Frequently Asked Questions
Q: There are 8 external systems included in CWS-CARES Version 1 (V1): Binti, eAdopt, Foster Care Search System (FCSS), Resource Family Homes, Resource Family Approval System, Simple Notice Application (SNAP), Adoptions Integrated System (AIS), and Electronic Document Management System (EDMS). If a county or organization decides to remove an external system from CWS-CARES V1 data conversion scope, can another external system be considered for the CWS-CARES V1 data conversion?
A: No, if an external system is removed from CWS-CARES V1 data conversion scope, it cannot be replaced with another candidate external system for CWS-CARES V1 data conversion due to scope and schedule constraints.
Q: Once we transition to CWS-CARES, will probation staff still access via Citrix?
A: Yes, probation staff will still access via Citrix after the transition to CWS-CARES.
Q: What is the development status of the Family First Prevention Services Act (FFPSA) Community Provider Portal? When will a demonstration of functionality be available to counties?
A: The project is currently designing the FFPSA Community Provider Portal. Constituent demonstrations are planned to begin mid-June through July 2025.
Q: Will Outlook be included with CWS-CARES environment? Will it be integrated into CWS-CARES or will counties need to use Outlook Web version for email?
A: There are no plans or requirements to integrate Outlook with CWS-CARES. Therefore, it will not be included. Counties will continue their current processes for using Outlook.
Q: Will the new CWS-CARES system have a page where you can document the client's civil rights? Specifically, are there fields to document that clients were given the Civil Rights brochure, that it was explained to them, and if interpreter services were required/provided?
A: Yes, the structured investigative contact note (which is in progress) has a place to indicate if the Civil Rights Publication 13 brochure was provided. Preferred spoken and written languages can be documented on the person profile, and the use of an interpreter can be noted. As to if the brochure was “explained” to them, the staff member will need to rely on entering that into their contact note.
Q: What is included in the scope of CWS-CARES Version 2?
A: The scope of CWS-CARES Version 2 is confidential and cannot be disclosed at this time. Details will be shared once the request for offer (RFO) is released to the public. A request for offer is a document used by procurement teams to gather and compare information from vendors.
Q: What is the Core Constituent Participation (CCP) model for CWS-CARES Version 2?
A: The CWS-CARES project has a Core Constituent Participation (CCP) model to ensure collaboration with counties and Tribes. The CWS-CARES Version 2 CCP model employs the same methodology as the current CWS-CARES Version 1 model, as detailed Special Project Report (SPR) 6 and ACL 23-62 (July 18, 2023). The Version 2 CCP model maintains the same high-level activity categories as Version 1 CCP model, including milestone design and development, implementation, external systems development and research, and interfaces. Annual funding allocations are determined based on planned activities and budget availability.
Q: What is in scope in regards to Family Finding for CWS-CARES (a genogram, search capabilities, more detailed ways to document)? Some counties use Connect Our Kids", but it's challenging to know if it will be a duplication of efforts without knowing all the components involved.
A: Based on CWS-CARES's Scope Summary, Family Finding (including genogram, search capabilities, and documentation upload) is in scope for CWS-CARES V1. The search functionality is limited and other systems like "Connect Our Kids" will likely perform more in-depth searches.
Q: Will a CWS-CARES county admin be able to limit access for a page or section of the system?
A: Yes, CWS-CARES administrators will be able to limit access to areas of the system. Administrators will also be able to limit the number of records users can view or edit (including sealed and sensitive referral/cases). For further questions, please contact CARES Administration.
Q: How will CARES handle data entry for non-Federally recognized tribes?
A: The CWS-CARES Tribal Governments Directory will allow for organizational information for both Federally Recognized and Non-Federally Recognized Tribes to be entered in the system. Organizational information will include Contact Information, Bureau of Indian Affairs (BIA) Region (if applicable), CWS/CMS Tribal Number (if applicable), ability to record if the Tribe is Federally Recognized, whether the Tribe has lands in California or that extend into California, and if it has an IV-E and/or 1919 Agreement. The Directory will also capture whether the tribe provides Tribal Temporary Assistance for Needy Families (TANF) and the Tribal TANF Counties served. Contact person(s) for each tribe will be documented in CWS-CARES. Contact information will include name, title, and role. CWS-CARES will provide the ability to add multiple contact people per tribal organization with different associated roles.