CDSS – CDMIS User Manual; Chapter 6: Managing Agency Information

The Update Agency Information screen is accessible only to Agency Super Users. This screen is used to update an agency's information with the CDSS. The following information is displayed: agency’s vendor number; agency’s PQI consultant (consultant); agency’s name; and agency’s mailing address.

To access the Update Agency Information screen:

1. Log in to the CDSS – CDMIS.
2. Under the “User Settings” drop down menu, select, “Update Agency Information.”

On the Update Agency Information screen, five links are displayed along with the options to Generate the Agency Datasheet and Certification Form:

• Add/Edit FCCH Information*
• Add/Edit Offices, Sites, or FCCHs*
• Edit Executive Director Information*
• Edit Program Director Information*
• Upload Files*
• Generate Agency Datasheet: This option allows agencies to create a report that contains all contact, site, and office information currently in the CDSS – CDMIS for the agency. If any of the information is not accurate, agencies can use the buttons in the Agency Name and Mailing Address section to update the information, as necessary.
• Generate Certification Form: This option allows agencies to print a document that must be signed and returned along with the annual Continued Funding Application package. This form is not required to be submitted at any other time.

^*Instructions when selecting these links are detailed in sections 6.2 - 6.5 below.

Note Regarding Changes to Agency’s Name and Mailing Address: An agency’s name and mailing address cannot be changed through the Update Agency Information screen as specific documentation is required from the agency to process that change. For information on how to change an agency's legal name or headquartered mailing address, agencies should contact their consultant.

Overview

The person listed as the Executive Director/Superintendent should be the primary administrator responsible for the overall operations of the agency, such as the Chief Executive Officer or President of a private corporation, President, Chancellor of a college, Superintendent of a local educational agency (e.g., county office of education, school district.), City Mayor, etc.

Questions regarding who should be listed as the Executive Director should be directed to an agency’s consultant.

Step-by-Step Instructions: Add/Edit Executive Director Information

To view or update agency executive director information, follow the below steps:

1. Select the function “Update Agency Information” from the “User Settings” drop down menu within the CDSS – CDMIS.
2. Select on the “Edit Executive Director Information” button underneath the Agency Name and Consultant section.
3. Review the information on the Edit Executive Director Information screen and make changes as necessary.
   • Fields marked with an * are required.
   • The following information is also required in order for the information to be saved: a minimum of two characters in both the first and last name fields (numbers are not allowed); phone and fax numbers with 10 digits; and a complete email address.
4. Select the "Save Changes" button to save the changes.
   • If the information is complete, the text "Approval Status: Edited – Pending" appears above the Title field.
5. Await approval of change from agency’s consultant.
   • Once an agency’s consultant reviews and approves the changes, the status is no longer displayed. Questions regarding the status of pending changes should be directed to an agency’s consultant.

Overview

Use this screen to add a new program director, update an existing program director’s contact information, and assign or reassign program directors to agency’s contracts. Any changes, deletions, or additions submitted are marked as “Pending” under the Status column until reviewed and approved by an agency’s consultant. Once the change is approved, the Status column is blank.

Two tables are displayed. The first table lists the current program directors for an agency. The second table displays all current contracts an agency has as well as the program director currently assigned to that contract.

Program Director

The program director is the person responsible for the oversight of the agency’s contract. Depending on the contract type, different rules apply to who can hold this position. When adding new program directors or assigning an existing program director to a new contract, follow the below guidelines:

For Center-Based contract types (i.e., CCTR, CFCC, CHAN, CMIG), the program director is the person who supervises the child care and development programs operated at a single site or multiple-sites; provides services in the care, development, and instruction of children in the child care and development programs; serves as the coordinator of curriculum and staff; and has administrative and programmatic responsibility for the program(s).

A Program Director for a center-based contract shall hold one of the following:

• A current Child Development Program Director Permit for multiple sites,
• A current Children's Center Supervision Permit for a single site,
• A current Elementary credential or single subject in home economics credential issued by the Commission on Teacher Credentialing plus 21 qualifying units in Early Childhood Education/Child Development,
• An Administrative Services Credential authorizing administration or supervision in public schools in California that includes a preschool authorization, or
• A qualifications waiver issued by the State Superintendent of Public Instruction

For Alternative Payment contract types (i.e., CAPP, C2AP, C3AP, CMAP), the program director is the person with the overall responsibility over the operations of the agency’s contract.

Important Reminder

If a program director's phone number or email address is changed on the Update Agency Information screen, agencies must also ensure that the program director’s user account information is updated on the Add/Edit Users screen within the CDSS – CDMIS.

Required Information

Program director contact information and contract assignment.

Step-by-Step Instructions: Program Director Information

A table containing information about an agency’s program director(s) is displayed. The table contains the following:

• Status column: This column indicates if the changes an agency submitted for a program director are still pending.
• Cancel Changes: This column provides the opportunity to cancel requested pending changes. This column will be blank if there are no pending changes.
• Program Director column: This column shows the names of all program directors currently listed for an agency.
• Edit and/or Delete buttons: These buttons are located to the right of each program director’s name.

Update Program Director Information

To change information for an existing program director (e.g., updating their mailing address, phone number, or email address), follow the below steps:

1. Under the Program Director section, select the “Edit” button located to the right of the program director's name.
2. Result: The program director’s information is displayed and can be edited.

2. Change the information for the program director and select the "Save Changes" button. Make sure there is information in all the required fields (indicated by an *). If any error messages are displayed, make corrections as necessary and select the “Save Changes” button again. Repeat this process until no error messages are displayed. Changes are not saved unless all error messages are resolved.
3. Result: Once the changes are submitted, the following is displayed for the program director on the main Edit Program Director screen:
   • The text “Your changes have been submitted" appears below the list of program directors.
   • The “Status” column in the Program Directors list displays “Edited – Pending.”
   • A "Cancel Changes" button appears to the left of the program director's name, which allows agencies to undo the recently submitted changes.
   • Agencies can continue to edit program director's information while changes are pending.

3. When an agency’s consultant approves the changes, the “Edited – Pending” text in the Status column and the "Cancel Changes" button are no longer displayed.

Cancel Changes to Program Director Information

If, for any reason, an agency wants to cancel changes made to a program director, follow the below steps:

1. Select the "Cancel Changes" button that appears to the left of the program director's name.
2. Result: The following message appears below the program director table, along with two additional buttons.
3. Messages: Selecting "Cancel Changes" will remove all pending edits for [program director name].
4. Buttons: "Keep Changes" or "Cancel Changes."

2. Select the "Cancel Changes" button to remove the changes and restore the original information. Select the "Keep Changes" button to keep the edits made; the edits remain pending.
3. After selecting the "Cancel Changes" button, the “Status” column is blank as there are no longer pending changes for the program director. The original information saved for the program director is restored.

Delete a Program Director

The "Delete" button is not displayed for a program director until all contract assignments are assigned to a different program director and approved by an agency’s consultant. Once completed, a "Delete" button is displayed. Follow the steps below to delete a program director:

1. Select the “Delete” button that appears to the right of the program director’s name.
2. Result: The following message appears, along with two additional buttons.
3. Messages: Confirm deletion of Program Director [program director name].
4. Buttons: "Cancel Delete" or "Confirm Delete."

2. Select the “Confirm Delete” button to submit the delete request.
3. Result: After confirming the delete request, the following is displayed for the program director on the Edit Program Director screen:
   • The text “Your changes have been submitted” appears below the list of program directors.
   • The text "Deleted – Pending” appears in the Status column of the program director deleted.
   • The "Delete" and "Edit" buttons for the program director are no longer displayed.
   • A "Cancel Changes" button appears to the left of the program director's name, which allows agencies to cancel submitted delete requests.

3. When an agency’s consultant approves the deletion, the program director is removed from the CDSS – CDMIS.
4. Note Regarding Deletion of Program Directors: After deleting a program director, agencies must deactivate the program director's access to the CDSS – CDMIS (if they no longer need to access this information). For security reasons, agencies are encouraged to deactivate user's access when a person leaves the agency or if a person’s responsibilities no longer includes the need to access the CDSS – CDMIS. To deactivate a user or super user, follow the user deactivation instructions provided in Chapter 2: System Access or contact the CDMIS Support.

Cancel Deletion of Program Director

If, for any reason, agencies want to cancel the delete request for a program director, follow these steps:

1. Select the "Cancel Changes" button that appears to the left of the program director's name.
2. Result: The following message appears below the program director table along with two additional buttons.
3. Messages: Selecting "Cancel Changes" will remove the pending delete for [program director name].
4. Buttons: "Keep Changes" or "Cancel Changes."

2. Select the "Cancel Changes" button to cancel delete requests; the program director is removed once an agency’s consultant approves the change. Select the "Keep Changes" button to keep the program director delete request in place; the delete request remains pending.
3. After selecting the "Cancel Changes" button, the Status column is blank as there is no longer a pending delete for the program director. The "Delete" and "Edit" buttons are displayed again and the information for the program director can be edited, as necessary.

Add a New Program Director

1. Select the “Add a New Program Director” button that appears under the list of existing program directors.
2. Result: A blank program director section appears.

2. Enter the required information (indicated by an *) for the new program director and select the “Submit Updates” button.
3. Result: A new program director is added to the program director list. The following is displayed for the program director on the Edit Program Director screen.
   • The text “Your changes have been submitted” appears below the list of program directors.
   • “New – Pending” appears in the “Status” column of the added program director.
   • An "Edit" button appears. Additional changes can be made while the add program director request is pending.
   • A "Cancel Changes" button appears to the left of the new program director's name, which allows agencies to delete recently added program directors.

3. Program director must be assigned to an agency’s contract. Program director contract assignment changes remain pending until approved by an agency’s consultant. When an agency’s consultant approves a new program director, the “Status” column is blank.
4. Note Regarding Addition of New Program Directors: After an agency adds a new program director and assigns them to a contract, the agency must then add the new program director as an Agency Super User. If agencies are unsure how to do this, contact the CDMIS Support.

Cancel Addition of Program Director

If, for any reason, agencies want to cancel a pending add for a program director, follow the below steps:

1. Select the "Cancel Changes" button that appears to the left of the program director's name.
2. Result: The following message appears below the program director table along with two additional buttons.
3. Messages: Selecting "Remove New Program Director" will remove [program director name] as a new program director.
4. Buttons: "Keep Changes" and "Remove New Program Director."

2. Select the "Remove New Program Director" button to cancel addition requests. Select the "Keep Changes" button to keep the addition of the program director in place; the add request remains pending.
3. After selecting the "Remove New Program Director" button, the program director's name is removed from the list and any pending assignment changes revert to the previously assigned program director.

Step-by-Step Instructions: Contracts and Assigned Program Directors

A table with three columns containing information about an agency’s contract(s) and the assigned program director is displayed under the Contracts and Assigned Program Directors section. The columns include the following:

• Status: This column indicates if any assignment changes are pending. If this column is blank, no changes are currently pending.
• Contract: This column lists an agency’s contract(s).
• Assigned Program Director: This column shows the currently assigned program director for agency’s contract(s).

Change a Contract’s Assigned Program Director

1. Determine which program directors’ assignments must be changed.
2. Expand the dropdown list that contains all the program directors for an agency; select the program director’s name whose assignment is to be changed.
3. Result: The program director’s name is listed.

3. Select the “Assign” button to submit the change.
4. Result: The Status column displays “Pending Assignment." The following is also displayed:
   • The text “Your changes have been submitted” appears below the Contracts and Assigned Program Directors table.
   • A "Cancel Pending Assignment" button is displayed, which allows agencies to cancel recently submitted changes.

4. When an agency’s consultant approves an assignment change, the Status column is blank.

Cancel Changes to Contract’s Assigned Program Director

If, for any reason, agencies want to cancel the assignment changes made, follow the below steps:

1. Select the "Cancel Pending Assignment" button that appears to the left of the program director's name.
2. Result: The following message appears below program director table along with two additional buttons.
3. Messages: Selecting "Cancel Pending Assignment" will remove all pending edits for [program director name].
4. Buttons: "Keep Pending Assignment" or "Cancel Pending Assignment."

2. Select the "Cancel Pending Assignment" button to cancel assignment changes made and restore the original information. Select the "Keep Pending Assignment" button to keep assignment changes made; assignment changes remain pending.
3. After selecting the "Cancel Pending Assignment" button, the Status column is blank as there are no longer pending changes. The original information for the program director’s assignment is restored.

Overview

This Add/Edit FCCH Information screen provides summary information of the number of FCCHs used to provide subsidized child care services through an agency’s contract. Agencies should not submit any information in this screen if it is not applicable.

Note: All CFCC contracts must be listed in this section and must include at least one home and one child served. A CFCC contract cannot be deleted from this screen as this is the only place where summary information of the number of homes and number of children are collected for this contract.

Required Information

For each contract where children are served in FCCHs, agencies must enter the following:

• The number of FCCHs at which subsidized child care services are provided through an agency’s contract.
• The number of children served by age group.

Step-by-Step Instructions: FCCH Information

Age Group Descriptions

• Infants: Birth to 18 months
• Toddlers: 18 months to 36 months
• Preschoolers: 36 months to Kindergarten
• School-age: Kindergarten to 13 years

Update Information

1. Select the "Edit" button to the right of the contract to be updated.
2. Result: The screen reloads and displays only the current information for the contract selected. Agencies can update the number of homes and children served in each age group.

2. Enter the number of homes used to serve children and enter the number of children in each age group that received subsidized child care services through an agency’s contract in those homes. Agencies must enter a number greater than zero (0) in the number of homes and at least one of the age group fields. If agencies do not serve children in every age group, enter zero (0) for those age groups.
3. If agencies do not want to make any changes at this time, select the "Cancel Changes" button to return to the Add/Edit FCCH Information screen.

3. Select the "Save Changes" button when finished.
4. Result: Agencies are returned to the Add/Edit FCCH Information screen and the changes made are displayed in the table. The text “Your changes were submitted” appears below the table. The "Delete" button is not displayed, but agencies can still make edits while there are pending changes. Changes submitted remain as “Edited – Pending” under the Status column until the agency’s consultant reviews and approves the changes. Once approved, the Status column is blank.

Cancel Pending Update Changes

1. Select the “Cancel Changes” button that appears next to the contract number.
2. Result: The following message appears below the list of contracts along with two additional buttons: "Keep Changes" and "Cancel Changes."
3. Message: Selecting "Cancel Changes” will remove all pending edits for contract [contract number].

2. Select the "Cancel Changes" button to remove the changes and restore the original information. Select the "Keep Changes" button to keep changes made; the edits remain pending.
3. After selecting the "Cancel Changes" button, the Status column is blank as there are no longer pending changes for this contract. The original information for the contract’s FCCH is restored.

Add Information

1. Select the "Add a FCCH Contract" button.
2. Result: A new section appears in which agencies can select a contract to add and enter information.

2. Select the desired contract from the dropdown list.
3. Result: The page reloads to display only those age groups that apply to the contract selected (some contracts have limited age groups they can serve).
4. Only active contracts that are not already listed are available in the dropdown list of contracts to add.

3. Enter the number of homes and children served by age group in those homes. Agencies must enter a number greater than zero (0) in the number of homes and at least one of the age group fields. If agencies do not serve children in every age group, enter zero (0) in those fields.
4. Select the "Cancel" button to cancel the add information process and return to the Add/Edit FCCH Information screen.

4. Select the "Submit Changes" button when finished.
5. Result: Agencies return to the Add/Edit FCCH Information screen and the contract added is displayed in the table. The text "Your changes were submitted" is displayed below the table. The Status column displays “New – Pending” until the agency’s consultant reviews and approves the changes. The "Edit" button is displayed should agencies need to make additional edits while the add request is pending. Once approved, the Status column is blank and the "Delete" button is displayed.

Cancel Pending Add Request

1. Select the “Cancel Changes” button displayed next to the pending added contract number to be removed.
2. Result: The following message appears below the list of contracts along with two additional buttons: "Keep Changes" and "Cancel Changes"
3. Message: Selecting “Cancel Changes” will remove the add request for contract [contract number].

2. Select the "Cancel Changes" button to remove the contract from the list. Select the "Keep Changes" button to maintain the pending addition; the contract add remains as pending.
3. After selecting the "Cancel Changes" button, the contract is removed from the list.

Delete Contract Information

1. Select the "Delete" button to the right of the contract to be deleted.
2. Result: The message "Confirm deletion of FCCH information for Contract [contract number]" appears.

2. To delete the FCCH information for the contract, select the "Confirm Delete" button.
3. Result: The section is compressed and the text "Your change has been submitted" is displayed. Submitted deletions remain as “Deleted – Pending” under the Status column until the agency’s consultant reviews and approves the changes. The "Edit" and "Delete" buttons are not displayed. Once the deletion is approved, the contract is no longer displayed on the screen.

Select the "Cancel Delete" button to cancel the delete information process and return to the Add/Edit FCCH Information screen.

Cancel Pending Delete Request

1. Select the “Cancel Changes” button displayed next to the pending deleted contract number to be removed.
2. Result: The following message appears below the list of contracts along with two additional buttons: "Keep Changes" and "Cancel Changes"
3. Message: Selecting “Cancel Changes” will remove the delete request for contract [contract number].

2. Select the "Cancel Changes" button to cancel the delete request for the contract. Select the "Keep Changes" button to maintain the pending deletion; the contract delete remains as pending.
3. After selecting the "Cancel Changes" button, the contract remains listed and the "Delete" and "Edit" buttons are displayed.

Overview

The Add/Edit Offices, Sites, or FCCHs screen is used to add or update information about offices, sites, or Family Child Care Homes (FCCH) site level information which are used by agencies in relation to their contract(s).

Each contract an agency holds must be assigned to at least one site or office based on the definitions below. Agencies with contracts that fall into both the site and office categories should have both sites and offices listed. For the purpose of maintaining information within the CDSS – CDMIS, sites, offices, and FCCHs are defined in the Required Information section below.

When viewing the table on the Add/Edit Offices, Sites, or FCCHs screen, the column "Facility Type" indicates whether the facility listed is a "Site,” "Office," or “FCCH.”

Required Information

Center-Based Site

A center-based site is the physical location (one or more classrooms) where child care and development services are provided to children through an agency’s contract(s).

Agencies with the following contract types have center-based sites: CCTR, CHAN, and CMIG.

Agencies are required to provide the following information for each site:

• At least one site must be listed to indicate where subsidized child care services were provided to children through an agency’s contract(s).
• Each site must have at least one assigned contract (i.e., the contract that funds the subsidized child care services provided to children at that location).
• Each site must have at least one license (whether license-exempt or not).
• Each contract associated with this facility type, as defined above, must be assigned to at least one site.

For each center-based site, agencies must provide the following information:

• Site name and address. For licensed facilities, the name and address should match the name and address on the license issued by the California Department of Social Services (CDSS), Community Care Licensing.
• First and last name of site supervisor.
• Phone number of site supervisor.
• All contracts that fund subsidized child care services provided to children at that site. Indicate the total number of children served by age group and funded by each contract in a typical day (for agencies adding new sites, enter the information based on anticipated numbers of children to be served). Enter zero (0) if there are no children in an age group.
• All licenses for that site issued by the CDSS, Community Care Licensing. If a site is license exempt, enter “EXEMPT” as the license number. If unsure, contact the agency’s consultant.

Note Regarding FCCHs: If agencies provide services to children in FCCHs through a CCTR or CMIG contract, agencies must also list this contract in the FCCH Information section of the Update Agency Information screen. The number of children reported by age group under the FCCH Information section is a sub-set of the number of children listed that are served at a site.

Office

An office is the administrative facility where families apply for services or obtain information related to specific contracts.

Agencies with the following contract types have offices: C2AP, C3AP, CAPP, CFCC, CMAP, and CRRP. (Occasionally CCTR, CHAN, and CMIG when only providing services via family child care homes and not in center-based locations.)

The following rules apply to agencies with these contract types:

• Each agency must have at least one office.
• Each of the agency's contracts that are associated with this facility type, as defined above, must be assigned to at least one office.

For each office, agencies must provide the following information:

• Office name and address.
• All contracts associated with the office and the total number of children served by age group and funded by each contract in a typical day, except as follows:
  • CRRP contracts must be assigned to the office they are associated with; no child counts are collected for this contract type as it is a referral contract only.
  • CFCC contracts must be assigned to the office they are associated with; no child counts are collected because this information is collected in the FCCH Information section along with the number of homes where children are served.

Note Regarding Facilities as Sites and Offices: If one or more of an agency’s facilities operates as both a site and an office, that facility should be listed twice. For example, an agency with a CAPP contract operates an administrative office at a facility where families can apply for services or obtain child care information; the same facility has a licensed classroom where services are provided to children funded from the agency’s CCTR contract. Because both services are provided at the same address, both facility types need to be listed.

Family Child Care Home

A Family Child Care Home is a residential setting, either large or small, where services are provided to children. These services are delivered through written agreements made by various contracted agencies with family child care home providers.

Step-by-Step Instructions: Add Office, Site, or FCCHs

Add Office, Site, or FCCHs

1. On the "Add/Edit Offices, Sites, or FCCHs" page, select the “Add an Office, a Center-Based Site or a Family Child Care Home” button located at the bottom of the page.
2. Note: Agencies are prompted to select the type of facility to be added. This ensures that agencies are provided with the correct screens to enter information.

2. Select the desired facility type to add and select the "Continue" button.
3. Result: A screen loads where information based on the facility type selected can be entered.

3. Enter all required information for the office, center-based site, or family child care home (indicated by an *) and select the “Save Changes” button.
4. Note: If red error messages appear regarding missing or invalid site information, correct the information and select the “Save Changes” button again. Repeat this process until no red error messages are displayed.

4. For New Center-Based Sites: Once agencies have successfully submitted the requisite information, two additional sections appear that must be completed for the new site: Number of Children Served in Each Contract (under this section, agencies must add a contract to this new site), and License (under this section, agencies must add a license to the new site).
5. For New Offices: Once agencies have successfully submitted the requisite information, an additional section appears that must be completed for the new office: Number of Children Served in Each Contract that contains an "Add Contract" button. Select this button to add a contract to the office. Agencies must assign at least one contract to an office before it is considered complete.
6. For New Family Child Care Homes: Once agencies have successfully submitted the requisite information, two additional sections appear that must be completed for the new FCCH: Number of Children Served in Each Contract (under this section, agencies must add a contract to this new home), and License (under this section, agencies must add a license to the new site). If the home is exempt from needing a license, enter “Exempt” in the License Number test box.

Note Regarding New Offices, Sites, or FCCHs: New sites or offices are not submitted for approval to an agency’s consultant until all information has been provided. If an agency does not add a contract for a new office or if an agency does not add both a contract and a license to a new site, the Status column on the Add/Edit Offices, Sites, or FCCHs screen displays "Incomplete" and the new location added is not submitted to the agency’s consultant for review.

Cancel a Pending Office, Site, or FCCH

1. Select the "Cancel Changes" button that appears to the left of the sites or offices name.
2. Result: The following message appears below the table containing the sites and offices along with two additional buttons: "Keep Changes" or "Cancel Changes."
3. Message: Selecting "Cancel Changes" removes all pending changes for the [site/office name] site/office. This includes any pending changes to the number of children for each contract and/or pending changes to licenses for the site/office.

2. Select the "Cancel Changes" button to remove the add office/site/FCCH request. Select the "Keep Changes" button to keep the new site or office as pending; the request remains pending. The office/site/FCCH is added to the list of sites or offices along with their associated contracts and licenses when the agency’s consultant approves the changes.
3. After selecting the "Cancel Changes" button, the pending site or office name is removed from the list.

Step-by-Step Instructions: Edit/Delete Office, Site, or FCCH Information

This section describes how to add, update, or delete information for a selected site or office. It also provides instructions on how to cancel pending changes made so they are not forwarded to an agency’s consultant for review and approval. Contracts should only be associated with an office, site or FCCH if funds from that contract are used to provide subsidized child care services at that location. The CDSS – CDMIS does not allow a contract to be deleted from a site or office if the contract is not associated with at least one other existing office, site, or FCCH.

Edit Office, Site or FCCH Information

1. Select the "Edit" button to the right of the site or office to be updated.
2. Result: The section expands for agencies to update the name, supervisor, phone number, and fax number for the location.
3. Note: Agencies cannot update office, site, or FCCH addresses. If an address needs to be changed, agencies must add a new office, site, or FCCH with the updated address and delete the location with the outdated address.

2. Select the “Save Changes” button.
3. Result: The changes made were updated; the text "Approval Status: Edited – Pending" appears above the site or office name. The "Edit" button is displayed to allow changes to be made as necessary. The text "Your changes have been submitted" appears.
4. Note: If there are error messages regarding missing or incorrect information, correct the related information and select the “Save Changes” button. Agencies must resolve all error messages or changes made are lost.

3. Select the "Select another Site or Office to Edit" button.
4. Result: Agencies return to the Add/Edit Offices, Sites, or FCCHs screen. The Status column displays "Edited – Pending" next to the site or office. A "Cancel Changes" button appears between the status column and the Site/Office name column, which allows agencies to undo changes submitted. In addition, the "Delete" button is no longer displayed. Agencies can continue to edit the information while edits are pending. Once changes have been approved by an agency’s consultant, the Status column is blank and the "Delete" button is displayed.

Cancel Pending Changes

1. Select the "Cancel Changes" button that appears to the left of the site or office name.
2. Result: The following message appears below the table containing the sites and offices along with two additional buttons: "Keep Changes" or "Cancel Changes."
3. Message: Selecting "Cancel Changes" will remove all pending changes for the [site/office name]. Any pending changes to contracts or licenses associated with a site or office are also cancelled and the original information is restored. If some changes need to be made, the information must be submitted again.

2. Select the "Cancel Changes" button to remove the changes and restore the original information. Select the "Keep Changes" button to keep the changes made; the changes remain pending.
3. After selecting the "Cancel Changes" button, the Status column is blank as there are no longer any pending changes for the site or office. The original information is restored and the "Delete" button is displayed.

Delete Office, Site, or FCCH Information

1. Under the Number of Children Served in Each Contract section, select the “Delete” button to the right of the site or office to be deleted.
2. Result: The following message appears below the list of sites and offices along with two additional buttons: "Cancel Delete" and "Confirm Delete"
3. Message: Confirm Deletion of the [site/office name] site/office.

2. Select the “Confirm Delete” button to submit the delete request. Select the “Cancel Delete” button to cancel the delete request.
3. Result: After confirming the delete, the Status column displays “Delete – Pending” next to the site or office; the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the site or office is removed from the list.

Step-by-Step Instructions: Number of Children Served in Each Contract

This section describes how to cancel a pending add, update, or delete for an agency’s contract.

If an agency needs to undo any changes made to a contract, the agency must cancel all changes for the site or office. This undoes all the changes made to the site or office that are still pending approval.

Age Group Descriptions

The age groups defined below are displayed based on the type of contract agencies are updating.

• Infants: Birth to 18 months
• Toddlers: 18 months to 36 months
• Preschoolers: 36 months to kindergarten
• School-age: Kindergarten to age 13
• Three-year-olds: CDSS contracts will not use this section to document number of children.
• Four-year-olds: CDSS contracts will not use this section to document number of children.

Add Information

1. Under the Number of Children Served in Each Contract section, select the “Add a New Contract” button.
2. Result: The section expands to allow information to be added.

2. Select the contract from the dropdown list to be added to the site or office. Depending on the type of contract selected, certain fields are displayed for agencies to enter number of children served by age group and funded by the contract based on the typical daily enrollment. If no children are served in a particular age group, enter zero (0). Only add contracts to sites or offices that fund subsidized child care services to children through that site or office.
3. Select the “Save Changes” button to add the contract to this site or office.
4. Result: The changes made are updated and the Status column displays "New – Pending" next to the contract. The text "Child count changes were submitted" appears below the contracts list. The "Edit" button is displayed to allow changes to be made, if needed.

4. Repeat Steps 1–3 to add additional contracts to the site or office.
5. Result: If red error messages appear when the "Save Changes" button is selected, agencies must resolve the error messages indicated and select the "Save Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the Number of Children Served in Each Contract list is displayed and the text "Child count changes were submitted" appears below the list of contracts.

Update Information

1. In the Number of Children Served in Each Contract section, select the “Edit” button to the right of the contract to be updated.
2. Result: The section expands and agencies can update information for the different age groups displayed.

2. Update the information as necessary to reflect the typical daily enrollment. If no children are served in a particular age group, enter zero (0) for that age group.
3. Select the “Save Changes” button to save changes.
4. Result: The changes made were updated, the Status column displays "Edited – Pending" next to the contract, and the text "Child count changes were submitted" appears below the list of contracts.
5. If red error messages appeared when the "Save Changes" button is selected, agencies must resolve those error messages indicated and select the "Save Changes" button again. This process must be repeated until red error messages no longer appear.

Delete Information

Agencies should only delete a contract from a site or office because funding from that contract no longer provides child care services to children at the site or office. To delete contract information, follow the steps below. Once an agency’s consultant approves the delete, the contract is no longer displayed.

1. In the Number of Children Served in Each Contract section, select the “Delete” button to the right of the contract to be deleted from the site or office.
2. Result: The message "Confirm deletion of this contract" appears.

2. To delete the contract, select the “Confirm Delete” button to submit the delete request. The message "The deletion was submitted" appears below the list of contracts.
3. Result: The main Add/Edit Offices, Sites, or FCCHs screen reloads; agencies see “Delete – Pending” in the Status column next to the contract and the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the contract is removed from the list.
4. Agencies cannot delete the only remaining contract from a site or office if that contract is not associated with at least one other site or office. To modify information, follow the instructions above or add the contract to the site or office it should be associated with and delete it from the site or office where it should not be listed.

Step-by-Step Instructions: Licenses

Sites are required to have licenses or be exempt from licensing per regulations. Questions regarding licensing should be directed to an agency’s consultant.

Add License

1. Select the “Add a New License” button.
2. Result: The section expands to allow information to be added.

2. Enter the License Number as it appears on the license from the CDSS, Community Care Licensing. If agencies or family child care homes are exempt from licensing, enter "EXEMPT" (do not include the quotation marks) in the license field and select the closest License Type that applies to the site. License Types are as follows:
   • I: Infant Care Center (birth through 24 months)
   • D: Day Care/Child Care Center (25 months through kindergarten)
   • S: School Age Center (kindergarten through age 17)
   • H: Center for Mildly Ill Children

3. Enter the License Capacity as it appears on the license. If agencies are exempt from licensing, enter the capacity determined by the Fire Marshall or Fire Department inspections.
4. Select the Start and End times, including AM and PM, to indicate the hours of operation.
5. Select the “Save Changes” button to submit the information and add the license to the site.
6. Result: The changes made are updated and the Status column displays "New – Pending" next to the license. The "Edit" button is displayed to allow changes to be made and the text "Your changes have been submitted" appears below the License list.
7. If red error messages appear when the "Save Changes" button is selected, agencies must resolve the error messages indicated and select the "Save Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the text "Your changes have been submitted" appears below the list of licenses.

Update License

1. Select the “Edit” button to the right of the license to be edited.
2. Result: The section expands and agencies can update the information for the license.

2. Update the information as necessary.
3. Select the “Save Changes” button to submit the changes.
4. Result: The changes made are updated and the Status column displays "Edited – Pending" next to that license. The text "Your changes have been submitted" appears below the list of licenses.
5. If red error messages appear when the "Save Changes" button is selected, agencies must resolve the error messages indicated and select the "Save Changes" button again; this process must be repeated until error messages no longer appear. When all error messages are resolved, the text "Your changes have been submitted" appears below the list of licenses.

Delete License

Agencies should only delete a license from a site because that license is no longer applicable. Once an agency’s consultant approves the delete, the contract is no longer displayed in that list.

1. Select the “Delete” button to the right of the license to be deleted.
2. Result: The following message appears below the license table along with two additional buttons: "Cancel Delete" and "Confirm Delete"
3. Message: Confirm Deletion of License [license number] from this site.

2. Select the “Confirm Delete” button to submit the delete request. Select the “Cancel Delete” button to cancel the delete request.
3. Result: After confirming the delete, the Status column displays “Delete – Pending” for that license and the "Delete" and "Edit" buttons are no longer displayed. Once an agency’s consultant approves the delete, the license is removed from that site.
4. Agencies cannot delete the only remaining license for a site. If agencies wish to update license information, follow the instructions above under the Update License section.

Cancel Pending License

1. Select the "Cancel Changes" button that appears next to a site's name on the Add/Edit Offices, Sites, or FCCHs screen to undo pending changes for a site (i.e., add a license to a site [status is "New – Pending"], update license information for a site [status is "Edited – Pending"], or submit a delete request for a site [status is "Delete – Pending"]).

Overview

The purpose of sub-agencies is to allow agencies to break the families being reported in the CDD-801A into more manageable groups. Sub-agencies can represent sites, specific contract types, regional areas, etc. Agencies that choose to create sub-agencies can create as many as determined necessary for reporting purposes.

Sub-agencies are not required; they are optional.

To add a new sub-agency, navigate to the User Settings drop down menu and select the function “Sub-Agency/No Services.” On the Sub-Agency/No Services Information screen, scroll to the bottom and select the "Add Sub-Agency" button. To edit an existing sub-agency, select the sub-agency's name.

Result: The sub-agency section expands at the bottom of the screen to allow agencies to enter information. Follow the step-by-step instructions below to change a sub-agency.

Use this screen to add, change, or delete a sub-agency. Sub-agency assignments are only used for the CDD-801A, not the CDD-801B.

Important Reminders

Do not select the "Back" button on the browser as this may result in error messages or duplicates. Use the navigation buttons and links provided on the screen.

Select the "Save Your Work" button when entering or updating information within the system.

Required Information

For each sub-agency, agencies must enter the following:

Step-by-Step Instructions: Sub-Agencies

Change/Edit a Sub-Agency

To change a sub-agency's name or edit the description, change the sub-agency name or description and select the "Save Your Work" button.

Result: If the edit sub-agency section closes, the changes have been saved. The text "Sub-Agency has been updated" appears in green at the top of the screen. Error messages are displayed in red and must be corrected before the information can be saved.

To change a sub-agency's start month or year, change the start month or start year to the desired report period and select the "Save Your Work" button.

Result: The text "You have chosen to change the date for the selected sub-agency" appears. To confirm the date change, select the "OK" button. To cancel the change, select the "Cancel" button. Once the information has been saved, the text "Sub-Agency has been updated" appears in green at the top of the screen.

To end a sub-agency that is no longer needed for the CDD-801A, change the end date month and year to the report period for which the sub-agency should stop displaying and select the "Save" button.

Result: The text "You have chosen to change the start or end date for the selected sub-agency” appears. Read and understand the technical instructions regarding the creation and maintenance of sub-agencies before continuing. Select the "OK" button to proceed with the change. Select the "Cancel" button to stop and return to the Sub-agency/No Services Information screen.

If the “OK” button is selected, the text "Sub-Agency has been updated" appears in green at the top of the screen. If the “Cancel” button is selected, changes made are not saved.

Delete a Sub-Agency

Important: Agencies can delete a sub-agency only if no families were ever reported under the sub-agency.

To delete the sub-agency, select the name of the sub-agency to be deleted. When the Edit section opens, select the "Delete Sub-Agency" button that appears towards the bottom of the screen.

Result: If families associated with a sub-agency are found, the text "There are family records associated with this sub-agency, therefore it may not be deleted" appears at the top of the screen. Agencies are unable to delete the sub-agency; however, agencies can end date the sub-agency by following the instructions above. If no families associated with a sub-agency are found, the sub-agency is deleted.

Overview

“No Services” information is used to determine if no subsidized child care services are provided through an agency’s contract during a given report period. If an agency places a check mark in the box under the No Service Periods section of the Sub-Agency/No Services screen, it is indicated that no CDD-801A will be submitted for the specified contract type(s) in the selected report period of the indicated fiscal year.

Important Reminders

By checking “No Services” boxes, agencies are indicating that no subsidized child care services are provided by the entire agency for that contract type and report period.

Many agencies have more than one site providing subsidized child care services for the same contract type. For instance, if an agency has two sites operating a CCTR contract and only one of those sites is not operating during a particular report period, the agency should not report “No Services” as it prevents the operating site from submitting the CDD-801A.

If “No Services” is reported, agencies attempting to submit the CDD-801A for sites providing services receive the following message: "Program Code 1 (or Program Code 2 or Program Code 3) is marked as No Service for this reporting period."

No service periods can only be viewed and updated by an Agency Super User. If “No Services” for a contract type is reported by mistake, contact the agency's super user and have them correct the information by un-checking the pertinent “No Services” box(es) for the report period.

Step-by-Step Instructions: Report “No Services”

To report "No Services" for a specific report period and contract type, follow the below steps:

1. From the User Settings drop down menu select the function "Sub-agency/No Services"
2. Scroll to the No Service Periods section of the Sub-agency/No Services screen
3. Select the fiscal year to be updated
4. Place a check mark in the appropriate box(es) to indicate that no services are or will be provided for the report period(s) and contract type(s) specified
5. Select the "Save No Service Periods for Selected Fiscal Year" button to save the information.

Agencies attempting to report “No Services” for contracts for report periods in which children were reported as being served through those contracts receive the message "The No Services Periods for the program and report month you checked cannot be saved because services have already been reported for that program in the report month selected." This message is followed by the report period and contract type causing the problem. Agencies must verify if the CDD-801As for those contract types have been submitted in error; if yes, agencies must delete all records that should not have been reported.

For agencies operating a contract at multiple sites, if one site is closed and the other sites are open and operating, “No Services” should not be reported.