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Using the Add/Edit Sub-Agency Information Screen


Overview

The purpose of sub-agencies is to allow agencies to break the families being reported on the CDD-801A report 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 they determine necessary for reporting purposes.

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

Important Reminder

Do not click the "Back" button on your browser - this may result in errors or duplicates. Use the navigation buttons and links on the screen.

You must always click the "Save" button when you enter or update information on the screen in order to send it to the California Department of Education (CDE).

Required Information

For each sub-agency, you must enter:

Step-by-Step Instructions to Change or End a Sub-Agency

To 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 this means the changes have been saved. The message "Sub-Agency has been updated" will appear in green at the top of the page. If there are errors, error messages are displayed in red and must be corrected before the information can be saved.

To change a sub-agency's start month or year:

Change the start month or start year to the period needed and click the "Save" button.
Result: The message "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 message "Sub-Agency has been updated" will appear in green at the top of the page.

To end a sub-agency that is no longer needed for CDD-801A reporting:

Change the end date month and year to the period you wish the sub-agency to stop displaying and click the "Save" button.
Result: The following message appears: "You have chosen to change the start or end date for the selected sub-agency. Be sure you have read and understood the technical instructions regarding the creation and maintenance of sub-agencies before you continue. Choose "OK" to continue and make the change. Click "Cancel" to stop and return to the Agency/Sub-agency Information screen."

If you click "OK", the message "Sub-Agency has been updated" will appear in green at the top of the page. If you click "Cancel" the changes you made not saved.

Step-by-Step Instructions to Delete a Sub-Agency

Important: You 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 you wish to delete. When the edit section opens, click the "Delete" button that appears towards the bottom of the page.
Result: If families are found in the database associated with this sub-agency, the message "There are family records associated with this sub-agency, therefore it may not be deleted." appears at the top of the page and you will not be able to delete the sub-agency, but can end the sub-agency using the instructions above. If no families are found associated to the sub-agency, the sub-agency is deleted.

Descriptions and Definitions

Data Element Name Description or Definition
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 brief but descriptive enough to easily identify the sub-agency if questions arise.
Start Date This is the first report month and year for which the user can submit data for this sub-agency.
End Date This is the last report month and year 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 CDE's official files.
The submission code is the three-digit code assigned by the CDMIS web application. The default submission code for each agency is "000" and when a sub-agency is added, it is assigned "001" by the system. Each additional sub-agency added is assigned the next available number (i.e., 002, 003, etc.) in order of when it was added.
Registered Users This is the list of agency users who have been assigned to enter family information for this sub-agency.
The agency super user assigns users to a sub-agency by using the "Edit User Screen" or the "Add User screen."
Description A description of this sub-agency, as entered by the agency super user.
This description should provide more detailed information than the sub-agency name.

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

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