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CWS/CMS Bulletin - Release 8.5 and Interim Release 8.5.0 Informational Bulletin


Date: 12/27/2018
Title: Release 8.5 and Interim Release 8.5.0 Informational Bulletin
What is Impacted: CWS/CMS Application
Describe Impact:

Release 8.5 and Interim Release 8.5.0 will be implemented on Saturday, January 26, 2019.

Release 8.5 contains 5 SCRs: 8629, 8673, 8712, 8719, and 8738. SCR 8629 includes six (6) Requirements, SCR 8673 includes two (2) Requirements, SCR 8712 includes four (4) Requirements, SCR 8719 includes six (6) Requirements, and SCR 8738 includes seven (7) Requirements.

SCR 8629 – Katie A Screening Reminders

Requirement 1 – An annual Mental Health screening reminder shall be created (“Annual Reminder”). The due date of the reminder will be 12 months from the date of the most recent Mental Health screening row, and the reminder will display 30 days before the due date.

Requirement 2 – Entering a new row with any one of the Mental Health screening values shall clear the “Annual Reminder”, assuming the date on the new row is within the last 12 months.

Requirement 3 – An initial Mental Health screening reminder shall be created (“Initial Reminder”). The due date of the reminder will be 60 days after the Case Start Date, and the reminder will display 30 days before the due date.

Requirement 4 – The “Annual Reminder” and “Initial Reminder” shall apply to Case Focus Children only. They will not display in Referral.

Requirement 5 – If a case has been closed, and is reopened, a new “Initial Reminder” shall be generated.

Requirement 6 – Entering a new row with any one of the Mental Health screening values shall clear the “Initial Reminder”, and reset the reminder due date to 12 months from the date of the new row.

SCR 8673 – Add New Grade Level, Contact Method & Associated Visit Method

Requirement 1 – Two new values, Text and Video Chat, shall be added to the Communication Type Code Table. These values will be available in the Contact notebook, Contact page and Associated Visits page.

Requirement 2 – One new value, Transitional Kindergarten, shall be added to the Education Grade Level Type Code Table

SCR 8712 – Client Search – Add Client ID to Family Members Page of the Client Abstract

Requirement 1 – The system shall be updated to add a new column showing the Client ID number on the Family Members page of the Client Abstract.

Requirement 2 – The system shall be updated to add a function for each row of the grid on the Family Members page of the Client Abstract that opens the Client Abstract ID page for that client.

Requirement 3 – The system will show the Client ID number for family members who are Sealed and/or Sensitive. However, the system will not allow a user to open the Family Member client abstract if the family member is Sealed and/or Sensitive, and user does not meet current security guidelines.

Requirement 4 – The system shall be updated to add a new column showing the Client sensitivity on the Family Members page of the Client Abstract

SCR 8719 – New Case Plan Documentation Requirements Regarding the Sexual & Reproductive Health of Foster Youth and Non-Minor Dependents

Requirement 1 – Two new Service Types shall be added to the Education Services category of the Case Plan notebook Client Services page, and to the Contact notebook Associated Services page.

Requirement 2 – The application shall be modified to provide a periodic reminder to notify users that a case focus child is due to receive comprehensive sexual health education.

Requirement 3 – A new Service Type shall be added to the Case Management Services category of the Case Plan notebook Case Mgmt Svcs page, and to the Contact notebook Associated Services page.

Requirement 4 – The application shall be modified to provide a periodic reminder to prompt users to document that a case focus child has been informed of their reproductive and sexual health care rights.

Requirement 5 – The Case Plan document shall be modified to include the documentation of a case focus child receiving comprehensive sexual health education, and the documentation of a case focus child being informed of their reproductive and sexual health care rights.

Requirement 6 – A new Service Provider Category shall be added with three static Service Providers to represent Middle School, High School, and an Alternate Source. These values cannot be edited by users.

SCR 8738 – Training Tools Package for R8.5

Requirement 1
The Scenario Manager application must include the latest code tables upon completion of the testing cycle.

Requirement 2
Provide file for Scenario Manager application that can be uploaded to the Training website.

Requirement 3
The CAD training Database and Tables, Business Object Universes, and Business Objects Mapping spreadsheet must be updated to be consistent with current release.

Requirement 4
Business Objects curriculum content must be consistent with current version of Business Objects.

Requirement 5
Client ages in Scenario Manager must be consistent with corresponding client ages throughout Scenario Manager and the New User Curriculum.

Requirement 6
Update the curriculum screen shots so that ages are consistent within each student guide.

Requirement 7
The CWS/CMS for New Users Curriculum, process maps and mapped documents must reflect screen changes and must address the code changes to the system as stated in SCRs 8629, 8673, 8712 and 8719.

Release 8.5.0 contains one (1) SCR 8746. SCR 8746 includes six (6) Requirements.

SCR 8746 – Forms Update #1 for 2019

Requirement 1
The outdated version of the AAP2 PAYMENT INSTRUCTIONS ADOPTION ASSISTANCE PROGRAM document shall be updated to the September, 2018 version.

Requirement 2
The outdated version of the AD 4320 ADOPTION ASSISTANCE PROGRAM (AAP) AGREEMENT document shall be updated to the May, 2018 version.

Requirement 3
The outdated version of the FC 8 FEDERAL ELIFIBILITY CERTIFICATION FOR ADOPTION ASSISTANCE PROGRAM document shall be updated to the May, 2018 version.

Requirement 4
The outdated version of the JV-590 ORDER TO SEAL JUVENILE RECORDS-WELFARE AND INSTITUTIONS CODE SECTION 781 document shall be updated to the September, 2018 version.

Requirement 5
The outdated version of SS 8572 SUSPECTED CHILD ABUSE REPORT document shall be updated to the April, 2017 version.

Requirement 6
The outdated version of TILP1 TRANSITIONAL INDEPENDENT LIVING PLAN & AGREEMENT document shall be updated to the July, 2018 version.

The following information once available for R8.5 will be located behind County Logon>Code Release Secure Site>Release 8.5:

Release 8.5>County Test Workshop/User Acceptance Testing/CTW/UAT: R8.5 Incident Status Report (Pending)

Coexistent county CWSCMS.MSI file availability:

The CWSCMS.MSI file will be available by Wednesday, January 16, 2019 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\R85

Dedicated County CWSCMS.MSI file delivery:

By Wednesday, January 16, 2019 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\R85 folder. This file must exist on the workstation for the installation of Release 8.5 to take place on or after January 26, 2019.


When: January 26, 2019
Start Time: 6:00 AM
End Time: 2:00 PM
Duration: 8.0 Hours

Who is Impacted: All CWS/CMS Users
Why: Information Sharing

Contact Name: CWDS Customer Relations
Contact Email: CWS_CustRel@osi.ca.gov
Contact Phone: