CDMIS User Manual - Chapter 1: Overview

The CDD-801A must be submitted for each report period during which subsidized childcare and early education services were provided through an agency’s contract with the CDE and/or CDSS. If no subsidized services were provided through an agency’s contract with for a given report period, “No Services” must be reported. Detailed instructions for reporting “No Services” are provided in Chapter 5: Manage Agency Information.

Children who were enrolled in subsidized childcare and early education services through an agency’s contract should be included in the CDD-801A.

The CDD-801A is a report that includes children who were enrolled in subsidized childcare and early education services through an agency’s contract during a given report period. The CDD-801A is submitted monthly by agencies that contract with the CDE and/or CDSS to provide subsidized childcare and early education services.

The CDD-801A is also used to draw a sample of approximately 250 records per month from which more detailed information of children whose childcare services were subsidized through an agency’s contract is gathered. Information gathered from this sample constitutes the CDD-801B Monthly Sample Report, a separate report.

The CDD-801A is due on the twentieth of the month following the end of the report period. For example, the October 2019 CDD-801A is due by November 20, 2019. Late notifications are sent via email to agencies who fail to submit the CDD-801A or fail to report “No Services,” on the following business day.

Agencies who fail to submit the CDD-801A by the final date stated in the late notification email will have their apportionments withheld until a complete CDD-801A is submitted. Agencies should revise the CDD-801A as soon as possible if discrepancies are found in reported information.

The CDD-801A is submitted by agencies electronically via the CDMIS Online Portal.

The CDD-801A is very important. If agencies do not submit the CDD-801A, the CDE and/or CDSS is unable to pull a sample that accurately represents the universe of children whose childcare and early education services are subsidized through an agency’s contract. This in turn prevents the state from meeting the reporting requirements of federal law.

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). States were given a choice to submit the required information for one of the following groups: all children whose Childcare services are provided by federal funds, or a sample of children whose Childcare services are provided by federal funds. California currently submits sample information to fulfill the requirements of the ACF-801 report; the monthly information submitted via the CDD-801A is used to draw this sample.

Failure to submit the ACF-801 reports to the federal government will result in a sanction (fiscal penalty) against the state. Therefore, failure of agencies with contracts to submit the CDD-801A in a timely manner will result in the withholding of apportionments.

Submission of the CDD-801A is completed online via the CDMIS Online Portal. Agencies may submit the CDD-801A by utilizing one of the following functions available on the CDMIS:

• CDD-801A Input/Edit: This function is used to carry out the following actions: copy records from month to month; fill in data entry screens to add new children  who were enrolled in subsidized childcare and early education services through an agency’s contract during a given report period; and delete children who were not enrolled in subsidized services through an agency’s contract during a given report period. Step-by-step instructions addressing how to submit the CDD-801A using this method are available in the section below.

• CDD-801A Electronic File Transfer: This function is used to submit text files created by agencies, which contains all required information and is formatted specifically for the CDMIS to process. If agencies choose to submit the CDD-801A via this function, refer to Appendix C: Creating Electronic Files. Step-by-step instructions addressing how to submit the CDD-801A using this method are available in the section below.

If an agency has a contract but does not provide any subsidized childcare and early education services through the contract during a given report period, the agency must report “No Services”. Detailed instructions for reporting “No Services” are provided in Chapter 5: Manage Program Information.

Submitted CDD-801A reports can be viewed or edited for a period of time after the report due date. Agencies may view or edit information submitted by utilizing the “CDD-801A Input/Edit” function, which is available on the CDMIS website, for approximately ninety (90) days after the CDD-801A due date.

Once a report period is locked, agencies may view, but not edit, information submitted by utilizing the “CDD-801A Management Reports” function available on the CDMIS.

If agencies find that a particular report period does not contain the correct information (e.g., children are not reported or children are incorrectly reported) or if minor changes to a record need to be made, it is encouraged that those changes are made to the CDD-801A as soon as they are discovered.

For agencies that use the CDD-801A Input/Edit function, select the report period to be updated. Make the necessary changes to reflect accurate information for that report period.

For agencies that use the CDD-801A Electronic File Transfer function, carry out one of the following: use the CDD-801A Electronic File Transfer function to resubmit a corrected text file or use the CDD-801A Input/Edit function to add, delete, or edit individual records.

Agencies are required to submit the CDD-801B for the families that are chosen by a random selection process. Since the sample for the CDD-801B is relatively small, most agencies will not 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.

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).

The CDD-801B is a list of approximately 250 families, randomly sampled for 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.

The due date for submitting the CDD-801B is provided in the sample 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 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.

The CDD-801B is submitted by agencies to the EED electronically via the CDMIS Online Portal.

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 (contracted with CDSS) to submit the CDD-801B in a timely manner will result in the withholding of apportionments.

Agencies submit the CDD-801B by utilizing the “CDD-801B Input/Edit” function available on the Home of the CDMIS. This function is used to carry out the following; view sampled families, input data in required fields, and exclude pertinent families from the sample. Step-by-step instructions addressing how to submit the CDD-801B using this method are available in the section below.

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 on the Home of the CDMIS.

Families are chosen by a random selection process. The notification email provides information of the number of families sampled for the report period. Upon logging into the CDMIS Online Portal, agencies can view the selected families on the Family Summary screen.