Update

CWS-CARES Data Dictionary Update and New Tool: SqlDBM

June 27, 2025 Communications
External Systems Points of Contact, CARES SPOCs, County Leadership, CARES Implementation Coordinators, and OCM Coordinators:

This update covers the new CWS-CARES Data Dictionary version and introduces SqlDBM, a tool that will significantly improve how CWS-CARES Entity Relationship Diagrams (ERDs) are visualized.

New Version Available on June 30, 2025: CWS-CARES Data Dictionary V0.04
  • CWS-CARES Data Dictionary V0.04 will be available on the Microsoft Teams Channel:
    CWS-CARES Data Dictionary under Files on Monday, June 30, 2025.
  • The Intro tab of the CWS-CARES Data Dictionary highlights all updates in the new version, making it easy to see what is new or changed.
Visualizing CWS-CARES Data with SqlDBM
SqlDBM is an online tool that simplifies databases and data warehouse design and management. It enables users to view diagrams, known as Entity Relationship Diagrams (ERDs), which act as a visual aid to the CWS-CARES Data Dictionary. Users can click on elements, explore relationships, and gain a deeper understanding of the data definitions.

We are conducting an upcoming SqlDBM overview and training session. Here are the details:
  1. An Introduction to SqlDBM session, including a Q&A, will be held on July 22, 2025. This one‑hour session will guide users through the tool, supporting documentation, and address questions. We’ll send out invitations with the exact time and duration soon. The session will be recorded.
    • Staff are highly encouraged to attend. Please share the session invitation with your county staff who may benefit from attending, including technical staff, data analysts, report/form writers and developers, and data extract partners.
  2. Additional office hours will be scheduled for the first week of August 2025. Invitations will be sent out later.
  3. More details about read‑only access to SqlDBM roll out to the Counties and data partners will be shared during the July 22, 2025 session.

Action Required

Please contact CWDSDataManagement@otsi.ca.gov if you have any questions.

We appreciate your support and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary.
Data, Update, Data Management, CWS-CARES

CWS/CMS Release Planning

June 24, 2025 Communications
All SPOCs, Technical Contacts, CWS Directors, and Probation Chiefs:
In order to support the technical solution for the CARES V1 Pilot, CARES V1 migration, data conversion, cutover, and transition efforts for CWS-CARES, the CWDS Executive Leadership Team (ELT) has decided the following release criteria and cadence for CWS/CMS:
Release 9.0 (VB6 to C# Migration)
  • The ELT approved an indefinite pause on the full production implementation of the C# version of the CWS/CMS application.
  • Release 9.6 will be the final version that will be retrofitted and tested within the C# code base.
  • CWS/CMS production releases will continue to be deployed in the VB6 codebase for Releases 9.6, 9.7 and 9.8.
Release 9.6
To support the CARES Pilot readiness activities, the CWDS ELT decided to postpone the CWS/CMS Release 9.6 by three months, originally scheduled for Saturday, May 17, 2025.  
  • The goal of this release is, Improved CWS/CMS Data Quality in Preparation for Import to CARES, Phase 3.
  • Development and VB6 code base testing have been completed successfully.
  • C# code base County Test Workshop (CTW) is scheduled between June 23rd and June 27, 2025
  • The new CWS/CMS Release 9.6 Go-Live date is August 16, 2025.
Release 9.7 (CARES V1 Pilot Technical Solution)
The CWDS ELT has decided to dedicate the CWS/CMS Release 9.7 to the development of the CARES production pilot technical solution.
  • SCR 9032 – CARES Production Pilot Technical Solution
  • Release 9.7 is tentatively scheduled to Go-Live in December 2025.
Release 9.8 (Projected final CWS/CMS Release)
The primary goal of this release is to develop a technical solution that places CWS/CMS in read-only state during the CARES V1 stabilization period. The code will be developed, tested, and activated when needed.
  • SCR 9003 – Place the CWS/CMS in a Read-only State
  • Release 9.8 will be finalized and ready for deployment ahead of the CARES Statewide Go-Live.
Please note: System Change Requests (SCRs) for improvements will no longer be implemented with CWS/CMS and will roll over as considerations for CARES development and functionality, if applicable.
Interim Releases will continue during the freeze period to address bug fixes and forms template changes, for example. The frequency will be variable, as required, or on an as needed basis.

Action Required
If you have any questions, please do not hesitate to contact Customer Relations.   
No action is required.
 
Update, CWS/CMS, Release

CWS/CMS: Data Quality Milestones

April 29, 2025 Communications
All SPOCs and Data Quality Analysts:
We had significant Data Quality (DQ) milestones completed this past weekend! Counties have performed over a million Manually-Directed data quality SCR updates (1,019,762 to be exact) since 2021. This is where counties review and approve files for batch updates/merges. Additionally, over 1.5 million Education Enrollments closed automatically by SCR 8844 over the past five quarters.

The DQ portal and the DQ dashboard have been updated to reflect the April batch updates listed below:
  • Page 1 of the dashboard shows the current data quality metrics of outstanding items.
  • Page 2 shows a history of updates performed for data quality.
Action Required
The next round of bi-monthly updates will be in June, however, the SCR 8794 Service Provider Merge and SCR 8912 SCP Merge will continue to be available weekly. New, updated reports shall be sent out next week for those two processes.
Data, Update, CWS/CMS

CWS-CARES Implementation Team is soliciting volunteers to participate in the CARES V1 Pilot

April 23, 2025 Communications
As you know, the CWS-CARES Implementation Team is currently soliciting volunteers to participate in the CARES V1 Pilot. Over the past couple of days, we have started to receive clarifying questions about the Pilot Plan from counties who are considering volunteering.

While we are responding to these questions individually, we also thought it would be helpful to publish the questions and answers so that all counties can benefit from the additional information.

Here is a link to the Pilot Questions and Answers file where we will periodically update between now and the deadline to volunteer on Friday, April 25. 

If you have additional questions, please email CWDS Implementation and we will get back to you as quickly as possible. 
Pilot, Update, CWS-CARES

CWS/CMS: Major Incident Status - VPN Service RESTORED

April 22, 2025 Communications
All SPOCs and Technical Contacts:

April 22, 2025 UPDATE: The California Department of Technology (CDT) has restored access to the Cisco AnyConnect Virtual Private Network (VPN).
___________________________________________________

There are reports that the Cisco AnyConnect Virtual Private Network (VPN) is inaccessible. The CWDS Infrastructure team is working with the California Department of Technology (CDT) to determine the impact, the root cause, and to resolve this issue with the VPN.
There is currently no estimate of when VPN access will be restored. Updates will be sent out as new information is received.

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

CWS/CMS: Major Incident Status –Cisco AnyConnect VPN is down - SERVICE RESTORED

April 17, 2025 Communications
All SPOCs and Technical Contacts:
April 17, 2025 UPDATE: The California Department of Technology (CDT) has reported that the Cisco AnyConnect VPN service has been restored. VPN service should now be available. Please report to the IBM Help Desk if you encounter issues with VPN access.
_______________________________________________________________
April 17, 2025 UPDATE: There are reports that the issues with the Cisco AnyConnect VPN service have returned. The California Department of Technology (CDT) continue to investigate the issue and are working to implement a permanent solution to resolve the issue. There is no estimate of when VPN service will be available. Future updates will be provided as information becomes available.
_______________________________________________________________
April 16, 2025 UPDATE: The California Department of Technology (CDT) reported that the Cisco AnyConnect VPN service was restored yesterday. VPN access should be accessible now.
_______________________________________________________________
The California Department of Technology (CDT) has reported that the Cisco AnyConnect VPN is down. CDT is investigating the issue and is urgently working to resolve it. Future updates will be provided as information becomes available.
Update, CWS/CMS, Outage

CWS/CMS: Major Incident Status –Cisco AnyConnect VPN is down - SERVICE RESTORED

April 16, 2025 Communications
All SPOCs, Technical Contacts, SBC Admins, and Training Contacts:

April 16, 2025 UPDATE: The California Department of Technology (CDT) reported that the Cisco AnyConnect VPN service was restored yesterday. VPN access should be accessible now.
________________________________________________________________
The California Department of Technology (CDT) has reported that the Cisco AnyConnect VPN is down. CDT is investigating the issue and is urgently working to resolve it. Future updates will be provided as information becomes available.

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.
Update, Maintenance, CWS/CMS, Outage

CWS-CARES Data Dictionary, Training Video, and Upcoming Webinar

April 01, 2025 Communications
External Systems Points of Contact, CARES SPOCs, County Leadership, CARES Implementation Coordinators, and OCM Coordinators:
 
April 1, 2025 UPDATE: As stated in the original communication sent out on March 4, 2025, the CWS-CARES Data Dictionary will be published on a quarterly basis. This update is to notify everyone that v0.03 of the CWS-CARES Data Dictionary is now available to view in the MS Teams channel under ‘Files.’

This updated version includes:
1) Newly added tab:
a) "Column Definitions" tab
2) Changes to the current tabs:
a) "Tables" tab - newly added/removed object names based on application development activities.
b) "Columns" tab - newly added/removed columns names based on application development activities.
c) "Relationships" tab - modified relationships based on application development activities.
d) "Columns" tab - added “Unique” column.
e) "Columns" tab - removed “DISPLAYED_ON_SCREEN” column. This column will be added back in future versions.
___________________________________________________________________________________________
This email provides an update on the CWS-CARES Data Dictionary information previously communicated to External Systems Points of Contact and CARES SPOCs on February 11, 2025. 

We are excited to share that the initial version of the CWS-CARES Data Dictionary and legacy mapping of CWS/CMS is now available. We have also created a training video that provides a walkthrough of the materials, and a Webinar will be held on March 20, 2025 where staff can get further details and ask questions. See below for more details. 

Updates since our last communication: 
  1. CWS-CARES Data Dictionary Preview Session Complete: On February 13, 2025, a small group of counties previewed the Data Dictionary and provided feedback, which was incorporated into the Data Dictionary. 
  1. New Microsoft Teams Channel: A dedicated Microsoft Teams channel has been created for all CWS-CARES Data Dictionary-related materials. Your county’s Implementation Coordinator and CWS-CARES Single Point of Contact (SPOC) will be invited to the MS Teams channel. The Teams Channel is located under the CWDS Org Share, and the Channel name is CARES Data Dictionary. See the below section For Reference: Accessing Materials in MS Teams for more instructions on how to access materials. 
  1. CWS-CARES Data Dictionary and Legacy Mapping – Ready for Review: The initial version of the CWS-CARES Data Dictionary, which incorporates legacy mapping of CWS/CMS fields is now available in the Teams channel under Files. The folder name is CWS-CARES Data Dictionary v0.02. 
  1. Training Video Available: A training video has been uploaded to the Teams channel under Files, in the folder called Walkthrough Recording. Please watch the video before reviewing the materials to ensure a clear understanding of the content.  
  1. FAQ Document Available: A FAQ is located on the Teams channel under CARES Data Dictionary FAQs Tab.
  1. Terms of Use: The CWS-CARES Data Dictionary documentation is considered sensitive and confidential. Please read the CWDS Terms of Use located on the Teams channel under Files. 
  1. Upcoming Webinar: A webinar will be conducted on Thursday, March 20, 2025 from 9 AM – 10 AM. Your county’s Implementation Coordinator and CWS-CARES SPOC will be invited, and the meeting invitation may be forwarded to others. The webinar will cover navigation of the CWS-CARES Data Dictionary, utilization of the support documentation, and use of legacy mapping documentation with the CWS-CARES Data Dictionary. 
  1. Adding Staff to the Teams Channel: We kindly ask that you email CWDS Data Management with any additional County staff names and associated email addresses and their roles that should have access to the Microsoft Teams Channel: CARES Data Dictionary. 
Publication and Ongoing Updates 
  • Updates to the CWS-CARES Data Dictionary will be published quarterly in the Teams channel. The next version will be available March 31, 2025.
  • Future versions will include significant changes, including potential additional and updated legacy mapping. 
Communication and Support 
  • Please refer to the FAQs in the Teams channel. 
  • Please contact CWDS Data Management if you have any questions not covered in the FAQ or experience access issues. 
For Reference: Accessing Materials in MS Teams
Under CWDS Org Share, select the CARES Data Dictionary channel.

In the CARES Data Dictionary Channel, select the Files Tab. The initial version of the Data Dictionary is available in the folder called CWS-CARES Data Dictionary v0.02. 
 
In the CARES Data Dictionary Channel, select the Files Tab. The recorded Training video walkthrough is available in the folder called Walkthrough Recording. 

We appreciate your support and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary. 
 
Training, Update, CWS-CARES

CWS/CMS: Major Incident Status - VPN Service Unavailable - RESOLVED

April 01, 2025 Communications
All SPOCs and Technical Contacts:

April 1, 2025 UPDATE: The California Department of Technology (CDT) is reporting that the issue with the Virtual Private Network (VPN) has been resolved. Users should now be able to access VPN.
______________________________________________________________________________________
The California Department of Technology (CDT) has reported a major incident. Users are unable to connect to the Virtual Private Network (VPN). The CWDS Infrastructure team and CDT are investigating the issue. There is currently no estimate of when VPN access will be restored.

We will send out updates as new information is received.

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

New CWDS Meeting and Event Calendar

March 27, 2025 Communications
We are pleased to announce that the new CWDS Meeting & Event Calendar will go live on Friday, March 28, 2025. This will be a near real-time calendar that includes the meeting/event name, date and time. The new calendar will not require users to log in.  



New CWDS Public Calendar: Streamlined Access to All Meetings and Events

CWS-CARES, CARES RFA, CARES-Live and CWS/CMS recurring meetings and ad-hoc meetings are streamlined into one view. This includes Core Constituent meetings, Implementation meetings, workgroups, and committees that engage external participants such as counties, Probation, Tribes with Title IV-E agreements with CDSS, and State and Federal partners.

Starting Friday, March 28, 2025, the CWDS public website will feature a new page where anyone can access the calendar of CWDS events at any time. The current Events Calendar at will be removed and a message will be displayed redirecting to the new calendar. 

Additionally, the existing CWS-CARES Meeting Calendar will display a message and link to the new calendar.  

NOTE:  If you have bookmarked or saved the current Events Calendar URL, please refresh it with the new CWDS Meeting & Event Calendar URL. Feel free to share this communication with others in your organization. If you have suggestions to improve this calendar, please send them to the Customer Relations Team.

Action Required
Once this new calendar goes live, please update your saved bookmarks by replacing them with the new URL for the CWDS Meeting & Event Calendar in your web browsers.
 
Update, Announcement, CARES, CWS-CARES