CWS-CARES

CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

• General
  • Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #10 
  • The CWS-CARES Pop-Up Shop is Now Open! 
  • Monthly Readiness Report Updates
• Production Simulation 
  • System Updates & Release Notes on the Production Simulation Hub 
• Foster Care Eligibility and Determination (FCED) 
  • Identifying CWS/CMS Cases for Foster Care Eligibility 
• Implementation 
  • Over 200 Quick Guides Now Available 
  • OCM Guidance Spotlight on Stakeholder Analysis 
  • Organizations Go-Live Support Planning 
• CWS-CARES Functionality 
  • CWS-CARES Functionality Spotlight: August 24, 2026 ​​​​​​​

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General

Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #10 

Thank you to the 430+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, August 26, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, August 26, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #10 | Registration. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

The full agenda for the August 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #10 Registration page. Updates will include:

• Preparing for Go-Live

• Project Status Update

• What to expect

• External Systems

• Implementation, OCM, and Training

• New Functionality & Production Simulation

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on August 26, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

Now Opening August 31, 2026: The CWS-CARES Pop-Up Shop #3 

Please note: the opening date for CWS-CARES Pop-Up Shop #3 has changed. The shop will now open on Monday, August 31, and will remain available through Friday, September 18, 2026.

The CWS-CARES Pop-Up Shop is back with a new selection of items! All 58 California counties, Tribes, State partners, and public agencies can purchase CWS-CARES–branded merchandise online at the CWS-CARES Pop-Up Shop #3. Stakeholders will have the opportunity to purchase items using their own funds. The shop will feature a variety of new items, including apparel, stationery, mugs, accessories, and more.

To view a preview of the items offered, please see the Pop-Up Shop 3 Branding Flyer

A link to the shop will be shared in the August 31 Weekly Digest.

Monthly Readiness Report Updates 

Following feedback received on the June Monthly Readiness Report, the Project Team has updated the report language beginning with the July cycle, distributed on Friday, August 14. The revised wording now clearly distinguishes overdue items that are dependent on Project deliverables or actions from those that are overdue due to Organization delays.

This update is intended to improve the accuracy of readiness reporting and ensure that county accountability aligns only with tasks that are within their control.

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Production Simulation 

System Updates & Release Notes on the Production Simulation Hub 

Every Monday, the CWS-CARES Project publishes new System Updates and Release Notes on the CWS-CARES Production Simulation Hub on the CWDS website. All published updates are located on the System Updates & Release Notes tab in the left navigation bar. Below is a summary of the most recent release. 

CWS‑CARES Weekly Release Summary: August 17, 2026

The August 17 release delivered a range of corrections and improvements across the CWS-CARES system:

• 226 defect fixes addressing reliability, accuracy, and overall system usability across Case Management, Resource Management, Intake, Investigation, and Courts.

• 49 data conversion fixes across six key data domains, including Address, Adoption, Case, Child Location/Placement, Health, and Person.

• 3 county-reported data issues resolved, from Riverside, Fresno, San Bernardino, and San Luis Obispo, improving RFA application data, credit report history, geographic region codes, and linked application records.

Full details for last week’s release are available on the CWS‑CARES Production Simulation Hub.

Upcoming Release Information

System Updates & Release Notes will continue to be published every Monday. The August 24 System Updates and Release Notes will appear on the Production Simulation Hub once it is officially posted.

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Foster Care Eligibility and Determination (FCED) 

Identifying CWS/CMS Cases for Foster Care Eligibility 

CWS-CARES (CARES) and CalSAWS are collaborating to ensure that active CARES Eligibility Records are linked to active CalSAWS cases by Go-Live. To get there, CARES and CalSAWS project staff have worked to identify which CalSAWS cases should link to which CWS-CARES Eligibility Records. Most of this matching is handled through automated features, but some cases require manual research.

CalSAWS workers may reach out to county staff with CWS/CMS access for assistance with case identification. No action is required at this time.

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Implementation 

Over 200 Quick Guides Now Available 

The new Learning on Demand page within the CWS-CARES Implementation Portal is now live, offering improved access and expanded available resources. The Training page no longer requires a sign‑in, allowing users to access resources more quickly. Because the Training page requires this direct link, please favorite or bookmark the page for easy access.

We’ve also added over 200 Quick Guides covering common processes, tools, and workflows. Quick Guides are short and practical references that outline the essential steps for everyday tasks. They are designed to help teams find quick answers without searching through longer documentation. Additional Quick Guides are under review and will be released in a future update.

OCM Guidance Spotlight on Stakeholder Analysis 

As we move into the final two months before Go-Live, Organizational Change Management (OCM) Coordinators play a critical role in preparing their Organizations for CWS-CARES adoption. Outreach and readiness activities become increasingly important during this phase, so this week, we’re highlighting the Stakeholder Analysis section available on the CWS-CARES OCM Resources page.

Stakeholder Analysis helps to clarify who is affected, who holds influence, and how to engage each group throughout implementation. On the CWS-CARES OCM Resources page, you can access the following:

• CWS-CARES Stakeholder Analysis Guidance: A presentation that provides an overview, expected outcomes, key activities, and engagement framework.

• CWS-CARES Stakeholder Landscape: A graphic identifying the estimated level of impact and influence across stakeholder groups.

• CWS-CARES Stakeholder Registry Template: An Excel tool to track stakeholders and note impacts, perceptions, and needed actions.

Although this activity is typically completed early in the change management process, revisiting it now can be helpful as training progresses, workflows evolve, and Go-Live planning accelerates. A refreshed stakeholder landscape can support more coordinated communication and help Organizations stay aligned during this final phase of readiness.

Organizations Go-Live Support Planning 

Implementation Leads have begun initial discussions with Organizations throughout August to support Go‑Live Support Planning. These sessions help Organizations finalize their Go-Live Support Plans, identify staffing and internal support structures, and confirm alignment with CWS‑CARES Central Command Center operations for Day 1 and the 90‑Day post‑Go‑Live support period.

Implementation Leads will then continue working with Organizations through September to tailor and validate Organization-specific Go-Live Support Plans, with final plans targeted for completion by September 30.

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CWS-CARES Functionality 

CWS-CARES Functionality Spotlight: August 24, 2026 

This week, the CWS-CARES Functionality Spotlight features the CWS-CARES Frequently Asked Question (FAQ) of the Week.

August 24, 2026 – FAQ of the Week:

Q: There are more required fields in CWS-CARES than CWS/CMS. Is the county expected to fill in the new fields required when working on a converted case?

A: There are instances where a field is newly considered mandatory in CWS-CARES which was not required or entered in CWS/CMS. If a user opens a converted record for editing, they will be prompted to provide values for any unpopulated mandatory field before their changes can be saved.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWDS FAQs

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required:  We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

We appreciate your dedication to protecting the safety and privacy of vulnerable children and families while we work together to support your needs.

CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

Please be aware that CalSAWS experienced a brief outage yesterday, Wednesday, August 19, between 2:00 PM and 2:40 PM PDT, to complete an emergency deployment for a critical defect.

If your staff were active in CWS-CARES Production Simulation (CARES 100) during this window and attempted to submit transactions to and from CalSAWS, please advise them to review their recent activity and follow the steps below:

• Transactions Marked "Successful" in CWS-CARES but Missing in CalSAWS: If a transaction sent between 2:00 PM and 2:40 PM shows as successful in CWS-CARES but has not appeared in CalSAWS, please log a CalSAWS finding.

• Transactions Marked "Failed" in CWS-CARES: If any transaction submitted during this window is showing as failed on CWS-CARES, please re-submit the transaction.

We appreciate your patience as we work to ensure data consistency across system environments.

Please contact the Customer Relations mailbox for questions.

Action Required

Please share this communication with staff who utilize these environments, so they are aware.

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Thursday, August 20, 2026, beginning at 5:00 PM and concluding at 7:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.  

There is no anticipated impact for CWS-CARES users. We are sharing this information in the unlikely circumstance that there is an actual impact during the scheduled maintenance window and the CWS-CARES application becomes inaccessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES 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 CWDS Service Desk during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, August 18, 2026, beginning at 5:00 PM and concluding at 7:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.  

There is no anticipated impact for CWS-CARES users. We are sharing this information in the unlikely circumstance that there is an actual impact during the scheduled maintenance window and the CWS-CARES application becomes inaccessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES 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 CWDS Service Desk during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

In this Weekly Digest:

• General
  • Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #10
  • Now Available – Hotline Screening in CWS-CARES: A Guide
  • Now Available – The CWS-CARES Story Demonstration Video
  • Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3
• Implementation
  • Refreshed Organizational Change Management (OCM) Resources Page
  • New Resource Posted: CWS-CARES BPR Archetype Session Q&A
• Training
  • Instructor-Led Training Requires CACWT Enrollment
  • Additional Updated Facilitator Guides Available
• Production Simulation
  • System Updates & Release Notes on the Production Simulation Hub
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: August 17, 2026

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General

Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #10

Thank you to the 325+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, August 26, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, August 26, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #10 | Registration. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

The full agenda for the August 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #10 Registration page. Updates will include:

• Preparing for Go-Live
• Project Status Update
• Go-Live Readiness
• What to Expect
• Q&A
• Implementation and Training
• Q&A
• Production Simulation
• Q&A

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on August 26, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

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Now Available – Hotline Screening in CWS-CARES: A Guide 

The CWS-CARES Project has published a new guide on Hotline Screening in CWS-CARES Version 1 (CARES V1). The guide provides an overview of the updated screening process, new features, and mandatory data fields required before an abuse and neglect screening can be submitted for approval.

Key topics covered in the guide include:

• New features and updates to Abuse and Neglect Screenings in CARES V1, including a 2-step Referral Process, Electronic Communications, SDM Data Integration, and Workflow Guidance.
• A complete list of required fields that must be completed before submitting an abuse and neglect screening for approval.
• The list of required and optional Indian Child Welfare Act (ICWA) fields.

To access the guide, see the CWS-CARES Hotline Screeners Fact Sheet within the CWS-CARES Infographics, Flyers, and Slogans.

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Now Available: The CWS-CARES Story Demonstration Video

A new two-part demonstration video highlighting the evolution from CWS/CMS to CWS-CARES is now available on the CWDS website. This video provides an overview of both systems, illustrating how core functionality has been redesigned, modernized, and expanded in CWS-CARES. It also highlights key enhancements that address long-standing challenges in the legacy system and demonstrates how CWS-CARES supports more efficient, streamlined, and user-friendly workflows.

To watch the video, please visit the Intro to CWS-CARES page within the CWS-CARES Product Demonstrations.

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Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3

The CWS-CARES Pop-Up Shop is back with a new selection of items! All 58 California counties, Tribes, State partners, and public agencies can purchase CWS-CARES branded merchandise online at the CWS-CARES Pop-Up Shop #3 between Monday, August 24 and Friday, September 11.

Stakeholders will have the opportunity to purchase CWS-CARES–branded items using their own funds. The shop will feature a variety of new items, including apparel, stationery, mugs, accessories, and more.

To view a preview of the items offered, please see the Pop Up Shop 3 FAQs and Item Selection flyer.

A link to the shop will be shared in the August 24 Weekly Digest.

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Implementation

Refreshed Organizational Change Management (OCM) Resources Page

The OCM Implementation Team remains committed to providing clear and practical tools that support local implementation. To further that commitment, the CWS-CARES OCM Resources Page has been reorganized to improve navigation and expand the materials. A new section header titled OCM Guidance Resources now offers:

• Topic-based dropdowns covering key elements for Stakeholder Analysis, Change Impacts, Communications, Stakeholder Engagement, and OCM Measurement and Evaluation.
• Clear explanations and intended outcomes to support understanding and local decision making.
• Direct links to tools and templates with recommended activities to help apply guidance in your Organization. Note: Additional resources will be added periodically.

OCM Guidance: Spotlight on Change Impacts

Over the coming weeks, OCM will spotlight each area within the OCM Guidance Resources, beginning with Change Impacts.

The Change Impacts subsection has an updated Excel file outlining all the documented changes identified by the OCM team, including updates since 6/15. Changes are current as of 8/1, with a summary of updates included for quick reference. These impacts are foundational and may not reflect those unique to your Organization. We encourage Organizations to review and build upon them as you practice in the Production Simulation environment or go through training.

To further support the use of Change Impacts, the Terminology Crosswalk provides translations from CWS/CMS to CWS-CARES terminology. No updates were made to this tool during this review cycle. Both the Change Impacts and Terminology Crosswalk will continue to be updated on a monthly cadence until Go-Live.

These updates are intended to support planning efforts, strengthen consistency across teams, and provide practical resources to guide your CWS-CARES implementation activities.

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New Resource Posted: CWS‑CARES BPR Archetype Session Q&A

Thank you to all Organizations that participated in the recent CWS‑CARES Business Process Re‑engineering (BPR) Archetype Sessions. Your engagement, questions, and local perspectives have been invaluable in shaping the statewide operational baseline and informing the focus areas for the upcoming Delta Sessions.

During the Archetype Sessions, participants raised a number of thoughtful questions and requested clarification on several statewide business change impacts. The Implementation Team worked closely with Service Managers, County Consultants, and SMEs to gather responses to the questions captured during the sessions.

The BPR Archetype Sessions – Consolidated Q&A is now available on the Business Process Re-engineering page. This resource is intended to support Organizations as they review upcoming changes and begin internal readiness conversations.

What’s Included:

• Consolidated Q&A from all Archetype Session follow‑ups
• Clarifications on statewide workflow assumptions and operational impacts
• Additional context to support Change Impact worksheet review and local planning

Training

Instructor-Led Training Requires CACWT Enrollment

All participants attending Instructor-Led Training (ILT) must have an active account in the California Child Welfare Training (CACWT) system before enrolling in any courses.

Organizations have two options for enrolling staff:

1. Select staff bulk enroll users on CACWT Online login. (Please ensure that staff responsible for enrolling others have the correct admin permissions within CACWT and reach out to your Training Coordinator for assistance as needed.)
2. Allow users to self-enroll using the CWS-CARES Registration Portal.

Please note that enrollments submitted through the self-enrollment portal are processed on a schedule and may take additional time to appear in CACWT. If staff need immediate access, they should go directly to CACWT to sign in (or select “Sign up” to create an account) and enroll for ILT courses.

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Additional Updated Facilitator Guides Available

Documents for Train the Trainer and Instructor-Led Training are now publicly accessible on the CWS-CARES Implementation Portal. Based on recent enhancements and trainer feedback received, several Facilitator Guides were enhanced including:

• Placement
• Probation
• Screening and Referrals

When a new version is uploaded, an “updated date” is reflected for each resource. Updated materials will be announced in the Weekly Digest or users can refer to the site periodically to validate they have the latest training resources.

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Production Simulation

System Updates & Release Notes on the Production Simulation Hub

Every Monday, the CWS-CARES Project releases new System Updates and Release Notes. Users can find the latest System Updates and Release Notes by visiting the CWS-CARES Production Simulation Hub on the CWDS website. All published updates are located on the System Updates & Release Notes tab in the left navigation bar.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: August 17, 2026 

This week, the CWS-CARES Functionality Spotlight features the CWS-CARES Frequently Asked Question (FAQ) of the Week.

August 17, 2026 FAQ of the Week:

Q: When CWS/CMS is in read-only mode, will staff be able to print from CWS/CMS? If not, will all documents from CWS/CMS be available in CWS-CARES?

A:  Yes, counties will be able to print the documents in CWS/CMS when it is in read-only mode and all documents from CWS/CMS are planned to be converted over to CWS-CARES. Please note that once CWS/CMS goes into read-only mode at 5:00 PM PST on October 23, 2026, the data in CWS/CMS will become point-in-time data. These documents will also be available in CWS-CARES, the replacing system of record, and can be printed from there as well.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWS-CARES FAQs | CWDS Website.

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required:  We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

We appreciate your dedication to protecting the safety and privacy of vulnerable children and families while we work together to support your needs.

Binti Counties, CARES 105 Testers, SPOCs, and Implementation Coordinators:

Dear County Partners,

Thank you for your valuable input and feedback on the Binti data conversion options presented last week.

Based on the overwhelming support from counties, CWS-CARES leadership has decided to move forward with Option 2: Rescheduling Binti Data Conversion to Post CWS-CARES Version 1 (CARES V1) Go-Live.

Option 2 Details

• At CARES V1 Go-Live, all new Resource Family Approval (RFA), including Emergency Placements, Family Finding, and Placement activities will be entered in CWS-CARES.
• Existing RFA applications started in Binti will be completed within Binti. Once approved, the home record will be manually added to CWS-CARES—consistent with today’s practice.
• RFA applicants finish their application in the same system in which they started, avoiding unnecessary disruption.
• All historical information will remain in Binti until the data conversion to CWS-CARES is complete.

Moving the Binti data conversion schedule allows project and county teams to focus 100% on CWS/CMS data conversion, and CARES V1 Go-Live readiness and additional time for data cleanup and field mapping validation prior to data conversion.

We are communicating this decision directly with Binti leadership so they are aware of the revised timeline.

Our team is developing guidance covering processing in-progress RFA applications vs. new applications at CARES V1 Go-Live, emergency placements, and placements in CWS-CARES. We plan to distribute this guidance to counties later this month.

In addition to the guidance, we are formulating a plan and structured approach for Binti data cleanup and validating data mapping ahead of the post-V1 conversion.

We truly appreciate your continued partnership and active engagement in shaping decisions that best support county needs and the families we serve.  We will provide additional updates and details as they are finalized.

Action Required

For any specific county questions, please reach out directly to your designated External Systems contact.

CARES SPOCs, CARES Technical Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, and State Leadership:

Dear County Partners, 

Following our communication on CWS-CARES County Specific Forms – Conversion Validation Due August 7, 2026 | Child Welfare Digital Services, we are writing to share an important update on IBM support for form development and modifications.  

To allow additional time, we are extending the county form validation period for IBM-converted forms by two weeks to Friday, August 21, 2026. Vendor support has been extended accordingly, and IBM will have a three‑week remediation window following the updated validation deadline to process final edits, corrections, and adjustments. 

To ensure all requested updates can be completed before contract closeout, all county form validations must be completed no later than August 21, 2026. Any forms not validated after this date will be deemed accepted as-is due to the conclusion of vendor support.  

IBM will address final edits and corrections from August 24 to September 11, 2026. Please note that no further adjustments can be made once this window closes. 

We appreciate your continued partnership and dedication as we work together to finalize these forms.  

For questions, please contact the County Forms Conversion mailbox.  

Thank you for your ongoing partnership and dedication to ensuring these forms are ready and effective for your county.

Action Required

Please share this information with your staff that may be impacted. Counties are requested to complete all county form validations no later than August 21, 2026. 

CARES SPOCs, CARES Technical Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

• General
  • Now Available: 75+ Frequently Asked Questions on the CWDS FAQ Page
  • Coming Soon: CWS-CARES Help Desk
  • Registration Now Open for Stakeholder Briefing #10
  • Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3
• Implementation
  • See What’s Newly Rolled Out on the CWS-CARES Implementation Portal
• Training
  • New Location for Training Materials and Updated Facilitator Guides
  • CWS-CARES Training Environment (CARES 104) Housekeeping Rule
• Technical Updates
  • CWS-CARES Data Dictionary Version 0.12 Now Available
• Production Simulation
  • System Updates & Release Notes on the Production Simulation Hub
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: August 10, 2026

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General

Now Available: 75+ Frequently Asked Questions on the CWDS FAQ Page

The CWS-CARES Project recently uploaded 75+ new FAQs to the CWDS Frequently Asked Questions page on August 4, 2026. These FAQs are drawn from questions recently responded to (within the last year) and cover a range of CWS-CARES topics. The new FAQs are organized into updated categories and tagged by meetings or forums for easier searching.

Coming Soon: CWS-CARES Help Desk 

The current support model is changing. Counties currently use multiple support channels depending on the system or type of issue, including the CWS/CMS Help Desk, CARES-Live RFA Help Desk, Production Simulation Support and Office Hours, and individual project teams. As we approach Go-Live, these channels will be brought together under a centralized CWS-CARES Help Desk, providing a single point of entry for questions and issues, faster response times, and a consistent process for tracking issues through resolution.

Please note that county support routing will vary by implementation model. Coexistent counties will continue to have Single Point of Contacts (SPOCs) coordinate initial support and routing, while non-coexistent counties will receive support directly through the CWS-CARES Support Model.

Registration Now Open for Stakeholder Briefing #10  

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, August 26, 2026! Register now at: CWS-CARES Stakeholder Briefing #10 | Registration. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership. The full agenda for the August 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #10 | Registration page. Updates will include:

• Preparing for Go-Live
  • Project Status Update
  • Go-Live Readiness
  • What to expect
  • Q&A
• Implementation and Training
  • Q&A
• Production Simulation
  • Q&A

Thank you for participating in our Stakeholder Briefing webinar series!  We hope to see you on August 26, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

Please contact Customer Relations with any questions.

Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3 

The CWS-CARES Pop-Up Shop is returning with a brand-new selection of items! All 58 California counties, Tribes, State partners, and public agencies will be able to purchase CWS-CARES branded merchandise online at the CWS-CARES Pop-Up Shop #3 between Monday, August 24 and Friday, September 11.

During this limited-time window, stakeholders will have the opportunity to purchase CWS-CARES–branded items using their own funds. The shop will feature a variety of new items, including apparel, stationery, mugs, accessories, and more. Additional details, ordering information, and a preview of the items offered will be shared in the CWS-CARES Weekly Digest, ahead of the Pop-Up Shop grand opening on August 24.

View a preview of the items offered on the 081026_Pop-up Shop 3 Flyer

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Implementation

See What’s Newly Rolled Out on the CWS-CARES Implementation Portal 

The CWS-CARES Implementation Portal will continue to evolve with new resources, tools, and information to support Organizations throughout implementation. We’ve added two important updates under the CWS-CARES Organizational Change Management Team Links section:

1. Super User Readiness Page Launched 
A dedicated Super User Readiness page has been created to serves as the hub for all meeting materials related to the Super User program. This includes session minutes, slide decks, and recordings, each of which will be posted within a day after every session. 
The first session took place on 8/4, and materials from the kickoff meeting are now available on the new page.

2. New Process Maps Added 
Several new process maps have been uploaded to the Business Process Re-engineering page to support teams in understanding workflows and key transitions on the following service areas:

• Adoptions
• Financial Management
• Intake
• Case Management - Engagement
• Courts - Court Hearings
• Courts - Warrants and Jurisdiction and Disposition Hearings
• Courts - Status Review
• Courts - Other Hearings
• Resource Management

Process maps will continue to be added over the coming weeks as they are finalized.

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Training 

New Location for Training Materials and Updated Facilitator Guides 

Training materials for CWS-CARES have moved to a new, more accessible location. All resources, including Instructor-Led Training (ILT) materials, Train the Trainer (TTT) resources, and training videos are now posted on the CWS-CARES Implementation Portal. These materials are publicly accessible and no longer require signing in to a CWDS account. This change was made to increase ease of access, improve consistency, and support for trainers and users statewide.

As part of this transition, updated versions of several Facilitator Guides were posted to ensure all training materials remain current, consistent, and aligned with the latest information. These updates reflect recent enhancements, incorporate trainer feedback, clarify instructions where needed, and strengthen support for delivering training effectively. Updates to Facilitator Guides will continue regularly as system update(s) are made and feedback from training sessions is incorporated.

The following Facilitator Guides have been updated and are now available on the CWS-CARES Implementation Portal:

• Admin Console
• Screenings & Referrals
• Courts
• Resource Family Approval
• Placement
• Case Management Services
• Eligibility
• Adoptions
• Prevention Services (Family First Prevention Services Act)

Trainers who use these guides in upcoming TTT sessions should download the latest versions to ensure they are using the most current and accurate content.

ILT materials are also currently available on the CWS-CARES Implementation Portal, and the training team is actively uploading additional resources. Please note that when updates are made to Facilitator Guides for TTT, those updates will also be incorporated into the corresponding ILT Training Guides.

CWS-CARES Training Environment (CARES 104) Housekeeping Rule 

As part of Instructor Led Training (ILT), users will have access to a dedicated CWS-CARES training environment (CARES 104) that mirrors key system functionality.  Users will receive access through two system-generated onboarding emails. This space is designed for hands on practice during scheduled sessions so everyone can learn without affecting real data.

A quick reminder: please use the training environment (CARES 104) only during your scheduled ILT sessions. Accessing it outside these timeframes can unintentionally create data issues or interfere with other users’ learning activities. If you’d like to practice and prepare for ILTs please use the Production Simulation environment (CARES 100) to complete On-Demand Enablement modules.

The one exception is for individuals participating in Train-the-Trainer (TTT) activities, who may need additional time in the environment to prepare materials and become fully comfortable with the system or if they don’t have access to CARES 104 and need to complete enablement modules.

If you have questions reach out to your CWS-CARES training coordinator. If you have any issues accessing the training environments, contact the Production Simulation mailbox for your region.

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Technical Updates 

CWS-CARES Data Dictionary Version 0.12 Now Available 

CWS-CARES Data Dictionary V0.12 is now available on the Microsoft Teams Channel: CARES Data Dictionary under Shared as of Monday, August 10th. Check the Intro tab of the CWS-CARES Data Dictionary for the detailed list of updates included in the new version.

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Production Simulation 

System Updates & Release Notes on the Production Simulation Hub 

Every Monday, the CWS-CARES Project releases new System Updates and Release Notes. Users can find the latest System Updates and Release Notes by visiting the CWS-CARES Production Simulation Hub on the CWDS website. All published updates are located on the System Updates & Release Notes tab in the left navigation bar.

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CWS-CARES Functionality 

CWS-CARES Functionality Spotlight: August 10, 2026

This week, the CWS-CARES Functionality Spotlight features the CWS-CARES Frequently Asked Question (FAQ) of the Week.

August 10, 2026, FAQ of the Week: 

Q: I was wondering if Snapshot, Facilities, and Child and Adolescent Needs Strengths (CANS) Assessments will be unavailable once CWS-CARES goes live? If so, will that website be deactivated? Any information would be helpful.

A: Upon the launch of CWS-CARES, the following details will be converted and available in CWS-CARES:

• CARES-Live Snapshot data: Migrated from CWS/CMS.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWS-CARES FAQs | CWDS Website.

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required: We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

We appreciate your dedication to protecting the safety and privacy of vulnerable children and families while we work together to support your needs.

ALL SPOCs and Technical Contacts:

August 6, 2026 UPDATE: The California Department of Technology (CDT) has reported that Verizon has confirmed that all circuits are back up and that service has been restored.

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The California Department of Technology (CDT) has reported a higher level Verizon network outage impacting network access to several counties. The CWDS office has received reports of routers being either down or having slower processing times.

There is currently no estimated time of resolution. Additional updates will be provided as new information is received.

Action Required

CWS/CMS: 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: If users experience any issues with CARES-Live, 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 CWDS Service Desk during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

Binti Counties, CARES 105 Testers, SPOCs, and Implementation Coordinators:

Following our July 28^th communication, we are providing key updates regarding the Resource Family Application (RFA) and Placement & Family Finding data mapping validation windows in the CWS-CARES environments.

CARES 105 (DCVal) Binti Data Validation Window Closed

Please be aware that the Binti data validation window in CARES 105 (DCVal) officially closed on August 4, 2026.

• Testers will no longer have access to CARES 105 (DCVal) as this environment is currently being repurposed for Sealed and Sensitive data validation.
• We recognize that counties need additional time for mapping validation and that Family Finding data could not be validated in CARES 105. Our project team is actively exploring options to support ongoing validation. We will present these options at the Binti County Coordination Meeting on August 6, 2026, to gather your input and feedback before leadership makes a decision next week.

Upcoming Key Validation Dates

Please keep the following deadlines in mind as you plan your ongoing testing:

• Binti RFA Data (CARES 105 – DCVal): July 31, 2026 (Closed)
• Placement and Family Finding Data: August 4, 2026

Please contact the External Systems mailbox for questions.

Action Required: 

Please share this information with staff at your discretion and complete your county's validation activities by the dates above.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

We appreciate your dedication to protecting the safety and privacy of vulnerable children and families while we work together to support your needs.