Frequently Asked Questions
Q: Will the vendor convert forms strictly from CWS/CMS into CWS‑CARES, will those forms be remediated for ADA compatibility, and is there a process for counties to submit forms not currently in CWS/CMS for conversion?
A: Yes, the vendor will convert up to 2,400 county developed forms directly from CWS/CMS into the AEM format. Once built, counties will continue to validate forms. Counties will be responsible for building forms maintained outside of CWS/CMS, such as forms in external or local systems.
Q: In CWS-CARES, can two people work on the same case at the same time and save their entries, and can users have multiple cases open simultaneously or only one at a time?
A: Yes, you can have multiple cases open at one time. The workspace tabs organize the cases. More than one person can work in a case at the same time as long as they are not working on the same record at the same time. So, for example, someone can be entering a placement while someone else is entering a contact note without a problem.
Q: Will all community (unmatched) Resource Family Approval (RFA) applications be handled by the county child welfare department? If not, how will the system determine if the application is handled by child welfare vs probation?
A: This is a county practice issue on how they process unmatched/community applicants. CWS-CARES will allow for internal county controls to manage unmatched/community applicants. CWS-CARES will not account for unmatched/community applicants that are outsourced to external agencies.
Q: Will the project develop self-help tools for external portal users? Will the project communicate to external portal users that there will be a new portal?
A: The Project is considering approaches to assist portal users along with communications to broadly share the availability of such functionality statewide. No formal decisions have been made on these issues, more information to come in future communications.
Q: Will interested unmatched applicants be first directed to the interest form before having access to the application link?
A: This will be a practice issue on how counties want to funnel applicants through the process of creating an inquiry/application. CWS-CARES is built flexibly to allow for flexible entry points to start an inquiry or application.
Q: Will the Resource Family Approval (RFA) portal have interfacing capabilities and the ability to send electronic communication to families?
A: Yes, the portal does have the ability to electronically communicate with families.
Q: What is the plan for completing data bindings for converted forms?
A: Additional information around forms and data binding will be shared at the forms workgroup meeting on Thursday, June 4, 2026. In summary, the vendor team who is working on the conversion effort for forms will ensure that data bindings will be included in this effort.
Q: Will counties that developed some forms be reimbursed for the work that they did to develop those forms?
A: Any forms that have been previously developed may claim CCP funding as development activity.
Q: Will Resource Family Approval (RFA) only have access to RFA as files are all highly confidential and how will live scans be completed?
A: Role-based access will ensure that only Resource Family Approval (RFA) staff and their supervisors with appropriate permissions sets, which could include selected support staff, will have access to all information about applicants and application data. CWS-CARES will allow for the documentation of live scan results.
Q: With multiple family members in one household, how will each person complete Live Scan requirements and access the portal if they are connected to a single main applicant?
A: There will be a single user in the portal for a household. If there are issues that need to be addressed with members of the household that are not the portal user, those will be handled directly with that household member.