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

This chapter contains information regarding CDD-801A reporting.

Contents

This chapter contains the following topics:


3.1 CDD-801A Monthly Child Care Population Report

The CDD-801A Monthly Child Care Population Report (CDD-801A) is the collection in which Early Learning and Care Division (ELCD)-contracted agencies that maintain a child care and development contract with the California Department of Education (CDE), ELCD report specific information on all children whose days of enrollment were claimed for fiscal reimbursement purposes under agencies’ child care and development contracts with the ELCD.


3.2 Data Definitions

The family, child, and provider information fields from the CDD-801A and CDD-801B Monthly Sample Report (CDD-801B) have their own definitions, guidelines, and frequently asked questions. Comprehensive descriptions of all data fields in the CDD-801A and the CDD-801B are provided in Appendix A: Data Definitions.


3.3 CDD-801A Input/Edit: Step-by-Step Instructions

Frequently Asked Questions

When can I use the “CDD-801A Input/Edit” function of the CDMIS?

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.

How do I know if my information has been successfully saved to the CDMIS database?

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.

Can I view information submitted by my agency for previous report periods?

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.
What does the error message mean, “The selected report month/year cannot be the current month/year or later. CDD-801A data cannot be entered for this report month/year.”?

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.

What does the error message mean, “The Cut-Off Date for entering CDD-801A data for the selected report month/year has passed. CDD-801A data may no longer be copied to the selected report month/year”?

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.


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3.4 CDD-801A Electronic File Transfer: Step-by-Step Instructions

Information regarding utilizing the electronic file transfer screen is located on the Using the Electronic File Transfer Screen.

CDMIS Test Website

  • CDMIS Test Site - Log On
    • User account and password are required
    • Note: Log on credentials are separate from the CDMIS Live site.

The CDMIS Test website is available for agencies to test files for error messages prior to submitting it to the CDMIS Live website. The CDMIS Test website is only for use by agencies that submit the CDD-801A via the Electronic File Transfer function. The CDMIS Test website is not for use by agencies that submit the CDD-801A via the Input/Edit function. Additionally, the CDMIS Test website cannot be used for other functions (i.e., Input/Edit, Update Agency Information, etc.).

Unlike the CDMIS Live website, which processes files every 24 hours, the CDMIS Test website processes files every 1.5 to 2 hours. As files are processed on the CDMIS Test website at a quicker rate than on the CDMIS Live website, agencies are permitted timely access to management reports for expedited file review and correction.

Once a file successfully passes on the CDMIS Test website, agencies must upload the file to the CDMIS Live website. Files submitted to the CDMIS Test website are not counted as CDD-801A submissions. Only files that are uploaded and have successfully passed on the CDMIS Live website meet the CDD-801A reporting requirement.

Users with an active account on the CDMIS Live website may request access to the CDMIS Test website by contacting the CDMIS Office by phone at 916-445-1907. Log on credentials differ across the CDMIS Live website and the CDMIS Test website (i.e., users cannot access the CDMIS Live website using CDMIS Test website log on credentials and vice versa).

Frequently Asked Questions

Can I email my agency's file to the CDE?

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.

Can I send a diskette, CD, or USB with my agency's file to the CDE?

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

Can I download a file from the CDMIS?

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.

How do I know if someone else in my agency has already transferred a file for a report month?

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.

When I format the file, do I put quotation marks around the character fields?

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).

If I use the file transfer once, do I then have to use the file transfer every month after that?

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.

Can I use the file transfer option whenever I want?

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.

Can I transfer a partial file now and transfer the rest later?

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..

How do I change the information I already transferred?

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.).
I transferred a file with wrong information. How do I delete all of the data in the file?

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.
What happens to the file I transferred?

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.
How do I know if my file transfer was successful?

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.
If one sub-agency uses the file transfer function, does the other one have to?

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

Can I switch from file transfer to web input (or vice versa) anytime?

Yes.

When I look at my transfer file, the data wraps into lots of rows. Did I do something wrong?

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.

How can I test my file?

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.

Do I have to give my electronic file a special name before I transfer it to CDMIS?

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.

My agency uses a software package to create the CDD-801A. Can I transfer that file to the CDMIS Live website?

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.

If I forget to report some families for a given report period can I just include those families in my file for next report period?

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.

What is a FIPS code and how do I find it?

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) External link opens in new window or tab..

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.

I used a spreadsheet to create my electronic file. When I try to transfer it, the transfer fails. Help!

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.

3.5 Management Reports

Information regarding available management reports is located on the Using the CDD-801A Management Reports Screen.

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