CWS-CARES Public Library

CWDS Website Update: The External Systems Portal​

To make it easier to stay informed, the new External Systems Portal serves as your one-stop shop for all external systems information. The portal includes monthly meeting recordings and materials, along with other helpful resources to keep organizations connected and prepared. To access these materials, please log in using your county email address.​

External Systems Monthly Meetings ​

The CWS-CARES Project launched a new External Systems Monthly Meeting Series to create a consistent space for organizations to connect with the Project team, share updates, ask questions, and stay aligned on upcoming activities. Meetings are held on the second Thursday of each month from 10–11 AM. ​

Topics covered so far: ​

• July 10: Kickoff and External Systems Overview ​
• August 14: Resource Family Approval (RFA) Overview ​
• September 11: Data Conversion and County Engagement Milestones

Upcoming session topics: ​

• October 16 [updated]: Continued Operations – Validating and Preparing External Systems for CWS-CARES V1 Go-Live ​
• November 13: Exploring Validation ​Tools and Activities​

If you would like to receive a meeting invite, please contact the ​External Systems Coordination Unit (ESCU) Team.  ​

Originally published in the CWS-CARES Explorer.

The CWS-CARES Project has several important user testing activities scheduled over the coming months. These testing periods allow organizations to engage directly with the system, provide feedback on its design, and help ensure readiness for CWS-CARES Version 1 (V1) Go-Live. ​

Usability Testing: October – December 2025 ​

The Project will conduct two Usability Testing Periods prior to Extended User Scenario Testing (EUST) 3. These sessions invite a limited group of Core Constituent counties who were engaged in EUST 2 and confirmed participants in EUST 3 to complete defined tasks in specific areas of CWS-CARES. The goal is to gather early input on functionality, evaluate usability, and address issues before moving into broader end-to-end testing. ​

EUST 3: February – April 2026 ​

Following the usability testing rounds, organizations are invited to participate in EUST 3, scheduled for February 2 – April 3, 2026. ​

EUST 3 takes a holistic approach, asking participants to complete real-world, end-to-end scenarios that span multiple areas of the system—from Screening and Intake to Forms. This broader view builds on the focused usability testing and provides a comprehensive assessment of system readiness ahead of CWS-CARES V1 Go-Live. ​

Support for Participants ​

Counties participating in testing will receive support through kickoff sessions, optional office hours, and connectivity guidance to ensure access to the CWS-CARES staging environment. Feedback will be collected directly from testers as they complete their assigned tasks. Together, the Usability Testing Periods and EUST 3 create a structured path toward CWS-CARES V1, ensuring the system is ready for successful statewide use. For questions, please contact the CWS-CARES EUST Mailbox. ​

Testing Timeline ​

Usability Testing Period 1​: October 27 - November 7, 2025​
Scope: Screening/Intake, Referral/Placement, Risk/Safety Assessment, Person Profile, Plan of Safe Care, 90-Day Transition Plan ​

Usability Testing Period 2​: December 8 - December 19, 2025​
Scope: Adoption & After Care & Re-Entry (Finish a Case), Forms ​

EUST 3​: February 2 - April 3, 2026​
Scope: All service areas in Usability Testing Periods 1 & 2, validation of previously testing functionalities within CWS-CARES, State and Federal reporting, and CWS-CARES Administration Console​

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.

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.

The CWS-CARES Super Users Program aims to facilitate the successful implementation, adoption, and ongoing utilization of CARES V1 within Organizations. It is voluntary for all Organizations. The Supers Users Program is integral in successfully implementing CWS-CARES by providing post Go-Live support and assisting with worker onboarding. 

Key Roles and Responsibilities of Super Users​

Super Users are organization staff members that support end users with expertise, coaching, and first-level support during critical project phases and at Go-Live. Super Users will be instrumental during the Go-Live phase by partnering with the project's implementation team to provide over-the-shoulder support to CWS-CARES users within their organization.

How many Super Users are there?​

As of May 2025, there are just over 800 Super Users that have been identified across 53 Child Welfare counties, tribes, and CDSS. The project's implementation team will continue to collect names of Super Users.  

Orientation Sessions for CWS-CARES Super Users​

Orientation will provide participants with an in-depth overview of the Super Users Program. This will include the functions of a Super User and strategies for success when implementing CWS-CARES in their Organization. Orientation sessions will also provide more information on the opportunities that Super Users can participate in and what support is offered. 

Originally Published in the CWS-CARES Explorer.

The CARES V1 Implementation Team is preparing to launch a CWS-CARES Sandbox Environment, an online platform where users can practice using CWS-CARES functionality! The Sandbox is scheduled to launch in Summer 2025. Questions can be directed to your CWS-CARES Implementation Lead and more information will be shared as part of monthly Implementation Readiness Meetings via the Implementation Lead for your organization.  ​

How will organizations use the Sandbox? ​

The Sandbox will be used in preparation for CARES V1 readiness activities and will provide early hands-on system exposure prior to Go-Live. Individuals in Organizations with access to the CWS-CARES Sandbox Environment will gain in-depth knowledge and familiarity with the system as it evolves.​

Who will have access to the Sandbox? ​

Counties are responsible for identifying users that will participate in the Sandbox Environment. Those with access to the Sandbox will be better equipped to help provide support to end-users within their organization before, during, and after statewide ​Go-Live.  ​

What functionality will be available? ​

The Sandbox will include the functionality covered through Extended User Scenario Testing (EUST 2) which includes Intake (screening and investigations), Case Management (placement, court hearings), and Eligibility (request initial determination and ​re-determination).  ​

Originally Published in the CWS-CARES Explorer.

Prior to CARES V1 Go-Live in October 2026, the CWS-CARES project will pilot the new system with a small number of counties (including Child Welfare and Probation) with the goal of gathering lessons learned for supporting all Organizations during statewide rollout. In April 2025, the CWS-CARES project invited counties to volunteer to volunteer for the Pilot Program, resulting in twelve responses. In May, the CWS-CARES project applied approved qualitative and quantitative evaluation criteria to score top County candidates for Pilot participation.  ​

The CWS-CARES project in partnership with County Welfare Directors Association of California (CWDA), is pleased to announce the counties that were selected to participate in Pilot. Congratulations to Butte, Fresno, San Diego, San Mateo, and Tuolumne Counties! Counties were selected based on the criteria and process defined as part of the approved CWS-CARES V1 Pilot Plan.  ​

As Pilot participants, these counties will help inform the development of interim business processes, exercise and sign-off on business functions in CWS-CARES and provide feedback throughout the Pilot period. The project has also selected counties to serve as Pilot alternates, which will be prepared to join the Pilot in the case that one or more of the selected counties is unable to do so. The CWS-CARES Pilot will launch in August of 2026 – thank you to all counties who volunteered to participate!​

Originally Published in the CWS-CARES Explorer.

In May 2025, the CWS-CARES Implementation Team held Process Information Sessions for Intake (Screening and Investigations). These sessions walked organizations through the new Intake processes and terminology they can expect to see in CWS-CARES; they also highlighted the ways CWS-CARES is different from CWS/CMS. Session participants are sharing what they've learned with their organizations to help prepare for CWS-CARES Go-Live. 

New Terminology in CWS-CARES

Here are a few new terms CWS-CARES users will see across different areas of the new system: 

Client → Person​
Individuals who play a role in a Screening, Referral, or Case are captured as 'Persons' in CWS-CARES. Persons categorized as Core Participants can include the focus child, parent, CFT Member, and more.​

Client Abstract/Notebook → Person Profile/Record​
The ‘Person Record’ in CWS-CARES holds details about the Person depending on their role. The Person Record for a focus child includes comprehensive details and demographics including date of birth, address, education, health information, and more.

New Features and Updates in CWS-CARES

Two-Step Referral Process ​

Hotline Workers will document information from the reporter into a Screening record in CWS-CARES. If an investigation is required, the Hotline Supervisor will promote this Screening to an Investigation and a new Referral record will be created. The assigned Emergency Response Worker will then document the details from the Investigation in the Referral record. ​

Streamlined Non-Abuse and Neglect Calls​

Hotline Workers will be able to indicate the reason for calls not related to abuse and neglect, including prevention services requests, community resources, social worker information requests, and prospective young adult re-entry requests. CWS-CARES will prompt the worker to collect only the information needed and generate reports on the different types of calls.​

Data Integration ​

Workers conducting assessments can easily access SDM by clicking a link within CWS-CARES. After they've completed an assessment in SDM, that data will populate back into CWS-CARES to eliminate duplicate data entry.​

Dashboards​

Dashboards in CWS-CARES will organize Screenings, Referrals, assessments, and other work items to give workers and supervisors visibility to pending work. ​Supervisors can see a list of Screenings and Referrals that have been submitted for approval and how much work is assigned to each of their workers. Workers can see a list of Screenings and Referrals assigned to them and track unsubmitted items. ​

Address Validation​

CWS-CARES will have address validation software that checks entered addresses against the United States Postal Service records to help prevent incorrect or incomplete addresses. Workers will have the option to override a suggested address. ​

Autogenerated Email Responses​

A Mandated Reporter may now choose to receive the Emergency Response Notice of Disposition by email. CWS-CARES will automatically send this document to the email address provided to the Hotline Worker and evaluate at the disposition of a screening or an investigation.  ​

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.