CDMIS User Manual - Chapter 4: CDD-801B Reporting
This chapter contains information regarding CDD-801B reporting.Contents
This chapter contains the following topics:
4.1 CDD-801B Monthly Sample Report
The CDD-801B Monthly Sample Report (CDD-801B) is a data collection limited to approximately 250 families randomly sampled from CDD-801A statewide submittals for a given report period. In the CDD-801B, agencies provide a more thorough description of each family selected for the sample.
Who
Which agencies must submit the CDD-801B?
Agencies required to submit the CDD-801B vary for each report period as families are chosen by a random selection process. Since the sample for the CDD-801B is relatively small, not all agencies will be required to complete the CDD-801B every month.
Agency executive directors and program directors are notified via email if one or more families previously reported in the CDD-801A are selected for the CDD-801B. The email indicates the sampled report period, the number of families sampled, and the date the information is due.
Which families are included in the CDD-801B?
The CDD-801B collects information only about families and children whose childcare services were funded through federal funds or state match (state funds used to match federal funds as a requirement for receiving those funds).
What
What is the CDD-801B?
The CDD-801B is a list of approximately 250 families, randomly sampled from the CDD-801A, whose childcare services were funded through federal funds or state match. In the CDD-801B, agencies provide additional information of each family selected for the sample.
When
When is the deadline for submitting the CDD-801B?
The due date for submitting the CDD-801B is provided in the notification email. Agencies are typically given 14 days from the date on the notification email to complete the CDD-801B for the sampled families. On the fifteenth day, a 10-day notice is sent to agencies that have not completed the CDD-801B, warning of apportionment withholding if the required information is not reported by the final due date.
Where
Where is the CDD-801B submitted?
The CDD-801B is submitted by agencies electronically via the CDMIS Online Portal.
Why
Why must agencies submit the CDD-801B?
As a requirement of receiving federal childcare funding, all states must submit the federally mandated ACF-801 report, which is a requirement of the Personal Responsibility and Work Opportunity Act of 1996 (PL 104-193). California currently submits sample information, collected via the CDD-801B, to fulfill the requirements of the ACF-801 report.
Failure to submit the ACF-801 report to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of agencies with contracts to submit the CDD-801B in a timely manner will result in the withholding of apportionments.
How
How do agencies submit the CDD-801B?
Agencies submit the CDD-801B to the CDMIS by navigating to CDD-801B drop-down menu and selecting the “Input/Edit”. This function is used to carry out the following: view sampled families; fill in data entry screens; and exclude pertinent families from the sample. Step-by-step instructions addressing how to submit the CDD-801B using this method is available in the section below.
How do agencies know to submit the CDD-801B?
Agency executive directors and program directors are notified via email if one or more families previously reported in the CDD-801A are selected for the CDD-801B. The email indicates the sampled report period, the number of families sampled, and the date the information is due.
Other agency staff with CDMIS user accounts do not receive this notification email; however, agency staff with active CDMIS user accounts may manually verify if their agency has been selected for the CDD-801B by utilizing the “CDD-801B Input/Edit” function and indicating the pertinent report period.
How are families chosen for the CDD-801B?
Families are chosen by a random selection process. The notification email informs of the number of families sampled for the report period. Upon logging into the CDMIS, agencies can view the selected families on the Family Summary screen4.2 Data Definitions
The family, child, and provider information fields from the CDD-801A and the CDD-801B have their own definitions, guidelines, and FAQs. The link provided in Appendix A: Data Definitions provides a comprehensive description of all data fields in the CDD-801A and the CDD-801B.
4.3 CDD-801B Input/Edit: Step-by-Step Instructions
Overview
Agencies must provide complete information for every sampled family listed on the CDMIS. Three types of information are collected:
- Information of the family (i.e., Head of Household (HoH))
- Information of each child whose childcare services were subsidized by an agency’s contract
- Information of the type of childcare services received through an agency’s contract
Important Reminder
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 CSPP:Only those children who received services in the CSPP for more than four hours each day (or the majority of their services in the CSPP was more than four hours each day) should be included in the CDD-801B.
If a child that only received part-day CSPP services is selected, follow the instructions for excluding information that is located below. In addition, correct the corresponding CDD-801A and answer "Yes" to the question "Child Receives Part-Time Care" for the child. The CDMIS sampled this child because the question had been answered "No" in the CDD-801A for the sampled report period.
Required Information
Agencies require the notification email from the 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.
Step-by-Step 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.
2.Select the function “CDD-801B Input/Edit.” Select the report period listed in the email notification. Select the “Submit” button.
Result: The Family Summary screen, which lists the sampled families, is displayed for the specified report period.
3.Select the "Print" button.
If agencies do not have a printer, write down the names and FICNs 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 SSN should not be inputted.
- The 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 Childcare and Total Hours of this Childcare for this Month) are only required if the child received subsidized childcare services through more than one of the agency’s contracts during the selected report period and from the same provider.
Follow the steps indicated below to complete the CDD-801B:
1.Select 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 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, select the "Add" (another child for this family) button and complete the information for the child and the child's provider/type of childcare.
If the "Add” (another child for this family) button is selected accidentally, select the "Delete" button above the child's information to delete the blank child and the child's provider/type of childcare 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 childcare is provided below.
4.Complete all the additional information requested for the Type of Childcare. Update any incorrect information listed.
To add another type of childcare for a child, select the "Add" (another provider/type of childcare for this child) button and complete the information for the child and the child's type of childcare.
If the "Add” (another provider/type of childcare for this child) button is selected accidentally, select the "Delete" button above the provider/type of childcare information to delete the blank type of childcare section.
If a provider/type of childcare listed for a child should not be included in the CDD-801B, exclude the pertinent information. If this is the only provider/type of childcare 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 childcare is provided below.
5.Select the "Save" button after all information has been entered.
If error messages are displayed, make the appropriate corrections and select 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.Select the "Return to View Families" button.
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 drop-down box that appears above the family section of the CDD-801B and select 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 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 drop-down box that appears above the child section and select the "Exclude" button. The page reloads and the child and provider/type of childcare 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, select 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 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), select the “Delete” button that appears at the top of the child section. The page reloads and the child and provider/type of childcare information for that child is no longer displayed.
Exclude or Delete a Provider/Type of Childcare
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 childcare that should not be included in the CDD-801B, select a reason from the drop-down box that appears above the provider/type of childcare section and select the "Exclude" button. The page reloads and the provider/type of childcare information for that child is displayed differently to indicate it has been excluded from reporting.
An "Unexclude" button appears above that provider/type of childcare section in the event that the provider/type of childcare was excluded in error. If agencies excluded a provider/type of childcare in error, select the "Unexclude" button. The page reloads and the information for that provider/type of childcare can be added to the CDD-801B.
To Delete
To delete a provider/type of childcare that should not be included in the CDD-801B, select the “Delete” button that appears at the top of the provider/type of childcare section. The page reloads and the child and provider/type of childcare information for that child no longer appears
What Happens Next
If agencies successfully provided all family, child, and type of childcare information, the Completed column on the Family Summary screen displays "YES."
If agencies excluded a family, child, or provider/type of childcare 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
- Select the "Home" link that appears just above the page name, or
- Select the "Log Off" link that appears above the page name.
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