Family Day Care Release Notes 6.6.10
Date Software Released: November 2015
Educator CRN 2
New functionality (10566) 2
Educator Information 2
CCMS Personnel 2
Query CCB Approval 3
Number Search (10544) 4
Educator Details 4
Family Screen 4
Child Screen 4
Staff Screen 4
Fee Estimate/Sample Invoice 5
Name change (10368) 5
CCMS 6
Get Updated Enrolments (10444) 6
Tip: 7
Child Reports 8
Child Absence Summary (10442) 8
Child Absence History Report (10443) 8
Debtor Interface changes (Maroondah ONLY) 9
Credit Transaction Interface (10582) 9
Send New Attendances (to CCMS) 10
Authorised Person Validation (10600) 10
Excel Reports 11
Family Listing (10499) 11
Parent 2 11
Ethnicity Tab 11
Employ Tab 11
Other Tab 11
Children 11
Other Care tab 11
Child Listing (10500) 13
Safety/Special Tab 13
Other Tab 13
Word Reports 14
Family & Child Details (10376) - New 14
Maintain Word Templates 14
Run the Report 15
Notes: 15
Send Emails 16
Educator Details (10414) - New 21
Maintain Word Templates 21
Educator DETAILS MERGE FIELDS – Basic Template 22
Educator CRN
New functionality (10566)
Recording the CRN of the Educators in your scheme is for the Family Day Care Legislation Changes applicable from 12 October 2015.
Please refer to communications you have received from the Department of Social Services/Education for details.
The change impacts:
- Educator screen details
- CCMS Personnel details – CRN is now included in the detail advised to CCMS
- Query CCMS Approval
Educator Information
Added a new editable CRN field to the Educator information screen.
The system automatically applies the display format.
CCMS Personnel
Included display of the CRN provided to CCMS when registering an Educator with CCMS.
Users must UPDATE CCMS Personnel records, after recording the Educator CRN.
Query CCB Approval
To review the Educators listed at CCMS for your scheme, record ‘ Y’ in the Return Carer Data field prior to selecting Search
Educators/Carers are displayed in the group with all other Personnel.
Scroll to the extreme right to see the Carer CRN column.
Number Search (10544)
All Personnel recorded within the system are able to be searched for when the number is known.
Educator Details
Enter the known Educator number in the highlighted field
On the keyboard, press the Enter or Tab key to populate the Educator record
Family Screen
Enter the known Family number in the highlighted field.
On the keyboard, press the Enter or Tab key to populate the Family record.
Child Screen
Enter the known Child number in the highlighted field
On the keyboard, press the Enter or Tab key to populate the Child record
Staff Screen
Enter the known Staff number in the highlighted field
On the keyboard, press the Enter or Tab key to populate the Staff record
Fee Estimate/Sample Invoice
Name change (10368)
Changed the name of the selection criteria for consistency in all Xpedite Children’s Services applications
Access thru menu selection as shown:
Care Provision > Fee Estimator
CCMS
Get Updated Enrolments (10444)
FIXED an issue where the process to Get Updated Enrolments (bulk) was not updating Absence YTD Totals correctly.
Using the CCMS Menu - Get Updated Enrolments
Click Search
Any records that are to be updated within the scheme are displayed. The system asks if you want to update them – always Respond Yes.
The Update Message column will advise if the record was Updated or was already Up to date
Tip:
Users should run this Get Updated Enrolments process regularly.
It’s good practise to Get updated Enrolments, every year, at the start of the new financial year (July 1st ) as CCMS reset all YTD Absences back to zero.
Child Reports
Child Absence Summary (10442)
Updated report layout.
Updated to read YTD Absences from CCMS (Enrolment record).
Child Absence History Report (10443)
Updated report to read Absences for Year from the CCMS Enrolment YTD Absences value.
Debtor Interface changes (Maroondah ONLY)
Credit Transaction Interface (10582)
Prior to this release, all CREDIT transactions in the Debtors Interface file for Maroondah FDC where set to JNL.
Credit transactions are created when a previously processed Attendance record is Cancelled and resubmitted to CCMS.
Xpedite have provided a script with this release to change all Family Day Care Debtors Export file entries that were previously marked as ‘JNL’ to the requested ‘JNL_FDC’
This change also impacts the Debtors Output File for Maroondah’s Occasional Care and Vacation Care programs. Please refer to the relevant application release notes for details.
Send New Attendances (to CCMS)
Authorised Person Validation (10600)
Added a new message to the Send New Attendances to CCMS.
Message displays when the Operator sending new Attendance records to CCMS is NOT an Authorised Person with CCMS.
When OK is selected the Send New Attendances screen will close.
Resolution:
Have an Authorised Person update your CCMS Personnel record. See your Staff record for the Centre.
You cannot authorise yourself with CCMS.
Excel Reports
Family Listing (10499)
Added new columns of information to the existing spreadsheet
Parent 2
- Name
- Birth Date
- Gender
Ethnicity Tab
Primary Parent only, Cultural background - print Ethnicity details
Employ Tab
Parent 1 and Parent 2
Employed = Y if ticked
Occupation
Employment Status
Work Type
Other Tab
At Risk detail
- column indicating the Family is considered at Risk Y, if recorded as At Risk, N if nothing recorded.
- Start Date
- Review Date
Children
Lists Children's names - Children in the Family up to 5 FDC children
Child ID
Child first name
Child Last name
Date of Birth
Other Care tab
Lists up to 5 Children in Other Care, provided the Care is Active at the time of printing the report. Displays:
Child first name
Child Last name
Date of Birth
Column headings
Child Listing (10500)
Added new columns of information to existing Child Listing spreadsheet
Safety/Special Tab
- Disability - if the box is ticked show this in the column , show the Effective Date for Disability
- Special Need - if the box is ticked show this in the column Effective Date for Special Needs
- At Risk of Abuse – if the box is ticked, the column displays Y, otherwise shows N – not At Risk
Other Tab
- Other Details - all marked items display in the single column
- Medical Condition - as above
Column headings
Word Reports
Family & Child Details (10376) - New
New functionality added
Holroyd City Council requested as many fields of data as possible, from both the Family information screen and Maintain Child screen be made available as merge fields within Word format for the internal development of re-enrolment forms.
Holroyd, also requested, the option to Email where the Family has an email address recorded on the Family record or Print for those without email addresses.
Maintain Word Templates
Added 2 new Word Templates and Header files to the Word Template Maintenance screen
- xpdc_child_details.dot – Child Details - xpdc_child_details.hdr
- xpdc_family_details.dot – Family Details - xpdc_family_details.hdr
Run the Report
Report Options
1. Family Details - produces details from the Family Word Template
2. Child Details - linked to the Child Word Template
Family Information
All Families – or select the print run for Families starting with a specific letter of the alphabet (A or B, or C etc)
Single Family - look up and select an individual Family
Optional Criteria
- Active (Family) - set to Yes – report only the Active Family details
- Active (Children) - set to Yes – this reports only Children within the Family who are currently Active.
Statement Comments – the detail recorded here, at the time of the running the report is printed in the merge field ‘Comments’ on the created Word Document.
Select option – default is Post All Letter
(This will create printable Word documents)
- Email letters where family has email
- Post letters where family does not have email
Template – select the template name – click the button to create the document
Email Subject – this is used when the documents are emailed to the Family
Notes:
- Families with multiple children will receive an individual email for EACH Child in the Family with an (active) record.
- Regardless of how much detail there is for a Family/Child, the report will break at the end of each person record.
Send Emails
Click the Word button to commence any of the above options.
Emailing will require you to allow access to Microsoft Outlook for EVERY Statement, so there may be a requirement to click ALLOW many times.
This link will provide details of a software program that removes the need to click Allow multiple times.
http://www.contextmagic.com/express-clickyes/
Emails are sent from the email address of the Operator Logged into the PC used to run this process.
Family Details Merge Fields
‘Merge-able’ Family Detail fields available.
FAMILY DETAILS MERGE FIELDS – Basic Template
©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Basic Family Details – Primary Parent
Family ID: «FamilyNo»
NAR No: «NARNo»
Title: «FamilyTitle»
Surname: «FamilySurname»
Given Name 1: «FamilyGivenName1»
Given Name 2: «FamilyGivenName2»
Address 1: «FamilyAddress1»
Address 2: «FamilyAddress2»
Address 3: «FamilyAddress3»
Home Phone: «FamilyHomePhone1»
Mobile Phone: «FamilyMobilePhone»
Business Phone: «FamilyBusinessPhone»
Business Mobile: «FamilyBusinessMob»
Email: «FamilyEmailAddress»
Birth Date: «FamilyBirthDt»
Gender: «FamilyGender»
CRN: «FamilyCRN»
Ethnicity Tab
Country of Birth: «Parent1CountryOfBirth»
Ethnicity: «Parent1Ethnicity»
Indigenous: «Parent1IndigenousStatus»
Main Language: «Parent1LanguageSpoken»
Employ/Study Details (Primary Parent)
Employment Status: «Par1EmployStatusFlg»
Study Status: «Par1StudyStatusFlg»
Occupation: «Par1Occupation»
Employment Type: «Par1EmployType»
Course: «Par1Course»
Place of Work: «Par1PlaceOfWrkst»
Work Type: «Par1Course»
Parent 2 Tab
Sole Parent: «Parent2NARNo»
NAR No: «Parent2NARNo»
Title: «Parent2Title»
Surname: «Parent2Surname»
Given Name 1: «Parent2GivenName1»
Given Name 2: «Parent2GivenName2»
Address 1: «Parent2Address1»
Address 2: «Parent2Address2»
Address 3: «Parent2Address3»
Home Phone: «Parent2HomePhone1»
Mobile Phone: «Parent2MobilePhone»
Business Phone: «Parent2BusinessPhone»
Business Mobile: «Parent2BusinessMob»
Email: «Parent2EmailAddress»
Birth Date: «Parent2BirthDt»
Gender: «Parent2Gender»
Country of Birth: «Parent2CountryOfBirth»
Indigenous: «Parent2IndigenousStatus»
Language: «Parent2LanguageSpoken»
Employ/Study Details (Parent 2)
Employment Status: «Par2EmployStatusFlg»
Study Status: «Par2StudyStatusFlg»
Occupation: «Par2Occupation»
Employment Type: «Par2EmployType»
Course: «Par2Course»
Place of Work: «Par2PlaceOfWrkst»
Work Type: «Par1Course»
Register Tab
Initial Reg Date: «InitRegDte»
Initial Reg Staff: «InitRegStaffName»
Renewal Reg Date: «RegRenewDte»
Renewal Reg Staff: «RegRenewStaffName»
Fee Paid: «RegFeePaidFlg»
Received Handbook: «RegRecievedHandbook»
Enquiry Source: «RegEnquirySource»
Priority Access: «RegPriorityAccess»
Preferences Tab
Preferences listing of all ticked items:
«PreferenceListing»
Other Tab
At Risk: «OtherAtRiskFlg»
Start Date: «OtherAtRiskStartDte»
Review Date: «OtherAtRiskReviewDte»
At Risk Reason: «OtherAtRiskReason»
Disability: «OtherDisabilityFlg»
Marital Status: «OtherMaritalStatusDsc»
Parental Activity: «OtherParentActivityDsc»
©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Children in Other Care:
Child Name / Childcare Program / Start Date / End Date«OtherCareChildList» / «OtherCareProgramList» / «OtherCareStartDateList» / «OtherCareEndDateList»
Family Contacts
Contact Name / Relationship / Home Phone / Mobile Number«ContactNameList» / «ContactTypeList» / «ContactHomePhoneList» / «ContactMobileList»
Additional Contact fields
Contact Relationship: «OtherAtRiskReason»
Contact email address: «OtherAtRiskReason»
Contact Business Phone: «OtherAtRiskReason»
Contact Mobile Number: «OtherAtRiskReason»
Comment recorded when creating report:
«Comment»
Current Date: «CurrentDate»
Email To: «OtherAtRiskReason»
Child Details Merge Fields
Merge - able Child Detail fields available.
CHILD DETAILS MERGE FIELDS – Basic Template
Basic Child Details:
©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Child ID: «ChildNo»
NAR No: «NARNo»
Child CRN: «ChildCRN»
Prefers Name: «ChildPrefersName»
Title: «ChildTitle»
Surname: «ChildSurname»
Given Name 1: «ChildGivenName1»
Given Name 2: «ChildGivenName2»
Address 1: «Address1»
Address 2: «Address2»
Address 3: «Address3»
Home Phone: «HomePhone1»
Mobile Phone: «MobilePhone»
Business Phone: «BusinessPhone»
Business Mobile: «BusinessMobile»
Email Address: «EmailAddress»
Birth Date: «BirthDate»
Gender: «Gender»
©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Immunisation: Presented within a table
«ImmunisationDescriptionList» / «ImmunisationConObjectionList» / «ImmunisationAgeList» / «ImmunisationDteList»©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Ethnicity Tab details:
Country of Birth: «ChildCountryOfBirth»
Indigenous Status: «ChildIndigenousStatus»
Language Spoken: «ChildLanguageSpoken»
Safety/Special Tab Details:
Special Needs: «SpecialNeedsFlg»
Effective Date: «SpecialNeedsEffectiveDte»
Type: «SpecialNeedsTypeDsc»
Duration: «SpecialNeedsDurationDsc»
Extra Info: «SpecialNeedsExtraInfo»
Disability: «DisabilityFlg»
Effective Date: «DisabilityEffectiveDte»
Type: «DisabilityTypeDsc»
Proof: «DisabilityProof»
Intervention Support: «DisabilityInterventionSupp»
Diagnosed By: «DisabilityDiagnosedBy»
Profession Role: «DisabilityProfessionRoleDsc»
Continuing Flag: «DisabilityContinuingFlg»
Continuing Type: «DisabilityContinuingTypeDsc»
Other Tab details
Allergies:
«ChildAllergiesList»
Medical:
«ChildMedicalList»
Permissions:
«ChildPermissionList»
Register Tab details:
School Age: «RegisterSchoolAgeFlg»
Before School: «RegisterBeforeSchoolFlg»
After School: «RegisterAfterSchoolFlg»
School Start Date: «RegisterSchoolStartDte»
Type of Holiday Care: «RegisterHolsCareTypeDsc»
Holiday Care Start Date: «RegisterHolsCareStartDte»
MCH Centre: «RegisterMaternityCtrName»
Preschool Name: «RegisterSchoolName»
Safety Info: «SafetyInfo»
Child at Risk: «SafetyAtRiskFlg»
At Risk Reason: «SafetyReasonAtRisk»
Child Immunised: «SafetyChildImmunised»
Immunisation Review Date: «SafetyImmunisationReviewDte»
Custody Documentation: «SafetyCustodyDocumentation»
Custody Information: «SafetyCustodyInfo»
©Xpedite Professional Services Pty Ltd 2015 Page 28
Family Day Care Release Notes 6.6.10
Child Contacts - Child specific contacts
Presented within a table
Contact Name / Relationship / Home Number / Mobile Phone«ContactNameList» / «ContactRelationshipList» / «ContactHomePhoneList» / «ContactMobileList»
Additional Contact details:
Contact Email: «ContactEmailList»
Contact Business number: «ContactBusinessPhoneList»
Contact Business Mobile: «ContactBusinessMobileList»
Preferences Tab comments:
«Preferences»
CCMS Enrolment
Enrolment ID / Enrolment Type / Start Date / End Date«CCMSFacsiaEnrolId» / «CCMSEnrolType» / «CCMSStartDte» / «CCMSEndDte»
Report set up Comment:
«Comment»
System generated Current Date: «CurrentDate»
Email To: - From the Primary Carer NAR record
«EmailTo»
Educator Details (10414) - New
New functionality added
Holroyd City Council requested as many fields of data as possible, from the Educator information screen be made available as merge fields within Word format for the internal development of forms.
Holroyd, also requested, the option to Email the form where the Educator has provided an email address or Print for those without email addresses.
Choose an option for the report
Maintain Word Templates
Added new Word Templates and Header file to the Word Template Maintenance screen
Xpdc_prov_details.dot – Educator Details – xpdc_prov_details.hdr
The standard template is 7 pages long. It contains most fields of detail for an Educator including the printing of 4 Residents details.