Frequently Asked Questions
Implementation
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 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: What is the difference between the Organizational Change Management (OCM) Advisory Workgroup and the Counties' Organizational Change Management (OCM) Coordinators?
A: The OCM Advisory Workgroup is a larger overreaching group comprised of select people from different counties within each region and is used as a forum to gather counties perspectives on the materials and communications. This group will assist the OCM branch of the Implementation Team in creating global To-be processes, validate communication products like email announcements, FAQs, and will participate in various stakeholder engagement activities such as system demos, videos, and change impact analysis. The County OCM Coordinator works directly within their county only and handles county specific communication and OCM activities. Things like leading and supporting staff through migration, coordinating tailoring and delivery of communications, and understanding and tailoring as-is and to-be business processes to align with county processes and procedures.
Q: Can Implementation Leads (ILs) be added to a county's Microsoft Teams channel and SharePoint?
A: Implementation Leads can be added to a county's Microsoft Teams channel and SharePoint if the county prefers. However, ILs cannot share access to the State SharePoint, share documents from the State SharePoint, and will need to reconcile documentation as needed.
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: Can two people make updates to a record at the same time in CWS-CARES?
A: CWS-CARES has capability for multiple people to work on a case at the same, as long as they are not working on the same record simultaneously. But concurrent changes to the same case on different record fields will be saved.
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: Will CWS‑CARES include functionality to document and track SSI/SSP eligibility and case management requirements for youth receiving Social Security benefits, and provide reporting capabilities to ensure we are meeting legal criteria?
A: For CWS-CARES V1, the worker will be able to document a screening for SSI/SSP benefits. They will also be able to upload any document to a case record such to support eligibility and tracking of youth who have social security benefits. As the CWDS Project and the counties identify additional guidance and practices, CWS-CARES will expand functionality to meet additional needs in CWS-CARES V2 and any subsequent releases. Thank you for your advocacy, please do not hesitate to continue doing so going forward.
Q: How will approved Resource Family Approval (RFA) homes be assigned and managed in CWS-CARES, particularly for counties with a large number of approved homes?
A: Each county in CWS-CARES will be assigned a RFA queue where these homes could reside. The county will have flexibility to assign someone to this queue as notifications on needed actions will need to be sent to someone.