1. CWDS Regional Presentation
CWDS Customer Relations / December 2019

2. CWS/CMS and CWS-CARES Timeline
August 20, 2019 | CWS/CMS 8.7
October 19, 2019 | CWS/CMS 8.8
CWS-CARES
August 16, 2019 | CARES 2.5.1
September 7, 2019 | CARES 2.6
November 16, 2019 | CARES 2.7
November 21, 2019 | CARES 2.7.1

3. CWS-CARES Implementation Portal
Web-based training, demo videos, and Job aids addressing CARES functionality
Infographics, Change Agent training, and Talking Points
Statewide Implementation meeting minutes and Implementation newsletter
Links to the Release Notes, Interim Process, and CWDS website
Implementation Portal Link
The CARES Implementation Portal includes valuable information about CARES and the implementation of CARES. Links to Learning on Demand, the bi-weekly implementation newsletter, infographics to share with your teams in the counties and much more.

4. Learning on Demand CWS-CARES users have a variety of ways to learn about CARES. Training materials are located on the CARES Implementation Portal.
Web-based Training
Facility Search and Profile
CANS
Snapshot
Getting Started
Getting Started with CARES video equips you with the basics you need to know to begin using the new system
Job Aids / Desk Aids
CANS:
Search & View Client Information
Add, Edit & Delete Assessments
Reassessments
Facility Search:
Facility Search and Profile
IDM:
Secure Login
Manage Users
Snapshot:
Search Tips
Snapshot Child Welfare History
Demo Videos
CANS:
Search & View Client Information
Add, Edit & Delete Assessments
Reassessments
Facility Search:
Facility Search and Profile
IDM:
Secure Login
Manage Users
Snapshot:
Snapshot

5. CARES-Live Bulk Loading
CWDS is offering bulk loading
CANS, Facility Search, and/or Snapshot
Orgs to provide list of users and permission(s) wanted
We’re asking orgs to provide a list of user names or confirm our current list is correct. This will inform the statewide implementation rollout strategy.

6. CARES-Live Bulk Loading Schedule
Wave and Go-Live Date | Organization
Wave 1
Monday, 11/18/2019
·      Colusa
·      El Dorado
·      Inyo
·      Mariposa
·      Napa
·     San Bernardino
·     Sierra
·     Siskiyou
·     Solano
·     Sonoma
·      Trinity
·      Tulare
·      Yuba
·      Los Angeles
·      Butte
·      Fresno
·      Orange
Wave 2
Monday,
11/25/2019
·      Alameda
·      Alpine
·      Amador
·      Calaveras
·      Del Norte
·      Glenn
·      Imperial
·     Kern
·     Kings
·     Madera
·     Marin
·     Modoc
·     Monterey
·     Nevada
·      Placer
·      Plumas
·      San Mateo
·      Santa Cruz
·      Stanislaus
·      Sutter
·      Ventura
·      Yolo
·      Merced
·      Sacramento
Wave 3
Tuesday,
12/03/2019
·      Contra Costa
·      Humboldt
·      Lake
·      Lassen
·      Mendocino
·     Mono
·     Riverside
·     San Benito
·     Santa Barbara
·     Santa Clara
·      San Diego
·      San Luis Obispo
·      Tehama
·      Tuolumne
·      CDSS (AD, CCLD, CFSD)
·      San Francisco
·      San Joaquin
·      Shasta

7. Survey Overview Key Findings
Sent to 8484 users (CARES-Live 10/28/2019 user list)
Survey ran 10/28/19 to 11/4/19
1132 users responded to the survey
Responses received from CDSS as well as 54 of the 58 counties
Same multiple choice question asked of each CARES-Live tool:
How frequently do you use X?
What value do you get from the X feature?
Does X work consistently well for you (reliability)? y/n
Have you found that your work efficiency using X increased over time? y/n
Would you recommend to others that they use X? y/n
One ended question:
What else would you like us to know about your experience using CARES-Live features (CANS, Facility Search, Snapshot)?
Key Findings
Over 80% recommend CARES-Live features
Over 70% find CARES-Live features reliable
Over 60% find CARES-Live features Increase efficiency
Over 60% use the system at least every two weeks
Over 50% indicate they do not use any features

8. CARES-Live Survey Responses

9. Frequency. How frequently do you use the feature
Frequency How frequently do you use the feature? - Daily, Weekly, More than twice per month, Other

10. Value. What value do you get from the feature (select all that apply)
Value What value do you get from the feature (select all that apply)? - Helps me complete my job faster - Provides information that was previously hard to get or not available at all - Provides a useful structure for getting work done - Other

11. Open Comments Categorized#
Question
Count 4
CANS Freq 67 5
CANS Value 53 6
CANS Reliable “No” 47 7
CANS Efficiency “No” 63 8
CANS Recommend “No” 30 9
FacS Freq 57 10
FacS Value 11
FacS Reliable “No” 12
FacS Efficiency “No” 13
FacS Recommend “No” 20 14
Snap Freq 94 15
Snap Value 51 16
Snap Reliable “No” 49 17
Snap Efficiency “No” 80 18
Snap Recommend “No” 34 19
Open comments
342
Total Comments
1100
Type of Feedback
Count
Positive Feedback 33
Product Improvements 26
Negative Feedback 58
No Usage 85
Ordered not to use by superiors 5
Haven’t heard of CARES-Live 12
N/A, no comment 62
Other, questions 61
Total
342

12. CARES-Live Training Environment
CARES-Live Training Environment is coming soon:
Training environment to support the use of CARES-Live features statewide
Provides a dedicated environment to train CARES-Live users
No longer must use Staging or Production Environment to access CARES-Live features
CWDS will perform data validation in the environment to verify all possible test scenarios are covered

13. Implementation Resources & Contact Info.
CARES Implementation Mailboxes
General Mailbox:
Training Mailbox:
Sonoltra Sanchez (Implementation Manager)
Sonoltra Sanchez Mailbox:
Christina Yull (State Implementation Lead)
Christina Yull Mailbox:
Darlessia Worthen (State Training Lead)
Darlessia Worthen Mailbox:
This slide lists key contact information for the State Implementation Team.
Please reach out if you have any questions, comments, concerns.

14. CARES-Live County Admin Reminders (1 of 3)
Registration *This temporary password is valid for 7 days. Simply click the link below to login to CWS-CARES Take me to CWS-CARES If you are unable to complete registration within 7 days, please contact your local CARES Administrator. If your issue persists, please contact the CWS-CARES Service Desk. Thank you for registering your CWS-CARES account. CWS-CARES
Registration Reminders:
The project updated the registration to clarify users contact the county CARES Admin for help first before contacting the CWS-CARES Service Desk.
Users have seven days to complete registrations before needing a new to be sent by the county CWS-CARES Admin. *NOTE: Cut & Paste Password is recommended to avoid issues with 0/O, l/I, and extra #s.
Additionally, the registration comes from a no reply address. Currently the service desk is temporarily monitoring the replies for out of office replies, bounce back s, and end user responses.

15. CARES-Live County Admin Reminders (2 of 3)
Unregistered Users
County and Office Admins can review the Unregistered Users on the Admin module, Manage Users screen
“Unregistered Users” tile in the Manage User screen
As of 10/22 Count Admins can give Snapshot permissions
County Admins can continue to add CANS and FAC access to reg users

16. CARES-Live County Admin Reminders (3 of 3)
Disabling CARES users when offboarding staff
Counties should include CARES users in their offboarding processes
County Admins can deactivate users via CARES User Admin
-Disabling CWS/CMS does NOT deactivate in CARES-Live
-STRONGLY recommend County Admins “deactivate” CARES-Live (County Admin module>Manage Users>User Profile screen in Account Status)

17. CARES-Live Service Desk
ServiceNow Reminder:
s sent from ServiceNow have the wrong return address. When responding to these s' counties should add
We are performing ServiceNow maintenance and will fix the issue once this work is complete
Counties will be informed when this is resolved
-SD welcomes counties reaching out to us for any questions, comments or concerns

18. CWS-CARES Project Status – Current Focus
The project has determined that Salesforce is the best Customer Relationship Management (CRM) based Platform as a Services (PaaS) for CARES
Procure: System Integration Services, CARES Data Infrastructure (CDI) vendor, Product Value Services, PaaS licenses
Establish a CARES Data Infrastructure (CDI)
Establish a Sandbox Environment
Conduct discovery for first Testable Increment (Screening)
Increase user adoption of CARES-Live
To request a CARES-Live (CANS, Facility Search, Snapshot) demonstration contact the CARES-Live mailbox

19. CWS-CARES Development Approach
Architecture
Utilize Salesforce, a CRM based PaaS for the core CARES application and a vendor managed Cloud Infrastructure
Establish a CARES Data Infrastructure (CDI) – where CARES data and business rules will be managed to facilitate a repeatable process of conversion and to assist with longitudinal data analysis and with data exchange
Development
Maintain Agile development with user centered design with more focus on the Service Delivery Lifecycle which will flow from the CARES Product Blueprint
Delivery
Procure Integration Services to assist with configuration and development in a CRM based PaaS
Establish a Sandbox Environment that puts new capabilities into the hands of users as a means to obtain user feedback and improve those capabilities iteratively

20. CWS-CARES Resources
Intake: Ajita Gupta CANS: Julie Clemens CALS: Jeff Dent Case Management: Jessica Rougeux Identity Management: Louis Cretaro
Service Desk: Service Desk Customer Relations: Customer Relations Implementation: Sonoltra Sanchez Implementation Communications: Heather Silvera Communications

21. CWS/CMS Release 8.9 OVERVIEW:
Identify Clients who Run Away before Placement, Expand Length of Court Case Number Fields, and Improve Provider Search.
UPCOMING MILESTONES:
Go-Live – January 25, 2020
County Test Workshop (CTW)
Fresno County - December 4 & 5, 2019
Sacramento County - December 11 & 12, 2019
Orange County - December 11 & 12, 2019
Completed milestones:
Subject Matter Expert (SME) Solicitation
Business Needs Analysis (BNA) Meetings (May/June 2019)
Work Order signed (September 3, 2019)
Approved Project Management Plan and Project Schedule (October 2019)
Joint Application Design (JAD) (November 7, 2019)
CUSTOMER INPUT/EXPECTATIONS:
Review Release-related materials on the CWS/CMS website
System Change Requests (SCRs)
SCR 8775 – Runaway as Placement
SCR 8780 – Increase Size of Court Number Field
SCR 8781 – Service Provider Clean-Up
Joint Application Design (JAD) Schedule
November 7, 2019
Release 8.9 Schedule
Project Planning (Sprint 0): 9/4/2019 – 10/1/2019
Sprint 1: 10/2/2019 – 10/22/2019
Sprint 2: 10/23/2019 – 11/12/2019
Sprint 3: 11/13/2019 – 12/3/2019
Test (Sprint 4 [Regression Testing]): 12/4/2019 – 12/31/2019
Implementation: 12/20/2019 – 2/13/2020
Go-Live: January 25, 2020
GO LIVE DATE: January 25, 2020 CURRENT ITERATION: Sprint 4 PROJECT MANAGER: Gina Blakemore APPLICATION SUPPORT MANAGER: Yee Luk COMMUNICATIONS LEAD: Andrea Johnson-Kumar (916)

22. CWS/CMS Release 8.9.0 Overview:
This interim release is currently scheduled to implement two (2) DPU and five (5) PTS tickets.
Upcoming milestones:
Go-Live (January 25, 2020)
County Test Workshop (CTW)
Fresno County - December 4 & 5, 2019
Sacramento County - December 11 & 12, 2019
Orange County - December 11 & 12, 2019
Completed milestones:
Signed Statement of Work (September 2019)
Approved Project Management Plan and Project Schedule (October 2019)
Joint Application Design (JAD) (November 7, 2019)
CUSTOMER INPUT/EXPECTATIONS:
Review Release-related materials on the CWS/CMS website
PTS The CWS/CMS TILP document does not populate as specified in the Mapping document
PTS Client/SCP Search – OK button enabled on not alpha character entry for Client/SCP last Name
PTS In Client Search, when the Phonetic Name Search check box is checked, a middle is entered and the search is executed, the middle name is visible in the Search Results
PTS Placement - System 18 error message shown after user deleting Non-Foster Care End Date
PTS Help Text - Misspelled word and duplicate entry
DPU Placement Home Move changes payee address
DPU Temporary shelter care Facility is intermittently change the county of location from orange to the user county
Interim Release Schedule
Sprint 1: 10/2/2019 – 10/22/2019
Sprint 2: 10/23/2019 – 11/12/2019
Sprint 3: 11/13/2019 – 12/3/2019
Sprint 4: 12/4/2019 – 12/31/2019
Go-Live: January 25, 2020
GO LIVE DATE: January 25, 2020 CURRENT ITERATION: Sprint 4 PROJECT MANAGER: Kim Carpenter APPLICATION SUPPORT MANAGER: Yee Luk COMMUNICATIONS LEAD: Andrea Johnson-Kumar (916)

23. CWS/CMS Release 8.10 OVERVIEW: Upcoming milestones:
Documentation of Plans of Safe Care Relating to CARA, Diagnosed Conditions, Resource Management / Placement Home / County Search – Change Default County
Upcoming milestones:
Go-Live (Tentative April 2020)
Completed milestones:
Business Needs Analysis Meetings (August 29, 2019)
Requirements sent to IBM for sizing effort (September 13, 2019)
Final Requirements and Scope (October 18, 2019)
Work Order Approval (November 2019)
CUSTOMER INPUT/EXPECTATIONS:
Respond to questions/issues related to SCRs
System Change Requests (SCRs)
Documentation of Plans of Safe Care Relating to CARA
Diagnosed Conditions
Resource Management / Placement Home / County Search - Change Default County
Joint Application Design (JAD) Schedule
TBD
Release 8.10 Schedule
GO LIVE DATE: April 2020 (Tentative) CURRENT ITERATION: Project Planning PROJECT MANAGER: Craig Woody APPLICATION SUPPORT MANAGER: Yee Luk COMMUNICATIONS LEAD: Harry Terrell (916)

24. CWS/CMS Proposed Release 8.11
Prioritized SCRS:
8790 Documentation of Runaway and Non-Official Placements for Youth in Care
8779 Update LIS Interface to Include Additional Placement Facility Types
8796 RFA Caseload “Inbox” and RFA Assignment History
8801 Add Mandatory Fields to Document Rationale if a Child did not Participate in a Child and Family Team Meeting
8408 Add JV 221, JV 222, JV223
8791 Add “CWS Agency has Jurisdiction” Value to Non-Foster Care Placements within Non-CWD Foster Care (Probation) Cases
8808 Add Spanish Version of HEP
8280 Add Description Field to Special Projects Page of Placement Home Notebook
8794 Service Provider De-Duplication
8807 Add PCV13 and PPSV23 Vaccination
8776 SSN Violations – Cleansing
7629 Update Immigration Status Type Code Table
8769 Removal of Declaration Statement on Ex-Parte Application and Order Report templates
Upcoming milestones:
Business Needs Analysis (BNA) Sessions (12/17/19)
Completed milestones:
SCRs Prioritized (November 2019)
SME Solicitation (11/15/2019 – 11/29/2019)
CUSTOMER INPUT/EXPECTATIONS:
Respond to questions/issues related to SCRs
Candidate System Change Requests (SCRs)
PRIORITIZED SCRs
8790 Documentation of Runaway and Non-Official Placements for Youth in Care
8779 Update LIS Interface to Include Additional Placement Facility Types
8796 RFA Caseload “Inbox” and RFA Assignment History
8801 Add Mandatory Fields to Document Rationale if a Child did not Participate in a Child and Family Team Meeting
8408 Add JV 221, JV 222, JV223
8791 Add “CWS Agency has Jurisdiction” Value to Non-Foster Care Placements within Non-CWD Foster Care (Probation) Cases
8808 Add Spanish Version of HEP
8280 Add Description Field to Special Projects Page of Placement Home Notebook
8794 Service Provider De-Duplication
8807 Add PCV13 and PPSV23 Vaccination
8776 SSN Violations – Cleansing
7629 Update Immigration Status Type Code Table
8769 Removal of Declaration Statement on Ex-Parte Application and Order Report templates
Joint Application Design (JAD) Schedule
TBD
Release 8.11 Schedule
GO LIVE DATE: July 2020 (Tentative) CURRENT ITERATION: Project Planning PROJECT MANAGER: Kim Carpenter APPLICATION SUPPORT MANAGER: Yee Luk COMMUNICATIONS LEAD: Jaime Guzman (916)

25. Windows 10 Semi-Annual Channel (SAC)
Next supported Platform: Windows 10 Enterprise v1809 SAC (64-bit) / Office 2016 Standard (32-bit).
IBM to include v1809 SAC in R8.8 test phase for certification against the CMS.
Image to be made available to dedicated counties in October 2019.
Application support for v1607 LTSB to continue until R8.12 (10/17/2020).
End of application support means no further application testing during releases.
Afterwards, IBM will continue patching LTSB for dedicated counties until those older workstations are refreshed.
If an application issue is directly linked to LTSB then the solution would be to install the newer, CMS supported Windows release.
IBM will test Windows 10 Ent SAC (2019 Fall Release) as part of R8.12 for replacement of v1809 (EOL 5/11/2021).
R8.12 Go-Live is estimated to be 10/17/2020.
V1809 would be supported until EOL (5/11/2021).
This would give counties approximately 6 months to apply the next release update.
The license model required for Windows 10 Enterprise SAC requires Software Assurance.
Any net new machine will require a new license.
Note: There is an additional cost for Microsoft Software Assurance licensing. Cost is dependent on the vendor, length of time contracted, participation in an existing Enterprise Agreement, etc. Counties will need to consult their own procurement agencies or IT specialists.

26. Business Intelligence
Status updates and demos will now be provided through monthly BI meetings. The next meeting TBD.
Check the BI Portal for the latest information, including training materials, known issues and workarounds, meeting agendas and minutes, and systems maintenance and upgrades.
Isabelle Moreaux is retiring from State service at the end of December 2019.
CURRENT ITERATION: BI 4.2 – Ongoing Support and Maintenance PROJECT MANAGER/ TECHNICAL LEAD: Isabelle Moreaux (916) COMMUNICATIONS LEAD: Sean Darr (916)

27. Data Quality
Autumn Workshops were completed in September/October. A summary fact sheet is on the portal – link is on Data Quality portal front page
SCR8752 Service Provider Address Merge. Signups and information have been sent out. Pilot November 2, Weekly December 7
SCR8653 Education Provider Merge. Signups and information have been sent out. Pilot November 23, main group December 14
SCR8650 Closed Adoption Cases. Quarterly run to occur November 16. Expected numbers are on the portal – link is on Data Quality portal front page
CURRENT ITERATION: PROJECT MANAGER/ TECHNICAL LEAD: James Sidebotham (916) COMMUNICATIONS LEAD: Sean Darr (916)

28. CDSS Date Reminders CWS DATA COMMITTEE:
To be included in these conference calls, send an request to CWS DATA:
Next meeting date: December 17, 2019
Time: 2:00 PM – 3:00 PM
Conference Line:
Participant Code:
Webinar Registration Link
PATHWAYS TO MENTAL HEALTH SERVICES TECHNICAL ASSISTANCE FORUM:
Next meeting date: December 4, 2019 (the following meeting TBD)
Time: 10:00AM – 11:30AM
CWS Coordination
CWS Data Committee Meeting
Attendees need to only register once for the recurring meeting.
Meets on the 3rd Tuesday of each month.
Time: 2:00PM – 3:00PM
Pathways to Mental Health Services Technical Assistance Forum
Meets on 1st Wednesday of each month
Time: 10:00AM – 11:30AM

29. CWDS Date Reminders PIAC Meeting: February 5, 2020 TAC Meeting:
Held first Wednesday of each month (if needed)
TAC Meeting:
December 10, 2019
Meets second Tuesday of each month.
Time: 1:00PM – 3:00PM
Program Impact Advisory Committee (PIAC) Meeting
Held first Wednesday of each month.
Technical Advisory Committee (TAC) Meeting
Meets second Tuesday of each month.
Time: 1:00PM – 3:00PM