Update

Salesforce Webinar Recording Participants:

Thank you for your participation in the Salesforce Recorded Webinar on April 9, 2026. We appreciate the time you took to join the session and share your feedback.

Following feedback from our county partners, we have decided not to release the recent webinar recording. As the session focused on general Salesforce navigation, some content may not fully reflect the CWS-CARES user experience.

Instead, these topics will be integrated into upcoming CWS-CARES training to ensure users receive guidance tailored to our platform.

We appreciate your continued partnership as we refine our materials to better serve CWS-CARES users.

Action Required

If you have any questions, please contact CWS_CustRel@otsi.ca.gov.

All SPOCs, Technical Contacts, and SBC Administrators:

May 5, 2026 UPDATE: In addition to the warning message issue, a second issue within the Server Based Computing (SBC) / Citrix environment was discovered. This second issue was a “High Level Problem Occurred” message. Unlike the first issue, users who encountered the second issue were blocked from proceeding access to the CWS/CMS application.

IBM worked with the California Department of Technology (CDT) and implemented a fix to resolve the “High Level Problem Occurred” last night. Users should not be encountering this issue when accessing the CWS/CMS application via SBC.

In addition, a separate fix has been implemented this morning to resolve the issue that was causing the warning message. This message should no longer appear.

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The California Department of Technology (CDT) upgraded the SBCS servers to the Windows 2022 server. This activity has caused the following warning message to appear when accessing CWS/CMS via an SBC connection:

IBM and the CWDS Office are working with the CDT on a fix, to be implemented later this week, to prevent this warning message from appearing. No action will be needed from the user once this update is made. In the meantime, users are able to connect to CWS/CMS by simply clicking the ‘OK’ button to close out the warning message.

Action Required

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 SPOCs:

May 1, 2026 UPDATE: This is an update to the February 19, 2026, communication requesting participants for Data Conversion

Mock Cycles 1 and 2.  Mock Cycle 2 is the next full load of organization data from CWS/CMS and select systems into CWS-CARES for review. This validation helps confirm that real-world records appear accurately and completely in the system. 

Mock Cycle 2 data will now be loaded into the Production Simulation environment. Beginning May 26, 2026, participants will be able to validate converted data as part of Production Simulation activities rather than through a separate Mock Cycle 2 process. 

Support for data validation will be provided through regular support channels, including Office Hours. 

Thank you for your continued partnership and flexibility as we align Production Simulation and data conversion readiness activities. 

If you have questions about data conversion, please contact CWDS Data Conversion.

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February 19, 2026

Participants Requested for Data Conversion Mock Cycles 1 and 2 – Survey Due March 2, 2026

All CWS-CARES SPOCs:

As CWS-CARES continues statewide readiness efforts, we appreciate your continued partnership in data validation activities.

The next phase is Data Conversion Mock Cycles 1 and 2. These are full test runs where organization data from CWS/CMS and select systems are converted into CWS-CARES to review real-world records and confirm the data appears accurately and completely in the system.

We are seeking one (1) to five (5) participants per organization who are familiar with their data to support this effort. All participants will receive calendar invitations and communications for both cycles, so you do not need to indicate which cycle(s) they plan to support.

Timeline

Mock Cycle 1: March 23, 2026 – April 10, 2026
Mock Cycle 2: April 21, 2026 – May 4, 2026

Participants may support one or both cycles. Mock Cycle 2 will include system improvements, sealed and sensitive records, and updated user access settings in preparation for Production Simulation.

Support

Participation includes a one-hour kickoff and a wrap-up session. Orientation sessions and semi-weekly office hours will be available to support questions and issue review. Time spent on validation is flexible and based on each organization’s level of review.

Action Required:

Please complete the brief survey by March 2, 2026, so we can set up user access:

CWS-CARES Data Conversion Mock Cycles 1 and 2 Survey

Only one survey response per organization is needed, so please coordinate internally before submitting.

If you have questions, please contact CWDS Data Conversion.

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

As we move closer to the statewide launch of CWS-CARES this October, we want to provide you with an update on our implementation roadmap and the team dedicated to supporting your organizations through this transition. 

Attached are the Implementation Lead (IL) Assignments and a high-level timeline encompassing key activities across Implementation, Organizational Change Management (OCM), and Training. This overview outlines the major milestones leading up to our Go-Live, with a focus on the following upcoming phases: 

• Train-the-Trainer/Super Users training: We are combining Train-the-Trainer and Super User sessions into a single, streamlined curriculum. Starting in late June 2026, multiple sessions will be offered throughout an eight-week window to accommodate schedules. 

• End User Instructor-Led Training: Beginning in August 2026, leading up to the CWS-CARES Version Go-Live in October 2026. 

The team is currently working on the detailed plans for these activities, and we look forward to sharing more information with you in May. 

With the successful restart of our monthly Implementation Readiness meetings on April 13, 2026 we have confirmed interim Implementation Lead (IL) assignments for both Child Welfare and Probation. Please find the current assignment roster attached. 

As we continue to onboard resources and assess the specific needs of each organization, please note that there may be further adjustments to these assignments in June. These updates will ensure that every partner receives the dedicated support required for a successful transition. 

We appreciate your ongoing partnership as we continue to prepare for these significant milestones. 

Action Required:  
No action is required.

All SPOCs and Technical Contacts:

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 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. 

All Dedicated County SPOCs and Technical Contacts:

April 2, 2026, UPDATE: CWS/CMS Operations would like to share an important update regarding how all Zscaler support requests will be handled moving forward. These changes will help streamline the process and ensure users receive consistent and timely support.

Effective immediately, all Zscaler-related support requests must be directed to the CMS/CMS Help Desk. This includes:

• Creating new user accounts
• Granting access or requesting unblocked URLs
• Troubleshooting login, access, or connectivity issues

Please encourage users to review the latest Okta & Zscaler User Guide, which is attached to this message. The guide includes:

• Step-by-step instructions for logging in to Zscaler
• How to reset passwords
• How to reset MFA
• Q&A section covering common issues and solutions
• Support contact information

CMS/CMS Help Desk Contact Information:

• CWS/CMS Service Desk Email: cmshelp@kyndryl.com
• CWS/CMS Service Desk Phone Number: 1-800-428-8268

Following these updated procedures will help ensure faster resolution times and a smoother experience for all users.

Thank you for your cooperation and continued partnership.

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February 6, 2026, UPDATE: The CWDS Infrastructure team would like to extend their most sincere gratitude to everyone on their ongoing participation either directly or indirectly with the Zscaler effort.

Updates:

During our deployment, this past January 28^th we had some setbacks that caused the rollback process for Lassen, Plumas and Sutter site 1. CWS Ops has been diligently working on a solution for the counties affected. Currently this has been solved and confirmed for Lassen and Plumas County. For Sutter County we are still working on the fix to be applied. Once the fix is confirmed,  we will work with SPOCs directly to provide next steps.

Next STEPS for Lassen and Plumas County:

• Zscaler to be released once again on Monday February 9^th
• Please reboot your workstation before the start of the day
• Login to Zscaler to be able to access the CWS/CMS resources

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January 26, 2026 UPDATE: The CWDS Infrastructure team would like to remind you to reboot your workstation on Wednesday, January 28, 2026. This will ensure your computer is ready with the latest changes before you login and start using Zscaler.

Attached is a copy of the “New User Guide Okta & Zscaler v1.2.” Please review if you have any questions or concerns with the user login and activation process.

Also attached is the calendar invite to allow users to join the call to address any concerns or issues during the deployment of Zscaler.

Zscaler release dates:

Phase 1 of release COMPLETED:

January 21 2026: Shasta, Del Norte, Imperial, Sierra, and Amador to start using Zscaler.

NOTE: Reboot CWS/CMS workstations prior to logging in on Wednesday, January 21, 2026.

Phase 2 of release:

January 28 2026: The remaining Dedicated Counties and Tribes.

NOTE: Reboot CWS/CMS workstations prior to logging in on Wednesday, January 28, 2026.

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January 16, 2026 UPDATE: Appreciation to everyone who joined today’s “CWS Ops Zscaler User Group” meeting. We are excited as we move forward with this project. Your support and participation is valued.

In this communication we have attached the New User Guide – Okta & Zscaler v1.1 document. Please use this guide for user account activation, enabling Multi-Factor Authentication (MFA), and using Zscaler.

This is a friendly reminder for those who have not yet done so, to please complete their Zscaler account activation. Please do not delay this step to prevent a possible disruption of service on your State-issued CWS workstation.

Important! Release dates have been updated:

Phase 1 of release: January 21 2026: Shasta, Del Norte, Imperial, Sierra, and Amador Counties to start using Zscaler.

NOTE: Phase 1 users – Make sure you reboot your workstation before using Zscaler on January 21, 2026.

Phase 2 of release: January 28 2026: Everyone else to start using Zscaler.

NOTE: Phase 2 users – Make sure you reboot your workstation before using Zscaler on January 28, 2026.

Also, please add the attached ‘CWS Ops Zscaler Production Support’ Outlook invite to your calendar. You may join the call on January 21, 2026, or January 28, 2026, for Zscaler questions or concerns.

Thank you for your support and participation.

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January 13, 2026 UPDATE: The CWDS Infrastructure team thanks everyone for their continued support with the Zscaler implementation project. Below is the recount from the latest Zscaler User Group meeting on Friday, January 9, 2026:

Updates

Appreciation to Shasta, Del Norte, and Imperial Counties for your participation as testers. Please continue to share any feedback as it allows us to improve and close any issues.

We have attached the New User Guide – Okta & Zscaler v1.1 document. Please utilize this guide for user account activation, enabling Multi-Factor Authentication (MFA), and using Zscaler.

You can now review the previous Zscaler User group sessions at your own pace. These sessions are located on the CWDS website at this link: https://cwds.ca.gov/pages/hardware_technical_information.

Users who have not yet completed their Zscaler account activation will receive an invitation to activate their account. Please ensure users complete their activation as soon as possible. Do not delay on this step so that no disruption is experienced on your State-issued workstation. Once the account is created, wait for the release date before using Zscaler.

Zscaler Release Date

The CWDS Infrastructure team plans to make one final firewall network change in preparation to the release date. This change should not impact users. It is scheduled for Tuesday, January 13, 2026, at 12:00 Noon, Pacific Time.

Phase 1 of release: January 21 2026, at 12:00 Noon. Shasta, Del Norte, Imperial, Sierra and Amador Counties to start using Zscaler.

Phase 2 of release: January 28 2026, at 12:00 Noon. All remaining Dedicated Counties to start using Zscaler.

Q&A Highlight

Q: What is the process to request a ZScaler account?

A: Send an email to cwsoperationsteam@otsi.ca.gov to request a Zscaler account.

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December 22, 2025 UPDATE: The CWDS Infrastructure team thanks everyone for their continued collaboration with the Zscaler implementation project. Below is the recount from the latest Zscaler User Group meeting on Friday, December 19, 2025:

Zscaler Release Date

The CWDS Infrastructure team plans to release Zscaler on Wednesday, January 21, 2026, at 12:00 Noon Pacific Time.

Q&A Highlight

Q: If new remote user credentials are needed, should counties delay requesting Cisco AnyConnect credentials and wait for Zscaler?

A: No. Please continue with your county’s standard process to request Cisco AnyConnect credentials. In addition, request Zscaler credentials for any users who do not already have them.

Next Steps & Holiday Message

The session on Friday, December 19, 2025, was the final Zscaler User Group meeting for 2025. The CWDS Infrastructure team looks forward to connecting again early in January as the Zscaler release date approaches. In the meantime, the team wishes you, your families, and your loved ones a safe and joyful holiday season.

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December 15, 2025 UPDATE: The CWDS Infrastructure team expresses their appreciation for those who have joined the weekly Zscaler User Group meetings in November and December and for your continued engagement. Your participation helps keep our efforts on track to quickly identify and address any issues that arise.

Here are the newest questions and answers that arose from the most recent status meeting:

Q: When will the recordings of the previous Zscaler User Group meetings be saved to the CWDS website?

A: The CWDS Web team is working on receiving the necessary approvals. We will provide an update once the CWDS Infrastructure team receives word from the Web team.

Q: When will Zscaler be ready for customers to use?

A: Zscaler testing is nearly completed. An exact implementation date to use Zscaler should be provided by the next Zscaler User Group meeting on Friday, December 19, 2025.

Zscaler Client Connector Deployment Status

CWS Ops is nearing completion of the Zscaler Client Connector deployment across all workstations. Only a small number of workstations remain without the installation. For those machines, we kindly ask that you leave them powered on for an extended period to allow the deployment to complete. If you are a remote user and utilize Cisco AnyConnect, please ensure you are logged in so we can complete the installation successfully.

CWDS appreciates your cooperation and support for this project.

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November 24, 2025 UPDATE: The CWDS Infrastructure team appreciates your continued participation and support during this Zscaler migration project. Following our last status meeting on Friday, November 21, 2025, the team is pleased to share that they have made steady progress and are now moving forward with this project, as expected. Your ongoing engagement and valuable contributions play an essential role in helping to maintain momentum to achieve these shared goals. We remain grateful for your commitment and look forward to the continued collaboration.

Here are the newest questions and answers that arose from the most recent status meeting:

Q: When will additional Okta authentication login options be available?

A: As of Friday, November 21, 2025, users should have the ability to not have to rely on the ‘Okta Verify’ option from a mobile device. Users now have the ability to obtain the multi-factor authentication (MFA) one-time-use code through their email.

Q: Does this effort involving Zscaler and Okta affect the Server Based Computing (SBC) users login?

A: SBC users will continue to login as they normally do; this Zscaler/Okta effort has no impact on SBC.

Q: When can users expect to receive the email to create the Zscaler/Okta account?

A: Users should have already received an Okta account email from the CWDS Infrastructure team. If users have not yet received the email, please inform the CWDS Infrastructure team at cwsoperationsteam@otsi.ca.gov with the list of users who need to receive the account creation email. Please include the first name, last name, and the email address for each user on the list.

Q: When will the Zscaler client be installed on the CWS workstations?

A: Starting at 6:00 PM on Wednesday, November 26, 2025, the CWDS Infrastructure team and IBM/Kyndryl will start deploying the Zscaler Client Connector to the CWS workstation, using the BigFix installer. The installation process will use a rolling deployment, so as not to cause too large of impact to the network at one time.

If possible, please leave the CWS workstations powered on over the Thanksgiving holiday. Note: please also be connected to the Virtual Private Network (VPN) if the workstation uses VPN. This process will occur silently in the background.

Once completed, the user will notice the Zscaler application loaded on the workstation. This is an automatic loading process; however, no further action is needed as of this time. The user can close the Zscaler application to continue to do their daily work. Further instruction will be provided when Zscaler is expected to be in use. For now, this current activity is only to load the Zscaler application onto the workstation.

Please direct any questions regarding this process to the CWDS Customer Relations mailbox at CWS_CustRel@otsi.ca.gov.

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November 10, 2025 UPDATE: The CWDS Infrastructure team will be sending out emails to the Dedicated Counties to create their Zscaler accounts. The attached New User Guide Okta & Zscaler document will assist counties with solving any questions that Counties may have during the transition to Zscaler and Okta. The Infrastructure team will continue to leverage the Friday ‘CWS Ops Zscaler User Group’ meetings to communicate the next steps in this project and to answer any questions that the Counties may have.

Here are a couple questions and answers that arose from last week’s meeting:

Q: Will users that rely on Citrix to login into the CWS/CMS application be impacted when this Virtual Private Network (VPN) change occurs?

A: No impact will be reflected if a user is using Citrix to access the CWS/CMS application.

Q: Since Zscaler depends on the use of Okta, is it possible to receive directions outlining Okta verification process?

A: The attached New User Guide Okta & Zscaler document provides instructions on installing the “Okta verify application” function on iOS and Android mobile devices. The CWDS Infrastructure team is researching the possibility of installing the Okta application on the CWS/CMS workstations, but are currently requesting Dedicated Counties to allow the installation on mobile devices.

Action Required

The only action currently required of the Dedicated County is to create their Zscaler accounts when the email invite is delivered to their Outlook mailbox.

Please continue to attend the Zscaler meetings on Fridays in November and December to learn about the transition from AnyConnect VPN to Zscaler and to share any questions or concerns that you have regarding this project.

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The CWDS Infrastructure team, along with IBM/Kyndryl, currently use AnyConnect Virtual Private Network (VPN) for Dedicated County remote access to the CWS/CMS application. In an effort to achieve higher security standards and to move away from obsolete technologies, CWDS is switching to the Zscaler tool for remote access. Additionally, Zscaler will replace the McAfee proxy that is used to whitelist specific websites for the Dedicated Counties. In collaboration with Zscaler, CWDS will also use the Okta identity management tool.

Zscaler is a cloud native security platform that allows users to connect to applications and surf the internet securely. Okta is an identify management platform that allows user to securely authenticate to services.

The CWDS Infrastructure team will create accounts for all Dedicated County users. On November 19, 2025, IBM/Kyndryl will use the BigFix tool to deploy Zscaler on the Dedicated County workstations. Users will receive emails from Zscaler and Okta as the accounts are created and are rolled out to the workstations.

In December 2025, CWDS will transition from Cisco AnyConnect VPN and McAfee Proxy to Zscaler and Okta. In January 2026, the transition will be completed. Cisco AnyConnect VPN and McAfee Proxy will no longer be used; Dedicated Counties will be fully using only Zscaler and Okta.

To help users with the transition to Zscaler and Okta, the CWDS Infrastructure team will hold weekly meetings every Friday afternoon at 1:00 PM, beginning on November 7, 2025, and running through to the end of the calendar year. The CWDS Infrastructure team will use these meetings to cover the Zscaler project, why it is occurring, the timeline and activities, and to answer questions and concerns regarding the project.

Action Required

Please attend the Zscaler transition meetings, Fridays in November and December, to learn about the transition from AnyConnect VPN to Zscaler and to share any questions or concerns that you have regarding this project.

All SPOCs, Technical Contacts, and CAD Contacts:

A service on the CWS/CMS CAD BusinessObjects (BO) server did not start correctly last night, March 24, 2026. The service was restarted this morning; however, the maximum number of connections to the database exceeded the allowed limit. This has caused the failure of some reports to complete processing this morning and will need to be run again.

Action Required

Check your scheduled Business Objects reports this morning and verify your results. If needed, manually invoke the scheduled BO reports from last night.

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

As we prepare for the CWS-CARES Version 1 (V1) launch in October 2026, we are sharing an important update regarding the collection and management of Sexual Orientation and Gender Identity and Expression (SOGIE) data within the system. 

In direct response to updated federal guidance and a recent Executive Order (EO), the State has decided to transition specific SOGIE data fields to "Read-Only" status within the CARES V1 User Interface. 

This approach ensures immediate federal compliance while preserving the significant development work already completed. By locking these fields rather than removing them, CWS-CARES remains stable for go-live while protecting existing data. 

The following fields in CWS-CARES will be visible but not editable for the V1 launch: 

1. Sexual Orientation: Includes Asexual, Bisexual, Gay, Lesbian, Pansexual, Queer, Straight/Heterosexual, Declines to State, Not Listed, Client does not know (including description text box), and Did not ask (including description text box). 
2. Gender Identity: Includes Female, Male, Non-Binary, Gender Queer, Transgender Female, Transgender Male, Two-Spirit, Gender Fluid, Intersex, Decline to State, Did Not Ask, Client does not know, and Not Listed (including associated description boxes). 
3. Pronouns: He/Him, She/Her, and They/Them. 

The California Department of Social Services (CDSS) is committed to working closely with counties and local jurisdictions to determine how to best address ongoing programmatic needs for this information. 

We appreciate your flexibility as we navigate these evolving federal requirements to ensure a compliant and successful launch of CWS-CARES. 

Action Required

For your information only.

All SPOCs and Data Quality Analysts:

The latest versions of Data Quality Fuzzy Reports for Clients and Placement Homes are now available. The Client and Placement Home Fuzzy Reports assist with manual data cleanup in CWS/CMS by providing a greater number of potential duplication matches, using “fuzzy” matching criteria, than would be possible on the more restricted results on the Semi-annual merge reports. Additional information on CWS/CMS data cleansing activities and benefits, including Fuzzy Reports, is found on the Data Quality Portal.

No signup is required. All counties have already received the two reports on SAFE.

Action Required

If a county wants to collect the two Data Quality Fuzzy Reports (for Client or Placement Home) and perform manual merges in CWS/CMS, please collect them from SAFE as you have done previously. 

 

All SPOCs and Technical Contacts:

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.