CWDS Bulletins

CARES SPOCs, Training Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

Following the October 19, 2026, data refresh in Prod Sim (CARES100), users may notice changes to their Enablement Program completion status and may have received unexpected email notifications. Please see the updates below.

Enablement Program Completion Status

The data refresh removed previously recorded Enablement Program completion statuses for all users in CARES100. Users who previously completed an Enablement Program do not need to complete it again. Completion records have been maintained in the weekly completion reports shared with Organization Training Coordinators.

We are evaluating options to update Enablement Program completion records in CARES100 using the October 2, 2026, completion report, the last report generated before the data refresh. We will provide additional information once an approach and any required actions are confirmed.

Unintended Enablement Program Email Notifications

Following the October 19 data refresh, automated email notifications for Enablement Programs were not disabled as planned. As users were added to the refreshed programs, some received unintended email notifications.

Email notifications were disabled at 8:10 AM on October 20, 2026, after the issue was identified. Some notifications may have been delivered after that time due to system processing delays.

Users may disregard email notifications for Enablement Programs they have already completed.

Thank you for your patience and continued partnership.
 

Action Required

Please share this communication with the appropriate staff. If you have questions, please contact the CWS-CARES Training Team.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of September 20, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

Please contact the Customer Relations mailbox for questions.

CARES SPOCs, Technical Contacts, Data Quality Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

As part of our ongoing efforts to transition legacy CWS/CMS data into CWS-CARES, we are sharing an update regarding the timeline for review and validation of contact records associated with active units of work.

We recognize how important contact logs are to your county’s Prod Sim validation activities, and we appreciate your patience as we work through this process.

To help address timing concerns, the project team has expedited internal data loading activities. As a result, the contact logs associated with active units of work will now be released to Prod Sim (CARES100) on Friday morning, October 23, 2026, at 8:00 AM – three days ahead of the original October 26 target.

We hope this earlier release provides your teams with the necessary time for validation. The project team remains fully committed to supporting counties throughout Prod Sim and resolving fixes as quickly and efficiently as possible.

Thank you for your continued partnership as we achieve this critical data migration milestone.

Action Required

Please share this communication with the appropriate staff. If you have questions, please contact Customer Relations.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of September 20, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

Please contact the Customer Relations mailbox for questions.

CARES SPOCs, Training Contacts, Implementation Coordinators, OCM Coordinators, Training Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership

In preparation for CWS-CARES V1 Go-Live on December 7, 2026, the Project will offer Supplemental Training from October 26 through November 20, 2026 to reinforce key skills and address training needs identified through county feedback. This follow-up to the initial announcement provides additional information on training topics, schedules, and registration. Training information and resources will be available on the new Supplemental Training webpage.

1. Micro-Learning Videos

Short, on-demand videos will demonstrate CWS-CARES features and processes and address common training questions.

View the full list of Micro-Learning Video topics on the Supplemental Training webpage.

Videos will be added to this webpage as they become available, with updates shared through the Weekly Digest.

2. Topic-Specific Training Demonstrations (Previously Virtual Training Office Hours)

Beginning October 28, 2026, the Project will host four weeks of virtual training demonstrations. Sessions will include a trainer-led demonstration followed by questions and answers (Q&A), with Program Subject Matter Experts (SMEs) providing guidance on day-to-day application. Each session will have a capacity of 150 participants.

View the full list of Training Demonstration topics on the Supplemental Training Webpage.

Session Times 

• Morning Sessions: 9:00 – 10:30 AM PT
• Afternoon Sessions: 1:00 – 2:30 PM PT

Registration Information

Registration links will be available on the Supplemental Training Webpage.

Registration for the following week’s sessions will open at 9:00 AM PT on October 21st, October 28th, November 4th, and November 12th (adjusted for Veterans Day).

Session recordings will be added to the webpage for those unable to attend.

3. Supplemental Virtual Instructor-Led Training (ILT) Make-Up Sessions

The Project will offer Virtual ILT Make-Up Sessions from October 26 through November 20, 2026 for individuals who did not complete training during the original ILT window. Each class will have a capacity of 30 participants.

All 12 ILT courses will be offered during the Supplemental Training period. Based on county feedback, the following four courses have been prioritized and scheduled for the first two weeks:

• Screening & Referrals (expanded to a full-day course)
• Courts
• Case Management Services
• Resource Family Approval (RFA)

Sessions for the final two weeks will be scheduled based on course demand.

Scheduling and Registration

Following this communication, Project Training Coordinators will share the initial Supplemental Virtual ILT schedule with Organization Training Coordinators. Contact your Organization's Training Coordinator to coordinate make-up training needs and registration.

Additional Information and Support

Training questions and responses will continue to be posted to the Training Portal. For questions about Supplemental Training, please contact the CWS-CARES Training Team.

Thank you for your continued partnership.

Action Required

Please contact the CWS-CARES Training Team with questions.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of September 20, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

Please contact the Customer Relations mailbox for questions.

All SPOCs and Technical Contacts:

The CARES-Live team has scheduled monthly Infrastructure maintenance for Thursday, October 22, 2026, from 6:00 PM to 9:00 PM. During this scheduled maintenance, the CARES-Live team will deploy infrastructure updates, and security patches that are not visible to users of CARES-Live.

NOTE: Users will not be able to access the CARES-Live application during the scheduled outage. 

Action Required

If users experience any issues with CARES-Live, please follow your county process for reporting issues. CARES-Live County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at CWDS Service Desk during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

ALL SPOCs and Technical Contacts:

October 20, 2026, UPDATE: In addition to the previously reported brief interruptions to internet connectivity during the scheduled CDT migration window, the CARES-Live application will not be available to users on Wednesday, October 28, 2026, between 9:00 PM and 11:59 PM.

There is no anticipated impact to the CWS/CMS application from this migration activity.

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The California Department of Technology (CDT) has scheduled a migration to new 100G Amazon Web Services (AWS) public peering links. The migration window occurs on Wednesday, October 28, 2026, beginning at 9:00 PM and concluding at 11:59 PM.

The migration activity may cause brief interruptions of internet connectivity within the scheduled migration window.

Action Required

Contact the IBM Help Desk (800-428-8268) to report any issues after the maintenance window has concluded.

CWS-CARES Weekly Digest

CARES SPOCs, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

In this Weekly Digest:

• General
  • System Updates & Release Notes on the Production Simulation Hub
  • Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12
  • Updated: CWS-CARES High Level Roadmap
  • Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page
  • Updated FCED Resource Now Available
• Production Simulation
  • Prod Sim (CARES 100) Now Reopened with Refreshed Data
• Training
  • Reminder: Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process
• CWS-CARES Functionality
  • CWS-CARES Functionality Spotlight: October 19, 2026

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General 

System Updates & Release Notes on the Production Simulation Hub 

As part of the planned CWS-CARES Production Simulation Data Refresh activity occurring from October 7 through October 18, the Production Simulation (Prod Sim) environment was temporarily unavailable.

Because Prod Sim was offline throughout this refresh window, the CWS‑CARES Project did not publish a release on Monday, October 12, 2026.

The October 19 System Updates & Release Notes will appear on the CWS-CARES Production Simulation Hub once it is officially posted. More details on the October 19 data refresh are available in the Production Simulation article, below.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #12

Thank you to the 310+ stakeholders who have already registered for the next Stakeholder Briefing on October 21, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, October 21, 2026, from 10:30 AM to 12:00 PM. All stakeholders are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #12: October 2026. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

The full agenda for the October 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #12 Registration page. Updates will include:

• Project Status Update
• Feature & Functionality Fixes
• Implementation Update

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on October 21, 2026, to continue the conversation on the upcoming transition to CWS-CARES.

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Updated CWS-CARES High Level Roadmap

An updated CWS-CARES Planning roadmap is now available in the CWDS Roadmap page within the CWDS website. The roadmap provides a high-level overview of the project lifecycle from 2024 through 2027, including key phases and milestones as we approach the updated Version 1 (V1) Statewide Go-Live on December 7, 2026.

To view the full roadmap, please visit the CWS-CARES High Level Roadmap on the CWDS website.

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Updated Resources on the CWS-CARES Fact Sheets, Guides, and Flyers Page

The CWS-CARES Project published two updated resources in the CWS-CARES Fact Sheets, Guides, and Flyers page on the CWDS website.

CWS-CARES Resources at a Glance

An updated version of the CWS-CARES Resource Flyer is now available. This one-page resource provides an overview of key CWS-CARES resources available on the CWDS website, including:

• Demonstrations, Implementation Portal, Production Simulation Hub, and FCED & External Systems Hub
• FAQs and Glossary, Fact Sheets, Guides & Flyers, and Newsletters & Articles
• Practice & Development Environments

CWS-CARES System Modernization Infographic

An updated CWS-CARES System Modernization Infographic is now available. This resource provides a high level of overview of the system modernization features and benefits that go live on December 7, 2026. It covers:

• New Features and Benefits – Including connections across systems, modern user experience, accessibility and compliance, secure cloud storage, customizable forms, and smarter data handling
• Production Simulation – An overview of Production Simulation as a full practice environment loaded with real case data

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Updated FCED Resource Now Available

New Fact Sheet: Common Error Messages for FCED Transactions

The CWS-CARES Project Team has updated the FCED Transaction Guide - Mandatory Fields Fact Sheet to include fields required for Adoption Assistance Program (AAP) transactions. AAP fields are included on pages 8 – 14 of the fact sheet.

View the FCED Transaction Guide: Mandatory Fields fact sheet on the CARES V1 Training Quick Guides folder and the Fact Sheets, Guides and Flyers webpage on the CWDS website.

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Production Simulation

Prod Sim (CARES 100) Now Reopened with Refreshed Data

As of October 19, the Production Simulation environment (CARES 100) is now available with refreshed data. Users now have access to converted data as of September 20, 2026, including Sealed and Sensitive data, along with additional code and data fixes. The refreshed environment provides users with more current data and functionality to support continued validation closer to CARES V1 Go-Live. Review the October 19 System Updates & Release Notes on the CWS-CARES Production Simulation Hub for additional details on data and code fixes.

Snowflake Database 

The Snowflake database has also been refreshed with converted data as of September 20, with updates to Sealed and Sensitive data and data conversion fixes. County Developers and Data Extract partners may continue extract development, Tableau Report development, and validation.

FCED Testing

Following the CalSAWS and Prod Sim refreshes, case links between CWS-CARES and CalSAWS have been re-established with refreshed records. CWS-CARES cases have been updated with converted data as of September 20, 2026, however, CalSAWS records reflect converted data as of September 25, 2026. CWS-CARES users can manually initiate case links for any converted Eligibility Records that were not automatically linked to active CalSAWS cases.

Prod Sim User Testing Priorities

To ensure data is accurate when CWS-CARES Go-Live, testers should prioritize CWS/CMS data validation in their Prod Sim activities until November 7, 2026. Starting November 20, Prod Sim support will end. Users access to the environment will continue, but no additional code or data fixes will be deployed after this date.

Additional details on the CWS-CARES data refresh were shared in the CWS-CARES Prod Sim (CARES100) Data Refresh and Key Readiness Dates communication on September 18, 2026. View the communication on the CWDS Bulletins.

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Training

Reminder: Train-the-Trainer (TTT) and Instructor Led Training (ILT) Parking Lot Questions Response and Review Process 

Training Parking Lot questions and responses can be found on the On-Demand Training Library under the Parking Lot Responses section.

Organizations are encouraged to periodically check the Implementation Portal for updated files containing responses to submitted questions. The response file is read-only and version-controlled, allowing users to review responses and track updates by date. If a follow-up question or additional clarification is needed, users should submit a new item through the TTT Parking Lot, as previously addressed items will not be reopened.

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CWS-CARES Functionality 

CWS-CARES FAQ Spotlight: October 19, 2026 

This week, the CWS-CARES FAQ Spotlight features the CWS-CARES Frequently Asked Question (FAQ) of the Week.

October 19, 2026, FAQ of the Week:

Q: What updates can you provide regarding improvements to Case Plan functionality, given the current limitations caused by requiring the CANS to be completed first?

A: The Project suspended the rule requiring a Child and Adolescent Needs and Strengths (CANS) assessment prior to a Case Plan completion, enabling users to either pre‑populate needs from an approved CANS or manually enter needs when a CANS is not yet completed.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWS-CARES FAQs | CWDS Website.

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required: We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

We appreciate your dedication to protecting the safety and privacy of vulnerable children and families while we work together to support your needs.

CARES SPOCs, Technical Contacts, Data Quality Analysts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

We are sharing the latest updates to the CWS-CARES Production Simulation (CARES100) Environment and Snowflake database, including the data refresh and important timelines as we approach the CWS-CARES Version 1 Go-Live on December 7, 2026.

Both systems have been refreshed with legacy data as of September 20, 2026—including Sealed and Sensitive data, additional code/data fixes, and relinked CWS-CARES/CalSAWS cases (AAP, Kin-GAP, and foster care)—overwriting prior data to support continued validation.

To ensure fixes can be scheduled before our November 14, 2026, Defect Code Freeze, all potential defects must be submitted no later than October 30, 2026. After October 30, only High or Critical defects will be considered for pre–Go-Live resolution on a case-by-case basis.

County Developers and Data Extract partners may now resume extract development, Tableau reporting, and testing.

Weekly deployments and Prod Sim support will continue through November 20, 2026.

For current system status, features, and known limitations, please refer to the System Updates & Release Notes | Child Welfare Digital Services page and locate the ‘CWS-CARES Release Notes – 2026-10-19 – ACC.pdf’ document.

Thank you for your ongoing commitment to preparing your teams for the V1 Go-Live.

Action Required

Please contact Customer Relations for questions.

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Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17, 2026. Because this includes real, sensitive Personally Identifiable Information (PII), all case information must be strictly protected or redacted.

To protect CWS-CARES case data, please follow these important security guidelines when working with our support teams:

• Redact Ticket Info: Do not send Protected Health Information (PHI), PII, or confidential case details to the Service Desk via email or ticket. Sensitive and confidential data cannot be stored in the ticketing system.
• Secure Screen Shares: During support-requested screen shares, limit attendees to essential personnel only. Recording of sensitive information is strictly prohibited.
• Consult for Tier 3 Transfers: If Tier 3 support needs sensitive data, use secure transmission methods. Contact your county Privacy Officer or the CWDS ISO if you need assistance with secure routing.

Please contact the Customer Relations mailbox for questions.

All Pilot County RFA Implementation Coordinators and SPOCs:

The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Thursday, October 22, 2026, beginning at 5:00 PM and concluding at 6:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will be accessible for pilot counties Fresno, Placer, and Santa Clara.  

There is no anticipated impact for CWS-CARES users. We are sharing this information in the unlikely circumstance that there is an actual impact during the scheduled maintenance window and the CWS-CARES application becomes inaccessible.

Action Required

No action required from end-users during this maintenance window.

If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. CWS-CARES County Administrators may contact the CARES Service Desk through the CWDS ServiceNow Customer Support Management (CSM) Portal. Alternate methods are phoning 1-855-292-3444 or via email at CWDS Service Desk during normal business hours. You may also email after hours, and a Service Desk representative will contact you the next business day.

All SPOCs, Technical Contacts, and SBC Administrators:

The California Department of Technology (CDT) has scheduled maintenance on Saturday, October 31, 2026, beginning at 6:00 AM and concluding at 10:00 AM. During the maintenance window, CDT will apply Standard Monthly OS Security Patches to SBCS Infrastructure Servers. There is no anticipated outage for this maintenance; however, CDT is asking that everyone log off from the Citrix SBC system, if not actively using it during the maintenance window.
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Action Required

If users experience any issues with CWS/CMS, please follow your county process for reporting issues or you may contact the IBM Boulder Help Desk at 1-800-428-8268.