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CDMIS User Manual - Chapter 1: Overview

This chapter is intended to provide an overview of the Child Development Management Information System (CDMIS).

Contents

This chapter contains the following topics:


1.1 Overview

California must report information to the federal Administration for Children and Families (ACF) on subsidized child care and development programs to receive federal matching grant funds, and to comply with state and federally mandated reporting requirements.

The California Department of Education (CDE), Early Learning and Care Division (ELCD) developed the CDD-801A Monthly Child Care Population Report and CDD-801B Monthly Sample Report for this purpose. The information collected from these reports is used by state and federal legislators to develop public policy for child care and development services in California, and to request increased funds to expand child care availability in unserved and underserved areas.


1.2 CDD-801A Monthly Child Care Population Report

The CDD-801A Monthly Child Care Population Report (CDD-801A) is the collection in which ELCD-contracted agencies (agencies) report specific information on all children receiving subsidized child care services through agencies' child care and development contracts with the CDE, ELCD. This section contains specific information of the "who," "what," "when," "where," "why," and "how" of the CDD-801A.

Frequently Asked Questions

Who

Which agencies must submit the CDD-801A?

The CDD-801A must be submitted for each report period during which subsidized child care services were provided through an agency’s contract with the ELCD.

If no subsidized child care services were provided through an agency’s contract with the ELCD for a given report period, “No Services” must be reported. Detailed instructions for reporting “No Services” are provided in Chapter 5: Manage Program Information.

Which children should be reported in the CDD-801A?

Children whose child care services were subsidized through an agency’s contract with the ELCD should be included in the CDD-801A. If the agency claims the child’s days of enrollment for fiscal reimbursement purposes under an agency’s contract with the ELCD, the child should be included in the CDD-801A.

What

What is the CDD-801A?

The CDD-801A is a list of children whose child care services were subsidized through an agency’s contract with the ELCD for a given report period. The CDD-801A is submitted monthly by agencies that contract with the ELCD to provide subsidized child care services.

The CDD-801A is also used to draw a sample of approximately 250 records per month from which more detailed information of children whose child care services were subsidized through an agency’s contract with the ELCD is gathered. Information gathered from this sample constitutes the CDD-801B Monthly Sample Report, a separate report.

When

When is the deadline for submitting the CDD-801A?

The CDD-801A is due on the twentieth of the month following the end of the report period. For example, the October 2019 CDD-801A is due by November 20, 2019. Late notifications are sent via email to agencies who fail to submit the CDD-801A or fail to report “No Services,” on the following business day.

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

Where

Where is the CDD-801A submitted?

The CDD-801A is submitted by agencies to the ELCD electronically via the CDMIS Live website.

Why

Why must agencies submit the CDD-801A?

The CDD-801A is very important. If agencies do not submit the CDD-801A, the ELCD is unable to pull a sample that accurately represents the universe of children whose child care services are subsidized through an agency’s contract with the ELCD. This in turn prevents the ELCD from meeting the reporting requirements of federal law.

As a requirement of receiving federal child care funding, all states must submit the federally mandated ACF-801 report, which is a requirement of the Personal Responsibility and Work Opportunity Act of 1996 (PL 104-193). States were given a choice to submit the required information for one of the following groups: all children whose child care services are provided by federal funds, or a sample of children whose child care services are provided by federal funds. California currently submits sample information to fulfill the requirements of the ACF-801 report; the monthly information submitted via the CDD-801A is used to draw this sample.

Failure to submit the ACF-801 report to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of agencies with contracts with the ECLD to submit the CDD-801A in a timely manner will result in the withholding of apportionments.

How

How do agencies submit the CDD-801A?

Submission of the CDD-801A is completed online via the CDMIS. Agencies may submit the CDD-801A by utilizing one of the following functions available on the CDMIS Production website:

  • CDD-801A Input/Edit: This function is used to carry out the following: copy records from month to month; fill in data entry screens to add new children whose days of enrollment were claimed for fiscal reimbursement purposes through an agency’s contract with the ELCD; and delete children whose days of enrollment were not claimed for fiscal reimbursement purposes through an agency’s contract with the ELCD. Step-by-step instructions addressing how to submit the CDD-801A using this method is available in the section below.
  • CDD-801A Electronic File Transfer: This function is used to submit text files created by agencies, which contain all required information and is formatted specifically for the CDMIS to process. If agencies choose to submit the CDD-801A via this function, refer to Appendix C: Creating Electronic Files. Step-by-step instructions addressing how to submit the CDD-801A using this method is available in the section below.
How do agencies report "No Services?"

If an agency has a contract with the ELCD, but does not provide any subsidized child care 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 5: Manage Program Information.

How can agencies view previously submitted CDD-801As?

Submitted CDD-801As 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 “CDD-801A Input/Edit” function, which is available on the CDMIS Live website, for approximately ninety (90) days after the CDD-801A due date.

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

How can previously submitted CDD-801As be revised?

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 CDD-801A as soon as they are discovered.

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

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1.3 CDD-801B Monthly Sample Report

The CDD-801B Monthly Sample Report (CDD-801B) is a data collection limited to approximately 250 families randomly sampled from CDD-801A statewide submittals for a given report period. In the CDD-801B, agencies provide a more thorough description of each family selected for the sample. This section contains specific information of the "who," "what," "when," "where," "why," and "how" of the CDD-801B.

Frequently Asked Questions

Who

Which agencies must submit the CDD-801B?

Agencies required to submit the CDD-801B vary for each report period as families are chosen by a random selection process. Since the sample for the CDD-801B is relatively small, most agencies are not be required to complete the CDD-801B every month.

Agency executive directors and program directors are notified via email if one or more families previously reported in the CDD-801A are selected for the CDD-801B. The email indicates the sampled report period, the number of families sampled, and the date the information is due.

Which families are included in the CDD-801B?

The CDD-801B collects information only about families and children whose child care services were funded through federal funds or state match (state funds used to match federal funds as a requirement for receiving those funds).

What

What is the CDD-801B?

The CDD-801B is a list of approximately 250 families, randomly sampled for the CDD-801A, whose child care services were funded through federal funds or state match. In the CDD-801B, agencies provide additional information of each family selected for the sample.

When

When is the deadline for submitting the CDD-801B?

The due date for submitting the CDD-801B is provided in the notification email. Agencies are typically given 14 days from the date on the notification email to complete the CDD-801B for the sampled families. On the fifteenth day, a 10-day notice is sent to agencies that have not completed the CDD-801B, warning of apportionment withholding if the required information is not reported by the final due date.

Where

Where is the CDD-801B submitted?

The CDD-801B is submitted by agencies to the ELCD electronically via the CDMIS Live website.

Why

Why must agencies submit the CDD-801B?

As a requirement of receiving federal child care funding, all states must submit the federally mandated ACF-801 report, which is a requirement of the Personal Responsibility and Work Opportunity Act of 1996 (PL 104-193). California currently submits sample information, collected via the CDD-801B, to fulfill the requirements of the ACF-801 report.

Failure to submit the ACF-801 report to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of agencies with contracts with the ECLD to submit the CDD-801B in a timely manner will result in the withholding of apportionments.

How

How do agencies submit the CDD-801B?

Agencies submit the CDD-801B by utilizing the “CDD-801B Input/Edit” function available on the Main Menu of the CDMIS Live website. This function is used to carry out the following: view sampled families; fill in data entry screens; and exclude pertinent families from the sample. Step-by-step instructions addressing how to submit the CDD-801B using this method is available in the section below.

How do agencies know to submit the CDD-801B?

Agency executive directors and program directors are notified via email if one or more families previously reported in the CDD-801A are selected for the CDD-801B. The email indicates the sampled report period, the number of families sampled, and the date the information is due.

Other agency staff with CDMIS user accounts do not receive this notification email; however, agency staff with active CDMIS user accounts may manually verify if their agency has been selected for the CDD-801B by utilizing the “CDD-801B Input/Edit” function and indicating the pertinent report period on the Main Menu of the CDMIS Live website.

How are families chosen for the CDD-801B?

Families are chosen by a random selection process. The notification email informs of the number of families sampled for the report period. Upon logging into the CDMIS Live website, agencies can view the selected families on the Family Summary screen.


1.4 Managing Agency Information

The CDMIS contains functions for agencies to update their administrative information. Super users may request program director and executive director changes; report no service periods to the ELCD; enter site and license information; and add and edit CDMIS users.

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Return to CDMIS User Manual

Questions:   CDMIS Office | CDMIS@cde.ca.gov | 916-445-1907
Last Reviewed: Tuesday, July 23, 2019
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