All SPOCs and Technical Contacts:
To assist counties with cleanup of CWS/CMS user accounts and to correctly determine the number of accounts needed in CWS-CARES, an automated approach to deactivate inactive CWS/CMS user accounts has been proposed with System Change Request (SCR) 9039. To align with CWS-CARES user account administration, the SCR will deactivate user accounts that have not logged into CWS/CMS within the previous 90 days. Of the current 30,700 active user accounts in CWS/CMS, approximately 8,900 accounts have not logged in within the previous 90 days.
Important notes regarding this proposed automated process:
- All User IDs (active and inactive) will be migrated from CWS/CMS to CWS-CARES;
- The SCR will be developed outside of traditional CWS/CMS Release timelines;
- It is expected that a large first-run for deactivating CWS/CMS User IDs will be followed by a smaller run prior to moving to CWS-CARES;
- A county can change a user from inactive to active within CWS-CARES once migrated (provided a valid current email is used);
- Once CWS-CARES is live, the user accounts will automatically be deactivated if the user has not logged in a 90-day period.
Exact details on the functionality of the SCR are still being developed. Design and development is expected to be completed by the end of December 2025. After internal testing, the change is anticipated to run in the CWS/CMS production application by the end of January 2026. Updates will be provided as the details and schedule are finalized.
Action Required
Send questions and/or concerns regarding this automated process to the Data Quality portal’s mailbox at CWSDataQuality@otsi.ca.gov.