Early Years Provider Portal Handbook

Early Years Provider Portal Handbook Early Years Headcount Provider Portal Handbook updated 11/10/2017 1

Contents Using this Handbook... 3 Setting the Language in Chrome... 3 Activating your Portal User Account... 3 Logging into the Portal... 3 Retrieving your User Name... 4 Resetting Your Portal Password... 4 Resetting your Secret Question... 5 Navigating within the Provider Portal... 6 30 HOURS CHECKS... 6 Running a New Eligibility Check... 7 Existing Child Checks... 8 Ad-hoc Checks... 8 Reviewing Previous Checks... 9 Expiration Dashboard... 10 Making a Claim... 13 Summary of Key Points... 14 Viewing and Executing Headcount Tasks... 15 Two Year Old Funding... 17 Early Years Pupil Premium (EYPP)... 17 Recording Carer Details... 19 Adding a Child to the Headcount... 20 Checking for a Duplicate Child... 22 Editing the Headcount Information... 22 Adding a New Attendance Line... 25 Deleting an Attendance Line... 26 Exporting Headcount Information... 26 Submitting Headcount Information... 27 Viewing Messages... 27 Viewing Payment History... 28 Early Years Headcount Provider Portal Handbook updated 11/10/2017 2

Using this Handbook This handbook is intended for Early Years Providers. It provides processes to claim Early Years funding for two, three and four year olds. If there are any queries please contact the Early Years Team on nef@shropshire.gov.uk or 01743 254519. For further information please refer to the Early Education and Childcare Statutory Guidance on the Shropshire Learning Gateway https://www.shropshirelg.net/services/early-years-funding/early-years-freeentitlement-funding/ Setting the Language in Chrome If the provider Portal is accessed using Google Chrome, the language must be set to English (United Kingdom). English (United Kingdom) must be the first language in the list. For more information regarding setting the language in Google Chrome, refer to: https://support.google.com/chrome/answer/95416?hl=en-gb Activating your Portal User Account As a provider portal user you will need to activate your user account. Click on the below link and log in with your user name and initial password provided by Shropshire Council. If you are unsure of your username and password contact nef@shropshire.gov.uk or 01743 254386. Provider Portal link: https://oneonline.shropshire.gov.uk/providerportal_live/account/account/login Please note there is a _ between the words Portal and Live: https://oneonline.shropshire.gov.uk/providerportal_live/account/account/login After you first log on you will be informed that an activation email has been sent to the registered email address and that you must click on the activation link in the email to verify your email address. As the user you must: 1. Click on the unique link contained in the email. 2. Enter your user name and original password. You will then be prompted to change your password and set your secret question and supply an answer. Logging into the Portal A user with an active user account can log into the portal. Enter Username and Password and click the Log In button to display the Secret Question page. Early Years Headcount Provider Portal Handbook updated 11/10/2017 3

Retrieving your User Name If you forget your user name: 1. From the portal Log In screen, click the Forgotten your username? Link to display the Forgotten Username page. 2. Enter your registered Email Address and click the Submit button. 3. Access your registered email account and open the email received to retrieve your username. Resetting Your Portal Password To reset your password: 1. From the portal Log In screen, click the Forgotten your password? Link to display the Forgotten Password page. 2. Enter your User name and registered Email Address and click the Submit button. 3. Enter the Secret Answer and click the Submit button. Early Years Headcount Provider Portal Handbook updated 11/10/2017 4

4. Access your registered email account and open the email received. 5. Follow the instructions in the email to reset your password. Resetting your Secret Question If you need to reset your secret question: 1. Form the portal Secret Question screen, click the Forgotten your secret answer? Link: 2. Enter the user name and registered Email Address and click the Submit button. 3. Follow the reset instructions in the email. Early Years Headcount Provider Portal Handbook updated 11/10/2017 5

Navigating within the Provider Portal The services to which you have access are indicated by the buttons displayed on the Provider Portal home page. There are drop-down menus displayed at the top of each page which enable you to navigate to other pages. You can carry out the process of claiming funding in any order however it is recommended that you proceed with the process as follows to make it easier for you as a provider: Carry out any 30 hour checks Add any new children Edit headcount form 30 HOURS CHECKS Below is the guidance which will help you to carry out the following tasks: Running checks for parent / carer s eligibility to claim 30 hours. Reviewing Checks that you have already completed Managing ongoing Eligibility via the Expiration Dashboard Claiming the Extended Hours on Headcount After logging into the portal and clicking continue (after the Announcement if one is present) you will be directed to the page below: Welcome to the Early Years Provider Portal Below, you will see the services available to you. If you have extended free entitlement codes to verify you can click on the 30 hour free childcare checker. If you have headcount information to submit, click on the Headcount icon to submit. Note If the icon has any Amber or Red numbers the system is notifying you that some children are coming to the end of their Eligibility and/or Grace period. This should be checked via your Expiration Dashboard. Click on the 30 Hours Childcare icon Early Years Headcount Provider Portal Handbook updated 11/10/2017 6

Running a New Eligibility Check Click on the Run a New Check button. If you are completing Checks for more than one provider, first you must select which provider you wish to complete a check on behalf of. Note The above will not be visible if you only complete checks for a single provider. You can now do one of the following checks: Existing Child Check Using the Find a Child option (RECOMMENDED Always try this option first) Ad-Hoc Check Used if the child is New to your setting and only if you could not find the child using the option above Early Years Headcount Provider Portal Handbook updated 11/10/2017 7

Existing Child Checks Use the Find a Child option to search the system for the child you wish to check If you have been able to find the child, click on the Child s row to populate the checker below. Fill in any details that are missing, such as Parent/Carer s National Insurance Number and/or Eligibility Code Click Run Check A successful result will include the dates that the child is eligible from and to. If the result is unsuccessful, please check the following: The Child s Date of Birth The National Insurance Number Used it is recommended to use the NI number of the Parent/Carer who applied via HMRC The Eligibility Code Ad-hoc Checks If you are unable to find the child, then you can populate the checker manually by typing in all of the required details. Note - You should only do this if you are unable to find the child first though Early Years Headcount Provider Portal Handbook updated 11/10/2017 8

Reviewing Previous Checks From the 30 Hour Childcare Homepage, click on the Review Previous Checks icon. You can search (by Name, Date, NI, Eligibility code, or Check Status) this screen for any checks you have previously completed Early Years Headcount Provider Portal Handbook updated 11/10/2017 9

Expiration Dashboard From the 30 Hour Childcare Homepage, click on the Expiration Dashboard icon. The Expiration Dashboard is used to alert providers about children who are nearing their eligibility end date and whose parents have not reapplied. The provider can then remind parents to recheck their eligibility. The number displayed in RED indicates those whose eligibility has already expired and are now in Grace. The number displayed in AMBER is the number due to expire within the next 28 days. These numbers are also displayed on the 30 Hours Free Childcare tile on the Provider Portal home page as shown in the following graphic: Note - Providers are encouraged to monitor this dashboard regularly as it will provide valuable information about their Children s Eligibility for Extended Hours Early Years Headcount Provider Portal Handbook updated 11/10/2017 10

You can adjust the filters at the top of the screen to limit or broaden the view of eligible children. NOTE: The filters set on this page do not affect the numbers displayed on the Expiration Dashboard button or the 30 Hours Free Childcare tile All codes require Further Action by Default i.e. the code will need to be reconfirmed at some point in the future However, if a parent is no longer eligible, and you wish to remove them from your dashboard by default, click Update, remove the tick, and enter a note as to why it is being removed. Click Save to save the note. Early Years Headcount Provider Portal Handbook updated 11/10/2017 11

Notes: These notes are for your use only, the local authority may not be able to monitor this information The Notes Icon will indicate where you have previously added notes Providers must be mindful of the information they store as they could be subject to Freedom of Information Requests Early Years Headcount Provider Portal Handbook updated 11/10/2017 12

Making a Claim The Headcount includes separate Columns for the Entry of Universal and Extended Hours. Early Years Headcount Provider Portal Handbook updated 11/10/2017 13

Providers will only be able to claim Extended Hours for those Children they have done successful Eligibility Checks for; identified by the EH in the Funding Column. If you hover the cursor over the EH, a pop up shows more details about the child s eligibility. Summary of Key Points 1. Always use the Find a Child option first, when running a new check. Only use Ad-hoc for children you cannot search for 2. Regularly monitor the Expiration Dashboard for lists of children approaching the end of the Eligibility or Grace Period 3. You can only claim for Children with an EH in their funding column (i.e. children you have successfully completed an eligibility check for) You must check the details of your claim to ensure that you are claiming for Universal and/or Extended Hours correctly for each child Early Years Headcount Provider Portal Handbook updated 11/10/2017 14

Viewing and Executing Headcount Tasks Shropshire Council will assign you your tasks i.e. Headcount forms. Tasks assigned to services to which you have access are displayed in your My Tasks area of the provider s home page. Note: only current tasks are displayed. To display previous tasks, click the View all tasks link. The following process is used by you, as the provider, to compile and submit the required information. 1. Click on a tasks to display the headcount details and submission grid. A row is displayed for each child at the service for whom a claim is being made. Early Years Headcount Provider Portal Handbook updated 11/10/2017 15

Note: This grid is pre-populated with information of children that are known to have attended your service recently. Hours in green have been pre-populated by the Local Authority and any hours updated by yourself are coloured blue. If there are any children in the grid who do not have carer details recorded, the child details are highlighted in red and the submit button is disabled. If the provider is not allowed to claim hours for the child, the Hours Claimed column are greyed out. If a child was previously eligible, but no longer eligible for 30 hours funding, the previous hours are displayed in the Extended Hours but the columns are greyed out. The Funding column displays a coloured letter or symbol as shown in the following table: Symbol Description The child is eligible for Early Years Pupil Premium. The carer s details need to be completed in order for this check to take place. The symbol will appear on your statement once payments have been authorized. The child is eligible to receive extended hours childcare for one or more days in the term to which this task applies. The colour of this symbol changes to amber when the child nears the end of their eligibility or red when it is past their eligibility end date. The child is sharing funding with another service or another provider in the current term. The colour of this symbol changes to dark blue if the child shared funding in the previous term. The child became eligible for 2 year old funding before the start of the term being viewed. The child cannot claim hours and does not have an override. The child has an override which is Force the system to never allow hours to be claimed. The child has an override, which is Force the system to always allow hours to be claimed. 2. If required, select the Funding check box to only display children who are entitled to claim hours. 3. If required, enter two or more characters of Surname to filter the list. 4. We will continue to claim hours based on the number of weeks in an academic term. However a parent may wish to stretch their hours which you need to indicate by selecting the drop down option of 52 weeks stretched (you need to select this option regardless of how many weeks you are stretching the entitlement over). For example: Child A is eligible for 30 hours for the Autumn Term (13.8 weeks) and stretches their hours with you over the whole year (50 weeks): On the Portal you will claim 30 hours over 13.8 weeks (414 hours). You can stretch those hours over as many weeks as you choose in that funding period (1 September 31 December) as long as you show this clearly on the parents invoice. 5. Prior to midnight on the task deadline date, child details and headcount information can be edited and a new child can be added. Early Years Headcount Provider Portal Handbook updated 11/10/2017 16

Two Year Old Funding If you are claiming for a two year old you need to have seen the 24U eligibility confirmation letter from the parent. There is no need to add the 24U reference to the portal. If the child is eligible the portal will show a 2 symbol in the funding column once you have entered the child s details. Early Years Pupil Premium (EYPP) In order to perform an eligibility check on economic grounds for Early Years Pupil Premium, carer details must be recorded. Parent s must give you permission by signing the Parent Declaration Form to allow you to record their details on the system. The Parent Declaration Form can be found on the Shropshire Learning Gateway - https://www.shropshirelg.net/services/early-years-funding/early-years-free-entitlement-funding/. For further details on EYPP please click on the link: https://www.shropshirelg.net/services/early-years-funding/earlyyears-pupil-premium/ Note: Child details cannot be edited and headcount information cannot be submitted until either the carer details are recorded or the Decline to Provider button is selected. The symbol P will appear on your statement for those children who are eligible for EYPP for that term and the additional funding will be added to the total hours claimed. To record carer details 1. Click the red button adjacent to the child s name to display the Carer Details tab. 2. Select the Yes button to display the Carer Details panel and record details of one or more carers. For more information, see Recording Carer Details on page 18. Alternatively, select the Decline to provide button. 3. Click the Save button. 4. When all the additions and changes to the headcount are complete, submit it to us as the Local Authority. A task can be resubmitted as many times as required before the deadline. Each submission overwrites the previous submission for the task. However, after midnight on the task deadline date, if there are any amendments you will need to contact the Early Years Team on nef@shropshire.gov.uk or 01743 254519. Early Years Headcount Provider Portal Handbook updated 11/10/2017 17

Editing Child Details 1. Display the required headcount details and click the Change Child Details button adjacent to the child s name. 2. If required, enter an Eligibility Code (30 hour code). Note: a warning message is displayed if a thirty hour entitlement check has not been completed for this code. 3. Click the Save button. 4. If required, select the Carer Details tab to record new carer details. Early Years Headcount Provider Portal Handbook updated 11/10/2017 18

Recording Carer Details Note: the Carer Details tab is only displayed if the child is either 3 or 4 years old. 1. Select the Carer Details tab. 2. Edit the current details or click the Add Another Carer button to record new carer details. Alternatively, if the carer does not wish to provide any details, select the Decline to provide button. 3. Click the Save button. Early Years Headcount Provider Portal Handbook updated 11/10/2017 19

Adding a Child to the Headcount 1. Display the required headcount details and click the Add Child button. 2. Enter a Forename and Surname and click the Next button to display the personal details tab. Note: If there is already a child at the provider with this forename and surname, the details of the existing child are displayed on the Duplicate Child Warning screen. Also, if a child with this name has had an ad hoc 30 hours eligibility check performed, these details are also displayed. For more information, see Checking for a Duplicate Child on page 21. Early Years Headcount Provider Portal Handbook updated 11/10/2017 20

3. If required, enter Middle Name. 4. Select Gender and enter the Date of Birth. 5. Select Ethnicity and First Language from the drop-downs. 6. If required, enter an Eligibility Code. 7. If required, select SEND Status 8. Enter a full or partial Postcode and click the Find Address button to display the list of matching addresses. 9. Select the required address to display the address details. Alternatively, click the Enter Address Manually link and enter an address. 10. Click the Save button. If the child is either 3 or 4 years old, the Carer Details panel is displayed 11. Select the Yes button to display blank carer details or click the Decline to Provide button. 12. If the Yes button is selected, enter the Carer Details. Early Years Headcount Provider Portal Handbook updated 11/10/2017 21

13. If required, click the Add Another Carer button and add details of another carer. 14. Click the Save button. Notes: If the child is 3 or 4 years old, you will not be able to save the child details unless carer details are entered or the Decline to Provide button is selected. Checking for a Duplicate Child The Duplicate Child Warning page is displayed when you attempt to add a child to the headcount with the same Forename and Surname, but a different Date of Birth to one that already exists and is known to attend the provider. The page also displays children for whom a 30 hour ad hoc eligibility check has been performed, so that their details (date of birth and eligibility code) can be copied across when adding the child to One. Click the Cancel button to display the Headcount grid. Click the Start Again button to display the Add Child page. Click the Add a new child button to continue adding this child. If a duplicate record is noted please e-mail the Early Years team. Editing the Headcount Information Headcount details can be edited before midnight on the deadline date. 1. Select the required headcount from the provider home page to display the headcount details. The total value for each column is displayed in the column header. Early Years Headcount Provider Portal Handbook updated 11/10/2017 22

Hours that are pre-populated by the system are coloured green. If they have been added or updated in the Headcount portal, they are coloured blue. The Funding column displays a coloured letter or symbol as shown in the following table: Symbol Description The child is eligible for Early Years Pupil Premium. The carer details need to be completed in order for this check to take place. The symbol will appear on your statement once payments have been authorized. The child is eligible to receive extended hours childcare for one or more days in the term to which this task applies. The colour of this symbol changes to amber when the child nears the end of their eligibility or red when it is past their eligibility end date. The child is sharing funding with another service or another provider. The colour of this symbol changes to dark blue if the child shared funding in the previous term. The child became eligible for 2 year old funding before the start of the term being viewed and hovering over it displays the eligibility reference. The child cannot claim hours and does not have an override. The child has an override which is Force the system to never allow hours to be claimed. The child has an override, which is Force the system to always allow hours to be claimed. Early Years Headcount Provider Portal Handbook updated 11/10/2017 23

2. Click the Edit Headcount button to display the Edit - Headcount page. Note: If the child is funded at another service, the Shared Funding check box is automatically selected. 3. Edit the details as required: a. Enter a new Start Date to update the child s school history record, if they are new to your service. b. Enter an End Date, if child has left. Note: You can enter an end date from the previous term. Note: c. Select a Stretched Offer. d. Weeks Attended for term will be pre-populated. e. Enter Hours Attended per week to automatically calculate Hours Attended for term. f. Alternatively, enter Hours Attended for term to automatically calculate Hours Attended per week. g. Enter the hours claimed. Extended Hours can only be entered if the child is currently eligible. Universal Hours Claimed per week is capped at 15 hours. Extended Hours Claimed per week is capped at 15 hours. If the hours claimed exceed the termly limits set up, the payment limits are applied. h. Click the Save button. Early Years Headcount Provider Portal Handbook updated 11/10/2017 24

Adding a New Attendance Line When a child s attendance changes during the term, a new attendance line can be added for the child. Notes: The start and end dates for the attendance lines cannot overlap. 1. Click the Add new attendance line button to display the confirmation dialog with the message: Are you sure you wish to copy this attendance line? 2. Click the Yes button to create a new attendance line for the child. 3. Click the Edit Headcount button to display the Edit Headcount page. Early Years Headcount Provider Portal Handbook updated 11/10/2017 25

4. Enter an End Date for the new line. 5. Update the Start Date for the original attendance line. 6. Update attendance information as required. 7. Click the Save button. Deleting an Attendance Line An attendance line that has not already been submitted can be deleted. To delete an attendance line: 1. Click the Delete attendance line button to display a confirmation message. 2. Click the Yes button to confirm. Exporting Headcount Information If required, click the Download button to export the headcount details to an Excel spreadsheet. Early Years Headcount Provider Portal Handbook updated 11/10/2017 26

Submitting Headcount Information After entering all the required data for a task, it must be submitted to the Local Authority. To submit the headcount to your Local Authority: 1. Click the Submit button to send the headcount information to the Local Authority. 2. The Submission Declaration page is displayed. 3. Click the Confirm button to display a confirmation message. 4. Click the Yes button to confirm. Viewing Messages The My Messages panel is displayed on the Home page and lists the messages sent by the administrator i.e. The Local Authority. 1. Click on a message to display the details. Alternatively, click the View All Messages link to display the My Messages page. 2. If required, click on the Subject or Received heading to sort the list. 3. Click on a message to display the detail. Early Years Headcount Provider Portal Handbook updated 11/10/2017 27

4. If required, click the Delete button to delete the message. 5. Click the Back button to display the Home page. Viewing Payment History Headcount users and administrators can view the Payment History for the services to which they have access. 1. Select Headcount Payment History to display the Payment History - Select service page. 2. Select a Provider from the list of providers to which you have access. 3. Select the required Funded Service and click the Select button to display the View Payment History page. A list of reports sent to this service is displayed. 4. Click the View Report button to display the report. Early Years Headcount Provider Portal Handbook updated 11/10/2017 28