Creating Electronic Files

Content

The following sub-sections are provided in this section:

• E.1 Using an Existing Computer System
• E.2 Using a Spreadsheet Application
• E.3 Using a Database Application
• E.4 Using a Software Vendor

E.1 Using an Existing Computer System

The flexibility of agencies’ existing computerized systems determines what files agencies can transfer to The Child Development Management Information System (CDMIS). PC-based databases, such as Microsoft Access, FileMaker, and FoxPro, can easily create tab-delimited text files. Mini-computer systems and mainframes may need special programming to create PC-readable electronic files.

The primary limitation to creating files is reconciling the files and fields between agencies’ existing systems and the CDMIS. The electronic file structure for the CDMIS is fixed; existing data must conform to the fields required by the CDMIS.

Reconciling two systems' file formats and fields is the most difficult part of the process. Examples of fields that may require reconciliation are as follows:

• If the child's date of birth is stored in an existing system in the format m/d/yy (for example, 8/4/05), then that field must be re-formatted as mm/dd/yyyy (08/04/2005) in the file for the CDMIS.

• If the child's last name in an existing system is 75 characters long, that name will not fit into the CDMIS 50-character child last name field.

• If an existing system does not store all of the required information, an agency may be unable to create a file.

E.2 Using a Spreadsheet Application

Spreadsheet applications, such as Microsoft Excel (Excel), allow agencies to apply special formatting to each column to meet the formatting requirements, and save data as a tab-delimited text file.

Spreadsheet Templates

Agencies can create spreadsheet templates to input or format data and create tab-delimited files that can be transferred to the CDMIS.

Spreadsheets must be built to contain all the fields described in Section B: Electronic File Format Specifications. Files MUST be constructed with the EXACT format shown (i.e., all fields must be in the proper order, even if they are not populated with data). To export data, saving a file as a "tab-delimited text file" is appropriate in most cases.

When using spreadsheets, remain mindful of the following best practices when working with files:

• DO
  • Have a working knowledge of the spreadsheet application
  • Utilize custom formatting for each column of data
  • Exercise caution when altering file contents
  • Save as a tab-delimited text file
    
    
• DO NOT
  
  • Allow the spreadsheet application to auto-format file contents (i.e. dates, numbers)
  • Add headers or punctuation (i.e. commas, quotation marks, periods, parentheses) to or between data fields
  • Delete spaces between data fields
  • Save as an XLS or XLSX file type, if using Excel

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E.3 Using a Database Application

Database applications are slightly less widespread than spreadsheet applications because of their relatively higher level of complexity and (sometimes) their higher prices. It is thus difficult to provide general instructions for exporting from one system to another.

Generally speaking, the same recommendations made for a spreadsheet apply when creating a file from a database: agencies must base table designs on the file format specifications and respect the order of the fields upon export.

E.4 Using a Software Vendor

For agencies’ convenience, the Early Learning and Care Division (ELCD) provides information of software vendors (vendors) who have expressed interest in working with agencies on the electronic reporting of the CDD-801A. Vendor contact information is available at Vendor Information.

The ELCD provides this list of vendors for agencies’ convenience. Agencies should thoroughly review vendors' products and references before purchase.

The CDE does not endorse any vendors or their products.

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Return to Appendix C: Creating Electronic Files