Frequently Asked Questions
User Access & Permissions
Q: Is there a formal document (user manual) of definitions on permissions and privileges?
A: Yes, the Project has developed a user manual of definitions on permissions and privileges and it will be included with the training materials.
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 '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: 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.
Q: Will CDSS staff who are not currently fingerprinted need to be fingerprinted in order to handle case-specific CWS-CARES data?
A: All CDSS users who access case- or client-level information in CWS-CARES are required to be fingerprinted. State fiscal workers will have access to case- and client-level data through CWS-CARES financial management reports and will also need to be fingerprinted if they have not already been. In short: staff who have already been fingerprinted need take no further action; staff who have not been fingerprinted and will be given access will need to complete fingerprinting.
Q: Will CWS/CMS user permission settings carry over to Production Simulation and CWS-CARES?
A: CWS/CMS permission sets will be the source of truth for Production Simulation and production Go-Live. All permissions from CWS/CMS will be mapped to CWS-CARES permissions. There are also new CWS-CARES permissions that will require County Administrator input on who should have them; these can be added by an administrator during Production Simulation for testing and research purposes. For Go-Live, CWS/CMS permissions will again be pulled and mapped to production. The Project also plans to provide counties a report of all new CWS-CARES permissions assigned in Production Simulation for review.
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: Can both Supervisors and Administrators transfer caseloads?
A: Yes, Supervisors and Administrators can both transfer caseloads.
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: Why is the child's Social Security Number (SSN) automatically included in the Health and Education Passport (HEP)?
A: There is a field on the Health and Education Passport (HEP) to capture the Social Security Number (SSN); however, if the SSN is not captured in CWS-CARES, it will not auto-populate into the HEP. This is not the physical Social Security card.