All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled maintenance on Saturday, March 30, 2024, beginning at 6:00 AM and concluding at 10:00 AM. During the maintenance window, CDT will apply Standard Monthly OS Security Patches to SBCS Infrastructure Servers. There is no anticipated outage for this maintenance; however, CDT is asking that everyone log off from the Citrix SBC system, if not actively using it during the maintenance window.
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
Solicitation for County Subject Matter Experts (SMEs) for CWS/CMS R9.4
All SPOCs and Training Contacts:
The Child Welfare Digital Services (CWDS) Office is requesting county staff to participate in the Release 9.4 Support of O365 with the CWS/CMS Application County Test Workshop (CTW). Registered testers will participate in the testing of Release 9.4 Support of O365 with the CWS/CMS Application which is scheduled for delivery to the Counties on July 20, 2024.
The CTW for Release 9.4 will be conducted in a remote setting via Server Based Computing (SBC) soft tokens.
The deadline to register is Friday, March 22, 2024.
System Change Requests (SCRs) included in this release are:
- SCR 8939 Support of O365 with the CWS/CMS Application
- SCR 8908 Update Service Provider: Add NPI No and Middle Initial to ID Page and Search Dialog
- SCR 8976 R9.4 Training Tools Package
- SCR 8988 Forms Release Update #1 for 2024
Counties are encouraged to register individuals with knowledge and experience working in the areas mentioned above. A mix of end users with casework or supervisory experience will also be beneficial. Participants will validate the changes in the release and will perform tests of problem fixes and enhancements. Participants will work with other County and State testers and vendor support staff.
Remote CTW sessions will take place in the morning from 9:00AM - 12:00PM and again in the afternoon from 1:00PM – 4:00PM on the following dates:
CWDS is seeking fifteen (15) County staff members for each of the VB6 twelve (12) sessions (2 sessions per day).
R9.4 SCRs in the VB6 Environment:
Tuesday, April 16, 2024 (AM or PM session)
Wednesday, April 17, 2024 (AM or PM session)
Thursday, April 18, 2024 (AM or PM session)
Tuesday, April 23, 2024 (AM or PM session)
Wednesday, April 24, 2024 (AM or PM session)
Thursday, April 25, 2024 (AM or PM session)
CWDS is seeking fifteen (15) County staff members for each of the C# sixteen (16) sessions (2 sessions per day).
R9.4 SCRs in C# Environment:
Monday, April 29, 2024 (AM or PM session
Tuesday, April 30, 2024 (AM or PM session)
Wednesday, May 1, 2024 (AM or PM session)
Thursday, May 2, 2024 (AM or PM session)
Monday, May 6, 2024 (AM or PM session)
Tuesday, May 7, 2024 (AM or PM session)
Wednesday, May 8, 2024 (AM or PM session)
Thursday, May 9, 2024 (AM or PM session)
Participants are welcome to register for any of the sessions listed above in half or whole-day increments.
We encourage you to submit your request for a specific session as soon as possible, but no later than 5:00 PM on Tuesday March 22, 2024. If a session’s count exceeds the maximum count, Customer Relations will work with that tester to be rescheduled for another session. Thank you in advance for your cooperation.
A Release 9.4 CTW Online Registration Form (see link below) for each potential tester must be received as soon as possible but no later than 5:00 PM on March 22, 2024, so that the CWDS office can finalize the needed arrangements.
Link: Release 9.4 CTW Online Registration Form
If for, any reason, you cannot access the Online Registration Form, please contact CWS_CustRel@osi.ca.gov.
The CWDS Office will work with the registered testers on all the details of their CTW participation.
Special Note:
The County data will be pulled from the Production Environment and copied to the CTW Environment on Tuesday March 26, 2024, at the Close of Business. Therefore, changes to your Production environment after this date will not be in the CTW environment.
If you have any questions regarding this recruitment, please contact CWS_CustRel@osi.ca.gov.
Your continued support of CWDS is greatly appreciated.
Action Required
Submit a Release 9.4 County Test Workshop Online Registration Form no later than 5:00 PM on March 22, 2024
CWS/CMS: CDT Service Desk Bulletin – Citrix Update - REMINDER
All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled maintenance on Saturday, March 9, 2024, beginning at 6:00 AM and concluding at 1:00 PM. During the maintenance window, CDT will update Citrix Storefronts to resolve an identified security vulnerability. Users will not be able to access Citrix at various times during the migration. It is recommended that users do not log into Citrix during the maintenance window.
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 maintenance on Saturday, March 9, 2024, beginning at 6:00 AM and concluding at 1:00 PM. During the maintenance window, CDT will update Citrix Storefronts to resolve an identified security vulnerability. Users will not be able to access Citrix at various times during the migration. It is recommended that users do not log into Citrix during the maintenance window.
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.
CDT Service Desk Bulletin – Gold Camp Switch Upgrade - March 17, 2024 | 4 AM - 8 AM
All SPOCs and Technical Contacts:
The California Department of Technology (CDT) has scheduled a change window on Sunday, March 17, 2024, to upgrade switches at the Gold Camp Data Center. The change window will begin at 4:00 AM and conclude at 8:00 AM.
The CARES-Live application will experience up to a 40-minute interruption in service within the change window.
CWS/CMS connections through the Gold Camp facility will failover to either the Orange or Vacaville Data Center facilities while the change is in progress. CWS/CMS users may experience a slightly longer time than usual to connect to the CWS/CMS application while the network looks for connections to the other two Data Centers. No interruption in service is expected for the CWS/CMS application during this activity.
There is no impact to connectivity to CWS-CARES.
Action Required
CWS/CMS Users - 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.
CARES-Live Users - Please follow your county process for reporting issues. CARES-Live County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.
The California Department of Technology (CDT) has scheduled a change window on Sunday, March 17, 2024, to upgrade switches at the Gold Camp Data Center. The change window will begin at 4:00 AM and conclude at 8:00 AM.
The CARES-Live application will experience up to a 40-minute interruption in service within the change window.
CWS/CMS connections through the Gold Camp facility will failover to either the Orange or Vacaville Data Center facilities while the change is in progress. CWS/CMS users may experience a slightly longer time than usual to connect to the CWS/CMS application while the network looks for connections to the other two Data Centers. No interruption in service is expected for the CWS/CMS application during this activity.
There is no impact to connectivity to CWS-CARES.
Action Required
CWS/CMS Users - 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.
CARES-Live Users - Please follow your county process for reporting issues. CARES-Live County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.
CWS/CMS: February 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 February 2024:
Windows 10 22H2
MS24-FEB: Cumulative Update for Windows 10 Version 22H2 - Windows 10 Version 22H2 - KB5034763 (x64) Critical
MS Office 2016
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002467 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002469 Important
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002519 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002522 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002537 Critical
MS24-FEB: Security Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002495 Important
MS24-FEB: Security Update for Microsoft Publisher 2016 - Publisher 2016 - KB5002492 Important
MS24-FEB: Security Update for Microsoft Visio 2016 - Visio 2016 - KB5002491 Important
MS24-FEB: Security Update for Microsoft Word 2016 - Word 2016 - KB5002542 Important
MS24-FEB: Security Update for Skype for Business 2016 - Skype for Business 2016 - KB5002181 Important
Adobe Acrobat Reader CC
MS24-JAN: Cumulative Update for .NET Framework 4.8 for Windows 10 Version 1607 - Windows 10 Version 1607 - .NET Framework 4.8 - KB5033910 (x64) Important
Adobe Acrobat Reader 2023.008.20533 Available - Adobe Acrobat Reader - Continuous Track APSB24-07 Critical
M&O Emergency February 2024 Zero Day Patch for Outlook Vulnerabilities
MS24-FEB: Security Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002543 Important
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 February 2024:
Windows 10 22H2
MS24-FEB: Cumulative Update for Windows 10 Version 22H2 - Windows 10 Version 22H2 - KB5034763 (x64) Critical
MS Office 2016
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002467 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002469 Important
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002519 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002522 Critical
MS24-FEB: Security Update for Microsoft Office 2016 - Office 2016 - KB5002537 Critical
MS24-FEB: Security Update for Microsoft PowerPoint 2016 - PowerPoint 2016 - KB5002495 Important
MS24-FEB: Security Update for Microsoft Publisher 2016 - Publisher 2016 - KB5002492 Important
MS24-FEB: Security Update for Microsoft Visio 2016 - Visio 2016 - KB5002491 Important
MS24-FEB: Security Update for Microsoft Word 2016 - Word 2016 - KB5002542 Important
MS24-FEB: Security Update for Skype for Business 2016 - Skype for Business 2016 - KB5002181 Important
Adobe Acrobat Reader CC
MS24-JAN: Cumulative Update for .NET Framework 4.8 for Windows 10 Version 1607 - Windows 10 Version 1607 - .NET Framework 4.8 - KB5033910 (x64) Important
Adobe Acrobat Reader 2023.008.20533 Available - Adobe Acrobat Reader - Continuous Track APSB24-07 Critical
M&O Emergency February 2024 Zero Day Patch for Outlook Vulnerabilities
MS24-FEB: Security Update for Microsoft Outlook 2016 - Outlook 2016 - KB5002543 Important
Action Required
No action is required. Informational only.
CWS/CMS MSI File Not Automatically Replicating to Servers
SPOCs and Technical Contacts for Kings, Lake, Napa, Orange, San Diego, San Francisco, Santa Clara, and Stanislaus Counties:
IBM ran a report on February 12, 2024, shortly after the CWS/CMS Release 9.3 implementation, to view when the Robocopy script was last ran. The Robocopy script is the formal process in which Counties receive the latest CWS/CMS MSI installation file. Eight (8) of the Counties had either not ran a new Robocopy script for quite some time or had never ran it. We assume these Counties must be manually copying the MSI files, instead of using the Robocopy script automatically replicate them, prior to the CWS/CMS release.
If a County needs assistance with updating the Robocopy script schedule to automatically replicate the CWS/CMS release MSI file to their County share folder, please submit an IBM Help Desk ticket (800-428-8268). The IBM team will work with your county to troubleshoot this issue.
Action Required
Contact the IBM Help Desk (800-428-8268) if a County wants assistance from IBM to automatically replicate the MSI files to the County’s shared folder using the Robocopy script.
IBM ran a report on February 12, 2024, shortly after the CWS/CMS Release 9.3 implementation, to view when the Robocopy script was last ran. The Robocopy script is the formal process in which Counties receive the latest CWS/CMS MSI installation file. Eight (8) of the Counties had either not ran a new Robocopy script for quite some time or had never ran it. We assume these Counties must be manually copying the MSI files, instead of using the Robocopy script automatically replicate them, prior to the CWS/CMS release.
If a County needs assistance with updating the Robocopy script schedule to automatically replicate the CWS/CMS release MSI file to their County share folder, please submit an IBM Help Desk ticket (800-428-8268). The IBM team will work with your county to troubleshoot this issue.
Action Required
Contact the IBM Help Desk (800-428-8268) if a County wants assistance from IBM to automatically replicate the MSI files to the County’s shared folder using the Robocopy script.
CWS/CMS: Critical Disk Space Warnings for the CAD BusinessObjects Server - UPDATE
All CAD Contacts and SPOCs:
February 23, 2024 UPDATE: The low disk space warning for the CAD BusinessObjects (BO) server has been mitigated. It was discovered that a very large extract report had inadvertently been set to run hourly and to send the results to the entire county group, rather than a single in-box. This resulted in over 600GB of data, replicated across several in-boxes. The report schedule was deleted and the in-boxes cleaned up, correcting the storage issues.
As a reminder, here are some space saving tips:
The CWS/CMS CAD BusinessObjects (BO) server has seen an increase in report storage, resulting in low disk space warnings and some intermittent report scheduling failures. While the free space on the server remains low, there is a chance of intermittent failure for scheduled reports. Please review your scheduled reports each morning and re-run if necessary.
Action Required
If you have recently added or modified scheduled BO reports, please review these schedules to make sure you are only running the report when needed. Report recurrence frequency should not be scheduled more frequently than daily, at most. Also, check that only the minimum number of instances are being retained by BusinessObjects.
All users, please review all of your reports and delete any old, unused, or duplicate reports. Please also review versioning and delete older versions if no longer needed. If it is not possible to delete reports, please purge obsolete data from reports to reduce disk usage.
Contact Chris Lovejoy (Chris.Lovejoy@osi.ca.gov) if you require more information regarding these requests.
February 23, 2024 UPDATE: The low disk space warning for the CAD BusinessObjects (BO) server has been mitigated. It was discovered that a very large extract report had inadvertently been set to run hourly and to send the results to the entire county group, rather than a single in-box. This resulted in over 600GB of data, replicated across several in-boxes. The report schedule was deleted and the in-boxes cleaned up, correcting the storage issues.
As a reminder, here are some space saving tips:
- Make sure the scheduled report recurrence is, at most frequent, daily. The data is only updated once a day, so hourly does not serve any purpose.
- Only address scheduled reports to an individual’s in-box for destination. Do not use the county group.
- Check your in-box regularly and keep it clean. If you need to store a report, move it to your personal folders.
- Limit the number of instances you retain. Remember that you can always re-run a report. Consider saving data to a secure county location if required for date-sensitive retention.
- Clean up old versions of reports that are no longer needed. This will save space, and time when we have to move to CARES Analytics.
The CWS/CMS CAD BusinessObjects (BO) server has seen an increase in report storage, resulting in low disk space warnings and some intermittent report scheduling failures. While the free space on the server remains low, there is a chance of intermittent failure for scheduled reports. Please review your scheduled reports each morning and re-run if necessary.
Action Required
If you have recently added or modified scheduled BO reports, please review these schedules to make sure you are only running the report when needed. Report recurrence frequency should not be scheduled more frequently than daily, at most. Also, check that only the minimum number of instances are being retained by BusinessObjects.
All users, please review all of your reports and delete any old, unused, or duplicate reports. Please also review versioning and delete older versions if no longer needed. If it is not possible to delete reports, please purge obsolete data from reports to reduce disk usage.
Contact Chris Lovejoy (Chris.Lovejoy@osi.ca.gov) if you require more information regarding these requests.
CWS/CMS: Critical Disk Space Warnings for the CAD BusinessObjects Server
All CAD Contacts and SPOCs:
The CWS/CMS CAD BusinessObjects (BO) server has seen an increase in report storage, resulting in low disk space warnings and some intermittent report scheduling failures. While the free space on the server remains low, there is a chance of intermittent failure for scheduled reports. Please review your scheduled reports each morning and re-run if necessary.
Action Required
If you have recently added or modified scheduled BO reports, please review these schedules to make sure you are only running the report when needed. Report recurrence frequency should not be scheduled more frequently than daily, at most. Also, check that only the minimum number of instances are being retained by BusinessObjects.
All users, please review all of your reports and delete any old, unused, or duplicate reports. Please also review versioning and delete older versions if no longer needed. If it is not possible to delete reports, please purge obsolete data from reports to reduce disk usage.
Contact Chris Lovejoy (Chris.Lovejoy@osi.ca.gov) if you require more information regarding these requests.
The CWS/CMS CAD BusinessObjects (BO) server has seen an increase in report storage, resulting in low disk space warnings and some intermittent report scheduling failures. While the free space on the server remains low, there is a chance of intermittent failure for scheduled reports. Please review your scheduled reports each morning and re-run if necessary.
Action Required
If you have recently added or modified scheduled BO reports, please review these schedules to make sure you are only running the report when needed. Report recurrence frequency should not be scheduled more frequently than daily, at most. Also, check that only the minimum number of instances are being retained by BusinessObjects.
All users, please review all of your reports and delete any old, unused, or duplicate reports. Please also review versioning and delete older versions if no longer needed. If it is not possible to delete reports, please purge obsolete data from reports to reduce disk usage.
Contact Chris Lovejoy (Chris.Lovejoy@osi.ca.gov) if you require more information regarding these requests.
CWS/CMS: Data Quality Fuzzy Reports Available
All SPOCs and Data Quality Analysts:
The latest versions of data quality fuzzy reports for clients & placement homes are now available. Note that Substitute Care Provider (SCP) Fuzzy reports have been replaced by SCR8912 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 February 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 February DQ Fuzzy Reports Request.
The latest versions of data quality fuzzy reports for clients & placement homes are now available. Note that Substitute Care Provider (SCP) Fuzzy reports have been replaced by SCR8912 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 February 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 February DQ Fuzzy Reports Request.
CWS/CMS: California Department of Technology Service Desk Bulletin – Citrix Update
All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled maintenance on Saturday, March 9, 2024, beginning at 6:00 AM and concluding at 1:00 PM. During the maintenance window, CDT will update Citrix Storefronts to resolve an identified security vulnerability. Users will not be able to access Citrix at various times during the migration. It is recommended that users do not log into Citrix during the maintenance window.
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 maintenance on Saturday, March 9, 2024, beginning at 6:00 AM and concluding at 1:00 PM. During the maintenance window, CDT will update Citrix Storefronts to resolve an identified security vulnerability. Users will not be able to access Citrix at various times during the migration. It is recommended that users do not log into Citrix during the maintenance window.
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.
If unable to find a specific Bulletin, please contact Communications.