CARES SPOCs, Technical Contacts, Data Quality Analysts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:
In preparation for the upcoming CWS-CARES cutover on December 3, 2026, specific Resource Family Home (RFH) records in CWS/CMS have been identified for review and cleanup. To ensure accurate data migration, counties are requested to update their respective records by following the steps outlined below.
A new Excel workbook is now available, identifying 3,280 Resource Family Home records in CWS/CMS that are currently missing a valid license status or application status.
Please follow these steps to review and update your county’s records:
- Retrieve the provided Excel workbook in the SAFE area in the FromOSI folder: RFH_HOME_MISSING_LIC_INFO_2026-10-15.xlsx.
- With the exception of Amador, Napa, and Orange - which have zero records requiring action - the following 55 counties have records to review, along with the total number of homes included for each: Alameda (48), Alpine (1), Butte (19), Calaveras (30), Colusa (1), Contra Costa (57), Del Norte (7), El Dorado (11), Fresno (40), Glenn (10), Humboldt (5), Imperial (79), Inyo (5), Kern (52), Kings (16), Lake (8), Lassen (16), Los Angeles (1,663), Madera (23), Marin (20), Mariposa (1), Mendocino (16), Merced (28), Modoc (5), Mono (3), Monterey (37), Nevada (9), Placer (97), Plumas (22), Riverside (135), Sacramento (84), San Benito (7), San Bernardino (201), San Diego (129), San Francisco (30), San Joaquin (69), San Luis Obispo (21), San Mateo (22), Santa Barbara (8), Santa Clara (28), Santa Cruz (32), Shasta (22), Sierra (3), Siskiyou (4), Solano (18), Sonoma (9), Stanislaus (9), Sutter (4), Tehama (14), Trinity (11), Tulare (8), Tuolumne (8), Ventura (16), Yolo (7), and Yuba (10).
- Locate your county’s tab and review records flagged for homes missing license or application status details. (Note: The workbook contains 3,280 total records in CWS/CMS where both application and license statuses are blank).
- Update Statuses in CWS/CMS
- For active/approved homes, populate the missing status field and enter the approval date if needed.
- For inactive/pending homes, update the status to reflect the correct status if needed (e.g., Pending, Withdrawn, Denied, or Closed).
- Perform General Data Cleanup
- While reviewing active Resource Family Home records in CWS/CMS, please also verify that primary caregiver names, contact information, and facility types match your county’s primary records.
Why This Matters
CWS/CMS data will be converted to CWS-CARES in its current form and any updates made in CWS/CMS prior to cutover will carry over automatically. We understand that many counties manage RFA applications using third-party systems (such as Binti) and manually enter information into CWS/CMS. Over time, these records may have fallen out of alignment between systems. If these discrepancies are not resolved before cutover, staff may encounter confusing results in CWS-CARES, which could impact their ability to identify available placement options and verify a home's status accurately.
We recognize that this is an additional request during a busy time, and we are grateful for your effort. Any progress your team can make prior to cutover will directly enhance your staff’s user experience upon CARES V1 Go-Live.
Action Required
If you have questions or encounter any issues during this review, please contact your Implementation Lead or reach out to the Customer Relations Inbox.
_______________________________________________________
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.