an overview georgia program improvement plan - Department of ...

and AFCARS Number of Previous Placements
Introduction
Much attention has been given to the validity of the number of previous placements as tracked in the NUMPREVPLC field in the AFCARS data
system. In the interest of improving the quality of data collection practices within the counties, a brief examination of data extracted from the
COSTAR data system was utilized as a method of comparison and verification. AFCARS (Adoption and Foster Care Analysis Reporting System)
is the federal information system used to collect and process the data for children in foster care. COSTAR (County Statistical Reporting System)
is Georgia’s DFCS system used to track purchases of services and Title IV-E expenditures for all social services programs for budgetary
purposes.
Scope
The study consisted of three counties: Carroll, Fulton, and Toombs. The time span that was selected was FFY 2003 (October 1, 2002 –
September 30, 2003). The data was evaluated for each quarter within the FFY. COSTAR data was selected from both IVE and Non-IVE Children
who had been serviced during FFY 2003. In addition, children were selected from the AFCARS database who had also been in foster care during
FFY 2003. The logic of the comparison was to count the number of payees within the COSTAR data system to deduce the number of movements
for the client/child who had received services. In AFCARS, whenever a child is placed with a differing valid placement setting, the number of
previous placements is incremented to reflect the movement.
Data analysis/examination
The steps that were involved in conducting this analysis were as follows:
1. Universal selection of children from AFCARS who were in foster care for each Quarter of FFY 2003 and all COSTAR children who received
services during the same time spans.
2. Establish a matching process between both systems to determine the population of children who are common to both data systems.
3. Track and count the number of payees in the COSTAR system alongside the number of recorded placements in AFCARS.
4. Compare the number of payees (equivalent to a move) in the COSTAR system with the number of moves in the AFCARS data system.
Selecting the Universal Population of Children
In AFCARS, constraints were placed on the latest removal date and placement discharge dates. Children who entered care (latest removal) prior
to the end of each quarter (December 31, 2002, March 31, 2003, June 30, 2003, and September 30, 2003) and who were discharged
(PLCDISCH) on or after the beginning of each quarter (October 1, 2002, January 1, 2003, April 1, 2003, and July 1, 2003) were considered to be
“in-care” during the respective time spans. Social security numbers were then extracted from IDS online database utilizing the county, case
numbers, and client numbers for the children.
Safe Futures – A Plan for Program Improvement
Georgia Department of Human Resources
November, 2004 Quarter 8 - Work Plan C Page 6