March 25, 2025
Communications
All SPOCs, Implementation Coordinators, and OCM Coordinators:
We are pleased to announce that the existing CWS-CARES Stakeholder Resources page has been updated to reflect publicly available resources regarding CWS-CARES.
The intent of these changes to the CWDS website is to build awareness on CWS-CARES project updates and promote user engagement. These changes will be implemented on April 8, 2025.
- The CWS-CARES Users page is currently located under the ‘Stakeholder Resources’ dropdown (note: URL for this page has not changed):
- The updated page will be organized by the type of role played by the site visitor and will include descriptions to help users more quickly navigate to what they need:
- Previously, this page was sorted by the type of system discussed. The page will now solely reflect CWS-CARES resources. All other resources will be moved to one of the following locations:
- “Follow our Progress” (part of the horizontal navigation bar at the top of the page)
- “RFA and CARES-Live Users” (part of the “Stakeholder Resources” drop down menu)
- “Technical Support” (part of the “Stakeholder Resources” drop down menu)
- In addition to these changes, the resources found on the former page titled “Project Reporting” will be moved to the following locations:
- Legislative Updates – Monthly: now visible under “Follow Our Progress”
- CWDS Planning Roadmap & Timeline: now visible under “Follow Our Progress”
- CWS-CARES Stakeholder Briefings: now on CARES User Resources | Child Welfare Digital Services
- And finally, any links that were previously found on this page will still be found at the bottom of the resources page. These links will also be available on either the Technical Support page or the CARES-Live and RFA Users pages once live, but they will be removed by May 31, 2025.
Action Required
Please reach out to Customer Relations if you have any questions.
March 21, 2025
Communications
Core Constituent Points of Contact:
Core Constituents,
You shared in quarterly Core Constituent surveys that new meeting and demonstration participants would benefit from onboarding resources to better understand CWS-CARES and how to engage effectively. In response, we are introducing the Core Constituent Orientation Guide, a one-page resource designed to support your onboarding and participation.
What’s in the Guide?
- Essential resources to get started
- Key activities for Core Constituents
- How to provide feedback
- Contact information for questions
You can access the guide in the attached document. It will also be included in all Core Constituent meeting invites moving forward.
We would like to hear from you! If you have suggestions to improve the guide, please send them to the Customer Relations Team.
Thank you for your continued participation and valuable contributions to CWS-CARES.
Action Requested
Send your suggestions to improve the Core Constituent Orientation Guide to the Customer Relations team.
March 20, 2025
Communications
Child Welfare Directors, Child Welfare Director-Alternates, Tribal Leadership, Probation Leadership, Core Constituents, CARES SPOCs, and Implementation Coordinators:
Child Welfare Leadership and CWS-CARES Meeting Participants,
As part of our ongoing effort to provide you greater insight into upcoming meetings for the CWS-CARES project, please see the updated CWS-CARES Meeting Calendar for March – May 2025. This calendar includes all meetings hosted by the CWS-CARES project, including Core Constituent demonstrations, implementation meetings, and key workgroups.
This calendar includes the following sessions:
- Prototype Demonstrations: Core Constituents review prototypes, or pre-build designs of CWS-CARES, to represent system functionality, to provide early feedback on user experience, navigation, and screen actions before the designs go into development.
- Build Review Demonstrations: Core Constituents see some of the feedback they provided in the Prototype Demonstrations reflected in CWS-CARES and provide further feedback on the developed product.
- Extended User Scenario Testing (EUST) 2: Participants will test end-to-end real-world scenarios in CWS-CARES.
- NEW Process Information Sessions: Designed for OCM Coordinators, these sessions outline new processes in CWS-CARES and their impact on staff workflows, helping counties, probation departments, CDSS, and Tribes with Title IV-E Agreements update policies and procedures.
Action Required
Please share this information with those at your organization you feel should be informed. Note: This calendar is point-in-time and subject to change. The CWS-CARES project plans to deliver a sustainable, more real-time calendar solution that will be accessible to all meeting participants and leadership in late March 2025.
If you have any questions, please contact CWS_CustRel@otsi.ca.gov.
March 19, 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, March 27, 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.
March 14, 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, March 18, 2025, beginning at 5:00 PM and concluding at 9:00 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.
March 05, 2025
Communications
All SPOCs:
The CWS-CARES Implementation Organizational Change Management (OCM) Team is proud to present the third of several videos in the CWS-CARES Video Series. The videos will be under five minutes, will showcase the CWS-CARES product, and will prepare you for the coming changes.
The next video, CWS-CARES 101, was developed with all end-users in mind. It expands on the benefits of CWS-CARES from the previous two videos in the series. The link to this video, as with the other OCM videos, is saved on the CWDS website, in the OCM section of the Implementation portal.
Video Link: CWS-CARES 101
Action Required
We request that SPOCs share the CWS-CARES 101 video with all staff impacted by CWS-CARES. We also encourage you to show the video to your teams in upcoming meetings or when someone contacts you to ask about CWS-CARES. We hope you can use this video as a tool to help jump-start conversations with your teams about the future.
If you have any questions, please do not hesitate to contact the CWS-CARES Implementation OCM Team.
March 05, 2025
Communications
All SPOCs and Technical Contacts:
EFFECTIVE March 19, 2025, CWS-CARES RELEASE 0.16 PRODUCTION RELEASE IS PLANNED TO MOVE INTO PRODUCTION
The CWS-CARES team has scheduled release activity that will interrupt connectivity to the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process for pilot counties Fresno, Placer, and Santa Clara. The release activity is planned to begin at 5:00 PM on March 19, 2025, and conclude at 11:00 PM. During this scheduled outage, users in pilot counties will not be able to access the CARES RFA application.
CWS-CARES Release 0.16:
The purpose of this release is to primarily deliver fixes for known issues, enhancements to behind-the-scenes functionality and security improvements to CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process.
CWDS is excited to share the new RFA features that are planned to be available following the implementation of CWS-CARES Release 0.16 on March 19, 2025, to the CARES-RFA Pilot County users. These new features are derived from user feedback as well as project planned enhancements.
As a resource to pilot counties, over the next few weeks, your organization can expect to receive information regarding a Webinar along with an updated Participant and Quick Reference Guide. These resources will provide the system users with details of the features/functionality that have been added since the last production release.
RFA Application Process:
The RFA Application process is the Receipt, Record, Submission, and Assignment of an Application. The RFA Application process was selected as the first software build for CARES. CARES will ultimately replace the legacy Child Welfare System CWS/CMS. The RFA Application Process will operate in a totally new Production Environment without integrating with other legacy systems, such as the CWS/CMS and CARES-Live applications.
RFA Application Process Features:
- Allows an applicant or County staff member to initiate an emergency or standard application to become a resource family home
- Creates a facility profile that tracks required information to complete this process, including background check results, completion of orientation and training hours, physical home assessment, and family evaluation
- Aggregates information into a report to recommend approval or disapproval of a resource family application
Action Required
RFA Pilot County users review new features in the CWS-CARES Production Environment after March 20, 2025.
All Release Notes, including information for this release once available, can be found here: RFA Application Process Release Notes and Interim Processes
March 04, 2025
Communications
External Systems Points of Contact, CARES SPOCs, County Leadership, CARES Implementation Coordinators, and OCM Coordinators:
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:
- 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.
- 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.
- 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.
- 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.
- FAQ Document Available: A FAQ is located on the Teams channel under CARES Data Dictionary FAQs Tab.
- 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.
- 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.
- Adding Staff to the Teams Channel: We kindly ask that you email CWDSDataManagement@osi.ca.gov 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.
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.
February 27, 2025
Communications
To: Core Constituent Points of Contact
The feedback you have provided in our quarterly Core Constituent Surveys is driving meaningful improvement in how we communicate, collaborate, and enhance the CWS-CARES experience. We are sharing a summary of the completed and in progress actions we have taken from your feedback.
Changes Made Based on Your Feedback
- Enhanced Feedback Process: You expressed a desire for better visibility into the status of the feedback you provide and clearer communication about the feedback process.
- Improved Meeting Scheduling and Experience: You shared that meetings should be scheduled in advance, a clear view of upcoming meetings should be available for planning, and agendas should include enough detail to help determine who needs to attend and assist with scheduling.
- A standardized Core Constituent Demonstration meeting invite template now includes specific details on agenda items and scenarios.
- The CWS-CARES Meeting Calendar is published monthly to reflect a 3 month view of upcoming meetings, including Core Constituent demonstrations, implementation meetings, and key workgroups. In Spring 2025, we will transition to a real-time meeting calendar on the CWDS webpage, ensuring accurate and up-to-date scheduling.
- Core Constituent demonstrations and key meetings are now scheduled at least 1 month in advance.
- Streamlined Access to Key Information: You requested big picture updates, an updated project roadmap, functionality updates, and demonstrations comparing CWS/CMS and CWS-CARES.
- The CARES Compass: Executive Summary and CARES Explorer: Project Newsletter keep stakeholders informed about project updates, including deep dives into service areas, system functionality, and interfaces.
- The updated CWDS Planning Roadmap is now available on the CWDS webpage.
- The CARES Experiences Timeline reflects organization activities and tasks that provide experiences for direct observation or participation in CWS-CARES up to Version 1 Go-Live.
- The Stakeholder Briefings include Product demonstrations with side-by-side comparisons of CWS/CMS and CWS-CARES.
Upcoming Changes
These items are planning for release in Spring 2025 to further enhance transparency and engagement:
- A Real-Time Meeting Calendar: A new CWDS Meeting & Event Calendar will launch on the webpage, ensuring accurate, up-to-date scheduling with direct access for Core Constituents.
- Big-Picture Project Updates: A Project Progress Summary will provide updates on CWS-CARES progress, including updates on Product, External Systems and Data Conversion, User Engagement, Implementation/OCM/Training, and Project Announcements/Engagement Opportunities.
- Core Constituent Orientation Guide: This resource will provide onboarding support resources for new Core Constituents, including links to key resources.
While there is still room for improvement, we want to keep you informed on what has been accomplished and what is underway. We will continue to share updates as we implement further enhancements.
Share Your Feedback in the Next Survey
We want to continue improving based on your input, and your participation is essential. Stay tuned for a request to complete the next Core Constituent Survey in March 2025.
Action Required
Please share this information with those at your organization who need to be updated.
February 25, 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 Monday, March 3, 2025, beginning at 6:00 AM and concluding at 8:00 AM. 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.
As part of the maintenance activity the Adobe AEM server and form rendering will not be available during this period of time.
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.
