CWS-CARES

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

Following the October 19, 2026, data refresh in Prod Sim (CARES100), users may notice changes to their Enablement Program completion status and may have received unexpected email notifications. Please see the updates below.

Enablement Program Completion Status

The data refresh removed previously recorded Enablement Program completion statuses for all users in CARES100. Users who previously completed an Enablement Program do not need to complete it again. Completion records have been maintained in the weekly completion reports shared with Organization Training Coordinators.

We are evaluating options to update Enablement Program completion records in CARES100 using the October 2, 2026, completion report, the last report generated before the data refresh. We will provide additional information once an approach and any required actions are confirmed.

Unintended Enablement Program Email Notifications

Following the October 19 data refresh, automated email notifications for Enablement Programs were not disabled as planned. As users were added to the refreshed programs, some received unintended email notifications.

Email notifications were disabled at 8:10 AM on October 20, 2026, after the issue was identified. Some notifications may have been delivered after that time due to system processing delays.

Users may disregard email notifications for Enablement Programs they have already completed.

Thank you for your patience and continued partnership.
 

Action Required

Please share this communication with the appropriate staff. If you have questions, please contact the CWS-CARES Training Team.

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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 September 20, 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.

Please contact the Customer Relations mailbox for questions.

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

As part of our ongoing efforts to transition legacy CWS/CMS data into CWS-CARES, we are sharing an update regarding the timeline for review and validation of contact records associated with active units of work.

We recognize how important contact logs are to your county’s Prod Sim validation activities, and we appreciate your patience as we work through this process.

To help address timing concerns, the project team has expedited internal data loading activities. As a result, the contact logs associated with active units of work will now be released to Prod Sim (CARES100) on Friday morning, October 23, 2026, at 8:00 AM – three days ahead of the original October 26 target.

We hope this earlier release provides your teams with the necessary time for validation. The project team remains fully committed to supporting counties throughout Prod Sim and resolving fixes as quickly and efficiently as possible.

Thank you for your continued partnership as we achieve this critical data migration milestone.

Action Required

Please share this communication with the appropriate staff. If you have questions, please contact Customer Relations.

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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 September 20, 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.

Please contact the Customer Relations mailbox for questions.

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

In preparation for CWS-CARES V1 Go-Live on December 7, 2026, the Project will offer Supplemental Training from October 26 through November 20, 2026 to reinforce key skills and address training needs identified through county feedback. This follow-up to the initial announcement provides additional information on training topics, schedules, and registration. Training information and resources will be available on the new Supplemental Training webpage.

1. Micro-Learning Videos

Short, on-demand videos will demonstrate CWS-CARES features and processes and address common training questions.

View the full list of Micro-Learning Video topics on the Supplemental Training webpage.

Videos will be added to this webpage as they become available, with updates shared through the Weekly Digest.

2. Topic-Specific Training Demonstrations (Previously Virtual Training Office Hours)

Beginning October 28, 2026, the Project will host four weeks of virtual training demonstrations. Sessions will include a trainer-led demonstration followed by questions and answers (Q&A), with Program Subject Matter Experts (SMEs) providing guidance on day-to-day application. Each session will have a capacity of 150 participants.

View the full list of Training Demonstration topics on the Supplemental Training Webpage.

Session Times 

• Morning Sessions: 9:00 – 10:30 AM PT
• Afternoon Sessions: 1:00 – 2:30 PM PT

Registration Information

Registration links will be available on the Supplemental Training Webpage.

Registration for the following week’s sessions will open at 9:00 AM PT on October 21st, October 28th, November 4th, and November 12th (adjusted for Veterans Day).

Session recordings will be added to the webpage for those unable to attend.

3. Supplemental Virtual Instructor-Led Training (ILT) Make-Up Sessions

The Project will offer Virtual ILT Make-Up Sessions from October 26 through November 20, 2026 for individuals who did not complete training during the original ILT window. Each class will have a capacity of 30 participants.

All 12 ILT courses will be offered during the Supplemental Training period. Based on county feedback, the following four courses have been prioritized and scheduled for the first two weeks:

• Screening & Referrals (expanded to a full-day course)
• Courts
• Case Management Services
• Resource Family Approval (RFA)

Sessions for the final two weeks will be scheduled based on course demand.

Scheduling and Registration

Following this communication, Project Training Coordinators will share the initial Supplemental Virtual ILT schedule with Organization Training Coordinators. Contact your Organization's Training Coordinator to coordinate make-up training needs and registration.

Additional Information and Support

Training questions and responses will continue to be posted to the Training Portal. For questions about Supplemental Training, please contact the CWS-CARES Training Team.

Thank you for your continued partnership.

Action Required

Please contact the CWS-CARES Training Team with questions.

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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 September 20, 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.

Please contact the Customer Relations mailbox for questions.

CWS-CARES Weekly Digest

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

In this Weekly Digest:

• General
  • System Updates & Release Notes on the Production Simulation Hub
  • Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12
  • Updated: CWS-CARES High Level Roadmap
  • Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page
  • Updated FCED Resource Now Available
• Production Simulation
  • Prod Sim (CARES 100) Now Reopened with Refreshed Data
• Training
  • Reminder: Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: October 19, 2026

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General 

System Updates & Release Notes on the Production Simulation Hub 

As part of the planned CWS-CARES Production Simulation Data Refresh activity occurring from October 7 through October 18, the Production Simulation (Prod Sim) environment was temporarily unavailable.

Because Prod Sim was offline throughout this refresh window, the CWS‑CARES Project did not publish a release on Monday, October 12, 2026.

The October 19 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub once it is officially posted. More details on the October 19 data refresh are available in the Production Simulation article, below.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12

Thank you to the 310+ stakeholders who have already registered for the next Stakeholder Briefing on October 21, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, October 21, 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 #12: October 2026. 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 October 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #12 Registration page. Updates will include:

• Project Status Update
• Feature & Functionality Fixes
• Implementation Update

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on October 21, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

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Updated CWS-CARES High Level Roadmap

An updated CWS-CARES Planning roadmap is now available in the CWDS Roadmap page within the CWDS website. The roadmap provides a high-level overview of the project lifecycle from 2024 through 2027, including key phases and milestones as we approach the updated Version 1 (V1) Statewide Go-Live on December 7, 2026.

To view the full roadmap, please visit the CWS-CARES High Level Roadmap on the CWDS website.

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Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page

The CWS-CARES Project published two updated resources in the CWS-CARES Fact Sheets, Guides, and Flyers page on the CWDS website.

CWS-CARES Resources at a Glance

An updated version of the CWS-CARES Resource Flyer is now available. This one-page resource provides an overview of key CWS-CARES resources available on the CWDS website, including:

• Demonstrations, Implementation Portal, Production Simulation Hub, and FCED & External Systems Hub
• FAQs and Glossary, Fact Sheets, Guides & Flyers, and Newsletters & Articles
• Practice & Development Environments

CWS-CARES System Modernization Infographic

An updated CWS-CARES System Modernization Infographic is now available. This resource provides a high level of overview of the system modernization features and benefits that go live on December 7, 2026. It covers:

• New Features and Benefits – Including connections across systems, modern user experience, accessibility and compliance, secure cloud storage, customizable forms, and smarter data handling
• Production Simulation – An overview of Production Simulation as a full practice environment loaded with real case data

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Updated FCED Resource Now Available

New Fact Sheet: Common Error Messages for FCED Transactions

The CWS-CARES Project Team has updated the FCED Transaction Guide - Mandatory Fields Fact Sheet to include fields required for Adoption Assistance Program (AAP) transactions. AAP fields are included on pages 8 – 14 of the fact sheet.

View the FCED Transaction Guide: Mandatory Fields fact sheet on the CARES V1 Training Quick Guides folder and the Fact Sheets, Guides and Flyers webpage on the CWDS website.

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Production Simulation

Prod Sim (CARES 100) Now Reopened with Refreshed Data

As of October 19, the Production Simulation environment (CARES 100) is now available with refreshed data. Users now have access to converted data as of September 20, 2026, including Sealed and Sensitive data, along with additional code and data fixes. The refreshed environment provides users with more current data and functionality to support continued validation closer to CARES V1 Go-Live. Review the October 19 System Updates & Release Notes on the CWS-CARES Production Simulation Hub for additional details on data and code fixes.

Snowflake Database 

The Snowflake database has also been refreshed with converted data as of September 20, with updates to Sealed and Sensitive data and data conversion fixes. County Developers and Data Extract partners may continue extract development, Tableau Report development, and validation.

FCED Testing

Following the CalSAWS and Prod Sim refreshes, case links between CWS-CARES and CalSAWS have been re-established with refreshed records. CWS-CARES cases have been updated with converted data as of September 20, 2026, however, CalSAWS records reflect converted data as of September 25, 2026. CWS-CARES users can manually initiate case links for any converted Eligibility Records that were not automatically linked to active CalSAWS cases.

Prod Sim User Testing Priorities

To ensure data is accurate when CWS-CARES Go-Live, testers should prioritize CWS/CMS data validation in their Prod Sim activities until November 7, 2026. Starting November 20, Prod Sim support will end. Users access to the environment will continue, but no additional code or data fixes will be deployed after this date.

Additional details on the CWS-CARES data refresh were shared in the CWS-CARES Prod Sim (CARES100) Data Refresh and Key Readiness Dates communication on September 18, 2026. View the communication on the CWDS Bulletins.

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Training

Reminder: Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process 

Training Parking Lot questions and responses can be found on the On-Demand Training Library under the Parking Lot Responses section.

Organizations are encouraged to periodically check the Implementation Portal for updated files containing responses to submitted questions. The response file is read-only and version-controlled, allowing users to review responses and track updates by date. If a follow-up question or additional clarification is needed, users should submit a new item through the TTT Parking Lot, as previously addressed items will not be reopened.

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CWS-CARES Functionality 

CWS-CARES FAQ Spotlight: October 19, 2026 

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

October 19, 2026, FAQ of the Week:

Q: What updates can you provide regarding improvements to Case Plan functionality, given the current limitations caused by requiring the CANS to be completed first?

A: The Project suspended the rule requiring a Child and Adolescent Needs and Strengths (CANS) assessment prior to a Case Plan completion, enabling users to either pre‑populate needs from an approved CANS or manually enter needs when a CANS is not yet completed.

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.

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

We are sharing the latest updates to the CWS-CARES Production Simulation (CARES100) Environment and Snowflake database, including the data refresh and important timelines as we approach the CWS-CARES Version 1 Go-Live on December 7, 2026.

Both systems have been refreshed with legacy data as of September 20, 2026—including Sealed and Sensitive data, additional code/data fixes, and relinked CWS-CARES/CalSAWS cases (AAP, Kin-GAP, and foster care)—overwriting prior data to support continued validation.

To ensure fixes can be scheduled before our November 14, 2026, Defect Code Freeze, all potential defects must be submitted no later than October 30, 2026. After October 30, only High or Critical defects will be considered for pre–Go-Live resolution on a case-by-case basis.

County Developers and Data Extract partners may now resume extract development, Tableau reporting, and testing.

Weekly deployments and Prod Sim support will continue through November 20, 2026.

For current system status, features, and known limitations, please refer to the System Updates & Release Notes | Child Welfare Digital Services page and locate the ‘CWS-CARES Release Notes – 2026-10-19 – ACC.pdf’ document.

Thank you for your ongoing commitment to preparing your teams for the V1 Go-Live.

Action Required

Please contact Customer Relations for questions.

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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.

Please contact the Customer Relations mailbox for questions.

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

In this Weekly Digest (click the link for more information):

• General
  • Reminder: All Weekly Digests and Updates Available on Bulletin
  • System Updates & Release Notes on the Production Simulation Hub
  • Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #12
  • CWDS Glossary Updates – 3 New Terms Added!
• Implementation
  • Updated OCM Resources
  • Super User Readiness Meetings
  • Readiness Checkpoint Four Completed
• Training
  • Desk Guides for CWS-CARES Workarounds are Coming Soon
  • Reminder: Probation Instructor-Led Training
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: October 12, 2026 

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General

Reminder: All Weekly Digests and Updates Available on Bulletin 

Please note that the Weekly Digest and all other content, including the most recent updates on maintenance notices, and system releases, are available on the Bulletins page within the CWDS website.

If you have any questions, please contact Customer Relations for additional support.

System Updates & Release Notes on the Production Simulation Hub 

As part of the planned CWS-CARES Production Simulation Data Refresh activity occurring from October 7 through October 18, the Production Simulation (CARES100) environment will be temporarily unavailable.

Because Prod Sim is offline throughout this refresh window, the CWS-CARES Project did not publish a release on Monday, October 5, 2026. The next set of System Updates & Release Notes will be issued when the environment is restored on Monday, October 19, 2026.

All previously published updates are available on the System Updates & Release Notes tab in the left navigation bar. A summary of the October 19 release will be included in the Weekly Digest following the environment’s return.

Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #12 

Thank you to the 230+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, October 21, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, October 21, 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 #12: October 2026. 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 agenda for the October 2026 Stakeholder Briefing has been modified slightly to prioritize time for county questions. Session topics and times are now planned as follows:

• 10:30 AM - Project Status Update with Executive Leadership

• 10:45 AM - October Prod Sim Refresh: Features & Functionality Fixes

• 11:30 AM - Implementation Update

The full agenda is available on the CWS-CARES Stakeholder Briefing #12 Registration page.

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on October 21, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

The September Stakeholder Briefing #11 materials are now available on the Stakeholder Briefings and Webinars page of the CWDS website! Resources include the meeting recording, Q&A Summary, and presentation slides.

CWDS Glossary Updates – 3 New Terms Added! 

The CWDS Glossary includes a list of acronyms and defined terms relevant to the CWS-CARES Project, searchable by keyword. Each term is defined within the context of CWS-CARES and updated regularly.

As of October 12, 2026, three new terms have been added to the CWDS Glossary: 

• OKTA - Okta is a cloud-based identity and access management service that provides secure user authentication for applications. It helps organizations manage logins, user accounts, and access permissions across systems.

• Object ID - An Object ID is a unique identifier assigned to a user, group, application, or other object within an identity directory (such as Azure Active Directory). It is used by systems to reliably reference and manage that specific object.

• SSO - Single Sign-On (SSO) is an authentication method that allows users to log in once and then access multiple connected systems or applications without needing to re-enter their credentials. It improves security and simplifies the user experience.

Search the CWDS Glossary by keyword to learn more about CWS-CARES!

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Implementation

Updated OCM Resources 

New and updated Organizational Change Management (OCM) resources have been added to the CWS-CARES Implementation Portal to support your readiness activities. The following materials are now available:

• Change Impacts Tracker: A log of documented changes introduced by CWS-CARES. This file also includes an Excel tab labeled “October 1, 2026 Update” with a concise description of changes since the last version for easy review.

• Key Legacy Terminology Crosswalk: A reference showing how legacy system terms compare to CWS-CARES terminology. This tool can be used with the Change Impacts Tracker to support consistent understanding and communication.

The Change Impacts Tracker and Terminology Crosswalk are updated monthly, as necessary, and the current versions are as of 10/1. Please take a moment to review these resources and share them with your teams as needed.

Super User Readiness Meetings 

We are excited to announce the continuation of Super User Readiness Meetings. The existing meeting series will continue in its bi-weekly cadence through October 27, 2026. For more information, meeting materials, and Super User resources, please reference the Super User Readiness page on the CWS-CARES Implementation Portal.

Readiness Checkpoint Four Completed 

On October 5, 2026, the Implementation team facilitated Readiness Checkpoint Four, providing project leadership with a comprehensive assessment of statewide and project readiness ahead of Go-Live. The session reviewed progress across all readiness domains, highlighted behind‑pace items and emerging risks, and outlined key focus areas for October. Organizations will receive a detailed breakdown of their tasks and corresponding progress as part of their September readiness reports. In addition, Implementation Leads will be reaching out to organizations to support completion of any remaining components of their Go‑Live Support Plans, including those that require additional information or have not yet been finalized. This outreach is intended to accelerate readiness and confirm that all required elements are complete prior to Go‑Live.

Note: The Go-Live extension shifted Readiness Checkpoint Four to 60 days before the December 7 Go-Live date. Readiness Checkpoint Five will occur 30 days before Go-Live.

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Training

Desk Guides for CWS-CARES Workarounds are Coming Soon

We have heard the questions and strong interest around the CWS-CARES Version 1 (CARES V1) Go-Live workarounds. The Training Team is developing 82 Desk Guides that will provide approved guidance to support these workarounds. These materials are planned for release soon and will be available prior to Go-Live on the On-Demand Training Library within the CWS-CARES Implementation Portal.

Stay tuned for additional communications once they are published.

Reminder: Probation Instructor-Led Training

We are pleased to share that CWS-CARES Probation Instructor-Led Training (ILT) is now certified for Standards and Training for Corrections (STC) credit through the Board of State and Community Corrections (BSCC). The STC certification number is 09401669, and the training is approved for 8 hours of STC credit. If there are any questions about receiving STC credit, please contact the CWS-CARES Training mailbox.

Probation ILT continues to run daily through October 20, 2026. Probation staff are encouraged to register and participate in these sessions to build familiarity with CWS-CARES while earning STC credit.

CACWT Account Creation Update

To support registration for CWS-CARES Probation ILT, Juvenile Probation staff can now self-register for a CACWT account using the new Juvenile Probation CACWT Self Registration page. Step-by-step self-registration instructions are available at CACWT Self-Enrollment Instructions. Please share these resources with probation staff who have not yet created a CACWT account.

Confirm Your Access to the Training Environment (CARES104) 

Before attending ILT, please confirm that you can access Training (CARES104): Training (CARES104). Please contact the CWS-CARES Training mailbox for questions.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: October 12, 2026 

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

October 12, 2026 FAQ of the Week:

Q: Will there be improvements to the search functionality, and what enhancements can users expect?

A: The following Search enhancements were deployed to Production Simulation (Prod Sim, or CARES100) on August 29, 2026:

• The Person and RM (Resource Management) Directory Search now use the “And” operator instead of “Or,” resulting in more precise and narrowed search results.

• In Person Search, the “Sex at Birth” and “Approximate Age” criteria are now fully functional. Phonetic search for first and last names has also been enabled to make it easier to locate the intended individual. Previously reported performance issues, where searches took up to 2 minutes to return results, have been resolved.

• In RM Directory Search, multi-select capability for placement category types is now available.

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.

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

In this Weekly Digest (click the link for more information):

• Production Simulation 
  • Reminder: Upcoming Prod Sim (CARES100) Data Refresh
  • Prod Sim Office Hours Temporarily Canceled During Data Refresh
  • Reminder: Adoptions Support Clinic on October 6
  • RFA and FFPSA Portal Testing Extended in Prod Sim
• General
  • System Updates & Release Notes on the Production Simulation Hub
  • Registration Now Open for Stakeholder Briefing #12
  • New: Binti Data Conversion Workshop Series
  • CWS-CARES Support Model Transition Update 
  • New Due Dates for Forms and Reports on the Go-Live Readiness Checklist
  • New Fact Sheet Available: CWS-CARES Foster Care Placement Fact Sheet
  • Thank You for Ordering Items at the CWS-CARES Pop-Up Shop!
• Implementation
  • Reminder: Make-Up Instructor Led Training Offered Virtually
• CWS-CARES Functionality
  • CWS-CARES FAQ Spotlight: October 5, 2026

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Production Simulation 

Reminder: Upcoming Prod Sim (CARES100) Data Refresh 

Prod Sim (CARES100) has a planned data refresh and environment update from October 7, 2026, at 8:00 AM through October 19, 2026, at 8:00 AM and is unavailable during this time. Training (CARES104) and County Dev (CARES102) will remain available to users with existing access during the outage. When Prod Sim (CARES100) reopens on October 19, 2026, users will gain access to updated functionality and legacy converted data as of September 20, 2026, with Sealed and Sensitive data along with code and data fixes.

This refresh will overwrite all prior user-created and interface-driven data in CARES100, resetting the environment so that new validation activities can begin using refreshed datasets (with separate user permission guidance provided to administrators). Simultaneously, the Snowflake database will update with the September 20 conversion data and fixes, allowing County Developers and Data Extract partners to resume extract validation and Tableau report development.

Prod Sim Office Hours Temporarily Canceled During Data Refresh 

All regularly scheduled Prod Sim (CARES100) Office Hours are canceled from October 7–18 while the environment undergoes its planned data refresh and update. Office Hours will resume October 19. 

During the outage, users who need assistance with the Training (CARES104) environment may request an appointment with the Tier 2 Support Team during the regular Office Hours’ time slots: 

• 10:00–11:00 AM PT 

• 2:00–3:00 PM PT 

To request an appointment, contact your region’s Prod Sim email support inbox.

Reminder: Adoptions Support Clinic on October 6 

A quick reminder that Production Simulation is hosting an optional Adoptions Support Clinic this week on Tuesday October 6, 2026, from 10:30 AM to 12:00 PM The meeting details are posted to the Production Simulation Hub and have been sent directly to CARES SPOCs to share with the appropriate participants in their organization. Please continue to refer to Production Simulation Hub for ongoing updates, schedules, and recordings.

Recommended Audience:

End users and Super Users who interact with adoptions cases in CWS-CARES, including but not limited to Case Management Workers, Eligibility Workers, and Adoptions Workers.

RFA and FFPSA Portal Testing Extended in Prod Sim 

Testing for the Resource Family Approval (RFA) Portal and Family First Prevention Services Act (FFPSA) Portal in CWS-CARES Production Simulation (Prod Sim) has been extended and will remain available for the duration of the Prod Sim window. Both portal testing and email functionality will remain active before and after the upcoming data refresh.

• RFA Portal: Enables prospective and existing Resource Families (caregivers, foster parents, adoptive parents) to complete and submit RFA documentation.
• FFPSA Portal: Enables Community Based Organizations (CBOs) and counties to exchange prevention-related information, service referrals, and required service delivery/cost data.

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General

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: September 28, 2026

The September 28 release delivered several corrections and improvements across the CWS-CARES system:

• 83 defect fixes improving reliability, accuracy, and user experience across case management, resource management, intake and investigation, and courts.
• Multiple ServiceNow incidents resolved across Alameda, Contra Costa, Humboldt, Los Angeles, Marin, San Diego, San Joaquin, San Luis Obispo, Santa Clara, and Yuba.
• High‑level updates improving Case Management, Screening, Investigations, and Courts, Adoption, Permanency, and Placement, Prevention Services, FFPSA, and Federal Reporting, Resource Family, RFA, Recruitment, and Resource Management, Shared Services, Person Search, Profiles, and Access.
• 21 data conversion fixes addressing child location, person records, health and education information, eligibility, case records, rate records, unit assignment, service‑provider details, and participants.
• 9 county‑reported data issues resolved from San Luis Obispo, Humboldt, San Diego, Placer, Ventura, and Sonoma.

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 October 5 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

Registration Now Open for Stakeholder Briefing #12 

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, October 21, 2026! Register now at: CWS-CARES Stakeholder Briefing #12: October 2026. 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 October 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #12: October 2026 page. Updates will include:

• Preparing for Go-Live
• Project Status Update
• Implementation Update
• Feature & Functionality Fixes

Thank you for participating in our Stakeholder Briefing webinar series!  We hope to see you on October 21, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

New: Binti Data Conversion Workshop Series

County staff are invited to attend the next Binti Data Conversion Workshop on Thursday, October 8, 2026 from 1 to 2:30 PM. Workshops are held every other Thursday and offer a collaborative forum to review Binti data conversion results, discuss identified issues, and receive support with data cleanup and validation.

To attend the meeting, please contact the CWDS External Stakeholder team to be added to the meeting series.

CWS-CARES Support Model Transition Update  

The Project previously shared plans to transition several support functions to the new CWS-CARES Help Desk beginning September 30. Following the adjustment of the CWS-CARES V1 Go-Live date to December 7, 2026, this transition will no longer take effect on September 30.

Counties should continue using current support channels, including ServiceNow for Production Simulation (Prod Sim) support, until further notice.

The transition from ServiceNow to Salesforce Service Cloud is now anticipated for late October. Training, guidance, and updated transition details will be shared in advance to help support a smooth transition.

Please see the CWS-CARES Support Model Transition Update communication for full details.

For questions, please contact Customer Relations.

New Due Dates for Forms and Reports on the Go-Live Readiness Checklist 

In alignment with the revised December 7 CWS-CARES Version 1 (CARES V1) Go-Live date, the deadlines for forms and reports development have also been adjusted in the Go-Live Readiness Checklist. All forms and reports development and validation activities must now be completed by November 13, 2026. At that time, the Project will migrate the forms and reports from CARES100 to the Production/Go-Live environment.

New Fact Sheet Available: CWS-CARES Foster Care Placement Fact Sheet 

The CWS-CARES Project Team has released a new fact sheet on Placement Search, Ending Placements, and Foster Care Data Exchange

The fact sheet highlights: 

• Placement Search: The Placement Search feature helps Social Workers find available placements for a child, compare potential placements, and associate one or more placements to the child on a single screen.
• Ending a Placement: Workers can end a current placement by adding the End Date and selecting an End Placement Reason from the dropdown, including an Entered in Error option for placements entered incorrectly.
• Foster Care Data Exchange: The new Foster Care Eligibility Determination (FCED) interface connects CWS-CARES to CalSAWS, allowing CARES Social Workers and CalSAWS Eligibility Workers to share documents, rate determinations, and payment information electronically.

For more information, please see the Foster Care Placement Fact Sheet resource on the CWDS website.

Thank You for Ordering Items at the CWS-CARES Pop-Up Shop! 

The CWS-CARES Pop-Up Shop #3 closed on Friday, October 2, 2026, with over 2,400 items ordered. Thank you for showing your support for CWS-CARES! Review the information below for what to expect next:

Item Status

The following items have met the minimum order totals and will be sent to production:

• Curvaceous Matte Silver Ballpoint (Pack 10)
• Noah 32 oz. Double Wall Insulated PP Tumbler
• Non-Woven Budget Shopper Tote Bag
• 2” x 1” Small Silver Rectangular Slider Tin with Mints

The remaining items will be removed from all orders and not charged.

When to Expect Your Items

There is a 3-week processing time for producing items. Shipping times are dependent on the shipping method selected at checkout. For more information on item processing and shipping, please review the CWS-CARES Pop-Up Shop #3 FAQs. Please contact  CWDS Customer Relations with any questions.

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Implementation 

Reminder: Make-Up Instructor Led Training Offered Virtually 

Do not stress if someone missed an Instructor Led Training (ILT) session; make‑up trainings are still running through Friday, October 23! These virtual sessions are an easy way for staff to catch up and stay on track with your organization’s existing training plan. Just hop into the California Child Welfare Training (CACWT) Portal and use the Unique Course ID to search for the section and enroll.

Reach out to your Organization’s Training Coordinator for details on Course IDs, schedules, or assistance with Make-Up training enrollment.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 14, 2026 

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

September 14, 2026 FAQ of the Week:

Q: What is the final disposition of the Essential Stories?

A: There were 313 total stories considered and discussed to determine essentiality for Go-Live launch.

• 83 enhancement stories delivered in Version 1.1 by March 1, 2027
• 115 enhancement stories delivered in Version 1.2 by May 1, 2027.

All workarounds are intended to be short, simple actions. Directions and screenshots were released to counties on September 4. For full details, log into the System Updates & Release Notes page of the Production Simulation Hub and access the CWS-CARES Interim Workaround Guidance document.  Additional details can also be requested through CWDA.

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.

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

In preparation for CWS-CARES V1 Go-Live on December 7, 2026, the Project will offer Supplemental Training from October 26, 2026 through November 20, 2026, to reinforce key skills and provide targeted support in areas identified through county feedback. 

Training Opportunities

Micro-Learning Videos

• Short, on-demand “tips and tricks” videos focused on common questions and training needs.
• Topics will be informed by training surveys and feedback shared through Training, Information, Planning, and Sharing (TIPS) and County Advisory Committee (CAC) meetings.
• Videos will be added to the On-Demand Training Library as they become available, with updates communicated through the Weekly Digest.

Virtual Training Office Hours

• Topic-specific sessions will include a trainer-led demonstration followed by Q&A, with support from Program SMEs providing practice expertise and insight into day-to-day application.
• Topics will focus on areas where users have requested support, including workarounds, CWS-CARES navigation, Health and Education Passport (HEP), and other key processes.
• Sessions will be recorded and added to the On-Demand Training Library.
• Users are encouraged to practice applicable workflows in Production Simulation.

Targeted ILT Make-Up Sessions

• Virtual Instructor-Led Training (ILT) will be available for organizations that were unable to complete training during the original ILT window.
• The Project is developing a co-training model that incorporates practice expertise to strengthen learning.
• Scheduling will be coordinated through Organization Training Coordinators.

Next Steps

Additional planning is underway and more information, including schedules, session topics, and links to training resources, will be shared before Supplemental Training begins on October 26.

Action Required

Please contact the CWS-CARES Training Team with questions.

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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.

Please contact the Customer Relations mailbox for questions.

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Monday, October 5, 2026, beginning at 9:00 PM and concluding at 11:00 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.

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

We are providing an update on the timing of the CWS-CARES support model transition. The Project previously shared plans to transition several support functions to the new CWS-CARES Help Desk beginning September 30. Following the adjustment of the CWS-CARES V1 Go-Live date to December 7, 2026, this transition will no longer take effect on September 30.

Counties should continue using current support channels, including ServiceNow for Production Simulation (Prod Sim) support, until further notice.

The transition from ServiceNow to Salesforce Service Cloud is now anticipated for late October. Training, guidance, and updated transition details will be shared in advance to help support a smooth transition.

For questions, please contact Customer Relations.

Action Required

Please continue using the current support processes and share this update with appropriate staff.

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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.

Please contact the Customer Relations mailbox for questions.