Action Required - External System Data Conversion Mapping Validation: Placement & Family Finding Data, Upcoming Deadlines, and Support Resources 

To: External Systems Data Conversion Counties: Binti Counties, Contra Costa and San Luis Obispo

Earlier this month, counties received access to the CWS-CARES data mapping validation environments to validate external system data mapping. To assist with validating the  mapping your county’s external system data, we are sharing key updates, reminders, and support resources. 

Mapping Validation: Placement and Family Finding Data Now Available 

1. All External System Data Conversion counties have Placement data to validate. 
2. Family Finding validation applies only to counties with Family Finding data to review. 

Reminder: Mapping Validation Deadlines 

Counties must finish their data mapping validation activities in their designated environments by the following dates. After this time, the data will no longer be available. 

1. Resource Family Application (RFA) Dates 

• Binti Data (CARES 105 – DC Val): July 31, 2026 
• Contra Costa & San Luis Obispo Data (CARES 100 - ProdSim): August 14, 2026 

2. Placement and Family Finding data: August 4, 2026 

Resources Available on the External Systems Portal: 

1. Coming Soon: External System Data Conversion Mapping Validation Tips 

• This upcoming guide will be posted shortly. It has step-by-step instructions and screenshots for finding Placement and Family Finding records in CWS-CARES validation environments, along with previously shared RFA guidance.  

2. CARES 105 Kickoff Session presentation and recording with guidance on locating and validating RFA in the CWS-CARES external system data mapping validation environment: External Systems Materials  
3. Data Mapping Validation Primer: Provides guidance for counties on confirming that external system data was converted into CWS-CARES.  

Support 

1. Production Simulation Office Hours now include a recurring agenda topic for data conversion mapping validation from external systems. Please use these sessions to ask questions and receive support. 
2. Invitations to the Data Conversion Validation Workgroup will be sent to County SPOCs, technical SMEs supporting data mapping validation, and past Data Mapping workgroup participants. Meeting details and access links will be included in the invitation. These drop-in sessions are dedicated specifically to walking through submitted ServiceNow tickets for external system data mapping validation.  

• Originally created for CWS/CMS data conversion, this forum is expanding to support county staff for external system data mapping validation. Starting Thursday, July 30, and continuing through mid-September, dedicated technical support will be available during these sessions. 
• Please note that county staff must submit a ServiceNow ticket prior to attending to receive assistance. 

After the validation windows close, the Project will send a wrap-up communication with next steps. 

Please contact the External Systems mailbox for questions.

Action Required:

Please contact the External Systems mailbox for questions. Review the guidance and complete your county's validation activities by the deadlines above. 

Security Protocols for Prod Sim Case Data

The Prod Sim environment contains converted CWS/CMS cases reflecting actual system data as of April 17th; because this includes real, sensitive 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 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.