Frequently Asked Questions
Admin Services
Q: Do Administrators still need to have a particular Permission Set assigned to themselves before we can assign it to someone else?
A: No, Administrators do not need a particular permission set assigned to them before assigning it to others; however, there are currently several permissions and overrides that can only be assigned by a State Administrator.
Q: If there is a need to decommission or close an office, does CWS-CARES provide the functionality to terminate all user accounts under that office and close/inactivate the office?
A: CWS-CARES will not allow an office to be closed until all users within the office’s units have been transferred to the units of an open office or a user has been end-dated. CWS-CARES will notify an administrator if the office they are trying to close is an office housing units with existing active users. As a note, there isn't workload history at the office level, there are caseloads under units. If you are just updating an office address, it does not affect the history at all.
Q: What are virtual offices in CWS-CARES?
A: A virtual office refers to an office that does not have a physical location.
Q: How do we identify the County Geographic Region in CWS-CARES?
A: This field is not used by all counties, and it is not required. Those that do use the field would know if they were North, South, East, West, etc.
Q: If I am added to the staff authority area of a Unit in CWS/CMS, then I have access to all of the caseloads included in that unit. Will that be the case in CWS-CARES?
A: Yes, you can give users a unit staff authority type of permission in CWS-CARES as well, but they would need to be added to the unit as a backup supervisor. We typically view permissions by case, not caseload.
Q: In CWS-CARES, are permissions and access options multi-select?
A: Yes, these permissions and access options are multi-select.
Q: In CWS-CARES, do counties need to add the county assigned Object ID somewhere?
A: The Project is planning to reuse the Object ID. As such, the only time the Object ID would need to be entered is for the creation of a new user.
Q: What are examples of External Workers in CWS-CARES?
A: Examples of External Workers are Probation and Family First Prevention Services Acf (FFPSA) Workers.
Q: Who will be responsible for adding users to the FFPSA and RFA portals?
A: The County Administrator will be responsible for adding county users to county FFPSA and RFA portals.
Q: Outside of Child & Family Services (CFS) staff, will other Health & Human Services (HHS) partners, like Behavioral Health and Recovery Services (BHRS) for example, who have access to CWS-CARES be able to access all information or will they only have access to limited information/functions in CWS-CARES?
A: Access to CWS-CARES is role-based, and counties are responsible for determining how system access is assigned to their users based on local operational needs.
At this time, there is no dedicated worker permission specifically configured for Behavioral Health staff. For secondary role assignment, a “Public Health Nurse” role is available and may be leveraged by counties as appropriate. However, there is currently no distinct Behavioral Health role with a separate, limited permission set.