All SPOCs and Technical Contacts:
May 7, 2026 UPDATE: The automated process to end‑date inactive CWS/CMS user logins continues in May. The new reports were generated and saved to SAFE on Thursday, May 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-05-07.xlsx.” REMINDER: this is the first month will list CWS/CMS user accounts that have been inactive for the previous 90 days.
Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.
If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Please submit your exclusion file by Thursday, May 21, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, May 23, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.
As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. However, in order to expedite this timeline, it is important when calling in the ticket to explain the reason the user ID login was end dated was due to SCR 9039. User accounts from the reports that are logged in prior to Friday, May 22, 2026, at 5:00 PM, will not be end‑dated in the automated process on May 23, 2026.
All User ID accounts, both active and inactive, will be migrated to CWS-CARES. End-dated User ID accounts that need to be reactivated in CWS-CARES can be completed by the Administrators within CWS-CARES. This process will be much more direct and easier to complete in CWS-CARES than it is currently accomplished in CWS/CMS.
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April 7, 2026 UPDATE: After a one-month hiatus for March, the automated process to end‑date inactive CWS/CMS user logins has resumed for April. The new reports were generated and saved to SAFE on Tuesday, April 7, 2026. The SAFE file is titled, “SCR9039_END-DATE_USERID_2026-04-07.xlsx.” REMINDER: this is the final month that the report will list CWS/CMS user accounts that have been inactive for the previous 180 days. Beginning in May, the reports will list accounts that have been inactive for 90 days.
Please review your organization’s report, saved in the SAFE folder. Organizations that do not have any potential accounts to end‑date in their report will, instead, find the following statement, “NO ROWS FOR DATA QUALITY CLEANSE”.
If needed, up to ten (10) listed accounts may be requested to be excluded from the automated end‑date process. Only a few organizations currently have more than ten (10) accounts listed. Please submit your exclusion file by Thursday, April 23, 2026, at 5:00 PM, to request listed user logins from being end-dated when the process runs on Saturday, April 25, 2026. If more than ten (10) user logins are needed to be excluded, please send your justification to the CWDS Customer Relations mailbox (CWS_CustRel@otsi.ca.gov). The justification will be forwarded to the review team for consideration. No action is required if your county agrees with the list as provided.
As stated in the attached SCR 9039 FAQ document, CWS/CMS User IDs that need to be reactivated following the automated end‑date process can be accomplished by contacting the IBM Help Desk at 800-428-8268. Please note that the process to reactive the accounts is complex and does take one or two weeks to be completed by the IBM team. User accounts from the reports that are logged in prior to Friday, April 24, 2026, at 5:00 PM, will not be end‑dated in the automated process on April 25, 2026.
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March 5, 2026 UPDATE: The CWDS Project has decided to not run the automated process to end-date inactive CWS/CMS user logins during March. The monthly process will resume in April. The next reports will be sent to the SAFE folder approximately April 7, 2026.
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February 18, 2026 UPDATE: This is a reminder to submit an exclusion file, if needed, by Thursday, February 19, 2026, at 5:00 PM to prevent up to ten (10) user logins from being end-dated. No action is required if your county agrees with the list as provided.
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February 11, 2026 UPDATE: As presented at the February 10, 2026 Technical Advisory Committee (TAC) Meeting, we are sharing the updated SCR 9039 FAQ document for your reference.
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February 6, 2026 UPDATE: Based on received feedback, the reports are being updated for the following criteria:
Report criteria:
Identifies CWS/CMS user logins that have not been used in the past 180 days
However, users are omitted from the report if they fall into one of these two categories:
- Have NOT logged into CWS/CMS within the previous 180 days, but HAVE logged into CARES-Live within the previous 180 days.
- The User ID has been created within the previous 90 days, and has NOT logged into CWS/CMS.
Updated reports, using the new criteria listed above, will be made available in SAFE in the FromOSI folder no later than 5:00 PM, on Friday, February 6, 2026, titled: SCR9039_END-DATE_USERID_2026-02-06.xlsx.
Please use this updated report when reviewing the list of user logins identified for deactivation.
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To prepare for CWS-CARES Mock Cycles and Production Simulation, the CWS-CARES Project will begin an automated process to end-date inactive CWS/CMS user logins. This effort helps ensure that only active users are set up with access in CWS-CARES.
This process identifies CWS/CMS user logins that have not been used in the past 180 days and schedules those logins to be end-dated. This is standard account cleanup intended to reduce inactive or outdated system access as counties prepare for CWS-CARES.
What This Means for Counties
- This activity affects system access only. There are no impacts to caseloads, staff roles, office assignments, or authority.
- User logins associated with an active County License Case (CLC) are excluded from the report.
- All user accounts (active and inactive) will still be carried forward to CWS-CARES.
County Review and Option to Exclude User Logins
Counties will have an opportunity to review the list of user logins identified for deactivation. To accommodate staff on extended leave (such as administrative or maternity leave), counties may exclude up to 10 user logins from deactivation, if needed.
A report will be available in SAFE in the FromOSI folder on February 2, 2026, titled:
SCR9039_END-DATE_USERID_2026-02-02.xlsx.
If your county wishes to exclude user logins:
- Use the Excel file provided.
- Keep only the rows (up to 10) for user logins you want excluded.
- Do not modify the file layout or formatting.
- Upload the file to SAFE in the ToOSI folder.
If more than 10 exclusions are needed, please contact CWDS Customer Relations and include a brief explanation.
Deadline: February 19 at 5:00 PM
Files received after this deadline will not be accepted, and all user logins listed in the original report will be end-dated.
Timing and Ongoing Process
- This first run will process and end-date User IDs on February 21, 2026.
- The 180-day inactivity threshold will remain in place through April 2026, giving counties additional time to review the list and adjust to new processes.
- Beginning May, the inactivity threshold will change to 90 days, consistent with CWS-CARES access policy and the Production Simulation environment.
- After February, this process will occur monthly until the transition to CWS-CARES:
- Reports will be posted after the first weekend of each month
- User logins will be deactivated during the fourth weekend of the month
- Counties will receive advance notice of specific dates
Restoring a User Login
If a user login is end-dated and later needs to be restored, counties may submit a Help Desk ticket to reinstate the existing login and associated staff access.
Action Required
- Review the report of inactive CWS/CMS user logins when it becomes available in SAFE.
- Submit an exclusion file (if needed) by February 19 at 5:00 PM to prevent up to 10 user logins from being end-dated.
- No action is required if your county agrees with the list as provided.
For questions or concerns, please contact the CWDS Customer Relations mailbox.
