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.  

A: The county agency is responsible for translating the court report and case plan using their current tools or processes. The court report and case plan will not be translated via Child Welfare Services-California Automated Response and Engagement System (CWS-CARES).

A: CWS-CARES V1 will support prevention work, including both the Community Pathway and the IV-E Pathway, and enable drawing down funds under the Family First Prevention Services Act (FFPSA). The project is currently working closely with county and program constituents to design Prevention workflows, plans and forms.

A: Current Child Welfare Services/Case Management System (CWS/CMS) Spanish forms and templates will be available in Child Welfare Services-California Automated Response and Engagement System (CWS-CARES) V1. Please note that while there are pre-built Case Plan and Case Plan Family Assessment forms in Spanish in CWS/CMS, there is no translation capability for items entered by workers.

A: Counties can upload Criminal Offender Record Information (CORI) in Child Welfare System-California Automated Response and Engagement System (CWS-CARES). Documenting background checks is a core functionality of resource family approval (RFA) that allows for each individual required to have background checks, be documented, and cleared. CWS-CARES can record background checks.

A: Yes. BCIA forms will be automatically created and stored upon approval of specified allegation substantiations.

A: Yes. Assuming system data mappings are defined in the user stories before document templates are developed and templates are being integrated with the new CARES system.