**CHILD CARE**

**DATA VIEWER**

Version 2.0c

![](media/image1.jpeg){width="1.3486111111111112in"
height="1.3486111111111112in"}

**USER'S MANUAL**

April 2008

This user's manual is a technical assistance product of the Child Care
Bureau, Office of Family Assistance, Administration for Children and
Families, US Department of Health and Human Services.  The manual is for
distribution according to department policy.  It was produced by General
Dynamics Information Technology under contract GS-35F-4357D.

# TABLE OF CONTENTS {#table-of-contents .hdgmain}

[***1. OVERVIEW*** 3](#overview)

> [***1.1* *What is the* Child Care Data Viewer?**
> 3](#__RefHeading___Toc188780347)
>
> [***1.2 How is Version 2.0c of the* Data Viewer *Different from
> Previous Versions?*** 3](#__RefHeading___Toc188780348)
>
> [***1.3 Hardware and Software Requirements and Recommendations***
> 5](#__RefHeading___Toc188780349)

[***2. INSTALLING THE* CHILD CARE DATA VIEWER *SOFTWARE***
6](#installing-the-child-care-data-viewer-software)

[***3. USING THE* CHILD *CARE* DATA VIEWER *SOFTWARE***
8](#using-the-child-care-data-viewer-software)

[**3.1 Loading ACF-801 Data** 13](#__RefHeading___Toc188780352)

[**3.2 Analyzing Errors** 21](#__RefHeading___Toc188780353)

> [3.2.1 Summary Assessment Report (SAR)
> 22](#summary-assessment-report-sar)
>
> [3.2.1 Analyze Errors Screen 23](#analyze-errors-screen)

[**3.3 Generating and Customizing REPORTS**
29](#__RefHeading___Toc188780356)

> [3.3.1 Selecting Views (Generating Reports)
> 29](#selecting-views-generating-reports)
>
> [3.3.2 Customizing Groups and Creating Regions
> 33](#customizing-groups-and-creating-regions)
>
> [3.3.3 Updating Calculation Values 37](#updating-calculation-values)

[***4. RESOURCES FOR TECHNICAL ASSISTANCE***
39](#resources-for-technical-assistance)

> [***4.1 Integrated Help*** 39](#__RefHeading___Toc188780361)
>
> [4.2 Child Care Automation Resource Center (CCARC)
> 40](#__RefHeading___Toc188780362)

# 1. OVERVIEW {#overview .hdgmain}

[]{#__RefHeading___Toc188780347 .anchor}1.1 What is the Child Care Data
Viewer?

The *Child Care Data Viewer* (*Data Viewer*) software was developed by
the Child Care Bureau (CCB) to give State and Territory CCDF grantees
the ability to assess the quality of data files prior to transmitting
them to the CCB. It is Microsoft Access based computer software that is
used in conjunction with your prepared ACF-801 monthly data files.

The *Data* *Viewer* serves two primary purposes, 1) checking the quality
of data, and 2) generating reports. The *Data* *Viewer* offers several
different functions that are helpful as grantees work to ensure that the
required CCDF data they submit accurately represent the families being
served, and the providers and services supported with CCDF grant
dollars. These functions include:

-   The generation of the Summary Assessment Report (SAR) which provides
    a high level quality assurance (QA) check of your monthly data,

-   The ability to view specific case records for detailed review, and

-   The automatic calculation of standard reports based on your own
    monthly data that can be used by you and your staff for supervision,
    public inquiries, resource development, program improvement, and
    community education.

[]{#__RefHeading___Toc188780348 .anchor}1.2 How is Version 2.0c of the
Data Viewer Different from Previous Versions?

This updated version of the *Data* *Viewer* (Version 2.0c) incorporates
recent changes to the CCDF ACF-801 reporting requirements (see Technical
Bulletin #3r-v2:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/tb03_r2.htm>
), updates certain validity checks, and reflects other functional
modifications to allow the software to operate more efficiently. These
changes include:

-   The incorporation of the newly designated *Reason for Care* codes
    for Data Element #6. These codes reflect the use of CCDF funds in
    situations associated with Federally Declared Emergency situations.
    Five (5) new choices were added to the reporting selection options.

-   An increase of the maximum allowable amount for Data Element #7 --
    *Total Monthly Child Care Co-payment by Family* from \$1,000 to
    \$2,000.

-   An increase of the maximum allowable amount for Data Element #27 --
    *Total Expected Dollar Amount per Month to be Received by the
    Provider* from \$1,000 to \$2,000. In addition, the value entered
    for this element must be greater than zero.

-   Updates to reports to include the data element modifications,
    specifically:

    -   Child Profile

    -   Expenditure Profile

    -   Poverty Profile

    -   Family Profile

-   Updates to the FIPS code table to ensure accurate county
    representation.

-   A modification of opening screens which no longer contain a question
    about Data Element #16 -- *Family Size*. This version of the *Data*
    *Viewer* can **not** be used with data files that do not contain
    *Family Size* as Data Element #16.

-   Updates to error code tables to incorporate system content changes.

The table on the following pages provides basic information about
hardware and software requirements necessary to run the program and some
recommendations to make using the software easier.

The remainder of this document is organized into three sections:

-   Installing the software

-   Using the *Data Viewer* --

    -   Loading data,

    -   Analyzing errors, and

    -   Generating and customizing reports.

-   Resources for technical assistance.

[]{#__RefHeading___Toc188780349 .anchor}1.3 Hardware and Software
Requirements and Recommendations

The *Child Care Data Viewer* V2.0c software was designed to require
minimal hardware and software support. Requirements and recommendations
are summarized in the following table:

+---------------------------+------------------------------------------+
| **Processor**             | 450-megahertz (MHz) Pentium II-class     |
|                           | processor or higher is required          |
+---------------------------+------------------------------------------+
| **Operating System**      | The *Data* *Viewer* V 2.0c can be        |
|                           | installed onto any of the following      |
|                           | systems:                                 |
|                           |                                          |
|                           | -   Windows Server 2003                  |
|                           |                                          |
|                           | -   Windows XP Professional              |
|                           |                                          |
|                           | -   Windows XP Home Edition              |
|                           |                                          |
|                           | -   Windows 2000                         |
|                           |                                          |
|                           | -   Microsoft Windows NT® 4.0            |
|                           |                                          |
|                           | -   Windows Millennium Edition (Windows  |
|                           |     Me)                                  |
+---------------------------+------------------------------------------+
| **Microsoft Access**      | Microsoft Access 2000 (or newer)         |
|                           | software is required to run the *Data*   |
|                           | *Viewer*. Version 2.0c can run on the    |
|                           | following versions of Microsoft Access:  |
|                           |                                          |
|                           | -   Microsoft Access 2003                |
|                           |                                          |
|                           | -   Microsoft Access 2002                |
|                           |                                          |
|                           | -   Microsoft Access 2000                |
+---------------------------+------------------------------------------+
| **Monitor**               | It is recommended that your              |
|                           | monitor/screen resolution be set to      |
|                           | **1024 X 780 pixels**. The minimum       |
|                           | resolution must be at least **800 X 600  |
|                           | pixels**.                                |
+---------------------------+------------------------------------------+
| **Hard Disk**             | 50 MB of available space is required on  |
|                           | the system hard drive.                   |
+---------------------------+------------------------------------------+
| **Drive**                 | CD-ROM or DVD -ROM or CD-RW drive. We    |
|                           | recommend having a CD-RW drive in order  |
|                           | to backup the *Data Viewer* database.    |
+---------------------------+------------------------------------------+
| **Printer**               | In order to take full advantage of the   |
|                           | *Data Viewer's* capability to print      |
|                           | reports, the PC should be connected to a |
|                           | printer capable of printing in color, if |
|                           | available. Although the charts displayed |
|                           | on the *Data Viewer* reports will print  |
|                           | in black and white, some will look best  |
|                           | when printed in color.                   |
+---------------------------+------------------------------------------+
| **Intranet/Internet       | In order to utilize the *Data Viewer,*   |
| Connection**              | you must have access to your state's     |
|                           | ACF-801 monthly data files which         |
|                           | typically are stored on a network        |
|                           | server.                                  |
+---------------------------+------------------------------------------+

#  2. installing the *Child Care* *data viewer* software {#installing-the-child-care-data-viewer-software .hdgmain}

**Prior to installing the *Data Viewer*, it is recommended that:**

-   You ensure that your computer meets the system requirements listed
    in Section 1

-   You uninstall previous versions of the *Data Viewer* (see
    instructions below)

-   All other programs and applications are closed

-   You ensure that you have administrative rights to install software
    on your computer. Consult your IT staff if you do not have
    administrative rights.

**To Install the *Data Viewer*:**

1.  Insert the *Data Viewer* CD into the CD-ROM drive. The installation
    application should start automatically. (See the note on the next
    page.)

> []{.mark}
>
> []{.mark}
>
> []{.mark}
>
> ![](media/image2.jpeg){width="3.627083333333333in"
> height="2.9993055555555554in"}

2.  The application will guide you through the remainder of the
    installation process. During installation, you may be prompted to
    restart your computer. Select YES to restart if asked.

3.  During the installation process (including any computer restarts),
    do **NOT** remove the CD from the CD-ROM drive.

4.  When the installation process is completed, the "InstallShield
    Wizard Completed" window will be displayed. Click the FINISH button
    to complete the installation. The CD may be removed from the CD-ROM
    drive at this time.

> NOTE: If the installation application does not start automatically:
>
> Click the START button on the *Windows* Taskbar.
>
> In the start menu:

-   Click RUN

```{=html}
<!-- -->
```
-   Click BROWSE

```{=html}
<!-- -->
```
-   Select your CD-ROM drive where you inserted the CD

```{=html}
<!-- -->
```
-   Click InstallForm.exe

> Click OPEN
>
> Click OK to install the *Child Care Data Viewer* Version 2.0c.

**Uninstalling Previous Versions of the *Data Viewer***

Installing Version 2.0c of the *Data* *Viewer* will [not]{.underline}
automatically uninstall earlier versions of the software. Version 2.0c
will be installed as a separate program with a separate database. If you
have not yet uninstalled a previous version of the *Data Viewer*, you
will have two *Data* *Viewer* shortcut icons on your desktop. If you
elect not to uninstall the earlier version of the *Data* *Viewer* and
you access the program using the desktop shortcut, it is important that
you make sure to select the icon for the version of the *Data* *Viewer*
you want to use. Reminder: Version 2.0c can not be used with data files
that do not contain Data Element \# 16 -- Family Size.

**To uninstall an earlier version of the *Data* *Viewer:***

> Click the START button on the Windows Taskbar.
>
> From the start menu, access your CONTROL PANEL:

-   Click ADD/REMOVE PROGRAMS

-   Click the *Child Care Data Viewer* version to be removed

-   Click REMOVE

# 3. USING THE CHILD CARE DATA VIEWER SOFTWARE {#using-the-child-care-data-viewer-software .hdgmain}

The *Data Viewer* is an easy to use software program that offers a high
level QA summary of your monthly data files, allows you to easily view
data that have been marked with potential errors, can automatically
generate a number of pre-defined reports, and allows customization of
some of those reports to more fully meet your program needs.

The *Data* *Viewer* contains familiar features that are available
throughout all of the modules such as standard navigation tools and
access to an integrated help system from virtually every screen. Each
module is accessible through the *Data Viewer's M*ain Menu.

![](media/image3.png){width="4.40625in" height="3.7194444444444446in"}

Without using the *Data* *Viewer*, the ACF-801 data file is hard to read
and understand because it is an ASCI text file that can contain
thousands of records and characters.

![](media/image4.jpeg){width="5.172916666666667in"
height="3.373611111111111in"}

However, once **loaded**, the *Data* *Viewer* reads your file and
displays it in a user-friendly format. The *Data* *Viewer* allows you to
see lists of records that may contain errors, as well as the details of
specific individual records that appear to contain errors.

![](media/image5.png){width="5.375694444444444in"
height="3.3159722222222223in"}

![](media/image6.png){width="5.020833333333333in"
height="3.2784722222222222in"}

Features in the **Analyze Errors** module can support your QA reviews,
staff supervision activities, and other administrative functions.

From the reports module (**Generate Views**) you can access pre-defined
reports, as well as tools for customizing some of the reports and
updating information on which the report calculations are based.

![](media/image7.png){width="4.5in" height="3.81875in"}

By clicking the **Select Views** button on the Generate Views sub-menu,
you can access nine (9) pre-defined reports if you submit full
population data. Note: If you load sample data into the *Data* *Viewer*,
the *County* report will not be available.

![](media/image8.png){width="4.125in" height="3.8256944444444443in"}

Reports are presented in either tabular or graphical format all of which
may be exported into a Microsoft Word or Excel document for further use
and/or modification.

Reports can be customized using tools in the Generate Views module. For
some reports you are able to modify the default ranges of the axes
values. For other reports you are able to update values used for
calculations (such as current Federal Poverty Guideline thresholds) or
generate a report on just a defined sub-set of your population.

![](media/image9.png){width="4.7555555555555555in"
height="2.767361111111111in"}

Each of these functions -- loading data, analyzing information, and
customizing reports -- will be discussed in greater detail in the
following sections:

1.  Loading ACF-801 Data

2.  Analyzing Errors

3.  Generating and Customizing Reports

[]{#__RefHeading___Toc188780352 .anchor}3.1 lOADING ACF-801 Data

In order to load and analyze data in the *Data* *Viewer*, you must be
able to access your ACF-801 data files on the same computer that you are
using for the *Data Viewer* software.

**To load an ACF-801 Data file:**

> 1\. Double click the "Data ViewerV2c" icon on your desktop to open the
> *Data Viewer*. (See the note below.)
>
> ![](media/image10.png){width="1.0340277777777778in"
> height="1.0340277777777778in"}
>
> 2\. Click the **Load ACF-801** button.
>
> ![](media/image11.jpeg){width="3.3118055555555554in"
> height="2.71875in"}
>
> \* As an alternative, you
>
> 3\. You must select whether you are loading a file representing full
> population or sample data.

![](media/image12.jpeg){width="4.54375in" height="2.8930555555555557in"}

> 4\. To access the data file you wish to load, click the **Select
> File** button. A browser window will open. Go to the location where
> your ACF-801 data files are saved.

![](media/image13.jpeg){width="4.7756944444444445in"
height="3.0680555555555555in"}

> 5\. Select the name of the data file you wish to load and then click
> **Open**.

![](media/image14.jpeg){width="4.822222222222222in"
height="3.5243055555555554in"}

> You will see the file path to the data file you selected in the "Load
> ACF-801 Data" screen.

![](media/image15.jpeg){width="5.054861111111111in"
height="3.2430555555555554in"}

> 6\. Once you have selected the file you wish to load, you have the
> option to **load** the data file or **clean** the data file.

![](media/image15.jpeg){width="4.252777777777778in"
height="2.722916666666667in"}

> ***Cleaning Your Data File***
>
> For states that generate fixed length data files (which are padded
> with spaces), cleaning the ACF-801 data file can create a new,
> potentially smaller, variable length data file. Loading the new
> "Clean" ACF-801 data file will take less time since the file size will
> be reduced. Although the cleaning process itself can take as long as
> loading the file the first time, the cleaned file will load faster
> should you want to re-load it a second time.
>
> To clean your data file, click **File Clean**. A cleaned file will
> automatically be saved to the same file location as the data file you
> initially selected. The cleaned file will have "\_Clean" added to the
> end of the file name.
>
> ![](media/image16.jpeg){width="3.870833333333333in"
> height="0.7333333333333333in"}
>
> When the process is complete a message will appear letting you know
> that your data have been cleaned.
>
> ![](media/image17.jpeg){width="1.8729166666666666in"
> height="1.1513888888888888in"}
>
> Once the cleaning process is complete, you can load the cleaned data
> file by clicking **OK**.

![](media/image17.jpeg){width="1.9777777777777779in"
height="1.2208333333333334in"}

> 7\. To load your data file without cleaning, click **Load Data**.
>
> When the loading process is complete, you will be alerted that your
> data file successfully loaded with the following "File Info" message:

![](media/image18.png){width="3.6381944444444443in"
height="2.058333333333333in"}

> The "File Info" message contains a short summary of the loading
> process. For the data that are loaded, the message indicates the
> report period, the number of family, children and setting records
> saved, the number of records that were discarded (because they
> contained format errors), and the date and time the data files were
> loaded.
>
> 8\. Click **OK** to return to the "Load ACF-801 Data" screen.
>
> If you report ACF-801 data representing a sample population, you have
> the option of loading multiple files for analyses into the software by
> selecting another data file and repeating the loading process
> described above. The *Data Viewer* will prompt you with a question
> asking if you wish to keep the existing data file in the database. If
> you wish to load multiple files, click **Yes** and the file you
> selected will begin to load.

![](media/image19.jpeg){width="4.741666666666666in" height="1.0in"}

> If your state reports full population data, it is generally advised
> that you only keep a single data file in the *Data* *Viewer* database
> at a time.
>
> **Note:** The process time of cleaning and/or loading your data file
> can vary greatly depending on the number of records the file contains,
> as well as other factors (such as the processing speed of your
> computer). Smaller data files, such as sample files, may take only a
> few seconds to load. Large data files may potentially require several
> hours to load. Please take this into consideration before you load
> your data file. If you are loading a large data file, you may elect to
> allow the loading process to run overnight.
>
> 9\. Click the **Main Menu** button to return to Main Menu.

![](media/image15.jpeg){width="3.5in" height="2.2430555555555554in"}

> Once at the Main Menu, you will have the option of using one of the
> modules -- Load ACF-801 data, Analyze Errors, or Generate Views -- or
> exiting the program.

**Helpful Notes:**

Exiting the *Data Viewer* software will not erase data that currently
are loaded in the database. If you exit the software and re-open it
another time, the *Data Viewer* still will contain the data file(s) that
were last loaded.

You may also save the existing database to a separate location. This
will save you from having to reload that same dataset each time you want
to use it. To save your database, you will need to locate the *Data
Viewer's* database *after* you have successfully loaded a file and then
exited from the software. If you plan to save or store data files often,
it is recommended that you create a folder where you plan to keep each
of the databases.

Use the following steps to save the database and its associated
generated reports:

1.  Find the *Data Viewer* files on your C drive. The default location
    is in the **Program Files** folder. If you installed the *Data
    Viewer* to the default location, the database will be in the
    following location: **C:\\Program Files\\DataViewerV2c.**

![](media/image20.png){width="4.885416666666667in"
height="2.0680555555555555in"}

2.  Select the **DataViewerV2c** folder.

3.  There should be an Access database file named **CCDViewer20c.mdb**.
    COPY this database file. ([Please Note]{.underline} that the
    **CCDViewer20c.mdb** file must [not]{.underline} be deleted nor
    moved. Doing so will cause errors during future *Data Viewer* load
    operations.)

4.  PASTE the file wherever you want to store your prepared *Data
    Viewer* files.

5.  RENAME the file so you know specifically what month and year of data
    it contains. For example: *DataViewer 09-01-07.* You can save as
    many report files as you want for future use and comparison. Be
    aware that if you have large amounts of data, these saved files can
    use a considerable amount of storage space on your computer.

Whenever you need to go back to this database or the associated reports,
simply locate the database file you want to use and double click it to
open that copy of the *Data Viewer*. It will already contain the data
you had previously saved. You will be able to select and use the
function you need immediately and will not have to wait for that
specific data to load or the reports to generate again. ([Please
Note]{.underline} that these copies of the *Data Viewer* database cannot
be used to load future ACF-801 data. All *Data Viewer* load operations
must be performed using the original installed software.)

[]{#__RefHeading___Toc188780353 .anchor}3.2 analyzing errors

The Analyze Errors function allows the user to generate Summary
Assessment Reports (SAR) and to identify possible ACF-801 data errors
and inconsistencies, and provides helpful information for making
corrections. After you have successfully loaded an ACF-801 data file,
click on the **Analyze Errors** button to access this module.

![](media/image21.png){width="3.3493055555555555in"
height="2.8020833333333335in"}

If you have loaded multiple sample data files or a quarterly data file,
select the month that you would like to analyze from the **Select Report
Period** drop-down list. You can only analyze one month of data at a
time with the *Data Viewer*. If you only have one data file loaded, the
*Data Viewer* will automatically analyze that data file.

![](media/image22.png){width="4.747916666666667in"
height="2.921527777777778in"}

### [3.2.1 Summary Assessment Report (SAR)]{.underline}

The *Data Viewer* generates a SAR very similar to the one generated by
the Child Care Bureau Information System (CCBIS). This report provides
information about the data submission as a whole. Click the **View
Summary Assessment Report** button to generate and view the SAR. Once
the report is generated, you can save it as a Microsoft Word or Excel
file and/or print it out for your records. For detailed information on
the SAR, refer to Technical Bulletin #9r:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/tb09_r1_sec1.htm>.

![](media/image23.png){width="6.001388888888889in"
height="0.7784722222222222in"}

![](media/image24.png){width="2.3583333333333334in" height="3.05in"}
![](media/image25.png){width="2.3722222222222222in"
height="3.0444444444444443in"}

### [3.2.1 Analyze Errors Screen]{.underline} 

[]{.mark}

There are ten (10) tabs on the "Analyze Errors" screen (described
below); each displays records that contain potential errors. The
"errors" displayed in the *Data Viewer* may not necessarily be erroneous
for your state. The checks put in place in the *Data Viewer* are based
on general programmatic norms related to child care programs. The data
are checked against these norms and if the data don't meet the criteria,
they are flagged by the software as containing possible errors. Only
those records with possible errors will be displayed in the screens. If
no records are displayed, there are no errors of that type in the data
file.

![](media/image22.png){width="4.895138888888889in"
height="3.0118055555555556in"}

The checks in the *Data* *Viewer* are the same as those made in the
Child Care Bureau Information System (CCBIS) when you submit your data.
Thus any "errors" in the *Data Viewer* will show up as "errors" when you
submit your data to CCBIS if you fail to make corrections or changes
prior to submitting the data.

The Format, Summary, and Footnote tabs show records that are not
formatted properly, while the Cross File tab shows results of a
programmatic analysis of the data. Each of the remaining tabs shows the
following types of errors:

-   ![](media/image26.png){width="1.5958333333333334in"
    height="0.9513888888888888in"}**M** -- *Missing* data error

-   **O** -- *Out Of Range* data error

-   **I** -- *Internal Consistency* data error (These errors identify
    inconsistencies between related data elements)

**Format, Summary, and Footnote Tabs**

Each of these tabs displays records that contain format errors. Records
with format errors do not have the appropriate number of characters or
delimiters as a part of the record. The *Data Viewer* can only read
files that have been properly formatted. Any records which are not
formatted properly are discarded by the *Data Viewer* and not included
in the data analysis. For more information on properly formatted
records, refer to Technical Bulletin #4r:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/tb04r.htm>.

The user can view rejected records and identify the format error(s)
within that record. To obtain a description of the error, click the
**View Error** button associated with the rejected record for which you
want more information. The **Error Location** column indicates whether
the format error is in the record's family, child or setting data. The
**Family Rec \#** column indicates the erroneous record's approximate
location within the ACF-801 data file.

![](media/image27.png){width="5.997916666666667in" height="3.6875in"}

**Family, Child, Setting, CoPay/Payment, Rpt/Birth Date, and Fam/Child
SSN Tabs**

These tabs display all Family, Child, and Setting records that contain
missing, out of range, and/or inconsistent data. Only records containing
these types of errors will be displayed.

To view details about the error, click on the **View Family** button for
the family record you wish to display in the "Family Information"
screen.

![](media/image28.png){width="5.438888888888889in"
height="3.338888888888889in"}

**Family Information Screen**

The "Family Information" screen displays all data for the family,
including child and setting information. The Child and Setting areas of
the screen contain navigation buttons to allow you to view information
for additional children and settings for that same family.

![](media/image29.png){width="4.776388888888889in"
height="3.1284722222222223in"}

The errors are color coded to indicate missing (green), out-of-range
(pink), and inconsistent (blue) data. Hold your cursor over a data field
to learn more about the valid ranges or consistency checks. Refer to
Technical Bulletin #3r-v2 for more information on valid ranges and
consistency checks:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/tb03_r2.htm>.

![](media/image30.png){width="4.909722222222222in"
height="3.1972222222222224in"}

The **Report** button displayed on the "Family Information" screen will
provide you with a report detailing all of the family, child and setting
information in that family's record.

![](media/image31.png){width="4.883333333333334in"
height="2.511111111111111in"}

**Cross File Tab**

Cross File messages present the results of a programmatic analysis of
all the data that passed the file format and data quality checks. For
additional information on Cross File checks, refer to Technical Bulletin
#9r:
<http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/tb09_r1_sec1.htm>.

![](media/image32.png){width="5.1125in" height="3.172222222222222in"}

**Report Button**

The **Report** button on the Analyze Errors screen allows the user to
view and print a list of family records which may contain errors. All
family records are listed in order by FIPS code.

To view a report of all documented errors within a particular category
(i.e., child, setting, footnote, etc...) click the **Report** button.
Once a report is generated, you can open it in Microsoft Word or Excel
to save it and/or print it out for your records.

![](media/image33.png){width="1.0618055555555554in"
height="1.1458333333333333in"}
![](media/image35.png){width="4.1097222222222225in"
height="3.0770833333333334in"}

[]{#__RefHeading___Toc188780356 .anchor}3.3 Generating and Customizing
REPORTS

### [3.3.1 Selecting Views (Generating Reports)]{.underline}

The reports module of the *Data* *Viewer* allows you to generate
standard reports. Some of these reports may be customized to meet your
program's unique needs. *(For more information on customizing reports,
see Sections 3.3.2 and 3.3.3.)*

When SAR's are generated, they analyze only one month's data at a time.
When reports through Generate Views are generated, they combine all of
the data currently in the *Data Viewer* and prepare one consolidated
report.

**Steps for Generating Reports:**

1.  Click the **Generate Views** button from the Main Menu.

2.  Click **Select Views** from the sub-menu**.**

![](media/image36.png){width="3.126388888888889in"
height="2.6493055555555554in"}

3.  Before you can select any reports, the *Data Viewer* must calculate
    the appropriate statistics. When prompted, click **Yes** if you want
    to calculate statistics and continue.

![](media/image37.png){width="4.686805555555556in"
height="1.6506944444444445in"}

> **Note:** The process time of cleaning and/or loading your data file
> can vary greatly depending on the number of records the file contains,
> as well as other factors (such as the processing speed of your
> computer).
>
> When you click **Yes**, the "Poverty Guidelines" screen will open.
> Poverty guidelines provide the basis for your Poverty Profile report
> calculations. If the existing values are correct, click **OK**. If the
> values are not correct, enter the poverty guidelines that you want to
> use, specify the year for which they apply, and click **OK**. Once you
> have confirmed the correct poverty values and year, the *Data Viewer*
> will then calculate the statistics for each of the reports. *(See
> Section 3.3.3 for more information on Poverty Guidelines).*
>
> ![](media/image38.png){width="4.221527777777778in"
> height="2.6729166666666666in"}
>
> The length of time it takes to calculate statistics will depend upon
> the number of records in the data file.
>
> 4\. After the statistics have been calculated, select the desired
> report(s) you wish to view or print by checking the box on the left of
> each report name. Click the **View** or **Print** button. Once reports
> are generated, they can be exported into Microsoft Excel or Word for
> customization.
>
> When you load full population data in the *Data Viewer*, there are
> nine (9) reports available to you. If you load sample data, the County
> Profile report will not be available.
>
> ![](media/image39.png){width="3.672222222222222in"
> height="3.395138888888889in"}

Each report shows key summary fact information at the top of the report
and summary information (which may include charts and graphs) below that
box. The available reports include:

-   [Caseload/Sample Profile]{.underline}: Provides a county breakout of
    the records in your data file, indicating the number and percentage
    of families and children in each county. For sample data, the report
    details the number and percentages of families and children sampled
    from each county. This report can be customized by creating regions
    for which you want summary information. *(See the Section on
    Creating Regions in Section 3.3.2.)*

-   [Child Profile]{.underline}: Gives summary information about the
    children you served, including average number of hours of care per
    month by age and type of care, and race/ethnicity.

-   [Family Profile]{.underline}: Summarizes information about the
    reason for care, family sources of income, and family income and
    co-pay.

-   [Expenditures Profile]{.underline}: Provides information on the
    average monthly expenditures for child care by age and type of care.

-   [County Profile (available only for full population data
    files):]{.underline} Provides information by County, including the
    number of families, percentage of new families, information
    regarding expenditures and co-pay, reason for care, type of care and
    other child care service features.

-   [Poverty Profile]{.underline}: Summarizes information on family
    size, family income, and co-pay and care type relative to poverty as
    defined by the poverty information you enter in the *Data Viewer*.

-   [Fact Sheet]{.underline}: Each of the available reports has data
    facts detailed in a text box at the top. The Fact Sheet provides a
    one page summary of all the information that is in the text boxes on
    each of the other eight reports.

-   [Submission Summary]{.underline}: This report includes information
    from the header record including the report period, the number of
    families served, the number of children in Pre-K, and any footnotes
    included with the file.

> If you have loaded multiple sample data files or a quarterly data
> file, there will be one submission summary report for each month of
> data you have loaded in the *Data Viewer*.

-   [Performance Measure]{.underline}: Estimates the percentage of
    eligible families that the State served and the percentage of their
    income families are paying toward their co-pay. (*See Section 3.3.3
    for information on customizing defaults.)*

### [3.3.2 Customizing Groups and Creating Regions]{.underline}

The *Data Viewer* is pre-set with default groupings for age, income, and
co-pay on which reports are based. Additionally, Counties can be grouped
together to define Regions.

**Customizing Groups**

The defaults are general groupings that may fit the basic needs of most
child care programs. The *Data Viewer* lets you change the default
groupings to better fit your reporting needs. For example, the default
age groups for infants, toddlers, and pre-school aged children are in
one year increments (0-1, 1-2, etc.), while school-aged children are
grouped together (6-13). You may need to analyze your data with
pre-school aged or infant/toddler aged children grouped together. The
*Data Viewer* lets you change the age groupings to meet your needs.

**Steps for Customizing Groups:**

1.  Click the **Customize Groups** button from the "Generate Views*"*
    sub-menu.

2.  Select the group criteria for which you would like to change the
    ranges (age, income, or co-pay) from the drop-down list. Enter the
    new ranges you would like your report based on.

> ![](media/image40.png){width="1.4416666666666667in"
> height="0.6979166666666666in"}

3.  Click the **Save Group** button. Your newly established groupings
    will be used as the basis for reports until you either restore the
    defaults or change them to alternative groupings.

4.  To restore any group defaults, click the **Reset to Default** button
    and then click the **Save Group** button.

![](media/image41.png){width="4.978472222222222in" height="2.91875in"}

**Creating/Viewing/Deleting Regions**

The Caseload Profile report provides information at the county level.
You may however, wish to have your data analyzed based on a regional
breakout. You can create Regions using the "Create Regions" sub-menu. If
you define Regions, the Caseload Profile report will be based on those
Regions.

**Steps for Creating Regions:**

1.  Click the **Create Regions** button from the "Generate Views"
    sub-menu. Your state's name will be listed in the "State/Territory"
    box (based on the data file you successfully loaded in the
    *Viewer*).

2.  Select the counties in the field on the left that you would like to
    link together as a Region (hold down the *Ctrl* key to highlight
    multiple counties at one time).

3.  Click the right pointing arrow (\>) to move the selected counties
    into the field on the right.

4.  Type a label name in the "Region Label" field.

> ![](media/image42.png){width="6.002083333333333in"
> height="3.942361111111111in"}

5.  Click the **Create Region** button on the bottom of the page.

6.  Create another Region if desired. Only those counties that have not
    been designated as a part of a Region will remain in the "County
    Name/County Code" field on the left side.

7.  If you want to create a Region for all or all remaining counties
    click the **Select All** button and click the right pointing arrow
    (\>). Enter a label name and click the **Create Region** button.

> The Caseload Profile report will provide summary information for the
> Regions that you have created along with summary information
> separately for each of the counties in your State.
>
> Any Regions that you create will be saved and will be the basis of any
> future caseload profile reports until you either change the regions or
> delete them.

8.  Click **Close**.

To view the Regions that you have created, click the **View/Delete
Regions** button from the "Generate Views" sub-menu. Select the desired
Region from the drop-down list. The county names/codes that you assigned
to that Region will be listed in the field below.

![](media/image43.png){width="3.988888888888889in"
height="3.126388888888889in"}

If you wish to delete a Region, select the Region from the drop-down
list and click the **Delete Region** button at the bottom of the form.
Those counties will no longer be included as a part of a Region and will
remain on the list of counties that you haven't designated to be a part
of a Region.

### [3.3.3 Updating Calculation Values]{.underline}

The *Data Viewer* has several values that are used as the basis for some
calculations and to determine which data to include in the reports:

-   Poverty Guidelines

-   Maximum Age for eligibility

-   Number of eligible families

You have the ability to update these values to better fit your reporting
needs.

**Poverty Guidelines**

The Poverty Profile report has information that is based on poverty
level information. In general, you should use the Federal poverty
guidelines associated with the Federal fiscal year of the data you have
loaded in the *Data Viewer*. However, you may choose to run this report
based on a different year's poverty level information or your State
poverty level information. It is important to review which year's
information is loaded in the Poverty Guidelines form prior to running
reports.

**Steps for Updating Poverty Guidelines:**

1.  Click on the "Poverty Guidelines" sub-menu.

2.  Enter the year of the poverty guidelines on which you want your
    reports based.

3.  Enter the appropriate values for the "Poverty Value for Family Size
    of 1" field and the "Each Additional Family Member Add" field.

4.  Click the **Update Poverty Data** button and the *Viewer* will run
    the statistics.

**Maximum Age and Eligible Families**

The *Data Viewer* has a default value for each state representing the
maximum age of children that are served by the CCDF program in that
state. Only the data for those children who meet the maximum age
requirement will be included in the reports. You may only want to
include children with a lower maximum age in your report. If so, you can
change the maximum age default in the *Data Viewer*.

The *Data Viewer* is also pre-set with estimated numbers of
subsidy-eligible families for each State. The Office of the Assistant
Secretary for Planning and Evaluation (ASPE) of the Dept. of Health and
Human Services (HHS) prepared estimates for the number of families
eligible for child care services in each State/Territory in 1999 around
the time when the *Data Viewer* was first released. The Performance
Measures report uses these estimates to generate statistics on the
percentage of eligible families being served.

We strongly encourage you to update the default estimate with a figure
that you think more accurately represents the number of subsidy-eligible
families in your state. This can be taken from future estimates released
by ASPE or a number that your state has internally developed. The Data
Viewer allows you to update/change the number of eligible families to
suit your reporting needs.

**Steps for Customizing Maximum Age and Eligible Family Count
Defaults:**

1.  From the Generate Views sub-menu, click the **Customize Defaults**
    button.

2.  Enter the maximum age of the children you want to include in your
    reports. The number for Maximum Child Age will represent the maximum
    age of children to include in the reports-- e.g. a maximum age of 15
    indicates that you do not want any children over the age of 15
    included in your reports. Children that are 15 at the end of the
    report period that the data file represents [will]{.underline} be
    included.

3.  Enter the value that best represents the number of CCDF eligible
    families in your state.

4.  Click the **Close** button.

> Note: These defaults will be used as the basis for calculations until
> you change them.

![](media/image44.png){width="4.990277777777778in" height="2.91875in"}

# 4. rESOURCES FOR TECHNICAL ASSISTANCE {#resources-for-technical-assistance .hdgmain}

Should you have questions or need assistance when using the *Data
Viewer*, there are two primary sources for help: 1) the Integrated Help
System embedded into the software, and 2) the Child Care Automation
Resource Center (CCARC).

[]{#__RefHeading___Toc188780361 .anchor}4.1 Integrated Help

On virtually every screen within the *Data Viewer*, there is a **Help**
button.

![](media/image45.png){width="3.720138888888889in"
height="2.466666666666667in"}

Clicking on the **Help** button will display information related to the
area of the *Data* V*iewer* in which you are working.

![](media/image46.png){width="3.673611111111111in"
height="3.1958333333333333in"}

[]{#__RefHeading___Toc188780362 .anchor}4.2 Child Care Automation
Resource Center (CCARC)

The Child Care Automation Resource Center (CCARC) is supported by CCB to
provide training and technical assistance related to CCDF ACF-800 and
ACF-801 reporting requirements. You can reach CCARC staff Monday-Friday,
9:00 a.m. to 5:00 p.m. prevailing Eastern Time.

> E-mail: <ccarc@childcaredata.org>
>
> Phone: 1-877-249-9117 (toll free)
>
> Fax: 1-301-692-0700

The CCARC mailing address is:

CCARC

C/O GDIT

2600 Tower Oaks Boulevard, Suite 600

Rockville, MD 20852