ALL SPOCs, Technical Contacts and CAD Contacts:
The California Department of Technology (CDT) has scheduled maintenance of the SAFE Cloud service. The maintenance begins on Saturday, June 22 2024, at 8:00 PM and concludes on Sunday, June 23, 2024, at 2:00 AM. The activity will cause interruptions in the SAFE Cloud service. Some Business Objects (BO) reports will fail to send, or automated scripts may fail to retrieve from SAFE during this scheduled maintenance.
Action Required
All users should logoff of the SAFE Cloud service prior to the start of the stated maintenance timeframe. Please check on your scheduled BO SAFE reports and automated FTP scripts. If needed, re-run the reports and scripts.
Contact the IBM Help Desk (800-428-8268) to report any issues with your Business Objects content in SAFE.
CWS/CMS
CWS/CMS Infected and Unsupported File Extension File Cleanup – REMINDER
CWS Directors, SPOCs and Technical Contacts in Affected Counties:
June 5, 2024 UPDATE: This is a reminder, if a County wants to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship and have not yet done so, to please complete the steps listed below. Please submit your transfer request and provide the needed contact information by 5:00 PM on Friday, June 14, 2024.
_________________________________________________________________________________________
April 16, 2024 UPDATE: Upon further discussion with the California Department of Social Services (CDSS), we discovered that the March 15, 2024, communication (see below) included some inaccurate information. The Memorandum of Understanding (MOU) will be signed by CDSS before sending it to the County for their signature. As a reminder, the MOU is needed to allow for the transfer of the infected/unsupported documents/files from CDSS to County stewardship.
The updated steps for a County to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship are:
We apologize for any confusion caused by the previous communication.
____________________________________________________________________________
March 15, 2024 UPDATE: CDSS acknowledges and appreciates your continued caution regarding the approvals for the deletion of the infected/unsupported documents/files in the Child Welfare Services/Case Management System (CWS/CMS). In response to County requests for an opportunity to remediate the infected/unsupported documents/files removed from CWS/CMS and placed in quarantine, the CDSS has developed a Memorandum of Understanding (MOU) to allow for the transfer of the infected/unsupported documents/files from CDSS to county stewardship.
Steps to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to county stewardship:
If you are interested in requesting the transfer of files for your county, please send your signed MOU to CWS_CustRel@otsi.ca.gov . Once received CWDS or its designee(s) will contact you to make arrangement for the transfer of the files requested.
____________________________________________________________________________
February 8, 2024 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM are still working on determining an approach for sharing with counties the documents that have been quarantined. This decision will take a little longer to complete than originally thought. The updated ETA for the decision is now March 15, 2024. An update will be shared out to everybody once the decision has been made.
In the meantime, the CWDS Office is still awaiting notification from the CWS Directors from a majority of the impacted Counties on your preference to delete or to keep quarantined the affected files. If you have not yet shared your preference, please do so by the extended deadline of February 29, 2024.
____________________________________________________________________________
December 26, 2023 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM have decided that the safest option is to quarantine the identified infected and unsupported files in CWS/CMS. The files will not be deleted from CWS/CMS, but users will be prevented from opening the affected documents. The affected documents will be saved to a quarantined area of CWS/CMS on Saturday, January 6, 2024. If a CWS/CMS user attempts to open one of the quarantined documents, they will receive the following error message:
Please note that this DRMS 00122 error message is informational only and that the user will be able to continue to work in the CWS/CMS application after receiving the error message.
The CWDS Project and IBM are still looking to receive responses from the CWS Directors indicating their permission to permanently delete these files. Please contact CWDS Customer Relations (CWS_CustRel@otsi.ca.gov) by January 31, 2024, with your decision whether to have IBM delete the files in a batch file deletion process.
__________________________________________________________________________________________
December 18, 2023 UPDATE: In the attached letter the California Department of Social Services (CDSS) has provided updated guidance to Counties impacted by the CWS/CMS infected and unsupported file cleanup effort.
Please contact CWDS Customer Relations (CWS_CustRel@otsi.ca.gov) with any questions related to this guidance.
_________________________________________________________________________________________
As part of planning for CWS-CARES V1, the CARES Data Conversion team has been performing incremental conversion from CWS/CMS data and documents into CWS-CARES. After the documents are extracted from CWS/CMS, they are scanned to ensure that no viruses are introduced into the CARES environment. During this process, it was discovered that, out of 73 million documents that are stored in the CWS/CMS database, approximately 2,400 documents are infected with a virus or malware. Of these 2,400 documents, 95% were last updated in 2001 or before.
Further, there are an additional 2,600 files that have an unsupported file extension.
Due to security concerns, these documents and files cannot be moved into the CWS-CARES application.
Please NOTE: These infected documents are stored in binary large object (BLOB) format on the mainframe in the Db2 database. As a result, these documents do not affect CWS/CMS data on the mainframe. However, if the document is opened, the virus can infect the user’s personal computer. Please ensure that you have a current antivirus operating on your workstation.
If you are receiving this communication, it means that your county is impacted by this issue.
For each affected County, we will send a report listing the infected files and unsupported file extension files, with additional details pertaining to that County. The reports will be sent to affected counties after the Kick-off meetings.
Please provide a point of contact including IT Support and Security Officer as appropriate and their information (Name, Email, Role, etc.) for the person that should receive your County’s report no later than 11/8/23. The report will be sent via encrypted email to that person.
Please use this form to provide the point(s) of contact: https://forms.gle/2tXrqpkevqUryxk39
Once Customer Relations receives the point of contact person’s information, they will be invited to the Kick-off meetings scheduled for 11/14/23 and 11/16/23. The intent of those meetings will be to review next steps.
Action Required
Please provide a point of contact and their information (Name, Email, etc.), using the link above, for the person that should receive your County’s report no later than 11/8/23.
June 5, 2024 UPDATE: This is a reminder, if a County wants to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship and have not yet done so, to please complete the steps listed below. Please submit your transfer request and provide the needed contact information by 5:00 PM on Friday, June 14, 2024.
_________________________________________________________________________________________
April 16, 2024 UPDATE: Upon further discussion with the California Department of Social Services (CDSS), we discovered that the March 15, 2024, communication (see below) included some inaccurate information. The Memorandum of Understanding (MOU) will be signed by CDSS before sending it to the County for their signature. As a reminder, the MOU is needed to allow for the transfer of the infected/unsupported documents/files from CDSS to County stewardship.
The updated steps for a County to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship are:
- County signifies that they want to receive a copy of the unsupported/infected documents/files by sending an email to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov).
- County provides the Point of Contact within the County to receive the media with the unsupported/infected documents/files, with the following contact information:
- Name
- Role
- Address
- Phone Number
- Email Address
- County provides the signatory to be listed on the MOU, with the following information:
- Name
- Title
- Address
- Phone Number
- Email Address
- CDSS will use the provided information to draft the MOU.
- CDSS will send the MOU (signed by CDSS) to the County.
- County signs the MOU and emails it to the CDSS Contracts and Procurement Services Branch.
- CDSS or its designee(s) will contact the County to make arrangement for the transfer of the requested files.
- CDSS or its designee(s) will copy the requested County files to an external storage medium mutually agreed upon by the Parties.
- CDSS or its designee(s) shall send the external storage medium to County using a secured overnight courier that, at a minimum, requires signature receipt confirmation.
- County will confirm receipt of the media and the files.
- Upon county confirmation of files being received, the State may delete the original quarantined files from the CWDS quarantined area after 90 Days. After the original quarantined files have been deleted, the CDSS will terminate the MOU.
We apologize for any confusion caused by the previous communication.
____________________________________________________________________________
March 15, 2024 UPDATE: CDSS acknowledges and appreciates your continued caution regarding the approvals for the deletion of the infected/unsupported documents/files in the Child Welfare Services/Case Management System (CWS/CMS). In response to County requests for an opportunity to remediate the infected/unsupported documents/files removed from CWS/CMS and placed in quarantine, the CDSS has developed a Memorandum of Understanding (MOU) to allow for the transfer of the infected/unsupported documents/files from CDSS to county stewardship.
Steps to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to county stewardship:
- County submits the signed CDSS MOU requesting release of the files to the County. The MOU shall be signed by the County Director signature/approval. Please see the attached MOU.
- CDSS or its designee(s) will copy the requested County files to an external storage medium mutually agreed upon by the Parties.
- CDSS or its designee(s) shall send the external storage medium to County using a secured overnight courier that, at a minimum, requires signature receipt confirmation.
- County will confirm receipt of the media and the files.
- Upon county confirmation of files being received, the State may delete the original quarantined files from the CWDS quarantined area after 90 Days.
If you are interested in requesting the transfer of files for your county, please send your signed MOU to CWS_CustRel@otsi.ca.gov . Once received CWDS or its designee(s) will contact you to make arrangement for the transfer of the files requested.
____________________________________________________________________________
February 8, 2024 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM are still working on determining an approach for sharing with counties the documents that have been quarantined. This decision will take a little longer to complete than originally thought. The updated ETA for the decision is now March 15, 2024. An update will be shared out to everybody once the decision has been made.
In the meantime, the CWDS Office is still awaiting notification from the CWS Directors from a majority of the impacted Counties on your preference to delete or to keep quarantined the affected files. If you have not yet shared your preference, please do so by the extended deadline of February 29, 2024.
____________________________________________________________________________
December 26, 2023 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM have decided that the safest option is to quarantine the identified infected and unsupported files in CWS/CMS. The files will not be deleted from CWS/CMS, but users will be prevented from opening the affected documents. The affected documents will be saved to a quarantined area of CWS/CMS on Saturday, January 6, 2024. If a CWS/CMS user attempts to open one of the quarantined documents, they will receive the following error message:
Please note that this DRMS 00122 error message is informational only and that the user will be able to continue to work in the CWS/CMS application after receiving the error message.
The CWDS Project and IBM are still looking to receive responses from the CWS Directors indicating their permission to permanently delete these files. Please contact CWDS Customer Relations (CWS_CustRel@otsi.ca.gov) by January 31, 2024, with your decision whether to have IBM delete the files in a batch file deletion process.
__________________________________________________________________________________________
December 18, 2023 UPDATE: In the attached letter the California Department of Social Services (CDSS) has provided updated guidance to Counties impacted by the CWS/CMS infected and unsupported file cleanup effort.
Please contact CWDS Customer Relations (CWS_CustRel@otsi.ca.gov) with any questions related to this guidance.
_________________________________________________________________________________________
As part of planning for CWS-CARES V1, the CARES Data Conversion team has been performing incremental conversion from CWS/CMS data and documents into CWS-CARES. After the documents are extracted from CWS/CMS, they are scanned to ensure that no viruses are introduced into the CARES environment. During this process, it was discovered that, out of 73 million documents that are stored in the CWS/CMS database, approximately 2,400 documents are infected with a virus or malware. Of these 2,400 documents, 95% were last updated in 2001 or before.
Further, there are an additional 2,600 files that have an unsupported file extension.
Due to security concerns, these documents and files cannot be moved into the CWS-CARES application.
Please NOTE: These infected documents are stored in binary large object (BLOB) format on the mainframe in the Db2 database. As a result, these documents do not affect CWS/CMS data on the mainframe. However, if the document is opened, the virus can infect the user’s personal computer. Please ensure that you have a current antivirus operating on your workstation.
If you are receiving this communication, it means that your county is impacted by this issue.
For each affected County, we will send a report listing the infected files and unsupported file extension files, with additional details pertaining to that County. The reports will be sent to affected counties after the Kick-off meetings.
Please provide a point of contact including IT Support and Security Officer as appropriate and their information (Name, Email, Role, etc.) for the person that should receive your County’s report no later than 11/8/23. The report will be sent via encrypted email to that person.
Please use this form to provide the point(s) of contact: https://forms.gle/2tXrqpkevqUryxk39
Once Customer Relations receives the point of contact person’s information, they will be invited to the Kick-off meetings scheduled for 11/14/23 and 11/16/23. The intent of those meetings will be to review next steps.
Action Required
Please provide a point of contact and their information (Name, Email, etc.), using the link above, for the person that should receive your County’s report no later than 11/8/23.
CWS/CMS: Additional Critical May 2024 Microsoft Patches
All Co-Existent County SPOCs and Technical Contacts:
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for May 2024:
Google Chrome Zero Day Patch
Google Chrome 125.0.6422.113 – High – Security Update – Updates for Windows Applications
Microsoft Excel Patches
MS24-MAY: Security Update for Microsoft Excel 2016 – KB5002587 – Important – Security Update – Patches for Windows
MS24-MAY: Security Update for Microsoft Excel 2016 – KB5002587 (x64) – Important – Security Update – Patches for Windows
Action Required
No action is required. Informational only.
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for May 2024:
Google Chrome Zero Day Patch
Google Chrome 125.0.6422.113 – High – Security Update – Updates for Windows Applications
Microsoft Excel Patches
MS24-MAY: Security Update for Microsoft Excel 2016 – KB5002587 – Important – Security Update – Patches for Windows
MS24-MAY: Security Update for Microsoft Excel 2016 – KB5002587 (x64) – Important – Security Update – Patches for Windows
Action Required
No action is required. Informational only.
CWS/CMS: CDT Service Desk Bulletin – New Citrix Environment Migration - UPDATE
All SPOCs, Technical Contacts, and SBC Administrators:
May 31, 2024 UPDATE: The California Department of Technology (CDT) has rescheduled this Citrix environment migration from June 8, 2024, to Saturday, June 22, 2024.
_____________________________________________________________________
The California Department of Technology (CDT) has scheduled the migration of Server Based Computing Services (SBCS) users to a new Citrix environment. The migration window is scheduled for Saturday,June 8, 2024, beginning at 6:00 AM, and concluding at 2:00 PM.
During the migration window, users connected to the CWS/CMS application via SBCS, either through physical tokens, through ‘soft’ tokens, or through the ‘token-less’ environment used by Probation staff may be kicked out of the application or unable to log in to the SBCS environment. If users are kicked out the SBCS environment, they will need to wait until the maintenance window is completed to sign back in.
Action Required
If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.
May 31, 2024 UPDATE: The California Department of Technology (CDT) has rescheduled this Citrix environment migration from June 8, 2024, to Saturday, June 22, 2024.
_____________________________________________________________________
The California Department of Technology (CDT) has scheduled the migration of Server Based Computing Services (SBCS) users to a new Citrix environment. The migration window is scheduled for Saturday,
During the migration window, users connected to the CWS/CMS application via SBCS, either through physical tokens, through ‘soft’ tokens, or through the ‘token-less’ environment used by Probation staff may be kicked out of the application or unable to log in to the SBCS environment. If users are kicked out the SBCS environment, they will need to wait until the maintenance window is completed to sign back in.
Action Required
If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.
CWS/CMS Infected and Unsupported File Extension File Cleanup – REMINDER
CWS Directors, SPOCs and Technical Contacts in Affected Counties:
May 23, 2024 UPDATE: This is a reminder, if a County wants to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship and have not yet done so, to please complete the steps listed below. Please submit your transfer request and provide the needed contact information by 5:00 PM on Friday, June 14, 2024.
_________________________________________________________________________________________
April 16, 2024 UPDATE: Upon further discussion with the California Department of Social Services (CDSS), we discovered that the March 15, 2024, communication (see below) included some inaccurate information. The Memorandum of Understanding (MOU) will be signed by CDSS before sending it to the County for their signature. As a reminder, the MOU is needed to allow for the transfer of the infected/unsupported documents/files from CDSS to County stewardship.
The updated steps for a County to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship are:
We apologize for any confusion caused by the previous communication.
____________________________________________________________________________
March 15, 2024 UPDATE: CDSS acknowledges and appreciates your continued caution regarding the approvals for the deletion of the infected/unsupported documents/files in the Child Welfare Services/Case Management System (CWS/CMS). In response to County requests for an opportunity to remediate the infected/unsupported documents/files removed from CWS/CMS and placed in quarantine, the CDSS has developed a Memorandum of Understanding (MOU) to allow for the transfer of the infected/unsupported documents/files from CDSS to county stewardship.
Steps to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to county stewardship:
If you are interested in requesting the transfer of files for your county, please send your signed MOU to CWDS Customer Relations. Once received CWDS or its designee(s) will contact you to make arrangement for the transfer of the files requested.
____________________________________________________________________________
February 8, 2024 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM are still working on determining an approach for sharing with counties the documents that have been quarantined. This decision will take a little longer to complete than originally thought. The updated ETA for the decision is now March 15, 2024. An update will be shared out to everybody once the decision has been made.
In the meantime, the CWDS Office is still awaiting notification from the CWS Directors from a majority of the impacted Counties on your preference to delete or to keep quarantined the affected files. If you have not yet shared your preference, please do so by the extended deadline of February 29, 2024.
____________________________________________________________________________
December 26, 2023 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM have decided that the safest option is to quarantine the identified infected and unsupported files in CWS/CMS. The files will not be deleted from CWS/CMS, but users will be prevented from opening the affected documents. The affected documents will be saved to a quarantined area of CWS/CMS on Saturday, January 6, 2024. If a CWS/CMS user attempts to open one of the quarantined documents, they will receive the following error message:
Please note that this DRMS 00122 error message is informational only and that the user will be able to continue to work in the CWS/CMS application after receiving the error message.
The CWDS Project and IBM are still looking to receive responses from the CWS Directors indicating their permission to permanently delete these files. Please contact CWDS Customer Relations by January 31, 2024, with your decision whether to have IBM delete the files in a batch file deletion process.
__________________________________________________________________________________________
December 18, 2023 UPDATE: In the attached letter the California Department of Social Services (CDSS) has provided updated guidance to Counties impacted by the CWS/CMS infected and unsupported file cleanup effort.
Please contact CWDS Customer Relations with any questions related to this guidance.
_________________________________________________________________________________________
As part of planning for CWS-CARES V1, the CARES Data Conversion team has been performing incremental conversion from CWS/CMS data and documents into CWS-CARES. After the documents are extracted from CWS/CMS, they are scanned to ensure that no viruses are introduced into the CARES environment. During this process, it was discovered that, out of 73 million documents that are stored in the CWS/CMS database, approximately 2,400 documents are infected with a virus or malware. Of these 2,400 documents, 95% were last updated in 2001 or before.
Further, there are an additional 2,600 files that have an unsupported file extension.
Due to security concerns, these documents and files cannot be moved into the CWS-CARES application.
Please NOTE: These infected documents are stored in binary large object (BLOB) format on the mainframe in the Db2 database. As a result, these documents do not affect CWS/CMS data on the mainframe. However, if the document is opened, the virus can infect the user’s personal computer. Please ensure that you have a current antivirus operating on your workstation.
If you are receiving this communication, it means that your county is impacted by this issue.
For each affected County, we will send a report listing the infected files and unsupported file extension files, with additional details pertaining to that County. The reports will be sent to affected counties after the Kick-off meetings.
Please provide a point of contact including IT Support and Security Officer as appropriate and their information (Name, Email, Role, etc.) for the person that should receive your County’s report no later than 11/8/23. The report will be sent via encrypted email to that person.
Please use this form to provide the point(s) of contact: CWS/CMS Infected Documents/Unsupported File Extension - Contacts
Once Customer Relations receives the point of contact person’s information, they will be invited to the Kick-off meetings scheduled for 11/14/23 and 11/16/23. The intent of those meetings will be to review next steps.
Action Required
Please provide a point of contact and their information (Name, Email, etc.), using the link above, for the person that should receive your County’s report no later than 11/8/23.
May 23, 2024 UPDATE: This is a reminder, if a County wants to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship and have not yet done so, to please complete the steps listed below. Please submit your transfer request and provide the needed contact information by 5:00 PM on Friday, June 14, 2024.
_________________________________________________________________________________________
April 16, 2024 UPDATE: Upon further discussion with the California Department of Social Services (CDSS), we discovered that the March 15, 2024, communication (see below) included some inaccurate information. The Memorandum of Understanding (MOU) will be signed by CDSS before sending it to the County for their signature. As a reminder, the MOU is needed to allow for the transfer of the infected/unsupported documents/files from CDSS to County stewardship.
The updated steps for a County to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to County stewardship are:
- County signifies that they want to receive a copy of the unsupported/infected documents/files by sending an email to the CWDS Customer Relations mailbox.
- County provides the Point of Contact within the County to receive the media with the unsupported/infected documents/files, with the following contact information:
- Name
- Role
- Address
- Phone Number
- Email Address
- County provides the signatory to be listed on the MOU, with the following information:
- Name
- Title
- Address
- Phone Number
- Email Address
- CDSS will use the provided information to draft the MOU.
- CDSS will send the MOU (signed by CDSS) to the County.
- County signs the MOU and emails it to the CDSS Contracts and Procurement Services Branch.
- CDSS or its designee(s) will contact the County to make arrangement for the transfer of the requested files.
- CDSS or its designee(s) will copy the requested County files to an external storage medium mutually agreed upon by the Parties.
- CDSS or its designee(s) shall send the external storage medium to County using a secured overnight courier that, at a minimum, requires signature receipt confirmation.
- County will confirm receipt of the media and the files.
- Upon county confirmation of files being received, the State may delete the original quarantined files from the CWDS quarantined area after 90 Days. After the original quarantined files have been deleted, the CDSS will terminate the MOU.
We apologize for any confusion caused by the previous communication.
____________________________________________________________________________
March 15, 2024 UPDATE: CDSS acknowledges and appreciates your continued caution regarding the approvals for the deletion of the infected/unsupported documents/files in the Child Welfare Services/Case Management System (CWS/CMS). In response to County requests for an opportunity to remediate the infected/unsupported documents/files removed from CWS/CMS and placed in quarantine, the CDSS has developed a Memorandum of Understanding (MOU) to allow for the transfer of the infected/unsupported documents/files from CDSS to county stewardship.
Steps to request the transfer of CWS/CMS quarantined unsupported/infected files from CDSS to county stewardship:
- County submits the signed CDSS MOU requesting release of the files to the County. The MOU shall be signed by the County Director signature/approval. Please see the attached MOU.
- CDSS or its designee(s) will copy the requested County files to an external storage medium mutually agreed upon by the Parties.
- CDSS or its designee(s) shall send the external storage medium to County using a secured overnight courier that, at a minimum, requires signature receipt confirmation.
- County will confirm receipt of the media and the files.
- Upon county confirmation of files being received, the State may delete the original quarantined files from the CWDS quarantined area after 90 Days.
If you are interested in requesting the transfer of files for your county, please send your signed MOU to CWDS Customer Relations. Once received CWDS or its designee(s) will contact you to make arrangement for the transfer of the files requested.
____________________________________________________________________________
February 8, 2024 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM are still working on determining an approach for sharing with counties the documents that have been quarantined. This decision will take a little longer to complete than originally thought. The updated ETA for the decision is now March 15, 2024. An update will be shared out to everybody once the decision has been made.
In the meantime, the CWDS Office is still awaiting notification from the CWS Directors from a majority of the impacted Counties on your preference to delete or to keep quarantined the affected files. If you have not yet shared your preference, please do so by the extended deadline of February 29, 2024.
____________________________________________________________________________
December 26, 2023 UPDATE: The California Department of Social Services (CDSS), the CWDS Project and IBM have decided that the safest option is to quarantine the identified infected and unsupported files in CWS/CMS. The files will not be deleted from CWS/CMS, but users will be prevented from opening the affected documents. The affected documents will be saved to a quarantined area of CWS/CMS on Saturday, January 6, 2024. If a CWS/CMS user attempts to open one of the quarantined documents, they will receive the following error message:
Please note that this DRMS 00122 error message is informational only and that the user will be able to continue to work in the CWS/CMS application after receiving the error message.
The CWDS Project and IBM are still looking to receive responses from the CWS Directors indicating their permission to permanently delete these files. Please contact CWDS Customer Relations by January 31, 2024, with your decision whether to have IBM delete the files in a batch file deletion process.
__________________________________________________________________________________________
December 18, 2023 UPDATE: In the attached letter the California Department of Social Services (CDSS) has provided updated guidance to Counties impacted by the CWS/CMS infected and unsupported file cleanup effort.
Please contact CWDS Customer Relations with any questions related to this guidance.
_________________________________________________________________________________________
As part of planning for CWS-CARES V1, the CARES Data Conversion team has been performing incremental conversion from CWS/CMS data and documents into CWS-CARES. After the documents are extracted from CWS/CMS, they are scanned to ensure that no viruses are introduced into the CARES environment. During this process, it was discovered that, out of 73 million documents that are stored in the CWS/CMS database, approximately 2,400 documents are infected with a virus or malware. Of these 2,400 documents, 95% were last updated in 2001 or before.
Further, there are an additional 2,600 files that have an unsupported file extension.
Due to security concerns, these documents and files cannot be moved into the CWS-CARES application.
Please NOTE: These infected documents are stored in binary large object (BLOB) format on the mainframe in the Db2 database. As a result, these documents do not affect CWS/CMS data on the mainframe. However, if the document is opened, the virus can infect the user’s personal computer. Please ensure that you have a current antivirus operating on your workstation.
If you are receiving this communication, it means that your county is impacted by this issue.
For each affected County, we will send a report listing the infected files and unsupported file extension files, with additional details pertaining to that County. The reports will be sent to affected counties after the Kick-off meetings.
Please provide a point of contact including IT Support and Security Officer as appropriate and their information (Name, Email, Role, etc.) for the person that should receive your County’s report no later than 11/8/23. The report will be sent via encrypted email to that person.
Please use this form to provide the point(s) of contact: CWS/CMS Infected Documents/Unsupported File Extension - Contacts
Once Customer Relations receives the point of contact person’s information, they will be invited to the Kick-off meetings scheduled for 11/14/23 and 11/16/23. The intent of those meetings will be to review next steps.
Action Required
Please provide a point of contact and their information (Name, Email, etc.), using the link above, for the person that should receive your County’s report no later than 11/8/23.
CWS/CMS: Additional Critical April 2024 Microsoft Patches
All Co-Existent County SPOCs and Technical Contacts:
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
5002050: Update for Microsoft Office 2016 - Office 2016 - KB5002050 Critical Updates
5002340: Update for Microsoft Office 2016 - Office 2016 - KB5002340 Critical Updates
5002388: Update for Microsoft Office 2016 - Office 2016 - KB5002388 Critical Updates
5002452: Update for Microsoft Office 2016 - Office 2016 - KB5002452 Critical Updates
5002525: Update for Microsoft Access 2016 - Access 2016 - KB5002525 Critical Updates
5002545: Update for Microsoft OneNote 2016 - OneNote 2016 - KB5002545 Critical Updates
5002568: Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002568 Critical Updates
5002571: Update for Microsoft Word 2016 - Word 2016 - KB5002571 Critical Updates
5002572: Update for Microsoft Office 2016 - Office 2016 - KB5002572 Critical Updates
5002574: Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002574 Critical Updates
5002577: Update for Microsoft Excel 2016 - Excel 2016 - KB5002577 Critical Updates
Action Required
No action is required. Informational only.
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
5002050: Update for Microsoft Office 2016 - Office 2016 - KB5002050 Critical Updates
5002340: Update for Microsoft Office 2016 - Office 2016 - KB5002340 Critical Updates
5002388: Update for Microsoft Office 2016 - Office 2016 - KB5002388 Critical Updates
5002452: Update for Microsoft Office 2016 - Office 2016 - KB5002452 Critical Updates
5002525: Update for Microsoft Access 2016 - Access 2016 - KB5002525 Critical Updates
5002545: Update for Microsoft OneNote 2016 - OneNote 2016 - KB5002545 Critical Updates
5002568: Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002568 Critical Updates
5002571: Update for Microsoft Word 2016 - Word 2016 - KB5002571 Critical Updates
5002572: Update for Microsoft Office 2016 - Office 2016 - KB5002572 Critical Updates
5002574: Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002574 Critical Updates
5002577: Update for Microsoft Excel 2016 - Excel 2016 - KB5002577 Critical Updates
Action Required
No action is required. Informational only.
CWS/CMS: Additional Critical April 2024 Microsoft Patches
All Co-Existent County SPOCs and Technical Contacts:
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
5002050: Update for Microsoft Office 2016 - Office 2016 - KB5002050 Critical Updates
5002340: Update for Microsoft Office 2016 - Office 2016 - KB5002340 Critical Updates
5002388: Update for Microsoft Office 2016 - Office 2016 - KB5002388 Critical Updates
5002452: Update for Microsoft Office 2016 - Office 2016 - KB5002452 Critical Updates
5002525: Update for Microsoft Access 2016 - Access 2016 - KB5002525 Critical Updates
5002545: Update for Microsoft OneNote 2016 - OneNote 2016 - KB5002545 Critical Updates
5002568: Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002568 Critical Updates
5002571: Update for Microsoft Word 2016 - Word 2016 - KB5002571 Critical Updates
5002572: Update for Microsoft Office 2016 - Office 2016 - KB5002572 Critical Updates
5002574: Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002574 Critical Updates
5002577: Update for Microsoft Excel 2016 - Excel 2016 - KB5002577 Critical Updates
Action Required
No action is required. Informational only.
As requested, here is the list of additional critical patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
5002050: Update for Microsoft Office 2016 - Office 2016 - KB5002050 Critical Updates
5002340: Update for Microsoft Office 2016 - Office 2016 - KB5002340 Critical Updates
5002388: Update for Microsoft Office 2016 - Office 2016 - KB5002388 Critical Updates
5002452: Update for Microsoft Office 2016 - Office 2016 - KB5002452 Critical Updates
5002525: Update for Microsoft Access 2016 - Access 2016 - KB5002525 Critical Updates
5002545: Update for Microsoft OneNote 2016 - OneNote 2016 - KB5002545 Critical Updates
5002568: Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002568 Critical Updates
5002571: Update for Microsoft Word 2016 - Word 2016 - KB5002571 Critical Updates
5002572: Update for Microsoft Office 2016 - Office 2016 - KB5002572 Critical Updates
5002574: Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002574 Critical Updates
5002577: Update for Microsoft Excel 2016 - Excel 2016 - KB5002577 Critical Updates
Action Required
No action is required. Informational only.
CWS/CMS: CDT Service Desk Bulletin – SBCS Infrastructure Servers Security Patching - May 25, 2024 | 6 AM - 10 AM
All SPOCs and Data Quality Analysts:
The latest versions of data quality fuzzy reports for clients & placement homes are now available. Note that the Substitute Care Provider (SCP) Fuzzy reports have been replaced by SCR 8912 SCP Deduplication. The Client & Placement Home Fuzzy reports assist with data cleanup by providing a greater number of potential duplication matches, using “fuzzy” matching criteria, than would be possible on the more restricted results on the Semi-annual merge reports. Additional information on CWS/CMS data cleansing activities and benefits, including fuzzy reports, is found on the Data Quality Portal.
To help the Data Quality team to keep track of requests for fuzzy reports, a simple online request form has been developed. A new request must be submitted each time to receive the updated fuzzy reports. The Data Quality Fuzzy reports request online form is located at 2024 May DQ Fuzzy Reports Request.
Action Required
If a county wants to request a Data Quality Fuzzy Report (for Client or Placement Home), please complete and submit the online request form located at 2024 May DQ Fuzzy Reports Request.
The latest versions of data quality fuzzy reports for clients & placement homes are now available. Note that the Substitute Care Provider (SCP) Fuzzy reports have been replaced by SCR 8912 SCP Deduplication. The Client & Placement Home Fuzzy reports assist with data cleanup by providing a greater number of potential duplication matches, using “fuzzy” matching criteria, than would be possible on the more restricted results on the Semi-annual merge reports. Additional information on CWS/CMS data cleansing activities and benefits, including fuzzy reports, is found on the Data Quality Portal.
To help the Data Quality team to keep track of requests for fuzzy reports, a simple online request form has been developed. A new request must be submitted each time to receive the updated fuzzy reports. The Data Quality Fuzzy reports request online form is located at 2024 May DQ Fuzzy Reports Request.
Action Required
If a county wants to request a Data Quality Fuzzy Report (for Client or Placement Home), please complete and submit the online request form located at 2024 May DQ Fuzzy Reports Request.
CWS/CMS: CDT Service Desk Bulletin – New Citrix Environment Migration - June 8, 2024 | 6 AM - 2 PM
All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled the migration of Server Based Computing Services (SBCS) users to a new Citrix environment. The migration window is scheduled for Saturday, June 8, 2024, beginning at 6:00 AM, and concluding at 2:00 PM.
During the migration window, users connected to the CWS/CMS application via SBCS, either through physical tokens, through ‘soft’ tokens, or through the ‘token-less’ environment used by Probation staff may be kicked out of the application or unable to log in to the SBCS environment. If users are kicked out the SBCS environment, they will need to wait until the maintenance window is completed to sign back in.
Action Required
If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.
The California Department of Technology (CDT) has scheduled the migration of Server Based Computing Services (SBCS) users to a new Citrix environment. The migration window is scheduled for Saturday, June 8, 2024, beginning at 6:00 AM, and concluding at 2:00 PM.
During the migration window, users connected to the CWS/CMS application via SBCS, either through physical tokens, through ‘soft’ tokens, or through the ‘token-less’ environment used by Probation staff may be kicked out of the application or unable to log in to the SBCS environment. If users are kicked out the SBCS environment, they will need to wait until the maintenance window is completed to sign back in.
Action Required
If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.
CWS/CMS: April 2024 Microsoft Patches
All Co-Existent County SPOCs and Technical Contacts:
As requested, here is the list of patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
Windows 10 22H2
MS24-APR: Cumulative Update for Windows 10 Version 22H2 - Windows 10 Version 22H2 - KB5036892 (x64) Critical
Windows 10 21H2
MS24-APR: Cumulative Update for Windows 10 Version 21H2 - Windows 10 Version 21H2 - KB5036892 (x64) Critical
Google Chrome
Google Chrome 123.0.6312.123 Available
Action Required
No action is required. Informational only.
As requested, here is the list of patches that IBM tested and applied to the Dedicated County Windows 10 Workstations for April 2024:
Windows 10 22H2
MS24-APR: Cumulative Update for Windows 10 Version 22H2 - Windows 10 Version 22H2 - KB5036892 (x64) Critical
Windows 10 21H2
MS24-APR: Cumulative Update for Windows 10 Version 21H2 - Windows 10 Version 21H2 - KB5036892 (x64) Critical
Google Chrome
Google Chrome 123.0.6312.123 Available
Action Required
No action is required. Informational only.
If unable to find a specific Bulletin, please contact Communications.