Data Quality SCR List : Completed and In-Progress

Release Implemented SCR Description Outcome  
R7.4 5/21/2016 8631 Address Standardization to USPS standards Over 40 million addresses standardized at go-live. On-going weekly standardization of approx. 50,000 records.  
R7.4 5/21/2016 8632 Service Provider Records Duplication Entry Reduction Requiring search of Service Provider prior to adding record resulted in reduction of new records by over 66% (from 5,000 per month down to 1,500 per month)  
WA1501 1/16/2016 8648 Education Provider Clean-up By enriching records with a school number, CDSS & CDE benefitted with a reduction of 2,126 duplicate schools for their inter-agency reporting  
WA1601 2/4/2017 8681 Conversion Case Assignment Clean-up Deleted / Closed 650 Foster Family Homes (& 1,600 CLCs) associated with conversion  
R8.4 12/14/2019 8653 Education Provider Batch Merge Batch merge of 1,800 duplicate County/Conversion created education providers with DOE master records  
R8.5 2/13/2019 8712 Client Search Results When performing client searches, the screen now returns more information on that client. This assists workers researching for data cleansing  
R8.6 4/27/2019 8743 Placement Home Data Cleansing Batch Merge 633 Group Homes / Fix 11,000 Homes with no name  
R8.7 8/31/2019 8750 End Assignments for Closed Finalized Adoption Cases Ended 17,000 open assignments, 400 AAPs updated, 9,000 reminders deleted. Outcome includes reduced load time for case worker caseload when opening CWS/CMS  
R8.7 12/14/2019 8751 Education Provider School Type New weekly merge process. Approx. 10,000 schools manually entered with wrong school type can be fixed and then be eligible for batch-merge  
R8.8 12/7/2019 8752 Service Provider Address Deduplication Batch Merge 14,700 Duplicate service provider addresses. New weekly automated process created to merge duplicates created that week of processing  
R8.8 10/26/2019 8753 Client Semi-Annual Duplication Report Included more fields that will assist workers researching for data cleansing  
R8.8 10/26/2019 8765 Add DOB to SCP Search 1. Better CWS/CMS search results should reduce number of duplicate records. 2. Faster merge process with more efficient record searching  
R8.9 1/25/2020 8781 Service Provider Search Results 1. Better CWS/CMS search results should reduce number of duplicate records. 2. Faster merge process with more efficient record searching  
R8.10 7/22/2020 8836 Validate SSN Upon Data Entry in the Client Notebook No erroneous SSN Upon Data Entry in the Client Notebook  
R8.12 10/22/2020 8856 Manually Directed Batch Merge of FFACRFH/FFACH Homes Expected: Batch merge LIS & CWS homes that would not normally be selected for semi-annual processing due to discrepancies in facility name  
Direct 11/1/2020 8849 Client Batch Merge Frequency Change Frequency of Client automated batch merge increases from semi-annual to bi-monthly. More merges can occur automatically and reduce County workload  
Direct 11/1/2020 8875 Add Counties to Automated Client Merge Add Santa Clara & Yuba to automated client merging  
R8.13 1/23/2021 8815 Streamline Ability to Update Service Provider Records Expected: Efficient method of updating service provider records to encourage data quality best practices  
R8.14 5/15/2021 8794 Service Provider Deduplication Expected: Batch merge the top 10 largest groupings of duplicates. Potential 20,000 duplicates to be merged  
R8.17 1/22/2022 8840 Placement Home Naming Standard Expected: Data Consistency between CWS & LIS homes. Improves confidence for finding duplicates. Better searches reduce probability of new duplicates created  
R8.16 10/16/2021 8842 Unknown Client Name Standardization Expected: Standardize approx. 300,000 Client names that were entered as unknown (or derivation of). Allow CWS to provide ability to standardize. Reduces number of duplicates  
R8.15 7/17/2021 8850 Validate & Cleanse Client Demographic Data Expected: Improved overall data quality allows for better searches, accurate reporting, and duplicate matching results  
R8.15 7/17/2021 8872 Add Operated By for FFACH/FFACFH Facility Search Add Operated By for FFACH/FFACRFH - Facility Search Option, improve searching and reduce duplicates  
R9.3 2/10/2024 8776 Client SSNs Cleanup Expected: Cleanse 150,000 SSNs that do not comply with SSA standards  
NO-GO NO-GO 8841 Standardize Addresses from LIS & DOE Feasibility showed that correcting LIS & DOE addresses would have impacts on the current import process that would result in duplicates. Determined as a NO-GO  
Potential
R9.5		 Oct 2024 Tentative 8843 Transfer Enrollments between DOE Schools Expected: Approx. 18,000 enrolments are attached to closed DOE schools. This will allow transfer of a portion of the open enrolments from closed to open DOE schools  
R9.3 02/10/2024 8844 Automatically Cleanup Open Education Enrollments Expected: Cleanup open enrolments that are attached to closed cases // Cleanup open enrolments for children that have aged out of the school  
TBD TBD 8845 Overlapping State IDs & Client Merging Expected: Automatically cleanse overlapping State IDs that prevent Client merging. Allows more Client merges to occur  
R8.19 7/16/2022 8846 Validate & Cleanse SCP Data Demographic Data Expected: Improved overall data quality allows for better searches, accurate reporting, and duplicate matching results  
Potential R9.5 Oct 2024 Tentative 8847 Validate & Cleanse Service Provider Demographic Data Expected: Improved overall data quality allows for better searches, accurate reporting, and duplicate matching results  
TBD TBD 8848 Report and Remove SSN in non-secured fields Expected: Reporting and removal of SSNs in non-secure fields to improve data security  
TBD TBD 8851 Cleansing of Overlapping Placements Expected: Placement episodes to be logically sequential. Improves in reporting and data quality  
R9.5 Oct 2024 Tentative 8852 Validate & Cleanse Reporter Demographic Data Expected: Improved overall data quality allows for better searches, accurate reporting, and duplicate matching results  
R9.5 Oct 2024 Tentative 8853 Validate & Cleanse Collateral Data Demographic Data Expected: Improved overall data quality allows for better searches, accurate reporting, and duplicate matching results  
R8.18 4/23/2022 8854 Populate BO with Log of Manual Merges Performed in CWS Expected: Log of manual merges performed in CWS is available in BO, allows Counties to know when and who performed a merge for auditing and cleansing metrics  
R8.15 7/17/2021 8869 Improve Client Merge Selection Dropdown Expected: Expand merge drop down screen to allow better selection for merging. Increases efficiency  
TBD TBD 8868 Improve Placement Home Merge Selection Dropdown Expected: Expand merge drop down screen to allow better selection for merging. Increases efficiency  
TBD TBD 8867 Improve Attorney Merge Selection Dropdown Expected: Expand merge drop down screen to allow better selection for merging. Increases efficiency  
TBD TBD 8866 Improve Home Selection When Adding Placement Expected: Faster and more accurate selection of homes when adding a placement  
TBD TBD 8865 Improve Education Provider Merge Selection Dropdown Expected: Expand merge drop down screen to allow better selection for merging. Increases efficiency  
R8.15 7/17/2021 8864 Improve SCP Merge Selection Dropdown Expected: Expand merge drop down screen to allow better selection for merging. Increases efficiency  
TBD TBD 8793 Collateral Duplicate Records Expected: Merge and remove 700,000 duplicate records (deferred to Cares migration at this time)  
TBD TBD 8839 Obsolete Special Project Code Clean-Up – S Expected: Cleansing of old obsolete special project codes in readiness for Cares  
Direct 10/30/2021 8899 Add Counties to Automated Education Provider Merge Expected: Add Contra Costa & Marin Counties  
Direct 10/30/2021 8900 Add Counties to Automated Service Provider Address Merge Add Contra Costa & Marin Counties  
R8.19 7/16/2022 8912 Substitute Care Provider (SCP) Deduplication Expected: Increased merging of duplicate SCPs based on fuzzy matching logic  
TBD TBD 8917 Remove Home Type as Requirement for Search Expected: Better searches reduces duplicate entry  
R8.19 7/16/2022 8918 Remove School Type as Requirement for Search Expected: Better searches reduces duplicate entry  
R9.3 02/10/2024 8935 Reporter Badge Number Cleansing Expected: Cleanse reporter last name and place badge number in the correct field  
R9.2 8/16/2023 8936 Email Cleansing Expected: Automatically cleanse emails that are stored in CWS/CMS and violate email syntax rules  
R9.2 9/16/2023 8937 Email Validation Expected: Add email validation to all screens that currently do not validate upon data entry  
Potential R9.5 Oct 2024 Tentative 8943 Expand Merge History Log Expected: Track all merges available in CWS/CMS to provide counties an audit trail in BO  
TBD TBD 8944 Reduce Number of Unknown Addresses in ADDRS_T Expected: Reduce number of addresses that are duplicated based on unknown (over 500,000)  
R9.3 02/10/2024 8906 Other Adults Data Entry Expected: Add demographic fields, split name into explicit fields  
R9.3 02/10/2024 8955 Other Adults in Home Batch Update Expected: Cleanse/populate existing records move data into new fields  
TBD TBD 8938 Add Client Cell Number to Client Notebook Expected: Dedicated Cell Phone field for client  
Potential R9.5 Oct 2024 Tentative 8908 Update Service Provider add NPI and middle initial Expected: Add NPI number and middle initial to service provider  
Potential R9.5 Oct 2024 Tentative 8954 Service Provider NPI Data Batch Update Expected: Add NPI number (and other fields) from NPI Registry  
Potential R9.5 Oct 2024 Tentative 8960 Other Child in Home Name Fields Expected: Split single name field into first, middle & last names  
Potential R9.5 Oct 2024 Tentative 8961 Other Child in Home Name Fields Data Population Expected: Automatically populate existing records - new fields using existing data  
Potential R9.5 Oct 2024 Tentative 8964 Update CWSCMS User Emails for CARES readiness Expected: Batch update of missing user emails  
Potential R9.5 Oct 2024 Tentative 8965 CWSCMS User Emails must be mandatory Expected:Currently, email for a CWS/CMS user is an optional field. CWS-CARES requires that a user profile has an email address  
Potential R9.5 Oct 2024 Tentative 8967 Duplicate Hearing Notebooks Alert if a duplicate is hearing notebook being entered prevents duplication  
Potential R9.5 Oct 2024 Tentative 8970 Deduplication of Hearing Notebooks 200,000 duplicate hearing notebook exist, provides deduplication
Potential R9.5 Oct 2024 Tentative 8971 Illogical Client Relationship Correction Reverse relationship types to be logical, and allow for migration in to CARES
Potential R9.5 Oct 2024 Tentative 8972 ACL 22-95 ICWA Mandatory Fields Fields required by ICWA should be mandatory to improve timeliness and quality of data
Potential R9.5 Oct 2024 Tentative 8973 ACL 22-95 ICWA Reminder Prevent the ending of a referral or case until the ICWA Eligible field is answered. Improve timeliness and quality of data.
TBD TBD 8974 Include CWSCMS User Last Access Data to BO Allows counties to run reports on user profile usage for easier admin
TBD TBD 8982 Add missing name for Placement Homes Name is optional in CWS/CMS, but mandatory in CARES. Batch generate name for improved migration
TBD TBD 8983 Add missing name for Non-Fostercase Facility Name is optional in CWS/CMS, but mandatory in CARES. Batch generate name for improved migration
TBD TBD 8985 Make Name Mandatory for Non-Foster Care Facility Make facility name mandatory in CWS/CMS to match CARES
TBD TBD 8989 Cleanup Outdated Home Studies Automation of changing the status of home studies that are preventing possible 7,000 SCP Merges