CDMIS Update #34 Instructions

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