CDMIS User Manual - Chapter 4: CDD-801B Reporting

Contents

This chapter contains the following topics:

• 4.1 CDD-801B Monthly Sample Report
• 4.2 Data Definitions
• 4.3 CDD-801B Input/Edit: Step-by-Step Instructions

4.1 CDD-801B Monthly Sample Report

The CDD-801B Monthly Sample Report (CDD-801B) is a collection limited to approximately 250 records randomly sampled from all CDD-801A Monthly Child Care Population report (CDD-801A) statewide submittals for a given report period. The children reported in the CDD-801B are intended to provide a more thorough description of the children reported in all CDD-801A statewide submittals.

4.2 Data Definitions

The family, child, and provider information fields from the CDD-801A and 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.

4.3 CDD-801B Input/Edit: Step-by-Step Instructions

Overview

Agencies must provide complete information for every sampled family listed on the Child Development Management Information System (CDMIS) Live website. Three types of information are collected:

• Information of the family (i.e., Head of Household)

• Information of each child whose child care services were subsidized by an agency’s contract with the Early Education Division (EED)

• Information of the type of child care services received through an agency’s contract with the EED

Important Reminders

• Only information for the report period indicated in the notification email is required to be reported upon, not the current report period.
  
  
• Note Regarding Children Receiving Services in the California State Preschool Program (CSPP) or Programs for Children with Severe Disabilities (CHAN): Children who receive services in the CSPP or CHAN should not be included in the CDD-801B.
  
  If a child that received CSPP or CHAN services is selected, follow the instructions for excluding information that is located below.

Required Information

Agencies require the notification email from the California Department of Education (CDE) that contains the sample report period and the number of selected families. Refer to Appendix A: Data Definitions for further details.

Additionally, agencies require information about each of the sampled families. This information can be found in the following:

• Case files
• Computer system
• Payment Office records

Completion of the CDD-801B is expedited if all information is gathered prior to data entry.

Instructions

Locate Sampled Family(ies)

Follow the steps indicated below to find out which families must be reported on for the report period(s) listed in the notification email.

1. Log on to the CDMIS Live website and navigate to the Main Menu.
   
   
2. Select the function “CDD-801B Input/Edit.” Select the report period listed in the email notification. Click the “Submit” button.
   
   Result: The Family Summary screen, which lists the sampled families, is displayed for the specified report period.
   
   
3. Click the "Print" button. If agencies do not have a printer, write down the names and Family Identification Case Number (FICN) of the families to be reported.
   
   Result: Agencies have a list of the families for the report period for which they must report.
   
   
4. If agencies receive more than one notification email indicating different report periods, repeat steps 2 and 3 for each report period listed in the notification emails.
   
   Result: Agencies have one or more lists of families for which they must report.

Complete the CDD-801B

The Family Summary screen displays general information of all families sampled for the specified report period and indicates if the information for the families is completed or excluded. For a family’s information to be considered complete, responses to all data fields are required, except the following:

• The Social Security Number (SSN) should not be inputted.
• The Head of Household (HoH) Middle Initial is optional.
• Child Protective Services (CPS) Override (only applicable to CPS families where income is not collected)
• The Child's Middle Initial is optional.
• Program Codes 2 and 3, and the related fields for those codes (i.e., State Subsidized Monthly Payment for this Child Care and Total Hours of this Child Care for this Month) are only required if the child received subsidized child care services through more than one of the agency’s contracts with the EED during the selected report period and from the same provider.

Follow the steps indicated below to complete the CDD-801B:

1. Click on the HoH name to open the Edit Family screen.
   
   
2. Complete all the information requested for the family. Update any incorrect information listed. If an agency did not claim the child’s days of enrollment for fiscal reimbursement purposes under an agency’s contract with the EED during the report period listed, see the instructions below for excluding information.
   
   
3. Complete all the additional information requested for the child. Update any incorrect information listed.
   
   To add an additional child to a family, click the "Add" (another child for this family) button and complete the information for the child and the child's provider/type of child care.
   
   If the "Add” (another child for this family) button is clicked accidentally, click the "Delete" button above the child's information to delete the blank child and the child's provider/type of child care section.
   
   If a child for a family should not be included in the CDD-801B, exclude the pertinent information. If there are multiple children listed for the family, agencies must exclude the child. If there is only one child for a family, agencies must exclude the family. Detailed instructions for excluding a family, child, and type of child care is provided below
   
   
4. Complete all the additional information requested for the Type of Child Care. Update any incorrect information listed.
   
   To add another type of child care for a child, click the "Add" (another provider/type of child care for this child) button and complete the information for the child and the child's type of child care.
   
   If the "Add” (another provider/type of child care for this child) button is clicked accidentally, click the "Delete" button above the provider/type of child care information to delete the blank type of child care section.
   
   If a provider/type of child care listed for a child should not be included in the CDD-801B, exclude the pertinent information. If this is the only provider/type of child care listed for a child, agencies must exclude the child. If only one child is listed, agencies must exclude the family. Detailed instructions for excluding a family, child, and type of child care is provided below.
   
   
5. Click the "Save" button after all information has been entered.
   
   If error messages are displayed, make the appropriate corrections and click the "Save" button again. Repeat this process until no error messages appear. Complete records free of data quality errors are automatically saved in the CDMIS database.
   
   
6. Click the "Return to View Families" button.
   
   
7. If "YES" appears under the Completed column, all information was provided and the family’s information is complete.

Note Regarding Excluded Families: If agencies excluded the family, "NO" appears under the Completed column and "YES" appears under the Excluded column.

Exclude a Family

To exclude a family who should not be included in the CDD-801B, select the most applicable reason from the dropdown box that appears above the family section of the CDD-801B and click the "Exclude" button.

Exclude or Delete a Child

Exclude a child who should not be included in the CDD-801B prior to entering information into any data fields. Should agencies exclude a child in the middle of entering information into the CDD-801B, all information entered is lost and the child is not excluded.

Note Regarding Excluded Information: If agencies exclude a family or child from the CDD-801B, agencies must also update the corresponding CDD-801A to reflect accurate information for that report period.

To Exclude: To exclude a child whose days of enrollment were not claimed for fiscal reimbursement purposes under an agency’s contract with the EED during the sample report period (see Program Codes in Appendix A: Data Definitions for a list of specific codes that qualify a child for inclusion in the CDD-801B), select a reason from the dropdown box that appears above the child section and click the "Exclude" button. The page reloads and the child and provider/type of child care information for that child is displayed differently to indicate it has been excluded from the CDD-801B.

An "Unexclude" button appears above the child section in the event that the child was excluded in error. If agencies excluded a child in error, click the "Unexclude" button. The page reloads and the information for that child can be added to the CDD-801B.

To Delete: To delete a child whose days of enrollment were not claimed for fiscal reimbursement purposes under an agency’s contract with the EED during the sample report period (see Program Codes in Appendix A: Data Definitions for a list of specific codes that qualify a child for inclusion in this CDD-801B), click the “Delete” button that appears at the top of the child section. The page reloads and the child and provider/type of child care information for that child is no longer displayed.

Exclude or Delete a Provider/Type of Child Care

Exclude a child who should not be included in the CDD-801B prior to entering information into any data fields. Should agencies exclude a child in the middle of entering information into the CDD-801B, all information entered is lost and the child is not excluded.

To Exclude: To exclude a provider/type of child care that should not be included in the CDD-801B, select a reason from the dropdown box that appears above the provider/type of child care section and click the "Exclude" button. The page reloads and the provider/type of child care information for that child is displayed differently to indicate it has been excluded from reporting.

An "Unexclude" button appears above that provider/type of child care section in the event that the provider/type of child care was excluded in error. If agencies excluded a provider/type of child care in error, click the "Unexclude" button. The page reloads and the information for that provider/type of child care can be added to the CDD-801B.

To Delete: To delete a provider/type of child care that should not be included in the CDD-801B, click the “Delete” button that appears at the top of the provider/type of child care section. The page reloads and the child and provider/type of child care information for that child no longer appears.

What Happens Next

If agencies successfully provided all family, child, and type of child care information, the Completed column on the Family Summary screen displays "YES."

If agencies excluded a family, child, or provider/type of child care from the CDD-801B, the "Excluded" column on the Family Summary screen displays "YES.”

If “YES” is not displayed under either of these columns, the CDD-801B is not complete. Agencies must view the family information, read the error messages, and provide the correct information.

Exit the View CDD-801B Family Summary Screen

• Click the "Main Menu" link that appears just above the page name, or
• Click the "Log Off" link that appears above the page name.

Help Screens

• View Families: Using the View CDD-801B Family Summary Screen
  Information regarding viewing the CDD-801B family summary screen.
  
  
• Add/Edit Families: Using the Add/Edit CDD-801B Family Screen
  Information regarding adding/editing CDD-801B family screen.

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