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CDMIS Update Issue #12


Child Development Management Information System (CDMIS)
May 20, 2009

Changes to the CDD-801A Monthly Report Beginning with the July 2009 Report

Beginning with the July 2009 CDD-801A report, the Early Education and Support Division (EESD) will require additional information to be submitted for families and children receiving subsidized child care and development services.

New Fields added effective with the July 2009 Report Month

Agencies who submit the CDD-801A monthly report using a text file should review the Electronic File Format Specifications. The file format specifications have been revised and now include both the current and new file format, along with examples of new file structure which will be required beginning with the July 2009 CDD-801A report.

All agency staff who have direct or indirect responsibility for the CDD-801A monthly reports, including executive directors, program directors, CDMIS users who submit the reports, software vendors who maintain software to collect the information and generate the CDD-801A, and any other person who needs be aware of the changes should read the Data Definitions and pay close attention to the new fields that will be required beginning with the July 2009 report month. Highlights of the revisions to the Data Definitions include the following:

  • Family Size: Family size is the number of family members used to determine income eligibility and fee assessment. This information is provided by the parent applying for child care services and is documented on a confidential application by the agency.
  • Monthly Family Income: Monthly Family Income is the total adjusted gross monthly income used to determine family eligibility. Monthly Family Income is verified income. Originally, this information was only collected for the few families selected for the CDD-801B Sample report, but will now be collected for all families in the CDD-801A report.
  • Child's Ethnicity: Child's Ethnicity indicates whether the child receiving child development services is of Hispanic or Latino origin. Originally, this information was only collected for the families selected for the CDD-801B Sample report, but will now be collected for all families in the CDD-801A report.
  • Child's Race: Child's Race indicates the race of the child receiving child development services. Originally, this information was only collected for the families selected for the CDD-801B Sample report, but will now be collected for all families in the CDD-801A report.
  • Child's Gender: Child Gender indicates whether the child receiving child development services is female or male. Originally, this information was only collected for the families selected for the CDD-801B Sample report, but will now be collected for all families in the CDD-801A report.
  • Child Receives Part-Time Care: This is a new field that has been added in order to comply with new reporting requirements established with the passing of Assembly Bill (AB) 2759. EESD must report the number of children who receive part-time services. Part-time is defined as a child who receives less than four hours of services a day. The data definition will give more detailed examples of determining the answer to this question.
  • Provider Federal Information Processing Standards (FIPS) Code: This is a new field that has been added in order to comply with new reporting requirements established with the passing of AB 2759. EESD must be able to determine the number of providers in each county.
  • Provider Zip Code: This is a new field that has been added in order to comply with new reporting requirements established with the passing of AB 2759. To validate the County information for each provider, EESD will also collect the Zip Code for each child's provider.

Significant Changes to Existing Data Definitions

In addition to the new fields that are being added to the CDD-801A, some of the existing Data Definitions have been revised. All CDMIS users should read the revised Data Definitions while paying close attention to the sections listed below. For those who wish to print the entire list, all the information fields are available in the Data Definitions (DOC) document. The revised data definitions are:

Reason for Receiving Child Development Services: The data definition has been modified to include the new CSPP program code that will take the place of the CPRE, CFDP, CPKP, and CPKF program codes that will end as of June 2009.

Family Income Greater than 75 Percent of the State Median Income: The data definition has been modified to add additional examples of how to report families with children in the CSPP program.

Child's Date of Birth: The data definition has been modified to add additional examples of how to report families with children in the CSPP program.

Program Codes: This data definition has been modified to include the new CSPP program code.

Important Notice to Agencies using Copy Forward

As indicated above, beginning with the July 2009 report period, additional information is required for each family. Families copied into July 2009 or later report months will be held on the copy forward results page until the additional information is added for each family. As each family is edited and the additional information is entered and saved, the family will be automatically copied into the target month. We suggest copying small groups of families at a time.

For agencies who currently have CPRE, CFDP, CPKP, or CPKF contracts converting to a CSPP contract as of July 1, 2009, the Copy Forward process has been modified to convert the CPRE, CFDP, CPKP, and CPKF program codes to CSPP as part of the process when copying families from the May or June 2009 report periods to the July or August 2009 report periods. Copying forward from and to other months will not be impacted. This modification to the copy forward process will assist agencies whose contracts are being converted.

New Feature - Update Agency Information is now online!

It's finally here! Agency super users can now submit updates to their agency information from within the CDMIS Web site by selecting the function, "Update Agency Information." Instructions regarding when information must be updated will be forthcoming in a future notice from EESD. You're welcome to start making changes now. Changes will be stored within the database until the agency's assigned Child Development Consultant can review and approve or deny them. Detailed instructions for each section are available within the CDMIS Web site. If you have questions about how to submit your changes, please call CDMIS staff at 916-445-1907.

CDMIS Function "Agency/Sub-Agency Information" has been Renamed

We've changed the name of the "Agency/Sub-agency Information" function to "Sub-agency/No Services." When we added the new "Update Agency Information" feature to the CDMIS Web site, we moved the agency name, address, and contact information from what was the "Agency/Sub-agency Information" page into the agency information page within the Update Agency Information section of CDMIS.

The page still displays the agency name and vendor number, along with the ability to indicate No Services Periods for contracts that did not or will not serve children in a specific month and the Sub-Agencies section where agencies can add and manage sub-agencies for separating their families into different reporting groups to more easily manage their reports.

Questions:   CDMIS Staff | cdmis@cde.ca.gov | 916-445-1907
Last Reviewed: Friday, November 13, 2015

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