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FAQ - Programs & Policies

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1. What will be kept in a paper file?
    

    

    

    

    

    

    

    

    

    

    

    

    

    

2. Will documents held in WiSACWIS require signatures?
3. Who maintains the training information under Worker maintenance?
4. Can we use one case note as an ongoing case note involving several days?
5. When should a person utilize the CPS Placement Request Option and when should they use the Out-Of-Home Placement Option?
6. Should contracted providers be entered into WiSACWIS?
7. When wouldn’t a placement be a child removal from home?
8. When do you delete a person versus removing a person from a case?
9. If a payment is approved in error, what is the course of action to remedy this?
10. What is the difference between a Private Provider and a Home Provider?
11. Will counties use WiSACWIS to do their IV-E claiming on children placed through the juvenile justice system?
12. How will changes to WiSACWIS be communicated?
13. What is the State’s official statement regarding the sharing of information in WiSACWIS?
14. How will NCCD fit into the WiSACWIS model?
15. What happens if a case is closed in error?
16. When I try to create work on a case, the system indicates that the case is in closure process. What should I do?
17. An approval on the item was recalled back to the worker who created it. However, that worker is no longer employed with the department or agency. Nobody can approve the item now. What should we do?

Q1: What will be kept in a paper file? Back to top

A1: The paper file will consist of collateral contact reports, court documents, police reports, psychological reports and other pertinent information that may require outside signatures for complete documentation.

Q2: Will documents held in WiSACWIS require signatures? Back to top

A2: The electronic approval recorded in WiSACWIS will serve as the supervisor’s signature of acceptance on that piece of work. That being said, there may be instances where documents held in WiSACWIS will require signatures (i.e. Court Reports).

Q3: Who maintains the training information under Worker maintenance? Back to top

A3: The system does not allow a person to maintain his or her own worker information. Generally, the supervisor of that worker will maintain that information.

Q4: Can we use one case note as an ongoing case note involving several days? Back to top

A4: Once a case note is saved it is frozen. The only way to add more to that note is by adding a correction note, which could get confusing. So, the best way to handle this is to write individual notes and then utilize the case/provider note criteria filter available off the Utilities option to create sorted lists of printable case notes. When you select your notes using this method the notes will print in running form on the same page.

Q5: When should a person utilize the CPS Placement Request Option and when should they use the Out-Of-Home Placement Option?Back to top

A5: If the worker knows ahead of time that they will be moving the child and needing a new placement they should utilize the ‘CPS Placement Request’ option (this is not affective in emergency situations). Consequently, if the worker needs to move the child under an emergency situation then there is no need to go through the CPS Placement Request. The worker can place the child through the ‘Out-of-Home Placement’ option.

Q6: Should contracted providers be entered into WiSACWIS? Back to top

A6: From a case management perspective, if you are contracting with the provider as part of a case plan, then they should first be entered into WiSACWIS as a Private Provider. Subsequently, the provider should be documented in the case plan and as an In-Home Service. Lastly, the provider can be entered as a collateral contact off the Case Maintenance Window.

Q7: When wouldn’t a placement be a child removal from home?  Back to top

A7: The first time a child is placed that placement will be a child removal from home. However, subsequent changes in placements do not receive the indicator "child removal from home."

Q8: When do you delete a person versus removing a person from a case? Back to top

A8: Deleting persons and removing persons are two entirely separate concepts. You delete a person only if you are absolutely certain that the person was erroneously created in the system. If you delete a person they are permanently removed from the system. You remove a person from a case if they should not be associated with a case, but should remain a part of the WiSACWIS database.

Note: Deleting a person is a supervisory function.

Q9: If a payment is approved in error, what is the course of action to remedy this? Back to top

A9: Supervisors are able to cancel a payment. Supervisors will have a one-day window to cancel any payment before it is distributed. They can cancel the payment using the Review pending Checks Window. Refer to the How-do-I Guides for directions on how to begin this process.

Q10: What is the difference between a Private Provider and a Home Provider? Back to top

A10: A Home Provider is a provider in WiSACWIS that providers foster home, treatment foster home or kinship services. A Private Provider is a provider, individual or agency, which provides any service other than foster home, treatment foster home, or kinship services.

Q11: Will counties use WiSACWIS to do their IV-E claiming on children placed through the juvenile justice system?  Back to top

A11: Counties claiming 4-E on Juvenile justice cases must enter those cases in to WiSACWIS (case types will be JIPS and Delinquent). Counties can use the system intake, legal action and status, out of home placement and case notes to track Juvenile Justice cases.

Q12: How will changes to WiSACWIS be communicated?  Back to top

A12: There is a plan being put together regarding a "User Group" which will be a mix of County and State representation. This User Group will review and make decisions regarding enhancement suggestions that are forwarded to the statewide users group by counties. Currently the plan is in draft and as more detail is developed, the information will be posted to the web site.

Q13: What is the State’s official statement regarding the sharing of information in WiSACWIS? Back to top

A13: State statute 48.981(7)17 grants the authority to allow disclosure. i.e. "A federal agency, state agency of this state, or any other state or local government unit located in this state or any other state that has a need for a report or record in order to carry out its responsibility to protect children from abuse or neglect or to protect unborn children from abuse."

Also, s. 48.981(7)9a)2. allows appropriate staff of a county department to have access to CPS information. Accordingly, an appropriate staff of a county may have access to CPS info via WiSACWIS, however, because only appropriate county staff may have access to this information, any WiSACWIS access must be restricted appropriately.

The security in WiSACWIS is set up for each individual based on their CPS role. The security limits who has access, and what information that can be accessed by the user based on their log-in ID.

Q14: How will NCCD fit into the WiSACWIS model? Back to top

A14: WiSACWIS embodies the "Wisconsin Model" for documentation of CPS cases. Therre are two options for documentation in Initial Assessment. One option includes a Clinical Risk Assessment and the other option includes an Actuarial Risk Assessment and a Family Strength & Needs Assessment.

Q15: What happens if a case is closed in error? Back to top

A15: If you accidentally close a case, you should reopen the case with a services intake. You will select the Type of services intake as "reopen/case closed in error."

Q16: When I try to create work on a case, the system indicates that the case is in closure process. What should I do? Back to top

A16: This happens when someone has already requested a case closure. If you have an assignment to the case and need to complete work on that case you will want to disrupt the case closure process form the Maintain Case Window.

Q17: An approval on the item was recalled back to the worker who created it. However, that worker is no longer employed with the department or agency. Nobody can approve the item now. What should we do? Back to top

A17: Only the person to whom the item is recalled is able to approve it. If the worker is no longer employed the supervisor should use Approval Maintenance to reroute the approval to their desktop.