CWDS Bulletins

To: CARES SPOCs, Technical Contacts, Training Contacts, Implementation Coordinators, Training Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

To prepare users for Instructor-Led Training (ILT), access to the CWS-CARES Training Environment (CARES 104) will be provisioned in a phased approach beginning tomorrow, July 29, 2026. Early access is being provided so users can confirm their login and complete any required account setup before ILT begins. Users will receive notification emails with required actions according to the following schedule: 

Provisioning Schedule 

Wednesday, July 29, 2026 

• Los Angeles County 
• Napa County 
• Santa Barbara County 

Tuesday, August 4, 2026 

•  All remaining counties, tribes, probation agencies, and CDSS 

As noted in prior communications, county-specific rollout messages will not be sent; impacted users will receive the system-generated onboarding emails only. 

Action Required: Complete Onboarding Steps to Confirm Access 

Users will receive two system-generated onboarding emails. Complete the steps below immediately to ensure access is confirmed before ILT begins: 

1. “Welcome to CWS CARES” from no-reply-test@cares.cwds.ca.gov (Okta) 

• Integrated counties/organizations: this email confirms access has been granted. No action required.  
• Non-integrated counties/organizations (new or reactivated users): click the link to set your password. The link expires in 7 days for new users and 1 day for reactivated users.  

2. “Finish changing your Salesforce account’s email address” from QA_SUPPORT@salesforce.com  

• Sent only to users in counties implementing email domain changes. Click the verification link within 72 hours to confirm the change.  

Prior to ILT: Continue Using the Production Simulation Environment (CARES 100) 

The Training Environment (CARES 104) should be used only for guided ILT activities per your county’s training schedule. Early access is provided to confirm login and complete setup only — not for practice, exploration, or workflow activities.  

To continue preparing for ILT, organizations should continue using the Production Simulation environment (CARES 100) to: 

• Build system familiarity

• Complete OnDemand learning modules 

• Continue pre-ILT readiness activities* 

* Users who have already completed Self-Paced Training prerequisites in the Training Environment (CARS 104) are not expected to complete them again. 

Thank you for your ongoing collaboration as we prepare for statewide ILT. 

Action Required:

Complete onboarding steps once your orgaization receives access to the Training Environment (CARES 104). 

 If you have any questions, need clarification, or have any accessibility issues, please contact Customer Relations. 

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.

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.

In this Weekly Digest:

• General

  • CWS-CARES Stakeholder Briefing #9 Recap | Registration Open for Stakeholder Briefing #10  

  • The July 2026 Progress and Engagement Summary is Now Available 

• Forms 

  • Action Required: CWS-CARES County Specific Conversion Validation Due August 7 

• Implementation 

  • What is New on the CWS-CARES Implementation Portal 

  • Happening Now: CWS-CARES Train-the-Trainer Program 

  • Upcoming Super User Readiness Meeting Kickoff 

• Production Simulation 

  • System Updates & Release Notes on the Production Simulation Hub 

• CWS-CARES Functionality 

  • CWS-CARES Functionality Spotlight: July 27, 2026 

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General
CWS-CARES Stakeholder Briefing #9 Recap | Registration Open for Stakeholder Briefing #10  

CWS-CARES Stakeholder Briefing #9 – July 22, 2026:

Thank you to everyone who attended CWS-CARES Stakeholder Briefing #9 on Wednesday, July 22, 2026! We were pleased to have 443 participants across 45 counties and over 4+ partner organizations join the session live. We also received several questions during the session, which we are working to answer and share with you as soon as possible.  

The session recording is now available on the Stakeholder Webinar Materials page under Stakeholder Briefing #9. 

Please log in with your county or organization email address to view the recording. An accessible PDF of the presentation slides and a summary of the session Q&A will be available in the coming weeks in the same location.

CWS-CARES Stakeholder Briefing #10 – August 26, 2026:  

Registration is now open for the next CWS-CARES Stakeholder Briefing! We encourage you to attend Stakeholder Briefing #10 on Wednesday, August 26, 2026. Register now. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment (which is a digital calendar file format) in the registration confirmation email to your calendar.  

All stakeholders impacted by the changes to CWS-CARES are welcome to attend. Updates will include:  

• Preparing for Go-Live 
  • Project Status Update 
  • Go-Live Readiness 
  • What to expect 
  • Q&A 
• Implementation and Training 
  • Q&A 
• Production Simulation 

View the full agenda on CWS-CARES Stakeholder Briefing #10: August 2026. We hope to see you on August 26, 2026!  

Please contact Customer Relations with any questions. 

The July 2026 Progress and Engagement Summary is Now Available 

The CWS-CARES Progress and Engagement Summaries provide a concise overview of the collaborative efforts and achievements of CWS-CARES. The July Progress and Engagement Summary features engagement analytics for the June 2026 reporting period across the following subject areas:  

• CWS-CARES Communications 
• Stakeholder Briefing #8 – June 2026 
• Forms and Data 
• External Systems, Interfaces, and Analytics 
• Implementation, OCM, and Training 
• Production Simulation 
• Resources Available on the CWDS Website 

View all CWS-CARES Progress and Engagement Summaries on the CWDS website: CWS_CARES_Progress and Engagement_Updates.  

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Forms 

Action Required: CWS-CARES County Specific Conversion Validation Due August 7 

The CWS-CARES Project distributed an important email communication on July 22, 2026, regarding the validation of county-specific forms currently being converted from Word into Adobe Experience Manager (AEM) templates. Vendor support for forms developed under the current IBM engagement concludes on August 7, 2026. Beyond this date, the project team will not have vendor resources available to make edits, corrections, or adjustments to your forms.  

All form validations must be completed no later than August 7, 2026. Any forms that remain unvalidated after this date will be deemed accepted as-is. 

For full details, refer to the CWS-CARES County Specific Forms – Conversion Validation Due August 7, 2026 communication on the CWDS website.  

Please contact the County Forms Conversion mailbox with any questions. 

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What is New on the CWS-CARES Implementation Portal 

The CWS-CARES Project is pleased to announce new updates to the CWS-CARES Implementation Portal. The updates are designed to make it easier for Counties, Probation Organizations, and Tribes with Title IV-E agreements to locate important resources that support the Organizational Change Management (OCM) and Business Process Re-engineering (BPR) implementation activities. Updates include:  

OCM Advisory Workgroup (OCMAW) Member List – The OCMAW was recently expanded to include all OCM Coordinators and two Super Users from each Organization. You may access this list within the CWS-CARES OCM page. 

Business Process Re-engineering Page – A new CWS-CARES BPR page is available within the CWS-CARES Implementation Portal. This page provides an overview of BPR and its role in supporting the CWS-CARES implementation. Downloadable resources include the Operational Alignment Session (OAS) Slides and other session materials. BPR Process Maps will soon be available. 

New OCM Resources – Two new resources are now available on the CWS-CARES OCM Resources page within the CWS-CARES Implementation Portal:  

• Change Impacts: The Change Impacts resource provides a summary of changes to help Organizations assess how CWS-CARES may affect current operations and staff. 
• Terminology Crosswalk: The Terminology Crosswalk explains new and changing terms from Child Welfare Services/Case Management System to CWS-CARES. 

Note: Both OCM Resource documents include an ‘as of’ date and will be periodically updated based on updates to business processes, product enhancements, demos, and testing efforts.  

For more information, visit the CWS-CARES Implementation Portal. 
 

Happening Now: CWS-CARES Train-the-Trainer Program 

Train-the-Trainer (TTT) is now underway! Beginning on July 20, 2026 and continuing through August, designated representatives from all participating organizations are coming together to deliver end user training for their teams. During these sessions, participants learn the curriculum, facilitation methods, and training materials they will use to support staff throughout implementation.  

TTT and Instructor-Lead Training 

It is important to note that TTT is separate from Instructor-Lead Training (ILT). County staff identified for TTT will serve as Facilitators or Support staff to learn the curriculum ahead of other country users so that they are able to support CWS-CARES trainers in ILT delivery. Facilitators will lead and teach training independently, while Support staff will attend ILT to assist CWS-CARES trainers in delivery. All staff will participate in their own ILT between August and October 2026, which will focus on system functionality, workflows, and hands-on practice. 
 

Upcoming Super User Readiness Meeting Kickoff 

The CWS-CARES Project is excited to announce that the Super User Readiness Meetings are kicking off on August 4, 2026, and will continue on a biweekly cadence. These dedicated sessions are designed to help Super Users become proficient in CWS-CARES, building both Organizational Change Management (OCM) and system proficiency to support their role beyond simply learning the system. 

About the Super User Role 

Super Users are Subject Matter Experts who bridge the gap between the technical system and daily operations during and post-Go-Live. Key expectations include: 

• Acting as “knowledge holders” for future state processes.  
• Surfacing pain points and escalating issues when needed. 
• Providing hands-on troubleshooting and functional guidance. 

What to Expect in Super User Readiness Meetings  

Sessions will focus on workflow readiness, system and troubleshooting guidance, and preparations for CWS-CARES implementation and post-go-live support. Topics are targeted to build tactical readiness of Super Users to provide localized peer support to their organizations as we approach Go-Live. 

A Super User Readiness page for the Implementation Portal is currently underway. We look forward to supporting Super Users as they prepare to provide critical support to their organizations. 

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Production Simulation 

System Updates & Release Notes on the Production Simulation Hub 

Every Monday, the CWS-CARES Project releases new System Updates and Release Notes. Users can find the latest System Updates and Release Notes by visiting the CWS-CARES Production Simulation Hub on the CWDS website. Within the Production Simulation page, users can select System Updates & Release Notes from the left bar menu. The System Updates and Release Notes page is a centralized location that provides the latest system updates and release notes in one place.  

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CWS-CARES Functionality 

CWS-CARES Functionality Spotlight: July 27, 2026 

This week, the CWS-CARES Functionality Spotlight July 27, 2026 FAQ of the Week:  

Q: Why does CWS-CARES deactivate accounts when they have not been used or accessed after 90 days? 

A: It is California State policy using National Institute of Standards and Technology (NIST) 800-53 rev5 guidelines, that account usage be monitored and disable accounts where the user has not logged into the CWS-CARES system for more than 90 days. This policy helps us maintain the data integrity and security of the system. For instance, this policy helps to prevent users who may have left a department, but whose accounts might not have been disabled by that department, from logging in to the system. 

 The County and Office Administrator will be able to reactivate that user when their account has become disabled. 

 To view all of the CWS-CARES FAQs, please visit the CWDS website: CWS-CARES FAQs | CWDS Website. 

 Have a question? Send it to Customer Relations and we will be happy to help. 

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Action Required: We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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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.

CARES SPOCs, Technical Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, and State Leadership:

Dear County Partners, 

As our project team continues converting CWS/CMS county forms from Word into AEM templates, we are writing to share a critical timeline for your review and validation activities. 

Vendor support for form development and modifications under the current engagement with IBM will conclude on August 7, 2026. Beyond this date, the project team will not have vendor resources available to make edits, corrections, or adjustments to your forms. 

31 counties have not begun their forms validation. To date, 911 forms have been converted and delivered by IBM. Currently, 14 forms are accepted, 10 have reported issues, and 887 forms remain pending county upload, configuration, and validation. 

To ensure all requested updates can be completed before contract closeout, all form validations must be completed no later than August 7, 2026. Any forms that remain unvalidated after this date will be deemed accepted as-is due to the end date of vendor support. We will be unable to make further adjustments once this window closes. 

Action Required

For Staff with access, please check the  CWS CARES UAT Tracking.xlsx sheet in the CARES Forms Teams Channel. New converted forms are uploaded daily as development finishes so we ask that you review this sheet on an ongoing, daily basis.  

Please test and validate these forms by August 7, 2026 to confirm they meet the operational needs. Any necessary changes or fixes must be identified right away to allow adequate time for IBM to process them before August 7.  

We understand your teams are balancing multiple competing priorities. If you need access to the CARES Forms Teams Channel, the CWS CARES UAT Tracking.xlsx sheet, assistance prioritizing your pending forms, navigating the tracker, or organizing your review process, please reach out to us immediately at the County Forms Conversion mailbox. 

Thank you for your ongoing partnership and dedication to ensuring these forms are ready and effective for your county. 

All SPOCs, Technical Contacts, and SBC Administrators:

The California Department of Technology (CDT) has scheduled maintenance on Saturday, July 25, 2026, 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.

All SPOCs and Technical Contacts:

Following the deployment of Release R9.8, two issues were identified that required corrective action. In addition, an update to the JV-415 form has been included to incorporate the latest version released by the Judicial Council. The CWDS Office and IBM has created a hot-fix release, R9.8.1, to provide fixes and / or updates for these items. There is no outage associated with this release.

The R9.8.1 MSI file is now available in the “R981” staging folder. Counties may deploy the release as soon as they have received the MSI file.

R9.8.1 is an optional release for Co-Existent Counties; however, deployment of the R9.8.1 code is strongly recommended.

R9.8.1 Release Highlights

IN10025562 - Case Closure Approval Issue

• R9.8 introduced a new requirement that the focus child's ICWA Eligibility value cannot be "Not Asked" when ending a Case. As an unintended consequence, 235 Cases that were already in Pending Approval status when R9.8 was deployed could no longer be approved.
• Resolution: R9.8.1 restores the ability to approve the affected Case Closure requests while maintaining the new requirement for Cases submitted after the R9.8 release.

IN10025575 - Process Placement Home Move (PPHM) Issue

• An issue introduced with R9.8 prevented users from running the Process Placement Home Move (PPHM) function.
• Resolution: R9.8.1 resolves the issue and restores normal PPHM processing functionality.

IN10025759 – JV-415 Form Update

• The recent forms release included the January 1, 2026 version of form JV-415. The July 1, 2026 version became available after release development activities were completed.
• Resolution: R9.8.1 updates JV-415 to the July 1, 2026 version.

Action Required

Co-Existent Counties

Distribute the release through the normal county process. Since R9.8.1 is an optional release, Co-Existent Counties can plan to deploy the update when it is most convenient for them once they have received the MSI file.

Dedicated Counties

IBM distributed the MSI file to the Dedicated Counties on Monday, July 20, 2026. Release 9.8.1 will be installed automatically via the normal release deployment process.

For best results the users should do the following on Tuesday, July 21, 2026:

• Reboot the workstation and log into Windows at least once to receive the Release 9.8.1 installer.
• If prompted, select “Take All Actions” (the prompt will not occur while CWS/CMS is running);

or

• When leaving the office at the end of that day, reboot the workstation again, but do not log into Windows.

• Leave the workstation powered on so that automatic installation can occur overnight.

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.

What is Impacted: CWS/CMS Application

On Friday, July 31, 2026, from 6:00 PM - 7:00 PM, the CDE Interface will run to update Education Provider information for public schools, private schools, and school districts in the CWS/CMS application. This update applies to CDE school information only. School information manually created by a CWS/CMS user will not be affected. During this time, users may be unable to perform Education Provider searches in the CWS/CMS application.

Due to differences in data and formatting between CDE and the CWS/CMS application, some otherwise valid Education Providers may be end-dated.  If this occurs, please refer to the Work Around section below. A list of all end-dated Education Providers will be sent to the SPOCs via email as soon as they become available.

Additional Notes:
A code table refresh is not required.

Work Around
If an existing CDE Education Provider has been end-dated because of this process, users will need to conduct a search for the current Education Provider and create a new Education Notebook for the client.

Contact
CWDS Customer Relations

CARES SPOCs, CARES Technical Contacts, Implementation Coordinators, OCM Coordinators, County Leadership, Tribe Leadership, Probation Leadership, and State Leadership:

To continually improve system performance and resolve known issues, we are establishing a weekly maintenance and update schedule for the CWS- CARES Production Simulation (Prod Sim) - CARES100 and Data Conversion Validation (DCVal) - CARES105 environments.

Please review the schedule and potential system impacts below:

Weekly Maintenance Schedule 

• Start Time: Every Friday starting at 5:00 PM 
• Code Deployment & Testing: Scheduled to be completed by Saturday at 8:00 AM 
• Data Fixes: If urgent data updates are required, they may be processed throughout the day on Saturday, depending on priority. 
• Please Note: This standard weekly maintenance window specifically applies to the CARES100 and CARES105 environments. If updates are required for any other CWS-CARES environments, we will communicate their specific schedules and system availability details when they are determined. 

What to Expect (System Impacts) 

While the CARES100 and CARES105 environments will remain accessible, you may experience minor performance impacts during this Friday night to Saturday maintenance window, including: 

• Slower system response times. 
• Intermittent issues with search functionality. 
• To keep users informed, a system banner will be displayed in the environments starting every Thursday to alert counties of the maintenance window. This banner will be removed once the maintenance is complete. 

We appreciate your patience and cooperation as we work to keep our systems running smoothly and efficiently.  

Action Required

Please share this communication with staff who utilize these environments so they are aware of the weekly maintenance schedule and potential system impacts. 

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.

In this Weekly Digest:

• General

  • Introducing a New Weekly Digest Format

  • Clarification on CWS-CARES Version 1 Go-Live Date

  • Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #9

• Implementation

  • Working Session Kickoff: Archetype Sessions

• Production Simulation

  • CWS-CARES Changes to Enablement Training Enrollment

  • System Updates & Release Notes Now Available on the Production Simulation Hub

• Technical Update

  • CWS-CARES Weekly Maintenance and System Update Window

• CWS-CARES Functionality

  • CWS-CARES Functionality Spotlight: July 20, 2026

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General

Introducing a New Weekly Digest Format

The CWS-CARES Weekly Digest is introducing a new format beginning this week. Articles will now be organized by category to make it easier for readers to find the information most relevant to their role and organization. Categories will vary every week based on the content available, but may include External Systems, Implementation, Production Simulation, and more. A Technical Updates section will also be included when applicable. This section will feature system maintenance notices, interface and integration updates, data dictionary updates, software compatibility guidelines, and more.

Thank you for reading the CWS-CARES Weekly Digest. Please contact Customer Relations with any feedback or questions about the Weekly Digest.

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Clarification on CWS-CARES Version 1 Go-Live Date

We have recently received questions regarding potential changes to the CWS-CARES Version 1 Go-Live date, including rumors of a shift to June 2027.

We want to clarify that the official Go-Live date remains October 26, 2026.

While we are aware of the concerns that have been raised and are actively working to address them, our teams continue to plan and prepare for the October 2026 release.

Please note that any change to the project timeline would require a formal decision through our established official governance process. Unless an official decision is made and communicated through those channels, the October 26, 2026 date remains our active target.

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Final Reminder: Two (2) Days Left to Register for CWS-CARES Stakeholder Briefing #9

Thank you to the 345+ stakeholders who have already registered for the next Stakeholder Briefing on Wednesday, July 22, 2026! If you’ve not yet registered, we encourage you to attend the live webinar on Wednesday, July 22, 2026, from 10:30 AM to 12:00 PM. All stakeholders impacted by the changes to CWS-CARES are welcome to attend, ask questions, and hear updates from Project leadership.

Register now at: CWS-CARES Stakeholder Briefing #9 | Registration. Note: A separate calendar invitation will not be sent by the CWS-CARES Project. Please manually add the .ics attachment in the registration confirmation email to your calendar.

The full agenda for the July 2026 Stakeholder Briefing is available to view on the CWS-CARES Stakeholder Briefing #9 Registration page. Updates will include:

• Production Simulation

  • Updated Onboarding Timeline

  • Status of Fixes

  • Prod Sim Support

  • Redacting Sensitive and Confidential Data in Support Tickets

• Implementation & Training

Some registrants have reported difficulties completing registration due to a technical issue with Microsoft Teams. If you experience this, please clear your cache and open the registration link in the Microsoft Edge browser or register on a mobile phone. If you continue to experience issues, please contact Customer Relations for further assistance.

Thank you for participating in our Stakeholder Briefing webinar series! We hope to see you on July 22, 2026 to continue the conversation on the upcoming transition to CWS-CARES.

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Implementation

Working Session Kickoff: Archetype Sessions

Archetype Sessions are underway! A small group of representative organizations from Child Welfare, Juvenile Probation, Tribes, and CDSS are meeting July 13 through July 24 to establish a statewide baseline of ways of working. This baseline will guide the upcoming Delta Sessions (July 27 through August 28), which are designed to help each organization pinpoint where local practices or policies need to align with CWS-CARES Version 1 (CARES V1) workflow.

During each Archetype session, participants review the operational changes expected to significantly affect day-to-day practices as organizations transition to CWS-CARES. Archetype Sessions focus on identifying statewide commonalities and differences in current workflows.

Thank you to all participating organizations for your partnership and preparation. Your engagement is essential in shaping baseline workflows for CWS‑CARES and informing the support you will receive throughout the transition.

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Production Simulation

CWS-CARES Changes to Enablement Training Enrollment

On July 13, 2026, the CWS-CARES Project announced that all published Enablement Programs would be automatically assigned to all users within the CWS-CARES Production Simulation (Prod Sim) environment (CARES 100). This change is designed to give users full visibility into available training materials, though it means that user dashboards may look slightly different.

Here is what users can expect:

1. Users will now see all available programs in the CARES 100 environment.

2. Users may see programs assigned to them that don't align with their specific learning path.

3. Users who previously disenrolled from a program may be automatically re-enrolled. Users still have full control to manually adjust their enrollments and disenroll again as needed.

We highly encourage users to work directly with their supervisor or training coordinator to confirm which programs are right for their specific role. Published learning paths remain the best reference to guide their selection and enrollment.

For full details, visit the CWS-CARES Upcoming Changes to Enablement Training Enrollment page on the CWDS website.

If you have questions or need assistance, please contact your training coordinator or CWDS Training.

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System Updates & Release Notes Now Available on the Production Simulation Hub

The CWS-CARES Production Simulation Hub now includes a new System Updates & Release Notes section. This section provides users with a centralized location to find the latest system updates and release notes related to Production Simulation.

To access this resource, visit the link on the CWS-CARES Production Simulation Hub on the CWDS website and select System Updates & Release Notes from the left bar menu.

Available Now: CWS-CARES Release Notes - July 13, 2026

On July 13, 2026, the CWS-CARES Project released a set of updates to the Production Simulation (Prod Sim) environment (CARES 100) and additional updates to the CARES105 (DCVal) environment. The release includes 80 defect fixes aimed at improving reliability, accuracy, and overall usability across Case Management, DocGen (Document Generation), Adoption workflows, Resource Family Approval (RFA), Financial Management.

Most improvements focus on correcting data mappings, fixing permissions, ensuring required fields populate properly, and supporting essential tasks like generating forms, viewing financial information, and receiving system notifications.

For more details, please visit System Updates & Release Notes tab within the Production Simulation Hub in the CWDS website.

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Technical Update

CWS-CARES Weekly Maintenance and System Update Window

Weekly maintenance for the CARES100 and CARES105 environments is now scheduled every Friday after 5:00 PM with major updates expected to finish by Saturday at 8:00 AM. While the systems remain accessible, users may experience minor, temporary performance issues—such as slowness or search disruptions—during this time. Any necessary updates to other CWS-CARES environments will be scheduled and communicated separately as they are determined.

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CWS-CARES Functionality

CWS-CARES Functionality Spotlight: July 20, 2026

This week, the CWS-CARES Functionality Spotlight features the CWS-CARES Frequently Asked Question (FAQ) of the Week.

July 20, 2026 FAQ of the Week:

Q: Can County Train-the-Trainer (TTT) conduct training independently, or do they need support from CWS-CARES Trainers?

A: Counties have flexibility. Train-the-Trainers can:

• Conduct all Instructor-Led Training (ILT) sessions independently and will receive support from CWS-CARES Trainers who can answer questions during training.

• Co-lead with state trainers.

• Shadow state trainers while learning the process.

To view all of the CWS-CARES FAQs, please visit the CWDS website: CWS-CARES FAQs | CWDS Website.

Have a question? Send it to Customer Relations and we will be happy to help.

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Share Your Feedback and Subscribe

Thank you for following our progress! Share your feedback on this CWS-CARES Weekly Digest here: CWS-CARES Weekly Digest Feedback Form. Subscribe to future issues here: CWS-CARES Weekly Digest Subscription Form.

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Action Required:  We request that all CWS-CARES Single Point of Contacts (SPOCs) and Implementation Coordinators coordinate and distribute the CWS-CARES Weekly Digest to all staff impacted by CWS-CARES, at their discretion.

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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.

All CWS and Probation SPOCs and Technical Contacts:

An issue has been reported where users are unable to complete a Process Placement Home Move (PPHM) within Resource Management in the CWS/CMS application following R9.8 go-live.

The issue has been confirmed and IBM is preparing a fix.

The issue is being tracked under Master Ticket IN10025722. 

An additional update will be provided once the details and expected delivery timeline have been identified. 

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 and indicate this issue is related to Master Ticket IN10025722.