If you are a new Service, recently approved, see below for instructions on how to create a new PRODA B2B device, for the first time. These instructions are to extend the expiry date of an existing PRODA key
Every 6 months your PRODA B2B device & key expires (in PRODA) and you used to have to create a new B2B device. Now you can extend the PRODA key (instructions above), then reactivate your software, to keep accessing CCS from SmartCentral.
To extend the PRODA Key expiry date
To avoid disruption to your PRODA business transactions, you’ll need to extend your PRODA Key’s expiry date - before it expires. SmartCentral will warn you of the impending expiry starting 2 weeks before the expiry date.
You will need to get the original person who registered the last PRODA B2B device or last extended the PRODA key in PRODA (or anyone else listed as having MANAGEMENT CONTROL ‘MANCON’) to log into PRODA
SC will automatically be updated, so you can continue to submit to CCS.
If you already have a B2B device (which is expiring or expired) follow the above instructions to extend your PRODA key. You no longer need to remove the old expired PRODA B2B device and create a new one.
The following instructions are for new services setting up their B2B PRODA device for the first time.
You will need to get the original person who registered in PRODA (or anyone else listed as having MANAGEMENT CONTROL ‘MANCON’) to log into PRODA, go to Organisations in the main PRODA screen to create a B2B device.
Then log into PEP (Provider Entry Point) to get your PRODA person ID & CCS Provider ID
Before you can connect to SmartCentral’s Child Care Software, you will need to obtain the following information:
Found in organisations: These 3 items will be returned once you have created a new B2B device successfully. Suggest taking a screenshot because if you accidentally close the screen you cannot get these details back.
Found in PEP:
If you got an error, when you selected submit, then you may already have a B2B device which expired, and rather than extending the PRODA key, you created a new PRODA device. If this happened, you need to click here and add the relevant data.
These key pieces of information can be obtained as follows.
Only required if when activating your software you get an error. The provider ID will enable SmartCentral Support to help you with your activation.
Your new CCS Provider Identity Number is found in your letter of approval which can be viewed in “My Inbox” in the Provider Entry Point (PEP). The following is an example of the “Submission Successful” page from your online application.
Or, you can find your PROVIDER ID by going into PEP (Provider Entry point), click on Action next to Provider, and it is at the top of the page (in the middle). If you are in PEP service - you can switch to Provider.
This is your individual identity number in the Provider Entry Point (PEP). Your CCS Person ID can be found in the banner when logged into the PEP and also in your letter of approval which can be viewed in “My Inbox” in the PEP.
If you registered a software instance, after registering your organisation in PRODA, the device activation code, device name and organisation ID would have been presented on the screen. The PRODA system refers to software instances as Business to Business Devices (B2B). Along with the B2B Device Activation Code, the device name & the organisation ID would also be presented.
Follow these steps if you wish to: * register a new software instance, noting to skip Steps 5 & 6, then continue up to Step 9 * regenerate a lost or expired code, noting to complete up to Step 5 only * extend the activation period for an existing period for an existing active and unexpired software instance.
Step 1. Go to the Services Australia PRODA website and Log in to your PRODA Account. This can be accessed from: servicesaustralia.gov.au/child-care-providers
Step 2. Once you log in, click ‘Organisations’ located on the right hand side of the banner.
Step 3. All providers (organisations) you are linked to will display in a list. Click on the organisation name that you wish to register a software instance and generate a B2B device activation code for, or generate a new activation code for a software instance already registered
Step 4. Details of the organisation will display, including Members, Service Providers and B2B Devices registered to the organisation. Scroll to the bottom of the page and click “B2B Devices”. Any child care software instance already registered will appear in this table with its device name and status.
Step 5. To regenerate a new code for an existing “Inactive”, “Locked”, “Expired” or “Disabled” software instance, or lost code, click on the name of the software instance and click “Disable B2B Device”, then “remove B2B Device code. After that you can click on “Register New B2B Device to create a new B2B device.” Go to Step 9.
Step 6. To extend the activation period for an existing Active and unexpired software instance, click on the name of the software instance and click “Disable B2B Device”, then “remove B2B Device code. After that you can click on “Register New B2B Device to create a new B2B device.”
Note: the disable button may not be present, eg for “locked” codes, and your CCS Software Provider or PRODA Helpdesk may direct you to instead click “Remove B2B Device”. After that you can click on “Register New B2B Device to create a new B2B device.”
Step 7. To register a new software instance, click on the “Register New B2B Device” button.
Step 8. Enter the name you want to use for this software instance in the ‘Device Name’ field. Note: make sure this name is unique within your organisation and is descriptive enough for you to recognise the location/s where the software instance will be used. The name must contain acceptable characters only, and no spaces. Acceptable characters are alphabetic (abc), digits (123), underscores (_), hyphens (-), and full stops (.) Once the software instance is named, click ‘Register Device’ to obtain an activation code.
Step 9. The code generated will be presented on screen (for security reasons it is not stored and expires in 7 days). Record and provide this code along with your CCS Provider ID, CCS Person ID and the Device Name to your CCS Software Provider. Note: the Device Activation Code and Device Name is ‘case sensitive’. When entering this in software, or providing this to your CCS Software Provider, please record this exactly as it displays on the screen.
The key points to getting it right are;
1. When you activate a new device, copy & paste the 3 bits of info (code, name, & Org ID) into SmartCentral to avoid any typos.
2. DO NOT use your Person ID in the PRODA screen, you need to use your person ID in the Provider Entry Point, it’s in the top right corner of the purple screen under your name. They start with a 015…. or 020….
Then enter the details here.
Then you can submit to CCS again.
[Images and information retrieved from https://docs.education.gov.au/]