Frequently Asked Questions
Q: How long is the final data conversion process expected to take at Go-Live?
A: For the October 2026 Go-Live, the conversion is currently targeted to complete over the weekend to minimize downtime, during which the system will be read-only.
Q: If feedback is submitted during Production Simulation, can system modifications still be evaluated for resolution before CWS-CARES V1 Go-Live?
A: Feedback will be evaluated and considered based on criticality.
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: Will CWS-CARES look different from CWS/CMS?
A: Yes. CWS-CARES will look and feel very different from CWS/CMS. CWS/CMS is a Windows-based, mainframe-dependent system, while CWS-CARES is a modern, web-based system built using Platform-as-a-Service (PaaS) technology on Salesforce. Users new to Salesforce are encouraged to take the Salesforce navigation training before the CWS-CARES-specific training. CWS-CARES also introduces expanded features and integrations, including connections with Structured Decision Making (SDM), Case Management Assessment (CMA), and Foster Care Eligibility and Determination (FCED), with a more modern interface designed to make day-to-day tasks easier.
Q: When a data refresh occurs, will the most recent CWS/CMS data be loaded into CWS-CARES, or will the environment reset to the data originally loaded for Production Simulation?
A: The Project plans one or two refreshes only, when needed, recognizing counties' preference to minimize refreshes. When a full data refresh occurs, the most recent updates from all legacy systems will be converted and applied to the environment, giving counties another opportunity to validate the most recent data.
Q: At Go-Live, when CWS/CMS is in read-only mode over the weekend, which system will be the database of record?
A: The current plan is that CWS/CMS will enter read-only mode the Friday before Go-Live (the exact date and time are being finalized). By the Monday Go-Live, CWS-CARES will be the system and database of record.
Q: When CWS/CMS transitions to read-only before Go-Live, will there be a freeze over that weekend?
A: CWS/CMS will be in read-only mode during the weekend before Go-Live.
Q: Will counties be able to view and track their own staff's completion of Production Simulation training?
A: Yes. A tracking system will be provided for counties to track their staff's completion of training.
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 there a timeline for phase 1 and phase 2 of onboarding, or does each county determine the length of each phase?
A: Phase 1 is starting in early May. Phase 2 will open after the end of May, once the converted data becomes available, as long as County Administrators are ready. The Project will share more as these dates are finalized.