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Bulletin Details


December

November

Title: Education Provider Information from the California Dept. of Education (CDE) & Code Table Refresh


Date: 11/15/2017

What is impacted: The CWS/CMS application

Date of impact: Thursday, November 30, 2017

Start time: 6:00 p.m.   End time: 8:00 p.m.   Duration: 2 hours

Description:

On Thursday, November 30, 2017 the CDE Interface will run to update Education Provider information in the CWS/CMS application. This update applies to CDE public, private and independent school information. School information manually created by a CWS/CMS user will not be affected.

During execution of the update on Thursday, November 30 from approximately 6:00 p.m. to 8:00 p.m. users may be unable to perform Education Provider searches in the CWS/CMS application. The updated code table files will be pushed to the workstations during normal log on Friday, December 1, 2017. By Friday, December 1, 2017 all servers should have the latest code tables available.

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 it becomes available.

ADDITIONAL NOTES:

COEX COUNTIES
Before midnight on Thursday, November 30, 2017, the new code tables need to be replicated to county servers and/or added to any custom processes used to deliver code tables. The code table files should be available on CWS/CMS county servers by the evening of Wednesday, November 29, 2017. Counties should already have a process in place that updates county workstations from county servers. These files are to be delivered to the workstations only if the code tables are newer than what the workstations already have.


October

Title: Ad-Hoc Interim Release (R8.0.1)


Date: 10/17/2017

What is impacted: CWS/CMS Application

Date of impact: 6:00PM

Start time: 10:00PM   End time: 4 Hours   Duration: N/A

Description:

On Wednesday, October 18, 2017, starting at 6:00PM, the Ad-Hoc Interim Release R8.0.1 deployment package will be delivered to the CWS/CMS Application. This interim release will address the issues that were encountered during the transitional counties pilot activities of Release 8.0.

This deployment package contains the following tickets:

Issue #1) IN10881102 WINDOWS 10 IE ISSUE (Fresno County Ticket)
Problem Description:
While main CWS Visual Basic (VB) apps (Client Services, Caseload, Resource, SOC158) are open, users can't type in certain Internet Explorer text fields. This is not an issue when only CWSCop (Control Panel) (C++) is open. The problem is related to use of a specific feature of the Desaware "hook" custom control. The existing settings of the control appear to be not compatible with IE on Windows 10. This does not appear to affect Firefox and Chrome. Similar symptoms also appear to happen on PDFs opened in Acrobat Reader and Internet Explorer.

Related Tickets
IN10884407 40.01 SAN LUIS OBISPO WINDOWS 10 PILOT CWS ISSUE
IN10884416 10.01 FRESNO WINDOWS 10 SLOWNESS
Issue #2) IN10882290 SYSTEM 00023 ERROR OPENING HEARING HISTORY (Orange County Ticket)
Problem Description:
Case scenario 1 involves a user performing an attorney search, and adds a matched attorney to a hearing as an attendee. When the user brings down hearing history, a System 0023 error is displayed if the attorney is named as an attendee in any of the historical hearings. Case scenario 2 occurs when a user searches and attaches a service provider to a client, then immediately edits the Service Provider notebook, and gets Host 9000 error during an attempt to save to database.

Related ticket
IN10883110 33 RIVERSIDE HOST 9000 ERROR
CWS/CMS users please note:

• It is strongly recommended that the user log off the application each night to insure that they are working with the latest version of the application.
• It is recommended that the install of Interim Release 8.0.1 occur via the office network, as opposed to a remote connection.
• Contact your County Support Staff to confirm that the correct version has been delivered to the workstation.
• Users that are logged onto the system when the release arrives will not be using the new code at their workstation.
• Like major releases, Interim Release 8.0.1 will be using a full installation package. There is no outage.

Coexistent county CWSCMS.MSI file availability:
The CWSCMS.MSI file was made available on October 17, 2017 for technical staff to begin testing the installation of the release. The code is located on CWSDFSr share in the following location:
• \CODEDIST\Staging\R801
The County can confirm Release 8.0.1 has been installed by looking for the C:\cacw\binary\cws801.flg file.
Dedicated County CWSCMS.MSI file delivery:
By Wednesday, October 18, 2017, dedicated county users should start seeing the CWSCMS.MSI file copied to their workstations during Windows logon. Technical staff can verify that they have received the file by checking for its presence in the c:\cacw\R801 folder. This file must exist on the workstation for the installation of Release 8.0.1 to take place on or after October 18, 2017.

Action Required:
Coexistent Counties -
Distribute the release through the normal county process. This is not a timed release but is required in order to resolve the issues described above.
Coexistent counties should plan to deploy after 6:00PM on Wednesday, October 18, 2017.
Please: This release is not being enforced, so counties can deploy at their convenience, however we prefer that the fixes are installed promptly.

Dedicated Counties -
Release 8.0.1 will be installed automatically via IBM BigFix. Users should reboot their workstations and log into Windows the morning of Wednesday, October 18th.

When leaving the office that day, be sure to log out of CWS/CMS but leave the workstation powered on so that automatic installation can occur overnight.

On Thursday, accept any action prompts displayed.

Title: 2017 – 2nd Semi Annual Automated Placement Home Batch Merge


Date: 10/3/2017

What is impacted: County Business Practice

Date of impact:

Wednesday, October 11, 2017: Semi Annual Duplicate Placement Home Pre-Merge Reports available on the Convert V: drive.

Tuesday, November 21, 2017: Counties submit reports for Placement Home merge.

Saturday, December 2 – Sunday, December 3, 2017: Automated Duplicate Placement Home Merge.

Wednesday, December 13, 2017: Duplicate Placement Home Merge Exception Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Placement Homes in the database.

The 2017 – 2nd Semi Annual Automated Placement Home Merge will occur on the weekend of Saturday, December 2 – Sunday, December 3, 2017. It will be run off of the data in the report on the Convert V: drive.

For complete information regarding the process and reports, please refer to the Automated Placement Home Batch Merge Training Guides located at: Training tab>Online Training Center>Training Portal>User Guides>Training Guides>Batch Merge Guides. You must have County Logon access to the Training Portal to view the document. If you do not have access, contact your County Single Point of Contact (SPOC).

Please have the most current version of your spreadsheet on the Convert V: drive no later than Tuesday, November 21, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Tuesday, November 21, 2017. Please do not alter the file name or the formatting of the spreadsheet.

The Semi Annual Duplicate Placement Home Report has a field named ‘Reviewed’. This field MUST be set to ‘Yes’ upon review to be included in the Batch Merge Process.



Title: 2017 – 2nd Semi Annual Automated Service Provider Batch Merge


Date: 10/3/2017

What is impacted: County Business Practice

Date of impact:

Wednesday, October 11, 2017: Semi Annual Duplicate Service Provider Pre-Merge Reports available on the Convert V: drive.

Tuesday, November 21, 2017: Counties submit reports for Service Provider merge.

Saturday, December 2 – Sunday December 3, 2017: Automated Duplicate Service Provider Merge.

Wednesday, December 13, 2017: Duplicate Service Provider Merge Exception Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Service Providers in the database.

The 2017 – 2nd Semi Annual Automated Service Provider Merge will occur on the weekend of Saturday, December 2 – Sunday, December 3, 2017. It will be run off of the data in the report on the Convert V: drive.

For complete information regarding the process and reports, please refer to the Automated Service Provider Batch Merge Training Guides located at: Training tab>Online Training Center>Training Portal>User Guides>Training Guides>Batch Merge Guides. You must have County Logon access to the Training Portal to view the document. If you do not have access, contact your County Single Point of Contact (SPOC).

Please have the most current version of your spreadsheet on the Convert V: drive no later than Tuesday, November 21, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Tuesday, November 21, 2017. Please do not alter the file name or the formatting of the spreadsheet.

The Semi Annual Duplicate Service Provider Report has a field named ‘Reviewed’. This field MUST be set to ‘Yes’ upon review to be included in the Batch Merge Process.



September

Title: End-dating Statewide Special Project Codes (SPCs) for Resource Family Approval (RFA)


Date: 9/29/2017

What is impacted: The following three statewide SPCs in CWS/CMS: S-FFACRFH-NREFM; S-RFH-NREFM; S-RFH-Out of County

Date of impact: These three SPCs will be end-dated on Wednesday, October 4, 2017

Start time: N/A   End time: N/A   Duration: N/A

Description:

Release 7.7 added functionality to the CWS/CMS Placement Notebook ID Page that allows a user to select a new Care Provider Relationship To value of “NREFM Guardian” or “NREFM Nonguardian.” These values could be used in combination with placement home/facility types of “Foster Fam Agency Cert Resource Fam Home” or “Resource Family Home” to capture the same information that the statewide SPCs S-FFACRFH-NREFM and S-RFH-NREFM were meant for. Therefore, these SPCs will be end-dated and no longer available in CWS/CMS.

Release 7.5 added a new Placement Facility Type of “Resource Family Home” that when selected allows a user to select any County of Location. Therefore, the statewide SPC S-RFH-Out of County is no longer needed and will be end-dated and no longer available in CWS/CMS.



Title: County Fiscal Letter 16/17-77, dated 06/30/2017


Date: 9/14/2017

What is impacted: SACWIS county claim percentages to benefiting programs

Date of impact: N/A

Start time: July 01, 2017   End time: None   Duration: N/A

Description:

Replace County Fiscal Letter 16/17/-23, dated 09/30/2016

Title: Release 8.0 Informational Bulletin (15-Day)


Date: 9/14/2017

What is impacted: CWS/CMS Application

Date of impact: Wednesday, September 27, 2017

Start time: 6:00 PM    End time: 10:00 PM   Duration: 4 Hours (No Outage)

Description:

On Wednesday, September 27, 2017, Release 8.0 of the CWS/CMS Application will be available. This deployment package contains one (1) SCR.

  • SCR 8663 – Windows 10 (64-bit) / Office 2016 (32-bit) Migration

It is important to note that Release 8.0 is supported on both Windows 7 and Windows 10. Counties are expected to still be running Windows 7 on the day of the release. County migration to Windows 10 should not begin any earlier than 10/14/2017. This will allow for selected transitional counties to pilot the migration process.

CWS/CMS Users please note:

• It is strongly recommended that the user log off the application each night to insure that they are working with the latest version of the application.

• It is recommended that the install of Release 8.0 occur via the office network, as opposed to a remote connection.

• Users that are logged onto the system when the release arrives will not be using the new code at their workstation.

• Like major releases, Release 8.0 will be using a full installation package. There is no outage.

Down-Level Workstations:

To continue using CWS/CMS, all workstations must be brought up-to-date with Release 8.0 before October 12, 2017.

On workstations that do not yet have Release 8.0, appropriate messages will appear after the user clicks OK on the CWS/CMS Control Panel Logon dialog. The messages are shown below.


[Rule 10008]

    Updates for CWS/CMS Release 8.0 are available. To receive them, please restart the workstation (or follow county-specific procedures). If this workstation is not updated by 10/12/17, access will be denied.

Starting Thursday, October 12, 2017, this variation of the message will be shown with a red Error icon:

[Rule 10007]

    Updates for CWS/CMS Release 8.0 are available. To receive them, please restart the workstation (or follow county-specific procedures). Access is denied.

TECHNICAL STAFF ONLY

Coexistent county responsibilities:

  • Install prerequisite package

In preparation for Release 8.0, Coexistent counties must install a prerequisite package on existing Windows 7 workstations before Release 8.0 goes into Production; no later than September 13, 2017. The redistributable package is compatible with Release 7.7.1 so in order to avoid disruption in service counties should start installing these packages at their earliest convenience. Installation for the package requires administrative access to the workstation.

This package is:

  • Microsoft Visual C++ 2015 Redistributable package (vcredist_x86.exe)

The installation files can be downloaded here:

  • C++ package location: \CODEDIST\COTS_Software\Windows 7\VC2015 Redist\

Counties must notify CWS/CMS Customer Relations via e-mail no later than 9/13/17 once both packages are installed successfully.

Coexistent county CWSCMS.MSI file availability:

The CWSCMS.MSI file will be available by Wednesday, September 20, 2017 for technical staff to begin testing the installation of the release. The code will be located on the CWSDFSr share in the following location:

  • \CODEDIST\Staging\R80

Dedicated County CWSCMS.MSI file delivery:

By Wednesday, September 20, 2017, dedicated county users should start seeing the CWSCMS.MSI file copied to their workstations during Windows logon. Technical staff can verify that they have received the file by checking for its presence in the c:\cacw\R80 folder. This file must exist on the workstation for the installation of Release 8.0 to take place on or after September 27.



Title: Template Preparation for Office 2016


Date: 9/8/2017

What is impacted: N/A

Date of impact: September 7, 2017

Start time: N/A   End time: N/A   Duration: N/A

Description:

During County Test Workshop (CTW) for the upcoming Release 8.0, it was discovered that some of the older county-specific templates would either not work in Office 2016 or would be extremely slow to open.

IBM has generated a report titled Old Template List that lists each county’s outdated templates. Office 2016 will not support templates created via Word 6. Counties need to review the report and decide either to invalidate those templates that are no longer needed or to convert necessary templates to a format that Office 2016 can use.

In addition, county-specific templates that contain multiple form fields may populate noticeably slower with Office 2016. Counties can improve the performance of a template by using the newer version of the CreateReport macro which became available along with Release 7.0 in 2013. The Old Template List report also lists Word 97-2003 templates created before -- and not modified since -- this newer version of the CreateReport macro became available.

A new document, County-Specific Template Preparation for Office 2016, has been created to assist counties with directions in the use of the CreateReport macro. It also includes a step-by-step guide on converting old Word 6 templates to the Word 97-2003 format.

Both the Old Template List report and the County-Specific Template Preparation for Office 2016 document are located at two locations on the CWS/CMS website:
1. Guides - Template Guides (located here) (click on Template Guides header to reveal template documents)
2. Training Portal - Release Changes - Release 8.0 - Template Guides (located here) (requires a self-registered logon ID)

Note: The updated Template Automation Guide is also posted at the locations listed above.

Counties can begin converting these outdated templates immediately; however, the conversion needs to occur before each county migrates to Windows 10/Office 2016.



Title: County Testing of Release 8.1


Date: 9/7/2017

What is impacted: All CWS/CMS Users

Date of impact: See dates above

Start time: 9:00 AM   End time: 4:00 PM   Duration: 7 Hours

Description:

The Child Welfare Digital Services (CWDS) Office is requesting participants for the upcoming Release 8.1 County Test Workshop (CTW). The CWDS Office needs and welcomes your assistance since you are the subject matter experts on the CWS/CMS application. Release 8.1 is scheduled for delivery to the counties on January 6, 2018. The CWDS Office is seeking fifteen (15) county staff members for each of the three CTW locations: Sacramento, Orange County, and Fresno County.

The CTW dates for each location are as follows:
Sacramento
Tuesday, November 14, 2017 and Wednesday, November 15, 2017
Orange County
Wednesday, November 8, 2017 and Thursday, November 9, 2017
Fresno County
Wednesday, November 8, 2017 and Thursday, November 9, 2017

Release 8.1 includes SCR 8692 – Programmatic and Rate System Changes Related to AB 403 and AB 1997 (Phase 3).
Counties are urged to nominate individuals with knowledge and experience working in the areas mentioned above. A mix of end users with casework or supervisory experience will also be very helpful.

Users are welcome to attend half a day, a full day, or both days. Please note your requested dates on the attached registration form.

CTW participants will work with other county and state testers as well as vendor support staff to validate the changes in the release and will perform tests of problem fixes and enhancements.

The county should submit a Participant Registration Form (see attached document) for each person that would like to attend. The forms should be returned to the CWDS Office by September 30, 2017. We are seeking a diverse group of participants from large, medium and small counties.



August

Title: Release 8.0 Informational Bulletin (30-Day)


Date: 8/28/2017

What is impacted: CWS/CMS Application

Date of impact: Wednesday, September 27, 2017

Start time: 6:00 PM   End time: 10:00 PM   Duration: 4 Hours (No Outage)

Description:

On Wednesday, September 27, 2017, Release 8.0 of the CWS/CMS Application will be available. This deployment package contains one (1) SCR.

  • SCR 8663 – Windows 10 (64-bit) / Office 2016 (32-bit) Migration
It is important to note that Release 8.0 is supported on both Windows 7 and Windows 10. Counties are expected to still be running Windows 7 on the day of the release. County migration to Windows 10 should not begin any earlier than 10/14/2017. This will allow for selected transitional counties to pilot the migration process.

CWS/CMS Users please note:
• It is strongly recommended that the user log off the application each night to insure that they are working with the latest version of the application.
• It is recommended that the install of Release 8.0 occur via the office network, as opposed to a remote connection.
• Users that are logged onto the system when the release arrives will not be using the new code at their workstation.
• Like major releases, Release 8.0 will be using a full installation package. There is no outage.

Down-Level Workstations:
To continue using CWS/CMS, all workstations must be brought up-to-date with Release 8.0 before October 12, 2017.
On workstations that do not yet have Release 8.0, appropriate messages will appear after the user clicks OK on the CWS/CMS Control Panel Logon dialog. The messages are shown below.

[Rule 10008]

  • Updates for CWS/CMS Release 8.0 are available. To receive them, please restart the workstation (or follow county-specific procedures). If this workstation is not updated by 10/12/17, access will be denied.

Starting Thursday, October 12, 2017, this variation of the message will be shown with a red Error icon:

[Rule 10007]

  • Updates for CWS/CMS Release 8.0 are available. To receive them, please restart the workstation (or follow county-specific procedures). Access is denied.

TECHNICAL STAFF ONLY

Coexistent county responsibilities:

  • Install prerequisite package

In preparation for Release 8.0, Coexistent counties must install a prerequisite package on existing Windows 7 workstations before Release 8.0 goes into Production; no later than September 13, 2017. The redistributable package is compatible with Release 7.7.1 so in order to avoid disruption in service counties should start installing these packages at their earliest convenience. Installation for the package requires administrative access to the workstation.

This package is:

  • Microsoft Visual C++ 2015 Redistributable package (vcredist_x86.exe)

The installation files can be downloaded here:

  • C++ package location: \CODEDIST\COTS_Software\Windows 7\VC2015 Redist\

Counties must notify CWS/CMS Customer Relations via e-mail no later than 9/13/17 once both packages are installed successfully.

Coexistent county CWSCMS.MSI file availability:

The CWSCMS.MSI file will be available by Wednesday, September 20, 2017 for technical staff to begin testing the installation of the release. The code will be located on the CWSDFSr share in the following location:

  • \CODEDIST\Staging\R80

Dedicated County CWSCMS.MSI file delivery:

By Wednesday, September 20, 2017, dedicated county users should start seeing the CWSCMS.MSI file copied to their workstations during Windows logon. Technical staff can verify that they have received the file by checking for its presence in the c:\cacw\R80 folder. This file must exist on the workstation for the installation of Release 8.0 to take place on or after September 27.

The following information once available for R8.0 will be located behind County Logon>Code Release Secure Site>Release 8.0:

Release 8.0>Release Notes 8.0:
CWS/CMS Application Release Notes 8.0

Release 8.0>Presentations:
Release 8.0 JAD (11/14/2016)

Release 8.0>Guides:
R8.0 County Test Workshop – CTW User Guide (8/15/2017)

Release 8.0>County Test Workshop/User Acceptance (CTW/UAT)
R8.0 – CTW Incident Status Report

Please note: The R8.0 – CTW Incident Status Report will be available after CTW.



July

Title: R7.7.1 Interim Release


Date: 7/20/2017

What is impacted: CWS/CMS Application

Date of impact: July 31, 2017

Start time: 6:00 PM   End time: 10:00 PM   Duration: 4 Hours

Description:

On Monday, July 31, 2017, Interim Release 7.7.1 deployment package will be delivered to the CWS/CMS Application. 
This deployment package contains the following:

SCR 8697 - AB403 Rate Changes (Los Angeles only)
AB403 introduced changes to policy related to the Continuum of Care Reform (CCR). These changes include new rate schedules for certain placement facility types and Home Based Family Care (HBFC) placements. Los Angeles requires changes to the LA APPS interface and to the CWS/CMS Client Services application in order to capture information related to the CCR.

IN #10840078 - Enhancements to server fail-over functionality (Dedicated Counties)
Interim Release 7.7.1 implements a feature that fixes an issue some dedicated county users have had with changing their passwords in CWS/CMS.  In addition this new feature will allow the flexibility to create a more reliable Active Directory (AD) infrastructure for all CWS/CMS users and will prevent sync issues from reoccurring.  Information on the CWS/CMS and Windows Domain Sync Issues (IN10840078) was previously communicated on 6/23/17 and 6/28/17 via communication notifications.

County License Case (All Counties)
Problem Description: Under certain circumstances the user may receive the following error message “Universal Data Access Manager has stopped working” when saving changes to a County License Case for a Resource Family Home or  Foster Family Home. This can happen if the user opens the Placement Home notebook for Resource Family Home, and the Resource Family Home notebook is open when the County License Case Applications Status is changed to 'Application Withdrawn'.
Solution: A fix has been identified and included in R7.7.1. Until the fix becomes available, users can avoid the problem by doing the following: BEFORE saving to the database, click on the Placement Home notebook AFTER setting County License Case Applications Status or License Status.

CWS/CMS Users please note:

  • It is strongly recommended that the user log off the application each night to insure that they are working with the latest version of the application.
  • It is recommended that the install of Interim Release 7.7.1 occur via the office network, as opposed to a remote connection.
  • Contact your County Support Staff to confirm that the correct version has been delivered to the workstation.
  • Users that are logged onto the system when the release arrives will not be using the new code at their workstation.
  • Like major releases, Interim Release 7.7.1 will be using a full installation package.  There is no outage.

Down-Level Workstations:

To continue using CWS/CMS, all workstations must be brought up-to-date with Release 7.7.1 before August 22, 2017

On workstations that do not yet have Release 7.7.1, appropriate messages will appear after the user clicks OK on the CWS/CMS Control Panel Logon dialog.  The messages are shown below.

Starting Tuesday, August 1, 2017, this message will be shown with a yellow Warning icon:

[Rule 10008]
Updates for CWS/CMS Release 7.7.1 are available.  To receive them, please restart the workstation (or follow county-specific procedures).  If this workstation is not updated by 8/22/17, access will be denied.

Starting Tuesday, August 22, 2017, this variation of the message will be shown with a red Error icon:

[Rule 10007]
Updates for CWS/CMS Release 7.7.1 are available.  To receive them, please restart the workstation (or follow county-specific procedures).  Access is denied.



June

Title: 2017 – 2nd Semi Annual Automated Attorney Batch Merge


Date: 6/30/2017

What is impacted: County Business Practice

Date of impact: Wednesday, July 12, 2017: Semi Annual Duplicate Attorney Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Attorneys in the database.

The 2017 – 2nd Semi Annual Automated Attorney Merge will occur on the weekend of Saturday, September 2 – Sunday, September 3, 2017. It will be run off of the data in the report on the Convert V: drive.

For complete information regarding the process and reports, please refer to the Automated Attorney Merge Training Guides located on the CWS/CMS website at the following path:  Training tab> >Training Portal> Guides> >Batch Merge Guides. You must have Logon access to the Training Portal to view the document.  If you do not have access, then you must register on the Login page.

Please have the most current version of your spreadsheet on the Convert V: drive no later than Tuesday, August 22, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Tuesday, August 22, 2017. Please do not alter the file name or the formatting of the spreadsheet.

The Semi Annual Duplicate Attorney Report has a field named ‘Reviewed’. This field MUST be set to ‘Yes’ upon review to be included in the Batch Merge Process.

When:

Wednesday, July 12, 2017: Semi Annual Duplicate Attorney Merge Reports available on the Convert V: drive.

Wednesday, August 22, 2017: Counties submit reports for Attorney merge.

Saturday, September 2 – Sunday, September 3, 2017: Automated Duplicate Attorney Merge.

Wednesday, September 13, 2017: Duplicate Attorney Merge Exception Reports available on the Convert V: drive.



Title: 2017 – 2nd Semi Annual Automated Client Batch Merge


Date: 6/30/2017

What is impacted: County Business Practice

Date of impact: Wednesday, July 12, 2017: Semi Annual Duplicate Client Pre-Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Client’s in the database.

The 2017 – 2nd Semi Annual Automated Client Merge will occur on the weekend of Saturday, September 2 – Sunday, September 3, 2017. It will be run off of the data in the report on the Convert V: drive.

For complete information regarding the process and reports, please refer to the Automated Merge Training Guides located on the CWS/CMS website at the following path: Training tab> >Training Portal> Guides> >Batch Merge Guides. You must have Logon access to the Training Portal to view the document. If you do not have access, then you must register on the Login page.



Title: 2017 – 2nd Semi Annual Automated SCP Batch Merge


Date: 6/30/2017

What is impacted: County Business Practice

Date of impact: Wednesday, July 12, 2017: Semi Annual Duplicate SCP Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Substitute Care Providers (SCPs) in the database.

The 2017 – 2nd Semi Annual Automated SCP Merge will occur on the weekend of Saturday, September 2 – Sunday, September 3, 2017. It will be run off of the data in the report on the Convert V: drive.

For complete information regarding the process and reports, please refer to the Automated SCP Merge Training Guides located on the CWS/CMS website at the following path:  Training tab> >Training Portal> Guides> >Batch Merge Guides. You must have Logon access to the Training Portal to view the document.  If you do not have access, then you must register on the Login page.

Please have the most current version of your spreadsheet on the Convert V: drive no later than Tuesday, August 22, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Wednesday, August 22, 2017. Please do not alter the file name or the formatting of the spreadsheet.



May

April

March

Title: Release 7.6.and Interim Release 7.6.0 (30-Day Reminder)


Date: 3/3/2017

What is impacted: CWS/CMS Application

Date of impact: Saturday, April 1, 2017

Start time: N/A    End time: N/A    Duration: N/A

Description:

Release 7.6 and Interim Release 7.6.0 will be implemented on Saturday, April 1, 2017.

Release 7.6 contains two (2) System Change Requests (SCR):

SCR 8692 – Programmatic and Rate System Changes Related to AB 403 and AB 1997 (Phase I)

Phase I of this SCR Includes the following:

Requirement 1 - Up to four (4) new values shall be added to the Placement Program Type / History section of the Placement notebook. These values shall also be added to the Char/Pref page of the Placement Home notebook.

Requirement 5 - To record the meetings of the Child and Family Team (CFT), the system shall add fields to record the lead agency of the CFT meeting (six values), key roles present at the meeting (twenty values), to the Contact notebook. The CFT will also need to be a case management service, delivered service, planned case activity, and populate to case plan documents.

Requirement 9 - The system shall allow documents to be stored and associated to an individual Placement Home. Three (3) of these documents will require CLC privilege to view and create.

Requirement 13 - A new value of Home Based Family Care will be added to the Payment Type Dropdown on the Ongoing Requests page of the Placement notebook. New values shall be added to the Rate/Service Level drop down on the same page: Basic, Level 2, Level 3 and Level 4.

Requirement 14 - Seven (7) fields related to payments for Adoptive Placements and Foster Care Placements shall allow more characters to be entered so that higher rates can be recorded.

Requirement 17 - For RFH, the system shall no longer require the Application Received date to be before the start date of the active license row.

SCR 8695 - Training Tools

 

The Help Desk tickets and PTS issues are described in detail in the R7.6.0 Interim Release Details list located on the CWS/CMS website behind County Logon>Code Release Secure Site>Release 7.6.0>Interim Release 7.6.0.

 

R7.6 Data Structure Changes has been posted on the CWS/CMS website behind County Logon>Code Release Secure Site>Code Release 7.6.

 

 

 

The following information will be posted when available:

 

Database Changes

Business Objects Mappings 7.6

Charts-Entity Relationship Diagram (ERD)

Index-Entity Relationship Diagram (ERD)

Folded Keys

 

Additionally, once the new version of xTools is available it will be located on the CWS/CMS website under the County Info tab>County Logon>Applications>xTools.



February

Title: Placement Home Data Cleansing


Date: 2/2/2017

What is impacted: N/A

Date of impact: February 4, 2017

Start time: N/A   End time: N/A   Duration: N/A

Description:

The CWS/CMS Data Quality Team has scheduled a data cleansing of the Placement Home Data for Saturday, February 4, 2017.  This activity will cleanse Foster Family Homes (FFAs) with no License Number and were created at CWS original conversion time. 

Additional information:

    • This is Statewide implementation
    • No County workload expected
    • Fresno Piloted the process in December 2016
    • An informational document is available on the DQ portal at: /Documents/Automated Data Correction/”About Placement Home Cleanup.pdf”


January

Title: 2017 – 1st Semi Annual Automated SCP Batch Merge


Date: 1/6/2017

What is impacted: County Business Practice

Date of impact: Wednesday, January 11, 2017: Semi Annual Duplicate SCP Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Substitute Care Providers (SCPs) in the database.

The 2017 – 1st Semi Annual Automated SCP Merge will occur on the weekend of Saturday, March 4 – Sunday, March 5, 2017. It will be run off of the data in the report on the Convert V: drive.

 

For complete information regarding the process and reports, please refer to the Automated SCP Merge Training Guides located on the CWS/CMS website at the following path:  Training tab>Online Training Center>Training Portal>User Guides>Training Guides>Batch Merge Guides. You must have County Logon access to the Training Portal to view the document.  If you do not have access, contact your County Single Point of Contact (SPOC).


Please have the most current version of your spreadsheet on the Convert V: drive no later than Wednesday, February 22, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Tuesday, February 21, 2017. Please do not alter the file name or the formatting of the spreadsheet.



Title: 2017 – 1st Semi Annual Automated Attorney Batch Merge


Date: 1/6/2017

What is impacted: County Business Practice

Date of impact: Wednesday, January 11, 2017: Semi Annual Duplicate Attorney Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Attorneys in the database.

The 2017 – 1st Semi Annual Automated Attorney Merge will occur on the weekend of Saturday, March 4 – Sunday, March 5, 2017. It will be run off of the data in the report on the Convert V: drive.

 

For complete information regarding the process and reports, please refer to the Automated Attorney Merge Training Guides located on the CWS/CMS website at the following path:  Training tab>Online Training Center>Training Portal>User Guides>Training Guides>Batch Merge Guides. You must have County Logon access to the Training Portal to view the document.  If you do not have access, contact your County Single Point of Contact (SPOC).


Please have the most current version of your spreadsheet on the Convert V: drive no later than Wednesday, February 22, 2017, as the program will be run off of those documents.

Note: Counties can update the Pre-Merge Reports until Tuesday, February 21, 2017. Please do not alter the file name or the formatting of the spreadsheet.

 

The Semi Annual Duplicate Attorney Report has a field named ‘Reviewed’. This field MUST be set to ‘Yes’ upon review to be included in the Batch Merge Process.

Title: 2017 – 1st Semi Annual Automated Client Batch Merge


Date: 1/6/2017

What is impacted: County Business Practice

Date of impact: Wednesday, January 11, 2017: Semi Annual Duplicate Client Pre-Merge Reports available on the Convert V: drive.

Start time: N/A   End time: N/A   Duration: N/A

Description:

The Automated Batch Merge is a semi-annual process. The purpose of this process is to assist the counties of California in the cleanup of duplicate Client’s in the database.

The 2017 – 1st Semi Annual Automated Client Merge will occur on the weekend of Saturday, March 4 – Sunday, March 5, 2017. It will be run off of the data in the report on the Convert V: drive.

 

For complete information regarding the process and reports, please refer to the Automated Merge Training Guides located on the CWS/CMS website at the following path:  Training tab>Online Training Center>Training Portal>User Guides>Training Guides>Batch Merge Guides. You must have County Logon access to the Training Portal to view the document.  If you do not have access, contact your County Single Point of Contact (SPOC).



December

Title: CWDS Continuum of Care Reform (CCR) Release Update


Date: 12/27/2016

What is impacted: CWS/CMS Application

Date of impact: N/A

Start time: N/A   End time: N/A   Duration: N/A

Description:

Because of the great urgency  placed by counties and by the State on delivering the required Continuum of  Care Reform (CCR) functionality to child welfare workers, CWDS is moving these  system changes into production prior to the system upgrades planned as Release  8.0. 

The CWS/CMS Office is already  working with the priorities stated by Counties, and by State Program  specialists and with IBM to plan the roll out of these CCR changes in two  releases separated by about three months.  These releases, 7.6 and 7.7, are planned for the end of March 2017 and  the end of June 2017.  At that point the  work on the Windows conversion (Release 8.0) will resume on a new  timeline. 

More detailed information on these  system changes as well as the timelines and impacts, will be posted on the CWDS  website as they are made available.  


Please  click HERE to see the release details for R7.6 and R7.7.