CWDS Bulletins

CWS-CARES Scheduled Maintenance – December 21, 2022 | 5:00 PM - 8:00 PM

All Pilot County RFA Implementation Coordinators and SPOCs:
The CWS-CARES team has scheduled maintenance activity for the CWS-CARES production environment for Wednesday, December 21, 2022, beginning at 5:00 PM and concluding at 8:00 PM. During the maintenance window, the CWS-CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process will not be accessible for pilot counties Contra Costa, Fresno, Placer, Riverside, and Santa Clara.

Action Required
If users experience any issues with the CWS-CARES, please follow your county process for reporting issues. You may also contact the Service Desk by phoning 1-855-292-3444 or via email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

CARES Release 0.7 Production Release – December 15, 2022| 5:00 PM – 11:00 PM

All SPOCs and Technical Contacts:
EFFECTIVE DECEMBER 15, 2022, CARES RELEASE 0.7 PRODUCTION RELEASE IS PLANNED TO MOVE INTO PRODUCTION
The CARES team has scheduled release activity that will interrupt connectivity to the CARES Resource Family Approval (RFA) Application Submission, Review, and Approval Process for pilot counties Contra Costa, Fresno, Placer, Riverside, and Santa Clara. The release activity is planned to begin at 5:00 PM on December 15, 2022, and conclude at 11:00 PM. During this scheduled outage, users in pilot counties will not be able to access the CARES RFA application.
CARES Release 0.7:
The purpose of this release is to improve the performance of the CARES RFA process with the addition of new reports and functional enhancements to RFA features.
CWDS is excited to share the new RFA features that are planned to be available on December 16, 2022, to the CARES-RFA Pilot County users. These new features are derived from user feedback as well as project planned enhancements.  
 
As a resource to pilot counties, over the next few weeks, your organization can expect to receive information regarding a Webinar along with an updated Participant and Quick Reference Guide. These resources will provide the system users with details of the features/functionality that have been added since the last production release. 
RFA Application Process:
The RFA Application process is the Receipt, Record, Submission, and Assignment of an Application. The RFA Application process was selected as the first software build for CARES. CARES will ultimately replace the legacy Child Welfare System CWS/CMS. The RFA Application Process will operate in a totally new Production Environment without integrating with other legacy systems such as the CWS/CMS and CARES-Live applications.
RFA Application Process Features:
  • Allows an applicant or County staff member to initiate an emergency or standard application to become a resource family home
  • Creates a facility profile that tracks required information to complete this process, including background check results, completion of orientation and training hours, physical home assessment, and family evaluation
  • Aggregates information into a report to recommend approval or disapproval of a resource family application
Action Required
RFA Pilot County users review new features in the CARES Production Environment after December 16, 2022..
All Release Notes including information for this release once available can be found here

 

Reschedule of CWS/CMS Release 9.0 Go-Live - UPDATE

All SPOCs, Technical Contacts, and Training Contacts:
November 30, 2022, UPDATE:  To allow sufficient time to review and address all issues found during the R9.0 Testing Phase and ensure the final code is ready for the release, the Testing Phase of R9.0 will be extended a few more weeks. This extension will have the effect of pushing out some of the milestone dates for R9.0, R9.0 Pilot, and R9.2. The updated schedule will now be as follows:
Release Previous Scheduled Date New Scheduled Date
R9.0 1/18/2023
  • Pilot (counties to be determined) – 12/14/2022
Production Go Live: 1/18/2023 (All Remaining Counties: Optional Release. R9.0 code becomes mandatory with R9.1.)
January 31, 2023
  • Pilot (counties to be determined) – 1/3/2023 – 1/24/2023
  • Production Go Live: 1/31/2023 (All Remaining Counties: Optional Release. R9.0 code becomes mandatory with R9.1.)
R9.1 March 11, 2023 (Tentative)
Mandatory Release. All counties must also take R9.0 code with this release.
March 11, 2023
  • Mandatory Release. All counties must also take R9.0 code with this release.
R9.2 April 2023 (Tentative) May 2023 (Tentative)
 
As noted in the table above, the Go-Live date for R9.0 has been pushed out to Tuesday, January 31, 2023. This release remains optional until R9.1 is implemented on March 11, 2023. The R9.1 Go-Live date remains unchanged. The Pilot Phase for R9.0 is being pushed out and shortened. The new date range for the Pilot will now be January 3, 2023, through January 24, 2023. This will help to avoid some of the potential schedule conflicts with the December holidays.

The tentative Go-Live date for R9.2 is being pushed out one month to May 2023, instead of the previously planned April 2023 date. This postponement was selected to allow Counties more time in between mandatory releases. The tentative R9.3 Go-Live date of July 2023 remains unchanged.


Action Required
Contact the CWDS Customer Relations team if you have any questions regarding the CWS/CMS release schedules.

California Department of Technology Service Desk Bulletin – Migrating External CWS Users to New Citrix Environment - REMINDER

All SPOCs, Technical Contracts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled a change during the regularly scheduled maintenance window on Saturday, December 3, 2022, beginning at 6:00 AM and concluding at 10:00 AM. During the change window, CDT will migrate users to the new Citrix Environment. This change may impact all CWS/CMS users accessing the application via SBC Citrix. During the migration, users may be kicked out of the system or unable to log in to https://cwstoken.access.ca.gov and https://cws-internal.access.ca.gov. If users are kicked out the system, they will need to wait until the maintenance window is completed to sign back in.

Logon Screen Format Change
For most users there will be a logon screen format change when accessing Citrix after the migration to the new Citrix environment. The exception will be for Probation Citrix users connecting to CWS/CMS via the Citrix Token-less environment; for these users there is no expected change to the logon screens. For the remaining Citrix users connecting via physical tokens or through MobilePass ‘soft’ tokens, they will no longer enter their user ID, password, and passcode (token) on the same screen when logging into Citrix. The user ID, password, and passcode will now each be entered on separate screens. Please note that the passcode screen appears before the password screen does. The benefit of this change is it will assist with identifying the specific cause when users have issues while attempting to connect to Citrix. Review the CDT CWS Token External Citrix Login Instructions* document for screenshots of the new logon screens.
Please NOTE:  The very first time the user logs into the new Citrix token page, they may receive requests for two passcodes. This is done to resynchronize the token. The user must use two DIFFERENT passcodes. If a user enters the same passcode twice, it will lock the token and a password reset will be required.

Change to MobilePass+
The MobilePass solution for ‘soft’ tokens is being updated to the new SafeNet MobilePass+ solution. Existing MobilePass accounts may continue to use the existing MobilePass version; however, all New User requests or replacement requests for ‘soft’ tokens will require the accounts to use the new MobilePass+ version for the ‘soft’ tokens.
One major difference between MobilePass and MobilePass+ is the new version does not use the 16-digit activation code to enroll the Citrix ‘soft’ token accounts. Instead, the ‘soft’ token recipient authenticates the token activation, after the CDT SBC Administrators have assigned the requested token, and sends the recipient an email. Review the Mobile Pass Plus Token Instructions-Android* and the Mobile Pass Plus Token Instructions-iOS* guides for instructions on how to install and activate the MobilePass+ application on Android and Apple cell phones, respectively. 


*For access to these documents please contact Customer Relations

Action Required
CWS/CMS Users
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.
 
CWS-CARES Users
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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.
 
Contact Customer Relations if you have questions regarding the new Citrix environment. Customer Relations will work with the SBC Admin team to respond to your questions.

CARES-Live Scheduled Maintenance - December 01, 2022 | 6:00 PM – 9:00 PM

All SPOCs and Technical Contacts:
The CARES-Live team has scheduled maintenance for the CARES-Live application. The maintenance is scheduled for Thursday, December 01, 2022, from 6:00 PM to 9:00 PM. During this scheduled maintenance the CARES-Live team will focus on application maintenance changes that are not visible to CARES-Live users. 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 during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

Remote County Testing of Release 9.1 - Release 9.1 Improved Reporting for NCANDS, Updates to Hearing, Special Project and Health Notebooks

ALL CWS and PROBATION SPOCS and TRAINING CONTACTS:
The Child Welfare Digital Services (CWDS) Office is requesting county staff to participate in the Release 9.1 County Test Workshop (CTW).  Release 9.1 is scheduled for delivery to the Counties on March 11 2023.
The County Test Workshop (CTW) for Release 9.1 will be conducted in a remote setting, via Server Based Computing (SBC) soft tokens.
The deadline to register is:  December 9, 2022
The CWDS Office is requesting county staff to participate in the Release 9.1 CTW.  Registered testers will participate in the testing of Release 9.1, which is scheduled for delivery to the Counties on March 11, 2023.  CWDS is seeking a total of fifteen (15) County staff members for each of the twelve (12) sessions (2 sessions per day, 9-12 and 1-4). There will be no testing from 12PM-1PM each day of CTW.   
Remote CTW sessions will be on the following dates: 
Tuesday, January 3, 2023 (AM or PM session)
Wednesday, January 4, 2023 (AM or PM session)
Thursday, January 5, 2023 (AM or PM session)
Tuesday, January 10, 2023 (AM or PM session)
Wednesday, January 11, 2023 (AM or PM session)
Thursday, January 12, 2023 (AM or PM session)
Participants are welcome to register for any of the sessions listed above, in half or whole day increments.  The sessions will be limited to a maximum of (15) people per session.  No exceptions. 
We encourage you to submit your request for a specific session as soon as possible, but no later than close of business on December 9, 2022.  If a daily count exceeds the maximum count, Customer Relations will work with that tester to be rescheduled to another session. 
Please note that all requests must be submitted by the deadline so that the CWDS Office can finalize the needed arrangements.  Late registrations will not be accepted.
A  Release 9.1 County Test Workshop Online Registration Form for each potential tester must be received as soon as possible, but no later than close of business on December 9, 2022.


If for any reason, you cannot access the Online Registration Form, please contact Andrea Johnson-Kumar at 916-891-3143 or via email Andrea.Johnson-Kumar@osi.ca.gov.
The CWDS Office will work with the registered participants on all the details of their CTW participation.  
SBC Soft Token Use
Once registration has closed on December 9, 2022, Customer Relations will schedule a WebEx meeting with testers and their County IT Contacts.  The purpose of this meeting will be to make sure that your County IT can configure your workstation with the needed software and any other required configurations.  If this cannot be accomplished, your registration in this CTW cannot be accommodated. 
System Change Requests (SCRs) included: 
  • SCR 8643 Mandatory Data Entry on Contributing Factors of Substance Abuse, Mental Health, Domestic Violence
  • SCR 8925 Addition of SOC 500 Form or Functionality in CWS/CMS
  • SCR 8924 Specific Custodial Court Orders
  • SCR 8905 Change SPC for FFACH/FFACRFH to Logged on User
  • SCR 8926 Add Immunization Types for COVID-19 Vaccines
  • SCR 8913 - CASA Orders
  • SCR 8927 Enhanced Special Project Code Fields
  • SCR 8917 Add New Grouping to Placement Facility Search
  • SCR 8942 - R9.1 Training Tools Package
Counties are encouraged to register individuals with knowledge and experience working in the areas mentioned above.  A mix of end users with casework or supervisory experience will also be very helpful.  Participants will validate the changes in the release and will perform tests of problem fixes and enhancements. Participants will work with other County and State testers as well as vendor support staff.

If you have any questions regarding this recruitment, please contact:  Andrea Johnson-Kumar at 916-891-3143 or via email Andrea.Johnson-Kumar@osi.ca.gov.
Your continued support of CWDS is greatly appreciated. 
Action Required

Submit a Release 9.1 County Test Workshop Online Registration Form no later than December 9, 2022.
 

California Department of Technology Service Desk Bulletin – Server Based Computing Services Servers Migration - December 3, 2022 | 6:00 AM – 2:00 PM

All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled a change window on Saturday, December 3, 2022, beginning at 6:00 AM and concluding at 2:00 PM.  During the change window, CDT will migrate the Server Based Computing Services (SBCS) servers from the On-Prem Cloud (OPC) to Managed Cloud Services (MCS).
There will be a short disruption in service during the change window for CWS/CMS Citrix users, either physical tokens or ‘soft’ tokens.
Probation users connecting to the Token-less environment will not be impacted during this migration.


Action Required
CWS/CMS Users
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.
 
CWS-CARES Users
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 Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

Issues with IE 11 Browser Accessing CARES-Live

All SPOCs and Technical Contacts:
The CWDS Office is receiving reports that users are facing issues accessing CARES-Live Application with the Internet Explorer 11 (IE 11) browser. Currently, the CARES-Live team is working to resolve this issue; however, we recommend to use another web browser (e.g., Chrome or MS Edge) to launch the CARES-Live application as a workaround until the issue is resolved.
Additional information will be shared as we receive new updates.
 
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 Service Desk email at Servicedesk@cwds.ca.gov during normal business hours. You may also email after hours and a Service Desk representative will contact you the next business day.

 

End use of Internet Explorer (IE) 11 with CWS/CMS and CARES-Live - UPDATE

UPDATE: 
In order to allow for more responses to this IE Query Form, we have extended the deadline to 11/30/22.

Please use this link to submit your responses: IE11 Query Form
If you have already submitted, please disregard this reminder.
____________________________________________________________________________________

November 7, 2022
End use of Internet Explorer (IE) 11 with CWS/CMS and CARES-Live - UPDATE
All SPOCs, Technical Contacts, and Training Coordinators:
On October 12, 2022, a communication was sent to all SPOCs and Technical Contacts regarding a work around for opening the CWS/CMS Training Portal directly within the preferred web browser since IE11 is out of support from Microsoft. 
The CWDS Project is planning to end support of IE11 in early 2023 for CWS/CMS and CARES-Live. 
The CWDS Project is currently exploring Microsoft Edge as the possible browser to use instead of IE11.  However, we would like to ask all counties to provide additional information, which will be useful in planning the next steps. 
We have prepared a form to solicit that feedback from all counties regarding the use of IE11 for both CWS/CMS and CARES-Live applications.  
Link to Form: IE11 Query Form
We are asking for a quick turnaround on this request for information.  Please submit your responses no later than November 15, 2022
Action Required
Please submit your IE11 Query Form no later than November 15, 2022.

 

Solicitation for County Subject Matter Experts (SMEs) for CWS/CMS R9.3

All SPOCs and Training Contacts:
The Child Welfare Digital Services (CWDS) Office is requesting county staff to participate as Subject Matter Experts (SMEs) in the Release 9.3 Business Needs Analysis (BNAs) meetings and Joint Application Design (JAD) to give feedback on issues. SMEs will participate in Release 9.3 activities, tentatively scheduled to GO LIVE in July 2023.
R9.3 BNAs will be held on December 5, 2022. SMEs will receive an Outlook invitation once all responses are received.
R9.3 JAD has not yet been scheduled, but SMEs will receive an Outlook invitation once a date is selected.

System Change Requests (SCRs) include:
The five (5) SCRs listed below are newly proposed for Release 9.3
  • SCR 8955 – Other Adults in Home Batch Update (Data Quality) (Prioritized #3) - Application Support Contact: James Sidebotham
  • SCR 8954 – Service Provider NPI Data Batch Update (Data Quality) (Prioritized #6) - Application Support Contact: James Sidebotham
  • SCR 8843 – Transfer Enrollments between DOE Schools (Data Quality) (Prioritized #8) - Application Support Contact: Pravitha Kodiyanthara
  • SCR 8935 – Reporter Badge Number Cleansing (Data Quality) (Prioritized #9) - Application Support Contact: James Sidebotham
  • SCR 8943 – Expand Merge History Log (Data Quality) (Prioritized #10) - Application Support Contact: Kim Carpenter
The SCRs listed below were covered during a previous BNA. A brief meeting will be held to ensure nothing has changed.
  • SCR 8939 – Support of O365 with the CWS/CMS Application (Prioritized #1) - Application Support Contact: Gina Blakemore
  • SCR 8906 – Reformat Other Adults Page Naming Data Entry Structure and add Search Function (Data Quality) (Prioritized #2) - Application Support Contact: Nora O’Hara
  • SCR 8776 – SSN Violations - Cleansing (Data Quality) (Prioritized #4) - Application Support Contact: James Sidebotham
  • SCR 8908 – Update Service Provider: Add NPI No and Middle Initial to ID Page and Search Dialog (Data Quality) (Prioritized #5) - Application Support Contact: Gina Blakemore
  • SCR 8844 – Automatically Cleanup Open Education Enrollments (Data Quality) (Prioritized #7) - Application Support Contact: James Sidebotham 
Counties are encouraged to register individuals with knowledge and experience working in the areas mentioned above. A mix of end users with casework or supervisory experience will also be very helpful.

Those who volunteer are welcome to register for one or more SCRs.

Participants will work with other County and State SMEs as well as vendor support staff.

We seek a diverse group of participants from large, medium, and small counties. The CWDS Office will work with SMEs to determine the details of participation.

If you have any questions regarding this recruitment, please contact OSI CWDS Application Support via email @ CWS_AppSupport@osi.ca.gov.
 
Action Required
Staff should submit a Release 9.3 SME Online Registration Form for each potential SME.             
Forms should be submitted no later than November 30, 2022.