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 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 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.