+---------------------+----+------------------------------------------+
| ###                 | ** | **Findings/Notes**                       |
| AFCARS Data Element | Ra |                                          |
|                     | ti |                                          |
|                     | ng |                                          |
|                     | Fa |                                          |
|                     | ct |                                          |
|                     | or |                                          |
|                     | ** |                                          |
+=====================+====+==========================================+
| #1 State            | 4  |                                          |
+---------------------+----+------------------------------------------+
| #2 Report Date      | 4  |                                          |
|                     |    |                                          |
| \_\_\_(mo) \_\_\_   |    |                                          |
| (year)              |    |                                          |
+---------------------+----+------------------------------------------+
| #3 Local Agency     | 4  | The frequency report does not include    |
| (County or          |    | every county. The staff indicated that   |
| Equivalent          |    | not all of the counties have a child     |
| Jurisdiction)       |    | welfare office; some offices cover       |
|                     |    | multiple counties. The program code      |
|                     |    | correctly checks for a "job site" code,  |
|                     |    | which is translated to a FIPS code.      |
+---------------------+----+------------------------------------------+
| #4 Record Number    | 4  | The State uses a Statewide person        |
|                     |    | identifier number.                       |
+---------------------+----+------------------------------------------+
| #5 Date of Most     | ~  | Screen: Hearing Documentation; Field:    |
| Recent Periodic     | ~2 | Hearing - Type and Date.                 |
| Review (if          | ~~ |                                          |
| applicable)         |    | Frequency Report (n=7,241): There are    |
|                     | 3  | 275 records with a periodic review date  |
| \_\_\_(mo) \_\_\_   |    | that is prior to 2005.                   |
| (day)\_\_\_\_(year) |    |                                          |
|                     |    | The State staff indicated the records    |
|                     |    | with older dates of periodic review are  |
|                     |    | probably from cases that have been       |
|                     |    | closed for several years, but were not   |
|                     |    | entered as closed on the system. The     |
|                     |    | State conducted data clean up and has    |
|                     |    | resubmitted the data. These older years  |
|                     |    | should not be present in the next        |
|                     |    | submission.                              |
|                     |    |                                          |
|                     |    | The program code is correctly            |
|                     |    | initialized to spaces.                   |
|                     |    |                                          |
|                     |    | The program code maps the following      |
|                     |    | court types for this element:            |
|                     |    |                                          |
|                     |    | DISP DISPOSITIONAL                       |
|                     |    |                                          |
|                     |    | DIST DISPOSITIONAL AND TRANSFER          |
|                     |    |                                          |
|                     |    | EVAJ EVIDENTIARY/ADJUDICATORY            |
|                     |    |                                          |
|                     |    | FREV FOSTER CARE REVIEW BOARD            |
|                     |    |                                          |
|                     |    | PERD PERIODIC REVIEW                     |
|                     |    |                                          |
|                     |    | PERM PERMANENCY REVIEW                   |
|                     |    |                                          |
|                     |    | The only court types that are            |
|                     |    | appropriate for this element are         |
|                     |    | "periodic review" and "permanency        |
|                     |    | review." The State indicated they no     |
|                     |    | longer have Foster Care Review Boards.   |
|                     |    |                                          |
|                     |    | The staff indicated that most            |
|                     |    | jurisdictions do six-month periodic      |
|                     |    | reviews, but some offices conduct the    |
|                     |    | reviews more often. In Carson City the   |
|                     |    | reviews are routinely done every 90      |
|                     |    | days. The program code correctly         |
|                     |    | extracts these earlier dates if the      |
|                     |    | child has been in care for nine months   |
|                     |    | or less.                                 |
|                     |    |                                          |
|                     |    | Case file review findings: 9 (18%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There was one    |
|                     |    | record reported as blank and the child   |
|                     |    | had been in foster care since 1999. In   |
|                     |    | four records, the reviewers found dates  |
|                     |    | that were six months later than the date |
|                     |    | reported to AFCARS. There was one record |
|                     |    | with a reported periodic review date of  |
|                     |    | 2003.                                    |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | corrected the program code. It is now    |
|                     |    | only looking for the "periodic" and      |
|                     |    | "permanency" reviews (LN490 of           |
|                     |    | CFS728S1)*                               |
+---------------------+----+------------------------------------------+
| #6 Child Birth Date | 4  | Screen: Person Detail                    |
|                     |    |                                          |
| \_\_\_(mo) \_\_\_   | 3  | Frequency Report (n=7,241): There is one |
| (day)\_\_\_\_(year) |    | child that is 37 years old.              |
|                     |    |                                          |
|                     |    | The screen contains a field "estimated." |
|                     |    | If the "estimated" box is checked, the   |
|                     |    | program enters the 15^th^ as the day of  |
|                     |    | birth, regardless of what day the worker |
|                     |    | enters in the field.                     |
|                     |    |                                          |
|                     |    | The system generates the age of the      |
|                     |    | individual.                              |
|                     |    |                                          |
|                     |    | There is a field to record a deceased    |
|                     |    | date.                                    |
|                     |    |                                          |
|                     |    | Post site-visit finding: Due to the      |
|                     |    | State incorrectly reporting youth that   |
|                     |    | have emancipated from the State's        |
|                     |    | responsibility for care and placement,   |
|                     |    | the rating factor was changed. ACF will  |
|                     |    | monitor the ages in future data          |
|                     |    | submissions.                             |
+---------------------+----+------------------------------------------+
| #7 Child Sex        | 4  | Screen: Person Detail                    |
|                     |    |                                          |
| 1 = Male            |    |                                          |
|                     |    |                                          |
| 2 = Female          |    |                                          |
+---------------------+----+------------------------------------------+
| #8 Child's Race     | ~  | Screen: Person Detail                    |
|                     | ~2 |                                          |
| a\. American Indian | ~~ | Frequency Report (n=7,241): There are    |
| or Alaska Native    |    | 412 (6%) records reported with more than |
|                     | 3  | one race.                                |
| b\. Asian           |    |                                          |
|                     |    | The Person Detail screen also contains a |
| c\. Black or        |    | field for "Primary Language," which is a |
| African American    |    | drop-down list and a field "English      |
|                     |    | Speaking" that is a check box.           |
| d\. Native Hawaiian |    |                                          |
| or Other Pacific    |    | The Person Detail screen contains the    |
| Islander            |    | option "child abandoned." The State      |
|                     |    | correctly maps this option to "unable to |
| e\. White           |    | determine." Also, workers are correctly  |
|                     |    | trained to use "child abandoned" if the  |
| f\. Unable to       |    | parent refuses or declines to give this  |
| Determine           |    | information. A better way to collect     |
|                     |    | this information may be to add an option |
|                     |    | of declines/refuses for internal         |
|                     |    | tracking purposes. If it is added, it    |
|                     |    | should map to the AFCARS value "unable   |
|                     |    | to determine."                           |
|                     |    |                                          |
|                     |    | The program code in lines #488-495       |
|                     |    | (728_foster) incorrectly sets the value  |
|                     |    | "unable to determine" as "applies," if   |
|                     |    | no race information is entered. The      |
|                     |    | program code must be modified to map     |
|                     |    | missing data to blanks, not "unable to   |
|                     |    | determine."                              |
|                     |    |                                          |
|                     |    | The staff indicated they think multiple  |
|                     |    | races are being underreported. This was  |
|                     |    | somewhat supported by the case file      |
|                     |    | review. While the number of cases found  |
|                     |    | in error was very low, they did reflect  |
|                     |    | instances in which more than one race    |
|                     |    | did apply.                               |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | added the option "Declined to Answer" on |
|                     |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine." In  |
|                     |    | the 2006A file, there are 152 records    |
|                     |    | missing the child's race.*               |
+---------------------+----+------------------------------------------+
| #9 Hispanic/Latino  | 2  | Screen: Person Detail                    |
| Origin              |    |                                          |
|                     |    | The selection list contains the options  |
| 1 = Yes             |    | Hispanic/Latino, non-Hispanic, child     |
|                     |    | abandoned, and unable to determine. The  |
| 2 = No              |    | State needs to remove one of the options |
|                     |    | (unable to determine or child            |
| 3 = Unable to       |    | abandoned), or rename "unable to         |
| Determine           |    | determine" to "decline."                 |
|                     |    |                                          |
|                     |    | The program code only checks for a "yes" |
|                     |    | response in this field. If a response is |
|                     |    | not found, the program code sets this    |
|                     |    | element to "no" (LN #497-501 of          |
|                     |    | code_728_foster.doc). The program code   |
|                     |    | needs to check for each response and map |
|                     |    | accordingly to AFCARS.                   |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on its screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "child abandoned" to    |
|                     |    | "unable to determine" nor does it        |
|                     |    | directly map "non-Hispanic" to "no." The |
|                     |    | program code must extract each selection |
|                     |    | option on the screen.*                   |
+---------------------+----+------------------------------------------+
| #10 Has the child   | 2  | Screen: Medical/Dental Condition Detail  |
| been clinically     |    | and Psych/Behavioral Condition Detail    |
| diagnosed as having |    |                                          |
| a disability(ies)?  |    | Fields: Condition, Diagnosed by, Source, |
|                     |    | Date identified, and End date            |
| 1=Yes               |    |                                          |
|                     |    | Frequency Report (n=7,241): Yes = 1,012  |
| 2=No                |    | (14%); No = 180 (2%); Not yet determined |
|                     |    | = 6,049 (84%)                            |
| 3=Not yet           |    |                                          |
| Determined          |    | *2006A Frequency Report (n=7.011):* Yes  |
|                     |    | = 940 (13%); No = 2,477 (35%); Not yet   |
| If yes, indicate    |    | determined = 3,594 (51%)                 |
| each type of a      |    |                                          |
| disability with a   |    | The State has a field "immunizations" on |
| "1."                |    | this screen.                             |
|                     |    |                                          |
|                     |    | The State has a policy that children are |
|                     |    | to be seen by a physician within 30 days |
|                     |    | of removal.                              |
|                     |    |                                          |
|                     |    | In some localities, staff other than     |
|                     |    | caseworkers enter this information       |
|                     |    | (i.e., nurses, support staff, etc.).     |
|                     |    |                                          |
|                     |    | There also is a screen "examination."    |
|                     |    | This screen contains the date a child    |
|                     |    | was seen by a physician. There is no     |
|                     |    | link between this screen and the         |
|                     |    | "medical/dental condition detail         |
|                     |    | screen."                                 |
|                     |    |                                          |
|                     |    | The program code initializes this        |
|                     |    | element to "not yet determined" (LN      |
|                     |    | 508). This element must be initialized   |
|                     |    | to blank.                                |
|                     |    |                                          |
|                     |    | If a diagnosed condition is found, the   |
|                     |    | program code sets element #10 to "yes,"  |
|                     |    | and sets the appropriate category(ies)   |
|                     |    | for elements #11-15. The program code    |
|                     |    | then checks the psych/behavior condition |
|                     |    | screen for a diagnosis and sets elements |
|                     |    | #10 and #14 accordingly.                 |
|                     |    |                                          |
|                     |    | A better way to collect this information |
|                     |    | might be to combine all of this          |
|                     |    | information on one screen, and/or add    |
|                     |    | the question "has this child been        |
|                     |    | clinically diagnosed with a disability?" |
|                     |    | with the options of "yes," "no," and     |
|                     |    | "not yet determined." If the case worker |
|                     |    | answers the question with a "yes," then  |
|                     |    | the worker would be directed to answer   |
|                     |    | the appropriate diagnoses fields.        |
|                     |    |                                          |
|                     |    | As a short term solution, the program    |
|                     |    | code can be changed to look at the exam  |
|                     |    | date. If one is found, it should then    |
|                     |    | check if there are also diagnosed        |
|                     |    | conditions. Supervisors need to be       |
|                     |    | instructed to ensure workers are         |
|                     |    | entering the medical information from    |
|                     |    | the exam reports.                        |
|                     |    |                                          |
|                     |    | The program code at LN 697 - 700         |
|                     |    | indicates that if a medical and physical |
|                     |    | condition is found, and if the "child's  |
|                     |    | disability is "not yet determined," set  |
|                     |    | this element to "no." This is incorrect, |
|                     |    | it should be mapped to "yes."            |
|                     |    |                                          |
|                     |    | The State indicated this is an area for  |
|                     |    | the policy workgroups to address and     |
|                     |    | work with the IT staff to come up with a |
|                     |    | solution.                                |
|                     |    |                                          |
|                     |    | There are internal reports and/or edit   |
|                     |    | checks that could be implemented to      |
|                     |    | check against a child's placement.       |
|                     |    | Depending on the location, or level of   |
|                     |    | care, if no diagnosed conditions were    |
|                     |    | entered it would flag the record as      |
|                     |    | having an inconsistency.                 |
|                     |    |                                          |
|                     |    | This is also a training issue. The State |
|                     |    | needs to ensure that everyone            |
|                     |    | understands the use and purpose of this  |
|                     |    | field and what needs to be entered, in a |
|                     |    | timely manner. Also, this is an area     |
|                     |    | supervisors need to be made aware to     |
|                     |    | check if the data have been entered.     |
|                     |    |                                          |
|                     |    | Case file review findings: 25 (42%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. The majority of  |
|                     |    | the errors were due to "not yet          |
|                     |    | determined" responses in AFCARS, but the |
|                     |    | reviewers found the child had been to a  |
|                     |    | doctor. The majority should have been    |
|                     |    | "yes."                                   |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | modified the program code to check for   |
|                     |    | an examination type other than "coroner  |
|                     |    | consult," "exam by worker," "sex abuse   |
|                     |    | exam," "speech evaluation," or "WIC      |
|                     |    | exam." If an exam type and date is found |
|                     |    | then this element is set to "no." The    |
|                     |    | State indicated this is a short term     |
|                     |    | solution. The State indicated they will  |
|                     |    | continue working with the program staff  |
|                     |    | to address training needs and system     |
|                     |    | modifications in order to report         |
|                     |    | accurate data in this area. Explain the  |
|                     |    | note at line 706, "A med condition or    |
|                     |    | phsy behavior was found, but none of     |
|                     |    | them were reported to AFCARS, so set the |
|                     |    | value to No." Does this mean that there  |
|                     |    | is a condition, but it is one that is    |
|                     |    | not mapped to AFCARS?*                   |
+---------------------+----+------------------------------------------+
| #11 Mental          | 2  | The State maps developmental disability  |
| Retardation         |    | (MENT) to this element. Since this can   |
|                     |    | mean either a cognitive or physical      |
| \[0 = Does not      |    | developmental disability, the State      |
| apply\]             |    | needs to further distinguish the area of |
|                     |    | developmental disability and map         |
| 1 = Applies         |    | accordingly.                             |
+---------------------+----+------------------------------------------+
| #12                 | 2  | The State's value "hearing or visually   |
| Visually/Hearing    |    | impaired" is vague. If this includes a   |
| Impaired            |    | need for glasses, then it should not be  |
|                     |    | mapped to AFCARS.                        |
| \[0 = Does not      |    |                                          |
| apply\]             |    |                                          |
|                     |    |                                          |
| 1 = Applies         |    |                                          |
+---------------------+----+------------------------------------------+
| #13 Physically      | 2  | The State maps "cleft palate" to this    |
| Disabled            |    | element. It should be mapped to "other   |
|                     |    | diagnosed condition."                    |
| \[0 = Does not      |    |                                          |
| apply\]             |    | The State has a value "medical           |
|                     |    | equipment/procedure required." This is a |
| 1 = Applies         |    | vague description and is not a medical   |
|                     |    | diagnosis. It should be removed from the |
|                     |    | mapping and the actual diagnosis needs   |
|                     |    | to be mapped to AFCARS.                  |
+---------------------+----+------------------------------------------+
| #14 Emotionally     | 2  | The State maps autism to this element.   |
| Disturbed           |    | It should be mapped to element #15,      |
|                     |    | other diagnosed condition."              |
| \[0 = Does not      |    |                                          |
| apply\]             |    | The State includes "other DSM            |
|                     |    | condition." This should be removed as    |
| 1 = Applies         |    | there are many DSM conditions that are   |
|                     |    | not mapped to AFCARS, or may not be      |
|                     |    | mapped to this element.                  |
|                     |    |                                          |
|                     |    | "Unable to bond" is not a diagnosed      |
|                     |    | condition. Remove it from the program    |
|                     |    | code.                                    |
|                     |    |                                          |
|                     |    | Case file review analysis: The majority  |
|                     |    | of the errors were for this element.     |
+---------------------+----+------------------------------------------+
| #15 Other Diagnosed | 2  | Cerebral Palsy is incorrectly mapped to  |
| Condition           |    | this element. It should be mapped to     |
|                     |    | element #13, physically disabled."       |
| \[0 = Does not      |    |                                          |
| apply\]             |    | The State has a value for HIV positive   |
|                     |    | and it is not mapped to AFCARS. The      |
| 1 = Applies         |    | State should include it.                 |
|                     |    |                                          |
|                     |    | The State's mapping in the program code  |
|                     |    | includes the following: apnea monitor,   |
|                     |    | dialysis, drug affected, head trauma,    |
|                     |    | and other medical diagnosis. These       |
|                     |    | should be removed from the program code  |
|                     |    | and only the actual diagnosed condition  |
|                     |    | should be mapped.                        |
+---------------------+----+------------------------------------------+
| #16 Has this child  | 3  | Screen: Participant Detail               |
| ever been adopted?  |    |                                          |
|                     |    | Frequency Report (n=7,241): Yes = 120    |
| 1 = Yes             |    | (2%); No = 760 (80%); Unable to          |
|                     |    | determine = 412 (6%); Not reported = 949 |
| 2 = No              |    | (13%)                                    |
|                     |    |                                          |
| 3 = Unable to       |    | The screen contains a field for          |
| Determine           |    | "adoption history," and there is the     |
|                     |    | question "Child ever Adopted" with the   |
|                     |    | options "yes," "no," and "unable to      |
|                     |    | determine." There also is a field for    |
|                     |    | "age when finalized." If the answer to   |
|                     |    | whether the child was ever adopted is    |
|                     |    | "yes," the age field must be completed   |
|                     |    | before the worker can save the           |
|                     |    | information.                             |
|                     |    |                                          |
|                     |    | Since this is a mandatory field, it will |
|                     |    | never be blank. If it is blank, the      |
|                     |    | program code runs an error report and    |
|                     |    | flags it.                                |
|                     |    |                                          |
|                     |    | There are data quality issues with this  |
|                     |    | element. One of the issues is that the   |
|                     |    | intake workers in the southern region of |
|                     |    | the State are trained to enter "no" at   |
|                     |    | the time the intake call comes in. This  |
|                     |    | section should be completed following a  |
|                     |    | family assessment, not by an intake      |
|                     |    | worker.                                  |
|                     |    |                                          |
|                     |    | Suggestions to capture this information  |
|                     |    | more accurately: under "Type" field, add |
|                     |    | private agency - NV; private agency -    |
|                     |    | out of state agency; out of state public |
|                     |    | agency; out of country. Some States have |
|                     |    | all States and countries listed that the |
|                     |    | worker can select where the adoption     |
|                     |    | took place. The "Type" pull down         |
|                     |    | currently contains the options of foster |
|                     |    | parent, non-relative, relative, or       |
|                     |    | stepparent, which is related more to     |
|                     |    | relationship of the individual to the    |
|                     |    | child versus the type of agency.         |
|                     |    |                                          |
|                     |    | If the State makes changes to this       |
|                     |    | field, they may want to add a field for  |
|                     |    | the adoption legalization date for       |
|                     |    | internal tracking purposes. It also      |
|                     |    | could be used to calculate the age when  |
|                     |    | the child was adopted. The worker may    |
|                     |    | only be able to collect information on   |
|                     |    | the year, so that date field would need  |
|                     |    | to be flexible.                          |
|                     |    |                                          |
|                     |    | Case file review findings: 11 (18%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. The majority of  |
|                     |    | the error cases were reported to AFCARS  |
|                     |    | as "unable to determine," but the        |
|                     |    | reviewers were able to determine the     |
|                     |    | child had never been previously adopted. |
|                     |    | In three of the error cases, the         |
|                     |    | response was "no," but the reviewers     |
|                     |    | found it should have been "yes."         |
+---------------------+----+------------------------------------------+
| #17 If yes, how old | ~  | Screen: Participant Detail; Field        |
| was the child when  | ~2 | "Adoption History"                       |
| the adoption was    | ~~ |                                          |
| legalized?          |    | Frequency Report (n=7,241): Not          |
|                     | 3  | applicable = 0; Not reported = 6,709     |
| \[0 = Not           |    | (93%)                                    |
| Applicable\]        |    |                                          |
|                     |    | If the response to element #16 is "no,"  |
| 1 = less than 2     |    | this element is incorrectly mapped to    |
| years old           |    | blank. It should be mapped to "not       |
|                     |    | applicable."                             |
| 2 = 2-5 years old   |    |                                          |
|                     |    | The age is a mandatory field if the      |
| 3 = 6-12 years old  |    | answer on the screen is "yes" to "has    |
|                     |    | this child been previously adopted."     |
| 4 = 13 years or     |    |                                          |
| older               |    | *Post site-visit findings: The program   |
|                     |    | code was modified to map this element to |
| 5 = Unable to       |    | "not applicable" if the child has not    |
| Determine           |    | been previously adopted. Also, the       |
|                     |    | default of "unable to determine" was     |
|                     |    | removed from the program code. If        |
|                     |    | "unable to determine" is selected by the |
|                     |    | worker for whether the child was         |
|                     |    | previously adopted, this element is now  |
|                     |    | set to "unable to determine." (LN 772    |
|                     |    | CFS728S1_AFCARS_EXT_FC.) The 2006A data  |
|                     |    | indicate that there are 250 records      |
|                     |    | missing information in element #16, and  |
|                     |    | element #17 indicates 239 missing        |
|                     |    | records. The number of "not applicable"  |
|                     |    | responses to element #17 match the       |
|                     |    | number of "no" responses in element      |
|                     |    | #16.*                                    |
+---------------------+----+------------------------------------------+
| #18 Date of First   | ~  | Screen: AFCARS Episode History Detail    |
| Removal from Home   | ~2 |                                          |
|                     | ~~ | Fields: Date of first removal from home; |
| \_\_\_(mo) \_\_\_   |    | date of discharge from last episode; and |
| (day)\_\_\_\_(year) | 3  | total number of previous foster care     |
|                     |    | episodes.                                |
|                     |    |                                          |
|                     |    | In instances where the child's first     |
|                     |    | living arrangement is a hospital or a    |
|                     |    | locked facility at the time the agency   |
|                     |    | obtains responsibility for care and      |
|                     |    | placement, the program code incorrectly  |
|                     |    | extracts the date the child entered the  |
|                     |    | hospital or locked facility as the       |
|                     |    | removal date. The program code must be   |
|                     |    | modified to extract the date the child   |
|                     |    | is placed in a foster care setting.      |
|                     |    |                                          |
|                     |    | Case file review findings: 9 (15%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In one error     |
|                     |    | case, the AFCARS data indicated that the |
|                     |    | date of first removal and latest removal |
|                     |    | were different, the number of removals   |
|                     |    | was one, and there was no date of        |
|                     |    | discharge from a prior removal episode.  |
|                     |    | The reviewer found that the date of      |
|                     |    | first removal was incorrect and should   |
|                     |    | have been the same as current removal    |
|                     |    | date.                                    |
|                     |    |                                          |
|                     |    | There were three error cases where the   |
|                     |    | reviewers found an earlier date than     |
|                     |    | what was reported to AFCARS (between one |
|                     |    | year and one month). In one case, the    |
|                     |    | date was three years later than the one  |
|                     |    | reported to AFCARS.                      |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified for situations in |
|                     |    | which the first "placement" is a         |
|                     |    | hospital or a locked facility (LN 863 of |
|                     |    | CFS728S1_AFCARS_EXT_FC; LN 271 of        |
|                     |    | CFS728_GET_PLACEMENT_INFO). If so, then  |
|                     |    | it continues checking in ascending date  |
|                     |    | order (earliest first, most recent is    |
|                     |    | last) for the next living arrangement    |
|                     |    | that is not a hospital or a locked       |
|                     |    | facility and uses the starting date of   |
|                     |    | that living arrangement as the value of  |
|                     |    | this element. The 2006A data file        |
|                     |    | indicates there are 24 records with an   |
|                     |    | invalid date of 00000000.*               |
+---------------------+----+------------------------------------------+
| #19 Total Number of | 3  | Screen: Removal Status                   |
| Removals from Home  |    |                                          |
|                     |    | Case file review findings: 7 (12%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In five error    |
|                     |    | cases, the number of removals was less   |
|                     |    | than the number reported to AFCARS. In   |
|                     |    | two error cases, the number of removals  |
|                     |    | was more.                                |
+---------------------+----+------------------------------------------+
| #20 Date Child was  | 3  | Screen: Legal Status                     |
| Discharged from     |    |                                          |
| last foster care    |    | Frequency Report: There are 2 records    |
| episode (if         |    | with invalid data (0000). This may have  |
| applicable)         |    | been entered on the conversion screen.   |
|                     |    | The State will check the next submission |
| \_\_\_(mo) \_\_\_   |    | frequency for invalid data. *The 2006A   |
| (day)\_\_\_\_(year) |    | data did not contain any invalid dates.* |
|                     |    |                                          |
|                     |    | The code correctly checks for the legal  |
|                     |    | status/court order end date.             |
|                     |    |                                          |
|                     |    | Case file review findings: 9 (17%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There were two   |
|                     |    | questionable findings due to the date    |
|                     |    | being several years after the date of    |
|                     |    | latest removal. In one error case, the   |
|                     |    | date reported to AFCARS was three years  |
|                     |    | after the date reported in element #21,  |
|                     |    | and the date found by the reviewer did   |
|                     |    | not match what was reported to AFCARS.   |
|                     |    | In one error case the date of discharge  |
|                     |    | from the previous removal episode was    |
|                     |    | two years prior to what was reported to  |
|                     |    | AFCARS. In one error case, the date      |
|                     |    | reported to AFCARS was two years after   |
|                     |    | the date reported in element #21. Two    |
|                     |    | error cases were because the child       |
|                     |    | actually had only one removal episode.   |
+---------------------+----+------------------------------------------+
| #21 Date of Latest  | ~  | Screen: Removal Status                   |
| Removal             | ~2 |                                          |
|                     | ~~ | In instances where the child's first     |
| \_\_\_(mo) \_\_\_   |    | living arrangement is a hospital or a    |
| (day)\_\_\_\_(year) | 3  | locked facility at the time the agency   |
|                     |    | obtains responsibility for care and      |
|                     |    | placement, the program code extracts the |
|                     |    | date the child entered the hospital or   |
|                     |    | locked facility as the removal date. The |
|                     |    | program code must be modified to extract |
|                     |    | the date the child is placed in a foster |
|                     |    | care setting.                            |
|                     |    |                                          |
|                     |    | Case file review findings: 8 (13%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In one error     |
|                     |    | case, the child had only one removal and |
|                     |    | the date should have been the same as    |
|                     |    | the date in element #18. In two error    |
|                     |    | cases, the dates of latest removal were  |
|                     |    | actually prior to the date reported to   |
|                     |    | AFCARS. In four error cases, the dates   |
|                     |    | of removal were between one month and    |
|                     |    | six months earlier than what was         |
|                     |    | reported to AFCARS.                      |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified for situations in |
|                     |    | which the first "placement" is a         |
|                     |    | hospital or a locked facility (LN 863 of |
|                     |    | CFS728S1_AFCARS_EXT_FC; LN 271 of        |
|                     |    | CFS728_GET_PLACEMENT_INFO). If so, then  |
|                     |    | it continues checking in ascending date  |
|                     |    | order (earliest first, most recent is    |
|                     |    | last) for the next living arrangement    |
|                     |    | that is not a hospital or a locked       |
|                     |    | facility and uses the starting date of   |
|                     |    | that living arrangement as the value of  |
|                     |    | this element.*                           |
+---------------------+----+------------------------------------------+
| #22 Date of Latest  | 2  | This is a system-generated date.         |
| Removal Transaction |    | However, during the review it was        |
| Date                |    | discovered that the State technical      |
|                     |    | staff will delete a record in situations |
| \_\_\_(mo) \_\_\_   |    | where the worker may have entered the    |
| (day)\_\_\_\_(year) |    | wrong removal date. The staff indicated  |
|                     |    | they were instructed by the SACWIS       |
|                     |    | review team to freeze the removal and    |
|                     |    | legal status dates once they have been   |
|                     |    | entered and saved. Consequently, in      |
|                     |    | situations where a worker may have       |
|                     |    | entered the wrong date and needs it      |
|                     |    | corrected, and after the record has been |
|                     |    | deleted, a new transaction date is       |
|                     |    | generated which may then fail the        |
|                     |    | timeliness standard for foster care      |
|                     |    | element #22. Additionally, depending on  |
|                     |    | when the error was found, all the        |
|                     |    | remaining case data may need to be       |
|                     |    | re-entered. Or, if it is never           |
|                     |    | corrected, the wrong date of removal     |
|                     |    | will be in the system. This could affect |
|                     |    | some performance measurements such as,   |
|                     |    | length of time in care.                  |
|                     |    |                                          |
|                     |    | While the AFCARS team agrees workers     |
|                     |    | should have limited ability to change    |
|                     |    | data once it is entered, we also         |
|                     |    | recognize that errors will occur that    |
|                     |    | must be corrected. Additionally, the     |
|                     |    | AFCARS team strongly discourages the     |
|                     |    | deletion of entire records in the event  |
|                     |    | of errors in data entry fields. It is    |
|                     |    | the AFCARS review team position that 1)  |
|                     |    | only a Database Administrator have       |
|                     |    | deletion rights to a case or fields; 2)  |
|                     |    | that there be a policy and procedure on  |
|                     |    | when it is acceptable to delete a        |
|                     |    | record; 3) one of the few reasons a case |
|                     |    | should be deleted is in the event a      |
|                     |    | removal case was opened when in fact the |
|                     |    | child was never removed from his/her     |
|                     |    | home; and, 4) incorrect information in a |
|                     |    | field may be deleted, not the entire     |
|                     |    | record, with supervisory approval.       |
+---------------------+----+------------------------------------------+
| #23 Date of         | 2  | Screens: Placement/Location Directory    |
| Placement in        |    | and Placement/Location Detail            |
| Current Foster Care |    |                                          |
| Setting             |    | *2006A Frequency Report (n=7.011): There |
|                     |    | are 70 records missing a placement       |
| \_\_\_(mo) \_\_\_   |    | date.*                                   |
| (day)\_\_\_\_(year) |    |                                          |
|                     |    | The program code checks for the begin    |
|                     |    | date of the placement. If there is no    |
|                     |    | placement date, the program code checks  |
|                     |    | the removal date. The check for the      |
|                     |    | removal date needs to be removed. *Post  |
|                     |    | site-visit findings: The check for the   |
|                     |    | removal date has been removed from the   |
|                     |    | extract code.*                           |
|                     |    |                                          |
|                     |    | If the child is taken into care and      |
|                     |    | custody of the State but goes on runaway |
|                     |    | status prior to entering a placement,    |
|                     |    | the date of placement should reflect the |
|                     |    | date the child ran away, which should be |
|                     |    | the same date as they were taken into    |
|                     |    | care.                                    |
|                     |    |                                          |
|                     |    | Test Case: The date reported incorrectly |
|                     |    | reflected the date the foster home       |
|                     |    | became a "pre-adopt" home. The foster    |
|                     |    | family remained the same.                |
|                     |    |                                          |
|                     |    | Case file review findings: 24 (44%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In 12 records,   |
|                     |    | the reviewers found a date for the       |
|                     |    | current placement that was a year        |
|                     |    | earlier than the one reported in AFCARS. |
+---------------------+----+------------------------------------------+
| #24 Number of       | 2  | Screens: Placement/Location Directory    |
| Previous Placement  |    | and Placement/Location Detail            |
| Settings in This    |    |                                          |
| Episode             |    | Frequency Report: There are 463 records  |
|                     |    | with zero placements. This is an         |
|                     |    | improvement from previous data           |
|                     |    | submissions. The State staff indicated   |
|                     |    | these numbers reflect the timeframe      |
|                     |    | during which Clark County was not using  |
|                     |    | Unity and, therefore, should improve.    |
|                     |    | *In the 2006A file there are no records  |
|                     |    | with zero placements. There are 82       |
|                     |    | records reported as blank.*              |
|                     |    |                                          |
|                     |    | In Nevada, DCFS caseworkers are          |
|                     |    | responsible for entering and tracking    |
|                     |    | contracted foster care services          |
|                     |    | information, such as institutions.       |
|                     |    | However, the caseworkers rely on the     |
|                     |    | contract workers to forward the          |
|                     |    | information. Therefore, in cases where   |
|                     |    | information is not forwarded to the DCFS |
|                     |    | worker, contracted placement changes     |
|                     |    | within an institution are not always     |
|                     |    | reported to AFCARS. The State has made   |
|                     |    | efforts to increase accurate reporting   |
|                     |    | of this data by providing incentive for  |
|                     |    | caseworkers to collect this information. |
|                     |    |                                          |
|                     |    | Also, some of the records converted from |
|                     |    | paper files may not contain the full     |
|                     |    | placement history for those cases that   |
|                     |    | were open at the time of conversion. If  |
|                     |    | the case was open, the full placement    |
|                     |    | history for that removal episode should  |
|                     |    | have been converted.                     |
|                     |    |                                          |
|                     |    | The program code was checking the CWAF   |
|                     |    | system for placement history of          |
|                     |    | converted cases (Clark County) and ESCAT |
|                     |    | for Washoe county. This line has been    |
|                     |    | commented out (LN812/813). Modify the    |
|                     |    | program code to read this line. *Post    |
|                     |    | site-visit findings: The program code    |
|                     |    | was modified to look for converted       |
|                     |    | placement count for children whose       |
|                     |    | current episode started prior to August  |
|                     |    | 2000. The State also found an error in   |
|                     |    | the coding of the "get placement action  |
|                     |    | block" that was preventing the count of  |
|                     |    | placement to be accurate. (Line 925 of   |
|                     |    | CFS728S1, and lines 222 thru 266 of      |
|                     |    | CFS728_GET_PLACEMENT_INFO.)*             |
|                     |    |                                          |
|                     |    | The program code does check for status   |
|                     |    | changes and correctly does not include   |
|                     |    | them in the placement count.             |
|                     |    |                                          |
|                     |    | Respite, runaways, and trial home visits |
|                     |    | are correctly not counted as a placement |
|                     |    | move.                                    |
|                     |    |                                          |
|                     |    | It is acceptable to have cases with a    |
|                     |    | placement count of zero **if** it        |
|                     |    | reflects children with runaway as their  |
|                     |    | only placement setting.                  |
|                     |    |                                          |
|                     |    | The program code must count non-acute    |
|                     |    | care hospital stays. The State's program |
|                     |    | code checks if the hospital stay is less |
|                     |    | than or more than 30 days. The staff     |
|                     |    | does not believe this time frame is      |
|                     |    | defined in policy or by insurance        |
|                     |    | companies to be "acute." Therefore, the  |
|                     |    | State needs to research how long         |
|                     |    | Medicaid and other insurance companies   |
|                     |    | determine the number of days to be acute |
|                     |    | care stays and modify the program code   |
|                     |    | accordingly. *Post site-visit findings:  |
|                     |    | The program code was modified to not     |
|                     |    | include as a placement setting hospital  |
|                     |    | stays seven days or less. The program    |
|                     |    | code will use the previous placement     |
|                     |    | setting. If the hospital stay is more    |
|                     |    | than seven days, it will be mapped to    |
|                     |    | institution and the count will be        |
|                     |    | incremented.*                            |
|                     |    |                                          |
|                     |    | The State asked for clarification        |
|                     |    | regarding institutions with several      |
|                     |    | cottages on their campus. The State      |
|                     |    | asked if a child moves within the same   |
|                     |    | institution from cottage to cottage and  |
|                     |    | there is no change in the level of care  |
|                     |    | should each move be counted. If cottages |
|                     |    | are on same campus, and the child moves  |
|                     |    | from cottage to cottage, this is not     |
|                     |    | counted as a placement move. *Post       |
|                     |    | site-visit findings: In regard to        |
|                     |    | institutions with several cottages on    |
|                     |    | their campus, the State is not to count  |
|                     |    | a move from one cottage to another.*     |
|                     |    |                                          |
|                     |    | Case file review findings: 38 (68%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In all of the    |
|                     |    | error cases, only one had fewer (one     |
|                     |    | instead of two) placement moves. There   |
|                     |    | were a significant number of records     |
|                     |    | having one placement move reported, and  |
|                     |    | the actual number of placements were     |
|                     |    | between two and five. Also, there were   |
|                     |    | several records indicating there were    |
|                     |    | more than six placement moves.           |
|                     |    |                                          |
|                     |    | Based on the case file review,           |
|                     |    | placements appear to be undercounted.    |
|                     |    | Also, it appears there are some          |
|                     |    | placements that are entered into the     |
|                     |    | system, but the program code is not      |
|                     |    | counting them.                           |
+---------------------+----+------------------------------------------+
| #25 Manner of       | 4  | Screen: Removal Status; Field: Initial   |
| Removal From Home   |    | Manner of Removal                        |
| for Current         |    |                                          |
| placement Episode   |    |                                          |
|                     |    |                                          |
| 1 = Voluntary       |    |                                          |
|                     |    |                                          |
| 2 = Court Ordered   |    |                                          |
|                     |    |                                          |
| 3 = Not Yet         |    |                                          |
| Determined          |    |                                          |
+---------------------+----+------------------------------------------+
| Actions or          |    | Screen: Removal Status; Field: Reasons   |
| Conditions          |    |                                          |
| Associated With     |    | *2006A Frequency Report (n=7.011): There |
| Child's Removal     |    | are 18 records missing information.*     |
| (Indicate all that  |    |                                          |
| apply with a "1".)  |    | The State needs to provide training on   |
|                     |    | selecting all conditions associated with |
| \[0-Does not        |    | the removal, not just selecting what was |
| Apply\]             |    | on the petition.                         |
|                     |    |                                          |
| 1-Applies           |    | Case file review findings: There were a  |
|                     |    | significant number of errors across      |
|                     |    | these data elements. In the majority of  |
|                     |    | the cases, there should have been more   |
|                     |    | conditions reported as reasons           |
|                     |    | associated with a child's removal.       |
+---------------------+----+------------------------------------------+
| #26 Physical Abuse  | 3  |                                          |
+---------------------+----+------------------------------------------+
| #27 Sexual Abuse    | 3  |                                          |
+---------------------+----+------------------------------------------+
| #28 Neglect         | 3  | The program code includes "domestic      |
|                     |    | violence," but it is not on the          |
|                     |    | selection list on the screen. *Post      |
|                     |    | site-visit analysis: Domestic violence   |
|                     |    | has been added as a removal reason.*     |
|                     |    |                                          |
|                     |    | It appears case workers are only         |
|                     |    | entering neglect, regardless of whether  |
|                     |    | other conditions applied.                |
+---------------------+----+------------------------------------------+
| #29 Parent Alcohol  | 3  |                                          |
| Abuse               |    |                                          |
+---------------------+----+------------------------------------------+
| #30 Parent Drug     | 3  | Frequency showed only 22% "applies" for  |
| Abuse               |    | this element. The State staff indicated  |
|                     |    | drug abuse is a significant issue in     |
|                     |    | Nevada. The State needs to provide       |
|                     |    | additional training to ensure case       |
|                     |    | workers enter this information.          |
+---------------------+----+------------------------------------------+
| #31 Child Alcohol   | 3  |                                          |
| Abuse               |    |                                          |
+---------------------+----+------------------------------------------+
| #32 Child Drug      | 3  |                                          |
| Abuse               |    |                                          |
+---------------------+----+------------------------------------------+
| #33 Child           | 3  |                                          |
| Disability          |    |                                          |
+---------------------+----+------------------------------------------+
| #34 Child's         | 3  |                                          |
| Behavior Problem    |    |                                          |
+---------------------+----+------------------------------------------+
| #35 Death of Parent | 3  |                                          |
+---------------------+----+------------------------------------------+
| #36 Incarceration   | 3  |                                          |
| of Parent           |    |                                          |
+---------------------+----+------------------------------------------+
| #37 Caretaker       | 3  |                                          |
| Inability to Cope   |    |                                          |
| Due to Illness or   |    |                                          |
| Other Reasons       |    |                                          |
+---------------------+----+------------------------------------------+
| #38 Abandonment     | ~  | The program code (LNs 899 and 900)       |
|                     | ~2 | checks for a reason for removal of       |
|                     | ~~ | "abandonment." If it is "applies," the   |
|                     |    | program code incorrectly sets elements   |
|                     | 3  | #16 and #17 to "unable to determine."    |
|                     |    | The AFCARS definition of abandonment in  |
|                     |    | foster care element #38 is a broad       |
|                     |    | definition of abandonment. It also would |
|                     |    | include those children left at a         |
|                     |    | grandparent. Therefore, element #16 and  |
|                     |    | #17 cannot be set based on an "applies"  |
|                     |    | response to this element.                |
|                     |    |                                          |
|                     |    | *Post site-visit analysis: This section  |
|                     |    | of the program code was removed.*        |
+---------------------+----+------------------------------------------+
| #39 Relinquishment  | 3  |                                          |
+---------------------+----+------------------------------------------+
| #40 Inadequate      | 3  |                                          |
| Housing             |    |                                          |
+---------------------+----+------------------------------------------+
| #41 Current         | 2  | Screens: Placement/Location Directory    |
| Placement Setting   |    | and Placement/Location Detail            |
|                     |    |                                          |
| 1 = Pre-Adoptive    |    | Frequency Report (n=7,241): Pre-adopt    |
| Home                |    | home = 0; Foster Family Home-Relative =  |
|                     |    | 2,073 (29%); Foster Family               |
| 2 = Foster Family   |    | Home-Non-Relative = 2,159 (30%); Group   |
| Home-Relative       |    | Home = 154 (2%); Institution = 811       |
|                     |    | (11%); Supervised Independent Living =   |
| 3 = Foster Family   |    | 118 (2%); Runaway = 80 1%); Trial Home   |
| Home-Non-Relative   |    | Visit = 885 (12%); Not reported = 961    |
|                     |    |                                          |
| 4 = Group Home      |    | *2006A Frequency Report (n=7,011): There |
|                     |    | are fewer records with missing data,     |
| 5 = Institution     |    | 93.*                                     |
|                     |    |                                          |
| 6 = Supervised      |    | The State indicated they currently do    |
| Independent Living  |    | not report "pre-adoptive homes." The     |
|                     |    | State must modify the selection list     |
| 7 = Runaway         |    | and/or the program code to include       |
|                     |    | "pre-adopt homes."                       |
| 8 = Trial Home      |    |                                          |
| Visit               |    | The program code first checks for a      |
|                     |    | hospital stay (LN 936- 941). If one is   |
|                     |    | found, it checks if the stay is more or  |
|                     |    | less than 30 days. If less, it will      |
|                     |    | extract the prior placement setting. The |
|                     |    | Federal team requested the State's       |
|                     |    | policy and/or insurance guides that      |
|                     |    | indicate an acute care stay is defined   |
|                     |    | as 30 days. Using thirty days as the     |
|                     |    | point at which a hospital stay becomes a |
|                     |    | placement is not a matter of Nevada      |
|                     |    | policy. Anything beyond a brief stay is  |
|                     |    | to be counted in the placement count and |
|                     |    | as the placement setting.                |
|                     |    |                                          |
|                     |    | The State uses "Abscondance" as a        |
|                     |    | placement setting. If it is used in the  |
|                     |    | context of a parent taking the child     |
|                     |    | from his/her foster care setting, then   |
|                     |    | continue to report the location from     |
|                     |    | which the child was absconded. If it is  |
|                     |    | used because the child ran away from     |
|                     |    | his/her placement setting, then it       |
|                     |    | should be reported as "runaway."         |
|                     |    |                                          |
|                     |    | Case file review findings: 15 (24%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There were seven |
|                     |    | records in which the reviewer found the  |
|                     |    | child's placement was a "pre-adoptive    |
|                     |    | home." Also, in three cases, the AFCARS  |
|                     |    | data was blank, but the reviewers found  |
|                     |    | the placement setting information. In    |
|                     |    | two cases, the AFCARS data indicated     |
|                     |    | "foster home - non-relative," but the    |
|                     |    | reviewer found the child was living with |
|                     |    | relatives.                               |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code was modified to not include as a    |
|                     |    | placement setting hospital stays seven   |
|                     |    | days or less. The program code will use  |
|                     |    | the previous placement setting. If the   |
|                     |    | hospital stay is more than seven days,   |
|                     |    | it will be mapped to institution.*       |
+---------------------+----+------------------------------------------+
| #42 Is Current      | ~  | Screens: Placement/Location Directory    |
| Placement           | ~2 | and Placement/Location Detail            |
| Out-of-State?       | ~~ |                                          |
|                     |    | The program code is defaulting to "no"   |
| 1=Yes (Out of State | 3  | (LN 1252 -- 1254). Map missing data to   |
| placement)          |    | blanks. The State may want to create an  |
|                     |    | error report to identify missing         |
| 2=No (In-State      |    | information.                             |
| placement)          |    |                                          |
|                     |    | Case file review findings: 8 (13%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In most          |
|                     |    | instances, the child was placed          |
|                     |    | out-of-State, but was reported as placed |
|                     |    | in-State.                                |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The default   |
|                     |    | of missing data to "no" was removed (LN  |
|                     |    | 1395)*. *The 2006A data indicate 85      |
|                     |    | records missing information.*            |
+---------------------+----+------------------------------------------+
| #43 Most recent     | ~  | Screen: Case Program/Plan Directory and  |
| case plan goal      | ~2 | Child Welfare Permanency Goals           |
|                     | ~~ |                                          |
| 1 = Reunify With    |    | Frequency Report (n=7,241): Reunify =    |
| Parent(s) Or        | 3  | 2,102 (29%); Live with Relative(s) = 477 |
| Principal           |    | (7%); Adoption = 1,100 (15%); Long Term  |
| Caretaker(s)        |    | Foster Care = 107 (1%); Emancipation =   |
|                     |    | 328 (5%); Guardianship = 24 (.33%); Case |
| 2 = Live With       |    | Plan Goal Not Yet Established = 743      |
| Relative(s)         |    | (10%); Not reported = 2,360 (33%)        |
|                     |    |                                          |
| 3 = Adoption        |    | The frequency report shows a significant |
|                     |    | amount of missing information. The State |
| 4 = Long Term       |    | staff indicated they have been           |
| Foster Care         |    | performing data cleanup on this element. |
|                     |    | *The 2006A indicates fewer cases with    |
| 5 = Emancipation    |    | missing data and fewer records reported  |
|                     |    | as "case plan goal not yet               |
| 6 = Guardianship    |    | established."*                           |
|                     |    |                                          |
| 7 = Case Plan Goal  |    | The program code defaults missing data   |
| Not Yet Established |    | to "case plan goal not yet established." |
|                     |    | The program code does check for how long |
|                     |    | the child has been in care. If a record  |
|                     |    | is found in which the child has been in  |
|                     |    | care for 30 days, it marks it as an      |
|                     |    | error case. The State may want to add a  |
|                     |    | condition that if the child has been in  |
|                     |    | foster care for more than 60 days, and   |
|                     |    | the case plan goal is still blank, then  |
|                     |    | it would be mapped to blank. There were  |
|                     |    | several records in the case file review  |
|                     |    | sample that had "not yet established" as |
|                     |    | a goal and the child had been in care    |
|                     |    | for more than a year.                    |
|                     |    |                                          |
|                     |    | The State's goal "live permanently with  |
|                     |    | the non-custodial parent other than the  |
|                     |    | one from whom the child was removed" is  |
|                     |    | incorrectly mapped to "live with other   |
|                     |    | relative." It should be mapped to        |
|                     |    | "reunification." If the individual is    |
|                     |    | not a legal parent of the child, then    |
|                     |    | the goal would be mapped to another      |
|                     |    | appropriate goal. "Living with other     |
|                     |    | relatives" would only be accurate if the |
|                     |    | child was released to a legal relative   |
|                     |    | by blood or marriage.                    |
|                     |    |                                          |
|                     |    | There are goals listed on the drop down  |
|                     |    | selection list that are not mapped into  |
|                     |    | AFCARS. For those children placed back   |
|                     |    | in his/her own home, under the agency's  |
|                     |    | responsibility for care and placement,   |
|                     |    | the goals "maintain at home" and "remain |
|                     |    | at home" should be mapped to             |
|                     |    | "reunification."                         |
|                     |    |                                          |
|                     |    | The State should provide training on     |
|                     |    | updating case plan goals in a timely     |
|                     |    | manner.                                  |
|                     |    |                                          |
|                     |    | Case file review findings: 28 (44%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. The majority of  |
|                     |    | error cases had a case plan goal of "not |
|                     |    | yet established." The children had been  |
|                     |    | in care for more than a year and some    |
|                     |    | had been in care for up to 10 years.     |
|                     |    | There were three records reported as     |
|                     |    | blank, and in two of the records the     |
|                     |    | child had been in care for at least      |
|                     |    | three years.                             |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The code      |
|                     |    | "MCAH" (maintain at home), "RMAN"        |
|                     |    | (remain at home), "LWMP" (live           |
|                     |    | permanently with non-custodial parent)   |
|                     |    | are mapped to "reunification." The       |
|                     |    | program code was modified to map missing |
|                     |    | data on records of children in care for  |
|                     |    | more than 60 days to blank (LNs 1397     |
|                     |    | thru 1505).*                             |
+---------------------+----+------------------------------------------+
| #44 Caretaker       | 2  | Screen: Person Detail                    |
| Family Structure    |    |                                          |
|                     |    | Fields: Marital Information - Effective  |
| 1 = Married Couple  |    | Date and Status                          |
|                     |    |                                          |
| 2 = Unmarried       |    | Frequency Report (n=7,241): Married      |
| Couple              |    | Couple = 265 (4%); Unmarried Couple = 73 |
|                     |    | (1%); Single Female = 1,243 (17%);       |
| 3 = Single Female   |    | Single Male = 40 (.55%); Unable to       |
|                     |    | determine = 5,620 (78%); Not reported =  |
| 4 = Single Male     |    | 0                                        |
|                     |    |                                          |
| 5 = Unable to       |    | *2006A frequency report (n=7,011):       |
| Determine           |    | Married Couple = 1,535 (22%); Unmarried  |
|                     |    | Couple = 459 (7%); Single Female = 4,044 |
|                     |    | (58%); Single Male = 279 (4%); Unable to |
|                     |    | determine = 0; Not reported = 694 (10%)* |
|                     |    |                                          |
|                     |    | In the program code, this element is     |
|                     |    | initialized to "unable to determine."    |
|                     |    | Remove this default setting from the     |
|                     |    | program code.                            |
|                     |    |                                          |
|                     |    | If the child is removed from a man or    |
|                     |    | woman who is married, but separated,     |
|                     |    | this element should be mapped to         |
|                     |    | "married."                               |
|                     |    |                                          |
|                     |    | Case file review findings: 49 (82%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The           |
|                     |    | initialization to "unable to determine"  |
|                     |    | was removed. It is now set to blank.     |
|                     |    | Also, the program code was modified that |
|                     |    | if element #44 is a couple, dates of     |
|                     |    | birth must be reported for elements \#   |
|                     |    | 45 and 46. If it is a single individual, |
|                     |    | only element #45 will be reported.*      |
+---------------------+----+------------------------------------------+
| #45 1^st^ Primary   | 3  | Screen: Person Detail                    |
| Caretaker's Birth   |    |                                          |
| Year                |    | Frequency Report: There are 5,667 (78%)  |
|                     |    | records reported with missing year of    |
| \_\_\_(mo) \_\_\_   |    | birth.                                   |
| (day)\_\_\_\_(year) |    |                                          |
|                     |    | If element #44 indicates a couple, there |
|                     |    | must be a date of birth entered for data |
|                     |    | elements #45 and #46.                    |
|                     |    |                                          |
|                     |    | If a date of birth is unknown when the   |
|                     |    | case is opened, the system sets a        |
|                     |    | default year of birth to 1960. This is   |
|                     |    | then extracted in the program code. If a |
|                     |    | date of birth is unknown, the case       |
|                     |    | worker should enter an estimated year of |
|                     |    | birth. *Post site-visit findings: If the |
|                     |    | date of birth is estimated, elements #44 |
|                     |    | and 45 will be mapped to blank. The      |
|                     |    | State should train workers that a date   |
|                     |    | of birth can be estimated if the age of  |
|                     |    | the mother is known. The program code    |
|                     |    | should extract this estimated date. If   |
|                     |    | the case workers do not know the date of |
|                     |    | birth or age, this element should be     |
|                     |    | left blank and mapped as a blank in the  |
|                     |    | program code.*                           |
|                     |    |                                          |
|                     |    | Case file review findings: 40 (75%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
+---------------------+----+------------------------------------------+
| #46 2^nd^ Primary   | 3  | Screen: Person Detail                    |
| Caretaker's Birth   |    |                                          |
| Year (if            |    | Frequency Report: There are 338 records  |
| applicable)         |    | reported in element #44 as either        |
|                     |    | "married couple" or "unmarried couple."  |
| \_\_\_(mo) \_\_\_   |    | There are 907 records reported for this  |
| (day)\_\_\_\_(year) |    | element with a year of birth.            |
|                     |    |                                          |
|                     |    | Case file review findings: 25 (53%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: If the date   |
|                     |    | of birth is estimated elements #44 and   |
|                     |    | 45 will be mapped to blank. The State    |
|                     |    | should train workers that a date of      |
|                     |    | birth can be estimated if the age of the |
|                     |    | mother is known. The program code should |
|                     |    | extract this estimated date. If the case |
|                     |    | workers do not know the date of birth or |
|                     |    | age, this element should be left blank   |
|                     |    | and mapped as a blank in the program     |
|                     |    | code.*                                   |
+---------------------+----+------------------------------------------+
| #47 Mother's Date   | 3  | Screen: Legal Status                     |
| of TPR              |    |                                          |
|                     |    | Case workers should be recording a date  |
| \_\_\_(mo) \_\_\_   |    | for the most recent mom's TPR.           |
| (day)\_\_\_\_(year) |    |                                          |
|                     |    | Case file review findings: 8 (13%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
+---------------------+----+------------------------------------------+
| #48 Legal or        | ~  | Frequency Report: There are 148 records  |
| Putative Father's   | ~2 | with a father's TPR date, but there are  |
| TPR                 | ~~ | 273 records reported with an outcome of  |
|                     |    | "adoption." The State staff indicated    |
| ###                 | 3  | that there were jurisdictions that were  |
|  \_\_\_(mo) \_\_\_  |    | end dating the termination. This has     |
| (day)\_\_\_\_(year) |    | been addressed and should be reflected   |
|                     |    | in the next data submission.             |
|                     |    |                                          |
|                     |    | []{.mark}                                |
|                     |    |                                          |
|                     |    | One section of the program code (LN      |
|                     |    | 1377-1381) maps the mother's TPR date to |
|                     |    | the father's. This is incorrect. If the  |
|                     |    | father has a different TPR date this is  |
|                     |    | what should be reported.                 |
|                     |    |                                          |
|                     |    | The program code checks for a deceased   |
|                     |    | date, if one is found it is used as the  |
|                     |    | TPR date.                                |
|                     |    |                                          |
|                     |    | Case file review findings: 16 (25%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code setting the mother's TPR date to    |
|                     |    | the father's has been removed. The       |
|                     |    | program code is modified to look for the |
|                     |    | father's TPR date independently from the |
|                     |    | mothers (LN1810).*                       |
+---------------------+----+------------------------------------------+
| #49 Foster Family   | ~  | Screens: Facility Maintenance Household; |
| Structure           | ~2 | Placement/Location Directory;            |
|                     | ~~ | Placement/Location Detail; Person Detail |
| 0 = Not Applicable  |    |                                          |
|                     | 3  | Frequency Report (n=7,241): Not          |
| 1 = Married Couple  |    | applicable = 1,839 (25%); Married Couple |
|                     |    | = 1,046 (14%); Unmarried Couple = 45     |
| 2 = Unmarried       |    | (.62%); Single Female = 1,076 (15%);     |
| Couple              |    | Single Male = 226 (3%); Not reported =   |
|                     |    | 3009 (42%)                               |
| 3 = Single Female   |    |                                          |
|                     |    | The Placement Detail screen has a field  |
| 4 = Single Male     |    | for relative placements; the field is    |
|                     |    | "relationship to child."                 |
|                     |    |                                          |
|                     |    | There were 2,048 records reported in     |
|                     |    | element #41 as being a non-foster home   |
|                     |    | setting. The number reported for this    |
|                     |    | element's value "not applicable" should  |
|                     |    | be the same as non-foster homes in       |
|                     |    | element #41.                             |
|                     |    |                                          |
|                     |    | The program code initializes this        |
|                     |    | element to zero. It should be            |
|                     |    | initialized to blanks and the program    |
|                     |    | code should set all placements of        |
|                     |    | non-foster homes to zero.                |
|                     |    |                                          |
|                     |    | Case file review findings: 13 (22%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code was modified to initialize this     |
|                     |    | element to blank. If a child is in a     |
|                     |    | non-foster home setting, this element is |
|                     |    | set to "not applicable." The 2006A data  |
|                     |    | reflect the change for "not applicable." |
|                     |    | However, there should only be 2,295 not  |
|                     |    | 2,388 records reported for "not          |
|                     |    | applicable."*                            |
+---------------------+----+------------------------------------------+
| #50 1^st^ Foster    | 3  | Screens: Facility Maintenance Household; |
| Caretaker's Birth   |    | Placement/Location Directory;            |
| Year                |    | Placement/Location Detail; Person Detail |
|                     |    |                                          |
|                     |    | Frequency Report (n=7,241): Not reported |
|                     |    | = 5,266 (73%)                            |
|                     |    |                                          |
|                     |    | Case file review findings: 11 (19%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
+---------------------+----+------------------------------------------+
| #51 2^nd^ Foster    | 3  | Screens: Facility Maintenance Household; |
| Caretaker's Birth   |    | Placement/Location Directory;            |
| Year                |    | Placement/Location Detail; Person Detail |
|                     |    |                                          |
|                     |    | Frequency Report (n=7,241): There is one |
|                     |    | 13-year old foster parent. Reported =    |
|                     |    | 794 (11%); Not reported = 6,447 (89%)    |
|                     |    |                                          |
|                     |    | Case file review findings: 9 (16%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
+---------------------+----+------------------------------------------+
| #52 1^st^ Foster    | ~  | Screens: Facility Maintenance Household; |
| Caretaker's Race    | ~2 | Placement/Location Directory;            |
|                     | ~~ | Placement/Location Detail; Person Detail |
|                     |    |                                          |
|                     | 3  | Frequency Report (n=7,241): Reported =   |
|                     |    | 4,232 (58%); Not reported = 3,009 (42%)  |
|                     |    |                                          |
|                     |    | Elements #52a -- 52f are each            |
|                     |    | initialized to a default value of zero.  |
|                     |    | Change the program code to initialize    |
|                     |    | the default value of spaces. These       |
|                     |    | elements should remain blank if the      |
|                     |    | child is in a non-foster home setting.   |
|                     |    |                                          |
|                     |    | The program code incorrectly sets the    |
|                     |    | value "unable to determine" as "applies" |
|                     |    | if no race information is entered. The   |
|                     |    | program code must be modified to map     |
|                     |    | missing data to blanks not "unable to    |
|                     |    | determine."                              |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | added the option "Declined to Answer" on |
|                     |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine."*    |
+---------------------+----+------------------------------------------+
| #53 1^st^ Foster    | 2  | Screens: Facility Maintenance Household; |
| Caretaker's         |    | Placement/Location Directory;            |
| Hispanic or Latino  |    | Placement/Location Detail; Person Detail |
| Origin              |    |                                          |
|                     |    | Frequency Report (n=7,241): Not          |
| 0 = Not applicable  |    | applicable = 0; Yes = 341 (5%); No =     |
|                     |    | 1,634 (23%); Unable to Determine = 0;    |
| 1 = Yes             |    | Not reported = 5,266 (73%)               |
|                     |    |                                          |
| 2 = No              |    | The program code only checks for a       |
|                     |    | "yes." If this respone is not found, the |
| 3 = Unable to       |    | program code is set to a "no." The       |
| Determine           |    | program code needs to check for each     |
|                     |    | response and map accordingly to AFCARS.  |
|                     |    |                                          |
|                     |    | If the child is placed in a setting      |
|                     |    | other than a family foster home, this    |
|                     |    | element should be set to "not            |
|                     |    | applicable."                             |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on its screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "non-Hispanic" to "no." |
|                     |    | The program code must extract each       |
|                     |    | selection option on the screen. The      |
|                     |    | State has also updated* *this field for  |
|                     |    | children placed in non-family foster     |
|                     |    | homes to map to "not applicable"(LN      |
|                     |    | 2129).*                                  |
+---------------------+----+------------------------------------------+
| #54 2^nd^ Foster    | ~  | Screens: Facility Maintenance Household; |
| Caretaker's Race    | ~2 | Placement/Location Directory;            |
| (if applicable)     | ~~ | Placement/Location Detail; Person Detail |
|                     |    |                                          |
|                     | 3  | Frequency Report (n=7,241): Reported =   |
|                     |    | 4,232 (58%); Not reported = 3,009 (42%)  |
|                     |    |                                          |
|                     |    | Elements #54a -- 54f are each            |
|                     |    | initialized to a default value of "does  |
|                     |    | not apply." Change the program code to   |
|                     |    | initialize this field to spaces.         |
|                     |    |                                          |
|                     |    | There are a high percentage of records   |
|                     |    | reported with missing data. The State    |
|                     |    | indicated that licensing workers should  |
|                     |    | be entering this info into the system.   |
|                     |    | Private agency homes are licensed by the |
|                     |    | state, so this information is collected  |
|                     |    | as well.                                 |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | added the option "Declined to Answer" on |
|                     |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine."*    |
+---------------------+----+------------------------------------------+
| #55 2^nd^ Foster    | 2  | Screens: Facility Maintenance Household; |
| Caretaker's         |    | Placement/Location Directory;            |
| Hispanic Origin     |    | Placement/Location Detail; Person Detail |
|                     |    |                                          |
| \[0 = Not           |    | Frequency Report (n=7,241): Not          |
| Applicable\]        |    | applicable = 0; Yes = 117 (2%); No = 677 |
|                     |    | (9%); Unable to Determine = 0; Not       |
| 1 = Yes             |    | reported = 6,447 (89%); Reported = 794   |
|                     |    |                                          |
| 2 = No              |    | The program code only checks for a       |
|                     |    | "yes." If this respone is not found, the |
| 3 = Unable to       |    | program code sets a "no." The program    |
| Determine           |    | code needs to check for each response    |
|                     |    | and map accordingly to AFCARS.           |
|                     |    |                                          |
|                     |    | If the child is placed in a setting      |
|                     |    | other than a family foster home, this    |
|                     |    | element should be set to "not            |
|                     |    | applicable."                             |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on its screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "non-Hispanic" to "no." |
|                     |    | The program code must extract each       |
|                     |    | selection option on the screen. The      |
|                     |    | State has also updated* *this field for  |
|                     |    | children placed in non-family foster     |
|                     |    | homes to map to "not applicable."*       |
+---------------------+----+------------------------------------------+
| #56 Date of         | 4  | Screen: Legal Status                     |
| Discharge from      |    |                                          |
| foster care         |    | *Post site-visit findings: The State     |
|                     |    | implemented three new legal status codes |
| \_\_\_(mo) \_\_\_   |    | to account for the voluntary status of   |
| (day)\_\_\_\_(year) |    | youth over the age of 18. The caseworker |
|                     |    | enters a discharge date and reason, and  |
|                     |    | then opens the case for voluntary        |
|                     |    | services.*                               |
+---------------------+----+------------------------------------------+
| #57 Date of         | 4  | Program code sets this date to spaces    |
| Discharge           |    | for non-discharged cases. This may       |
| Transaction Date    |    | result in unintentional modification of  |
|                     |    | the computer-generated date.             |
| \_\_\_(mo) \_\_\_   |    |                                          |
| (day)\_\_\_\_(year) |    |                                          |
+---------------------+----+------------------------------------------+
| #58 Reason for      | ~  | Screen: Legal Status                     |
| Discharge           | ~2 |                                          |
|                     | ~~ | Frequency Report (n=7,241): Not          |
| \[0 = Not           |    | Applicable = 4,756 (66%); Reunification  |
| Applicable\]        | 3  | = 964 (13%); Living with Other           |
|                     |    | Relative(s) = 1,046 (14%); Adoption =    |
| 1 = Reunification   |    | 273 (4%); Emancipation = 70 (1%);        |
| with Parent(s) or   |    | Guardianship = 60 (1%); Transfer to      |
| Primary             |    | Another Agency = 43 (.59%); Runaway = 19 |
| Caretaker(s)        |    | (.26%); Death of child = 10 (.14%)       |
|                     |    |                                          |
| 2 = Living with     |    | *2006A frequency report indicates there  |
| Other Relative(s)   |    | are seven records missing a discharge    |
|                     |    | reason.*                                 |
| 3 = Adoption        |    |                                          |
|                     |    | There is an edit check in the program    |
| 4 = Emancipation    |    | code that if the outcome is "adoption"   |
|                     |    | it checks for a TPR date for the mother  |
| 5 = Guardianship    |    | and father.                              |
|                     |    |                                          |
| 6 = Transfer to     |    | If a child is discharged to a relative   |
| Another Agency      |    | who has legal guardianship, this element |
|                     |    | is currently mapped to "living with      |
| 7 = Runaway         |    | other relative." Guardianship to         |
|                     |    | relatives is to be mapped to             |
| 8 = Death of Child  |    | "guardianship." The State should         |
|                     |    | footnote the number of guardianships     |
|                     |    | that were to relatives.                  |
|                     |    |                                          |
|                     |    | The State incorrectly maps "return to    |
|                     |    | non-custodial parent" to "live with      |
|                     |    | other relative." If a child is           |
|                     |    | discharged to a non-custodial parent,    |
|                     |    | the outcome should be "reunification."   |
|                     |    | If the individual was not a legal parent |
|                     |    | of the child, then the actual legal      |
|                     |    | status would be mapped, adoption or      |
|                     |    | guardianship. "Living with other         |
|                     |    | relatives" would only be accurate if the |
|                     |    | child was released to a legal relative   |
|                     |    | by blood or marriage.                    |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | value for relative guardianship is now   |
|                     |    | correctly mapped to "guardianship." The  |
|                     |    | State indicated they will footnote the   |
|                     |    | number of guardianships that are with    |
|                     |    | relatives. The program code was          |
|                     |    | corrected to map the discharge reason of |
|                     |    | "return to non-custodial parent" to      |
|                     |    | "reunification."*                        |
+---------------------+----+------------------------------------------+
| #59 Title IV-E      | 2  | Screen: Claim Detail                     |
| (Foster Care)       |    |                                          |
|                     |    | Frequency Report (n=7,241): Applies =    |
| 0-Does not apply    |    | 1,743 (24%); Does not apply = 5,498      |
|                     |    | (76%)                                    |
| 1-Applies           |    |                                          |
|                     |    | The program code checks for              |
|                     |    | "Claim=payment," which is made out of    |
|                     |    | UNITY. It looks at the payments made and |
|                     |    | the service dates of those payments. If  |
|                     |    | the payment was made in October, but the |
|                     |    | service occurred in September, this      |
|                     |    | element would be correctly reported as   |
|                     |    | "applies."                               |
|                     |    |                                          |
|                     |    | Some facility placements bill Medicaid,  |
|                     |    | but then Medicaid bills the State for    |
|                     |    | children who are IV-E eligible. These    |
|                     |    | cases should be mapped to "applies."     |
|                     |    |                                          |
|                     |    | The code is looking within court order   |
|                     |    | effective dates (the removal episode).   |
|                     |    | The program code should check if a       |
|                     |    | payment was made on behalf of the child  |
|                     |    | for the current report period.           |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #60 Title IV- E     | 4  | Frequency Report (n=7,241): Applies = 0; |
| (Adoption Subsidy)  |    | Does not apply = 7,241                   |
|                     |    |                                          |
| 0-Does not apply    |    | The State does not claim adoption        |
|                     |    | subsidy while the child is still in      |
| 1-Applies           |    | foster care.                             |
+---------------------+----+------------------------------------------+
| #61 Title IV-A (Aid | 1  | Screen: Resource Detail                  |
| to Families with    |    |                                          |
| Dependent Children) |    | Frequency Report (n=7,241): Applies = 5; |
|                     |    | Does not apply = 7,236                   |
| 0-Does not apply    |    |                                          |
|                     |    | There is no interface between Unity and  |
| 1-Applies           |    | the TANF system.                         |
|                     |    |                                          |
|                     |    | The program code checks for a type of    |
|                     |    | payment "TANF." It also maps "TEAF"      |
|                     |    | (emergency TANF) incorrectly to this     |
|                     |    | element. Emergency TANF should be mapped |
|                     |    | to element #65.                          |
|                     |    |                                          |
|                     |    | The State staff indicated they do not    |
|                     |    | believe this field is being used         |
|                     |    | correctly. It is probably selected for   |
|                     |    | families who were receiving TANF at the  |
|                     |    | time of removal.                         |
|                     |    |                                          |
|                     |    | There are children placed with relatives |
|                     |    | in which the relatives are receiving     |
|                     |    | TANF. The option on the screen just      |
|                     |    | lists TANF. The State could change it to |
|                     |    | TANF/kinship to make clear it is for     |
|                     |    | those children placed with relatives and |
|                     |    | TANF is a source of income.              |
|                     |    |                                          |
|                     |    | The code is looking within court order   |
|                     |    | effective dates (the removal episode).   |
|                     |    | The program code should check if a       |
|                     |    | payment was made on behalf of the child  |
|                     |    | for the current report period.           |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #62 Title IV-D      | 1  | Screen: Receivable Account               |
| (Child Support)     |    |                                          |
|                     |    | Frequency Report (n=7,241): Applies = 0; |
| 0-Does not apply    |    | Does not apply = 7,241                   |
|                     |    |                                          |
| 1-Applies           |    | There is not an interface between Unity  |
|                     |    | and the Child Support Program            |
|                     |    | information system.                      |
|                     |    |                                          |
|                     |    | The program code checks the "receivable  |
|                     |    | account" table then checks for a type    |
|                     |    | code of "CHSP." If one is found, this    |
|                     |    | element is set to "applies."             |
|                     |    |                                          |
|                     |    | The staff indicated that the Department  |
|                     |    | of Welfare sends a check stub to DCFS.   |
|                     |    | The agency is not able to identify which |
|                     |    | amount is associated with which child.   |
|                     |    | If the finance office could have the     |
|                     |    | check broken down by child, they could   |
|                     |    | enter it into the system.                |
|                     |    |                                          |
|                     |    | The code is looking within court order   |
|                     |    | effective dates (the removal episode).   |
|                     |    | The program code should check if a       |
|                     |    | payment was made on behalf of the child  |
|                     |    | for the current report period.           |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #63 Title XIX       | ~  | Screen: Eligibility XIX                  |
| (Medicaid)          | ~2 |                                          |
|                     | ~~ | Frequency Report (n=7,241): Applies =    |
| 0-Does not apply    |    | 4,443 (61%); Does not apply = 278 (61%)  |
|                     | 4  |                                          |
| 1-Applies           |    | Test Cases: #I - The answer should have  |
|                     |    | been "applies." The State incorrectly    |
|                     |    | reported this element as "does not       |
|                     |    | apply."                                  |
|                     |    |                                          |
|                     |    | The code is looking within court order   |
|                     |    | effective dates (the removal episode).   |
|                     |    | The program code should check if a       |
|                     |    | payment was made on behalf of the child  |
|                     |    | for the current report period.           |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #64 SSI or other    | ~  | Screen: Resource Detail                  |
| Social Security Act | ~2 |                                          |
| Benefits            | ~~ | Frequency Report (n=7,241): Applies =    |
|                     |    | 190 (3%); Does not apply = 7,051 (97%)   |
| 0-Does not apply    | 4  |                                          |
|                     |    | The code is looking within court order   |
| 1-Applies           |    | effective dates (the removal episode).   |
|                     |    | The program code should check if a       |
|                     |    | payment was made on behalf of the child  |
|                     |    | for the current report period.           |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #65 None of the     | 2  | This element is initialized to zero.     |
| Above               |    |                                          |
|                     |    | If elements #59-64 are "does not apply," |
| 0-Does not apply    |    | this element is set to "applies."        |
|                     |    |                                          |
| 1-Applies           |    | The program code should also check for   |
|                     |    | any other sources of income, State,      |
|                     |    | Federal or private. Such as: emergency   |
|                     |    | assistance, title IV-B, trust fund,      |
|                     |    | railroad retirement, life insurance,     |
|                     |    | etc. The program code should also check  |
|                     |    | the Resource Detail screen for "assets." |
|                     |    |                                          |
|                     |    | The code also needs to check for paid    |
|                     |    | claims.                                  |
|                     |    |                                          |
|                     |    | Emergency TANF should be mapped to this  |
|                     |    | element.                                 |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The extract    |
|                     |    | code was modified to check for whether   |
|                     |    | this is a source of income to the child  |
|                     |    | for the report period only.*             |
+---------------------+----+------------------------------------------+
| #66 Amount Of       | ~  | Screen: Claim Detail                     |
| Monthly Foster Care | ~2 |                                          |
| Payment (regardless | ~~ | The code is checking for the dollar      |
| of source)          |    | amount that was paid, then starts adding |
|                     | 4  | amounts (transmittal record amounts).    |
|                     |    | The amount being reported is actually    |
|                     |    | for the entire report period, which is   |
|                     |    | incorrect.                               |
|                     |    |                                          |
|                     |    | Frequently residential care bills        |
|                     |    | Medicaid directly and is showing         |
|                     |    | clothing allowance, which shouldn't be   |
|                     |    | included. The code needs to exclude      |
|                     |    | incidental expenses.                     |
|                     |    |                                          |
|                     |    | The program code checks for a bed check  |
|                     |    | on a claim and the last full month of    |
|                     |    | payment. The code should check that the  |
|                     |    | child was in the same setting for the    |
|                     |    | whole month. If the child moved into a   |
|                     |    | group home from a foster home at the end |
|                     |    | of the report period, the setting and    |
|                     |    | the amount wouldn't match. Report it as  |
|                     |    | all zeroes in this instance.             |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The program    |
|                     |    | code has been modified to only look for  |
|                     |    | placement costs, not incidental          |
|                     |    | expenses. It was also changed to look    |
|                     |    | for the amount spent during the last     |
|                     |    | whole month for the child in the child's |
|                     |    | current setting. If the child changed    |
|                     |    | placement types, it will be reported as  |
|                     |    | blanks. See line number 2337.*           |
+---------------------+----+------------------------------------------+

+---------------------+----+------------------------------------------+
| **AFCARS Element**  | ** | **Findings/Notes**                       |
|                     | Ra |                                          |
|                     | ti |                                          |
|                     | ng |                                          |
|                     | Fa |                                          |
|                     | ct |                                          |
|                     | or |                                          |
|                     | ** |                                          |
+=====================+====+==========================================+
| #1 State FIPS Code  | 4  |                                          |
+---------------------+----+------------------------------------------+
| #2 Report Period    | 4  |                                          |
| End Date            |    |                                          |
+---------------------+----+------------------------------------------+
| #3 Record Number    | 4  |                                          |
+---------------------+----+------------------------------------------+
| #4 State Agency     | ~  | Frequency Report (n=215): Yes = 214; No  |
| Involvement         | ~2 | = 1                                      |
|                     | ~~ |                                          |
| 1 = Yes             |    | The program code checks three adoption   |
|                     | 3  | elements (#31, #34, and #35) in order to |
| 2 = No              |    | determine the response for this element. |
|                     |    | If the person adopting the child was a   |
|                     |    | foster parent, or if the public agency   |
|                     |    | placed the child, or if the child is     |
|                     |    | receiving a monthly subsidy, then the    |
|                     |    | program code sets this element to "yes." |
|                     |    |                                          |
|                     |    | If this element is still blank after     |
|                     |    | checking the above, the program code     |
|                     |    | defaults to "no" (LN 239 of              |
|                     |    | CFS728C_AFCARS_EXT). If after checking   |
|                     |    | adoption elements #31, #34, and #35 no   |
|                     |    | information is found, this element       |
|                     |    | should be set to blank. If there are     |
|                     |    | blanks reported for this element, the    |
|                     |    | State can investigate why information is |
|                     |    | missing.                                 |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code CFS728C_AFCARS_EXT has been         |
|                     |    | modified and the default was removed     |
|                     |    | from this program. The program code      |
|                     |    | CFS728S2_AFCARS_EXT_ADPT was modified so |
|                     |    | that after checking the responses for    |
|                     |    | elements #31, #34, and #35 and the       |
|                     |    | indicator is a "yes" or a "1," then this |
|                     |    | element is "yes." Otherwise it is "no"   |
|                     |    | (LN1222).*                               |
+---------------------+----+------------------------------------------+
| #5 Child Date of    | 4  | Screen: Person Detail                    |
| Birth               |    |                                          |
+---------------------+----+------------------------------------------+
| #6 Child Sex        | 4  | Screen: Person Detail                    |
|                     |    |                                          |
| 1 = Male            |    |                                          |
|                     |    |                                          |
| 2 = Female          |    |                                          |
+---------------------+----+------------------------------------------+
| #7 Child Race       | ~  | Screen: Person Detail                    |
|                     | ~2 |                                          |
| a = American Indian | ~~ | The Person Detail screen contains the    |
| or Native           |    | option "child abandoned." The State      |
|                     | 3  | correctly maps this option to "unable to |
| b = Asian           |    | determine."                              |
|                     |    |                                          |
| c = Black or        |    | The program code incorrectly sets the    |
| African American    |    | value "unable to determine" as "applies" |
|                     |    | if no race information is entered. The   |
| d = Native Hawaiian |    | program code must be modified to map     |
| Pacific Islander    |    | missing data to blanks not "unable to    |
|                     |    | determine."                              |
| e = White           |    |                                          |
|                     |    | The staff believe multiple races are     |
| f = Unable to       |    | being underreported. This was somewhat   |
| Determine           |    | supported by the case file review. While |
|                     |    | the number of cases found in error was   |
|                     |    | very low, they did reflect instances in  |
|                     |    | which more than one race did apply.      |
|                     |    |                                          |
|                     |    | Workers are correctly trained to use     |
|                     |    | "child abandoned" if the parent refuses  |
|                     |    | or declines to give this information. A  |
|                     |    | better way to collect this information   |
|                     |    | may be to add an option of               |
|                     |    | declines/refuses for internal tracking   |
|                     |    | purposes.                                |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | added the option "Declined to Answer" on |
|                     |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine." The |
|                     |    | frequency report for the 2006A data      |
|                     |    | indicate there are two records missing   |
|                     |    | race information.*                       |
+---------------------+----+------------------------------------------+
| #8 Child Hispanic   | 2  | Screen: Person Detail                    |
| Origin              |    |                                          |
|                     |    | The program code only checks for a "yes" |
| 1 = Yes             |    | response in this field. If a response is |
|                     |    | not found, the program code sets this    |
| 2 = No              |    | element to "no." The program code needs  |
|                     |    | to check for each response and map       |
| 3 = Unable to       |    | accordingly to AFCARS.                   |
| Determine           |    |                                          |
|                     |    | The selection list contains "child       |
|                     |    | abandoned" and "unable to determine."    |
|                     |    | The State needs to remove one of the     |
|                     |    | options, or rename "unable to determine" |
|                     |    | to "decline."                            |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on the screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "child abandoned" to    |
|                     |    | "unable to determine," nor does it       |
|                     |    | directly map "non-Hispanic" to "no." The |
|                     |    | program code must extract each selection |
|                     |    | option on the screen.*                   |
+---------------------+----+------------------------------------------+
| #9 Has Agency       | 3  | Frequency Report (n=215): Yes = 196      |
| Determined Special  |    | (91%); No = 19 (9%)                      |
| Needs?              |    |                                          |
|                     |    | This element is based on the response to |
| 1 = Yes             |    | element #10 and as such, the quality of  |
|                     |    | this data needs to improve.              |
| 2 = No              |    |                                          |
|                     |    | Case file review findings: 5 (17%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. Some of the      |
|                     |    | errors were cases in which it was clear  |
|                     |    | that the child had special needs but the |
|                     |    | response to AFCARS was "no."             |
+---------------------+----+------------------------------------------+
| #10 Primary Basis   | ~  | Screen: Adoption Characteristics; Field: |
| for Determining     | ~2 | Special Need Adoption                    |
| Special Needs       | ~~ |                                          |
|                     |    | The field "Special Need Adoption" has    |
| 0 = Not Applicable  | 3  | the options: Race/Origin; Age; Sibling   |
|                     |    | Group; and, Conditions. Each is a check  |
| 1 = Racial/Original |    | box. There is a second row below each of |
| Background          |    | the options of check boxes and the       |
|                     |    | worker is to check the one that is the   |
| 2 = Age             |    | primary basis for special needs. There   |
|                     |    | is no option for "other State defined    |
| 3 = Membership in a |    | special need." The Adoption Subsidy      |
| Sibling Group       |    | Application screen also contains a field |
|                     |    | "special needs." This list is more       |
| 4 = Medical         |    | comprehensive.                           |
| Conditions or       |    |                                          |
| Mental, Physical or |    | The State staff indicated they do        |
| Emotional           |    | determine special needs based on other   |
| Disabilities        |    | factors, such as a drug exposed child    |
|                     |    | who does not currently have medical      |
| 5 = Other State     |    | issues, but may in the future. Modify    |
| Defined Special     |    | the screen to include an option to       |
| Need                |    | collect information on "Other State      |
|                     |    | Defined Special Needs."                  |
|                     |    |                                          |
|                     |    | The "other" information can be collected |
|                     |    | on the subsidy screen. Because this will |
|                     |    | be determined by looking at two          |
|                     |    | different screens, the State will need   |
|                     |    | to determine how to differentiate what   |
|                     |    | the worker has indicated as the primary  |
|                     |    | basis.                                   |
|                     |    |                                          |
|                     |    | If this element is set to "medical       |
|                     |    | conditions or mental, physical or        |
|                     |    | emotional disabilities," the program     |
|                     |    | code correctly checks for and maps       |
|                     |    | medical conditions for elements #11-15.  |
|                     |    | Otherwise, disability information is not |
|                     |    | reported correctly.                      |
|                     |    |                                          |
|                     |    | Case file review findings: 12 (44%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In most of the   |
|                     |    | cases marked in error for the primary    |
|                     |    | basis for special needs, the errors were |
|                     |    | because the reviewers found another      |
|                     |    | reason that was the biggest barrier to   |
|                     |    | the child being adopted. In many         |
|                     |    | instance the reason reported was medical |
|                     |    | conditions or mental, physical or        |
|                     |    | emotional disabilities. In some          |
|                     |    | instances, the conditions being reported |
|                     |    | for this reason and mapped to elements   |
|                     |    | #11-15 were not conditions that would be |
|                     |    | mapped to these values but instead,      |
|                     |    | would be mapped to "other State defined  |
|                     |    | reason" for the primary basis.           |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | modified the Adoption Characteristics    |
|                     |    | screen with an additional check box in   |
|                     |    | the Special Needs area for "other State  |
|                     |    | Defined." The program code was correctly |
|                     |    | modified to check for this value (LN     |
|                     |    | 240, CFS728S2).*                         |
+---------------------+----+------------------------------------------+
| #11 Mental          | 2  | Screen: Medical/Dental Condition Detail  |
| Retardation         |    |                                          |
|                     |    | The State maps developmental disability  |
|                     |    | (MENT) to this element. Since this can   |
|                     |    | mean either a cognitive or physical      |
|                     |    | developmental disability, the State      |
|                     |    | needs to further distinguish the area of |
|                     |    | developmental disability and map         |
|                     |    | accordingly.                             |
+---------------------+----+------------------------------------------+
| #12                 | 2  | Screen: Medical/Dental Condition Detail  |
| Visually/Hearing    |    |                                          |
| Impaired            |    | The State's value "hearing or visually   |
|                     |    | impaired" is vague. If this includes a   |
|                     |    | need for glasses, then it should not be  |
|                     |    | mapped to AFCARS.                        |
+---------------------+----+------------------------------------------+
| #13 Physically      | 2  | Screen: Medical/Dental Condition Detail  |
| Disabled            |    |                                          |
|                     |    | The State maps "cleft palate" to this    |
|                     |    | element. It should be mapped to "other   |
|                     |    | diagnosed condition."                    |
|                     |    |                                          |
|                     |    | The State has a value "medical           |
|                     |    | equipment/procedure required." This is a |
|                     |    | vague description and is not a medical   |
|                     |    | diagnosis. It should be removed from the |
|                     |    | mapping and the actual diagnosis needs   |
|                     |    | to be mapped to AFCARS.                  |
+---------------------+----+------------------------------------------+
| #14 Emotionally     | 2  | Screen: Medical/Dental Condition Detail  |
| Disturbed           |    | The code checks to make sure that the    |
|                     |    | condition didn't have an end date within |
|                     |    | the report period.                       |
|                     |    |                                          |
|                     |    | The State maps autism to this element.   |
|                     |    | It should be mapped to element #15,      |
|                     |    | "other diagnosed condition."             |
|                     |    |                                          |
|                     |    | The State includes "other DSM            |
|                     |    | condition." This should be removed as    |
|                     |    | there are many DSM conditions that are   |
|                     |    | not mapped to AFCARS, or may not be      |
|                     |    | mapped to this element.                  |
|                     |    |                                          |
|                     |    | "Unable to bond" is not a diagnosed      |
|                     |    | condition. Remove it from the program    |
|                     |    | code.                                    |
+---------------------+----+------------------------------------------+
| #15 Other Diagnosed | 2  | Screen: Medical/Dental Condition Detail  |
| Condition           |    |                                          |
|                     |    | Cerebral Palsy is incorrectly mapped to  |
|                     |    | this element. It should be mapped to     |
|                     |    | element #13, physically disabled."       |
|                     |    |                                          |
|                     |    | The State has a value for HIV positive   |
|                     |    | and it is not mapped to AFCARS. The      |
|                     |    | State should include it.                 |
|                     |    |                                          |
|                     |    | The State's mapping in the program code  |
|                     |    | includes the following: apnea monitor,   |
|                     |    | dialysis, drug affected, head trauma,    |
|                     |    | and other medical diagnosis. These       |
|                     |    | should be removed from the program code  |
|                     |    | and only the actual diagnosed condition  |
|                     |    | should be mapped.                        |
+---------------------+----+------------------------------------------+
| #16 Mother\'s Birth | 3  | Screen: Adoption Characteristics         |
| Year                |    |                                          |
|                     |    | Frequency report: 15 records were        |
|                     |    | reported as missing and 1 record had an  |
|                     |    | invalid date.                            |
|                     |    |                                          |
|                     |    | The State indicated it has made changes  |
|                     |    | to how this information is entered and   |
|                     |    | the data should continue to improve.     |
|                     |    |                                          |
|                     |    | The State is currently using 1960 as a   |
|                     |    | default date if the date of birth is     |
|                     |    | blank; thereby giving a false count for  |
|                     |    | the number of mother's born in 1960. If  |
|                     |    | a date of birth is blank it should be    |
|                     |    | reported as missing. If the worker knows |
|                     |    | the approximate age of the mother, then  |
|                     |    | he/she may enter an estimated date of    |
|                     |    | birth.                                   |
|                     |    |                                          |
|                     |    | Case file review findings: 4 (13%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. Three cases were |
|                     |    | reported as blank, but the reviewer      |
|                     |    | found the information.                   |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | indicated it has cleaned up the data     |
|                     |    | regarding the default year. It will now  |
|                     |    | be reported as blank*s *(LN 974,         |
|                     |    | CFS728S2). The State should train        |
|                     |    | workers that a date of birth can be      |
|                     |    | estimated if the age of the mother is    |
|                     |    | known. The program code should extract   |
|                     |    | this estimated date. If the case workers |
|                     |    | do not know the date of birth or age,    |
|                     |    | this element should be left blank and    |
|                     |    | mapped as a blank in the program code.   |
|                     |    | There was an increase in the number of   |
|                     |    | records reported as missing data (25).*  |
+---------------------+----+------------------------------------------+
| #17 Father\'s Birth | 3  | Screen: Adoption Characteristics         |
| Year                |    |                                          |
|                     |    | The State is currently using 1960 as a   |
|                     |    | default date if the date of birth is     |
|                     |    | blank; thereby giving a false count for  |
|                     |    | the number of father's born in 1960. If  |
|                     |    | a date of birth is blank it should be    |
|                     |    | reported as missing. If the worker knows |
|                     |    | the approximate age of the father, then  |
|                     |    | he/she may enter an estimated date of    |
|                     |    | birth.                                   |
|                     |    |                                          |
|                     |    | Case file review findings: 12 (43%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. Eight cases were |
|                     |    | reported as blank, but the reviewer      |
|                     |    | found the information. In the other      |
|                     |    | cases either invalid data or the default |
|                     |    | year was reported instead of a blank for |
|                     |    | an unknown father.                       |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | indicated it has cleaned up the data     |
|                     |    | regarding the default year. It will now  |
|                     |    | be reported as blank* *(LN 974,          |
|                     |    | CFS728S2). The State should train        |
|                     |    | workers that a date of birth can be      |
|                     |    | estimated if the age of the mother is    |
|                     |    | known. The program code should extract   |
|                     |    | this estimated date. If the case workers |
|                     |    | do not know the date of birth or age,    |
|                     |    | this element should be left blank and    |
|                     |    | mapped as blank in the program code.*    |
+---------------------+----+------------------------------------------+
| #18 Mother Married  | 3  | Screen: Adoption Characteristics         |
| at Time of Birth    |    |                                          |
|                     |    | This information is entered on the       |
| 1 = Yes             |    | participant detail screen and is carried |
|                     |    | forward to the adoption characteristics  |
| 2 = No              |    | screen.                                  |
|                     |    |                                          |
| 3 = Unable to       |    | Case file review findings: 6 (23%) of    |
| Determine           |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There were two   |
|                     |    | error cases reported as missing data,    |
|                     |    | but the reviewer found the information.  |
|                     |    | In one case the answer should have been  |
|                     |    | "yes," in the other two cases the answer |
|                     |    | should have been "no." In two error      |
|                     |    | cases, the AFCARS data indicated "no,"   |
|                     |    | but the reviewer found that the mother   |
|                     |    | was married at the time of the child's   |
|                     |    | birth. In one error case, the AFCARS     |
|                     |    | data indicated "yes," but the reviewer   |
|                     |    | found that the mother was not married at |
|                     |    | the time of the child's birth.           |
|                     |    |                                          |
|                     |    | The quality of this data needs to        |
|                     |    | improve.                                 |
+---------------------+----+------------------------------------------+
| #19 Date of         | 3  | Screen: Adoption Characteristics         |
| Mother\'s TPR       |    |                                          |
|                     |    | Frequency report: There are 14 records   |
|                     |    | without a TPR date. *In the 2006A file,  |
|                     |    | the number of records without a TPR date |
|                     |    | was six.*                                |
|                     |    |                                          |
|                     |    | The program code correctly checks for a  |
|                     |    | deceased date.                           |
|                     |    |                                          |
|                     |    | The State staff indicated changes were   |
|                     |    | made to how this information is entered  |
|                     |    | for the adoption file and the quality    |
|                     |    | should improve.                          |
|                     |    |                                          |
|                     |    | Case file review findings: 6 (23%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There were three |
|                     |    | error cases in which the AFCARS report   |
|                     |    | was blank but the reviewer found the     |
|                     |    | information. In the remaining errors,    |
|                     |    | there appears to be an inconsistency of  |
|                     |    | which date the workers should be         |
|                     |    | entering: the hearing date, the date the |
|                     |    | order is signed, or the filed date.      |
+---------------------+----+------------------------------------------+
| #20 Date of         | 3  | Screen: Adoption Characteristics         |
| Father\'s TPR       |    |                                          |
|                     |    | Frequency report: There are 15 records   |
|                     |    | without a TPR date. *In the 2006A file,  |
|                     |    | the number of records without a TPR date |
|                     |    | was 10.*                                 |
|                     |    |                                          |
|                     |    | The program code correctly checks for a  |
|                     |    | deceased date.                           |
|                     |    |                                          |
|                     |    | The State staff indicated changes were   |
|                     |    | made to how this information is entered  |
|                     |    | for the adoption file and the quality    |
|                     |    | should improve.                          |
|                     |    |                                          |
|                     |    | Case file review findings: 6 (23%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There were three |
|                     |    | error cases in which the AFCARS report   |
|                     |    | was blank, but the reviewer found the    |
|                     |    | information. In the remaining errors,    |
|                     |    | there appears to be an inconsistency of  |
|                     |    | which date the workers should be         |
|                     |    | entering: the hearing date, the date the |
|                     |    | order is signed, or the filed date.      |
+---------------------+----+------------------------------------------+
| #21 Date Adoption   | ~  | Screen: Legal Status and Adoption        |
| Legalized           | ~2 | Characteristics                          |
|                     | ~~ |                                          |
|                     |    | In Nevada, there are different dates     |
|                     | 3  | that could potentially be entered and    |
|                     |    | reported for this element. After an      |
|                     |    | adoption is legalized, the State then    |
|                     |    | terminates the State's legal custody of  |
|                     |    | the child in a separate hearing. This    |
|                     |    | may be a matter of days or weeks after   |
|                     |    | the finalization, or the worker may wait |
|                     |    | until the next six-month review. Either  |
|                     |    | date - the legalization date or the date |
|                     |    | of the subsequent hearing - may be       |
|                     |    | entered.                                 |
|                     |    |                                          |
|                     |    | Also, for children placed out-of-State   |
|                     |    | for an adoption it may take several      |
|                     |    | months to receive the adoption decree    |
|                     |    | from that State. The agency's custody    |
|                     |    | isn't dismissed until there is a hearing |
|                     |    | in Nevada. The State indicated that its  |
|                     |    | workers are no longer carrying out case  |
|                     |    | management activities; the worker is     |
|                     |    | essentially waiting for the paperwork so |
|                     |    | that the case can be closed. The State   |
|                     |    | indicated this is an area it will bring  |
|                     |    | to the attention of its Court            |
|                     |    | Improvement group. For AFCARS reporting  |
|                     |    | purposes, the State should report the    |
|                     |    | actual date of the hearing granting the  |
|                     |    | adoption. This date should also be       |
|                     |    | reported as the foster care discharge    |
|                     |    | date (foster care element #56).          |
|                     |    |                                          |
|                     |    | In the program code, if the adoption     |
|                     |    | finalization date is known (from the     |
|                     |    | adoption characteristics screen), the    |
|                     |    | value is used for this element.          |
|                     |    | Otherwise, the code uses the legal       |
|                     |    | status date (legal status screen). The   |
|                     |    | State staff indicated changes were made  |
|                     |    | to the system to populate the            |
|                     |    | finalization date (adoption              |
|                     |    | characteristics screen) with the         |
|                     |    | effective date on the legal status       |
|                     |    | screen to avoid there being two          |
|                     |    | different dates. Since the adoption      |
|                     |    | characteristics screen is now pre-filled |
|                     |    | with the legal effective date, the       |
|                     |    | second part of the code (LNs 568 - 571   |
|                     |    | of CFS728S2_AFCARS_EXT_ADPT) could be    |
|                     |    | commented out.                           |
|                     |    |                                          |
|                     |    | Case review: There were foster care      |
|                     |    | cases reviewed in which the children     |
|                     |    | were placed out-of-State and the         |
|                     |    | legalization of the adoption occurred in |
|                     |    | that State. These adoptions are being    |
|                     |    | finalized in other states because the    |
|                     |    | adoptive parents need to be residents of |
|                     |    | the State according to Nevada state law. |
|                     |    | The State needs to verify that these     |
|                     |    | adoptions were reported by them in the   |
|                     |    | adoption file.                           |
+---------------------+----+------------------------------------------+
| #22 Adoptive Family | ~  | Screen: Person Detail                    |
| Structure           | ~2 |                                          |
|                     | ~~ | Frequency Report (n=215): Married couple |
| 1 = Married Couple  |    | = 139 (65%); Unmarried couple = 7 (3%);  |
|                     | 3  | Single female = 57 (27%); Single male =  |
| 2 = Unmarried       |    | 10 (5%); Not reported = 2                |
| Couple              |    |                                          |
|                     |    | "CARE" stands for care provider and is   |
| 3 = Single Female   |    | no longer used. However, there are 7,000 |
|                     |    | records with this indicator, so it needs |
| 4 = Single Male     |    | to stay in the program code.             |
|                     |    |                                          |
|                     |    | When the program code checks for single  |
|                     |    | female/male, it only checks for the      |
|                     |    | provider role type of "CARE" and not of  |
|                     |    | "CGVR," which stands for caregiver. The  |
|                     |    | code should be checking for both values. |
|                     |    |                                          |
|                     |    | State law does not allow for an          |
|                     |    | unmarried couple to be the adoptive      |
|                     |    | parents. Only one of the individuals is  |
|                     |    | the legal parent. The State staff        |
|                     |    | indicated that there should never be any |
|                     |    | records reported as "unmarried couple."  |
|                     |    |                                          |
|                     |    | Case file review findings: 6 (20%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. There was        |
|                     |    | incorrect reporting across all values.   |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified and both "CARE"   |
|                     |    | and "CGVR" are checked. The program code |
|                     |    | checks the provider location only when   |
|                     |    | the adoptive parent information is not   |
|                     |    | found by first checking the provider     |
|                     |    | person identified as the legal custodian |
|                     |    | of the child.*                           |
+---------------------+----+------------------------------------------+
| #23 Adoptive        | ~  | Screen: Person Detail                    |
| Mother\'s Year of   | ~2 |                                          |
| Birth               | ~~ | Frequency report: There are 209 records  |
|                     |    | reported with a year of birth. According |
|                     | 3  | to the frequencies in element #22, there |
|                     |    | should only be 203.                      |
|                     |    |                                          |
|                     |    | The program code checks the provider     |
|                     |    | person role table. The program code      |
|                     |    | checks for provider information rather   |
|                     |    | than the adoptive parents.               |
|                     |    |                                          |
|                     |    | When the program code checks for single  |
|                     |    | female/male, it only checks for the      |
|                     |    | provider role type of "CARE" and not of  |
|                     |    | "CGVR," which stands for caregiver. The  |
|                     |    | code should be checking for both values. |
|                     |    |                                          |
|                     |    | Case file review findings: 6 (20%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified and both "CARE"   |
|                     |    | and "CGVR" are checked.* *The program    |
|                     |    | code checks the provider location only   |
|                     |    | when the adoptive parent information is  |
|                     |    | not found by first checking the provider |
|                     |    | person identified as the legal custodian |
|                     |    | of the child.*                           |
+---------------------+----+------------------------------------------+
| #24 Adoptive        | ~  | Screen: Person Detail                    |
| Father\'s Year of   | ~2 |                                          |
| Birth               | ~~ | Frequency Report: There are 166 records  |
|                     |    | with a year of birth. According to the   |
|                     | 3  | frequencies in element #22 there should  |
|                     |    | be 156.                                  |
|                     |    |                                          |
|                     |    | The program code checks the provider     |
|                     |    | person role table. The program code      |
|                     |    | checks for provider information rather   |
|                     |    | than the adoptive parents.               |
|                     |    |                                          |
|                     |    | When the program code checks for single  |
|                     |    | female/male, it only checks for the      |
|                     |    | provider role type of "CARE" and not of  |
|                     |    | "CGVR," which stands for caregiver. The  |
|                     |    | code should be checking for both values. |
|                     |    |                                          |
|                     |    | Case file review findings: 8 (27%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS.                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified and both "CARE"   |
|                     |    | and "CGVR" are checked.* *The program    |
|                     |    | code checks the provider location only   |
|                     |    | when the adoptive parent information is  |
|                     |    | not found by first checking the provider |
|                     |    | person identified as the legal custodian |
|                     |    | of the child.*                           |
+---------------------+----+------------------------------------------+
| #25 Adoptive        | ~  | Screen: Person Detail                    |
| Mother\'s Race      | ~2 |                                          |
|                     | ~~ | Frequency Report: There are six records  |
| a = American Indian |    | reported as blank. According to the      |
| or Alaskan Native   | 3  | frequencies in element #22 there should  |
|                     |    | be 10. This is probably due to the       |
| b = Asian           |    | issues noted above; the code is looking  |
|                     |    | at provider information rather than      |
| c = Black or        |    | adoptive parent information.             |
| African American    |    |                                          |
|                     |    | Elements 25a -- 25f are each initialized |
| d = Native Hawaiian |    | to a default value of "does not apply."  |
| Pacific Islander    |    | Change the program code to initialize    |
|                     |    | the default values to spaces.            |
| e = White           |    |                                          |
|                     |    | *Post site-visit findings: The State     |
| f = Unable to       |    | added the option "Declined to Answer" on |
| Determine           |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine."*    |
+---------------------+----+------------------------------------------+
| #26 Adoptive        | 2  | Screen: Person Detail                    |
| Mother\'s Hispanic  |    |                                          |
| Origin              |    | Frequency Report: There are six records  |
|                     |    | reported as blank. According to the      |
| 0 = Not Applicable  |    | frequencies in element #22 there should  |
|                     |    | be 10.                                   |
| 1 = Yes             |    |                                          |
|                     |    | The selection list contains the options  |
| 2 = No              |    | Hispanic/Latino, non-Hispanic, child     |
|                     |    | abandoned, and unable to determine. The  |
| 3 = Unable to       |    | State needs to remove one of the options |
| Determine           |    | (unable to determine or child            |
|                     |    | abandoned), or rename "unable to         |
|                     |    | determine" to "decline."                 |
|                     |    |                                          |
|                     |    | The program code only checks for a "yes" |
|                     |    | response in this field. If a response is |
|                     |    | not found, the program code sets this    |
|                     |    | element to "no" (LN #497-501 of          |
|                     |    | code_728_foster.doc). The program code   |
|                     |    | needs to check for each response and map |
|                     |    | accordingly to AFCARS.                   |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on its screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "non-Hispanic" to "no." |
|                     |    | The program code must extract each       |
|                     |    | selection option on the screen.*         |
+---------------------+----+------------------------------------------+
| #27 Adoptive        | ~  | Screen: Person Detail                    |
| Father\'s Race      | ~2 |                                          |
|                     | ~~ | Frequency Report: There are 49 records   |
|                     |    | reported as blank. According to the      |
|                     | 3  | frequencies in element #22 there should  |
|                     |    | be 57.                                   |
|                     |    |                                          |
|                     |    | Elements 27a -- 27f are each initialized |
|                     |    | to a default value of "does not apply."  |
|                     |    | Change the program code to initialize    |
|                     |    | the default values to spaces.            |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The State     |
|                     |    | added the option "Declined to Answer" on |
|                     |    | the screen. The person demographic       |
|                     |    | information is now consolidated into a   |
|                     |    | separate program code                    |
|                     |    | (CFS728_SET_PERSONAL_INFO) that is used  |
|                     |    | to populate all race information. The    |
|                     |    | program code was correctly modified to   |
|                     |    | map missing information to blank and     |
|                     |    | "declined" to "unable to determine."*    |
+---------------------+----+------------------------------------------+
| #28 Adoptive        | 2  | Screen: Person Detail                    |
| Father\'s Hispanic  |    |                                          |
| Origin              |    | Frequency Report: There are 49 records   |
|                     |    | reported as blank. According to the      |
|                     |    | frequencies in element #22 there should  |
|                     |    | be 57.                                   |
|                     |    |                                          |
|                     |    | The selection list contains the options  |
|                     |    | "Hispanic/Latino," "non-Hispanic,"       |
|                     |    | "child abandoned," and "unable to        |
|                     |    | determine." The State needs to remove    |
|                     |    | one of the options ("unable to           |
|                     |    | determine" or "child abandoned"), or     |
|                     |    | rename "unable to determine" to          |
|                     |    | "decline."                               |
|                     |    |                                          |
|                     |    | The program code only checks for a "yes" |
|                     |    | response in this field. If a response is |
|                     |    | not found, the program code sets this    |
|                     |    | element to "no" (LN #497-501 of          |
|                     |    | code_728_foster.doc). The program code   |
|                     |    | needs to check for each response and map |
|                     |    | accordingly to AFCARS.                   |
|                     |    |                                          |
|                     |    | *Post site-visit finding: The State      |
|                     |    | modified the selections for this field   |
|                     |    | on its screen. "Unable to determine" was |
|                     |    | changed to "declined to answer." A new   |
|                     |    | subroutine was written to consolidate    |
|                     |    | the person demographic information. The  |
|                     |    | program code correctly maps the option   |
|                     |    | "Hispanic/Latino" to "yes." The program  |
|                     |    | code correctly maps "declined to answer" |
|                     |    | to "unable to determine." However, the   |
|                     |    | program code is still incorrect. It does |
|                     |    | not directly map "non-Hispanic" to "no." |
|                     |    | The program code must extract each       |
|                     |    | selection option on the screen.*         |
+---------------------+----+------------------------------------------+
| #29 --32            |    | Screen: Adoption Characteristics; Field: |
|                     |    | Relationship of Adoptive parent to       |
| 0 = Does not Apply  |    | Child.                                   |
|                     |    |                                          |
| 1 = Applies         |    | Elements #29-32 are initialized to "does |
|                     |    | not apply." These fields should          |
|                     |    | initialize to blank.                     |
|                     |    |                                          |
|                     |    | This field was recently modified to      |
|                     |    | allow workers to select all              |
|                     |    | relationships that apply. However, the   |
|                     |    | program code was not updated. The State  |
|                     |    | needs to modify the program code to      |
|                     |    | report all relationships that apply.     |
|                     |    |                                          |
|                     |    | The State also needs to provide training |
|                     |    | to workers on selecting all that apply.  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified to report all the |
|                     |    | relationships that apply. The State's    |
|                     |    | notes indicate there was a conversion    |
|                     |    | program to update this table with the    |
|                     |    | information on the old table (LNs 1052   |
|                     |    | thru 1083, of CFS728S2). In the 2006A    |
|                     |    | file, the frequency report indicates     |
|                     |    | that multiple relationships were         |
|                     |    | reported. There are also 25 records with |
|                     |    | missing information.*                    |
+---------------------+----+------------------------------------------+
| #29 Relationship of | ~  | Case file review findings: 3 (10%) of    |
| Adoptive Parent to  | ~2 | the records analyzed did not match what  |
| Child - Stepparent  | ~~ | was reported in AFCARS. There were three |
|                     |    | records in which every category was      |
|                     | 3  | marked "does not apply."                 |
+---------------------+----+------------------------------------------+
| #30 Relationship of | ~  | Case file review findings: 3 (10%) of    |
| Adoptive Parent to  | ~2 | the records analyzed did not match what  |
| Child - Other       | ~~ | was reported in AFCARS. In two error     |
| Relative            |    | cases, the response was "does not apply" |
|                     | 3  | and it should have been "apply."         |
+---------------------+----+------------------------------------------+
| #31 Relationship of | ~  | Case file review findings: 6 (20%) of    |
| Adoptive Parent to  | ~2 | the records analyzed did not match what  |
| Child - Foster      | ~~ | was reported in AFCARS. In five error    |
| Parent              |    | cases, the response was "does not apply" |
|                     | 3  | and it should have been "apply."         |
+---------------------+----+------------------------------------------+
| #32 Relationship of | ~  | Case file review findings: 18 (60%) of   |
| Adoptive Parent to  | ~2 | the records analyzed did not match what  |
| Child - Other       | ~~ | was reported in AFCARS. In the error     |
| Non-Relative        |    | cases the response was "does not apply"  |
|                     | 3  | and it should have been "apply."         |
+---------------------+----+------------------------------------------+
| #33 Child Was       | ~  | Screen: Adoption Characteristics         |
| Placed from         | ~2 |                                          |
|                     | ~~ | Frequency Report: There are 15 records   |
| 1 = Within State    |    | missing this information. *In the 2006A  |
|                     | 3  | file, there were seven records missing   |
| 2 = Another State   |    | information.*                            |
|                     |    |                                          |
| 3 = Another Country |    | There is an option on the screen "U.S.   |
|                     |    | Territory." If selected, it is not being |
|                     |    | mapped to AFCARS. It should be mapped to |
|                     |    | "another country."                       |
|                     |    |                                          |
|                     |    | "Another State" could occur if there is  |
|                     |    | a private agency in another State that   |
|                     |    | has identified a family in Nevada to     |
|                     |    | adopt a special needs child and the      |
|                     |    | family enters into a subsidy agreement   |
|                     |    | with Nevada. The staff indicated that    |
|                     |    | Nevada law indicates that if the child   |
|                     |    | is in the custody of the agency and      |
|                     |    | placed in another State, Nevada is       |
|                     |    | responsible, but this is not always the  |
|                     |    | case. There are 53 cases currently in    |
|                     |    | the system marked "another State" that   |
|                     |    | would have been excluded from the        |
|                     |    | population. Nevada needs to investigate  |
|                     |    | these cases to determine whether they    |
|                     |    | should have been included in the         |
|                     |    | population.                              |
|                     |    |                                          |
|                     |    | The options on the screen could be       |
|                     |    | modified to clarify what "within state"  |
|                     |    | means. System edits can also be added to |
|                     |    | ensure that the worker enters the        |
|                     |    | appropriate information.                 |
|                     |    |                                          |
|                     |    | Case file review findings: 3 (10%) of    |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In three error   |
|                     |    | records, the AFCARS data was missing.    |
|                     |    | The reviewers found in each case the     |
|                     |    | child was placed from within State.      |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The field on  |
|                     |    | the screen was modified from "Within     |
|                     |    | State" to "Within Nevada." The State     |
|                     |    | noted that a case review was done to     |
|                     |    | review all records with any selection    |
|                     |    | other than "Within Nevada." Please       |
|                     |    | provide ACF with information on the      |
|                     |    | result of the case review. The program   |
|                     |    | code was modified to map "US Territory"  |
|                     |    | to "Another Country" (LNs 1117 - 1125,   |
|                     |    | CFS728S2).*                              |
+---------------------+----+------------------------------------------+
| #34 Child Was       | ~  | Screen: Adoption Characteristics         |
| Placed by           | ~2 |                                          |
|                     | ~~ | Field: Child placed by                   |
| 1 = Public Agency   |    |                                          |
|                     | 3  | Frequency Report: There are 14 records   |
| 2 = Private Agency  |    | missing this information. *In the 2006A  |
|                     |    | file, there are seven records missing    |
| 3 = Tribal Agency   |    | information.*                            |
|                     |    |                                          |
| 4 = Independent     |    | See the issue in element #33 regarding   |
| Person              |    | cases reported as "another State." These |
|                     |    | may actually be public agency adoptions. |
| 5 = Birth Parent    |    |                                          |
|                     |    | Case file review findings: In the two    |
|                     |    | error records, the AFCARS data was       |
|                     |    | missing. The reviewers found in each     |
|                     |    | case the child was placed by the public  |
|                     |    | agency.                                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: After         |
|                     |    | reviewing the information, it was        |
|                     |    | determined that the program code and     |
|                     |    | screen are correct and that the State    |
|                     |    | needs to address the quality of the data |
|                     |    | through training and supervisory         |
|                     |    | oversight.*                              |
+---------------------+----+------------------------------------------+
| #35 Receiving       | 2  | Screen: Adoption Subsidy Application     |
| Monthly Subsidy     |    |                                          |
|                     |    | Frequency Report (n=215): Yes = 49       |
| 1=Yes               |    | (23%); No = 166 (77%)                    |
|                     |    |                                          |
| 2=No                |    | *2006A Frequency Report (n=293): Yes =   |
|                     |    | 278 (95%); No = 15 (5%)*                 |
|                     |    |                                          |
|                     |    | The screen contains a field "Subsidy     |
|                     |    | Characteristics" that includes:          |
|                     |    | Non-Recurring; Type - Financial only;    |
|                     |    | Agreement Only; Medical Only; and,       |
|                     |    | Financial and Medical; and Title XIX and |
|                     |    | Title XX.                                |
|                     |    |                                          |
|                     |    | "Agreement only" means there is an       |
|                     |    | agreement in place, but services or a    |
|                     |    | subsidy are not provided at the time of  |
|                     |    | the adoption. This is for those children |
|                     |    | that are determined to be special needs  |
|                     |    | due to a risk of developing some later   |
|                     |    | medical or psychological problem.        |
|                     |    |                                          |
|                     |    | The program code maps "non-recurring"    |
|                     |    | subsidies to "yes." The options          |
|                     |    | "non-recurring" and "agreement only"     |
|                     |    | should be mapped to "no."                |
|                     |    |                                          |
|                     |    | The program code is not extracting       |
|                     |    | "medical only." The program code must be |
|                     |    | modified to map "medical only" (code M)  |
|                     |    | to "yes."                                |
|                     |    |                                          |
|                     |    | Case file review findings: 21 (72%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In all of the    |
|                     |    | error cases, this element was reported   |
|                     |    | as "no," but the reviewers indicated     |
|                     |    | yes.                                     |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code was corrected to include "medical   |
|                     |    | only" and no longer checks for a         |
|                     |    | non-recurring payment. However, it still |
|                     |    | does not check for an "agreement only"   |
|                     |    | (LNs1193 - 1203, CFS728S2).*             |
+---------------------+----+------------------------------------------+
| #36 Monthly Amount  | ~  | Screen: Adoption Subsidy Application     |
|                     | ~2 |                                          |
|                     | ~~ | The program code must extract the amount |
|                     |    | in the agreement, not the actual paid    |
|                     | 4  | claim amount.                            |
|                     |    |                                          |
|                     |    | The program code is incorrectly checking |
|                     |    | for non-recurring costs, such as legal   |
|                     |    | fees.                                    |
|                     |    |                                          |
|                     |    | Modify the program code so that the      |
|                     |    | subsidy agreement amount is reported for |
|                     |    | this element. Non-recurring costs should |
|                     |    | not be reported in this element.         |
|                     |    |                                          |
|                     |    | Case file review findings: 21 (72%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. In all of the    |
|                     |    | error cases, this element was reported   |
|                     |    | as zeros, but the reviewers found an     |
|                     |    | amount.                                  |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified not to look at    |
|                     |    | non-recurring costs. It is now reporting |
|                     |    | the subsidy amount that has been         |
|                     |    | approved, not what has been paid (LN     |
|                     |    | 1205, CFS728S2).*                        |
+---------------------+----+------------------------------------------+
| #37 Adoption        | ~  | Screen: Eligibility IV-E Adoption        |
| Assistance IV-E     | ~2 | Subsidy                                  |
|                     | ~~ |                                          |
| 1=Yes               |    | Frequency Report: 100% response of "no." |
|                     | 4  | *In the 2006A file, there were 70        |
| 2=No                |    | records reported as "no," and 223        |
|                     |    | records reported as "yes."*              |
|                     |    |                                          |
|                     |    | The program code is checking for a       |
|                     |    | relationship between subsidy and         |
|                     |    | eligibility. The State needs to modify   |
|                     |    | the program code so that this element is |
|                     |    | determined from the Adoption Subsidy     |
|                     |    | Agreement screen.                        |
|                     |    |                                          |
|                     |    | Case file review findings: 20 (69%) of   |
|                     |    | the records analyzed did not match what  |
|                     |    | was reported in AFCARS. The error cases  |
|                     |    | were reported as "no," but the reviewer  |
|                     |    | indicated "yes."                         |
|                     |    |                                          |
|                     |    | *Post site-visit findings: The program   |
|                     |    | code has been modified to look at the    |
|                     |    | relationship from eligibility to child   |
|                     |    | rather than eligibility to adoption      |
|                     |    | subsidy application (LN 1231,            |
|                     |    | CFS728S2).*                              |
+---------------------+----+------------------------------------------+