CDD-801A Step-by-Step Instructions
There are two methods for submitting the CDD-801A report: Web Input/Edit and Electronic File Transfer. These methods, as well as available management reports to review the information submitted by your agency, are described below.
CDD-801A Web Input/Edit Method
The CDD-801A Web Input/Edit method of submitting the CDD-801A report consists of copying families from one month to the next, then adding, deleting, or modifying those families to reflect actual services provided in that report month. To submit the report using this method, follow these steps:
Step 1: Log in to the CDMIS Data Collection Web site and go to the Main Menu.
Step 2: Select the Function, "CDD-801A Web Input/Edit" and select the month and year you wish to copy families from then click the "Submit" button.
Result: The "View CDD-801A Families" screen is displayed and the first 20 families you reported for that month are displayed.
Step 3: Scroll down towards the bottom of the page and click the "Copy Families" button.
Result: The "Copy CDD-801A Families" screen is displayed and all families are marked to be copied. All families are automatically selected to be copied as indicated by the check mark next to a family's name. If you have many families listed but only need to copy a few families to the next month, you can click the "Uncheck All" button and then recheck only those few families you need to copy forward. Or, if you unchecked all the families and need to recheck them, click the "Check All" button.
Optional: To remove the check mark from a family's name so that family is not copied forward, click on the box. The check mark will be removed. Move through the list of all families to remove check marks from beside the names of all families you do not want to be copied forward (these are families that did not receive services in the month you are copying to).
Only 20 family names are displayed at one time.
If you wish to uncheck some of the families so they do not copy into the next month, use the buttons and links found below the listed families to "Jump to" other families so you can uncheck them:
- Click "Previous Page" to view the previous 20 families.
- Click "Next Page" to view the next 20 families.
- Select a page number from the drop down list to view the families on that page.
- Click on a letter under the "Jump to families" to move to the first family with a last name that begins with that letter.
The subsequent month is already selected for you. You can change the month and year if you want to copy families to a later month; however, you cannot copy families backwards (to a prior month) or forward to a month that has not yet ended.
Example: On March 14, 2015, you decide to copy forward the families from January 2009. You can copy those families to February 2015 (a month that has already ended). But you cannot copy those families to March 2015 because our system does not allow you to copy into March 2015 until April 1, 2015. A month has to end before you can add families to it.
If your agency has sub-agencies, the system automatically selects the same sub-agency to receive the copied families. If your user access level is a "super user," you have the ability to select a different sub-agency where the families will be copied if you want to report them in a different sub-agency during the next month.
Step 4: Click the "Copy Checked Families" button.
Result: A confirmation screen is displayed. Read the confirmation screen(s) very carefully. You will see one of two screens depending on if you already have families in the target month or not.
If there are already families in the target month, you will be informed of the number of families already in that month and asked if you want to either delete them and replace them with the ones you are copying or if you wish to add the selected families to the ones already in the target month,
If there are no families in the target month, you will simply be prompted to confirm that you wish to copy the selected families.
Once you select one of the above choices, the copy process will begin. You will see the page update as families are processed and copied. When the copy process is completed, you will see two buttons displayed. One asks if you wish to return to the prior month (if you want to double check that month's report) and the other allows you to continue to the target month.
If all the families you selected to copy did not copy into the target month, they will be listed on Copy Forward Results page. These are families, for one reason or another, who could not be copied forward due to some error. To see the error and possibly resolve the problem, click the "Edit" button to the far right of the family's name. This opens up the edit page for that family and you will see the error message(s) in red above the family information section. Correct any errors you are able to correct and click the "Save" button at the bottom of the screen. Make sure you have corrected all error messages before returning to the "Copy Forward Results" page. Correcting the errors and saving the information for each family automatically copies them into the target month.
When copying families (for example from May to June), you must:
- Copy the families from May to June first, then
- Make changes to the families in the June report month. Add families that began receiving services in June or delete families whose services ended in May and should not be included on the June report.
- Do not make changes to the report before copying forward (for example, do not change May before copying forward to June) or you will have changed May's report and it will no longer reflect actual services for that month. The only time you should add families (or children) to a month is when the family (or child) being added received services in that month. The only time you should delete families (or a child within a family) from a month is when that family (or child) did not receive services in that month and was reported incorrectly.
CDD-801A Electronic File Transfer Method
For agencies with the ability to generate a specially formatted text file that contains all the family, child, and provider information for a particular month, you can upload this file to the CDMIS Web site to submit your CDD-801A report. From the Main Menu of the CDMIS Web site, select the Function, "CDD-801A Electronic File Transfer" and select the month and year you wish to upload your file to, then click the "Submit" button. From the next page, follow the detailed steps under "Using the CDD-801A Electronic File Transfer Screen" to submit your report. These instructions are also available on the Electronic File Transfer page under the link How to use this screen, which appears toward the top of the page.
A CDMIS Test Web site is available for agencies to test their electronic file for errors prior to submitting it to the production CDMIS Web site. The CDMIS Test Web site is only for the use of agencies that submit their monthly CDD-801A data via Electronic File Upload. This site is not for use by agencies that submit the CDD-801A report using Copy Forward and Web Input. Once a file has successfully passed, you must then upload the successful file to the production CDMIS Web site. Files submitted to the test site are not counted as submissions. Only files that are uploaded and have successfully passed on the production site are deemed as meeting the monthly reporting requirement. Contact CDMIS staff if you need access to the CDMIS Test Web site.
A sub-agency is a sub-group created by an agency on the Sub-agency/No Services screen within the CDMIS Web site. Only super users can access this screen to add or edit sub-agencies. Sub-agencies are used to break up the families receiving subsidized services from an agency into smaller, more manageable groups. A sub-agency can represent a specific site or group of sites, can be used to separate families by the type of services they receive, or can be used to allow a sub-contractor to report the families they provide services to for the agency. Super users can access all sub-agencies, but regular users must be assigned to a specific sub-agency. Once assigned (sub-agency assignments are made by Super Users on the Edit User screen), users have access to only the sub-agency they are assigned to and can not access any other sub-agency unless reassigned.
The benefit of only allowing a regular user access to only one sub-agency is that the user knows their families and can more easily maintain them. It is especially beneficial for agencies who have multiple sub-contractors that provide services to families for the agency. By creating a sub-agency and assigning the sub-contractor's user to that sub-agency, it ensures the sub-contractor only has access to the families they serve and cannot view or modify other families served by the agency in the other sub-agencies.
The limitation of sub-agencies is that a regular user can only access one sub-agency. Keep this limitation in mind when deciding how to break up families into sub-agencies.
To create a sub-agency, the super user must log into the CDMIS Web site and select the function, "Sub-agency/No Services" and click the "Submit" button. From there, follow the instructions provided on the page and the instructions available under the How to use this screen link, which appears toward the top of the page.
Available CDD-801A Management Reports
We have developed several reports you may find useful in reviewing the information you have submitted on the CDD-801A report. These reports can be accessed from the Main Menu of the CDMIS Web site. Select the function "CDD-801A Management Reports" and click the "Submit" button. From the page that opens, you will see four reports listed. These reports are:
CDD-801A Electronic File Status Report
This report indicates whether a CDD-801A Electronic File was successfully processed.
CDD-801A Submission Report
This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency.
CDD-801A Submission Export
This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency. It can be exported to an Excel document and saved by the user to their computer.
CDD-801A Program Code Report
This report provides you with the number of families in the month/year selected as well as the number of children by program type. This is a good report to use to verify the number of children you should have reported.