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6.6D. External child welfare systems
Answer
For paragraph 1355.52(e)(1)(iv), "if applicable" means that CCWIS must have a data exchange with any external system used by agency staff to collect CCWIS data, however, it is not applicable if there are no such external systems.
Source/Date
11/7/2016
Legal and Related References
45 CFR 1355.52(e); 81 FR 35450 at 35463 (issued June 2, 2016); 80 FR 48200 at 48212 (issued August 11, 2016)
Answer
Yes. Counties are political subdivisions of the state, and the single state title IV-E agency designated in the state's title IV-B and title IV-E plan supervises the administration of county administered title IV-B and IV-E programs. Section 471(a)(2) of the Social Security Act and 45 CFR 205.100 provide the authority and parameters by which a single state title IV-E agency may delegate the administration of the title IV-E program to the state's political subdivisions and local agencies or offices. Therefore, a county system external to CCWIS and used by title IV-E agency staff to collect CCWIS data must, per paragraph 1355.52(e)(1)(iv), have a bi-directional data exchange with CCWIS.
Source/Date
11/7/2016
Legal and Related References
Section 471(a)(2) of the Social Security Act; 45 CFR 205.100; 45 CFR 1355.52(e)(1)(iv); 81 FR 35450 at 35453 and 35463 - 35464 (June 2, 2016); 80 FR 48200 at 48212 (issued August 11, 2016)
Answer
Yes. A bi-directional data exchange is required because the NEICE CMS is considered an external system to CCWIS, per paragraph 1355.52(e)(1)(iv).
Source/Date
11/7/2016
Legal and Related References
45 CFR 1355.52(e)(1)(iv); 81 FR 35450 at 35463 - 35464 (June 2, 2016); 80 FR 48200 at 48212 (issued August 11, 2016)
Answer
No. CCWIS bi-direction data exchanges must be capable of both sending data to, and receiving data from the other system. A web-portal used by child welfare workers only to access the NEICE Clearinghouse does not meet the automation requirements for CCWIS data exchanges.
Source/Date
11/7/2016
Legal and Related References
45 CFR 1355.52(e)(1)(iv); 81 FR 35450 at 35463 - 35464 (June 2, 2016); 80 FR 48200 at 48211 - 48212 (issued August 11, 2016); Action Transmittal ACF-OSS-05 (issued August 21, 1998)
Answer
Yes, with ACF approval.This question and answer is repeated in the child welfare contributing agencies section.
Source/Date
4/24/2017
Legal and Related References
45 CFR 1355.52(e)(1)(ii), (iv); 81 FR 35450 at 35463 - 35464 (issued June 2, 2016); 80 FR 48200 at 48212 (issued August 11, 2015); CWPM 6.1 #3 and 6.6D #1 and #2.
Answer
The title IV-E agency has discretion to determine the frequency of data exchanges that support the requirement to provide data in a timely manner, pursuant to paragraph 1355.52(d)(1)(i).
Source/Date
4/24/2017
Legal and Related References
45 CFR 1355.52(d)(1)(i), (e)(1)(iv); 81 FR 35450 at 35456 - 35457 and 35463 - 35464 (issued June 2, 2016); 80 FR 48200 at 48208 - 48209 and 48212 (issued August 11, 2015).
Answer
No. An automated function integrated into CCWIS is not considered an external system as described in paragraph 1355.52(e)(1)(iv).
Source/Date
2/12/2018
Legal and Related References
45 CFR 1355.52(e)(1)(iv); 81 FR 35450 at 35463 – 35464 (June 2, 2016); 80 FR 48200 at 48211 – 48212 (issued August 11, 2016); Action Transmittal ACF-OSS-05 (issued August 21, 1998)
Answer
No. A portal that permits users to enter data into CCWIS, access CCWIS data reports, or both is a CCWIS automated function.
Source/Date
9/19/2019
Legal and Related References
45 CFR 1355.51(a); 45 CFR 1355.52(e)(1)(iv); 81 FR 35450 at 35463 - 35454 (issued June 2, 2016); 80 FR 48200 at 48204 - 48205 and 48212 (issued August 11, 2015)
Answer
Yes. An agency's CCWIS portal is an automated function and must meet the CCWIS design requirements described at paragraph 1355.53(a) unless exempted by paragraph 1355.53(b).
Source/Date
9/19/2019
Legal and Related References
45 CFR 1355.51(a); 45 CFR 1355.53; 81 FR 35450 at 35468 - 35471 (issued June 2, 2016); 80 FR 48200 at 48204 - 48205 and 48217 - 48218 (issued August 11, 2015)
Answer
No. CCWIS cost allocation is only available for automated functions that are not duplicated, pursuant to paragraphs 1355.57(a)(2)(ii) and (b)(2)(ii).
Source/Date
9/19/2019
Legal and Related References
45 CFR 1355.57(a)(2)(ii) and (b)(2)(ii); 81 FR 35450 at 35473 - 35475 (issued June 2, 2016); 80 FR 48200 at 48220 - 48221 (issued August 11, 2015)
Answer
Yes. With ACF approval, title IV-E agencies without a CCWIS may receive software and associated documentation from the federal repository described at paragraph 1355.52(h).
Source/Date
9/19/2019
Legal and Related References
45 CFR 1355.52(h); 81 FR 35450 at 35467 (issued June 2, 2016); 80 FR 48200 at 48216 (issued August 11, 2015)
Answer
Yes. A title IV-E agency may design CCWIS to include a system external to the CCWIS that is used by title IV-E agency staff to collect CCWIS data (See CWPM 6.2 Q/A #1).
However, a CCWIS must be able to immediately access CCWIS data from an external system that is used by title IV-E agency staff through a bi-directional data exchange. See 45 CFR 1355.52(e)(1)(iv); CWPM 6.6 Q/A #3 and CWPM 6.6D#1 for additional information.
The bi-directional data exchange between CCWIS and the external system used by title IV-E agency staff must meet the data exchange standard requirements of 45 CFR 1355.52(f)(2).
Source/Date
7/18/2022
Legal and Related References
45 CFR 1355.52(e)(1)(iv); 45 CFR 1355.52(f)(2); 81 FR 35450 at 35454, 35456, and 35462 (issued June 2, 2016); 80 FR 48200 at 48215 (issued August 11, 2015)