CWS-CARES Public Library

Background

One of the main benefits in transitioning from legacy to CWS-CARES is the creation of a single, comprehensive data system. With streamlined case data entry and storage, counties will save time and resources and reduce the need for supplementary external systems.  

What are external systems? 

An external system is defined by the project as, “a tool or application used by organizations to deliver child welfare services in addition to, or outside of, the legacy CWS/CMS solution. This includes Commercial Off-The-Shelf (COTS) software, County-developed systems, and data files.” The project is actively working on identifying which of these external systems have overlapping, or “duplicative,” functionality with CWS-CARES. 

How does the project determine which external systems have overlapping or duplicative functionality? 

Given that CWS-CARES is still in development, discussions about external systems can be challenging. While the CWS-CARES Project Value Services (PVS) team has made initial assessments on which systems are duplicative, they rely on county input and collaboration to make all final determinations. The External Systems Coordination Unit (ESCU) has defined the categories for external systems as: 

• In-scope – a system with functionality that will be fully covered by CARES V1 
• Partially in-scope – a system with some functionality that overlaps with CARES V1 and some functionality that does not overlap with CARES V1
• Out of scope – a system with functionality that is not planned for inclusion in CARES V1 

External Systems Flow Chart

What will happen to external systems after Go-Live?

Due to federal regulations, all systems that are fully in-scope (duplicative functionality to CWS-CARES) will eventually need to be decommissioned, or discontinued, from use. Counties, in collaboration with ESCU, will develop tailored plans for external systems deemed in-scope and partially in-scope, to ensure continued operations. These plans will account for system dependencies with other external systems, the criticality of any missing functionality, alternate solutions, and whether the absent functionality is planned for inclusion in future versions of CWS-CARES. Out of scope systems may continue operating with or without modifications, as long as they remain compliant with federal and state regulations. 

What support can counties expect when planning for decommissioning? 

We are committed to meeting county and tribe needs for support, transparency, and uninterrupted county and tribe business activity throughout the transition to CWS-CARES and beyond. We have created the External Systems Coordination Unit (ESCU), a team solely dedicated to providing counties with support in preparation for the decommissioning process. As we approach Go-Live, ESCU will work in collaboration with county representatives to create decommissioning plans that address individual county needs while also ensuring federal and Comprehensive Child Welfare Information System (CCWIS) compliance. 

How will external systems data be converted to CWS-CARES?

Counties will conduct Source-to-target-mapping (STTM), data cleansing, and data loading for eligible systems. For systems that are not being converted but will be decommissioned or taken offline, counties will need to determine how best to retain and access necessary data. This may include maintaining read-only access, manual data entry, or implementing other solutions to support operational needs.

We recognize that counties and tribes are experiencing a lot of change in the transition to CWS-CARES; we appreciate your patience, feedback, and active participation throughout the process.  

Originally published in the CWS-CARES Explorer.

When an organization replaces a software system, the changes extend beyond the technology. The transition requires updates to workflows, processes, policies, and procedures that impact the way staff perform their daily tasks. This is especially true for a change as comprehensive as the transition from CWS/CMS to CWS-CARES. 

To support a smooth transition, the Implementation Team will host a series of Process Information Sessions for county child welfare and juvenile probation departments, related California Department of Social Services (CDSS) subdivisions, and Tribes with Title IV-E Agreements with CDSS. These sessions will provide an overview of new system processes and highlight the key features and benefits that CWS-CARES users can expect. Here’s what participants can expect during the sessions: 

• Recorded demonstrations of high-level functionality in CWS-CARES
• A walk-through of new processes, key changes, new features, and new terms in CWS-CARES
• Guidance on next steps each organization’s team will take after the session

After the session, participants will receive a packet of materials including CWS-CARES (To-Be) Process Maps, CWS/CMS current (As-Is) Process Maps, a list of change impacts, and a description of terminology changes between CWS/CMS and CWS-CARES. Participants will take the information and materials from the session back to their teams to identify policies, procedures, and other updates needed to align with the new processes in CWS-CARES.

When will these sessions be held?

The first set of sessions will focus on Intake (Screening and Investigations*) and will be held in May 2025. Intake sessions will be scheduled for county child welfare departments according to their region, along with sessions for Los Angeles County. County Implementation Coordinators are working with their teams to finalize the attendees for the sessions. 

Additional sessions for other service areas will be held throughout 2025 and into early 2026. The project will continue to coordinate with CDSS, juvenile probation departments, and Tribes with Title IV-E Agreements with CDSS to determine which sessions they should attend based on the type of work their teams perform. If you have any questions about these sessions or the attendance lists, please reach out to your CWS-CARES Implementation Lead.

*Some counties refer to Screening as “Hotline” or “Intake” and to Investigations as “ER (Emergency Response)” or “Referral Investigations.”

Originally published in the CWS-CARES Explorer.

The CDSS Office of Tribal Affairs (OTA) is grounded in meaningful Tribal Consultation and Engagement that elevate and assist in building the capacity of the State, Tribes, and Counties to collaboratively create and sustain an equitable continuum of care for American Indian and Alaska Native children and families.

The Office of Tribal Affairs, as a part of the Office of Equity, guides the California Department of Social Services efforts to help create and facilitate policies, procedures, and programs that serve Tribes, and tribal children and families.

OTA actively contributes to CWS-CARES development by guiding the direction of the Indian Child Welfare Act (ICWA) Foster Care Analysis and Reporting System (AFCARS) Steering Committee. This workgroup consists of tribal representatives collaborating with CWDS and CDSS to improve data quality and ICWA implementation in California. Through these discussions, OTA has helped shape key system updates to be more inclusive and culturally responsive. These efforts ensure CWS-CARES better reflects tribal children and families’ needs and strengthens data collection for improved child welfare outcomes.

Originally published in the CWS-CARES Explorer.

Definitions

The CWS-CARES Data Dictionary and Entity Relationship Diagrams (ERDs) are designed to assist counties and other data partners in understanding the structure, purpose, and use of data within CWS-CARES.  

The Data Dictionary is a reference guide that explains the structure and meaning of data in CWS-CARES system, such as database fields, types, and relationships, ensuring consistency and clarity.

Entity Relationship Diagrams (ERDs) are a visual representation of how different data elements are related within CWS-CARES system, helping to design and understand databases.

Evolution of the Data Dictionary

The initial version of the CWS-CARES Data Dictionary and legacy mapping of CWS/CMS fields is now available. This version reflects the current state of CWS-CARES. As CWS-CARES continues to evolve and improve over the coming months, this initial version will be updated to incorporate new changes. 

The CWS-CARES Project conducted a walkthrough of the initial version of the CWS-CARES Data Dictionary and related materials with county representatives and data partners in March 2025. A recording of the walkthrough is available in the CWS-CARES Data Dictionary Microsoft Teams channel.

Publication and Ongoing Updates

A dedicated Microsoft Teams channel has been created for all CWS-CARES Data Dictionary-related materials. Contact CWDSDataManagement@osi.ca.gov to request access to the Microsoft Teams Channel called CWS-CARES Data Dictionary. Questions can be submitted directly to the CWS-CARES Technology team's inbox: CWDSDataManagement@osi.ca.gov. 

Future iterations of the Data Dictionary will be published quarterly to provide greater clarity, address gaps, and potentially modify or remove certain fields or rename them. We appreciate your patience and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary.

Originally published in the CWS-CARES Explorer.

The CWS-CARES Implementation OCM Team is proud to present the CWS-CARES Video Series. The videos showcase the CWS-CARES product and prepare you for the coming changes.   ​

Video 1 - "Why CARES? A Case for Change"

The first video, Why CARES? A Case for Change explains why the CARES modernization is important to child welfare and describes the benefits​. 

Video 2 - "CWS-CARES: A New Way Forward"

The second video, CWS-CARES: A New Way Forward, was developed with all end-users in mind and expands on the benefits of CWS-CARES from the first video.

Video 3 - "CWS-CARES 101"

The third video, CWS-CARES 101, demonstrates parts of the CWS-CARES system, introduces new system functionality and shows critical simplifications, automations and timesavers.

Video 4 - "CWS-CARES 101: Intake: Screening & Investigations"

The fourth video, CWS-CARES 101: Intake: Screening & Investigations shows a glimpse into a day in the life of a hotline worker and ER worker highlighting new features in CWS-CARES.

Video 5 - "CWS-CARES 101: Placement & Eligibility"

The fifth video, CWS-CARES 101: Placement & Eligibility shows a glimpse into a day in the life of a Case Worker and Eligibility Resource Worker, highlighting new features in CWS-CARES.
 

We encourage you to show the videos to your teams in upcoming meetings or when someone contacts you to ask about CWS-CARES. We hope you can use this video series as a tool to help jump-start conversations with your teams about the future. 

In the future, RFA (Resource Family Approval) features will be integrated directly into CWS-CARES, eliminating the need for separate county systems like Binti. Once CWS-CARES is fully operational, existing county RFA systems will be decommissioned.  ​

​Data conversion from current RFA systems to CWS-CARES is underway. Counties with eligible systems have completed their kickoff meetings and identified their Points of Contact to support the transition. The State has established a collaborative approach to assist the 43 Binti counties with CWS-CARES data conversion, addressing their request for direct vendor involvement. Counties were contacted by email individually in late December 2024 with instructions and a memo template to authorize the collaboration if desired.​ Special thanks to all counties on their work in this important transition! 

Originally published in the CWS-CARES Compass.

As part of the holistic design process, Core Constituents have been participating in prototype demonstrations and giving feedback to improve the user experience. During Prototype Demonstrations, Core constituents review prototypes, or pre-build designs of CWS-CARES, that represent system functionality. Then they provide early feedback on user experience, navigation, and screen actions before the designs go into development. ​

These demonstrations typically begin with contextual information or a scenario, and then presenters show how a user would navigate through the system. The facilitators also allow time for feedback, and participants can ask to revisit items or ask questions. Occasionally, the discussion uncovers differences in procedures or preferences among counties.​ Core Constituents can enter their feedback in Microsoft Teams using a form or ask questions during the demonstrations (the team tracks these items as well).​

What are prototypes?​

• Prototypes are designs of CWS-CARES built in Salesforce to represent system functionality, where the presenter can showcase the screens during the demonstration. ​

• Prototypes illustrate the user experience, navigation, and screen actions viewers can expect to see in CWS-CARES. ​

• Prototypes give Core Constituents an opportunity to provide early feedback on user experience, navigation, and screen actions before the screens go into development. 

Will the prototype demonstrations be recorded so that folks can revisit the content later? ​

Yes, the sessions will be recorded and shared via the Microsoft Teams Channel. Recordings will be available for 3 business days. ​

Is the Microsoft Teams Channel feedback form the only avenue to provide feedback? ​

During the prototype sessions, feedback that is given live and in the chat is captured by our team which is then added to the feedback log. Outside of this, the feedback log in the Microsoft Teams Channel is the only avenue to provide feedback. Core Constituents will have additional opportunities to provide feedback in future project phases, including build demonstrations, user feedback, and Extended User Scenario Testing (EUST).​

Will Core Constituents have access to the feedback log and the decisions/categorizations made about feedback?​

Yes, Core Constituents will be able to see not only the feedback provided and the decisions made regarding it, but also a list of feedback and decisions that other participants have provided as well. ​

Are we expected to submit feedback through the form if we've already given it verbally during the live demonstration?​

The PaaS SI Team will ensure any verbal and chat-entered feedback provided during the call will also be recorded and documented in the feedback log. Participants are also welcome to use the feedback form provided during the session to provide comprehensive feedback during the demonstration.​

How long will I have to provide feedback after the prototype demonstration?​

The feedback form in the Microsoft Teams Channel will be open for 3 business days after the ​demonstration. ​

Can I show the recorded demonstration to others in my county, gather their feedback, and provide it to you via the feedback form on the Microsoft Teams Channel?​

We encourage you to invite others in your county to attend and participate in the demonstrations. However, the feedback form will be open for 3 days after the session to gather any offline feedback county users want to share. We request that Core Constituents gather and consolidate all additional feedback and enter it into the feedback form on the Microsoft Teams Channel.​

My county has been designated as a Core Constituent for a Service Area I'm not very familiar with. Will there be opportunities for me to be included as a Core Constituent in other Service Areas that I have more experience with? ​

Counties have been designated to serve as Core Constituents for different Service Areas by recommendation from the County Welfare Director’s Association (CWDA). Up to this point in the CWS-CARES Project, we've used those Service Area designations to solicit input from Core Constituents. What Core Constituents will see moving forward in holistic design is a greater emphasis on getting input across Service Areas. For example, all Core Constituents are invited to provide feedback on the upcoming prototype demonstrations. It's not limited to just Core Constituents designated to those Service Areas. We encourage Core Constituents to forward these sessions to colleagues at their organizations with additional expertise. 

Originally published in the CWS-CARES Explorer.

What is holistic design?​

The holistic design approach considers the larger Child Welfare ecosystem in which the product exists, and the relationships between functional areas of the product. With holistic design, milestones will be grouped into Process Areas, so that reviews of the CWS-CARES system are conducted in the context of overall business processes. ​Overall, holistic design improves how we build and deliver CWS-CARES Version 1.

Holistic design allows the Product Team to:​

• Identify dependencies across business areas, design, downstream requirements, and user feedback earlier.​

• Conduct analyses across business areas to reduce the likelihood of unexpected findings earlier.​

• Gather Core Constituent feedback earlier and at multiple stages of design and build reviews.​

• Streamline the user experience with a holistic view of all needs within a process area.​

With holistic design, Core Constituents are being involved in the pre-build review of a larger portion of the system. The Product Team demonstrates how the system would function and can gather feedback prior to building the system, making it easier to address feedback. Holistic design aims to provide a more robust user experience for Core Constituents by gathering and addressing their needs and expectations early on, in part by collecting feedback across four Extended User Scenario Testing (EUST) phases and sharing prototype demonstrations.

Originally published in the CWS-CARES Explorer.

The CWS-CARES Organizational Change Management (OCM) Team disseminated an Engagement Survey to the 58 county child-welfare agency implementation teams (Implementation, OCM, and Training Coordinators and their backups) and representatives from the California Department of Social Services (CDSS) divisions involved in the project: the Child Care Licensing Division (CCLD); Children and Family Services Division (CFSD); and the Research, Automation, and Data Division (RADD). ​

Purpose ​

The purpose of this Survey was to gauge the level of preparedness for change at Organizations on behalf of representatives involved with the project and understand their perception of CWS-CARES at this stage in the project. ​

​Timing​

The survey launched September 2nd and closed September 30th, 2024. Note that the Survey’s window from September 2nd to 30th coincided with prototype demonstrations beginning September 19th, so several recipients had not yet participated in product demonstrations.​

Format ​

15 questions were grouped into the following dimensions: Demographics; Compelling Purpose; Product; Stakeholder Engagement; Training and Support; Communications; and Preparation for Change. ​

​Responses ​

The Survey’s overall response rate was 120 out of 200 (60%). 59 out of 61 (97%) Organizations participated. Nearly 60% of respondents have worked in a child welfare-related role for over 10 years, indicating a strong knowledge base for the needs of child welfare work.​

Free Responses - Themes, Summary of Responses, and Mitigation Strategies​

The final question of the Survey was a free response question asking respondents if there are questions or comments the project team should review. The free responses were then shared with the relevant impacted teams. These included the OCM Team, Implementation Team, Training Team, Strategic Communications Team, External Systems Workgroup, and Product-as-a-Service (PaaS) Team. All of the teams reviewed the language and suggested mitigation strategies that are either upcoming in the project roadmap or are new ideas leveraging existing material.​

Summary of Findings​

Aggregated results indicate that the majority of respondents agree or strongly agree with statements such as “I believe CWS-CARES will meet future program needs of child welfare work” and “I am aware of ways to provide feedback about CWS-CARES.” ​

​Questions resulting in the highest numbers of disagree or strongly disagree responses were related to external systems (“I understand the impacts that CWS-CARES will have on my Organization's use of external systems.”) and preparation for change (“I am confident I will be able to adopt CWS-CARES with ease in the future.”). ​

​These findings have been shared and discussed with the appropriate project teams, and mitigation strategies are being developed to address key areas that need improvement.​

Originally published in the CWS-CARES Explorer.

The California Office of Technology and Solutions Integration (OTSI) is responsible for the successful delivery of our large, complex IT systems statewide. As such, OTSI is the technology sponsor of CWS-CARES, and provides ongoing leadership and direction to support the successful delivery of CARES. ​

 ​As the technology sponsor, OTSI participates in various areas of the CWS-CARES system development.  Technical and subject matter experts provide guidance on user experience, state, and federal policy, and ensure that the project is on schedule for delivery. OTSI also administers and manages the CWS-CARES project. This includes project plan management and reporting, project integration, budget oversight, and contract management.  ​

Two of the primary project resources that OTSI manages are the CWS-CARES Monthly Legislative Update and the CWDS Planning Roadmap. The roadmap is bigger picture, and includes milestone descriptions, critical training and implementation activities, and Extended User Scenario Testing (EUST) periods through CARES V1 Go-live in October 2026. The monthly legislative report is more tactical in nature and offers detailed statuses on key project milestones and implementation activities.  ​

Originally published in the CWS-CARES Explorer.