CDMIS Update #35

Child Development Management Information System (CDMIS) August 1, 2024

New “Attendance Status” Data Fields in CDD-801A Monthly Child Care Population Report

The CDD-801A Monthly Child Care Population Report (CDD-801A) is implementing new fields to report the attendance of enrolled children for each reporting month. This will go into effect during the July 2024 reporting period which opens on August 1, 2024​.

New CDD-801A Fields: Attendance Status 1-3

The new CDD-801A data fields “Attendance Status 1”, "Attendance Status 2”, and "Attendance Status 3”  will record attendance for “Program Code 1”, “Program Code 2”, and “Program Code 3”, respectively. “Attendance Status 2” and “Attendance Status 3” should only contain data if the child receives services from more than one program code. These fields must be included in the file, even if they are blank. These new data fields will only allow the following values:

• 01 – Child enrolled but did not attend any day due to program closure (temporary or emergency)
• 02 – Child enrolled but did not attend any day; program is open and operating
• 03 – Child attended all enrolled days with zero absences
• 04 – Child attended 1–5 day(s) in the month
• 05 – Child attended 6–10 days in the month
• 06 – Child attended 11–15 days in the month
• 07 – Child attended 16–20 days in the month
• 08 – Child attended 21+ days in the month
• 09 – Alternative Payment Program – No Need

Please note, code “09 – Alternative Payment Program – No Need” can only be used with the following Program Codes: C2AP, C3AP, CAPP, and CMAP.

Agency users can use the following two methods to report attedance of enrolled children for each reporting month.

Manual Input: Use of Copy Forward Function

To facilitate a smooth transition, agencies may continue to use the “Copy CDD-801A Families” screen of the CDMIS to copy forward their data from June to July 2024, in order to ensure they can easily report each child's attendance/enrollment. The new information field does not affect this existing functionality. Agencies then can select attendance values for each child in the July data submission.

Electronic Input: Electronic File Upload Function

If using the electronic file upload option for data submission, agencies must revise their file template to include the “Attendance Status data fields. Program Codes 1–3 will remain in their existing sequence, and Attendance Status 1, Attendance Status 2, and Attendance Status 3, will follow. For detailed information, please review the CDMIS User Manual Appendix C Creating Electronic Files (DOCX).

Non-Community College Local Educational Agency (LEA) CDMIS User Updates

CDMIS Users under a local educational agency (LEA), excluding community colleges, will now submit California State Preschool Program (CSPP) data in the California Preschool Data Collection (CAPSDAC) online data system. Users and agencies that are designated as LEAs (and are not community colleges) will no longer be able to input or upload child records for CSPP services. This means that any child records that contain "CSPP" in the “Program Code 1”, “Program Code 2”, or “Program Code 3” information fields will not be allowed to be uploaded into the CDMIS. LEAs will instead begin to report their CSPP data into the CAPSDAC online data system.

This will go into effect during the July 2024 reporting period which starts on August 1, 2024.​

However, LEAs will continue to update their CSPP LEA information and site information into the CDMIS.

Changes to the Primary Language Field

In order to align with CAPSDAC and other Federal Reporting Guidelines, the “Primary Language” field will now become an optional field.

There are two ways for agencies to indicate a “No Response” to the “Primary Language” field. Agencies submitting reports manually via the CDMIS may leave the field response as “Please Select” when encountering the drop-down menu of the CDD-801A/CDD-801B Input/Edit Screen. Agencies utilizing the electronic file upload option may leave the “Primary Language” field blank. Please note that the transition of the “Primary Language” field from a required to an optional field does not impact the file format specifications other than to allow the Tab Delimited Text file (.txt) file to contain a blank tab-delimited value. All other responses should still contain two digits and include a leading zero when applicable.

Changes to the Subsidized Provider Report (SPR)

The SPR is implementing two field changes to the electronic file format specifications. Firstly, contracted agencies will begin reporting the Subsidy Fee Payment Amount, which includes all subsidies paid to each provider (includes Cost of Care payments). Secondly, the Combined Contract Code field is increasing from nine (9) digits to ten (10) digits to account for the Bridge Contract Type.

These changes will go into effect during the July 2024 reporting period which starts on August 1, 2024.​

New SPR Data Field: Subsidy Fee Payment Amount

Effective July 1, 2024, contracting agencies that are readily able to provide the amounts of all subsidies paid in the report month for each provider must include this data in the SPR. This new data field indicates the amount of all subsidies paid to each provider in the report month, including Cost of Care Plus Rate payment amounts. Contracting agencies that are unable to meet this timeframe shall submit an implementation plan to their assigned California Department of Education (CDE) or California Department of Social Services (CDSS) consultants and to the Child Care Providers Union (CCPU) at info@childcareprovidersunited.org no later than July 1, 2024.

The business rules and data input instruction of this field are as follows:

• Data entry in this field is optional.
  • This field should only be left blank if the information is not readily available AND the agency has created an implementation plan with CCPU.
• This field may contain up to eight (8) characters. This includes up to five (5) digits for dollar amounts, a decimal, and two digits for cents amount.
• Enter decimal and numbers only. Hyphens and other special characters are not allowed.

*Note: If there are two licensees associated with one subsidy payment, provide the amount on only one of the licensees’ row entries.

Update to Existing SPR Data Field: Combined Contract Code  

Effective July 1, 2024, the Combined Contract Code in the SPR will transition to a 10-digit format, with the first digit dedicated to the reporting of the Emergency Child Care Bridge Program for Foster Children (Bridge Program). This change eliminates the need to specify "BRIDGE" in the Local Provider Identification Number field.

The instructions for data input in the revised Combined Contract Code data field are as follows:

• For providers with multiple subsidy payments, including the Bridge Program:
  • Use the updated Combined Contract Code in accordance with the revised technical manual.
  • Discontinue the practice of adding "BRIDGE" to the Local Provider Identification Number.
• For providers not offering the Bridge Program:
  • Include a leading digit of '0' in the Combined Contract Code to signify the absence of Bridge Program subsidies.

The place values for the Combined Contract Code must be assigned in the following order: Bridge, CCTR, CMIG, CMAP, CSPP, CFCC, CAPP, C1AP, C2AP, C3AP.

Example 1: Provider Paid from Single Contract

The table below identifies each place value of the Combined Contract Code for a provider who provides services only in a CSPP contract. For Example 1, the agency would report a Combined Contract Code of “0000100000” (do not include the quotation marks).

*A cell value of “1” indicates the contract type is applicable. A cell value of “0” indicates a contract type is not applicable.

Example 2: Provider Paid from Multiple Contracts

The table below identifies each place value of the Combined Contract Code for a provider who provides services under Bridge, C2AP and a C3AP contract. For Example 2, the agency would report a Combined Contract Code of “1000000011” (do not include the quotation marks).

Provider Contract Type Applicability for Multiple Contract Types

Initial Notification of CDSS CDMIS Reporting

Effective on October 9, 2024, and beginning with the September 2024 CDD-801A Report and SPR, and the July 2024 CDD-801B Report, all data for children enrolled in CDSS contract types must be submitted to the CDSS CDMIS. These contracts include: Migrant Childcare and Development (CMIG), Migrant Alternative Payment Program (CMAP), General Child Care and Development (CCTR), Family Child Care Home Education Networks (CFCC), Alternative Payment Program (CAPP), CalWORKs Stage Two Child Care (C2AP), CalWORKs Stage Three Child Care (C3AP). If your agency holds any of these contracts, this data will need to be reported to the CDSS CDMIS for all reports with due dates of October 20, 2024 and beyond.

Commencing with the September CDD-801A Report in October 2024, if your agency is a community-based organization or a community college and holds a CSPP contract with the CDE and any of the aforementioned contracts with the CDSS, your agency is required to submit separate reports for the CDD-801A report to both the CDE CDMIS for children served through a CSPP contract, and the CDSS CDMIS for children served through a CDSS contract.

Commencing with the September 2024 SPR in October 2024, all SPR submissions will transition from being submitted in the CDE CDMIS and will hereafter be required to be submitted in the CDSS CDMIS. This includes both CDSS and CSPP contracting agencies that have Family Child Care Home (FCCH) providers offering childcare services through a FCCHEN. All SPR providers must submit the SPR to the CDSS CDMIS as of the September 2024 reporting period; the CDE CDMIS will no longer be used for SPR submission.

Commencing with the July CDD-801B Report in October 2024, all CDD-801B submissions will transition from being submitted in the CDE CDMIS and will hereafter be required to be submitted in the CDSS CDMIS. If your agency is sampled in the July CDD-801B Report from the CDE CDMIS, you will be required to complete the report within the CDSS CDMIS as of the prescribed due date of October 20, 2024.

More information, including the link to the CDSS CDMIS, will follow prior to the separation of data systems by October 9, 2024. These dates are subject to change; the CDE and the CDSS will notify contractors of any changes as they occur.

Resources

The updated SPR Technical Manual containing instructions for the above changes and other SPR resources can be found on the SPR Support Page.

If you will not be able to meet the timeframe for providing the Subsidy Fee Amount information in the July 2024 SPR, please contact your assigned Early Education Division (EED), Program Quality Implementation (PQI) office regional consultant and/or your assigned Child Care Development Division (CCDD) PQI consultant with your implementation plan. The EED, PQI regional consultant directory web page can be accessed at the Consultant Regional Assignments web page. To identify your assigned CCDD PQI consultant, please contact the CDSS CDMIS Support Team at CDMIS@dss.cde.ca.gov.

For detailed information on the file format specifications, please review the Subsidized Provider Report Technical Manual (DOCX).

For more information, please contact the CDMIS Support Teams at CDMIS@cde.ca.gov or CDMIS@dss.ca.gov.

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