CWS-CARES

CWS-CARES Scheduled Maintenance - Feb. 27, 2025 | 5 PM - 6 PM

All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Thursday, February 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. 

CWS-CARES Update to County Contacts Page

All CWS-CARES SPOCs and Technical Contacts:
As we continue to prepare for CWS-CARES v1, the CWDS project would like to remind and encourage you to fill in any missing fields on the County Contact Page of the Child Welfare Digital Services website. This includes making sure to complete the Information Security Officer, Privacy Officer, Probation IT Emergency Contact, Probation Privacy Officer, and Probation Information Security Officer fields on the CARES and CARES Probation Contact tabs (see screenshots 3 and 4). Having these contacts on record is important for the project.
The SPOCs can add this information via the Child Welfare Digital Services Admin Portal, which will immediately populate to the Website. Please reference your County Contacts Guide.
  • County Contacts Guide Location (Requires Child Welfare Digital Services Logon): On the CWDS website > Stakeholder Resources tab > CWS/CMS Users > County Logon column > CWS/CMS Guides> Website and Web Application Guides > County Contact Page Guide
  • County Contacts Website View Location (Requires Child Welfare Digital Services Logon): On the CWDS website > the County Info tab > County Contacts > select the County from the list (see screenshot 1) > CARES and CARES Probation tabs > Scroll down to the middle of the page to find the fields. (See screenshot 2)




Action Required:
Please add or update if needed your CWS-CARES and CWS-CARES Probation County Contact information on the Child Welfare Digital Services Website.

EUST 2 Survey Follow-Up – Training Requirement

Registered EUST 2 Participants:
Thank you for your participation in the recently distributed Brief Survey for EUST 2 Planning. As we continue to prepare for the upcoming EUST 2 period, CWDS Project Leadership wishes to ensure that all testers have the best possible experience while participating in EUST 2. Part of ensuring a successful testing experience involves confirming that our testing participants are appropriately trained on navigating CWS-CARES. As such, the training activities planned for EUST 2 will be a requirement in order to participate in the testing process.

We understand that attending the training activities will require an additional time commitment from our participants. However, the hands-on learning opportunities and instructions that participants will be provided during the planned curriculum will prove to be crucial in ensuring that testers are able to effectively navigate the system and provide their feedback efficiently.

Training will be conducted between March 17 to March 21, 2025. The time required for each class is dependent on the tester role, as follows:

Case Management Worker, Eligibility Worker, and Court Worker: Approximately 6-hour class
Date(s) & Timing Offered:
  • Daily, Monday (3/17) – Friday (3/21) - Please use the Brief Survey for EUST 2 Planning to indicate your training date preferences. Calendar invitations will be sent, and every effort will be made to accommodate respondents’ top choices.
  • 9 – 4pm (Breaks Included)
  • Following are the durations of topics covered for each tester role and are subject to change.
EUST 2 Training: Case Management Worker Timing
Introduction to CARES and CARES Navigation 30 min
Persons, Contacts and Tribal Inquiries and Documents, Change Assignment, Task 1 hour
Introduction to Investigations Engagement & Determination 45 min
Investigations Engagement & Determination
Practice
Introduction to Case Management 1 hour
Emergency Placement pre-RFA Home
STRTP
Practice
Introduction to Eligibility 30 min
Request Determination
Practice
Court Hearing Framework 1 hour
Practice
Case 30 min
Practice
JNET 10 min
Practice

Case Management Supervisor: 1-hour class
Date(s) & Timing Offered:
  • Daily (Immediately following the Worker program noted above)
EUST 2 Training: Case Management Supervisor Timing
Investigations, Determination and Supervisor 30 min
Practice
Case Management Supervisor 30 min
Practice
Probation: Approximately 3-hour class
Date(s) Offered:
  • Wednesday, 3/19, 9am – 12pm
  • Thursday, 3/20, 9am – 12pm
EUST 2 Training: Probation Timing
Introduction to CARES and CARES Navigation 30 min
Persons, Contacts and Tribal Inquiries and Documents, Change Assignment, Task 1 hour
Introduction to Case Management - Probation 1 hour
Cases
Placement RFA/FFA
Request Determination – Eligibility
Practice

CDSS/Resource Management: 1.5-hour class
Date(s) Offered:
  • Wednesday, 3/19, 2pm – 3:30pm
  • Thursday, 3/20, 2pm – 3:30pm
EUST 2 Training: CDSS/Resource Management Timing
Introduction to CARES and CARES Navigation 30 min
CDSS Oversight and Title IV E Staff Placement 1 hour
Practice

Makeup training will be offered on March 24 and March 25 from 9AM – 4PM.

Thank you again for your time and participation.

Action Required
Attend the required training sessions appropriate for your EUST 2 tester roles.

CWDS Website Update – CWS-CARES Public Library

All SPOCs:
We are pleased to announce a new resource available on the CWDS public website called the CWS-CARES Public Library. This new resource is designed to provide you with quick and easy access to articles about CWS‑CARES Product Features, Service Areas, Milestones, Teams & Roles, Data & Interfaces, and other important topics. 
  1. The CWS-CARES Public Library will be located under ‘Stakeholder Resources’ dropdown - navigate to ‘CWS-CARES Users.’

 
  1. On the ‘CWS-CARES Users page’ you will find the link to the CARES Public Library.

 
  1. On the CWS-CARES Public Library page, you can search by keyword or browse articles by category.​ No login is needed to access the articles.

 
  1. Click on any article title to view the full text on its own page.

 
  1. ​You can also share individual articles. From an article page, copy the web address in web browser to link directly to that article.

 
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 February 25, 2025.
 
Action Required
No action is required.

CWS-CARES Stakeholder Briefing #2 – UPDATE

To: Child Welfare and Probation CARES SPOCs and Child Welfare Implementation Coordinators
CC: County, Tribe, Probation, and State Leadership, and OCM Coordinators

February 14, 2025 UPDATE: We would like to notify everyone that the January 2025 Q&A (PDF) is now posted to the website. CWS-CARES Stakeholder Briefings | Child Welfare Digital Services.
_____________________________________________________________________________
February 4, 2025 UPDATE: Thank you for taking the time to attend the CWS-CARES Stakeholder Briefing #2 held on Wednesday, January 29, 2025. We were thrilled to have over 557 staff participate, representing an impressive 52 of the 58 California counties, tribal communities, as well as 13 Probation offices. Your active participation and engagement were invaluable.  
 
For your convenience, the presentation slides and recording are now available on our website at CWS-CARES Stakeholder Briefings | Child Welfare Digital Services.

We appreciate the comments and thoughtful questions you raised. We captured over 137 questions during the session, and we will be publishing the session’s Questions & Answers document to the website in the next few weeks.  
 
To stay up to date on the latest CWS-CARES project news, visit the CWDS website and subscribe to our project newsletters.  
We value your continued partnership and look forward to seeing you at the CWS-CARES Stakeholder Briefing #3 on June 25, 2025
 
If you have further questions or require additional information, please do not hesitate to contact CWDS Customer Relations. 
_____________________________________________________________________________
 
January 27, 2025 UPDATE: If you registered for the session, you should have received an email from CalHHS Office of Technology and Solutions Integration with an Outlook calendar invitation attachment containing the Webinar link. Please note that this invitation will not automatically be added as an event on your calendar; you must open the Outlook calendar invitation attached to the previous email and accept it.
  

Registrations are still being accepted. To register or re-register for the session, please use this hyperlink: Register for January 29th CWS-CARES Stakeholder Briefing Session  
 
We look forward to your participation. 
_____________________________________________________________________________
 
We hope you found our first Stakeholder Briefing Session in June 2024 informative and useful. We’re excited to announce our Second CWS-CARES Stakeholder Briefing Session to unveil new features, foster engagement, and drive user adoption.
Date: Wednesday, January 29, 2025
Time: 9:00 AM – 12:00 PM
Format: Webinar
The agenda includes: 
  1. Leadership Opening
  2. A Holistic Design & User Feedback Update
  3. Demonstrations and Feature Highlights:
    1. Intake & Investigations (what’s changed since the last session)
    2. Case Management
    3. The Foster Care Eligibility Determination (FCED) interface between CWS-CARES & CalSAWS
  4. An External Systems Update
  5. Implementation, OCM, & Training Updates
  6. Technology Updates
  7. Q&A
You may register for the session using the CWS-CARES Stakeholder Briefing #2 Registration page.
Registration takes less than a minute by entering your name, email, and county or organization. Once registration is complete, a meeting notice with the session information will be automatically sent to the email provided.

You may register for others or forward this email to staff that might be interested in attending the session. We encourage everyone to register by January 22, 2025.

The session will be recorded. For more information, please refer to the CWS-CARES Stakeholder Briefings page on the CWDS website which contains the session dates, past session recordings, and materials.
 
Action Required
You are invited to register for the CWS-CARES Stakeholder Briefing #2. We encourage registration by January 22, 2025. For additional questions, please email CWDS Customer Relations at: CWS_CustRel@otsi.ca.gov.

CWS-CARES Scheduled Maintenance - Certificate Renewal - Jan 17, 2025 | 5PM - 6PM

All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Friday, January 17, 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 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.

CWS/CARES: Thank You for Your Feedback – Core Constituent Survey Results Overview

All Core Constituent Survey Participants:
Thank you for participating in our third quarterly Core Constituent Survey and sharing your valuable insight on the CWS-CARES Core Constituent meetings.

For your awareness, we’ve attached a 1-page summary of the survey results, highlighting some of the feedback we received from participants.

You may forward this to members of your organization who completed the Core Constituent Survey or others who might find this information helpful. 

We appreciate your contributions and look forward to using your input to continue improving the Core Constituent meetings. 
 
Action Required
Please forward this email to any others who completed the Core Constituent Survey.  

CWS-CARES Meeting Calendar - January 2025 to March 2025 - UPDATE

To: Child Welfare Directors, Child Welfare Director-Alternates, Tribal Leadership, Probation Leadership, and Core Constituents CC: All CARES SPOCs and Implementation Coordinators

Child Welfare Leadership and Core Constituents,

January 15, 2025 UPDATE:  Correction: The previous version of the calendar included an RFA Prototype Demonstration on 2/10/2025. This has been removed in the updated attachment.
_____________________________________________________________________________


As part of our ongoing effort to provide you greater insight into upcoming meetings for the CWS-CARES project, please see the attached updated CWS-CARES Meeting Calendar for January – March 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 Core Constituent 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. A 1.5-hour EUST kickoff session is planned for the week of March 17-21, 2025, with the testing period scheduled from March 24 to April 18, 2025. 
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 Winter 2025.

If you have any questions, please contact CWDS Customer Relations.

CWS-CARES Stakeholder Briefing #2 – Registration Link and Details - REMINDER

To: Child Welfare and Probation CARES SPOCs and Child Welfare Implementation Coordinators
CC: County, Tribe, Probation, and State Leadership, and OCM Coordinators

We hope you found our first Stakeholder Briefing Session in June 2024 informative and useful. We’re excited to announce our Second CWS-CARES Stakeholder Briefing Session to unveil new features, foster engagement, and drive user adoption.

Date: Wednesday, January 29, 2025
Time: 9:00 AM – 12:00 PM
Format: Webinar

The agenda includes: 
  • Leadership Opening
  • A Holistic Design & User Feedback Update
  • Demonstrations and Feature Highlights:
    • Intake & Investigations (what’s changed since the last session)
    • Case Management
    • The Foster Care Eligibility Determination (FCED) interface between CWS-CARES & CalSAWS
  • An External Systems Update
  • Implementation, OCM, & Training Updates
  • Technology Updates
  • Q&A
You may register for the session using the CWS-CARES Stakeholder Briefing #2 Registration page.

Registration takes less than a minute by entering your name, email, and county or organization. Once registration is complete, a meeting notice with the session information will be automatically sent to the email provided.

You may register for others or forward this email to staff that might be interested in attending the session. We encourage everyone to register by January 22, 2025.

The session will be recorded. For more information, please refer to the CWS-CARES Stakeholder Briefings page on the CWDS website which contains the session dates, past session recordings, and materials.

Action Required
You are invited to register for the CWS-CARES Stakeholder Briefing #2. We encourage registration by January 22, 2025.

For additional questions, please email CWDS Customer Relations.

CWS-CARES Scheduled Maintenance | Jan. 25, 2025 9 PM - Jan. 26, 2025 9 PM

All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Saturday, January 25, 2025, beginning at 9:00 PM and concluding on Sunday, January 26, 2025 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, Tableau Online 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.