Introduction to CWS/CMS
Why can't I logon to CWS/CMS?
The application allows a user to attempt signing on with their password three times. If the User ID and password are correct and the log on is still not successful, the administrator will need to reset the password.
Why can't I create a case plan in a Referral folder?
The Case Plan notebook is in the Case Management Section, which is only available in a Case folder.
Why can't I record allegation information in a Case folder?
Allegation information is recorded in the Referral Management Section, which is only available in a Referral folder.
Must I fill in all fields on a page?
No, but If you have the data it helps to fill in the fields. Yellow (Mandatory) fields must be filled in to save to the database. Green fields are related to AFCARS reporting, Periwinkle fields are related to Outcome Measures reporting, and some fields map to documents.
Why can't I save to database, I keep getting an error message telling me I have not filled all mandatory fields?
You have not filled all mandatory (YELLOW) fields. CWS/CMS will not allow you to save until all mandatory fields are filled. If you have not filled all mandatory fields, and you try to Save to Database, CWS/CMS will automatically open the page with the unfilled field, so that you can fill it.
Why can't I get a hit when I search for a client in CWS/CMS?
a) Check the Status field of the search results - were Maximum hits exceeded?
b) Try narrowing your search by adding additional information, such as gender or age.
c) Check to ensure a red check appears in the far right column next to each field in which you enter information, indicating that CWS/CMS will search on this field.
Why can't I open a report that I printed earlier?
a) Reports created by using the Print Report command are not saved (while documents created by using a Document notebook are saved).
b) Reports merely gather information that is current at the time of printing. To print another copy, use the Print Report command again.
Why can't I access a specific CWS/CMS application (its icon is grayed out)?
You only have access to the applications you will need to use. If you cannot access a CWS/CMS application (Resource Management) for instance, it's because the privilege to open that application has not been given to your User ID.
Why can't I select an item in a drop-down list (it is grayed out)?
Most likely you have not completed the prerequisites to select that item. For instance, you can't select "Substantiated" in the Allegation Conclusion drop-down list until you have recorded a face-to-face contact with the referral child. See the online Help file when you cannot figure out why a selection is grayed out.
Why can't I activate the ICWA Eligible field on the ID page of the Client notebook for a child client?
This field is not available unless the client is either a case focus child or a referral client named as the victim in an Allegation notebook.
Referral
Why can't I add a perpetrator to the Allegation notebook?
You have not created a Client notebook for the alleged perpetrator.
Why can't I activate the Approval button when typing to do a determine response?
Before you can request Approval for a Determine Response, you must do at least the following:
- Fill out all mandatory fields (Yellow).
- Create an Allegation notebook.
Why can't I fill the Victim field on the ID page of the Allegation notebook?
You do not have a client whose age is 18 years or younger in a Client notebook.
Why can't I save to the database after filling out the primary pages of the referral?
Before you can Save to Database, you must do at least the following: Complete the Referral Info notebook. Record a Client notebook for the victim in the referral. Create at least one Allegation notebook.
Why can't I get alleged victim to appear in the On Behalf of Child dialog box when creating a new Contact notebook?
You have not created an Allegation notebook for the alleged victim.
Why can't I access the Open Associated Referral/Cases commands?
The Open Associated Referrals/Cases command is available if a Client notebook or Client Abstract is in focus. In addition, when the Open Associated Referral command is available if a referral in focus, and if the client is from another county, you must attach the client to your new referral (in your county) and then open associated referrals or cases with the client notebook in focus.In other words, attaching another county's client to your new referral is like a key that unlocks the door to their history.
Why can't I enter anything on the Associated Services and/or Associated Visits pages in the Contact notebook?
You have not completed the Contact page of the Contact notebook and selected the "Status of Completed".
Why can't I enter "Substantiated" in the Conclusion field of the Allegation notebook?
You have not created a Contact notebook with the following:
a) "Investigate Referral" entered in the Purpose field.
b) "In-person" entered in the Method field.
c) "Completed" entered in the Status field.
d) The alleged victim entered in the Participant grid.
e) "Staff Person/Child" entered in the Contact Party Type grid.
Why can't I perform a Client Disposition for a child?
You have not filled the Allegation Conclusion field of the Allegation notebook, Conclusion page. You must also perform a Determine Response.
Why can't I enter "Open New Case" in the Closure Reason field in the Client Disposition dialog box?
Allegation conclusion is "entered in error".
Why can't I close the referral and get it to drop off my caseload?
To close a referral you must satisfy all reminders, conclude all allegations, dispose all child clients, and have your supervisor approve all client dispositions.
Why can't I close the Client Disposition dialog box?
The Client Disposition process is required as the following:
a) Click Client Disposition from the Action drop-down menu.
b) Click appropriate referral and client in the Select Notebook dialog box.
c) Click OK.
d) Enter a Closure Reason Date, Closure Reason, and Decision Rationale (optional).
Court
Do I have to save the case to the database so that my Supervisor can approve the Court Report?
Yes. Work has to be saved to the database, so other users can see changes made to cases.
Where is the Petition notebook or Court Report notebook created?
The Petition and Court Report notebooks are created in an already scheduled Hearing notebook. If you have not scheduled a hearing date, there is a "Date Not Set" selection on the ID page of the Hearing notebook.
Why do I want a Petition notebook or Court Report notebook to be associated to a Hearing notebook?
If the notebooks are associated, you can use the Open Associated Hearing command in the Associated drop-down menu to open the Hearing notebook associated with the Petition or Court Report notebook in focus.
Can I record attorney information in CWS/CMS?
If the notebooks are associated, you can use the Open Associated Hearing command in the Associated drop-down menu to open the Hearing notebook associated with the Petition or Court Report notebook in focus. You must perform an Attorney search before you can create a new Attorney notebook because the attorney may already be on the system. You must associate the Attorney with a client in the client's Client notebook before you can notice the attorney or record the attorney as an attendee at a hearing. Likewise, you must also associate the Attorney for a Substitute Care Provider in the Substitute Care Provider page in the Placement Home notebook before you can notice that attorney or record that attorney as an attendee at a hearing.
Does CWS/CMS provide recommendations to a court report?
Yes. The Recommendations report lists standard recommendations grouped by hearing type, hearing subtype, and case circumstances. You can use it with any of the court report formats as a section of the report. There are two ways in which information from this report can be inserted into a court document. The first is to create the report in CWS/CMS, and then manually select and insert (copy and paste) the desired sections into the court report. You can use this functionality for all court reports. The second is to use the automated insertion function that is available for Detention Hearings, Jurisdictional Hearings, and Jurisdiction/Dispositional Hearings. This function offers a series of dialog boxes accessed with the 'Recommendations' command in the File menu in MS Word. See Online Help for more information about how to add recommendations.
What is one of the most useful features of the Caseload application?
It is possible for a worker or a supervisor to view all cases with reports needing a Supervisor Approval.
Placement
Is it necessary to search for a Placement Home before recording an out of home placement?
Yes. For an out of home placement, you must have a placement home in cache in order to place a child in the home. Therefore, you must retrieve the home from the database or if you do not find the home in the database, you will need to create a new Placement Home notebook.
Why can't I request Approval for an Incidental Payment?
You have not entered an End Date on the Incidental Payments page of the Placement notebook.
Why can't I enter the name of the person who took the child into custody on the Child Removal Information page of the Placement notebook?
You must first select the Yes option button in the Temporary Custody frame on the page.
Why can't I change or close a placement?
You have not entered a date in the Payment Stop Date field for each ongoing payment request on the Ongoing Requests page of the Placement notebook. Note: If you still cannot enter a Placement End Date/Placement Episode End Date, you have not entered the Agreement Effective Date on the ID page.
Why can't I enter an End Date on the ID page of the Placement notebook?
The End Date field is read-only. It will populate automatically when you enter a date in the Placement End Date or Placement Episode End Date, and a reason in the Placement Change and/or Placement Episode Termination frame on the End Placement/Episode page of the Placement notebook.
Why can't I create a new Placement notebook for a foster placement?
One of the following actions has not been completed: a) You have not entered a State ID on the ID Num page of the Client notebook of the child you are attempting to place, and/or b) You have not ended an existing placement for the child you are attempting to place. c) You have not performed a search for a placement home or have not created a new Placement Home notebook.
Foster Care Licensing
Can I view a list of licensing cases assigned to me?
Yes. You can view your licensing "caseload" by clicking on the Open Existing County License Case icon.
Do I have to create a County License Case notebook in Resource Management?
Yes. The County License Case notebook is only found in the Resource Management application.
Why can't I record a Licensed Foster Family Home move in Client Services?
Because the County License Case notebook, which is found only in Resource Management, must be open with the Placement Home notebook.
Do I have to check the Closed checkbox to complete the license close function?
No. The system automatically checks the box for you.
Case Plan
Why can't I request Approval for a Case Plan?
You have not done at least one of the following: a) Entered a Primary Language and Primary Ethnicity in the Client notebook of the Case Plan Focus Child(ren). b) Entered at least one Service Objective for at least one Case Plan Participant in the Case Plan notebook. c) Entered a Case Plan Goal on the CP Participants page of the Case Plan notebook. d) Completed all mandatory fields in the Primary Case and Case Plan notebook pages.
Why can't I request Approval for a Case Plan Update?
You have not met the conditions to request Approval for a Case Plan (see question #1), and/or you have not filled the Case Plan Update Appropriateness Description field on the ID page of the Case Plan notebook.
Why can't I edit the Case Plan notebook (it is read-only)?
There are two possible causes for the case plan to be read-only: 1) The case plan is ended. This can happen either when a case plan is replaced by an approved, new, or updated case plan, or when the case is ended with the End Case command. 2) The case plan approval status is either "Approved" or "Pending Approval".