CWS-CARES Public Library

Background

One of the main benefits in transitioning from legacy to CWS-CARES is the creation of a single, comprehensive data system. With streamlined case data entry and storage, counties will save time and resources and reduce the need for supplementary external systems.  

What are external systems? 

An external system is defined by the project as, “a tool or application used by organizations to deliver child welfare services in addition to, or outside of, the legacy CWS/CMS solution. This includes Commercial Off-The-Shelf (COTS) software, County-developed systems, and data files.” The project is actively working on identifying which of these external systems have overlapping, or “duplicative,” functionality with CWS-CARES. 

How does the project determine which external systems have overlapping or duplicative functionality? 

Given that CWS-CARES is still in development, discussions about external systems can be challenging. While the CWS-CARES Project Value Services (PVS) team has made initial assessments on which systems are duplicative, they rely on county input and collaboration to make all final determinations. The External Systems Coordination Unit (ESCU) has defined the categories for external systems as: 

• In-scope – a system with functionality that will be fully covered by CARES V1 
• Partially in-scope – a system with some functionality that overlaps with CARES V1 and some functionality that does not overlap with CARES V1
• Out of scope – a system with functionality that is not planned for inclusion in CARES V1 

External Systems Flow Chart

What will happen to external systems after Go-Live?

Due to federal regulations, all systems that are fully in-scope (duplicative functionality to CWS-CARES) will eventually need to be decommissioned, or discontinued, from use. Counties, in collaboration with ESCU, will develop tailored plans for external systems deemed in-scope and partially in-scope, to ensure continued operations. These plans will account for system dependencies with other external systems, the criticality of any missing functionality, alternate solutions, and whether the absent functionality is planned for inclusion in future versions of CWS-CARES. Out of scope systems may continue operating with or without modifications, as long as they remain compliant with federal and state regulations. 

What support can counties expect when planning for decommissioning? 

We are committed to meeting county and tribe needs for support, transparency, and uninterrupted county and tribe business activity throughout the transition to CWS-CARES and beyond. We have created the External Systems Coordination Unit (ESCU), a team solely dedicated to providing counties with support in preparation for the decommissioning process. As we approach Go-Live, ESCU will work in collaboration with county representatives to create decommissioning plans that address individual county needs while also ensuring federal and Comprehensive Child Welfare Information System (CCWIS) compliance. 

How will external systems data be converted to CWS-CARES?

Counties will conduct Source-to-target-mapping (STTM), data cleansing, and data loading for eligible systems. For systems that are not being converted but will be decommissioned or taken offline, counties will need to determine how best to retain and access necessary data. This may include maintaining read-only access, manual data entry, or implementing other solutions to support operational needs.

We recognize that counties and tribes are experiencing a lot of change in the transition to CWS-CARES; we appreciate your patience, feedback, and active participation throughout the process.  

Originally published in the CWS-CARES Explorer.