P a g e 1 Using the Export Function in ChildWare 2.0 There are times when you may need to print out information from ChildWare 2.0 for your agency, parents or funding sources. The easiest way to do this is to use the export function in ChildWare 2.0. Depending what area of ChildWare 2.0 you are in determines what information you will be able to download. Contents Getting Started:... 2 Basic Children Export... 4 Sorting by age on a Basic Export:... 6 Children List Advanced Export... 8 Sort by Status:... 9 Application Exports:... 11 Basic Application Export:... 11 Advanced Application Export... 11 Scheduling /Attendance Exports:... 13 Creating a Class Roster:... 14 Blank Forms:... 15 Creating a Blank Attendance Form:... 16 Weekly Blank Attendance Sheet:... 16 Monthly Blank Attendance Sheet:... 17 Sign-In/Sign-Out Forms... 17 Attendance Excel Exports... 18 Attendance Report:... 19 Monthly:... 19 Weekly Attendance View:... 19 Monthly Attendance View:... 20 Staff Export:... 21 Caregiver Export:... 21
P a g e 2 Child Notes Export... 21 CCIS Child Note... 21 Kindergarten Child Notes... 22 Basic Application List PDF... 22 Reports Menu Exports:... 23 Dashboard Report... 23 Site Closing Report... 23 Enrollment Monthly Report... 24 Getting Started: Open your Chrome browser and in the address bar type: childware.phmc.org This will take you to the login screen where you can type in your username and password. Using the Navigation Menu Scroll down to Children to see a list of Children in your site.
P a g e 3 When you open sections in ChildWare 2.0, many of the pages have an export icon on the upper left corner of the blue bar section. Clicking on this icon allows you to download the information that you see on the screen in a pdf or excel format. The available download options vary with each section. This document describes the type of forms that can be accessed by clicking on the export icon. To locate the export icon look for this symbol -. Click on the export icon. CHOOSING AN EXPORT: Depending on the screen that you are on, the options for exports vary. On the Children List, your options are BASIC and ADVANCED. BASIC EXPORT includes Child ID #, First and Last Name, Age and Date of Birth. ADVANCED EXPORT includes Agency ID, Agency, Site ID, Site, Child ID#, First Middle and Last Names, Date of Birth, Status, Enrollment Date, Discharge Date, and Discharge Reason.
P a g e 4 Basic Children Export Click on the export icon to show export choices Click on Basic. A New dialog box appears.
P a g e 5 If you choose Microsoft Excel, the program will open and you will see a spreadsheet containing the information on your children list. Click on Enable Editing to be able to save, sort, and manipulate this spreadsheet. Next: Spread out the columns to be able to see all the data in the cells. 1. Click on diagonal arrow in left corner of spreadsheet to select all the rows and columns. 2. Click on FORMAT 3. Scroll down and click on AutoFit Column Width Save the file to your desktop or a folder of your choice.
P a g e 6 Sorting by age on a Basic Export: 1. Click on the DATA tab 2. Click on the diagonal arrow on left corner of spreadsheet to select all 3. Click on the SORT icon 4. Check off the My data has headers 5. Scroll down to Age 6. Click OK A new dialog box appears Click the button next to Sort anything that looks like a number, as a number. Click OK
A spreadsheet sorted by age (lowest to highest) appears. Save to desktop or folder. P a g e 7
P a g e 8 Children List Advanced Export Click on the export icon. A new dialog box appears. Notice the additional options to check off! To add additional information check off the items you want included in this spreadsheet This advanced export defaults to having the Basic item checked. The BASIC in this case includes Agency ID, Agency, Site ID, Site, Child ID#, First Middle and Last Names, Date of Birth, Status, Enrollment Date, Discharge Date, and Discharge Reason.
P a g e 9 Sort by Status: 1. Click on the DATA tab 2. Click on the diagonal arrow on left corner of spreadsheet to select all 3. Click on the SORT icon 4. Check off the My data has headers 5. Scroll down to Status 6. Click OK
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P a g e 11 Application Exports: Types of Exports include Basic, Advanced, Child Notes, Basic PDF. Basic Application Export: Basic Application export includes Child ID#, Name, Referral Date, Date of Birth, Agency, Site, Eligible, and Status. Advanced Application Export When you click on Advanced Export, a new dialog box appears to let choose additional columns of information to include in your excel spreadsheet. Please note: the Health/Development Events report is in development
P a g e 12 The Advanced Basic Export includes Agency ID #, Agency, Site ID #, Child ID #, Child First, Middle and Last Name, Child Suffix, Child Birth Date, Status, Enrollment Date, Discharge Date, Discharge Reason.
P a g e 13 Scheduling /Attendance Exports: There are various options for exports on the Scheduling/Attendance section of ChildWare 2.0 Optional Exports include Class Roster, Blank Forms (Sign In a/out & Attendance), Monthly and Weekly Reports. Creating Reports from the Attendance Tab: To Create a Report of your Attendance Week Click on the Export icon to view the types of reports that you can export. When you click on the export icon, a drop down menu will appear. You will have the choice of creating the following: Class Roster Blank Forms Attendance Export Attendance Report
P a g e 14 Creating a Class Roster: When you choose Class Roster, you will have the option to select one or more classrooms in a designated week (you pick the date). After you have chosen the classrooms and the week of attendance, click the Done button. A small image will appear on your screen. Click on the download icon and Save File to your desktop. When you click on Save File, the file is then stored in the Chrome Browser s downloads section.
P a g e 15 Click on the download icon will be a pdf., and then click on your document to view it. It After the PDF opens, make sure you click on File on the menu bar, scroll down to Save As, give the file a name (week of attendance) and save to your desktop or documents. You can also click on File on the menu bar and choose Print to print out the document for your records. Blank Forms: There are two types of blank forms in ChildWare 2.0, which you can save. Attendance Forms Sign-In/Sign-Out Sheet 1. To access these forms, click on the Scheduling/Attendance selection on your menu bar. 2. Click on the Application tab and then click on the export icon. 3. Scroll down to Blank Forms and choose either Attendance or Sign- In/Sign-out Sheet.
P a g e 16 Creating a Blank Attendance Form: 1. Select the type of type of attendance you want to view (Daily, Weekly, or Monthly). 2. Select date 3. Check off the Classroom. 4. Click Done. Blank Attendance Forms Weekly Blank Attendance Sheet:
P a g e 17 Monthly Blank Attendance Sheet: You will have the option to download the sheet and either save it to your computer or print it out. SAVE PRINT Sign-In/Sign-Out Forms You can easily print out Sign-In/Sign-out forms in ChildWare 2.0. 1. To access these forms, click on the Scheduling/Attendance selection on your menu bar. 2. Click on the Application tab and then click on the export icon. 3. Scroll down to Blank Forms and choose Sign-In/Sign-out Sheet. 4. Scroll to type of form (weekly or monthly). 5. Pick a date. 6. Check off classroom(s). 7. Click Done.
P a g e 18 Weekly: The shaded areas are children who have been discharged or non-program days (Sat/Sun). Attendance Excel Exports If you prefer to view and download your attendance information in an Excel format, follow these steps: 1. To access these forms, click on the Scheduling/Attendance selection on your menu bar. 2. Click on the Application tab and then click on the export icon. 3. Scroll down to Attendance Export and choose Excel Export. 4. The file will download to the bottom of the screen in Chrome. 5. Click on the file to open it. 6. Enable Editing 7. Increase column width to see data. 8. Save or Print
P a g e 19 Attendance Report: To create an attendance report for weekly or monthly attendance, follow these steps. 1. To access attendance reports, click on the Scheduling/Attendance selection on your menu bar. 2. Click on the Application tab and then click on the export icon. 3. Scroll down to Attendance Report and choose either Weekly or Monthly. Monthly: 1. Select a date from the month 2. Check off the classroom 3. Click Show 4. A PDF of the attendance report will appear on your screen. 5. Click anywhere in the report to see the download and print options Weekly Attendance View:
P a g e 20 Monthly Attendance View: Notice that Monday, Sept. 3 rd and 17 th is blacked out on the monthly attendance detail. These are days that the center had a scheduled closing. Notice: NO attendance is recorded for those days.
P a g e 21 Other Types of Exports Staff Export: Includes: Name, Title, Gender, Site, Discharge, Race, Ethnicity, Head Start Parent, Hire Date, PhillyPreK, Residency Form, W4, ECE Experience, Preschool Experience, and information related to Clearances Staff Exports will be upgraded this year Caregiver Export: Includes: Person ID#, First Name, Last Name, Date of Birth, Gender A more detailed document on Caregivers can be accessed by using the advanced export from the child or application list. Child Notes Export When you choose the Child Notes Export from the Application list, a new dialog box appears that allows you to choose which notes you want to export. The choices are CCIS or Kindergarten. Choose one and then click Export. You can only click one type of child note at a time. If you need both notes, you will need to repeat this process. CCIS Child Note includes Agency, Site, Child ID#, Child First, Middle and Last Name, Child Suffix, Child DOB, Child Race, Child Status, CCIS Record #, Date Created, Eligible, Office Location, Date Notified, Subsidy End Date, Reason CCIS Ended, CCIS Notified of Start, CCIS Notified of End.
P a g e 22 Kindergarten Child Notes includes Agency, Site, Child ID#, Child First, Middle and Last Name, Child Suffix, Child DOB, Child Race, Child Status, Event Date, Completed By, Caregiver 1, Caregiver2, Registered Date, School Name, and Note Details Basic Application List PDF Basic PDF Export on the Application List shows the information that you see on your screen. BASIC PDF Application List Export includes Child ID#, Name, Referral Date, Date of Birth, Age, Agency, Site, Eligible, and Status.
P a g e 23 Reports Menu Exports: Under the category Reports you have the option to export three different reports: Dashboard, Site Closing, and Enrollment Monthly Report. Dashboard Report includes Alliance, Agency, Site, City Council, Zip Code, Slots, Waiting, Unapproved, Approved, Enrolled, and Percent. Site Closing Report includes ID# Date Closing, Type, Description.
P a g e 24 Enrollment Monthly Report: This report shows how many days a child was enrolled in any given month. This enrollment report is the same as the enrollment report from ChildWare 1.0.