CM29: National Youth in Transition Database (NYTD) June 28, 2018

Transcription

1 CM29: National Youth in Transition Database (NYTD) June 28, 2018

2 Change History Release # or Date CR# or Incident # Change Description Author(s) Section Modified 12/15/2013 Modifications for Q Release FSFN Enhancements and Implementation Team 7/24/2014 CQ CRN Updates based on comments received from DCF and collaborative review between DCF and IBM. 9/3/2014 Updates based on System Test and validating 2 clarifications with Robin P. Amy Jenks Amy Jenks All All 1 st Clarification: Pages 57 & 58, Element 18 (Education Level) added clarification to spell out that the logic looks at the Completion Status to determine if it should use the current grade level or the -1 logic; the logic already existed in the code, so this was just a documentation clarification. 2 nd Clarification: Pages 58-60, Element 19 (ESE) added clarification to spell out that the logic for the new ESE documentation is looking at whether the timeframe covered by the Start and End Dates falls within the Report Period, not that both the Start and End Dates had to fall within the Report Period themselves; the language previously could be interpreted two ways.

3 9/4/2014 Update based on System Test and validating 1 additional clarification with Robin P. 9/5/2014 Accepted updates to the lower versus upper case from Robin P., as well as correction to date formats; these were only documentation updates and do not require a code logic change. 9/5/2014 Made the agreed upon updates to Element 34, as well as the updates to the table at the end of the document. 9/12/2014 CRN SERVICE_TYPE.CD_RPT_CTGRY changed to SERVICE_TYPE.CD_RPTG_CAT for Element 30, 31, 32, and 33 11/07/2016 Updated to include changes made to Cohort 2 Report Amy Jenks Amy Jenks Amy Jenks Scott Mildenberger Pages 10 & 43, Served Population added clarification regarding youth who are 22 receiving services during the Report Period, but turn 23 during the Report Period as well. Through the document. Element 34 and Table in Appendix A Elements 30, 31, 32, and 33 Amy Jenks Pages 47, 84 and 95 05/23/2018 CRN Updated Elements Amy Jenks Pages 86-88

4 Introduction 8 Table of Contents Purpose... 8 Assumptions... 8 Organization... 8 Extract Impacts... 9 Additional Considerations... 9 Section 1. Introduction Purpose of this Document Audience Section 2. NYTD Interface Architecture & Approach Processing Steps Program Arguments Section 3. NYTD Interface Configurable Options Section 4. NYTD Interface Web Services Dictionary (Invoked) Get New Survey Data Acknowledge Keys XML to FSFN Mapping Section 5. NYTD Interface Java Class Files and Library Components Section 6. NYTD Interface Database Changes Table CRUD Matrix NYTD_FED_RPT_HDR NYTD_FED_RPT_DTL NYTD_SURVEY_RESPONSE NYTD_SURVEY_ANSWER NYTD_SURVEY_REF NYTD_QSTN_REF NYTD_QSTN_ANSWR_REF Section 7. Federal Submission File Elements Federal Submission File Elements **Please see note following table** Topic Paper Page 4 of 109

5 7.2 ENCRYPTION **CHANGE** FOOTNOTES Section 8. NYTD File Data File Name NYTD File Submission Process Introduction Fig 0: Environment for NYTD Submission Process in BODI1 Server Process in DCF-IBM Mainframe Process in ACF-IBM Mainframe NYTD File Submission Workflow Create NYTD Files Determine the final Submission File FTP the file to mainframe Validate the file and decide the submission type Submission types Submission Post Submission Activities Components TFSFNAN.NYTDSUB.JCL (PRFS001S). This JCL job is used to submit the NYTD file to Federal agency TFSFNAN.NYTDSUB.JCL (PRFS002S). This REXX invokes the Cyber Fusion process written in CLIST TFSFNAN.NYTDSUB.JCL (NYTDCLIS). This CLIST decides the timestamp, builds the target file name, and transmits the file to the destination. After the transmission, it notifies the status of the transmission to the specified individuals DATA STANDARDS Topic Paper Page 5 of 109

6 Index of Tables Table 3-1: Interface Configuration Options Table 4-1: XML Element Database Mapping Description Table 6-1: NYTD_SURVEY_RESPONSE Table Table 6-2: NYTD_SURVEY_ANSWER Table Table 6-3: NYTD_SURVEY_REF Table Table 6-4: NYTD_QSTN_REF Table Table 6-5: NYTD_QSTN_ANSWR_REF Table Topic Paper Page 6 of 109

7 Index of Figures Figure 2-1: NYTD Interface Figure 4-1: Get New Survey Data Request Figure 4-3: Get New Survey Data Response Figure 4-4: Get New Survey Data - Sample Completed Survey Figure 4-5: Get New Survey Data - Sample Not Completed Survey Figure 4-6: Get New Survey Data Message Sent from Vendor Figure 4-7: Acknowledge Keys Request Figure 4-8: Acknowledge Keys Response Figure 6-1: NYTD Interface Topic Paper Page 7 of 109

8 Introduction Purpose This document covers changes to the National Youth in Transition Database (NYTD) extract report that are required to accurately capture, display, and report NYTD information. The initial assessment focused on review of current topic papers and report definitions. Assumptions The functional designs that were delivered in February 24, 2014 were used for determining changes. Organization The document is organized by elements and uses a similar structure found in the CM29 National Youth in Transition Database NYTD Topic Paper. Topic Paper Page 8 of 109

9 Extract Impacts **CHANGE** Case ID needs to be added to the NYTD_FED_RPT_DTL table for use in error reporting. The Case ID should be for the Case the IL service or payment was delivered in for the served population, or the Case ID of the Out-of-Home Removal Episode for the survey population (this may be one and the same Case ID for youth who are in both populations). Scenario 1: If a youth is included in the NYTD population as a result of a Case Note, but there is no existing Out-of-Home Placement or Service whose date range falls within the six-month Report Period, the Case ID will be based on the most recent open or reopened FSFN Case by open/reopen date that is open during the six-month Report Period. Scenario 2: If a youth is included in the NYTD population as a result of a Case Note and there is an existing Out-of-Home Placement or Service, with the applicable Service Type, whose date range falls within the six-month Report Period, the Case ID will be based on the FSFN Case in which the Out-of- Home Placement or Service resides as long as the FSFN Case was open during the Report Period. Scenario 3: If a youth is included in the NYTD population, but meets both the Served Population and Survey Population, use the FSFN Case ID for the Case in which the Out-of-Home Placement or Service, with the applicable Service Type, whose date range falls within the six-month Report Period as long as the FSFN Case was open during the Report Period; otherwise use the most recent open or reopened FSFN Case by open/reopen date that is open during the six-month Report Period. Scenario 4: If a youth is included in the NYTD population as a result of an IL Assessment documented on the Independent Living page whose Assessment Date falls within the Report Period, but there is no existing Out-of-Home Placement or Service whose date range falls within the six-month Report Period, the Case ID will be based on the Case in which the IL Assessment is documented. Additional Considerations Note: The Encryption method will need refinement since it allows a possibility for duplicates. This encrypted ID should be stored in the Person Identification datamart tables. Additional analysis needs to be performed once the financial users begin documenting all Services, whether paid or unpaid through FSFN, in the Service module to determine if a change to the Served Population logic is needed. Topic Paper Page 9 of 109

10 Section 1. Introduction 1.1 Purpose of this Document This document is intended to provide a single source of the National Youth in Transition Database (NYTD) information. This document summarizes the NYTD Interface and the associated Federal Submission file. The data collected is reported to the Administration for Children and Families (ACF) Federal NYTD system on all youth and young adults (youth 13 through 22, up to their 23 rd birthday) who receive an Independent Living (IL) service (not just children in licensed Out-of-Home Care) during the report period, whether paid or unpaid. There are three (3) NYTD reporting populations that meet the following criteria: 1. Served Population Includes all FSFN participants between the ages of who receive at least one Independent Living service provided by the State, or an agent of the State, during a six month reporting period. Selection Logic: Any participant between the ages of 13-22, based on current system date in comparison to child s DOB, who is/was in an Out-of-Home Placement or Service anytime during the Report Period with a Service Type that has a Reporting Category = SIL Other; Subsidized IL; Aftercare Room and Board (State); Transitional Room and Board (State); EFC Foster Home PESS Room & Board; EFC Foster Home Room & Board; EFC Group Home PESS Room & Board; EFC Group Home Room & Board; EFC OSLA PESS Room & Board; EFC OSLA Room & Board; RTI Scholarship; Adoption/ Guardianship RTI, ETV Full Time, ETV Part Time, Scholarship No ETV, Scholarship Post ETV, EFC PESS Other Expenses; ETV Aftercare Age 18-22; ETV PESS Age 18-22; PESS Chafee Age 18-20; PESS State Funded Age 21 & 22; Aftercare Other (Chafee), Aftercare Other (State), Transitional Other (Chafee), Transitional Other (State); EFC Allowance Chafee Age 18-20; EFC Allowance SF Age 21; or EFC Other Expenses. OR Any participant between the ages of 13-22, based on current system date in comparison to child s DOB, with a Case Note whose Contact Begin Date occurs within the Report Period, is in an active Case open during any portion of the reporting period and whose Note Type = Academic Support; Post-Secondary Educational Support; Career Preparation; Employment Programs or Vocational Training; Budget and Financial Management; Housing Educational and Home Management Training; Health Education and Risk Prevention; Family Support and Healthy Marriage Education; or Mentoring; Topic Paper Page 10 of 109

11 OR Any participant between the ages of 13-22, based on current system date in comparison to child s DOB, with at least one Life Skills Assessment on the Independent Living page, whose Assessment Completed Date falls within the Report Period. NOTE: When determining the youth s age, the selection logic will pull the child into the Served Population if they turned 22 prior to or during the Report Period as long as they received the Service at the age of 22 during the Report Period. Therefore, if a youth is receiving the Service at the age of 22 during the Report Period but turns 23 during that Report Period as well, the youth will appear in the population for that period. 2. Baseline Survey Population **CHANGE** The logic cannot be hard coded and must accurately report a new Baseline Population every third year. Each Baseline year contains an A and B submission, which also must be accounted for. Beginning in Federal Fiscal Year (FFY) , and every third year thereafter, a youth who turns 17, between the start of the FFY (October 1) and the end of the FFY (September 30), is included in the population of baseline youth in the survey report file and added to the survey population if the youth: o Is in an active removal episode on or within 45 days after the 17 th birthday (removal begin date <= [17 th birthday + 45 days] and discharge date >= [17 th birthday]). Was not already identified for survey in a prior report (Person_ID is not in the cumulative list of youth identified for survey through all prior reports). For example, if a youth was in an active removal episode on his 17 th birthday, was discharged two weeks after his 17 th birthday, then reentered out of home care one month following his 17 th birthday he should only be included in the population one time even though he has two qualifying removal episodes. 3. Follow-up Survey Population **CHANGE** Age 19 Follow-up Survey: i. Youth included in the Baseline survey population. ii. Youth turned 19 years of age. iii. Youth has a Baseline survey outcome of Youth Participated. Age 21 Follow-up Survey i. Youth included in the Follow-up Survey Age 19 population. ii. Youth turned 21 years of age. Topic Paper Page 11 of 109

12 iii. Youth has a Follow-up Survey Age 19 survey outcome of Youth Participated. Topic Paper Page 12 of 109

13 Following is an example of the timing of the baseline/follow-up and served populations, this pattern continues on in perpetuity: FFY FFY FFY FFY13-14 FFY FFY FFY FFY FFY Cohort 1 Baseline Cohort 1 Follow-up - 19 Cohort 1 Follow-up - 21 Cohort 2 Baseline Cohort 2 Follow-up - 19 Cohort 2 Follow-up - 21 Cohort 3 Baseline Cohort 3 Follow-up - 19 Served Served Served Served Served Served Served Served Served A NYTD interface was developed to gather and store the survey information collected by the hosting vendor for federal and internal Florida Safe Families Network (FSFN) reporting purposes. The hosting vendor currently stores surveys information for the NYTD. Person information from FSFN is sent to the vendor in a separate batch process. The batch process creates a NYTD Survey Population Report, which is used by the survey vendor to define the survey population and by the hosting vendor to create survey login IDs. Before the information is sent, the FSFN Person ID is coded into a pseudo ID that uniquely identifies the child to the vendors. The survey vendor administers the survey, collecting responses to the survey questions which are stored on the hosting vendor s servers. A batch program periodically queries the hosting vendor s web service for NYTD survey results information. The batch program parses the survey responses received from the hosting vendor and stores this information in the FSFN OLTP database. If the survey is not taken, information such as the reason why the survey was not completed is also captured and stored. Once survey records are processed, an acknowledgement list that contains the surveys processed is sent back to the hosting vendor by invoking another web service. The vendor receives the request and marks the survey records as acknowledged. The next time the web service is invoked for that particular survey; the survey results are not retrieved. The survey results sent contain a flag that lets the FSFN system know how many survey results are pending. FSFN continually executes the web service until all results have been processed and acknowledged by the hosting vendor. The survey data captured is then used by another batch process for federal reporting and by the data warehouse groups for internal FSFN reporting purposes. Topic Paper Page 13 of 109

14 The CM-29 NYTD Topic provides the following functionality: NYTD interface used to gather and store NYTD survey information The generation of an XML file that will be sent to the Federal Government 1.2 Audience This document is intended to aid FSFN project staff working with the FSFN NYTD Reports and Surveys. Topic Paper Page 14 of 109

15 Section 2. NYTD Interface Architecture & Approach A Java batch program will contact the hosting vendor at specified intervals for new survey results. The survey results are retrieved by invoking a getnewsurveydata web service and parsing the results into a series of Java objects that are subsequently stored in the FSFN database. As each survey is stored, an identifier sent by the vendor is cached into a temporary hash table. Once all surveys are saved, the keys are sent back to the survey vendor acknowledging receipt of the surveys. This tells the survey vendor not to resend these surveys in subsequent calls to the getnewsurvey web service. The interface process ends once all surveys are retrieved and processed. A check is made before saving the surveys to ensure that duplicate surveys for the person are not saved. If an existing survey exists, it is overwritten with the latest survey data. Figure 2-1: NYTD Interface Topic Paper Page 15 of 109

16 2.1 Processing Steps 1. The IN13_NYTD.B_IN13_NYTD_SURVEY_RESULTS main () method is run either on-demand or through a scheduled process. 2. Parameters are validated. The property file NYTDRequest_en_us.properties contains the configuration values that are loaded. This file will be referred to as the property file from this point forward. 3. The survey types are read and parsed from the property file. The hosting vendor s web service requires a Survey Type parameter when calling the web service. This retrieves survey results for the specified type. Currently the types are base and follow up. 4. For each survey type the following processing occurs: a. The NYTDSurveyResults.wsdl file is loaded. This WSDL represents the request made to hosting vendor to retrieve survey information for the getnewsurveydata web service method. b. The user ID and password are inserted into the request WSDL. The password is stored encrypted in the NYTDRequest_en_us.properties file. c. The survey type value is populated. d. The maxrecords field which indicates the maximum number of surveys to send back from hosting vendor is populated. e. The end point is identified from the property file. The end point represents the server host and port that is servicing web service requests. f. The web service is invoked. g. If the web service call is successful, a response object is sent from the hosting vendor web service. This data is loaded into the IN13_NYTD.SurveyDataset object through JAX-B parsing. h. The object represents multiple survey results or no survey results. If no survey results are retrieved, the process returns a value of zero which tells the master loop that processing has completed for this survey type. i. Messages sent by the vendor are written to the process log. One message contains the number of pending surveys that need to be retrieved. This value is stored temporarily and is used to later determine if the web service should be invoked again for the same survey type. j. For each survey result received, the following processing steps occur: i. The pseudo ID is used to perform a lookup in the FSFN database for the survey type. If survey results already exist for this pseudo ID and survey type, an error is recorded and the next survey is processed. This check is done so multiple surveys are not inserted for the same pseudo ID in case the survey vendor sends the same results. ii. The survey information is inserted in the NYTD_SURVEY_RESPONSE table. iii. If this is a completed survey and there are answers, these answers are stored in the NYTD_SURVEY_ANSWER table. Topic Paper Page 16 of 109

17 iv. The survey information is committed to the FSFN database. v. The primary key field SvyCBY25_Survey_pk is stored in a temporary hash table that identifies successful transactions. This key is eventually sent to the vendor to signify that this survey has been processed successfully and to not send results for this particular ID again. k. After all the results are processed and saved, it is time to acknowledge the survey results to the vendor to ensure the results are not re-submitted in subsequent calls to the web service. l. The IN13_NYTD.SurveyDataset.AcknowledgedKeys object, which contains the previously processed keys, is parsed into a Simple Object Access Protocol (SOAP) request envelope. m. The hosting vendor s web service Acknowledge Keys method is invoked with the processed keys sent as part of this request. n. The web service sends back a result an element named <AcknowledgeKeysResult> that contains the number of keys successfully acknowledged. This number is compared to the number of keys sent over. If the numbers match, the call was successful. The numbers must match or there is a serious processing problem that needs to be investigated. If the numbers do not match, an error is recorded and a zero is returned to the original calling program which stops the survey web service from being invoked again for this survey type. o. The number of surveys acknowledged is subtracted from the pending count returned from the initial web service call. This number is returned to the original process method. The process method evaluates this result. If this number is greater than zero, there are more surveys to be retrieved from the vendor and the entire process for this survey type starts at step a. If the number is equal to zero, all surveys have been processed for this survey type, and the loop continues to the next survey type. Topic Paper Page 17 of 109

18 2.2 Program Arguments Arguments passed into the interface program are stored in a bean class named ArgBean. This is for easier readability instead of referencing the argument as an array number. The interface can be run with no arguments in test mode and will automatically choose the correct arguments. Number Name Description 1 Test Mode Mode in which the interface should be run. T = Test mode. P = Production mode. Test mode uses a local data source. 2 Run Environment Used for text connection string. Options are Linux or Other. 3 Test Database Number used to select the test database if in test mode. 4 Property File Name Name of property file to obtain the database connection. 5 Log File Directory Directory used to store log files for Log Manager. 6 Property Bundle The bundle to use for contacting the web service. Test and Production have different bundles. Topic Paper Page 18 of 109

19 Section 3. NYTD Interface Configurable Options The IN13_NYTD.NYTDRequest_en_us.properties file contains properties that are configurable for the interface. These can be set without modifying the underlying Java code to provide for more customizing. Property Description Interface Configuration Option Values. Table 3-1: Interface Configuration Options Property Description Possible Values batch_id max_ws_call nytd_user_id nytd_password nytd_ws_endpoint The batch or interface ID assigned to this interface process. This ID is stored in the ID_CR and ID_UP columns when the process inserts or updates data. Sets the maximum number of times the third party web service will be called during a single run of the interface. The user ID for the third-party web service. Encrypted password used for web service authentication. Password must be encrypted by the EncryptorUtil prior to placing in the property file. Clear case passwords are also supported but not recommended. The web service end point. This is the address used when invoking the web service. This could change if the host or IP address changes or if the vendor renames the web service. Any integer. Any integer. Default is set to 100. Provided by the hosting vendor. The current endpoint is: **CHANGE** SurveyDataServices.asmx The end point is different between the baseline and follow-up surveys. As noted in the CRN document: This is a simple property file change. Baseline: Topic Paper Page 19 of 109

20 prd/service/wssurveydatase rvices.asmx Follow-up: tdfollowup/service/wssurve ydataservices.asmx In the file c:\fsfnbatchr2b\classes\in1 3_NYTD\prod_NYTDRequ est_en_us.properties: # Web Service EndPoint #nytd_ws_endpoint_org=h ttps:// ytdprd/service/wssurveydata Services.asmx (REMOVE POUND/COMMENT SYMBOL) nytd_ws_endpoint= nytdyouth.org/fednytdfoll owup/service/wssurveyda taservices.asmx (ADD POUND/COMMENT SYMBOL This URL change needs to be a documented, ongoing part of this process. Therefore, once the baseline population survey year has ended, the endpoint should automatically change to the follow-up endpoint for the following 2 years and then change back to the baseline for 1 year, and then change back to the Topic Paper Page 20 of 109

21 nytd_ws_survey_typ e nytd_survey_results _wsdl The survey type passed in to the web service. The vendor expects survey information request to be by survey type. The interface does not care either way since results are handled in the same manner. The survey request WSDL used to invoke the vendor web service. This file is loaded into a SOAP request object and elements are overwritten with request data. (user ID, password, survey type) follow-up endpoint for the following 2 years. This change will continue in the same fashion, in perpetuity. Please refer to the table provided in Section 1 under Reporting Populations, pages 9 and 10, which reflects the pattern by which these changes should follow. The current values are: NYTDBaseFull NYTDFollowUpFull Values are delimited by pipe. This is meant to be added/subtracted to as the number of survey types fluctuates in the future. NYTDSurveyResults.wsdl Property Description Possible Values nytd_question_prefix es The prefix of the questions so the data can be dynamically extracted from the JAX-B object. BL is the baseline prefix and FU is the Follow-up survey. The question IDs are provided by the web service vendor. This field is meant to expand as new file prefixes are added. The pipe delimiter is used to separate different prefixes from one another. The current question prefixes are BL01_Q and FU01_Q. Multiple prefixes are pipe ( ) delimited, for example: BL01_Q FU01_Q Topic Paper Page 21 of 109

22 Section 4. NYTD Interface Web Services Dictionary (Invoked) An external vendor to DHS currently provides web services to download NYTD survey information. The current Web Services Dictionary Link (WSDL) can be viewed and rediscovered at the following endpoint: Get New Survey Data Figure 4-1: Get New Survey Data Request Topic Paper Page 22 of 109

23 Figure 4-2: Get New Survey Data Response Topic Paper Page 23 of 109

24 Figure 4-3: Get New Survey Data - Sample Completed Survey Topic Paper Page 24 of 109

25 Figure 4-4: Get New Survey Data - Sample Not Completed Survey Topic Paper Page 25 of 109

26 Figure 4-5: Get New Survey Data Message Sent from Vendor Topic Paper Page 26 of 109

27 4.2 Acknowledge Keys Figure 4-6: Acknowledge Keys Request Figure 4-7: Acknowledge Keys Response Topic Paper Page 27 of 109

28 4.3 XML to FSFN Mapping The table below identifies the result tags processed by the interface program. There are a number of tags returned by the vendor that are ignored by the interface. If it is not listed in the table below, the information is not consumed by the interface. Table 4-1: XML Element Database Mapping Description XML Element FSFN Mapping Usage SvyCBY25_Sur vey_pk PseudoId Not stored NYTD_SURVEY_RESPONSE.TX_PSEUDO _ID Once the survey has been successfully saved to the database, this key is sent back to the survey vendor as an acknowledged data item. This tells the vendor not to include the survey result the next time getnewsurveyinfo is invoked. The pseudo ID that obfuscates the Person ID. Complete_Date NYTD_SURVEY_RESPONSE.TS_CMPLT The date and time the survey was completed by the survey participant. Finalized_Date NYTD_SURVEY_RESPONSE.TS_FNL The date and time the survey was finalized by the survey vendor and ready for retrieval by FSFN. EnglishPrimaryL anguage NYTD_SURVEY_RESPONSE.TX_PRMRY_ LNG_ENG Determines if the primary language of the survey taker is English. NeedSurveyHel p NYTD_SURVEY_RESPONSE.TX_SRVY_H LP Determines if the survey taker needed help completing the survey. ReasonNotTake n NYTD_SURVEY_RESPONSE.TX_RSN_NO T_TAKEN The reason the survey was not completed. The completed date in this case would be null. Topic Paper Page 28 of 109

29 XML Element FSFN Mapping Usage Any element prefixed with BL01_ or FU01_ These are question IDs that contain the answer to the question. NYTD_SURVEY_ANSWR. TX_QSTN_ID stores the question ID NYTD_SURVEY_ANSWR.TX_ANSWR stores the answer response. The question and answer keys. The question ID is sent as an element and the answer is the data contained within the element. Topic Paper Page 29 of 109

30 Section 5. NYTD Interface Java Class Files and Library Components For the NYTD interface to work properly, several new libraries and one new framework class were added to the batch project. The main method for the class is contained in the java default package where other FSFN batches are stored. A new package named IN13_NYTD was created for supporting classes such as the XML JAX-B objects. Filename Package Owner Purpose B_IN13_NYTD_S URVEY_RESULT S.java Default FSFN Main () class and processing logic for the interface. ArgBean IN13_NYTD FSFN Holds the arguments passed in from the command line. NYTD.xsd IN13_NYTD FSFN Original NYTD.xsd file used to create the JAX-B objects. Not used during interface operation but kept for reference purposes. NYTDRequest_en _us.properties IN13_NYTD FSFN Contains the properties that are configurable for this interface. ObjectFactory IN13_NYTD FSFN Creates the JAX-B objects needed for XML parsing. Package-info IN13_NYTD FSFN Generated by the JAX-B framework. Used to link namespace to package. SurveyDataSet IN13_NYTD FSFN The Java POJO XML representation generated by the JAX-B framework. The generated file was later modified to fix some slight issues in the transformation. Encryptor com.ams.sacwi s.batch.util FSFN Encrypts and decrypts file properties. This uses a different encryption scheme than the online application Drivers/commonscodedec-1.4.jar N/A Apache Commons Project Open Source Used by the encryption. Topic Paper Page 30 of 109

31 Drivers/commonsdiscovery-0.4.jar N/A Apache Commons project Open Source Used for web service discovery. Axis.jar N/A Apache project for web service client connectivity Jaxrpc.jar N/A Java remote procedure classes Used as a web service client framework for invoking web services. Used in remote web service procedure calling. Topic Paper Page 31 of 109

32 Section 6. NYTD Interface Database Changes To support the NYTD interface, the tables shown in Figure 6-1 were added to FSFN and include the NYTD_FED_RPT_DTL and NYTD_FED_RPT_HDR tables. With each Submission Period, which are A and B for each Federal Fiscal Year, the previous Submission Period data are stored historically and are not replaced or purged. Also, the table relationships are shown here. The answers received from the hosting vendor are linked to the reference tables that store survey reference information by joining NYTD_SURVEY_ANSWR.TX_QSTN_ID with NYTD_QSTN_REF.TX_ALT_QSTN_ID. Figure 6-1: NYTD Interface 6.1 Table CRUD Matrix Table Name NYTD_SURVEY_RESPONSE Create (C), Read (R), Update (U), Delete (D) C, R Topic Paper Page 32 of 109

33 NYTD_SURVEY_ANSWER NYTD_SURVEY_REF NYTD_QSTN_REF NYTD_QSTN_ANSWR_REF NYTD_FED_RPT_HDR NYTD_FED_RPT_DTL C R Note: Not used in this interface. Used for NYTD federal reporting and data warehouse. R Note: Not used in this interface. Used for NYTD federal reporting and data warehouse. R Note: Not used in this interface. Used for NYTD federal reporting and data warehouse. C, R C, R Topic Paper Page 33 of 109

34 6.1.1 NYTD_FED_RPT_HDR The table below reflects the columns currently captured in the Report Header table. The ID_NYTD_FED_RPT_HDR column currently captures a unique identifier beginning with 1 and increases in increments of 20 with each submission. ID 1 corresponds to the 2011 Federal Fiscal Year Submission for Period A. ID 21 corresponds to the 2011 Federal Fiscal Year Submission for Period B. The Federal Fiscal Year captures the specific year as 20##. Furthermore, the DT_RPT_STRT indicates either October or April (A and B, respectively) and DT_RPT_END indicates either March or September (A and B, respectively). Based on this information, users can easily identify which Submission Period is A versus B. Also, please refer to Section which outlines the specific details included within the NYTD File Name, which specifies whether the file is for the A or B Submission Period. Please refer to Example 6-1 below, which provides the information currently stored in this table. Column Name Type Length Description ID_NYTD_FED_RPT_HDR INTEGER Not Null Federal Report Header. Primary Key; this identifier begins with 1 and increases in increments of 20 with each submission. DT_RUN TIMESTAMP Not Null Run date DT_RPT_STRT TIMESTAMP Not Null Federal Report Start date DT_RPT_END TIMESTAMP Not Null Federal Report End date ID_FED_FSCL_YEAR INTEGER Not Null Fiscal Year ID_NMBR_OF_ROWS INTEGER Not Null Auto generated id number ID_CR INTEGER Not Null The worker role created this row TS_CR TIMESTAMP Not Null Timestamp at which the row has been created ID_UP INTEGER Not Null The worker role updated this row TS_UP TIMESTAMP Not Null Timestamp at which the row has been updated ETL_INS_TS TIMESTAMP Not Null ETL Timestamp at which the row has been created ETL Timestamp at which the row has been ETL_UPD_TS TIMESTAMP Not Null updated Topic Paper Page 34 of 109

35 Example 6-1: NYTD_FED_RPT_HDR Topic Paper Page 35 of 109

36 6.1.2 NYTD_FED_RPT_DTL The table below reflects the columns currently captured in the Report Detail table, as well as a new column for Case ID. The purpose of this table is to store the Federal Submission file, and is a workspace table. The system collects the data from multiple tables within the FSFN system, including the tables contained within this document, and generates the XML Federal Submission File. **CHANGE** Column Name Type Length Description ID_NYTD_FED_RPT_DTL INTEGER Identifier for NYTD Report Detail ID_NYTD_RPT_HDR INTEGER Identifier for NYTD Report Header ID_REC_SEQ_NBR INTEGER Record Sequence number FL_ERR CHARACTER 1 Flag indication it is an error record TX_ERR_MSG VARCHAR 250 Error Message ID_PRSN INTEGER Person ID ID_CASE INTEGER Case identifier FL_SERVED_POP CHARACTER 1 Flag indicating whether it is a served population FL_BASELINE_POP CHARACTER Flag indicating whether it is a baseline 1 population FL_FOLLOWUP_POP CHARACTER Flag indicating whether it is a follow-up 1 population TX_E3_RCRD_NUM VARCHAR 255 Record number TX_E4_BRTH_DT CHARACTER 10 Date of birth TX_E5_GNDR VARCHAR 10 Sex/Gender TX_E6_IS_RACE_NTVE_AMRCN VARCHAR 10 Race: American Indian or Alaska Native TX_E7_IS_RACE_ASIAN VARCHAR 10 Race: Asian TX_E8_IS_RACE_BLCK VARCHAR 10 Race: Black or African American TX_E9_IS_RACE_PACFIC_ISLNDR VARCHAR 10 Race: Native Hawaiian or Other Pacific Islander TX_E10_RACE_WHT VARCHAR 10 Race: White TX_E11_RACE_UNKNOWN VARCHAR 10 Race: unknown TX_E12_RACE_DECLINED VARCHAR 10 Race: declined TX_E13_RACE_HSPNC VARCHAR 10 Hispanic or Latino ethnicity TX_SP_E14_FSTR_CARE_STAT_SRVC VARCHAR 10 Foster care status services TX_SP_E15_LOCAL_AGNCY VARCHAR 10 Local agency TX_SP_E16_FED_REC_TRIBE VARCHAR 10 Federally recognized tribe TX_SP_E17_ADJ_DELINQ VARCHAR 10 Adjudicated delinquent TX_SP_E18_EDU_LVL VARCHAR 20 Educational level TX_SP_E19_SPCL_EDU VARCHAR 10 Special education TX_SP_E20_IND_LIV_NEEDS_ASSMNT VARCHAR 10 Independent living needs assessment TX_SP_E21_ACADEMIC_SUPP VARCHAR 10 Academic support TX_SP_E22_POST_SCNDRY_EDU_SUPP VARCHAR 10 Post-secondary educational support TX_SP_E23_CAREER_PREP VARCHAR 10 Career preparation TX_SP_E24_EMP_PRGRM VARCHAR 10 Employment programs or vocational training TX_SP_E25_BDGT_FIN_MGMT VARCHAR 10 Budget and financial management TX_SP_E26_HOUSING_EDUC_HM_MGM T VARCHAR Housing education and home management 10 training TX_SP_E27_HLTH_EDUC_RISK_PREV VARCHAR 10 Health education and risk prevention TX_SP_E28_FAM_SUPP_HLTH_EDUC VARCHAR 10 Family support and healthy marriage education Topic Paper Page 36 of 109

37 TX_SP_E29_MENTORING VARCHAR 10 Mentoring TX_SP_E30_SPRVSED_IND_LIV VARCHAR 10 Supervised independent living TX_SP_E31_ROOM_BRD_FIN_ASST VARCHAR 10 Room and board financial assistance TX_SP_E32_EDUC_FIN_ASST VARCHAR 10 Education financial assistance TX_SP_E33_OTH_FIN_ASST VARCHAR 10 Other financial assistance TX_BFP_E34_OUT_RTP_STAT VARCHAR 50 Outcomes reporting status TX_BFP_E35_DT_OUTCOME VARCHAR 50 Date of outcome data collection TX_BFP_E36_FC_STAT_OUTCME VARCHAR 50 Foster care status outcomes TX_BFOS_E37_CURR_FT_EMP VARCHAR 50 Current full-time employment TX_BFOS_E38_CURR_PT_EMP VARCHAR 50 Current part-time employment TX_BFOS_E39_EMP_RLTD_SKILLS VARCHAR 50 Employment-related skills TX_BFOS_E40_SS VARCHAR 50 Social Security TX_BFOS_E41_EDUC_AID VARCHAR 50 Educational aid TX_BFOS_E42_PUB_FIN_ASST VARCHAR 50 Public financial assistance TX_BFOS_E43_PUB_FOOD_ASST VARCHAR 50 Public food assistance TX_BFOS_E44_PUB_HOUSING_ASST VARCHAR 50 Public housing assistance TX_BFOS_E45_OTH_FIN_SPPRT VARCHAR 50 Other financial support TX_BFOS_E46_HGHST_EDUC_LVL VARCHAR 50 Highest educational certification received TX_BFOS_E47_CURR_ENROLL_ATTND VARCHAR 50 Current enrollment and attendance TX_BFOS_E48_CONNCTN_ADLT VARCHAR 50 Connection to adult TX_BFOS_E49_HOMELESS VARCHAR 50 Homelessness TX_BFOS_E50_SUB_ABUSE_REF VARCHAR 50 Substance abuse referral TX_BFOS_E51_INCARCERATION VARCHAR 50 Incarceration TX_BFOS_E52_CHILDREN VARCHAR 50 Children TX_BFOS_E53_MAR_AT_CHLDS_BRTH VARCHAR 50 Marriage at child's birth TX_BFOS_E54_MEDICAID VARCHAR 50 Medical TX_BFOS_E55_OTH_HLTH_INS VARCHAR 50 Other health insurance coverage TX_BFOS_E56_HLTH_INS_TYPE_MED VARCHAR 50 Health insurance type: Medical TX_BFOS_E57_HLTH_INS_TYPE_MENT VARCHAR 50 Health insurance type: Mental health TX_BFOS_E58_HLTH_INS_TYPE_PRES VARCHAR 50 Health insurance type: Prescription drugs ID_CR INTEGER The Org worker Role who has created the row, which is always going to be the NYTD batch process, which has an ID of 999. TS_CR TIMESTAMP The Timestamp at which the row has been created ID_UP INTEGER The Org worker Role who has updated the row, which is always going to be the NYTD batch process, which has an ID of 999. TS_UP TIMESTAMP The Timestamp at which the row has been update ETL_INS_TS TIMESTAMP ETL Timestamp when the row has been Created ETL Timestamp when the row has been ETL_UPD_TS TIMESTAMP updated Topic Paper Page 37 of 109

38 6.1.3 NYTD_SURVEY_RESPONSE This table NYTD_SURVEY_RESPONSE holds the survey response received from the current web hosting vendor. Only finalized surveys are retrieved from the hosting vendor, FSFN user IDs are sent as an obfuscated pseudo ID to the survey vendor. This ID is returned by the web service to uniquely identify a FSFN record. This ID is later decoded by the data warehouse process to link back to an actual FSFN child. Only Federallyrequired survey responses are stored in this table. Answers to the survey questions are stored in the NYTD_SURVEY_ANSWER table which links to this table by ID_SRVY_RSPNSE. Table 6-3: NYTD_SURVEY_RESPONSE Table Attribute(s) of "NYTD_SURVEY_RESPONSE" Entity Name Datatype NULL Definition ID_SRVY_RSPNSE INTEGER Identifier for the NYTD survey response N (Primary Key) TX_PSEUDO_ID VARCHAR(25) Uniquely identifies survey participant for N this response. Generated previously by FSFN, returned with survey results from the hosting vendor. TS_CMPLT TIMESTAMP Date Survey was completed by participant. Y This will be blank if survey was not completed. TS_FNL TIMESTAMP Date Survey information was finalized by N the hosting vendor and ready for retrieval by FSFN. TX_SRVY_TYPE VARCHAR(100) The Type of Survey. The two types are N NYTDBaseFull and NYTDFolllowUp TX_RSN_NOT_TAKEN VARCHAR(255) Reason the survey was not taken by the Y participant TX_SRVY_HLP VARCHAR(100) Yes or No depending on if participant Y needed help with Survey TX_PRMRY_LNG_ENG VARCHAR(100) Yes if survey participants primary language Y is English. No if not English. ID_CR INTEGER ID of the org worker role for the worker that N created the row. ID_UP INTEGER ID of the org worker role for the worker that N updated the row. TS_CR TIMESTAMP N Date and Time the row was created. TS_UP TIMESTAMP N Date and Time the row was updated. ETL_INS_TS TIMESTAMP N The ETL process insert Timestamp ETL_UPD_TS TIMESTAMP N The ETL process update timestamp Topic Paper Page 38 of 109

39 6.1.4 NYTD_SURVEY_ANSWER This table stores answers to questions for the NYTD survey that are received from the current web hosting vendor. The answers are stored in text format. If multiple answers are received, they remain in the piped format and the NUM_ANSWER column is updated with the number of responses received for the question. Topic Paper Page 39 of 109

40 Table 6-4: NYTD_SURVEY_ANSWER Table Attribute(s) of "NYTD_SURVEY_ANSWER" Entity Name Datatype NULL Definition ID_SRVY_ANSWR INTEGER Unique identifier for NYTD survey answer. N (Primary Key) ID_SRVY_RSPNSE INTEGER Identifier for the NYTD survey response N that maps the answer to survey responses. This is a foreign key to the NYTD_SURVEY_RESPONSE table. TX_QSTN_ID VARCHAR(25) The NYTD question ID associated with a particular survey. This is a vendor supplied N question ID. This ID is a foreign key to the NYTD_QSTN_REF table which allows this question to be linked with question reference data. NUM_ANSWR INTEGER Number of answers the question contained. Alternatively could be used to N sequence the answers if multiple answers need to be split from their current pipe format. TX_ANSWR VARCHAR(500) The text of the answer received. Multiple N answers are parsed by the pipe ( ) character. ID_CR INTEGER N ID of the org worker role for the worker who created the row. This is the assigned batch ID for this program. ID_UP INTEGER N ID of the org worker role for the worker who updated the row. This is the assigned batch ID for this program. There are no updates expected to this data by the interface program. TS_CR TIMESTAMP N Date and time the row was created. TS_UP TIMESTAMP N Date and Time the row was updated. ETL_INS_TS TIMESTAMP N The ETL insert timestamp. ETL_UPD_TS TIMESTAMP N The ETL update timestamp NYTD_SURVEY_REF NYTD_SURVEY_REF is a reference table in the NYTD reporting and data warehousing. It holds the surveys that are currently in use by the department. This is a read-only reference table that is not updated by users or the interface. Table 6-5: NYTD_SURVEY_REF Table Attribute(s) of "NYTD_SURVEY_REF" Entity Name Datatype NULL Definition ID_NYTD_SRVY_REF INTEGER N Unique identifier for the survey reference Topic Paper Page 40 of 109

41 table. (Primary Key) TX_SRVY_TYPE VARCHAR(100) The survey type. Currently there are two N survey types: Baseline Follow Up TX_WS_SRVY_TYPE VARCHAR(100) The survey type that is passed in to the vendor s web service identifying the survey N information to retrieve. This survey type is stored in the property file for the interface. DT_EFFCTV DATE The effective date of the survey. Used to N determine when the survey went into effect. DT_END DATE The end date of the survey. Used to signify Y the survey is no longer in active use. TX_SRVY_DESC VARCHAR(255) Y Description of the survey. ID_CR INTEGER N ID of the org worker role for the worker that created the row. This is the assigned batch ID for this program. ID_UP INTEGER N ID of the org worker role for the worker who updated the row. This is the assigned batch ID for this program. There are no updates expected to this data by the interface program. TS_CR TIMESTAMP N Date and time the row was created. TS_UP TIMESTAMP N Date and time the row was updated. ETL_INS_TS TIMESTAMP N The ETL insert timestamp. ETL_UPD_TS TIMESTAMP N The ETL update timestamp NYTD_QSTN_REF This is a read-only reference table that contains questions that are part of the survey. The questions are linked to a survey type by ID_NYTD_SRVY_REF. Table 6-6: NYTD_QSTN_REF Table Attribute(s) of "NYTD_QSTN_REF" Entity Name Datatype NULL Definition ID_NYTD_QSTN_REF INTEGER Identifier for the question reference table in N NYTD process. (Primary Key) ID_NYTD_SRVY_REF INTEGER N Links this survey question to a particular survey. Foreign key to NYTD_SURVEY_REF.ID_NYTD_SRVY_R EF. TX_ALT_QSTN_ID VARCHAR(100) N Alternate identifier provided by the vendor. This question ID should be unique. The current vendor is providing this question ID Topic Paper Page 41 of 109

42 as a loadable spreadsheet. This should be a unique index on the table to avoid duplicate questions IDs. TX_QSTN_TYPE VARCHAR(100) N Identifies if the question type. The current question types are: Basic Plus TX_QSTN_GRP VARCHAR(100) N Used to group a set of questions. Examples include Education, Employment and Income, and Risky Behavior. TX_QSTN VARCHAR(500) N The actual question asked on the survey. FL_FED CHAR(1) N Flag determines if this is a federal reporting field. (Y/N). Defaults to N. FL_RPT CHAR(1) N Flag determines if this is a FSFN reporting field. (Y/N) Defaults to Y. TX_FED_XML_TAG VARCHAR(100) Y Federal XML element tag used in federal reporting extract. NUM_QSTN_SEQ INTEGER N The order in which the question appears on the survey. ID_CR INTEGER N ID_UP INTEGER N ID of the org worker role for the worker who created the row. This is the assigned batch ID for this program. ID of the org worker role for the worker who updated the row. This is the assigned batch ID for this program. There are no updates expected to this data by the interface program. TS_CR TIMESTAMP N Date and time the row was created. TS_UP TIMESTAMP N Date and time the row was updated. ETL_INS_TS TIMESTAMP N The ETL insert timestamp. ETL_UPD_TS TIMESTAMP N The ETL update timestamp NYTD_QSTN_ANSWR_REF This is the reference table for canned answers to NYTD survey questions. Survey questions are multiple choice so there are numerous answers per question. This is a read-only reference table and is not updated by system users or batch processes. Topic Paper Page 42 of 109

43 Table 6-7: NYTD_QSTN_ANSWR_REF Table Attribute(s) of "NYTD_QSTN_ANSWR_REF" Entity Name Datatype NULL Definition ID_NYTD_QSTN_ANSWR INTEGER N Unique identifier for question answer reference table. (Primary Key) ID_NYTD_QSTN_REF INTEGER N Identifier the survey question this answer is associated with. Foreign Key to NYTD_QSTN_REF.ID_NYTD_QSTN_REF. NUM_ANSWR_SEQ INTEGER N The order the question appears to the survey user. Defaults to 0. TX_ANSWR VARCHAR(500) N The answer choice displayed to the survey user. ID_CR INTEGER N ID_UP INTEGER N ID of the org worker role for the worker who created the row. This is the assigned batch ID for this program. ID of the org worker role for the worker that updated the row. This is the assigned batch ID for this program. There are no updates expected to this data by the interface program. TS_CR TIMESTAMP N Date and time the row was created. TS_UP TIMESTAMP N Date and time the row was updated. ETL_INS_TS TIMESTAMP N The ETL insert timestamp. ETL_UPD_TS TIMESTAMP N The ETL update timestamp. Topic Paper Page 43 of 109

44 Section 7. Federal Submission File Elements The NYTD data file contains information on all applicable NYTD data elements in a single data file, which is transmitted in an XML format. The data file contains case-level data on youth in the following reporting populations: 1. Served Population Includes all FSFN participants age who receive at least one independent living service provided by the State or an agent of the State during a six month reporting period. Selection Logic: Any participant between the ages of 13-22, based on current system date in comparison to child s DOB, with a Case Note whose Contact Begin Date occurs within the Report Period, is in an active Case open during any portion of the reporting period and whose Note Type = Academic Support; Post-Secondary Educational Support; Career Preparation; Employment Programs or Vocational Training; Budget and Financial Management; Housing Educational and Home Management Training; Health Education and Risk Prevention; Family Support and Healthy Marriage Education; or Mentoring; OR Any participant between the ages of 13-22, based on current system date in comparison to child s DOB, who is/was in an Out-of-Home Placement or Service anytime during the Report Period with a Service Type that has a Reporting Category = SIL Other; Subsidized IL; Aftercare Room and Board (State); Transitional Room and Board (State); EFC Foster Home PESS Room & Board; EFC Foster Home Room & Board; EFC Group Home PESS Room & Board; EFC Group Home Room & Board; EFC OSLA PESS Room & Board; EFC OSLA Room & Board; RTI Scholarship; Adoption/ Guardianship RTI, ETV Full Time, ETV Part Time, Scholarship No ETV, Scholarship Post ETV, EFC PESS Other Expenses; ETV Aftercare Age 18-22; ETV PESS Age 18-22; PESS Chafee Age 18-20; PESS State Funded Age 21 & 22; Aftercare Other (Chafee), Aftercare Other (State), Transitional Other (Chafee), Transitional Other (State); EFC Allowance Chafee Age 18-20; EFC Allowance SF Age 21; or EFC Other Expenses. NOTE: When determining the youth s age, the selection logic will pull the child into the Served Population if they turned 22 prior to or during the Report Period as long as they received the Service at the age of 22 during the Report Period. Therefore, if a youth is receiving the Service at the age of 22 during the Report Period but turns 23 during that Report Period as well, the youth will appear in the population for that period. Topic Paper Page 44 of 109

45 2. Baseline Survey Population Includes all youth in foster care that reach their 17 th birthday in Federal Fiscal Year 2011 or in every third fiscal year following Federal Fiscal Year 2011 (e.g. 2014, 2017, etc.). Beginning in Federal Fiscal Year (FFY) , and every third year thereafter, a youth who turns 17, between the start of the FFY (October 1) and the end of the FFY (September 30), is included in the population of baseline youth in the survey report file and added to the survey population if the youth: o Is in an active removal episode on or within 45 days after the 17 th birthday (removal begin date <= [17 th birthday + 45 days] and discharge date >= [17 th birthday]). Was not already identified for survey in a prior report (Person_ID is not in the cumulative list of youth identified for survey through all prior reports). For example, if a youth was in an active removal episode on his 17 th birthday, was discharged two weeks after his 17 th birthday, then reentered out of home care one month following his 17 th birthday he should only be included in the population one time even though he has two qualifying removal episodes. 3. Follow-up Survey Population Includes youth initially identified in the baseline population that subsequently turn age 19 or 21 in a certain fiscal year and who participated in data collection as part of the baseline population. If the youth did NOT have a Youth Participated outcome in the previous survey, the youth is excluded from the follow-up population. There are 13 data elements providing information about youth in all three (3) NYTD reporting populations, 20 data elements providing information exclusively about youth in the served population, and 25 data elements providing information exclusively about youth in the baseline and follow up populations. Elements 1 33 and 36 are derived from the FSFN application, based on information for each selected person at the time of service. Elements 35 and are derived from the survey tool. Element 34 is derived from both FSFN and data provided from the survey tool. This data is utilized to determine the participation status for each child. Values and how they are derived are provided below: Youth participated Status if survey tool provides a Complete Date for the survey. Youth declined Outcome status provided via survey. Parent declined - Outcome status provided via survey. Topic Paper Page 45 of 109

46 Youth incapacitated - Outcome status provided via survey. Incarcerated - Outcome status provided via survey. Runaway/missing - Outcome status provided via survey. Unable to locate/invite - Outcome status provided via survey. Death Derived as follows: Outcome status provided via survey. Youth has a Date of Death documented on the Person Management record prior to the reporting period and does not have an outcome or valid responses documented within the survey data. The Federal value Not in sample is not used in Florida, as Florida does not sample its survey population. Blank Topic Paper Page 46 of 109

47 7.1 Federal Submission File Elements **Please see note following table** National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Served/Baseline/Follow-up/Survey populations (Elements 1-13) 1 State (g)(1) State means the state responsible for reporting on the youth. Indicate the first two digits of the Federal Information Processing Standard (FIPS) code for the state submitting the report to ACF. Two- digit FIPS code N/A Can be generated by the report in the same way AFCARS is reported. *100% Error-free standard N/A System calculated Always 12 2 Report date (g)(2) The report date corresponds with the end of the current reporting period. Indicate the last month and the year of the Month, day, year N/A Can be generated by the report in the same way AFCARS is reported *100% Error-free standard N/A System calculated End of Report Period yyyymm Topic Paper Page 47 of 109

48 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping reporting period. 3 Record number (g)(3) The record number is the encrypted, unique person identification number for the youth. The state agency must apply and retain the same encryption routine or method for the person identification number across all reporting periods. The record number must be encrypted in accordance with ACF standards. The logic for this element gets the child s FSFN Encrypted, unique person identification number N/A **CHANGE** The encryption routine that hashes the person ID is incorrect in that there is an opportunity to create a duplicate for 12 digit IDs; when correcting and implementing the new hashing routine, consideration needs to account for the ID s that have been encrypted using the current logic and stored for comparison so children that were previously reported will continue to be reported with the same identifier to ACF. NOTE: This hashing routine must be consistent with the routine employed for AFCARS. PERSON_ID ENTIFICATI ON.TX_IDTF CN_TYPE CPS_PERS ON.ID_PRS N encrypted the way AFCARS is encrypted Note: The AFCARS, NYTD, and NCANDS reports should all encrypt the same way Topic Paper Page 48 of 109

49 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Person ID and looks for the matching record in a crosswalk (PERSON_IDEN TIFICATION) table where the type (PERSON_IDEN TIFICATION.CD_ IDTFCN_TYPE) is equal to 25 (HSn PRSN_SQ_R or AFCARS ID). This is done so children that were previously reported will continue to be reported with the same identifier to ACF. 4 Date of birth (g)(4) The youth s date of birth. Month, day, year User entered *100% Error-free standard Person Management > Basic tab PERSON.DT _BRTH yyyy-mm-dd Topic Paper Page 49 of 109

50 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 5 Sex (g)(5) The youth s sex. Male Female Drop down *100% Error-free standard Person Management > Basic tab PERSON.CD _GNDR Male=male Female=female Unknown=Blank Blank=Blank 6 Race - American Indian or Alaska Native (g)(6) An America Indian of Alaska Native youth has origins in any of the original peoples of North or South America (including Central America), and maintains tribal affiliation or community attachment. Yes No Blank if youth or parent has declined to identify a race Check box Person Management > Basic Tab PERSON.FL _RACE_AM ERICAN Checked = yes Blank = no 7 Race Asian (g)(7) An Asian youth has origins in any of the original peoples of the Far East, Southeast Asia, or the Indian Yes No Blank if youth or parent has declined to Check box Person Management > Basic Tab PERSON.FL _RACE_ASI AN PERSON_E THNICITY.F L_ASIAN_IN DIAN **CHANGE** Checked = yes Blank = no Set to Yes if Race = Asian or if Ethnicity = Asian Indian, Cambodian, Topic Paper Page 50 of 109

51 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam. identify a race PERSON_E THNICITY.F L_COMBODI AN PERSON_E THNICITY.F L_CHINESE PERSON_E THNICITY.F L_JAPANES E Chinese, Hmong, Japanese, Korean, Laotian, Other Southeast Asian, Thai, or Vietnamese. PERSON_E THNICITY.F L_KOREAN PERSON_E THNICITY.F L_LAOTIAN PERSON_E THNICITY.F L_OTHER_S OUTHEAST _ASIAN Topic Paper Page 51 of 109

52 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping PERSON_E THNICITY.F L_THAI PERSON_E THNICITY.F L_VIETNAM ESE. 8 Race Black or African American (g)(8) 9 Race Native Hawaiian or Other Pacific Islander A Black or African American youth has origins in any of the black racial groups of Africa. A Native Hawaiian or Other Pacific Islander youth has origins in any Yes No Blank if youth or parent has declined to identify a race Yes No Blank if youth or parent has Check box Check box Person Management > Basic tab Person Management > Basic Tab PERSON_E THNICITY.F L_OTHER_S OUTHEAST _HMONG PERSON.FL _RACE_BLA CK PERSON_E THNICITY. FL_AFRICA N_AMERICA N PERSON. FL_RACE_H AWAIIAN Checked = yes Blank = no Set to Yes if Race = Black or Yes if Ethnicity = African American Checked = yes Blank = no Topic Paper Page 52 of 109

53 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping (g)(9) of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands. declined to identify a race 10 Race White (g)(10) A White youth has origins in any of the original peoples of Europe, the Middle East, or North Africa. Yes No Blank if youth or parent has declined to identify a race Check box Person Management > Basic Tab PERSON.FL _RACE_WHI TE Checked = yes Blank = no 11 Race Unknown (g)(11) The race, or at least one race of the youth is unknown, or the youth and/or parent is not able to communicate the youth s race. Yes No Blank if youth or parent has declined to identify a race N/A Use Unable to Determine; Unknown; or Multi-Racial-one or more races not known Person Management > Basic tab PERSON.FL _RACE_UN BL_DTRMN PERSON.FL _RACE_UN KNOWN PERSON.FL _MULTI_RC L Checked = yes Blank = no Set to Yes if NO other race value is selected and Race is Unable to Determine or Unknown; in addition, set to Yes if Multi-Racial-one or more races not known is selected regardless that at least one other Race value is selected. Topic Paper Page 53 of 109

54 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 12 Race - Declined (g)(12) The youth or parent has declined to identify a race. Yes No Checkbox Person Management > Basic Tab PERSON.FL _RACE_DE CLND Checked = yes Blank = no Set to Yes if NO other race value is selected and Race selected is declined. 13 Hispanic or Latino Ethnicity (g)(13) A youth is of Hispanic or Latino ethnicity if the youth is a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race. "Unknown" means the youth and/or parent is unable to communicate the youth s ethnicity. "Declined" means Yes No Unknown Declined Drop down New reference value added for this field = declined added under Ethnicity field Person Management > Basic Tab > Hispanic/Latino Field PERSON.CD _CMBN_ET HN If not determined from above value, use mapping from 3 columns below. PERSON_E THNICITY.F L_CUBAN PERSON_E THNICITY.F L_HISPANIC Hispanic/Latino (4) = yes Unknown (25) = unknown Declined (26) = declined Any Other Value = no If above logic = no and Cuban, Hispanic Latino, or Puerto Rican ethnicities are selected, ethnicity values are selected set to yes. Topic Paper Page 54 of 109

55 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping the youth or parent has declined to identify the youth's Hispanic or Latino ethnicity. Served population (Elements 14-33) _LATINO PERSON_E THNICITYFL _PUERTO_ RICAN 14 Foster care status-services (g)(14) The youth receiving services is or was in foster care during the reporting period if the youth is or was in the placement and care responsibility of the State title IV- B/IV-E agency in accordance with the definition of foster care in 45 CFR Yes No Blank if not in served population Look at removal that began on or before report period end and either not ended or ended on or after report period begin date. *100% Error-Free Standard Out of Home Placement > Removal/Place ment tab EPISODE.DT _RMVL 15 Local agency The local agency FIPS code(s) Get the county of the CODE_DES CD_COUNTY Topic Paper Page 55 of 109

56 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping (g)(15) is the county or equivalent jurisdictional unit that has primary responsibility for the placement and care of the youth who is in foster care consistent with the definition in 45 CFR , or that has primary responsibility for providing services to the youth if the youth is not in foster care. Centralized Unit Blank if not in served population case from child s current or most recent removal within the report period use FIPS code associated with that county. If the case county is not a valid FL county, look for: 1) County of the unit of the primary worker currently assigned to the Case; else 2) County of the unit of the most recently closed primary worker C.TX_DESC_ TYPE where ID_GRP= RE GION ORG_LOCAT ION.CD_CO UNTY If a youth who is not in foster care is provided services by a centralized unit only, rather than a county agency, Topic Paper Page 56 of 109

57 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping indicate centralized unit. 16 Federally recognized tribe (g)(16) The youth is enrolled in or eligible for membership in a federally recognized tribe. The term "federally recognized tribe," means any Indian tribe, band, nation, or other organized group or community of Indians, including any Alaska Native village or regional or village corporation as defined in or established pursuant to the Alaska Native Claims Settlement Act Yes No Blank if not in served population Radio Button Person Management Basic PERSON. FL_ICWA_EL IGIBLE Yes = yes No = no Topic Paper Page 57 of 109

58 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping (43 U.S.C 1601 et seq.), that is recognized as eligible for the special programs and services provided by the United States to Indians because of their status as Indians pursuant to the Indian Self- Determination and Educational Assistance Act (25 U.S.C. 450 et seq.). 17 Adjudicated Delinquent (g)(17) Adjudicated delinquent means that a State or Federal court of competent jurisdiction has adjudicated a youth as a delinquent. Yes No Blank if not in served population Radio button New FSFN element(s): Has the child ever been adjudicated delinquent? Question on Person Management > Additional Tab Has the child ever been Adjudicated delinquent? PERSON.CD _ADJDCTD **CHANGE** If Served Population = N, this Element = blank; If Served Population = Y, and the Has the child ever been adjudicated delinquent = null, this Element = blank; If Served Population = Y, Topic Paper Page 58 of 109

59 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Report if ever adjudicated delinquent even if no longer applies. and the Has the child ever been adjudicated delinquent = Y, this Element = yes ; and If Served Population = Y, and the Has the child ever been adjudicated delinquent = N, this Element = no. 18 Education level (g)(18) Less than 6th grade 6th grade 7th grade 8th grade 9th grade 10th grade 11th grade 12th grade Post secondary education or training College Blank if not in served Educational level means the highest educational level completed by the youth. For example, for a youth currently in 11th grade, 10th grade is the highest educational level completed. "Post-secondary education or training" refers to any other postsecondary Drop- Down This is contained in the Education module, under Current Grade Level. Select the most recent Education record for the child. If the only record entered into FSFN is a record without an End Date, the batch should - 1 (minus 1) to the current level to determine the most recently completed grade level. The chart in Appendix A shows the -1 Education > Education History tab > Maintain Education History pop-up page Looking at Type, Education Level, and Status Fields SCHOOL.TX _COMPLTN_ STAT SCHOOL.CD _GRADE Hierarchy of selection: Look at the Maintain Education History Pop-Up Page and if the Completion Status is one of the following, use the previous grade level based on the mapping: 734 = Withdrawn (due to expulsion) 735 = Withdrawn (due to court action) 736 = Withdrawn (due to non-attendance) 737 = Other 743 = Pending Topic Paper Page 59 of 109

60 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping education or training, other than an education pursued at a college or university. "College" refers to completing at least a semester of study at a college or university. population mapping for each current Grade Level in FSFN. If the Completion Status is equal to any other value, use the current grade level to determine the applicable mapping. See Appendix A for mapping 19 Special education status (g)(19) The term "special education," means specifically designed instruction, at no cost to parents, to meet the unique needs of a child with a disability. Yes No Blank if not in served population Check box Logic is currently incorrect and must be modified to be consistent with the Mapping column. For Education History records going forward: Education > Education Information tab > Exceptional Student Education (ESE) Student group box For historical/ SCHOOL.FL _SPCL_ED, EDUCATION. FL_ESE_ST UDENT **CHANGE** For Education History records going forward, the following logic applies: - If a record exists, other than Gifted, within the Exceptional Student Education group box and the Start Date is less than or equal to the Report Period End Date and the Topic Paper Page 60 of 109

61 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping legacy records: Education > Education History tab > Special Education check box End Date is null = yes; - If a record exists, other than Gifted, within the Exceptional Student Education group box and the End Date is greater than the Report Period Start Date = yes; - Otherwise, if the only record inserted within the Exceptional Student Education group box is Gifted = no; For historical/ legacy records: Special Education Status check box: Checked = yes Not checked = no NOTE: Because an Education Record can have both a historical record documented on Topic Paper Page 61 of 109

62 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping the Education History tab and have new information documented within the Exceptional Student Education group box, if the historical record reflects No because the check box is not selected, check the new data to determine if the ESE criteria is met. IL Services Served Youth 20 Independent living needs assessment (g)(20) An independent living needs assessment is a systematic procedure to identify a youth s basic skills, emotional and social capabilities, strengths, and needs to match the youth with appropriate Yes No Blank if not in served population User enteredinitial and updates Look for a date in the report period, regardless of whether it was a needs or strengths assessment, date in period=yes IL Module > Academic & Life Skills Progress tab > Life Skills box Any row in IL_LIFE_SKI LLS or IL_LIFE_SKI LLS_ASSMN T that falls within reporting period **CHANGE** yes = if served and at least one Life Skills record with date during report period. no = if served and not at least one Life Skills Assessment with date that falls within the Report Period. When determining if at least one Life Skills Topic Paper Page 62 of 109

63 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping independent living services. An independent living needs assessment may address knowledge of basic living skills, job readiness, money management abilities, decisionmaking skills, goal setting, task completion, and transitional living needs. Assessment exists, whose date falls within the Report Period, the logic must look at each Life Skills Assessment pop-up page, associated with the youth s Independent Living page, and determine if any of the Life Skills Assessment pop-up pages have a Completed Date which falls within the Report Period. The new Life Skills Assessment pop-up page fields are stored in a different table than previously captured and as a result the logic must be modified to look in the appropriate tables. The extract programming needs to be updated to use the new table and continue checking the old table for resubmissions.. Topic Paper Page 63 of 109

64 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 21 Academic support (g)(21) Academic supports are services designed to help a youth complete high school or obtain a General Equivalency Degree (GED). Such services include the following: Academic Counseling Preparation for a GED, including assistance in applying for or studying for a GED exam Tutoring Help with homework; Study skills training Literacy Yes No Blank if not in served population Drop Down Case Notes > Type > Academic Support CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 4 Reference Data Table:CATE GORY_TYPE.CD_CTGRY = 57 and CATEGORY. CD_TYPE = 4 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Academic Support with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 64 of 109

65 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping training Help accessing educational resources. Academic support does not include a youth s general attendance in high school. 22 Post-secondary educational support (g)(22) Post-secondary educational support are services designed to help a youth enter or complete college, and include the following: Classes for test preparation such as the Scholastic Yes No Blank if not in served population Drop Down Case Notes > Type > Post- Secondary Educational Support CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 12 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Post-Secondary Educational Support with a Contact Begin date that occurs within the Reporting Period Topic Paper Page 65 of 109

66 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Aptitude Test (SAT) counseling about college Information about financial aid and scholarships Help completing college or loan applications Tutoring while in college The list is not allinclusive; other supports such as college tours provided by the agency could fall within this definition. Covered areas: College Prep and CATEGORY. CD_TYPE = 12 no = if served and not at least one Topic Paper Page 66 of 109

67 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping courses 23 Career preparation (g)(23) Career preparation services focus on developing a youth s ability to find, apply for, and retain appropriate employment. Career preparation includes the following types of instruction and support services: Vocational and career assessment, including career exploration and planning, Guidance in setting and assessing Yes No Blank if not in served population Drop Down Case Notes > Type > Career Preparation CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 6 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 6 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Career Preparation with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 67 of 109

68 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping vocational and career interests and skills, and help in matching interests and abilities with vocational goals; Job seeking and job placement support, including identifying potential employers, writing resumes, completing job applications, developing interview skills, job shadowing, receiving job Topic Paper Page 68 of 109

69 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping referrals, using career resource libraries, understandin g employee benefits coverage, and securing work permits; retention support, including job coaching; learning how to work with employers and other employees; understandin g workplace values such as timeliness and appearance; and understandin g authority Topic Paper Page 69 of 109

70 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping and customer relationships. 24 Employment programs or vocational training (g)(24) Employment programs and vocational training are designed to build a youth s skills for a specific trade, vocation, or career through classes or on-site training. Employment programs include a youth s participation in an apprenticeship, internship, or summer employment program and do not include summer or afterschool jobs secured by the youth alone. Yes No Blank if not in served population Drop Down Case Notes > Type > Employment Programs or Vocational Training CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 7 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 7 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Employment Programs or Vocational Training with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 70 of 109

71 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Vocational training includes a youth s participation in vocational or trade programs in school or through nonprofit, commercial or private sectors and the receipt of training in occupational classes for such skills as cosmetology, auto mechanics, building trades, nursing, computer science, and other current or emerging employment sectors. 25 Budget and financial Budget and financial Yes Drop Case Notes > Type > Budget CAN_TEXT_ EVENT.CD_ **CHANGE** Topic Paper Page 71 of 109

72 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping management (g)(25) management assistance includes the following types of training and practice: Living within a budget; opening and using a checking and savings account; balancing a checkbook; developing consumer awareness and smart shopping skills; accessing information about credit, loans and taxes; and Filling out tax No Blank if not in served population Down and Financial Management CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 5 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 5 yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Budget and Financial Management with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 72 of 109

73 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping forms. 26 Housing education and home management training (g)(26) Housing education includes assistance or training in locating and maintaining housing, including filling out a rental application and acquiring a lease, handling security deposits and utilities, understanding practices for keeping a healthy and safe home, understanding tenants rights and responsibilities, and handling landlord complaints. Home Yes No Blank if not in served population Drop Down Case Notes > Type > Housing Education and Home Management Training CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 10 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 10 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Housing Educational and Home Management Training with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 73 of 109

74 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping management includes instruction in food preparation, laundry, housekeeping, living cooperatively, meal planning, grocery shopping and basic maintenance and repairs. 27 Health education and risk prevention (g)(27) Health education and risk prevention includes providing information about: Hygiene, nutrition, fitness and exercise, and first aid; medical and dental care No Yes Blank if not in served population Drop Down Case Notes > Type > Health Education and Risk Prevention CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 9 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Health Education and Risk Prevention with a Contact Begin date that occurs within the Reporting Period no = if served and not at Topic Paper Page 74 of 109

75 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping benefits, health care resources and insurance, prenatal care and maintaining personal medical records; sex education, abstinence education, and HIV prevention, including education and information about sexual development and sexuality, pregnancy prevention and family planning, and and CATEGORY. CD_TYPE = 9 least one Topic Paper Page 75 of 109

76 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping sexually transmitted diseases and AIDS; Substance abuse prevention and intervention, including education and information about the effects and consequence s of substance use (alcohol, drugs, tobacco) and substance avoidance and intervention. Health education and risk prevention does Topic Paper Page 76 of 109

77 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping not include the youth s actual receipt of direct medical care or substance abuse treatment. 28 Family Support and Healthy Marriage Education (g)(28) Such services include education and information about safe and stable families, healthy marriages, spousal communication, parenting, responsible fatherhood, childcare skills, teen parenting, and domestic and family violence prevention. Yes No Blank if not in served population Drop Down Case Notes > Type > Family Support and Healthy Marriage Education CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 8 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 8 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Family Support and Healthy Marriage Education with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 77 of 109

78 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 29 Mentoring (g)(29) Mentoring means that the youth has been matched with a screened and trained adult for a one-on-one relationship that involves the two meeting on a regular basis. Mentoring can be short-term, but it may also support the development of a long-term relationship. While youth often are connected to adult role models through school, work, or family, this service category only includes a mentor relationship that has been facilitated, paid Yes No Blank if not in served population Drop down Case Notes > Type > Mentoring CAN_TEXT_ EVENT.CD_ CTGRY = 57 CAN_EVENT _TYPE.CD_C AN_EVENT_ TYPE = 11 Reference Data Table: CATEGORY_ TYPE.CD_C TGRY = 57 and CATEGORY. CD_TYPE = 11 **CHANGE** yes = Participant of a Case Note in an active Case open during any portion of the reporting period with the Note Type = to Mentoring with a Contact Begin date that occurs within the Reporting Period no = if served and not at least one Topic Paper Page 78 of 109

79 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping for, or provided by the State agency or its staff. 30 Supervised independent living (g)(30) Supervised independent living means that the youth is living independently under a supervised arrangement that is paid for or provided by the State agency. A youth in supervised independent living is not supervised 24- hours a day by an adult and often is provided with increased responsibilities, such as paying bills, assuming Yes No Blank if not in served population Drop down Maintain Services > Reporting Category > SIL Other or Subsidized IL SERVICE_T YPE.CD_RP TG_CAT = 113 or 114 and record within reporting period. yes = Reference value selected from the Reporting Category dropdown on Maintain Services Page. Participant has an Out of Home Placement or Service open during any portion of the reporting period with a Service Type that has a reporting category equal to SIL Other or Subsidized IL no = if served and not at least one Topic Paper Page 79 of 109

80 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping leases, and working with a landlord, while under the supervision of an adult. 31 Room and board financial assistance (g)(31) Room and board financial assistance is a payment that is paid for or provided by the State agency for room and board, including rent deposits, utilities, and other household startup expenses. Yes No Blank if not in served population Drop down Maintain Services > Reporting Category > Aftercare Room and Board (State); Transitional Room and Board (State); EFC Foster Home PESS Room & Board; EFC Foster Home Room & Board; EFC Group Home PESS Room & Board; EFC Group Home SERVICE_T YPE.CD_RP TG_CAT equals one of the following (102, 120, 123, 124, 125, 126, 129, or 130) and record within reporting period. **CHANGE** yes = Reference value selected from the Reporting Category dropdown on Maintain Services Page. Participant has an Out of Home Placement or Service open during any portion of the reporting period with a Service Type that has a reporting category equal to Aftercare Room and Board (State); Transitional Room and Board (State); EFC Foster Home PESS Room & Board; EFC Foster Home Room & Topic Paper Page 80 of 109

81 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Room & Board; EFC OSLA PESS Room & Board; or EFC OSLA Room & Board. Board; EFC Group Home PESS Room & Board; EFC Group Home Room & Board; EFC OSLA PESS Room & Board; or EFC OSLA Room & Board. no = if served and not at least one 32 Education financial assistance (g)(32) Education financial assistance is a payment that is paid for or provided by the State agency for education or training, including: Allowances to purchase textbooks, uniforms, computers, and other educational Yes No Blank if not in served population Drop down Maintain Services > Reporting Category > RTI Scholarship; Adoption/ Guardianship RTI, ETV Full Time, ETV Part Time, Scholarship No ETV, Scholarship Post ETV, EFC PESS Other Expenses; ETV Aftercare SERVICE_T YPE.CD_RP TG_CAT equals one of the following (101, 105, 106, 110, 111, 112, 127, 131, 132, 134, or 135) and record within reporting period. **CHANGE** yes = Reference value selected from the Reporting Category dropdown on Maintain Services Page. Participant has an Out of Home Placement or Service open during any portion of the reporting period with a Service Type that has a reporting category equal to RTI Scholarship; Adoption/ Guardianship RTI, ETV Full Time, ETV Part Time, Scholarship No Topic Paper Page 81 of 109

82 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping supplies; Tuition assistance; Scholarships; Payment for educational preparation and support services (i.e., tutoring), and Payment for GED and other educational tests. This financial assistance also includes vouchers for tuition or vocational education or tuition waiver programs paid for or provided by the State agency. Age 18-22; ETV PESS Age 18-22; PESS Chafee Age 18-20; or PESS State Funded Age 21 & 22. ETV, Scholarship Post ETV, EFC PESS Other Expenses; ETV Aftercare Age 18-22; ETV PESS Age 18-22; PESS Chafee Age 18-20; or PESS State Funded Age 21 & 22. no = if served and not at least one Topic Paper Page 82 of 109

83 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 33 Other financial assistance (g)(33) Other financial assistance includes any other payments made or provided by the State agency to help the youth live independently. Yes No Blank if not in served population Drop down Maintain Services > Reporting Category > Aftercare Other (Chafee), Aftercare Other (State), Transitional Other (Chafee), Transitional Other (State); EFC Allowance Chafee Age 18-20; EFC Allowance SF Age 21; or EFC Other Expenses. SERVICE_T YPE.CD_RP TG_CAT equals one of the following (103, 104, 117, 118, 121, 122, or 128) and record within reporting period. **CHANGE** yes = Reference value selected from the Reporting Category dropdown on Maintain Services Page. Participant has an Out of Home Placement or Service open during any portion of the reporting period with a Service Type that has a reporting category equal to Aftercare Other (Chafee), Aftercare Other (State), Transitional Other (Chafee), Transitional Other (State); EFC Allowance Chafee Age 18-20; EFC Allowance SF Age 21; or EFC Other Expenses. no = if served and not at least one Topic Paper Page 83 of 109

84 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Baseline/Follow-up populations (Elements 34-36) 34 Outcomes reporting status** Youth participated Youth declined Parent declined Youth incapacitated Incarcerated Runaway/miss ing Unable to locate/invite Death Not in sample Blank N/A This information is received from Survey Vendor through the web service. If valid survey received, populate participated, otherwise use Reason Not Taken Youth participated Status if survey tool provides a Complete_Date for the Survey = participated Youth declined Outcome status provided via survey = declined Parent declined - Outcome status provided via survey = parent declined Youth incapacitated - Outcome status provided via survey = incapacitated Incarcerated - Outcome status provided via Topic Paper Page 84 of 109

85 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping survey = incarcerated Runaway/missing - Outcome status provided via survey = runaway missing Unable to locate/invite Outcome status provided via survey = unable to locate Death Derived as follows: Outcome status provided via survey = death Youth has a Date of Death documented on the Person Management = death If the date of death is before the finalized date, Topic Paper Page 85 of 109

86 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping use the date of death as the Date of Outcome; otherwise use the finalized survey date. Blank NOTE: If the value returned from the Survey Vendor is something other than the values reflected within the Logic, they must map to blank. For example, if Reunified is returned from the Survey Vendor, which is not in the list of Federal accepted values it must map to blank. In addition, if the child is in the served population but is not included in the Baseline or Follow-up sample population, it Topic Paper Page 86 of 109

87 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping must map to blank. 35 Date of outcome data collection Month, day, year Will be derived from survey data. *100% Error-Free Standard Utilize Complete Date, if provided. If no Complete_Date provided and a reason not taken is provided, utilize the 'Reason Not Taken' value for element 34 as the outcome and utilize the Finalized_Date. If Death is utilized as Element 34, utilize the earlier date of Death date in FSFN or Finalized_Date from survey. If Element 34 is set to blank, this Element is set to blank as well. This logic applies whether it is baseline or follow-up population. In yyyy-mm-dd format Topic Paper Page 87 of 109

88 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 36 Foster care status outcomes Yes No Blank Will be derived from survey data. If there is a removal before the completion date received from survey Baseline/Follow-up_Survey populations (Elements 37-58) Row in EPISODE with removal date before survey completion date. Blank if EITHER the child is NOT in the survey population (baseline or follow-up) OR the Survey response received does not map to one of the federally accepted values. IF a valid Survey Response is received: o Yes should map if the child was in a removal episode as of the date captured in 35; o No should map if child was not in a removal episode as of the date captured in Current fulltime employment Yes No Will be derived from survey data. Survey Question ID: BL01_Q01_01 Declined FU01_Q01_01 Topic Paper Page 88 of 109

89 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Blank 38 Current parttime employment Yes No Will be derived from survey data. Survey Question ID: BL01_Q02_01 Declined FU01_Q02_01 Blank 39 Employment related skills Yes No Will be derived from survey data. Survey Question ID: BL01_Q13_01 Declined FU01_Q13_01 Blank 40 Social Security Yes No Declined Blank Will be derived from survey data. Survey Question ID: BL01_Q14_01 FU01_Q14_01 41 Educational aid Yes No Will be derived from survey data. Survey Question ID: BL01_Q15_01 Declined FU01_Q15_01 Topic Paper Page 89 of 109

90 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Blank 42 Public financial assistance Yes No Will be derived from survey data. Survey Question ID: BL01_Q17_01 Not applicable FU01_Q17_01 Declined Blank 43 Public food assistance Yes No Will be derived from survey data. Survey Question ID: BL01_Q18_01 Not applicable FU01_Q18_01 Declined Blank 44 Public housing assistance Yes No Will be derived from survey data. Survey Question ID: BL01_Q19_01 Not applicable FU01_Q19_01 Declined Blank Topic Paper Page 90 of 109

91 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping 45 Other financial support Yes No Will be derived from survey data. Survey Question ID: BL01_Q16_01 Declined FU01_Q16_01 Blank 46 Highest educational certification received High school diploma/ged Vocational certificate Will be derived from survey data. Survey Question ID: BL01_Q21_01 FU01_Q21_01 Vocational license Associate s degree Bachelor s degree Higher degree None of the above Declined Topic Paper Page 91 of 109

92 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Blank 47 Current enrollment and attendance Yes No Will be derived from survey data. Survey Question ID: BL01_Q25_01 Declined FU01_Q25_01 Blank 48 Connection to adult Yes No Will be derived from survey data. Survey Question ID: BL01_Q32_01 Declined FU01_Q32_01 Blank 49 Homelessness Yes No Declined Blank Will be derived from survey data. Survey Question ID: BL01_Q49_01 FU01_Q49_01 50 Substance abuse referral Yes No Will be derived from survey data. Survey Question ID: BL01_Q53_01 Declined FU01_Q53_01 Topic Paper Page 92 of 109

93 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Blank 51 Incarceration Yes No Declined Blank 52 Children Yes No Declined Blank Will be derived from survey data. Will be derived from survey data. Survey Question ID: BL01_Q57_01 FU01_Q57_01 Survey Question ID: BL01_Q61_01 FU01_Q61_01 53 Marriage at child s birth Yes No Will be derived from survey data. Survey Question ID: BL01_Q62_01 Not applicable FU01_Q62_01 Declined Blank 54 Medicaid Yes No Will be derived from survey data. Survey Question ID: BL01_Q63_01 Topic Paper Page 93 of 109

94 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping Don t know FU01_Q63_01 Declined Blank 55 Other health insurance coverage Yes No Will be derived from survey data. Survey Question ID: BL01_Q64_01 Don t know FU01_Q64_01 Declined Blank 56 Health insurance type: Medical Yes No Will be derived from survey data. Survey Question ID: BL01_Q66_01 Don t know BL01_Q66_01 Not applicable Declined Blank 57 Health insurance type: Mental Yes No Will be derived from survey data. Survey Question ID: BL01_Q67_01 Topic Paper Page 94 of 109

95 National Youth in Transition Database # NYTD Element Name & Citation (45 CFR) Definition Errors Valid Responses Per NTYD Type of Field Other Information Comments FSFN Screen Table Field Mapping health Don t know FU01_Q67_01 Not applicable Declined Blank 58 Health insurance type: Prescription drugs Yes No Don t know Not applicable Will be derived from survey data. Survey Question ID: BL01_Q68_01 FU01_Q68_01 Declined Blank Served population This is a group element consisting of an ordered list of the elements relevant only to the served population, including NYTD data elements Baseline/Follow-up populations Topic Paper Page 95 of 109

96 This is a group element consisting of an ordered list of the elements relevant only to the baseline and follow-up populations, including NYTD data elements **An additional field is captured on the first three tabs of the Cohort 2 Report in BOE, related to the follow-up population. This field is labeled Prior Outcomes Reporting Status and populates from the FSNDW201.NYTD_FED_RPT_DTL table (TX_BFP_E34_OUT_RTP_STAT field). This field is only updated when a completed survey comes in. The rest of the fields come from DB2ADMIN.NYTD_SURVEY_POP_T and DB2ADMIN.NYTD_SURVEY_POP_DETAIL_T tables. This data is utilized to determine the prior participation status for each child. Values and how they are derived are provided below: Youth participated Status if survey tool provides a Complete Date for the survey. Youth declined Outcome status provided via survey. Parent declined - Outcome status provided via survey. Youth incapacitated - Outcome status provided via survey. Incarcerated - Outcome status provided via survey. Runaway/missing - Outcome status provided via survey. Unable to locate/invite - Outcome status provided via survey. Death Derived as follows: Outcome status provided via survey. Youth has a Date of Death documented on the Person Management record prior to the reporting period and does not have an outcome or valid responses documented within the survey data. Not in sample Child is in served population but is not included in the Baseline or Follow-up sample population. Blank Baseline/Follow-up Survey populations Contains the elements related to the Youth Outcome Survey for baseline/follow-up youth. Topic Paper Page 96 of 109

97 7.2 ENCRYPTION **CHANGE** The NYTD Federal Submission File will use an encrypted, unique person identification number for the youth. This ID will be encrypted in the same way as AFCARS FC04 Record Number values, and will remain the same for youth wherever they are residing and in any subsequent NYTD reports. NOTE: If a change to the current encryption routine ever occurs, consideration needs to account for the ID s that have been encrypted using the current logic and stored for comparison so children that were previously reported will continue to be reported with the same identifier to ACF. 7.3 FOOTNOTES Footnotes can be included in the Federal Submission File, which will serve to provide comments or clarification that may help in understanding the NYTD data. The notes can pertain to the entire file (file-level note), an individual data element (element-level note), an individual youth record (record-level note), or an individual value in the data file (value-level note). The State of Florida has elected to not provide Record-level and Value-level footnotes. Below are the details of NYTD footnotes. NYTD Footnotes: Note Type XML Element/Tag Name Number of Notes Length of Notes Source File-level (entire file) file_note 0 to to 2000 characters Element-level (data element field_note, with NYTD element number specified in element_id attribute 0 to to 2000 characters FSFN - NYTD Footnotes Page FSFN - NYTD Footnotes Page Topic Paper Page 97 of 109

98 Note Type Record-level (youth record) Value-level (value in the data field) Details: XML Element/Tag Name Number of Notes Length of Notes Source record_note 0 to 1 per record 0 to 2000 characters note attribute added to an XML tag for NYTD data 0 to 1 per data value N/A State elected not to capture this footnote. 0 to 255 characters N/A State elected not to capture this footnote. Cannot include an unescaped ampersand (&) or a left-angle bracket character (<). Single and double quotation marks may also be escaped. Topic Paper Page 98 of 109

99 Section 8. NYTD File 8.1 Data File Name The XML NYTD data file which is output to the FSFN reporting environment will follow the State s file naming convention this is the same format as is used in AFCARS submission. The data file name will include the date and time the NYTD data file is extracted (i.e showing the date the file was extracted in yyyymmdd format). 8.2 NYTD File Submission Process Introduction **This section explains steps to be followed to submit NYTD file to the Federal Agency. Public Law established the John H. Chafee Foster Care Independence Program (CFCIP) at section 477 of the Social Security Act, providing States with flexible funding to carry out programs that assist youth in making the transition from foster care to self-sufficiency. The law also requires the Administration for Children and Families (ACF) to develop a data collection system to track the independent living services States provide to youth and develop outcome measures that may be used to assess States' performance in operating their independent living programs. To meet the law's mandate, ACF published a proposed rule in the Federal Register on July 14, 2006 and a final rule on February 26, The regulation establishes the National Youth in Transition Database (NYTD) and requires that States engage in two data collection activities. First, States are to collect information on each youth who receives independent living services paid for or provided by the State agency that administers the CFCIP. Second, States are to collect demographic and outcome information on certain youth in foster care whom the State will follow over time to collect additional outcome information. This information will allow ACF to track which independent living services States provide and assess the collective outcomes of youth. The regulation requires that States report to ACF the independent living services and supports they provide to all youth in eleven broad categories: independent living needs assessment; academic support; post-secondary educational support; career preparation; employment programs or vocational training; budget and financial management; housing education and home management training; health education and risk prevention; family support and healthy marriage education; mentoring; and supervised independent living. States will also report financial assistance they provide, including assistance for education, room and board and other aid. Topic Paper Page 99 of 109

100 To meet these requirements, DCF Approved Vendor conducts the surveys and provides the information to FSFN via a Web Service Interface and the Survey Information is stored in the FSFN database. From the population FSFN generates the NYTD submission file. To know the implementation details of these programs, please refer to the contents of this document. Environments in DCF Florida for NYTD transmission This section describes the facilities used in DCF to transmit the file to the office of ACF and responses from ACF with the submission results. This section describes the environment being used to transmit the file. Latter sections will describe the actual process in detail. The following picture explains the high-level flow of the NYTD transmission process. Fig 0: Environment for NYTD Submission Process in BODI1 Server On a daily basis, from FSFN database, the NYTD file is being created for DCF management to periodically measure the data quality of the NYTD survey data. A nightly java batch program which runs on the server BODI1, creates the NYTD file in the locations C:\NYTD_Prod_Submission_Files on the BODI1 server file system. Once DCF management decides that the data in the NYTD file meet the Federal requirements for the data quality, that file is the final submission file. This triggers the submission process. BODI1 server is the starting point for the NYTD file submission. On this server the location C:\NYTD_Prod_Submission_Files\NYTD_FINAL_SUBMISSION is designated as a staging for the Federal submission. In this location, NYTD_FedFileput_MF.bat has been created to transfer the approved final submission NYTD file to mainframe. This DOS script copies the file to the IBM mainframe. The destination file name in mainframe is PFSFNAN.VVG1CX4.CFI.FL. Topic Paper Page 100 of 109

101 8.2.3 Process in DCF-IBM Mainframe The office of the Administration for the Children and Families (ACF) expects all State Departments should use Cyber Fusion to transmit the submission file. Cyber Fusion ensures secured data transmission to the Federal computer system. This software is in the NSRC s IBM mainframe computer system. All the necessary JCL objects to transmit the file to ACF have been created in the library TFSFNAN.NYTDSUB.JCL Process in ACF-IBM Mainframe Once ACF receives a submission file, it runs a utility job against this file and publishes the outcome of the submission: file format requirements, data quality of the elements, and penalty if there is one. There is a NYTD portal from ACF in which we can see all these above details NYTD File Submission Workflow **This section describes the workflows in detail NYTD file-creation and the actual submission are the two steps involved in the NYTD submission to the office of the Administration for the Children and Families (ACF) which maintains the Federal NYTD system. The submission file is created from FSFN database for DCF program office to review data quality and accuracy. Once DCF management approves the final version of the file, that file needs to be submitted to ACF. This is the starting point for NYTD file submission. In FSFN, the NYTD submission involves the following high-level tasks. Create NYTD File Determine the final Submission File FTP the submission file to mainframe Validate the file in the mainframe Decide the type of submission Submit the file based on the submission type Create NYTD Files In the FSFN project, a nightly batch process creates NYTD file. The programs are developed in Java and it is running on BODI1 server and accessing the FSFN database. The java object classes are in the folder C:\FSFNBatchR2B\classes on the BODI1 server. The executables are in the folder C:\FSFNBatchR2B\executables on the same server. In Autosys job scheduler, three jobs Topic Paper Page 101 of 109

102 FSFN_PRD_R2B_IN13_NYTD_INTFC, FSFN_PRD_R2B_COLLECT_NYTD_DATA, and FSFN_PRD_R2B_GENERATE_NYTD_FILE are scheduled. Please see the Topic papers and system design documents for detailed business requirements for these individual objects involved in NYTD data collection and file creation. At the end of the successful completion of these jobs, an XML file VVG1CX4.CFI.FL.B2012.R T1804.xml is created in the folder C:\NYTD_Prod_Submission_Files for the DCF s program office to review the file for data quality. The description of the review process is beyond the scope of this document Determine the final Submission File The FSFN-Program office uses the daily NYTD file created by the previous step to validate the data quality of the elements in NYTD file. As the reporting time period, (April 1- May 15 and October 1-November 14) approaches; the program office uses various processes to determine the final submission file. Once it is determined, the file is ready for submission and this triggers the submission process FTP the file to mainframe The folder C:\NYTD_Prod_Submission_Files\NYTD_FINAL_SUBMISSION on the BODI1 server ( ) is the staging area for the transfer process. A command file NYTD_FedFileput_MF.bat, has been created in this folder. This command file is used to transfer the approved NYTD submission file to the mainframe. This command file is on the BODI1 server and it does the following functions: 1. Copies the submission file to the folder C:\NYTD_Prod_Submission_Files\SUBMISSION_ARCHIVE. Note: Please change the script with date and other information to reflect appropriate file name. 2. Transfers a BINARY file to mainframe. This file will be used to transmit to FED. The target dataset name is PFSFNAN.VVG1CX4.CFI.FL. 3. Transfers an ASCI file to mainframe. This file is used for AUDIT purpose. The target dataset on the mainframe is GDG (generation dataset group). We have defined this GDG with 20 generations. The target dataset name is TFSFNAN.NYTD.SUBMSN.DATAFILE.GxxxxV00 Once verify the script the authorized should execute this script to transfer the file to mainframe. Check C:\NYTD_Prod_Submission_Files\FTP_Log for the successful completion of the transfer. Topic Paper Page 102 of 109

103 Validate the file and decide the submission type This process is a critical process in NYTD. By mistake, if we send a wrong file or wrong submission type and DCF program office authorizes the submission, then the ACF will not accept the submission. There will be penalty for this. Therefore a careful validation of the file content and the submission types are very critical for the Department of Children and Families. To validate the file, we can do the following two steps: 1. Before the start of FTP process, open the file PFSFNAN.VVG1CX4.CFI.FL. in the mainframe and delete all the content from the file to make sure the file is empty 2. Compare the NYTD file on the BODI1 server and the latest GDG version TFSFNAN.NYTD.SUBMSN.DATAFILE.GxxxxV00 on the mainframe. 3. Doing a test submission before any regular or subsequent submission is the best way of validating the file. This process will be described later in this document Submission types Once the validation process is completed, then the submission type should be determined. The program office should spell out the submission type (Regular or some special submission). This section describes the various submission types. Based on the Federal guidelines, there are three types of NYTD file submission. They are: 1 Regular Data File Submission: An NYTD data file submission for a current reporting period, that is submitted during the appropriate transmission time frame, April 1- May 15 and October 1-November 14 is called regular data file submission. The reporting period April 1- May 15, is called Regular A period and the reporting period October 1-November 14 is called Regular B period. 2 Test Data File Submission: Before submitting the actual file, a test run will make sure the smooth transmission process and expected accuracy and data quality of the data in the submission file. 3 Subsequent Data File Submission: Submissions that are received after the NYTD due dates for a regular report (after May 15 or after November 14) are considered subsequent data files. For each of these submissions, the submission process needs to be modified to meet the federal guideline Federal Requirement for file format The State's NYTD data file name should follow this naming convention (which is the same general format used in AFCARS): VVG1CX4.CFI.ss.Zyyyy.Xyymmdd.Thhmm.xml Topic Paper Page 103 of 109

104 Where: "VVG1CX4" is the application account number that identifies NYTD data files for storage at the NIH Center for Information Technology; "CFI" refers to Cyberfusion, the mode of transmission as described in Section 7; "ss" is the State code; "Z" is the report period "A" (corresponding to the period October 1-March 31) or "B" (corresponding to the period April 1- September 30); "yyyy" is the report year; "X" is the type of submission R, C, S, or T as described below; "yymmdd" is the year, month, and day; "T" refers to the time of transmission; "hhmm" is the hour and minutes that correspond to the time the State transmits the data file (24-hour clock); and ".xml" is the XML file name extension. The NYTD data file name must include the date and time the State is transmitting the NYTD data file, not the date and time the NYTD data file was created. To meet this requirement a process TFSFNAN.NYTDSUB.JCL(NYTDCLIS) has been created. At the beginning of this process few CLIST instructions have been created to specify the reporting period and submission type. The process picks up the current timestamp and attaches to the file name Submission As explained above, if the Department meets all the requirements for the regular submission and validates the process TFSFNAN.NYTDSUB.JCL(NYTDCLIS) appropriate reporting period and submission type, then the job is submitted from FSFN to the NYTD Portal. TFSFNAN.NYTDSUB.JCL(PRFS001S). This job transmits the source file PFSFNAN.VVG1CX4.CFI.FL to the NYTD Portal in the format VVG1CX4.CFI.ss.Zyyyy.Xyymmdd.Thhmm.xml. There is one final step that must occur in order for the file to be submitted to ACF, which is performed by the Department. A Department Representative with the appropriate credentials must log into the NYTD Portal and click a Submit button in order for the file to be submitted to ACF. Once the Department Representative clicks the Submit button, the file is sent from the NYTD Portal to ACF. Topic Paper Page 104 of 109

105 8.2.6 Post Submission Activities On successful completion of the transmission, immediately a process in the office of the ACF s computer system validates the file and runs against data quality utility. As explained above, the outcome of this process is published on the WEB portal. This section explains how to see the outcome of the file transmission. The Federal agency provided access to their portal using this web link. Valid credentials are needed to access this portal. NYTD contact person from DCF s program office can assign user id and password for any individual. Using this portal, the status of the submission can be found. If the transmission is not successful, a same file can be submitted as long as the reporting period dead line is met. The following is the login interface to the NYTD portal. Topic Paper Page 105 of 109

106 Topic Paper Page 106 of 109