Child Development Management Information System (CDMIS)
March 10, 2006
In CDMIS Update #5 we noted that the Data Definitions had been significantly revised, and we reminded all CDMIS users to read this revised document and then to refer to it frequently. Additional revisions have now been made. We want to call your attention to the following:
In several fields in the 801B reporting, there has previously been an option to select “Unavailable” for the data element. However, agencies have always been required to collect the information on the CD-9600 for these elements. Therefore, in all except two places, “Unavailable” has been eliminated as a choice. The data elements that no longer allow “Unavailable” include:
- Child’s Race
- Child’s Ethnicity
- Child’s Gender
- Is Head of Household Single?
Please consult the Data Definitions for an explanation of the limited circumstances where “Unavailable” may continue to be used in these two data elements:
New Data Element – “Reduced Fee”
A new data field has been added. This field is to be used by contractors that reduce the family fee that would otherwise be charged because the family presents documentation that the fee has already been paid to another contractor. An explanation of how and when to use this new data element can be found under Reduced Fee in the Data Definitions.
Reporting Families Who Are Appealing Decisions That Affect Reporting
The CDMIS staff has received calls regarding how to report a family who has been given a Notice of Action but is still being served because the family has filed an appeal. The Notice could be to inform the family that services are terminated because the agency believes that the family no longer qualifies, or it could be for another action that would affect data reporting (e.g., change in family fee). A common situation of this kind is where new income information indicates that the family no longer qualifies, but the family appeals the termination notice so services continue pending results of the appeal. Since the family was in fact served during the report period, it will be important for that family to be counted. However, entering the new income information would exceed allowable limits so the submission would not be accepted. CDMIS staff recommends that in these cases, agencies report the family using the family’s income or other data as it was before the Notice of Action was issued.
In cases where the Notice of Action was for termination, if the final decision in the family’s appeal is to terminate the family, continue to report the family through their last month of service using the data in the file before the Notice of Action was issued. In cases where the Notice of Action was for a change, such as family fee or income, if the final decision is to support the action described in the Notice, agencies should go back and revise the data reports for the affected month(s) to reflect the updated data.
Stay tuned for more CDMIS UPDATES. CDMIS staff welcomes your comments, as well as suggestions for topics to be discussed in these CDMIS UPDATES.