Frequently Asked Questions
User Access & Permissions
Q: Why does CWS-CARES deactivate accounts when they have not been used or accessed after 90 days?
A: It is California State policy using National Institute of Standards and Technology (NIST) 800-53 rev5 guidelines, that account usage be monitored and disable accounts where the user has not logged into the CWS-CARES system for more than 90 days. This policy helps us maintain the data integrity and security of the system. For instance, this policy helps to prevent users who may have left a department, but whose accounts might not have been disabled by that department, from logging in to the system.
The County and Office Administrator will be able to reactivate that user when their account has become disabled.
Q: We were informed that a Financial Management Coordinator position is being introduced and that the position is to be filled from an outside entity. Will that individual need to have access to CWS-CARES?
A: Per ACIN I-33-11, the authority to determine who should have access to CWS-CARES is delegated to the county. We recommend that counties work with their county counsel to decide whether or not this position will have a business need to access CWS-CARES in accordance with Welfare and Institutions Code (WIC) 827 and WIC 10850.
Q: Can County Administrators adjust staff roles themselves to validate that ability in Production Simulation?
A: Yes. This is part of Production Simulation scenarios and business process activities, and County Administrators are encouraged to test different permissions. Note that changes to existing permissions may not carry over to Go-Live, though the Project will carry over as much as possible to minimize duplicate work.
Q: When CWS-CARES is implemented, will Social Workers/SCSWs have access to CalSAWS automatically or will we need a special request?
A: CalSAWS permissions/access are handled by CalSAWS. Social Workers/SCSWs will have the ability to send data to CalSAWS from CARES and receive data from CalSAWS in CWS-ARES. CWS-CARES does not grant any access to the CalSAWS application itself.
Q: Is 'clerical' a role when creating CWS-CARES user profiles?
A: CWS-CARES will allow you to create a user who is clerical by your definition, and you can give permission sets for them to do their job. For example, clerical in one county might allow for access to case management, eligibility and adoptions but in another county it's only for case management.
Q: Will the primary worker still be able to see their sensitive cases without having sensitive access?
A: Yes, the primary worker will still be able to see their sensitive cases without requiring sensitive access.
Q: In some systems, Administrators are able to act as another user, so if we change a user's permission set, we can go see what is actually displaying as the users' permissions. Will that be an option in CWS-CARES?
A: No, CWS-CARES does not have that option. During the first phase of testing, administrators will be configuring their offices, units, etc. and will see how the structure is set up. Then, when your actual users are in the system, you'll have a chance to pair up with them and see how the changes you make as an administrator affects their permissions in the system.
Q: For CWS/CMS functionality not integrated until CWS-CARES V2 (such as the S-Wraparound Program Special Project Code), where will counties enter that data when CWS/CMS is read-only?
A: The Project believes the special project code has already been implemented but will confirm whether anything remains outstanding. The goal is to ensure both the functionality in CWS/CMS and the associated data are in place. Counties with a specific scenario are encouraged to share it with the Project.
Q: Will adoptions workers have permission to access Resource Family Approval (RFA)?
A: This will be controlled by county administrators and their delegation of permissions per county business practice.
Q: Is it true that on sealed cases, no one can read it if they do not have that sealed access?
A: Correct, no one will access to sealed cases except for those assigned with sealed access. In addition, the same is true for the sensitive status.