CWS-CARES Public Library

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.

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.

What happens when multiple users make edits to the same case at the same time in CWS-CARES?​

One of the many improvements in the new CWS-CARES system is how it handles concurrency—that is, when multiple users are working on the same case at the same time. In the CWS/CMS system, Optimistic Concurrency (OC) is a major challenge: if two people open the same case and make updates, one person’s changes could be lost even if they both save their work. This happens because the system was built on technology that does not allow for real-time collaboration. ​

CWS-CARES alleviates this concern. It’s built on modern, cloud-based technology where updates are completed in real-time. In CWS-CARES, multiple users work on different parts of the same case at the same time — with less likelihood to run into concurrency errors. ​

Even in the rare case where two users try to edit the exact same piece of information at the exact same time, CWS-CARES handles it the same way most modern systems do. If the system detects a conflict where a user might overwrite another user’s changes without reviewing them, it alerts the second user with an error message indicating that there was a conflict and temporarily retains their changes on the screen. The second user can then refresh to get the latest data, review it before re-entering their changes, and then save again. While the second user’s input is preserved temporarily on the screen, they will need to enter their changes again after the screen refresh to ensure data integrity.​

Overall, CWS-CARES reduces optimistic concurrency issues, making it easier for teams to collaborate in real time. It helps avoid delays, protects everyone’s work, and supports a smoother, more efficient workflow. ​

Originally published in the CWS-CARES Explorer.

This July, the CWS-CARES Sandbox Environment opened to the first cohort of 559 users across 30 organizations. The Sandbox gives users the opportunity to gain early, hands-on exposure to CWS-CARES and practice Child Welfare business processes and scenarios.
 
To prepare for their Sandbox journey, new Sandbox users attended an orientation session to learn about the Sandbox user access process, functionality and data available in the system, and the support provided for users. New users attended a training session to learn how to access and complete the on-demand training programs within the Sandbox environment. Drop-in Office Hours are available twice a day to provide support and troubleshooting as Sandbox users continue to explore and build familiarity with the system.   ​

Up Next: Adding More Sandbox Users​

This first cohort of Sandbox users is broken into three groups, beginning with the first group of users from organizations whose connectivity to CWS-CARES was established when they participated in EUST. Six additional organizations make up Cohort 1, Group 2, which began onboarding into the Sandbox in mid-September 2025.  Cohort 1, Group 3, the remaining organizations, will onboard in October.

The project will continue to onboard new cohorts of users into the Sandbox throughout 2025 and into Spring 2026. Cohort 1 users will fill a vital role in supporting their organization’s future Sandbox users by setting up internal support structures, sharing best practices, and serving as go-to resources for questions and troubleshooting.  ​

Implementation Coordinator(s) and Single Point(s) of Contact at each organization select Sandbox users for each cohort. If you’re interested in joining the CWS-CARES Sandbox, please reach out to your organization’s Implementation Coordinator(s) and Single Point(s) of Contact.  ​

“When people in my organization have questions about CARES, it's really helpful to log into the Sandbox and show them what it looks like.” ​

– CWS-CARES Sandbox User

Sandbox Onboarding Timeline​

July – October 2025​

Cohort 1​

Group 1: Mid-July 2025​
30 Organizations that established connectivity during previous Extended User Scenario Testing ​

Group 2: Mid-September 2025​
6 additional Organizations able to establish early connectivity​

Group 3: October 2025​
All remaining Organizations​

October 2025​

Cohort 2: Additional members from each organization​

January 2026​

Cohort 3: Additional members from each organization ​

April 2026

Cohort 4: Additional members from each organization​

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.