CWS-CARES Public Library

On February 25th, 2026, CWS-CARES shared a demonstration of Kinship Guardianship Assistance Payment (Kin-GAP) functionality with the assistance of California Statewide Automated Welfare System (CalSAWS). The demonstration showed the actions social workers can take to track data in CWS-CARES Case Management, Courts, and Placement sections, and how that data flows to the CWS-CARES Eligibility Record, and then through FCED to the CalSAWS Eligibility Worker. Counties, tribes, and partner organizations can view the demonstration on the CWS-CARES FCED Hub at FCED Demonstrations | Child Welfare Digital Services.

Using the end-to-end Kin-GAP demonstration, the CWS-CARES EUST 3 Team created a Kin-GAP scenario for general testers, which CalSAWS then leveraged for their EUST 3 testers. The Kin-GAP scenario became available for EUST 3 testers on March 23, 2026, and was used throughout the remainder of the General Testing period. The Kin-GAP scenario, in addition to other EUST scenarios, will be provided to Production Simulation users as a training resource in May 2026. On April 15, 2026, CalSAWS also hosted a Kin-GAP demonstration.

Originally published in the CWS-CARES Explorer.
 

Data Conversion is the process of bringing existing case information from CWS/CMS into CWS-CARES so counties can continue their work seamlessly when the new system goes live in October 2026. This work is done in close partnership with counties and other organizations to ensure information is carried over accurately and consistently.​

To support this effort, the Project is completing Data Conversion through six cycles, along with two full practice runs (mock cycles), to test and confirm that information moves correctly into CWS-CARES. This phased approach helps identify issues early and strengthens readiness for all counties.​

As of December 2025, Data Conversion Cycles 1–5 are complete, and Cycle 6 is currently underway. A small group of county representatives volunteered to review converted information and share feedback, helping ensure the system is on track for Go-Live. Thank you to the counties and participants supporting this work—your involvement helps strengthen CWS-CARES for everyone.​
 

Originally published in the CWS-CARES Explorer.

The California Department of Social Services (CDSS) has partnered with Opeeka to implement the Person-Centered Intelligence Solution (P-CIS) into CWS-CARES. P-CIS improves care coordination across multiple agencies to ensure that children and youth receive the services they need. 

What is P-CIS? ​

P-CIS is a Software as a Service (SaaS) platform designed to streamline workflow, integrate with multiple systems, and provide real-time access to assessments, analytics, and outcomes tracking. P-CIS allows different systems to work together, enabling secure and efficient data sharing, and eliminating duplicate data entry. 

Signing on to P-CIS with SSO​

Single Sign-On (SSO) is a convenient way to access multiple platforms using just one username and password. Once you sign in to CWS-CARES, SSO allows you to seamlessly access the P-CIS platform without needing to log in again. ​

Actionable Insights with Analytics ​

• Trajectory Graph - Visualize changes in needs and strengths over time, with options to toggle or combine categories. ​
• Story Map - Summarize needs and strengths with supporting context, ideal for Child and Family Team discussions.  ​
• Item Detail - Review specific item scores and notes over time for a deeper understanding.  ​
• Family Reports - Provide families with a clear summary of recent CANS scores and progress, custom built with CDSS and DHCS stakeholder input. 

Sharing CANS for Enhanced Collaboration ​

The P-CIS/CWS-CARES interface enables sharing of Child and Adolescent Needs and Strengths (CANS) assessments among providers. Benefits of data sharing between agencies include: ​

• Integrated History: Historical CANS from CWS-CARES and Behavioral Health systems are consolidated within P-CIS.   ​
• Real-Time Sharing: Behavioral Health agencies can share CANS with CDSS in P-CIS, enhancing coordination.   ​
• Statewide Alignment: A unified approach ensures consistency across counties and partners. ​

CANS Assessment Features: ​

• Seamless integration of CWS-CARES, P-CIS, and County Behavioral Health agency platforms. ​
• Centralized data collection to streamline workflow, automate notifications and ratings. ​
• Longitudinal analysis to track consolidated CANS data to identify trends and inform updates. ​
• Workflow automation to improve documentation efficiency and compliance. ​
• Customizable security and consent management to enable controlled data sharing. ​
• Caregiver Tracking: Monitor caregivers’ progress over time to improve outcomes for children and families. 

Outcomes for Communities Served  ​

By integrating data across care organizations, P-CIS improves outcomes by: ​

• Greater care coordination among agencies and service providers. ​
• Faster and more informed decision-making based on real-time data. ​
• Enhanced transparency and accountability in case management. ​
• Better long-term outcomes for children and youth through data-driven interventions. 

Originally published in the CWS-CARES Explorer.

When a child is removed from their home and placed into Foster Care, CWS-CARES will create an Eligibility Record and initiate a case link to CalSAWS through the Foster Care Eligibility Determination (FCED) interface. The FCED interface allows information to be shared bi-directionally between CWS-CARES and CalSAWS to support the provision of Foster Care and Medi-Cal benefits. ​

CWS-CARES will provide the CalSAWS worker with information regarding the child’s return home or their transition to permanency through legal guardianship, adoption, or Extended Foster Care. This information will assist CalSAWS workers to continue to provide benefits to the child through programs such as Non-Related Legal Guardianship (AFDC-FC), Kinship Guardianship Assistance Program (Kin-GAP), or Extended Foster Care. ​

What information can be shared between CWS-CARES and CalSAWS? ​

CWS-CARES will provide information through the FCED interface to CalSAWS regarding placement changes, rate changes, Intercounty Transfers (ICTs) and more. CWS-CARES and CalSAWS workers can upload documents to be viewed and/or downloaded by the worker in the other system, such as birth certificates and court orders. In addition, CWS-CARES and CalSAWS workers will be able to use the FCED interface for limited messaging called Request for Information (RFI). This can be used to request information or documents from the worker in the other system, to advise that documents have been uploaded and are ready to view, or to share information. ​

Originally published in the CWS-CARES Explorer.

To support efficient and effective child welfare business practices, the project is working with each county to identify external systems that are duplicative of CARES V1 functionality. For example, CARES V1 will include resource family approval, placement, and family finding - functions currently managed in county systems external to CWS/CMS. By completing External Systems Scope Assessments and engaging in Gap Analysis discussions with the CWS-CARES project, counties will identify which systems fully duplicate CARES V1 functionality.

The scope assessment process helps identify external systems eligible for decommissioning when CARES V1 goes live and what preparations are needed. Decommissioning planning includes confirming a system has duplicative functionality, developing realistic steps and timelines to take the system off-line, identifying system dependencies, and ensuring business continuity throughout the transition. This work is the foundation for long-term planning and informed decision-making.​

Counties will have opportunities to validate CARES V1 functionality, identify any gaps, and adjust their decommissioning plans based on Extended User Scenario Testing (EUST) validation, practice in the Sandbox Environment, and real-time use. Decisions will be finalized after validation confirms CARES V1 meets required functionality and operational needs. No systems will be required to be fully decommissioned at CARES V1 Go-Live in October 2026. ​

By approaching this work collaboratively and with clear validation checkpoints, we aim to support counties in creating decommissioning plans that are practical, phased, and aligned with both policy and operational needs. We’d like to thank all counties and organization partners for their ongoing collaboration on this effort!​

For more information, please join us on Thursday, July 10th from 10 – 11 AM for the External Systems Monthly Meeting Kickoff! This online meeting series will be held on the second Thursday of each month. 

Originally Published in the CWS-CARES Explorer.

Goals and Objectives

A critical goal for CWS-CARES is making forms and documents efficient for workers to generate and manage, and to standardize statewide forms in one system. The CWS-CARES project understands that counties have their own custom forms and may have unique document generation requirements; CWS-CARES will support document generation for both Microsoft Word and Adobe Experience Manager (AEM) templates. Due to state requirements, all forms must adhere to the ADA guidelines as a development best practice. 

Training for Forms Authors​

Training for County forms authors consists of self-paced training and hands-on virtual training sessions. Self-paced training covers 12 lessons that focus on understanding and building PDF forms. Hands-on training covers Document Generation Solution components, eSignature, Forms Workspace access, template design considerations and development, testing, migration, and deployment. Hands-On Training for Cohorts 2 and 3 is scheduled for July 2025. Training for Cohort 4 will begin in August 2025.

Improvements from CWS/CMS​

In CWS/CMS, counties were limited to 200 forms. CWS-CARES does not have a limit on the number of forms that counties can build and make available to their county workers. County Forms Authors will be able to map data fields from CWS-CARES to forms so that data is automatically populated when the related document is generated by a worker. County Forms Authors will also be able to download any statewide form built in CWS-CARES, customize it for their county’s requirements, and save it for their workers to use. 

Progress Updates​

• All counties have been given an inventory of their county specific forms which are available in CWS/CMS. ​

• A tracker, ‘CARES Forms Tracker’ is available in the CARES Forms Workgroup Team(s) channel containing the state forms for CARES V1 development. ​

• A Forms Workgroup was created to support counties with forms management. Please contact them at otsicwdscaresforms@otsi.ca.gov with questions.​

• The Project has provisioned a new environment specifically to support county forms development activities.

Originally Published in the CWS-CARES Explorer.

A system interface is the point of interaction or communication between different systems. Interfaces allow systems to interact with each other and share data.

CARES V1 will include the following interfaces:

Definitions

The CWS-CARES Data Dictionary and Entity Relationship Diagrams (ERDs) are designed to assist counties and other data partners in understanding the structure, purpose, and use of data within CWS-CARES.  

The Data Dictionary is a reference guide that explains the structure and meaning of data in CWS-CARES system, such as database fields, types, and relationships, ensuring consistency and clarity.

Entity Relationship Diagrams (ERDs) are a visual representation of how different data elements are related within CWS-CARES system, helping to design and understand databases.

Evolution of the Data Dictionary

The initial version of the CWS-CARES Data Dictionary and legacy mapping of CWS/CMS fields is now available. This version reflects the current state of CWS-CARES. As CWS-CARES continues to evolve and improve over the coming months, this initial version will be updated to incorporate new changes. 

The CWS-CARES Project conducted a walkthrough of the initial version of the CWS-CARES Data Dictionary and related materials with county representatives and data partners in March 2025. A recording of the walkthrough is available in the CWS-CARES Data Dictionary Microsoft Teams channel.

Publication and Ongoing Updates

A dedicated Microsoft Teams channel has been created for all CWS-CARES Data Dictionary-related materials. Contact CWDSDataManagement@osi.ca.gov to request access to the Microsoft Teams Channel called CWS-CARES Data Dictionary. Questions can be submitted directly to the CWS-CARES Technology team's inbox: CWDSDataManagement@osi.ca.gov. 

Future iterations of the Data Dictionary will be published quarterly to provide greater clarity, address gaps, and potentially modify or remove certain fields or rename them. We appreciate your patience and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary.

Originally published in the CWS-CARES Explorer.

We are pleased to share that the JNET interface for CWS-CARES is now completed ahead of schedule!​

​JNET is used to track children, youth, and young adults involved in the juvenile justice system, whether as probation wards or child welfare dependents.​

The JNET interface is currently in use with CWS/CMS. The interface is being kept in place for CARES V1 at the request of San Bernardino County. The functionality in CARES V1 will be identical to the existing functionality in CWS/CMS. The interface will update the courts system with current assignments in CWS-CARES that applies to San Bernardino only.​

Originally published in the CWS-CARES Explorer.

The Data Conversion Team has been working to convert data from CWS/CMS to CWS-CARES. To accurately capture the questions and needs of our counties, the Data Conversion Team has a process that they repeat every Data Conversion Cycle with new and existing groups for Practice and Data Validation (depending on service areas). ​​​​​

First, they schedule a kickoff meeting to provide a general overview of the data conversion process so that the counties know what to expect. ​​For Practice Validation, the workgroup meets regularly to discuss the source to target mapping (STTM) and transformation logic for the original field in the legacy system and the new field in CARES V1. For Data Validation, office hours are scheduled to answer questions and walk through issues reported by the county testers.​​

​​The Data Conversion team tracks and addresses issues brought up by the counties, and revises STTM and/or transformation logic as needed. When functionality questions come up, the team also creates clarification requests and follows up with the Product team. All the responses and updates to issues raised are accessible real-time via Microsoft Teams. ​​

We want to thank counties for their continued support in this critical process of validating data conversion!​​

Originally published in the CWS-CARES Explorer.