Frequently Asked Questions
Stakeholder Briefing
Q: Will there be improvements to the search functionality, and what enhancements can users expect?
A: The following Search enhancements were deployed to Production Simulation (Prod Sim, or CARES100) on August 29, 2026:
- The Person and RM (Resource Management) Directory Search now use the “And” operator instead of “Or,” resulting in more precise and narrowed search results.
- In Person Search, the “Sex at Birth” and “Approximate Age” criteria are now fully functional. Phonetic search for first and last names has also been enabled to make it easier to locate the intended individual. Previously reported performance issues, where searches took up to 2 minutes to return results, have been resolved.
- In RM Directory Search, multi-select capability for placement category types is now available.
Q: Will counties receive the 76 updated and approved ACLs and ACINs?
A: Although the Go-Live date has been adjusted to December 7, 2026 to allow additional time for stabilization and readiness, the Project Team is still proceeding with the planned communication schedule for All County Letters (ACLs) and All County Information Notices (ACINs). Many letters will be released on October 23, and all remaining letters will be in the process of being published on that date. However, some letters may extend further to allow time for screenshots and other content that reflects how the system will actually appear at go-live.
Q: Will counties receive a list of the 76 pending ACLs and ACINs that will be updated because of CARES?
A: A list of the pending All County Letters (ACLs) and All County Information Notices (ACINs) was provided to CWDA and County Leadership representatives via email on August 19, 2026.
Q: Will an ACL or ACIN be issued to explain the workarounds and clarify what is expected when using them?
A: Workarounds are temporary steps that allow counties to continue capturing and tracking essential data until the final functionality is released. The completed functionality will be documented through All County Letter (ACLs), All County Information Notices (ACINs), and errata, while workaround guidance will be posted on the CWS‑CARES website. Sharing these materials online enables faster updates, clearer visuals, and more organized information for counties.
Q: When will Organizations know whether they need to go back into CWS-CARES to update any data entered through workarounds?
A: Weekly release notes will include which functionality is being released and any workarounds that are being retired. To access the release notes, log into the System Updates & Release Notes page of the Production Simulation Hub.
Q: Where can I find more information on when each workaround will be replaced by full system functionality?
A: Weekly release notes will include which functionality is being released and any workarounds that are being retired. To access the release notes, log into the System Updates & Release Notes page of the Production Simulation Hub.
Q: Where can I find more information on when each workaround will be phased out or no longer needed?
A: Weekly release notes will include which functionality is being released and any workarounds that are being retired. To access the release notes, log into the System Updates & Release Notes page of the Production Simulation Hub.
Q: What instructions will counties receive to help speed up the processing of referrals in CWS-CARES using the hotline?
A: The Project shared the Hotline Quick Start Guide & Intake demonstration, which was released to counties on September 14, 2026.
The one-pager identifies the mandatory fields required during the Hotline screening process and is intended to help streamline information gathering and documentation during a Hotline call. It also includes a recorded demonstration showing completion of the Hotline call and associated documentation, which took an average of approximately 23 minutes.
Q: Will a written document be provided that explains all workaround scenarios?
A: A list identifying all workaround scenarios was provided at the in-person CWDA/County Leadership/Project meeting on August 14, 2026. Screenshots and step‑by‑step instructions for each of the 82 workarounds was released to counties on September 4.
For full details, log into the System Updates & Release Notes page of the Production Simulation Hub and access the CWS-CARES Interim Workaround Guidance document.
Q: How will Binti counties receive communication regarding contract amendments and approvals?
A: Additional information was released to all counties on August 31, 2026. For full details, see the Binti County Guidance Update: Contracts, 181 Report Planning, New Workshop Series and Resources – 8/31/2026 communication in the CWDS website.
Counties should decide whether to extend their Binti contracts based on when those contracts expire and how much Resource Family Approval (RFA) work is still underway. As work in Binti winds down, systems can move to read‑only access.
Because Binti data conversion is planned for end of July 2027, counties are encouraged to keep contract flexibility and ensure they have secure plans for storing any data they retain. Commercial Off the Shelf (COTS) waiver funding ends in October 2026, but an extension is being pursued. Any software licensing changes for child welfare systems require an Advance Planning Document (APD) and State approval.