Frequently Asked Questions
Process Information Session (PIS)
Q: For any processes that haven't been fully developed yet, will there be additional process maps and additional sessions?
A: Yes, as additional functionality is developed, the Project will provide updated process maps, documentation, and future Process Information Sessions to support counties.
Q: Eligibility requires other forms that are not generated in CWS-CARES. Is there an upload feature to submit those forms to CalSAWS or will we have to send them separately?
A: Yes, CWS-CARES does have an upload feature to submit forms the Eligibility Record even if that form was not generated in CWS-CARES. The CWS-CARES Worker should make sure the File Name of the document explains what it is when uploading (e.g. Rate Approval Document).
Q: Will the process for case assignments for Eligibility Workers remain the same, or will the system be configured to assign cases to workers?
A: CWS-CARES will not change how counties assign work. Counties will continue to use their existing business processes for assigning cases to CWS-CARES Eligibility Resources or to CalSAWS Eligibility Workers.
Q: In our county, the CalSAWS Eligibility Worker collects and enters income. If a worker enters income in CalSAWS, will that populate the income in CWS-CARES?
A: Yes, property or income information entered in CalSAWS for the focus child will transmit over to CWS-CARES. Property or income for other members of the Home of Removal will not be sent from CalSAWS to CWS-CARES in Version 1.
Q: Is the redetermination process in Map 7 in the packet of Eligibility Process Maps inclusive of Change of Placements, Changes in Level of Care (LOC), and Short Term Residential Therapeutic Program (STRTP)?
A: Yes, this process map is inclusive of Level of Care (LOC) and Short Term Residential Therapeutic Program (STRTP). You can download the process maps used during this session on the CWS-CARES Process Information Sessions Webpage within the Implementation Portal.
Q: Is there an error code or reminder when trying to enter placement rates for a Tribally Approved Home if the required background checks have not been done to be eligible for foster funding?
A: If those background checks have not been cleared, they won't be in the system as a Tribally Approved Home. They might be an emergency placement, and the Case Management Worker must document the minimum clearances for an emergency placement.
Q: Do the process maps indicate who will perform the steps in the "Eligibility Resource" swim lane? Who will receive alerts? Is the role of Technical Assistants no longer relevant?
A: The process maps identify functional roles rather than county-specific job classifications. Counties will determine which staff perform these functions based on their local business processes.
Q: Will the aid codes still come over as 40-non-federal? If eligibility won't be determined until later, will the Eligibility Worker be able to update the aid code after the case is approved by the CalSAWS Eligibility Supervisor?
A: The aid code is determined by CalSAWS. Eligibility Determination and Benefit Calculation (EDBC) will still run to determine an initial aid code while CalSAWS intake is processed (for those counties who issue under non-federal funds initially and finish processing the Foster Care application later). In the State ID section of the Person Record, if no aid code has been received from CalSAWS, the CWS-CARES user can set the aid code to 40 if that is the county business practice. Once CalSAWS sends an aid code to CWS-CARES as a result of running EDBC, then that aid code is reflected on the Eligibility Record and is available to be selected on the Person Record for the State ID. CWS-CARES will continue to work with CalSAWS to determine the appropriate information is sent, including the Legal Authority.
Q: Will you distribute the maps and other materials from the Process Information Sessions?
A: Yes, the process maps, presentation materials, and other supporting resources will be made available on the CWS-CARES Implementation Portal following the session.
Q: In our county, we don't send a packet of forms to the Non-Related Legal Guardian. Does this process vary by county?
A: Yes, some county business processes vary. The process maps reflect the statewide process and identify where county-specific business practices may differ.