Frequently Asked Questions
Process Information Session (PIS)
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: Will all county rates be uploaded to this system? What about Level of Care (LOC), specialized rates, clothing, and general funds?
A: The Financial Management Team is looking at developing rate tables. However, for standard state rates (Level of Care, Short Term Residential Therapeutic Program, etc.), the CWS-CARES user will select the rate type/subtype and send that to CalSAWS. CalSAWS will receive the rate type/subtype and use that to determine the rate from the tables in its system. The CWS-CARES user will only need to enter rate amounts for non-standard rates (rates that are not the same for all counties), such as clothing allowances.
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: 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: 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.
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: Is the redetermination still tied to the current Case Plan being within the 6-month time frame for Family Reunification cases? If the Case Plan is not current and past the 6-month time frame, will it still process the redetermination? This could happen if cases are delayed or hearings are continued.
A: CWS-CARES does not process the redetermination itself; CWS-CARES provides updated data to CalSAWS so CalSAWS can process the redetermination. CWS-CARES will pass through the most recent Case Plan date; however, if the Case Plan is late, this would not prevent the CalSAWS Eligibility Worker from processing the redetermination.
Why are there separate fields for Current Child Address and Placement Address in the Mandatory Child Eligibility Request Information section of the Eligibility Record? Wouldn't these addresses always be the same if the Eligibility Record is generated when a placement is made?
A: Yes, the Product Team is looking at having just one address, but this change will not be made in CWS-CARES Version 1 (CARES V1).