CDMIS User Manual - Chapter 1: Overview

The 801A must be submitted by CBOs and Community College Districts that hold an active CSPP contract with the CDE. The 801A must be submitted for each report period during which subsidized state preschool services were provided through an agency’s contract with the CDE. If no subsidized state preschool services were provided through an agency’s contract with for a given report period, “No Services” must be reported. Detailed instructions for reporting “No Services” are provided in Chapter 4: Manage Agency Information.

Children who were enrolled in CSPP through a CBO or Community College District’s contract should be included in the 801A.

The 801A is a report that includes children who were enrolled in CSPP through an agency’s contract during a given report period. The 801A is submitted monthly by CBO or Community College District agencies that contract with the CDE to provide subsidized state preschool services.

The 801A is due on the twentieth of the month following the end of the report period. For example, the October 801A is due by November 20; if the twentieth of the month falls on a weekend or holiday, the due date will be extended to the following business day. Late notifications are sent via email to agencies who fail to submit the 801A or fail to report “No Services,” on the next business day following the due date.

Agencies who fail to submit the 801A by the final date stated in the late notification email will have their apportionments withheld until a complete 801A is submitted. Agencies should revise the 801A as soon as possible if discrepancies are found in reported information.

The 801A is submitted by agencies electronically via the CDMIS Online Portal.

Pursuant to California Education Code, Section 8232, CSPP contracted agencies are required to report family, child, and provider data to the CDE. Management Bulletin 25-01 specifies that non-LEA CSPP contractors will continue to report the 801A to the CDMIS each month. The 801A must be submitted each month by all community-based organizations (CBOs), including private contractors and other public utilities, businesses, or bureaus, and community college district CSPP contractors that contract with the CDE to provide subsidized state preschool services to families and children. Each monthly report must include all required family, child, and provider data for all enrolled in CSPP during the report month.

The CDE is responsible for planning, monitoring, and supporting CSPP contractors in administering the CSPP. If an agency did not submit the 801A, the CDE would be unable to include the children and families this agency has served in its data collection. The missing data would impact the CSPP planning and monitoring. It would also skew the reports CDE produces at contractor, county, and state levels for the education community and public. Therefore, the failure of agencies with contracts to submit the 801A in a timely manner will result in the withholding of CSPP apportionments

Submission of the 801A is completed online via the CDMIS Online Portal. Agencies may submit the 801A by utilizing one of the following functions available on the CDMIS:

• 801A Input/Edit: This function is used to carry out the following actions: copy records from month to month, fill in data entry screens to add new children who were enrolled in CSPP through an agency’s contract during a given report period and delete children who were not enrolled in CSPP through an agency’s contract during a given report period. Step-by-step instructions addressing how to submit the 801A using this method are available in Chapter 3, Section 3: 801A Input/Edit: Step-by-Step Instructions below

• 801A Electronic File Transfer: This function is used to submit text files created by agencies, which contains all required information and is formatted specifically for the CDMIS to process. If agencies choose to submit the 801A via this function, refer to Appendix C: Creating Electronic Files. Step-by-step instructions addressing how to submit the 801A using this method are available in Chapter 3, Section 4: 801A Electronic File Transfer: Step-by-Step Instructions below

If an agency has a contract but does not provide any subsidized state preschool services through the contract during a given report period, the agency must report “No Services”. Detailed instructions for reporting “No Services” are provided in Chapter 4: Manage Program Information.

Submitted 801A reports can be viewed or edited for a period of time after the report due date. Agencies may view or edit information submitted by utilizing the “801A Input/Edit” function, which is available on the CDMIS website, for approximately ninety (90) days after the 801A due date.

Once a report period is locked, agencies may view, but not edit, information submitted by utilizing the “801A Management Reports” function available on the CDMIS.

If agencies find that a particular report period does not contain the correct information (e.g., children are not reported or children are incorrectly reported) or if minor changes to a record need to be made, it is encouraged that those changes are made to the-801A as soon as they are discovered.

For agencies that use the 801A Input/Edit function, select the report period to be updated. Make the necessary changes to reflect accurate information for that report period.

For agencies that use the 801A Electronic File Transfer function, carry out one of the following: use the 801A Electronic File Transfer function to resubmit a corrected text file or use the 801A Input/Edit function to add, delete, or edit individual records.