Children s Commissioning Support Resource (CCSR) Database User Guide Provider Role Version 2e September 2010
Table of contents 1. Provider Details 3 2. Verification 4 3. Care Setting Details 5 4. Adding a Vacancy to a Care Setting 7 5. Print/Edit/Delete Vacancy details 7 6. Adding a New Foster Care Setting 8 7. Removing/Deleting a Care Setting 9 8. Manage Document Library 9 9. Conceal/Reveal 12 10. CCSR System Reports 12 11. Tenders 13 12. Post-award file exchange (IPT) 16 We (the first line support CCSR Team at the Data Unit) have produced these notes to help you to use the CCSR system. We are also known as System Admin. You can contact us on 02920 909540 or ccsrenquiries@dataunitwales.gov.uk Page 2 of 17
1. Provider Details The first screen that you will see is the Details screen. As a provider you can only enter and amend information within the Details and Additional tabs. Local authorities complete the Notes, Approvals, Contracts/Services and References tabs and verifiers within the regional consortium will complete the Verification tab. You can look at this information but can t add to it or alter it. 1.1. If you want to change any of your details then click on the Edit button. You can change your organisation name or category. You can t use a name that already exists if you try to do this you will get a message telling you that the name is already in use. 1.2. If you want to change your contact details, click on the More Details icon. You will see a pop up window with all your contact details. 1.3. Make your changes. Anything marked with a red asterisk * must be completed. Postcodes are restricted to 7 characters; you must enter a full and valid postcode without spaces. Page 3 of 17
1.4. Once you have finished click on one of the following buttons: Submit (saves your changes); Reset (puts the screen back to the way it was before you started to change things); Cancel (ignores your changes and takes you out of the edit); or Remove (deletes the information). 1.5. If you clicked to submit on the pop up window then you will need to click Submit again on the next screen to actually save your changes. If you have amended your regulatory body registration details then we have to authorise the information before it can be viewed. In the meantime a message will appear which says: These changes affect Core Data for the Provider. They will become visible once authorised by System Admin. No more core data changes can be made until then. 1.6. You can add additional information by clicking the Additional tab. Click on the edit button at the top or bottom of the screen and then add what you want to the description, insurance cover and notes boxes. Each text box is limited to 250 characters. 1.7. Even though you can see the mileage rates you can t change them only a local authority commissioner can do this. 2. Verification CCSR version 2c also introduces support the new verification system which has been adopted by some consortia in Wales. Verifiers within the Regional Consortium will enter assessment information against individual providers in a red, amber, green status scheme. Whereby red signifies incomplete, amber signifies in progress, and green signifies completed. 2.1. Viewing an existing verification assessment You can view existing verifications that have been created for your organisation by a verifier in various consortia. 2.1.1. On your main provider page you will see a verification tab. Click on this to view verification information about your organisation. 2.1.2. If there are no verifications visible to you, you will see the following message: There are no verifications for this provider. 2.1.3. If there are verifications for your organisations you will see a series of fields with coloured circles alongside them which show the current status of each aspect. 2.1.4. First select the consortium you wish to view verification information from by using the drop down box alongside that field. 2.1.5. Then select the date for which you wish to view verification information using the drop down box alongside assessment date. 2.1.6. You cannot edit any of this information and will have to contact the verifier you have been working with to discuss any errors or omissions. Page 4 of 17
2.2. Printing verification assessments You can print the verifications that have been created for your organisation 2.2.1. Using the drop down box alongside assessment date, select the verification date for which you need to print the information. 2.2.2. Click on the button. This will convert the information to a printer friendly page. 2.2.3. Click on and this will open your local print setup screen where you can go on to print the page. 2.2.4. Alternatively, clicking on will return you to the normal verification page. 3. Care Setting Details Details When you click the Care Settings tab, the first screen that you will see is the Details screen. As a provider you can only enter and amend information within the Details, Facilities, Services and Vacancies tabs. Local authorities complete the rest (Extra Charges, Pricing, Inspections, Notes, Approvals, and Visits). You can look at this information but can t add to it or alter it. 3.1. If you want to change any of the details that you can see on the screen then click on the Edit button. 3.2. Make your changes. Anything marked with a red asterisk * must be completed. The red items are key pieces of registration information ( core data ). We have to authorise any changes you make to this (we are automatically informed that we have something to authorise). 3.3. The postcode is restricted to 7 characters; you must enter a full and valid postcode without spaces. Page 5 of 17
3.4. You can add four sets of contact details: First Point of Contact this is the person whom local authorities need to contact when making an initial placement enquiry; Primary Manager this is the registered manager for the care setting or agency; Inspector this is the contact for the CSSIW/Ofsted Inspector; and Responsible Person - the person who is registered as the responsible individual for the care setting. This may not be relevant for your care setting. 3.5. If there is anything else you want to change then click on the More Details icon. Anything marked with a red asterisk * must be completed. 3.6. Remember that if you want to save your changes you must click Submit within the pop up window and again on the next screen. Facilities 3.7. You can add detail about the facilities at your care setting by clicking on the Facilities tab and then the Edit button. You can update the information by selecting from the multi-pick lists or by entering text into the following sections: Gender (drop down list); Age Ranges (tick boxes); Number Of Places (free text); Placement Duration (tick boxes); Ethnicity (tick boxes); Educational Facilities (free text); Recreation and Social Facilities (free text); Family Contact Arrangements (free text); Pre-Admission Criteria (free text); Visitor Contact Arrangements (free text); and Notes (free text). 3.8. To make a selection in the drop down list click on the relevant category and tick or un-tick the boxes in the multi-pick lists or else leave it as any. 3.9. Text boxes are limited to 250 characters. 3.10. Click on Submit to save your changes. 3.11. The information you give about gender, age and placement duration will appear in your vacancy details. Services 3.12. You can add information about the services available at the care setting by clicking on the Facilities tab and then the Edit button. The services you can include are: Physical Disabilities; Learning Difficulties; Mental Health Problems; Behavioural Problems; Substance Abuse; Therapeutic Services; Assessment Services; Group Placement Facilities; Cultural or Religious Background; and Languages Spoken. 3.13. As with the facilities you need to make sure that you have only ticked the categories that apply to your care setting. If you don t cater for a particular category then click Page 6 of 17
the tick and it will go away. You are saying that you cater for any category with a tick alongside. 3.14. If you want to save your changes then click on the Submit button. 3.15. The information you give about your services will appear in your vacancy details. 4. Adding a Vacancy to a Care Setting 4.1. Find the name of the care setting that has the vacancy (or vacancies) and click on its name (the blue text). Then click on the Vacancies tab. 4.2. Click on the Add vacancy button. 4.3. A pop up window will open. You can add the information about the vacancy: Vacancy start date if you click on the calendar icon alongside you can choose the date that the vacancy begins. Accommodation type choose this from the drop down list. Gender of Potential Service User choose from the drop down list. Number of Children at Care Setting this is the number of looked after children who are currently at the care setting and not the number that the care setting is registered to take. Vacancy duration choose from the drop down list. Age range of Potential Service User choose from the drop down list. Languages choose from the drop down list. Services relating to the vacancy - choose from the drop down list. Brief description you can type a brief description of up to 100 characters. Full Description this is a more detailed description of up to 250 characters. Notes this is limited to 250 characters. For foster care settings please use the notes section to state if the carers have birth children, pets, and so on. (Do not enter child specific information, for example daughter aged 14, son aged 10) 4.4. At the bottom of the pop up window there is an option to earmark the vacancy for a specific local authority. If you want to reserve the vacancy for a specific authority then complete this section. The vacancy screen will indicate Y (yes) or N (no) if the vacancy is earmarked. (If you want to earmark the vacancy then you must complete everything in this section). 4.5. Every field must be completed when using this section. Once you have finished click the Submit button to save the vacancy. 5. Print/Edit/Delete Vacancy details 5.1. Once you have added the vacancy you will see three icons on the left hand side: Page 7 of 17
5.2. Click on (information) to see the vacancy. If you want to print the details then click on the Print format button at the bottom of the screen and then the Print this page button at the bottom of the next screen. 5.3. Click on (edit) to change the vacancy details. You will need to click on Submit to save any changes you make. 5.4. Click on (delete) to remove the vacancy from CCSR. Once you have clicked on the delete button a pop up box will appear you will need to click on OK to confirm that you wish to delete the vacancy. 6. Adding a New Foster Care Setting 6.1. Click on the Care Setting button on the left navigation bar. 6.2. If you are registered for foster care settings then you will find a button at the bottom of your care settings list which allows you to add a new foster care setting 6.3. Add the information about the foster care setting. Anything marked with a red asterisk * must be completed. Name to protect your foster carers identity do not enter the foster carer s actual name. Use a reference number, code or initials; Wales/English Region; Local authority; Maximum number of children registered for; Town not the area; Postcode limited to 7 characters, no spaces; E-mail address - of the care setting; and Website address - of the care setting. 6.4. You must make sure that all the details are accurate against the care setting with the same name as the organisation i.e the mask/agency setting, as they will filter 6.5. down to individual foster care settings 6.6. You will see that information regarding the provider organisation and contact details is already populated - you can t change any of this. 6.7. Once you have entered information against all mandatory fields click on Submit to save. 6.8. The care setting will now be listed with the rest of your care settings. Click on the blue text of the care setting to record facilities, services and vacancies for the new foster care setting. Please note that we cannot add any new provision to CCSR until we have received a registration certificate and inspection report from CSSIW/Ofsted and a Statement of Purpose. We will verify the registration with the regulatory body before entering the provision onto the database. This does not apply to foster care settings Page 8 of 17
7. Removing/Deleting a Care Setting 7.1. Click on the Care Setting button on the left navigation bar. 7.2. Click on the relevant care setting. 7.3. Click on the button either at the top and the bottom of the screen within the Details tab. 7.4. If you are removing a residential care setting, the following message will appear in red at the top of the screen: Changes have been made to core data for this Care Setting which will be made visible when authorised. In the meantime, no more core data changes can be made. 7.5. We will need to authorise the deletion before the care setting is permanently deleted (the system lets us know that we need to do this for you). 7.6. If you are deleting a foster care setting, a pop up window will appear. Click on OK to confirm that you wish to delete the care setting - it will be deleted instantly and without our authorisation. 7.7. If you are deleting the foster agency setting you must first delete all associated foster care settings. You may then remove the agency setting. We will have to authorise this removal. 8. Manage Document Library 8.1. You can see additional documentation such as inspection reports, Statements of Purpose and so on from the Details screens by clicking on the View Managed Documents button. This will open up the document library in a new window. 8.2. Click on the blue text to download and view the relevant document. You can also print the PDF document if you desire. The documents are all loaded in a pdf format and so will require a pdf reader such as Adobe Reader 9.1 which can be downloaded free of charge from http://get.adobe.com/uk/reader/ Note: check with your ICT Department first Uploading provider PDF documents to the CCSR library using IPT 8.1.1. Log in to IPT (https://www.ccsr-wales.net/ipt) 8.1.2. Click the Manage document library menu item on the left hand side of the page: Page 9 of 17
8.1.3. To upload a file click and choose the file you wish to upload from your computer, including the full path to where the file is located. 8.1.4. Click to go to the next screen to add supplementary information about the document. Only PDF s files less than 5Mb can be uploaded here. If you don t have the file as a PDF please convert it and keep it below 5Mb in size. If a file already exists with the same filename of the file being uploaded, then the following message will be displayed: A file with that name already exists. Although a file with this name has already been uploaded, it may still be subject to approval. If the file being uploaded does not meet the file naming convention (including PDF file type), then the following message will be displayed: The filename should only consist of letters and numbers. No spaces or special characters are allowed or The file must be a PDF 8.2. Add supplementary document information It is recommended that the PDF document has a Filename and Title that is useful and descriptive to CCSR users. Once the file has been uploaded successfully you will need to complete the following supplementary information: Page 10 of 17
8.2.1. Document name - Type in the document name (e.g. Senad Group - Pegasus School Statement of Purpose 2010). There is screen text to give you an example. 8.2.2. If is clicked and no document name has been provided then the following message is displayed: Please provide a document name. 8.2.3. Document type - Click on the drop down arrow for Document type, this will produce a drop down box, select the appropriate type of document you are uploading: CSSIW Inspection Report / OFSTED Inspection Report; CSSIW Registration Certificate / OFSTED Registration Certificate; Statement of Purpose (SoP); All Wales Pre Placement Agreement (PPA); Insurance Certificate; Brochure; Help Document; Estyn Report; Pricing Matrix; Other 8.2.4. Relates to - Select whether the document relates to the Provider or an individual Care setting by clicking the appropriate button. 8.2.5. Care setting - If the Care setting option is selected then the Care setting dropdown box becomes active, allowing you to associate the uploaded file with a given care setting. The care setting dropdown box contains a list of all your registered care settings from CCSR. Page 11 of 17
8.2.6. If is clicked and no document type has been selected then the following message is displayed: Please provide a type for the document. 8.2.7. Click after completing all required fields, this will redirect you back to the Manage document Library page with these messages: File successfully uploaded and Your document has been successfully uploaded and is awaiting approval by CCSR before it will appear in the Document Library 8.2.8. The CCSR Team will know you have a document you wish to add to the CCSR document library and will be published in due course (subject to approval). CCSR will contact you if they have any queries regarding the document. 8.2.9. If you click then the uploaded file will be deleted and you will be returned to the previous page to start again. 9. Conceal/Reveal We can conceal provider and care setting details under certain limited circumstances. This means that although Commissioners and Providers can see and update their information, concealed Care Settings will not come up on searches or on the Vacancy Dashboard. If the concealed provider appears in a historical potential match list or case management they will still be listed, but there will be no link (blue text) to the care setting. 10. CCSR System Reports Click on on the top navigation bar in CCSR Provider/Care Setting Information report you can search the following criteria: Price Range From; Price Range To; Location Type; Care Setting Registration Type; Provider Category; Distance From; Postcode; Less than (number of miles); and Sort By Price, Location, Registration Type, Provider Category. You run the report by selecting the relevant option(s) and clicking on the Generate Report button. The results can then be e-mailed or printed by using icons at the top of the screen. *New* Operational Information Reports CCSR version 2e has made the reports menu item available to the verifier role, with the same inbuilt CCSR reports as the commissioner role. For each of these defined reports, grey buttons will appear in the left hand menu which allows you to run the following reports (depending on your user permissions) for providers the following reports are now available: Services Within Searches - last six months; Care setting Hits Report; Verification - Provider View; These reports have up to date data regarding the operation of CCSR, features include selecting time parameters, exporting to PDF, Excel and print directly from the screen. Page 12 of 17
11. Tenders CCSR version 2c introduces support for Individual Placement Tendering (IPT). Hopefully you will find yourself invited to take part in tendering for specific placements, based on the desired outcomes for the child, which will be communicated to you online as part of an anonymised tender pack. All document exchange (tender packs and responses) is conducted in a secure way using a secure website. Apart from yourself, only commissioners in the tendering authority, and the verifier role within the corresponding regional consortium, will be able to see any documents you upload. 11.1. On the left hand side of the screen, click on the button to open a new window that will allow you to login to the IPT module. Your CCSR session will remain active while you work in the IPT module however, it will time out after a period of inactivity, approximately 45 minutes and you will have to log back in. 11.2. Logging in to the IPT Module 11.2.1. You log in to the IPT module using the same user name and password that you use to log in to the CCSR main application. You can t change your password in the IPT Module you still use the CCSR main application to do that. See User Guide Getting Started The IPT Module has a time out system similar to that of the main CCSR Database whereby you will automatically be logged out after a period of inactivity of at least 45 minutes 11.2.2. Once you ve successfully logged in you ll see a Respond to tenders screen. If you ve been invited to tender for a placement you ll see the following top level information for it: which authority is tendering; their tender reference (the tender id); the closing date and time for the tender; the tender status ( open for tenders you can work on); the decision on the tender this will be not yet awarded for tenders you can work on; and a Details button. Page 13 of 17
11.2.3. If there s more than one tender then they will be displayed in reverse order of closing date / time in other words, latest closing date / time is at the top. 11.3. Viewing and Responding to tenders 11.3.1. To work on a particular tender, click on the button against the relevant one. 11.3.2. After you click on a particular tender, you ll see the Tender details screen. By default this will show the tender pack for the tender the material the authority has uploaded for you to consider. 11.3.3. You need to download the file(s) into your office working environment. To choose a file to download, click in the Select box against it. A tick will appear. (If you click again the tick will disappear.) 11.3.4. Clicking on then downloads all ticked files. You will be able to choose where to place these files on your network. If more than one file is ticked, the files are combined and downloaded in a zip file. 11.3.5. If you click on the button when no files are selected, the following message will be displayed: Please select at least one file to download 11.3.6. After you ve worked on your response documents for a particular tender you ll want to upload them for the authority to consider. Remember to use a standard format such as Word or pdf and upload it before the tender closing date / time. 11.3.7. As in section 10.3.1 above, click the button against the relevant tender 11.3.8. On the Tender details screen, click on the tab marked Response. Page 14 of 17
11.3.9. You now have the opportunity to upload all the documents you ve prepared. Each document must be uploaded separately. 11.3.10. Click on the button and locate the document you want to upload on your network. Select the file you want to upload. 11.3.11. When you ve located the file successfully its name will appear in the box next to the label File to upload. Click on the will upload the file to the IPT module. button your internet browser 11.3.12. After the upload has completed, the name of the file will appear in a list at the bottom of the screen. Even though you ve uploaded material you can still work with it. You can download previously uploaded material and then re-upload the new saved version this works in exactly the same way as described in section 10.3 for the tender pack. 11.3.13. Remember to delete the previous version as described below 11.3.14. To delete previously uploaded material, choose a file to delete by clicking in the Select box against it. A tick will appear. (If you click again the tick will disappear.) 11.3.15. Clicking on (and confirming the deletion) then deletes all ticked files. 11.3.16. If you click on the Delete button when no files are selected, the following message will be displayed: Please select at least one file to delete 11.4. Email Prompts 11.4.1. The IPT module is set up to prompt you - as a provider user by email when there s something that may require your attention. The following situations apply: when an authority invites you to tender; when a tender pack has a document added, or a document deleted; when an authority has to withdraw a tender; when you are awarded a particular tender; or when you are not awarded a particular tender; You will not be notified if the closing date/time changes and it is important that you respond to tenders you are interested as soon as possible. Page 15 of 17
11.4.2. Email prompts go to all CCSR users for your provider organisation who have email addresses recorded against them in their CCSR user profile. We understand some of these users may not be applicable. 11.4.3. The format of all email prompts tell you: where to go to log in and see more (i.e. the URL of the IPT module); what to do (i.e. log in using your CCSR user name and password); and who to contact if you have tender specific queries (i.e. a generic enquiries email address within the authority issuing the tender). 11.4.4. Commissioners are not prompted by email when you upload response documents. 12. Post-award file exchange (IPT) After you have awarded a tender you will be able to transfer documents securely with the awarded provider. To do this, access to a Post-award documents tab will be granted to the relevant users to exchange files. The post-award file exchange page provides upload, download and delete functionality. The Post-award documents tab will only be displayed when the tender has been awarded to the provider and to the tendering commissioner. 12.1. Uploading post-award documents 12.1.1. Click on the Post-award documents tab to show all files uploaded postaward by both commissioner and provider 12.1.2. If no files have been uploaded, instead of a table of files, the following message will be displayed: No files have been uploaded. 12.1.3. Click on button to choose a file to upload from your computer Page 16 of 17
12.1.4. Click to upload the file and refreshes the screen, showing the newly uploaded file. Larger files will take a little longer to upload than smaller files. Try and keep your files manageable in terms of file size, as a good rule less than 5Mb is manageable. If a file already exists with the same filename of the file being uploaded, then the following message will be displayed: A file with that name already exists. You will then need to rename the file to upload that file. 12.2. Downloading post-award documents 12.2.1. Click on the file you want to download by selecting the tick box button. Click on to download the selected file(s). You can download more than one file at a time. 12.2.2. If more than one file is selected then a.zip file will be downloaded containing all files you have selected to download. Clicking on will delete the selected files and permanently remove them from the IPT post-award area. 12.2.3. If is clicked and no selections have been made then the following message will be displayed: Please select at least one file to download 12.2.4. If is clicked and no selections have been made then the following message will be displayed: Please select at least one file to delete 12.2.5. When a file is uploaded by a provider an email will be sent to the local authority. When a commissioner uploads a file an email will be sent to the provider, as at the pre-award stage. 12.2.6. Clicking or will take you back to the front screen in IPT, to see the Tender list. When a file is uploaded by a provider an email will be sent to the local authority. When a commissioner uploads a file an email will be sent to the provider, as at the pre-award stage. If you require any assistance with the operation of the IPT Module, please contact CCSR Enquiries on 02920 909540 or ccsrenquiries@dataunitwales.gov.uk NB: CCSR Enquiries staff will not be able to help with tender specific queries Contact: CCSR Team Local Government Data Unit ~ Wales 3-7 Columbus Walk Cardiff CF10 4SD 02920 909540 CCSREnquiries@dataunitwales.gov.uk Page 17 of 17