Online Early Years Entitlement (OEYE) & Online Early Years Pupil Premium (OEYPP) Provider Back-Office User Guide

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User Guide How to use the Provider Portal Version 1 Gill Pink

1 Online Early Years Entitlement (OEYE) & Online Early Years Pupil Premium (OEYPP) Eligibility Checking Service Provider Back-Office User Guide How to use the Provider Portal Version 1 Gill Pink February 2016 Ref part data from Software for Data Analysis Limited 1

2 1. OEYE/OEYPP Eligibility Checking Service (ECS) From April 2016, the Isle of Wight Council will use the new OEYE/OEYPP Eligibility Checking Service (ECS) to check entitlement for the 2 year old /EYPP offer. Isle of Wight Children s Services use: The OEYE Eligibility Checking Service to check entitlement for the 2 Year Old Offer. The OEYPP Eligibility Checking Service to check entitlement for Early Years Pupil Premium. Parents can now directly check their own eligibility through an online checker to see if their child is eligible for the 2 Year Old offer via the 2YO application portal. Applications for 2 Year Old Funding and Early Years Pupil Premium Information about both offers and the link to access both the online checkers can be found on the Isle of Wight Council website using the following link. This links to the Early Years Information hub where the parents will find also find a link to the online Eligibility Checking Service and an online application form which needs to be completed for a result to be provided. Online applications Providers should encourage parents/carers wherever possible to check their own eligibility under the economic criteria from a PC, tablet or smart phone as this provides a quick and efficient process for everyone. Section three of this guidance document provides information about using the 2 year old ECS systems to enable providers to support parents in this process. If parents request support in making an application, the online eligibility checking system can be used by the early year s provider or any other professional supporting the family, with their permission. Ref part data from Software for Data Analysis Limited 2

3 Paper applications Although online applications are the preferred option, we will still accept paper applications and the application form can be downloaded from the website (see 1.1 above) and returned to; Early Years Funding Team Schools Admissions, Children s Services Isle of Wight Council, County Hall Newport, Isle of Wight, PO30 1UD Applications under the non-economic criteria Applications under the non-economic criteria can be completed online as the preferred option or via a paper form. However, in either case evidence of eligibility (i.e. copy of adoption order or DLA award letter etc) will need to be sent to Schools & Learning (with a note of the ECS reference number if an online application has already been completed). The system will automatically generate information on next steps if evidence is required and/or the parents will receive a request for additional information from the Early Years Funding Team. 2.0 Provider Portal The Provider back office is designed to allow users to check the eligibility status of applications for Online Early Years Entitlement (OEYE) and Early Years Pupil Premium eligibility (OEYPP). Note: All the data displayed in example screenshots are entirely fictitious and bear no intentional relationship to any actual person or provider. If you have completed your authorisation log-in form, your organisation will be granted access to the back office provider portal through which you can verify individual children s eligibility before accepting a child for 2 Year Old funding; and also view details of children for whom applications have been made for Early Years Pupil Premium. If you have not returned your log-in form and wish to apply for access to the checker you need to complete the Online Checker Release Forms A and B. Form A must be returned to the Early Years Funding Team, Form B must be kept with your records and for future auditing purposes under the Data Protection Act. If you require a log-in request form contact your Early Year s advisor. Once the Isle of Wight Council have received the completed form an arrangement will be made to set up your account and you will be sent an to the business address you provided, this will enable you to access the website and set a password. Ref part data from Software for Data Analysis Limited 3

Logging in to the provider portal Login using your business email address (this cannot be changed) and set your own password (which you can change).

Access the provider back office portal through the Early Years Hub pages via the following link: www.iwight.

4 Logging in to the provider portal Login using your business address (this cannot be changed) and set your own password (which you can change). If you do not access the initial OEYE link to set up your access within 30 days, the link will expire. If this happens you can apply for a new password connection using the Forgotten Password link. Access the provider back office portal through the Early Years Hub pages via the following link: Forgotten password If you forget your password you should use the Forgotten Password link from the login page and the password will be automatically reset and an similar to the one below will be sent to your business address. The new password link will be valid for 24 hours. If not accessed in time you will have to repeat the p r o c e s s. Ref part data from Software for Data Analysis Limited 4

A hyperlink will direct you to a screen as shown below. Please note that the password must be at least 8 characters long with at least one upper-case letter and one number.

Provider Menu Bar The Menu bar as below; The far right of the menu bar shows: The current ECS 1 status The current user signed in; A link to other systems to which you have access 2 Access to a Help

5 A hyperlink will direct you to a screen as shown below. Please note that the password must be at least 8 characters long with at least one upper-case letter and one number. After entering your password you will be taken to the back-office system and the screen will indicate that your password has been changed. Provider Menu Bar The Menu bar as below; The far right of the menu bar shows: The current ECS 1 status The current user signed in; A link to other systems to which you have access 2 Access to a Help menu; and The Sign out menu button The Help Menu option provides information on the different eligibility status categories that can be recorded for an indivdual application. The top left hand side indicates the system name and the provider name. The lower left hand side of the menu bar indicates the main administration menu. The Sub-sections 2.3 and 2.2 give more details of these menu options. Hyperlinks which are directed to an external site are indicated by a Symbol. 1 Eligibility Checking Service (administered by the Department for Education). The ECS combines data from the Department of Work and Pensions (DWP), Her Majesty s Revenue and Customs (MHRC) and the Home Office. 2 This menu option will not appear if you have access to a single system. Ref part data from Software for Data Analysis Limited 5

Checking Eligibility to 2 Year Old Funding OEYE System Once you have logged into the portal you can verify a child s eligibility by entering the reference the parent/carer gives you

Enter the reference number supplied by the applicant and their child s date of birth (DD/MM/CCYY format) and then click on the [Check] button.

6 Checking Eligibility to 2 Year Old Funding OEYE System Once you have logged into the portal you can verify a child s eligibility by entering the reference the parent/carer gives you and the child s date of birth from the birth certificate which the parent/carer will also have shown you. Enter the reference number supplied by the applicant and their child s date of birth (DD/MM/CCYY format) and then click on the [Check] button. You will see one of 3 messages as illustrated on the next page: Application Eligible If the application has been found to be eligible by the ECS then a screen similar to the picture below will be displayed in a green box application status Eligible. Ref part data from Software for Data Analysis Limited 6

7 Application Not Found as Eligible Details will be displayed in a white box similar to below appear application status Not Found. It should be noted that the constituent data in the ECS may not be up-to-date. In circumstances where an application is indicated as not found and an applicant maintains that they are eligible you should advise them to contact the Early Years Funding Team in Schools Admissions. Data Error If the application reference or date of birth entered is incorrect you will receive an error message as below. If a parent/carer gives you an incorrect application reference, please contact the Early Years Funding Team, Schools Admissions who can run a more detailed search to verify the application. Ref part data from Software for Data Analysis Limited 7

Checking eligibility to Early Years Pupil Premium OEYPP System Your login gives you access to both the OEYE system for checking 2 Year Old eligibility and also access to

To switch between systems click on the purple Provider back office link next to OEYE or OEYPP as required.

On this tab you will be able to view all eligible applications that have been made that are linked to you as a provider.

8 Checking eligibility to Early Years Pupil Premium OEYPP System Your login gives you access to both the OEYE system for checking 2 Year Old eligibility and also access to the OEYPP system for checking Early Years Pupil Premium eligibility. To go to the OEYPP system click on the My Systems tab on the top right hand side of the screen. To switch between systems click on the purple Provider back office link next to OEYE or OEYPP as required. Eligibility Tab The system will automatically open up on the Eligibility tab. On this tab you will be able to view all eligible applications that have been made that are linked to you as a provider. Both systems - Saved Not Found Tab To move between tabs, click on the text in the toolbar. The Saved Not Found tab will contain information about applications made in the last 30 days that were not found as eligible. It is unlikely that you will use this tab very often and you are not able to make changes to any eligibility status. Ref part data from Software for Data Analysis Limited 8

To view any applications that have been made that are linked to you as a provider, but were not found to be eligible use the Bulk

It is unlikely that you will use this tab very often or find the information useful.

Search Tab This tab allows you to search for an application that is linked to your setting.

9 To view any applications that have been made that are linked to you as a provider, but were not found to be eligible use the Bulk Transfer tab see Changes Tab This tab allows you to get a report on changes in status over a time period. It is unlikely that you will use this tab very often or find the information useful. Changes Day by Day Tab This tab allows you to get a report on changes in status in a day by day format. It is unlikely that you will use this tab very often or find the information useful. Search Tab This tab allows you to search for an application that is linked to your setting. It is unlikely that you will use this tab very often it is better to use the Eligibility tab (2.3.2) or the Bulk Transfer tab (2.3.6) to view this information. Ref part data from Software for Data Analysis Limited 9

If a child is on your record incorrectly or leaves to go to another provider please amend your next headcount form, please contact the Isle of Wight Council with any queries.

10 You will only be able to view applications linked to your Ofsted reference. The best terms to search on are Child name (surname) or DOB. Bulk Transfer Tab This tab allows you to view both eligible and not found applications easily. Please do not use the bulk transfer tool to transfer applications to another setting. If a child is on your record incorrectly or leaves to go to another provider please amend your next headcount form, please contact the Isle of Wight Council with any queries. Payment for EYPP is not dependent on the OEYPP system alone and any changes made to information held on this system must be authorised by us. Provider Information Tab This tab shows the information about your setting; you are not able to make changes. If you have a query please contact the Early Years Funding Team. Ref part data from Software for Data Analysis Limited 10

11 EYPP applications Not Found If an application has the status Not Found please ask the parent/carer to verify the information supplied on the application form is accurate. Discuss the eligibility criteria with the parent/carer and if they are sure that they do qualify, please refer them to the Early Years Funding Team who can provide further advice and support Year Old Offer Public Application Site The first page gives information on the ECS and the funding periods in which a claim may be made. To enter a new application - Click on Start at the bottom of the page. A previously saved, a partially completed application can also be accessed here. Ref part data from Software for Data Analysis Limited 11

12 Page 1 - Declaration Click on Ref part data from Software for Data Analysis Limited 12

13 Page 2 - Parent Information Enter the applicant information. If an address is supplied please enter it so that the parent/carer receives confirmation of the result of their application. Click on If information is missing the system will show error messages before it allows you to move on to the next page. Ref part data from Software for Data Analysis Limited 13

14 Page 3 - Child Information Enter the child information. If the application is under noneconomic criteria check the relevant box and also the criteria type. Tick the third party declaration box at the bottom of the form if you are entering the information on behalf of a parent. Click on FOR INFORMATION: At any stage of the process you can click An application reference will be created and an generated (if an contact was entered on Page 2) Ref part data from Software for Data Analysis Limited 14

15 Page 4 - Summary Page Check all the information entered is correct. To return to previous screens to change/correct information click Click the Statement check box to confirm all information is accurate to the best of your knowledge Click Page 5 - Decision Page - Eligible (ECS) If the applicant is found to be eligible under the economic criteria a confirmation message in a green banner will be displayed with an application reference. Where a contact address has been entered a system from the Isle of Wight Council Eligibility Checker mail box will automatically be sent to the parent/carer confirming their eligibility and the next steps. They can also print off the decision page with their reference number. Ref part data from Software for Data Analysis Limited 15

Not Found If the applicant s eligibility cannot be confirmed by the checking service, a message in a red banner will be displayed; if an email address has been supplied a system email will be

16 Not Found If the applicant s eligibility cannot be confirmed by the checking service, a message in a red banner will be displayed; if an address has been supplied a system will be automatically generated as above. When an application is Not Found the application is held in a Pending saved not found status for 30 days. The OEYE system will automatically recheck the eligibility on a daily basis during that time. If the application becomes eligible the status will be updated and, where an address was provided, a system generated will be sent to the parent/carer. If after 30 days the application is still not found as eligible it will be moved to a Not Found (ECS Checked) status in the system. All not found status applications are automatically batch checked every 30 days by the system. Applications made under non-economic criteria If the non-economic criteria box was ticked in 3.3 above, a message in a green banner will be displayed and a reference number generated. A system generated will be sent asking the parent/carer to provide the supporting documentation, if an address was entered on the application. Ref part data from Software for Data Analysis Limited 16

17 Second Applications If a parent wishes to make another application i.e. for another child in the family, you can do this from the decision page. Alternatively this can be done at a later date from the application page. To call up the previous application enter the reference number and the parent date of birth at the bottom of the application screen: Depending on what stage the application is at (ie. Pending, Not Found) the screen will differ slightly as will the options are available. Ref part data from Software for Data Analysis Limited 17

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