Frequently Asked Questions
General
Q: If a placement change is entered, does CWS-CARES prompt the worker to update school information (or vice versa)?
A: No. After a placement is made or changed, there is no notification, task, or prompt reminding the worker to document the latest school details on the person profile. The Project has noted this input for further discussion.
Q: How can team members join the Organizational Change Management (OCM) or Training Advisory Workgroups?
A: Participants for the OCM and Training Advisory workgroups were recruited from the regional RUGs meetings. Each region submitted several names to participate. Others interested can contact their Regional Chair through their SPOC in the case that there are future openings.
Q: When will counties be able to see/tailor the process changes for to the new system?
A: Organization Change Management (OCM) has completed the As-Is process maps and is building the To-Be process maps along with Change Impacts as functionality is being completed. OCM will present these to counties according to the Implementation Roadmap.
Q: How can someone become a member of the Training Advisory Workgroup (TAW)?
A: To join the TAW, the County SPOC should request during their scheduled RUGs meeting for approval. Once approved, they will be added to the distro list for meeting series, and added to the participants list.
Q: Will counties that are not participating in the Organizational Change Management (OCM) Advisory Workgroup have access to materials and recordings?
A: Materials and recordings will not be shared with non-participants; however, activities will be shared in RUGs and bi-weekly implementation meetings.
Q: Are there situations where teams aside from the Implementation Lead (IL) (such as Organizational Change Management (OCM)/Training) may interact with the County team?
A: The IL is the Primary point of contact, however, OCM will be delivering As-Is/To-Be process mapping at the regional level (high level). The IL will then take those maps and assist with the tailoring of the maps to county-specific process.
Q: Is everyone moving to the co-existent model? Will someone be able to work remotely if doing work for two counties?
A: The Project has decided to continue supporting both the Dedicated and Co-Existent models for CWS-CARES to avoid disruption to county operations. The Project is currently conducting an analysis to determine how these models will be implemented within CWS-CARES and to further assess their impacts. Any updates or new information resulting from this analysis will be communicated and shared as they become available.
Q: Can meeting schedules be arranged to avoid conflicts for participants, and can communication about cancellations be sent earlier so members have adequate time to adjust their calendars?
A: As Implementation engagement ramps up your Implementation Lead (IL) will work with you to determine the best time for recurring monthly readiness meetings, avoiding conflicts with any other responsibilities you and your team may have. We will pass along the feedback of last minute cancellations to the appropriate teams.
Q: When and where should the county IT Technical team become involved/step in?
A: Tech team involvement will be determined based on activity through the IC. As a note, Tech & Data roll up to IC. IC is set to support the Tech team in communicating activities that pertain to their discipline as outlined in the Go-Live Readiness Checklist.
Q: Is there specific guidance around who will be a good candidate for a County SME?
A: SME selection will vary by topic. Depending on the nature of the readiness task, SMEs in general should have expert knowledge of related business processes, technology, training, and or policy within your organization.