |      | including those that would be      |
| 3 = Unable to Determine  |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
|                          |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
|                          |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
|                          |      |                                    |
|                          |      | There is no logic in the program   |
|                          |      | code to set the value to "Not      |
|                          |      | applicable" if foster care element |
|                          |      | #41 has a value = 4, 5, 6, 7, or   |
|                          |      | 8, and #49 is a married or         |
|                          |      | unmarried couple. The State must   |
|                          |      | modify the program code to set     |
|                          |      | this element to "not applicable"   |
|                          |      | when a child is placed in a        |
|                          |      | non-foster home setting.           |
+--------------------------+------+------------------------------------+
| #56 Date of Discharge    | 2    | The date of discharge is extracted |
| from foster care         |      | from the Episode table if the      |
|                          |      | placement discharge flag is "Yes." |
| \_\_\_(mo) \_\_\_        |      |                                    |
| (day)\_\_\_\_(year)      |      | The State identified the reason    |
|                          |      | for why there were more dates of   |
|                          |      | discharge than transaction dates.  |
|                          |      | By State policy, a supervisor must |
|                          |      | approve the discharge information  |
|                          |      | prior to it being approved. This   |
|                          |      | is when it would be reported to    |
|                          |      | AFCARS as a discharge. The program |
|                          |      | code does not check for "approved" |
|                          |      | cases. The State needs to modify   |
|                          |      | the program code to check for      |
|                          |      | "approved" cases for reporting a   |
|                          |      | discharge.                         |
+--------------------------+------+------------------------------------+
| #57 Date of Discharge    | ~    | Frequency Report (n=11,450): There |
| Transaction Date         | ~2~~ | are six records with a transaction |
|                          |      | date in 2004. There are more dates |
| \_\_\_(mo) \_\_\_        | 3    | of discharge than transaction      |
| (day)\_\_\_\_(year)      |      | dates (3140 versus 3117).          |
|                          |      |                                    |
|                          |      | The State investigated the cause   |
|                          |      | of the transaction dates that were |
|                          |      | from 2004 found an error in the    |
|                          |      | adoption section of the program    |
|                          |      | code. The State will modify the    |
|                          |      | program code. *Post site-visit     |
|                          |      | findings: The State made           |
|                          |      | corrections to the program code to |
|                          |      | refine the reporting of the date   |
|                          |      | of discharge and the corresponding |
|                          |      | transaction date (to blanks) for   |
|                          |      | cases ending in adoption after the |
|                          |      | report period end date.            |
|                          |      | Confirmation of this correction    |
|                          |      | will be determined after analyzing |
|                          |      | the frequency report for the next  |
|                          |      | data file submission from the      |
|                          |      | State.*                            |
+--------------------------+------+------------------------------------+
| #58 Reason for Discharge | 4    | Frequency Report (n=11,450): Not   |
|                          |      | Applicable = 8,310; Reunification  |
| \[0 = Not Applicable\]   |      | = 1,990 (17%); Living with Other   |
|                          |      | Relative(s) = 85 (.74%); Adoption  |
| 1 = Reunification with   |      | = 446 (4%); Emancipation = 188     |
| Parent(s) or Primary     |      | (2%); Guardianship = 291 (3%);     |
| Caretaker(s)             |      | Transfer to Another Agency = 95    |
|                          |      | (.83%); Runaway = 42 (.37%); Death |
| 2 = Living with Other    |      | of Child = 3; Not reported = 0     |
| Relative(s)              |      |                                    |
|                          |      | The program code correctly sets    |
| 3 = Adoption             |      | this element to "Not applicable"   |
|                          |      | if element #56 (Date of discharge  |
| 4 = Emancipation         |      | from foster care) is blank.        |
|                          |      |                                    |
| 5 = Guardianship         |      |                                    |
|                          |      |                                    |
| 6 = Transfer to Another  |      |                                    |
| Agency                   |      |                                    |
|                          |      |                                    |
| 7 = Runaway              |      |                                    |
|                          |      |                                    |
| 8 = Death of Child       |      |                                    |
+--------------------------+------+------------------------------------+
| #59 Title IV-E (Foster   | 4    |                                    |
| Care)                    |      |                                    |
|                          |      |                                    |
| 0-Does not apply         |      |                                    |
|                          |      |                                    |
| 1-Applies                |      |                                    |
+--------------------------+------+------------------------------------+
| #60 Title IV-E (Adoption | 4    |                                    |
| Subsidy)                 |      |                                    |
|                          |      |                                    |
| 0-Does not apply         |      |                                    |
|                          |      |                                    |
| 1-Applies                |      |                                    |
+--------------------------+------+------------------------------------+
| #61 Title IV-A (Aid to   | 4    | The State does use TANF funds for  |
| Families with Dependent  |      | relatives that are foster care     |
| Children)                |      | parents, and are not licensed      |
|                          |      | (TANF kinship care - court ordered |
| 0-Does not apply         |      | and voluntary). Only the court     |
|                          |      | ordered cases are reported to      |
| 1-Applies                |      | AFCSARS.                           |
+--------------------------+------+------------------------------------+
| #62 Title IV-D (Child    | 4    |                                    |
| Support)                 |      |                                    |
|                          |      |                                    |
| 0-Does not apply         |      |                                    |
|                          |      |                                    |
| 1-Applies                |      |                                    |
+--------------------------+------+------------------------------------+
| #63 Title XIX (Medicaid) | 3    | The frequency for this element is  |
|                          |      | low and should be higher. The      |
| 0-Does not apply         |      | State indicated there was a        |
|                          |      | correction implemented about 6     |
| 1-Applies                |      | months ago, related to the MMSS    |
|                          |      | interface. However, it wasn't      |
|                          |      | fully accurate and a new           |
|                          |      | enhancement was made. It is        |
|                          |      | scheduled for implementation in    |
|                          |      | September of this year.            |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | program code was updated to check  |
|                          |      | the MEDICAID_CERT table, which is  |
|                          |      | linked to the MEDICAID_ELIGIBILITY |
|                          |      | table, for the dates defining the  |
|                          |      | beginning and end of certification |
|                          |      | for a given eligibility ID. The    |
|                          |      | code ensures that the              |
|                          |      | certification date range includes  |
|                          |      | at least some time within the      |
|                          |      | reporting period before setting    |
|                          |      | the value of this element to       |
|                          |      | "applies."*                        |
|                          |      |                                    |
|                          |      | *Ask the State to explain the      |
|                          |      | condition "CD_MMIS_STAT = 3" when  |
|                          |      | selecting records from the         |
|                          |      | MEDICAID_CERT table in line #3412. |
|                          |      | ACF: Is this the mapping code      |
|                          |      | required for the interface to the  |
|                          |      | Medicaid information system?*      |
+--------------------------+------+------------------------------------+
| #64 SSI or other Social  | 4    |                                    |
| Security Act Benefits    |      |                                    |
|                          |      |                                    |
| 0-Does not apply         |      |                                    |
|                          |      |                                    |
| 1-Applies                |      |                                    |
+--------------------------+------+------------------------------------+
| #65 None of the Above    | ~    | The State must modify the program  |
|                          | ~2~~ | code to also check for other       |
| 0-Does not apply         |      | assets even if one of element #59  |
|                          | 3    | -- 65 is also "applies."           |
| 1-Applies                |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | program code was updated to also   |
|                          |      | check if a payment was made for    |
|                          |      | the reporting period, excluding    |
|                          |      | any payment that could be          |
|                          |      | considered as corresponding to the |
|                          |      | types associated with elements 59  |
|                          |      | through 64. This change allows for |
|                          |      | the possibility that element #65   |
|                          |      | "applies" and one or more of       |
|                          |      | elements #59-64 also "applies." In |
|                          |      | that case, the source of the       |
|                          |      | payment(s) for #65 is different    |
|                          |      | than the source for #59-64.*       |
+--------------------------+------+------------------------------------+
| #66 Amount Of Monthly    | 4    |                                    |
| Foster Care Payment      |      |                                    |
| (regardless of source)   |      |                                    |
+--------------------------+------+------------------------------------+

+--------------------------+------+------------------------------------+
| **Data Element**         | **Ra | **Notes/Findings**                 |
|                          | ting |                                    |
|                          | Fact |                                    |
|                          | or** |                                    |
+==========================+======+====================================+
| #1 State FIPS Code       | 4    | The FIPS code for the State of     |
|                          |      | Wisconsin (55) is hard-coded in    |
|                          |      | the program code.                  |
+--------------------------+------+------------------------------------+
| #2 Report Period End     | 4    |                                    |
| Date                     |      |                                    |
+--------------------------+------+------------------------------------+
| #3 Record Number         | 4    |                                    |
+--------------------------+------+------------------------------------+
| #4 State Agency          | 4    |                                    |
| Involvement              |      |                                    |
|                          |      |                                    |
| 1 = Yes                  |      |                                    |
|                          |      |                                    |
| 2 = No                   |      |                                    |
+--------------------------+------+------------------------------------+
| #5 Child Date of Birth   | 4    |                                    |
+--------------------------+------+------------------------------------+
| #6 Child Sex             | 4    |                                    |
|                          |      |                                    |
| 1 = Male                 |      |                                    |
|                          |      |                                    |
| 2 = Female               |      |                                    |
+--------------------------+------+------------------------------------+
| #7 Child's Race          | 2    | [Screen]{.underline}: Person       |
|                          |      | Management; Basic tab              |
|                          |      |                                    |
|                          |      | [Program code]{.underline}: LNs.   |
|                          |      | 6121;                              |
|                          |      | 8240-8251;8856-8884;8890-8902;     |
|                          |      |                                    |
|                          |      | eWiSACWIS has the capacity to      |
|                          |      | record only three races for this   |
|                          |      | element. The State must revise the |
|                          |      | screen to account for all five of  |
|                          |      | the races required in AFCARS and   |
|                          |      | instruct workers to check all that |
|                          |      | apply. One solution the State may  |
|                          |      | want to consider is to list all    |
|                          |      | the races with a radio button and  |
|                          |      | have case workers to select all    |
|                          |      | that apply.                        |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her race.          |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "abandoned." Another idea the      |
|                          |      | State may want to consider is to   |
|                          |      | include the option "declined" or   |
|                          |      | "refused" to account for those     |
|                          |      | situations in which an individual  |
|                          |      | may refuse to provide the race of  |
|                          |      | the child.                         |
+--------------------------+------+------------------------------------+
| #8 Child Hispanic Origin | ~    | [Screen:]{.underline} Person       |
|                          | ~3~~ | Management, Basic tab              |
| 1 = Yes                  |      |                                    |
|                          | 4    | [Program code]{.underline}: LNs    |
| 2 = No                   |      | 2442-2514; 3277-3278; 3626-3638;   |
|                          |      | 3279                               |
| 3 = Unable to Determine  |      |                                    |
|                          |      | Frequency Report (n=472): Yes = 48 |
|                          |      | (10%); No = 391 (83%); Unable to   |
|                          |      | determine = 32 (7%); Not reported  |
|                          |      | = 1                                |
|                          |      |                                    |
|                          |      | The Basic tab on the person        |
|                          |      | management screen has a field      |
|                          |      | "ethnicity" that includes several  |
|                          |      | ethnicities/nationalities,         |
|                          |      | including those that would be      |
|                          |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
|                          |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
|                          |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
+--------------------------+------+------------------------------------+
| #9 Has Agency Determined | 4    | [Screen]{.underline}:              |
| Special Needs            |      | Certification of Special Needs     |
|                          |      | window (and Adoption Eligibility   |
|                          |      | window)                            |
|                          |      |                                    |
|                          |      | [Program code:]{.underline} LNs    |
|                          |      | 2933-2976; 3284-3346               |
+--------------------------+------+------------------------------------+
| #10 Primary Basis for    | 2    | [Screen]{.underline}:              |
| Determining Special      |      | Certification of Special Needs     |
| Needs                    |      |                                    |
|                          |      | [Program code]{.underline}: LNs    |
| 0 = Not Applicable       |      | 2933-2976; 3290-3346               |
|                          |      |                                    |
| 1 = Racial/Original      |      | Frequency Report (n=472): Not      |
| Background               |      | applicable = 0; Race/Original      |
|                          |      | Background = 20 (4%); Age = 50     |
| 2 = Age                  |      | (11%); Sibling group = 52 (11%);   |
|                          |      | Medical, etc. = 263 (56%); Other = |
| 3 = Membership in a      |      | 87 (18%)                           |
| Sibling Group            |      |                                    |
|                          |      | The program code incorrectly       |
| 4 = Medical Conditions   |      | reports elements #11 -- 15         |
| or Mental, Physical or   |      | regardless of the response to      |
| Emotional Disabilities   |      | element #10. It should only        |
|                          |      | extract information for elements   |
| 5 = Other State Defined  |      | #11 -- 15 if the response to       |
| Special Need             |      | element #10 is "medical conditions |
|                          |      | or mental, physical or emotional   |
|                          |      | disabilities."                     |
|                          |      |                                    |
|                          |      | There are two fields on the screen |
|                          |      | for recording special needs        |
|                          |      | information. One is for the        |
|                          |      | "primary basis" and it is a        |
|                          |      | selection list. The other is a     |
|                          |      | field listing all of the same      |
|                          |      | conditions and the workers can     |
|                          |      | select all others that apply. The  |
|                          |      | options in the two fields are:     |
|                          |      | "Age," "Member of a sibling        |
|                          |      | group," "Member of a minority      |
|                          |      | group," "Serious emotional         |
|                          |      | maladjustment," "Physical          |
|                          |      | disability," Mental disability     |
|                          |      | &/or Learn. Disability,"           |
|                          |      | "Medically fragile,"               |
|                          |      | "Visually/hearing impaired," and   |
|                          |      | "Developmental delay (CFS-40)."    |
|                          |      |                                    |
|                          |      | The Federal team asked for         |
|                          |      | clarification regarding the option |
|                          |      | "other med. diagnosed              |
|                          |      | condition/at-risk." The staff      |
|                          |      | indicated it is intended to        |
|                          |      | reflect a situation where the      |
|                          |      | child is at-risk of a              |
|                          |      | health/mental health condition as  |
|                          |      | determined by a medical            |
|                          |      | professional. The Federal team     |
|                          |      | indicated this may be a misleading |
|                          |      | label as it contains both the      |
|                          |      | words "at-risk" and "diagnosed"    |
|                          |      | and there is no other category for |
|                          |      | diagnosed medical, mental,         |
|                          |      | physical, or emotional disability. |
|                          |      | Workers may be selecting this item |
|                          |      | instead and not using it only for  |
|                          |      | "at-risk" children. Also, the      |
|                          |      | State is mapping this option to    |
|                          |      | the AFCARS value "4." Children     |
|                          |      | determined to be special needs due |
|                          |      | to being at-risk of a future       |
|                          |      | health/mental health condition is  |
|                          |      | to be mapped to "5, other State    |
|                          |      | defined." The State needs to       |
|                          |      | separate these two, or clarify the |
|                          |      | current terminology and add        |
|                          |      | another category that will capture |
|                          |      | the diagnosed health conditions.   |
|                          |      |                                    |
|                          |      | The program code maps "medically   |
|                          |      | fragile" to "medical conditions or |
|                          |      | mental, physical or emotional      |
|                          |      | disabilities." If this is not a    |
|                          |      | specific diagnosed condition, it   |
|                          |      | should be mapped to the category   |
|                          |      | "other State defined."             |
|                          |      |                                    |
|                          |      | The program code includes "other," |
|                          |      | which is mapped to "other State    |
|                          |      | defined." The State indicated it   |
|                          |      | is used if something new is being  |
|                          |      | used and it has not been added. If |
|                          |      | the State implements new           |
|                          |      | conditions that determine a child  |
|                          |      | to be special needs, the system    |
|                          |      | should be changed to reflect the   |
|                          |      | change once it begins to be used   |
|                          |      | in practice.                       |
|                          |      |                                    |
|                          |      | The Federal and State team         |
|                          |      | discussed possible revisions that  |
|                          |      | could be made for the collection   |
|                          |      | of this information in order to    |
|                          |      | improve its accuracy and to        |
|                          |      | simplify the meanings of the       |
|                          |      | various categories to the workers. |
|                          |      | One suggestion is to include as    |
|                          |      | the primary basis those categories |
|                          |      | used in AFCARS and then have a     |
|                          |      | more detailed list, as used        |
|                          |      | currently, for the workers to      |
|                          |      | specify other reasons for special  |
|                          |      | needs and to provide more detail.  |
+--------------------------+------+------------------------------------+
| #11 Mental Retardation   | 2    | The State incorrectly maps         |
|                          |      | "learning disability" to this      |
|                          |      | element. It is to be mapped to     |
|                          |      | "other diagnosed condition."       |
|                          |      |                                    |
|                          |      | Based on the findings for foster   |
|                          |      | care, there may be additional      |
|                          |      | diagnosed conditions the State     |
|                          |      | uses that could be mapped to this  |
|                          |      | element. The State needs to review |
|                          |      | diagnosed conditions that are used |
|                          |      | and map accordingly to this        |
|                          |      | element if the response to element |
|                          |      | #10 is "medical conditions or      |
|                          |      | mental, physical or emotional      |
|                          |      | disabilities." See the Disability  |
|                          |      | resource list on the Children's    |
|                          |      | Bureau's AFCARS web page.          |
+--------------------------+------+------------------------------------+
| #12 Visually/Hearing     | 4    | The rating for this element was    |
| Impaired                 |      | changed based on the findings for  |
|                          | 2    | foster care. There may be          |
|                          |      | additional diagnosed conditions    |
|                          |      | the State uses that could be       |
|                          |      | mapped to this element. The State  |
|                          |      | needs to review diagnosed          |
|                          |      | conditions that are used and map   |
|                          |      | accordingly to this element if the |
|                          |      | response to element #10 is         |
|                          |      | "medical conditions or mental,     |
|                          |      | physical or emotional              |
|                          |      | disabilities." See the Disability  |
|                          |      | resource list on the Children's    |
|                          |      | Bureau's AFCARS web page.          |
+--------------------------+------+------------------------------------+
| #13 Physically Disabled  | 4    | The rating for this element was    |
|                          |      | changed based on the findings for  |
|                          | 2    | foster care. There may be          |
|                          |      | additional diagnosed conditions    |
|                          |      | the State uses that could be       |
|                          |      | mapped to this element. The State  |
|                          |      | needs to review diagnosed          |
|                          |      | conditions that are used and map   |
|                          |      | accordingly to this element if the |
|                          |      | response to element #10 is         |
|                          |      | "medical conditions or mental,     |
|                          |      | physical or emotional              |
|                          |      | disabilities." See the Disability  |
|                          |      | resource list on the Children's    |
|                          |      | Bureau's AFCARS web page.          |
+--------------------------+------+------------------------------------+
| #14 Emotionally          | 2    | The State maps "emotional          |
| Disturbed                |      | maladjustment" to this element.    |
|                          |      | This is not a diagnosis, and as    |
|                          |      | such is too broad and could        |
|                          |      | include behaviors that would not   |
|                          |      | be mapped to this element.         |
|                          |      |                                    |
|                          |      | Based on the findings for foster   |
|                          |      | care, there may be additional      |
|                          |      | diagnosed conditions the State     |
|                          |      | uses that could be mapped to this  |
|                          |      | element. The State needs to review |
|                          |      | diagnosed conditions that are used |
|                          |      | and map accordingly to this        |
|                          |      | element if the response to element |
|                          |      | #10 is "medical conditions or      |
|                          |      | mental, physical or emotional      |
|                          |      | disabilities." See the Disability  |
|                          |      | resource list on the Children's    |
|                          |      | Bureau's AFCARS web page.          |
|                          |      |                                    |
|                          |      | Case file review findings: 3 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | Two of the error cases were due to |
|                          |      | this element being marked as       |
|                          |      | "applies" when the response to #10 |
|                          |      | was not the value 4. In one error  |
|                          |      | case, the response should have     |
|                          |      | been "applies" instead of "does    |
|                          |      | not apply."                        |
+--------------------------+------+------------------------------------+
| #15 Other Diagnosed      | 2    | The State maps "developmental      |
| Condition                |      | delay" to this element. This is    |
|                          |      | probably not the appropriate       |
|                          |      | category. Depending on whether the |
|                          |      | delay is cognitive, emotional, or  |
|                          |      | physical, it would go into one of  |
|                          |      | the other elements.                |
|                          |      |                                    |
|                          |      | Based on the findings for foster   |
|                          |      | care, there may be additional      |
|                          |      | diagnosed conditions the State     |
|                          |      | uses that could be mapped to this  |
|                          |      | element. The State needs to review |
|                          |      | diagnosed conditions that are used |
|                          |      | and map accordingly to this        |
|                          |      | element if the response to element |
|                          |      | #10 is "medical conditions or      |
|                          |      | mental, physical or emotional      |
|                          |      | disabilities." See the Disability  |
|                          |      | resource list on the Children's    |
|                          |      | Bureau's AFCARS web page.          |
+--------------------------+------+------------------------------------+
| #16 Mother\'s Birth Year | 4    | [Screen]{.underline}: Person       |
|                          |      | Management                         |
+--------------------------+------+------------------------------------+
| #17 Father\'s Birth Year | 3    | [Screen]{.underline}: Person       |
|                          |      | Management                         |
|                          |      |                                    |
|                          |      | [Program code]{.underline}: LNs    |
|                          |      | 2683-2722; 2748-2782; 2723;        |
|                          |      | 3351-3361                          |
|                          |      |                                    |
|                          |      | The program code copies the        |
|                          |      | father's year of birth from the    |
|                          |      | Person table into the AFCARS       |
|                          |      | value.                             |
|                          |      |                                    |
|                          |      | An edit check in the program code  |
|                          |      | indicates an error for this        |
|                          |      | element if the value equals space. |
|                          |      |                                    |
|                          |      | Case file review findings: 3 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In two of the error cases, a date  |
|                          |      | had not been entered into the      |
|                          |      | system, but the reviewers did find |
|                          |      | dates of birth for the fathers.    |
+--------------------------+------+------------------------------------+
| #18 Mother Married at    | ~    | [Screen]{.underline}: Adoption     |
| Time of Birth            | ~2~~ | Referral window, Birth Parents     |
|                          |      | tab.                               |
| 1 = Yes                  | 3    |                                    |
|                          |      | [Program code]{.underline}: LNs    |
| 2 = No                   |      | 2887-2927; 3351-3355               |
|                          |      |                                    |
| 3 = Unable to Determine  |      | This information is being          |
|                          |      | collected on one of the adoption   |
|                          |      | screens and is not on the case     |
|                          |      | management screens. This would     |
|                          |      | contribute to unreliability of the |
|                          |      | data. The State needs to modify    |
|                          |      | the screen to collect this         |
|                          |      | information on one of the screens  |
|                          |      | used during an early period of     |
|                          |      | time after the case opening, such  |
|                          |      | as on the person management        |
|                          |      | screen.                            |
|                          |      |                                    |
|                          |      | *Post site-visit findings: The     |
|                          |      | State modified the system by       |
|                          |      | adding the question "Mother        |
|                          |      | Married at Child's Birth: \<Yes\>  |
|                          |      | \<No\> \<Unable to Determine\>" to |
|                          |      | the "Person Management" page. The  |
|                          |      | response then is automatically     |
|                          |      | carried over to the "Adoption      |
|                          |      | Referral" page.*                   |
|                          |      |                                    |
|                          |      | Case file review findings: 3 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In two error cases, the AFCARS     |
|                          |      | response was "unable to            |
|                          |      | determine," but the reviewer found |
|                          |      | that the mother was married at the |
|                          |      | time of the child's birth. In the  |
|                          |      | other error case, the response     |
|                          |      | should have been "yes" instead of  |
|                          |      | "no."                              |
+--------------------------+------+------------------------------------+
| #19 Date of Mother\'s    | 2    | [Screen]{.underline}: Legal status |
| TPR                      |      | for legal action or Person         |
|                          |      | management for date of death.      |
|                          |      |                                    |
|                          |      | [Program code]{.underline}: LNs:   |
|                          |      | 2683-2710; 2788-2839; 2711-2742    |
|                          |      |                                    |
|                          |      | The legal status screen contains   |
|                          |      | three date fields, "hearing        |
|                          |      | date/date legal status changed,"   |
|                          |      | "date filed/served," and "date     |
|                          |      | ordered entered." These legal      |
|                          |      | status fields are for several      |
|                          |      | court related activities. However, |
|                          |      | there appears to be some           |
|                          |      | discrepancy regarding what the     |
|                          |      | intention was for each of the date |
|                          |      | fields. There is some confusion    |
|                          |      | regarding what is to be entered in |
|                          |      | each of the fields and two of the  |
|                          |      | fields may be duplicative of one   |
|                          |      | another. The State staff indicated |
|                          |      | they need to meet and discuss the  |
|                          |      | use of these date fields and       |
|                          |      | perhaps revise them to be more     |
|                          |      | clear and to ensure that dates     |
|                          |      | that are needed for various legal  |
|                          |      | actions are captured. Based on     |
|                          |      | decisions made by the State to     |
|                          |      | address the fields, the system and |
|                          |      | program code may need to be        |
|                          |      | modified.                          |
|                          |      |                                    |
|                          |      | For reporting TPR dates, the       |
|                          |      | program code uses the date field   |
|                          |      | "date order entered." This is to   |
|                          |      | be the same date as "hearing       |
|                          |      | date/date legal status changed."   |
|                          |      | However, workers may be entering   |
|                          |      | the date they entered the TPR date |
|                          |      | into the system, or something      |
|                          |      | else. There were several errors in |
|                          |      | the case file review preliminary   |
|                          |      | findings. The reviewers indicated  |
|                          |      | they found hearing dates,          |
|                          |      | signature dates, and filed dates   |
|                          |      | all being reported to AFCARS. The  |
|                          |      | date reported to AFCARS regarding  |
|                          |      | TPR should be the date the hearing |
|                          |      | occurred. The State needs to       |
|                          |      | modify the program code to use the |
|                          |      | "hearing date/date legal status    |
|                          |      | changed." The State needs to       |
|                          |      | provide additional training        |
|                          |      | regarding which date should be     |
|                          |      | entered into each field and pursue |
|                          |      | further discussions on how to      |
|                          |      | improve the data entry screen.     |
|                          |      |                                    |
|                          |      | If the mother is deceased, the     |
|                          |      | program code sets the value of     |
|                          |      | this element to the date of death. |
|                          |      |                                    |
|                          |      | If the mother is not deceased,     |
|                          |      | then the value of this element is  |
|                          |      | the most recent date entered from  |
|                          |      | the "court-disp" table where the   |
|                          |      | following conditions are met: The  |
|                          |      | legal action is "Request for       |
|                          |      | Termination of parental rights" or |
|                          |      | "TPR petition Invol." or "TPR      |
|                          |      | petition Vol." The result is       |
|                          |      | "Petition granted" or "Motion      |
|                          |      | granted" or "Request granted."     |
|                          |      |                                    |
|                          |      | The action applies to "Child,"     |
|                          |      | "Adoptive parents," "Parents,"     |
|                          |      | "Mother birth," "Mother adoptive," |
|                          |      | "TPR-birth mother-Vol,." or        |
|                          |      | "TPR-birth mother-Invol."          |
|                          |      |                                    |
|                          |      | The program code should not        |
|                          |      | consider the conditions related to |
|                          |      | a petition as this is the date a   |
|                          |      | request for TPR was made and may   |
|                          |      | not reflect the date a TPR         |
|                          |      | occurred.                          |
|                          |      |                                    |
|                          |      | In one error case, it appears the  |
|                          |      | file date and not the actual court |
|                          |      | date was reported to AFCARS.       |
+--------------------------+------+------------------------------------+
| #20 Date of Father\'s    | 2    | [Screen]{.underline}: Legal status |
| TPR                      |      | for legal action or Person         |
|                          |      | management for date of death       |
|                          |      |                                    |
|                          |      | [Program code]{.underline}: LNs:   |
|                          |      | 2683-2710; 2788-2839; 2711-2742.   |
|                          |      |                                    |
|                          |      | The legal status screen contains   |
|                          |      | three date fields, "hearing        |
|                          |      | date/date legal status changed,"   |
|                          |      | "date filed/served," and "date     |
|                          |      | ordered entered." These legal      |
|                          |      | status fields are for several      |
|                          |      | court related activities. However, |
|                          |      | there appears to be some           |
|                          |      | discrepancy regarding what the     |
|                          |      | intention was for each of the date |
|                          |      | fields. There is some confusion    |
|                          |      | regarding what is to be entered in |
|                          |      | each of the fields and two of the  |
|                          |      | fields may be duplicative of one   |
|                          |      | another. The State staff indicated |
|                          |      | they need to meet and discuss the  |
|                          |      | use of these date fields and       |
|                          |      | perhaps revise them to be more     |
|                          |      | clear and to ensure that dates     |
|                          |      | that are needed for various legal  |
|                          |      | actions are captured.              |
|                          |      |                                    |
|                          |      | For reporting TPR dates, the       |
|                          |      | program code uses the date field   |
|                          |      | "date order entered." This is to   |
|                          |      | be the same date as "hearing       |
|                          |      | date/date legal status changed."   |
|                          |      | However, workers may be entering   |
|                          |      | the date they entered the TPR date |
|                          |      | into the system, or something      |
|                          |      | else. There were several errors in |
|                          |      | the case file review preliminary   |
|                          |      | findings. The reviewers indicated  |
|                          |      | that they found hearing dates,     |
|                          |      | signature dates, and filed dates   |
|                          |      | all being reported to AFCARS. The  |
|                          |      | date reported to AFCARS regarding  |
|                          |      | TPR should be the date the hearing |
|                          |      | occurred. The State needs to       |
|                          |      | modify the program code to use the |
|                          |      | "hearing date/date legal status    |
|                          |      | changed." The State needs to       |
|                          |      | provide additional training        |
|                          |      | regarding which date should be     |
|                          |      | entered into each field and pursue |
|                          |      | further discussions on how to      |
|                          |      | improve the data entry screen.     |
|                          |      |                                    |
|                          |      | If the father is deceased, the     |
|                          |      | program code sets the value of     |
|                          |      | this element to the date of death. |
|                          |      |                                    |
|                          |      | If the father is not deceased,     |
|                          |      | then the value of this element is  |
|                          |      | the most recent date_order\_       |
|                          |      | entered from the court-disp table  |
|                          |      | where the following conditions are |
|                          |      | met: The legal action is "Request  |
|                          |      | for Termination of parental        |
|                          |      | rights" or "TPR petition Invol."   |
|                          |      | or "TPR petition Vol." The result  |
|                          |      | is "Petition granted," "Motion     |
|                          |      | granted," or "Request granted."    |
|                          |      | The action applies to "Child,"     |
|                          |      | "Adoptive parents," "Parents,"     |
|                          |      | "Father birth," "Father adoptive," |
|                          |      | Father adjudicated," Father        |
|                          |      | presumptive," "Father alleged,"    |
|                          |      | "TPR-birth father-Vol.," or        |
|                          |      | "TPR-birth father-Invol."          |
|                          |      |                                    |
|                          |      | Case file review findings: 3 (10%) |
|                          |      | of the records analyzed did not    |
|                          |      | match what was reported in AFCARS. |
|                          |      | In one error case, the reviewer    |
|                          |      | found a later date than the one    |
|                          |      | reported to AFCARS. In one error   |
|                          |      | case, the reviewer found an        |
|                          |      | earlier date than the one reported |
|                          |      | to AFCARS. In one case, it appears |
|                          |      | the file date and not the actual   |
|                          |      | court date was reported to AFCARS. |
+--------------------------+------+------------------------------------+
| #21 Date Adoption        | 4    | [Screen]{.underline}: Legal status |
| Legalized                |      | window                             |
|                          |      |                                    |
|                          |      | [Program code]{.underline}: LNs:   |
|                          |      | 2390; 2519-2582; 3351-3361         |
|                          |      |                                    |
|                          |      | The program code sets the value of |
|                          |      | this element to the date of the    |
|                          |      | most recently entered record in    |
|                          |      | the court_disp table with a legal  |
|                          |      | status of "Adoption finalized" and |
|                          |      | a date that is not null.           |
|                          |      |                                    |
|                          |      | In the case file review, there was |
|                          |      | an error case where it appears the |
|                          |      | file date and not the actual court |
|                          |      | date was reported to AFCARS.       |
+--------------------------+------+------------------------------------+
| #22 Adoptive Family      | 4    | State law does not allow unmarried |
| Structure                |      | couples to both adopt the child.   |
|                          |      |                                    |
| 1 = Married Couple       |      |                                    |
|                          |      |                                    |
| 2 = Unmarried Couple     |      |                                    |
|                          |      |                                    |
| 3 = Single Female        |      |                                    |
|                          |      |                                    |
| 4 = Single Male          |      |                                    |
+--------------------------+------+------------------------------------+
| #23 Adoptive Mother\'s   | 4    | Screen: Person management.         |
| Year of Birth            |      |                                    |
+--------------------------+------+------------------------------------+
| #24 Adoptive Father\'s   | 4    | Screen: Person management.         |
| Year of Birth            |      |                                    |
+--------------------------+------+------------------------------------+
| #25 Adoptive Mother\'s   | 2    | Screen: Person Management; Basic   |
| Race                     |      | tab.                               |
|                          |      |                                    |
| a\. American Indian or   |      | Program. code lines 2403;          |
| Alaska Native            |      | 3075-3108; 3135-3199; 3109-3129;   |
|                          |      | 3403-3406; 3574-3621; 3407-3439    |
| b\. Asian                |      |                                    |
|                          |      | eWiSACWIS has the capacity to      |
| c\. Black or African     |      | record only three races for this   |
| American                 |      | element. The State must revise the |
|                          |      | screen to account for all five of  |
| d\. Native Hawaiian or   |      | the races required in AFCARS and   |
| Other Pacific Islander   |      | instruct workers to check all that |
|                          |      | apply. One solution the State may  |
| e\. White                |      | want to consider is to list all    |
|                          |      | the races with a radio button and  |
| f\. Unable to Determine  |      | have case workers to select all    |
|                          |      | that apply.                        |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her race.          |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | his/her race.                      |
+--------------------------+------+------------------------------------+
| #26 Adoptive Mother\'s   | ~    | The Basic tab on the person        |
| Hispanic Origin          | ~3~~ | management screen has a field      |
|                          |      | "ethnicity" that includes several  |
| 0 = Not Applicable       | 4    | ethnicities/nationalities,         |
|                          |      | including those that would be      |
| 1 = Yes                  |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
| 2 = No                   |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
| 3 = Unable to Determine  |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
+--------------------------+------+------------------------------------+
| #27 Adoptive Father\'s   | 2    | Screen: Person Management; Basic   |
| Race                     |      | tab.                               |
|                          |      |                                    |
| a\. American Indian or   |      | Program. code lines 2403;          |
| Alaska Native            |      | 3075-3108; 3135-3199; 3109-3129;   |
|                          |      | 3452-3455; 3574-3621; 3460-3488.   |
| b\. Asian                |      |                                    |
|                          |      | eWiSACWIS has the capacity to      |
| c\. Black or African     |      | record only three races for this   |
| American                 |      | element. The State must revise the |
|                          |      | screen to account for all five of  |
| d\. Native Hawaiian or   |      | the races required in AFCARS and   |
| Other Pacific Islander   |      | instruct workers to check all that |
|                          |      | apply. One solution the State may  |
| e\. White                |      | want to consider is to list all    |
|                          |      | the races with a radio button and  |
| f\. Unable to Determine  |      | have case workers to select all    |
|                          |      | that apply.                        |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her race.          |
|                          |      |                                    |
|                          |      | The State may want to incorporate  |
|                          |      | an edit check to guard against     |
|                          |      | identification of a race along     |
|                          |      | with "unable to determine."        |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | removing the option of "unable to  |
|                          |      | determine" and replace it with     |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | his/her race.                      |
+--------------------------+------+------------------------------------+
| #28 Adoptive Father\'s   | ~    | The Basic tab on the person        |
| Hispanic Origin          | ~3~~ | management screen has a field      |
|                          |      | "ethnicity" that includes several  |
| 0 = Not Applicable       | 4    | ethnicities/nationalities,         |
|                          |      | including those that would be      |
| 1 = Yes                  |      | mapped to AFCARS "Hispanic/Latino  |
|                          |      | Origin." There also is another     |
| 2 = No                   |      | field "Hispanic/Latino Origin"     |
|                          |      | with the options of "yes," "no,"   |
| 3 = Unable to Determine  |      | and "unable to determine." The     |
|                          |      | State made a change to the system  |
|                          |      | in June 2005 so that the system    |
|                          |      | will populate the response in this |
|                          |      | field based on whether or not one  |
|                          |      | of the "Hispanic/Latino"           |
|                          |      | nationalities is selected in the   |
|                          |      | ethnicity field.                   |
|                          |      |                                    |
|                          |      | The State's values are             |
|                          |      | appropriately mapped to the AFCARS |
|                          |      | values.                            |
|                          |      |                                    |
|                          |      | The State needs to ensure that     |
|                          |      | case workers understand this       |
|                          |      | information is based on the client |
|                          |      | identifying his/her ethnicity.     |
|                          |      |                                    |
|                          |      | The State may want to consider     |
|                          |      | changing the option of "unable to  |
|                          |      | determine" to "abandoned." Another |
|                          |      | idea the State may want to         |
|                          |      | consider is to include the option  |
|                          |      | "declined" or "refused" to account |
|                          |      | for those situations in which an   |
|                          |      | individual may refuse to provide   |
|                          |      | the ethnicity of the child.        |
+--------------------------+------+------------------------------------+
| #29 -- 32                |      | This is only a single select field |
|                          |      | on the screen. The State needs to  |
| 0 = Does not Apply       |      | modify the data entry to allow     |
|                          |      | more than one selection.           |
| 1 = Applies              |      |                                    |
+--------------------------+------+------------------------------------+
| #29 Relationship of      | 2    |                                    |
| Adoptive Parent to Child |      |                                    |
| -- Stepparent            |      |                                    |
+--------------------------+------+------------------------------------+
| #30 Relationship of      | 2    |                                    |
| Adoptive Parent to       |      |                                    |
| Child - Other Relative   |      |                                    |
+--------------------------+------+------------------------------------+
| #31 Relationship of      | 2    | Case file review findings: 5 (17%) |
| Adoptive Parent to       |      | of the records analyzed did not    |
| Child - Foster Parent    |      | match what was reported in AFCARS. |
|                          |      | In each situation, this should     |
|                          |      | have been reported as an           |
|                          |      | additional relationship between    |
|                          |      | the child and the adoptive         |
|                          |      | parents.                           |
+--------------------------+------+------------------------------------+
| #32 Relationship of      | 2    |                                    |
| Adoptive Parent to       |      |                                    |
| Child - Other            |      |                                    |
| Non-Relative             |      |                                    |
+--------------------------+------+------------------------------------+
| #33 Child Was Placed     | ~    | Screen: Maintain case, Participate |
| from                     | ~2~~ | tab, Site/Region Field.            |
|                          |      |                                    |
| 1 = Within State         | 4    | The program code maps the State    |
|                          |      | codes from the site region field   |
| 2 = Another State        |      | to the appropriate AFCARS values.  |
|                          |      | The list of counties in this field |
| 3 = Another Country      |      | also includes "out-of-State" and   |
|                          |      | "out-of-country."                  |
|                          |      |                                    |
|                          |      | Based on post site-visit analysis, |
|                          |      | the rating factor for this element |
|                          |      | was changed. The State should      |
|                          |      | continue to ensure that the data   |
|                          |      | reported does accurately reflect   |
|                          |      | where the child was placed from    |
|                          |      | for adoption.                      |
+--------------------------+------+------------------------------------+
| #34 Child Was Placed by  | 4    |                                    |
|                          |      |                                    |
| 1 = Public Agency        |      |                                    |
|                          |      |                                    |
| 2 = Private Agency       |      |                                    |
|                          |      |                                    |
| 3 = Tribal Agency        |      |                                    |
|                          |      |                                    |
| 4 = Independent Person   |      |                                    |
|                          |      |                                    |
| 5 = Birth Parent         |      |                                    |
+--------------------------+------+------------------------------------+
| #35 Receiving Monthly    | 2    | Frequency Report (n=472): Yes =    |
| Subsidy                  |      | 472 (100%)                         |
|                          |      |                                    |
| 1 = Yes                  |      | The program code incorrectly maps  |
|                          |      | the State codes "MA only -- not at |
| 2 = No                   |      | risk" to "No." Modify the program  |
|                          |      | code to map "MA only -- not at     |
|                          |      | risk" to "yes."                    |
+--------------------------+------+------------------------------------+
| #36 Monthly Amount       | 4    |                                    |
+--------------------------+------+------------------------------------+
| #37 Adoption             | 4    |                                    |
| Assistance - title IV-E  |      |                                    |
+--------------------------+------+------------------------------------+