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Management Bulletin 07-02


Child Development Division

Subject: Monthly Population Report (CDD-801A) Requirements and Instructions Number: 07-02
Authority: Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (PL 104-193); Federal Regulations (45 CFR Part 98, sections 98.70-98.71); California Education Code Section 8261.5.

Date: March 2007

Expires: When Superseded

Attention:  Executive Officers and Program Directors of All Child Development Division (CDD) Subsidized Child Care and Development Programs Except Resource and Referral

Purpose

The purpose of this Management Bulletin (MB) is to provide an updated single source for requirements and instructions relating to preparation and submission of the CDD-801A Monthly Population Report. This MB does not present new requirements; the requirements in this MB have been previously transmitted to contractors. This MB rescinds and supersedes MB 01-15, MB 01-22, and MB 02-12.

Background

The CDD-801A was created a number of years ago to gather data required by federal law. Initially submitted in paper format, the CDD-801A has undergone many refinements and improvements and, since 2001, submittal via the Internet has been required for all CDD contractors except Resource and Referral. The CDD-801A is part of the CDD’s Child Development Management Information System (CDMIS).

Statutory Requirement

The federal and state laws and regulations identified under “Authority,” above, require contractors to report the data requested so that the CDD is able to meet federal reporting requirements and timelines, and is able to accurately present data to the Legislature and the public about services provided. Because of the essential nature of these data and the timelines required by federal law, failure to report or to report correctly will result in withholding of non-complying contractors’ child development apportionments, and may also result in the agency being placed on conditional status, consistent with the contract’s Funding Terms and Conditions.

The CDD-801A must be submitted each month by all agencies, except Resource and Referral agencies, that contract with CDD to provide services to families and children. Each monthly report must include all families and children who received CDD subsidized services in the report month from all contracts that the agency has with CDD. Where some or all services are subcontracted by an agency to a subcontractor who is also a CDD contractor, programs are cautioned to be sure that all families and children are reported in the primary contractor’s report rather than in a report submitted in the name of the subcontractor. Full-cost families or families whose care was paid completely by another entity (such as another funding source including a voucher from another agency) should not be reported.

The CDD, in consultation with a field advisory group, has developed two ways for agencies to submit data electronically: Electronic File Transfer and Web Input.

Electronic File Transfer is a method whereby contractors transfer specifically formatted files to CDD via a secure upload process. This method is typically chosen by larger agencies that have the required technical knowledge and support to be able to follow the detailed directions for formatting their data and files. Please see the Instructions and Electronic File Format Specifications for detailed formatting and submission standards and instructions. Contractors that choose this method of monthly submittal will format a file in accordance with the standards and instructions and will then log on each month to the secure CDMIS Web site to transfer the file.

Agencies using Electronic File Transfer have available a Test Web site to test the file format they have created or modified. The CDMIS Test Web site processes files every half hour between 7:00 am and 7:30 pm each day. For example, a file submitted at 9:05 a.m. will be processed at 9:30 a.m. The status of the file can be checked within a few minutes after the file has processed. Please note that data submitted via this CDMIS Test Web site will not be reviewed in any way by CDMIS staff. After agency staff reviews the results of the test, they must fix any errors listed (if it did not pass), resubmit the file, and continue this process until there are no errors. Files that pass can then be submitted to the main CDMIS Web site and will count as the agency's submission once it passes. Agencies should check the status of their submission to the CDMIS Web site the morning after it was submitted.

Web Input is a method whereby contractors enter data about each family and child by completing screens on the CDMIS Web site. Contractors choosing this method of monthly submittal will log on to the secure CDMIS Web site and enter information family by family. After the initial month that a child/family has been entered into the system, reporting in succeeding months consists of copying the previous month’s report forward to the new reporting month and then updating the information for any families/children being added, deleted, or changed. The Web Input method is the best choice for smaller agencies or for those that do not have many families to enter, or for any agencies that do not have the staff resources required to correctly format and submit reports using Electronic File Transfer.

Due Dates for Monthly Reporting

Required data for each month may be submitted beginning on the first day of the following month and must be reported no later than the 20th of the following month (for example, agencies can begin submitting May data beginning June 1, and reporting for the month of May must be completed no later than June 20). Failure to report or to report correctly will result in withholding of non-complying contractors’ child development apportionments and may also result in the agency being placed on conditional status.

Resources for Assistance

The Child Development Data Reporting Web page contains detailed instructions, examples, answers to frequently asked questions (FAQs), and related information to assist contractors. Additionally, when using the system there are detailed help screens so that users can quickly identify how to complete the various reporting requirements. Periodically, CDMIS staff issues “CDMIS Updates” that provide important information about system improvements and features as well as clarification of how to report specific program-related issues. Agencies are encouraged to regularly check for new CDMIS Updates when they enter the system each month to upload data. Lastly, the CDMIS staff is available to assist contractors via telephone and e-mail. Questions regarding the completion of the CDD-801A may be directed to Child Development Management Information System staff at 916-445-1907 or by e-mail at cdmis@cde.ca.gov.

This Management Bulletin is mandatory only to the extent that it cites a specific statutory and/or regulatory requirement. Any portion of this Management Bulletin that is not supported by a specific statutory and/or regulatory requirement is not prescriptive pursuant to California Education Code Section 33308.5.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
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