All SPOCs, Technical Contacts, and SBC Administrators:
The California Department of Technology (CDT) has scheduled maintenance on Saturday, July 26, 2025, beginning at 6:00 AM and concluding at 10:00 AM. During the maintenance window, CDT will apply Standard Monthly OS Security Patches to SBCS Infrastructure Servers. There is no anticipated outage for this maintenance; however, CDT is asking that everyone log off from the Citrix SBC system, if not actively using it during the maintenance window.
Action Required
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.
CWDS Bulletins
CARES Compass – Volume 2, Issue 4 - July 2025
CARES SPOCs, Implementation Coordinators, County Leadership, Tribe Leadership, Probation Leadership, State Leadership, and OCM Coordinators:
We are pleased to present the newest issue of the CARES Compass, the two-page executive summary with upcoming project communications and brief informational highlights.
In this issue, you will find:
We appreciate your continued commitment to staying informed.
Action Required
If you have any questions, need clarification, or have any accessibility issues, please do not hesitate to contact Customer Relations.
We are pleased to present the newest issue of the CARES Compass, the two-page executive summary with upcoming project communications and brief informational highlights.
In this issue, you will find:
- Pilot Counties Announcement: find out which counties are included in the Pilot Plan and learn about next steps.
- Meeting Reminders: a recap of the Stakeholder Briefing #3 and an overview of a new meeting series, External Systems Monthly Meetings, which kicks off July 10, 2025, at 10:00AM.
- CWS-CARES Pop-Up Shop Announcement: learn about a new limited-time online shop for CWS-CARES merchandise coming September 2025!
- New CARES 101 Video: watch the newest video in the CARES 101 Video Series, Intake: Screening and Investigations.
- Update on the CWS-CARES Data Dictionary: learn about SqlDBM, a new tool introduced in this Data Dictionary update.
- Upcoming Events and Communications: a list of CWS-CARES communications and activities that will be released in the next three months.
We appreciate your continued commitment to staying informed.
Action Required
If you have any questions, need clarification, or have any accessibility issues, please do not hesitate to contact Customer Relations.
CWS/CMS: CDT Service Desk Bulletin - SAFE Cloud Service Scheduled Maintenance
ALL SPOCs, Technical Contacts and CAD Contacts:
The California Department of Technology (CDT) has scheduled maintenance of the SAFE Cloud service. The maintenance begins on Saturday, July 20, 2025, at 8:00 PM and concludes on Sunday, July 21, 2025, at 2:00 AM. The activity will cause interruptions in the SAFE Cloud service. Some Business Objects (BO) reports will fail to send, or automated scripts may fail to retrieve from SAFE during this scheduled maintenance.
Action Required
All users should logoff of the SAFE Cloud service prior to the start of the stated maintenance timeframe. Please check on your scheduled BO SAFE reports and automated FTP scripts. If needed, re-run the reports and scripts.
Contact the IBM Help Desk (800-428-8268) to report any issues with your Business Objects content in SAFE.
The California Department of Technology (CDT) has scheduled maintenance of the SAFE Cloud service. The maintenance begins on Saturday, July 20, 2025, at 8:00 PM and concludes on Sunday, July 21, 2025, at 2:00 AM. The activity will cause interruptions in the SAFE Cloud service. Some Business Objects (BO) reports will fail to send, or automated scripts may fail to retrieve from SAFE during this scheduled maintenance.
Action Required
All users should logoff of the SAFE Cloud service prior to the start of the stated maintenance timeframe. Please check on your scheduled BO SAFE reports and automated FTP scripts. If needed, re-run the reports and scripts.
Contact the IBM Help Desk (800-428-8268) to report any issues with your Business Objects content in SAFE.
CWS/CMS: California Department of Education - Updated Providers List
California Department of Education - Updated Providers List
All SPOCs and Technical Contacts
On Friday, June 27, 2025, the list of Education Providers in the CWS/CMS application was updated with data obtained from the California Department of Education (CDE). During this update, several Education Providers in the application were end dated. This occurs whenever an existing CWS/CMS Education Provider no longer shows up as an active Education Provider in the data obtained from CDE.
This information is being provided to assist counties with determining if any data corrections are needed.
Please contact CDE with any questions regarding the list:
Email: cdsadmin@cde.ca.gov
Phone: 916-327-4014
Action Required
Review the attached list of closed Education Providers; if the county determines a data correction may be needed, contact the CDE.
All SPOCs and Technical Contacts
On Friday, June 27, 2025, the list of Education Providers in the CWS/CMS application was updated with data obtained from the California Department of Education (CDE). During this update, several Education Providers in the application were end dated. This occurs whenever an existing CWS/CMS Education Provider no longer shows up as an active Education Provider in the data obtained from CDE.
This information is being provided to assist counties with determining if any data corrections are needed.
Please contact CDE with any questions regarding the list:
Email: cdsadmin@cde.ca.gov
Phone: 916-327-4014
Action Required
Review the attached list of closed Education Providers; if the county determines a data correction may be needed, contact the CDE.
CARES-Live Final Releases
All SPOCs and Technical Contacts:
To support the transition to CWS-CARES, the CWDS Project Team decided to conclude CARES-Live releases. The CARES-Live Release 2.8.36 has been tentatively scheduled for February and this will be the final release unless a critical event occurs that requires an additional update.
The CARES-Live team will review and assess the stories in the backlog to finalize the scope for the remaining releases. The below list will provide the information of the remaining releases and their Go-live dates:
Action Required
No action required. Contact CWDS Customer Relations if you have any questions.
To support the transition to CWS-CARES, the CWDS Project Team decided to conclude CARES-Live releases. The CARES-Live Release 2.8.36 has been tentatively scheduled for February and this will be the final release unless a critical event occurs that requires an additional update.
The CARES-Live team will review and assess the stories in the backlog to finalize the scope for the remaining releases. The below list will provide the information of the remaining releases and their Go-live dates:
- CARES-Live Release 2.8.34 – July 31, 2025
- Scope: Security enhancements and infrastructure updates, including as Elasticsearch upgrade.
- CARES-Live Release 2.8.35 – November 20, 2025
- Scope: Security enhancements and infrastructure updates.
- CARES-Live Release 2.8.36 – February 2026
- Scope: Security enhancements and infrastructure updates.
Action Required
No action required. Contact CWDS Customer Relations if you have any questions.
CWS-CARES Data Dictionary Update and New Tool: SqlDBM
External Systems Points of Contact, CARES SPOCs, County Leadership, CARES Implementation Coordinators, and OCM Coordinators:
This update covers the new CWS-CARES Data Dictionary version and introduces SqlDBM, a tool that will significantly improve how CWS-CARES Entity Relationship Diagrams (ERDs) are visualized.
New Version Available on June 30, 2025: CWS-CARES Data Dictionary V0.04
SqlDBM is an online tool that simplifies databases and data warehouse design and management. It enables users to view diagrams, known as Entity Relationship Diagrams (ERDs), which act as a visual aid to the CWS-CARES Data Dictionary. Users can click on elements, explore relationships, and gain a deeper understanding of the data definitions.
We are conducting an upcoming SqlDBM overview and training session. Here are the details:
Action Required
Please contact CWDSDataManagement@otsi.ca.gov if you have any questions.
We appreciate your support and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary.
This update covers the new CWS-CARES Data Dictionary version and introduces SqlDBM, a tool that will significantly improve how CWS-CARES Entity Relationship Diagrams (ERDs) are visualized.
New Version Available on June 30, 2025: CWS-CARES Data Dictionary V0.04
- CWS-CARES Data Dictionary V0.04 will be available on the Microsoft Teams Channel:
CWS-CARES Data Dictionary under Files on Monday, June 30, 2025. - The Intro tab of the CWS-CARES Data Dictionary highlights all updates in the new version, making it easy to see what is new or changed.
SqlDBM is an online tool that simplifies databases and data warehouse design and management. It enables users to view diagrams, known as Entity Relationship Diagrams (ERDs), which act as a visual aid to the CWS-CARES Data Dictionary. Users can click on elements, explore relationships, and gain a deeper understanding of the data definitions.
We are conducting an upcoming SqlDBM overview and training session. Here are the details:
- An Introduction to SqlDBM session, including a Q&A, will be held on July 22, 2025. This one‑hour session will guide users through the tool, supporting documentation, and address questions. We’ll send out invitations with the exact time and duration soon. The session will be recorded.
- Staff are highly encouraged to attend. Please share the session invitation with your county staff who may benefit from attending, including technical staff, data analysts, report/form writers and developers, and data extract partners.
- Additional office hours will be scheduled for the first week of August 2025. Invitations will be sent out later.
- More details about read‑only access to SqlDBM roll out to the Counties and data partners will be shared during the July 22, 2025 session.
Action Required
Please contact CWDSDataManagement@otsi.ca.gov if you have any questions.
We appreciate your support and understanding as we work diligently to ensure the successful implementation and ongoing maintenance of the CWS-CARES Data Dictionary.
CARES-Live Scheduled Maintenance - June 26, 2025 | 6 PM - 8 PM
The CARES-Live team has scheduled maintenance for the CARES-Live application. The maintenance is scheduled for Thursday, June 26, 2025, from 6:00 PM to 8:00 PM. During this scheduled maintenance the CARES-Live team will focus on application maintenance changes that are not visible to CARES-Live users.
NOTE: 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 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.
NOTE: 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 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/CMS Release Planning
All SPOCs, Technical Contacts, CWS Directors, and Probation Chiefs:
In order to support the technical solution for the CARES V1 Pilot, CARES V1 migration, data conversion, cutover, and transition efforts for CWS-CARES, the CWDS Executive Leadership Team (ELT) has decided the following release criteria and cadence for CWS/CMS:
To support the CARES Pilot readiness activities, the CWDS ELT decided to postpone the CWS/CMS Release 9.6 by three months, originally scheduled for Saturday, May 17, 2025.
The CWDS ELT has decided to dedicate the CWS/CMS Release 9.7 to the development of the CARES production pilot technical solution.
The primary goal of this release is to develop a technical solution that places CWS/CMS in read-only state during the CARES V1 stabilization period. The code will be developed, tested, and activated when needed.
Interim Releases will continue during the freeze period to address bug fixes and forms template changes, for example. The frequency will be variable, as required, or on an as needed basis.
Action Required
If you have any questions, please do not hesitate to contact Customer Relations.
No action is required.
In order to support the technical solution for the CARES V1 Pilot, CARES V1 migration, data conversion, cutover, and transition efforts for CWS-CARES, the CWDS Executive Leadership Team (ELT) has decided the following release criteria and cadence for CWS/CMS:
- The ELT approved an indefinite pause on the full production implementation of the C# version of the CWS/CMS application.
- Release 9.6 will be the final version that will be retrofitted and tested within the C# code base.
- CWS/CMS production releases will continue to be deployed in the VB6 codebase for Releases 9.6, 9.7 and 9.8.
To support the CARES Pilot readiness activities, the CWDS ELT decided to postpone the CWS/CMS Release 9.6 by three months, originally scheduled for Saturday, May 17, 2025.
- The goal of this release is, Improved CWS/CMS Data Quality in Preparation for Import to CARES, Phase 3.
- Development and VB6 code base testing have been completed successfully.
- C# code base County Test Workshop (CTW) is scheduled between June 23rd and June 27, 2025
- The new CWS/CMS Release 9.6 Go-Live date is August 16, 2025.
The CWDS ELT has decided to dedicate the CWS/CMS Release 9.7 to the development of the CARES production pilot technical solution.
- SCR 9032 – CARES Production Pilot Technical Solution
- Release 9.7 is tentatively scheduled to Go-Live in December 2025.
The primary goal of this release is to develop a technical solution that places CWS/CMS in read-only state during the CARES V1 stabilization period. The code will be developed, tested, and activated when needed.
- SCR 9003 – Place the CWS/CMS in a Read-only State
- Release 9.8 will be finalized and ready for deployment ahead of the CARES Statewide Go-Live.
Interim Releases will continue during the freeze period to address bug fixes and forms template changes, for example. The frequency will be variable, as required, or on an as needed basis.
Action Required
If you have any questions, please do not hesitate to contact Customer Relations.
No action is required.
Scheduled Outage of CWS/CMS and CARES-Live Applications for Sept 6, 2025 | 6 AM - 9 AM
All SPOCs and Technical Contacts:
The California Department of Technology (CDT) will perform an upgrade to the CWS/CMS and CARES-Live production databases during the Preventative Maintenance (PM) window on Saturday, September 6, 2025. The PM window begins at 6:00 AM and ends at 9:00 AM. Both the CWS/CMS production application and the CARES-Live production application will be unavailable to all (direct access or remote access) during this maintenance window.
CWS-CARES RFA will not be impacted by this upgrade.
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.
CARES-Live 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.
The California Department of Technology (CDT) will perform an upgrade to the CWS/CMS and CARES-Live production databases during the Preventative Maintenance (PM) window on Saturday, September 6, 2025. The PM window begins at 6:00 AM and ends at 9:00 AM. Both the CWS/CMS production application and the CARES-Live production application will be unavailable to all (direct access or remote access) during this maintenance window.
CWS-CARES RFA will not be impacted by this upgrade.
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.
CARES-Live 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.
CWS/CMS: Gateway Server Upgrade to Windows 2019
All SPOCs and Technical Contacts:
The CWDS Infrastructure team and IBM will be upgrading all of the CWS/CMS gateway servers throughout the state from Windows 2016 to Windows 2019. Due to the redundancy within the network, there is no anticipated impact or performance issue for the CWS/CMS user. This upgrade needs to occur on the gateway servers before Windows 2016 goes out of support by Microsoft in January 2027.
To minimize any potential impacts, only one gateway server will be upgraded at a time. Also, gaps have been scheduled between the upgrades to allow time to analyze the impact to the remaining servers within the system. All upgrades will be performed outside of normal business hours.
The upgrades will be performed through four separate phases. For the first phase, one Co-Existent County gateway server will be upgraded on Tuesday, June 24, 2025, the second gateway server on Thursday, June 26, 2025, and the third gateway server on Tuesday, July 1, 2025. The first Dedicated County gateway server will be upgraded on Thursday, July 3, 2025.
There will be a gap in the upgrade schedule to allow the Infrastructure team and IBM to review the impact of the first phase of upgrades. The remaining gateway servers will be upgraded in three more phases, currently planned for September, October, and November 2025.
Communications for the three remaining phases will be sent prior to the upgrades.
Action Required
No action needed. 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.
The CWDS Infrastructure team and IBM will be upgrading all of the CWS/CMS gateway servers throughout the state from Windows 2016 to Windows 2019. Due to the redundancy within the network, there is no anticipated impact or performance issue for the CWS/CMS user. This upgrade needs to occur on the gateway servers before Windows 2016 goes out of support by Microsoft in January 2027.
To minimize any potential impacts, only one gateway server will be upgraded at a time. Also, gaps have been scheduled between the upgrades to allow time to analyze the impact to the remaining servers within the system. All upgrades will be performed outside of normal business hours.
The upgrades will be performed through four separate phases. For the first phase, one Co-Existent County gateway server will be upgraded on Tuesday, June 24, 2025, the second gateway server on Thursday, June 26, 2025, and the third gateway server on Tuesday, July 1, 2025. The first Dedicated County gateway server will be upgraded on Thursday, July 3, 2025.
There will be a gap in the upgrade schedule to allow the Infrastructure team and IBM to review the impact of the first phase of upgrades. The remaining gateway servers will be upgraded in three more phases, currently planned for September, October, and November 2025.
Communications for the three remaining phases will be sent prior to the upgrades.
Action Required
No action needed. 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.
If unable to find a specific Bulletin, please contact Communications.