CWDS Bulletins

CARES-Live Scheduled Maintenance on October 17, 2019 6:00 PM – 6:30 PM

To All SPOCs and Technical Contacts:

The CARES-Live team has scheduled maintenance to the CARES-Live application. The maintenance is scheduled for Thursday, October 17, 2019, from 06:00 PM to 06:30 PM. During the maintenance window, CARES-Live will be available to users. However, the client search functionality in CANS and Snapshot will not be receiving CWS/CMS updates during the maintenance window. CARES-Live users can continue to use the CANS assessment feature for those clients that they have already begun assessments. Starting a new assessment should not be initiated for new clients during this time.

Action Required

If users experience any issues with CARES-Live, please follow your county process for reporting issues or you may contact the CARES Service Desk at 1-855-292-3444.

CWS/CMS Release 8.4 SCR 8653 – Education Provider Batch Merge

To All CWS and Probation SPOCs and Data Quality Analysts:

The Data Quality team has created the attached information flyer on the Education Provider Batch Merge. The batch merge process will combine duplicate Education Providers into a single record. Please review the flyer for details.

Action Required

Review the attached document regarding the Education Provider Batch Merge. Applicable counties – as identified on the second page of the attached document – need to:

  1. Submit the on-line form (https://forms.gle/Lz3v8y4GWxx1KvWT8) to indicate your preference to either be a pilot county (implemented on November 9, 2019) or to be part of the main group (implemented on December 14, 2019).
  2. Optional – Review the ‘SCR8653_EDUCATION_PROVIDER_MERGE’ report found on the State SAFE site at https://user.st.cdt.ca.gov, if you wish; although no County action is expected.

Send any questions regarding the Education Provider Batch Merge to the CWDS Customer Relations mailbox.

CWS/CMS Release 8.8 SCR 8752 – Service Provider Address Merge

To All CWS and Probation SPOCs and Data Quality Analysts:

The Data Quality team has created the attached information flyer on the Service Provider Address Merge. The address merge process will combine duplicate Service Provider addresses within the same Service Provider into a single primary address. Please review the flyer for details.

Action Required

Review the attached document regarding the Service Provider Address Merge. Applicable counties – as identified on the second page of the attached document – need to:

  1. Submit the on-line form (https://forms.gle/GL1R4ig6XsbMtDMA8) to indicate your preference to either be a pilot county (implemented on November 2, 2019) or to start during the weekly merges (beginning on December 7, 2019).
  2. Optional – Review the ‘SCR8752_SERVICE_PROVIDER_DUPLICATE_ADDRESSES’ report found on the State SAFE site at https://user.st.cdt.ca.gov, if you wish; although no County action is expected.

Send any questions regarding the Service Provider Address Merge to the CWDS Customer Relations mailbox.

California Department of Technology Service Desk Bulletin – CalCloud Windows Tenant Patching

To All County CWS and Probation SPOCs and Technical Contacts:

The California Department of Technology (CDT) has scheduled security patching of the CalCloud Windows servers. The patching window begins on Friday, October 4, 2019, at 7:00 PM and concludes on Saturday, October 5, 2019, at 6:00 AM. The patching activity will cause intermittent interruptions in connectivity to the CWS/CMS website (https://www.hwcws.cahwnet.gov/) and the CWS/CMS Portals website (https://cwscms.osi.ca.gov/) during the patching window.

No disruption in connectivity is anticipated for the CWDS website (http://cwds.ca.gov/).

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 CWS-CARES, please follow your county process for reporting issues or you may contact the CARES Service Desk at 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.

California Department of Technology Service Desk Bulletin – Network Core Switch Maintenance - POSTPONED

To All County CWS and Probation SPOCs and Technical Contacts:

The Network Core Switch Maintenance scheduled for Sunday, October 6, 2019, has been postponed until further notice. A communication will be sent out once the California Department of Technology (CDT) has decided on a new maintenance date.
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The California Department of Technology (CDT) has scheduled maintenance activity to upgrade code on Core Network Switches. The maintenance window for this upgrade activity is scheduled for Sunday, October 6, 2019, beginning at 2:00 AM and concluding at 7:00 AM.

Although connectivity to CWS/CMS and CWS-CARES applications, Business Objects SAFE reports, and all three CWDS websites is not expected to be impacted due to redundancy, there is a small possibility that a service could be impacted if the redundant path occurs on the same switch. If this occurs, the impacted service could expect multiple 15-minute interruptions in connectivity during the maintenance window.

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 CWS-CARES, please follow your county process for reporting issues or you may contact the CARES Service Desk at 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.

California Department of Technology Service Desk Bulletin – Network Core Switch Maintenance October 6, 2019| 2:00 AM- 7:00 AM

To all County CWS and Probation SPOCs and Technical Contacts:

The California Department of Technology (CDT) has scheduled maintenance activity to upgrade code on Core Network Switches. The maintenance window for this upgrade activity is scheduled for Sunday, October 6, 2019, beginning at 2:00 AM and concluding at 7:00 AM.

Although connectivity to CWS/CMS and CWS-CARES applications, Business Objects SAFE reports, and all three CWDS websites is not expected to be impacted due to redundancy, there is a small possibility that a service could be impacted if the redundant path occurs on the same switch. If this occurs, the impacted service could expect multiple 15-minute interruptions in connectivity during the maintenance window.

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 CWS-CARES, please follow your county process for reporting issues or you may contact the CARES Service Desk at 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.

CWS-CARES Users Not Able to Login Successfully – RESOLVED

UPDATE: The issue with CWS-CARES causing users to receive the “This site can’t be reached’ error has been resolved. All users should now be able to log in to the CWS-CARES application.

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CWS-CARES users attempting to login this afternoon are receiving “This site can’t be reached” error message and are unable to login successfully. Users already logged in are unaffected. This issue has been reported and is being worked on. The resolution will be shared in upcoming communications.

Action Required

If users experience any issues with CWS-CARES, please continue to follow your county process for reporting issues or you may contact the CARES Service Desk at 1-855-292-3444.

CWS-CARES Users Not Able to Login Successfully

To all SPOCs and Technical Contacts:

CWS-CARES users attempting to login this afternoon are receiving “This site can’t be reached” error message and are unable to login successfully. Users already logged in are unaffected. This issue has been reported and is being worked on. The resolution will be shared in upcoming communications.

Action Required

If users experience any issues with CWS-CARES, please continue to follow your county process for reporting issues or you may contact the CARES Service Desk at 1-855-292-3444.

California Department of Technology Service Desk Bulletin – CGEN Vendor Verizon Scheduled Maintenance on September 27, 2019| 12:00 AM- 6:00 AM

The California Department of Technology (CDT) has scheduled maintenance on Friday, September 27, 2019, beginning at 12:00 AM and concluding at 6:00 AM. Users at the listed sites will experience a four-hour interruption in connectivity to CWS/CMS and CWS-CARES within the scheduled Preventative Maintenance (PM) window.

Remote access (e.g., Server Based Computing [SBC]) to the CWS/CMS application will not be impacted by this scheduled maintenance.

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 CWS-CARES, please follow your county process for reporting issues or you may contact the CARES Service Desk at 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.

Snapshot Statewide Implementation Announcement

To all SPOCs and Training Coordinators:

The CWDS Project is ready to rollout CARES 2.6 statewide and has decided on a phased implementation approach. CARES 2.6 includes the re-release of Child Welfare History Snapshot (Snapshot) with feature enhancements to improve search results and the user experience. As described below, there are a total of four (4) Phases with three (3) Waves included in Phase 4. Please pay close attention to the “Important Notes” below which describes the process for getting users access to Snapshot during the statewide rollout. Also below is information about Snapshot training sessions.


Phase 1:

On September 7, 2019 CARES 2.6 was released to 34 users, all of which are Intake Digital Service Core Constituent Representatives (Butte, Fresno, Los Angeles, Orange, Ventura, and Yolo) .

Phase 2:

On September 16, 2019, CARES 2.6 was released to additional users in the Phase 1 organizations (Orgs).

These first two (2) phases allowed CWDS an opportunity to return Snapshot back to Intake Digital Service Core Constituents, as this is the group that previously had Snapshot back in November 2018. The CWDS Project is now ready to release Snapshot beyond the Intake group.

Phase 3:
Phase 3 will be released on September 30, 2019 to identified users in the remaining CWDS Core Constituents (Merced, Sacramento, San Francisco, San Joaquin, Shasta, and three (3) CDSS Divisions: Administration, Children and Family Services Division (CFSD), and Community Care Licensing Division (CCLD)).

Phase 4:

Phase 4 includes all remaining Orgs and the rollout will be conducted in 3 Waves. A number of factors were taken into consideration when assigning the remaining Orgs to a wave, including estimated user counts and the number of Orgs in each wave. Please note that the go-live dates are scheduled one week apart.

PHASE 4

Wave &
Go-Live Date

Organization

Wave 1

10/7/2019

  • Colusa
  • El Dorado
  • Inyo
  • Mariposa
  • Napa
  • San Bernardino
  • Sierra
  • Siskiyou
  • Solano
  • Sonoma
  • Trinity
  • Tulare
  • Yuba

Wave 2

10/14/2019

  • Alameda
  • Alpine
  • Amador
  • Calaveras
  • Del Norte
  • Glenn
  • Imperial
  • Kern
  • Kings
  • Madera
  • Marin
  • Modoc
  • Monterey
  • Nevada
  • Placer
  • Plumas
  • San Mateo
  • Santa Cruz
  • Stanislaus
  • Sutter

Wave 3

10/21/2019

  • Contra Costa
  • Humboldt
  • Lake
  • Lassen
  • Mendocino
  • Mono
  • Riverside
  • San Benito
  • Santa Barbara
  • Santa Clara
  • San Diego
  • San Luis Obispo
  • Tehama
  • Tribes: Karuk and Yurok
  • Tuolumne

 

Important Notes About User Access:

  • The CWDS Project is handling user access on behalf of the Orgs via a bulk load. The project will continue to do so until the statewide rollout is complete on October 21, 2019. The bulk user load occurs on each Org’s go-live date.
  • State or County CARES Admins will not be able to grant access to Snapshot during the statewide rollout. However, beginning October 22, 2019, CARES Admins will be able to grant Snapshot access as appropriate.
  • The CWDS Implementation Team is working closely with all Orgs to obtain the list of identified Snapshot users that the project will grant access to on that Org’s go-live date.
    • Please ensure your Org responds timely to the Implementation Team to ensure users are loaded on the scheduled go-live date.
    • If the Implementation Team receives the Snapshot user list later than the Thursday prior to the Org's go-live date, the users will be loaded on the following go-live date.

 

To request user access to Snapshot after the go-live date but before statewide rollout is complete:

  • Contact the CWDS Service Desk at servicedesk@cwds.ca.gov.
  • Request must originate from the Org’s State or County CARES Admin, Project Manager, or Implementation Coordinator.
  • The State or County CARES Admin must add brand new users into CARES before submitting a Service Desk request to add the Snapshot permission.
  • This process will remain in effect until Snapshot statewide rollout is complete on October 21, 2019. As mentioned, starting October 22nd, CARES Admins will be able to grant access.

 

Train the Trainer (TTT) training sessions will be held October 3, October 10, and October 15, 2019. TTT will include a scenario-based live demo, including the review of OCM and training material. TTT Training registration details will be announced soon. Please refer to the CWDS Implementation Portal at https://cwscms.osi.ca.gov/Portal to access the CARES 2.6 training materials. The CARES 2.6 Snapshot Job Aid was posted September 6, 2019. A Snapshot Demo Video will be added to the portal before the end of September. The CWDS Implementation Team is excited to work with all organizations on preparing for go-live dates and post go-live implementation efforts!

Action Required

Please share this information with County staff. For any questions regarding Cares 2.6 and the various phases of release please contact the CWDS Implementation Team via e-mail at CWDSImplementation@osi.ca.gov