Frequently Asked Questions
Process Information Session (PIS)
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: Will a check be distributed without an aid code?
A: Issuance records used to create checks are distributed from CalSAWS after the Eligibility Determination and Benefit Calculation (EDBC) is run; there is no change to this functionality in CalSAWS.
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: Do Requests for Information (RFIs) have a built-in escalation process, or do they sit for however long it takes to get the requested information?
No, CWS-CARES Version 1 does not include an automated escalation process for Requests for Information (RFIs). Counties should continue following their existing business processes for monitoring and responding to RFIs.
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 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: Does the Request for Information (RFI) sent by CalSAWS for redetermination include forms?
A: No, the Request for Information (RFI) communicates the need for additional information but does not include eligibility forms as attachments.