During the “logging on” lesson, you will learn how to do the following

• Launch CWS/CMS
• Log On to CWS/CMS

The purpose of the “Screen Introduction” lesson is to introduce you to the basic CWS/CMS screen elements and navigation and to explain how information is organized within CWS/CMS.

This lesson will focus on the Client Services application since you will spend almost all of your time working in Client Services.

This lesson will introduce you to the following:

• The Different Parts of the CWS/CMS Screen
• The Referral and Case Folders
• How to Open Cases and Referrals
• How to Navigate between Open Notebooks
• How Information is Organized in CWS/CMS

The Control Panel connects you to the database through logon. The Control Panel also starts all other CWS/CMS applications (e.g. Resource Management, Caseload).

When Client Services is opened, you will see two folders, the Referral Folder and the Case Folder.

The bottom of the Window drop-down menu lists all open notebooks.

The purpose of the “Sections” lesson is to introduce you to different sections in the Client Services Referral and Case folders. Understanding what kind of information is recorded in each section will enable you to find the appropriate notebook when you need to record specific types of information.

You will learn about the following:

• The Case Management Section
• The Referral Management Section
• The Client Management Section
• The Service Management Section
• The Placement Management Section
• The Court Management Section made with a client?
• Court Management Section

There are five sections in a Case folder:

• Case Management Section
• Client Management Section
• Service Management Section
• Placement Management Section
• Court Management Section

• An existing Referral and Client notebook.
• An existing Case and Placement Home notebook on the Substitute Care Provider page.

In this lesson, you will learn about the following:

• Check Boxes
• Radio Buttons
• Text Boxes
• Drop-down Lists
• Date Fields
• Time Fields
• Combo Boxes
• Information Boxes
• Read-only, Mandatory, AFCARS, and Outcome Measure (PIP) Fields

CWS/CMS data that is recorded in many different types of fields customized to different types of data.

The purpose of the “Saving Your Work” lesson is to introduce you to the two methods of saving work you have done in CWS/CMS.

This lesson will introduce you to the following:

• The Save to Database Command
• The Exit Options Command

The Save Options dialog box displays the following commands:

• Continue Working
• Exit CWS/CMS
• Cancel

The primary way of saving your work is to Save to Database. However, if you are losing connectivity or are aware of a power outage, you can use the option of Saving Locally. Remember, the data is stored on your PC, not the CWS/CMS database, when saved locally.

The purpose of the “Searches” lesson is to introduce you to the CWS/CMS search function.

This lesson will introduce you to the following:

• The Start Search Command
• The Search Dialog Box
• The Client Abstract Search Results Window
• Abstracts of those Items Found in a Search

A database search does two important things for you:

• Helps you avoid duplicating information in the database.
• Makes information available to you by retrieving notebook data to your PC (or more precisely, to your cache where you can use it).

One of the main functions of a search is to bring information from the database to your computer where you can use it.

• You may not be able to record certain information until you have brought notebook information from the database. For instance, you cannot record education information for a child until you have brought the school’s Education Provider notebook from the database.

The purpose of the “Documents and Reports” lesson is to explain the difference between documents and reports in CWS/CMS and to show you how to generate each.

This lesson will introduce you to the following:

• Creating New Documents
• Opening Existing Documents
• The Difference between Documents and Reports
• Generating and Printing Reports

Only documents generated using Document notebooks are saved with a Case or Referral. You can access an existing document by clicking its Open Existing Document notebook button. Documents saved in a Case or Referral can be opened by using the “Open existing document dialog”.

The purpose of the “Online Help” lesson is to introduce you to the CWS/CMS online Help file and to teach you how to use it.

This lesson will introduce you to the following:

• Using Context-sensitive Help
• Starting the Help File from the Help Menu
• Navigating through the Help File

Pressing the F1 key on your keyboard will start the CWS/CMS context-sensitive Online Help file.

• If your cursor is in a field or on a page tab, pressing F1 will open the Help file to the description of that field or page.

In CWS/CMS, you have two ways to access Help:

• Context-sensitive help
• And/or the Help menu

During the “Client Information” lesson, you will use CWS/CMS to perform the following tasks:

• Open an Existing Client Notebook
• Update Client Notebook
• Create a New Client Notebook
• Record Client Information

The Create New Client notebook is used to create a new client.

Open Existing Client notebook is used to open an existing client.

More than one legal name can be entered for a client. Enter other legal names for clients on the Names page of the Client notebook. Aliases and other names can also be recorded on the Names page.

During the “Client/Reporter Information” lesson, you will use CWS/CMS to perform the following tasks:

• Record General Referral Information
• Record Reporter Information
• Create Screener Narrative Document
• Perform a Client Search
• Attach Existing Client Notebooks
• Attach Related Clients

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
• Record general referral information (Mandatory fields)
• Record reporter information
• Record assignment information

CWS/CMS allows you to name a referral anything you want

Each person involved in the Referral (victims, related clients such as parents, perpetrators, siblings) will need Client notebooks either attached or created.

In this lesson, you will learn how to record allegation and referral response information.

You are already in an open Referral.

During the "Recording Allegation & Determine Response" lesson, you will use CWS/CMS to complete the following tasks:

• Record Allegation Information
• Determine a Response
• Request Approval for the Response Type
• Create the Emergency Response Referral Document

Before creating an Allegation notebook, you must have a Client notebook for the alleged victim.

• The system will not allow a save to database without a Client notebook for the alleged victim.

If the Perpetrator type is Perpetrator-SCP/Res, Facility Staff is selected:

• Create a Client notebook for the person.
• Select him/her in the Alleged Perpetrator drop down list, and then select the Placement Facility Type.

Users will be able to select a Perpetrator Type of either 'Perpetrator Not Identified' or 'Perpetrator-SCP/Res. Facility Staff' without making the Alleged Perpetrator Field mandatory.

Use the Determine Response dialog to do three things:

• Record the response to the referral
• Request supervisor approval
• Generate the Emergency Response Referral Document

The Determine Response Guidelines are a series of Yes/No questions to help determine how to respond to this referral. Refer to your county practice for use.

You can create the Emergency Response document at any time, or CWS/CMS will automatically create the Emergency Response Referral Document in MS Word before referral closure.

In this lesson, you will learn how to create a “Suspected Child Abuse Report” and transfer Referral assignment.

You are in an open Referral with recorded allegations and response determination.

During the "Cross Report and Referral Assignment" lesson, you will use CWS/CMS to complete the following tasks:

• Create Cross Report Notebook
• Generate the Suspected Child Abuse Report
• Transfer the Referral to an Assignment Unit

You can select the Cross Report Not Sent checkbox when you are not submitting a Suspected Child Abuse or Child Abuse Investigation cross report, but need to satisfy the corresponding reminder(s).

The requirements to satisfy the cross report reminders without sending cross reports are to create a New Cross Report notebook and complete the following mandatory fields (along with checking the Cross Report Not Sent field):

• Date
• Staff Person
• Cross Report Type

The Cross Report notebook is used to view or enter information that will be printed on the Suspected Child Abuse Report.

• The “Suspected Child Abuse Report” is used to notify the appropriate law enforcement agencies of reported instances of abuse.

This module introduces you to learn how to record information in the Contact notebook.

You are already in an open Referral.

During the “Record Contact Information” lesson, you will use CWS/CMS to perform the following tasks:

• Create New Contact

To record a Contact, go to the Service Management Section (Orange) button.

When you create a new contact, the following fields are mandatory:

• Start Date
• Contact Purpose
• Method
• Status
• Participants
• Contact Party Type

The contact Location field becomes a mandatory field, when In-Person is selected in the Method field. This field identifies the physical location where the contact took place.

In the Select On Behalf Of Child dialog box, only children named as an Alleged Victim in an Allegation notebook will be available. Use this dialog box to select a child client on whose behalf a contact, service, or visit is being made.

The Delivered Services Log Report lists all contacts made, services provided, and visits arranged for on behalf of a child client.

In this lesson, you will learn how to generate Referral investigation documents.

You are already in an open Referral.

You have performed the steps in the Cross Report & Referral Assignment and Record Contact Information lessons.

During the "Allegation Conclusion & Investigation Documents” lesson, you will use CWS/CMS to perform the following tasks:

• Conclude an Allegation
• Create an Investigation Narrative Document
• Record Cross Report Information for the Department of Justice
• Create a Child Abuse Form
• Record that Feedback has been Sent to Mandated Reporter
• Create a Response to Mandated Reporter Document. No additional information is available for this module.

response to mandated reporter.doc

The Conclusion page is used to record the results of the referral investigation.

The Generate New Documents dialog box is used to create the Investigation Narrative and Response to Mandated Reporter documents.

Learn how to perform a Client Disposition.

During the “Referral Closure” lesson, you will use CWS/CMS to perform the following tasks:

• Perform Client Disposition to Open New Case

The Client Disposition command is located in the Action menu and establishes a case for a client.

The Rationale text box is explanatory text for the selected Decision response. Up to 4000 characters can be entered in this field. This field is mandatory if the Decision is "Evaluate Out", or if you are changing a previously saved Determine Response Decision.

Once the supervisor changes the Approval Status to Approved, you can open the client in a Case by using the Open Existing Case Folder. You can open an existing folder in both the Client Services and Caseload applications.

In this lesson, you will learn how to create a new hearing.

You are in an active case.

During the “Create a Hearing” lesson, you will use CWS/CMS to perform the following task:

• Create Hearing Notebook

The Hearing notebook is used to record both names of court personnel and notice information.

The Retrieve Historical Information dialog box defaults to the last six months.

In this lesson, you will learn how to record and generate notices.

• You have opened the active Case(s) or Referral.
• The appropriate Client notebooks have been created or attached to the active Case or Referral.
• Client Addresses in the Client notebook have been reviewed for accuracy.
• A future Hearing notebook exists for the date you are noticing.
• The appropriate Attorneys have been attached to the active Case or Referral.
• Search for CWS Attorney if applicable.

During the “Generate Notices” lesson, you will use CWS/CMS to perform the following tasks:

• Complete Notices Page
• Generate Notice

The Notices page is used to view or enter information about notices issued for a hearing.

In order for the CWS Attorney to be available for selection, the system requires that you complete a search prior to creating the Notices. Therefore, it is suggested that you perform searches on CWS Attorney’s prior to creating a notice.

In this lesson, you will learn how to record a petition and create a petition document.

• You are in an active case.
• An existing hearing notebook is in focus.

During the “Create a Petition” lesson, you will use CWS/CMS to perform the following tasks:

• Record Petition Information
• Generate the Petition Document

A petition is created in the Court Management section, Referral and Case Folders.

You can use the Create Amended Petition command in the Action drop-down menu. The Create Amended Petition command will only be active if you are viewing a Petition notebook where the Petition Status is “Pending” and the Filed Date has been filled.

A petition or court report can include one or more children involved in a case. You simply specify in the Petition or Court Report notebook which child or children are included in the petition or court report. This information is automatically included on the document.

In this lesson, you will learn how to create a court report.

• You have already opened an active case.
• You are in the Hearing Notebook.

During the “Create a Court Report” lesson, you will use CWS/CMS to perform the following task:

• Create the Detention Report

A court report can be created and attached to a hearing at a later date.

The Court Report notebook for which you are requesting approval must be in focus in order to request approval for it.

A Case Plan can be attached to a Court Report.

• Use the Attach Existing Case Plan Document command in the Attach drop-down menu to attach case plan documents to court reports.

In this lesson, you will learn how to associate an attorney.

• You are in an active case.
• An attorney has been created in Resource Management.

During the “Associate an Attorney” lesson, you will use CWS/CMS to perform the following tasks:

• Determine Whether an Attorney Already has an Attorney Notebook on the CWS/CMS Database.
• Associate an Attorney to a Client

The association between a client and an attorney is recorded in the Client notebook on the Attorneys page.

CWS attorney notebooks are created only in Resource Management.

In this lesson, you will learn how to Record search efforts for missing parent and Create the "Due Diligence" document.

You have already opened an active case.

During the “Record Search Efforts and Generate Document” lesson, you will use CWS/CMS to perform the following tasks:

• Record Search Efforts for Missing Parent
• Create the Declaration of Due Diligence Document

Efforts to find a parent should be entered on the Search Log page in the parent’s Client notebook.

To create the Declaration of Due Diligence document, you must first create a Court Report notebook from within a Hearing notebook.

In this lesson, you will learn how to record the results and continuance of a Hearing.

You are already in an open case.

During the “Create a Continued Hearing” lesson, you will use CWS/CMS to perform the following tasks:

• Record Results of Existing Hearing
• Record the Continuance of a Detention Hearing

The Create Next Hearing and Create Continued Hearing commands are available only if the Hearing notebook is in focus.

Use the "Create Continued Hearing" command to create the new Hearing notebook.

In this lesson, you will learn how to record temporary custody of a child.

• You are already in an open case.
• No open Placements exist for child.

During the “Temporary Custody” lesson, you will use CWS/CMS to perform the following tasks:

• Record the Removal of a Child from Caretakers
• Record the Release of a Child to Caretakers

You can record temporary custody without recording an associated placement.

• If the temporary custody was terminated because the child was released, you can record an episode of temporary custody without an associated out-of-home placement.

Temporary Custody Only episodes do not involve an actual out of home placement.

A Temporary Custody Only episode is listed with other placement episodes in the Open Existing Placement notebook.

In this lesson, you will learn how to record the placement of a child into a non-foster care facility.

You are in an active case.

During the “Non-Foster Care Placement” lesson, you will use CWS/CMS to perform the following tasks:

• Record the Removal of the Child from the Caretakers
• Record the Start of a Placement of a Child in a Non-Foster Care Facility
• Record the End of a Placement of a Child in a Non-Foster Care Facility

A Non-Foster Care Placement for a Relative/NREFM placement is created only if the child is being incarcerated or placed in a medical facility.

• To record a Relative/NREFM placement, create a regular Placement notebook.

CWS/CMS allows you to select multiple clients to create several placement notebooks at once. However, all the placements must be in the same home, and notebooks will only be created for children who meet the conditions for creating a new Placement notebook.

A current Non-Foster Care Placement must be ended before a subsequent placement can be recorded. This applies to all types of placements.

In this lesson, you will learn how to generate eligibility applications for the child.

You are already in an open case.

During the “Create Eligibility Documents” lesson, you will use CWS/CMS to do the following:

• Record Information for the Required Eligibility Applications for the Child
• Generate Required Eligibility Applications for the Child

medi-cal applicaiton (mc 250).doc

The FC-2 Eligibility notebook is located in the Client Management Section.

The Medi-Cal Application notebook must be completed before a Medi-Cal Application document can be created.

In this lesson, you will learn how to record the placement of a child into a foster home.

• You are already in an open case, with the child’s Client notebook in focus.
• If there is a current placement, it must be end-dated.

During the “Create a Foster Placement” lesson, you will use CWS/CMS to do the following:

• Create a State ID
• Search for a Placement Home
• Record Placement in a Foster Family Home
• Generate Placement-Related Documents

soc158a foster childs data record.doc

In order to record an out of home placement, you must enter a State ID number in the Client notebook of the child being placed.

The Placement Count field shows the number of times the child has changed placement facilities since being removed from their home. The count includes CWD placements, Non-CWD placements, and Adoptive placements and excludes Non-Foster Care placements.

A search for a Placement Home must be performed before recording an out of home placement.

• For an out of home placement, the placement home must be in cache in order to place a child in the home, therefore the home must be retrieved from the database. If the home is not found in the database, a new Placement Home notebook must be created.

All placement facilities (except group homes and those considered non-foster care) MUST have a substitute care provider associated with them.

In this lesson, you will learn how to record the end of a foster placement.

You are in an open Case, with the child’s active placement in focus.

During the “End Foster Placement” lesson, you will use CWS/CMS to do the following:

• End Date Ongoing Payments
• Record the End of a Foster Placement

It is necessary to end payments before ending a placement. CWS/CMS will not allow you to input End Date a placement until you have End Dated each payment.

To end an out of home placement, you must end all payments and fill the Placement Change Reason and Placement End Date fields (Placement notebook, End Placement/Episode page).

A case cannot be ended if a child is in a current placement.

• Ending a case while a child is in a placement would leave a child in out-of-home care without a social worker responsible for the placement.

In this lesson, you will learn how to record the placement of a child into a Relative/NREFM home.

You are already in an open case, with the child’s Client notebook in focus.

During the “Relative Placement” lesson, you will use CWS/CMS to do the following:

• Create a Collateral Notebook
• Generate SOC815, SOC817, SOC818 Documents
• Search for a Relative/NREFM Placement Facility
• Create a Relative/NREFM Placement Home
• Create/Review Relative/NREFM Placement Information
• Attach Existing Relative/NREFM Assessment
• Generate the AFDC Program Choice Indicator Document

soc818 Relative NREFM Assessment.doc

To record the placement of a child into a Relative/NREFM home, you must create:

• A Collateral notebook for the relative requesting the placement.
• A Placement Home notebook with information about the home and the substitute care provider(s), including the Background Check information.
• A Placement notebook with information about the placement including the approved Relative/NREFM Assessment.

A search should be performed for a Relative/NREFM home before creating a new one to avoid entering a Relative/NREFM home that already exists to avoid duplication.

Each placement home must have one primary substitute care provider and may have multiple secondary substitute care providers.

A substitute care provider is someone who provides services within a placement home. It may be a foster parent, relative, or someone else that is providing services in the home.

• A placement home must have one primary substitute care provider, or it cannot be saved to the database.

In this lesson, you will learn how to create a collateral notebook and relative/NREFM assessment into a Relative/NREFM home.

You are already in an open case, with the child’s Client notebook in focus.

During the “Create a Collateral Notebook and Relative/NREFM Assessment” lesson, you will use CWS/CMS to do the following:

• Create a Collateral Notebook
• Create a Relative/NREFM Placement Home
• Generate SOC815, SOC817, SOC818 Documents

soc818 Relative NREFM Assessment.doc

None

In this lesson, you will learn how to create a Placement Home notebook.

• You are in the Client Services application.
• You have Resource Management Privilege.
• You have Resource Management Placement Facility Maintenance Privilege.
• You have County License Case Management Privilege.

During the “Create a Foster Family Placement Home” lesson, you will use CWS/CMS to do the following:

• Perform a Substitute Care Provider Search
• Create a Placement Home Notebook

There is no Search functionality in the Resource Management application only in the Client Services application.

The Resource Management application is used to create Foster Family Homes.

A Primary Substitute Care Provider must be active before a Secondary Substitute Care provider can be created.

Data populates from the County License Case notebook.

In this lesson, you will learn how to create a Placement Home notebook.

• You are in the Resource Management Application – Placement Facilities Section.
• You have Resource Management Placement Facility Maintenance Privilege.
• You have County License Case Management Privilege.
• Foster Family Home has already been created.

During the “Create a County License Case Notebook” lesson, you will use CWS/CMS to do the following:

• Create a County License Case Notebook
• Record License Approval

The County License Case notebook is used to record and view information on the status and characteristics of, visits to, and issues involving county licensed homes.

Each licensing county has its own unique numbering system.

The License Issued Date and Annual Visit Due fields are automatically populated.

In this lesson, you will learn how to close a County License Case.

• You are in the Resource Management Application.
• You have Resource Management Placement Facility Maintenance Privilege.
• You have County License Case Management Privilege.

During the “Closing a County License Case” lesson, you will use CWS/CMS to do the following:

• Close a County License Case
• Record Substitute Care Provider Move

When the Foster Family Home License has ended or the Substitute Care Provider has moved, it must be entered into the Resource Management application.

In order to record a Substitute Care Provider’s move, both the Placement Home notebook and the License Case notebook must be opened to record all the information correctly.

In the lesson, you will learn how to record and generate Initial Case Plan documents.

• You are in an open case for Carly and Benjamin C.
• Benjamin C’s case was opened and is now in cache.

During the “Initial Case Plan” lesson, you will use CWS/CMS to perform the following tasks:

• Record Case Plan Information
• Record Assessment Information for Each Client
• Record Planned Services
• Generate the Case Plan Family Assessment Document
• Generate the Child Welfare Services Case Plan Document

child welfare services iniitial case plan.doc

Service Objectives are recorded in the Case Plan notebook.

You can create one Case Plan and include all family members as Case Plan Participants. You can have more than one Case Plan Focus Child for each Case Plan.

Planned Client Services are recorded in the Case Plan notebook on the Planned Client Services page. They will eventually populate to any Case Plan documents, but are created in the Case Plan notebook.

At least one Case Plan Participant must have at least one service objective as entered on the Service Objective page (e.g., Complete Domestic Violence Program).

In this lesson, you will learn how to record parental review information for a Case Plan.

• You have Benjamin C’s case open and active.
• Carly C’s case is open and in cache.

During the “Participant Review and Case Plan Approval” lesson, you will use CWS/CMS to perform the following tasks:

• Record Participant Review Information
• Request Approval

The Case Plan Update Appropriateness Description must be completed before you can request approval for a Case Plan Update, but not for an initial Case Plan.

To request approval for a Case Plan:

• A Primary Language and a Primary Ethnicity need to be recorded for each Case Plan Focus Child.
• At least one Service Objective for at least one Case Plan participant need to be recorded.
• All mandatory fields completed.
• The Case Plan notebook in focus.

A Case Plan can have one of the following statuses:

• “In Progress” (the Case Plan has not yet been approved)
• “In Effect” (the Case Plan is approved and in effect)
• “Previous” (the Case Plan was the “In Effect” Case Plan before the current Case Plan was approved)