CDD-801A, Monthly Population Information
The CDD-801A is the data collection in which agencies report specific information about every family receiving child care and development services provided by funding from a contract with the California Department of Education, Early Education and Support Division (EESD). This Web page contains information specific to the CDD-801A report. Data Reporting—Frequently Asked Questions contains additional information about data reporting in general, including technical information.
What is the CDD-801A Monthly Population report?
Which agencies must submit the CDD-801A?
What is the deadline for submitting the CDD-801A?
Why do agencies have to submit the CDD-801A?
How do I submit a monthly report?
How do I report no services?
Can I view information already submitted?
Can I revise previously submitted reports?
The CDD-801A report is a list of all families and children that received EESD-subsidized services for a specified month. It is submitted monthly by every agency that contracts with EESD to provide subsidized child care and development services. The CDD-801A reports are also used to draw a sample of approximately 250 cases per month on which more detailed information is gathered through a separate report, the CDD-801B.
All agencies must submit the CDD-801A report in any month where families and children received EESD-subsidized child care and development services during the report month. The report month is the month in which services were provided. This means that if your agency provided EESD-subsidized child care and development services to families and children during the report month and EESD reimbursed your agency for those services under your contract, even if for only a few hours during the month, those families and children must be included in that month's report.
The CDD-801A is due on the 20th of the month following the end of the report period. For example, the November 2009 monthly report is due by December 20, 2009. Late notifications are sent out the following business day. Agencies not submitting by the final date stated in the late notification will have their apportionments withheld until the complete report is submitted. Agencies should revise reports as soon as possible if discrepancies are found between what was reported and families and children actually served.
The CDD-801A reports are very important. If agencies don't send them in, EESD is unable to pull a sample that accurately represents the universe of children receiving subsidized child care and development services. This in turn prevents EESD from meeting the reporting requirements of federal law.
As a requirement of receiving federal child care funding, all states must submit the federally mandated ACF-801, which is a requirement of the Personal Responsibility and Work Opportunity Act of 1996 (PL 104-193). States were given a choice to submit the required information for all the families whose services were provided by federal funds or a sample of those families. California has chosen to submit a sample. We use the monthly information submitted on the CDD-801A to draw a sample of approximately 250 families each month.
Failure to submit the data to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of California agencies to report in a timely manner will result in withholding of their apportionments.
All reporting is completed online. Agencies submit their reports online in one of two ways.
- By logging in to the CDMIS secure Web site and selecting the function "CDD-801A Web Input/Edit" to copy families from month to month and to fill in data entry screens to add new families when services began and also to delete families from months where they did not receive services. For instructions on how to submit your reports using this method, Step-by-Step instructions for using CDD-801A Web Input/Edit have been developed.
- By logging in to the CDMIS secure Web site and selecting the function "CDD-801A Electronic File Transfer to submit a text file created by your agency that contains all the required information and is formatted specifically for the CDMIS system to process. If your agency chooses to submit monthly CDD-801A data via electronic file transfer, please read the Instructions and Electronic File Format Specifications. For directions on how to submit using this method, instructions for Using the CDD-801A Electronic File Transfer Screen have been developed.
If an agency has a contract but does not provide any services in a given month, the agency must report no services. To report no services, select the function "Sub-Agency/No Services" from the CDMIS Main Menu and click the "Submit" button. Then, follow the instructions for reporting no service periods under the "How to use this screen" link on the Sub-Agency/No Services page.
Information that has been submitted can be viewed or edited for a period of time after the due date. Check our Archived CDD-801A Data Page to determine whether a particular month remains available to view or edit.
Absolutely. If you find that a particular report month does not contain the correct information, such as families or children not reported, families or children reported that did not receive EESD-subsidized child care and development services through your contracts with EESD, or even if you need to make a minor change the information you reported for a family, make those changes to the CDD-801A monthly report as soon as they are discovered. For agencies that use the Web Input/Edit method to report, simply go to the month you wish to update and make the changes to reflect accurate services in that month. For agencies who submit an electronic file, you can either resubmit your monthly file or you can use the Web Input/Edit method to add or delete individual families and/or children.