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FY 2018-19 CFA Instructional Webinar Transcript

Transcript of an instructional webinar conducted on October 17, 2017 for the Fiscal Year (FY) 2018-19 Continued Funding Application (CFA).

The following is a transcript of an audio recording of an instructional webinar presented by the Early Education and Support Division (EESD), California Department of Education (CDE) on October 17, 2017, providing guidance on the 2018–19 Continued Funding Application (CFA).


Instructional Webinar Starts

Hello, I’m Maria, an analyst with the Early Education and Support Division (EESD) at the California Department of Education (CDE). Thank you for joining us, and welcome to the Continued Funding Application (CFA) webinar for Fiscal Year (FY) 2018–19.

I would like to make some introductions. First, from the EESD, I would like to introduce Bill Rhinehart who is the Interim Manager for the Funding and Agency Support Unit. My colleague, Nancy is the other analyst presenting with me. Also, Rosanne Pitz and Linda Morales, who are consultants in the division, are with us today. Just a reminder, if you have any questions, make sure to send them to the EESD CFA Team by e-mail at CFA@cde.ca.gov.

Before we begin the CFA webinar we would like to remind you that the following documents will be referenced throughout this presentation:

  • The FY 2018–19 CFA Forms
  • The FY 2018–19 CFA Instructions

To prepare, please print out a copy of these two documents, to assist you during the webinar. You will notice page numbers on the bottom left-hand corner of each slide. These page numbers refer to the Instructions about the CFA components listed on each slide.

You will see, there are also bolded tips that appear in this presentation. These tips are very important. They are here to guide contractors so they may avoid some common mistakes in the CFA process.

Please be advised that the CFA FY 2018–19 has minor changes from last year. The CFA includes interactive forms and a separate packet with instructions. It is very critical to read the Instructions before completing the CFA. The CFA forms provide auto-populating headers, user-friendly check boxes, and pre-populated drop-down menus. For technical assistance with any of these features, please contact the EESD CFA Team by e-mail at CFA@cde.ca.gov. We will be happy to resolve any difficulties. For the most efficient technical assistance, please include a name and callback number on all inquiries. Please allow sufficient time for a response from the CFA Team.

Here is a brief roadmap of the CFA webinar. First, we will briefly present the statutory and regulatory background. Then we will cover the submission requirements. Module one will provide guidance through the CFA forms. The second half of the webinar includes instructions on the CFA attachments.

All right, let’s get started. We will begin the CFA webinar by reviewing the regulations that mandate CFAs. Why do contractors submit the CFA?

According to Title 5 Regulations, contractors that intend to accept the offer to continue services in the subsequent contract period shall respond to a CFA request from the Child Development Division in accordance with the instructions and timelines specified in the request.

Be advised, failure to respond within the timelines specified in the CFA shall constitute a notification to the Child Development Division of the contractor's intent to discontinue services at the end of the current contract period.

In other words, contractors complete the CFA to notify the CDE of an intent to continue serving children. If the CDE does not receive your CFA, we may assume that your agency does not intend to continue providing services in the upcoming fiscal year.

Ok, everyone. Just as a reminder, the page number in the bottom left-hand corner of the slide indicates that the information for this slide can also be found on page one of the Instructions. Contractors must submit three total CFA packets: one original and two copies. All three packets must include the CFA forms and all attachments. The CFA must be printed single-sided. All original CFA forms must be signed in blue ink, by the contractor’s authorized representative. If blue ink is not used, the contract will be returned for proper signature.

Generally, the executive director, owner, president, or superintendent are authorized signers. All contractors should consult your particular organization’s bylaws and governing documents to confirm who is authorized to sign for your agency.

Please note the complete CFA along with all attachments must be printed single-sided. Also, please remember to keep a copy for your files. The EESD will not accept electronic versions, files on computer discs, or faxed applications. Please pay close attention to these instructions to ensure that your CFA is processed in time.

The CFA may be mailed or personally delivered to the CDE. Your CFA must be delivered/received on or before December 1, 2017, no later than 5 p.m. to the address listed on the slide.

The following documents must be signed and included in the completed CFA packet with a signature, unless exempt: the personnel certification, subcontractor certification, contractor certification, and the Certification of Contractor Information in the Child Development Management Information System which is the CDMIS Database. All of these forms require a signature. Private entities must also include a signed Payee Data Record which is the (STD. 204). This list is provided as a reference for all contractors. The Instructions refer to programs and agencies that are exempt. Please note that a list of all items that require a signature is also located on page 1 of the CFA Instructions. The last page of the CFA is a checklist that may also serve as a tool to ensure your CFA is completed and signed appropriately.

My colleague Nancy will continue with the presentation.

Our focus now moves to Module 1: the actual completion of the CFA forms. Tip: download and save the application before completing the forms. Be sure to save the application before you begin to input your data. If you do not download and save the application to your computer, you may not be able to recover any data already entered in the unsaved application.

Section I – Contractor Information is page 1 of the application. The contractor’s legal name, headquartered county, and vendor number will auto-populate and appear in the header on subsequent pages. Be sure to verify information entered in these boxes since they will automatically be entered throughout the application.

Headquartered (HQ) County is where:

  1. Contractors have provided child care services in the service delivery area, OR
  2. Contractors have their primary administrative office.

Complete the contractor information as instructed.

Let me give you an important tip. We would like to emphasize this detail, as many agencies submitted incorrect information last year. Please make sure you verify that the Executive Director’s information and Contractor’s Legal Business Address matches the information in CDMIS. If the contractor has a P.O. Box or if the mailing address is different than the legal business address, enter the complete mailing address.

Section II - Contract Types. This section is located on page 2 of the application. Check all boxes to indicate the programs you intend to continue to administer in FY 2018–19 with funds provided by the CDE.

Section III - Contractor’s Officers and Board of Directors Information. This section is located on page 3 of the application. Select “Yes” or “No” toggle button for the question, “Does the contractor have a board of directors? If the “No” button is selected, please provide an explanation in the space provided on the form. Indicate the form entity, in other words, sole proprietorship, partnerships, etc. Include the governance structure, specifically the number of owners or partners etc. Complete the contact information for each of the current year Contractor’s Officers and Board of Directors or governing individual as instructed on page 4 of the CFA Instructions. Each individual must provide their own personal contact information that is not associated with the organization.

Section IV - Allocation of Funds. This form is located on page 4 of the application. There is a tip box on page 4 of the Instructions with contract types that are required to complete this form. The purpose of the Allocation of Funds form is to track contract funds as budgeted by Service County for each of the contract types the contractor operates. Insert the information from the last full fiscal year in which services were provided. The last full fiscal year was 2016–17. The only exception is newly awarded EESD contractors who began providing services in the current fiscal year, they enter information for FY 2017–18.

At the top of the form include Contractor’s Fiscal Contact Name, e-mail address, telephone number and date of completion. If you have any questions on this form please contact: Robert Hom, Fiscal Analyst in the Child Development and Nutrition Fiscal Services Unit at 916-322-5090, or by e-mail at RHom@cde.ca.gov.

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We will now cover a few examples of how different contractors would fill out this form.

Example 1 is for contractors who provided services only in the headquartered county in FY 2016–17. Select contract type from the drop-down menu. Next, enter the contract number. This contract number will begin with a “6” for the majority of contractors. If you are a newly awarded EESD contractor who began providing services in FY 2017–18, you will enter information for the current fiscal year. Your contract number will begin with a “7.” Please utilize the county drop-down menu and select the headquartered county. Next, enter 100 percent in the percent column. The total row will auto-calculate and must equal 100 percent. You can also refer to Example 1 on page 6 of the Instructions.

Example 2, if contractor provided services in multiple counties, select contract type from the drop-down menu. Next, enter the contract number. Again, the contract number will begin with a “6” for most contractors, and will start with a “7” for new contractors. Utilize the county drop-down box, and list all counties in which children are being served with the contract funds. Insert the percentage of funds spent in each county for FY 2016–17. For example, click and select the first county and enter the percentage amount for children served with contract funds. Then, repeat the steps for additional counties. This will list all counties in which children are being served with the contract funds. The Total will auto-calculate, and must equal 100 percent. Please refer to the Example 2 on page 6 of the Instructions.

Maria will now continue with the presentation.

Okay, moving on to Section V Program Narrative form. This form is located on page 5 of the application.

This form will identify if you need to complete a Program Narrative Change and submit supplemental documentation. All contractors with program narrative changes will also submit Form EESD 3704A. This form is located in Section IX-F and can be downloaded from the CFA Web page.

In Section V, check all applicable boxes indicating the programs the contractor operates, and indicate whether you do or do not have programmatic or calendar changes. A change in the Minimum Days of Operation (MDO) is considered a calendar change that results in a Program Narrative Change and the need for Form EESD 3704A.

Any change in how programs are administered are considered programmatic changes that also require the Form EESD 3704A. It’s very important to verify the contract types selected in either section V-A or V-B on the form.

The Program Narrative Form is used to identify which contract types have program narrative changes, and which program narratives will remain the same. However, program calendars must be submitted for all contractors, regardless of their needing a program narrative change.

We will now walk through two examples of how a contractor may fill out this form.

Example 1: Contractor operates a program that does not have programmatic or calendar changes. In section V-A, please check the box beside each contract type(s) the contractor operates that does not have programmatic and/or calendar changes. Be sure to check all the boxes that apply to your agency. Contractors in Example 1 are not required to attach the Program Narrative Change Form (EESD 3704A).

Example 2: Contractor operates a program that has programmatic and/or calendar changes. In section V-B, please check the box beside each contract type(s) the contractor operates that do have either a programmatic change or a calendar change. For each contract type selected in this section, complete a separate form EESD 3704A. The Program Narrative Change Form is required to define the requested changes and must be completed for each contract type. Let me reiterate, a calendar is required for all contract type(s).

Moving on to, Section VI, Personnel Certification is located on page 6 of the application. The CDE requires all Center Based and Family Child Care Home Education Network contractors to employ fully qualified personnel. The authorized representative signing understands the staffing requirements. The Personnel Certification form is not required for agencies that only operate Alternative Payment (AP) and Resource and Referral (R&R) programs. Contractors should complete the Personnel Certification as instructed on page 7 of the CFA Instructions.

Moving Section VII, Subcontract Certification. This form is on page 7 of the application. This form must be signed by all contractors with the corresponding contract type(s) identified on the form. Check the boxes with corresponding contract type(s). The AP only and R&R programs are exempt from completing the Subcontract Certification. We will now walk you through two examples.

Example 1: In section VII-A, please check the box beside each contract type(s) (if any) the contractor operates that does not have subcontractors. Be sure to check all the boxes that apply to your agency. Contractors in Example 1 are not required to attach the Subcontract Information Form called (EESD 3704B).

Example 2: In section VII-B, please check the box beside each contract type(s) (if any) the contractor operates that do have subcontractors. Next, for each contract type(s) identified with the use of a subcontractor, submit a separate EESD 3704B in Section IX G. This form can be down loaded from the CFA Web page. All contractors (those who subcontract and those who do not) must sign this form unless you are an AP or R&R.

Section VIII - Contractor Certification is located on page 8 of the application. This section ensures that the contractor complies with all applicable program statutes and regulations. This form must be signed in blue ink.

This concludes the instructions for the CFA forms.

Nancy will now continue with the webinar.

The next section covers Module 2: the CFA attachments. Remember to download and save the attachments before completing the forms

Turn to Section IX - Required Attachments on page 9 of the application. All attachments must be completed and included in the application. These attachments are located on the CFA Web page.

  1. Program Calendar for Fiscal Year 2018–19
  2. Update and Certification of Contractor Information printout. This is generated from the Child Development Management Information System (CDMIS) Database.
  3. Payee Data Record (STD. 204) (This item is for non-public agencies only).
  4. Secretary of State (Item is for non-public agencies only)
  5. Verification of School District Name and Address (This attachment is necessary for Colleges, County Office of Education, and for Local Education Agencies).
  6. Program Narrative Change EESD 3704A
  7. Subcontract Information Form EESD 3704B

To follow, we will cover each of these attachments.

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Starting with, Attachment A-the 2018–19 Program Calendar, EESD–9730 Form: The Web link is provided in the instruction guide with detailed steps. Once you click on the link, at the top of the form its shaded gray, insert the name of the contractor and Vendor Number. Then click on the County box, you will select the county from the drop-down list. Click on the Contract Type box, select the contract type from the drop-down list.

Now, you are ready to enter the days of operation. Click on date for the days of operation. Enter an “X” for all days that the program will serve subsidized children during the FY 2018–19 contract period for the (Center-Based programs and Family Child Care Home Education Networks). A little reminder: use the tab button, to move within the calendar. The calendar will automatically count the days marked. The AP and R&R programs should mark the days the program office is open for business.

The total number of days marked with an “X” will contain each contract's Minimum Days of Operation (MDO). Reminder, please do not forget to submit a calendar for each contract type the contractor operates. Print single sided the completed calendar EESD-9730 form, and repeat for each contract type. The calendar, is available on the CFA Web page.

For changes to the MDO, complete and submit Program Narrative Change form (EESD 3704A) to justify changes to the previously approved MDO. Provide justification for a reduction of days on the Program Narrative Change.

If the MDO changes after the submission of the CFA, the contractor is to justify the revision by submitting revised calendars and a program narrative change form. Obtain necessary approval from your assigned consultant. The revised forms must be received electronically by your assigned consultant no later than June 29, 2018.

My colleague Maria will continue with the next attachments.

Moving on to Attachment B: Certification of Contractor Information in the CDMIS WEB Database. The Contractors are required to update all information in the CDMIS. Information in CDMIS becomes part of the agency’s contract. To access the information, the person logging on to CDMIS must be a “super user.” A super user is a person that is authorized by its agency.

Only “super users” can access the Update Agency Information function within CDMIS. To review the information and submit changes, log on to CDMIS. Complete the CDMIS check list that’s provided on pages 10 through 12 of the Overview and Instruction for your convenience, as a check off list.

Update the site license information. Click on each site to verify that the information for that site is correct. We are providing another tip for licensed facilities, provide the license issued by community care licensing division. Update the number of children served by contracts at sites/offices to reflect services as of October 2, 2017. Once you have entered all changes, generate and print the Agency Information Certification Form. The contractor’s representative must sign and date the form. It must be included with your CFA.

All changes submitted will remain pending until reviewed by your assigned consultant. Tip: regardless if changes are still pending approval, generate and print the “Agency Information Certification form.”

If you have any ongoing updates, submit them as changes occur. The number of children served by contract and age group at each site/office only needs to be updated once a year during the CFA process. Contact your assigned consultant for instructions on how to change your contractor’s legal name or mailing address, as specific documentation is required from the contractor to process the change.

For CDMIS Questions and technical assistance contact CDMIS staff by phone at 916-445-1907, or by e-mail at CDMIS@cde.ca.gov.

Now, moving on to Attachment C is the Payee Data Record, Non-public agencies must download and complete the State of California Payee Data Record (STD 204) (PDF) with the Web link provided.

Please note that a public agency is a state agency, city, county, special district, school district, community college district, county superintendent of schools, or federal agency.

Complete the STD 204 as instructed on page 12 of the CFA Instructions. The mailing address and business address should match the information submitted in Section I of the CFA. Please remember that the STD 204 must also be signed in blue ink.

And now, my colleague Nancy will continue.

Attachment D is the Secretary of State site (for Non-public agencies only). Detailed steps to follow for this site are included on page 13 of the CFA Instructions. Provide a printed verification of the agency’s status with the business entity detail. Contractors that are required to register with the Secretary of State, must have “active” status. Contact your assigned Consultant immediately if the contractor’s status is “inactive.” Tip: Name and Address must match the STD 204 and the information submitted on Section I of the application.

Attachment E is the Verification of School District Name and Address. This attachment is for public agencies only. Detailed steps for this site are on page 14 of the CFA Instructions. Print a verification of your district or county office legal name and address from one of the web sites provided. The information must match the information submitted in Section I of the application.

Attachment F is the Program Narrative Change Form EESD 3704A. Let’s go over a Tip: Only contractors who have selected contract types in Section V-B must complete Form EESD 3704A, which is the Program Narrative Change form available on the CFA Web page. Answer all questions as prompted. Duplicate this form as needed. A separate form must be completed for each contract type that has programmatic changes.

Attachment G is the Subcontractor Information Form EESD 3704B. Important Information: Only the agencies who have identified contract types in Section VII-B must complete Form EESD 3704B, Subcontract Information. Complete this form as instructed on page 15 of the CFA instructions. Remember that a separate form must be included for each contract type. Be sure to include the contract’s Maximum Reimbursement Amount (MRA), and the total percentage of the MRA subcontracted. Next, use the check boxes to answer “Yes” or “No” to the question. Does this subcontractor also contract with EESD? This question is really asking, does the subcontractor have a separate EESD contract? Do they have an assigned vendor number?

Select “Yes” if the contractor to which you subcontract your services also has a current EESD contract to provide state-subsidized child care and development services. Select “No” if your subcontractor does not have an EESD contract. Duplicate the form as needed for each contract type identified.

Section X, CFA Checklist is on page 10, of the application. Don’t forget, the checklist must be submitted with your CFA. Check all the boxes for documents submitted.

This concludes the instructions on the Attachments for the CFA.

Remember this will be posted in about a week. Keep checking for updates. We will continue to update the Frequently Asked Questions (FAQs).

Included on this page is the link to the CFA Web page. The FAQs will be posted to this page. This link houses all web pages referenced in this presentation. This is the link where a recorded version of this webinar will be available.

For questions and technical assistance contact the EESD CFA Team at: CFA@cde.ca.gov

This concludes the CFA webinar. Thank you for your participation.

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Questions:   Early Education and Support Division | CFA@cde.ca.gov
Last Reviewed: Thursday, October 19, 2017
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