Notice

Solicitation for County Subject Matter Experts (SMEs) for CWS/CMS R9.3

All SPOCs and Training Contacts:
The Child Welfare Digital Services (CWDS) Office is requesting county staff to participate as Subject Matter Experts (SMEs) in the Release 9.3 Business Needs Analysis (BNAs) meetings and Joint Application Design (JAD) to give feedback on issues. SMEs will participate in Release 9.3 activities, tentatively scheduled to GO LIVE in July 2023.
R9.3 BNAs will be held on December 5, 2022. SMEs will receive an Outlook invitation once all responses are received.
R9.3 JAD has not yet been scheduled, but SMEs will receive an Outlook invitation once a date is selected.

System Change Requests (SCRs) include:
The five (5) SCRs listed below are newly proposed for Release 9.3
  • SCR 8955 – Other Adults in Home Batch Update (Data Quality) (Prioritized #3) - Application Support Contact: James Sidebotham
  • SCR 8954 – Service Provider NPI Data Batch Update (Data Quality) (Prioritized #6) - Application Support Contact: James Sidebotham
  • SCR 8843 – Transfer Enrollments between DOE Schools (Data Quality) (Prioritized #8) - Application Support Contact: Pravitha Kodiyanthara
  • SCR 8935 – Reporter Badge Number Cleansing (Data Quality) (Prioritized #9) - Application Support Contact: James Sidebotham
  • SCR 8943 – Expand Merge History Log (Data Quality) (Prioritized #10) - Application Support Contact: Kim Carpenter
The SCRs listed below were covered during a previous BNA. A brief meeting will be held to ensure nothing has changed.
  • SCR 8939 – Support of O365 with the CWS/CMS Application (Prioritized #1) - Application Support Contact: Gina Blakemore
  • SCR 8906 – Reformat Other Adults Page Naming Data Entry Structure and add Search Function (Data Quality) (Prioritized #2) - Application Support Contact: Nora O’Hara
  • SCR 8776 – SSN Violations - Cleansing (Data Quality) (Prioritized #4) - Application Support Contact: James Sidebotham
  • SCR 8908 – Update Service Provider: Add NPI No and Middle Initial to ID Page and Search Dialog (Data Quality) (Prioritized #5) - Application Support Contact: Gina Blakemore
  • SCR 8844 – Automatically Cleanup Open Education Enrollments (Data Quality) (Prioritized #7) - Application Support Contact: James Sidebotham 
Counties are encouraged to register individuals with knowledge and experience working in the areas mentioned above. A mix of end users with casework or supervisory experience will also be very helpful.

Those who volunteer are welcome to register for one or more SCRs.

Participants will work with other County and State SMEs as well as vendor support staff.

We seek a diverse group of participants from large, medium, and small counties. The CWDS Office will work with SMEs to determine the details of participation.

If you have any questions regarding this recruitment, please contact OSI CWDS Application Support via email @ CWS_AppSupport@osi.ca.gov.
 
Action Required
Staff should submit a Release 9.3 SME Online Registration Form for each potential SME.             
Forms should be submitted no later than November 30, 2022.

 

California Department of Technology Service Desk Bulletin – SBCS Infrastructure Servers Security Patching – October 29, 2022| 6:00 AM – 10:00 AM

All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled maintenance on Saturday, October 29, 2022, beginning at 6:00 AM and concluding at 10:00 AM.  During the maintenance window, CDT will apply Standard Monthly OS Security Patches to SBCS Infrastructure Servers. There is no anticipated outage for this maintenance; however, CDT is asking that everyone log off from the Citrix SBC system, if not actively using it during the maintenance window.

Action Required
CWS/CMS Users
If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.
 
CWS-CARES Users
If users experience any issues with CARES-Live, please follow your county process for reporting issues. CARES-Live County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

California Department of Education - Updated Providers List – REVISED

All SPOCs and Technical Contacts:
REVISED: Please see the attached spreadsheet referenced in this communication.
______________________________________________________________________________________
 
On Friday, September 23, 2022, the list of Education Providers in the CWS/CMS application was updated with data obtained from the California Department of Education (CDE). During this update, several Education Providers in the application were end dated. This occurs whenever an existing CWS/CMS Education Provider no longer shows up as an active Education Provider in the data obtained from CDE. 
Attached is a list of all closed Public Education Providers and all closed Private Education Providers that were end dated during this update. This information is being provided to assist counties with determining if any data corrections are needed.
 
Action Required
Review the attached list of closed Education Providers; if the county determines a data correction may be needed, contact the Application Support team at osicwdsAppSupport@osi.ca.gov or Customer Relations.

 

CARES- RFA - Issue UPDATE #2

All Pilot County RFA SPOCs:
September 27, 2022  UPDATE
The RFA issue reported yesterday to be able to proceed past the ‘Relationship History’ (Incident number INC0021661) was implemented, tested and Resolved.
_________________________________________________________________________________ 
September 26, 2022 UPDATE: 
The code fix has been identified for the RFA issue reported this morning, and the team is validating that it is working correctly. We are seeking approval for the fix tonight, and additional communications will go out once approval has been received and a time scheduled.
_________________________________________________________________________________
 
CWDS has received reports that RFA staff are unable to proceed past ‘Relationship History’ in the CARES-RFA Process Application. The Save and Next buttons are not working at this time.  We are currently troubleshooting this issue identified in incident number INC0021661. There is currently no ETA for resolution. We will provide updates as we receive them.

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

 

CARES- RFA Issue – UPDATE

All Pilot County RFA SPOCs:
UPDATE
The code fix has been identified for the RFA issue reported this morning, and the team is validating that it is working correctly. We are seeking approval for the fix tonight, and additional communications will go out once approval has been received and a time scheduled.

_____________________________________________________________________________
 
CWDS has received reports that RFA staff are unable to proceed past ‘Relationship History’ in the CARES-RFA Process Application. The Save and Next buttons are not working at this time.  We are currently troubleshooting this issue identified in incident number INC0021661. There is currently no ETA for resolution. We will provide updates as we receive them.
Action Required
Please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

CARES- RFA Issue

CARES-RFA Pilot County SPOCs:
CWDS has received reports that RFA staff are unable to proceed past ‘Relationship History’ in the CARES-RFA Process Application.  The Save and Next buttons are not working at this time.  We are currently troubleshooting this issue identified in incident number INC0021661.  There is currently no ETA for resolution.  We will provide updates as we receive them.
Action Required
Please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

California Department of Technology Service Desk Bulletin – Secure Automated File Exchange (SAFE) Cloud Service – Scheduled Maintenance

ALL SPOCs and Technical Contacts:
The California Department of Technology (CDT) has scheduled maintenance of the SAFE Cloud service.  The maintenance begins on Saturday, September 24, 2022, at 8:00 PM and concludes on Sunday, September 25, 2022, at 2:00 AM. The activity will cause interruptions in the SAFE Cloud service. Some Business Objects (BO) reports will fail to send or automated scripts may fail to retrieve from SAFE during this scheduled maintenance.

Action Required
All users should logoff of the SAFE Cloud service prior to the start of the stated maintenance timeframe. Please check on your scheduled BO SAFE reports and automated FTP scripts. If needed, re-run the reports and scripts.
 
Contact the IBM Help Desk (800-428-8268) to report any issues with your Business Objects content in SAFE.

CARES-Live Scheduled Maintenance – September 15, 2022 | 7:00 PM – 9:00 PM

All SPOCs and Technical Contacts:
The CARES-Live team has scheduled maintenance activity to the CARES-Live application. The activity will begin at 7:00 PM on Thursday, September 15, 2022, and conclude at 9:00 PM. During this maintenance, the CARES-Live team will focus on application changes that are not visible to CARES-Live users. Users will not be able to access the CARES-Live application during the scheduled outage.

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

CARES Release 0.6 Production Release – September 21, 2022 | 5:00 PM – 11:00 PM

All SPOCs and Technical Contacts:
EFFECTIVE SEPTEMBER 21, 2022, CARES RELEASE 0.6 PRODUCTION RELEASE IS PLANNED TO MOVE INTO PRODUCTION
The CARES team has scheduled release activity that will interrupt connectivity to the CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process for pilot counties Contra Costa, Fresno, Placer, Riverside, and Santa Clara. The release activity is planned to begin at 5:00 PM on September 21, 2022, and conclude at 11:00 PM. During this scheduled outage, users in pilot counties will not be able to access the CARES RFA application.

CARES Release 0.6:
The purpose of this release is to improve the performance of the CARES RFA process with the addition of new reports and functional enhancements to RFA features.

CWDS is excited to share the new RFA features that are planned to be available on September 21, 2022, to the CARES-RFA Pilot County users. These new features are derived from user feedback as well as project planned enhancements.  

As a resource to pilot counties, over the next few weeks, your organization can expect to receive information regarding a Webinar along with an updated Participant and Quick Reference Guide. These resources will provide the system users with details of the features/functionality that have been added since the last production release. 

RFA Application Process:
The RFA Application process is the Receipt, Record, Submission, and Assignment of an Application. The RFA Application process was selected as the first software build for CARES. CARES will ultimately replace the legacy Child Welfare System CWS/CMS. The RFA Application Process will operate in a totally new Production Environment without integrating with other legacy systems such as the CWS/CMS and CARES-Live applications.

RFA Application Process Features:
  • Allows an applicant or County staff member to initiate an emergency or standard application to become a resource family home
  • Creates a facility profile that tracks required information to complete this process, including background check results, completion of orientation and training hours, physical home assessment, and family evaluation
  • Aggregates information into a report to recommend approval or disapproval of a resource family application
     
Action Required
RFA Pilot County users review new features in the CARES Production Environment after September 21, 2022.
All Release Notes including information for this release once available can be found here: RFA Application Process Release Notes and Interim Processes

CWS-CARES Scheduled Maintenance – September 7, 2022 | 5:00 PM – 8:00 PM

All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Wednesday, September 7, 2022, beginning at 5:00 PM and concluding at 8:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will remain accessible for pilot counties Contra Costa, Fresno, Placer, Riverside, and Santa Clara.

However, the RFA Key Performance Indicator (KPI) reports will not be available for CWS-CARES users during this maintenance window.

Action Required
If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. You may also contact the Service Desk by phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.