CDMIS User Manual - Chapter 3: CDD-801A Reporting

Contents

This chapter contains the following topics:

• 3.1 CDD-801A Monthly Child Care Population Report
• 3.2 Data Definitions
• 3.3 Input/Edit: Step-by-Step Instructions
• 3.4 Electronic File Transfer: Step-by-Step Instructions
• 3.5 Management Reports

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3.1 CDD-801A Monthly Child Care Population Report

The CDD-801A is the collection in which agencies report specific information on all children who were enrolled through an agency’s contract with the California Department of Education (CDE) and/or California Department of Social Services (CDSS).

Who

Which agencies must submit the CDD-801A?

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.

If no subsidized childcare and early education services were provided through an agency’s contract for a given report period, “No Services” must be reported. Detailed instructions for reporting “No Services” are provided in Chapter 5: Manage Agency Information.

Which children should be reported in the CDD-801A?

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

What

What is the CDD-801A?

The CDD-801A is a list of children whose childcare and early education services were subsidized through an agency’s contract for a given report period. The CDD-801A is submitted monthly by agencies that contract with CDE and/or CDSS.

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.

When

When is the deadline for submitting the CDD-801A?

The CDD-801A is due on the twentieth of the month following the end of the report period. For example, the October 2023 CDD-801A is due by November 20, 2023. 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 the reported information.

Where

Where is the CDD-801A submitted?

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

Why

Why must agencies submit the CDD-801A?

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

How

How do agencies submit the CDD-801A?

Submission of the CDD-801A is completed online via the CDMIS. 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: copy records from month to month; fill in data entry screens to add new children whose days of enrollment were claimed for fiscal reimbursement purposes through an agency’s contract; and delete children whose days of enrollment were not claimed for fiscal reimbursement purposes through an agency’s contract. 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 contain 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.

How do agencies report “No Services”?

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.

How can agencies view previously submitted CDD-801As?

Submitted CDD-801As can be viewed or edited for a period oftime 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, 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.

How can previously submitted CDD-801As be revised?

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 that includes all records or use the CDD-801A Input/Edit function to add, delete, or modify individual records.

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3.2 Data Definitions

The family, child, and provider information fields from the CDD-801A and the CDD-801B have their own definitions, guidelines, and frequently asked questions (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.

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3.3 CDD-801A Input/Edit: Step-by-Step Instructions

The Input/Edit method of submitting the CDD-801A consists of agencies utilizing the CDD-801A Input/Edit function on the CDMIS to copy records from one month to the next; and add, delete, or modify those records to reflect accurate information for a given report period.

Overview

The CDD-801A Input/Edit function is for agencies who manually enter family and child data to submit the CDD-801A. Agencies may opt to enter family and child data manually for each report period or use the copy forward function to copy all family and child data from one report period to the next; and add, delete, or modify these records to reflect current information.

Important Reminder

Use the navigation buttons and links on the screen. Do not select the "Back" button on the browser as this may result in error messages or duplicate information.

Required Information

Information of all families and children who enrolled in childcare and early education services through an agency’s contract for the given report period.

Step-by-Step Instructions

View Families

This is the main screen in CDMIS once the user navigates to CDD-801A Input/Edit and selects a reporting period. Use this screen to view the families for your agency (or sub-agency) for the selected report month/year.

About This Screen:

• A maximum of 20 families are displayed on each screen.
• Families are displayed in alphabetical order by last name, then first name and middle initial.
• The "Total Families this report month/year" is displayed at the top of the screen. This number is the total for the agency (if there are no sub-agencies) or for the sub-agency (if a sub-agency was selected).

Available Buttons and Links:

Add a Family

To add a new family to the CDD-801A, follow the below steps:

1.Log on to the CDMIS.

2.Select the function "CDD-801A Input/Edit" and indicate the report period for which family and child data will be entered. Select the "View Report Month-Year" button.

Result: The View CDD-801A Families screen is displayed. Should data already exist in the indicated report period, the first 20 reported families are displayed. Should data not already exist in the indicated report period, no families are displayed.

3.Scroll to the bottom of the page and select the “Add a Family” button.

Result: The Add/Edit CDD-801A Family screen is displayed.

4.Fill in all required fields with the pertinent family, child, and provider information.

• By default, the Add Family screen maintains only one Child information section. If multiple children in a family received subsidized childcare and early education services through an agency’s contract for a given report period, agencies may add additional children’s information by selecting the “Add Child to Family” button.

• By default, the Add Family screen maintains only one Provider/Type of childcare and early education section. If a child in a family received subsidized services through multiple contracts maintained by an agency for a given report period, agencies may add additional provider/type of care information by selecting the “Add Provider/Type of Childcare to Child” button.

• Within the Add/Edit CDD-801A Family screen, agencies may click on the hyperlinked data field name for online instructions and guidance regarding the indicated data field.

5.Scroll to the bottom of the page and select the “Save Changes” button.

Result: If no data entry errors are detected, the text “Family Data has been saved” will be displayed. If data entry errors are detected, the pertinent error message will be displayed. All error messages must be resolved in order to save the record’s information; partial or incomplete information will not be saved.

Add a Child

Additional children can be added to an existing family reported in the CDD-801A within the CDMIS upon their receipt of subsidized child care and early education services through an agency’s contract.

Important Note Regarding Families with Multiple Children:  If a family has multiple children certified to receive subsidized services through an agency’s contract, all children should be included in the same family’s file within the CDMIS (i.e., all children within the same family should maintain the same Family Identification Case Number [FICN]).

Do not create separate records within the CDMIS for multiple children certified to receive subsidized services within the same family (i.e., children within the same family should maintain the same FICNs).

To add additional children to a family in the CDD-801A, follow the below steps:

1.Log on to the CDMIS.

2.Select the function "CDD-801A Input/Edit" and indicate the report period for which family and child data will be entered. Select the "Submit" button.

Result: The View CDD-801A Families screen is displayed. Should data already exist in the indicated report period, the first 20 reported families are displayed. Should data not already exist in the indicated report period, no families are displayed.

3.Locate the family record to be edited. Select the on the head of household’s (HoH’s) name.

Result: The Add/Edit CDD-801A Family screen for the selected family is displayed.

4.Scroll to the bottom of the page and select the “Add Child to Family” button.

Result: A Child #2 information section will be displayed.

5.Enter all required information for the additional child. Repeat steps 4 – 5 for all pertinent children within the family.

6.Scroll to the bottom of the page and select the “Save Changes” button.

Result: If no data entry errors are detected, the text “Family Data has been saved” will be displayed. If data entry errors are detected, the pertinent error message will be displayed. All error messages must be resolved in order to save the record’s information; partial or incomplete information will not be saved.

Copy Forward

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

• Log on to the CDMIS.

• Select the function "CDD-801A Input/Edit" and the report period from which families will be copied. Select the "View Report Month-Year" button.

Result: The View CDD-801A Families screen appears and the first 20 families reported for that report 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 report period:

• Select " Return to the Previous Page" to view the previous 20 families.

• Select "Next Page" to view the next 20 families.

• Select a page number from the drop-down list to view the families on that page.

• Select on a letter under the "Jump to families" to move to the first family with a last name that begins with that letter.

• Scroll to the bottom of the page and select 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 report period, select the "Uncheck All" button. Recheck only those few families to be copied forward. Select the "Check All" button to check or recheck all families.

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

If an agency uses sub-agencies, the CDMIS automatically selects the same sub-agency to receive the copied families. Only super users can select a different sub-agency to copy forward families’ information, should an agency wish to report families in a different sub-agency during the next report period.

• Select 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, or

• If there are no families in the target report period, agencies are prompted to confirm the copying forward of the information.

• Once one of the above choices is selected, the copy forward process begins; the screen updates as families are processed and copied forward.

• 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), and

• Continue to the target report period.

• 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, select 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.

• Select 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 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 enrolled in the subsidized childcare or early education programs through an agency’s contract during that report period.

• 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

• 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.

• 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

• Select the "Home" link that appears just above the page name, or
• Select the "Log Off" link that appears above the page name.

FAQs about Input/Edit

• When can I use the “CDD-801A Input/Edit” function of the CDMIS?

The CDMIS website is available at all times for agencies to submit the CDD-801A. However, agencies cannot submit data for future report periods. as reporting rules require that agencies submit information on families and children enrolled in a subsidized childcare or early education program.

• How do I know if my information has been successfully saved to the CDMIS database?

Complete family, child, and provider information free of data quality errors is automatically saved to the CDMIS database. The text “Family data has been saved” is displayed at the top of the family record and indicates that the family record has been successfully saved to the CDMIS database.

• Can I view information submitted by my agency for previous report periods?

Agencies may view previously submitted CDD-801As by utilizing the “CDD-801A Management Reports” function of the CDMIS. The following management reports are available to agencies who use the CDD-801A Input/Edit function to submit the CDD-801A:

• CDD-801A Submission Report: This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency.

• CDD-801A Submission Export: This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency.

• CDD-801A Program Code Report: This report displays child count by Program Code included in the CDD-801A submission in a specified report period and agency/sub-agency.

• I am trying to submit the CDD-801A using the “CDD-801A Input/Edit” function but am receiving the error message, “The selected report month/year cannot be the current month/year or later. CDD-801A data cannot be entered for this report month/year.” Why am I receiving this message?

Agencies cannot submit data for future report periods as reporting rules require that agencies submit enrollment information through agencies’ contract. Agencies receive the aforementioned error message when trying to access a report period that has not yet opened.

For example, in March 2023, an agency tries to submit the CDD-801A for April 2023; however, the agency is unable to do so as the April 2023 month has not yet passed. An agency may submit the CDD-801A for April 2023 beginning on May 1, 2023.

• I am trying to copy forward information from a previous report month; however, I receive the error message, “The Cut-Off Date for entering CDD-801A data for the selected report month/year has passed. CDD-801A data may no longer be copied to the selected report month/year.” What does this mean? How do I access data from this report period?

An agency is trying to access data for a locked report period. Once a report period is locked, agencies can no longer access data submitted for that report period to revise or copy forward.

Detailed information regarding report deadline and lock dates is available on the CDD-801 Report Schedule web page.

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3.4 CDD-801A Electronic File Transfer: Step-by-Step Instructions

The Electronic File Transfer method of submitting the CDD-801A consists of agencies utilizing the CDD-801A Electronic File Transfer function of the CDMIS to upload a specifically formatted text file that contains all information for a particular report period.

Warning: Transferred files overwrite existing information

The CDMIS allows multiple file transfers for the same report period; however, every successful file transfercompletely overwrites all existing family, child, and type of childcare informationfor the specified agency (or sub-agency) for that report period.

Overview

The CDD-801A Electronic File Transfer function is only for agencies who upload a file to submit the CDD-801A. This function is used to transfer a file from an agency’s computer to the CDE. The file must contain the following:

• Information of children who were enrolled in subsidized childcare and/or early education services in the report month through an agency’s contract(s) with the CDE and/or CDSS

• Information for one report period

• Information for one sub-agency (if the agency reports by sub-agency)

Important Reminder

The file must contain information in a very specific format. Refer to Appendix C: Creating Electronic Files for details.

Required Information

A sub-agency must be selected if an agency has created sub-agencies and if a super user is transferring the file.

The sub-agency selection option is not displayed if an agency has not created sub-agencies or if a super user is not transferring the file; files uploaded by a user are automatically uploaded to the sub-agency to which they are assigned.

Step-by-Step Instructions

Transfer a File

1.Log on to the CDMIS Online Portal and agree to the terms and conditions in the privacy statement.

2.Select the function "CDD-801A Electronic File Transfer" and indicate the report period for which a file will be transferred. Select “View Report Month-Year" button.

3.Select a sub-agency, if the sub-agency drop-down list is displayed.

 4.Click on “Choose File”.

Result:An "Open File" dialog box is displayed.

• Search the computer for the file.
• Highlight the file name.
• Select the "Open" button.

5.Select the “Upload File” button.

Result:The file transfer process begins.

6.If information for the specified report period has already been received by the CDE, a screen explaining that there is already data in the target report period is displayed. If agencies choose to proceed, the data currently in the CDMIS for that report period is deleted and replaced by the data in the file being transferred:

• Select the "OK" button to proceed with the file transfer, or

• Select the "Cancel" button to discontinue the file transfer and return to the previous page.

7.Read the CDD-801A Electronic File Transfer Confirmation screen.

8.Select the "Return to the Previous Page" button at the bottom of the screen.

Result:The home page is displayed.

Access the Electronic File Transfer Status Report

1.Log on to the CDMIS Online Portal

2.Select the function "CDD-801A Management Reports" and select the Electronic File Status Report

Result:The Report Selection screen is displayed.

3. Indicate the report period.

4. If the sub-agency drop-down list is displayed, select a sub-agency.

5. Select the "Submit" button.

Result:The Available CDD-801A Electronic File Transfer Status Reports screen is displayed.

6. Select the desired report number.

7. Read the file transfer status report thoroughly.

• If the File Status says "Passed, Loaded to database," the file has no error messages and the families and children in that file have been added to the report period.

• If the File Status says "Failed, Not loaded to database," the file has error messages and the families and children were not added to the report period.

Optional:Use the browser's "Print" button to print the report. Select the "Download this Screen to Excel File" button to save this report as an Excel Spreadsheet while working to resolve the error messages or to have a hard copy of the report.

8.Errors listed on the Electronic File Status Report must be corrected. The file must be resubmitted until all error messages are resolved, the file passes, and the information is successfully loaded to the CDMIS database.

What Happens Next

After transferring a file via the CDMIS, the following happens:

1. The original file is stored in the CDMIS database.

2. The CDMIS processes files each day at 2:45 a.m. After that time, status reports are available for files submitted the previous day.

The file is either

• Accepted, all of the information is copied into the CDMIS database, or
• Rejected, none of the information is copied into the CDMIS database.

3. A file transfer status report is created and stored.

4. Agencies may read the file transfer status report and confirm the file was accepted by the CDE.

For more information, read the Step-by-Step Instructions: Access the Electronic File Transfer Status Report section above.

Exit the CDD-801A Electronic File Transfer Screen

• Select the "Return to Previous Page" link at the bottom of the screen, or
• Select "Home" that appears just above the page name, or
• Select "Log Out" that appears above the page name.

FAQs about Electronic File Transfers

• Can I email my agency's file to the CDE?

No.The CDE does not accept files via email.Email is not a secure form of communication; never use email to send files that contain personal identifiable information. Agencies must transfer the file by using the CDMIS Online Portal. In certain circumstances CDMIS Support Team will request a file to be uploaded to an Electronic File Transfer System. Instructions will be provided at that time.

• Can I send a diskette, CD, or USB with my agency's file to the CDE?

No.The CDE does not accept diskettes, CDs, or USBs. Agencies must transfer the file by using the CDMIS Online Portal.

• Can I download a file from the CDMIS?

Yes. The CDD-801A Submission Export report, which is available via the CDD-801A Management Reports function, allows agencies to export one month of data into an Excel spreadsheet and save that file onto a computer.

• How do I know if someone else in my agency has already transferred a file for a report month?

Each time a user attempts to submit a file using the CDD-801A Electronic File Transfer function, the CDMIS checks to see if data already exists for that report period. If data already exists, a screen is displayed asking for confirmation to accept the file and overwrite the existing data in the selected report period, or cancel the transfer. If there is no data in the report period, the file is accepted and the user can check the status of the file the next day.

• When I format the file, do I put quotation marks around the character fields?

No. Do not use quotation marks before and after character fields. The only delimiters allowed in the file are tabs (to separate fields) and CR/LF (to indicate the end of a row).

• If I use the file transfer once, do I then have to use the file transfer every month after that?

No. For subsequent report periods, agencies can manually enter data (via the CDD-801A Input/Edit function) directly into the CDMIS Online Portal. For example, agencies can do a one-time electronic file transfer to load all of their data into the CDMIS. For the next report month, agencies can use the "Copy forward" button available within the CDD-801A Input/Edit function to copy data to a subsequent report period. After the data is copied to the new report period, agencies can edit the data by using the CDMIS data entry screens.

• Can I use the file transfer option whenever I want?

The CDMIS Online Portal is available at all times for agencies to submit the CDD-801A, CDD-801B and SPR reports. However, agencies cannot submit data for future report periods and must wait until the current calendar month ends, i.e. the November 2023 report can be submitted starting on December 1, 2023.

• Can I transfer a partial file now and transfer the rest later?

No. Each time agencies (successfully) transfer a file, existing data in the CDMIS for the given report period is erased. The transfer file replaces all currently existing data.

The only way for agencies to submit data in multiple files is to establish sub-agencies, but those sub-agencies must contain different groups of families.

• How do I change the information I already transferred? I need to add, edit, and delete data.

Agencies have two options:

• Use the data entry screens on the CDMIS (i.e., utilize the “CDD-801A Input/Edit” function) to correct the information (this may be easier if agencies only need to make a few changes), or

• Make corrections to the file and upload the corrected file to the CDMIS. (For the report period, all currently existing information is erased and the information contained in the new file is loaded into the CDMIS.)

• Help! I transferred a file with wrong information. How do I delete all of the data in the file?

Agencies have two options:

• Use the data entry screens on the CDMIS (i.e., utilize the “CDD-801A Input/Edit” function) to delete all of the information, or

• Create a new filethat contains correct informationand upload the corrected file to the CDMIS. When the file passes, all currently existing information is erased and the information contained in the new file is loaded into the CDMIS.

• What happens to the file I transferred?

The file is processed in three steps:

1. The file is immediately stored on the CDMIS .

2. The file process begins at 2:45 a.m. the following morning.

• If processing is successful, the information in the file is transferred to the CDMIS database.
• If processing is not successful, none of the information in the file is transferred to the CDMIS database.

3. A processing status report is created and stored (permanently) on the CDMIS.

• How do I know if my file transfer was successful?

The CDMIS processes files submitted every day at 2:45 a.m. A processing status report is available the morning after an agency has transferred a file. To view the report, agencies must complete the following steps:

1. Navigate to the CDMIS Home page and select the function "CDD-801A Management Reports."
2. Select the “CDD-801A Electronic File Status Report” function.
3. Indicate the desired report period.
4. All files submitted for a specific report period are displayed in the order they were received. To open and view the status of a file, select the numbered link. The processing status report describes if the processing of a file was successful or unsuccessful. If a file fails, the report displays error messages that must be corrected within the file.

• If one sub-agency uses the file transfer function, does the other one have to?

No. Every sub-agency is completely independent of any other sub-agency.

• Can I switch from file transfer to web input (or vice versa) anytime?

Yes.

• When I look at my transfer file, the data wraps into lots of rows. Did I do something wrong?

When printing or displaying an import file, long records may wrap around the screen or page for multiple “lines.” These are still considered single rows (records) if the end-of-line characters CR/LF appears after the last field.

• Do I have to give my electronic file a special name before I transfer it to CDMIS?

No. The CDMIS accepts files with any name. For agencies’ convenience, the CDMIS Office recommends that agencies indicate the report period in files’ names.

• My agency uses a software package to create the CDD-801A. Can I transfer that file to the CDMIS?

Agencies that use software created by vendors can submit files if the software has been updated with the file format specifications detailed in Appendix C: Creating Electronic Files. For more information, consult the specific vendor.

• I forgot to report some families when I transferred the last report period’s electronic file. Can I just include those families in my file for the next report period?

No. Files must contain information for onlyonereport period. If agencies try to transfer a file with information for more than one report period, the entire file will be rejected. To add just a few families to a prior month, use the "CDD-801A Input/Edit" function.

• What is a FIPS code and how do I find it?

FIPS stands forFederalInformationProcessingStandards. In California, FIPS codes are assigned by county. If the county is known, the FIPS code can be found on the ELCD-9600, look in the box “FIPS Code” in Section I: Family Identification.

For residents of contiguous states, the FIPS code is the two-digit state code followed by three numbers associated with the counties in those states. The CDMIS maintains a Zip/FIPS Lookup function that can be accessed from the CDMIS Home page. Input the zip code into this function; the CDMIS provides the correct FIPS code to enter in files.

• I used a spreadsheet to create my electronic file. When I try to transfer it, the transfer fails. Help!

Four common problems when using a spreadsheet are as follows:

1. Problem: Agencies include column headings at the top of the spreadsheet and enter data into the rows underneath. The CDMIS is unable to read the header row, so the file is rejected.

Solution: Remove the header row from the spreadsheet before saving the spreadsheet as a tab-delimited text file.

2. Problem: When the spreadsheet application creates the tab-delimited text file, it adds delimiters to the file. For example, quotation marks may be inserted around text fields.

Solution: Remove any additional characters from the file.

3. Problem: When agencies type a leading zero (“0”) in some entries, the spreadsheet application ignores the 0. For example, agencies enter "04" (i.e., licensed center-based care) as the type of childcare, but the spreadsheet drops the "0" and displays only the "4."

Solution: Format the column in the spreadsheet as a "text" column rather than a number column, or use custom formatting for the column and enter the format type as “00” so the leading zero is not dropped.

4. Problem: When agencies enter a date into the spreadsheet, the spreadsheet changes the format. For example, agencies enter "09/06/2023," but the spreadsheet displays "9/6/2023."

Solution: Format the column in the spreadsheet as a "text" column rather than a number column, or use custom formatting for the column and enter the format type as “mm/dd/yyyy” so leading zeros are not dropped.

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3.5 Management Reports

The CDMIS maintains different reports, referred to as CDD-801A Management Reports, agencies may find useful in reviewing information submitted for the CDD-801A.

CDD-801A Management Reports are available by navigating to the CDD-801A drop-down menu and selecting Management Reports.

Four reports are displayed on the CDD-801A Management Reports screen and are as follows:

CDD-801A Electronic File Status Report

This report indicates whether a CDD-801A Electronic File was successfully processed and uploaded to the CDMIS database.

CDD-801A Submission Report

This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency.

CDD-801A Submission Export

This report displays all families included in the CDD-801A submission in a specified report period and agency/sub-agency. It can be exported to an Excel document and saved by the user to their computer.

CDD-801A Program Code Report

This report displays child count by Program Code included in the CDD-801A submission in a specific report period and agency/sub-agency.

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