Missouri CCBIS Provider Webinar Script

Transcription

1 KinderSmart Overview Missouri CCBIS Provider Webinar Script for Missouri Department of Social Services Version 2 Prepared by Controltec, Inc. November 14, 2018

2 1 Introduction Hello, welcome to the demonstration of Missouri s new Child Care Business Information Solution. My name is Allison, I am a Training and Client Support Specialist for the Child Care Business Information Solution also referred to as CCBIS. This training should take about 30 minutes, let s get started. Today we will be presenting an overview of KinderSmart. KinderSmart a Smartphone application that sponsors and parents will use to check their children in and out of care. They can use this application to view messages and case information. This application will work on all Android and Apple based phones. Additional training material is available on the Child Care Business Information Solution Information Website at 2 Overview 2.1 Requirements KinderSmart requires an Android or Apple based phone and requires mobile data or wireless internet access at the provider s location where sponsors and parents will check children in and out of care. KinderSmart requires access to a sponsor or parent s smartphone camera and location. Location must be turned on to use KinderSmart. The smartphone must be charged. 2.2 Download There are a few different versions of KinderSmart available, it is very important that you download KinderSmart Missouri. KinderSmart Missouri can be downloaded from the Google Play Store for Android devices and from the Apple App Store for Apple ios devices. Please refer to the downloading KinderSmart on Android Devices QRC and the Downloading KinderSmart on ios devices QRC for instructions how to download KinderSmart Missouri. Once KinderSmart Missouri has been downloaded on a sponsor or parent s smartphone, the registration process can begin. 2.3 Registration Each parent or sponsor must be added in KinderConnect. Primary parents will automatically be added, but any other sponsors must be added by the provider. Please refer to the KinderConnect Webinar for instructions on adding sponsors to KinderConnect.

3 Each parent or sponsor s smartphone must be registered in KinderConnect prior to use. To register a smartphone, follow these steps: o In KinderConnect, navigate to the Sponsor Search page. o Type the sponsor s name and click search. Click on the sponsor s name to open the Sponsor Detail page. o On the Sponsor Detail page, scroll to the bottom of the page. o Click Print KinderSmart Registration Form link. o A pop-up screen will appear. Click the Print button to generate a PDF report. o A pop-up may display saying open, save of cancel. Click open. o On my browser, the PDF report opened in a new tab.your browser may look slightly different. o I will click on the KinderSmart Sponsor Registration Form pdf report to open the report in a different tab on my browser. o You can print the report, but it is not needed. This report is only for the selected sponsor and will only need to be used once to register the smartphone. o The sponsor or provider will need to open KinderSmart on their smartphone and click the Scan link to open the smartphone s camera. o Hold the camera over the registration QR Code on the top left corner of the KinderSmart Registration PDF. A confirmation message will appear confirming that the smartphone has been registered. o Scroll down on the KinderSmart Sponsor Registration Report. The sponsor can perform a test transaction in KinderSmart to practice recording attendance. This transaction will not be saved or recorded in KinderConnect. o To do this, the sponsor should click the Attendance tab in KinderSmart. o The camera will open. Scan the QR code located at the bottom right corner of the KinderSmart Sponsor Registration Report. o A list of authorized children will appear. Click Sign-in or Sign Out for any or all children. Click the Submit button. o Attendance will not be saved. This is simply practice. o You can close the KinderSmart Sponsor Registration Report. In my browser, this opened in a different tab. This report may open differently on your computer. If you printed this report, you can shred and discard this report. It is very important that other sponsors and parents do not use the same QR Code for their phone. This QR code is only meant for the selected sponsor. Again, do not share this report with anyone else. 2.4 Mobile Sign-In Sheet In order to use KinderSmart, the provider must display the Mobile Sign-in QR Code. This QR code must be scanned each time a sponsor or parent uses KinderSmart to check a

4 child in or out of care. Providers can print the Mobile Sign-in Sheet from KinderConnect by following these steps: Navigate to the Reports Reports page. Choose Provider Mobile Sign-in Sheet from the Report drop-down menu. Click the View button to generate the report. A pop-up may display saying open, save or cancel. Click open. On my computer, the report generated in a new tab. It may look different on your computer. I will click on Provider Mobile Sign-in pdf to open the report in a new tab. The report is displayed. You can either print this report or display it electronically. The report should be displayed in a public area where sponsors or parents can scan the QR code on each check in or check out. Close the report to return to KinderConnect. Once a sponsor or parent registers their smartphone, they can access Messages, Case Information & Transactions from anywhere with internet access. Attendance can only be recorded at the provider s location after scanning the Provider Mobile Sign-in Sheet QR Code. We will discuss each of these functions later in the webinar. It is very important that providers do not allow sponsors or parents to take a Provider Mobile Sign-in Sheet. Sponsors and parents should always check in and out from the provider s location. This should never be shared with parents or sponsors. The location of check ins and check outs is always recorded. 2.5 Sponsor/Parent Sign-In/Out and Absence Sponsors or parents can check a child into care by following these steps: Open the KinderSmart application. Click on the Attendance tab on the Activity Screen. Locate the Provider Mobile Sign-in Sheet posted in a public area at the provider s location. Click the Scan link to open the sponsor or parent s smartphone camera. Hover the smartphone camera over the QR Code on the Provider Mobile Sign-in Sheet. Once successful, KinderSmart will display a list of authorized children. Click Sign-in beside the children being signed in. If one of the children on the list is not being signed in, leave the none button selected. Sign your name and click the Submit button. A confirmation message will appear, then the tablet will return to the activity screen. Signing Out is the exact same process: o Click on the Attendance tab. o Scan the Provider Mobile Sign-In Sheet o Click Sign Out beside any child being signed out.

5 o Sign your name and click the Submit button. A confirmation message will appear, then the phone will return to the activity screen. To record an absence: o Click on the Attendance tab. o Scan the Provider Mobile Sign-In Sheet o Click Absent beside any child being marked as absent. o Select the type of absence from the drop-down menu. o Sign your name and click submit. Click allow to allow KinderSmart to access this devices location. A confirmation message will appear, then the phone will return to the activity screen. o This will record an absent for the current day for the selected child or children. 2.6 Sponsor/Parent Backdated Transaction If a sponsor or parent forgets to sign-in or out, you as the provider have two options: 1. Add the missed in or out time using KinderConnect. The primary parent will need to approve the in or out time that you entered. Primary parents can approve times using KinderConnect, KinderSign or KinderSmart. We will talk about how parents can approve times in KinderSmart later in this Webinar. 2. The sponsor or parent can enter a backdated transaction. To enter a backdated transaction, the sponsor or parent should follow these steps: Just like before, the sponsor will open KinderSmart on their smartphone and click on the Attendance tab on the activity screen. Scan the Provider Mobile Sign-In Sheet displayed at the provider s location. Click the Date and Time displayed above the child list. This will open a calendar. Select the day of the missed transaction. The day must be the current day or a day in the past. Click OK. Change the time to be the missed check in or out time. First, touch the correct hour. Then, touch the correct minute. Make sure you pay attention to AM and PM. Click OK. You will notice the date and time changed to the color red. Choose Sign-in or Sign Out beside all children for the backdated transaction. I will choose Sign-in. o Also note, you can select absent. This will allow the parent or sponsor to record an absence for a past day. Sign your name and click Submit. A confirmation message will appear, a message will appear tasking if you would like to submit more back dated transactions. Click no to return to the home screen.

6 2.7 Primary Parents Approving Transactions If the provider enters time in KinderConnect, the primary provider must approve the time before the attendance can be submitted. Primary parents can approve attendance transactions in KinderConnect, KinderSmart and KinderSign. We will review how to approve attendance transactions in KinderSmart: Once a primary parent has opened KinderSmart on a registered device, review the Activity screen. Each time there is a pending transaction, the parent will receive a message. Messages can be reviewed by clicking on the Messages Tab. Here, you can see the message alerting me of the pending transaction. Click the back arrow to go back to the activity screen. Click on the Transactions Tab and click on the Pending Transactions button. Navigate to the week of the pending transaction by clicking on the back arrow or by using the calendar. You can either approve all transactions for all children, or approve individual transactions. To approve an individual transaction for a child: o Click on the child s name to expand all pending attendance for the selected week. o Click the Approve text beside the pending transaction. o A confirmation box pops up confirming the approval. Click OK. o Continue approving transactions as needed or click the back arrow to return to the activity screen. To approve all transactions for all children: o Click on the child s name to expand all pending attendance for the selected week. o Click on the blue approve all pending transactions tab. You may have to scroll down with your finger depending on how many children are displayed. o Click the approve text beside the pending transaction o A confirmation box pops up confirming the approval. Click OK. o Continue approving transactions as needed or click the back arrow to return to the activity screen. Once the primary parent can approve transaction, the parent can approve transactions from anywhere with internet access when using the KinderSmart application. Parents do not need to approve absences or program closure days entered by a provider. 2.8 Sponsor/Parent - Viewing Messages, Case Information & Transactions Sponsors or parents can view messages sent by both DSS and providers in KinderSmart. Messages can be viewed after opening the KinderSmart Application. Click on the Messages Tab on the Activity screen.

7 All available messages will be displayed. Click on a message to read the text. Click the back arrow to return to the message screen, then once more to return to the Activity screen. Primary parents can see case information for children who receive subsidized child care. This can be accessed by opening the KinderSmart application. Click on the Case Information Tab on the Activity screen. The primary parent will be able to view case specific information for subsidized children. All other sponsors will not be able to see this information. Parents and sponsors can review transaction history in KinderSign after opening the KinderSmart application. Click on the Transactions Tab on the Activity screen. Use the back and forward arrows or the calendar to navigate to different weeks. A history of attendance will be listed by service week. Click the back arrow when you are finished to return to the Activity screen. 2.9 Provider Decisions KinderSmart is an optional tool that can be used in place or along with KinderSign to record attendance. Providers cannot use KinderSmart, it is only meant for sponsor and parent use. KinderSmart works great at busy centers for parents who do not want to stand in line to use KinderSign. If a provider decided to only use KinderSmart, each sponsor and parent would be required to have a smartphone with internet access. 3 Conclusion This concludes our Child Care Business Information Solution KinderSmart Webinar. For more information, please visit you will find training materials and videos. For additional application related issues and questions, please feel free to contact our Missouri Support Center at and select option 9 or supportmo@controltec.com. In addition to this Webinar, we recommend that you watch the KinderProducts Overview Webinar, KinderConnect Webinar, KinderSign Webinar and IVR Webinar.