[Code of Federal Regulations]
[Title 45, Volume 4]
[Revised as of October 1, 2008]
From the U.S. Government Printing Office via GPO Access
[CITE: 45CFR1355.53]

[Page 286-288]
 
                        TITLE 45--PUBLIC WELFARE
 
CHAPTER XIII--OFFICE OF HUMAN DEVELOPMENT SERVICES, DEPARTMENT OF HEALTH 
                           AND HUMAN SERVICES
 
PART 1355_GENERAL--Table of Contents
 
Sec. 1355.53  Conditions for approval of funding.

    (a) As a condition of funding, the SACWIS must be designed, 
developed (or an existing system enhanced), and installed in accordance 
with an approved advance planning document

[[Page 287]]

(APD). The APD must provide for a design which, when implemented, will 
produce a comprehensive system, which is effective and efficient, to 
improve the program management and administration of the State plans for 
titles IV-B and IV-E as provided under this section.
    (b) At a minimum, the system must provide for effective management, 
tracking and reporting by providing automated procedures and processes 
to:
    (1) Meet the Adoption and Foster Care reporting requirements through 
the collection, maintenance, integrity checking and electronic 
transmission of the data elements specified by the Adoption and Foster 
Care Analysis and Reporting System (AFCARS) requirements mandated under 
section 479(b) of the Act and Sec. 1355.40 of this part;
    (2) Provide, for electronic exchanges and referrals, as appropriate, 
with the following systems within the State, unless the State 
demonstrates that such interface or integration would not be practicable 
because of systems limitations or cost constraints:
    (i) Systems operated under title IV-A,
    (ii) National Child Abuse and Neglect Data Systems (NCANDS),
    (iii) Systems operated under title XIX, and
    (iv) Systems operated under title IV-D;
    (3) Support the provisions of section 422(a) by providing for the 
automated collection, maintenance, management and reporting of 
information on all children in foster care under the responsibility of 
the State, including statewide data from which the demographic 
characteristics, location, and goals for foster care children can be 
determined;
    (4) Collect and manage information necessary to facilitate the 
delivery of client services, the acceptance and referral of clients, 
client registration, and the evaluation of the need for services, 
including child welfare services under title IV-B Subparts 1 and 2, 
family preservation and family support services, family reunificication 
and permanent placement;
    (5) Collect and manage information necessary to determine 
eligibility for:
    (i) The foster care program,
    (ii) The adoption assistance program, and
    (iii) The independent living program;
    (6) Support necessary case assessment activities;
    (7) Monitor case plan development, payment authorization and 
issuance, review and management, including eligibility determinations 
and redeterminations; and
    (8) Ensure the confidentiality and security of the information and 
the system.
    (c) A system established under paragraph (a) of this section may 
also provide support in meeting the following program functions:
    (1) Resource management, including automated procedures to assist in 
managing service providers, facilities, contracts and recruitment 
activities associated with foster care and adoptive families;
    (2) Tracking and maintenance of legal and court information, and 
preparation of appropriate notifications to relevant parties;
    (3) Administration and management of staff and workloads;
    (4) Licensing verification; and
    (5) Risk analysis.
    (d) The system may also provide for interface with other automated 
information systems, including, but not limited to, accounting and 
licensing systems, court and juvenile justice systems, vital statistics 
and education, as appropriate.
    (e) If the cost benefit analysis submitted as part of the APD 
indicates that adherence to paragraphs (c) and (d) of this section would 
not be cost beneficial, final approval of the APD may be withheld until 
resolution is reached on the level of automation appropriate to meet the 
State's needs.
    (f) A Statewide automated child welfare information system may be 
designed, developed and installed on a phased basis, in order to allow 
States to implement AFCARS requirements expeditiously, in accordance 
with section 479(b) of the Act, as long as the approved APD includes the 
State's plan for full implementation of a comprehensive system which 
meets all functional and data requirements as specified in paragraphs 
(a) and (b) of this section, and a system design which

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will support these enhancements on a phased basis.
    (g) The system must perform Quality Assurance functions to provide 
for the review of case files for accuracy, completeness and compliance 
with Federal requirements and State standards.

[58 FR 67945, Dec. 22, 1993, as amended at 60 FR 26839, Mar. 19, 1995]