Child Care Initiative Project (CCIP) CCIP Database Export Instructions: Professional Development Profile Data Direct Service Form & Direct Service Short Form These instructions will help you to export Professional Development Profile data from the CCIP Database so that it can be submitted correctly to the Child Development Training Consortium (CDTC). Please contact Helen Woodlee (hwoodlee@rrnetwork.org) if you need assistance with these instructions or the CCIP Database (www.ccipquality.com). Direct Service Form Data 1. On the tool bar at the top of the CCIP Database homepage, place your cursor on the Professional Development Profiles tab. A drop-down panel will appear; scroll to Direct Service Form. A side panel will appear, click on Direct Service Export. 2. Select the date range you need to export and click Apply. Note: Do not submit the same data to the CDTC more than once. The date range to select depends on the date of the latest report sent to the CDTC. For example, if you already submitted data for the July 1, 2013 December 31, 2013 reporting period, you would now select the most recent reporting period From date: January 1, 2014 To date: June 30, 2014. 3. Next click on the XLS or CSV button at the bottom of the screen to export the report data. OR 4. As the data is being exported to an Excel document, this message may appear. If it does, select Yes 1
5. Once the Excel document opens, you may find that data in certain columns displays as ####. This means that that the column isn t wide enough to display all the data it contains. Left click on the border at the top of the column, and drag to expand. Now you can edit column C (TRAINDATE) and column D (DOB) so that all the dates display in mm/dd/yyyy format. Select all the cells in columns C and D without the TRAINDATE and DOB headers. Use your mouse to left click on the two cells in row 2 (columns C and D only). Continue to left click while scrolling down over all the cells in columns C and D until you reach the end of the data that appears in the Excel document. 6. Now right click on the highlighted area. Click Format Cells. 2
7. A Format Cells window will appear. Click on the Number tab and under Category, select Custom. 8. In the Type field enter mm/dd/yyyy, then click OK. 3
9. The data in these cells will now be displayed in the correct mm/dd/yyyy date format. 10. Next, you will need to edit the cells in SSN5 (column F) so that all five digits of the Social Security Numbers entered into the CCIP database appear (the first zero doesn t appear until this step has been completed). To do this, select the cells in column F without the SSN5 header (start with row 2 and scroll down so that all the data is captured). Right click on the highlighted area and select Format Cells. 11. A Format Cells window will appear. Click on the Number tab and under Category, select Custom. 4
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12. In the Type field, enter five zeros, then click OK. 13. The columns will then display all 5 digits in the SSN5 cells correctly. 14. To edit the ID data so that all 13 digits appear, highlight the data in column G without the ID header. Right click on the highlighted area and select Format Cells. 6
15. Once the Format Cells window appears, click on the Number tab and under Category, select Custom. 16. In the Type field enter thirteen zeros, and then click OK. 7
17. The data in column G should then be able to display 13 digits of the ID number correctly. If you see ####, expand the column so that all 13 digits appear. 18. Copy the data in columns A through CI. 19. The Data Entry Template and Export Direct Services form is located on the CDTC Training Portal website. If you do not have a CDTC Training Portal login you will need to complete the PD Profile Training Portal Registration Form (this form can also be found on the CDTC website ). Login to the CDTC Training Portal by selecting Training Providers in the upper right-hand corner of the CDTC website. Next, click on the PD Profile Resources link on the left side of the page. Under the PROFESSIONAL DEVELOPMENT PROFILE RESOURCES header on the next page you will see Hard Copy Data Profile Submission Process, look for Data Entry Template and Export Direct Services. Download the form. 20. Now paste your data (the selection from step 18 above) onto the CDTC Data Entry Template and Export Direct Services; also an Excel spreadsheet. Note: In Excel you will need to click on the green Export tab located at the bottom of this document and make sure to scroll over to the left margin of the spreadsheet first. Paste your data after deleting the example row and so that none of the headers are included. Finally, fill in your agency name, your name, email address and the quarter and year of the reporting period at the top of the document. Direct Service Short Form Data 1. On the tool bar at the top of the CCIP Database homepage, place your cursor on the Professional Development Profiles tab. A panel will drop-down; scroll down to Direct Service Short Form. When the side panel appears, click on Direct Service Short Export. 8
2. Follow steps 2-17 above 3. Copy columns A through G (without headers) from the CCIP Database export on your Excel spreadsheet and paste the selection into the CDTC template (Data Entry Template and Export Direct Services) corresponding columns A - G. Next copy column H and I (without the header) from the CCIP Database export on your Excel spreadsheet and paste the selection into the CDTC template (Data Entry Template and Export Direct Services) corresponding columns CI & CJ. Both Direct Service Form Data (long) and Direct Service Short Form Data (short) data should be included in the same CDTC submission. 4. Finally, remember to fill in your agency name, your name, email address and the quarter and year of the reporting period at the top of the document. Submitting Your Data After you have copied and pasted your CCIP Professional Development Profile data from your CCIP Database Excel spreadsheet into the CDTC Excel template, please make sure that all report data is clean before sending it to the CDTC. On the CDTC Training Portal you can find Tips for Success and the Data Dictionary & Instructions Direct Services. These documents are intended to assist you with cleaning your data. Once your Professional Development Profile data report is complete, you will need to upload the Excel document to the CDTC Training Portal. This requires you to have a CDTC Training Portal login. If you do not have a CDTC Training Portal login you will need to complete the PD Profile Training Portal Registration Form (this form can also be found on the CDTC website ). If you have any questions about uploading your completed Data Entry Template and Export Direct Services to the CDTC Training Portal you can contact Janell Doornenbal (doornenbalj@yosemite.edu). 9