Using the Copy CDD-801A Families Screen

Overview

Use this screen to copy one or more families from the selected report period to a new report period.

Important Reminders

When copying families (for example from May to June) you must:

• Copy the families forward first.
• Make changes to the families in the report month.
• Do not make changes to the report before copying forward (for example, do not change May before copying forward to June) or you will have changed May's report and it will no longer reflect actual services for that month.

Step-by-Step Instructions

Copy Forward

To copy CDD-801A information from one report period to another reporting period, follow the below steps:

1. Log into the Child Development Management Information System (CDMIS) website and select “CDD-801A” from the navigation menu. Click “Input/Edit” from the dropdown menu.
2. Select the Report Month and Report Year for which family and child data will be entered. Click the "Submit Report Month-Year" button.

Result: The View CDD-801A Families screen appears, and the first 20 families reported for that reporting period are displayed.

Use the buttons and links found below the listed families to “Jump to” specific families that should or should not be copied forward to another reporting period:

• Click "Previous Page" to view the previous 20 families.
• Click "Next Page" to view the next 20 families.
• Select a page number from the dropdown list to view the families on that page.
• Click on a letter under the "Jump to families" to move to the first family with a last name that begins with that letter.

3. Scroll to the bottom of the page and click the "Copy Families to a Future Month" button.

Result: The Copy CDD-801A Families screen is displayed. All families are automatically selected to be copied, as indicated by the check mark next to each family's name. If only a few families are to be copied forward to another reporting period, click the "Uncheck All" button. Recheck only those few families to be copied forward. Click the "Check All" button to check or recheck all families.

The subsequent reporting period is pre-selected. The reporting period can be changed should agencies wish to copy families to a later reporting period, however, agencies cannot copy families to a prior reporting period or to a reporting period that has not yet ended.

If an agency uses subagencies, the CDMIS automatically selects the same subagency to receive the copied families. Only super users can select a different subagency when copying forward a family’s information, should an agency wish to report families in a different subagency during the next report period.

4. Click the "Copy Checked Families" button.

Result: A confirmation screen(s) is displayed. Read the confirmation screen(s) carefully. One of two screens are displayed depending on if family information is or is not already present in the target report period:

• If there are already families in the target report period, agencies are informed of the number of families already in that report period. Agencies are prompted to delete the existing information and replace it with the information being copied forward, or to add the copied information to the information already in the target report period.
• If there are no families in the target report period, agencies are prompted to confirm the copying forward of the information.

5. Once one of the above choices is selected, the copy forward process begins; the screen updates as families are processed and copied forward.
6. The Copy Forward Results screen is displayed; two buttons are displayed on this screen.

• Return to the prior report period (should agencies want to double check that report period’s information).
• Continue to the target report period.

7. Families selected to be copied forward but were not copied forward into the target report period are listed in a table; these families could not be copied forward due to some error.

• To see the error and possibly resolve the problem, click the "Edit" button located to the right of the family's name. The Edit Family screen for that family and the relevant error message(s) printed in red text are displayed. To copy the family forward, all error messages must be resolved and saved. Agencies must ensure that all error messages are corrected before returning to the Copy Forward Results screen.
• Correcting the error messages and saving the information for each family automatically copies them forward into the target report period.

8. Click the “Continue to the target report period” button to make changes to the families in the target report period; add or delete pertinent family, child, and provider information.

• The only time agencies should add families (or children) is when the family (or child) being added was claimed for fiscal reimbursement purposes through an agency’s contract with the Early Education Division (EED) during that report period. The only time agencies should delete families (or a child within a family) is when the family (or child) was reported incorrectly and was not claimed for fiscal reimbursement purposes through an agency’s contract with the EED during that report period.

9. Complete family, child, and provider records are automatically saved to the CDMIS database.

Important Note Regarding Copy Forward: Do not make changes to the CDD-801A before copying forward to the target report period.

For example, if an agency is copying forward information from May to June, the agency should not change the information reported in May before copying forward to June, or agencies will have changed May's report and it will no longer reflect accurate information for that report period.

What Happens Next

1. Incomplete family, child, and provider information is not saved; pertinent error messages are displayed.

All error messages must be resolved in order to save the record’s information; partial or incomplete information will not be saved.

2. Complete family, child, and provider information free of data quality errors is automatically saved to the CDMIS database.

Exit the View CDD-801A Families 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.

Return to CDMIS User Manual: Chapter 3