APPENDIX O
Appendix O Office of Children, Youth and Families AFCARS Overview Page 1 of 38 April 17, 2015
AFCARS Overview The Adoption and Foster Care Analysis and Reporting System (AFCARS) collects case level information on all children in foster care for whom State child welfare agencies have responsibility for placement, care or supervision and on children who are adopted under the auspices of the State's public child welfare agency. AFCARS also includes information on foster and adoptive parents. The data required by AFCARS is information that would normally be collected during the course of a social worker's assessment, planning, and service provision, so that additional information does not need to be collected solely for the purpose of meeting AFCARS requirements What is the data used for? At the federal level the data is used by the Administration for Children and Families for four programmatic reasons. Annual Child Welfare Outcome Reports Child and Family Service Reviews use AFCARS data to assess whether the state undergoing a review has met outcome measures and to identify cases for the review. Social Security Title IV-E Reviews use the data to identify cases for the review. To allot funds for the Chafee Foster Care Independence Program. The data is also used for trend analyses, targeting areas for greater or potential technical assistance efforts, for discretionary service grants, research and evaluation, regulatory change and responding to request for data from Federal, State and private agencies. In Pennsylvania, the AFCARS data is used by the Office of Children and Youth and Families (OCYF) and County Children and Youth Agencies (CCYA) for: Needs-based Plan and Budget Statewide Assessment Program Improvement Plan Assessing compliance with Federal Outcome Measures Developing strategies to target underserved populations Analyzing service trends and allocating resources Local Data Collection In Pennsylvania the majority of counties collect AFCARS using CAPS. The remainder use systems developed either by the county themselves or through contracted services. Currently there are 8 approved county AFCARS systems used to produce the county AFCARS reports. The breakdown is as follows: 53 of 67 counties are using CAPS, 4 counties are using JCIS, 4 counties have their own system and 2 counties are using ACYS, the remaining 4 counties will be transitioning to CAPS by June 30, 2015. Office of Children, Youth and Families AFCARS Overview Page 2 of 38 April 17, 2015
The process for collecting and entering the AFCARS data also varies from county to county. Some counties have their own IT staff who are responsible for the AFCARS data while others may use data entry, clerical or fiscal staff. The AFCARS Solution has two components: 1) county component, which consists of the information used to collect case information and transmit to OCYF, and 2) the Federal component, which OCYF used to transmit AFCARS data to the Administration for Children and Families. AFCARS-data is collected on a child specific basis per county into a master database. It is then sent to the state through individualized county transfer processes. OCYF s Systems and Data Management Section staff review and assure that all county transfers are included for reporting. The county AFCARS systems allows for specific child status, demography, location and goal identification and tracking. The following is included: Child status Child has an open case and is currently in placement; Child is under the care and supervision of the state; and County of jurisdiction. Demographics Name; Sex; Age; Race; County of residence; and Special needs or child disabilities. Child location County of child s original residence; In/Out of state; and Placement type. OCYF routinely works with county AFCARS submissions to screen for suspect data and work with counties on corrected/amended submissions. Even with these efforts the following integrity issues may be present: Different systems for AFCARS Different methods of collecting information Lack of training and quality assurance for county input County staff turnover Lack of technical staff and resources at the county level, particularly medium and small counties Office of Children, Youth and Families AFCARS Overview Page 3 of 38 April 17, 2015
Lack of clearly defined and enforced statewide information policy Despite these challenges the state has a variety of methods to assure quality, they are as follows: State staff evaluates each county s AFCARS files upon submission to the state to determine if additional data cleanup is required of the county. The data are also being analyzed on an ongoing basis to help determine if counties are inputting the data accurately. If problems with the data are found, the state works with the county to correct the data for future submissions. Office of Children, Youth and Families AFCARS Overview Page 4 of 38 April 17, 2015
Attachment B AFCARS Quarterly Submission and File Creation AFCARS PROCESSES County Systems Submit Text File via Data Validation & Federal Utilities File OK DQM Data OK Reports OK OCYF Accepts County File Cont. E-gov Sent via E-gov Phone Call to County File Not OK IV-E sent to County Sent via FAX County Returns IV-E No IV-E Discrepancies County Needs to Resubmit File Not OK File Not OK Phone Call to County Phone Call to County County Needs to Resubmit County Needs to Resubmit Duplicates Found County Needs to Resubmit Office of Children, Youth and Families AFCARS Overview Page 5 of 38 April 17, 2015
Cont. Load File to Unix Run Unix Programs All files ok Create First State File New File Format Create Second State File Old File Format With Names and JPO Indicators Attached Phone Call to County Back to Beginning County Needs to Resubmit Find Duplicates Cont. Send files to data analysis vendor with data request Vendor Zero Outs County FIPS Codes and Converts Old AFCARS IDs to MCI Numbers if known Vendor creates 3 files: File with No Names, no JPO & FIPS zeroed out File with Names, JPO & FIPS zeroed out File with no Names, with JPO and FIPS Send file back to vendor Se-Gov File to IDMU Error in file SDMS File Validation Cont. Office of Children, Youth and Families AFCARS Overview Page 6 of 38 April 17, 2015
Cont. SDMS Create Federal Footnotes and Copy to State File SDMS Encrypts State File FTP to BIS File to BIS Server 24 Hours Prior to Federal Due Date (15) Cont. Direct Connect File to ACF Titan Mainframe Connect Direct ACF Reports to IDMU Server BIS Transfers Reports to Designated Server Research issue make corrections and go back to recreate 1 st state file SDMS Review of Reports Reports not ok Reports ok Follow-up Tasks, Archive & Back up Server Office of Children, Youth and Families AFCARS Overview Page 7 of 38 April 17, 2015
Attachment C AFCARS DQM Checklist and Review Processes Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 8 of 38 April 17, 2015
Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 9 of 38 April 17, 2015
Data Quality Management Steps and Review Processes 1. County Text File has been placed in the DQM Staging folder. 2. Double click on the DQM Staging folder Icon on your desktop. 3. Select the file you wish to move to the DQM Working Folder by highlighting the file. 4. Click on cut button (scissors) located on your standard toolbar or click on the Edit menu and select Cut from the submenu. 5. Click on the Back Arrow to return to the previous screen. 6. Double click on the DQM Working folder Icon on your desktop 7. Double click on the appropriate County folder. 8. Paste the county text file into the folder by either: a. Clicking on the Edit menu and selecting Paste from the submenu; or b. Right mouse click and select Paste from the submenu. You are now ready to import the county file into the Data Quality Management Database. Follow the steps below to complete this process. 1. Double click on the DQM system icon on your desktop. The Log On screen will appear. 2. To log in, enter your User ID and Password (verify the Data Source is set to DQM) then click on the OK command button. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 10 of 38 April 17, 2015
3. The Pennsylvania Data Quality Management Main Menu will appear. Click on the Import Data command button to start the import process. 4. The Import Menu will appear. Select the appropriate FIPS code from the drop-down menu. 5. Select the appropriate Year from the drop-down menu (Select the year at the end of the report period). a. Note: the actual Report Dates will automatically populate the Report Dates fields based on the selection made in the Report Period field. Verify the Report Period before moving on. 6. To split the file click on the Split File command button. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 11 of 38 April 17, 2015
7. The Select a File Dialogue box will appear, navigate to the appropriate County Folder by following these steps: a. Click on the Desktop icon located on the Favorites menu b. Double click on the DQM Working folder Icon c. Double click on the appropriate County folder Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 12 of 38 April 17, 2015
8. Highlight the text file you want to split and click the Open command button. Example text file: fc00153.txt Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 13 of 38 April 17, 2015
9. The files will be split into Foster Care and Adoption (if appropriate). A message box will appear. Click on the OK command button to remove the message. Note: The split files will be placed in the appropriate county folder located in the DQM Working folder. 10. You will be returned to the Import Menu. 11. Import the Foster Care text file by clicking on the Foster Care command button beside the appropriate file format. All counties will be utilizing the New File Format. You will receive a message asking you to verify you want to import a file utilizing the new file format, click YES to remove the message. This will take you to the Select A File Window, browse to the folder that contains the file you just split. Select the foster care split file using the following naming convention: County FIPS-Report Year-Report Month-FC for Foster Care. Example: 00153- fc.txt Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 14 of 38 April 17, 2015
12. Click on the Foster Care import file and click on the Open command button. Once the file has been imported you will receive a message stating the file has been imported successfully. Click on the OK command button to close the narrative box. 13. Import the Adoption text file (if applicable) by clicking on the Adoption command button beside the appropriate file format. All counties will be utilizing the New File Format. You will receive a message asking you to verify you want to import a file utilizing the new file format, click YES to remove the message. This will take you to the Select A File Window, browse to the folder that contains the file you just split. Select the adoption split file. Select the file using the following naming convention: County FIPS-Report Year-Report Month-ad for Adoption. Example: 00153-ad.txt Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 15 of 38 April 17, 2015
14. Click on the Adoption split file and click on the Open command button. Once the file has been imported you will receive a message stating the file has been imported successfully. Click on the OK command button to close the narrative box. You are now ready to run the counties reports. The user can generate eleven pre-determined reports as listed on the menu. To access the different reports individually, click on the Reports-1 through Reports-6 Tab. Follow the procedures listed below to print all reports. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 16 of 38 April 17, 2015
1. To access the Report Menu, click on the Run Reports command button located at the bottom of the Import Menu; or To access the Report Menu from the Main Menu click on the Run Reports command button. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 17 of 38 April 17, 2015
2. The Report Menu will appear. The County FIPS Code, Year, Report Period and Report Dates fields will automatically populate from the selections made on the Import Menu. Note: If you accessed the Report Menu from the Main Menu you will need to select the FIPS Code, Year and Report period by using their appropriate drop down lists. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 18 of 38 April 17, 2015
3. Click on the MISC tab and click on the command button to print the suite of reports (print smart reports). This will print all the reports including the check list. It will also prompt you to select the folder to place your IV-E reports into. To select the folder follow these processes: Note: If you wish to view the reports on-line please click in the checkbox for print preview before clicking on the command button to print the suite of reports. a. The Select a Folder window will appear. Navigate to the folder where you want to save your reports too. By clicking the Desktop Icon located under Favorites, then click the DQM Working Folder Icon, and then click on the County Folder you are working on. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 19 of 38 April 17, 2015
b. Once the County folder opens click on the Save command button. You will be returned to the MISC report screen Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 20 of 38 April 17, 2015
c. All the reports including the Data Quality Management Checklist Report, meeting the selection criteria, associated with the selected county will be sent to the printer. d. Once the reports have all printed a dialogue box will appear stating Report Printing Has Completed, Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 21 of 38 April 17, 2015
4. Before preceding place you initials, county name, date processed and the word Ran at the top left hand corner of the checklist. The Checklist will be completed for you. 5. Copy the Counties IV-E and over 18 reports and paste into the appropriate templates (IV-E, Non-IVE and over 18). IVE a. Open the IVE template b. Change the report period to reflect the correct report period c. Open the county IVE report found in the appropriate working folder. Example of Adams county iv-e file: fc00153ive.xls d. Copy the county s data. e. Paste the county s date into template. Example of template is shown below. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 22 of 38 April 17, 2015
f. Save the file using this naming convention: 1. Fcxxxnn_ive.xlsx and place in the counties DQM working folder. xxx = county fips code, nn = report period. Example of Adams county report fc00153_ive.xlsx NON-IVE g. Open the Non-IVE template h. Change the report period to reflect the correct report period i. Open the county Non- IVE report found in the appropriate working folder. Example of Adams county iv-e file: fc00153ive.xls j. Copy the county s data. k. Paste the county s data into template. Example of template is shown below. l. Save the file using this naming convention: Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 23 of 38 April 17, 2015
1. Fcxxxnn_non-ive.xlsx and place in the counties DQM working folder. xxx = county fips code, nn = report period. Example of Adams county report fc00153_non-ive.xlsx Over 18 m. Open the Over 18 template n. Change the report period to reflect the correct report period o. Open the county s Over 18 report found in the appropriate working folder. Example of Adams county s Over 18 file: fc00153over18.xls p. Copy the county s data. q. Paste the county s data into template. Example of template is shown below. r. Save the file using this naming convention: 1. Fcxxxnn_Over18.xlsx and place in the counties DQM working folder. xxx = county fips code, nn = report period. Example of Adams county report fc00153_over18.xlsx 6. Upload the counties IV-E, Non-IV-E and Over18 reports via Se-Gov secured file transfer site. Now you are ready to review the file. Before proceeding retrieve the county s DQM reports from the previous AFCARS report period you will also need a copy of the county s footnotes and follow the procedure listed below: 1. On the Report Checklist record your initials, data, and the letters DQM on the upper right hand corner. 2. Review each printed report review based on the review criteria document. 3. Highlight and mark any issues found on the actual report. In addition, document your findings on Report Checklist highlighting the reports that the reviewer should focus on when discussing with the county. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 24 of 38 April 17, 2015
DATA Quality Reports Review Process Materials Needed: Data Quality Management Checklist County s DQM reports County Footnotes County DQM file Copy of previous submission state record number change report. General Information: 1. Once you have reviewed the reports and have determined that a call back is needed place a tab on the page of the report where the record in question is located. 2. On the County s Data Quality Management Checklist Report document any issues found on any of the reports (if applicable) or mark no issues on the report. Report Information: Runaways Under the Age of 11: Review the Data Quality Management Checklist Report, if the report contains N/A in all three options for this report jump to the Children without a Case Plan Report. If any of the options contain an X follow these steps to review the report. Review Criteria Callbacks to the county is required for any child under 11 years of age whose placement setting or discharge reason is Runaway, unless determined acceptable in a prior submission. If the entry is in error the county should resubmit. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. If a child s name appears on both reports check the previous submission to see if the reason for this issue has been documented. i. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: 1. On the current report beside the end of the row representing the child write OPS (on previous submission) ii. If reason was not documented highlight the child s record on the report. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 25 of 38 April 17, 2015
1. Call back will be needed Option 2: The child s name only appears on the current submission s report. 1. Highlight the child s record on the report. a. Call Back will be needed General Instructions Once you have reviewed the reports related to Runaways Under the Age of 11 and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue found on the report (if applicable) or mark no issues on the report. Children without a case plan goal: Review the Data Quality Management Checklist Report, if the report contains N/A in two options for this report jump to the Children In Care over the age of 18 Report. If any of the options contain an X follow these steps to review the report. Review Criteria A callback to the county may be needed if the county has records without a case plan goal beyond 90 days. Even when told, counties may not be able to make corrections, but should be made aware of the problems so they can determine if it is a data entry error or a practice issue. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. If a child s name appears on both reports check the previous submission to see if the reason for this issue has been documented. i. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: ii. On the current report beside the end of the row representing the child write OPS (on previous submission) iii. If reason was not documented highlight the child s record on the report. 1. Call back will be needed Option 2: The child s name only appears on the current submission s report. 1. Highlight the child s record on the report. a. Call Back will be needed Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 26 of 38 April 17, 2015
General Instructions Once you have reviewed the reports related to Children Without A Case Plan Goal and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue found on the report (if applicable) or mark no issues on the report. Children in care over the age of 18: Review the Data Quality Management Checklist Report, if the report contains N/A in three options for this report jump to the Children With More Than Two Placement Report. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A call back to the county may be needed if the county has children over 18 years with a goal of long term foster care, unless determined acceptable in a prior submission. Counties are encouraged to use the goal of emancipation for children who will eventually live on their own. Children who will continue to need care as an adult can have the goal of long term foster care. A comparison of the current placement setting and the recent case plan goal in the detailed report can help to determine which records should be changed. 2. A call back to the county may be needed if the county has children over 18 years of age with a placement setting of runaway and trail home visit, unless determined acceptable in a prior submission. Most counties will need a court order to discharge the child from their custody. 3. A call back to the county may be needed if the county has children over 19 years of age who are marked as receiving Title IV-E monies, Title IV-E can be marked if the child is still in school. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. If a child s name appears on both reports check the previous submission to see if the reason for this issue has been documented. i. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: ii. On the current report beside the end of the row representing the child write OPS (on previous submission) iii. If reason was not documented highlight the child s record on the report. 1. Call back will be needed Option 2: The child s name only appears on the current submission s report. 1. Highlight the child s record on the report. a. Call Back will be needed Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 27 of 38 April 17, 2015
General Instructions Once you have reviewed the reports related to Children in Care over the Age of 18 and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue(s) found on the report (if applicable) or mark no issues on the report. If there are too many issues to document on checklist report write see report. Children with more than two placements: Review the Data Quality Management Checklist Report, if the report contains N/A in four options for this report jump to the Children in a placement setting of trial home visit or runaway for six months or longer. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A callback to the county may be needed if the county has records with 5 or more placement moves, unless determined acceptable in a prior submission. 2. A call back to the county may be needed for any child in care less than 12 months who have had 5 or more placements moves., unless determined acceptable in a prior submission 3. A call back to the county may be needed if the percentage of children with two or fewer placements within the first 12 months is less than the national standard (86.7%) Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. Highlight any record (Number of Placement Settings Column) that has had 5 or more moves b. If a child s name appears on both reports check the previous submission to see if the amount of moves either did not change, increased, or decreased on the new report and do one of the following: i. Did not change place an equal mark (=) beside the record in the number of placement settings column ii. Increase place a plus (+) beside the record in the number of placement settings column along with the number of new placements beside the record in the number of placement settings column along with the number of new placements iii. Decrease place a minus sign (-)beside the record in the number of placement settings column along with the number of new placements beside the record in the number of placement settings column along with the number of new placements c. Then check to see if the reason for the change has been documented. i. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: ii. On the current report beside the end of the row representing the child write OPS (on previous submission) iii. If reason was not documented highlight the child s record on the report. 1. Call back will be needed d. If the child was in care less than 12 months and had 5 or more moves highlight the child s record. i. Call back will be needed. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 28 of 38 April 17, 2015
Option 2: The child s name only appears on the current submission s report. 1. Highlight the child s record on the report write new to the right of the child s record a. Call Back will be needed General Instructions Once you have reviewed the reports related to Children With more than two placements and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue(s) found on the report (if applicable) or mark no issues on the report. If there are too many issues to document on checklist report write see report. Children with in a placement setting of trial home visit or runaway for six months or longer Review the Data Quality Management Checklist Report, if the report contains N/A in three options for this report jump to the Children age 12 or under in a group home or institutional setting. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A callback to the county is required if the county has children on a trial home visit for greater than 9 months. Children should be discharged from AFCARS after 6 months. Counties should be using the date the child goes on the trial home visit for the date of the current placement setting. If the court order lists a time greater than 6 months child can remain in the file. 2. A call back to the county may be needed if the county has children on runaway for greater than 9 months. Counties may differ on whether or not a child on runaway is discharged from care or maintained until they reach age 18 or have a court order vacating the placement. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. Highlight any child that has been on a Trial Home Visit greater than 6 months. b. Highlight any child that has been on a Runaway greater than 9 months. c. Then check to see if the reason for the change has been documented. d. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: i. On the current report beside the end of the row representing the child write OPS (on previous submission) e. If reason was not documented call back will be needed Option 2: The child s name only appears on the current submission s report. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 29 of 38 April 17, 2015
1. Highlight the child s record on the report write new to the right of the child s record b. Call Back will be needed General Instructions Once you have reviewed the reports related to Children in a placement setting of trial home visit or runaway for six months or longer and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue(s) found on the report (if applicable) or mark no issues on the report. If there are too many issues to document on checklist report write see report. Children age 12 or under in a group home or institutional setting Review the Data Quality Management Checklist Report, if the report contains N/A in 3 options for this report jump to the Comparison of children with discharge reasons of adoption to number of legalized adoptions. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A callback to the county is requirement if the county has children younger than 6 years old in a group home or institution to determine if there is a data entry error or the child has been placed with a minor mother, unless determined acceptable in a prior submission. Several counties make use of institutional settings for younger children (Philadelphia). 2. Children placed in the same setting as the minor mother should not be in AFCARS (depends on circumstances see frequently asked questions bulletin). If corrections need to be made the county will need to resubmit. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. Compare the previous submission and current report. a. Highlight any child younger than age six that has a placement setting of group home or institution. b. Then check to see if the reason for the change has been documented. c. If reason for the inconsistency was determined acceptable in a prior submission and was documented on the previous submission s report do the following: i. On the current report beside the end of the row representing the child write OPS (on previous submission) f. If reason was not documented call back will be needed Option 2: The child s name only appears on the current submission s report. 1. Highlight the child s record on the report write new to the right of the child s record Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 30 of 38 April 17, 2015
a. Call Back will be needed General Instructions Once you have reviewed the reports related to Children age 12 or under in a group home or institutional setting and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue(s) found on the report (if applicable) or mark no issues on the report. If there are too many issues to document on checklist report write see report. Comparison of children with discharge reasons of adoption to number of legalized adoptions Review the Data Quality Management Checklist Report, if the report contains N/A in 3 options for this report jump to the IV-E and Non IV-E Children. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A callback to the county may be needed if the number of children discharged to adoption does not equal the number of legalized adoptions. 2. A crosswalk should be completed to see which records do not match. Remember Allegheny County has the ability to report private adoptions 3. Records with discharge transaction dates outside the report period may account for some of the discrepancies. Select the option that meets the report status: Option 1: Both Previous period and current submission had children that fell within this category. 1. First compare the current report titled legalized adoptions and the number of children discharged to adoption report. a. Check off any record number that is found on both reports. 2. Compare the previous submission and current report for any legalized adoptions that may have occurred during the last submission check off any child who was discharged to adoption when the adoption occurred during the previous submission. 3. Highlight all the records on both reports that have not been checked off. 4. Call back will be needed. Option 2: The child s name only appears on the current submission s report. 1. First compare the current report titled legalized adoptions and the number of children discharged to adoption report. a. Check off any record number that is found on both reports. 2. Highlight all the records on both reports that have not been checked off. 3. Call back will be needed. General Instructions Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 31 of 38 April 17, 2015
Once you have reviewed the reports related to Comparison of children with discharge reasons of adoption to number of legalized adoptions and have determined that a call back is needed place a tab on the page of the report where the record in question is located. On the County s Data Quality Management Checklist Report document the issue(s) found on the report (if applicable) or mark no issues on the report. If there are too many issues to document on checklist report write see report. IV-E and Non IV-E Children Detailed Case Reports are sent to the county for review via SeGov. Record the date and time the IV-E reports were uploaded to the counties. Retain a copy of the email notification to the county stating the files have been uploaded. Due to time constraints follow-up with the county if IV-E discrepancy form is not returned within 3 business days Review Criteria 1. A callback to the county is required if the county s percentage of IV-E children has changed significantly from pervious report periods. 2. The county will review the reports and confirm accuracy within 2 business days of receiving the file from OCYF. 3. Counties with errors will need to resubmit. Select the option that meets the report status: Option 1: Review counties IV-E discrepancy form if the county found discrepancies call back will be needed. 1. County will need to resubmit during production runs (March & September) 2. County will need to correct preproduction files no resubmission necessary (June & December) Option 2: County is in agreement with IV-E reports no further action is needed. Foster Children in Care with A Diagnosed Disability Only the summary reports will print for this review. Review Criteria 1. A call back to the county should be made if less that 10% of the children in care have diagnosed disabilities. 2. A call back to the county should be made if all the children with a diagnosed disability fall into the same diagnosis type. General Instructions Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 32 of 38 April 17, 2015
On the County s Data Quality Management Checklist Report document the percentage of children in care with disabilities; list any other issue(s) found on the report (if applicable) or mark no other issues on the report. Once you have reviewed the reports related to Foster Children in Care with a Diagnosed Disability and have determined that a call back is needed place a tab on the page of the report where the discrepancy is located. If no call back is needed move to the Foster Children in care with a TPR. Foster Children In Care with a TPR Review the Data Quality Management Checklist Report, if the report contains N/A in 4 summary reports jump to the Potential Missing Cases Report. If any of the options contain an X follow these steps to review the report. Review Criteria A callback to the county should be made if any children with a discharge reason of adoption do not have a TPR. General Instructions 1. Compare the report Titled Children with a Discharge Reason of Adoption and a Termination of Parental Rights on Mother Only, Father Only, Both Parents, or No TPR Summary Report to the Legalized Adoption Report. 2. If the number of Children with a TPR on Both Parents does not match the total Number of Legalized adoptions a call back is needed 3. Place a tab on the Children with a Discharge Reason of Adoption report 4. List the # of discrepancies on the Data Quality Management Checklist Report. Potential Missing Cases Report Review the Data Quality Management Checklist Report, if the report contains N/A in 4 options jump to the Record Number Review. If any of the options contain an X follow these steps to review the report. Review Criteria 1. A callback to the county must be made if any child(ren) is deemed missing in the current submission. 2. A callback to the county must be made if any child(ren) is deemed missing and the county forgot to footnote a record number change. 3. Resubmission will be necessary in both instances. General Instructions Pre-production Files 1. Compare the counties footnote file for this submission against the report Titled Open Cases Reported in Previous Period and Missing in Current Period Summary Report. 2. Place a checkmark beside any record with a matching record number change on the counties footnote file. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 33 of 38 April 17, 2015
3. For any records that are remaining compare the remaining children against the previous submission state record number change report. 4. Place a checkmark beside any record with a matching record number change on the state record number change report. 5. For any of the remaining children review the counties current footnote text to see if county footnoted the discrepancy (other than record number change) and check previous submission reports to see if any documentation has been made for this record. 6. Highlight any remaining children who are potentially missing. 7. Utilizing the record lookup feature found within the Data Quality Management Database, look up the child by name. a. If you locate the child with a different record number for the same county FIPS code document your findings on the Open Cases Reported in Previous Period and Missing in Current Period Summary Report b. In Addition, Document findings on Data Quality Management Checklist Report, If there are too many changes needed write see report. c. Call back will be needed and county will need to resubmit and include this record as a record number change in the footnote section. d. Place a tab on the page of the report where the record in question is located. 8. Place a tab on the page of the report where the record(s) in question are located. 9. Call back to the county will be needed. County must resubmit with all discrepancies documented or corrected. Production Files 1. Compare the counties footnote file for this submission against the report Titled Open Cases Reported in Previous Period and Missing in Current Period Summary Report and the Open Cases Reported in last Production Submission and Missing in Current Production Submission Summary Report. 2. Place a checkmark beside any record with a matching record number change on the counties footnote file. 3. For any records that are remaining compare the remaining children against the previous submission s state record number change report. 4. Place a checkmark beside any record with a matching record number change on the state record number change report. 5. For any of the remaining children review the counties current footnote text to see if county footnoted the discrepancy (other than record number change) and check previous submission reports to see if any documentation has been made for this record. 6. Highlight any remaining children who are potentially missing. 7. Utilizing the record lookup feature found within the Data Quality Management Database, look up the child by name. a. If you locate the child with a different record number for the same county FIPS code document your findings on the appropriate Missing Children Summary Report b. In Addition, Document findings on Data Quality Management Checklist Report, If there are too many changes needed write see report. c. Call back will be needed and county will need to resubmit and include this record as a record number change in the footnote section. d. Place a tab on the page of the report where the record in question is located. 8. Place a tab on the page of the report where the record(s) in question are located. 9. Call back to the county will be needed. County must resubmit with all discrepancies documented or corrected. Record Number Change Footnote Verification Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 34 of 38 April 17, 2015
Review county footnotes if there are record number changes noted in the footnote text proceed; if not the review process is complete (except if you are reviewing Allegheny or Philadelphia County see below for instructions). Review Criteria 1. A callback to the county must be made if any record number cannot be verified. 2. A callback to the county must be made if there are typo s in record number changes 3. A callback to the county must be made if standard record number change formatting has not been followed. General Instructions 1. Verify record number changes have been submitted using the correct format. a. If not document incorrect format at right hand upper corner of the Data Quality Management Checklist Report 2. Utilizing the record lookup feature found within the Data Quality Management Database verify each of the record number changes found in the footnote file) Look up by Record Number a. Enter the FIPS Code of the county you are confirming record number changes for. b. Enter The Record ID c. Click on the Record Lookup command button d. Information related to the record number in question will appear (can be multiple instances). Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 35 of 38 April 17, 2015
e. Verify the Fips Code matches the county you are working with f. Verify you have entered the correct record ID. g. Verify the date the last time the child was know by that record number has been recorded correctly on the counties footnote file. i. If not correct the date ii. If so place a checkmark beside the date Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 36 of 38 April 17, 2015
Look up by Name h. Record the Child s Name and Date of birth to the right of the record number change located on the copy of the counties footnote hardcopy report. i. Record the First Name of the Child previously documented on the footnote file in the First Name field. j. Record the Last Name of the Child previously documented on the footnote file in the Last Name field. k. Click on the Name Lookup command button. l. Information related to the child in question will appear (can be multiple instances). If no record was found searching by name follow the steps to search by record number listed above using the second record number. m. Verify the Fips Code matches the county you are working with n. Verify you have entered the correct record ID. o. Verify the date the child was know by the new record number for the first time has been recorded correctly on the counties footnote file. i. If not correct the date ii. If so place a checkmark beside the date p. Verify the Child s Name and Date of birth you recorded to the right of the record number change located on the copy of the counties footnote hardcopy report matches the information on the screen. i. If not correct any of the data ii. If so no further action is needed. 3. Highlight any footnote change that you can not verify call back will be needed. 4. Copy the verified footnote file and place the original with the county file. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 37 of 38 April 17, 2015
Review process is now complete. See below for Summary reports for Allegheny and Philadelphia Counties. All callbacks to counties will address all issues at one time. Callbacks should not occur unless the county s IV-E discrepancy form has been returned. Allegheny and Philadelphia Counties After reviewing and documenting all data inconsistencies/issues found in Allegheny and Philadelphia AFCARS and DQM reports a summary report detailing the issues found should be developed for each of these counties. County s reports will need to be produced in Word and Excel so can be uploaded to the county. Office of Children, Youth and Families AFCARS DQM Checklist and Review Processes Page 38 of 38 April 17, 2015
AFCARS DELIVERABLES Office of Children, Youth and Families AFCARS Deliverables Page 1 of 3 April 17, 2015
AFCARS Deliverables have shortened time spans due to possible need to rework files before submission to ACF. 1. Copy of All 67 county text files (for original submission and any resubmissions) 2. Copy of all 67 county coversheets and file check sheets(for original submission and any resubmissions) 3. Copy of Philadelphia s and Allegheny s Utility Reports and all reports needed by Philadelphia and Allegheny County to research issues; due 1 st business day of the month the file is due to ACF. 4. Copy of all 67county federal utility reports (final submission only) 5. Copy of all 67 county ADAS reports (final submission only) 6. Copy of all duplicate resolution sheets, if applicable, due 1st business day of the month the file is due to ACF. 7. Copy of record number change document 8. Copy of county submission log (file operation check off sheet) due 1st business day of the month the file is due to ACF. 9. Copy of AFCARS check off sheet Due 1st business day of the month the file is due to ACF. 10. Copy of the Unencrypted Federal state file by the 1st business day of the month the file is due to ACF; this file will contain no names, no JPO indicators, and will have the FIPS code portion of the AFCARS ID zeroed out. 11. Copy of State file which will contain the names, JPO indicators and will have the FIPS code portion of the AFCARS ID Zeroed out; due 1st business day of the month the file is due to ACF. 12. Copy of State File which will contain the JPO indicators and FIPS code but no names; due 1st business day of month the file is due to ACF. 13. Copy of all final Unix Reports Adoption Duplicate Reports, Foster Care Duplicates by Name, Foster Care Duplicates by AFCARS ID, Death Report, and File load report; due 1st business day of month the file is due to ACF. 14. Copy of all 67 County DQM reports (final submission only) due by the 1st business day of the month the file is due to ACF. 15. Copy of all 67 County IV-E discrepancy forms due by the 1st business day of the month the file is due. 16. Copy of Quality Assurance checklist due by the 1st business day of the month the file is due. 17. Vendor will load all final county text files into the DQM database located on OCYF server on the 1 st business day of the month the file is due to ACF. 18. Vendor will rework and reproduce any deliverable if OCYF does not accept the original deliverable within the timeframe specified by OCYF. 19. After ACF has accepted the bi-annual federal submission vendor will produce subsequent files for the previous four federal submissions (these subsequent files will be for foster care only) and are required due to the changeover to MCI numbers as the AFCARS ID. These files will be due 15 days after OCYF has notified the vendor that ACF has accepted the current submission. Each subsequent file will include the following: Office of Children, Youth and Families AFCARS Deliverables Page 2 of 3 April 17, 2015
a. Copy of the Unencrypted Federal state file this file will contain no names, no JPO indicators, and will have the FIPS code portion of the AFCARS ID zeroed out. b. Copy of State file which will contain the names, JPO indicators and will have the FIPS code portion of the AFCARS ID Zeroed out. c. Copy of State File which will contain the JPO indicators and FIPS code but no names. d. Copy of Quality Assurance checklist due the day the subsequent files are uploaded to OCYF. e. Vendor will rework and reproduce any subsequent file if OCYF does not accept the original deliverable within the timeframe specified by OCYF. Office of Children, Youth and Families AFCARS Deliverables Page 3 of 3 April 17, 2015