News

CWS-CARES Weekly Digest - October 19, 2026

October 19, 2026 Communications

CWS-CARES Weekly Digest

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

In this Weekly Digest:

General
- System Updates & Release Notes on the Production Simulation Hub
- Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12
- Updated: CWS-CARES High Level Roadmap
- Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page
- Updated FCED Resource Now Available
Production Simulation
- Prod Sim (CARES 100) Now Reopened with Refreshed Data
Training
- Reminder: Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: October 19, 2026

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General

System Updates & Release Notes on the Production Simulation Hub

As part of the planned CWS-CARES Production Simulation Data Refresh activity occurring from October 7 through October 18, the Production Simulation (Prod Sim) environment was temporarily unavailable.

Because Prod Sim was offline throughout this refresh window, the CWS‑CARES Project did not publish a release on Monday, October 12, 2026.

The October 19 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub once it is officially posted. More details on the October 19 data refresh are available in the Production Simulation article, below.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12

Thank you to the 310+ stakeholders who have already registered for the next Stakeholder Briefing on October 21, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, October 21, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #12: October 2026. 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.

The full agenda for the October 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #12 Registration page. Updates will include:

Project Status Update
Feature & Functionality Fixes
Implementation Update

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on October 21, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

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Updated CWS-CARES High Level Roadmap

An updated CWS-CARES Planning roadmap is now available in the CWDS Roadmap page within the CWDS website. The roadmap provides a high-level overview of the project lifecycle from 2024 through 2027, including key phases and milestones as we approach the updated Version 1 (V1) Statewide Go-Live on December 7, 2026.

To view the full roadmap, please visit the CWS-CARES High Level Roadmap on the CWDS website.

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Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page

The CWS-CARES Project published two updated resources in the CWS-CARES Fact Sheets, Guides, and Flyers page on the CWDS website.

CWS-CARES Resources at a Glance

An updated version of the CWS-CARES Resource Flyer is now available. This one-page resource provides an overview of key CWS-CARES resources available on the CWDS website, including:

Demonstrations, Implementation Portal, Production Simulation Hub, and FCED & External Systems Hub
FAQs and Glossary, Fact Sheets, Guides & Flyers, and Newsletters & Articles
Practice & Development Environments

CWS-CARES System Modernization Infographic

An updated CWS-CARES System Modernization Infographic is now available. This resource provides a high level of overview of the system modernization features and benefits that go live on December 7, 2026. It covers:

New Features and Benefits – Including connections across systems, modern user experience, accessibility and compliance, secure cloud storage, customizable forms, and smarter data handling
Production Simulation – An overview of Production Simulation as a full practice environment loaded with real case data

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Updated FCED Resource Now Available

New Fact Sheet: Common Error Messages for FCED Transactions

The CWS-CARES Project Team has updated the FCED Transaction Guide - Mandatory Fields Fact Sheet to include fields required for Adoption Assistance Program (AAP) transactions. AAP fields are included on pages 8 – 14 of the fact sheet.

View the FCED Transaction Guide: Mandatory Fields fact sheet on the CARES V1 Training Quick Guides folder and the Fact Sheets, Guides and Flyers webpage on the CWDS website.

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Production Simulation

Prod Sim (CARES 100) Now Reopened with Refreshed Data

As of October 19, the Production Simulation environment (CARES 100) is now available with refreshed data. Users now have access to converted data as of September 20, 2026, including Sealed and Sensitive data, along with additional code and data fixes. The refreshed environment provides users with more current data and functionality to support continued validation closer to CARES V1 Go-Live. Review the October 19 System Updates & Release Notes on the CWS-CARES Production Simulation Hub for additional details on data and code fixes.

Snowflake Database

The Snowflake database has also been refreshed with converted data as of September 20, with updates to Sealed and Sensitive data and data conversion fixes. County Developers and Data Extract partners may continue extract development, Tableau Report development, and validation.

FCED Testing

Following the CalSAWS and Prod Sim refreshes, case links between CWS-CARES and CalSAWS have been re-established with refreshed records. CWS-CARES cases have been updated with converted data as of September 20, 2026, however, CalSAWS records reflect converted data as of September 25, 2026. CWS-CARES users can manually initiate case links for any converted Eligibility Records that were not automatically linked to active CalSAWS cases.

Prod Sim User Testing Priorities

To ensure data is accurate when CWS-CARES Go-Live, testers should prioritize CWS/CMS data validation in their Prod Sim activities until November 7, 2026. Starting November 20, Prod Sim support will end. Users access to the environment will continue, but no additional code or data fixes will be deployed after this date.

Additional details on the CWS-CARES data refresh were shared in the CWS-CARES Prod Sim (CARES100) Data Refresh and Key Readiness Dates communication on September 18, 2026. View the communication on the CWDS Bulletins.

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Training

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

Training Parking Lot questions and responses can be found on the On-Demand Training Library under the Parking Lot Responses section.

Organizations 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.

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CWS-CARES Functionality

CWS-CARES FAQ Spotlight: October 19, 2026

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

October 19, 2026, FAQ of the Week:

Q: What updates can you provide regarding improvements to Case Plan functionality, given the current limitations caused by requiring the CANS to be completed first?

A: The Project suspended the rule requiring a Child and Adolescent Needs and Strengths (CANS) assessment prior to a Case Plan completion, enabling users to either pre‑populate needs from an approved CANS or manually enter needs when a CANS is not yet completed.

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - October 12, 2026

October 12, 2026 Communications

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):

General
- Reminder: All Weekly Digests and Updates Available on Bulletin
- System Updates & Release Notes on the Production Simulation Hub
- Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #12
- CWDS Glossary Updates – 3 New Terms Added!
Implementation
- Updated OCM Resources
- Super User Readiness Meetings
- Readiness Checkpoint Four Completed
Training
- Desk Guides for CWS-CARES Workarounds are Coming Soon
- Reminder: Probation Instructor-Led Training
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: October 12, 2026

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General

Reminder: All Weekly Digests and Updates Available on Bulletin

Please note that the Weekly Digest and all other content, including the most recent updates on maintenance notices, and system releases, are available on the Bulletins page within the CWDS website.

If you have any questions, please contact Customer Relations for additional support.

System Updates & Release Notes on the Production Simulation Hub

As part of the planned CWS-CARES Production Simulation Data Refresh activity occurring from October 7 through October 18, the Production Simulation (CARES100) environment will be temporarily unavailable.

Because Prod Sim is offline throughout this refresh window, the CWS-CARES Project did not publish a release on Monday, October 5, 2026. The next set of System Updates & Release Notes will be issued when the environment is restored on Monday, October 19, 2026.

All previously published updates are available on the System Updates & Release Notes tab in the left navigation bar. A summary of the October 19 release will be included in the Weekly Digest following the environment’s return.

Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #12

Thank you to the 230+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, October 21, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, October 21, 2026, from 10:30 AM to 12:00 PM.  All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #12: October 2026. 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.

The agenda for the October 2026 Stakeholder Briefing has been modified slightly to prioritize time for county questions. Session topics and times are now planned as follows:

10:30 AM - Project Status Update with Executive Leadership

10:45 AM - October Prod Sim Refresh: Features & Functionality Fixes

11:30 AM - Implementation Update

The full agenda is available on the CWS-CARES Stakeholder Briefing #12 Registration page.

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on October 21, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

The September Stakeholder Briefing #11 materials are now available on the Stakeholder Briefings and Webinars page of the CWDS website! Resources include the meeting recording, Q&A Summary, and presentation slides.

CWDS Glossary Updates – 3 New Terms Added!

The CWDS Glossary includes a list of acronyms and defined terms relevant to the CWS-CARES Project, searchable by keyword. Each term is defined within the context of CWS-CARES and updated regularly.

As of October 12, 2026, three new terms have been added to the CWDS Glossary:

OKTA - Okta is a cloud-based identity and access management service that provides secure user authentication for applications. It helps organizations manage logins, user accounts, and access permissions across systems.

Object ID - An Object ID is a unique identifier assigned to a user, group, application, or other object within an identity directory (such as Azure Active Directory). It is used by systems to reliably reference and manage that specific object.

SSO - Single Sign-On (SSO) is an authentication method that allows users to log in once and then access multiple connected systems or applications without needing to re-enter their credentials. It improves security and simplifies the user experience.

Search the CWDS Glossary by keyword to learn more about CWS-CARES!

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Implementation

Updated OCM Resources

New and updated Organizational Change Management (OCM) resources have been added to the CWS-CARES Implementation Portal to support your readiness activities. The following materials are now available:

Change Impacts Tracker: A log of documented changes introduced by CWS-CARES. This file also includes an Excel tab labeled “October 1, 2026 Update” with a concise description of changes since the last version for easy review.

Key Legacy Terminology Crosswalk: A reference showing how legacy system terms compare to CWS-CARES terminology. This tool can be used with the Change Impacts Tracker to support consistent understanding and communication.

The Change Impacts Tracker and Terminology Crosswalk are updated monthly, as necessary, and the current versions are as of 10/1. Please take a moment to review these resources and share them with your teams as needed.

Super User Readiness Meetings

We are excited to announce the continuation of Super User Readiness Meetings. The existing meeting series will continue in its bi-weekly cadence through October 27, 2026. For more information, meeting materials, and Super User resources, please reference the Super User Readiness page on the CWS-CARES Implementation Portal.

Readiness Checkpoint Four Completed

On October 5, 2026, the Implementation team facilitated Readiness Checkpoint Four, providing project leadership with a comprehensive assessment of statewide and project readiness ahead of Go-Live. The session reviewed progress across all readiness domains, highlighted behind‑pace items and emerging risks, and outlined key focus areas for October. Organizations will receive a detailed breakdown of their tasks and corresponding progress as part of their September readiness reports. In addition, Implementation Leads will be reaching out to organizations to support completion of any remaining components of their Go‑Live Support Plans, including those that require additional information or have not yet been finalized. This outreach is intended to accelerate readiness and confirm that all required elements are complete prior to Go‑Live.

Note: The Go-Live extension shifted Readiness Checkpoint Four to 60 days before the December 7 Go-Live date. Readiness Checkpoint Five will occur 30 days before Go-Live.

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Training

Desk Guides for CWS-CARES Workarounds are Coming Soon

We have heard the questions and strong interest around the CWS-CARES Version 1 (CARES V1) Go-Live workarounds. The Training Team is developing 82 Desk Guides that will provide approved guidance to support these workarounds. These materials are planned for release soon and will be available prior to Go-Live on the On-Demand Training Library within the CWS-CARES Implementation Portal.

Stay tuned for additional communications once they are published.

Reminder: Probation Instructor-Led Training

We are pleased to share that CWS-CARES Probation Instructor-Led Training (ILT) is now certified for Standards and Training for Corrections (STC) credit through the Board of State and Community Corrections (BSCC). The STC certification number is 09401669, and the training is approved for 8 hours of STC credit. If there are any questions about receiving STC credit, please contact the CWS-CARES Training mailbox.

Probation ILT continues to run daily through October 20, 2026. Probation staff are encouraged to register and participate in these sessions to build familiarity with CWS-CARES while earning STC credit.

CACWT Account Creation Update

To support registration for CWS-CARES Probation ILT, Juvenile Probation staff can now self-register for a CACWT account using the new Juvenile Probation CACWT Self Registration page. Step-by-step self-registration instructions are available at CACWT Self-Enrollment Instructions. Please share these resources with probation staff who have not yet created a CACWT account.

Confirm Your Access to the Training Environment (CARES104)

Before attending ILT, please confirm that you can access Training (CARES104): Training (CARES104). Please contact the CWS-CARES Training mailbox for questions.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: October 12, 2026

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

October 12, 2026 FAQ of the Week:

Q: Will there be improvements to the search functionality, and what enhancements can users expect?

A: The following Search enhancements were deployed to Production Simulation (Prod Sim, or CARES100) on August 29, 2026:

The Person and RM (Resource Management) Directory Search now use the “And” operator instead of “Or,” resulting in more precise and narrowed search results.

In Person Search, the “Sex at Birth” and “Approximate Age” criteria are now fully functional. Phonetic search for first and last names has also been enabled to make it easier to locate the intended individual. Previously reported performance issues, where searches took up to 2 minutes to return results, have been resolved.

In RM Directory Search, multi-select capability for placement category types is now available.

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

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Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - Oct. 5, 2026

October 05, 2026 Communications

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):

Production Simulation
- Reminder: Upcoming Prod Sim (CARES100) Data Refresh
- Prod Sim Office Hours Temporarily Canceled During Data Refresh
- Reminder: Adoptions Support Clinic on October 6
- RFA and FFPSA Portal Testing Extended in Prod Sim
General
- System Updates & Release Notes on the Production Simulation Hub
- Registration Now Open for Stakeholder Briefing #12
- New: Binti Data Conversion Workshop Series
- CWS-CARES Support Model Transition Update 
- New Due Dates for Forms and Reports on the Go-Live Readiness Checklist
- New Fact Sheet Available: CWS-CARES Foster Care Placement Fact Sheet
- Thank You for Ordering Items at the CWS-CARES Pop-Up Shop!
Implementation
- Reminder: Make-Up Instructor Led Training Offered Virtually
CWS-CARES Functionality
- CWS-CARES FAQ Spotlight: October 5, 2026

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Production Simulation

Reminder: Upcoming Prod Sim (CARES100) Data Refresh

Prod Sim (CARES100) has a planned data refresh and environment update from October 7, 2026, at 8:00 AM through October 19, 2026, at 8:00 AM and is unavailable during this time. Training (CARES104) and County Dev (CARES102) will remain available to users with existing access during the outage. When Prod Sim (CARES100) reopens on October 19, 2026, users will gain access to updated functionality and legacy converted data as of September 20, 2026, with Sealed and Sensitive data along with code and data fixes.

This refresh will overwrite all prior user-created and interface-driven data in CARES100, resetting the environment so that new validation activities can begin using refreshed datasets (with separate user permission guidance provided to administrators). Simultaneously, the Snowflake database will update with the September 20 conversion data and fixes, allowing County Developers and Data Extract partners to resume extract validation and Tableau report development.

Prod Sim Office Hours Temporarily Canceled During Data Refresh

All regularly scheduled Prod Sim (CARES100) Office Hours are canceled from October 7–18 while the environment undergoes its planned data refresh and update. Office Hours will resume October 19. 

During the outage, users who need assistance with the Training (CARES104) environment may request an appointment with the Tier 2 Support Team during the regular Office Hours’ time slots: 

10:00–11:00 AM PT

2:00–3:00 PM PT

To request an appointment, contact your region’s Prod Sim email support inbox.

Reminder: Adoptions Support Clinic on October 6

A quick reminder that Production Simulation is hosting an optional Adoptions Support Clinic this week on Tuesday October 6, 2026, from 10:30 AM to 12:00 PM The meeting details are posted to the Production Simulation Hub and have been sent directly to CARES SPOCs to share with the appropriate participants in their organization. Please continue to refer to Production Simulation Hub for ongoing updates, schedules, and recordings.

Recommended Audience:

End users and Super Users who interact with adoptions cases in CWS-CARES, including but not limited to Case Management Workers, Eligibility Workers, and Adoptions Workers.

RFA and FFPSA Portal Testing Extended in Prod Sim

Testing for the Resource Family Approval (RFA) Portal and Family First Prevention Services Act (FFPSA) Portal in CWS-CARES Production Simulation (Prod Sim) has been extended and will remain available for the duration of the Prod Sim window. Both portal testing and email functionality will remain active before and after the upcoming data refresh.

RFA Portal: Enables prospective and existing Resource Families (caregivers, foster parents, adoptive parents) to complete and submit RFA documentation.
FFPSA Portal: Enables Community Based Organizations (CBOs) and counties to exchange prevention-related information, service referrals, and required service delivery/cost data.

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General

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: September 28, 2026

The September 28 release delivered several corrections and improvements across the CWS-CARES system:

83 defect fixes improving reliability, accuracy, and user experience across case management, resource management, intake and investigation, and courts.
Multiple ServiceNow incidents resolved across Alameda, Contra Costa, Humboldt, Los Angeles, Marin, San Diego, San Joaquin, San Luis Obispo, Santa Clara, and Yuba.
High‑level updates improving Case Management, Screening, Investigations, and Courts, Adoption, Permanency, and Placement, Prevention Services, FFPSA, and Federal Reporting, Resource Family, RFA, Recruitment, and Resource Management, Shared Services, Person Search, Profiles, and Access.
21 data conversion fixes addressing child location, person records, health and education information, eligibility, case records, rate records, unit assignment, service‑provider details, and participants.
9 county‑reported data issues resolved from San Luis Obispo, Humboldt, San Diego, Placer, Ventura, and Sonoma.

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

Upcoming Release Information

System Updates & Release Notes will continue to be published every Monday. The October 5 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

Registration Now Open for Stakeholder Briefing #12

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, October 21, 2026! Register now at: CWS-CARES Stakeholder Briefing #12: October 2026. 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 October 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #12: October 2026 page. Updates will include:

Preparing for Go-Live
Project Status Update
Implementation Update
Feature & Functionality Fixes

Thank you for participating in our Stakeholder Briefing webinar series!  We hope to see you on October 21, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

New: Binti Data Conversion Workshop Series

County staff are invited to attend the next Binti Data Conversion Workshop on Thursday, October 8, 2026 from 1 to 2:30 PM. Workshops are held every other Thursday and offer a collaborative forum to review Binti data conversion results, discuss identified issues, and receive support with data cleanup and validation.

To attend the meeting, please contact the CWDS External Stakeholder team to be added to the meeting series.

CWS-CARES Support Model Transition Update 

The Project previously shared plans to transition several support functions to the new CWS-CARES Help Desk beginning September 30. Following the adjustment of the CWS-CARES V1 Go-Live date to December 7, 2026, this transition will no longer take effect on September 30.

Counties should continue using current support channels, including ServiceNow for Production Simulation (Prod Sim) support, until further notice.

The transition from ServiceNow to Salesforce Service Cloud is now anticipated for late October. Training, guidance, and updated transition details will be shared in advance to help support a smooth transition.

Please see the CWS-CARES Support Model Transition Update communication for full details.

For questions, please contact Customer Relations.

New Due Dates for Forms and Reports on the Go-Live Readiness Checklist

In alignment with the revised December 7 CWS-CARES Version 1 (CARES V1) Go-Live date, the deadlines for forms and reports development have also been adjusted in the Go-Live Readiness Checklist. All forms and reports development and validation activities must now be completed by November 13, 2026. At that time, the Project will migrate the forms and reports from CARES100 to the Production/Go-Live environment.

New Fact Sheet Available: CWS-CARES Foster Care Placement Fact Sheet

The CWS-CARES Project Team has released a new fact sheet on Placement Search, Ending Placements, and Foster Care Data Exchange

The fact sheet highlights:

Placement Search: The Placement Search feature helps Social Workers find available placements for a child, compare potential placements, and associate one or more placements to the child on a single screen.
Ending a Placement: Workers can end a current placement by adding the End Date and selecting an End Placement Reason from the dropdown, including an Entered in Error option for placements entered incorrectly.
Foster Care Data Exchange: The new Foster Care Eligibility Determination (FCED) interface connects CWS-CARES to CalSAWS, allowing CARES Social Workers and CalSAWS Eligibility Workers to share documents, rate determinations, and payment information electronically.

For more information, please see the Foster Care Placement Fact Sheet resource on the CWDS website.

Thank You for Ordering Items at the CWS-CARES Pop-Up Shop!

The CWS-CARES Pop-Up Shop #3 closed on Friday, October 2, 2026, with over 2,400 items ordered. Thank you for showing your support for CWS-CARES! Review the information below for what to expect next:

Item Status

The following items have met the minimum order totals and will be sent to production:

Curvaceous Matte Silver Ballpoint (Pack 10)
Noah 32 oz. Double Wall Insulated PP Tumbler
Non-Woven Budget Shopper Tote Bag
2” x 1” Small Silver Rectangular Slider Tin with Mints

The remaining items will be removed from all orders and not charged.

When to Expect Your Items

There is a 3-week processing time for producing items. Shipping times are dependent on the shipping method selected at checkout. For more information on item processing and shipping, please review the CWS-CARES Pop-Up Shop #3 FAQs. Please contact  CWDS Customer Relations with any questions.

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Implementation

Reminder: Make-Up Instructor Led Training Offered Virtually

Do not stress if someone missed an Instructor Led Training (ILT) session; make‑up trainings are still running through Friday, October 23! These virtual sessions are an easy way for staff to catch up and stay on track with your organization’s existing training plan. Just hop into the California Child Welfare Training (CACWT) Portal and use the Unique Course ID to search for the section and enroll.

Reach out to your Organization’s Training Coordinator for details on Course IDs, schedules, or assistance with Make-Up training enrollment.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 14, 2026

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

September 14, 2026 FAQ of the Week:

Q: What is the final disposition of the Essential Stories?

A: There were 313 total stories considered and discussed to determine essentiality for Go-Live launch.

83 enhancement stories delivered in Version 1.1 by March 1, 2027
115 enhancement stories delivered in Version 1.2 by May 1, 2027.

All workarounds are intended to be short, simple actions. Directions and screenshots were released to counties on September 4. For full details, log into the System Updates & Release Notes page of the Production Simulation Hub and access the CWS-CARES Interim Workaround Guidance document.  Additional details can also be requested through CWDA.

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

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Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - September 28, 2026

September 28, 2026 Communications

CWS-CARES Weekly Digest

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):

General
- System Updates & Release Notes on the Production Simulation Hub
- One Week Left to Purchase from the CWS-CARES Pop-Up Shop!
- Registration Open for Stakeholder Briefing #12 | CWS-CARES Stakeholder Briefing #11 Recap
- Reminder: Go-Live Support Plans Due September 30, 2026
- New Fact Sheet Now Available: An Introduction to County Forms Development and Conversion
- The September 2026 Progress and Engagement Summary is Now Available
Training
- CWS-CARES Probation Training Now Eligible for STC Credit
Implementation
- New Resource Posted: CWS-CARES BPR Delta Session Q&A 
- New OCM Resource: Leadership Toolkit
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: September 28, 2026

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General

System Updates & Release Notes on the Production Simulation Hub

CWS‑CARES Weekly Release Summary: September 21, 2026

The September 21 release delivered several corrections and improvements across the CWS-CARES system:

110 defect fixes improving reliability, accuracy, and user experience across case management, resource management, intake and investigation, and courts.
Multiple ServiceNow incidents resolved across Santa Clara, Fresno, Los Angeles, San Diego, Sonoma, Placer, Kings, San Joaquin, Mendocino, and others.
High‑level updates across Adoption, Permanency, and Placement, Case Management, Screening, Investigations, and Courts, Prevention Services, FFPSA, and Federal Reporting, Resource Family, RFA, Recruitment, and Resource Management, Shared Services, Person Search, Profiles, and Access
27 data conversion fixes addressing absence records, allegations and dispositions, child location, court work items, organization details, persons, collateral, and attendees, presumptive transfer dates, rate records, removal information, team meetings, and unit‑member values.
9 county‑reported data issues resolved from Humboldt, Los Angeles, Orange, Sacramento, Sonoma, Santa Clara, and San Diego.

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

Upcoming Release Information

System Updates & Release Notes will continue to be published every Monday. The September 28 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

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One Week Left to Purchase from 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, October 2, 2026. Place your orders at: CWS-CARES Pop-Up Shop #3 | Order Now.

Currently, only the Curvaceous Matte Silver Ballpoint pen has met the minimum order total required for production. The Gildan Ultra Cotton T-Shirt and Non-Woven Tote Bag are close to meeting the required minimums. We encourage all stakeholders to consider making a purchase before October 2 to build excitement for CWS-CARES. Items that do not meet the minimum totals will be removed from orders and not charged.

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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Registration Open for Stakeholder Briefing #12 | CWS-CARES Stakeholder Briefing #11 Recap

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

Thank you to everyone who attended CWS-CARES Stakeholder Briefing #11 on Wednesday, September 23, 2026! We were pleased to have 336 participants across 42 counties and over 4+ partner organizations join the session live. We also received 52 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 #11.

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 #12 – October 21, 2026: 

Registration is now open for the next CWS-CARES Stakeholder Briefing! We encourage you to attend Stakeholder Briefing #12 on Wednesday, October 21, 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
Project Status Update
Implementation Update
Feature & Functionality Fixes

View the full agenda on CWS-CARES Stakeholder Briefing #12: October 2026. We hope to see you on October 21, 2026! 

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

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Reminder: Go-Live Support Plans Due September 30, 2026

A reminder that Organization Go‑Live Support Plans are due on Wednesday, September 30, 2026.

Implementation Teams are asked to review the Go Live Support Plan template provided by their Implementation Lead and complete any required customization.

What’s Needed:

Open and review the template shared by your Implementation Lead
Customize the plan to reflect your organization’s structure, local processes, and staffing
Establish clear Tier 1 support coverage for Day 1 of CWS-CARES Go Live
Confirm points of contact, escalation pathways, and local support roles

Why This Matters:

Each organization needs a clear, prepared support model in place, so staff are fully supported on Day 1 of CWS-CARES.

Need Help?

Your Implementation Lead is available to answer questions and assist with any customization needs.

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New Fact Sheet Now Available: An Introduction to County Forms Development and Conversion

The CWS-CARES Project Team has released a new fact sheet providing an introductory guide to County Forms Development and Conversion in CWS-CARES Version 1 (CARES V1). The fact sheet provides an overview of the forms migration process and key information to support county readiness ahead of Go-Live.

The fact sheet covers the following topics:

Building Forms: All forms and reports required for business processes will be developed by November 13, 2026. The Project recommends using Production Simulation (CARES100) to build and test forms against real, converted data. Adobe Experience Manager (AEM) is the recommended tool for building and editing forms in CWS-CARES.
Validating Forms: Available forms should be validated before Go-Live to ensure they are ready for county use. County Forms Authors and Prod Sim users are encouraged to practice using and reviewing forms against converted data in Prod Sim.
Migrating Forms: Once forms are developed and validated in Prod Sim, counties determine which forms are ready for production. The Project will then migrate those forms to CARES V1.
Maintaining and Updating Forms After Go-Live: The Project will release additional statewide forms periodically after CARES V1 Go-Live, with counties participating in testing phases coordinated by the Project.

For more information, please see the Introduction to Forms Conversion and Validation in CWS-CARES resource on the CWDS website.

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The September 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 September Progress and Engagement Summary features engagement analytics for the August 2026 reporting period across the following subject areas: 

CWS-CARES Communications
Stakeholder Briefing #10 – August 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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Training

CWS-CARES Probation Training Now Eligible for STC Credit

The CWS-CARES Project is pleased to share that the CWS-CARES Probation Instructor-Led Training (ILT) is now certified for Standards and Training Corrections (STC) credit through the Board of State and Community Corrections (BSCC). The STC certification number is 09401669, and the training is approved for 8 hours of STC credit.

Probation ILT began September 21 and runs daily through October 20. Probation staff are encouraged to register and participate in these sessions to build familiarity with CWS-CARES while earning STC credit.

For full details, including CACWT account creation instructions and how to confirm access to the Training Environment (CARES104), visit the CWS-CARES: Probation Training Now Eligible for STC Credit article within the CWDS page.

Please contact the CWS-CARES Training mailbox for questions.

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Implementation

New Resource Posted: CWS-CARES BPR Delta Session Q&A 

Thank you to all Organizations that participated in the CWS‑CARES Business Process Re‑engineering (BPR) Delta Sessions. We truly appreciate your engagement, openness, and your willingness to explore the Change Impacts. 

During these sessions, participants raised a number of thoughtful questions and sought clarification on several statewide business change impacts. In response, the Implementation Team collaborated with Service Managers, County Consultants, and SMEs to gather responses to the questions gathered during the sessions. 

We are pleased to share that the BPR Delta Sessions – Consolidated Q&A file is now available on the CWS-CARES Implementation/Organizational Change Management Portal under the Business Process Re-engineering Session Materials section. This resource compiles responses across both the All Change Impacts and Probation tabs of the worksheet and is designed to support Organizations as they review upcoming changes and begin internal readiness conversations. 

What’s Included: 

A consolidated set of Q&A from all Delta Session follow‑ups 
Clarifications on statewide workflow assumptions and operational impacts 
Additional context to support Change Impact worksheet review and local planning

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New OCM Resource: Leadership Toolkit

We are excited to announce that the CWS-CARES Leadership Toolkit has been published on the CWS-CARES Organizational Change Management (OCM) page, within the Implementation Portal. This comprehensive resource is designed to support leaders through every step of the CWS-CARES transition. It provides practical tools, conversation guides, and support resources to help teams successfully navigate and adopt organizational changes resulting from the implementation of CWS-CARES Version 1.

Please Note: A few questions remain outstanding. As additional information becomes available, the document will be updated and reposted on the implementation portal.

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CWS-CARES Functionality

CWS-CARES FAQ Spotlight: September 28, 2026

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

September 28, 2026, FAQ of the Week: 

Q: For Self-Paced courses, will Organizations determine who will take which learning path?

A: The Learning Paths include recommendations on which users, based on permissions, should take which Self-Paced courses. The Organizations will make the final determination on who from their Organization needs to take which courses.

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

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_________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - UPDATE

September 22, 2026 Communications

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

September 22, 2026 - UPDATE: Postponed – Health & Education Passport (HEP) Support Clinics

The HEP Support Clinics originally scheduled for September 23 and September 24 have been postponed. We are working to identify a new date and time. Once the updated schedule is confirmed, we will communicate the details to you and post them on the Prod Sim Hub main page.

We appreciate your patience and will keep you posted as scheduling is finalized.

__________________________________________________________________________________________

September 21, 2026: In this Weekly Digest (click the link for more information):

General
- System Updates & Release Notes on the Production Simulation Hub
- CWS-CARES Production Simulation (CARES 100) Data Refresh and Key Readiness Dates
- Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #11
- New CWS-CARES Fact Sheets Now Available
- New: Monthly Readiness Report
- CWS-CARES Pop-Up Shop Now Open Through October 2, 2026!
Production Simulation
- Health Education Passport (HEP) Support Clinic 3 Reminder
Implementation
- OCM Guidance Spotlight on Stakeholder Engagement
- Fresh Training Content Added to the Implementation Portal
Technical Updates
- CWS-CARES Data Dictionary Version 0.13 Now Available
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: September 21, 2026

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General

System Updates & Release Notes on the Production Simulation Hub

Due to the Labor Day holiday, there was no CWS‑CARES release on Monday, September 7, 2026, and the updates planned for that date will instead be included in the September 14 deployment.

CWS-CARES Weekly Release Summary: September 14, 2026

The September 14 release delivered several corrections and improvements across the CWS-CARES system:

150 defect fixes improving reliability, accuracy, and user experience across case management, resource management, intake and investigation, and courts.
New functionality enabled in Production Simulation, including email notifications for assignment changes, approval requests, task assignments, and portal account activation. The RFA Portal and FFPSA Portal are also available for simulation and testing.
Multiple ServiceNow incidents resolved across counties including Humboldt, San Diego, Los Angeles, Marin, San Luis Obispo, Santa Clara, Kings, Monterey, Contra Costa, Sonoma, and Tulare.
High‑level improvements across Adoption, Adoption Assistance Program (AAP) & Permanency; Case Management, Referrals, Courts, and Investigations; Family First Prevention Services Act (FFPSA), Prevention Services, and Federal Reporting; Resource Family, Resource Family Approval (RFA), Recruitment, and Resource Management; Shared Services, Person Search, Profiles, and Access
27 data conversion fixes addressing child location, health information, organization records, person details, plan data, potential connections, removal records, and screening relationships.
5 county‑reported data issues resolved from San Diego, Humboldt, Fresno, and Tulare.

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

Upcoming Release Information

System Updates & Release Notes will continue to be published every Monday. The September 21 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

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CWS-CARES Production Simulation (CARES100) Data Refresh and Key Readiness Dates

As part of ongoing readiness efforts for the December 7, 2026 CWS-CARES Version 1 (CARES V1) Go-Live, the Project will refresh the Production Simulation (CARES 100) environment to provide users with more current converted data and additional system fixes for continued testing. Key dates include:

September 24: CalSAWS data refresh; existing CARES-to-CalSAWS links will be cleared
September 28 – October 6: CalSAWS will be available, allowing users to test new cases and new transactions
September 28: Final planned Prod Sim (CARES100) weekly deployment before the refresh
October 7–18: Prod Sim (CARES100) temporarily unavailable; Training (CARES104) and County Dev (CARES102) environments remain available
October 19: Prod Sim (CARES100) reopens with refreshed data and approximately 2–3 weeks of accumulated code and data fixes
November 20: Prod Sim (CARES100) support ends; user access to the environment will continue, but no additional code or data fixes will be deployed to this environment.
December 7: CWS-CARES V1 Go-Live in separate, Production environment

Please continue testing in CARES100 and reporting identified issues throughout the remaining Production Simulation period.

For full details, refer to the CWS-CARES Prod Sim (CARES100) Data Refresh and Key Readiness Dates in the CWDS website.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #11

Thank you to the 280+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, September 23, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, September 23, 2026, from 10:30 AM to 12:00 PM.  All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

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.

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
CWS-CARES Release Timeline
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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New CWS-CARES Fact Sheets Now Available

The CWS-CARES Project Team is releasing a series of fact sheets addressing county questions about CWS-CARES Version 1 (CARES V1) features. Two new fact sheets are now available.

CWS-CARES Search Functionality

This fact sheet provides a guide to CWS-CARES search functionality and recent enhancements. It covers the application-wide Global search and targeted search options, including Person Search, Resource Management Directory, and Placement Search. The fact sheet also highlights recent enhancements such as more precise search logic, phonetic name search, additional search criteria, and improved person, provider, and resource searches.

For more information, please see the CWS-CARES Search Functionality Fact Sheet - September 2026 - ACC in the CWDS website.

FCED Transaction Guide: Mandatory Fields

This fact sheet serves as a reference guide for all mandatory fields required to complete a successful Foster Care Eligibility Determination (FCED) transaction from CWS-CARES to CalSAWS, and where to find them in the system. The guide covers mandatory fields across outbound data sets including Case Link, Case Workers, Individual Demographics, Communications, Determination Details, Incidental, Home of Removal, Income Assets, Placement Authority, Placement, Kin-GAP, Court Information, Extended Foster Care, and Adoption Assistance Program (AAP).

For more information, please see the FCED Transaction Guide: Mandatory Fields in the CWDS website.

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New: Monthly Readiness Report

The August Monthly Readiness Report was distributed to Organizations the week of September 7th. The update highlights key readiness milestones, current progress, and upcoming adoption activities across the Project and Organization. Please review the report to stay informed on ongoing progress towards the CWS-CARES Go-Live.

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CWS-CARES Pop-Up Shop Now Open Through October 2, 2026!

The CWS-CARED Pop-Up Shop #3 has been extended and will remain open through end of day Friday, October 2, 2026! Place your orders at: CWS-CARES Pop-Up Shop #3 | Order Now.

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

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Production Simulation

Health Education Passport (HEP) Support Clinic 3 Reminder

A quick reminder that Production Simulation is hosting HEP Support Clinics this week:

9/23/2026 at 10:30 AM to 12:00 PM
9/24/2026 at 1:00 PM to 2:30 PM

Detailed information and invitations have been sent directly to CARES SPOCs to share with the appropriate participants in their organization. Please continue to refer to Production Simulation Hub for ongoing updates, schedules, and recordings.

Note: Users may have to create a log-in to access materials.

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Implementation

OCM Guidance Spotlight on Stakeholder Engagement

As we continue to prepare for CWS-CARES implementation, the official Go-Live date has been adjusted from October 26 to December 7. Communication and stakeholder engagement remain important components of organizational readiness. The additional preparation period provides Organizations valuable runway to continue engagement activities that help end users build confidence, reinforce core competencies, and engage in meaningful discussions about the changes ahead.

End users are encouraged to complete self-guided learning, familiarize themselves with updated process and terminology, practice directly in the Production Simulation environment (CARES 100), and ask questions in advance. Organizations can support connections with end users by keeping staff informed, gathering questions and feedback, and identifying areas where additional support may be needed.

To support stakeholder engagement, the CWS-CARES OCM Resources page provides the CWS-CARES Stakeholder Engagement Guidance. This guidance outlines the process of identifying stakeholders, executing engagement activities, and monitoring sentiment and outcomes.

Together, through consistent engagement, we can deepen our understanding of the end user experience and respond to evolving needs. Let’s continue to prepare, listen, learn, and support one another as we move forward!

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Fresh Training Content Added to the Implementation Portal

New training sections and updated resources have been added to the Training Resources page on the Implementation Portal. These additions are designed to support users of the Family First Prevention Services Act (FFPSA) Provider Portal and administrative teams with updated guidance and step‑by‑step demonstrations. The sections and related videos available are listed below:

FFPSA Provider Portal Video Trainings:

Admin Videos:

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Technical Updates

CWS-CARES Data Dictionary Version 0.13 Now Available

CWS-CARES Data Dictionary V0.13 is now available on the Microsoft Teams Channel: CARES Data Dictionary under Shared as of Monday, September 21. Check the Intro tab of the CWS-CARES Data Dictionary for the detailed list of updates included in the new version.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 21, 2026

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

September 21, 2026 FAQ of the Week:

Q: Where will the quick guides be located?

A: The quick guides will be located on the CWS-CARES Training Portal and when they are uploaded, their respective links will be sent out in a communication. The Frequently Asked Questions (FAQs) are also located in the same location.

Q: When will the quick guides be available?

A: The first set of quick guides will be available with Production Simulation access. Quick Guides will continue to be added throughout Train-the-Trainer (TTT) and Instructor-Led Training (ILT) as they are approved.

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

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____________________________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, Update, CARES, CWS-CARES

CWS-CARES Weekly Digest - September 14, 2026

September 14, 2026 Communications

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

In this Weekly Digest:

General
- System Updates & Release Notes on the Production Simulation Hub
- Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #11
- New CWS-CARES Fact Sheet Now Available
- One Week Left to Purchase from the CWS-CARES Pop-Up Shop! 
- Reminder: Go-Live Support Plans Due
Production Simulation
- Resource Spotlight: Production Simulation Support Clinics
Implementation
- Explore What’s Been Added to Organizational Change Management (OCM) Resources
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: September 14, 2026

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General

System Updates & Release Notes on the Production Simulation Hub

Due to the Labor Day holiday, there was no CWS‑CARES release on Monday, September 7, 2026, and the updates planned for that date will instead be included in the September 14 deployment.

Upcoming Release Information

The September 14 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub on once it is officially posted.

Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #11

Thank you to the 210+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, September 23, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, September 23, 2026, from 10:30 AM to 12:00 PM.  All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

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.

The agenda for the September 2026 Stakeholder Briefing has been modified slightly to ensure the information we share is timely and relevant to Stakeholders. Session topics will now include:

Preparing for December Go-Live
Training
Support Available During & After Go-Live
Recent Fixes, Including Search Functionality
New Resources & Q&A

The full agenda is available on the CWS-CARES Stakeholder Briefing #11 Registration page.

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.

New Resources Now Available on the CWDS Website

The following resources are now available on the Stakeholder Webinar Materials page on the CWDS website:

Stakeholder Briefing 10 August 2026 - Q&A - ACC.pdf
Stakeholder Briefing 10 Slides - ACC.pdf

View all past content and dates for all upcoming CWS-CARES Stakeholder Briefings in 2026 on the Stakeholder Briefings and Webinars page on the CWDS website.

New CWS-CARES Fact Sheet Now Available

The CWS-CARES Project Team is releasing a series of fact sheets addressing county question about CWS-CARES Version 1 (CARES V1) features. These materials will cover topics counties have identified as priorities and will be shared over the coming weeks.

New Fact Sheet: Case Plans and CANS Assessments in CARES V1

The first fact sheet in the series focuses on Case Plans and Child and Adolescent Needs and Strengths (CANS) assessments. It covers how CARES V1 supports social workers with case planning, including duplicate data entry reduction through integration with the Person-Centered Intelligence Solution (P-CIS), flexibility with CANS assessment creation, access to data tracking tools, and availability of historical CANS information.

The fact sheet also outlines key functionality available for testing in Prod Sim, including Access and Permissions, Child and Family Team (CFT) Assessments, Creating a Case Plan, and Updating a Case Plan.

For more information, please see the Case Plans and CANS Assessments Fact Sheet - ACC.pdf on the Infographics, Flyers, and Slogans webpage.

One Week Left to Purchase from 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! 

Reminder: Go-Live Support Plans Due

Go-Live Support Plans – which outline the teams, resources, and escalation pathways organizations will use at Go-Live and reflect each organization’s tailored approach alongside the Project’s centralized plan – remain due on Wednesday, September 30, 2026. This due date is unchanged despite the updated Go-Live timeline. Organizations should continue working with their Implementation Leads to refine and finalize their plans. In the coming days, Implementation Leads will also be reaching out to share a brief survey to help confirm on-site support needs and ensure appropriate coverage during the deployment period.

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Production Simulation

Resource Spotlight: Production Simulation Support Clinics

The Production Simulation (Prod Sim) Support Clinics will continue to occur throughout the duration of the Prod Sim testing period. The Support Clinics cover several topics, including Courts Functionality, Health Education Passport, and Financial Management. See below for Support Clinic schedules:

Support Clinic 2 - Courts Functionality
- 9/16/2026 at 10:30 AM to 12:00 PM
- 9/17/2026 at 1:00 PM to 2:30 PM
Support Clinic 3 - Health Education Passport (HEP)
- 9/23/2026 at 10:30 AM to 12:00 PM
- 9/24/2026 at 1:00 PM to 2:30 PM

For information on upcoming meetings or to review previous recordings please reference the Production Simulation Hub. The recordings can be found by navigating to the Prod Sim Portal and selecting Production Simulation Meeting Materials.

Note: Users may have to create a log-in to access materials.

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Implementation

Explore What’s Been Added to Organizational Change Management (OCM) Resources

New and updated OCM resources have been added to the CWS-CARES Implementation Portal to support your readiness activities. The following materials are now available:

Super User Resource Sheet (new): A one‑page summary of Super User responsibilities along with essential information and helpful links.
Change Impacts Tracker (updated): A log of documented changes introduced by CWS-CARES. This file also includes an Excel tab labeled “September 1, 2026 Update” with a concise description of changes since the last version for easy review.
Terminology Crosswalk (updated): A reference showing how legacy system terms compare to CWS-CARES terminology. This tool can be used in complement to the Change Impacts to support consistent understanding and communication.

The Change Impacts and Terminology Crosswalk are reviewed monthly, and the current versions are as of 9/1. Please take a moment to review these resources and share them with your teams as needed.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 14, 2026

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

September 14, 2026 FAQ of the Week:

Q: In CWS-CARES, if contacts still aren’t appearing, and it’s been indicated as already having “a fix”, how is that being resolved?

A: If a solution was identified and you're still finding an issue with that functionality, please inform the Project of that issue by submitting a ServiceNow ticket so that you can be helped and the issue can be addressed.

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.

_______

Share Your Feedback and Subscribe

_______

______________________________________________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - September 8, 2026

September 08, 2026 Communications

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.

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

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____________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - August 31, 2026

August 31, 2026 Communications

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

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.

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

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__________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - August 24, 2026

August 24, 2026 Communications

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

General
- Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #10
- The CWS-CARES Pop-Up Shop is Now Open!
- Monthly Readiness Report Updates
Production Simulation
- System Updates & Release Notes on the Production Simulation Hub
Foster Care Eligibility and Determination (FCED)
- Identifying CWS/CMS Cases for Foster Care Eligibility
Implementation
- Over 200 Quick Guides Now Available
- OCM Guidance Spotlight on Stakeholder Analysis
- Organizations Go-Live Support Planning
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: August 24, 2026

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General

Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #10

Thank you to the 430+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, August 26, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, August 26, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #10 | 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.

The full agenda for the August 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #10 Registration page. Updates will include:

Preparing for Go-Live

Project Status Update

What to expect

External Systems

Implementation, OCM, and Training

New Functionality & Production Simulation

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on August 26, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

Now Opening August 31, 2026: The CWS-CARES Pop-Up Shop #3

Please note: the opening date for CWS-CARES Pop-Up Shop #3 has changed. The shop will now open on Monday, August 31, and will remain available through Friday, September 18, 2026.

The CWS-CARES Pop-Up Shop is back with a new selection of items! All 58 California counties, Tribes, State partners, and public agencies can purchase CWS-CARES–branded merchandise online at the CWS-CARES Pop-Up Shop #3. Stakeholders will have the opportunity to purchase items using their own funds. The shop will feature a variety of new items, including apparel, stationery, mugs, accessories, and more.

To view a preview of the items offered, please see the Pop-Up Shop 3 Branding Flyer

A link to the shop will be shared in the August 31 Weekly Digest.

Monthly Readiness Report Updates

Following feedback received on the June Monthly Readiness Report, the Project Team has updated the report language beginning with the July cycle, distributed on Friday, August 14. The revised wording now clearly distinguishes overdue items that are dependent on Project deliverables or actions from those that are overdue due to Organization delays.

This update is intended to improve the accuracy of readiness reporting and ensure that county accountability aligns only with tasks that are within their control.

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Production Simulation

System Updates & Release Notes on the Production Simulation Hub

CWS‑CARES Weekly Release Summary: August 17, 2026

The August 17 release delivered a range of corrections and improvements across the CWS-CARES system:

226 defect fixes addressing reliability, accuracy, and overall system usability across Case Management, Resource Management, Intake, Investigation, and Courts.

49 data conversion fixes across six key data domains, including Address, Adoption, Case, Child Location/Placement, Health, and Person.

3 county-reported data issues resolved, from Riverside, Fresno, San Bernardino, and San Luis Obispo, improving RFA application data, credit report history, geographic region codes, and linked application records.

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

Upcoming Release Information

System Updates & Release Notes will continue to be published every Monday. The August 24 System Updates and Release Notes will appear on the Production Simulation Hub once it is officially posted.

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Foster Care Eligibility and Determination (FCED)

Identifying CWS/CMS Cases for Foster Care Eligibility

CWS-CARES (CARES) and CalSAWS are collaborating to ensure that active CARES Eligibility Records are linked to active CalSAWS cases by Go-Live. To get there, CARES and CalSAWS project staff have worked to identify which CalSAWS cases should link to which CWS-CARES Eligibility Records. Most of this matching is handled through automated features, but some cases require manual research.

CalSAWS workers may reach out to county staff with CWS/CMS access for assistance with case identification. No action is required at this time.

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Implementation

Over 200 Quick Guides Now Available

The new Learning on Demand page within the CWS-CARES Implementation Portal is now live, offering improved access and expanded available resources. The Training page no longer requires a sign‑in, allowing users to access resources more quickly. Because the Training page requires this direct link, please favorite or bookmark the page for easy access.

We’ve also added over 200 Quick Guides covering common processes, tools, and workflows. Quick Guides are short and practical references that outline the essential steps for everyday tasks. They are designed to help teams find quick answers without searching through longer documentation. Additional Quick Guides are under review and will be released in a future update.

OCM Guidance Spotlight on Stakeholder Analysis

As we move into the final two months before Go-Live, Organizational Change Management (OCM) Coordinators play a critical role in preparing their Organizations for CWS-CARES adoption. Outreach and readiness activities become increasingly important during this phase, so this week, we’re highlighting the Stakeholder Analysis section available on the CWS-CARES OCM Resources page.

Stakeholder Analysis helps to clarify who is affected, who holds influence, and how to engage each group throughout implementation. On the CWS-CARES OCM Resources page, you can access the following:

CWS-CARES Stakeholder Analysis Guidance: A presentation that provides an overview, expected outcomes, key activities, and engagement framework.

CWS-CARES Stakeholder Landscape: A graphic identifying the estimated level of impact and influence across stakeholder groups.

CWS-CARES Stakeholder Registry Template: An Excel tool to track stakeholders and note impacts, perceptions, and needed actions.

Although this activity is typically completed early in the change management process, revisiting it now can be helpful as training progresses, workflows evolve, and Go-Live planning accelerates. A refreshed stakeholder landscape can support more coordinated communication and help Organizations stay aligned during this final phase of readiness.

Organizations Go-Live Support Planning

Implementation Leads have begun initial discussions with Organizations throughout August to support Go‑Live Support Planning. These sessions help Organizations finalize their Go-Live Support Plans, identify staffing and internal support structures, and confirm alignment with CWS‑CARES Central Command Center operations for Day 1 and the 90‑Day post‑Go‑Live support period.

Implementation Leads will then continue working with Organizations through September to tailor and validate Organization-specific Go-Live Support Plans, with final plans targeted for completion by September 30.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: August 24, 2026

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

August 24, 2026 – FAQ of the Week:

Q: There are more required fields in CWS-CARES than CWS/CMS. Is the county expected to fill in the new fields required when working on a converted case?

A: There are instances where a field is newly considered mandatory in CWS-CARES which was not required or entered in CWS/CMS. If a user opens a converted record for editing, they will be prompted to provide values for any unpopulated mandatory field before their changes can be saved.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWDS FAQs

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

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___________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

CWS-CARES Weekly Digest - August 17, 2026

August 17, 2026 Communications

In this Weekly Digest:

General
- Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #10
- Now Available – Hotline Screening in CWS-CARES: A Guide
- Now Available – The CWS-CARES Story Demonstration Video
- Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3
Implementation
- Refreshed Organizational Change Management (OCM) Resources Page
- New Resource Posted: CWS-CARES BPR Archetype Session Q&A
Training
- Instructor-Led Training Requires CACWT Enrollment
- Additional Updated Facilitator Guides Available
Production Simulation
- System Updates & Release Notes on the Production Simulation Hub
CWS-CARES Functionality
- CWS-CARES Functionality Spotlight: August 17, 2026

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General

Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #10

Thank you to the 325+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, August 26, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, August 26, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #10 | 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.

The full agenda for the August 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #10 Registration page. Updates will include:

Preparing for Go-Live
Project Status Update
Go-Live Readiness
What to Expect
Q&A
Implementation and Training
Q&A
Production Simulation
Q&A

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on August 26, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

___

Now Available – Hotline Screening in CWS-CARES: A Guide

The CWS-CARES Project has published a new guide on Hotline Screening in CWS-CARES Version 1 (CARES V1). The guide provides an overview of the updated screening process, new features, and mandatory data fields required before an abuse and neglect screening can be submitted for approval.

Key topics covered in the guide include:

New features and updates to Abuse and Neglect Screenings in CARES V1, including a 2-step Referral Process, Electronic Communications, SDM Data Integration, and Workflow Guidance.
A complete list of required fields that must be completed before submitting an abuse and neglect screening for approval.
The list of required and optional Indian Child Welfare Act (ICWA) fields.

To access the guide, see the CWS-CARES Hotline Screeners Fact Sheet within the CWS-CARES Infographics, Flyers, and Slogans.

___

Now Available: The CWS-CARES Story Demonstration Video

A new two-part demonstration video highlighting the evolution from CWS/CMS to CWS-CARES is now available on the CWDS website. This video provides an overview of both systems, illustrating how core functionality has been redesigned, modernized, and expanded in CWS-CARES. It also highlights key enhancements that address long-standing challenges in the legacy system and demonstrates how CWS-CARES supports more efficient, streamlined, and user-friendly workflows.

To watch the video, please visit the Intro to CWS-CARES page within the CWS-CARES Product Demonstrations.

___

Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3

The CWS-CARES Pop-Up Shop is back with a new selection of items! All 58 California counties, Tribes, State partners, and public agencies can purchase CWS-CARES branded merchandise online at the CWS-CARES Pop-Up Shop #3 between Monday, August 24 and Friday, September 11.

Stakeholders will have the opportunity to purchase CWS-CARES–branded items using their own funds. The shop will feature a variety of new items, including apparel, stationery, mugs, accessories, and more.

To view a preview of the items offered, please see the Pop Up Shop 3 FAQs and Item Selection flyer.

A link to the shop will be shared in the August 24 Weekly Digest.

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Implementation

Refreshed Organizational Change Management (OCM) Resources Page

The OCM Implementation Team remains committed to providing clear and practical tools that support local implementation. To further that commitment, the CWS-CARES OCM Resources Page has been reorganized to improve navigation and expand the materials. A new section header titled OCM Guidance Resources now offers:

Topic-based dropdowns covering key elements for Stakeholder Analysis, Change Impacts, Communications, Stakeholder Engagement, and OCM Measurement and Evaluation.
Clear explanations and intended outcomes to support understanding and local decision making.
Direct links to tools and templates with recommended activities to help apply guidance in your Organization. Note: Additional resources will be added periodically.

OCM Guidance: Spotlight on Change Impacts

Over the coming weeks, OCM will spotlight each area within the OCM Guidance Resources, beginning with Change Impacts.

The Change Impacts subsection has an updated Excel file outlining all the documented changes identified by the OCM team, including updates since 6/15. Changes are current as of 8/1, with a summary of updates included for quick reference. These impacts are foundational and may not reflect those unique to your Organization. We encourage Organizations to review and build upon them as you practice in the Production Simulation environment or go through training.

To further support the use of Change Impacts, the Terminology Crosswalk provides translations from CWS/CMS to CWS-CARES terminology. No updates were made to this tool during this review cycle. Both the Change Impacts and Terminology Crosswalk will continue to be updated on a monthly cadence until Go-Live.

These updates are intended to support planning efforts, strengthen consistency across teams, and provide practical resources to guide your CWS-CARES implementation activities.

___

New Resource Posted: CWS‑CARES BPR Archetype Session Q&A

Thank you to all Organizations that participated in the recent CWS‑CARES Business Process Re‑engineering (BPR) Archetype Sessions. Your engagement, questions, and local perspectives have been invaluable in shaping the statewide operational baseline and informing the focus areas for the upcoming Delta Sessions.

During the Archetype Sessions, participants raised a number of thoughtful questions and requested clarification on several statewide business change impacts. The Implementation Team worked closely with Service Managers, County Consultants, and SMEs to gather responses to the questions captured during the sessions.

The BPR Archetype Sessions – Consolidated Q&A is now available on the Business Process Re-engineering page. This resource is intended to support Organizations as they review upcoming changes and begin internal readiness conversations.

What’s Included:

Consolidated Q&A from all Archetype Session follow‑ups
Clarifications on statewide workflow assumptions and operational impacts
Additional context to support Change Impact worksheet review and local planning

_______

Training

Instructor-Led Training Requires CACWT Enrollment

All participants attending Instructor-Led Training (ILT) must have an active account in the California Child Welfare Training (CACWT) system before enrolling in any courses.

Organizations have two options for enrolling staff:

Select staff bulk enroll users on CACWT Online login. (Please ensure that staff responsible for enrolling others have the correct admin permissions within CACWT and reach out to your Training Coordinator for assistance as needed.)
Allow users to self-enroll using the CWS-CARES Registration Portal.

Please note that enrollments submitted through the self-enrollment portal are processed on a schedule and may take additional time to appear in CACWT. If staff need immediate access, they should go directly to CACWT to sign in (or select “Sign up” to create an account) and enroll for ILT courses.

___

Additional Updated Facilitator Guides Available

Documents for Train the Trainer and Instructor-Led Training are now publicly accessible on the CWS-CARES Implementation Portal. Based on recent enhancements and trainer feedback received, several Facilitator Guides were enhanced including:

Placement
Probation
Screening and Referrals

When a new version is uploaded, an “updated date” is reflected for each resource. Updated materials will be announced in the Weekly Digest or users can refer to the site periodically to validate they have the latest training resources.

_______

Production Simulation

System Updates & Release Notes on the Production Simulation Hub

Every Monday, the CWS-CARES Project releases new System Updates and Release Notes. Users can find the latest System Updates and Release Notes by visiting 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.

_______

CWS-CARES Functionality

CWS-CARES Functionality Spotlight: August 17, 2026

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

August 17, 2026 FAQ of the Week:

Q: When CWS/CMS is in read-only mode, will staff be able to print from CWS/CMS? If not, will all documents from CWS/CMS be available in CWS-CARES?

A: Yes, counties will be able to print the documents in CWS/CMS when it is in read-only mode and all documents from CWS/CMS are planned to be converted over to CWS-CARES. Please note that once CWS/CMS goes into read-only mode at 5:00 PM PST on October 23, 2026, the data in CWS/CMS will become point-in-time data. These documents will also be available in CWS-CARES, the replacing system of record, and can be printed from there as well.

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

_______

____________________________________________________________

Security Protocols for Prod Sim Case Data

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.

News, CARES, CWS-CARES

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