CWS-CARES Public Library

In order to give Organizations a clear view of how data comes together at Go-Live, CWS-CARES has developed the CWS-CARES and Data Exchange Fact Sheet. As CWS-CARES launches, it brings information together from different systems. This creates a more complete view of a child/family’s history in one place, rather than logging into several tools.

Data is brought into CWS-CARES through ongoing data exchange, historical data conversion or both,  depending on the system.

• Interfaces stay connected to CWS-CARES and exchange data on an ongoing basis. These include tools Organizations rely on for assessments, eligibility, court information, and facility licensing. This connection is a lasting link, not a one-time transfer.
• State reporting systems receive data from CWS-CARES to support reporting, performance monitoring, and outcomes tracking across California's child welfare system.

Some data syncs with CWS-CARES on an ongoing basis, while other data is converted – historical records brought in as a one-time transfer before Go-Live. At Go-Live, CWS-CARES becomes the single source of truth for child welfare data; the systems it replaces move to read-only, so staff can still reference historical records while all new work happens in CWS-CARES.

Originally published in the CWS-CARES Explorer.

Training efforts across 128 Organizations are now fully underway. With multiple learning tracks moving in parallel, we’re seeing strong engagement, steady progress, and growing momentum as teams prepare for upcoming changes. Here’s where training stands in August. 

1. Train-the-Trainer: Completed and Building Local Knowledge
Train-the-Trainer (TTT) has successfully concluded, marking a key milestone in statewide readiness. A total of 661 trainees across 6 cohorts within 34 classes completed the program.

These trainers are now prepared to support local teams during Instructor Led Training. TTT materials, including facilitator guides and training decks are available on the CWS-CARES Implementation Portal page here for ongoing use.

2. On-Demand Learning: Enablement Modules Actively in Progress
Since July, learners have been provided access to the Production Simulation Environment (CARES 100) to complete On-Demand Learning Enablement modules. These modules introduce key concepts, system fundamentals, and workflow basics that prepare participants for the more hands-on components of training. 

Organizations are encouraged to complete the modules ahead of their scheduled Instructor Led Training sessions. Depending on their role and learning path, users may be assigned up to 40 hours of On-Demand Learning content.  (Note: Users do not need to complete every assigned course and will continue to have access to the modules after Go-Live.)
 
Users can track progress through the My Assigned Learning Dashboard in CARES 100, which displays completion  status by assigned learning, program, and lesson. For more instructions, refer to the Quick Guide – Dashboard Retrieval Guide. We recommend that Organizations continue supporting module completion and for staff to  actively use the dashboard to monitor their progress. Early preparation now contributes to more effective training and a smoother transition into CWS-CARES. 

3. Instructor Led Training: Rolling Out Across the State
Instructor Led Training began in early August and will continue through October 23. These training courses provide guided practice, and opportunities to ask questions, and hands-on experience with CWS-CARES workflows. 

Training schedules vary by Organization, but users can typically expect: 

• Courses offered virtually or in person based on Organization needs.
• Courses assigned based on each user’s role as advised by their Supervisor, Training Coordinator, and learning path.
• Sessions lasting approximately half a day, with courses offered twice daily.
• Use of the Training Environment (CARES 104) during classroom training.

As of August 21, 22 Organizations and approximately 2,040 users have begun classroom training. 

Originally published in the CWS-CARES Explorer.

SafeMeasures® and Structured Decision Making® (SDM) assessments are currently being integrated into CWS-CARES. Evident Change is partneringwith CDSS and the SDM and SafeMeasures California core teams on an integration with CWS-CARES, with the goal of keeping the features staff rely on while making the transition easier.

SafeMeasures
Since July 2026, the California SafeMeasures core team and Evident Change have been working to create  SafeMeasures reports in CWS-CARES using Production Simulation (Prod Sim) data. The focus is on easy navigation, access to frequently used reports, and an improved user experience that includes improved accessibility.

SDM Assessments 
Training on SDM in CWS-CARES is now available through several formats: 

• Instructor-Led Training (ILTs): SDM assessments are included in the ILTs, with a dedicated SDM training environment for hands-on practice during those sessions. 
• On-Demand Training Videos: Sessions are broken down by SDM assessment type, including content specifically for supervisors, so staff can learn on their own schedule. 
• Production Simulation: Staff can practice SDM workflows using data from real families, with no impact on live CWS-CARES data or cases. Practice scenarios are available to help staff understand the new integration workflows.

What Happens to WebSDM When CWS-CARES Launches 
No WebSDM data will be lost. All completed and approved assessments in WebSDM will be imported into CWS-CARES as PDFs and housed within case records. Incomplete assessments will not be imported. User administration, previously managed through WebSDM, will move to CWS-CARES permissions. All training will take place in the CWS-CARES training environment (CARES 104) going forward.

For practice-related questions about SDM assessments in CWS-CARES, contact Evident Change. Evident Change’s social service practice team is ready to support staff as they train, learn, and use SDM in CWS-CARES.

Originally published in the CWS-CARES Explorer.

Our Organizational Change Management (OCM) and Business Process Re-engineering (BPR) teams continue to support CWS-CARES readiness by helping Organizations understand process changes, prepare end users, and develop tools that support implementation. 

How BPR Archetype & Delta Sessions Support the Path to CWS-CARES 
In July and August, Organizations participated in Archetype and Delta Sessions to better understand how CWS-CARES affects their current business processes. 

Archetype Sessions, held in July, brought together representative Organizations from county child welfare, probation offices, and Title IV-E Tribes to review high-impact process changes. Feedback from these sessions were used to develop “archetypes”, which illustrate how impacts vary based on Organization size, business process complexity, and other factors. 

Delta Sessions, held from July 28 through August 28, build on this work through optional one-on-one sessions comparing an Organization’s current processes with the statewide view developed during the Archetype Sessions. 

These sessions help Organizations identify where additional preparation may be needed, including updates to procedures, coordination with partners, or staff training. 

Participating Organizations receive follow-up materials, including change impact worksheets to support planning. Organizations that were unable to attend a Delta Session can access change impact worksheets through the CWDS Implementation Portal and Organizational Change Management Portal. 

What’s Next: Major Activities for Organizational Change Management 
Key upcoming activities include: 

• OCM Advisory Workgroup: Monthly sessions through October to gather cross-organizational input on OCM materials, change impacts, and communication needs.
• CWS-CARES Super User Readiness Meetings: Biweekly sessions through September to prepare Super Users for Go-Live support, including workflows, system guidance, troubleshooting, and implementation readiness.
• Process Reviews: Ongoing discussions with Service Managers and subject matter experts (SMEs) to validate and update change impacts and process maps before Go-Live.
• Tool Development: Finalizing readiness resources, including OCM Guidance, Worker Permission Profiles, and a Leadership Toolkit to support planning, change impacts, communications, and change management.

Tools Available in the Implementation Portal: 
The CWS-CARES Implementation Portal is a central hub for Implementation Readiness, OCM, and Training resources. Key OCM resources are available on the CWS-CARES Organizational Change Management Team pages.

Originally published in the CWS-CARES Explorer.

As CWS-CARES Version 1 (CARES V1) approaches Go-Live, counties across California are progressing through a series of critical readiness activities that ensure staff, processes, and local systems are prepared for the transition. Implementation readiness is a core pillar of the Project’s approach, complementing training, Organizational Change Management (OCM), Business Process Re-Engineering (BPR), and technical onboarding efforts presented in prior issues. 

This month, we are highlighting how the Project and county partners are working together to evaluate readiness, identify risks early, and strengthen confidence through structured checkpoints and clearer visibility into the tasks that matter most.

Readiness Checkpoints: Building Transparency and Alignment 
The Readiness Checkpoint structure is designed to provide counties, Project teams, and leadership with timely insight into progress and potential risks. Each checkpoint expands on the previous one by incorporating new validation inputs, updated completion percentages, and more refined task-level analysis. 

For upcoming checkpoints, the Project plans to: 

• Increase visibility into individual critical path tasks and dependencies
• Highlight key areas where counties may need additional support
• Capture county-reported context that explains whether progress reflects true readiness or is influenced by external constraints
• Strengthen the objectivity and accuracy of readiness narratives shared across the state

A Closer Look at County Readiness Activities 
County readiness is measured through a series of criteria mapped across Training, OCM, Implementation Management, Technical Readiness, and Data Quality Implementation Disciplines. These tasks represent the foundational work that counties must complete to ensure a smooth transition into CARES V1. 

Each county reports progress through regular touchpoints with their Implementation Leads. Completion updates flow into the Project’s readiness tracking tools, where they are compiled into dashboards and materials reviewed during formal readiness checkpoints. This structured approach mirrors the Project’s broader emphasis on planning and phased rollouts, as demonstrated in Production Simulation (Prod Sim) activities and stakeholder briefings. 

Looking Ahead 
As we enter the final stretch before CARES V1 Go-Live, the Project remains committed to providing clear information, timely updates, and strong partnership with counties across the state. Implementation readiness is a shared effort rooted in accuracy, transparency, and ensuring local Organizations have what they need to succeed. 

Thank you to all county partners for your continued engagement, insights, and dedication throughout this milestone year. Your feedback continues to shape how we support you on the path to Go-Live.

Originally published in the CWS-CARES Explorer.

The CWS-CARES Support Model Fact Sheet brings key support resources and contacts together in one place, making it easier for Organization staff to find the help they need.

The fact sheet includes:

• Production Simulation support: Regional mailboxes, daily office hours, support clinics, and steps to take before reporting an issue
• Issue resolution process: A diagram showing how questions and issues move from users to local support teams and, when needed, to the Project team
• Additional CWS-CARES support: Contacts, office hours, and related environments for Implementation, OCM, Training, Forms, Data Conversion, External Systems, and Interfaces
• Resources: Links to updates, portals, FAQs, and meeting materials

Originally published in the CWS-CARES Explorer.

Production Simulation is Underway
Production Simulation (Prod Sim) is now open to all 58 California counties, Tribes with Title IV-E Agreements, and State Partners. This readiness activity gives users a controlled, production-like space to  practice and test CWS-CARES Version 1 (CARES V1) functionality before statewide Go-Live. 

The environment mirrors the full CARES V1 system and is populated with converted data from CWS/CMS, RFA Greenfield, and external systems. Users can practice real workflows — running reports and forms, validating data, and testing operational processes — without impacting live production data. Prod Sim also gives counties an opportunity to become familiar with the CWS-CARES Service Desk and tiered support structure ahead of Go-Live. 

Prod Sim will remain available through October 23, 2026. This is the final extended window for counties to build familiarity with CARES V1 before it becomes the system of record. Organizations that have not yet onboarded all intended users are encouraged to do so now.

Participation Across the State 
Onboarding has expanded in phases and participation continues to grow:

• 568 participants onboarded across 49 Organizations as of June 22 (EUST 3 participants, County Admins, and Data Conversion Cycle participants)
• 2,065 total participants onboarded across 58 Organizations as of July 6
• 126 Binti/DCVal participants across 28 counties, participating in a separate data validation environment
• 4,000+ attendees across six kickoff sessions held July 6–17
• 16,166 unique users across 59 Organizations logged in as of August 21

County Admins can add or activate additional users directly in Okta and the Prod Sim Admin Console at any time — Organizations do not need to wait for a formal onboarding wave to bring on remaining staff.

Preparing for the Next Phase 
Sealed and confidential case data is planned to become available in Prod Sim (targeted by September). 

Sealed and sensitive records have been withheld from Prod Sim to date while the project validates role-based access controls (RBAC). Once added, this data will give counties a more complete view of their caseload for testing purposes. Additional detail on this milestone, including what to test and how to report any access issues, will be shared as the date approaches. 

Stay Up to Date 
The CWS-CARES Project publishes ongoing Release Notes to communicate the status of the Prod Sim environment, including:

• Known and expected issues
• Current system behavior
• Resolved issues
• Open or newly reported issues
• Capabilities not currently available
• Environment specifications

Release Notes are published on the Production Simulation Hub and distributed through the CWS-CARES Weekly Digest. Please refer to these documents for more in depth information on fixes/updates regarding conversion, functionality changes, and more.

Support follows a tiered structure. County and Organization staff should direct questions and issues to their local support team (Tier 1) first; unresolved issues are escalated to the Project Support Team (Tier 2). Support requests should never include confidential data such as Personally Identifiable Information (PII) or Protected Health Information (PHI). 

This is the final Explorer newsletter update on Production Simulation before Go-Live. Counties are encouraged to continue testing, reporting issues, and preparing staff through the remainder of the Prod Sim window.

Originally published in the CWS-CARES Explorer.

The CWS-CARES Pop-Up Shop is just around the corner! From August 31 – September 18, 2026, all 58 California counties, Tribes, and partner organizations will have an opportunity to purchase CWS-CARES branded items using their own funds. This time, the Pop-Up Shop will feature a wider selection items including apparel, stationary, drinkware, and other accessories perfect for showing support for CWS-CARES.

A link to the Pop-Up Shop ordering site will be shared in the August 31, 2026 CWS-CARES Weekly Digest. Subscribe to the CWS-CARES Weekly Digest to receive the latest news from the CWS-CARES Project.

What are Pop-Up Shops?

Pop-Up Shops are limited time, online stores offering CWS-CARES branded merchandise. We host these Pop-Up Shops regularly to build awareness and excitement for CWS-CARES. While the Project coordinates and markets the Pop-Ups, purchases are made through Staples Promotional Products with your own funds. Neither the state nor the CWS-CARES Project receive any proceeds or profits from the shop. Ordering is optional.

What items will be offered in Pop-Up Shop #3?

Our full selection of items along with pricing details, ordering FAQs, and shipping information, are included the CWS-CARES Pop-Up Shop #3 FAQs and Item Selection PDF. The prices for featured items range from under a $1 to $18.95, ideal for bulk or individual purchases.

Share the flyer below with your staff and invite them to purchase an item from the CWS-CARES Pop-Up Shop #3!

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.
 

As CWS-CARES V1 approaches Go-Live, the Project is preparing the organizations for the transition in two connected ways: understanding how the new system will change the way work gets done, and making sure people are ready for those changes. Two teams lead this effort, working closely with all 129 organizations.

BPR Team: Understanding How Work Will Change
The Business Process Re-engineering (BPR) team identifies where new technology changes an organization’s day-to-day operational practices. Working directly with county and state users, the team compares how work is done today with how it will be done in CWS-CARES Version 1 (CARES V1) and helps organizations see where its local practices or policies may need to adjust. This work happens through a series of working sessions with organizations:

• Operational Alignment Session (scheduled for 7/7/26): Orients organizations to the BPR process and the tools it supports.
• Archetype Sessions (scheduled for early to mid July): Identifies the statewide process that are shared and those that vary.
• Delta Sessions (scheduled for late July to August): Helps each organization pinpoint where local practices or policies need to align with CARES V1 workflow.

OCM Team: Helping People Get Ready
The Organizational Change Management (OCM) team focuses on the people side of the transition, preparing staff to adopt the changes BPR identifies. OCM is delivering two key resources:

• OCM Plan: A clear strategy/roadmap that guides leadership and builds change management capacity.
• OCM Guidance Material: Toolkit of resources, templates, and processes that help local coordinators carry out the strategy.

Together, the BPR and OCM teams use insights gathered to develop change management and communication plans and materials to help the 129 Organizations understand and implement the changes.

In essence, Business Process Re-engineering builds the path to CARES V1, and Organizational Change Management prepares the people who will walk it.

Originally published in the CWS-CARES Explorer.