Update

SPOCs, Technical Contacts, and CAD Contacts:

July 3, 2026 UPDATE: The issue that prevented Business Intelligence (BI) reports from running has been resolved. BI users should now be able to access their reports without any issues.

Action Required

Review and validate your BI reports.

If users experience any issues with CWS/CMS or with BI, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.

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Multiple counties have reported that their scheduled Business Intelligence (BI) reports did not run and then received the following error message when they attempted to open a report in BI:

Updates will be provided as new information is received or status when the status has changed.

Action Required

Review scheduled BO reports today and tomorrow morning. Rerun the report jobs, as necessary, when allowed.

Co-Existent County SPOCs and Technical Contacts:

June 19, 2026 UPDATE: Microsoft has not yet provided a permanent fix for the issue with KB5094126 (for Windows 11 v24H2 and v25H2) that is causing a 29956 error message when generating Word documents in CWS/CMS. IBM continues to strongly recommend that Co-Existent Counties do not install this patch on their CWS/CMS workstations, and if the patch is already installed to uninstall it until the permanent fix is produced. There is no estimated timeline for this fix, but we will send out an update once it is received and tested.

While testing the patches, IBM recently discovered an issue with another patch included in the June Microsoft patches. Patch #KB5093998 (for Windows 11 v23H2) is also causing the same 29956 error message when generating Word documents in CWS/CMS. IBM, again, strongly recommends that Co-Existent Counties do not install this patch on their CWS/CMS workstations, and if the patch is already installed to uninstall it until the permanent fix is produced. There is no estimated timeline for this additional fix, but we will send out an update once it is received and tested.

The following are the Microsoft patches that IBM is installing on the Dedicated County workstations for June 2026:

• .NET Desktop Runtime (x64) 8.0.28 Available
• .NET Desktop Runtime (x64) 9.0.17 Available
• .NET SDK (x64) 8.0.422 Available
• .NET Desktop Runtime 8.0.28 Available
• Adobe Acrobat 2026.001.21662 Available - Adobe Acrobat - Continuous Track (x64)
• Adobe Acrobat Reader 2026.001.21662 Available - Adobe Acrobat Reader - Continuous Track
• Adobe Acrobat Reader 2026.001.21662 Available - Adobe Acrobat Reader - Continuous Track (x64)
• Microsoft Edge Stable Build 149.0.4022.62 Available
• Microsoft Edge Stable Build 149.0.4022.62 Available (x64)
• MS26-JUN: Servicing Stack Update for Windows 10 Version 1607 - Windows 10 Version 1607 - KB5094141
• MS26-JUN: Servicing Stack Update for Windows 10 Version 1607 - Windows 10 Version 1607 - KB5094141 (x64)
• 5092427: Cumulative Update Preview for .NET Framework 3.5 and 4.8.1 for Windows 11, version 25H2 - Windows
• 5092427: Cumulative Update Preview for .NET Framework 3.5 and 4.8.1 for Windows 11, version 25H2 – Windows (x64)
• MS26-JUN: Security Update for Microsoft Excel 2016 - Excel 2016 - KB5002877
• MS26-JUN: Security Update for Microsoft Office 2016 - Office 2016 - KB5002578
• MS26-JUN: Security Update for Microsoft Office 2016 - Office 2016 - KB5002852
• MS26-JUN: Security Update for Microsoft Office 2016 - Office 2016 - KB5002878
• MS26-JUN: Security Update for Microsoft Word 2016 - Word 2016 - KB5002879
• Office 2024 Version 16.0.17932.20842 Available - Perpetual Channel - Office 2024 Volume Licensed
• Office 365 Version 16.0.20026.20166 Available - Monthly Enterprise Channel - Office 365 (English (United States
• Office 365 Version 16.0.20026.20168 Available - Current Channel - Office 365 (English (United States))
• Google Chrome 149.0.7827.103 Available
• 4052623: Update for Microsoft Defender antimalware platform - Microsoft Defender Antivirus - KB4052623
• Mozilla Firefox (x64) 140.11.0 ESR Available
• MS26-MAY: Cumulative Update for .NET Framework 3.5 and 4.7.2 for Windows 10 Version 1809 - Windows 10 KB5087061 (x64)
• MS26-MAY: Cumulative Update for .NET Framework 3.5 and 4.8 for Windows 10 Version 1809 - Windows 10 Version (x64)

Additional updates will be shared out once the permanent fixes for the problem Microsoft June patches have been distributed by Microsoft and tested by IBM.

_________________________________________________________________________________________

Issue: The CWS/CMS application generates a 29956 error in certain situations when attempting to make a call to Word documents. This error prevents the user from data input as part of normal workflow processes.

Cause: Microsoft has confirmed that the issue has been caused by Microsoft’s June 2026 update (released on June 9, 2026), specifically the KB5094126 installation on Windows 11 desktops. Microsoft has confirmed this issue is present for multiple customers.

Workaround Solution: A temporary workaround from Microsoft is to uninstall KB5094126 on impacted systems. A permanent fix is expected to be released by Microsoft within the next few days.

Note: This issue and workaround does not apply to the Dedicated County workstations. The June 2026 Microsoft patch KB5094126 was not yet installed on the Dedicated County workstations.

Action Required

Co-Existent Counties that installed the June 2026 updates from Microsoft should, as a temporary workaround, uninstall patch KB5094126 from their workstations, until Microsoft provides a permanent fix.

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

Following up on our communication from June 5, 2026 regarding the postponement of the CWS-CARES Production Simulation (Prod Sim) environment, we are providing an update on what to expect over the next five months, specifically for Prod Sim user access, key features, data, and related environments leading up to our October 2026 Go-Live.

The Prod Sim Environment – Revised Dates & Key Details

1. June 22, 2026: Counties begin hands-on validation of converted legacy data using subject matter experts and end users to verify data accuracy, business functionality, and readiness for expanded statewide testing.

• 'Sealed & Sensitive' cases and referrals are temporarily removed from Prod Sim.
• All CWS-CARES Version 1 (V1) interfaces will be available.

2. July 6, 2026: Additional county users join testing while teams begin validating backend functions, including reports, forms, and data extracts, to ensure the system is performing as expected before go-live.

• The planned Self-Paced Training curriculum will be available.
• The ability to run forms, reports, and extracts will be available.
• In a forthcoming communication, there will be additional details on the number of users and role prioritization to assist counties with determining who will participate.

3. August 3, 2026: Prod Sim access opens for all 25,000 CWS/CMS users.

• Users continue their use of Prod Sim until CWS-CARES V1 Go-Live on October 26, 2026.

4. September 26, 2026: ‘Sealed & Sensitive’ cases and referrals will be added to Prod Sim.

Other Environments – Dates & Key Details

1. June 15, 2026: The V1 Readiness (EUST 3) Environment will be decommissioned at 8AM to migrate interface connections for upcoming training. 

• This will impact interfaces such as Case Management Assessment (CMA), Structured Decision Making (SDM), CalSAWS Foster Care Eligibility Determination (FCED), Juvenile Network (JNET), and potentially others.
• V1 Readiness Environment users who are neither trainers nor granted access to the County Forms Development Environment will be onboarded to the Prod Sim environment according to the timeline above.

2. June 15 – August 7, 2026: The new IBM-converted CWS/CMS forms will be available in County Forms Development Environment 102 on a rolling basis as they are developed for testing and validation by counties.

• During planned outages, these forms will be available in the Prod Sim environment and migration of those documents will begin on July 6, 2026.

3. June 16, 2026: Training Environment 104 opens for Train-the-Trainer (TTT) staff to start their prerequisite training.

• County-identified users will begin to receive onboarding emails on June 12, 2026.

We acknowledge how critical these changes are for organizations, and that they have a direct impact on your readiness activities. We are dedicated to delivering on our commitments and working with you in partnership towards CWS-CARES V1 Go-Live on October 26, 2026. We will be providing forthcoming communication in the coming weeks that will outline in much greater detail the remaining critical dates, delivery of system or functionality fixes, and any outstanding items that will require workarounds until functionality can be fixed post Go-Live.

Please contact Customer Relations for questions: CWS_CustRel@otsi.ca.gov

All SPOCs and Technical Contacts:

June 9, 2026 UPDATE: The automated process to end-date inactive CWS/CMS user accounts will not run in June or July. The reports will resume in August, tentatively planned for August 3, 2026.

An additional update will be issued after the new reports are run and prepared for review.

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May 7, 2026 UPDATE: The automated process to end‑date inactive CWS/CMS user logins continues in May. The new reports were generated and saved to SAFE on Thursday, May 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-05-07.xlsx.” REMINDER: this is the first month will list CWS/CMS user accounts that have been inactive for the previous 90 days.

Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.

If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Please submit your exclusion file by Thursday, May 21, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, May 23, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.

As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. However, in order to expedite this timeline, it is important when calling in the ticket to explain the reason the user ID login was end dated was due to SCR 9039. User accounts from the reports that are logged in prior to Friday, May 22, 2026, at 5:00 PM, will not be end‑dated in the automated process on May 23, 2026.

All User ID accounts, both active and inactive, will be migrated to CWS-CARES. End-dated User ID accounts that need to be reactivated in CWS-CARES can be completed by the Administrators within CWS-CARES. This process will be much more direct and easier to complete in CWS-CARES than it is currently accomplished in CWS/CMS.

____________________________________________

April 7, 2026 UPDATE: After a one-month hiatus for March, the automated process to end‑date inactive CWS/CMS user logins has resumed for April. The new reports were generated and saved to SAFE on Tuesday, April 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-04-07.xlsx.” REMINDER: this is the final month that the report will list CWS/CMS user accounts that have been inactive for the previous 180 days. Beginning in May, the reports will list accounts that have been inactive for 90 days.

Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.

If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Only a few organizations currently have more than ten (10) accounts listed. Please submit your exclusion file by Thursday, April 23, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, April 25, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.

As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. User accounts from the reports that are logged in prior to Friday, April 24, 2026, at 5:00 PM, will not be end‑dated in the automated process on April 25, 2026.

____________________________________________

March 5, 2026 UPDATE: The CWDS Project has decided to not run the automated process to end-date inactive CWS/CMS user logins during March. The monthly process will resume in April. The next reports will be sent to the SAFE folder approximately April 7, 2026.

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February 18, 2026 UPDATE: This is a reminder to submit an exclusion file, if needed, by Thursday, February 19, 2026, at 5:00 PM to prevent up to ten (10) user logins from being end-dated. No action is required if your county agrees with the list as provided.

____________________________________________

February 11, 2026 UPDATE:  As presented at the February 10, 2026 Technical Advisory Committee (TAC) Meeting, we are sharing the updated SCR 9039 FAQ document for your reference.   

____________________________________________

February 6, 2026 UPDATE: Based on received feedback, the reports are being updated for the following criteria:

Report criteria:

Identifies CWS/CMS user logins that have not been used in the past 180 days 

However, users are omitted from the report if they fall into one of these two categories:

1. Have NOT logged into CWS/CMS within the previous 180 days, but HAVE logged into CARES-Live within the previous 180 days.
2. The User ID has been created within the previous 90 days, and has NOT logged into CWS/CMS.

Updated reports, using the new criteria listed above, will be made available in SAFE in the FromOSI folder no later than 5:00 PM, on Friday, February 6, 2026, titled: 
SCR9039_END-DATE_USERID_2026-02-06.xlsx. 

Please use this updated report when reviewing the list of user logins identified for deactivation.

____________________________________________

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

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

What This Means for Counties 

• This activity affects system access only. There are no impacts to caseloads, staff roles, office assignments, or authority. 
• User logins associated with an active County License Case (CLC) are excluded from the report. 
• All user accounts (active and inactive) will still be carried forward to CWS-CARES. 

County Review and Option to Exclude User Logins  

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

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

If your county wishes to exclude user logins: 

1. Use the Excel file provided. 
2. Keep only the rows (up to 10) for user logins you want excluded. 
3. Do not modify the file layout or formatting. 
4. Upload the file to SAFE in the ToOSI folder. 

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

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

Timing and Ongoing Process 

• This first run will process and end-date User IDs on February 21, 2026. 
• The 180-day inactivity threshold will remain in place through April 2026, giving counties additional time to review the list and adjust to new processes. 
• Beginning May, the inactivity threshold will change to 90 days, consistent with CWS-CARES access policy and the Production Simulation environment. 
• After February, this process will occur monthly until the transition to CWS-CARES: 
• Reports will be posted after the first weekend of each month 
• User logins will be deactivated during the fourth weekend of the month 
• Counties will receive advance notice of specific dates 

Restoring a User Login 

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

Action Required 

• Review the report of inactive CWS/CMS user logins when it becomes available in SAFE. 
• Submit an exclusion file (if needed) by February 19 at 5:00 PM to prevent up to 10 user logins from being end-dated. 
• No action is required if your county agrees with the list as provided. 

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

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

We are writing to provide an important update regarding the upcoming launch of the CWS-CARES Production Simulation (Prod Sim) environment, which was previously scheduled for June 8, 2026. 

To ensure that your organizations have access to a stable, functional environment to simulate your business processes, we have made the decision to postpone the June 8th launch.  We understand this change affects your go-live preparation activities, and we are partnering closely with CWDA, CPOC, and county leadership to address and mitigate these impacts.  

Our team is actively troubleshooting and resolving critical system issues. Key priorities include refining role-based access controls to guarantee that sealed cases are restricted to authorized staff, and correcting functionality defects within the person and provider search tools. We are working diligently through these technical areas to establish a revised and realistic Production Simulation launch date. 

Key Impacts 

• Prod Sim Kickoff Meetings will be rescheduled to align with the new timeline. 
• The Phase 2 timeline, specifically the July 6th target to open Prod Sim access to all users – is currently under evaluation. 

We deeply appreciate your patience and ongoing partnership throughout this transition as we maintain our shared commitment to the safety and well-being of children and families. To prevent the risk of further changes in timelines, we will establish a new Production Simulation launch date when we are confident the code updates and data transfers are complete, rather than committing to a timeline before we have that confidence.  

The state and county leaders will convene on Tuesday, June 9th to further discuss the next steps that are critical to continuing progress and will provide a revised Prod Sim launch date by June 12, 2026. 

Please contact Customer Relations for questions: CWS_CustRel@otsi.ca.gov

Action Required

No action is required.

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

We are providing an important update regarding an adjustment to the CWS-CARES Production Simulation schedule and kickoff for access to converted data.  

During our final technical setup and validation phase yesterday, issues were uncovered related to data conversion and user access. To allow time to address these issues, the converted data deployment originally targeted for May 26, 2026, will now occur on June 8, 2026.  

The Production Simulation Converted Data Kickoffs currently scheduled on May 26^th and May 27th will be rescheduled to June 8^th and June 9^th to align with when the environment is officially released to the counties and organizations.  

We are actively working to resolve these validation items and fully expect to maintain our July 6^th timeline for the rollout of Production Simulation to all users. Please continue to use the current environment for now. Note that the SDM and Case Management Assessment interfaces will be available in that environment.

Action Required

No action required.

All SPOCs and Technical Contacts:

May 20, 2026 UPDATE: IBM has developed and successfully tested a fix to resolve the issue introduced with Release R9.6.1. IBM will implement CWS/CMS R9.6.2 on Thursday, May 21, 2026, at 6:00 PM. There is no outage associated with this release. IBM expects the R9.6.2 MSI file to be available in the afternoon on Thursday, May 21, 2026.

R9.6.2 is an optional release for Co-Existent Counties; however, IBM strongly recommends pushing out the R9.6.2 code as soon as possible to the workstations that are currently running R9.6.1.

IBM will push out R9.6.2 to the Dedicated Counties on the evening of Thursday, May 21, 2026.

__________________________________________________________

This message is to inform you that an issue introduced in CWS/CMS Release R9.6.1, implemented on Wednesday, May 13, 2026, is causing an APP29956 error message impacting the JV‑101 and JV‑110 forms. The issue occurred due to updates made to another form in R9.6.1, which unintentionally affected JV‑101 and JV‑110.

There is currently no workaround for this issue. IBM is actively analyzing the issue and working to identify a fix. We will provide an update as soon as more information is available.

At this time, we recommend that any counties that have not yet installed R9.6.1 pause deployment until further notice.

Action Required

No action needed.
 

We do recommend postponing the installation of R9.6.1 if you have not yet installed it.

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

We recognize that forms development has been a significant concern for counties, so we are excited to share a major update that will drastically reduce county time building forms and ease the pressure on county teams.  

The CWS-CARES project is currently finalizing a work order with one of our vendors to provide dedicated resources to build the top-prioritized 2,400 county CWS/CMS forms. This ensures that county forms in CWS/CMS are developed for testing in CWS-CARES Production Simulation prior to Code Freeze on July 31, 2026. 

Below are the details on how the two types of county forms will be handled: 

• County Forms Maintained in CWS/CMS: Our project vendor will begin developing the top-prioritized 2,400 county forms that are currently stored within the legacy CWS/CMS system. The project is providing resources to develop these specific forms.  

• County Forms Maintained Outside of CWS/CMS: Please note that the vendor-led development applies only to county forms stored in CWS/CMS. It does not include county forms stored in external or local systems. Counties will remain responsible for developing and updating any forms housed in their own external systems. Forms may be built within the CARES 102 environment. Once built, forms may be published to the Production Simulation environment to test and validate. 

Additional guidance, timelines, and instructions will be shared with county form authors soon. 

We know how much of a priority — and a concern — forms have been for county teams, which is why we are incredibly pleased to share this news. Thank you for your continued partnership, dedication, and invaluable feedback as we work together to build CWS-CARES . 

Action Required

No action required.

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

We are sharing a high-level CWS-CARES Implementation Timeline from May 2026 to January 2027. This timeline includes the key activities for Implementation, Training, and Organizational Change Management (OCM) and is provided to support counties and organizations in their internal planning and awareness efforts.

Please note that this is a draft currently undergoing final validation for the project’s master schedule. Dates may be slightly adjusted following these final reviews.  Following the commitment to distribute this initial information by May 15th, a finalized version will be published soon.

Key County Activities and Dates: May 2026 to January 2027

Implementation

• Monthly Readiness Checkpoints to mid-October
• Develop Project Go-Live Support Plan: 5/11– 6/30
• Org Support Plan Template: 7/1–7/31
• Go-Live Support starting on 10/26 (Over-the-Shoulder Support to 11/25; Virtual Command Center to 1/24/2027)

1. In-App Learning: Self-Paced Online Training (Enablement): 5/26–10/23Enablement Programs are step-by-step instructions viewable in CWS-CARES and will be available in the production simulation environment beginning 5/26, with additional modules added on a rolling basis through 7/17. Post-launch, the Enablement suite will undergo iterative updates to stay aligned with the system.

2. Train-the-Trainer: 6/15–10/23

• Self-Paced Online Training (Enablement): 6/1– 8/1
• Participate in TTT Sessions: 6/15 - 8/14
• Ongoing TTT Office Hours & Support Channel 6/15-10/23

3. End Users Training: 6/15–10/23

• Self-Paced Online Training (Enablement): 6/15–10/9
• Instructor-Led Training (ILT): 8/3–10/23
• Refresher Training: 10/8–10/23

Organizational Change Management (OCM)

1. Change Champion/Super User Network: 5/11–11/1

• Establish Network and Planning: 5/11 to 6/15
• Execute Network Plan: 6/15 to 11/1

2. Business Process Redesign (BPR): 6/15–11/1

• OAS, Deep Dives, Delta Workshops 6/15 - 9/15
• Organization Support Materials to Document Deltas: 7/15 – 9/15
• Statewide Impact Register 9/15 - 10/15
• Key Findings: 10/15 -11/1

Training Structure and Durations
The training strategy utilizes a blended approach of on-demand and live sessions, with specific prerequisites for each phase:

1. On-Demand Training (Prerequisite):

• Up to 40 hours of on-demand material will be available.
• This is a mandatory prerequisite for both Train-the-Trainer (TTT) and End-User Training (EUT).
• The actual number of hours required will vary depending on a user's specific role.

2. Train-the-Trainer (TTT):

• The estimated duration is up to 2 weeks.
• Timing is adjustable based on a trainer's prior experience with CWS/CMS and CWS-CARES; those new to both systems will have more prep time.
• Exact schedules will be finalized once all trainers are identified.

3. End-User Training (EUT):

• Most staff will require 1 to 3 days of training.
• A small subset of users needing comprehensive training across all modules may require additional time.

We will provide further details as they become available, with a target update scheduled for the end of this month. We look forward to partnering with the counties and organizations to ensure a smooth transition and will continue to provide regular updates as we approach the October 2026 Go-Live.

Action Required
No action needed.

All SPOCs and Technical Contacts:

May 7, 2026 UPDATE: The automated process to end‑date inactive CWS/CMS user logins continues in May. The new reports were generated and saved to SAFE on Thursday, May 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-05-07.xlsx.” REMINDER: this is the first month will list CWS/CMS user accounts that have been inactive for the previous 90 days.

Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.

If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Please submit your exclusion file by Thursday, May 21, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, May 23, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.

As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. However, in order to expedite this timeline, it is important when calling in the ticket to explain the reason the user ID login was end dated was due to SCR 9039. User accounts from the reports that are logged in prior to Friday, May 22, 2026, at 5:00 PM, will not be end‑dated in the automated process on May 23, 2026.

All User ID accounts, both active and inactive, will be migrated to CWS-CARES. End-dated User ID accounts that need to be reactivated in CWS-CARES can be completed by the Administrators within CWS-CARES. This process will be much more direct and easier to complete in CWS-CARES than it is currently accomplished in CWS/CMS.

__________________________________________________________

April 7, 2026 UPDATE: After a one-month hiatus for March, the automated process to end‑date inactive CWS/CMS user logins has resumed for April. The new reports were generated and saved to SAFE on Tuesday, April 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-04-07.xlsx.” REMINDER: this is the final month that the report will list CWS/CMS user accounts that have been inactive for the previous 180 days. Beginning in May, the reports will list accounts that have been inactive for 90 days.

Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.

If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Only a few organizations currently have more than ten (10) accounts listed. Please submit your exclusion file by Thursday, April 23, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, April 25, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.

As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. User accounts from the reports that are logged in prior to Friday, April 24, 2026, at 5:00 PM, will not be end‑dated in the automated process on April 25, 2026.

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March 5, 2026 UPDATE: The CWDS Project has decided to not run the automated process to end-date inactive CWS/CMS user logins during March. The monthly process will resume in April. The next reports will be sent to the SAFE folder approximately April 7, 2026.

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February 18, 2026 UPDATE: This is a reminder to submit an exclusion file, if needed, by Thursday, February 19, 2026, at 5:00 PM to prevent up to ten (10) user logins from being end-dated. No action is required if your county agrees with the list as provided.

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February 11, 2026 UPDATE:  As presented at the February 10, 2026 Technical Advisory Committee (TAC) Meeting, we are sharing the updated SCR 9039 FAQ document for your reference.   

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February 6, 2026 UPDATE: Based on received feedback, the reports are being updated for the following criteria:

Report criteria:

Identifies CWS/CMS user logins that have not been used in the past 180 days 

However, users are omitted from the report if they fall into one of these two categories:

1. Have NOT logged into CWS/CMS within the previous 180 days, but HAVE logged into CARES-Live within the previous 180 days.
2. The User ID has been created within the previous 90 days, and has NOT logged into CWS/CMS.

Updated reports, using the new criteria listed above, will be made available in SAFE in the FromOSI folder no later than 5:00 PM, on Friday, February 6, 2026, titled: SCR9039_END-DATE_USERID_2026-02-06.xlsx. 

Please use this updated report when reviewing the list of user logins identified for deactivation.

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

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

What This Means for Counties 

• This activity affects system access only. There are no impacts to caseloads, staff roles, office assignments, or authority. 
• User logins associated with an active County License Case (CLC) are excluded from the report. 
• All user accounts (active and inactive) will still be carried forward to CWS-CARES. 

County Review and Option to Exclude User Logins  

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

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

If your county wishes to exclude user logins: 

1. Use the Excel file provided. 
2. Keep only the rows (up to 10) for user logins you want excluded. 
3. Do not modify the file layout or formatting. 
4. Upload the file to SAFE in the ToOSI folder. 

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

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

Timing and Ongoing Process 

• This first run will process and end-date User IDs on February 21, 2026. 
• The 180-day inactivity threshold will remain in place through April 2026, giving counties additional time to review the list and adjust to new processes. 
• Beginning May, the inactivity threshold will change to 90 days, consistent with CWS-CARES access policy and the Production Simulation environment. 
• After February, this process will occur monthly until the transition to CWS-CARES: 
• Reports will be posted after the first weekend of each month 
• User logins will be deactivated during the fourth weekend of the month 
• Counties will receive advance notice of specific dates 

Restoring a User Login 

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

Action Required 

• Review the report of inactive CWS/CMS user logins when it becomes available in SAFE. 
• Submit an exclusion file (if needed) by February 19 at 5:00 PM to prevent up to 10 user logins from being end-dated. 
• No action is required if your county agrees with the list as provided. 

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