CDMIS User Manual - Chapter 2: System Access
This chapter contains information regarding accessing the Child Development Management Information System (CDMIS).Contents
This chapter contains the following topics:
2.1 Log On to the CDMIS
Early Education Division (EED)-contracted agencies (agencies) can log on to the Child Development Management Information System (CDMIS) to fulfill the CDD-801A Monthly Child Care Population Report (CDD-801A) and CDD-801B Monthly Sample Report (CDD-801B) requirements
- CDMIS Live (Production) Site - Log On
- User account and password are required
This screen provides access to the CDMIS. Users must enter their username and password and click the “Log on” button to access the CDMIS.
Passwords must contain only alphanumeric characters with a minimum of fifteen characters in length, at least one capital/uppercase letter, at least one lowercase letter, and at least one unique character (!@#$^*). New passwords cannot be the same as the username or old passwords.
Usernames and passwords are case-sensitive. Any capital letters must be entered as capital letters; lower case letters must be entered as lower case.
If users forget their username they must select “Forgot Username” and enter the email address associated with their CDMIS account, click “Recover Username,” and an email will be sent to the provided email account.
If users forget their password, they must select “Forgot Password,” enter their username, and click the “Reset Password” button. An email is sent to the address associated with the username with instructions on how to reset the password.
For both forgotten usernames and passwords, users should check their SPAM filter in the event the email is routed to the SPAM folder.
For password assistance, contact the CDMIS Office by email at CDMIS@cde.ca.gov.
Please note that CDMIS staff are unable to send confidential login information via email as it is not a secure method of communication. All password inquiries should be made via phone.
A user who has not successfully logged into CDMIS for a period of 90 Days may be required to reactivate their CDMIS account. From the login page, users should select “Account Reactivation,” where they will be prompted to enter their username. An email will be sent to the address associated with the entered username and users should follow the emailed instructions to compete their CDMIS account’s reactivation.
Again, users should check their SPAM filter in the event the email is routed to the SPAM folder. Agencies can contact the CDMIS Office by email at CDMIS@cde.ca.gov to re-activate an account that has been deactivated.
2.2 About Super Users and Regular Users
There are two types of user access levels in the CDMIS: Super Users and Regular Users.
An agency's super user is usually the program director. He or she is responsible for completing the CDD-801A and CDD-801B, or designating individuals in the agency to complete these reports. An agency may have as many super users and users as deemed necessary; however, an agency must always have at least one active super user.
Detailed lists of permissions and functionalities Super Users and Regular Users maintain are provided below.
Super User
Super users can do the following:
- See all user names and passwords
- Change information for all users
- Request new super users and users
- Deactivate existing users
- Report “No Services” for programs not operating during specific months
- Create and change sub-agencies (if sub-agencies are used for the CDD-801A)
- Assign users to sub-agencies (if sub-agencies are used for the CDD-801A)
- Complete and submit the CDD-801A for the entire agency (regardless of if the agency reports by sub-agency for the CDD-801A or not)
- Complete and submit the CDD-801B for the entire agency
Regular User
Regular Users can do the following:
- Change his or her own user information only
- Complete and submit the CDD-801A for only one sub-agency (if sub-agencies are used for the CDD-801A)
- Complete and submit the CDD-801A for the entire agency (if sub-agencies are used for the CDD-801A)
- Complete and submit the CDD-801B for the entire agency
2.3 Add/Edit Users
Super users can manage regular users by selecting “User Settings” from the navigation menu and then clicking “Add/Edit Users” from the subsequent drop-down menu.
Add Users
Overview
At the bottom of the Users screen, there is a “Register New User” button. Super users can use this function to request a new user. When all required information is entered, a request for the new user is sent to the CDMIS Office for approval. CDMIS Office staff typically respond to user activation requests within 24 hours.
Important Reminder
Use the navigation buttons and links on the screen. Do not click the "Back" button on the browser, as this may result in error messages or duplicate information. Always click the "Save" button when information is entered on the screen.
Required Information
Required information is indicated with an asterisk (“*”). For every user, agencies must enter the following information:
- First name
- Last name
- Phone number with area code
- Email address (ensure that users’ email addresses are entered correctly; incorrect email address entries will result in users not receiving notifications from the CDMIS)
- User Access Level (i.e., super user or regular user)
- Super users do not need a subagency assignment
- Agencies must select a subagency assignment for new users if all of the following apply:
- An agency has created subagencies for reporting (the subagency selection option is not displayed for agencies that have not created subagencies), and
- The new user is a regular user (not a super user), and
- The new regular user will submit the CDD-801A; subagency assignments are not used for the CDD-801B.
Step-by-Step Instructions
- Enter the required information (indicated with an *) about the new user
- Click the "Save" button
Result: The Add New User screen is displayed; error messages are displayed at the top of the screen in red text inside a red box.
- Read all error messages that appear at the top of the screen; correct all error messages by adding or changing information
- Click the "Save" button
- Repeat Steps 3 – 5 until all error messages are resolved
- Click the "Return to Previous Page" button
Result: The Users screen is displayed.
What Happens Next
After all required information about the new user is entered and the "Save" button is clicked, the following happens:
- The CDMIS Office reviews and approves the new user request within 24 hours.
- The new user receives an email from the CDMIS Office.
- The new user contacts the person listed in the email notification and requests their new username and initial password.
- The new user logs on to the CDMIS website. The first time a new user logs on to the CDMIS website, the user is required to change their temporary password.
About Users and Subagency Reporting
Reporting by subagency is available for the CDD-801A; agencies cannot report by subagency for the CDD-801B.
Reporting by subagency is optional; agencies are not required to report by subagency.
A super user has access to the CDD-801A for all subagencies. A regular user must be assigned to one subagency if they are to complete the CDD-801A.
A regular user can be assigned to only one subagency. A user cannot change their own subagency assignment. Only a super user or CDMIS support staff can change a subagency assignment.
How to Exit the Add New User Screen
- Click the "Return to Previous Page" button at the bottom of the screen, or
- Click the "Home" option at the top of the webpage in the navigation menu, or
- Click the "Logout" link that appears at the top of the webpage.
2.4 System Updates
The CDMIS Office sends out periodic updates regarding the CDMIS. Agencies may view current and archived system updates on CDMIS Updates.
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