Frequently Asked Questions
Case Management
Q: After the initial hotline report is completed, what does a worker do if/when they receive new information ?
A: If the initial screening has been submitted for approval to the supervisor (and not yet approved), the worker can "recall" the screening to add any additional information. If it has already been approved by the supervisor the information can be added to the Investigation if the user has the appropriate permissions or routed to the assigned worker.
Q: How will CWS‑CARES track referral history and provide KPIs that show when a referral was sent to a supervisor, how long the review took, and whether it was returned for edits or closed, so we can accurately assess 45‑day compliance and supervisor performance?
A: CWS-CARES will maintain historical data for each referral. In addition, KPIs (key performance indicators) will be available for a variety of activities.
Q: Will visitation track if someone reschedules?
A: Yes, it can tracked when visitation is rescheduled. “Rescheduled” is one of the reasons that the user can select in the Visit Log (list of visits).
Q: Will Enhanced Case Management the referenced form somehow be addressed/supported in CWS-CARES?
A: Version 1 of CWS-CARES will support existing functionality in CWS/CMS. New legislative mandates will be addressed in CWS-CARES version 2 and beyond.
Q: Will supervisors be able to see data from different counties? If so, will it be editable or read-only?
A: Access to data will be determined by counties during an implementation activity called Security Role Mapping. During this activity, county implementation teams will have the ability to assign security roles to users which will define what they will be able to access in CWS-CARES and if they have the ability to edit or read-only.
Q: Can two people make updates to a record at the same time in CWS-CARES?
A: CWS-CARES has capability for multiple people to work on a case at the same, as long as they are not working on the same record simultaneously. But concurrent changes to the same case on different record fields will be saved.
Q: Will CWS‑CARES include functionality to document and track SSI/SSP eligibility and case management requirements for youth receiving Social Security benefits, and provide reporting capabilities to ensure we are meeting legal criteria?
A: For CWS-CARES V1, the worker will be able to document a screening for SSI/SSP benefits. They will also be able to upload any document to a case record such to support eligibility and tracking of youth who have social security benefits. As the CWDS Project and the counties identify additional guidance and practices, CWS-CARES will expand functionality to meet additional needs in CWS-CARES V2 and any subsequent releases. Thank you for your advocacy, please do not hesitate to continue doing so going forward.
Q: Can more than one user be on the same case to check case status?
A: CWS-CARES has capability for multiple people to work on a case at the same, as long as they are not working on the same record simultaneously. But concurrent changes to the same case on different record fields will be saved.
Q: Is it possible in CWS-CARES to systematically track when parent(s) are incarcerated so that plans and outcomes can be adequately created and tracked?
A: Yes, there will be a way for a worker or other user to enter this data manually into CWS-CARES, so that it can be referenced when developing case and safety plans.
Q: How is Holistic Design integrating data mapping in CWS-CARES?
A: Holistic Design uses the legacy domain model mapping as an input to its design. For example, there are more than 200 adoptions fields in CWS/CMS; business analysts have built a domain model showing where those fields are expected to live in CWS-CARES. As Holistic Design for Adoptions moves forward, the team will create a substantial amount of new adoptions functionality while using the domain model as a starting input.