Frequently Asked Questions
Q: Will the Binti export include “Unstructured Data” including documents? (For example: Forms, PDFs, Documents, Word etc.)
A: Unstructured data from External Systems is analyzed and converted similarly to structured data. If these documents/unstructured data are determined to be within the scope and are acceptable document types (such as RFA PDF/Word documents associated with an in-scope functionality in CARES), they can be processed and converted using the pre-defined external system conversion process. This is contingent upon counties providing the necessary mandatory metadata (e.g., IDs to link the document to the associated entity in CARES) for the conversion. Additional steps, such as moving documents to a predefined location, may be required, but the process is analogous to structured data conversion.
Forms/documents like Word, PDF, and Excel files are generally considered unstructured data. The term "applications" likely refers to forms or documents in progress but could also include partially structured data.
Q: Who is responsible for the costs associated with integrating SafeMeasures into the system and when will counties with existing SafeMeasures contracts no longer be responsible for carrying the costs?
A: The CWS-CARES project will cover the costs associate with integration. There will be no additional costs impacting county budgets for these integration activities.
Based on the planned CWS-CARES Version 2 implementation date, the State expects to take over county costs associated with SafeMeasures starting on July 1, 2028. Counties will be responsible for the existing contract and access until June 30, 2028. Counties must continue to submit an Advance Planning Document (APD) to the California Department of Social Services prior to executing, renewing, or amending the agreement or paying for associated services. Please see County Fiscal Letter 23/24-12 for APD submission requirements and details. This means counties shall plan to end their contracts on June 30, 2028, and will no longer be responsible for these costs after this date.
Q: Will SafeMeasures and SDM be considered an External System?
A: SafeMeasure and SDM should not be treated as an External System. They will not require the same level of effort or planning as external systems, particularly for tasks like data conversion, ongoing operations, or decommissioning.
Q: Will SafeMeasures exist as a separate function?
A: To enhance efficiency and data-driven decision making with CWS-CARES Version 1, SDM® assessments will be seamlessly integrated into the CWS-CARES platform via single sign-on. The CWS-CARES Project is currently planning the SafeMeasures integration. Ultimately, SafeMeasures and SDM tools will be embedded into CWS-CARES, and 25 years of historical data collected through these tools will be accessible.
Q: What is the schedule and process for getting a Demo for External Systems related to RFA?
A: The CWS-CARES meetings are captured in CWS-CARES Meeting Calendar on the CWDS website. All Core Constituent counties are invited to CWS-CARES demonstrations. If a Core Constituent county wishes to be added to a demo, please reach out to OTSI CWDS CARES Demos
Q: Will users need to switch between multiple systems?
A: The integration of systems will provide a unified user experience with a reduction in switching between systems. SafeMeasures will ensure continuity for counties, with CWS-CARES handling more direct operational reports and SafeMeasures continuing to provide more complex reporting. SafeMeasures in CWS-CARES will retain its critical and most-used features and reports, as well as the collaborative service relationship between CDSS, counties, and Evident Change.
Q: What pathways will CARES include for Tribal Customary Adoption?
A: Specifically for Indian children we have the following pathways covered in CWS-CARES:
- Tribal Customary Adoption of an Indian Child who is a Dependent of the Juvenile Court
- Voluntary Relinquishment of an Indian Child who is a Dependent of the Juvenile Court
- Tribal Customary Adoption of a Non-Minor Dependent Indian Young Adult who is a Dependent of the Juvenile Court
Q: Can the State agree to some timeframes in writing for resolving issues of various levels of impact?
A: Here are the following timeframes for the various levels of deficiency as documented in CWS-CARES & CARES RFA Service Level Agreements:
- For Level 1 Deficiency, the Contractor shall fix issue and close the service request ticket within four (4) hours after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- For Level 2 Deficiency, the Contractor shall fix the issue and close the service request ticket within three (3) calendar days after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- For Level 3 Deficiency, the Contractor shall fix the issue and close the service request ticket within fourteen (14) calendar days after Contractor receives the service request ticket in the Contractor’s queue within the State’s service request tool.
- Lastly, for Level 4 Deficiency, there is currently no defined service level agreement.
Q: Will we be able to add documents to closed cases/referrals in CARES? (Example: Program has a long-term project to scan old case documents and import into CWS/CMS. Likely the project will not be complete until after CARES goes live).
A: Yes, the user can upload documents to closed cases.
Q: Are tablets compatible with CARES?
A: Currently the Project recommends utilizing Windows Desktops/Laptops - HP, Dell, or MS Surface devices. These are the systems that the current development and testing teams are utilizing. CWS-CARES will be accessed via a "stable” version of Chrome or Microsoft Edge Chromium.