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New CCDF Tribal Administrators Cohort Training
August 3, 2021
National Center on Child Care Data and Reporting (NCDR)
ACF-700 Data Reporting
Requirements and Tools
for Quality Data
1
NCDR Technical Assistance Team
2
Melissa Puig Rosa Williams
Session Objectives
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• Review annual CCDF reporting requirements
• Provide tools to support quality data collection for
preparation and submission of the ACF-700 Report
• Introduce the Child Care Data Tracker as a case
management software tool
• Review how to report all parts of the ACF-700
report
102-477 Grantees
• Law allows Tribes to combine Federal grant funds (single budget and
single reporting system)
• CCDF Tribal grantees with an approved Pub. L. 102-477 Plan are not
required to complete the ACF-700 form.
• Refer to the CCDF-ACF-PI-2019 program instruction available at
https://www.acf.hhs.gov/sites/default/files/occ/ccdf_acf_pi_2019_04.pdf
• For additional information contact your OCC Regional Office at
https://www.acf.hhs.gov/occ/resource/regional-childcare-program-
managers 4
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CCDF Reporting Requirements
• Tribal Plan (ACF-118a)
• Financial Report (ACF-696T)
• Tribal Annual Report (ACF-700)
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ACF-700 Reporting Requirements
• Introduction: Program Characteristics
• Part 1 – ACF-700 Data Report
• Part 2 – Supplemental Narrative (SNR)
Additional Reporting on American Recovery Plan (ARP) Act
Stabilization Grants is being considered by the Central Office
– Be on the lookout for changes!
Due no later than December 31st
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Introduction: Program
Characteristics
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Part 1 – ACF-700 Data Report :
Overview
Part 1 – ACF-700 Data Report :
Overview
Report the Right Clients
All families and children should be counted on
the ACF-700 report if they:
• Meet CCDF eligibility criteria
• Received CCDF-funded direct child care
services during the report period
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What do you say?
Type your answer in the chat box
Hi NCDR, We use our CCDF funds
to provide care for children in our
Tribally-Operated Center and also
use outside providers. Some
children whose care is paid for by
the State are served in our Center.
Should we include those children
whose care was paid for by the
State but were served in our Center
in our ACF-700 report?
ACF-700 Report - Overview
1.Total Number of that received Child Care
Services this fiscal year
2.Total Number of that received services this
fiscal year
a) Total number by category/type of child care types
❖ Child Care Types are provided by either a Relative or Non-
Relative, and in any of the following settings: Child’s Home,
Family Home, Center
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Know your 7 Data Elements
Families
Children
Child Care Types, explained
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OCC distinguishes relative vs. non-relative care:
Relative care is delivered by a grandparent, great-
grandparent, aunt, uncle, or sibling (if s/he lives outside of
the child’s home).
Non-relative care is delivered by all other persons who are
not included in the relative definition above.
Child Care Types, explained
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Child Care Types, explained
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(Not blood related)
Godparent
Sibling’s
Girlfriend
Neighbors
Family Friend
(sibling)
Godparent
Grandparent
Uncle/Aunt
Great-
Grandparent
Child
ACF-700 Report - Overview
3.Total Number of Children receiving services by Age Category
• (0 up to 1 year, 1-2, 2-3, 3-4, 4-5, 5-6, 6-13, 13 and older)
4.Total Number of Children who received services by Reason For Care
• Caregivers: worked, training/educational, protective services, both training
AND working, or your program implemented categorical eligibility
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Know your 7 Data Elements
Categorical eligibility is applicable to Tribes
that have been approved to use this category
because their Tribal Median Income is below
the level established by the Secretary
(currently 85% of State Median Income)
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Categorical EligibilityIf the Tribe’s median income is below 85 percent of the State Median
Income, the Tribal Lead Agency has the option to consider any Indian
child in the Tribe’s service area to be eligible to receive CCDF funds,
regardless of a family’s income, work, or training status, provided that the
provision for services still goes to those with the highest need. Tribal
Lead Agencies can receive approval to use Categorical Eligibility for all
their families, or for a part of their service area as described in their
CCDF Tribal Plan.
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What do you say?
Type your answer in the chat box
Hi NCDR, Our program has one
child that left in June. He was 4
years old when he left the
program. However, he turned 5 in
August which is still within the
fiscal year for this report. Under
what age category should I report
this child on the ACF-700 report?
ACF-700 Report - Overview
5. Average Number of Hours of service provided
Per Child, Per Month
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Know your 7 Data Elements
6. Average monthly amount Paid for Child Care Service
6a) Average monthly CCDF program subsidy per child
6b) Average monthly parent co-payment amount paid per child for child
care service
Average Monthly Subsidy, explained
• Record the subsidy separately for each child for
each month
• You must calculate the average subsidy in total
(for all children).
• Tribes that operate their own center can estimate the average monthly subsidy per child using the record of expenditures for direct services that is submitted on the required ACF-696T, the Tribal financial report.
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ACF-700 Report - Overview
7. Number of Children Served by Payment Type this fiscal year
▪ Grant/Contract, Certificate/Voucher, Cash Payment to Parent, Tribally-
Operated Center
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Know your 7 Data Elements
• Grant/Contract with Provider: A legally binding
agreement (usually via a competitive bid) with a
child care provider to deliver services, defining the
terms and conditions of those services.
• Certificate or Voucher to Parent and/or Provider:
A document (that may be a check or some other
form) that is issued directly to a parent to verify
their eligibility for subsidized services.
• Cash Payment to Parent: Money paid to parents
to cover the cost of child care services.
• Tribally-operated Center (TOC): TOC payment
reflects the Center’s own operational cost of
running the direct service program, including such
things as rent and staff salaries.21
Children served by Payment Types, explained
Part 2 - Supplemental Narrative Report(Submit on ACF-700 Site)
The SNR features a variety of questions about your Tribal
childcare programs.
Describes:
Quality improvement activities, including trainings held, support for
child care providers in achieving credits, credentials, or degrees,
support for providers in meeting health and safety standards, support
and provision of culturally appropriate activities, consumer education
activities, and information about use of a QRIS.
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Part 2 - Supplemental Narrative Report(Submit on ACF-700 Site)
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Expected Changes
The American Rescue Plan Act of 2021 (ARP Act) (Pub.
Law 117-2), signed on March 11, 2021, provided funding
for child care stabilization grants allocated to states,
territories, and Tribes.
OCC is evaluating additional reporting re: the ARP Act
funding, and will provide guidance to CCDF Tribal Lead
agencies in the future.
Please be on the lookout for changes and additional
training
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ACF-700 REPORT
SUBMISSION
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Submitting your ACF-700 Report
ACF-700 Submission Site
(via OCCIS)
For all reports prior to and
including FY2020
Contact NCDR for Access
Credentials
Accessed at:
https://extranet.acf.hhs.gov/a
cf700/login/login700.jsp
Child Care Automated
Reporting System (CARS)
For FY2021 and laterPrevious reports will be View Only
User’s can create their own
Access Requests though the
system
Look for emails with updates
and training opportunities -
Coming soon!
Legacy SystemNew System
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New Data Submission System: CARS
• CARS is still under construction.
• There will be a blackout period to
allow for migration of data from
the current system to CARS. If
you want to make any ACF-700
changes, please make the
updates now.
• Ensure your program has an
internet browser that is NOT
Internet Explorer. OCC
recommends using Chrome or
Firefox to access the site.
• Be on the lookout for additional
information and training
opportunities related to CARS.
New System
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CARS Changes
• 2 Factor Authentication – a new, more
secure login
• User Roles Introduced:
– Lead Agency Certifier - can submit ACF-700
– Lead Agency User - read & write privileges
– Lead Agency View Only - read only
New System
Current ACF-700 Submission Site
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https://extranet.acf.
hhs.gov/acf700/logi
n/login700.jsp
Click OK to indicate you
have read and comply
with the information
security regulations.
Legacy System
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Accessing the ACF-700 Report
Use this to
access the
entire report for
FY 2020
Legacy System
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Introduction: Program Characteristics
Legacy System
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Part 1: Administrative Data
Legacy System
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Part 2: Tribal Narrative
Legacy System
Remember to
scroll down
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Data Entry Notes
• Do not leave any fields blank – use zeros if there is
no data for any particular field
• Read each item carefully and provide the information
requested
• Be sure to enter information in the correct row
• When data are applicable but not available, provide a
footnote in the comment section explaining when the
missing data will be submitted.
Commonly Made Errors
• Submitting data that does not match the
program description included in your Tribal Plan
• Not following OCC reporting guidelines
• Estimating numbers
• Skipping questions
• Typographical errors
• Submitting an incomplete report
• Submitting a report with errors (yellow
highlighted fields)36
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Supplemental Narrative Elements
SNR Question #1:
What quality improvement efforts did the Tribal Lead Agency fund this fiscal year? (check
boxes)
SNR Questions #2a - 2f:
• Trainings
• Career pathways
• Health and Safety Standards
• Culturally appropriate activities
• Consumer Education
• Significant Quality Activities
• Quality Rating System
SNR Question #2g:
Describe any other significant quality activities that occurred during the past fiscal year (free
text)
This would include any quality improvement funded by CARES Act funds.
Bringing it All Together
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Information and Quality Management
Check for accuracy
Enter information
into the client Record
Regularly review and update information
Generate periodic
reports to ensure
quality of data
Generate the ACF-700 for submission by 12/31
Gather information from providers and
clients
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Getting it Right!
Establish written Policies and Procedures
(Instructions)
✓ Assign staff to be responsible for capturing information and
preparing the required ACF-700 report
✓ Ensure that at least two staff members know how to manage
required reporting
✓ Define a schedule for creating and updating information/files
✓ Establish quality review procedures to ensure accuracy of
information
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What barriers get in the way of your ability to submit high quality reports on time?
What might need to change in order for you to submit high quality reports on time?
Getting it Right!
Getting it Right!
Some data elements require that you calculate AVERAGES
Calculate AVERAGES by adding the value of figures and
dividing by the count of the figures you added together.
Always ROUND to whole numbers without decimal points.
↑ Round UP if 0.5 or higher (161.65 = 162 hours)
↓ Round DOWN if less than 0.5 ($23.21 = $23)
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Report the Right Numbers
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Finally….
Record or update the required information MONTHLY!
In OCTOBER:
• Identify the staff person(s) who will be responsible for
generating and submitting your report and make sure
each has a Username and Password to access the
submission site (available from NCDR).
• Identify the staff person who will have ultimate
responsibility for approving the report prior to submission.
• Begin calculating the values needed for the report.
Tools to Support the
Calculation of the ACF-700
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Tools to Support ACF-700
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• The Data Tracker, a
Microsoft Access Software
• Microsoft Excel spreadsheet
with embedded equations
Child Care Data Tracker
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The Tracker :
Your Tool for Case Management
The Tracker can be used to:
– Generate your ACF-700 data automatically and
provide numbers for easy completion of the online
ACF-700
– Easily access individual case records
– View and print lists of clients or providers
– Update child care records smoothly
– Search client records by selected criteria
– Create and print official certificates, approval
letters, and data documents47
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Password Protected to Secure Data
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The Child Care Data Tracker stores all the information needed for the ACF-700 report.
Eligibility determination
Service/Certificate Authorization
Eligibilityre-determination
Application for subsidy
Service matching/selection of provider
Provider approval
?New provider
Existing
provider
Payment Authorization PaymentPayment
AuthorizationPayment AuthorizationPayment
Authorization
Payment
Payment AuthorizationPayment Authorization
PaymentPayment
PaymentPayment
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Entering Provider Information
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Entering Client Information
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Entering Service Authorizations
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Authorizing Payments
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Generating Reports
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Generating the ACF-700
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Customize your Software!
Excel Spreadsheet
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Excel Spreadsheet
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Scroll
Down to
find
Tribes
OCC Guide to CCDF Resources
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• Submission
Dates
• How to Submit
Data in
Submission Site
• Our Contact
Information
(NCDR)
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Program Instructions
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Technical Bulletins
ACF-700 Reporting Guidance Summary
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• Program Instruction CCDF-ACF-PI-2019-07 for Tribal Lead Agencies:
ACF-700 Form :
https://www.acf.hhs.gov/occ/policy-guidance/child-care-and-
development-fund-ccdf-tribal-annual-report-form-acf-700-tribal
• Technical Bulletins
#11 – ACF-700 and Other CCDF Reporting Requirements: Frequently
Asked Questions
#12 – ACF-700 Clarifications
#13 – Child Care Data Tracker Clarifications
#14 – CCDF Reporting Clarifications for Tribally Operated Centers
https://www.acf.hhs.gov/occ/training-technical-assistance/current-
technical-bulletins
• Additional resources are available on the OCC website here:
https://www.acf.hhs.gov/occ/report/acf-700-tribal-annual-report
NCDR
Be on the lookout for 2nd survey
from NCDR regarding this webinar.
Your feedback is always
appreciated and helps us provide
the best trainings possible!
66
NCDRFor assistance, contact the
National Center on Child Care
Data and Reporting
6003 Executive Blvd., Suite 400
Rockville, MD 20852
Toll-free 1-877-249-9117
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