Frequently Asked Questions
Forms & Reports
Q: If the new ERR00002 form is developed, who will own and manage it going forward?
A: There is currently no form with that number on the CDSS website or in the CWS-CARES Forms Tracker. CDSS and the Project will develop a process to maintain all CDSS forms following Go-Live.
Q: The "wraparound" indicator is currently a special project code in CWS/CMS. What code or field will indicate wraparound services in CWS-CARES?
A: In CWS-CARES, wraparound services are captured as a service type within the "Case Management Services" category. A dedicated checkbox is also available to indicate wraparound services, consistent with how this information was captured in CWS/CMS.
Q: Will CDSS staff who are not currently fingerprinted need to be fingerprinted in order to handle case-specific CWS-CARES data?
A: All CDSS users who access case- or client-level information in CWS-CARES are required to be fingerprinted. State fiscal workers will have access to case- and client-level data through CWS-CARES financial management reports and will also need to be fingerprinted if they have not already been. In short: staff who have already been fingerprinted need take no further action; staff who have not been fingerprinted and will be given access will need to complete fingerprinting.
Q: Will CDSS or the Project provide updated confidentiality forms for CWS-CARES? The current forms reflect CWS/CMS.
A: Yes. The Project will provide updated confidentiality forms (such as the End User ID Application Form) for CWS-CARES. Once the CWS-CARES V1 permission sets are complete, the Project will release the official form.
Q: Would information stored in CWS-CARES be discoverable in court, and could an opposing attorney request information a county has stored about a parent or child?
A: Confidential attorney contacts are never discoverable. Anything other than that, ordered by the court, would have to be provided. There may be some redaction required on some of the documents. Some counties may have policy around not providing Police Reports to any party, even with a court order. Those must be obtained directly by the requestor.
Q: What will Probation departments be required to enter into CWS-CARES?
A: Probation will be entering the same data into CWS-CARES as they do in CWS/CMS.
Q: Will converted documents from CWS/CMS to CARES be the same format that they were already saved as, or is there a standard format that they will be converted to?
A: Yes, documents converted from CWS/CMS to CWS-CARES will retain their original file formats. The conversion process preserves the document format as stored in CWS/CMS rather than converting documents into a standardized format.
Q: Will the 'Inactive Worker with Caseloads' report only be available to County Administrators, or would Supervisors and Managers in that Office be able to pull those reports as well?
A: The “Inactive Worker with Caseloads” report in Salesforce is currently only available to County Administrators through the Action Launcher Section. Managers and Supervisors do not have access to this report. As a note, “Manager” is not used as a permission type. This report isn’t available in Tableau for supervisors unless they learn how to create it.
Q: Is there a possibility that pulling certain reports can be added as a permission so this can be granted to those Supervisors and Managers in the office?
A: At this time, Supervisors and Data Analysts will be able to view all CWS-CARES reports in Tableau. There are other areas of the system that have reports in Salesforce that are only accessible to County Administrators.
Q: Are there plans on implementing a document imaging solution for CWS-CARES?
A: Currently, there are no plans for a document imaging solution directly into CWS-CARES at this time. Users can scan documents to their computers and upload any saved documents as needed.