Child Development Management Information System (CDMIS)
September 21, 2004
New Data Definitions and File Format Posted
In Issue #1 of the CDMIS Update, we informed contractors that three new fields are being added to the monthly CDD-801A report. These new fields must be completed beginning with the October 2004 reporting period.
For all agencies, the Data Definitions on the CDMIS Web site have been updated with explanations and examples of the new fields. Please review these definitions to learn how to correctly complete the new data fields.In addition, for those agencies that use File Transfer to upload monthly data, the “Instructions and Electronic File Format Specifications” on the CDMIS Web site have been revised to indicate precisely where the new fields are to be added.
A number of new automated edit checks are being added to the CDMIS in order to help agencies improve the accuracy of their data submissions. Agencies that upload data using the Copy Forward and Web input procedures will begin to notice that the system will no longer accept records with data that exceed the acceptable range. Similarly, agencies that use the File Transfer upload method will receive a notice that their transfer has failed when data exceed the acceptable range. Regardless of the method used to upload data, the records must be corrected before the system will accept them.
One of the new edit checks will help agencies correct mistakes in entering a child’s birth date. If a family meets the eligibility and need criteria for services but the child appears to be of an age not served by the program type, the system will reject the record. However, in programs where children with exceptional needs are allowed that exceed the normal age range of the program, the system will allow the agency to verify that the child has an active Individualized Education Program (IEP). For example, if a child is otherwise eligible, is age 15 (exceeds age for the program), and is being served because the child has an active IEP, the agency may indicate that the child has an IEP and then the record will be accepted.
Important note for agencies that upload monthly data using File Transfer: The new edit check for birth date will require that a fourth new data field be added to the CDD-801A. This field will allow agencies to insert a Y for “yes” to indicate that an over-age child has an IEP in his or her family file. This new data field is included in the revised Electronic File Format Specifications described above.
Are You Ready for October 1?
Don’t delay! Agency staff who collect family file information, including those responsible for determining eligibility, must be prepared to collect the new data beginning October 1, so that data reporting staff have it available for the October 2004 report due on November 15.CDMIS staff welcomes your comments, as well as suggestions for topics to be discussed in these CDMIS Updates.