Child Development Management Information System (CDMIS)
June 4, 2007
Data Definition Changed for Family Identification/Case Number (FICN)
The federal government has informed us that we must modify the data definition for the FICN to specify that only alphanumeric characters are allowed. Specifically, the only characters allowed in the FICN field are the 26 letters of the alphabet and the digits 0 through 9. For most agencies this will not require any change; however, every agency should check to be sure that there are not any other characters in the FICN field. Prohibited characters are anything that is not a letter or number, including #, %, $, &, hyphen, and slash.
At the same time that agencies check to be sure that the FICN contains only allowable characters, they should also verify that the FICN does not contain the first or last name of the child or head-of-household. This requirement has not been strictly enforced in the past but the federal government has reminded us that using the first or last name is not allowed.
The online version of the Data Definitions has been revised to reflect these modifications. For those who wish to print the entire list, all the information fields are available in the Data Definitions (DOC) document.. Beginning with the June 2007 reporting period that is submitted in July 2007, new edit checks will not allow FICNs that contain the first or last name of the child or head-of-household and/or that contain prohibited characters. Once the edit checks are installed, they will also apply to changes that agencies might make to data for prior months.
Automation of “No Services” Months by Contract/Program Type
We are pleased to announce that another paper form has been eliminated! Beginning July 1, 2007, agency Super Users will be able to use a new feature within CDMIS to indicate any months where no services are provided for a particular contract/program type. Submitting this information informs CDMIS staff that a CDD-801A should not be expected from the agency for that particular month and program type.
Previously, agencies used a paper form, CDMIS-900, as part of the annual Continued Funding Application in order to indicate months where no services would be provided. And if changes to this “no services calendar” occurred during the year, agencies had to inform CDMIS via formal letter. This process has now been automated, and agencies will no longer submit the paper form. Not only will agencies be able to indicate their “no services” months for the year, but will also be able to make changes during the year as needed. Agency Super Users will find this new feature on the Agency/Sub-Agency Information Screen. Detailed instructions are provided by clicking on “How to use this screen” at the top of the Web page.
Checklist of Steps for Accurate Reporting
In CDMIS UPDATE #8, we informed agencies that CDMIS was developing a checklist of steps for accurate reporting and would be installing that feature early in 2007. We've heard from several agencies that they are looking forward to this new feature, so we wanted to let you know that it is still under development. We'll let you know via another CDMIS UPDATE as soon as this feature is installed.
As always, agencies are welcome to contact CDMIS Staff for assistance with any CDMIS reporting questions. Stay tuned for more CDMIS UPDATES. CDMIS staff welcomes your comments, as well as suggestions for topics to be discussed in these CDMIS UPDATES.