CWS-CARES

CWS-CARES RFA Greenfield Release Cycle Ending

June 19, 2025 Communications
All SPOCs and Technical Contacts:

To support the transition to CWS-CARES, the CARES RFA Greenfield releases will be ending soon. The product team has confirmed that RFA0.17 will be the final release for RFA Greenfield, unless a critical incident arises that requires an additional update.
  • The stories in the backlog will be assessed and the needed stories will be moved to the CARES V1 project for future consideration;
  • All other remaining stories will be marked with the status: “Closed – Will not do”;
  • This will help ensure better alignment with CARES V1 and avoid duplicating work;
  • Additionally, it will provide a stable, unchanging environment to support data conversion activities.
The CWDS project team extends its sincere appreciation to the RFA pilot counties, CARES RFA team members, County Representatives, county consultants, and members of the Product, Development, Communications, Customer Relations, and Implementation teams for their exceptional support—from the initial rollout of the CARES RFA Greenfield environment through the entire development period.

Customer Relations continues to be available to provide support for RFA Pilot Counties.​ Additionally, the CWDS Service Desk will continue tracking and working with the technical teams to review tickets reported by RFA Pilot Counties until the statewide rollout of CARES V1.

Action Required
No action required. Contact CWDS Customer Relations if you have any questions.
CWS-CARES RFA, CARES, CWS-CARES

CWS-CARES Scheduled Maintenance - June 19, 2025 | 5 PM - 6 PM

June 13, 2025 Communications
All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Thursday, June 19, 2025, beginning at 5:00 PM and concluding at 6:00 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 for end-users is needed 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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day. 
Maintenance, CARES, CWS-CARES

CWS-CARES Scheduled Maintenance

June 11, 2025 Communications
All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, June 17, 2025, beginning at 5:00 PM and concluding at 8:00 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.
During the maintenance window, CARES Tableau reports refresh will be on hold.

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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.
Maintenance, CARES, CWS-CARES

Announcing the CWS-CARES Progress & Engagement Summary

June 04, 2025 Communications
CARES SPOCs, Implementation Coordinators, County, Tribe, Probation, State Leadership, and OCM Coordinators:

We are excited to announce the launch of the CWS-CARES Progress and Engagement Summary, a new communication tool designed to provide stakeholders with a clear, concise, and consistent overview of our collaborative efforts and achievements. 

This work product was specifically formulated as a direct response to your valuable stakeholder feedback and recent survey results. We heard your need for a more transparent and consistent way to track our collective progress, and this summary aims to meet that need. 

The purpose of this summary is to keep you informed about the key activities we have jointly undertaken, fostering transparency and mutual understanding. By regularly outlining progress in areas like county participation in prototype and build reviews, forms, reports, data conversion, external systems, interfaces, implementation, OCM, and training, we ensure everyone has the same understanding of what has been accomplished. This will be a monthly update, posted to the CWDS website and shared in various meetings that contain project updates. 

The CWS-CARES Progress and Engagement Summary is specifically intended for external stakeholders, including child welfare leadership and CWS-CARES Points of Contact, who are seeking to understand our collective progress at a high level. 

We believe this new summary will be an invaluable resource for all as we continue our work together.

We appreciate your continued commitment to staying informed. 

Action Required
No action required. If you have any questions, need clarification, or have any accessibility issues, please do not hesitate to contact Customer Relations.
Announcement, CWS-CARES

CWS-CARES Scheduled Maintenance - April 29, 2025 | 5 PM - 7 PM

April 24, 2025 Communications
All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, April 29, 2025, 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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.
Maintenance, CARES, CWS-CARES

CWS-CARES Implementation Team is soliciting volunteers to participate in the CARES V1 Pilot

April 23, 2025 Communications
As you know, the CWS-CARES Implementation Team is currently soliciting volunteers to participate in the CARES V1 Pilot. Over the past couple of days, we have started to receive clarifying questions about the Pilot Plan from counties who are considering volunteering.

While we are responding to these questions individually, we also thought it would be helpful to publish the questions and answers so that all counties can benefit from the additional information.

Here is a link to the Pilot Questions and Answers file where we will periodically update between now and the deadline to volunteer on Friday, April 25. 

If you have additional questions, please email CWDS Implementation and we will get back to you as quickly as possible. 
Pilot, Update, CWS-CARES

CWS-CARES Scheduled Maintenance

April 11, 2025 Communications
All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, April 15, 2025, beginning at 5:00 PM and concluding at 8:00 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.
During the maintenance window, document related functionality in the CARES application will not be accessible.

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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.
Maintenance, CWS-CARES

CWS-CARES Data Dictionary, Training Video, and Upcoming Webinar

April 01, 2025 Communications
External Systems Points of Contact, CARES SPOCs, County Leadership, CARES Implementation Coordinators, and OCM Coordinators:
 
April 1, 2025 UPDATE: As stated in the original communication sent out on March 4, 2025, the CWS-CARES Data Dictionary will be published on a quarterly basis. This update is to notify everyone that v0.03 of the CWS-CARES Data Dictionary is now available to view in the MS Teams channel under ‘Files.’

This updated version includes:
1) Newly added tab:
a) "Column Definitions" tab
2) Changes to the current tabs:
a) "Tables" tab - newly added/removed object names based on application development activities.
b) "Columns" tab - newly added/removed columns names based on application development activities.
c) "Relationships" tab - modified relationships based on application development activities.
d) "Columns" tab - added “Unique” column.
e) "Columns" tab - removed “DISPLAYED_ON_SCREEN” column. This column will be added back in future versions.
___________________________________________________________________________________________
This email provides an update on the CWS-CARES Data Dictionary information previously communicated to External Systems Points of Contact and CARES SPOCs on February 11, 2025. 

We are excited to share that the initial version of the CWS-CARES Data Dictionary and legacy mapping of CWS/CMS is now available. We have also created a training video that provides a walkthrough of the materials, and a Webinar will be held on March 20, 2025 where staff can get further details and ask questions. See below for more details. 

Updates since our last communication: 
  1. CWS-CARES Data Dictionary Preview Session Complete: On February 13, 2025, a small group of counties previewed the Data Dictionary and provided feedback, which was incorporated into the Data Dictionary. 
  1. New Microsoft Teams Channel: A dedicated Microsoft Teams channel has been created for all CWS-CARES Data Dictionary-related materials. Your county’s Implementation Coordinator and CWS-CARES Single Point of Contact (SPOC) will be invited to the MS Teams channel. The Teams Channel is located under the CWDS Org Share, and the Channel name is CARES Data Dictionary. See the below section For Reference: Accessing Materials in MS Teams for more instructions on how to access materials. 
  1. CWS-CARES Data Dictionary and Legacy Mapping – Ready for Review: The initial version of the CWS-CARES Data Dictionary, which incorporates legacy mapping of CWS/CMS fields is now available in the Teams channel under Files. The folder name is CWS-CARES Data Dictionary v0.02. 
  1. Training Video Available: A training video has been uploaded to the Teams channel under Files, in the folder called Walkthrough Recording. Please watch the video before reviewing the materials to ensure a clear understanding of the content.  
  1. FAQ Document Available: A FAQ is located on the Teams channel under CARES Data Dictionary FAQs Tab.
  1. Terms of Use: The CWS-CARES Data Dictionary documentation is considered sensitive and confidential. Please read the CWDS Terms of Use located on the Teams channel under Files. 
  1. Upcoming Webinar: A webinar will be conducted on Thursday, March 20, 2025 from 9 AM – 10 AM. Your county’s Implementation Coordinator and CWS-CARES SPOC will be invited, and the meeting invitation may be forwarded to others. The webinar will cover navigation of the CWS-CARES Data Dictionary, utilization of the support documentation, and use of legacy mapping documentation with the CWS-CARES Data Dictionary. 
  1. Adding Staff to the Teams Channel: We kindly ask that you email CWDS Data Management with any additional County staff names and associated email addresses and their roles that should have access to the Microsoft Teams Channel: CARES Data Dictionary. 
Publication and Ongoing Updates 
  • Updates to the CWS-CARES Data Dictionary will be published quarterly in the Teams channel. The next version will be available March 31, 2025.
  • Future versions will include significant changes, including potential additional and updated legacy mapping. 
Communication and Support 
  • Please refer to the FAQs in the Teams channel. 
  • Please contact CWDS Data Management if you have any questions not covered in the FAQ or experience access issues. 
For Reference: Accessing Materials in MS Teams
Under CWDS Org Share, select the CARES Data Dictionary channel.

In the CARES Data Dictionary Channel, select the Files Tab. The initial version of the Data Dictionary is available in the folder called CWS-CARES Data Dictionary v0.02. 
 
In the CARES Data Dictionary Channel, select the Files Tab. The recorded Training video walkthrough is available in the folder called Walkthrough Recording. 

We appreciate your support and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary. 
 
Training, Update, CWS-CARES

The CARES Explorer Newsletter – March 2025 Issue

March 28, 2025 Communications
CARES SPOCs, Implementation Coordinators, County Leadership, Tribal Leadership, Probation Leadership, State Leadership, and OCM Coordinators:

We are pleased to share the CARES Explorer – March 2025 issue, the newsletter for staying up to date on the CWS-CARES project.

This is sent directly to our key stakeholders for project communications: County, Tribe, Probation, and State leadership, CARES Single Point of Contacts (SPOCs), and Organization Implementation Coordinators.

This issue contains information on:

Stakeholders: Discover how Yolo County uses creative ways to engage their staff in the changes coming with CWS-CARES. Read about how The Office of Tribal Affairs guides the California Department of Social Services efforts to help create and facilitate policies, procedures, and programs that serve Tribes, and tribal children and families.

CWS-CARES: This issue highlights Extended User Scenario Testing (EUST) 2, the second round of testing to improve system usability. We share details about the kickoff, scope, supporting tools, and the changes made from what we learned in the first round of testing. Understand who is participating and what training they will receive to prepare for EUST 2. We share an overview on external systems, and describe the ways that counties are analyzing their external systems in preparation for CWS-CARES. Understand more about the CARES V1 Scope Summary, the initial CWS-CARES Data Dictionary, and Interfaces in CARES V1.
  
Hidden Gems: Learn more about the CWS-CARES Public Library, the real-time CWDS Events & Meetings Calendar, and the Core Constituent survey and new guide. We also share a recap of the Stakeholder Briefing Session conducted in late January 2025. 
We recommend that you share this newsletter at your discretion with staff that are impacted by the changes coming with CWS-CARES.

The CARES Explorer – March 2025 issue is now available here: CARES Explorer Vol 2 Issue 1.

You may also obtain all CARES Explorer issues on the CWDS website: CARES Compass/Explorer | Child Welfare Digital Services

If you have any questions, need clarification, or have any accessibility issues, please do not hesitate to contact Customer Relations.

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

New CWDS Meeting and Event Calendar

March 27, 2025 Communications
We are pleased to announce that the new CWDS Meeting & Event Calendar will go live on Friday, March 28, 2025. This will be a near real-time calendar that includes the meeting/event name, date and time. The new calendar will not require users to log in.  



New CWDS Public Calendar: Streamlined Access to All Meetings and Events

CWS-CARES, CARES RFA, CARES-Live and CWS/CMS recurring meetings and ad-hoc meetings are streamlined into one view. This includes Core Constituent meetings, Implementation meetings, workgroups, and committees that engage external participants such as counties, Probation, Tribes with Title IV-E agreements with CDSS, and State and Federal partners.

Starting Friday, March 28, 2025, the CWDS public website will feature a new page where anyone can access the calendar of CWDS events at any time. The current Events Calendar at will be removed and a message will be displayed redirecting to the new calendar. 

Additionally, the existing CWS-CARES Meeting Calendar will display a message and link to the new calendar.  

NOTE:  If you have bookmarked or saved the current Events Calendar URL, please refresh it with the new CWDS Meeting & Event Calendar URL. Feel free to share this communication with others in your organization. If you have suggestions to improve this calendar, please send them to the Customer Relations Team.

Action Required
Once this new calendar goes live, please update your saved bookmarks by replacing them with the new URL for the CWDS Meeting & Event Calendar in your web browsers.
 
Update, Announcement, CARES, CWS-CARES