Overview
Agencies must provide complete information for every sampled family listed on the CDSS - CDMIS Web Portal. Three types of information are collected:
- Information of the family (i.e., Head of Household)
- Information of each child whose child care services were subsidized by an agency’s contract
- Information of the type of child care services received through an agency’s contract
- The SSN should not be inputted.
- The HoH Middle Initial is optional.
- Child Protective Services (CPS) Override (only applicable to CPS families where income is not collected)
- The Child's Middle Initial is optional.
- Program Codes 2 and 3, and the related fields for those codes (i.e., State Subsidized Monthly Payment for this Child Care and Total Hours of this Child Care for this Month) are only required if the child received subsidized child care services through more than one of the agency’s contracts during the selected report period and from the same provider.
Important Reminder
Only information for the report period indicated in the notification email is required to be reported upon, not the current report period.
Required Information
Information of sampled families and children who received subsidized child care services through an agency’s contract for the given report period.
Step-by-Step Instructions
Locate Sampled Family(ies)
Follow the steps indicated below to find out which families must be reported on for the report period listed in the notification email.
- Log on to the CDSS - CDMIS.
- Select the function “Input/Edit” under the “CDD-801B” drop down menu.
- Select the report period listed in the email notification. Select the “View Report Month-Year” button.
- Complete all the additional information requested for the Type of Child Care. Update any incorrect information listed.
- Select the "Save" button after all information has been entered.
- Select the "Return to View Families" button.
Result: The Family Summary screen, which lists the sampled families, is displayed for the specified report period.
Complete the CDD-801B
The Family Summary screen displays general information of all families sampled for the specified report period and indicates if the information for the families is completed or excluded. For a family’s information to be considered complete, responses to all data fields are required, except the following:
Follow the steps indicated below to complete the CDD-801B:
- Select on the HoH name to open the Edit Family screen.
- Complete all the information requested for the family. Update any incorrect information listed. If an agency did not claim the child’s days of enrollment for fiscal reimbursement purposes under an agency’s contract during the report period listed, see the instructions below for excluding information.
- Complete all the additional information requested for the child. Update any incorrect information listed.
To add an additional child to a family, select the "Add" (another child for this family) button and complete the information for the child and the child's provider/type of child care.
If the "Add” (another child for this family) button is selected accidentally, select the "Delete" button above the child's information to delete the blank child and the child's provider/type of child care section.
If a child for a family should not be included in the CDD-801B, exclude the pertinent information. If there are multiple children listed for the family, agencies must exclude the child. If there is only one child for a family, agencies must exclude the family. Detailed instructions for excluding a family, child, and type of child care are provided below.
To add another type of child care for a child, select the "Add" (another provider/type of child care for this child) button and complete the information for the child and the child's type of child care.
If the "Add” (another provider/type of child care for this child) button is selected accidentally, select the "Delete" button above the provider/type of child care information to delete the blank type of child care section.
If a provider/type of child care listed for a child should not be included in the CDD-801B, exclude the pertinent information. If this is the only provider/type of child care listed for a child, agencies must exclude the child. If only one child is listed, agencies must exclude the family. Detailed instructions for excluding a family, child, and type of child care are provided below.
If error messages are displayed, make the appropriate corrections and select the "Save" button again. Repeat this process until no error messages appear. Complete records free of data quality errors are automatically saved in the database.
If "YES" appears under the Completed column, all information was provided and the family’s information is complete.
Note Regarding Excluded Families: If agencies excluded the family, "NO" appears under the Completed column and "YES" appears under the Excluded column.
Exclude a Family
To exclude a family who should not be included in the CDD-801B, select the most applicable reason from the dropdown box that appears above the family section of the CDD-801B and select the "Exclude" button.
Exclude or Delete a Child
Exclude a child who should not be included in the CDD-801B prior to entering information into any data fields. Should agencies exclude a child in the middle of entering information into the CDD-801B, all information entered is lost and the child is not excluded.
Note Regarding Excluded Information: If agencies exclude a family or child from the CDD-801B, agencies must also update the corresponding CDD-801A to reflect accurate information for that report period.
To Exclude
To exclude a child whose days of enrollment were not claimed for fiscal reimbursement purposes under an agency’s contract during the sample report period (see Program Codes in Appendix A: Data Definitions for a list of specific codes that qualify a child for inclusion in the CDD-801B), select a reason from the dropdown box that appears above the child section and select the "Exclude" button. The page reloads and the child and provider/type of child care information for that child is displayed differently to indicate it has been excluded from the CDD-801B.
Once a child is excluded, an "Unexclude" button appears above the child section. If agencies excluded a child in error, select the "Unexclude" button. The page reloads and the information for that child can be added to the CDD-801B.
To Delete
To delete a child whose days of enrollment were not claimed for fiscal reimbursement purposes under an agency’s contract during the sample report period (see Program Codes in Appendix A: Data Definitions for a list of specific codes that qualify a child for inclusion in this CDD-801B), select the “Delete” button that appears at the top of the child section. The page reloads and the child and provider/type of child care information for that child is no longer displayed.
Exclude or Delete a Provider/Type of Child Care
Exclude a child who should not be included in the CDD-801B prior to entering information into any data fields. Should agencies exclude a child in the middle of entering information into the CDD-801B, all information entered is lost and the child is not excluded.
To Exclude
To exclude a provider/type of child care that should not be included in the CDD-801B, select a reason from the dropdown box that appears above the provider/type of child care section and select the "Exclude" button. The page reloads and the provider/type of child care information for that child is displayed differently to indicate it has been excluded from reporting.
Once a provider/type of child care is excluded, an "Unexclude" button appears above that section. If agencies excluded a provider/type of child care in error, select the "Unexclude" button. The page reloads and the information for that provider/type of child care can be added to the CDD-801B.
To Delete
To delete a provider/type of child care that should not be included in the CDD-801B, select the “Delete” button that appears at the top of the provider/type of child care section. The page reloads and the child and provider/type of child care information for that child no longer appears.
What Happens Next
If agencies successfully provided all family, child, and type of child care information, the Completed column on the Family Summary screen displays "YES."
If agencies excluded a family, child, or provider/type of child care from the CDD-801B, the "Excluded" column on the Family Summary screen displays "YES.”
If “YES” is not displayed under either of these columns, the CDD-801B is not complete. Agencies must view the family information, read the error messages, and provide the correct information.