Using the Add/Edit Sub-Agency Information Screen

Overview

The purpose of sub-agencies is to allow agencies to break the families being reported in the CDD-801A into more manageable groups. Sub-agencies can represent sites, specific contract types, regional areas, etc. Agencies that choose to create sub-agencies can create as many as determined necessary for reporting purposes.

Sub-agencies are not required; they are optional.

To add a new sub-agency, navigate to the Child Development Management Information System (CDMIS) Main Menu and select the function “Sub-Agency/No Services.” On the Sub-Agency/No Services Information screen, scroll to the bottom and click the "Add Sub-Agency" button. To edit an existing sub-agency, click the sub-agency's name.

Result: The sub-agency section expands at the bottom of the screen to allow agencies to enter information. Follow the step-by-step instructions below to change a sub-agency.

Use this screen to add, change, or delete a sub-agency. Sub-agency assignments are only used for the CDD-801A, not the CDD-801B.

Important Reminders

• Do not click the "Back" button on the browser as this may result in error messages or duplicates. Use the navigation buttons and links provided on the screen.
• Click the "Save" button when entering or updating information within the CDMIS.

Required Information

For each sub-agency, agencies must enter the following:

• Sub-Agency Name: The name of this sub-agency, as entered by the agency super user. This name is used only by the agency's users. The name should be brief but descriptive enough to easily identify the sub-agency if questions arise.
  
  
• Start Date: This is the first report period for which the user can submit data for this sub-agency.
  
  
• End Date: This is the last report period for which the user can submit data for this sub-agency.
  
  
• Vendor Number/Submission Code: The vendor number (the first four characters or numbers) is from the California Department of Education (CDE) official files. The submission code is the three-digit code assigned by the CDMIS. The default submission code for each agency is "000." When a sub-agency is added, it is assigned "001" by the CDMIS. Each additional sub-agency added is assigned the next available number (i.e., 002, 003, etc.) in the order in which it was added.
  
  
• Registered Users: This is the list of agency users assigned to enter family information for this sub-agency. The agency super user assigns users to a sub-agency by using the Add/Edit Users screen.
  
  
• Description: This is a description of the sub-agency, as entered by the agency super user. This description should provide more detailed information than the sub-agency name.

Step-by-Step Instructions

Change/Edit a Sub-Agency

• Change a sub-agency's name or edit the description, change the sub-agency name or description and click the "Save" button.
  
  Result: If the edit sub-agency section closes, the changes have been saved. The text "Sub-Agency has been updated" appears in green at the top of the screen. Error messages are displayed in red and must be corrected before the information can be saved.
  
  
• Change a sub-agency's start month or year, change the start month or start year to the desired report period and click the "Save" button.
  
  Result: The text "You have chosen to change the date for the selected sub-agency" appears. To confirm the date change, click the "OK" button. To cancel the change, click the "Cancel" button. Once the information has been saved, the text "Sub-Agency has been updated" appears in green at the top of the screen.
  
  
• End a sub-agency that is no longer needed for the CDD-801A, change the end date month and year to the report period for which the sub-agency should stop displaying and click the "Save" button.
  
  Result: The text "You have chosen to change the start or end date for the selected sub-agency” appears. Read and understand the technical instructions regarding the creation and maintenance of sub-agencies before continuing. Click the "OK" button to proceed with the change. Click the "Cancel" button to stop and return to the Sub-agency/No Services Information screen.
  
  If the “OK” button is clicked, the text "Sub-Agency has been updated" appears in green at the top of the screen. If the “Cancel” button is clicked, changes made are not saved.

Delete a Sub-Agency

Important: Agencies can delete a sub-agency only if no families were ever reported under the sub-agency.

• To delete the sub-agency, click the name of the sub-agency to be deleted. When the Edit section opens, click the "Delete" button that appears towards the bottom of the screen.
  
  Result: If families associated with a sub-agency are found, the text "There are family records associated with this sub-agency, therefore it may not be deleted" appears at the top of the screen. Agencies are unable to delete the sub-agency, however, agencies can end date the sub-agency by following the instructions above. If no families associated with a sub-agency are found, the sub-agency is deleted.

Exit the Add/Edit Agency/Sub-Agency Information Screen

• Click the "Main Menu" link that appears just above the page name, or
• Click the "Log Out" link that appears just above the page name, or
• Click the "Return to Agency/Sub-Agency" button

Return to CDMIS User Manual: Chapter 5