Frequently Asked Questions
Implementation
Q: When will the Project begin to accept requests for APIs? Pre-or post-go-live, or is that not known yet?
A: At this time, the Project is not accepting requests for APIs, and there is no plan to provide or accept new API requests before the CWS-CARES V1 go-live.
The Project is still defining the long-term API strategy and continuing to work with counties to understand use cases and business needs. As this strategy becomes clearer, the Project will share updates and outline the process for how and when counties may submit API-related requests in the future.
We will keep counties informed as soon as more information and timelines are available.
Q: Is there a plan for dedicated counties once CWS-CARES V1 goes live with Tableau? Will there be a similar set up- or will the process be different?
A: Yes, CWDS will establish network connectivity (including CARES SFTP Service) for dedicated counties. Please reference the Technical Advisory Committee (TAC) page on the CWDS website for the August 12, 2025 TAC Meeting resources. This meeting shared information on the CWS-CARES SFTP service and set-up.
Q: What will the System Change Request (SCR) process look like?
A: The system change request process for CWS-CARES is yet to be established. CWS-CARES V1 will be implemented statewide October 2026. After the initial implementation there will be a need for a formal system change request process to ensure proper input and prioritization of changes. Currently there is a formal SCR process in place for the CWS/CMS consisting of a governance involving the Oversight Committee, the Program Impact Advisory Committee, and the Technical Advisory Committee. More information about these Committees can be found on the CWDS Search Page along with a charter for each. The Project will share more information on this topic in the future.
Q: There are 8 external systems included in CWS-CARES Version 1 (V1): Binti, eAdopt, Foster Care Search System (FCSS), Resource Family Homes, Resource Family Approval System, Simple Notice Application (SNAP), Adoptions Integrated System (AIS), and Electronic Document Management System (EDMS). If a county or organization decides to remove an external system from CWS-CARES V1 data conversion scope, can another external system be considered for the CWS-CARES V1 data conversion?
A: No, if an external system is removed from CWS-CARES V1 data conversion scope, it cannot be replaced with another candidate external system for CWS-CARES V1 data conversion due to scope and schedule constraints.
Q: Once we transition to CWS-CARES, will probation staff still access via Citrix?
A: Yes, probation staff will still access via Citrix after the transition to CWS-CARES.
Q: What is the development status of the Family First Prevention Services Act (FFPSA) Community Provider Portal? When will a demonstration of functionality be available to counties?
A: The project is currently designing the FFPSA Community Provider Portal. Constituent demonstrations are planned to begin mid-June through July 2025.
Q: What is included in the scope of CWS-CARES Version 2?
A: The scope of CWS-CARES Version 2 is confidential and cannot be disclosed at this time. Details will be shared once the request for offer (RFO) is released to the public. A request for offer is a document used by procurement teams to gather and compare information from vendors.
Q: What is the Core Constituent Participation (CCP) model for CWS-CARES Version 2?
A: The CWS-CARES project has a Core Constituent Participation (CCP) model to ensure collaboration with counties and Tribes. The CWS-CARES Version 2 CCP model employs the same methodology as the current CWS-CARES Version 1 model, as detailed Special Project Report (SPR) 6 and ACL 23-62 (July 18, 2023). The Version 2 CCP model maintains the same high-level activity categories as Version 1 CCP model, including milestone design and development, implementation, external systems development and research, and interfaces. Annual funding allocations are determined based on planned activities and budget availability.
Q: What is the schedule and process for getting a Demo for External Systems related to RFA?
A: The CWS-CARES meetings are captured in CWS-CARES Meeting Calendar on the CWDS website. All Core Constituent counties are invited to CWS-CARES demonstrations. If a Core Constituent county wishes to be added to a demo, please reach out to OTSI CWDS CARES Demos
Q: Can the State agree to some timeframes in writing for resolving issues of various levels of impact?
A: Here are the following timeframes for the various levels of deficiency as documented in CWS-CARES & CARES RFA Service Level Agreements:
- For Level 1 Deficiency, the Contractor shall fix issue and close the service request ticket within four (4) hours after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- For Level 2 Deficiency, the Contractor shall fix the issue and close the service request ticket within three (3) calendar days after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- For Level 3 Deficiency, the Contractor shall fix the issue and close the service request ticket within fourteen (14) calendar days after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- Lastly, for Level 4 Deficiency, there is currently no defined service level agreement.