CDMIS User Manual - Chapter 3: CDD-801A Reporting

The CDMIS Live website is available at all times for agencies to submit the CDD-801A. However, agencies cannot submit data for future report periods as reporting rules require that agencies submit information based on days of enrollment claimed for fiscal reimbursement purposes through agencies’ contracts with the ELCD.

Complete family, child, and provider information free of data quality errors is automatically saved to the CDMIS database. The text “Family data has been saved” is displayed at the top of the family record and indicates that the family record has been successfully saved to the CDMIS database.

Agencies may view previously submitted CDD-801As by utilizing the “CDD-801A Management Reports” function of the CDMIS. The following management reports are available to agencies who use the CDD-801A Input/Edit function to submit the CDD-801A:

• 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, exportable in multiple format.
• CDD-801A Program Code Report: This report displays child count by Program Code included in the CDD-801A submission in a specified report period and agency/sub-agency.

Agencies cannot submit data for future report periods as reporting rules require that agencies submit information based on days of enrollment claimed for fiscal reimbursement purposes through agencies’ contracts with the ELCD. Agencies receive the aforementioned error message when trying to access a report period that has not yet opened.

For example, in March 2019, an agency tries to submit the CDD-801A for April 2019; however, the agency is unable to do so as the April 2019 month has not yet passed. An agency may submit the CDD-801A for April 2019 beginning on May 1, 2019.

An agency is trying to access data for a locked report period. Once a report period is locked, agencies can no longer access data submitted for that report period to revise or copy forward.

Detailed information regarding report deadline and lock dates is available at CDD-801 Report Schedule.

No. The CDE does not accept files via email. Email is not a secure form of communication; never use email to send files that contain confidential information (e.g., SSNs). Agencies must transfer the file by using the CDMIS Live website.

No. The CDE does not accept diskettes, CDs, or USBs. Agencies must transfer the file by using the CDMIS Live website.

Yes. The CDD-801A Submission Export report, which is available via the CDD-801A Management Reports function, allows agencies to export one month of data into an Excel spreadsheet and save that file onto a computer.

Each time a user attempts to submit a file using the CDD-801A Electronic File Transfer function, the CDMIS checks to see if data already exists for that report period. If data already exists, a screen is displayed asking for confirmation to accept the file and overwrite the existing data in the selected report period, or cancel the transfer. If there is no data in the report period, the file is accepted and the user can check the status of the file the next day.

No. Do not use quotation marks before and after character fields. The only delimiters allowed in the file are tabs (to separate fields) and CR/LF (to indicate the end of a row).

No. For subsequent report periods, agencies can manually enter data (via the CDD-801A Input/Edit function) directly into the CDMIS Live website. For example, agencies can do a one-time electronic file transfer to load all of their data into the CDMIS. For the next report month, agencies can use the "Copy forward" button available within the CDD-801A Input/Edit function to copy data to a subsequent report period. After the data is copied to the new report period, agencies can edit the data by using the CDMIS data entry screens.

The CDMIS Live website is available at all times for agencies to submit the CDD-801A. However, agencies cannot submit data for future report periods as reporting rules require that agencies submit information based on days of enrollment claimed for fiscal reimbursement purposes through agencies’ contracts with the ELCD.

No. Each time agencies (successfully) transfer a file, existing data in the CDMIS for the given report period is erased. The transfer file replaces all currently existing data.

The only way for agencies to submit data in multiple files is to establish sub-agencies, but those sub-agencies must contain different groups of families..

Agencies have two options:

• Use the data entry screens on the CDMIS Live website (i.e., utilize the “CDD-801A Input/Edit” function) to correct the information (this may be easier if agencies only need to make a few changes), or
• Make corrections to the file and upload the corrected file to the CDMIS Live website. (For the report period, all currently existing information is erased and the information contained in the new file is loaded into the CDMIS.).

Agencies have two options:

• Use the data entry screens on the CDMIS Live website (i.e., utilize the “CDD-801A Input/Edit” function) to delete all of the information, or
• Create a new file that contains correct information and upload the corrected file to the CDMIS Live website. When the file passes, all currently existing information is erased and the information contained in the new file is loaded into the CDMIS.

The file is processed in three steps:

1. The file is immediately stored on the CDMIS Live website.
2. The file process begins at 2:45 a.m. the following morning.
   
   If processing is successful, the information in the file is transferred to the CDMIS database.
   If processing is not successful, none of the information in the file is transferred to the CDMIS database
   
   
3. A processing status report is created and stored (permanently) on the CDMIS Live website.

The CDMIS processes files submitted every day at 2:45 a.m. A processing status report is available the morning after an agency has transferred a file. To view the report, agencies must complete the following steps:

1. Navigate to the CDMIS Main Menu and select the function "CDD-801A Management Reports."
2. Click the “CDD-801A Electronic File Status Report” link.
3. Indicate the desired report period.
4. All files submitted for a specific report period is displayed in the order they were received. To open and view the status of a file, click the numbered link. The processing status report describes if the processing of a file was successful for unsuccessful. If a file fails, the report displays error messages that must be corrected within the file.

No. Every sub-agency is completely independent of any other sub-agency.

Yes.

When printing or displaying an import file, long records may wrap around the screen or page for multiple “lines.” These are still considered single rows (records) if the end-of-line characters CR/LF appears after the last field.

Agencies can test files via the CDMIS Test website. The CDMIS Test website operates exactly like the CDMIS Live website; however, files submitted to the CDMIS Test website do not count as CDD-801 submissions.

On the CDMIS Test website files are processed every 1.5 to 2 hours between 7 a.m. and 7 p.m. daily. Agencies can log on to the CDMIS Test website to test files and resolve error messages. Once all error messages are resolved, files can be submitted to the CDMIS Live website.

No. The CDMIS Live website accepts files with any name. For agencies’ convenience, the CDMIS Office recommends that agencies indicate the report period in files’ names.

Agencies that use software created by vendors can submit files if the software has been updated with the file format specifications detailed in Appendix C: Creating Electronic Files. For more information, consult the specific vendor.

No. Files must contain information for only one report period. If agencies try to transfer a file with information for more than one report period, the entire file will be rejected. To add just a few families to a prior month, use the "CDD-801A Input/Edit" function.

FIPS stands for Federal Information Processing Standards. In California, FIPS codes are assigned by county. If the county is known, the FIPS code can be found on the National Institute of Standards and Technology (TXT) .

For residents of contiguous states, the FIPS code is the two-digit state code followed by three numbers associated with the counties in those states. The CDMIS maintains a Zip/FIPS Lookup function that can be accessed from the Main Menu. Input the zip code into this function; the CDMIS provides the correct FIPS code to enter in files.

Four common problems when using a spreadsheet are as follows:

1. Problem: Agencies include column headings at the top of the spreadsheet and enter data into the rows underneath. The CDMIS is unable to read the header row, so the file is rejected.
   Solution: Remove the header row from the spreadsheet before saving the spreadsheet as a tab-delimited text file.
   
   
2. Problem: When the spreadsheet application creates the tab-delimited text file, it adds delimiters to the file. For example, quotation marks may be inserted around text fields.
   Solution: Remove any additional characters from the file.
   
   
3. Problem: When agencies type a leading zero (“0”) in some entries, the spreadsheet application ignores the 0. For example, agencies enter "04" (i.e., licensed center-based care) as the type of child care, but the spreadsheet drops the "0" and displays only the "4."
   Solution: Format the column in the spreadsheet as a "text" column rather than a number column, or use custom formatting for the column and enter the format type as “00” so the leading zero is not dropped.
   
   
4. Problem: When agencies enter a date into the spreadsheet, the spreadsheet changes the format. For example, agencies enter "04/06/2012," but the spreadsheet displays "4/6/2012."
   Solution: Format the column in the spreadsheet as a "text" column rather than a number column, or use custom formatting for the column and enter the format type as “mm/dd/yyyy” so leading zeros are not dropped.