CWS-CARES Public Library

Counties have reported missing or inaccurate converted data in Production Simulation (Prod Sim), including child welfare history, referrals, contact logs, placement information, and other critical records. CWS-CARES is actively addressing these concerns through weekly deployments of defect fixes. Each system release includes functionality and data conversion fixes identified by testers in Production Simulation. Since July, that work has resolved hundreds of defects and data conversion issues, refining functionality as counties test ahead of statewide Go-Live.

Weekly system releases require downtime for the Prod Sim environment. To minimize impact to Organizations, Prod Sim is unavailable each Friday from 5:00 PM to Saturday by 12:00 PM PDT. During this window, users will be unable to access the environment or test workflows in Prod Sim. 

System Updates and Fixes: July - September
County testing remains essential to a successful Go-Live. Validating converted data, practicing workflows, and reporting issues promptly allows the Project to catch defects early. Below is a month-by-month summary of fixes through September 2026. For more details on defect fixes, refer to the Weekly System Updates and Release Notes on the Production Simulation Hub.
 

• July: Corrected data mappings, fixed permissions, and helped required fields populate properly across Case Management, Document Generation (DocGen), Adoption workflows, Resource Family Approval (RFA), and Financial Management.
• August: Focused heavily on data conversion, improving the accuracy of converted case records across areas including address, adoption, case, child location and placement, health, and person data. Fixes also touched case management, placement, courts, and intake workflows.
• September: Introduced new email notifications, alerting users directly when assignments change, approvals are requested, tasks are assigned, or a portal account is activated. The RFA and FFPSA Portals also became available for testing, alongside continued data conversion corrections.

Ongoing Data Fixes Through November 2026
Prod Sim will continue receiving weekly code and data fixes through November 20. After that, the environment will remain available for access as the Project prepares for CWS-CARES V1 Go-Live on December 7, 2026. Data validation is critical through early November. This is the last structured window for counties to review converted case records against source systems and flag discrepancies before Prod Sim's final updates. We encourage all counties and Organizations to prioritize validation now to help ensure data is accurate at at Go-Live.

Feature Spotlight: Search Functionality Improvements
Search across CWS-CARES has also improved this summer. Person and Resource Management Directory searches now use "AND" logic instead of "OR," so each additional criterion narrows results rather than broadening them. Phonetic name search can help locate a record even when spelling is uncertain, and Sex at Birth and Approximate Age are now fully functional search criteria. Additional search enhancements are planned in upcoming releases. For a detailed guide on recent search enhancements and tips for utilizing this feature, see the CWS-CARES Search Functionality fact sheet on the CWDS website.

Defect Reporting
If you spot a potential defect and aren’t sure if it’s already logged, please submit a support ticket anyway or report the issue at Production Simulation Office Hours. We prefer to manage duplicate tickets than miss a critical defect.

Users may access the CWS-CARES Production Simulation Hub for resources, support, and regional office hours scheduling.

Originally published in the CWS-CARES Explorer.

With the Go-Live date updated from October 26, 2026 to December 7, 2026, Organizations have additional time to focus on readiness and adoption planning. Consider the following key actions:

• Strengthen Staff Awareness and Reinforce the Why: Reinforce why we are transitioning to CWS-CARES, shareknown updates, and acknowledge that some details arestill evolving. Maintain steady communication andencourage flexibility.
• Maintain Momentum with Staff and Super Users: Encourage organization leaders and Project Teammembers (SPOCs, Implementation Coordinators, and OCMCoordinators) to support ongoing huddles and touchpointsto share updates, address questions, and keep teamsconnected.
• Track and Complete Training: Confirm training is completeor progressing as expected and identify staff needingadditional practice or support.
• Promote Practice and Familiarization: Encourage staff topractice in the Prod Sim environment,revisit CWS-CARESresources, training materials, demonstrations, and quickreference guides to build skills and reduce day-one anxiety.
• Update Local Implementation Plans: Aligncommunication, resource distribution, practicetime, and staff outreach with the new Go-Livedate.
• Update Business Processes: Identify anyadditional organization specific changes andrefine local business processesand procedures.
• Review Available Project Resources: Revisit the ImplementationPortal and CWDSWebsite for updates,tools, and resourcesto support thetransition to CWS-CARES.

Originally published in the CWS-CARES Explorer.

Below are key OCM resources available on the Implementation Portal to support planning and adoption. One newly added, and others refreshed monthly.

Resource #1: Leadership Toolkit

• Description: A collection of leadership-focused guidance for supporting staff during the CWS-CARES transition, including action steps, talking points, team check-ins, strategies for managing resistance, and tips for sustaining change after go-live.
• Organization Recommendation: Use the toolkit to align leadership messaging across departments and to provide consistent guidance to staff.
• OCM Tip: Staff rely on their leaders for clarity and reassurance. Reinforce what is changing and whyduring regular meetings to help them feel more prepared.

Resource #2: Change Impacts and Key Legacy Terminology Crosswalk

• Description: A set of change impact summaries and terminology updates clarifying what is different in CWS-CARES and how CWS/CMS terms have evolved. These resources are reviewed and updated monthly.
• Organization Recommendation: Review the Implementation Portal monthly to check for updates to these two files. Discuss change impacts and terminology during team meetings to help staff understand how upcoming changes will affect daily tasks.
• OCM Tip: Revisit terminology and changes often. People usually need to hear information several times before they become familiar, so consider using the crosswalk during huddles or highlighting changes with training.

Originally published in the CWS-CARES Explorer.

As CWS-CARES becomes the single system of record, the external systems it replaces will eventually be decommissioned so that child welfare work happens in one place. With the CWS-CARES Version 1 (CARES V1) Go-Live date now adjusted to December 7, 2026, and complete CARES V1 scope arriving on May 1, 2027, the decommissioning timeline for fully in scope external systems has been updated to align with the new schedule and to support a smooth, efficient transition for counties and organizations.

Decommissioning Activities Will Start at Complete Scope, Not Go-Live
Originally, decommissioning activities were scheduled to begin shortly after the October 2026 Go-Live. Under the revised timeline , they will instead begin once complete CARES V1 scope is available on May 1, 2027. Users will have roughly five months of hands-on experience in CWS-CARES before the required decommissioning timeline begins, providing time to build familiarity and confidence in the system first. The project has also merged previously separate steps for developing and finalizing the decommissioning plan into a single step, reducing the planning and reporting effort for counties. Together, these adjustments keep the overall timeline on track while easing the burden on Organization partners.

What the Revised Timeline Looks Like
Under the revised schedule, decommissioning moves through three main steps in 2027. First, from May to June, Organizations will validate that CWS-CARES fully performs the functions each external system currently handles. Next, from May through July, Organizations will develop the decommissioning plan and timeline for each in-scope system. Finally, from August through December, the Organizations will implement their decommissioning plans. Organizations that have already verified functionality and wish to begin decommissioning planning ahead of schedule are encouraged to do so.

External Systems Decommissioning Steps

• Validate CARES V1 functionality vs. external systems
  • Original Timeline: Now – April 2027
  • Revised Timeline: May 1 – June 30, 2027
• Develop decommissioning plan and timeline
  • Original Timeline: Feb 1 – April 30, 2027
  • Revised Timeline: May 1 – July 31, 2027
• Finalize decommissioning plan and timeline
  • Original Timeline: April 30 – May 31, 2027
  • Revised Timeline: Combined with step above
• Implement decommissioning plan
  • ​Original Timeline: May 31 – Dec 31, 2027
  • Revised Timeline: Aug 1 – Dec 31, 2027

Key Change
Decommissioning activities will now begin at Complete Scope (May 1, 2027) rather than at Go-Live. This gives organizations roughly five months of hands-on CWS-CARES experience before the required decommissioning timeline begins. The project has also merged previously separate planning steps, reducing reporting effort for counties.

We thank all Organizations for their ongoing collaboration as we work together toward a practical, phased transition.

Originally published in the CWS-CARES Explorer.

Practice in ProdSim
Practicing in ProdSim is one of the most valuable steps you can take to ensure a smooth transition into upcoming releases. ProdSim gives users a safe, realistic space to explore new features, validate workflows, and build confidence before changes go live. Your participation helps us catch issues early, strengthen system performance, and deliver a better experience for counties and end-users.

Supplemental Training
Supplemental Training began October 26th and runs through November 20th, with Micro-Learning Videos, Targeted ILT Make-Up Sessions, and Virtual Training Office Hours. Micro-Learning Videos offer short, on demand tips and tricks for common training needs. Targeted ILT Make-Up sessions is available for organizations that were unable to complete training and Office Hours will cover topic specific sessions.

What Training Materials to Leverage at Go-Live
What you can expect to have available and rely on at Go-Live:

• Quick Guides for fast, step-by-step workflow instructions
• Desk Guides for guidance on approvedworkarounds needed at Go-Live
• Microlearning Videos for short, targeted demonstrations
• Recorded training sessions and ILT materials for on-demand refreshers

All training materials are available on the Implementation Portal and will be updated through December 7.

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.

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.

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.

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.