News

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 

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.

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.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required: We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

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

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

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

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

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

In this Weekly Digest:

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

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General

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

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

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

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

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

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System Updates & Release Notes on the Production Simulation Hub 

Prod Sim Release Schedule Adjustment for Labor Day Weekend

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

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

CWS-CARES Weekly Release Summary: August 31, 2026

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

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

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

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Production Simulation Kickoff for RFA and FFPSA Portals Testing

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

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

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

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

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

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Registration Now Open for Stakeholder Briefing #11

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

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

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

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

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

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

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

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

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Implementation

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

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

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

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

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OCM Guidance Resources Spotlight: Communications

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

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

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

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

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

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Go-Live Support Planning Update

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

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Training

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

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

Lead Trainers and county workers are encouraged to periodically check the Implementation Portal for updated files containing responses to submitted questions. The response file is read-only and version-controlled, allowing users to review responses and track updates by date.

If a follow-up question or additional clarification is needed, users should submit a new item through the TTT Parking Lot, as previously addressed items will not be reopened. Updated responses will be posted periodically.

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Facilitator and Quick Guide Updates

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

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

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

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

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

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: September 8, 2026 

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

September 8, 2026 FAQ of the Week:

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

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

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

To view all of the CWS-CARES FAQs, please visit the CWDS Website: . CWS-CARES FAQs | CWDS Website.

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

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required: We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

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

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

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

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

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

In this Weekly Digest:

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

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General

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

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

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System Updates & Release Notes on the Production Simulation Hub 

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

CWS-CARES Weekly Release Summary: August 24, 2026

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

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

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

Upcoming Release Information

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

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CARES Explorer August 2026 Issue Now Available

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

Project Updates:

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

Explore CWS-CARES: 

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

Implementation Corner: 

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

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

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

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

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

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

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

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

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

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

All stakeholders are welcome to attend. Updates will include:

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

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

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

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The August 2026 Progress and Engagement Summary is Now Available

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

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

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

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

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

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

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

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Implementation

OCM Guidance Spotlight on Measurement and Evaluation

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

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

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

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

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Readiness Checkpoint Three Completed

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

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Training

Train-the-Trainer (TTT) Program Successfully Completed

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

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: August 31, 2026 

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

August 31, 2026 FAQs of the Week: Learning Paths

Q: What are Learning Paths?

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

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

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

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

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

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required:  We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

__________________________________________________________________________

Security Protocols for Prod Sim Case Data

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

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

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

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

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

• 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 

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

CWS‑CARES Weekly Release Summary: August 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.

_______

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.

___________________________________________________________________________________

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.

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.

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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.

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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.

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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:

1. 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.)
2. 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.

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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.

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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.

_______

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.

_______

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.

____________________________________________________________

Security Protocols for Prod Sim Case Data

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

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

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

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

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

• General
  • Now Available: 75+ Frequently Asked Questions on the CWDS FAQ Page
  • Coming Soon: CWS-CARES Help Desk
  • Registration Now Open for Stakeholder Briefing #10
  • Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3
• Implementation
  • See What’s Newly Rolled Out on the CWS-CARES Implementation Portal
• Training
  • New Location for Training Materials and Updated Facilitator Guides
  • CWS-CARES Training Environment (CARES 104) Housekeeping Rule
• Technical Updates
  • CWS-CARES Data Dictionary Version 0.12 Now Available
• Production Simulation
  • System Updates & Release Notes on the Production Simulation Hub
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: August 10, 2026

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General

Now Available: 75+ Frequently Asked Questions on the CWDS FAQ Page

The CWS-CARES Project recently uploaded 75+ new FAQs to the CWDS Frequently Asked Questions page on August 4, 2026. These FAQs are drawn from questions recently responded to (within the last year) and cover a range of CWS-CARES topics. The new FAQs are organized into updated categories and tagged by meetings or forums for easier searching.

Coming Soon: CWS-CARES Help Desk 

The current support model is changing. Counties currently use multiple support channels depending on the system or type of issue, including the CWS/CMS Help Desk, CARES-Live RFA Help Desk, Production Simulation Support and Office Hours, and individual project teams. As we approach Go-Live, these channels will be brought together under a centralized CWS-CARES Help Desk, providing a single point of entry for questions and issues, faster response times, and a consistent process for tracking issues through resolution.

Please note that county support routing will vary by implementation model. Coexistent counties will continue to have Single Point of Contacts (SPOCs) coordinate initial support and routing, while non-coexistent counties will receive support directly through the CWS-CARES Support Model.

Registration Now Open for Stakeholder Briefing #10  

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, August 26, 2026! 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.

All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership. 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.

Please contact Customer Relations with any questions.

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

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

During this limited-time window, 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. Additional details, ordering information, and a preview of the items offered will be shared in the CWS-CARES Weekly Digest, ahead of the Pop-Up Shop grand opening on August 24.

View a preview of the items offered on the 081026_Pop-up Shop 3 Flyer

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Implementation

See What’s Newly Rolled Out on the CWS-CARES Implementation Portal 

The CWS-CARES Implementation Portal will continue to evolve with new resources, tools, and information to support Organizations throughout implementation. We’ve added two important updates under the CWS-CARES Organizational Change Management Team Links section:

1. Super User Readiness Page Launched 
A dedicated Super User Readiness page has been created to serves as the hub for all meeting materials related to the Super User program. This includes session minutes, slide decks, and recordings, each of which will be posted within a day after every session. 
The first session took place on 8/4, and materials from the kickoff meeting are now available on the new page.

2. New Process Maps Added 
Several new process maps have been uploaded to the Business Process Re-engineering page to support teams in understanding workflows and key transitions on the following service areas:

• Adoptions
• Financial Management
• Intake
• Case Management - Engagement
• Courts - Court Hearings
• Courts - Warrants and Jurisdiction and Disposition Hearings
• Courts - Status Review
• Courts - Other Hearings
• Resource Management

Process maps will continue to be added over the coming weeks as they are finalized.

_______

Training 

New Location for Training Materials and Updated Facilitator Guides 

Training materials for CWS-CARES have moved to a new, more accessible location. All resources, including Instructor-Led Training (ILT) materials, Train the Trainer (TTT) resources, and training videos are now posted on the CWS-CARES Implementation Portal. These materials are publicly accessible and no longer require signing in to a CWDS account. This change was made to increase ease of access, improve consistency, and support for trainers and users statewide.

As part of this transition, updated versions of several Facilitator Guides were posted to ensure all training materials remain current, consistent, and aligned with the latest information. These updates reflect recent enhancements, incorporate trainer feedback, clarify instructions where needed, and strengthen support for delivering training effectively. Updates to Facilitator Guides will continue regularly as system update(s) are made and feedback from training sessions is incorporated.

The following Facilitator Guides have been updated and are now available on the CWS-CARES Implementation Portal:

• Admin Console
• Screenings & Referrals
• Courts
• Resource Family Approval
• Placement
• Case Management Services
• Eligibility
• Adoptions
• Prevention Services (Family First Prevention Services Act)

Trainers who use these guides in upcoming TTT sessions should download the latest versions to ensure they are using the most current and accurate content.

ILT materials are also currently available on the CWS-CARES Implementation Portal, and the training team is actively uploading additional resources. Please note that when updates are made to Facilitator Guides for TTT, those updates will also be incorporated into the corresponding ILT Training Guides.

CWS-CARES Training Environment (CARES 104) Housekeeping Rule 

As part of Instructor Led Training (ILT), users will have access to a dedicated CWS-CARES training environment (CARES 104) that mirrors key system functionality.  Users will receive access through two system-generated onboarding emails. This space is designed for hands on practice during scheduled sessions so everyone can learn without affecting real data.

A quick reminder: please use the training environment (CARES 104) only during your scheduled ILT sessions. Accessing it outside these timeframes can unintentionally create data issues or interfere with other users’ learning activities. If you’d like to practice and prepare for ILTs please use the Production Simulation environment (CARES 100) to complete On-Demand Enablement modules.

The one exception is for individuals participating in Train-the-Trainer (TTT) activities, who may need additional time in the environment to prepare materials and become fully comfortable with the system or if they don’t have access to CARES 104 and need to complete enablement modules.

If you have questions reach out to your CWS-CARES training coordinator. If you have any issues accessing the training environments, contact the Production Simulation mailbox for your region.

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Technical Updates 

CWS-CARES Data Dictionary Version 0.12 Now Available 

CWS-CARES Data Dictionary V0.12 is now available on the Microsoft Teams Channel: CARES Data Dictionary under Shared as of Monday, August 10th. 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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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.

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CWS-CARES Functionality 

CWS-CARES Functionality Spotlight: August 10, 2026

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

August 10, 2026, FAQ of the Week: 

Q: I was wondering if Snapshot, Facilities, and Child and Adolescent Needs Strengths (CANS) Assessments will be unavailable once CWS-CARES goes live? If so, will that website be deactivated? Any information would be helpful.

A: Upon the launch of CWS-CARES, the following details will be converted and available in CWS-CARES:

• CARES-Live Snapshot data: Migrated from CWS/CMS.

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

_____________________________________________________________________________________________________________

Security Protocols for Prod Sim Case Data

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

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

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

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

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

In this Weekly Digest:

• General
  • Registration Now Open for Stakeholder Briefing #10  
  • Coming August 24, 2026: The CWS-CARES Pop-Up Shop #3 
• Implementation
  • Spotlight: How BPR Delta Sessions Help Organizations Prepare for CWS-CARES
• Training
  • Instructor-Led Training Begins August 3: Get Ready to Build Confidence and Level Up Your Skills
• Production Simulation
  • System Updates & Release Notes on the Production Simulation Hub
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: August 3, 2026

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General
Registration Now Open for Stakeholder Briefing #10

We encourage you to attend the next CWS-CARES Stakeholder Briefing on Wednesday, August 26, 2026! 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.

All stakeholders  are welcome to attend, ask questions, and hear updates from Project leadership. The full agenda for the July 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

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.

Please contact Customer Relations with any questions.

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

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

During this limited-time window, 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. Additional details, ordering information, and a preview of the items offered will be shared in the CWS-CARES Weekly Digest, ahead of the Pop-Up Shop grand opening on August 24.

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Implementation
Spotlight: How BPR Delta Sessions Help Organizations Prepare for CWS-CARES

Business Process Re-engineering (BPR) Delta Sessions with individual Organizations began July 27 and will run through August 28. These one-on-one sessions give each participating organization (including county child welfare, county probation departments, Tribal partners, and CDSS divisions) an opportunity to review how its current day‑to‑day work compares to what will be expected when CWS‑CARES goes live.

In each 90‑minute virtual session, Organizations work with the BPR team to review the changes expected to have the greatest impact across key areas of their work and identify where their current processes differ from the statewide baseline developed from the BPR Archetype Sessions. The goal is to help the Organization understand where additional support (revised work procedures and policies, additional staff training, work assignments, etc.) may be needed to smoothly transition to CWS-CARES.

Thank you to all organizations that have confirmed participation. If your Organization chose not to participate in a Delta Session, you can access the updated Change Impact worksheet from the CWS-CARES Implementation Portal via the Organizational Change Management (OCM) and CWS-CARES OCM Resources pages to complete your organization’s internal assessment.

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Training
Instructor-Led Training Begins August 3: Get Ready to Build Confidence and Level Up Your Skills

Instructor-Led Training (ILT) for end users begins August 3, 2026 and will run through October 23, 2026. These live trainings provide guided practice and opportunities to ask questions as staff prepare for upcoming changes with CWS-CARES. End users are encouraged to complete the On-Demand Enablement modules beforehand, so they arrive ready for hands-on learning.

Key Reminders:

• The ILT Curriculum defines recommended On-Demand Enablement modules for each ILT course.
• Organization ILT schedules are being finalized and have been shared by Project Training Coordinators to Organization Training Coordinators.
• Staff should coordinate with their Organization Training Coordinator, their supervisor, and the published learning paths to select the sessions that best align with their role. (Note: Users need a CWDS account to access the learning paths).
• California Child Welfare Training (CACWT) registration links will be provided once ILT Schedules are confirmed, allowing users to register.
• Please complete the evaluation after ILT. Your feedback helps to improve future training.
• Reach out to your Organization Training Coordinator for any training-related questions.

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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. Within the Production Simulation page, users can select System Updates & Release Notes from the left bar menu. The System Updates and Release Notes page is a centralized location that provides the latest system updates and release notes in one place.

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CWS-CARES Functionality
CWS-CARES Functionality Spotlight: August 3, 2026

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

August 3, 2026 FAQ of the Week: 

Q: What file types can be uploaded to CWS-CARES, and how should users handle .CSV files when attaching documents to case records?

A: CWS-CARES supports uploading, storing, organizing, and retrieving electronic documents. Users can drag and drop files or attach them directly to CWS-CARES records such as Screenings, Contacts, Cases, and Assessments. Therefore, files can be uploaded and associated with an individual's case record. Currently supported file types are as follows:

• .pdf – Adobe PDF
• .doc/.docx – Microsoft Word
• .xls/.xlsx – Microsoft Excel
• .jpeg/.jpg – Images
• .txt – Text files
• .mov/.mkv/.mp4 – Movie files

For .csv files, the Project recommends converting them to .xlsx prior to uploading them to CWS-CARES.

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

___________________________________________________________________

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.

In this Weekly Digest:

• General

  • CWS-CARES Stakeholder Briefing #9 Recap | Registration Open for Stakeholder Briefing #10  

  • The July 2026 Progress and Engagement Summary is Now Available 

• Forms 

  • Action Required: CWS-CARES County Specific Conversion Validation Due August 7 

• Implementation 

  • What is New on the CWS-CARES Implementation Portal 

  • Happening Now: CWS-CARES Train-the-Trainer Program 

  • Upcoming Super User Readiness Meeting Kickoff 

• Production Simulation 

  • System Updates & Release Notes on the Production Simulation Hub 

• CWS-CARES Functionality 

  • CWS-CARES Functionality Spotlight: July 27, 2026 

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General
CWS-CARES Stakeholder Briefing #9 Recap | Registration Open for Stakeholder Briefing #10  

CWS-CARES Stakeholder Briefing #9 – July 22, 2026:

Thank you to everyone who attended CWS-CARES Stakeholder Briefing #9 on Wednesday, July 22, 2026! We were pleased to have 443 participants across 45 counties and over 4+ 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 #9. 

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 #10 – August 26, 2026:  

Registration is now open for the next CWS-CARES Stakeholder Briefing! We encourage you to attend Stakeholder Briefing #10 on Wednesday, August 26, 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 impacted by the changes to CWS-CARES are welcome to attend. 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 

View the full agenda on CWS-CARES Stakeholder Briefing #10: August 2026. We hope to see you on August 26, 2026!  

Please contact Customer Relations with any questions. 

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

• CWS-CARES Communications 
• Stakeholder Briefing #8 – June 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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Forms 

Action Required: CWS-CARES County Specific Conversion Validation Due August 7 

The CWS-CARES Project distributed an important email communication on July 22, 2026, regarding the validation of county-specific forms currently being converted from Word into Adobe Experience Manager (AEM) templates. Vendor support for forms developed under the current IBM engagement concludes on August 7, 2026. Beyond this date, the project team will not have vendor resources available to make edits, corrections, or adjustments to your forms.  

All form validations must be completed no later than August 7, 2026. Any forms that remain unvalidated after this date will be deemed accepted as-is. 

For full details, refer to the CWS-CARES County Specific Forms – Conversion Validation Due August 7, 2026 communication on the CWDS website.  

Please contact the County Forms Conversion mailbox with any questions. 

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What is New on the CWS-CARES Implementation Portal 

The CWS-CARES Project is pleased to announce new updates to the CWS-CARES Implementation Portal. The updates are designed to make it easier for Counties, Probation Organizations, and Tribes with Title IV-E agreements to locate important resources that support the Organizational Change Management (OCM) and Business Process Re-engineering (BPR) implementation activities. Updates include:  

OCM Advisory Workgroup (OCMAW) Member List – The OCMAW was recently expanded to include all OCM Coordinators and two Super Users from each Organization. You may access this list within the CWS-CARES OCM page. 

Business Process Re-engineering Page – A new CWS-CARES BPR page is available within the CWS-CARES Implementation Portal. This page provides an overview of BPR and its role in supporting the CWS-CARES implementation. Downloadable resources include the Operational Alignment Session (OAS) Slides and other session materials. BPR Process Maps will soon be available. 

New OCM Resources – Two new resources are now available on the CWS-CARES OCM Resources page within the CWS-CARES Implementation Portal:  

• Change Impacts: The Change Impacts resource provides a summary of changes to help Organizations assess how CWS-CARES may affect current operations and staff. 
• Terminology Crosswalk: The Terminology Crosswalk explains new and changing terms from Child Welfare Services/Case Management System to CWS-CARES. 

Note: Both OCM Resource documents include an ‘as of’ date and will be periodically updated based on updates to business processes, product enhancements, demos, and testing efforts.  

For more information, visit the CWS-CARES Implementation Portal. 
 

Happening Now: CWS-CARES Train-the-Trainer Program 

Train-the-Trainer (TTT) is now underway! Beginning on July 20, 2026 and continuing through August, designated representatives from all participating organizations are coming together to deliver end user training for their teams. During these sessions, participants learn the curriculum, facilitation methods, and training materials they will use to support staff throughout implementation.  

TTT and Instructor-Lead Training 

It is important to note that TTT is separate from Instructor-Lead Training (ILT). County staff identified for TTT will serve as Facilitators or Support staff to learn the curriculum ahead of other country users so that they are able to support CWS-CARES trainers in ILT delivery. Facilitators will lead and teach training independently, while Support staff will attend ILT to assist CWS-CARES trainers in delivery. All staff will participate in their own ILT between August and October 2026, which will focus on system functionality, workflows, and hands-on practice. 
 

Upcoming Super User Readiness Meeting Kickoff 

The CWS-CARES Project is excited to announce that the Super User Readiness Meetings are kicking off on August 4, 2026, and will continue on a biweekly cadence. These dedicated sessions are designed to help Super Users become proficient in CWS-CARES, building both Organizational Change Management (OCM) and system proficiency to support their role beyond simply learning the system. 

About the Super User Role 

Super Users are Subject Matter Experts who bridge the gap between the technical system and daily operations during and post-Go-Live. Key expectations include: 

• Acting as “knowledge holders” for future state processes.  
• Surfacing pain points and escalating issues when needed. 
• Providing hands-on troubleshooting and functional guidance. 

What to Expect in Super User Readiness Meetings  

Sessions will focus on workflow readiness, system and troubleshooting guidance, and preparations for CWS-CARES implementation and post-go-live support. Topics are targeted to build tactical readiness of Super Users to provide localized peer support to their organizations as we approach Go-Live. 

A Super User Readiness page for the Implementation Portal is currently underway. We look forward to supporting Super Users as they prepare to provide critical support to their organizations. 

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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. Within the Production Simulation page, users can select System Updates & Release Notes from the left bar menu. The System Updates and Release Notes page is a centralized location that provides the latest system updates and release notes in one place.  

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CWS-CARES Functionality 

CWS-CARES Functionality Spotlight: July 27, 2026 

This week, the CWS-CARES Functionality Spotlight July 27, 2026 FAQ of the Week:  

Q: Why does CWS-CARES deactivate accounts when they have not been used or accessed after 90 days? 

A: It is California State policy using National Institute of Standards and Technology (NIST) 800-53 rev5 guidelines, that account usage be monitored and disable accounts where the user has not logged into the CWS-CARES system for more than 90 days. This policy helps us maintain the data integrity and security of the system. For instance, this policy helps to prevent users who may have left a department, but whose accounts might not have been disabled by that department, from logging in to the system. 

 The County and Office Administrator will be able to reactivate that user when their account has become disabled. 

 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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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.

_______________________________________________________________________________________________________

Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17th; because this includes real, sensitive 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 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.

In this Weekly Digest:

• General

  • Introducing a New Weekly Digest Format

  • Clarification on CWS-CARES Version 1 Go-Live Date

  • Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #9

• Implementation

  • Working Session Kickoff: Archetype Sessions

• Production Simulation

  • CWS-CARES Changes to Enablement Training Enrollment

  • System Updates & Release Notes Now Available on the Production Simulation Hub

• Technical Update

  • CWS-CARES Weekly Maintenance and System Update Window

• CWS-CARES Functionality

  • CWS-CARES Functionality Spotlight: July 20, 2026

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General

Introducing a New Weekly Digest Format

The CWS-CARES Weekly Digest is introducing a new format beginning this week. Articles will now be organized by category to make it easier for readers to find the information most relevant to their role and organization. Categories will vary every week based on the content available, but may include External Systems, Implementation, Production Simulation, and more. A Technical Updates section will also be included when applicable. This section will feature system maintenance notices, interface and integration updates, data dictionary updates, software compatibility guidelines, and more.

Thank you for reading the CWS-CARES Weekly Digest. Please contact Customer Relations with any feedback or questions about the Weekly Digest.

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Clarification on CWS-CARES Version 1 Go-Live Date

We have recently received questions regarding potential changes to the CWS-CARES Version 1 Go-Live date, including rumors of a shift to June 2027.

We want to clarify that the official Go-Live date remains October 26, 2026.

While we are aware of the concerns that have been raised and are actively working to address them, our teams continue to plan and prepare for the October 2026 release.

Please note that any change to the project timeline would require a formal decision through our established official governance process. Unless an official decision is made and communicated through those channels, the October 26, 2026 date remains our active target.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #9

Thank you to the 345+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, July 22, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, July 22, 2026, from 10:30 AM to 12:00 PM. All stakeholders impacted by the changes to CWS-CARES are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #9 | 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 July 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #9 Registration page. Updates will include:

• Production Simulation

  • Updated Onboarding Timeline

  • Status of Fixes

  • Prod Sim Support

  • Redacting Sensitive and Confidential Data in Support Tickets

• Implementation & Training

Some registrants have reported difficulties completing registration due to a technical issue with Microsoft Teams. If you experience this, please clear your cache and open the registration link in the Microsoft Edge browser or register on a mobile phone. If you continue to experience issues, please contact Customer Relations for further assistance.

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on July 22, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

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Implementation

Working Session Kickoff: Archetype Sessions

Archetype Sessions are underway! A small group of representative organizations from Child Welfare, Juvenile Probation, Tribes, and CDSS are meeting July 13 through July 24 to establish a statewide baseline of ways of working. This baseline will guide the upcoming Delta Sessions (July 27 through August 28), which are designed to help each organization pinpoint where local practices or policies need to align with CWS-CARES Version 1 (CARES V1) workflow.

During each Archetype session, participants review the operational changes expected to significantly affect day-to-day practices as organizations transition to CWS-CARES. Archetype Sessions focus on identifying statewide commonalities and differences in current workflows.

Thank you to all participating organizations for your partnership and preparation. Your engagement is essential in shaping baseline workflows for CWS‑CARES and informing the support you will receive throughout the transition.

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Production Simulation

CWS-CARES Changes to Enablement Training Enrollment

On July 13, 2026, the CWS-CARES Project announced that all published Enablement Programs would be automatically assigned to all users within the CWS-CARES Production Simulation (Prod Sim) environment (CARES 100). This change is designed to give users full visibility into available training materials, though it means that user dashboards may look slightly different.

Here is what users can expect:

1. Users will now see all available programs in the CARES 100 environment.

2. Users may see programs assigned to them that don't align with their specific learning path.

3. Users who previously disenrolled from a program may be automatically re-enrolled. Users still have full control to manually adjust their enrollments and disenroll again as needed.

We highly encourage users to work directly with their supervisor or training coordinator to confirm which programs are right for their specific role. Published learning paths remain the best reference to guide their selection and enrollment.

For full details, visit the CWS-CARES Upcoming Changes to Enablement Training Enrollment page on the CWDS website.

If you have questions or need assistance, please contact your training coordinator or CWDS Training.

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System Updates & Release Notes Now Available on the Production Simulation Hub

The CWS-CARES Production Simulation Hub now includes a new System Updates & Release Notes section. This section provides users with a centralized location to find the latest system updates and release notes related to Production Simulation.

To access this resource, visit the link on the CWS-CARES Production Simulation Hub on the CWDS website and select System Updates & Release Notes from the left bar menu.

Available Now: CWS-CARES Release Notes - July 13, 2026

On July 13, 2026, the CWS-CARES Project released a set of updates to the Production Simulation (Prod Sim) environment (CARES 100) and additional updates to the CARES105 (DCVal) environment. The release includes 80 defect fixes aimed at improving reliability, accuracy, and overall usability across Case Management, DocGen (Document Generation), Adoption workflows, Resource Family Approval (RFA), Financial Management.

Most improvements focus on correcting data mappings, fixing permissions, ensuring required fields populate properly, and supporting essential tasks like generating forms, viewing financial information, and receiving system notifications.

For more details, please visit System Updates & Release Notes tab within the Production Simulation Hub in the CWDS website.

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Technical Update

CWS-CARES Weekly Maintenance and System Update Window

Weekly maintenance for the CARES100 and CARES105 environments is now scheduled every Friday after 5:00 PM with major updates expected to finish by Saturday at 8:00 AM. While the systems remain accessible, users may experience minor, temporary performance issues—such as slowness or search disruptions—during this time. Any necessary updates to other CWS-CARES environments will be scheduled and communicated separately as they are determined.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: July 20, 2026

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

July 20, 2026 FAQ of the Week:

Q: Can County Train-the-Trainer (TTT) conduct training independently, or do they need support from CWS-CARES Trainers?

A: Counties have flexibility. Train-the-Trainers can:

• Conduct all Instructor-Led Training (ILT) sessions independently and will receive support from CWS-CARES Trainers who can answer questions during training.

• Co-lead with state trainers.

• Shadow state trainers while learning the process.

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.

In this Weekly Digest:

• CWS-CARES Production Simulation and Additional Updates – 7/6/2026
• Upcoming CWS-CARES Prod Sim Onboarding Notification
• Recap: Operational Alignment Session
• Reminder: Nine (9) Days Left to Register for CWS-CARES Stakeholder Briefing #9
• CWS-CARES Environment for User Access: July 2026 Update
• Additional Clarification: Microsoft Word 32/64-bit in CWS-CARES
• CWS-CARES Functionality Spotlight: July 13, 2026

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CWS-CARES Production Simulation and Additional Updates – 7/6/2026

The CWS-CARES Project has distributed the July 6, 2026 Production Simulation (Prod Sim) update as the project tracks toward CWS-CARES Version 1 (CARES V1) Go-Live on October 26, 2026. The update includes two key resources.

The How to Access & Self-Enroll in Enablement Guide explains how to sign up for CWS-CARES training. Non Train-the-Trainer (TTT) users should follow their role-based learning path and consult their county training coordinator if needed. TTT users will receive separate communication soon regarding their specific Enablement programs.

The CWS-CARES Prod Sim and Environment Status is a document outlining the current capabilities, limitations, and system status as of July 6 for CWS-CARES Prod Sim and other environments. This resource is designed to provide clarity on what to expect, what has changed, and how to understand the current system behavior.

The CWS-CARES Prod Sim and Environment Status document covers:

Prod Sim

1. Prod Sim Revised Onboarding Approach: The onboarding approach is revised with all users being added to the CWS-CARES Prod Sim environment in phases between July 6th and July 16th.
2. CWS-CARES Support and Data Security Protocols: Users must strictly redact PII/PHI from support tickets, prohibit screenshots or recordings during screen shares, and utilize secure transmission methods for all data transfers.
3. CWS-CARES Prod Sim Support Options: Support is available through daily Microsoft Teams office hours, regional clinics, and dedicated weekday email channels across six regions.
4. Known & Expected Issues, Current System Behavior: Highlights of known and expected issues, and current system behaviors users might encounter, focusing primarily on data-related issues.
5. Resolved Issues: A summary of resolved bugs and defects. Users should report these if any unexpected behavior persists within these specific areas.
6. Open/Reported Issues, Capabilities Not Available on July 6: An overview of current Prod Sim issues classified by subject area; please note this does not represent the entirety of all reported active issues.
7. Forms Status: A dedicated status update on the readiness and functionality of project forms.

Environment Specifications 

• We are sharing information on the current operational status and specifications of the CWS-CARES environments including configuration, data sets, access rights, and feature availability.

Please note that the CWS-CARES Prod Sim and Environment Status document is a living document, with the next update scheduled for August 4.

For full details, please visit the CWS-CARES Prod Sim and Additional Updates – 7/6/2026 page on the CWDS website.

Please contact Customer Relations for questions.

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Upcoming CWS-CARES Prod Sim Onboarding Notification

Following the CWS-CARES Prod Sim and Additional Updates – 7/6/2026, all users will be added to the CWS-CARES Prod Sim environment (CARES100) this month to ensure staff have enough time to complete their Enablement modules before starting Instructor-Led Training (ILT).

Users will be onboarded on one of two dates depending on their county:

• Monday, July 13, 2026: Approximately 10,000 users in Los Angeles, Riverside, and San Bernardino (including both probation and child welfare staff) will gain access to Prod Sim.
• Thursday, July 16, 2026: Approximately 10,000 users from all remaining counties, Tribes, and CDSS (including both probation and child welfare) will gain access to Prod Sim.

Although all users are being activated, individual counties and organizations decide who participates and when they start their activities. To gain access, users must respond to onboarding emails sent on either July 13 or July 16, depending on their rollout date.

Four onboarding Kickoff sessions will be hosted via Microsoft Teams Town Hall, with American Sign Language interpretation provided for all sessions:

• Session 1: Monday, July 13 | 10:00 AM – 12:00 PM
• Session 2: Tuesday, July 14 | 1:00 PM – 3:00 PM
• Session 3: Thursday, July 16 | 1:00 PM – 3:00 PM
• Session 4: Friday, July 17 | 10:00 AM – 12:00 PM

Links to the kickoff meetings and regional office hours are available on the CWS-CARES Production Simulation Hub. Counties and organizations may determine which sessions their staff should attend.

For full details, see the Upcoming CWS-CARES Prod Sim Onboarding Notification page on the CWDS website.

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Recap: Operational Alignment Session

On July 7, 2026, the CWS-CARES Project hosted the Operational Alignment Session. The session reinforced the purpose of Business Process Re‑engineering (BPR), an OCM activity focused on aligning current statewide operations with validated future CWS-CARES workflows.

During the session, participants reviewed key BPR concepts, upcoming activities, and guidance for preparing for the Delta Sessions, which are designed to help each organization pinpoint where local practices or policies need to align with CARES V1 workflow (Delta Session dates to be announced soon). Participants were also guided on how to use Prod Sim, business process maps, and updated project artifacts to identify operational differences. The team also shared recent workflow updates and a gap analysis framework to ensure organizations are working with the most current information.

A Q&A session followed, covering training, documentation, and communication need. The Project Team committed to providing follow‑ups.

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

Thank you to the 290 stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, July 22, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, July 22, 2026, from 10:30 AM to 12:00 PM. All stakeholders impacted by the changes to CWS-CARES are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #9 | 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 June 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #9 Registration page. Updates will include:

• Production Simulation
  • Preparations for onboarding
  • Available Functionality
  • Status of environment fixes 
• Implementation & Training 

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on July 22, 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 _8 June 2026 - Q&A - ACC.pdf
• Stakeholder Briefing 8 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.

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CWS-CARES Environment for User Access: July 2026 Update

The CWS-CARES Project has published an updated overview of system environments as of July 2026. The CWS-CARES Environments for User Access: July 2026 Update provides a point-in-time overview of system environments, including their purpose, access, and availability, to support testing, training, and readiness activities ahead of Go-Live.

This resource is available on the CWS-CARES User Resources of the CWDS website.

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Additional Clarification: Microsoft Word 32/64-bit in CWS-CARES

CWS-CARES supports both 32-bit and 64-bit Microsoft Word and does not require counties to only use 32-bit Microsoft Word. However, the Project recommends that counties retain 32-bit Word to support legacy documents migrating from the CWS/CMS system. Because those documents were created in an environment that supported 32-bit Word, counties using 64-bit Word may encounter compatibility issues or errors when opening some legacy documents. While these issues may not occur in every instance, the recommendation is intended to help minimize potential disruptions when accessing legacy documents.

Counties may choose to use 64-bit Word if they prefer, with the understanding that compatibility issues with some legacy documents may occur. The Project continues to evaluate long-term options for supporting legacy documents/potential conversion and will communicate any future updates as they become available.

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CWS-CARES Functionality Spotlight: July 13, 2026 

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

July 13, 2026 FAQ of the Week: 

Q: Will Person Merge functionality be available in CWS-CARES to address duplicate client or person records?

A: Yes, Person Merge functionality will be available in CWS-CARES V1. 

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.

_______

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.

Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17th; because this includes real, sensitive 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 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.