Manual. Attendance and Vacancy Reporting. Your Child Care Management System. Last updated Sept 13, Future Blocks Page 1 of 22

Transcription

1 Manual Attendance and Vacancy Reporting Your Child Care Management System Last updated Sept 13, 2011 Future Blocks Page 1 of 22

2 Contents Attendance... 3 Record Attendance... 4 Edit Weekly Attendance... 8 Marking Attendance Submit Attendance to CCMS Checking Attendance Records Status Attendance Returned with Errors Cancelling and Recreating Attendance Entering Holiday Date/s with and without Marking Absences CCMS Help Desk Submit a Vacancy Report Future Blocks Page 2 of 22

3 Attendance When you record attendance you take a copy of the current Roll Book and place it in the Attendance with a week-ending date against it. This means that for every Active enrolment, the days/class will be taken from the rollbook and put in the attendance. For the purposes of CCB a week ending is always a Sunday date. As soon as attendance is created in the Attendance book the parent account is charged for the days/sessions recorded. If you record attendance into the future you are billing in advance. For example if you are about to enter into June, and wish to bill one month of fees in advance you need to record four periods (weeks). E.g. week ending: 1. 6 June June June June 2010 This way you can bill in advance weekly, monthly or by school term. The period is up to you. When you record attendance it bills your customer the full fee less any CCB that is expected. CCB is calculated from the percentage supplied by the CCMS, which is shown on the child s enrolment in the rollbook. If the percentage changes from the time of recording to actually receiving the CCB then the adjusted amount is automatically put on the parents account when the CCB is received. If you have created attendance for a child, but have to delete it, you may do so if the attendance hasn t been submitted to the CCMS. If the attendance has been submitted and you have to make a change, unfortunately you will need to cancel the attendance, re-create it and then submit it to the CCMS again. This is because you would have been paid the CCB for that attendance already, so when you cancel the attendance the CCB is refunded. Note: It is important to make sure all of the enrolments have the correct class and days against it because this is what will be used for attendance. Future Blocks Page 3 of 22

4 To display the current attendance records click on the Attendance tab. You can view this in SIMPLE or ADVANCED mode. Simple mode reduces the amount of information on the screen. This example is in Advanced mode. The above screen shows the current attendance recorded for the week selected. The current week will be highlighted in yellow the first time you enter this screen. When you change the criteria and hit Search, the current week will no longer stay highlighted, however, when you exit the screen entirely and get back in, it will highlight again. The above page in SIMPLE mode would look like this: Record Attendance To record new attendance for a week, click on Attendance Wizard at the top left of the page. Future Blocks Page 4 of 22

5 Do you want to create or delete Click here if you want to create/delete more attendance after this one. Remember to untick on your last one. Select the appropriate week ending date to be recorded. Tick other appropriate boxes, then click Next at the bottom of the screen. Note: The date attendance was created for a particular week, will be displayed on the Child Attendance Details for One Week page. Simply click EDIT next to the child s name on the Attendance page. When creating attendance, you would usually create it for a class/group. You can select either one class/group or many by ticking the boxes. Then click next page. Click on this button to select all. Check Group name/s on the next screen. Future Blocks Page 5 of 22

6 If the information is correct click the Finish button. If not, click Prev Page or Cancel. When you have finished recording attendance, you can look at what you have recorded by selecting the correct date here. Notice that the status is Created. Note: It is important to understand that once created, this attendance record automatically bills the Parents Account. To check this, let s go to the parents account. Future Blocks Page 6 of 22

7 There are different ways to get to the parent account but this way below only takes two mouse clicks! First click the child name on the attendance record. The child name is a link straight to the enrolment record, shown on the next page. Now click on Parent Account Icon. The Parents Statement is displayed below. Future Blocks Page 7 of 22

8 This is the line that was added when the attendance was created. The creation of the attendance record normally creates two lines in the parent account if the parents are eligible for CCB. The first line shows the full fees as a debt. The second line shows the expected CCB amount as a credit. Note the difference between the two or Gap amount is also displayed as most parents ask but how much do I have to pay? There are many different styles of bills and account formats. The one chosen by Future Blocks is the Bank Statement style. This creates a standard as everyone gets a Bank Statement. The CCB is shown on a separate line as it is only an estimate at this time. When the attendance record is sent to the government, and the CCB money is received, the actual CCB amount will be displayed. This should be the same as the expected amount unless the parents percentage has recently changed. If it has changed this is not a problem as when the payment is received the Expected CCB amount will change to the actual amount received. The parent s new balance is automatically adjusted. Details of the attendance record can be changed. As explained below. Edit Weekly Attendance Click on the attendance tab to get to the attendance screen. At the end of a week the normal procedure would be to collect up the sign-in sheets and make any corrections necessary to the attendance records for that week. On the attendance screen select the Session Group (Carer or room) and the week to edit. Future Blocks Page 8 of 22

9 To filter through Class, Dates, Status s or Children, use these search fields. Click on the Edit icon to change a child s attendance record (if you need to). Or if you need to Delete the attendance, simply click the delete button. The child s attendance is displayed below with five days in attendance. To add a day click here To edit a day, click on the Edit icon, or to delete a day click on Delete. Note: You can only edit or delete an attendance if it is in the Created status. This is because you cannot make any changes to an attendance that has been sent to the CCMS. If you find you have made a mistake and sent the attendance to the CCMS, you will need to cancel the attendance and re-create it. The cancellation will show up on the parents account, as well as the re-created one. Future Blocks Page 9 of 22

10 This is always a good place to check if you are unsure as to whether you have created the attendances correctly. When cancelling and recreating attendance, you need to be aware that you have already paid an amount of CCB. When looking at the account after recreating attendance, you will see the actual CCB paid and the new CCB created (which will say Expected CCB). In a day or two, another entry will show o the account. This will be the CCB cancellation. This is where the CCMS takes back the actual CCB paid. When you submit the recreated attendance, you will then be paid the new CCB.amount. Handy Hint: If cancelling and recreating attendance to get a parents bill correct, wait a day or two to see the CCB calculation on their account before telling them how much they owe. Marking Attendance Marking the attendance is very simple. You will find being in the SIMPLE mode will be much easier for this task. Open up the attendance tab and select the week that you would like to mark. You can mark the whole lot or choose to mark a class at a time (this one is friendlier on the brain!). While looking through the sign in sheets you will notice absences, extra days etc. The extra days can be quickly added to the record by following the above instructions. To mark a child absent you simply click on the time slot in the day the child is absent. You will be directed to the following page, where you can mark the absence appropriately. Refer to the CCMS Manual for different types of absences. Future Blocks Page 10 of 22

11 Remember to click save when you have finished. Future Blocks Page 11 of 22

12 This screen also allows you to update any information with this week s attendance. For Example: Indicate absences and reasons Claim Special CCB (SCCB) Over ride the automatic fees calculation Claim JFA (Jets Family Assistance) Change times Set how many hours of CCB the parent wants to claim at this service. (defaults to maximum) Keep an eye on friendly messages Click here to edit actual times. If a Carer (FDC) charges an hourly rate this will change the amount billed. Times for LDC, OOSH and VAC services do not need to change times unless requested to do so by the government. At the time of writing (June 2008) it is expected that services will be required for four weeks a year, to put in actual times. Future Blocks Page 12 of 22

13 When you have finished marking this record, click Save and Exit to return to the attendance screen. Once all the attendance records have been updated they can be submitted to the CCMS for processing. Submit Attendance to CCMS When submitting attendance, normally the sign-in sheets are collected and the attendance records for the last week are edited. For example, extra days and absences recorded. When the attendance records reflect the attendance for the previous week then they are submitted to the CCMS. Within a week the CCB is paid. To submit attendance records to the CCMS for payment proceed as follows: Click on the Attendance tab, then select the week in the date box. All the attendance records for the week will be displayed. It is best to view attendance in the CREATED status. This means that deleted attendances will not be submitted. If there are certain records that you do not want to submit, you will need to use the filter to view the records that you want to submit. Note: If you tick the box that says Highlight, all records ready to submit will be highlighted in green Click on box Mark Selection Ready to Submit. This box also tells you how many records are ready to submit. The records shown on this screen will be the ones that are submitted to CCMS. Notice the Status change from Created to Ready to submit Future Blocks Page 13 of 22

14 Checking Attendance Records Status After attendance records have been submitted to the CCMS the progress in the CCMS system can be viewed. Typically the CCMS will respond within two minutes. To check the progress, click on the Attendance tab and select the correct week or if you are already in this screen, click on the refresh button. A successful record will show Attendance Returned with Errors There is a problem with this attendance record! Let s find out what the problem is. Click on the edit icon to display further details. Future Blocks Page 14 of 22

15 To find out what the problem is we examine the message sent back to us about this attendance record. This is listed at the bottom of the screen. Scroll down to have a look at the CCMS Message History. Oops. My mistake I have accidently created an attendance record for a child that left our centre! To fix this problem I would delete this record. The above is one example of an error that can be made. Of course there are other errors that can occur. By examining the history at the bottom of the screen the problem can soon be fixed. Future Blocks Page 15 of 22

16 Cancelling and Recreating Attendance The first step you should take is to print the parent in question s account and circle the dates that have been submitted but that need to be cancelled and recreated. They will be the lines that state Actual CCB (if eligible for CCB). As the CCB may have changed between the time of the old submitted attendance and the new re-created attendance, you should go to the child s Enrolment first and check that the CCB Percentage is what the parent is expecting. If it is not, click the Query Enrolment button and see if it comes back with any changes. If there are still issues regarding CCB call the CCMS Helpline If the percentage is correct, go to the Attendance tab and search for the child. Make sure the week filter says select so that you can see all of the appropriate dates. Future Blocks Page 16 of 22

17 Still on this page, select the dates in the week filter which you previously circled on the parent account, click the Edit button next to the week. Press Cancel and Recreate. Go back to the Attendance screen and you will now see the new attendances in the created status. Check that the amounts are correct and that any absences are correct. Once you are happy with the new attendance, you can go into each week s attendance individually through the edit button, and click mark ready to submit. Do this for each week affected. Future Blocks Page 17 of 22

18 The second icon on the attendance page is the Outstanding Attendance button. This screen will show you a list of classes over varying weeks where the attendance records have not yet been created. This list refreshes every Monday. Any previous week s class attendance that has not been created will be included in this list You can click on the icon next to each class to create the class attendance for that week. Entering Holiday Date/s with and without Marking Absences 1. Click on the Set Up Tab 2. Click on the Customisation Icon 3. Click on the Attendance Holiday List Icon 4. Select the service type 5. Enter the date/s 6. If you would like this date/s to be marked as an absence, tick the box next to Mark as Absence. Attendance will be created and marked as Absent. 7. If you do not tick the Mark as Absence box, attendance will not be created at all. Future Blocks Page 18 of 22

19 CCMS Help Desk If you cannot correct an enrolment or attendance problem you may have to call the CCMS Help Desk for assistance. This should only be done if you believe you have done everything correctly and yet still get an error message. Note: Every attendance has an ID attached to it. If you ever need to call the helpdesk about an attendance you can quote this number to help with the enquiry. You have now completed the Quick start Guide to Attendance! Submit a Vacancy Report It is a CCMS requirement to submit a projected vacancy report every week by Friday at 4pm EST. This report notes Permanent Vacancy s. It is recommended to submit this report at the same time you submit your attendance, if submitted weekly. Step 1: Click on Reports and Manuals Step 2: Click on Care Provided and Vacancies Submissions Future Blocks Page 19 of 22

20 Step 3: Click on the Add New Vacancy button Step 4: Select Service. In this scenario, you will have to add a new vacancy for each of these services. Future Blocks Page 20 of 22

21 Step 5: Select appropriate date, which will reflect the upcoming week. This date is automatically filled in for you however, if you are submitting vacancies in advance, you can manually select a date. Step 6: Click on Save Entered Information Step 7: Click Submit Vacancy unless vacancies are incorrect. Future Blocks Page 21 of 22

22 Step 8: This is the final screen. Check for any error messages returned from CCMS. If there are no errors, you will see this screen with the following message. This looks at the attendance and recalculates any changes. You may choose to resubmit these changes. Future Blocks Page 22 of 22