Missouri CCBIS Program Webinar Script

Transcription

1 KinderSign Overview Missouri CCBIS Program 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 Child Care Business Information Solution system. My name is Allison, I am a Training and Client Support Specialist for Missouri s new Child Care Business Information Solution system, also referred to as CCBIS. I have posted our Missouri support and phone number. We welcome your suggestions for topics to be covered for future trainings. This training should take about 30 minutes, let s get started. 2 Overview Today we will be presenting an overview of KinderSign. KinderSign is a mobile tablet application that sponsors and parents will use to check their children in and out of care. They can use this application to view messages from providers and from the DSS and case information. This application will work on all Android and Apple based tablets. The Missouri Department of Social Services will provide providers with an active Provider Agreement with an Android Tablet. The KinderSign application will be pre-installed on tablets provided by DSS. Additional training material is available on the Child Care Business Information Solution website at Requirements KinderSign requires an Android or Apple based tablet and requires wireless (Wi-Fi) internet access. KinderSign can be used to record attendance off-line, but must connect to Wi-Fi to sync attendance, sponsors and authorization information. We recommend connecting the tablet to Wi-Fi no less than once per week. If internet access is not available at the provider site, public Wi-Fi can be used. KinderSign requires access to your tablet s camera and location. Location must be turned on to use KinderSign. The tablet must also be plugged in to a power source or adequately charged for use. 2.2 Tablet Delivery All providers with an active agreement with the Department of Social Services will receive one tablet per 30 children enrolled. The tablet will be hand-delivered along with training material and 45 minutes of on site training. The initial tablet will be registered and ready for use. You will need to register any additional tablets, but KinderSign will be pre-installed on DSS provided tablets. Providers also have the option of purchasing additional ipads or Android tablets. You can download KinderSign from the Google Play Store or the Apple App store. Be sure to download the KinderSign Missouri application.

3 2.3 Registration To begin using KinderSign, you will first need to login to KinderConnect. To learn how to login to KinderConnect, watch the KinderConnect webinar. All primary parents will automatically come over to KinderConnect, but you will need to add a phone number that they want to use to sign into KinderSign under Sponsor-Detail. You will need to add all sponsors who are not primary parents. Make sure to include a phone number when adding sponsors. If a sponsor does not have an active phone number, they can choose any ten-digit number that they want to use every day. For assistance gathering the phone numbers sponsors want to use, see the Phone Number Collection Sheet. For assistance adding sponsors, view the Adding Sponsors QRC or watch the KinderConnect Webinar. Once you add all sponsors and phone numbers, you will need to register the tablet. You will do this by scanning two QR codes. The first QR code you need to scan is the Tablet Registration Form. You will find this QR code in KinderConnect. a. Go to Reports at the top of the page and click Reports from the drop down. b. From the next drop down, click on KinderSignTablet Registration Form. c. Click View. d. A pop up may display saying Open, Save, or Cancel. Click Open. e. Scan the QR code directly from your screen to your tablet with the tablet camera or print the QR code and scan it with the tablet camera. Next you will need to scan the Provider Mobile Sign In Sheet. This allows sponsors to use the tablet to check their children in/out of care. You will also find this QR code in KinderConnect. f. Go to Reports at the top of the page and click Reports from the drop down menu g. From the next drop down, click on Provider Mobile Sign In Sheet. h. Click View. i. A pop up may display that says Open, Save, or Cancel. Click Open. j. You can scan the QR code, directly from the computer to complete registering your tablet, but you will want to print this QR code for future check in/check outs using KinderSmart. k. Your tablet should now show the telephone keypad and is now registered and ready for use. 2.4 Sponsor/Parent Sign In First Time Your tablet should be placed in a public area where sponsors and parents can easily access the tablet. We will now review the process when a sponsor or parent signs into KinderSign for the first time:

4 A sponsor or parent will enter their phone number, or the 10-digit number saved on the Sponsor Details page in KinderConnect and press the next button. A pop-up will display phone number not found. The phone number you entered was not found. Do you wish to register this phone number as a sponsor? Click yes. A message stating Your account security settings are incomplete will pop-up. Click the Next button to set up your PIN and Secret Question/Answer. The sponsor or parent should choose a secret question from the drop-down list. The sponsor or parent should enter the answer to the selected question. This will be used to verify the sponsor or parent s identity if they forget their password in the future. It is important that the parent or sponsor use an answer that they will easily remember. Click the Confirm button. A four-digit PIN number will now need to be created. This PIN should never be shared with anyone. Type the four-digit number then click the Confirm button. Type the number once more to confirm the number was typed correctly. Click Confirm. The account has now been configured and is ready to use. 2.5 Sponsor/Parent Sign In and Out Sponsors can sign into KinderConnect by following these steps: Enter their 10-digit phone number or the 10-digit number saved on the Sponsor Details page in KinderConnect and press the next button. Enter the four-digit PIN number and click verify. Click on the Attendance Tab on the Activity Screen. The tablet s camera will open. The parent or sponsor will click the Authenticate button to take their picture. 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 on the signature line. Click the Submit button. A confirmation message will appear, then the tablet will return to the Telephone Keypad screen for the next sponsor or parent to sign in. Signing Out is the exact same process: o The sponsor will enter their 10-digit phone number. o Enter the 4-digit PIN number. o Click on the Attendance Tab on the Activity Screen. o Take a photo by clicking on Authenticate. o Click Sign Out beside any child being signed out. o Sign your name in the signature box. o Click the Submit button. A confirmation message will appear, then the tablet will return to the Telephone Keypad screen. 2.6 Sponsor/Parent Recording an Absence Sponsors can record an absence by following these steps:

5 Enter their 10-digit phone number or the 10-digit number saved on the Sponsor Details page in KinderConnect and press the next button. Enter the four-digit PIN number. Click on the Attendance Tab on the Activity Screen and take a picture. Click Absent beside the children being marked as absent. If. Sign your name on the signature line. Click the Submit button. A confirmation message will appear, then the tablet will return to the Telephone Keypad screen. 2.7 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 caretakers can approve times in KinderSign later in this Webinar. 2. The sponsor or parent can enter a backdated transaction up to 60 days in the past. To enter a backdated transaction, the sponsor or parent should follow these steps: Just like before, the sponsor will enter their 10-digit phone number and 4-digit PIN. Click on the Attendance Tab and take a photo by clicking on the Authenticate button. 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. You may also select absent if you are recording an absence for a past day. Sign your name in the signature box. Click Submit. A confirmation message will appear, then you will be asked if you want to enter more backdated attendance. If you press yes, you can continue entering backdated attendance. If you press no you will be taken back to the keypad. 2.8 Primary Parents Approving Transactions If the provider enters time in KinderConnect, the primary parent must approve the time before the attendance can be submitted. Primary parents can approve attendance transactions in KinderConnect, KinderSmart and KinderSign. Private pay family parents are also required to approve attendance transactions entered by the provider. We will review how to approve attendance transactions in KinderSign:

6 The primary parent has signed into KinderSign with their phone number and PIN. 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 button at the bottom of the screen. You may have to scroll down with your finger depending how many children are displayed. 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. 2.9 Sponsor/Parent - Viewing Messages, Case Information & Transactions Sponsors or parents can view messages sent by DSS in KinderSign. Messages can be viewed after signing onto KinderSign with a phone number and PIN. Click on the Messages Tab on the Activity screen. All available messages will be displayed. Click on a message to read the text. Click the back arrow to return to the Activity screen. Primary parents can see case information for children who receive child subsidy. This can be accessed after signing into KinderSign with a phone number and PIN. Click on the Case Information Tab on the Activity screen. The primary parent will be able to view case specific information for their children who receive public subsidy. All other sponsors will not be able to see this information. Click the back arrow to the Activity screen

7 Primary parents can review transaction history in KinderSign after logging in with a phone number and PIN. 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 Providers Signing In to KinderSign All added sponsors for a child must be approved by the primary parent. If the primary parent does not approve the sponsor. All attendance entered by the sponsor will be pending and must be approved by a primary parent before it can be submitted. To approve a sponsor a primary parent will: Logon to KinderSign by entering their phone number and PIN. Click on the Sponsors options tab. Click on a child s name to expand their list of sponsors For each sponsor the primary parent can choose if they can enter already approved attendance and view case information. Be sure to press save at the bottom of the page. Providers also have the ability to sign into KinderSign. Providers can view messages and refresh the data in KinderSign. In order for a program to sign in, the program s Operator Record in KinderConnect must be set up with a phone number and a PIN. Refer to the KinderConnect Webinar for more information on setting up an Operator in KinderConnect. A provider can sign in by: Enter the program s 10-digit phone number that was added to the Operator Details page in KinderConnect. Click Next. Enter the 4-digit PIN entered on the Operator Account page. Click Verify. The Program Activity Screen will display Curb-side Check-in Providers who provide transportation can also perform curbside check-in by following the below steps: Sign into KinderSign with the operator s 10-digit phone number and PIN. Click on the Attendance tab on the Activity screen. Click Authenticate to take a photo. Staff-mode will open. You can use the filters to limit the visible children. o Click on the Checked-in Children to see all children currently checked into care.

8 o Click on the Checked-out Children to see all children currently checked out of care. o Click on the All Children button to see all children. Click on the Check-in All Children button to check in all children based on your selected filter or check-in individual children by clicking on their names. Sign your name in the signature box. Click the Submit. All staff members who perform curb-side check in and check out transactions must be entered as an Operator in KinderConnect with a 10-digit phone number and PIN Providers Refreshing Data on a Tablet If data is updated it is necessary to refresh data in the tablet. Some reasons data may be updated include: a sponsor s phone number is changed, a new sponsor is added to KinderConnect, or if a new authorization is authorized. When a provider is logged into KinderSign with their phone number and PIN, follow these steps: 2.13 Conclusion On the Provider Activity Screen, click on the Refresh Data tab. A pop-up message will appear to confirm that you want to refresh data. Click OK. Data will be refreshed, and you will be taken back to the keypad screen. When the sponsor or provider log into KinderSign, the updated data will be displayed in KinderSign. This concludes our Child Care Business Information Solution 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 CCBIS 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, KinderSmart Webinar and IVR Webinar.