CWS-CARES

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

We are sharing important details regarding automatic system notification emails from the CWS-CARES Production Simulation environment (CARES100) and how this functionality may impact your staff.

Email Notification Schedule:

1. Email notifications start September 14 through September 18. Users may start receiving CWS-CARES emails as early as September 12 as the feature is enabled during the release window.
2. Email volume will be monitored through September 18. Based on system activity and feedback, automated emails may remain enabled through September 25 or longer.
3. Users with an assigned role in the Production Simulation (CARES100) environment may receive email notifications from CWS-CARES even if they are not actively logging in or participating in Prod Sim activities. 
4. Please continue to consolidate details at the county level and submit findings and observations regarding email volume and functionality through the appropriate Regional Tiered Support channel.
5. Further communications will be shared if these dates change.

Automated Email Triggers

While outgoing emails to external parties remain blocked, county users should expect potential automated system notification generated by Prod Sim (CARES100) activities. Common scenarios include:

1. Assignment Updates: Notifications sent to workers or supervisors when primary or secondary assignment change.
2. Approval Requests: Notifications triggered when a supervisor’s approval is requested.
3. Task Assignments: System alerts generated for newly assigned tasks with an upcoming due date.
4. RFA Portal or FFPSA Portal Account Activation: Welcome emails containing first-time login and password setup instructions sent when new user accounts are created.

Recognizing & Verifying CWS-CARES Emails

To help staff distinguish simulation emails, here are details on the messages:

1. Emails will display the CWS-CARES logo with a red banner stating “Sandbox Not a live System.” as depicted in the picture: 
   Email Alert Message.pdf
2. The subject line will begin with “Sandbox:” and arrive from one of these addresses:

1. • no-reply@cares.cwds.ca.gov
   • no-reply-test@cares.cwds.ca.gov
   • noreply@salesforce.com

3. System emails may include direct links to CWS-CARES records. If staff are uncertain about an email’s authenticity, they are not required to click the link and can instead log in to CWS-CARES directly and locate the record using its identifier.
4. Staff who prefer to configure personal email filtering rules must set them up individually per local county guidelines.

If you or your staff have questions or need to verify an email from CWS-CARES, please reach out through your Regional Tiered Support channel. Thank you for your continued partnership and support.

Please contact the Customer Relations mailbox for questions.

Action Required

Please share this communication with your staff that are impacted by this information.

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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.

County Security Administrators, System Administrators, and Authorized Provisioning Leads, CARES SPOCs, Implementation Coordinators, County Leadership, Tribe Leadership, and State Leadership:

Following up on the August 31^st communication regarding generic test accounts within the CWS- CARES Prod Sim (CARES 100) environment, the CWS-CARES Project is providing specific instructions on how County Security Administrators, System Administrators, and Authorized Provisioning Leads can revoke access for any remaining generic test accounts.

Required Actions for County Administrators

1. Immediately audit your system users and identify any generic, shared, or placeholder test accounts within CARES100 (Prod Sim).
2. Revoke the user access by following the step-by-step procedures Instructions for Revoking Generic Test Accounts in CWS-CARES as posted on the CWS-CARES System Updates & Release Notes | Child Welfare Digital Services page.
3. If you encounter technical issues and are unable to revoke a generic test account in Prod Sim (CARES100), please submit a ticket through the standard Tier 2 Help Desk so the project team can assist you directly.10

Thank you for your prompt attention to ensuring our security standards and audit compliance standards are maintained. Please reach out during the Production Simulation Office Hours if you have any questions regarding proper provisioning workflows.

If you have questions, please contact the CWDS Information Security mailbox.

Action Required

Please share this communication with all staff who should be aware of these details.  County Administrators are requested to immediately audit CARES 100 (Prod Sim) for generic test accounts and revoke their access using the provided guide or submit a Tier 2 Help Desk ticket if technical issues arise.

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

In preparation for CWS-CARES production go-live on December 7, 2026, user onboarding of CWS/CMS users for CWS-CARES Production environment (CARES) will begin on September 21, 2026. 

What Users Need to Know:

• Login Verification Only: From September 21, 2026, to November 20, 2026, users will login to CWS-CARES to confirm access.
• Application Access Locked: The CARES application tile will remain locked on the user dashboard. Access to CARES application will be enabled prior to go-live and a separate announcement will follow.
• No Individual User Emails: Because onboarding is statewide, individual user emails will not be sent. This notification serves to prompt all users – whether using Single Sign-On (integrated/co-existent) and or a direct account welcome email (non-integrated/dedicated) - to test their login.

CWS-CARES Production Access: Login Instructions by Type (Starting September 21, 2026):

• Non-integrated/Dedicated Counties & Organizations: Onboarded users will receive a system-generated welcome email with the subject “Welcome to CWS-CARES" from: no-reply@cares.cwds.ca.gov Users must click the activation link within seven days to set up their password and security questions.
• Integrated/Co-Existent Counties & Organizations: Users will not receive an activation email. Instead, users test access directly at this link by logging in with Single Sign-On (SSO) using their county-provided domain credentials.

Kickoff and Office Hour Meetings

Two onboarding kickoff meetings and Office Hour sessions will be conducted via Microsoft Teams Town Hall. The sessions have a maximum capacity of 10,000 attendees. American Sign Language (ASL) interpreters can be provided upon request; please contact Customer Relations at least five days in advance of the session. Onboarding sessions will be recorded.

Links to the kickoff meetings and regional office hours are available on the Production Simulation Hub. Meeting invitations will not be sent directly to individuals; counties and organizations should review the schedule and determine which sessions their staff should attend.

Available Sessions:

Onboarding Kickoff Meeting:

• Session 1: Monday, September 21, 2026 | 1:00 PM – 1:30 PM | Join via this link.
• Session 2: Wednesday, September 23, 2026 | 1:00 PM – 1:30 PM | Join via this link.

Onboarding Office Hours:

Action Requested:

   1. Log In: Access the CARES production environment.

      *SSO Users (Integrated/Co-existent): Log in using your county domain credentials.

      *Welcome Email Users (Non-integrated/Dedicated): Follow the link in your welcome email to set up your account, then log in.

   2. Verify Dashboard Access: Confirm you are automatically redirected to the main Dashboard page after logging in.

   3. Confirm Tile Access: Locate the locked CARES Application Tile on your dashboard to confirm your account is verified.

Thank you for your continued collaboration as we transition to CWS-CARES.

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.

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

Please join the Project Team for a CWS-CARES Production Simulation Kickoff Meeting for Resource Family Approval (RFA) and Family First Prevention Services Act (FFPSA) portals testing. The testing period for RFA and FFPSA portals is September 14 to September 25.

This optional meeting will introduce the purpose of portal testing, user expectations, how to access and test the portals, and support available. All RFA and FFPSA testers are encouraged to attend. The meeting will be recorded and shared with users on the CWS-CARES Production Simulation Hub.

All meetings will share identical content. You should only plan to attend one meeting:

• Meeting Option 1: Wednesday, September 9, 2026 | 1:00 PM – 2:30 PM 
  Register now at: Option 1: CWS-CARES Production Simulation Kickoff Meeting for RFA and FFPSA Portals Testing
• Meeting Option 2: Monday, September 14, 2026 | 10:00 AM – 11:30 AM 
  Register now at: Option 2: CWS-CARES Production Simulation Kickoff Meeting for RFA and FFPSA Portals Testing

Please note that each session is limited to the first 1,000 participants. If you are unable to attend, please review the recording that will be available on the CWS-CARES Production Simulation Hub.

If accommodation is needed, please contact the CWS-CARES Production Simulation Support Mailbox as soon as possible.

Action Required:

Please share the registration links and kickoff details with all staff involved in RFA and FFPSA portal testing.

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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:

• General
  • Important Update: CWS-CARES Go-Live Date Adjusted to December 7, 2026
  • System Updates & Release Notes on the Production Simulation Hub
  • Production Simulation Kickoff for RFA and FFPSA Portals Testing
  • Registration Now Open for Stakeholder Briefing #11
  • Two Weeks Left: Order Now at the CWS-CARES Pop-Up Shop!
• Implementation
  • BPR Delta Sessions Conclude: Review of Change Impacts Helps Organizations Prepare for CWS-CARES
  • OCM Guidance Resources Spotlight: Communications
  • Go-Live Support Planning Update
• Training
  • Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process
  • Facilitator and Quick Guide Updates
  • Guidance on Points of Contact for CARES 104 Access, Training, and Support
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: September 8, 2026

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General

Important Update: CWS-CARES Go-Live Date Adjusted to December 7, 2026

The CWS-CARES Board of Directors has moved the CWS-CARES Version 1 Go-Live date from Monday, October 26, 2026 to Monday, December 7, 2026. The change provides additional time to stabilize the system and support readiness activities across counties and organizations.

The extended timeline allows the Project to establish a firm system baseline, continue data conversion and validation, and finalize training materials. Users will also have more time to review converted and prepare local business processes before launch. Instructor-Led Training schedules remain the same.

Final updates to the cutover plan and Post Go-Live release strategy are in progress.

For more information, please see Important Update: CWS-CARES Go-Live Date Adjusted to December 7, 2026.

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System Updates & Release Notes on the Production Simulation Hub 

Prod Sim Release Schedule Adjustment for Labor Day Weekend

Every Monday, the CWS-CARES Project publishes new System Updates and Release Notes on the CWS-CARES Production Simulation Hub under the System Updates & Release Notes tab. Due to the Labor Day holiday, no release occurred on Monday, September 7, 2026, and the updates planned for that date will instead be included in the September 14 deployment.

All published updates are located on the System Updates & Release Notes tab in the left navigation bar. Below is a summary of the most recent release.

CWS-CARES Weekly Release Summary: August 31, 2026

The August 31 release delivered a range of corrections and improvements across the CWS-CARES system:

• 63 new user stories and 311 defect fixes enhancing system accuracy, reliability, and workflows across case management, placement, courts, and intake.
• 36 data conversion fixes applied across key data elements to improve child location details, administrative permissions, participant information, and intake narratives.
• 5 county-reported data validation issues resolved from Los Angeles, Fresno, San Diego, Santa Cruz, Humboldt, and Santa Clara, addressing field-identified data concerns.
• 53 ServiceNow incidents submitted by county partners were also resolved to support accurate and dependable system operation.

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

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Production Simulation Kickoff for RFA and FFPSA Portals Testing

Please join the Project Team for the CWS-CARES Production Simulation Kickoff Meeting for the Resource Family Approval (RFA) and Family First Prevention Services Act (FFPSA) portals testing period. The testing period for RFA and FFPSA portals is September 14 to September 25.

This optional meeting will introduce the purpose of portal testing, user expectations, how to access and test the portals, and support available. The meeting will be recorded and shared with users on the CWS-CARES Production Simulation Hub.

All meetings will share identical content.  You should only plan to attend one meeting:

• Meeting Option 1: Wednesday, September 9, 2026 | 1:00 PM – 2:30 PM
  • Register now at: Option 1: CWS-CARES Production Simulation Kickoff Meeting for RFA and FFPSA Portals Testing
• Meeting Option 2: Monday, September 14, 2026 | 10:00 AM – 11:30 AM
  • Register now at: Option 2: CWS-CARES Production Simulation Kickoff Meeting for RFA and FFPSA Portals Testing

If an accommodation is needed, please contact the CWS-CARES Production Simulation Support Mailbox as soon as possible.

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Registration Now Open for Stakeholder Briefing #11

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, September 23, 2026! Register now at: CWS-CARES Stakeholder Briefing #11 | Registration. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership. The full agenda for the September 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #11 | Registration page. Updates will include:

• Preparing for Go-Live
• What to Expect During Week 1
• Support Available During & After Go-Live

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on September 23, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

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Two Weeks Left: Order Now at the CWS-CARES Pop-Up Shop!

There’s still time to order from the CWS-CARES Pop-Up Shop #3! The shop will remain open until end of day on Friday, September 18, 2026. Place your orders at: CWS-CARES Pop-Up Shop #3 | Order Now.

The shop is open to all 58 California counties, Tribes, and partner organizations. CWS-CARES branded items are available for purchase using your own funds. For ordering and shipping details, please reference the Pop Up Shop 3 FAQs and Item Selection flyer.

Please contact CWDS Customer Relations with any questions. Happy shopping!

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Implementation

BPR Delta Sessions Conclude: Review of Change Impacts Helps Organizations Prepare for CWS-CARES

Between July 28 and September 2, 2026, the Business Process Re-Engineering (BPR) team held optional BPR Delta Sessions with 46 organizations across California, including 27 Child Welfare agencies, 12 Probation departments, and 7 CDSS Divisions. More than 275 individuals participated in these one-on-one conversations focused on building awareness of potential impacts to their existing operations, supporting readiness and preparation, and providing a clear summary of watch items as they continue planning for Go-Live. We encourage participating Organizations to use their unique Delta Session Change Impact Worksheet to review all change impacts and identify whether local procedures, policies, and checklists need revision, additional procedural training will be required for staff, etc.

Organizations that were unable to attend a Delta Session can independently complete a similar assessment by using the Change Impact worksheets for their specific Archetype (Large County, Medium County, Small County, Probation, CDSS). Worksheets are available on the Delta Session Materials page within the CWDS Implementation Portal, under Organizational Change Management à Business Process Re-Engineering. The Cover Page tab in the worksheet provides a description of the information included on all other tabs and how you can use this tool.

Thank you again to all organizations that participated. Please contact the CWDS Implementation Mailbox with any questions.

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OCM Guidance Resources Spotlight: Communications

As Organizations prepare for Go-Live, a clear Communications plan is one of the most critical resources available to them. It is a document that outlines the goals, objectives, tactics, and resources needed for effective communication with stakeholders throughout the CWS-CARES implementation. It includes a detailed plan of the types of communication, channels, timings, and the methods that will be used to convey relevant information to all stakeholders.

Strong communications drive organizational alignment, manages stakeholder expectations, and mitigates change risks. By clearly conveying information, timelines, and change impacts, Organizations minimize confusion, reduce resistance to change, and enable adoption of CWS-CARES.

To support communications, the CWS-CARES OCM Resources Page provides several helpful tools:

• CWS-CARES Communications Plan Template: This template can be leveraged for Organizations to build out their own communications plan and track progress against the established plan.
• CWS-CARES Baseline Communications Plan: A preloaded example communications plan with recommended communication topics and cadences to support go-live communications.
• CWS-CARES Awards Certificate Template: A certificate template Organizations can use to celebrate and showcase individual successes.
• CWS-CARES Infographics, Flyers, Slogans, and Branding Site: This site offers a variety of communication resources such as infographics, graphics for communications, best practices, and previously published public communications for Organization use.
• CWS-CARES User Resources: This page hosts a variety of materials for Organizations such as, Frequently Asked Questions (FAQS), CARES Explorer issues, historical Weekly Digests, Stakeholder Briefings, Bulletins, and Glossary items so that Organizations can stay up to date on the latest CWS-CARES communications and resources.

A well-executed communication strategy fosters confidence amongst impacted users and stakeholders, helping Organizations maintain business continuity from day one.

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Go-Live Support Planning Update

Over the past 2 weeks, the Project Team continued working through the Go‑Live Support Planning meetings with counties and partner organizations. Most sessions have been completed, with only a small number requiring rescheduling due to availability conflicts. The Implementation Team continues to maintain close engagement with all Organizations throughout September to finalize support plans, address outstanding readiness needs, and enable a smooth transition into Go‑Live..

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Training

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

Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot questions have been addressed. Responses can be found on the Implementation Portal under the Parking Lot Responses section.

Lead Trainers and county workers 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. Updated responses will be posted periodically.

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Facilitator and Quick Guide Updates

Ongoing updates to Facilitator and Quick Guides are currently being rolled out across the Learning on Demand page within the Implementation Portal. Each guide has been tagged with a “last-updated” date so users can easily distinguish new iterations from previous ones. Please be sure to bookmark the Learning on Demand and review the version dates periodically to confirm you are utilizing the latest versions.

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Guidance on Points of Contact for CARES 104 Access, Training, and Support

To provide timely support and accurate information, please refer to the guidance below on the appropriate lines of communication depending on the need as it relates to CWS-CARES Training:

• CARES 104 Access: For any questions or issues related to CARES 104 access, please reach out directly to your County SPOC.
• Instructor Led Training (ILT) Schedule: For inquiries regarding ILT scheduling, please contact your County Training Coordinator.
• Training Content: If you have questions or need support related to training content, email the CWDS Training Mailbox.
• Training Feedback: To provide feedback on training sessions, please complete the post‑training surveys offered at the conclusion of each course.
• California Child Welfare Training (CACWT) Enrollment Issues: If you have erroneously enrolled into a class or need support with enrollment, please reach out to your County Training Coordinator.

If you have additional questions or need assistance determining the right contact, feel free to reach out to CWDS Training Mailbox.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 8, 2026 

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

September 8, 2026 FAQ of the Week:

Q: Will all documents that have been scanned and imported in CWS/CMS be available in CWS-CARES Version 1 (CARES V1)?

A: Yes, all documents that have been scanned, imported and made available for cases in CWS/CMS will be available in CWS-CARES. Documents with valid file extensions that successfully pass the malware scan are migrated to CWS-CARES Version 1.

Any documents that are infected, corrupted, or have non-supported/invalid file extensions will be excluded and not brought over to CWS-CARES. Legacy documents will continue to be available in the read-only system and users will still be able to view, download, and print these documents. The limitation applies only to creating or editing documents in the legacy system. Additionally, all legacy generated documents up to April 17th, 2026, have been moved to Production Simulation otherwise known as CARES 100.

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

The project is writing to share an important update regarding the implementation timeline for CWS-CARES. During the September 3, 2026 CWS-CARES Board of Directors meeting, the board determined that additional time is needed before Go-Live to ensure system stability, as well as user and operational readiness across all counties and organizations. As a result, the CWS-CARES Version 1 (CARES V1) Go-Live date has been adjusted from Monday, October 26, 2026 to Monday, December 7, 2026.

This six-week schedule adjustment allows the Project to establish a firm system baseline, initiate a focused stabilization phase, and finalize critical end-user training materials aligned with Business Process Reengineering (BPR) outcomes. The extended timeline provides more space to complete data conversion and formal validation, ensuring county and organizational readiness before launch.

Shifting to December 7, 2026, brings advantages. Users have extended access to the Prod Sim (CARES 100) environment to validate converted data against the latest major release. This allows time for creating a more stable platform for user training, updates to local business processes, and prepare for Go-Live. Additionally, while the Instructor-Led Training (ILT) schedule remains unchanged, trainers can offer tailored refresher sessions, Data Extract partners and County Report developers have increased time to ensure V1.0 readiness, and organizations can continue executing their Organizational Change Management (OCM) activities.

Next Steps: Final adjustments to the cutover plan and Post Go-Live release strategy are underway, and we look forward to providing details soon.

We appreciate your continued partnership and shared dedication to a successful, transition for all users, counties, and organizations.

Action Required:

Please share this communication with staff who are impacted by this information, so that they are aware.

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Security Protocols for Prod Sim Case Data

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

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

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

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

Binti Counties: Child Welfare leadership, County SPOCs, Implementation Coordinators, Binti County Coordination Meeting Attendees, CARES 105 Binti Data Validation Testers:

Following the update on CWS-CARES Binti Data Conversion Decision & Next Steps – 8/11/2026, this communication covers Binti contracts, 181 Report planning, a new Binti Data Validation Workshop Series, and resources.

Linked to this email, you will find four resources:

1. Interim Guidance Document: Managing RFA, Emergency Placements, and External Systems Processes at CARES V1 Go-Live
   • Instructions and reference documents for managing RFA applications, active homes, and emergency placements.
2. RFA and FFPSA Portal Fact Sheet
   • A quick reference summary of resources, training and support.
3. External System Data Conversion Opt-Out Letter Template (Word) (PDF)
   • Counties seeking to opt out of external system data conversion for CWS-CARES V1 must submit a formal request using this template.
4. End to End Resource Family Approval Process:
   • Outlines the steps required to submit an RFA application in CWS-CARES

These resources are also posted on the External Systems Portal.

Binti Contracts Guidance

Counties should assess their need for a Binti contract extension by evaluating current expiration dates against the volume and projected completion timeline of in-progress RFA applications. Once active processing in Binti ends, instances may be shifted to read-only access.

Because Binti data conversion is targeted for August 2027, counties are strongly advised to include early termination provisions to maintain flexibility if timelines shift. Additionally, counties intending to retain a local copy of their Binti data extracts must establish secure storage protocols prior to transition.

While the COTS waiver funding select counties expires in October 2026, the CWS-CARES Project is actively seeking approval for an extension via an As-Needed request. As a reminder, an Advance Planning Document (APD) is required for any initiation, amendment, or renewal of software licensing agreements for child welfare external systems, and written State approval must be obtained prior to executing any contract changes.

Additional contract guidance is available on the CWDS Frequently Asked Questions | Child Welfare Digital Services.

181 Report Planning

Please note that while CWS-CARES will capture the necessary data, it must be accumulated over time before full automated reporting is available in CWS-CARES.

Guidance on reporting steps across CWS-CARES, Binti, and legacy systems remains under review. The California Department of Social Services (CDSS) will provide formal direction at Go-Live outlining both interim reporting procedures and the long-term process for generating the 181 Report. Specific steps across CWS-CARES, Binti, and legacy systems are currently under review pending final decisions on converted data dependencies.

New Binti Data Validation Workshop Series

A new biweekly meeting series, the Binti Data Validation Workshop has been scheduled on Thursdays from 1:00 PM to 2:30 PM starting September 24 to November 12, 2026, with a kickoff session scheduled separately on Thursday, September 10 at 10:30 AM. The workshop series invitation was sent on August 20, 2026 to Binti County Single Points of Contact (SPOCs), Implementation Coordinators (ICs), and DCVAL / CARES 105 Users.

This collaborative forum will be used to support county data validation and cleanup, review conversion results and defects, address anomalies, and discuss upcoming action items, with flexible agendas tailored to current priorities and county needs. Counties are encouraged to forward the invite to any additional relevant staff.

To better connect program, CWS-CARES development and practice knowledge with data conversion of these systems, Jeff Dent, Service Manager for Resource Family Homes, will facilitate these sessions and lead the program efforts for CWS-CARES V1 External System Data Conversion. Naomi Robledo has transitioned to other branch priorities and will no longer be involved in this effort.

External Systems Data Conversion Opt-Out Process

While integrating external system data into CWS-CARES offers significant value, we recognize that the high level of effort required for conversion may outweigh the benefit for every county. Counties seeking to opt out of external system data conversion for CWS-CARES V1 must submit a formal request from their County Child Welfare Director to the CDSS Child Welfare System Branch Chief via the CWDS External Stakeholder Coordination Unit mailbox using the External System Data Conversion Opt-Out Letter Template provided here: External System Data Conversion Opt-Out Letter Template (Word) (PDF).

This request must outline a clear business rationale—such as existing data parity in CWS/CMS or reduced operational effort—and include a commitment to fully adopt CWS-CARES V1 at Go-Live for all applicable child welfare activities including Resource Family Approval (RFA), Emergency Placements, Family Finding, and Resource Family Homes (RFH). Furthermore, counties must submit a transition plan to detailing how existing active records will be managed prior to Go-Live, ensuring all new cases originate directly in CWS-CARES and the external system is shifted to Read-Only access no later than July 31, 2027.

Additionally, the submission must explicitly acknowledge that the State will not convert this data at a later date and that the county assumes full financial and operational responsibility for retaining legacy data for audit compliance.

For any specific questions, please reach out directly to your designated External Systems contact or the CWDS External Stakeholder Coordination Unit mailbox.

Thank you for your continued partnership and working with us on data conversion activities.

Action Required

Please share this communication with all staff who should be aware of these details.  For any specific county questions, please reach out directly to your designated External Systems contact.

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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.

County Security Administrators, System Administrators, Authorized Provisioning Leads, CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, and State Leadership:

It has come to our attention that generic, test login credentials (e.g., generic training logins, shared Prod Sim, or Training credentials) are being created or requested within the CWS-CARES Prod Sim (CARES 100) environment.

This communication serves as an official notice that the creation, use, or facilitation of unauthorized or generic accounts in any environment with production data is strictly prohibited.

Unlike legacy systems (such as CWS/CMS), CWS-CARES relies strictly on individual identity authentication for user auditing, system logging, and access control. Per the California SAM (State Administrative Manual) and SIMM (Statewide Information Management Manual) policies (SAM 5300-5, SAM 5360, NIST 80-53 Rev5 (IA-2)), every account in Prod Sim (CARES 100) or any technical environment with production data must map directly to an authorized, authentic individual.

County or office administrators must not attempt to bypass local directory integration, change automated email attributes, or establish dummy accounts to shortcut provisioning processes.

Any unauthorized, shared, or generic accounts identified in Prod Sim (CARES 100) or any technical environment with production data will be revoked immediately to protect system security and data integrity.

Required Actions for County Administrators

1. Immediately discontinue creating or requesting generic or placeholder user profiles within CARES 100 / Prod Sim.

2. Verify that all active user profiles assigned within your county or administrative scope correspond to valid, single-user identities.

3. If your county encounters onboarding delays or permission mapping issues, do not implement unauthorized workarounds. Instead, submit a ticket through the standard Tier 2 Help Desk so the project team can assist you directly.

We appreciate your prompt attention to maintaining the security standards of the CWS-CARES environment. Please reach out to the project help desk if you have any questions regarding proper provisioning workflows.

If you have questions, please contact the CWDS Information Security mailbox.

Action Requested:

Please share this communication with all staff who should be aware of these details.  

CWDS Customer Relations

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

In this Weekly Digest:

• General
  • CWS-CARES is Observing Labor Day on September 7, 2026
  • System Updates & Release Notes on the Production Simulation Hub
  • CARES Explorer August 2026 Issue Now Available
  • CWS-CARES Stakeholder Briefing #10 Recap | Registration Open for Stakeholder Briefing #11
  • The August 2026 Progress and Engagement Summary is Now Available
  • The CWS-CARES Pop-Up Shop is Now Open
• Implementation
  • OCM Guidance Spotlight on Measurement and Evaluation
  • Readiness Checkpoint Three Completed
• Training
  • Train-the-Trainer (TTT) Program Successfully Completed
• CWS-CARES Functionality   
  • CWS-CARES Functionality Spotlight: August 31, 2026

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General

CWS-CARES is Observing Labor Day on September 7, 2026

The CWS-CARES Project will observe the Labor Day holiday on September 7, 2026. Please anticipate a delay in communications on this day. Due to the holiday, the next Weekly Digest will be distributed on Tuesday, September 8, 2026.

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System Updates & Release Notes on the Production Simulation Hub 

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

CWS-CARES Weekly Release Summary: August 24, 2026

The August 24 release delivered a range of corrections and improvements across the CWS-CARES system:

• 101 defect fixes aimed at improving system reliability, accuracy, and user experience across case management, courts, intake and investigation, and resource management.
• 38 data conversion fixes across nine core data elements, addressing issues in child locations, administrative permissions, participant details, and intake narratives.
• 10 county‑reported data issues resolved from El Dorado, Tulare, Placer, Sonoma, Humboldt, Kern, and Stanislaus, improving data accuracy and system consistency.
• ServiceNow incidents submitted by Los Angeles, San Diego, Santa Clara, Fresno, and Riverside were also addressed to ensure reported issues are resolved effectively.

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

Upcoming Release Information

The August 31 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

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CARES Explorer August 2026 Issue Now Available

We are pleased to present the Volume 3, Issue 4 of the CARES Explorer, the long‑form newsletter published every other month! For the best experience, please open the link using the Microsoft Edge browser. This issue includes the following topics:

Project Updates:

• Upcoming Activities at CWS-CARES
• Production Simulation: Preparing for Go-Live Together
• The CWS-CARES Pop-Up Shop #3 is Open for Business!

Explore CWS-CARES: 

• CWS-CARES & Integration: Connecting Data Across Systems
• SafeMeasures® and SDM® Assessments in CWS-CARES: An Update from Evident Change
• Resource Spotlight: CWS-CARES Support Model Fact Sheet

Implementation Corner: 

• CWS-CARES Training in Full Motion Across California
• Spotlight: Marin County's Small Team, Big Momentum
• Implementation Readiness: Preparing Counties for Go‑Live
• Preparing for Change: Processes, Readiness & Resources

We recommend that you share this newsletter with all staff impacted by the changes coming with CWS-CARES. All previous issues of the CARES Explorer and CARES Compass are available to view on the CWDS website: CARES Compass/Explorer | Child Welfare Digital Services.

View the articles from all issues of the CARES Explorer in the CWS-CARES Public Library, a searchable, sharable repository of information related to CWS-CARES. The Public Library is available on the CWDS website on the Resources for CWS-CARES Users page.

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CWS-CARES Stakeholder Briefing #10 Recap | Registration Open for Stakeholder Briefing #11

CWS-CARES Stakeholder Briefing #10 – August 26, 2026: 

Thank you to everyone who attended CWS-CARES Stakeholder Briefing #10 on Wednesday, August 26, 2026! We were pleased to have 443 participants across 47 counties and over 5+ partner organizations join the session live. We also received several questions during the session, which we are working to answer and share with you as soon as possible.

The session recording is now available on the Stakeholder Webinar Materials page under Stakeholder Briefing #10.

Please log in with your county or organization email address to view the recording. An accessible PDF of the presentation slides and a summary of the session Q&A will be available in the coming weeks in the same location.

CWS-CARES Stakeholder Briefing #11 – September 23, 2026: 

Registration is now open for the next CWS-CARES Stakeholder Briefing! We encourage you to attend Stakeholder Briefing #11 on Wednesday, September 23, 2026. Register now. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment (which is a digital calendar file format) in the registration confirmation email to your calendar.

All stakeholders are welcome to attend. Updates will include:

• Preparing for Go-Live
  • What to Expect During Week 1
  • Decommissioning Plan
• Support Available During & After Go-Live

View the full agenda on CWS-CARES Stakeholder Briefing #11: September 2026. We hope to see you on September 23, 2026!

Please contact Customer Relations at CWS_CustRel@otsi.ca.gov with any questions.

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The August 2026 Progress and Engagement Summary is Now Available

The CWS-CARES Progress and Engagement Summaries provide a concise overview of the collaborative efforts and achievements of CWS-CARES. The August Progress and Engagement Summary features engagement analytics for the July 2026 reporting period across the following subject areas:

• CWS-CARES Communications
• Stakeholder Briefing #9 – July 2026
• Forms and Data
• External Systems, Interfaces, and Analytics
• Implementation, OCM, and Training
• Production Simulation
• Resources Available on the CWDS Website

View all CWS-CARES Progress and Engagement Summaries on the CWDS website: CWS CARES Progress and Engagement Updates

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The CWS-CARES Pop-Up Shop is Now Open!

We are excited to announce the opening of CWS-CARES Pop-Up Shop #3! The shop is now live, and you can begin shopping here: CWS-CARES Pop-Up Shop #3 | Order Now. It will remain open until the end of the day on Friday, September 18, 2026.

All 58 California counties, Tribes, and partner organizations have the opportunity to purchase CWS-CARES branded items using their own funds at this limited-time online store. For more information on ordering and shipping, please review the Pop Up Shop 3 FAQs and Item Selection flyer.

Please contact CWDS Customer Relations with any questions. Happy shopping!

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Implementation

OCM Guidance Spotlight on Measurement and Evaluation

As Organizations prepare for Go Live, the Organizational Change Management (OCM) team wants to spotlight the OCM Measurement and Evaluation resource, which offers a practical way to understand how ready stakeholders are for the transition. It helps Organizations move beyond assumptions by providing evidence-based insight into how well staff are absorbing training, understanding expectations, timelines, and preparation steps, and where additional support may be needed.

To support assessments, the CWS-CARES OCM Resources Page provides several helpful tools:

• CWS‑CARES Measurement and Evaluation Guidance: An overview of purpose, expected outcomes, and recommended survey approach and activities.
• CWS-CARES Sample Stakeholder Engagement Survey Metrics: Examples of metrics Organizations can use to assess engagement and readiness.
• CWS-CARES Sample Stakeholder Engagement Survey Questions: Suggested questions that Organizations can use or tailor for their surveys.

Conducting a readiness survey about six to eight weeks before Go-Live captures stakeholder feedback early enough to act on the results and address any last-minute gaps or needs.

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Readiness Checkpoint Three Completed

On August 24, the Implementation Team facilitated Readiness Checkpoint Three, providing Project Leadership with a comprehensive assessment of statewide and project readiness ahead of Go-Live. The session covered progress across all readiness domains, highlighted behind‑pace items and emerging risks, and outlined key focus areas for September. Readiness Checkpoint Four will take place on Monday, 9/28.

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Training

Train-the-Trainer (TTT) Program Successfully Completed

We are thrilled to celebrate the completion of our Train-the-Trainer (TTT) program. Through TTT, designated county Facilitators and Support staff gained early familiarity with the curriculum ahead of other county users so that they can effectively support CWS-CARES trainers in Instructor Led Training (ILT) delivery. This marks a significant achievement as the participants are now equipped with the curriculum, facilitation methods, and training materials they will use to support staff throughout implementation. Congratulations and thank you to all who participated!

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: August 31, 2026 

This week, the CWS-CARES Functionality Spotlight highlights a set of Frequently Asked Questions (FAQs) focused on Learning Paths.

August 31, 2026 FAQs of the Week: Learning Paths

Q: What are Learning Paths?

A:  Learning Paths are curriculum maps built for 37 permission roles ranging from AAP Eligibility Resource to State Rate Bureau Worker. Each map outlines the recommended On‑Demand Learning Enablement modules, Instructor-Led Training (ILT) courses, and the estimated training time.

Q: Why are course titles in the Learning Paths different from what I see for On-Demand or ILT?

A:  The course titles displayed on Learning Paths may differ slightly because the maps use shortened or simplified names for clarity. Even if the wording is slightly different, the courses are the same and cover the intended content.

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

Please be advised that the scheduled deployment release outage for the CWS-CARES Production Simulation (CARES 100) and DC Val (CARES 105) environments this weekend has been extended beyond its normal timeframe. Please note that this additional time — from 8:00 a.m. to 2:00 p.m. — will allow us to deliver long-awaited new features and functionality for counties and organizations.

Updated Outage Schedule:

• Environment: Production Simulation (CARES 100) and DC Val (CARES 105)
• Outage Start: Friday, August 28, 2026 at 5:00 PM
• Estimated End: Saturday, August 29, 2026 at 2:00 PM

We are aware that several counties may have specifically planned and scheduled weekend work within these environments. We sincerely apologize for the significant inconvenience and disruption this extended downtime will cause to them. Our technical teams are working diligently to complete this release and restore full access as quickly as possible.

Please contact the Customer Relations mailbox for questions.

Action Required: 

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