A: CWS-CARES will automatically populate data when the document is created, eliminating the previous form limitations from CWS/CMS. Counties will also be able to develop/customize their county-specific form templates.

Please note that the form schemas are not yet finalized, as development is still ongoing. For specific questions about the form’s development, please have your representative reach out during the next Forms Workgroup Meeting or send any questions to OTSI CWDS CARES Forms. Counties can also refer to the FAQ spreadsheet attached in Forms Workgroup Teams channel for any frequently asked questions. 

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.

A: Yes, the user can upload documents to closed cases.

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.

A: CWS-CARES continues to ingest new documents from CWS-CMS on a weekly basis. Counties can continue to upload documents into CWS/CMS until the day of CWS-CARES go-live and expect those files to be transferred into the CWS-CARES environment.

A: CWS/CMS limits the file size for uploaded documents to 5 MB per document. CWS-CARES will allow documents uploads of up to 100 MB. File types must be compatible with CWS-CARES, allowable file types include PDF, DOC/DOCX, XLS/XLSX, Jpeg/jpg, txt, mov/mkv/mp4 files. Users will be able to upload files into CWS-CARES using either individual or multifile selection into a case record.

A: There is no plan to decommission Safe Measures. CWS-CARES is working alongside Safe Measures to make sure all reporting needs are covered. Currently, the data team is working on a cross walk, or data exchange, to compare what reports are completed in Safe Measures, CWS/CMS, and CWS-CARES so that we can efficiently identify reports already built in Safe Measures that won’t need to be rebuilt for CWS-CARES. Any state/federal required reports that are not built in Safe Measures will be built into CWS-CARES.

A: CWS-CARES Document Management System (aka DocuEdge) is designed to make it easy for Counties and Organizations to store, index, and retrieve documents. Organizations can attach documents to many CWS-CARES’ record types, such as Screening, Contact Log, Case, Assessments, etc. To store documents in CWS-CARES, users can upload (or simply drag and drop) one or multiple files and attach them to an allowed record type. Any form that is generated by CWS-CARES is automatically stored in CWS-CARES. Further, documents and forms that are part of a CWS-CARES managed workflow, such as review/approval or electronic signature, are stored in CWS-CARES as they go through the workflow. Users can also download a document to their desktop to view, print, or share if needed. However, please note that any document that is changed outside of CWS-CARES cannot be tracked automatically in CWS-CARES. For example, if a user downloads a document or a form to their desktop and edits it locally, then the user will need to re-upload the document into CWS-CARES if the revised document needs to be saved in CWS-CARES.
 
If an Organization creates a document outside of CWS-CARES, say using Microsoft Word or Excel, it can be uploaded into CWS-CARES by following the steps to attach a document to an existing CWS-CARES record. Organizations can attach other file types as well, such as PDF, DOC/DOCX, XLS/XLSX, JPEG/JPG, TXT, MOV/MKV/MP4. Currently, there is no optical character recognition (OCR) capability planned for CWS-CARES document management system. However, many Counties and Organizations have document capture/imaging hardware (e.g. a scanner) to convert their paper documents to electronic files. If the converted file type is one of the CWS-CARES supported file types, such as a PDF, then it can be uploaded into CWS-CARES.
 
All uploaded documents into CWS-CARES undergo a rigorous malware scanning process for viruses and other similar threats. If a document is flagged by the malware scanning process, then it will not be uploaded into CWS-CARES and the user is notified accordingly. 
 
While the CWS-CARES Document Management System does provide for malware scanning, it does not change the content or the format of the document. The uploaded documents retain their inherent capabilities and properties. For example, if a searchable PDF document is uploaded in CWS-CARES, then it will not lose its search capability when stored in CWS-CARES. If a PDF that is not searchable is uploaded in CWS-CARES, then its contents will remain unsearchable when the document is retrieved from CWS-CARES. Similarly, if a Word document is uploaded with comments and tracked changes, then the stored document will retain comments and changes.
 
CWS-CARES Document Management System tracks auditing capabilities as well. It captures information on when the document was uploaded and by whom. It also provides multiple categories and subcategories when uploading documents. Categories and subcategories help organize the documents in a folder/subfolder-type structure that groups related documents together to help quickly locate a specific document. Below are a few examples of categories and subcategories:
 

A: Yes. The project recommends O365 (Office 365).

A: CWS-CARES is being built on a Salesforce platform, a cloud-based Customer Relationship Management (CRM) platform, and the CWS-CARES team has selected three tools that integrate seamlessly with this platform. The tools and a description of each are as follows:   

Document Generation          
Document Generation includes the design, production, and delivering of documents in the CWS-CARES tool. Adobe Experience Manager (AEM) software will be used to enable the Document Generation process.   

• Design:  Design includes the design of the template, authoring of documents, and all elements of the design lifecycle. For the purposes of the document generation design lifecycle, it includes review, approval, and publishing of the document.   
• Produce: Produce includes the interactive editing and form generation.   
• Deliver: Deliver is the staging and multi-channel delivery of the form.   

• Storage: Includes the document category and metadata definition, full text & metadata – based search, library services, and redaction.   
• Document Lifecyle: Includes compliance, retention and hold management, and archival features.

• Enterprise/Originator: Includes import from Document Generation and will send a notification to the signer.   
• Customer/Signer: Includes authenticating identity, review and apply sign, and document submission.   
• Document Storage: Includes document retrieval, counter signature, if necessary, and storing to the document management system.