Frequently Asked Questions
External Systems
Q: What happens to Binti data that has no place in CWS-CARES?
A: Data mapping sessions determine what does or does not have a place in CWS-CARES.
Most Binti data aligns with CWS-CARES and converts successfully. County-specific or Binti-specific fields are reviewed during mapping, including:
- Administrative fields
- County-specific process fields
- Binti administrative/technical fields
- Data with no CWS-CARES equivalent
Q: What happens when Binti data does not match or cannot be converted during the Binti-to-CWS-CARES data conversion process?
A: In the event that data doesn't match or cannot be converted when migrating to CWS-CARES from Binti, there are two steps:
- Project will share the list of data elements that cannot be moved into CWS-CARES through the conversion process. This includes data with incorrect data types, incorrect picklist values or missing mandatory data element information. If Binti provided information is different from CWS/CMS information, then Binti provided data will be rejected and shared with Counties.
- Counties validate the data. If an issue is found, it becomes a ticket. The Project investigates, fixes the issue, redeploys the data, and counties revalidate.
Q: There are 8 external systems included in CWS-CARES Version 1 (V1): Binti, eAdopt, Foster Care Search System (FCSS), Resource Family Homes, Resource Family Approval System, Simple Notice Application (SNAP), Adoptions Integrated System (AIS), and Electronic Document Management System (EDMS). If a county or organization decides to remove an external system from CWS-CARES V1 data conversion scope, can another external system be considered for the CWS-CARES V1 data conversion?
A: No, if an external system is removed from CWS-CARES V1 data conversion scope, it cannot be replaced with another candidate external system for CWS-CARES V1 data conversion due to scope and schedule constraints.
Q: Will the Binti export include “Unstructured Data” including documents? (For example: Forms, PDFs, Documents, Word etc.)
A: Unstructured data from External Systems is analyzed and converted similarly to structured data. If these documents/unstructured data are determined to be within the scope and are acceptable document types (such as RFA PDF/Word documents associated with an in-scope functionality in CARES), they can be processed and converted using the pre-defined external system conversion process. This is contingent upon counties providing the necessary mandatory metadata (e.g., IDs to link the document to the associated entity in CARES) for the conversion. Additional steps, such as moving documents to a predefined location, may be required, but the process is analogous to structured data conversion.
Forms/documents like Word, PDF, and Excel files are generally considered unstructured data. The term "applications" likely refers to forms or documents in progress but could also include partially structured data.
Q: Who is responsible for the costs associated with integrating SafeMeasures into the system and when will counties with existing SafeMeasures contracts no longer be responsible for carrying the costs?
A: The CWS-CARES project will cover the costs associate with integration. There will be no additional costs impacting county budgets for these integration activities.
Based on the planned CWS-CARES Version 2 implementation date, the State expects to take over county costs associated with SafeMeasures starting on July 1, 2028. Counties will be responsible for the existing contract and access until June 30, 2028. Counties must continue to submit an Advance Planning Document (APD) to the California Department of Social Services prior to executing, renewing, or amending the agreement or paying for associated services. Please see County Fiscal Letter 23/24-12 for APD submission requirements and details. This means counties shall plan to end their contracts on June 30, 2028, and will no longer be responsible for these costs after this date.
Q: Will SafeMeasures and SDM be considered an External System?
A: SafeMeasure and SDM should not be treated as an External System. They will not require the same level of effort or planning as external systems, particularly for tasks like data conversion, ongoing operations, or decommissioning.
Q: Will SafeMeasures exist as a separate function?
A: To enhance efficiency and data-driven decision making with CWS-CARES Version 1, SDM® assessments will be seamlessly integrated into the CWS-CARES platform via single sign-on. The CWS-CARES Project is currently planning the SafeMeasures integration. Ultimately, SafeMeasures and SDM tools will be embedded into CWS-CARES, and 25 years of historical data collected through these tools will be accessible.
Q: What is the schedule and process for getting a Demo for External Systems related to RFA?
A: The CWS-CARES meetings are captured in CWS-CARES Meeting Calendar on the CWDS website. All Core Constituent counties are invited to CWS-CARES demonstrations. If a Core Constituent county wishes to be added to a demo, please reach out to OTSI CWDS CARES Demos
Q: Will users need to switch between multiple systems?
A: The integration of systems will provide a unified user experience with a reduction in switching between systems. SafeMeasures will ensure continuity for counties, with CWS-CARES handling more direct operational reports and SafeMeasures continuing to provide more complex reporting. SafeMeasures in CWS-CARES will retain its critical and most-used features and reports, as well as the collaborative service relationship between CDSS, counties, and Evident Change.
Q: Does the Project have a recommendation on a tool for paperless scanning and bulk upload, Application Programming Interfaces, API connection or other?
A: The CWS-CARES project team does not currently have a recommendation. The project will be researching this functionality for consideration in CWS-CARES future scope after CWS-CARES V1 is implemented. The design and timing of this enhancement is currently unknown.