Skip to main content
California Department of Education Logo

CDMIS Update #34 Instructions

Provides instruction on how users can export existing CDD-801A data from the Child Development Management Information System (CDMIS), copy their records to the “CDD-801A Microsoft Excel Template”, and save as a text file to upload to the CDMIS.

Instructions for Exporting CDD-801A Data and Transferring the Child Records into a Tab-Delimited Text File

The following steps can be used to export existing CDD-801A data, copy their records to the “CDD-801A Microsoft Excel Template”, and save as a Tab Delimited Text file to upload to the CDMIS using the CDD-801A report’s “Electronic File Transfer” function.

  1. Login to CDMIS Online Portal

  2. Select the CDD-801A drop-down menu

  3. Hover your cursor over the “Management Reports” option

  4. Select “Submission Export”

  5. Select the respective “Report Month,” “Report Year,” and “Sub-Agency” that you wish to copy forward into the following report period. Once you’ve done so, please click the “Submit” button
    • Notes:
      • If your agency has more than one sub-agency this process must be completed for each sub-agency
      • Regular Users who are assigned to a specific sub-agency can only apply this process to their respective sub-agency

  6. Scroll down to the bottom of the “CDD-801A Submission Export for (Report Month and Year)” screen and click on the “Export Report to CSV” button

  7. The CDD-801A Report Data for the respective report period has now been saved to your machine’s download folder. Navigate to this folder and open the CSV file in Microsoft Excel.
    • If a Microsoft Excel pop-up window appears indicating, “By default, Excel will perform the following data conversions in this file – Remove leading zeros, Do you want to permanently keep these conversions?”
      • Select “Don’t Convert”

  8. Open the “CDD-801A Microsoft Excel Template” file and copy all of the data values from the “CDD-801A Submission Export” into this template by following the instructions below.
    • Arrange Windows Side by Side: After opening the “CDD-801A Microsoft Excel Template” file , arrange the “CDD-801A Microsoft Excel Template” window and the “CDD-801A Submission Export” window containing the CSV file side by side on your screen for easy reference
    • Identify Columns in CSV File: In the CSV file, identify the columns that correspond to the data in the CDD-801A template
    • Copy Data Column by Column: The first column (RptYrMon) needs to be reformatted to mm/yyyy. Example: January 2024 must be entered as 01/2024
      • Navigate to the Home tab, in the Number group, and click the arrow next to the Number Format box, and select Text
    • Start by copying the first column (RptYrMon), select the entire column of data from the CSV file. Right-click and choose "Copy" or use the keyboard shortcut (Ctrl + C) to “Copy” the selection
    • Paste Data into Template: Navigate to the corresponding column in the “CDD-801A Microsoft Excel Template.” Right-click on the first cell of the column and choose "Paste" or use the keyboard shortcut (Ctrl + V) to “Paste” the selection
      • Notes:
      • Repeat the Copy and Paste steps for each column until the end of the file.
      • In the second column (Vendor number/submission code), enter your vendor number and submission code. Example Z987 and submission code 000 is entered as Z987000
      • Columns in the export file are not in the exact order as the CDD-801A Microsoft Excel Template, identify the correct columns prior to copying and pasting data
    • Update Part-Day Field Information: The Part Day column is no longer applicable and has been repurposed to capture Services Type and Length (Column 30). Please choose between the new A-D options to select the correct Services Type and Length of Care code
      • A: Direct Services Full-Day
      • B: Direct Services Part-Day
      • C: Subcontracted Services Full-Day
      • D: Subcontracted Services Part-Day

  9. Delete Header Rows (rows 1 and 2) from the “CDD-801A Microsoft Excel Template”

  10. Save the “CDD-801A Microsoft Excel Template” as a Tab Delimited Text file (.txt) by following the instructions below
    • Go to the "File" Tab: Click on the "File" tab in the top-left corner of the Excel window.
    • Choose "Save As: In the File menu, select the "Save As" option
    • Specify File Name and Location: Choose or create the folder where you want to save the file. Enter a name for the file in the "File name" field
    • Specify File Type: Under the “File name” field, click the dropdown for the option “Save as type:” and select “Text (Tab delimited) (*.txt)”
    • Save File as Tab Delimited text file: Confirm the file name is correct and “Save as type:” shows “Text (Tab delimited) (*.txt).” Save the file by clicking the “Save” button on the bottom right

  11. Navigate back to the CDMIS Online Portal and open the CDD-801A drop-down menu

  12. Select the function titled “Electronic File Transfer”

  13. Select the respective reporting period (i.e. January 2024) and sub-agency if applicable

  14. Click the “Choose File” option to find your newly created tab delimited text file and then click the “Upload File” button
Questions:   CDMIS Support Team | CDMIS@cde.ca.gov
Last Reviewed: Thursday, February 08, 2024
Recently Posted in Early Education
  • CDMIS Update #34 Instructions (added 08-Feb-2024)
    Provides instruction on how users can export existing CDD-801A data from the Child Development Management Information System (CDMIS), copy their records to the “CDD-801A Microsoft Excel Template”, and save as a text file to upload to the CDMIS.
  • Management Bulletin 24-01 (added 29-Jan-2024)
    Guidance on California State Preschool Program Neighborhood School Eligibility
  • CDMIS Update #32 (added 22-Jan-2024)
    Child Development Management Information System (CDMIS) Update Regarding New Reason Codes U (CSPP Early Enrollment) and V (Means-Tested Government Program)