Child Development Management Information System (CDMIS)
June 10, 2005
Are You Ready for Program Code Changes?
The Child Development Division's (CDD) CDMIS team is busy preparing for the revision of all Program Codes that is effective with the new fiscal year (July 1, 2005) contracts. This change was described in an April 21 letter to all contractors from the Fiscal and Administrative Services Division.
What will this mean for data reporting? Beginning with July 2005 data (due August 15), every 4-character Program Code will change. Note: the current Program Codes should continue to be used for all CDD-801A and CDD-801B reporting through and including June 2005 data.
What will the new Program Code(s) for my agency be? You may obtain this information from the fiscal officer or other person in your agency responsible for managing the contracts with CDD.
What changes do I have to make to my system? This depends in part on the method you use for submitting data to CDD.
For agencies that submit data using Copy Forward each month, CDD will make the Program Code change for you for all records being copied forward. When you "copy forward" from June 2005 to July 2005 (for data due by August 15), the Program Codes will be changed for you. You will need to enter the new Program Code(s) for additions or changes (new children, new settings, etc.) that take place during the month of July and thereafter.
Agencies that submit data via Electronic File Upload will need to modify their Program Codes beginning with the July 2005 data (for data due by August 15). To provide an additional month for re-programming, agencies have the option of uploading July 2005 data with the old Program Codes. For July 2005 only, CDD will convert those codes. Beginning with August 2005 data due September 15, it will be necessary for your Program Code revisions to have been completed or else the file will be rejected.
Attention State Preschool and GHAN Programs
State Preschool programs should note that the only acceptable Reason for Receiving Child Care is "I - Other, child attends State Preschool". GHAN programs should note that the only acceptable Reason for Receiving Child Care is "J - Other, child attends GHAN". New edit checks will be installed shortly that will prevent agencies from submitting data with other reasons checked.
About that Family Identification/Case Number (FICN)
Please remember that the family or child name cannot be used for the FICN. As stated in the Data Definitions, the FICN:
- Cannot contain the head-of-household SSN or the child SSN.
- Cannot contain the family's or child's name as this is submitted to the federal government and may compromise the security of the family's information.
Stay tuned for more CDMIS UPDATES! CDMIS staff welcomes your comments, as well as suggestions for topics to be discussed in these CDMIS UPDATES. Contact us via e-mail to CDMIS@cde.ca.gov, or by telephone at (916) 445-1907.