Compliance Indicator

Child Development Data Collection: Contractors shall submit complete, accurate reports to the CDSS by the date specified, and in the format specified in the CDSS’s request for this information.

Incomplete, inaccurate, or incorrectly formatted reports, and reports not received by the required date, shall be considered delinquent.

Regulations/Reference

CCD Program Instrument: V. Fiscal/Audit CCD 23
Title 5: 18070
Fiscal Handbook: Child Care Fiscal Handbook

Monitoring Review Evidence

• Monthly Childcare Population Information (CDD-801A) submitted accurately

• Verification of current and accurate staff information and site level data

• Verification of provider data

• If applicable, evidence of Child Development Data Collection Sample Report (CDD-801B) submission

CDD-801A Report

CDD-801A Report Overview

CDD-801A, Monthly Child Care Population Report, is a monthly data collection report in which all contractors report specific information on all families receiving subsidized child care & development services.

The information collected from the CDD-801A report:

• Informs public policy for child care & development services in California

• Identifies unserved & underserved areas

Reporting within the Child Development Management Information System (CDMIS)

CDMIS is the main database system that the departments use to collect information about families, children, & providers. Contractors must log-on to the CDMIS live website to fulfill their CDD-801A reporting requirements (password required).

Report is due on the 20th of the month following the end of the report period. Example: February 2024 report is due by March 20, 2024.

Late notifications are sent via email to agencies who fail to submit CDD-801A Report or fail to report “No Services” on the following business day.

NOTE: Reports not submitted by the final date of late notification will have apportionments withheld until report is submitted.

CDD-801A Submission:

OPTION #1

CDD-801A Web Input/Edit: Manually add family information into the CDMIS website & copy family information from one month to the next. Once copied forward, families’ information can be added, deleted, or modified to reflect the actual services provided during the report month.

OPTION #2

CDD-801A Electronic File Transfer: Generate & upload a specially formatted text file to the CDMIS website. The text file contains all family, child & provider information for the report period.

NOTE: Agencies may switch between &/or use a combination of the two reporting methods to fulfill the CDD-801A reporting requirement.

Reporting “No Services”

CDE CDMIS Resources. Reporting No Services [Video]. Embedded July 8, 2022 from cde.ca.gov

CDD-801A is still required when services were not provided for an entire contract or program during a report month

Contractors must submit a repot indicating “No Services”

Common Errors

During data quality reviews, CDMIS Staff reviews monthly reports for the following irregularities:

• Duplicate families

• Inconsistent child counts from month to month

• Invalid Head of Household or Provider Zip Codes

• Excessive number of children reported for the same provider

Revise reports as soon as possible if discrepancies are found between what was reported & actually served.

Reports are locked after 90 days after they are due & no further changes can be made.

What this might look like in a program:

Contractors conduct quality reviews to ensure data within the family data file is accurately reported on the CDD-801A report.

Program Reviews

During a program review, the file selection is determined from a random selection of your agencies CDD-801A monthly population report.

Ensure data within the CDD-801A report, whether entered manually or electronically, aligns with the hard copy data within the family data file.

Remember that all pieces are tied together.

NOTE: Contractors must report all families and children who were enrolled for subsidized services during the  report month

CDD-801B Report

CDD-801B Report Overview

CDE CDMIS Resources. Completing the CDD-801B Report [Video]. Embedded July 8, 2022 from cde.ca.gov

CDD-801B, Monthly Sample Report is the monthly collection limited to about 250 families randomly sampled from all CDD-801A statewide submittals for a given month. 

The children reported in the CDD-801B are intended to provide a more thorough description of the children reported in all 801A statewide submittals.

NOTE: Since the sample size is very small, most agencies will not be required to complete the CDD-801B every month; however, some may receive a few each month.

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