CWS-CARES Public Library

We are pleased to share that the CWS-CARES Project will develop the top-prioritized 2,400 county CWS/CMS forms, which were originally slated for county conversion. This is a significant undertaking, and one we are committed to completing to support county readiness for CWS-CARES Go-Live.

Project-led conversion is already underway and is expected to be completed by July 31, 2026. After that date, all converted forms will be available for validation in the CWS-CARES Production Simulation environment. Please note that counties remain responsible for any forms housed outside of CWS/CMS in their own external systems.

Thank you for your continued partnership and feedback; it directly shapes how we support you through this milestone year.

Originally published in the CWS-CARES Explorer.

The CWS-CARES annual Communication Effectiveness Surveys ran from March 9 to April 3, 2026, drawing 103 complete responses from 1,046 individuals invited (a 10% response rate), across 38 counties and a range of stakeholder roles. Sentiment scores declined across all seven categories compared to the prior survey. Confidence in the Project timeline was the lowest-rated category, while Project staff continue to be recognized for their responsiveness and listening.

Understanding the Results
Several factors may have shaped sentiment during the survey window:

• The federal shutdown and APDU pause (October 2025)
• The shift from a five-county pilot to statewide Production Simulation (December 2025)
• EUST 3 user experience challenges (January to April 2026)
• The implementation vendor transition, announced shortly before the survey opened (March 2026)

What We Are Doing
Your feedback is shaping concrete changes you will see ahead; several in the Weekly Digest, the tool you rated most helpful. The Weekly Digest will add a project timeline and upcoming activities section, along with a recurring training update section and rotating Resource Spotlight to make existing materials easier to find.

Beyond the Weekly Digest, the Project is introducing subject-line tags that label communications when action is needed versus when the messaging is simply an update. These examples represent only part of the broader work underway across the Project.

Thank you to everyone who took the time to respond. Your feedback directly shapes how we communicate with you as we move into the final months before CWS-CARES Go-Live.

Originally published in the CWS-CARES Explorer.
 

The CWS-CARES Project announced partnership with a new vendor for implementation services on March 25, 2026. KPMG, the new vendor, began Organization Change Management (OCM), training, and implementation onboarding in early April and have resumed activities. The updated approach for implementation services is focused on continuity, preparing counties and organizations for Go-Live, and adapting resources to user needs.

More information on the updated approach will be shared once the new implementation vendor is fully onboarded. Thank you to all stakeholders for your patience and understanding as we navigate these changes together.

Updated Implementation and Training Approach Highlights

Continuity of Effort – After a rapid assessment of current implementation activities, the new Implementation Team will leverage existing readiness work and training assets to maintain continuity where possible. Counties and organizations will continue to have dedicated implementation contacts.

Tailored Training – Training and support will account for county and organization needs and roles. Each county and organization will have the option to leverage a combination of self-paced virtual learning, instructor-led virtual learning, and in-person instructor-led learning. This blended training approach offers the flexibility to achieve learning objectives based on individual needs.

Expanded Training – OCM and training will be available to an estimated 30,000 end users. Current training resources will be used as possible; updates and supplemental materials will be created as needed to support day-to-day work.

Blended User Support – In person and virtual support will be available to end users during Go-Live and beyond.

Originally published in the CWS-CARES Explorer.
 

From January 20 through April 17, 2026, the CWS-CARES Project conducted Extended User Scenario Testing (EUST 3), a key milestone on the path to CWS-CARES V1 Go-Live. Participants worked through real-world, end-to-end scenarios across the system, helping validate how CWS-CARES performs in practice.  

EUST 3 engaged a broad group of organization users and generated a high volume of feedback, providing critical insight to strengthen the system. A total of 852 users provided feedback, representing 38 counties. In addition to general scenario testing, EUST 3 included focused testing on the Admin Console, State and Federal Reports, and Family First Prevention Services Act (FFPSA) & Resource Family Approval (RFA) Portals.

What’s Next

Feedback collected throughout EUST 3 will be categorized based on priority and addressed for ongoing project planning. A summary of results will be shared with EUST 3 participants following completion of this process.

We appreciate the time, effort, and thoughtful input provided by all participants. Your continued involvement is essential in shaping CWS-CARES, and we thank you for your ongoing partnership!

For questions, please contact the CWS-CARES EUST Mailbox.

Originally published in the CWS-CARES Explorer.
 

The CWS-CARES Production Simulation environment (Prod Sim) is a new readiness activity that will allow users to practice and test system functionality in a digital space mirroring CWS-CARES Version 1. This environment will be populated with real converted data from CWS/CMS, CARES-Live, and RFA Greenfield* to support validation and testing ahead of CWS-CARES Go-Live. 25,000 users from
the 58 California counties, Tribes with Title IV-E Agreements, and State Partners will gain access across a phased approach.

Starting May 4, 2026 Prod Sim will open to County Administrators, Single Points of Contact (SPOCs), Super Users, and Extended User Scenario Testing (EUST) testers. Users in the first onboarding phase will begin initial testing and set access and data permissions using synthetic data for the users onboarded later. All other users and county staff will have access to Prod Sim in July 2026 with real, converted data. Please note that updates to data in Prod Sim will not be reflected in CWS/CMS. Prod Sim training and support will be available for end users and more information will be shared as we move closer to launch.

*Converted data from CARES-Live and RFA Greenfield will be available after phase 2 has been onboarded.

Originally published in the CWS-CARES Explorer.

EUST is a structured, time bound activity that is intended to allow users from various counties an opportunity to provide user experience feedback on CWS-CARES. The EUST period includes end-to-end testing of scenarios in CWSCARES.

The CWS-CARES project has previously conducted two rounds of EUST and is currently in the process of facilitating the third. EUST 3 includes the following phases:

• CWS-CARES Administrative Console, which concluded on January 30, 2026
• EUST 3 General, which began on February 2 and concludes on April 3, 2026
• EUST 3R (Reporting), beginning on February 23 and concluding on April 3, 2026.
   

The scope of EUST 3 General covers a wide range of core process areas, including Screening/Intake, Ongoing Casework, Placement, Courts, Eligibility, Financial Management, Structured Contact Notes, Adoption and After Care, and Resource Management/Resource Family Approval. It also includes testing for key assessments, and interfaces.

Participation and Feedback Statistics as of February 20, 2026

27 users provided feedback, across 17 counties in CWS-CARES Administrative Console testing, which resulted in 118 feedback items collected. As of Friday, February 20, 2026, the CWS-CARES project has received 569 feedback items from 100 users participating in EUST 3 General, all of which are being reviewed, prioritized, and incorporated into ongoing project planning. Feedback collection for EUST 3 General and Reporting will remain open through April 3, 2026, and a summary of results will be shared with EUST 3 participants in April 2026.

We greatly appreciate the time, effort, and thoughtful input provided by everyone participating in EUST 3. Your continued engagement plays a vital role in strengthening CWS-CARES, and we thank you for your ongoing partnership!

Originally published in the CWS-CARES Explorer.

In preparation for CWS-CARES Go-Live in October 2026, we are introducing a new key readiness activity: the Production Simulation (Prod Sim) environment. Pending federal approval, counties will gain access to Prod Sim in May 2026, which will allow users to practice and test system functionality in a digital environment mirroring CWS-CARES Version 1 (CARES V1).

Key Benefits of Production Simulation:​​

• ​Open to all 58 Counties, Tribes with Title IV-E Agreements, and State Partners starting May 2026​

• Populated with converted data from CWS/CMS, CARES-Live, and RFA Greenfield​

• Includes full interfaces, analytics, and "real-world" referral/case management

The CWS-CARES Service Desk will launch around the same time to manage incidents and escalations, provide business continuity, and offer general support. The project will also hold trainings before and during Prod Sim to support staff readiness as we move toward CWS-CARES Go-Live.

To further strengthen readiness efforts, CWS-CARES County Advisory Committees (CACs) focused on Prod Sim, Service Desk, and Training were introduced in February 2026 to provide a dedicated forum for collaboration. ​CACs, referred to as "workgroups" in previous communications, are expected to continue through Go-Live alongside existing project workgroups. The purpose of the CACs is to enhance overall county readiness, provide feedback for operational support, and promote collaboration.

Thank you to all counties who have volunteered to participate in the County Advisory Committees! Your engagement, insights, and partnership directly shape a smoother, more successful transition to CWS-CARES.

Originally published in the CWS-CARES Explorer.

The CWS-CARES Project is in an important phase of hands-on testing. Recent usability testing provided insight into system design, and the next major milestone, Extended User Scenario Testing (EUST 3), is coming in early 2026. Together, these efforts help prepare CWS-CARES for Version 1 (V1) Go-Live.

A Look Back at Usability Testing ​

From October – December, the project conducted two Usability Testing Periods with a subset of counties that had previously participated in EUST 2.  These smaller sessions provided an early look at how new CWS-CARES functionality feels to real users and supported logistics and scenario planning for EUST 3. ​

During these periods, county testers worked through targeted tasks in the CWS-CARES Staging Environment and shared feedback on navigation, workflow clarity, and overall user experience. At this time, feedback resulting from usability testing is unlikely to be addressed during EUST 3 and will instead inform overall CWS-CARES development over time. The primary value of these periods was feedback on scenario steps, testing processes, and Structured Decision Making (SDM) assessments, and user flows, which is informing refinement to the EUST 3 testing approach, scenario design and training preparation. ​

Preparing for Extended User Scenario Testing (EUST) 3​

EUST 3 is scheduled for February 2 through April 3, 2026, with Admin Console Testing from January 20-30. During EUST 3, participants will complete real-world, end-to-end scenarios that span multiple CWS-CARES service areas to assess system readiness ahead of CWS-CARES V1 Go-Live. 

EUST 3 Timeline at a Glance

Activity ​	Training Dates ​	Testing Dates ​
Admin Console  ​	January 12 – 16, 2026 ​	January 20 – 30, 2026 ​
EUST 3 ​	January 13 – February 20, 2026 ​	February 2 – April 3, 2026 ​
EUST 3R (Reporting) ​	February 17 – 20, 2026 ​	February 23 – April 3, 2026 ​

 

An EUST 3 Kickoff Session was held on January 6, 2026 to review expectations, key dates, and where participants can find support. A full kickoff communication will also be distributed in early January with additional details to guide the testing period. ​

Thank you to all participants for your continued engagement and contributions. Your involvement is essential to shaping CWS-CARES as we move toward V1 Go-Live. For questions, please contact the CWS-CARES EUST Mailbox.

Originally published in the CWS-CARES Explorer.

The California Department of Social Services (CDSS) Child Welfare System Branch (CWSB) is undertaking a significant project to update its official letters and notices. This initiative is vital for ensuring all information system guidance is consistent with CARES V1 in preparation for its statewide implementation in October 2026. 

Timeline: May 2025 - October 2026 ​

The primary goal is to identify and revise all County Letters (ACLs) and All County Information Notices (ACINs) that currently contain instructions or guidance related to the legacy CWS/CMS system. We have reviewed and planned next steps for 300 ACLs and ACINs published between 2000 and 2024. This ensures a smooth transition when CWS-CARES Version 1 goes live. 

These updates will directly impact our county partners, who are responsible for putting state child welfare policies into practice locally. We will continue to provide updates as this initiative progresses. 

Originally Published in the CWS-CARES Explorer.

We're excited to announce a new tool designed to inform our external stakeholders about the progress and collaborative efforts surrounding CWS-CARES: the CWS-CARES Progress and Engagement Summary. This monthly summary will provide a clear overview of the joint achievements of our counties, organizations, and the CWS-CARES project. It will highlight key activities undertaken with our external partners, ensuring everyone has the same picture of what we've accomplished together. 

Each summary will showcase tangible progress across various critical areas, including county participation in prototype and build reviews, forms, reports, data conversion, external systems and interfaces, implementation, Organizational Change Management (OCM), and training. By providing regular updates in these diverse areas, our external stakeholders will gain a realistic understanding of the project's trajectory and our collective progress. ​

We believe this new CWS-CARES Progress and Engagement Summary will be a valuable communication tool, strengthening our partnerships and ensuring everyone stays informed as we continue to move forward together. The first edition was released on June 4, 2025, with an email announcement to child welfare leadership and CWS-CARES Points of Contacts. This will be a monthly update, posted to the CWDS website and shared in various meetings that contain project updates.   

FAQs​

Who is this for? ​

This summary is specifically designed for our external stakeholders, including child welfare leadership and CWS-CARES Points of Contact, who are seeking a high-level understanding of our progress. ​

How will it be used? ​

This information will be shared in various forums, such as the Monthly CWS/CMS Oversight Committee meetings, Regional User Group (RUG) meetings, Regional Chair meetings, CARES Implementation meetings, and CWDA meetings. ​

What’s included in each summary? ​

• Progress & Engagement Updates: Narrative and visual updates on achievements in key areas. ​

• Resources: Links to relevant documents and information. ​

• Timeline: A visual representation of key project milestones starting June 2025.

Originally Published in the CWS-CARES Explorer.