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DSP PROVIDER REPORTING INSTRUCTIONS-NACCRRAWARE

R&R Network Data Standardization Project (DSP)Instructions for Reporting the DSP Provider

InformationJanuary 2021

NACCRRAware

We are pleased to enclose the step-by-step instructions for creating a custom report and converting your DSP provider information into an ASCII file. An ASCII file is a computer file that can be imported, or read into, many different software programs. The Network will read your ASCII file into SAS, a statistical software program, and combine it with all the other R&R provider files. Your provider data is due to the Network on Tuesday, January 19, 2021.

Please read the instructions carefully before you begin and call Sherri if you have any questions. We will gladly go through the conversion with you over the telephone. Also, please review the enclosed Checklist for Reporting the DSP Provider Information before you begin. Clean your database according to the instructions in the Checklist before reporting your data!

I. Types of Providers to Report to the Network

A. We are requesting information for three types of providers:

1. All active, licensed family child care homes, 2. All active, licensed child care centers, including Head Start centers and

CDE- contracted centers, and3. All active, license-exempt child care centers, including After School

Education and Safety Programs (ASES) and 21st Century Community Learning Centers.

B. What we mean by active providers

1. By active providers, we mean providers who are currently caring for children or willing to care for children. The active providers in your service area include providers who are receiving referrals from your R&R and providers who do not want to receive referrals from your R&R.

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CALIFORNIA CHILD CARE RESOURCE & REFERRAL NETWORK NACCRRAWARE

2. We understand that you might not have all the DSP information for the active providers who are not receiving referrals. The enclosed Checklist for Reporting the DSP Provider Information describes the minimum information you should have for the providers who are not receiving referrals.

II. Acceptable Reporting Formats:

A. The Network pulls your data from the My Child Care Plan Database directly

1. This year, the DSP provider data reporting will look a little different from previous years. With the launch of the My Child Care Plan database, the Network can directly pull the provider data for you if it is up to date.

2. We will be in contact with you before we pull your data, and will only pull the data once we have heard back from you.

3. We will use the error and warning reports the database has to gauge how complete the data is. If there are many errors, you can either update the data in the My Child Care Plan database or send us an ASCII file.

B. ASCII file (csv file)1. You may email the Network an ASCII file (detailed below).

III. ASCII FILE: Acceptable Reporting Format A. Introduction

1. An ASCII file is a computer file that can be imported, or read into, many different software programs. Sometimes an ASCII file is also called a csv or text file, and has the extension .csv.

2. The Network will read your ASCII file into SAS, a statistical software program, and combine it with all the other R&R provider files.

B. Creating the ASCII File 1. See below for instructions to create your data file (pp. 6-12).

C. Naming the ASCII File

1. The instructions will tell you how to name your ASCII files. It reminds you that you must give each ASCII file its own name.

2. If you are sending the Network more than one ASCII file, please provide us with a brief description of the providers in each file.

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For example:

County10prov1.txt = family child care home fileCounty10prov2.txt = child care center file

County10prov1.txt = providers receiving referralsCounty10prov2.txt = active providers not receiving referrals

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3. Please fill out the R&R Information Form downloadable from our website and email it to the Network with your ASCII file.

D. Emailing your ASCII file to the Network

1. Please email the file, as an attachment, to: Sherri at [email protected].

2. Please attach screen shots of your language field and any data fields where your configuration differs from DSP definitions.

3. Please include in the body of the email: R&R nameCounty name2019 Provider Data

4. Please fill out the R&R Information Form downloadable from our website and e-mail it to the Network at the same time you email your ASCII file. Please e-mail the form to: Sherri at [email protected].

Please call Sherri at (415) 494-4664 or Gemma at (415) 494-4649 if you have any questions. We will gladly go through the export process with you

over the telephone.

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For example:

County10prov1.txt = family child care home fileCounty10prov2.txt = child care center file

County10prov1.txt = providers receiving referralsCounty10prov2.txt = active providers not receiving referrals

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mailto:[email protected]

mailto:[email protected]


Instructions for taking screen shots of data fields

The configuration of your DSP data fields should be configured exactly as shown below. If they differ please take a screen shot of the data field and email it to Sherri. To take a screen shot press “Ctrl” and “Print Screen/Sys Rq” then paste into a Word document. If you need assistance please contact Sherri.Data fields:Licensed Capacity, Shift 1 – Population Info

Other Schedules of Care Available – Evening Care

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Subsidized Providers – Financial Assistance

Languages Spoken by the Provider

Child Care Food Program

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Instructions to create your data file:

1. Log into NACCRAware, and select the “Custom Search” tab. Choose

“Provider”.

2. From the “Fields Select” screen, scroll down and under “Shifts” choose “Shift Name” field to search by. Press the “Next” button.

3. You are now in the “Query Builder”. Under “Detail the Search”, select the Shift name.

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a. Choose “Equal to” as the Conditional. b. Enter “Session 1” as the Value c. Enter “Done” as the Separator. d. Press the Add to Query button to add your condition to the Search

Query box. Then select “Custom Report” at the bottom to move to the next screen.

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4. The “Custom Report Fields Select” screen appears next. Now you will choose the fields to export.

Under “General” select the following fields: Provider Id Type of Care Regulation Status First Name Last Name Business Name Street Address Street 2 City Zip County Area code Phone 2nd Phone Area Cd 2nd Phone Total Licensed Capacity Total Desired Capacity Languages Give Referrals

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5. Next, move down to the “Shifts” SectionUnder “Shifts” select the following fields:

Shift Name Population Age Group Licensed Capacity Enrollment Full/Part Time Care Year Schedule Before School After School Drop In Rotating 24-hour Evening Care Days of Care

6. Lastly, scroll down to the “Attributes” SectionUnder “Attributes” select the following fields:

Financial Assistance Meals

7. Now, scroll down to the bottom of your screen and select the “Next” button.

8. You are now at the “Custom Report Options” screen, which displays the fields you selected. Make sure you have all 34 fields.

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9. Go to Sort Options. Under “Column Order” number the fields according to the numbers listed below. Once you have assigned the column order select “Run Custom Report”.

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10.Your custom report will immediately appear. Check over your report to make sure it looks correct and then close the box with the custom report. Now you will create a file to send to the Network. Select “Create File”.

11.Now follow the instructions to save your file to your local disk drive. Right click on the “Click Here” link and select the Save Target As option.

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12.This is where you name your provider file. Please include your county name in your file name. If you are saving to your hard drive so that you can email the file to the Network, select the appropriate folder and then the file name. For example: C:\My Documents. If you are saving the file to the disk, select drive (A or B) and then the file name.

YOU ARE DONE!!!!

Please complete the online R&R Information Form.Follow the instructions on Page 3 for mailing or emailing the file and the R&R Information Form to the Network. If your file is too large to email, please contact Sherri at (415) 494-4664 or Gemma at (415) 494-4649 for assistance.

THANK YOU VERY MUCH!!!!

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County14prov

DSP10PDSP14P

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