Frequently Asked Questions
User Access & Permissions
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: 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: Can we add multiple worker permissions to one user (e.g. Case Management Supervisor and Case Worker together)?
A: Yes, multiple permissions can be assigned to one user.
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: 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 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: Is there a plan for foster parents to have online access to the Health and Education Passport (HEP) instead of printed copies?
A: Not for CWS-CARES V1. However, this functionality is being evaluated and considered for future development.
Q: Will a user who is a Regional Administrator or a Director now be a worker in CWS-CARES?
A: No, not necessarily. Only in some parts of the system will a user who was previously a Regional Administrator or Director then be a worker in CWS-CARES.
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.