CDMIS Update Issue #16
Child Development Management Information System (CDMIS)
April 17, 2013
Changes to the CDD-801A Report Beginning with the July 2013 Report Month
The Early Education and Support Division (EESD) is changing the CDD-801A to include additional data fields. The EESD will give agencies a two-month phase-in period (July 2013 and August 2013). During this period, the new data fields will be optional. This will allow agencies time to inform their staff of the changes, and for those who submit electronically, time to align their software systems. Beginning with the September 2013 report month, all of the new information in the CDD-801A will be required.
New Fields Added
All agency staff who have direct or indirect responsibility for the CDD-801A monthly reports, including executive directors, program directors, CDMIS users who submit the reports, software vendors who maintain software to collect the information and generate the CDD-801A, and any other person who needs to be aware of the changes should read the Data Definitions and pay close attention to the new fields that will be added beginning with the July 2013 report month.
Child’s Primary Language - The Primary Language is the language which is primarily spoken in the home.
Child is an English Learner (EL) - An EL is a K-12 student who, based on objective assessment, has not developed listening, speaking, reading, and writing proficiencies in English sufficient for participation in the regular school program. These students are sometimes referred to as Limited English Proficient (LEP).
Quality Rating and Improvement System (QRIS) Participation - The QRIS indicates the quality of child care provided to each child receiving subsidized care.
Accreditation Status - The Accreditation Status indicates if the agency has received accreditation from any national or local organization. Accreditation represents a mark of quality in early childhood education programs.
Changes to Existing Fields
In addition to the new fields that are being added to the CDD-801A, some of the existing Data Definitions have been revised. All CDMIS users should read the revised Data Definitions while paying close attention to the sections listed below. For those who wish to print the entire list, all the information fields are available in the Data Definitions (DOC) document. The revised data definitions are:
Exceeds Age for Program Type - Child has Individualized Education Program (IEP) - This data element is being renamed as "Child has IEP." An IEP is a written plan tailored for the individualized needs of a child to ensure the child receives an appropriate placement. The plan specifies the child’s academic goals and the process to help the child reach these goals. In the past, the Exceeds Age for Program Type – has IEP element was used to indicate if the child was over age for the program in which they were receiving services. The definition has been revised to determine for all children whether or not they have an IEP. If the child has an active IEP on file, then you should answer “Yes” to the question. If the child does not have an active IEP on file, then you should answer “No” to the question.
Head of Household Zip Code - The Head of Household Zip Code must contain nine digits - the primary five-digit zip code plus the four digit extension. Prior to this report month, including the four digit extension was an option.
Provider Zip Code - The Provider Zip Code must contain nine digits - the primary five-digit zip code plus the four digit extension.
Total Hours of Care This Month - The definition for total hours has been revised to provide a descriptive guide for contractors on how to capture and calculate hours of care. For EESD's purposes, to calculate the hours of care, EESD defines a variable schedule as Actual Clock Hours. Examples of this could be a timesheet or a sign-in/sign-out sheet. EESD defines a regular schedule based on certified hours of need as Authorized Clock Hours. An example could be contracted hours or approved hours. This change is to merely clarify EESD’s definition in relation to the federal reporting requirements. Please review the definition to familiarize yourself with the changes.
What changes do I have to make to the way we collect the information?
This depends in part on the method you use for submitting data to EESD.
For agencies that submit data using the Copy Forward method, the new data elements will appear beginning with the July 2013 report month. It is suggested that you update all the family information pertaining to the new data fields at this time. If you find the update process will take more time, don’t panic as this phase-in period will extended through the August report month. You must have all the new data fields completed before you begin copying data to the September 2013 report month. Be aware that any families with incomplete information will not be copied to the September 2013 report month.
For those agencies that use the Electronic File Transfer process to upload the monthly CDD-801A data, the “Instructions and Electronic File Format Specifications” on the CDMIS Web site have been revised to indicate precisely where the new fields are to be added. Your file will process only if the file contains all the new fields. Please keep in mind the EESD is giving agencies a two-month phase-in period (July 2013 and August 2013). This means that although the new file format is required, the new data is optional. Beginning with the September 2013 report month (due October 20, 2013), all new data must be included or else the file will be rejected.
New Field Added to the CDD-801B Effective with the September 2013 Report Month
Provider Address - The provider address is the physical address of the provider. This information (combined with the nine-digit provider zip code and the Provider Federal Employment Identification (FEIN)/Social Security Number (SSN) already captured in the CDD-801A report) is being collected in the CDD-801B to ensure compliance with new federal reporting requirements to identify unique provider locations.
CDMIS Late Notifications are Going Paperless
CDMIS will no longer send late notifications in paper form for the CDD-801A and CDD-801B reports. Instead, all late notifications will be transmitted via e-mail. All Executive Directors and Program Directors should make sure their e-mail addresses are current. To verify your information, log on to CDMIS and select the function “Update Agency Information.” Review the sections for the Executive Director and Program Director to be sure the e-mail addresses are current.
Housekeeping-Sub-agency End Dates
Many agencies use sub-agencies to break up data into more manageable groups. Over time, an agency which has created a sub-agency will decided for one reason or another to not use the sub-agency. If you find there is a sub-agency that is no longer needed, please access CDMIS and place an end-date on the sub-agency no longer in use.