CWS-CARES

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, February 17, 2026, beginning at 5:00 PM and concluding at 8:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.

During the maintenance window, document related functionality in the CARES application will not be accessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

County leadership, CARES SPOCs, CARES Implementation Coordinators, and Forms Workgroup Members:

Hello County Partners, 

As we transition from CWS/CMS to CWS-CARES, we are providing an update on how court reports are being developed. Our goal is to maintain the flexibility you currently have while streamlining the court report template development process. 

While court reports in CWS-CARES will maintain a structure similar to CWS/CMS, the process is changing. CWS-CARES introduces greater flexibility for court reporting by shifting the power to the counties, enabling them to build their own layouts and make modifications—a significant upgrade from the static build process in CWS/CMS.  

CWS- CARES will provide templates that can be leveraged as a starting point and counties will have full autonomy to design, build, and modify their county specific court reports at any time, with reduced reliance on the State team. The Project Team is developing three base template variations for each court report type, which differ only in their sections and how the content is organized. Base templates will be provided for the following: 

• Detention, Jurisdiction, Disposition, and Jurisdiction/Disposition Reports 
• Status Review Court and Interim Review Reports 
• 366.26 WIC and 241.1 WIC Reports 
• Order After Hearing, Declaration of Due Diligence, Ex Parte Application and Order Reports 
• 15- Day Review Report, Status Review NMD, Status Review Pre NMD 
• Addendum, Generic, and Acceptance of Transfer Reports 

We recognize that local court requirements vary. If the county approves one of the three provided base templates without modifications, no further action is required; the project team will handle all configuration setups.  Alternatively, counties may modify the templates’ language and formatting to suit their specific court needs, maintaining the same flexibility available in the current system. 

Next Steps & Support  

We will help counties prepare for using the CWS-CARES base court report templates to design and build their customized reports by providing detailed guides and "how-to" demonstration sessions on the template modification process and tools starting in February 2026 during the CWS-CARES Forms Workgroup meetings. County forms authors should plan to attend these important sessions, and the sessions will be recorded as well for those who are unable to attend. 

If you have questions regarding the development process, timelines, or technical specifications, please contact the CWS-CARES Forms Workgroup mailbox at otsicwdscaresforms@otsi.ca.gov 

For more general information on this area, refer to State and County Forms in CWS-CARES | Child Welfare Digital Services. 

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

In this Weekly Digest:

• Extended User Scenario Testing (EUST) 3 General Began February 2, 2026! 
• CWS-CARES is Observing President’s Day on February 16, 2026 
• CWS-CARES Core Constituent Demonstrations  
• CWS-CARES Frequently Asked Question (FAQ) of the Week 

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Extended User Scenario Testing (EUST) 3 General Began February 2, 2026! 

The first week of EUST 3 General is now complete; thank you to all 610 testers who logged in between Monday, February 2 and Friday, February 6, 2026!  As of Friday, February 6, the CWS-CARES project has collected 292 feedback items which are currently being processed and prioritized. We will continue to collect feedback until the conclusion of EUST 3 on April 3, 2026. Feedback results will be shared with EUST 3 participants in April 2026.  We truly appreciate your participation in the CWS-CARES testing process. Thank you for your continued collaboration! 

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CWS-CARES is Observing President’s Day on February 16, 2026 

The CWS-CARES Project will observe the President’s Day holiday on February 16, 2026. Please anticipate a delay in communications on this day. Due to the holiday, no Weekly Digest email will be distributed on Monday, February 16, 2026. Weekly Digest emails will resume on Monday, February 23, 2026. 

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CWS-CARES Core Constituent Demonstrations  

Here’s a quick look at the CWS-CARES Core Constituent Demonstrations from the previous and upcoming two weeks. These demonstrations give counties and partners a chance to see key features in action, learn what’s new or coming soon, and share feedback that helps shape ongoing improvements to CWS-CARES.  

View all the previous Product Demonstrations on the CWDS website: CWS-CARES Product Demonstrations. Please note, a log in is required to view all recordings. 

CWS-CARES Core Constituent Demonstrations Held February 2 - 6, 2026: 

• February 2, 2026, 9:00 AM – 12:00 PM: Resource Management (RM): RM Directory Search, Service Arrays and Service Providers 
• February 2, 2026, 3:00 PM – 5:00 PM: Financial Management: Homepages/Reports, Federal Report Cost-Tracking, etc.  

Upcoming CWS-CARES Core Constituent Demonstrations: * 

• No CWS-CARES Core Constituent Demonstrations are currently planned between February 9 – 20, 2026.  

*Please note that dates for CWS-CARES Demonstrations shared here are subject to change. Please check the CWDS Meeting and Event Calendar for the most up-to-date schedule. 

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CWS-CARES Frequently Asked Question (FAQ) of the Week 

We’re introducing a new feature in the CWS-CARES Weekly Digest: FAQ of the Week. Each week, we’ll highlight a common question from counties and partners, along with a clear, practical answer to help you better understand CWS-CARES functionality.  

February 9, 2026, FAQ of the Week 

Q: Within documents, is it possible to redact content? 

A: Yes, CWS-CARES allows users with the appropriate permissions to redact information in documents such as PDFs, Word files, and Excel files. All redacted documents are saved as PDFs, even if the original file was created in another format. 
Redaction can be done in two ways: 

• Manual redaction: selecting specific portions of the document to block out. 
• Automatic redaction: searching for a word or phrase and redacting all occurrences at once. 

Users must enter a reason for the redaction, and the system records who completed it and when. The original document is never changed – users can save the redacted version as either a new document or a new version of the original. 
Only users with the correct role-based permissions (such as case workers or supervisors) will see the redaction option, and access depends on their role and their access to the case or record. 

Have a question? Send it to Customer Relations at CWS_CustRel@otsi.ca.gov and we’ll be happy to help. To view all of the CWS-CARES FAQs, please visit the CWDS Website: CWS-CARES FAQs | CWDS Website.  

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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.

All SPOCs and Technical Contacts:

To prepare for CWS-CARES Mock Cycles and Production Simulation, the CWS-CARES Project will begin an automated process to end-date inactive CWS/CMS user logins. This effort helps ensure that only active users are set up with access in CWS-CARES. 

This process identifies CWS/CMS user logins that have not been used in the past 180 days and schedules those logins to be end-dated. This is standard account cleanup intended to reduce inactive or outdated system access as counties prepare for CWS-CARES. 

What This Means for Counties 

• This activity affects system access only. There are no impacts to caseloads, staff roles, office assignments, or authority. 

• User logins associated with an active County License Case (CLC) are excluded from the report. 

• All user accounts (active and inactive) will still be carried forward to CWS-CARES. 

County Review and Option to Exclude User Logins  

Counties will have an opportunity to review the list of user logins identified for deactivation. To accommodate staff on extended leave (such as administrative or maternity leave), counties may exclude up to 10 user logins from deactivation, if needed. 

A report will be available in SAFE in the FromOSI folder on February 2, 2026, titled: SCR9039_END-DATE_USERID_2026-02-02.xlsx. 

If your county wishes to exclude user logins: 

1. Use the Excel file provided. 

2. Keep only the rows (up to 10) for user logins you want excluded. 

3. Do not modify the file layout or formatting. 

4. Upload the file to SAFE in the ToOSI folder. 

If more than 10 exclusions are needed, please contact CWDS Customer Relations and include a brief explanation. 

Deadline: February 19 at 5:00 PM 
Files received after this deadline will not be accepted, and all user logins listed in the original report will be end-dated. 

Timing and Ongoing Process 

• This first run will process and end-date User IDs on February 21, 2026. 

• The 180-day inactivity threshold will remain in place through April 2026, giving counties additional time to review the list and adjust to new processes. 

• Beginning May, the inactivity threshold will change to 90 days, consistent with CWS-CARES access policy and the Production Simulation environment. 

• After February, this process will occur monthly until the transition to CWS-CARES: 

• Reports will be posted after the first weekend of each month 

• User logins will be deactivated during the fourth weekend of the month 

• Counties will receive advance notice of specific dates 

Restoring a User Login 

If a user login is end-dated and later needs to be restored, counties may submit a Help Desk ticket to reinstate the existing login and associated staff access. 

Action Required 

• Review the report of inactive CWS/CMS user logins when it becomes available in SAFE. 

• Submit an exclusion file (if needed) by February 19 at 5:00 PM to prevent up to 10 user logins from being end-dated. 

• No action is required if your county agrees with the list as provided. 

For questions or concerns, please contact the CWDS Customer Relations mailbox. 

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Tuesday, February 3, 2026, beginning at 5:00 PM and concluding at 8:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.

During the maintenance window, document related functionality in the CARES application will not be accessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

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

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

• Final Reminder: Register for the CWS-CARES Stakeholder Briefing #5

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Final Reminder: Register for the CWS-CARES Stakeholder Briefing #5

Stakeholder Briefing #5 will take place on Wednesday, January 28, 2026, from 10:00 AM – 12:00 Noon. Please forward this registration link and instructions to all organization staff and end users who may be impacted by the transition to CWS-CARES. View the agenda and register for the Stakeholder Briefing here: CWS-CARES Stakeholder Briefing #5: January 2026 | Registration.

Registration Instructions for Stakeholder Briefing #5:

• Register for the January 28, 2026 Stakeholder Briefing at this link: CWS-CARES Stakeholder Briefing #5: January 2026 | Registration. Registration is required to attend.
• After registering, you will receive a confirmation email from CalHHS Office of Technology and Solutions Integration within a few minutes. An example of the email is shown in the screenshot below.
• This confirmation email includes the "Join event" link at the bottom (blue arrow in the screenshot) and a calendar .ics attachment at the top (red box in the screenshot).
• Add the webinar to your calendar. The webinar will NOT be automatically added to your calendar. You must click the .ics attachment and manually add it to your calendar.

Please email Customer Relations at CWS_CustRel@otsi.ca.gov with any questions or if you need assistance registering for the January 28, 2026, Stakeholder Briefing.

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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.

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

In this Weekly Digest:

• New CWS-CARES Data Dictionary Update Available and 2026 Office Hours Schedule
• Reminder: Register for the CWS-CARES Stakeholder Briefing #5
• CWS-CARES is Observing Martin Luther King Jr. Day on Monday, January 19, 2026

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New CWS-CARES Data Dictionary Update Available and 2026 Office Hours Schedule
An updated version of the CWS-CARES Data Dictionary (V0.08) is available starting today, January 12, 2026:

• CWS-CARES Data Dictionary V0.08 will be available on the Microsoft Teams Channel: CARES Data Dictionary under Files.   
• The Intro tab of the CWS-CARES Data Dictionary highlights all updates in the new version, making it easy to see what’s new or changed.

Update: CWS-CARES Data Dictionary & SqlDBM Office Hours in 2026

As we move into 2026, Office Hours for the CWS-CARES Data Dictionary and SqlDBM will be provided through the Tableau/Salesforce CARES102 Environment Office Hours.

These Office Hours are held every Wednesday and will continue to offer a forum for questions, discussion, and guidance.

For questions related to CARES102 Office Hours, please contact: otsicwdsanalyticstransition@otsi.ca.gov.

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Reminder: Register for the CWS-CARES Stakeholder Briefing #5

Stakeholder Briefing #5 will take place on January 28, 2026 from 10 AM – 12 PM. Please forward this registration invitation to all organization staff and end users who may be impacted by the transition to CWS-CARES. Register here: CWS-CARES Stakeholder Briefing #5: January 2026 | Registration.

Frequently Asked Questions:

Q: What is the CWS-CARES Stakeholder Briefing?
A: The Stakeholder Briefing is a series of webinars with Project updates and system demonstrations. These webinars are an opportunity for all stakeholders to engage directly with CWS-CARES leadership.

Q: Who can attend CWS-CARES Stakeholder Briefings?
A: All stakeholders are invited to attend the Stakeholder Briefing. This includes end users, county leadership, Tribal representatives, SPOCs, Implementation Coordinators, and more.

Q: How do I register for Stakeholder Briefing #5?
A: Please register using the following link: CWS-CARES Stakeholder Briefing #5: January 2026 | Registration. 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. Registration is required to attend.

If you require any accommodations to attend this meeting, such as an ASL interpreter, please notify CWDS Customer Relations at: CWS_CustRel@otsi.ca.gov at least one week in advance, or as soon as possible.

Stakeholder Briefing #5 agenda:

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CWS-CARES is Observing Martin Luther King Jr. Day on Monday, January 19, 2026

In commemoration of Martin Luther King Jr., Project communications may be delayed on this date. The Weekly Digest will not be distributed on Monday, January 19, 2026, and will resume January 26, 2026.

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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 CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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 9, 2026, 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.

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.

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

• CWS-CARES Explorer Volume 2, Issue 4 – December 2025
• CWS-CARES Progress and Engagement Summary: December 2025
• The CWS-CARES Infographics, Slogans, and Flyers Webpage is Now Live!
• Happy New Year from CWS-CARES!

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CWS-CARES Explorer Volume 2, Issue 4 – December 2025

We are pleased to present the December 2025 issue of the CARES Explorer, the long‑form newsletter published each quarter! For the best experience, please open the link using the Microsoft Edge browser. This issue includes the following article topics:

Project Updates: Read a message from the Chief of Customer Success and view the January 2026 Stakeholder Briefing agenda. You can also review a printable one-page summary of new resources launched 2025 to stay connected with CWS-CARES!

Explore CWS-CARES: Learn about the upcoming Extended User Scenario Testing (EUST) 3 and how P-CIS will be integrated with CWS-CARES. Find information on available External Systems Meetings and a status update on CWS/CMS data conversion activities.

Implementation Corner: Read about the creative implementation events planned in Kern County and an update on the next CWS-CARES Pop-Up Shop. You’ll also find the latest updates on the Process Information Sessions, including a recap and timeline of each session.

We recommend that you share this newsletter at your discretion with staff that are impacted by the changes coming with CWS-CARES. You may also obtain all previous CARES Explorer issues on the CWDS website: CARES Compass/Explorer | Child Welfare Digital Services.

If you would like to receive future issues of the CARES Explorer newsletter, please subscribe to the CWS-CARES Weekly Digest. Those who have previously subscribed to the CARES Explorer or CARES Compass will automatically begin receiving Weekly Digest emails each Monday, which will include an Explorer issue every quarter.

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

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CWS-CARES Progress and Engagement Summary: December 2025

The December Progress and Engagement Summary is now available on the CWDS website. This monthly summary was specifically formulated as a direct response to your valuable stakeholder feedback. Each monthly summary includes the following data from the previous month:

• Participation rates for key meetings
• A list of product demos and topics covered, by date
• Updates from teams across the Project 

We encourage you to review and share the CWS-CARES Progress and Engagement Summary with your teams.

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The CWS-CARES Infographics, Slogans, and Flyers Webpage is Now Live!

CWS-CARES Infographics, Slogans, and Flyers are now available on the CWDS website. We encourage you to view, print, and share the available resources with anyone who may be interested in learning more about CWS-CARES.

Be on the lookout for new materials - we plan to update this page regularly. View the CWS-CARES Infographics, Slogans, and Flyers Webpage.

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Happy New Year from CWS-CARES!

Thank you to everyone who followed the CWS-CARES journey in 2025! We look forward to our continued partnership in the new year.

The Project is observing the New Year’s Holiday on January 1, 2026; communications may be delayed on this date. Due to the short work week, there will be no Weekly Digest email on January 5, 2026. Communications will resume on January 12, 2026.

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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 CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

Child Welfare Leadership, CWS-CARES Points of Contact: SPOCs, Implementation Coordinators, OCM Coordinators, Probation Points of Contact, Tribe Points of Contact:

Following our October 29, 2025, communication regarding the federal shutdown, APDU, and funding impacts, and in response to recent feedback from our federal partners, strategic adjustments have been made to the CWS-CARES readiness approach. These decisions, made collaboratively with the CWS-CARES Board of Directors, which includes a representative from the County Welfare Directors Association (CWDA), are designed to ensure the successful statewide CWS-CARES Go-Live in October 2026.  

The originally proposed CWS-CARES "Production Pilot" phase, which involved a full cutover for five counties starting in August 2026, is no longer feasible. Continuing with this plan would extend the Go-Live date beyond our current funding timeline, which would be challenging given state and federal budget constraints.

In place of the Production Pilot, we are implementing a Production Simulation environment starting in May 2026. The Production Simulation environment will be made available to 58 counties (child welfare and probation), Tribes with California Title IV-E Agreements, and state partners. Child Welfare Departments (CWDs) in all 58 counties will be expected to participate in the Production Simulation environment. Guidance will be issued to outline these expectations, to be fully executed using remaining and previously allocated Core Constituent Participation (CCP) funding. This environment will mirror the full CWS-CARES Version 1 system. It features CWS/CMS, CARES-Live, and RFA Greenfield converted data for referrals and cases, interfaces, and analytics enabling all participating organizations to test and validate operations in a realistic production-like setting. Converted external system data will be integrated as it becomes available. We are replacing the Production Pilot and planned testing activities with this expanded Production Simulation strategy. 

Child Welfare Digital Services (CWDS) will engage stakeholders to plan the Production Simulation rollout and determine the most effective way to manage county participation in testing and validation activities. The California Department of Social Services (CDSS) will provide further instructions through forthcoming guidance.

Key Benefits: 

• Statewide Early Access: Rather than limiting early access to a small group of counties, this environment provides access to all staff across all organizations that will be system users. This environment will start to be available five months prior to Go-Live. Guidance on usage and implementation will be forthcoming. 

• Real-World Validation: The simulation mirrors a live production environment, populated with fully converted data, referrals, and cases from every county. Staff will practice workflows, run reports and forms, perform validation on data, see the workflow with interfaces, and understand how role-based access controls will function.  

• Enhanced Readiness: Users will simulate actual business processes, enhance their system exposure with hands-on experiences, and coordinate testing and activities collaboratively across organizations. All organizations will practice and utilize the new CWS-CARES Service Desk processes within the context of the new system and its tools (e.g., logging tickets, tracking issues, managing knowledge articles). 

Path Forward Timeline: 

To support this revised strategy and ensure proactive planning, we are preparing the following: 

• A standing monthly leadership meeting between the CDSS, the Office of Technology and Solutions Integration (OTSI) Directorates, selected County Human Services Directors, and CWDA: This group will provide guidance and direction on refreshing areas of stakeholder engagement and address escalations as needed to support the successful implementation of CWS‑CARES.
• Engagement with and seek funding for CalSAWS so that the Foster Care Eligibility Determination (FCED) is available throughout the Production Simulation period:  The ability for counties to test FCED using converted, real case data throughout the Production Simulation period is essential to the success of this approach.
• Focused areas of stakeholder engagement to support this approach: We will establish three key areas of focus, likely leveraging existing project workgroups, to drive critical input from counties, Tribes with California Title IV-E Agreements, and state partners on key activities to make this approach successful. Beginning in January 2026, we will partner with CWDA to recruit and confirm county participants for these workgroups. These include:
  • Training and Implementation 
  • Production Simulation 
  • Service Desk: Incident Management, Request Fulfillment, Escalation processes, and Interim Governance for system changes 
• Pilot Workgroup Sunset: The original Pilot workgroup will be dissolved (sunset) as its purpose has been superseded by Production Simulation and the statewide readiness focus.
• Communication Evaluation: We will also gather feedback on our communication channels and improve how we support you through this transition. We want to identify exactly what is working and where we need to adjust our outreach to better support you. 

This is a significant change driven by external constraints and is imperative to meet our October 2026 Go-Live date. We acknowledge the challenges for all organizational partners and reaffirm our commitment to support readiness efforts. Your partnership remains vital as we proceed with this refined path to a successful statewide CWS-CARES implementation in October 2026. 

Action Required

No action is required.