**CHILD CARE DATA TRACKER Version 2.0b**

**ADDENDUM FOR TERRITORIES**

The latest version of the Child Care Data Tracker, Version 2.0b
(*Tracker V2.0b*) was developed to enhance Versions 2.0 and 2.0a and
includes special features specific to Territory users. This document
outlines the differences the Territories see in the *Tracker* V2.0b
which are not outlined in the *User's Guide* for V2.0.

The *Tracker* was developed to help CCDF grantees generate their
required program data reports -- the ACF-801 for the Territories, and
the ACF-700 for the Tribes. The ACF-801 data element requirements played
a significant role in the design of the *Tracker* software.
Historically, the only difference a Territory user would see was the
ability to generate the ACF-801 report. In Version 2.0b, several
additional features in the software are available for Territories. These
features include: appropriate "Territory" labels, a customizable **Local
Ethnicity** field, and an undefined **Local Use** field. In addition,
you are able to open your ACF-801 file and add footnotes as needed.

In order to access the additional Territory-specific features of the
Tracker V2.0b, you will need to indicate your Territory in the
"Letterhead Information" tab.

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**I. [The ACF-801 Report]{.underline}**

The ACF-801 report is the required monthly report for both States and
Territories. If you indicate on the **Letterhead Information** screen
that you are a Territory, you have the ability to generate the ACF-801
report using the *Tracker*.

**Generating the ACF-801**

1.  From the main menu, click on the **Application Maintenance** button.
    This module opens to the Letterhead Information screen.

2.  From this screen, click on the **Generate ACF-801 File** button in
    the bottom left-hand corner of the screen.

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3.  Enter the report period in the following format -- MM/YYYY --
    indicating the month and year for which you would like to generate
    the report. In order for you to produce an accurate report, you
    **must** have authorized all payments for the appropriate report
    period [prior]{.underline} to generating an ACF-801 report (see the
    *User's Guide* for V2.0 for information on authorizing payments,
    Section VII).

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4.  Click the **Generate 801 File** button.

5.  A message will be displayed noting that you have successfully
    generated the ACF-801 report. It will indicate both the file name
    and the location of the file on your computer. The file will be
    stored on your C drive and will have a filename with the following
    name/format: ACF801_YYYYMM.TXT.

6.  Click the **Close** button. You can re-name and save your file using
    familiar Microsoft functions:

    -   Go to your C drive and find the saved file.

    -   Right click on the file to highlight and open a drop-down box

    -   Select "Rename"

    -   Type in new file name that will best identify the data (e.g.
        Guam -- March 05)

    -   Press "Enter" to save the file with the new name.

> If you re-generate a file for a single report period, the new file
> will overwrite the original file if the file name hasn't been changed.

**II. [Local Ethnicity field]{.underline}**

Territories must comply with the Federal government's ethnicity and race
reporting guidelines. In addition to capturing this information, some
Territory users felt that it would be beneficial to also have the
ability to track additional ethnic groups specific to their own
Territory. The Local Ethnicity field allows this tracking. The Local
Ethnicity field is completely customizable. You can enter an infinite
number of ethnic group names relevant to your program. The user defines
the selections that will appear in the drop-down lists in the applicant
and family member screens.

To utilize this feature, you must first enter the information in the
"Local Ethnicity" screen in the Application Maintenance module. The
selections you enter will appear in the local ethnicity lists in the
applicant and family member screens for recording. Applicant reports can
be sorted by the local ethnicity field.

**Preparing the Local Ethnicity field**

1.  From the Main Menu, click the **Application Maintenance** button.

2.  Click on the **Local Ethnicity** tab. This opens the window where
    you will enter the selections you want to appear in the local
    ethnicity drop-down lists.

> Alphabetizing your list [prior]{.underline} to making entries will
> make data entry easier. Although you can add to this options list
> later, you should [never]{.underline} change or delete the selection
> names or the order of the selections.

3.  Enter your first ethnicity selection on the blank line. As you enter
    one choice, a new blank line will appear. Enter all of the ethnicity
    choices you want to appear in the associated drop-down list on the
    applicant and family member screens.

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4.  The selections that you enter in the Local Ethnicity field in the
    Application Maintenance module will appear in the drop-down list on
    both the applicant and family member pages.

5.  When adding or editing client information in the client information
    module, click on the desired option to select the ethnicity you wish
    to record.

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**III. [Local Use field]{.underline}**

The Local Use field is an open data entry field where you type
information that your want to record/track. This is [not]{.underline} a
drop down list and information must be entered separately on each
"Applicant Information" or "Family Member" screen. Each Territory will
define how this field will be used. Your Territory can track one thing
on the applicant's page and something different on the family member
page. It is completely up to the grantee's discretion. Some possible
uses include: tracking an applicant's employer, a child's school, a
referral source or some other useful piece of information.

**Preparing the Local Use field**

1.  First you must reach agreement about how this field is going to be
    used and provide appropriate training to all staff. This will ensure
    that the field is used consistently and in accordance with the
    defined purpose.

2.  On the "Applicant Information" screen, type the information your
    Territory has decided to track in the Local Use field. If you are on
    the "Family Member" screen, enter the information in the Local Use
    field on that page.

> *NOTE: The Local Use field is a text field. Therefore, the information
> you enter can be alpha, numeric, or a combination of the two.*

3.  After entering or editing all of the desired information, click the
    **Save Applicant (Family Member) Info.** button.

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4.  When you generate reports, the information you enter in the Local
    Use field will be noted under the "Local Use" heading.

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**IV. [Footnotes ]{.underline}**

Footnotes are occasionally included in the ACF-801 files to explain or
clarify information that is correct but may appear to be out of
compliance with CCB reporting guidelines. There also may be
circumstances when you are unable to capture the information in the
required format and an explanation would be necessary. In these cases
you can manually add a footnote at the end of the ACF-801 records after
you have generated the file.

**Adding Footnotes**

1.  When you generate an ACF-801 file, it will automatically save to
    your C drive. Locate the file and double-click to open it using
    Notepad or WordPad.

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2.  Add the desired footnotes at the end of the file prior to submitting
    it. (See Technical Bulletin #4 for guidance on the correct format
    for footnotes. It is available on the CCB web site:
    <http://www.acf.hhs.gov/programs/ccb/report/formhelp/techbull/index.htm>

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