ACCS-Changes-July-2021.md
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+## Summary
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+
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+CCS is implementing changes in the way ACCS enrolments are handled.
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+These changes will come into effect on 1st July 2021.
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+
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+- for children on CWA enrolments receiving ACCS top ups in relation to child well being not much changes but you will be able to back date the certificate or determination further in some exceptional circumstances
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+- for children on ACCS enrolments (ie with no CCS eligible carer) the existing ACCS enrolment will need to be replaced with a new PEA enrolment from 1st July 2021. You will need to specify whether is a "No Eligible Carer" (NOCARE) or "Child is in formal foster/kinship care" (FOSKIN) but otherwise its like creating an ACCS enrolment
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+
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+- all current ACCS enrolments will be end dated by the department on 30th june 2021 so replacement PEA enrolments will need to be created.
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+
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+## CCS Announcement
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+
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+Here's the text supplied by the department in March 2021 advising the intended changes
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+
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+System Changes – Context Document
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+Upcoming legislative changes associated with
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+Additional Child Care Subsidy (ACCS)
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+
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+
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+1. Provider Eligible Arrangement
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+
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+Overview
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+A system change is required to give effect to Legislative / Minister Rule changes in relation to the current enrolment type “ACCS Child wellbeing”. The changes are amending the name of the enrolment type from “ACCS Child Wellbeing’ to “Provider Eligible Arrangement”. This amended enrolment name will apply retrospectively to enrolment types that were previously name “ACCS Child Wellbeing’.
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+
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+Changes
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+Legislation and Ministers rules will expand the eligibility criteria for the ACCS Provider Eligible Arrangement. The changes allow a maximum period of Child Wellbeing (any combination of Certificates and Determinations) for a total maximum period of 13 weeks per child per service.
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+
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+The changes will:
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+Introduce a new ‘Provider Eligible Arrangement’ type from 01/07/2021 for any eligible enrolments with a start date on or after 01/07/2021.
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+Collect all required information as part of the enrolment creation process for Provider Eligible Arrangements. The user must be able to indicate the circumstances meet the approved sub-class of child in accordance with the Legislation and Minister’s Rules or that they have been unable to identify a CCS Eligible individual.
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+
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+Acceptable criteria for Provider Eligible Arrangement creation are:
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+1. Service not able to identify a CCS eligible carer – This allows the service to receive ACCS CWB directly for children who are considered to be ‘at risk’ and who are under the care of an individual who does not meet the eligibility criteria for CCS (e.g. the individual is not residentially qualified).
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+2. Child is in formal foster / kinship care (newly eligible child group) – this allows a Provider Eligible Arrangement to be created for children who are in formal foster or kinship care.
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+
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+The maximum period of child wellbeing that a service can access under a Provider Eligible Arrangement for a child in formal foster / kinship care (in any combination of Certificates and Determinations) is a maximum period of 13 weeks per service per child CRN. Provider Eligible Arrangement created where no eligible individual can be identified will not be time limited.
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+
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+Existing Child wellbeing enrolment treatment
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+Services who have Children enrolled under a Child Wellbeing enrolment type will be required to create new Provider Eligible Arrangement type from 01/07/2021 and will be subject to the information requirements relating to a Provider Eligible Arrangement.
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+
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+All active Child Wellbeing enrolment types will be end dated from Wednesday 30/06/2021. The CWB legacy enrolment type will be renamed Provider Eligible Arrangement on 01/07/2021.
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+
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+
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+Use Case Scenario
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+Billy is a four year old child under a state court order. He has been placed with a new foster family who approaches Yellow Early Learning Centre to enrol Billy in child care as it will enable him to socialise with other children in a positive learning environment. Attendance at child care will also enable Billy’s foster parents to maintain their existing employment.
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+As Billy is a foster child subject to a protection order, Yellow Early Learning Centre enrols Billy under a Provider Eligible Arrangement type for ACCS (child wellbeing). This enrolment type is limited to 13 weeks and in that time the provider is expected to work with the family to ensure that the new foster parent makes an application to Centrelink in order to confirm their CCS eligibility.
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+During the 13 weeks the provider issued a six week ACCS (child wellbeing) certificate followed by a determination application for another 7 weeks. When the foster family’s CCS eligibility was confirmed, the provider submitted a new Complying Written Arrangement (CWA) with the eligible individual (foster parent/s). The remaining 7 weeks of the determination continued to be in effect under the new CWA with the foster parent/s.
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+
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+2. ACCS (child wellbeing) extending the backdating of certificates and determinations to up to 13 weeks in circumstances beyond the provider’s control
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+
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+Overview
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+A system change is required to give effect to legislative changes which allow ACCS (child wellbeing) certificates and determinations to have a backdated start date to up to 13 weeks, prior to the date of submission in exceptional circumstances (i.e. Circumstances beyond the provider’s control).
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+
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+Change Context
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+A range of changes are required to give effect to legislative amendments which, at a high level, will allow a service to indicate that they experienced exceptional circumstances (beyond their control) which prevented them from accessing CWB at an earlier point in time. This will then allow the service to select a start date (Monday) of a Certificate or Determination up to 13 weeks prior to the date of submission. The Department of Education, Skills and Employment (DESE) will be the authorized decision maker for these determinations / certificates.
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+
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+The system will determine based on the circumstances of the service (ACCS Cap %) and the child (Certificates totalling 6 weeks in the last 12 months) to determine the combination of backdated certificates / determinations required.
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+
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+The changes will allow services to backdate determinations / certificates up to 13 weeks (where they have indicated exceptional circumstances) across multiple financial years. In the event that reconciliation already completed on an impacted individual re-reconciliation of the relevant financial year will be required. Noting that in this circumstance any arrears for the previous financial year will be directed to the customer.
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+
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+Evidence requirements
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+Services will be required to substantiate that they have experienced exceptional circumstance by uploading evidence of the exceptional circumstance and how this impacted their ability to access Child Wellbeing as part of the certificate or determination application. A manual assessment of the evidence is required for all certificates and determinations where they have indicated exceptional circumstances exist. Existing evidence requirements for determinations / certificates will continue to apply regarding evidence of at risk (i.e. Mandatory evidence for initial determination application etc.)
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+
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+Extended Backdating - Enrolment type
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+The extended backdating will apply to certificates/ determinations lodged against both Complying Written Arrangements (CWA) and Provider Eligible Arrangement (PEA) enrolment types.
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+
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+Date of Notice (referral to an appropriate support Agency)
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+The circumstances around when a service must refer a family / child to an appropriate support agency remain unchanged. Date of notification is mandatory if submitting a backdated certificate/ determination beyond 28 days. I.e. date of notice cannot be in the future & date of Notice cannot be older than 6 weeks prior to the commencement date of the backdated certificate / determination. Note: the date of notice must be on or prior to the date of submission of the application for both certificate /determination. Current rules regarding date of notice for determinations/ certificates that are backdated up to 28 days will continue to apply.
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+
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+Commencement date
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+The commencement date of the measure is 1 July 2021. This means earliest possible backdated start date is 5 April 2021.
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+
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+Use Case Scenario
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+On 3 Jan 2022, a provider issues a certificate for 6 week to an ‘at risk’ child. The child continues to be ‘at risk’ so an initial determination is submitted and approved for 13 weeks until 15 May 2022.
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+The child continues to be ‘at risk’. As the evidence is outdated, the provider seeks updated evidence from the third party to support a subsequent determination. Despite the provider’s effort, evidence is not received by the provider until 3 July 2022.
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+On 4 July 2022, the provider submits a subsequent determination application and requests backdate 7 weeks prior, i.e. 16 May 2022 indicating as part of the application they have experienced exceptional circumstances and have uploaded supporting evidence
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+
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+
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+3. ACCS up to 52 Weeks Determinations
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+
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+Overview
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+A System change is required to give effect to legislative changes which allow providers to apply for ACCS (child wellbeing) determinations, in certain circumstances for a period up to 52 weeks. The changes are limited to children who meet the at risk eligibility criteria, the extended determination criteria and who are enrolled at the child care service under a Complying Written Arrangement (CWA) enrolment.
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+
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+Change Context
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+A range of changes are required to give effect to legislative amendments (subject to the passage of legislation), which at a high level will allow the period of time a provider can apply for an ACCS determination to be extended from 13 weeks to up to 52 weeks for children under long-term child protection orders such as children in formal foster care as per legislation.
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+
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+The change will allow a provider to assess and record, on an ACCS determination application, whether or not the child fits the criteria for a determination of up to 52 weeks (longer term protection order or in formal foster care).
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+
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+
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+
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+
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+The system then will allow the provider to:
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+If the provider indicated that the child is either on a longer term protection order or in formal foster care – Allow provider to apply for up to 52 weeks of ACCS (child wellbeing) in line with the timeframe of the order, or
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+If the provider indicated (no) that the child is not on a longer term protection order or in formal foster care – Allow provider to apply for up to 13 weeks of ACCS (child wellbeing)
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+The change must allow providers to apply to cancel/change an existing ACCS determination that has been made for over 13 weeks. This is consistent with current system behaviour. Note this also requires services to be able to view and upload additional evidence to a provisional determination application.
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+A validation must be added to ensure that ACCS (child wellbeing) determinations are not submitted with a ‘date of commencement’ greater than 13 weeks from the ‘date of submission’.
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+Under this measure instead of making an application four times a year for a child on a long term protection order, only one application would be required for this sub-cohort.
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+
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+Evidence requirements
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+Mandatory evidence is required for ACCS Determinations that are over 13 weeks in length. As part of the application process – where a service indicates that the child meets the extended determination criteria and subsequently seeks to lodge an application for a period that exceeds 13 weeks the service will be required to lodge required evidence (for example a letter from the state child protection agency indicating the court order details and / or the court order).
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+
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+Use Case Scenario
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+Billy is in the care of his foster parents on a long term protection order for a period of two years.
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+Billy is enrolled with Yellow Early Learning Centre under a Complying Written Arrangement.
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+Under this change, as Billy’s protection order places him in the care of his foster family, the provider applies for an ACCS (child wellbeing) determination for 52 weeks.
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+Centrelink approves the application, using the order as evidence and the provider does not need to apply for another determination for 52 weeks unless Billy’s care situation changes.
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+
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+
Absences-Policy-Changes.md
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+A policy change came into effect on 13th July 2020 that allows absences to be claimed for at the start or end of an enrolment in some circumstances.
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+
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+An amendment included in the Family Assistance Legislation Amendment (Building on the Child Care Package) Act 2019, which was passed by Parliament in December 2019, allows particular circumstances in which an absence may be eligible before a child’s first, or after their last, physical attendance under an enrolment, to be prescribed in the Child Care Subsidy Minister’s Rules 2017 (Minister’s Rules).
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+
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+The practical effect of this is that in order to claim ccs for absences before first day of physical attendance or after last day of physical attendance it must be one of the acceptable reasons and you must provide the reason code. You must also tick 'documentation held' even in the case where no documentation is required ie the child is ill and has not used their 42 days of allowed absences.
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+
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+Text of the summary provided by the department and the supporting document below.
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+
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+---
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+
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+### The new absence reasons
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+
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+An amendment adding the following absence reasons will be made to the Minister’s Rules in March 2020 so that absences will be paid before first/after last physical attendance for up to 7 days. (See clarification 1 below for more information). These are referred to as ‘prescribed’ absence reasons.
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+
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+There are four new ‘prescribed’ absence reasons:
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+
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+1. Service has changed ownership
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+2. Usual service closed and child attending different service under the same provider
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+3. Enrolment ceased incorrectly
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+4. Family tragedy
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+
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+There is also a change in the treatment of when a child is ill is payable as prescribed in these circumstances:
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+
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+* Child is ill
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+ * With or without medical evidence if under 42 days
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+ * With medical evidence if over 42 days
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+
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+These new prescribed absence reasons will pay for **up to 7 days from the day of physical attendance** at the beginning or end of an enrolment where the absence requirements are met, as long as the child has not used their allowance of 42 days per financial year.
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+
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+The notice provided by the department is [here](/uploads/AbsencesPolicyChanges.pdf)
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+
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+---
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Access-SC1.md
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+For staff needing to access their old instance of SmartCentral 1.0 use [this link](https://www.smartcentral.net/alternative.html) .
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+
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+
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+
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+
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+Forgot your SC1 password ? Click [here](https://www.smartcentral.net/auth/forgot_password) to reset your passsword then return to this page to log in.
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Access-SmartCentral-from-your-SmartPhone-or-Tablet.md
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+Access SmartCentral from your smartphone or tablet
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+
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+For ease of access, we recommend you bookmark our login page and create a link to the application from an icon on your device’s home screen.
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+
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+#### iOS Home Screen Installation Instructions:
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+
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+* Using Safari, navigate to [[https://www.smartcentral.net/v2/session/login]]
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+* Tap on the “Send to” (bottom centre) button of the browser screen.
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+* Tap on the “Add to Home Screen” button.
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+* Change the text to just “SmartCentral”.
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+* Tap on the “Add” button at the upper right.
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+* Now run SmartCentral from the icon on your home screen.
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+
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+#### Android Home Screen Installation Instructions:
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+
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+* Using Chrome, navigate to [[https://www.smartcentral.net/v2/session/login]]
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+* Bookmark the site.
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+* Change the text to just “SmartCentral”
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+* Long hold on home screen.
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+* Tap shortcut.
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+* Pick the bookmark for this site.
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+* Now run SmartCentral from the icon on your home screen.
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Add an Enrolment.md
Add-an-Enrolment.md
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+## If this child has been enroled here before by this parent but left and now they are back, you will need to restart the exited enrolment.
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+
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+1.Query the enrolment to find the ceased date.
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+
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+2.Edit the enrolment
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+
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+3.Choose a new start date that’s on or after the ceased date, can even be today’s date (as long as it covers any new attendances) Eg. If the ceased date is a Monday & you have an attendance session on that day, make the start date the Monday. In some cases they may cease it on a Wednesday when the child will have attendances on the Monday & Tuesday, in these circumstances always choose the Monday as the start date, even if it’s a day or two before the ceased date.
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+
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+4.Choose overwrite notice type 200A
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+Late submission reason may be needed if the restart date is back dated greater than 2-3 weeks
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+
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+5.Select Save - to resubmit the new restart date on the enrolment.
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+This will wake the enrolment back up (restart - status will be PENDIN) and you can then add bookings and submit attendances as normal.
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+
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+If you add new bookings or change the existing booking, go back to the enrolment and select edit/save to update the MYGOV enrolment notice. Parents will be asked to reconfirm the enrolment notice with the updated bookings.
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+
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+You can also resend the CWA - on the enrolment (Update & Email CWA)
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+
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+The parent will then need to confirm the enrolment on MyGov again and acknowledge the CWA digitally.
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+
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+
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+
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+## The child is new but the parent has had other children here (adding a new child)
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+
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+1. Search in the child list or global search to make sure the child is not already present
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+1. Access the parent's profile either by searching in the parent list or using the global search
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+2. Click on the 'Add New Child' button to create the child's intial profile
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+3. Enter the child's basic details
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+ * Frist Name
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+ * LastName
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+ * Date of Birth
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+ * CRN (if supplied)
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+ * Gender
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+1. Hit save , this will create the child's minimum profile. YOu can add addtional details to the child's profile immeadiately or finish creating the new enrolment first
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+2. Click on 'Add Enrolment
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+3. Pick up the correct Parent , enter the start date and hit save
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+
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+You have now created the child's enrolment
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+
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+## Child has been here before but was enroled by a different parent (adding a new parent)
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+
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+1. Search for the child id
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+2. On the left hand side of your screen Click on the child id
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+3. Click on 'Add New Parent' and enter the new parent information
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+4. From the new parent screen click on 'Add New Enrolment'
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+
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+## Both the child and parent are new to us (adding a new family)
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+1. Create the Parent. Click People -> Parents -> New Parent.
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+
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+![](/uploads/1.png)
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+
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+2.Fill in the details and click "Save".
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+
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+![](/uploads/2.png)
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+
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+3.Add New Child
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+
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+![](/uploads/3.png)
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+
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+4.Enter child details and "Save".
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+
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+![](/uploads/4.png)
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+
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+5.Add new enrolment
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+
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+![](/uploads/5.png)
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+
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+6.
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+Now that both Parent and Child are in the system, link the accounts and Save.
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+
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+![](/uploads/7.png)
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+
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+
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+8.Add New Booking.
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+
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+![](/uploads/10.png)
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+
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+9.Fill in Booking Details.
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+
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+![](/uploads/11.png)
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+
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+Enrolment with booking is now created!
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+
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+![](/uploads/12.png)
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+
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+## What next?
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+
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+After creating a new enrolment the next step would normally be to add a booking to the enrolment.
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+
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+
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+
Adding-a-FDC-Educator.md
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+###Setting up of FDC Educators
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+
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+1. The educator registers in PRODA.
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+2. Connect the educator's PRODA record to your organisation via the Service > CSS > Personnel > Add New
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+3. On the Service > Educators screen edit the new record to add the educator's address , email and optionally an Educator Id if you have an ID in another system (eg your financial system).
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+3. Create a new Room for the Educator from Services > Rooms . Its common practice to name the room after the educator. Link the Room to the educator in the room setup.
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+4. If necessary set up additional fee codes to cover the educator's sessions
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+
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+At this point the educator's setup is ready and they can be assigned to enrolments and bookings
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+
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+4. Add Educator to Enrolment
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+5. Add Room to Bookings
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+
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+As long as a new FDC educator is setup correctly, **before their first attendance is submitted**, it won’t be a problem.
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+
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+You can't submit attendances against an educator unless all the steps above are complete.
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+
Adding-a-staff-member.md
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+You can Add or Invite a new staff member to SmartCentral.
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+
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+If you just want to manually add a staff member so they can login and don't need an email sent to them, follow the 'Add' steps below. If you want to Invite a staff member so they get an email with a pin follow the 'Invite' instructions. We recommend you invite staff, it's a faster process.
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+
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+## ADD a new staff member
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+
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+To add new **Staff** to SmartCentral (so they can login) please do the following steps:
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+
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+
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+### Create a Staff login
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+
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+This creates a unique SP ID which is needed later. you can skip this step **only** if they already have a SmartCentral account registered with their email address.
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+
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+1. Go to **Accounts > Log Out**
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+2. Go to **Register a new account** https://www.smartcentral.net/v2/home
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+3. go to **Log In > Sign Up a New Account**
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+4. Register the staff or educator with a unique email address, ticking the terms and conditions and click on 'I'm not a robot'. Log out & repeat for each new educator.
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+5. Log out
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+
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+
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+### Attach the new staff account to your organsiation
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+
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+This allocates them to your organisation. You only need to do this once per organisation.
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+
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+5. Log back in as yourself.
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+6. Go to **People > Staff** then add the new staff member by adding their email address and select **sign in** or **staff** or **admin** and click **Save**
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+
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+## Invite a new staff member
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+
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+Go to People > Staff & press Invite
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+
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+Enter the staff members email address, Enter their First and Last name and choose their role and select which services they should have access to (if you have multiple centres), then Save.
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+
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+Depending on the role you assigned, they will get different emails. Admin & Staff roles will receive a link to sign in with their password & pin. Sign in roles will just receive an email advising them of their pin number.
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+
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+### Email sent to Admin & staff will look like this.
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+
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+![Admin Staff email](/uploads/StaffInvite.png "Admin")
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+
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+### Email sent to Sign In will look like this.
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+
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+![Admin SignIn email](/uploads/PinSignIn.png "SignIn")
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+
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+### Roles;
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+
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+- Staff: have access to the Rolls, children screens and emergency reports
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+- Admin: have access to all screens
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+- Sign In: has access to the digital attendance sheet only
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+- Pin Only: Can only use their PIN on relevant screens, no access to login
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Additional-Child-Care-Subsidy.md
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+## Additional Child Care Subsidy
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+
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+### Additional Child Care Subsidy - Child Wellbeing
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+**Additional Child Care Subsidy - Child Wellbeing** can be accessed for a child at serious risk of neglect. This is the equivalent of the old 'CRK' that could be claimed on an attendance.
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+
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+Note the following:
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+
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+* You must submit an ACCS certificate to start accessing ACCS for a child
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+* The initial certifcate runs for a maximum of 6 weeks
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+* To continue to access ACCS beyond 6 weeks for a child or if this child will take you above the 50% cap you must complete a full determination
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+
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+
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+### Accessing ACCS - Child Wellbeing
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+
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+1. Create a **CWA enrolment** (*not* an ACCS enrolment) in SmartCentral for the child in question with their CRN and submit it
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+2. Go to the ACCS TAB on the enrolment and create the ACCS certificate for 6 weeks linking up the CWA enrolment
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+3. Start submitting attendances as normal
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+
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+Notes for the ACCS cert and determinations;
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+
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+- Once the Enrolment is PENDEL/PENDIN/Active, go to the enrolment's ACCS TAB and create the 6 week ACCS certificate
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+- Make sure the paperwork to support CRK, has been already loaded onto the child's documents TAB. If the information required for an ACC002 and ACC003 documents is in the one file, then load it up twice so you can select it twice. ACCS003 will state that a child needs care and ACCS002 will say why they should receive care.
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+- start date must be a monday, on or prior to the first session attended
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+- end date must be a Sunday 6 weeks (or less) later
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+- initial certificate can be for up to 6 weeks
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+- once approved it will appear on the drop down cert box for a new determination and the ACCS % will be on the enrolment
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+- when required, you can add a new determination to submit for approval under the ACCS TAB and link it to the 6 week ACCS cert
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+
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+![CCS ACCS TAB](/uploads/ACCSTABunderCCS.png "CCS ACCS TAB")
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+
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+![ENROLMENT ACCS TAB](/uploads/ACCSTABunderTheEnrolment.png "Enrolment ACCS TAB")
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+
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+
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+If you have YES as the answer for provider notified and notice made, then you will get a CCS error. Make one of them NO.
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+
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+![ONLY ONE YES](/uploads/YesNoticeReceivedOrGiven.png "YES NOTICE RECEIVED or GIVEN")
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+
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+Documents loaded that are of file type WORD, get an error. Print the word document to a PDF, reload to the Child Documents TAB and reselect.
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+
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+![No Word Docts](/uploads/DoctTypeCantBeWord.png "Word Documents Error")
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+
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+
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+![ENROLMENT ACCS FIELD](/uploads/ACCSEnrolment.png "Enrolment ACCS FIELD")
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+
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+**Enrolments with a TYPE ACCS** must only be used when you determined there is no one eligible to claim for the child and you the service provider will be the 'parent' for the purpose of this enrolment. For more information on ACCS Enrolments see below.
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+
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+### Other types of ACCS
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+
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+Other types of ACCS are :
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+
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+* Grandparent
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+* Temporary Fincancial Hardship
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+* Transition to Work
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+
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+These types are applied for by the carer directly to centrelink and show up in the subsidy calculations.
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+
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+### ACCS Enrolments
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+
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+ACCS Enrolments are the equivalent of the old **Service SCCB** and are only to be used when no parent can be identified who is eligible.
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+
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+A provider may identify a child at risk of neglect or abuse who meets relevant criteria but may be unable to identify a parent or carer - an individual or claimant - who is eligible for Additional Child Care Subsidy (child wellbeing). In these cases, as a last resort, the provider may enrol the child under an 'Additional Child Care Subsidy (child wellbeing) - provider eligible arrangement'. This arrangement will end once the child is no longer at risk.
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+
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+In this situation, the provider effectively becomes the individual in relation to that child, although a different arrangement will apply to the enrolment.
64
+
65
+Where a provider is making themselves eligible (where there is no individual), the system process is as follows:
66
+
67
+- Create an ‘ACCS (Child Wellbeing) – Provider Eligible’ enrolment (the CRN field will be left blank) – not always
68
+- Complete the ‘Request for a child’s Customer Reference Number (CRN)’ form and email this to the Child Wellbeing team at child.wellbeing@education.gov.au. The form can be provided by the helpdesk or the service can request for the form by emailing child.wellbeing@education.gov.au. The form is not public at this stage, however it has been provided to services who were using the equivalent option under S-SCCB
69
+- The Child Wellbeing team will request for a CRN from DHS. This will, on average take about two working days
70
+- The Child Wellbeing team will update the child’s enrolment with the new CRN and services will receive an email to let them know this has been completed
71
+- For the approved provider to be eligible for ACCS (child wellbeing), for sessions of care provided to a child in this circumstance, an ACCS (child wellbeing) certificate OR an ACCS (child wellbeing) determination must be in effect for the child and child care service for the week in which care is provided. This applies to ACCS type enrolments (as well as CWA enrolments).
72
+
73
+### Resources
74
+* [Child Care Handbook - ACCS ](https://www.education.gov.au/child-care-provider-handbook/additional-child-care-subsidy-child-wellbeing#_Ref508710126)
75
+* [ACCS Guide](https://docs.education.gov.au/system/files/doc/other/2019-11-28_-_accs_guide_0.pdf)
76
+* [How to Manage ACCS Certificates in PEP](https://docs.education.gov.au/node/50966)
77
+* [How to Create a Determination in PEP](https://docs.education.gov.au/documents/how-submit-determination-pep-accs-child-wellbeing)
78
+* [Provider Entry Point (PEP)](https://businessonline.humanservices.gov.au/childcare/)
79
+* [Guide to ACCS - Child Wellbeing](https://www.education.gov.au/accs-child-wellbeing-guide)
80
+* [What is the Additional Child Care Subsidy (child wellbeing)? Fact Sheet](https://docs.education.gov.au/node/50756)
81
+* [What is the Additional Child Care Subsidy (transition to work)? Fact Sheet](https://docs.education.gov.au/node/50761)
82
+* [What is the Additional Child Care Subsidy (temporary financial hardship)? Fact Sheet](https://docs.education.gov.au/node/50766)
83
+* [What is the Additional Child Care Subsidy (grandparent)? Fact Sheet](https://docs.education.gov.au/node/50771)
84
+
85
+### 204K Notice
86
+
87
+If 204K notice details were not provided as part of the certificate, then Provider must update 204K notice within 6 weeks from the certificate start date.
88
+
89
+204K notice to State/Territory body can be notified either at the time of certificate submission or 6 weeks from the date of effect of the certificate.
90
+204K notice is taken to have been provided if Provider was advised of the risk by an appropriate State/Territory body. Evidence of this advice must be attached.
91
+If a 204K notice is not provided within 6 weeks from a certificate start date, a breach will be recorded against the Provider.
92
+
93
+
94
+### Certificate Rules
95
+
96
+* Child must be uniquely identified, using either CRN or Enrolment ID. Note, enrolment ID will not be returned in any of the query services as it is merely another way to identify child’s CRN.
97
+* Child at risk must start on a Monday.
98
+* Child at risk can be backdated for 28 days, 4 weeks.
99
+* Evidence must be kept for all children at risk and should be provided upon request by DHS.
100
+* Cancelling/revoking or varying a certificate/determination may trigger reassessments for session reports, which may adjust entitlement causing a debt to be raised to the Provider.
101
+* A certificate can only be for a single child at a single service. This means:
102
+ * If a child attends multiple services from the same Provider, a separate certificate must be submitted for each service.
103
+ * If multiple enrolments exist for the same child in a service, a certificate would cover all enrolments for that service as long as the Enrolment is linked to the CRN.
104
+* Certificate can be for a maximum length of 6 weeks.
105
+* Certificate start date cannot be in the future.
106
+* Certificate periods for the same child/service cannot overlap.
107
+* Certificate periods for the same child for different services can overlap.
108
+* Details of the 204K notice can be provided when a Certificate is first submitted.
109
+* 204K notice is not required if the same Provider has already given a 204K notice within 6 weeks of the certificate submission date for the same child under a different service.
110
+* 6 weeks does not need to be used up in one certificate.
111
+* Maximum of 6 weeks of certificate for a particular child/service can be submitted within a 12 month period.
112
+* Request to cancel a certificate can be lodged any time after the certificate has been made.
113
+* If cancellation is requested within 4 weeks from the start date of the certificate, it will auto apply. Otherwise, a work item will be generated for staff to action.
114
+* Provider/service cannot amend a certificate once it is submitted, hence no update certificate service available.
115
+* Instead, Provider can cancel the certificate needing amendment and create a new certificate, which will be known as a replacement certificate.
116
+* A replacement certificate is identified if a new certificate has an overlapping at risk period comparing to a cancelled certificate, for the same child/service.
117
+* A replacement certificate cannot have a start date earlier than the original certificate start date. Instead, Provider can submit a separate certificate to cover for the earlier period.
118
+* A replacement certificate will not be accepted, if the original certificate was cancelled by DHS staff. Instead, Provider needs to request a 109A review of the decision.
119
+* If the child is no longer at risk, and It is within 4 weeks from the start date of the certificate, then Provider must use the cancel service and submit a replacement certificate, otherwise "the no longer at risk service" must be used and a work item will be generated for staff to action if it is more than 4 weeks have elapsed from the start date.
120
+* Australian Government/DHS staff will be able to vary Certificates, with certain restrictions.
121
+Australian Government/DHS staff will be able to cancel Certificates.
122
+* Where a staff has varied or cancelled a certificate, a notification will be sent to Provider, via the messaging interface
123
+* Evidence of child being at risk is optional as part of certificate. Provider may be requested to show evidence at any time.
124
+
125
+### Determination Rules
126
+
127
+* Child must be uniquely identified, using either CRN or Enrolment ID. Note, enrolment ID will not be returned in any of the query services as it is merely another way to identify child’s CRN.
128
+* Child at risk must start on a Monday.
129
+* Child at risk can be backdated for 28 days, 4 weeks.
130
+* Evidence must be kept for all children at risk and should be provided upon request by DHS.
131
+* Cancelling/revoking or varying a certificate/determination may trigger reassessments for session reports, which may adjust entitlement causing a debt to be raised to the Provider.
132
+* Determination is in effect for the child. This means a determination will be in effect for all enrolments regardless of:
133
+ * Provider,
134
+ * Service,
135
+ * Liable party, and
136
+ * Enrolment type.
137
+* Determination must start on a Monday.
138
+* Determination made by other providers in relation to children attending any of your services can be returned in the query determination service, depending on the request parameters. However, only limited response will be returned.
139
+* Application for a determination cannot be submitted unless 204K notice is provided. Where a Provider has a certificate in effect for a child at any of their services, and the Provider has already notified a S/T body under 204K in relation to that certificate and the date of 204K notice is within 6 weeks from the application submission date, then they will be taken to have met the notification obligation
140
+* Application can be for a maximum length of 13 weeks.
141
+* Application and Certificate periods for the same child/service cannot overlap.
142
+* Application and Certificate periods for the same child but different services can overlap.
143
+* Provider cannot vary or revoke an application once submitted.
144
+* If the child is no longer at risk, the no longer at risk service should be used and a work item will be generated for staff to action.
145
+* Australian Government/DHS staff can vary a determination, with certain restrictions.
146
+* Australian Government/DHS staff can revoke a determination.
147
+* Evidence of child being at risk is mandatory for application.
148
+* Cant have Yes for both has notice been provided and has notice been given question. No/NO, or Yes/No, or No/Yes.
149
+
150
+
151
+
152
+#### Subsequent Determination
153
+
154
+If the child continue to be at risk after the 13 week determination, a subsequent determination can be submitted.
155
+
156
+Subsequent determination must be requested before the expiring of the active determination.
157
+Determination (original or subsequent) periods for the same child cannot overlap.
158
+Evidence is optional for subsequent determination. For the purpose of assessing determinations, evidence is only valid for a maximum of 6 months, so although evidence is not enforced by the interface, it would be a good idea to obtain and provide up-to-date evidences where possible.
159
+
Analytics.md
... ...
@@ -0,0 +1,54 @@
1
+##Please Note:
2
+
3
+Analytic reports are changed or created as needed, from a data pool that has only 4 to 6 months worth of SC data. The software used to generate these reports will error if the data returned is too large, hence the need to restrict how many months worth of data is available.
4
+
5
+The pool of data is downloaded nightly from SC and therefore changes made within SC, wont be pickked up in the Analytic Reports until tomorrow.
6
+
7
+This help may be behind in the latest list of reports available to you. If you can't find what you are looking for in here please check the analytics themselves.
8
+
9
+**SmartCentral -> Extracts -> Analytics**
10
+
11
+##List of Analytic Reports
12
+
13
+Unfortunately at the moment, the analytics create their own order when loaded. We are investigating if the list of reports can be put in some order and will remove this help section if we are able. Until then you can try to find what you are looking for using your browser's Find. And, if you cant find it please ask us in support's chat.
14
+
15
+##Exporting Analytic Reports
16
+
17
+To export any report, to the allowable extensions, click on the top left upwards arrow (in between sort & insights).
18
+
19
+<img src="/uploads/ExportAnalytics.png"/>
20
+
21
+##Reports using all SC data
22
+
23
+Other reports can be found **SmartCentral -> Extracts -> Reports**
24
+
25
+These reports that need access to all SC data, they will sit under SmartCentral -> Extracts -> Reports. These reports require code changes to be updated or a new one created, therefore depended on the urgency and need may stay in the development pipeline longer than an analytical report request.
26
+
27
+##Analytic Reports
28
+
29
+The following Reports in SC Analytics can be found under Extracts -> Analytics
30
+
31
+###Covid Tracing Current Week - Bookings Only
32
+
33
+Covid Tracing Current Week Report, returns Parent & Child details for bookings in the current week.
34
+
35
+A child / parent row is only added once, regardless if the child is booked to attend one day or more.
36
+
37
+Absences booked are not recorded. These will need need to be checked and if not attending any sessions this week will need to be removed from the list.
38
+
39
+Any casuals who have only been added to the current week's rolls (ie using "add session, with no casual booking when the report is run) are not returned within the report. These need to be added manually to the report.
40
+
41
+IF you have more than one service, in your SC organisation, the report will default to returning a list for all services, or you can select the service(s) you want.
42
+
43
+###Age Next Birthday By Room
44
+
45
+Returns name of child, Date of Birth (DOB), the child's age next birthday and their next birth date. The report is sorted by room & month
46
+
47
+You can select one or more rooms, to be returned in the report
48
+
49
+You can select one or more months, to be returned in the report
50
+
51
+###ECEC Supplementary Dashboard
52
+
53
+You can find the help for the SmartCentral's ECEC Supplementary Dashboard, [here](https://wiki.smartcentral.net/COVID-19-Exceptional-Circumstances-Supplementary-Payment)
54
+
Applications PULL IN.md
Applications-PULL-IN.md
... ...
@@ -0,0 +1,11 @@
1
+##The PULL IN button on approved and incomplete applications
2
+
3
+**PULL IN** puts the application into the Submitted list, so you can re-approve or request more information from the parent.
4
+
5
+Some examples follow for using the **PULL IN** button, there are probably more
6
+
7
+Eg1. If you have approved an application for an existing family, but forgot to tick the enrolment so the booking didn't get added to the enrolment within SC (go to approved list - **pull in** the application from approved to submitted - re approve.)
8
+
9
+If you want to **pull in** an application from Incomplete. Maybe the carer is struggling to complete the application themselves, you can approve what is completed and manually add the rest - be careful though not to duplicate an existing family - you may need to use EDIT on the application to add names, CRNs, DOB so the system can realise this is the same family.
10
+
11
+Parents separate - father's application over wrote mother's authorisations on their child's TABs. Ask support to split the child. Pull in both former approved applications for both parents into submitted. Approve mother with existing child. Approve father with new child (the system finds the split child). 2 enrolments, duplicated child, with different child TAB data, where relevant
Applications.md
... ...
@@ -0,0 +1,25 @@
1
+The *Applications** menu gives you access to any enrolment application submitted online through the Parent Portal. The number displayed next to the top level menu is the count of of applications that are sitting waiting to be processed. Applications go through a life cycle and each tab provides access to a list of applications at that particular stage. The stages are :
2
+
3
+* Incomplete
4
+
5
+ A parent has commenced filling in an application but has not completed and submitted the application.
6
+
7
+* Submitted
8
+
9
+ The application has been submitted by the parent and is waiting action by a staff member.
10
+
11
+* Waitlisted
12
+
13
+ A Staff member has reviewed the application and determined that it cant be accepted at this time (generally because of insufficient capacity). The application has been 'parked' onto the waitlist and may be approved at a later date.
14
+
15
+* Information Requested
16
+
17
+ A Staff member has determined that the information supplied is insufficient in some respect. For example the parent may have attached the wrong document. The application has been referred back to the parent to update and resubmit.
18
+
19
+* Approved
20
+
21
+ The application has been accepted and processed. Parent, child and enrolment details have bee created and/or updated accordingly.
22
+
23
+* Rejected
24
+
25
+ A Staff member the service is unable to accept the application. Once rejected an application cannot be actioned further
... ...
\ No newline at end of file
Attendances.md
... ...
@@ -0,0 +1 @@
1
+An attendance is a collection of sessions for the week for a particular child.
... ...
\ No newline at end of file
Auto-mark-a-session-\"hrs-Absence\"-on-the-roll.md
... ...
@@ -0,0 +1,23 @@
1
+## How to book absences - Video
2
+
3
+The link for the "how to book an absence" is [here](https://www.youtube.com/watch?v=D8WSRnFfTjU&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=6)
4
+
5
+## Booked Absences - Instructions
6
+
7
+You can set an enrolment's booking, to automark the roll with "Hrs absence", if you know in advance a family will be absent.
8
+
9
+You can also add an additional reason if a family may be in danger of running out of their 42 allowed absences.
10
+
11
+Go to the family's enrolments and click on the Bookings TAB.
12
+
13
+Set the day, or the date range to cover the period the family has told you they will be absent. All bookings will be marked absent on the roll within the date range.
14
+
15
+Eg1 Absence starts and ends same day
16
+
17
+Eg2 Date range is over a 6 week period. If the booking is for Tue, Wed, Thurs and the date range covers 6 weeks, then every Tue, wed, thurs within those 6 weeks will be marked absent.
18
+
19
+Add an additional reason if required & tick the supporting documentation box if you have the documentation to back the additional reason selected.
20
+
21
+![Bookings TAB](/uploads/BookingTAB.png)
22
+
23
+![Adding An Absent Booking](/uploads/AddAbsBookings.png)
... ...
\ No newline at end of file
Billing-and-Payments.md
... ...
@@ -0,0 +1,25 @@
1
+| [[Home]] > [[Training]] > [[Billing and Payments]] |
2
+
3
+
4
+#### Direct Debit Registration
5
+
6
+
7
+#### Billing Rules
8
+
9
+
10
+#### Creating a billing run
11
+
12
+
13
+#### Reconciling with your bank account
14
+
15
+
16
+#### Generating Statements
17
+
18
+
19
+#### Reviewing Debtors
20
+
21
+
22
+
23
+
24
+
25
+| [Previous](Special Circumstances) | [Next](Everything Web) |
... ...
\ No newline at end of file
Billing-in-Advance.md
... ...
@@ -0,0 +1,14 @@
1
+SmartCentral provides an option for you to bill parents in advance of care being provided. We call this option **Fee Projection**.
2
+
3
+Fee Projection calculates an **estimate** of the cost of care for 1 or more weeks in advance. If you intend to use this option you need to be aware of the characteristics of this. Most of the complications related to CCB & CCR . These wont apply if the centre is non-approved or the enrolments are informal.
4
+
5
+- The estimate is calculated based on **bookings**. Casual days must be recorded in the booking system to be picked up in fee projection.
6
+
7
+- The estimate uses the parent's CCB/CCR entitlement history. If there was an attendance in the preceding week then the entitlement is drawn from that. Otherwise it is drawn from the enrolment information (which is less reliable).
8
+
9
+- It is only an **estimate**, the actual rebates received can be (and often are) different. The parent's circumstances and therefore their entitlement can change from week to week.
10
+
11
+- Even though a week of care may have been **Submitted** it does not become the actual result until the attendances have reached **Processed**.
12
+
13
+
14
+You can use the **Fee Projection** option when you generate statements and also when you run payments by selecting the number of weeks you wish to project. If left on zero ( 0 ) no fee projection will be used.
... ...
\ No newline at end of file
Booking-API.md
... ...
@@ -0,0 +1,125 @@
1
+# End Point
2
+
3
+POST /api/booking_app/booking
4
+
5
+# Create booking
6
+
7
+ {
8
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
9
+
10
+ "Date": "2018-10-09",
11
+
12
+ "StartTime": "08:00:00",
13
+
14
+ "EndTime": "17:00:00",
15
+
16
+ "Fee": 100.00,
17
+
18
+ "SmartFeesEnrolmentId": "sfdev_3791",
19
+
20
+ "SmartFeesRoomId": "sfdev_114",
21
+
22
+ "TransactionType": "Booking",
23
+
24
+ "Action": "Create"
25
+ }
26
+
27
+_SessionCodeId is no longer required given the flexible nature of the bookings. We do need Date, Times, Fee instead_
28
+
29
+# Create Absence
30
+
31
+
32
+ {
33
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
34
+
35
+ "Date": "2018-10-09",
36
+
37
+ "Fee": 50.00,
38
+
39
+ "TransactionType": "Absence",
40
+
41
+ "Action": "Create"
42
+ }
43
+
44
+
45
+_Absence is related to a booking. Date is required but fee is optional_
46
+
47
+# Cancel Absence
48
+
49
+ {
50
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
51
+
52
+ "TransactionType": "Absence",
53
+
54
+ "Action": "Cancel"
55
+ }
56
+
57
+
58
+# Cancel Booking
59
+
60
+
61
+ {
62
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
63
+
64
+ "TransactionType": "Booking",
65
+
66
+ "Action": "Cancel"
67
+ }
68
+
69
+
70
+# Get Service Data
71
+
72
+GET /api/booking\_app/service/[service_id]
73
+
74
+e.g.
75
+
76
+https://test.smartcentral.net/api/booking_app/service/979
77
+
78
+Sample response:
79
+
80
+ {
81
+ "CentreName": "FLUFFY FOOTS OSHC",
82
+ "EmailAddress": "zosh@smartcentral.net.sc",
83
+ "StreetAddress": null,
84
+ "Suburb": null,
85
+ "State": null,
86
+ "Postcode": null,
87
+ "ServiceType": "ZOSH",
88
+ "ApprovedPlaces": 0,
89
+ "ServiceStartDate": null,
90
+ "Vacancy":{
91
+ "sfsta_761":{"2021-02-22":3,"2021-02-23":4,"2021-02-24":3,"2021-02-25":4,"2021-02-26":3},
92
+ "sfsta_762":{"2021-02-22":2,"2021-02-23":1,"2021-02-24":2,"2021-02-25":2,"2021-02-26":4},
93
+ "sfsta_759":{"2021-02-22":0,"2021-02-23":0,"2021-02-24":1,"2021-02-25":1,"2021-02-26":0}
94
+ },
95
+ "Rooms": [
96
+ {
97
+ "Id": "sfsta_752",
98
+ "Name": "ASC_Panda",
99
+ "Capacity": 10,
100
+ "AgeGroups": []
101
+ },
102
+ ],
103
+ "StaffMembers": [
104
+ {
105
+ "Id": "sfsta_9",
106
+ "Type": "Admin",
107
+ "Email": "corrie@smartfees.com.au"
108
+ },
109
+ ],
110
+ "PublicSessionCodes": [
111
+ {
112
+ "Id": "sfsta_453",
113
+ "Price": 50,
114
+ "StartTime": "15:00:00",
115
+ "EndTime": "18:00:00",
116
+ "IsHourlyRate": false
117
+ },
118
+ ]
119
+ }
120
+
121
+
122
+Optionally specify a date for querying vacancy.
123
+
124
+https://test.smartcentral.net/api/booking_app/service/979?date=2021-03-01
125
+
Booking-Absences-on-the-rolls.md
... ...
@@ -0,0 +1,23 @@
1
+## Video "How to"
2
+
3
+To see our Youtube video on auto marking known absences on the rolls click [here](https://www.youtube.com/watch?v=D8WSRnFfTjU&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=6)
4
+
5
+## Booked Absences
6
+
7
+You can set an enrolment's booking, to auto mark the roll with "Hrs absence", if you know in advance a family will be absent due to COVID related reasons.
8
+
9
+You can also add an additional reason if a family may be in danger of running out of their 42 allowed absences.
10
+
11
+Go to the family's enrolments and click on the Bookings TAB.
12
+
13
+Set the day, or the date range to cover the period the family has told you they will be absent. All bookings will be marked absent on the roll within the date range.
14
+
15
+Eg1 If the booking is for 1 day in the future, the start/end date is the same - for the date they will be absent.
16
+
17
+Eg2 If the booking is for Tue, Wed, Thurs and the date range covers 6 weeks, then every Tue, wed, thurs within that 6 week period, will be marked absent.
18
+
19
+Add an additional reason if required & tick the supporting documentation box if you have the documentation to back the additional reason selected. (if over allowed days (42) and you have an additional reason, CCS wont be paid unless the supporting evidence box is ticked. In an audit you may be required to show the evidence - you can load it onto your PC and then onto the child's documents TAB, so you can easily find it if required.
20
+
21
+![Bookings TAB](/uploads/BookingTAB.png)
22
+
23
+![Adding An Absent Booking](/uploads/AddAbsBookings.png)
Bookings.md
... ...
@@ -0,0 +1,6 @@
1
+Bookings are made up of sessions/days weekly for the duration of an enrolment. Bookings can be updated at any time during an enrolment.
2
+For ad-hoc or casual attendance for an existing enrolment a session can be entered on the relevant day in the Daily Roll screen.
3
+
4
+
5
+To get an overview of weekly bookings use the Booking Summary report found under Extracts > Reports
6
+<img src="/uploads/Screen-Shot-2020-12-10-at-1.38.39-pm.png"/>
... ...
\ No newline at end of file
Brave-New-World.md
... ...
@@ -0,0 +1,32 @@
1
+Below are described the changes to operations in SmartCentral while we are in the ECEC period, currently 6th April 2020 to 28th June 2020.
2
+
3
+
4
+### Non-Approved Services
5
+
6
+Basically preschools, if you didn't receive CCS then lucky you, however both NSW and VIC departments have announced preschool will be free to parents for the remainder of this financial year.
7
+
8
+So - A block (closure) will be implemented for all centres so that bookings and sessions will be processed normally but no charges are acrued to the parent account. This will make it easy to compare weeks apples to apples if you need evidence to seek a review of your ECEC payments.
9
+
10
+
11
+Other functions will operate as normal and any charges accrued previously will still sit on the parents balance.
12
+
13
+
14
+### Approved Services
15
+
16
+The department is not accepting session reports AT ALL at the moment.
17
+
18
+So we cant send any session reports for the ECEC period or from any prior period although there will be an opportunity after 28th June to vary attendances prior to 6th April.
19
+
20
+Nevertheless we still need session reports to be finalised to go through our internal processes.
21
+
22
+You will get a 'submit' button back.
23
+It will mark the attendance as submitted so it can be included in statements.
24
+The session reports will NOT go to CCS and can not be queried, only internal records are kept.
25
+
26
+A block (closure) will be implemented for all centres so that bookings and sessions will be processed normally but no charges are acrued to the parent account. This will make it easy to compare weeks apples to apples if you need evidence to seek a review of your ECEC payments.
27
+
28
+
29
+Other functions will operate as normal and any charges accrued previously will still sit on the parents balance.
30
+
31
+
32
+
CCS-2018.md
... ...
@@ -0,0 +1,88 @@
1
+| [[Home]] > [[Training]] > [[CCS 2018]] |
2
+
3
+### Recent Items
4
+
5
+* [[CCS resources for families]]
6
+* [Managing ACCS](https://wiki.smartcentral.net/ACCS)
7
+* [PEP How to guides](https://www.education.gov.au/new-child-care-package-information-resources-providers)
8
+* [Inclusion Support Transition Instructions](http://inclusionagencynswact.org.au/WWW_NSWIA/media/Media/Cases-returned-to-started-during-transition-to-CCS-Final.pdf)
9
+* [Dept Fact Sheet : CWA transitional arrangements](https://wiki.smartcentral.net/uploads/Fact_sheet_CWAs_Transitioning_enrolments.pdf/0a2225420b2b911eacff04220d736aea0da252c1)
10
+* Updated [Child Care Provider Handbook 2018-2019](https://www.education.gov.au/child-care-provider-handbook-0)
11
+* [[CCS Calculations Explained]]
12
+* [SmartCentral Fee Estimator](Estimate fees)
13
+* [Overview of SmartCentral changes for CCS](CCS-Impacts)
14
+* [Family Transition Timeline - Dept Fact Sheet](https://docs.education.gov.au/node/50631)
15
+* [[Enrolment Migration to CCS]]
16
+* [How to prepare for transition - Dept Web site](https://www.education.gov.au/transitioning-new-child-care-package)
17
+
18
+* [Family Transition Fast Facts](https://docs.education.gov.au/node/50271)
19
+
20
+* [Dept FAQ](https://www.education.gov.au/new-child-care-package-frequently-asked-questions)
21
+
22
+* Completing your [[CCS SOFTWARE ACTIVATION]]
23
+
24
+* Department announces 6 month delay to introduction of compulsory reporting of sign-in / sign-out times - delayed but its not going away. Email sent 11th April 2018
25
+
26
+* [Transitioning to the new childcare package - Dept Web site](https://www.education.gov.au/transitioning-new-child-care-package)
27
+
28
+* [Which Personel need to register in PRODA - Dept fact sheet](https://docs.education.gov.au/node/45981)
29
+
30
+* [New Childcare Package - Dept brochure](https://docs.education.gov.au/node/50211)
31
+
32
+#### Department's High Level Timeline
33
+
34
+![Departments Transition Pathway](/uploads/TransitionPathway_pic.png)
35
+
36
+[Department of Education Information Video](https://publish.viostream.com/play/o99eudb9jf779)
37
+
38
+#### Department's Transition Process
39
+
40
+* Check and update CCMS details
41
+* Register child care personnel (commencing soon)
42
+* Complete the transition workflow (from early 2018)
43
+* Set up your third party software (2018) **<<< Note 1**
44
+* Submit enrolments (from April 2018) **<<< Note 2**
45
+
46
+**Note 1** : This will be SmartCentral only. If you haven't already transitioned from SmartFees to SmartCentral already you will need to do so by April 2018.
47
+
48
+**Note 2** : SmartCentral will provide tools to manage the transition of enrolments into the Department's new system. You won't be creating new enrolments individually for each child.
49
+
50
+
51
+#### Setting up new approvals
52
+
53
+With the coming changes to child care payments the government is introducing a new system. As part of the migration process all services (child care providers) are required to **reapply** for their approvals.
54
+
55
+To faciltate that all existing centres are being requested to ensure their current details are up to date. Once that process is complete the nominated authorised person will be asked to complete an **identity check** in **[PRODA](https://www.humanservices.gov.au/organisations/health-professionals/services/medicare/proda)** and then complete and submit an application for approval to operate a child care service (or services) under the new system.
56
+
57
+This identity check and the application must be completed by **March 2018** to be ready for the introduction of the new system.
58
+
59
+To be the equivalent of an **Authorised Person**, a **Key Person** or a **Family Day Care Educator** in the new system you must complete the identity check. The identity check may also be extended to included **Additional Educators** for Inclusion Support claims but this is yet to be confirmed.
60
+
61
+
62
+#### Changes to OSHC
63
+
64
+Currently services operating Before School Care, After School Care and Vacation Care must have an CCMS Approval ID for each and create enrolments in those Approval IDs each child uses.
65
+
66
+Under the new system there will be a single **OSHC** approval and thus only a single enrolment is required.
67
+
68
+This may reduce admin for children attending both BSC and ASC but introduces additional complexity for VAC children. The impact on the ability to separately invoice VAC care from BSC/ASC care may be managed within SmartCentral but the combination of the new **deemed exit** rules and **enrolment confirmation** rules may make it difficult to bill parents in advance for VAC with any accuracy.
69
+
70
+#### Parent participation in enrolment confirmation
71
+
72
+For each new enrolment starting after 1st July 2018 the centre must submit the agreed fee arrangement and the parent must acknowledge that fee arrangement with the department **before any subsidy is paid**.
73
+
74
+#### Changes to Attendances (Session Reports)
75
+
76
+Services must report the **actual time of arrival and departure** of each child for each session of attendance in addition to the session start and end times.
77
+
78
+[Department's Web Site](https://www.education.gov.au/ChildCarePackage)
79
+
80
+#### Additional Resources
81
+
82
+* [[https://www.education.gov.au/ChildCarePackage]]
83
+* [[https://docs.education.gov.au/documents/key-changes-service-providers]]
84
+* [[https://docs.education.gov.au/documents/key-changes-families]]
85
+* [Childcare Safety Net - Dept Fact Sheet](https://docs.education.gov.au/node/38926)
86
+* [[https://docs.education.gov.au/documents/new-child-care-subsidy-system-factsheet]]
87
+
88
+| [Previous](EarlyWorks) | [Contents](Training) |
... ...
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CCS-Calculations-Explained.md
... ...
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1
+CCS payment amounts explained. The numbers below are based on currently published figures for FY 18/19.
2
+
3
+**This is a general guide only. The parent must confirm the enrolment on mygov to receive any subsidy**
4
+
5
+Use the Centrelink calculator for an estimate tailored to individual circumstances.
6
+
7
+On completion of their CCS application to Centrelink a parent will receive a letter with their details if successful showing their entitlement. It will contain a section that should look like this.
8
+
9
+##### Sample Extract of Subsidy letter
10
+
11
+![Centrelink Letter](/uploads/centrelink-letter2.PNG)
12
+
13
+This contains the information needed to use the calculator.
14
+
15
+### CCS Percentage
16
+
17
+Based on combined family annual income. The maximum rate payable is 85%.
18
+
19
+![Combined Family Income 2020 to 2021, From 13th July](/uploads/CombinedFamilyIncome2020-21.png)
20
+
21
+
22
+### Subsidised Hours Per Fortnight
23
+
24
+The **maximum** number of hours of care the government will subsidise **each fortnight** per child.
25
+
26
+Where there are 2 parents it is based on the parent doing the least amount of approved activities. Eg if 1 parent works full time and the other works part time it is based on the hours of the part time parent.
27
+
28
+This will be **at most** 100 hours and could easily be less as in the example above.
29
+
30
+The parent will be paying full price for any hours above their fortnightly limit so their rebate could change from week to week if they use up all (or most of) their allocated hours in the first week of the fortnightly cycle.
31
+
32
+
33
+### Service Type
34
+
35
+Different maximum hourly caps apply depending on whether the child is attending Centre Based Care (Long Day Care and Occaisonal Care) , Outside School Hours Care (Before School , After School , Vacation Care) , Family Day Care or In Home Care.
36
+
37
+Note : these are maximum rates payable , if the hourly rate of care is less than the maximum rate then the subsidy will be paided based on the actual hourly rate. (Session Rate / Session Hours)
38
+
39
+(As at July 2019)
40
+* Centre Based Care : $11.98
41
+* Family Day Care : $10.90
42
+* OSHC : $10.48
43
+* In Home Care : $32.58 (per family, not per child)
44
+
45
+### Witholding Amount
46
+
47
+The government will hold back 5% of Child Care Subidy that the parent would otherwise be entitled to as an offset for reconciliation when the parent submits their tax returns.
48
+
49
+### Session Code vs Hours eligible vs CCS Capped rates
50
+
51
+It's about balancing the hours eligible vs the capped rate that will be paid. CCS only pays per hour eligible, up to the capped rate (bearing in mind the % eligible plays a part too in the remaining parent Gap)
52
+
53
+But if we are just talking hours and capped rate paid for a minute and making up the following scenarios then this is how it would play out.
54
+
55
+Max hours paid is 100 - if eligible for 100 hrs a fortnight. If you are open 12 hrs a day and someone comes 5 days a week that is 120 hrs. So dependent on how much you charge a day, you play around with the hours so that they get the most CCS bearing in mind the capped rate.
56
+
57
+Eg. LDC is capped at 11.98 so if you are charging $120 a day - then 120 / 12 hrs is $10 well below the capped rate but only 100 hrs a fortnight will be paid leaving 20 hrs at full price (20 x $10 = $200)
58
+
59
+Now say a child was only eligible for 48 hrs. at 12 hrs that is 4 days a fortnight, rest would be full price.
60
+
61
+An 11 hr session code would still only give her 4 days (with 4 remaining hrs paid of a 5th day. 120 / 11 = $10.90 still under the cap
62
+
63
+A 10 hr session code would give her 4 days and 8 hrs of the 5th day paid but 120 / 10 = $12 Still fairly close to the $11.98 (2 cents in every day paid by the parent in full plus any % difference) In this scenario a child attending on a 5th day would have less parent GAP then if they were on a 12 hr session code at the same price.
64
+
65
+Also on a 10 hr session code the person attending full time, and eligible for 100 hrs only loses 2 cents in every hr ( not 20 hrs a fortnight on the 12 hr session code)
66
+
67
+A 9 hr session code would give the lady eligible for 48 hrs more days 9 x 5 = 45 hrs so she would be able to get 5 plus days paid CCS however you couldn't keep the price at $120. 120 / 9 = $13.34 well above the capped rate.
68
+Does that make sense?
69
+
70
+You are just playing around with the subsidy estimator until you get the best session code for the relevant family
71
+
72
+[Subsidy Estimator](https://www.smartcentral.net/v2/ccs_estimator_2019.html)
73
+
74
+Other Sources :
75
+
76
+[[https://www.education.gov.au/child-care-subsidy-combined-family-income-0]]
... ...
\ No newline at end of file
CCS-Compliance-Statement.md
... ...
@@ -0,0 +1,55 @@
1
+## CCS Reporting and record keeping obligations
2
+
3
+**Note** : This information is provided as a summary only. Childcare Providers are directly responsible for understanding the legislation and regulatory requirements to operate as a childcare provider.
4
+
5
+CCS regulations state.
6
+
7
+Approved providers must keep the following records:
8
+
9
+- the provider and service approval certificates issued by the state or territory where the service operates
10
+- the session reports (attendance reports) for every child provided with care
11
+- documents relating to a child at risk
12
+- copies of receipts given to individuals who have paid child care fees
13
+- records that establish the arrangement between the parent and provider for the delivery of child care services (the Complying Written Arrangement)
14
+- statements or documents related to absences and additional absences
15
+- policies and other documents related to insurance
16
+- accounting records, cash books and journals
17
+- Register of Specified Circumstances for Family Day Care (FDC) educators and a copy of the evidence that supports the inclusion in the official register.
18
+
19
+All records must be retained for a minimum of seven years (starting at the end of the financial year in which the care, to which the information or event relates, was provided).
20
+
21
+**The Family Assistance Law requires that these records be retained even if the service closes or is sold.**
22
+
23
+### Session reports
24
+
25
+Accurate attendance records must be kept for each child. Session reports, including attendance information, must be submitted for each child, for each week, through the Child Care Subsidy System (through third party software or the Provider Entry Point). Session reports must be accurate and complete. If the Department of Human Services has concerns about the accuracy of session reports, it can stop processing payments until the information has been verified.
26
+
27
+
28
+
29
+
30
+## SmartCentral Compliance with CCS regulations
31
+
32
+SmartCentral is an approved software provider for the Child Care Subsidy and has passed all relevant tests for Centre Based Care, Outside School Hours Care and Family Day Care.
33
+
34
+SmartCentral is a 'Cloud' solution and in compliance with CCS requirements all data is stored onshore in a government approved data centre.
35
+
36
+Data stored by the centre in SmartCentral is retained for 7 years while an active account is maintained. If you intend to deactivate your account you should either make arrangements to extract and separately retain archive information or contact us to switch to an archive access account.
37
+
38
+**It is the centre's responsibility to have its own policies and procedures in place to ensure only appropriate and trained people are granted access to their account and to ensure the data is entered and maintained accurately.**
39
+
40
+SmartCentral provides a range of features to assist centres to meet their record keeping and subsidy allocation obligations however it is the centre's responsibility to decide which SmartCentral features they use.
41
+
42
+- Create, update and submit enrolment notices
43
+- Generation of Session reports from bookings
44
+- Email notifications to parents of changes to permanent bookings
45
+- Editing, submitting , varying or cancelling of session reports
46
+- Live running parent balances with fees , CCS payments and parent payments
47
+- Parent statements for print and/or email delivery
48
+- Reconciliation reports to identify any discrepancies for rectification
49
+- Document store for adhoc records
50
+- Online enrolment process with enrolment application capture and parent confirmation tracking
51
+- Payments process linked directly to CCS notified payments for accurate parent billing
52
+
53
+**Centre's may choose to use alternative methods to manage individual parts of the process but have overall responsibility to ensure the end to end process meets their obligations.**
54
+
55
+**LAST UPDATED : 30th July 2019**
CCS-Fortnights.md
... ...
@@ -0,0 +1,11 @@
1
+CCS fortnights run on a fixed schedule that starts on the first Monday of the CCS financial year , ie the first Monday in July. For 2018 that was the 2nd of July.
2
+
3
+That can have some bizarre consequences. If a vacation falls across the fortnight boundaries the parent may end up with double the hours (if they haven't used any for ASC / BSC).
4
+
5
+#### Jan - Apr 2019
6
+
7
+![CCS Fortnights 2018](/uploads/cal_2019_1.PNG)
8
+
9
+#### Jul-Dec 2018
10
+
11
+![CCS Fortnights 2018](/uploads/CCS_fortnights_2018_2.PNG)
... ...
\ No newline at end of file
CCS-Impacts.md
... ...
@@ -0,0 +1,176 @@
1
+Hi All . As you read this CCS has been live since July 2018 and CCMS was fully decomissioned finally in Dec 2019. However we have kept this material in this format to help centres if they need to review the changes.
2
+
3
+Our transition plan focused on minimising the operational impacts to you and your parents from the changes that took effect with CCS on 2nd July 2018.
4
+
5
+#### Contact Details for CCS Help Desk
6
+
7
+
8
+Email: ccshelpdesk@education.gov.au
9
+Phone: 1300 667 276
10
+
11
+
12
+Below we have tried to summarise as briefly as possible what you need to know.
13
+
14
+### What is not live
15
+
16
+
17
+- Reporting sign-in/out times became compulsory in January 2019. Digital sign-in is built in to SmartCentral
18
+- Enrolment forms must be CWA compliant. Your existing enrolment forms may already be compliant if set up correctly. See below.
19
+
20
+### Known Issues
21
+
22
+- The department won't accept enrolment arrangements that start in the future so set start date to today but make sure the booking start date reflects when the child really starts.
23
+- Don't create the enrolment any more than 14 weeks before the first attendance or it will be exited due to inactivity.
24
+- If a parent disputes or rejects an enrolment you must submit an update on the enrolment to reactivate it for the parent to confirm once you reach agreement (even if nothing actually changes).
25
+
26
+### Attendances (Manual review)
27
+
28
+If you try to cancel a submitted attendance, which has a session from more than 28 days ago, the attendance will move to MANUAL REVIEW
29
+
30
+CCS will manually check the attendance and it then goes to the Dept of Education for review. No further updates are allowed while the attendance is in manual review.
31
+
32
+### Attendances (CCS Back Paid to Parent)
33
+
34
+If the child commences attending before the parent's claim for elegibility is complete CCS may be back paid up to a maximum of 28 days. Any such back pay will be paid to the parent, not the child care provider.
35
+
36
+Cancelling/resubmitting submitted attendances that didnt receive CCS will not pay the CCS to the Service. The CCS, if they are entitled to it, will be paid directly to the Parent without the need to cancel and resubmit.
37
+
38
+
39
+The parent has to go back to Centrelink if they believe they are entitled to CCS and it hasn't been paid to either the service or directly to them.
40
+
41
+You can check for payements made to parents on the Session Subsidy tab of the enrolment screen. Select the relevant date for the fortnight you wish to check.
42
+
43
+### CC Provider Handbook - re back paid CCS
44
+
45
+See the Child Care provider Handbook [here](https://www.education.gov.au/child-care-provider-handbook)
46
+
47
+See the section relating to CCS being paid directly to the parent
48
+[here](https://www.education.gov.au/child-care-provider-handbook/enrolment-process)
49
+
50
+Excerpt from the above link:
51
+
52
+Child care providers are not directly involved in the making of a claim for Child Care Subsidy by the individual or their partner. However, the individual or their partner must make a claim, and be determined to be eligible, in order for Child Care Subsidy entitlement to be determined.
53
+
54
+The family should create or access their Centrelink online account via www.my.Gov.au to lodge a Child Care Subsidy Claim for their child.
55
+
56
+Where possible, **providers should encourage parents or carers to lodge their claim before enrolling their child**. A Child Care Subsidy claim can stay active for a year without any sessions of care being reported for the child. However, Child Care Subsidy claims can only be backdated to a maximum of **28 days before the claim was made**. If a child is enrolled and starts attending care before a claim is made, and the claim is delayed, the individual will not be eligible for Child Care Subsidy for any sessions of care that occurred more than 28 days before.
57
+
58
+Providers should note that **any subsidy payable for the 28-day period before a claim was made will generally be paid to the individual**, not to the provider.
59
+
60
+### Service Types
61
+
62
+For attendances after July 2nd use the rolls and attendances in the **CCS** service types. They appear in the services menu and also in the service pick lists on the Enrolments , Parents and Children screens. The CCS service types are :
63
+
64
+(Z)CDC - Centre based care. This is the old LDC or OCC.
65
+(Z)OSH - Outside School Hours care. All of BSC , ASC and VAC are lumped together here.
66
+(Z)FDC - SmartCentral now also supports Family Day Care
67
+
68
+With the retirement of CCMS old services have been removed from the relevant menus but the data has been kept and is accessible from the parent transaction screens.
69
+
70
+### Daily Rolls
71
+
72
+Daily roll generation switched from CCMS services to the CCS services on 2nd July 2018.
73
+
74
+### Enrolment Types
75
+
76
+- The department has introduced four new enrolment types to replace the existing four enrolment types. They are basically a direct replacement but with an extra complication.
77
+
78
+ - Formal -> Complying Written Arrangement (CWA)
79
+ - Informal -> Registered Arrangement (RA) / Complying Written Arrangement (CWA)
80
+ - Service SCCB -> Additional Child Care Subsidy (ACCS)
81
+ - AMEP/Other -> Arrangement with Organisation (OA)
82
+
83
+- Unlike CCMS, a Registered Arrangment cannot be 'formalised' into Complying Written Arrangment. However a CWA can be created without CRNs and then have them added later.
84
+- If a family starts out on an RA then that enrolment must be ended and a new CWA put in place in order to start receiving subsidy. Attendances submitted under the RA will never recieve subsidy.
85
+
86
+During migration we automatically converted all Formal and Informal enrolments into CWA enrolments as this gives you and your parents the greatest flexibility.
87
+
88
+
89
+When you create new enrolments from now on you will need to pick the enrolment type. Make sure you pick an enrolment type that is relevant for your service as both CCMS and CCS types are still currently visible.
90
+
91
+
92
+You will notice that during migration we have created all informals as 'formalisable informals' (ie CWAs).
93
+
94
+### Enrolment Status
95
+You will see a number of new enrolment status values:
96
+
97
+- RECEIV : The enrolment has been received by CCS. Generally this is where informals will sit.
98
+- PENDEL = PENDING ELIGIBILITY - Hasnt completed registration for CCS or CCS hasn't processed the families CCS claim yet. (ie. Parent is yet to receive their entitlement notice with what CCS they are assessed for.)
99
+- PENDIN : PENDING - Waiting on parent to confirm the enrolment in myGov.
100
+- DISPUT : Parent has disputed the enrolment. Contact the parent to discuss. Enrolment may be updated by the centre or confirmed by the parent.
101
+- REJECT : Parent has rejected the enrolment. Contact the parent to discuss. new enrolment will have to be submitted.
102
+- CONFIR : checks are complete and all ok. Shows in enrolment list as 'Active'
103
+
104
+#### Updating 'Disputed' Enrolments
105
+
106
+If a parent disputes an enrolment and after discussion is ok with it you will need to submit an update to DSS with any changes or even if there are no changes. Click 'Edit , make changes if needed and then click 'Save'. The parent needs to confirm the update.
107
+
108
+#### Parent Confirmation of Enrolments
109
+
110
+Parent confirmation of the enrolment through mgov is essential to receive benefits.
111
+
112
+Excerpt from Dept fact sheet.
113
+
114
+![Parent Confirmation](/uploads/parentconfirmation.png)
115
+
116
+#### Download Enrolment Details
117
+
118
+The CSV download now includes CCS eligibility details :
119
+- Percentage
120
+- Hours
121
+- Apportioned Hours
122
+- ACCS Hourly Rate Cap Increase Percentage
123
+- Annual Cap Reached
124
+- Absence Count
125
+- Withholding Percentage
126
+
127
+![Download CSV](/uploads/enrolments.png)
128
+
129
+### OSHC
130
+- All OSHC enrolments (BSC , ASC , VAC) were combined under a single service. If for example a child attended BSC & ASC there are now 2 sessions under the one enrolment.
131
+- Enrolments will be deemed exited after 8 weeks without attendance so for VAC only children you will need a new enrolment notice every VAC period.
132
+
133
+### Subsidy payments
134
+- Families must confirm their enrolment details with MyGov before they can receive any subsidy payments, they can also dispute enrolments and attendances which may delay subsidy payments.
135
+- Centres are strongly advised not to assume a parent will receive any subsidy until the payments arrive.
136
+- Parents' balances are updated with the full attendance charge, once the attendances are submitted, and credited with the CCS subsidy on the date that is received.
137
+- The department allocates hours to a family on a **fortnightly** basis. If a parent uses more hours per fortnight than they have allocated they will **use up** more hours in the first week and have fewer remaining in the second week, so their **CCS rebate will go up and down from week to week** depending where they are in the fortnightly cycle.
138
+
139
+### Online applications
140
+- Centres are required to provide parents with a confirmation of what they have signed up to from a fees perspective, referred to as a 'Complying Written Agreement', which may be provided digitally.
141
+- The SmartCentral online application process will email the parent a link to download their CWA and confirm their enrolment once a staff member has approved the application. For centres using integrated direct debit the parent will be prompted to confirm their payment method at that time.
142
+
143
+View the prototype notice [here](CWA)
144
+
145
+### Excerpt from Department's Fact Sheet on CWAs
146
+
147
+![CWA requirements](/uploads/cwa_requirements.PNG)
148
+
149
+See the full Fact Sheet [here](https://wiki.smartcentral.net/uploads/Fact_sheet_CWAs_Transitioning_enrolments.pdf/0a2225420b2b911eacff04220d736aea0da252c1).
150
+
151
+
152
+### Statements
153
+
154
+A new statement type has been created to replace the previous 3 types. It combines the functions and works for all service type and for historical CCMS records.
155
+
156
+In view of the fact that Subsidy payments may come in at any time (if at all) those payments are treated like any other payment (eg parent payments) and show on the parent's statement as a separate credit line item.
157
+
158
+Attendance charges (full amount) for all enrolment types will be applied to the parent's account as soon as the attendances are submitted.
159
+
160
+The page orientation is portrait mode to minimise page counts for the new layout.
161
+
162
+### Bookings
163
+
164
+- Changes to bookings constitute a variation of the original agreement and must therefore be submitted to the department. Submit the booking change by doing an enrolment update after the booking change.
165
+- Parents will be advised through myGov if a change to their booking has been made and the fees associated with the updated booking.
166
+
167
+### Sign In / Sign Out
168
+
169
+- Reporting of Sign In / Sign Out times became mandatory on 14th January 2019.
170
+- We strongly recommend all centres use our pin based digital attendance solution.
171
+
172
+### Software Activation
173
+
174
+- To enable query and update to CCS you must have an active PRODA key registered.
175
+
176
+- Unfortunately all activations expire within 6 months and a new activation code must be generated each time.
CCS-Payments-due-to-changes-made-to-attendance-before-migration.md
... ...
@@ -0,0 +1,51 @@
1
+# Background
2
+
3
+Previously we had a convention that CCS payments related to a session report (attendance) prior to the migration date will be ignored for new clients migrated from other software providers.
4
+
5
+This was a good approach to address certain migration issues but overall it causes some other issues. One of them is that a recently posted payments related to pre-migration attendances won't make it into the smartcentral system.
6
+
7
+We have dropped this constraint now, but there were still a few services with the rule attached. Here is list:
8
+
9
+```
10
+(resp['serviceID'] == '190010591X' || resp['serviceID'] == '190010593L') && item_hash['sessionReportStartDate'] < '2018-08-19'
11
+
12
+resp['serviceID'] == '190013580B' && item_hash['sessionReportStartDate'] < '2018-09-30'
13
+
14
+(resp['serviceID'] == '190015127A' || resp['serviceID'] == '190010749V') && item_hash['sessionReportStartDate'] < '2018-10-14'
15
+
16
+(resp['serviceID'] == '190013020X') && item_hash['sessionReportStartDate'] < '2018-10-23'
17
+
18
+(resp['serviceID'] == '190012388L') && item_hash['sessionReportStartDate'] < '2018-11-04'
19
+
20
+(resp['serviceID'] == '190009487T') && item_hash['sessionReportStartDate'] < '2018-12-09'
21
+
22
+(resp['serviceID'] == '190015312V') && item_hash['sessionReportStartDate'] < '2018-12-09'
23
+
24
+(resp['serviceID'] == '190017202A') && item_hash['sessionReportStartDate'] < '2019-01-07'
25
+
26
+(resp['serviceID'] == '190012621V') && item_hash['sessionReportStartDate'] < '2019-01-20'
27
+
28
+(resp['serviceID'] == '190017745J') && item_hash['sessionReportStartDate'] < '2019-03-10'
29
+
30
+(resp['serviceID'] == '190018104X') && item_hash['sessionReportStartDate'] < '2019-03-10'
31
+
32
+```
33
+
34
+It basically reads if the service ID is X, ignore any payments related to the session reports starting prior to that migration Date. However this behaviour ceased to exist on the 27th June, 2019.
35
+
36
+On the 27th June 2019, these service specific constraints have been removed too. Hence the current behaviour became:
37
+
38
+**Any CCS payments posted after the 5th June 2019, will be saved into smartcentral system regardless**
39
+
40
+## Vary/Submit/Cancel the attendances prior to the migration date
41
+
42
+Generally speaking, these operations should be performed in their original software (if possible), or in the PEP (if working). This is because although CCS payment are transactional and it is safe record newly posted payments; changing attendances prior to the migration date would mean that the original migration balance will no longer be valid.
43
+
44
+Example scenario:
45
+
46
+* Migration date being 2019-03-10, with balance $0
47
+* To vary attendance starting 2019-02-25's total from $400 to $300, on 2019-06-30.
48
+
49
+1. Centre should go to PEP to make the variation.
50
+2. **Centre go to smartcentral and record a balance adjustment payment of $100, dated 2019-06-30.**
51
+3. Smartcentral system will pick up future dated CCS payments which includes the subsidy adjustment.
CCS-Software-Activation.md
... ...
@@ -0,0 +1,82 @@
1
+### Preparation
2
+
3
+The federal government made major changes to child care benefits from July 2018 as part of its Jobs for Families program.
4
+
5
+If you haven't received your letter by the 30th of April it is time to chase up and contact the CCMS help desk.
6
+
7
+
8
+The software activation process has changed but we have included them [here](https://www.smartcentral.net/v2/taskcard8.pdf).
9
+
10
+If you cant access your PRODA account to complete the activation the contact details for the help desk are :
11
+
12
+ Email: ccmshelpdesk@education.gov.au
13
+ Phone: 1300 667 276
14
+
15
+##### PROVIDER ID
16
+
17
+You will need your CCS Provider ID to complete this process. The Provider ID consists of 9 digits and a single uppercase letter (eg 190001234A).
18
+
19
+It is displayed on the 'submission successful' page of the CCS online transition process and can also be found in your CCS letter of approval.
20
+
21
+If you call the CCMS helpdesk you will need to specify that you want the CCS Provider ID as your CCMS Provider ID won't work.
22
+
23
+### Activation
24
+
25
+Once you have your activation information you need to enter that into SmartCentral. Make sure the CCS Person Id you enter in our form is the one that was used to complete the transition tasks.
26
+
27
+![SmartCentral CCS Software Activation](/uploads/CCS_ACTIVATION.PNG "CCS Activation")
28
+
29
+Enter your activation information in SmartCentral [here](https://www.smartcentral.net/v2/ccs_device_reg/new)
30
+
31
+You may find it easier to have this form open as you go through the above process so you can enter each piece of information as you go.
32
+
33
+### Confirmation
34
+
35
+To confirm the activation process has linked up in PRODA just log back into PRODA and go to **Organisations**. You should see that your 'device' is now **Active**. This may take a few minutes after you register in SmartCentral.
36
+
37
+![SmartCentral CCS Software Activation](/uploads/ProdaActivation.PNG "CCS Activation Completed")
38
+
39
+### Update Activation Details
40
+
41
+You need to update your activation details if:
42
+
43
+* you made an error entering it the first time, or
44
+* it has expired and to need to refresh the activation code
45
+
46
+Every 6 months the PRODA key you created for SmartCentral will expire and you will need to renew it. When the time gets close you will receive a warning that it is due to expire.
47
+
48
+*NOTE:* We have seen some issued with updating the key of an exiting device so we recommend you just create a new device name (eg put a number on the end of your existing device name).
49
+
50
+You will need to get the original person who registered in PRODA to log in, go to Organisations in the main screen, not in PEP (Provider Entry Point)
51
+
52
+![PRODA ACTIVATION EXPIRED](/uploads/PRODAOrgImage.PNG "Go to Organisation")
53
+
54
+Then click on the blue hyperlink of the company name, scroll down to B2B devices and register a new B2B device.
55
+
56
+![PRODA ACTIVATION EXPIRED](/uploads/RegisterNewB2B.PNG "Renew an expired activation key")
57
+
58
+It doesn't matter what you enter as your device name, usually a shortened version of your service name or maybe just put 02 etc on the end of the last name :) ..
59
+
60
+Enter your new registration information into SmartCentral [here](https://www.smartcentral.net/v2/ccs_device_reg/edit).
61
+
62
+The key points to getting it right are;
63
+
64
+When you activate a new device, copy & paste the 3 bits of info (code, name, & Org ID) into SmartCentral to avoid any typos.
65
+
66
+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 usually start with a 015…. or 020….
67
+
68
+Then you can submit to CCS again.
69
+
70
+You must enter the new activation code into SmartCentral within a few days of it being created. Unless it is used it will expire. The expiration date wil be shown when it is created.
71
+
72
+If your activation code expires before you can use it you will need to generate a new activation code by logging in to PRODA again. This needs to be done by the original person who registered for PRODA.
73
+
74
+
75
+
76
+
77
+#### CCS Activation Shortcuts
78
+
79
+* [[https://www.smartcentral.net/v2/ccs_device_reg/new]] - add a new device
80
+* [[https://www.smartcentral.net/v2/ccs_device_reg/show/XXXX]] - show the status of a device , replace XXXX with the PROVIDER ID
81
+* [[https://www.smartcentral.net/v2/ccs_device_reg/fix]] - in case the PROVIDER ID was entered incorrectly to start with
82
+* [[https://www.smartcentral.net/v2/ccs_device_reg/edit]] - when a device expired and you need to update / replace it
CCS-resources-for-families.md
... ...
@@ -0,0 +1,29 @@
1
+This page contains information and links to key resources for families about the Child Care Subsidy
2
+
3
+
4
+
5
+* [Overview of CCS](https://docs.education.gov.au/system/files/doc/other/new_child_care_package_overview_1.pdf)
6
+* [Explanation of the CCS calculation](CCS-Calculations-Explained)
7
+* [SmartCentral CCS Estimator](https://wiki.smartcentral.net/Estimate%20fees)
8
+* [Registering for the Child Care Subsidy - CCS ](https://www.humanservices.gov.au/individuals/services/centrelink/child-care-subsidy/how-claim)
9
+* [Confirming new enrolments or changes to enrolments](https://www.humanservices.gov.au/individuals/services/centrelink/child-care-subsidy/how-claim/confirm-enrolment)
10
+
11
+
12
+### Frequently asked questions
13
+
14
+* **My CCS percentage is ok, why am I not receiving any rebate ?**
15
+
16
+ There are two main reasons and you need to check both:
17
+
18
+ * Have you confirmed your enrolment details? No benefit will be paid until those details are confirmed.
19
+
20
+ * What are your allocated hours per fortnight? If this is zero none of your hours will receive the subsidy.
21
+
22
+* **My CCS payments go up and down from week to week, why?**
23
+
24
+ CCS is based on 'allocated hours per fortnight' and the Department has not made any provision to split the hours evenly between week 1 and week 2 of the fortnight.
25
+
26
+ So in the calculation the department will 'use up' as many available hours in week 1 and then in week two use what is left.
27
+
28
+ If your hours of care per fortnight is greater than you allocated hours this will produce a higher subsidy in week 1 and a lower subsidy in week 2.
29
+
... ...
\ No newline at end of file
COVID-19-Absences.md
... ...
@@ -0,0 +1,44 @@
1
+UPDATE 30TH MAR 2021
2
+
3
+a later change to the minister's rules extended the period for the relaxed absence rules to 30th June 2021.
4
+
5
+ https://www.legislation.gov.au/Details/F2021L00226
6
+
7
+
8
+UPDATED 30TH MAR 2020
9
+
10
+NOTE : I am not a lawyer. Please get professional legal advice before doing anything rash.
11
+
12
+SEE ALSO : [The Gap v COVID 19](The-Gap-v-COVID-19)
13
+
14
+The legislation is here : <https://www.legislation.gov.au/Details/C2020C00071>
15
+
16
+The Minister's rules are here : <https://www.legislation.gov.au/Series/F2017L01464>
17
+
18
+The amendment to the Minister's Rules related to COVID 19 are here : <https://www.legislation.gov.au/Details/F2020L00295>
19
+
20
+Yellow highlighting below is mine.
21
+
22
+The rules on claw back of trailing absences at the end of an enrolment are still in effect.
23
+
24
+### Extra Allowed Absences
25
+
26
+From the 19th April 2020 children will have access to an additional 20 days of allowable absences before they need to use 'additional absences' , taking the total to 62 days. Until then the limit is 42 days.
27
+
28
+<img src="/uploads/covid_absences.PNG"/>
29
+
30
+
31
+### Relaxed Additional Absence rules
32
+
33
+Normally every time you use 'Additional Absence' for absences above the allowed limit (currently 42 but increasing to 62 temporarily on the 19th April) you must hold a doctors certificate.
34
+
35
+The Ministers Rules have been amended with immediate effect to relax this requirement specifically in relation to COVID 19.
36
+
37
+<img src="/uploads/covid_med_cert.PNG"/>
38
+
39
+### Marking Additional Absences on the Rolls
40
+
41
+When editing sessions to change 'Hrs Absence' to 'Hrs Additional Absence', select reason, ie Child Ill or Local Emergency - Service Closed. There is a tick box to check to say you have evidence. Now that the Dept. has waived the requirement for evidence due to COVID19, they advise we still need to tick the checkbox for CCS to be paid.
42
+
43
+<img src="/uploads/AddlAbs.PNG"/>
44
+
COVID-19-Exceptional-Circumstances-Supplementary-Payment.md
... ...
@@ -0,0 +1,151 @@
1
+The Exceptional Circumstance Supplementary Payment is available for providers/services who need a ‘top up’ to the Early Childhood Education and Care Package payment (base relief payment) the provider/service is already getting through the Early Childhood Education and Care Relief Package, and is intended to ensure that providers and services remain viable during the COVID-19 pandemic.
2
+
3
+A video to help you complete the supplementary payment form, can be found [here](https://www.dese.gov.au/covid-19/childcare), scroll down to the heading **Early Childhood Education and Care Relief Package–Exceptional Circumstance Supplementary Payment**
4
+
5
+More Information can be found
6
+[here](https://www.dese.gov.au/document/early-childhood-education-and-care-relief-package-exceptional-circumstances-supplementary)
7
+
8
+A provider/service will need to complete an online form, which can be found (about halfway down) when you open the word document in the above link.
9
+
10
+The form will require the applicant to provide supporting reasons and evidence with their application, outlining the need for a higher payment amount. For example, a service may require a higher level of support because the reference period did not accurately reflect typical service provision, because a service has taken on new enrolments since then, or because a service is providing care for longer hours than those shown in the reference period.
11
+
12
+The reference period is weeks ending 23rd Feb 2020 and 1st march 2020.
13
+
14
+## Will Exceptional Circumstance Supplementary Payments be backdated?
15
+
16
+Taken from an email sent from ECCCStakeholderEngagement@dese.gov.au, dated 29th May
17
+
18
+Exceptional Circumstance Supplementary Payments based on an increase in demand will be backdated to the beginning of a relevant four-week period. The first four-week period commenced on 6 April 2020.
19
+
20
+The four-week periods are:
21
+
22
+* Period 1 – 6 April 2020 to 3 May 2020
23
+* Period 2 – 4 May 2020 to 31 May 2020
24
+* Period 3 – 1 June 2020 to 28 June 2020.
25
+
26
+The following Exceptional Circumstance Supplementary Payments will be backdated until the commencement of the Relief Package on 6 April 2020:
27
+
28
+* to support providers that are operated by non-government schools and large charities/not-for-profit organisations that are not eligible for JobKeeper Payment
29
+* to providers of Family Day Care and In Home Care services, on behalf of their (sole trader contractor) educators who are not eligible for the JobKeeper Payment.
30
+
31
+Exceptional Circumstance Supplementary Payments made to services who have more than 30 per cent of full-time equivalent employees who are ineligible for JobKeeper will be backdated to 18 May 2020.
32
+
33
+## Reports in SC Analytics to help you
34
+
35
+SmartCentral's ECEC Supplementary Dashboard, collates data typically required to demonstrate change of circumstances, to justify an application for ECEC supplementary payments.
36
+
37
+Select the service, week you want and choose type (all, hrs or absences)
38
+
39
+Extarcts -> Analytics -> ECEC Supplementary Dashboard
40
+
41
+<img src="/uploads/EcecSupplementaryDashboard.png"/>
42
+<img src="/uploads/EcecSupplementaryDashboard2.png"/>
43
+
44
+It can be exported as pdf 'report per page'.
45
+
46
+## JobKeeper
47
+
48
+The Department of Education, Skills and Employment has said that services should first determine their eligibility for JobKeeper payments, and initiate an application. In order to determine eligibility, the Department posed the following questions:
49
+
50
+* Is the provider/service a sole trader, or do they employ staff?
51
+* Do they have an ABN?
52
+* Are parent fees and Child Care Subsidy the sole source of normal revenue?
53
+* Do you have revenue from other sources? OR
54
+* Has the overall revenue across all the parts of the enterprise fallen by at least 30 per cent?
55
+
56
+
57
+If the answer to these questions is yes, the provider/service is likely to be eligible to apply for the JobKeeper Payment. In the event that a service is eligible for JobKeeper Payment, the applicant will need to consider how many employees are present who are not short term casuals, and multiply that by $1,500 per fortnight per employee.
58
+
59
+## Completing the Exceptional Circumstance Supplementary Payment Form
60
+
61
+The form will ask the provider/service to provide information about how many children are being cared for and will also ask for details such as:
62
+
63
+* What is your provider ID, service ID and Customer Reference Number (CRN)?
64
+* Are you a person with management and control?
65
+* What is your PRODA ID?
66
+* Has your service closed due to COVID-19?
67
+
68
+
69
+Once the form has been completed, it will be considered by the Department, who will take into account:
70
+
71
+* whether the provider/service is eligible for JobKeeper Payment – if a service is eligible, this wage subsidy must be passed on to eligible workers (and will be backdated to 30 March 2020);
72
+* how many children the service is providing care for and how often;
73
+ - the number of children actually attending the provider/service; and,
74
+ - the hours of care being provided.
75
+
76
+
77
+If the provider/service is caring for the same number or more children than during the reference period, this would be relevant to the department in considering whether supplementary payment should be made.
78
+
79
+If approved, supplementary payment will be added to the base relief payment. This is paid in the following week after approval. Separately, a supplementary top up payment, covering any period between when the application was received and the decision made, will be paid.
80
+
81
+### Section 9
82
+
83
+The department is expecting up to date information.
84
+
85
+<img src="/uploads/Section9Highlighted.png"/>
86
+
87
+
88
+
89
+<img src="/uploads/Section9.png"/>
90
+
91
+*9.1* Number of distinct children regularly being cared for = current enrolled children that would ordinarily be attending the service had COVID-19 not impacted you. Any children who have exited should be excluded.
92
+
93
+Note this is not the FTE children, it is the head count (112 if that is the actual number of currently enrolled children)
94
+
95
+*Note*: The weekly attendance TAB will provide attendance numbers. A permanent booking will create an attendance, for those attending and those absent. A casual attendance will also add an attendance to the weekly attendance TAB and numbers.
96
+
97
+<img src="/uploads/AttendanceNumbers.png"/>
98
+
99
+*9.2* Calculate as if you were submitting CCS claims for a fortnight. Sum of attendance hours of each child used in question above (9.1) for a fortnight. Use actual number of children currently attending the service
100
+
101
+You can get these numbers from the utilisation report, but first need to "finalise" your attendances, to ensure the data is up to date.
102
+
103
+SmartCentral's help on how to finalise attendances (instead of submitting) can be found [here](https://wiki.smartcentral.net/Finalise-and-Unsettle)
104
+
105
+The utilisation report is found under Extracts -> Reports -> Utilisation Report and is updated within a minute of selecting the finalise button.
106
+
107
+The date range must start on the Monday of the fortnight you want, to the relevant Sunday.
108
+
109
+
110
+*9.3*: SmartCentral doesn't have the number of essential workers, vulnerable children, others. Unless you have these answers in your online application's custom questions.
111
+
112
+Extracts -> Analytics -> Supplementary Questions contains the analytics for number of parents who responded to a custom question and you can drill down to find more information per parent.
113
+
114
+The Analytic Extract Reports are updated weekly (Sat 9pm) and therefore do not contain any data from the current week.
115
+
116
+# What tips are there for completing the Exceptional Circumstance Supplementary Payment application?
117
+
118
+Within the first four weeks of operation of the Relief Package, services can only be assessed as eligible for a supplementary payment once. After the first four weeks, arrangements will be reviewed and any changes will be communicated to providers. Where a service’s application is rejected due to inaccurate or incomplete information the service can reapply within the four weeks. Services are encouraged to read the supporting information and the examples provided at relevant questions when completing an application.
119
+
120
+If your application is inaccurate or incomplete it will be rejected and you will need to reapply to be considered for a supplementary relief payment.
121
+
122
+## Common reasons for rejection include:
123
+
124
+### Invalid applications
125
+Where there are errors in critical identification or registration details the department is unable to process the application. Invalid applications will be rejected and services will need to reapply to be considered for a supplementary payment.
126
+
127
+#### Common errors include:
128
+
129
+* Provider Customer Reference Number (CRN) and Service CRN used are the same, are not linked OR are entered incorrectly.
130
+* PRODA ID used does not belong to the person completing the application OR has been entered incorrectly. The PRODA ID must be the ID of the person with management and control who is completing the application.
131
+* Business or service registration IDs used have not been able to be verified.
132
+
133
+### Insufficient evidence
134
+
135
+Applications that do not include enough evidence to support the claim will not be approved and services will need to reapply to be considered for a supplementary payment.
136
+
137
+#### Common errors include:
138
+
139
+* Not attaching evidence; evidence that is not linked to attendance; evidence that is not linked to hours of care provided in current period; evidence is about future demand not current hours of care; or claims for more children attending than are currently enrolled at a service.
140
+* All services must continue to record attendance for the children in their care. If a service is doing this through their third party software, the reports from this software can be used as evidence. This would show the enrolment IDs, attended hours and session hours.
141
+* When preparing supporting documents, personal information including names and dates of birth must be redacted. Multiple attachments can be provided in a zip file.
142
+
143
+### Incorrect information
144
+Where a service finds they have made a mistake on an application after it has been submitted, this cannot be corrected without submitting a new application. Corrections lodged via email cannot be considered.
145
+
146
+#### Common errors include:
147
+
148
+* Current number of children entered as a fortnightly figure rather than weekly.
149
+* Current number of children taken from enrolment numbers not attendances.
150
+* Current hours of care reflected as weekly figures rather than fortnightly.
151
+* Current hours of care reflected as the difference between previous and current hours rather than total new hours of care.
COVID-19-Forced-Closures.md
... ...
@@ -0,0 +1,19 @@
1
+Changes to the Minister's Rules allow centres to waive the gap fee but continue to claim CCS on an active enrolment if and only if the centre has been forced to close by order of a Health Authority.
2
+
3
+To support this we have enhanced the Holiday process to now cover Holidays/Closures.
4
+
5
+The process for setting up a Closure is very simple.
6
+
7
+You need to specify the time period of the closure and which enrolment types it will cover.
8
+
9
+The closure process only works for full weeks so start on a Monday and end on a Sunday.
10
+
11
+<img src="/uploads/closure.PNG"/>
12
+
13
+When a closure is in effect no attendance charges or resulting CCS payments will flow onto the parent's account for the nominated period.
14
+
15
+Attendances are still processed as normal.
16
+
17
+If you operate multiple services you need to create a closure record for each one separately. This allows for situations where services are closed for different periods.
18
+
19
+The changes are automatically applied overnight to the parent account but you can trigger an update at any time from the list page.
... ...
\ No newline at end of file
COVID-19-MYOB/XERO-Extract-(&-Other-Accounting-Packages).md
... ...
@@ -0,0 +1,79 @@
1
+## Transition Payments
2
+
3
+The special transition payments are shown on the covid tab and are not included in the **myob or xero extracts**.
4
+
5
+Business continuity payments are new as at 24th Aug 2021 and we will update this once more is known.
6
+
7
+
8
+## Stage 3 Lockdowns and waiving the parent GAP in full or partially.
9
+
10
+### Waived Parent GAP in full - using auto Exempt
11
+
12
+If you have waived some families GAP in full, using the auto exempt button on the Weekly attendances screen, then overnight the weekly full charge will be removed from the relevant parent's transaction TAB.
13
+
14
+The charge will appear in the income related reports and the MYOB or Xero extracts, as they did during the free childcare time, if you use include. The full charge will be excluded from the income related reports and the MYOB or XERO extracts, if you select exclude.
15
+
16
+The CCS payment will not appear on the relevant Parent's transaction TAB, for exempt attednances, however it will appear on the relevant attendance, any relevant remittance and payment reports, and in the MYOB or XERO extracts.
17
+
18
+**MYOB or XERO extract:** In the trial balance screen select include / exclude during the export process
19
+
20
+If you select 'exclude' then exempted attendances only, will be excluded, that is the full charge for those attendances is excluded. The CCS payments though are always included.
21
+
22
+This is only relevant to attendances that have been exempted. All other attendances will be treated as normal.
23
+
24
+### Partially Waived Parent GAP - using a negative Misc Fee
25
+
26
+If you have waived a portion of some families GAP, via a negative Manual Miscellaneous Charge on the Parent's transaction TAB, then the weekly full charge will remain on the parent's transaction TAB, and appear in the income related reports & MYOB/XERO extracts.
27
+
28
+The CCS payment will appear on the Parent's trasaction TAB, the relevant attendance, the remittance and payment reports and the MYOB/XERO extracts.
29
+
30
+The MYOB extract will include both the GAP portion of income and will include the negative charge equating to refunding the portion of Parent GAP you waived. These two will zero out each other if they match, or a portion of the Parent GAP may remain. You may want to manually move these amounts to a different account.
31
+
32
+Prior to the next MYOB or Xero extract you will need to map the waived GAP Misc Fee (if its new) to a MYOB or XERO account.
33
+
34
+Manual MYOB adjustments may have to be made for any waived income, should you wish to exclude it, and didn't do so before importing the MYOB or XERO extract.
35
+
36
+If you have used a special COVID Misc Fee to waive the GAP manually, you will be able to run the Misc Fee report (Extracts -> Report -> Misc Charges Report) to determine the amount you have waived.
37
+
38
+## Free ChildCare Period 6/4/2020 to 12/7/2020
39
+
40
+The following applies if you are a service who has waived parent fees during the COVID period 6/4/2020 to 28/6/2020, and received COVID CCS (& other) payments. COVID payments originate with the department of Education, transferred via the existing payment interface (CCS -> SC) and are found in the SC COVID TAB.
41
+
42
+If you do not receive the COVID payments and are charging parents in full (eg some non approved services do not qualify for government assistance, then run MYOB extract as normal and ignore this help link).
43
+
44
+And if you are unsure, ask in our support chat for help and someone will call you, to run through it.
45
+
46
+## MYOB Extract
47
+
48
+For those offering free childcare run the MYOB extract as per usual.
49
+
50
+However, post importing to MYOB, you will need to make an adjustment for income (weekly Fee total amt) as parent fees will have been waived. And make a positive adjustment for COVID payments in the date range exported.
51
+
52
+**Note:** COVID payments started 6/4 and are found in the Services -> COVID 19 TAB. These payments are not in the MYOB/XERO extracts.
53
+
54
+Unknown yet (24th Aug 2021) how these will be paid, but if SC knows about Business Continuity payments they are likely to be in teh COVID payments TAB as well. This will be updated once known.
55
+
56
+Mar 23rd to 5th Apr 2020, waiving fees was optional.
57
+
58
+If you waived fees for this period or part of it, you will need to adjust the income for this period too, but CCS paid in this date range will be correct and found in the payment reports as per normal.
59
+
60
+CCS payments for weeks ending 29/3/2020 & 5/4/2020 will be found in the relevant CCS extract.
61
+
62
+We encourage you to back up MYOB before importing the file, that way if you make a mistake in the adjustments you can back out, reimport the extract and remake the correct adjustments.
63
+
64
+## MYOB Charges Include/Exclude
65
+
66
+An option to remove any waived Parent GAP 23/3 to 5/4, or the exempt fees from the MYOB extract (6/4 to 28/6), before being imported, is in production.
67
+
68
+You will see a drop down box next to the date range selection, and you can select to include or exclude charges for that date range. It defaults to include because post 28/6 that is what you will want to do, so you will need to select exclude.
69
+
70
+<img src="/uploads/IncludeExcludeCharges.png"/>
71
+
72
+**Note:** COVID CCS payments though will still have to be imported manually.
73
+
74
+
75
+## Other Accounting Packages 6/4 - 12/7
76
+
77
+For those offering free childcare do not import the income reported (weekly Fee total amt) for this period 6/4 to 28/6, as parent fees will have been waived. Import the COVID CCS payments made in the date range. **Note:** COVID payments started 6/4.
78
+
79
+Mar 23rd to 5th Apr, waiving fees was optional. If you waived fees for this period or part of it, do not import the income reported (weekly Fee total amt) for this period either, but CCS paid in this date range will be correct and in the payment reports.
COVID-TAB-and-large-CCS-payments.md
... ...
@@ -0,0 +1,36 @@
1
+## COVID TAB
2
+
3
+The COVID TAB, on your Service's Main screen, holds all the COVID 19 CCS payments. These payments started Apr 6th 2020 and will continue (if eligible) until June 28 2020. They are not being reported in any of SmartCentral's payment reports or MYOB extract. You will need to add these amounts to your accounting package.
4
+
5
+[COVID 19 - MYOB Adjustments (& other accounting packages) required](https://wiki.smartcentral.net/COVID-19-MYOB-Extract-(&-Other-Accounting-Packages))
6
+
7
+### CCS Payments made:
8
+
9
+* Wk 1 wasn't rounded.
10
+* Wk 2: Rounding started and if eligible you would have received a double payment. The double payment was for wk 2, plus the week ending June 28th, paid in advance.
11
+* wk 3: Is your regular payment (unless you have received a larger than expected sum early May 2020 - see below)
12
+
13
+## Larger than expected COVID CCS Payments
14
+
15
+Around about the 6th May 2020 some services received a larger than expected CCS payment. In some cases the amount was more than 4 times their regular amount. Then 8th May 2020 a smaller, but still larger than regular CCS payment, was received.
16
+
17
+We have asked CCS for some information regarding these payments. And the following was their reply.
18
+
19
+Job keeper is not paid through CCS and therefore these sums are not job keeper payments.
20
+
21
+Following the Government's decision to expand the Exceptional Circumstance Supplementary Payment, to support early childhood education and care services that are not eligible for the JobKeeper Payment, services associated with non-government schools have now received a separate payment to cover the period from 6 April.
22
+
23
+Going forward, these payments will be included with the regular weekly supplementary payment.
24
+
25
+If you have a service associated with a non-government school, that is not eligible for JobKeeper and you have not received an Exceptional Circumstance Supplementary Payment, you should contact the department.
26
+
27
+All services that are receiving supplementary payments must tell the Department of Education, Skills and Employment and if:
28
+
29
+* the service closes;
30
+* the service experience a decline in attendance or hours of care provided; or
31
+* the service’s income increases (including if you receive any government financial assistance)
32
+
33
+
34
+Services can keep the department informed by emailing: **ECECreliefpackage@dese.gov.au** Include your service name and service CRN in the email subject header.
35
+
36
+**Bottom line:** if a Service is concerned about the amount they have received (lower/higher than expected) they should contact the Education CCS Helpdesk.
... ...
\ No newline at end of file
CWA.md
... ...
@@ -0,0 +1,110 @@
1
+### Digital Complying Written Arrangements
2
+
3
+
4
+
5
+- [Background](#digital-complying-written-arrangements_background)
6
+- [Sample CWA notice](#digital-complying-written-arrangements_sample-cwa-notice)
7
+- [CWA Notice Setup](#digital-complying-written-arrangements_cwa-notice-setup)
8
+- [Enrolment list Notice Status](#digital-complying-written-arrangements_enrolment-list-notice-status)
9
+- [Enrolment Screen Notice Information](#digital-complying-written-arrangements_enrolment-screen-notice-information)
10
+- [Online Applications](#digital-complying-written-arrangements_online-applications)
11
+- [Effect on CCS Payments](#effect-on-ccs-payments)
12
+
13
+
14
+#### Background
15
+
16
+Under the [Child Care Subsidy rules](https://www.education.gov.au/child-care-provider-handbook/enrolment-process) an arrangement for care must be agreed between the Service and the 'Individual' for each enrolment. In SmartCentral the 'Individual' is the person designated as Parent1.
17
+
18
+The rules allow that arrangement to be in paper or digital form and specifies the information that must be included in that arrangement.
19
+
20
+To be considered a **Complying Written Arrangement** or **CWA** (the only type for which a parent can receive subsidy) it must contain the following information :
21
+
22
+- the names and contact details of the provider and the individual(s)
23
+- the date that the arrangement starts (Enrolment Start date)
24
+- the name and date of birth of the child (or children)
25
+- if care will be provided on a routine basis, and if so:
26
+ - details about the days on which sessions of care will usually be provided,
27
+ - the usual start and end times for these sessions of care
28
+ - whether care may be provided on a casual or flexible basis (in addition to, or instead of, a routine basis)
29
+- details of fees to be charged under the arrangement (this can be by reference to a fee schedule or information available on the provider's website maintained by the provider), that the parties understand may vary from time to time.
30
+
31
+**Additional information can be included to support the individual's understanding of their payment obligations.**
32
+
33
+
34
+Almost all enrolment forms would have included this information as a matter of course so the requirement is really just formalising good practice, possibly requiring some small wording changes to make explicit that the parent is 'liable for the full amount' not just the 'gap'.
35
+
36
+To streamline this process we have added functions to digitally generate a Complying Written Arrangement with the option to download and print a PDF for signing or email it to the parent with an acknowledgement link.
37
+
38
+This process is also built into the online application approval process. In both cases the latest booking is used generate the notice so it can be used to confirm updates as well.
39
+
40
+#### Sample CWA notice
41
+
42
+![Sample Digital CWA](/uploads/CWA.png)
43
+
44
+
45
+#### CWA Notice Setup
46
+
47
+The text in the second row of the table is configurable. Edit this in Account > Setup Org.
48
+
49
+
50
+We highly recommend you include your own wording and a reference or link to your parent handbook. Or you can copy the wording from below the picture
51
+
52
+![Configure Notice Message](/uploads/cwa_setup.PNG)
53
+
54
+
55
+The following wording has been used in the example above. You can copy and paste the following as your wording or write your own.
56
+
57
+Please review the information displayed in this notice and contact centre admin if you have any concerns.
58
+
59
+**If a Child Care Subsidy is paid directly to you or the subsidy is delayed or refused you are liable for the full amount due.**
60
+
61
+Add ** either side of any words/sentence you want to be **BOLD**.
62
+Delete the apostrophe in "It's" (if you copy from above) and retype it.
63
+
64
+
65
+**Links** can be inserted using the Markdown format. For example :
66
+
67
+```
68
+[my page](https://wiki.smartcentral.net/CWA)
69
+```
70
+displays as
71
+
72
+[my page](https://wiki.smartcentral.net/CWA)
73
+
74
+#### Enrolment list Notice Status
75
+
76
+The status of the notices are tracked from the Enrolments list. A new filter has been added to allow you to manage notices and an operation to generate and send in bulk has been added.
77
+
78
+Select your filter settings as needed and click **Update & Email CWA** to regenerate and resend CWA notices to all enrolments on the currently filtered list.
79
+
80
+![Enrolment List](/uploads/cwa_list.PNG)
81
+
82
+Status Values:
83
+
84
+- blank / null : no notice has been created
85
+- Created : A notice was created but not sent as there was no email address
86
+- Sent : A notice was created and sent but hasn't been acknowledged
87
+- Ack : A notice was created and sent and has been acknowledged
88
+
89
+#### Enrolment Screen Notice Information
90
+
91
+A new section has been added to the enrolment screen as well so you can keep track of the notice status while on the enrolment screen.
92
+
93
+![CWA Section](/uploads/cwa_enrolment_screen.PNG)
94
+
95
+From here you can :
96
+- Generate and send CWA notices
97
+- view the last notice generated
98
+- download a PDF version of the notice
99
+- view when it was last generated
100
+- view the date and time it was emailed to the parent (if sent)
101
+- view the date and time it was acknowledged by the parent (if they did)
102
+
103
+
104
+#### Online Applications
105
+
106
+For all CCS approved services a CWA notice will automatically be generated and sent once the application is approved.
107
+
108
+### Effect on CCS Payments
109
+
110
+The status of your digital CWA notices **does not** directly impact CCS payments. However you must be aware that by submitting a claim for CCS to the department you are guarenteeing you have a signed agreement with the parent that complies with the government's requirements. You can be audited on this.
Captures.md
... ...
@@ -0,0 +1,8 @@
1
+Including pictures in your reports makes them clearer, more engaging, and more appealing for parents. Images effectively illustrate details and scenarios, such as children's activities and their emotions during these activities. You can easily attach photos or videos to your report by uploading them from your device or capturing them directly.
2
+<video width="40" height="30" controls>
3
+ <source src=" /uploads/capturesintoreport.mp4" type="video/mp4">
4
+ Your browser does not support the video tag.
5
+</video>
6
+<<Video(/uploads/capturesintoreport.mp4)>>
7
+
8
+
Changing-Email-Addresses.md
... ...
@@ -0,0 +1,20 @@
1
+Email addresses are very important within SmartCentral as it is the way you identify yourself and log in to your account.
2
+
3
+#### DIY - Do It Yourself
4
+
5
+The simplest and fastest way to change your email address is to log in to SmartCentral with your old email address and then edit the email address on your profile and save the change.
6
+
7
+![Change Your Email](/uploads/emailchange1.PNG)
8
+
9
+If you have forgotten your password you can use the **Forgot Password ?** option from the login screen provided you still have access to the old email address.
10
+
11
+If the account is linked to any parent records the email address will be changed on those parent records immeadiately.
12
+
13
+
14
+#### Update Parent Email
15
+
16
+Sometimes a parent is unable to update their own email address because they no longer have access that email **and** they have forgotten their password **or** their email address in the system was wrong when their initial account was created.
17
+
18
+In this case simply open the parent's profile, **Edit** the email address and click **Save**. Once that is done click **Create New User Account** . This will link this parent to the new email address in the parent portal.
19
+
20
+![Change Your Email](/uploads/emailchange2.PNG)
... ...
\ No newline at end of file
Child-Profiles.md
... ...
@@ -0,0 +1,23 @@
1
+### Child Status Indicators
2
+
3
+Child Status Indicators are a shorthand to draw your attention to children who have a special condition recorded on their profile. Theses flags appear on the daily roll next to the child's name and the summary tab of the child's profile. The following flags are used:
4
+
5
+* B - Birthday
6
+* C - Court Order
7
+* D - Disability
8
+* E - Epipen
9
+* H - Health
10
+* I - Immunisation
11
+* IN - Indigenous (Aboriginal or Torres Straight Islander or both)
12
+* M - Medical
13
+* R - Dietary Restriction
14
+* S - Special Needs
15
+
16
+
17
+### Contact Authorisation Indicators
18
+
19
+* C - Collect, Authorised to collect
20
+* E - Emergency, Emergency contact
21
+* M - Medicate, Authorised to consent to medication
22
+* R - Removal, Authorised to consent to educator removing the child from the service
23
+* T - Treatment, Authorised to consent to medical treatment
... ...
\ No newline at end of file
Childcare-Funding-Options.md
... ...
@@ -0,0 +1,105 @@
1
+Its a brave new world of universal free childcare !!!!
2
+
3
+LAST UPDATED : 20th April 2020 12:15 PM AEST - Added information on Supplementary Payments
4
+
5
+**Question:** *From 6/4/20 until 28/6/20 we as a Centre have no choice but to go with the new ECE Care Relief Payment and not submit care to access CCS and not collect any gap fee from families?  Will we only receive the 50% weekly payment from now on after this current week ending 5/4/20 CCS has been paid to Centre? Until now we were still running as normal.*
6
+
7
+
8
+**So how do we keep the doors open ?**
9
+
10
+Basically you are right, the ECE will more or less cover the normal CCS you would have received and now you cant collect the gap from the parents, however there are options.
11
+
12
+- You will receive CCS as normal for any attenances submitted on or before the 5th April whether you refund the gap or not
13
+- From the 6th April onwards you will receive the ECE
14
+- The last fortnight of ECEC from Jun was pre-paid to assist transition
15
+- You can apply for a supplementary payment if you have exceptional circumstances
16
+
17
+
18
+The last CCS payment and the first ECE payment landed in the first week of the ECEC period. Additionally the payment for the period 15th June to 28th June has been pre-paid on the 9th April.
19
+
20
+
21
+The government is expecting centres to also sign up for 'Job Keeper' and hoping that as a result it will plug some / all of the gap. 'Job Keeper' has been extended to a wider range of providers.
22
+
23
+If you haven't already done so [do register at your earliest opportunity](https://treasury.gov.au/coronavirus/jobkeeper)
24
+
25
+Job keeper does cover long term casual & part time as well as full time.  
26
+
27
+And there is also the PAYG relief announced earlier.
28
+
29
+#### ECEC Exceptional Circumstances Supplementary Payment
30
+
31
+If your centre is experiencing exception circumstances you can apply for suplementary payments.
32
+
33
+Details about the [package can be downloaded from the Departments website](Early Childhood Education and Care Relief Package - Exceptional Circumstances Supplementary Payment).
34
+
35
+You can [apply via an online form](https://employment.au1.qualtrics.com/jfe/form/SV_06DZFbS8QOvBahn).
36
+
37
+
38
+##### Supplementary Payments common mistakes
39
+
40
+What tips are there for completing the Exceptional Circumstance Supplementary Payment application?
41
+
42
+Within the first four weeks of operation of the Relief Package, services **can only be assessed as eligible for a supplementary payment once**. After the first four weeks, arrangements will be reviewed and any changes will be communicated to providers. Where a service’s application is rejected due to inaccurate or incomplete information the service can reapply within the four weeks. Services are encouraged to read the supporting information and the examples provided at relevant questions when completing an application.
43
+
44
+If your application is inaccurate or incomplete it will be rejected and you will need to reapply to be considered for a supplementary relief payment. Common reasons for rejection include:
45
+
46
+###### Invalid applications
47
+
48
+Where there are errors in critical identification or registration details the department is unable to process the application. Invalid applications will be rejected and services will need to reapply to be considered for a supplementary payment.
49
+
50
+Common errors include:
51
+
52
+* Provider Customer Reference Number (CRN) and Service CRN used are the same, are not linked OR are entered incorrectly.
53
+* PRODA ID used does not belong to the person completing the application OR has been entered incorrectly. The PRODA ID must be the ID of the person with management and control who is completing the application.
54
+* Business or service registration IDs used have not been able to be verified.
55
+
56
+###### Insufficient evidence
57
+
58
+Applications that do not include enough evidence to support the claim will not be approved and services will need to reapply to be considered for a supplementary payment.
59
+
60
+Common errors include:
61
+
62
+* Not attaching evidence;
63
+* Evidence that is not linked to attendance
64
+* Evidence that is not linked to hours of care provided in current period
65
+* Evidence is about future demand not current hours of care; or claims for more children attending than are currently enrolled at a service.
66
+
67
+All services must continue to record attendance for the children in their care. If a service is doing this through their third party software, the reports from this software can be used as evidence. This would show the enrolment IDs, attended hours and session hours.
68
+
69
+When preparing supporting documents, personal information including names and dates of birth **must be redacted**. Multiple attachments can be provided in a zip file.
70
+
71
+###### Incorrect information
72
+
73
+Where a service finds they have made a mistake on an application after it has been submitted, this cannot be corrected without submitting a new application. Corrections lodged via email cannot be considered.
74
+
75
+Common errors include:
76
+
77
+* Current number of children entered as a fortnightly figure rather than weekly.
78
+* Current number of children taken from enrolment numbers not attendances.
79
+* Current hours of care reflected as weekly figures rather than fortnightly.
80
+* Current hours of care reflected as the difference between previous and current hours rather than total new hours of care.
81
+
82
+
83
+#### Final Thoughts
84
+
85
+Its a rat's nest but between these they are hoping that will get you through.
86
+
87
+The final option would be to opt out of CCS for the duration , receive no CCS or ECE and then be free to charge parents as you wish.
88
+Apparently that's a thing. I'm not recommending this one just adding it in reluctantly for completeness.
89
+
90
+There really are a lot of details missing but this is happening from 6th April 2020.
91
+
92
+Yikes !!
93
+
94
+Resources
95
+
96
+<https://www.dese.gov.au/covid-19/childcare/childcare-faq>
97
+
98
+<https://www.dese.gov.au/covid-19/childcare/childcare-faqfamilyinhomecare>
99
+
100
+<https://www.dese.gov.au/covid-19/childcare>
101
+
102
+<https://dese-interim.govcms.gov.au/document/early-childhood-education-and-care-relief-package-exceptional-circumstances-supplementary>
103
+
104
+<https://employment.au1.qualtrics.com/jfe/form/SV_06DZFbS8QOvBahn>
105
+
Claiming-ACCS.md
... ...
@@ -0,0 +1,15 @@
1
+Click on the link to the relevant sections of the [online providers' child care handbook](https://www.education.gov.au/child-care-provider-handbook/5-additional-child-care-subsidy) for ACCS.
2
+
3
+A service provider can only grant an initial 6 weeks ACCS certificate for children at risk - all others grandparents, training for work (old JET is now ACCS), financial hardship, etc - the Parent needs to go to Centrelink themselves to make a claim (or via MYGOV) and if the claim is granted (they are eligible) then the ACCS % flows down to the Enrolment.
4
+
5
+Click on the link for help to create the child at risk's ACCS 6 weeks certificate and 13 week determinations, from within SmartCentral [Additional Child Care Subsidy](https://wiki.smartcentral.net/Additional-Child-Care-Subsidy).
6
+
7
+Within SmartCentral an enrolment first needs to be active. When creating an enrolment in SmartCentral, make sure the start date is the Monday prior to the child's first session you want to claim ACCS for, or if the child's first day attending is in the future use today's date as the start date of the enrolment. Make sure the booking start date is the actual child's first day of attendance. You can set an enrolment start date to today as long as the child is starting within 8 weeks else CCS will exit the enrolment before the child starts.
8
+
9
+Once the Enrolment is PENDEL/PENDIN/Active, go to the enrolment's ACCS TAB and create the 6 week ACCS certificate
10
+
11
+MAke sure the paperwork to support CRK, is loaded onto the child's documents TAB.
12
+
13
+Once approved the CCS gets back paid if eligible and the % and hrs per fortnight flows down to the enrolment and ACCSHourlyRateCapIncreasePercentage is updated on the enrolment.
14
+
15
+After the first 6 weeks was granted, you can apply for ACCS determinations per 13 week lots.
... ...
\ No newline at end of file
Claiming-SCCB.md
... ...
@@ -0,0 +1,23 @@
1
+When you have a family that requires Special Child Care Benefit, you can create a booking for the first 13 weeks. See your child care handbook, for requirements that enable a centre to approve a family for SCCB, for the first 13 weeks.
2
+
3
+If a current booking exists, first end date it to the day before SCCB started. Create a new booking. The new booking start & end dates would cover the 13 week date range.
4
+
5
+![SCCB Booking 1](/uploads/SCCB_Booking_1.png "SCCB Booking Pg 1")
6
+
7
+Update the Increased entitlement reason (CRK or TFH) and if required update the increased eligible hours reason.
8
+
9
+![SCCB Booking 2](/uploads/SCCB_Attendance_3.png "SCCB Booking Pg 2")
10
+
11
+When the attendance session is created automatically, the SCCB details will be added to the attendance, provided the booking SCCB fields have been selected.
12
+
13
+You will see a CRK or TFH indicator against the Attendance if the SCCB details have been added.
14
+
15
+![SCCB Attendance List](/uploads/SCCB_Attendance_1.png "SCCB Attendance 1")
16
+
17
+If the attendance has been submitted without SCCB on it, you will need to cancel the attendance and edit it before resubmitting. Then make sure you have created/updated the SCCB booking before the next session is created.
18
+
19
+The attendance will display the SCCB details. If the attendance was created without the SCCB details they can be added via the EDIT button.
20
+
21
+![SCCB Attendance Fields](/uploads/SCCB_Attendance_2.png "SCCB Attendance 2")
22
+
23
+You will need an application approved (see your child care handbook) to provide SCCB beyond the first 13 weeks. If granted, you can extend the end date of the SCCB booking. If not granted, you will need a new booking without SCCB to start post the SCCB booking ending.
Clear-Negative-Gaps.md
... ...
@@ -0,0 +1,32 @@
1
+### Applies To
2
+
3
+Applies only to CCS approved services using Sessions Formulas.
4
+In particular VIC Kindy Funding and QLD QKFS type 2 (Health Card / White Card)
5
+
6
+Non approved services can adjust their session code formulas to avoid a credit, since there is no delayed CCS payment to change the calculation. Contact Support for assistance if required.
7
+
8
+### Details
9
+
10
+A "Clear Negative Gap" button can be seen on the Attendances TAB of a child's details or the Weekly Attendance screen once one or more attendances are selected.
11
+
12
+<img src="/uploads/ClearNegativeGapButton.png"/>
13
+
14
+<img src="/uploads/BulkClearNegativeGap.png"/>
15
+
16
+Since some types of Kindy Funding are applied without affecting CCS calculations, this can in some circumstances result in the discount being more than the gap remaining after CCS is applied. When this happens it shows as a negative gap amount.
17
+
18
+**Clear Negative Gap** inserts a misc fee to adjust for this situation.
19
+
20
+If the "Clear Negative Gap" button is pressed on an **individual** enrolment's attendance TAB (list of all attendances for that enrolment), it will clear and reapply any required adjustments for negative gaps, **for all submitted attendances for that enrolment.**
21
+
22
+<img src="/uploads/IndEgOfNegGap.png"/>
23
+
24
+If the "Clear Negative Gap" button is pressed on the **Weekly** Attendance Screen , it will clear and reapply any required adjustments for negative gaps for all submitted attendances **for that week**.
25
+
26
+You can check for any adjustments in a date range by running a misc fee report. Gap adjustments will show in the report under the code **gap-reset**.
27
+
28
+Check Weekly Attendances and apply this if required before statements or billing.
29
+
30
+#### Accounting Export
31
+
32
+Centres affected by this who are also using accounting export functions (myob) should also update their mapping rules to map this code to a GL account.
Complying-Written-Arrangement-(CWA)-Email.md
... ...
@@ -0,0 +1,17 @@
1
+A Complying Written Arrangement (CWA) is an ongoing agreement between a Childcare service provider and a Parent/Guardian, to provide care in return for fees.
2
+
3
+When the service creates your enrolment, they add the bookings and submit the enrolment to CCS. CCS in turn creates an enrolment notice and sends it to MYGOV to be confirmed.
4
+
5
+Once confirmed in MYGOV & if your child is eligible for ChildCare Subsidy (CCS), your weekly attendances will receive CCS.
6
+
7
+The service can also send you a CWA from the system. It will arrive in the form of an email from **no_reply@smartcentral.net**
8
+
9
+If you haven't already done so make this system email address, a contact in your email browser, as all emails including invoices come from the system, using this email address.
10
+
11
+A Complying Written Arrangement (CWA) is an ongoing agreement between an ECEC service provider and a Parent/Guardian, to provide care in return for fees. You will be asked to acknowledge the CWA so the service has a CWA that matches the enrolment notice you confirmed in MYGOV.
12
+
13
+See screenshot below for an example of the CWA email sent from the SmartCentral, and where to find the link to acknowledge the sessions booked.w
14
+
15
+<img src="/uploads/CWAEmail1a.png"/>
16
+<img src="/uploads/CWAEmail2.png"/>
17
+
Concepts.md
... ...
@@ -0,0 +1,57 @@
1
+| [[Home]] > [[Training]] > [[Concepts]] |
2
+
3
+#### Choosing a Browser
4
+
5
+Supported browsers are:
6
+
7
+* Chrome (Recommended)
8
+* Firefox
9
+* Safari
10
+
11
+Other standards compliant browsers may work but are not supported.
12
+Internet Explorer is not supported and will not work.
13
+
14
+#### User Accounts
15
+
16
+To access the features of SmartCentral you must have a user account. All types of user accounts are based on having a unique email address.
17
+
18
+New accounts may be created from the main login screen by clicking **New User ? Sign up a new account** from the [login screen](http://test.smartcentral.net/session/login).
19
+
20
+![Log In Screen](/uploads/login.PNG)
21
+
22
+#### Roles
23
+
24
+Roles are the mechanism within SmartCentral that is used to control who can access what information.
25
+
26
+They fall into 3 broad categories :
27
+
28
+1. Public / Parents - This is the starting point for new accounts. It only provides access to the person's own information (eg applications) or published information (eg service web profile).
29
+2. Staff / Educator - In addition to your own information you also have access to details about the children.
30
+3. Admin / Delegated Admin / Authorised Person - You have access to all information in SmartCentral and increasing levels of authority to submit information to CCMS on behalf of the service.
31
+
32
+Roles are explained in detail [here](Roles).
33
+
34
+#### Web links
35
+
36
+As a 100% web based application, SmartCentral uses web links extensively for moving around inside the application (navigation). You will recognise these clickable links as they are all coloured light blue.
37
+
38
+Every page of information in SmartCentral is referenced by a web link and these links can be referenced from outside the application.
39
+
40
+For example you can copy and paste the page URL into an email and send it. This is a great shortcut for sending information to another person. Only someone able to login and access the information will be able to open the link.
41
+
42
+![Web Links](/uploads/weblink1.PNG)
43
+
44
+This applies to any information you can see on screen eg an individual parent or child record , a booking , application form or statement.
45
+
46
+In addition to pasting web links you can also choose to open them in a new tab so you can retain access to the current page and flip quickly back and forth. If you have a larger screen you may find it useful to open them in a separate window to compare information side by side.
47
+
48
+![Split Screen](/uploads/splitscreen.PNG)
49
+
50
+Individual pages can also be bookmarked so that you can create a peronalised menu of frequently accessed pages.
51
+
52
+#### Saving Changes
53
+
54
+Information edited on screen is only updated to the database when the **Save** button on that screen is clicked. If you leave that screen without clicking save any changes will be dropped.
55
+
56
+
57
+| [Contents](Training) | [Next](Getting Started) |
... ...
\ No newline at end of file
Contactless-SignIn-for-Parents.md
... ...
@@ -0,0 +1,118 @@
1
+For troubleshooting help go [here](/Digital-Sign-In-Troubleshooting).
2
+
3
+### Who can sign a child In/out?
4
+
5
+Parent 1 and 2 are authorised to drop off and collect their child. Anyone who the parent gives "authorised to collect" = Yes, are also able to drop off and pick up the child.
6
+
7
+Once on the system, PINS are auto allocated to Parent 1 (via the Portal) to give to Parent 2 and anyone authorised to collect their child. Click on each child's enrolment to see your PINs.
8
+
9
+<img src="/uploads/PINs.png"/>
10
+
11
+
12
+You only need to provide PINS to authorised contacts if the service does not do Contactless Sign In/Out
13
+
14
+
15
+Should your Service enable Contactless Sign In/Out, then along with having Authorised to collect = 'YES" you also need to supply an email address that is unique, per Parent and Contact. The email address cannot be the parents' email addresses for authorised contacts, it must be unique, as it is used by the contact to login to Smart Central's Parent/Carer portal.
16
+
17
+
18
+Each login (email address) has their own unique portal, so parent 2 and authorised contacts will not be able to see balance, statement, application details if their email address is unique.
19
+
20
+Gmail emails can be created for free, if a contact does not have an email address.
21
+
22
+### Court Orders
23
+
24
+Should you have a court order that prevents one parent from collecting your child, however the service needs their details on the system, then the Service can manually leave Parent 2 blank, and manually add parent 2 under authorisations, making sure "authorised to collect" is "NO".
25
+
26
+If parent 2 and Authorisations are auto updated from an online application for your child, when filling in the application, you need to make sure you **leave parent 2 blank,** and add parent 2 under authorisations, **making sure you select "NO" for authorised to collect**.
27
+
28
+If court orders were provided in the online application, and you didnt setup your application as above for Parent 2, then call the service to discuss. Alternatively check under enrolments - they shouldn't be displayed as a contact with a PIN number. Call the service to change this if they are.
29
+
30
+### What is a Centre Code ?
31
+
32
+The centre code is a 6 digit code generated automatically each day for the centre and displayed on the centre's sign in device. The code can be displayed as a string of digits the parent types in at sign in or as a Quick Response (QR) code that parents scan from their phone.
33
+
34
+With the QR code the 6 digit code is automatically entered behind the scenes reducing mistakes and parent's time at sign in/out.
35
+
36
+
37
+### What is Contactless Sign In ?
38
+
39
+Contactless Sign In/out allows parents (and designated authorised contacts) to sign in digitally without having to touch the centre's sign in device (iPad), by signing in on their personal phone with a QR code or a centre code displayed on the iPad.
40
+
41
+One of the main benefits of using Contactless Sign is to reduce the number of touches (on a screen) at sign in.
42
+
43
+Services can print off a 6 digit code or QR code and put it on the door, thereby reducing the number of people onsite. More than one code can be printed off and spaced 1.5 metres apart to reduce further contact with other parents in rush hour.
44
+
45
+Services can get parents to signIn at the door, then the child only enters the Service.
46
+
47
+
48
+### Parent/Carer Portal Login
49
+
50
+You will have received an invite to the portal when your email address was entered into the system, either manually by the service or by approving your child's application. Parent 1 received a notification that you were authorised now to collect their child using the contactless method.
51
+
52
+If Parent 1 or 2, or an authorised person who has authority to collect in the system and an email address is also in the system, then you will have received this email.
53
+
54
+If you haven't received it, please check your spam for emails from no_reply@smartcentral.net and make that email address a contact. All emails from the system come from that email address.
55
+
56
+The link [to login is here](https://www.smartcentral.net/v2/session/login)
57
+To [Change your password click here](https://www.smartcentral.net/v2/user/forgot_password)
58
+
59
+### QR readers
60
+
61
+If you have one of the latest devices your camera will pick up a QR code. If your camera does not pick up the QR code, then you can go to your app store and download a free QR reader. No doubt you already use one to access stores and hospitality areas.
62
+
63
+### Steps to use the QR code
64
+
65
+1) On the device you are using for sign in/out login to the parent / contact portal.
66
+
67
+<img src="/uploads/LogInScreen.PNG"/>
68
+
69
+
70
+2) Open your camera (latest devices) or your QR code reader (older devices)
71
+
72
+
73
+3) Make sure the QR code is in focus on your device and it will automatically take you to a link.
74
+
75
+
76
+<img src="/uploads/KioskCodes.png"/>
77
+
78
+
79
+<img src="/uploads/LinkQRCode.PNG"/>
80
+
81
+
82
+4) Click on the link and it will take you to the correct sign in/out spot on your parent/contact portal if your child is booked in to attend the service that day.
83
+
84
+
85
+At SignIn, you may be asked to do more than just sign in your child. This differs from service to service and is dependent on the sign in questions your service has setup.
86
+
87
+
88
+<img src="/uploads/SignIn.PNG"/>
89
+
90
+5) If your child is not booked to attend today, then your child will be displayed with "no sessions" underneath or beside them.
91
+
92
+<img src="/uploads/NoSessions.PNG"/>
93
+
94
+
95
+### Screenshots
96
+
97
+**Note:** Screenshots are taken from the tester's devices. Devices that differ in make or model the screen may be displayed slightly differently, however the information will be the same.
98
+
99
+### Troubleshooting
100
+
101
+The codes are renewed daily.
102
+
103
+If the parent/authorised contact is asked for a 6 digit code, when using the QR code, the QR code has either timed out, been renewed or the Parent wasn't signed into the portal on the device they used for scanning the QR code.
104
+
105
+For further information when troubleshooting go [here](/Digital-Sign-In-Troubleshooting).
106
+
107
+
108
+### What can "Authorised to Collect" contacts see ?
109
+
110
+Authorised Collect contacts now automatically get (limited access) Portal Accounts created. A contact's account only has access to sign in / out the child they are authorised to, they don't have access to other information like balances, statements or bookings.
111
+
112
+It is possible for someone to be both Parent 1 for 1 child and an authorised contact for another. If that's the case both records will be available for sign in but they will only see the other account information for the child they are the Parent of.
113
+
114
+
115
+<img src="/uploads/Parent1HomeScreen.png"/>
116
+
117
+
118
+<img src="/uploads/CarerHomeScreen.png"/>
Contactless-Signin-For-Services.md
... ...
@@ -0,0 +1,45 @@
1
+For troubleshooting help go [here](/Digital-Sign-In-Troubleshooting).
2
+
3
+### What is Contactless Sign In ?
4
+
5
+Contactless Sign In allows parents (and designated authorised contacts) to sign in digitally without having to touch the centre's sign in device (iPad), by signing in on their personal phone with a QR code or a centre code displayed on the iPad.
6
+
7
+One of the main benefits of using Contactless Sign is to reduce the number of touches at sign in.
8
+
9
+Other Benefits: Contactless SignIn also reduces the need for multiple sign in devices, to prevent queueing. Contactless also means you don't need to use your iPads/Tablets for "sign in/out" only, as the "public" (parents/visitors) no longer need to use them, therefore reducing your device costs and increasing your security of parent/child data.
10
+
11
+<img src="/uploads/ContactlessSetup.png"/>
12
+
13
+
14
+You can switch 'Contactless' on or off in the 'Account' > 'Setup Org' screen. The setting is called 'Disable Contactless Sign In'. Tick this box and save to disable. Untick and save to switch back on.
15
+
16
+On this Screen, you can also disable the Staff QR Code if required, and choose whether you display the QR code only, the 6 digit code only or both codes on the Kiosk.
17
+
18
+The codes are renewed daily. You can print the Daily QR Code (or 6 Digit code) and put it on the door, thereby further reducing the need to touch the iPad should it "sleep" in between parents.
19
+
20
+If Contactless is turned on, then parents will receive an email notification when an 'authorised to collect' contact (with an email address) is added to the child's record, **as will the contact**.
21
+
22
+### What is a Centre Code ?
23
+
24
+The centre code is a 6 digit code generated automatically each day for the centre and displayed on the centre's sign in device. The code can be displayed as a string of digits the parent types in at sign in or as a Quick Response (QR) code that parents scan from their phone. With the QR code the 6 digit code is automatically entered behind the scenes reducing mistakes and parent's time at sign in/out.
25
+
26
+You can configure the system to display either or both codes.
27
+
28
+Using the QR code also has the benefit that when scanned on the phone it automatically opens up the parent portal at the correct point to sign the child in. Parents must already be signed into the Portal, for the QR code to take them to the correct place for sign in/out.
29
+
30
+If the parent is asked for a 6 digit code, when using the QR code, the QR code has either timed out, been renewed or the Parent wasn't signed into the portal on the device they used for scanning the QR code.
31
+
32
+<img src="/uploads/DigitalQRCode.png"/>
33
+
34
+### Who can sign a child in or out?
35
+
36
+Whether using Contactless sign in or standard Digital Sign in the rules are the same. A person can sign a child in or out if they are listed as Parent1 or Parent2 or they are a nominated contact set to 'Authorised to Collect'.
37
+
38
+To be able to use Contactless Sign in however, the person must also have an email address recorded in SmartCentral to access the parent portal.
39
+
40
+### What can Authorised to Collect contacts see ?
41
+
42
+Authorised Collect contacts now automatically get (limited access) Portal Accounts created. A contact's account only has access to sign in / out the child they are authorised to, they don't have access to other information like balances, statements or bookings.
43
+
44
+It is possible for someone to be both Parent 1 for 1 child and an authorised contact for another. If that's the case both records will be available for sign in but they will only see the other account information for the child they are the Parent of.
45
+
Correcting-Attendances.md
... ...
@@ -0,0 +1,17 @@
1
+An attendance that has been submitted to CCMS cannot be altered it can only be cancelled and resubmitted.
2
+
3
+To cancel an attendance simply open the attendance screen and click the **Cancel** button.
4
+
5
+![Cancel Attendance](/uploads/attendance2.PNG)
6
+
7
+Before the attendance is cancelled the Session list will appear in 'View' mode and cannot be edited.
8
+
9
+![Cancel Attendance](/uploads/attendance3.PNG)
10
+
11
+After the attendance has been cancelled it switches to 'Edit' mode and can now be changed by clicking on the **Edit** or **Delete** actions as needed.
12
+
13
+![Cancel Attendance](/uploads/attendance4.PNG)
14
+
15
+Once you have made any necessary changes then you can resubmit.
16
+
17
+![Cancel Attendance](/uploads/attendance5.PNG)
... ...
\ No newline at end of file
Covid-19.md
... ...
@@ -0,0 +1,14 @@
1
+
2
+**IMPORTANT COVID 19 NOTE:** "While services receive payments under the Relief Package, they should not be changing their service offer and/or increasing or adding new administrative fees."
3
+
4
+* [Latest Department Fact Sheet](https://www.education.gov.au/childcare-FAQ)
5
+* [COVID TAB: CCS payments (& larger payments received)](https://wiki.smartcentral.net/COVID-TAB-and-large-CCS-payments)
6
+* [COVID 19 - MYOB Adjustments (& other accounting packages) required](https://wiki.smartcentral.net/COVID-19-MYOB-Extract-(&-Other-Accounting-Packages))
7
+* [COVID 19 - Applying for Supplementary Payments](https://wiki.smartcentral.net/COVID-19-Exceptional-Circumstances-Supplementary-Payment)
8
+* [COVID 19 - Finalising (instead of submitting) Attendances ](https://wiki.smartcentral.net/Finalise-and-Unsettle)
9
+* [COVID 19 - ChildCare Funding Options](https://wiki.smartcentral.net/Childcare-Funding-Options)
10
+* [COVID 19 - GAP Rules - When can I waive the Parent GAP](https://wiki.smartcentral.net/The-Gap-v-COVID-19)
11
+* [COVID 19 - Absence Rules](https://wiki.smartcentral.net/COVID-19-Absences)
12
+* [COVID 19 - CC package FAQ](https://www.education.gov.au/childcare-FAQ)
13
+* [COVID 19 - Information Sheet](https://docs.education.gov.au/node/53373)
14
+* [COVID 19 - Contactless Sign In](Contactless-Signin-For-Services)
Create a new page Take Control of Your Inbox with Clean Email \342\200\223 30-Day Free Trial!.rdoc
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3
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12
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13
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15
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Create-a-Booking.md
... ...
@@ -0,0 +1,15 @@
1
+**Bookings** in **SmartCentral** describe in short hand when a child is expected to attend. They also set the default room code and session code (fee) for the child's attendance. Once you have created a booking for an enrolment SmartCentral will automatically add the child to each daily roll when needed for that booking.
2
+
3
+You create and edit bookings via the bookings tab within the enrolment screen **or** you can access the bookings for an enrolment directly from the enrolment list. Either way brings you to the bookings screen for an enrolment. SmartCentral's booking system allows you create bookings for recurring weekly or fortnightly attendances and also single days. You can mix and match these bookings as often as needed.
4
+
5
+To define a booking requires 5 pieces of information:
6
+
7
+1. Session - The session code selected tells the system the fee to apply for the attendance and the expected start and end time.
8
+
9
+2. Room -
10
+3. Start Date
11
+4. End Date (may stay blank)
12
+5. Booking Style ( Weekly / Days) - The booking style defines whether this particular booking follows a repeating pattern ('Weekly' style) or is applies as a 'one off' ('Days' style).
13
+ 1. Weekly Bookings - If a child attends regularly on the same days each week this will be the booking style to use. Set the style to 'Weekly' and tick which days the child will attend.
14
+
15
+ 1. Casual / One-off Bookings -
... ...
\ No newline at end of file
Create-a-Vacation-Program.md
... ...
@@ -0,0 +1,84 @@
1
+SmartCentral has a module, specifically to make it easier to manage online applications for Activity based programs, such as **Vacation Care**.
2
+
3
+Whereas routine care such as Long Day Care , Preschool and Before and After School care are oriented around recurring or casual bookings, Vacation Care and other Activity based programs have their own unique requirements.
4
+
5
+Since all service types may run activity based programs it has been made accessible to all.
6
+
7
+
8
+The basic process for Activity based care (VAC Care) is as follows:
9
+
10
+- A list of activities is published (usually well in advance)
11
+- Parents may pick and choose from the activities based on the child's interests
12
+- Different activities may have different requirements and different fee structures
13
+- The whole program can go from empty to full in a relatively short period
14
+- Some activites may fill up before others
15
+
16
+
17
+The biggest impact to the online application process is the way in which the booking is set up and selected.
18
+
19
+1. Set up the fee schedule
20
+2. Create the program
21
+3. Set up the activities within the program
22
+4. Allocate activities to the fee schedule
23
+
24
+
25
+To Create the program: Select Services, then Program, then Add:
26
+
27
+* Fill in the relevant fields and hit save.
28
+
29
+Note: Leave 'Active' unticked until you are done setting up the program and activities and you are ready to release the Program to parents for bookings.
30
+
31
+We will explain about the function of 'Capacity' and the close action a little further down.
32
+
33
+![Adding a VAC program](/uploads/add_program.PNG "Adding a VAC Program")
34
+
35
+
36
+
37
+To create an activity: Go to the relevant Program, then click on the activity number under the Activities column:
38
+- Click Add to add an activity
39
+- Or click on the activity to update or close it
40
+
41
+#### Capacity
42
+
43
+The 'Capacity' is just the number of children that you can take at the same time in the same activity. When you set this at the Program level it becomes the default for all activities in the program. You can also override this in any activites in that program if you wish.
44
+
45
+For example : In most activites in my program the number of children who can attend a single activity is 30 but for 1 special activity I can only take 25 because of the venue. So for the program I set the capacity to 30 but for the special activity i set its capacity to 25.
46
+
47
+#### Close Action
48
+
49
+This specifies what to do when the number of submitted / approved applications for an activity passes the capacity of the activity.
50
+
51
+Options:
52
+
53
+- Do Nothing : The system will track the number of applications but does nothing to prevent more being submitted once the capacity is reached.
54
+- Warn : Parents are warned that the activity is full but are allowed to submit a request for that activity. You might use this option if you intend to operate a waitlist for the activity.
55
+- Close : Parents are told that the activity is fully booked and they won't be allowed to select this activity
56
+
57
+
58
+These same warnings are visible to staff as they process the application **or manually adjust bookings on the enrolment directly**.
59
+
60
+![process vac application](/uploads/vac_approve.PNG "Process Vac Application")
61
+
62
+#### Parent View
63
+
64
+Parents see the calendar view when the booking type is 'Vacation Program'. They see indicators against each activity if the activity is filling or filled depending on the close action setting. They are prevented from selecting a closed activity.
65
+
66
+![vac booking parent view](/uploads/vac_parent.PNG "Vac Booking Parent View")
67
+
68
+#### Activity Progress
69
+
70
+You can review how your Program is filling from the Activities list.
71
+
72
+The far right column shows, per activtity, the total number of requests for an activity and how many are already processed. These numbers are updated as applications are submitted and processed and also if **manual adjustments are made to the bookings using the calendar view**.
73
+
74
+![monitor program progress](/uploads/program_activities.PNG "Monitor Program Progress")
75
+
76
+#### Adjusting Bookings
77
+
78
+Sometimes you need to modify a Program Booking after the application has been processed.
79
+
80
+The Program Calendar view is now visible on the booking screen if you have an active program or up to 4 weeks before the program's start date and up to the program's end date.
81
+
82
+This will give you access to the calendar for the current program even if its not available to parents.
83
+
84
+![edit program booking](/uploads/program_booking.PNG "Edit Program Booking")
Creating-a-new-enrolment-from-old.md
... ...
@@ -0,0 +1,8 @@
1
+
2
+ Access the exited enrolment for the child and click **Clone**.
3
+
4
+![Create New Enrolment from Old](/uploads/enrolmentclone1a.PNG)
5
+
6
+ Click **Save**
7
+
8
+![Create New Enrolment from Old](/uploads/enrolmentclone2.PNG)
Custom-Questions.md
... ...
@@ -0,0 +1,69 @@
1
+Smart Central's default enrolment form covers all the basics of parent and child details, authorised contacts, medical conditions etc but also provides a mechanism to allow you to add your own specific questions to the enrolment form and child profile screens.
2
+
3
+### Setting Up
4
+
5
+As an organisation administrator you can add your own custom questions from **Account > Setup Org > Questions**.
6
+
7
+From here you can **Add** questions , **Preview** how they will look in the application form and **Publish** the updates once you are satisfied with them.
8
+
9
+***
10
+
11
+**NOTE** : Changes are not saved until you **Publish** them. If you refresh or move away from the screen without hitting **Publish** those changes will not be saved.
12
+
13
+***
14
+
15
+For each question added there are a number of settings :
16
+
17
+1. Question Type - choose the response you want
18
+2. Visibility
19
+3. Required
20
+4. Key
21
+5. Label To Display
22
+6. Description
23
+7. Order
24
+
25
+
26
+![Add a new custom question](/uploads/add_question2.png "Configuring a question")
27
+
28
+#### Question Types
29
+
30
+The Smart Central custom question system allows you to create questions of 3 types, choose how you want them responded to as below:
31
+
32
+1. **Text** - a simple text box
33
+2. **List** - create a pick list with one or more options to choose from , if this type is selected you must also supply the **Options**
34
+ **Hot Tip** - If you only want them to give you one answer, only provide one option, eg. 'I agree'
35
+3. **Yes / No** - choose between yes or no
36
+
37
+![Add list options](/uploads/add_question3.png "List Options")
38
+
39
+
40
+#### Visibility
41
+
42
+This controls where the question will be displayed
43
+
44
+1. **Everywhere** - the question will show in waitlist forms, enrolment forms and child details forms
45
+2. **Staff Only** - the question will be visible on the child details screen but not in the enrolment or waitlist forms
46
+3. **Except Waitlist** - the question will be hidden on the waitlist form but visible in the enrolment and child details forms
47
+
48
+
49
+#### Required
50
+
51
+This controls if the question is mandatory for the parent. Waitlist and enrolment forms cannot be submitted until all **Required** questions are completed.
52
+
53
+
54
+#### Key
55
+
56
+Internal programatic identifier. This is for internal use only and not visible to parents or staff. Keep the key short and use only normal alphanumeric characters ie do not use punctuation characters in the key.
57
+
58
+
59
+#### Label to Display
60
+
61
+The Question name displayed on the form.
62
+
63
+#### Description
64
+
65
+The question description displayed on the form. Can be left blank, usually used to provide guidance to the parent or staff member answering the question.
66
+
67
+#### Order
68
+
69
+The display order on the form. Can be left blank in which case the questions will be displayed in the order they are created.
... ...
\ No newline at end of file
DD-Registration.md
... ...
@@ -0,0 +1,30 @@
1
+You can quickly invite all your parents to sign up for Direct Debit online once you have your merchant account set up.
2
+
3
+### Preparation
4
+
5
+- Register for a merchant account.
6
+- Set up your registration email template
7
+- Make sure all your parents have email addresses
8
+
9
+### Sending the Registration Request in bulk
10
+
11
+- Go to the Parents list
12
+- Click 'Setup Direct Debit'
13
+
14
+Any parent with 'N' in the DD column will be sent the registration email
15
+
16
+
17
+![Send DD Registration emails](/uploads/dd_send_registration.png)
18
+
19
+### Sending the Registration Request for an individual Parent
20
+
21
+- Go to the individual Parent screen
22
+- Click 'Request DD Registration'
23
+
24
+That parent will be sent the registration email.
25
+
26
+
27
+![Send DD Registration emails](/uploads/dd_send_registration2.png)
28
+
29
+
30
+### [Find out about the process from the parent's perspective](Direct-Debit-Registration)
Digital-Sign-In-Troubleshooting.md
... ...
@@ -0,0 +1,52 @@
1
+
2
+### Enabling a QR Code Reader on your mobile
3
+
4
+In some phones you have to turn the option on (to scan a QR code)
5
+
6
+"If your iPhone won't scan a QR code, here are a few possible reasons why:
7
+
8
+- Your Apple device isn't running iOS 11 or later.
9
+- If your device is unable to run iOS 11 or later, you can download a third-party app to scan QR codes. You can also update your iOS version."
10
+
11
+"If your Samsung Galaxy won't scan a QR code, you can switch on QR the code reader by :
12
+
13
+- going to settings > app settings > camera
14
+- switch on QR codes
15
+- If your device is unable to switch on QR code reader, you can download a third-party app to scan QR codes.
16
+
17
+### If You Can't See the Sign In/Out Childrens section
18
+
19
+Parent 1: Some parents are telling staff "I log in, I choose my child's name and then it takes them to the page that has all our PIN numbers
20
+
21
+If Parent 1 is taken to the page of PINs, after selecting your child's name, then you selected your child's name from the enrolment section. There should be a "Sign In/Out Children" section above enrolments on the main home page.
22
+
23
+If you cannot see the "Sign In / Out Children section";
24
+
25
+- Is Contactless is disabled (Accounts -> Setup Org)? If a centre has disabled contactless the option will not be avaialbe.
26
+- Is the child on the roll for today ? Children only appear for sign in if they are on the roll that day.
27
+- Is the person authorised to collect the children ? Only nominated contacts will see the child.
28
+- Is the device up to date ? If the software on your phone is out of date it may prevent contacless from working.
29
+- Is your phone signal is strong ? You need an active connection to the internet to be able to sing in / out.
30
+
31
+### Can't enter the Sign In/Out code
32
+
33
+If you have selected the child, and you are trying to enter today's code and are not able to, check you have first ticked "Confirm" and entered any other data requested.
34
+
35
+### What Email address are you using to login?
36
+
37
+Ask the service to check that the email address Parents/carers are logging into the portal with, are the same as those stored in the relevant email fields in SmartCentral (linked to the child).
38
+
39
+If a Parent 1 email address is changed you need to select "create user account" to link the new email to the child.
40
+
41
+If Parent 2 or an authorised contact is changed, they should automatically receive an invite to the portal with the new email address, provided Contactless is not disabled in Accounts -> Setup Org.
42
+
43
+Previous email addresses used, will still be retained, but will no longer show the "Contactless Sign In/Out Children" section.
44
+
45
+## Further Support
46
+
47
+if both staff & parents have checked all of the above and still can't see the Sign In/out Children's section on the parent/carer's device, please provide;
48
+
49
+- screenshots of what you do see
50
+- your device make & model
51
+- your login email address
52
+
Direct-Debit-Registration.md
... ...
@@ -0,0 +1,26 @@
1
+The process for a parent to register online for direct debit follows a few simple steps:
2
+
3
+Each parent will receive an email automatically generated by the system with their personalised link. The message in the email may be customised for each service but will look similar to this tailored with your centre's name, logo and contact details.
4
+
5
+![DD Registration Email Template](/uploads/DD1a.PNG "Sample DD Registration Email")
6
+
7
+### STEP 1 :
8
+* Click the link in the email. This will direct you to SmartCentral to complete your registration. The form is prefilled with the details on file in SmartCentral.
9
+
10
+![DD Redirection Screen](/uploads/dd_send_registration3.png "DD Redirection Message")
11
+
12
+### STEP 2 :
13
+
14
+* Choose Payment type - Card or Bank ?
15
+
16
+ * **BANK** : If bank is chosen then you are prompted to input your bank account details. Enter your details and click **FINALISE**
17
+ * **CARD** : If card is chosen you will be switched to a new page once you click **FINALISE** to enter your card details. Complete the form and click **AUTHORISE**.
18
+
19
+![DD Registration Screen](/uploads/dd_send_registration4.png "DD Registration Message")
20
+
21
+### STEP 3 :
22
+
23
+* The system will process the registration and display a confirmation message on successful completion. At this point you have completed registration and your payment method is active in SmartCentral.
24
+
25
+
26
+
... ...
\ No newline at end of file
Direct-Debit.md
... ...
@@ -0,0 +1,21 @@
1
+The **Direct Debit** function allows you to quickly and easily take payments from parents and automatically update the parent's account. It saves a lot of administrative work and reduces the likelihood of bad debt building up.
2
+
3
+To be able to use this function you will need to register for Direct Debit. Contact support@smartfees.com.au for more information.
4
+
5
+For information on how to set up and run a Direct Debit batch go to [[Process Direct Debits]].
6
+
7
+### The Payment Process explained
8
+
9
+After a payment batch is submitted it takes up to **90 minutes** for the intial process to complete. You will receive an email from the payment processor **Childcare Easypay** once that has happened. The batch will also show as processed on the DD batch screen, showing a count of the number of successful Direct Debits and a count of any failures. The failed attempts will also show a failed reason.
10
+
11
+The intial processing step verifies the details match what is recorded. It also performs other steps depending on the payment method:
12
+
13
+- For **credit / debit card payments** funds are also verifed and you can be confident the payment will complete as planned if it passes this step. Once a payment has successfully passed this step it is recorded on the parent balance.
14
+
15
+- For **bank account payments** the process is more complicated because settlement takes 3 banking days (usually !) and only failed payments are notifed. To cater for this situation we record the payment on the parent account as soon as it has passed intial processing successfully but if it subsequently fails we automatically post a reversal on the parents account. You (and the parent) will see the payment and the reversal appear on the account in this instance together with any failure message such as 'insufficent funds'. On the parent balance screen, the reversal will have the same date as the direct debit, as the Service didnt receive the funds.
16
+
17
+
18
+If you are generating statements **after** payments and want to ensure the payments are reflected on the statement you must ensure two things:
19
+
20
+1. Wait until you have received notification that the batch has processed or it shows as processed on the DD Batch screen.
21
+2. Ensure that the statement date range you select **includes** the date of the DD batch run.
... ...
\ No newline at end of file
EOFY-2022.md
EOFY2022.md
... ...
@@ -0,0 +1,75 @@
1
+##Enrolments
2
+*For any parents that want to claim CCS for the 2021 - 2022 financial year that don’t
3
+have an ‘Active’ enrolment, now is the time to chase them.*
4
+
5
+<img src="/uploads/Eofyshot1.png"/>
6
+
7
+**‘RECEIV’** means you are missing either one or both CRN numbers. Enter the CRN’s
8
+into SmartCentral, then send that new information up to CCS by going to the
9
+enrolment & pressing Edit/Save. That should then turn that enrolment into ‘PENDIN’.
10
+
11
+**‘PENDIN’** means the parent simply hasn’t logged into MyGov & confirmed their
12
+enrolment. As soon as they do, CCS will be back paid in the software, no need to
13
+resubmit prior attendances.
14
+
15
+
16
+**‘PENDEL’** is a bit trickier. It can mean one of three things;
17
+ **a.** The parent has never applied for CCS.
18
+ **b.** The parent has applied and is just waiting for C/Link to process it.
19
+**c.** The parent has provided you with the incorrect (non claiming) parent details.
20
+If this is the case, contact the support team for assistance, you cannot just
21
+overtype the correct details into an already submitted enrolment. Centrelink
22
+are like elephants & never forget.
23
+
24
+###Attendances
25
+As you know, CCS cut off any submissions in the prior financial year about 4 weeks after the
26
+new fiscal year commences. So it is imperative you get all of your attendances submitted
27
+before the cutoff date.
28
+You can always apply to have a prior period unlocked, but that will
29
+involve a lot of paperwork & long wait times, so best to get them in on time folks.
30
+***The CCS 2022 - 2023 financial year will commence 11th July 2022.***
31
+So any non-submitted sessions (attendances) will show on your Att Summary Report.
32
+
33
+We show this report on your main Services page & we recommend you check it weekly.
34
+Hopefully, it will only show you your current weekly attendances that are not yet submitted
35
+(NYS).
36
+Work your way through any NYS, editing, failed to submit or failed to cancel if there are any.
37
+*Please be aware that any non submitted attendances are also not billed to the parent, so
38
+submitting these will change parent balances.*
39
+Please contact the support team if you are
40
+unsure of anything.
41
+
42
+<img src="/uploads/Eofyshot2.png"/>
43
+
44
+***NB. If you migrated from another software in the last financial year, please don’t
45
+submit anything prior to your migration date. Check in with support if you are unsure
46
+of anything.***
47
+
48
+##Tips for parents##
49
+**a. Income tax returns** - parents must submit their tax returns to the ATO, or advise
50
+C/Link they do not need to submit a tax return. If parents do not submit their 2019 -
51
+2020 return (year before last) their CCS payments will cease & they will be charged
52
+full fees.
53
+
54
+**b. Balancing** - Once a parent/s submits their tax, CCS will check against their
55
+estimated income for the period and ‘balance’ any CCS that has been under or over
56
+paid taking into account the 5% withholding. If they were underpaid CCS, they should
57
+receive a direct payment from C/Link. If they were overpaid CCS, they will receive
58
+reduced CCS payments until the debt has been repaid. You as a service will not be
59
+informed of this (nor are we), the parent will have received correspondence from
60
+C/Link directly. But if you do notice a parents CCS has dropped when their
61
+percentage & hours haven’t changed, this is the likely reason. If you charge in
62
+advance, the projected estimates will be out, as we project based on entitlements
63
+and will have no knowledge of the ‘balancing’ debt. If you are unsure, please contact
64
+our support team, they will take a look and advise you.
65
+
66
+**[Click here to watch "Balancing CCS" video](https://www.youtube.com/watch?v=rPR4QwnV6ls)**
67
+
68
+**c. Additional child/ren CCS percentage** - In March, parents with more than one child
69
+were given up to 30% extra CCS, capped at 95% for additional children. They did this
70
+for any parent with an ‘Active’ enrolment, even if the eldest wasn’t actually attending
71
+care. ***Please assure your parents this will not be clawed back.*** As of July 2022,
72
+the additional child percentage will only be applied against children if the eldest child
73
+is actively attending care
74
+
75
+
EOFY2023.md
... ...
@@ -0,0 +1 @@
1
+Coming soon
... ...
\ No newline at end of file
EarlyWorks.md
... ...
@@ -0,0 +1,22 @@
1
+| [[Home]] > [[Training]] > [[EarlyWorks]] |
2
+
3
+![Earlyworks](https://earlyworks.net.au/images/together.png)
4
+
5
+#### Basic Purpose
6
+
7
+**[EarlyWorks](http://earlyworks.cloud/)** helps educators navigate the management and delivery of high quality educational outcomes for the children in their care.
8
+
9
+From a natural process of recording observations and reflections emerges an effective and streamlined quality improvement program that meets the requirements of the major learning frameworks.
10
+
11
+#### Main Components
12
+
13
+1. Observations
14
+2. Journals
15
+3. Generated Programs
16
+4. Child Portfolios
17
+5. Reflections
18
+6. QIP
19
+7. Family Engagement
20
+
21
+
22
+| [Previous](Tips and Tricks) | [Next](CCS 2018) |
... ...
\ No newline at end of file
Editing-Tips.md
... ...
@@ -0,0 +1,110 @@
1
+Here are some basic tips for editing the SmartCentral Wiki.
2
+
3
+
4
+The SmartCentral wiki uses a very simple text based structure with some markup standards based on **Markdown**.
5
+For a very simple tutorial go [here](http://www.markdowntutorial.com/).
6
+
7
+### Paragraphs
8
+
9
+Separate paragraphs with a blank line.
10
+
11
+### Headings
12
+Place 1 or more hash characters # on a new line followed by a space before the text. The number of hash characters control the heading level.
13
+
14
+### Bulleted (unnumbered) Lists
15
+
16
+Place a colon : on the end of the sentence before the bullets start. Place an asterix * at the start of a new line followed by a space before the text. Add 1 space before the asterix to indent the list.
17
+
18
+For example:
19
+* this is a bullet list item
20
+ * this is a second level bullet item
21
+ * and another
22
+* and back to level 1
23
+
24
+### Emphasis
25
+
26
+Put text in *italics like this* by surronding the text with a single asterix on each side.
27
+
28
+Put text in **bold like this** by surronding the text with double asterix on each side.
29
+
30
+Put text in ***bold italics like this*** by surronding the text with tripple asterix on each side.
31
+
32
+### Documents
33
+
34
+If you have a document accessible somewhere on the internet you can embed a link to it just like any web page
35
+
36
+[Read This](https://www.smartcentral.net/v2/images/PrivacyPolicy.pdf)
37
+
38
+```
39
+[Read This](https://www.smartcentral.net/v2/images/PrivacyPolicy.pdf)
40
+```
41
+
42
+The document needs to be something that a browser can understand
43
+
44
+* PDF
45
+* JPEG / JPG
46
+* PNG
47
+* GIFF
48
+*
49
+[Click here to see our Calendar for Nov & Dec 2020](/uploads/NovemberAndDecember2020EventCalendar.pdf)
50
+
51
+### Capturing Screenshots
52
+
53
+A few well chosen screenshots can be a useful tool to illustrate a particular point. To make sure your screenshots fit the wiki page and are crisp its important to capture them correctly. The steps below will produce clear images.
54
+
55
+1. Open the page in Chrome
56
+2. Go to the Chrome menu and select **More Tools > Developer Tools**
57
+3. Toggle the device toolbar to switch on device emulation mode
58
+4. Set it to iPad , landscape , 75%
59
+5. Capture screenshots of the full width of the display area with a small border
60
+6. Save the screenshot to your pc and name the file something appropriate
61
+7. Upload the file to the wiki and then add it into your page with the image markup
62
+
63
+
64
+### Embedding Images
65
+
66
+In order to add images to the wiki they must first be **uploaded** to the site. Every filename must be unique.
67
+
68
+Once that is done they can be referenced with the relative address /uploads/filename.TYPE (type must be in upper case). For example :
69
+
70
+
71
+
72
+```
73
+![IS Cases in the Enrolment List](/uploads/iscaselist.PNG "Enrolments with IS Cases")
74
+```
75
+
76
+Produces:
77
+
78
+![IS Cases in the Enrolment List](/uploads/iscaselist.PNG "Enrolments with IS Cases")
79
+
80
+### Tables
81
+
82
+```
83
+| Item | Category | Count |
84
+| :--- | :---: | ---: | <-- defines the header and column alignment
85
+| Apple | Fruit | 1 |
86
+| Tomato | Fruit | 22 |
87
+```
88
+
89
+| Item | Category | Count |
90
+| :--- | :---: | ---: |
91
+| Apple | Fruit | 1 |
92
+| Tomato | Fruit | 22 |
93
+
94
+
95
+
96
+### Internal Links
97
+
98
+### External Links
99
+
100
+### Menu Conventions
101
+
102
+### Sequence Diagrams
103
+
104
+{{{{{{ blue-modern
105
+ alice->bob: Test
106
+ note right of bob: Bob thinks about it
107
+ bob->alice: Test response
108
+}}}}}}
109
+
110
+
Enrolment-Migration-to-CCS.md
... ...
@@ -0,0 +1,22 @@
1
+Back in mid April the department copied basic enrolment information across from CCMS to CCS.
2
+
3
+This was a once only process. It only copied enrolments that were active and formal at the time.
4
+
5
+It doesnt include :
6
+
7
+* exited enrolments
8
+* informal enrolments
9
+* AMEP/OTHER enrolments
10
+* Service SCCB enrolments
11
+* Enrolments created after the transfer
12
+* Enrolments formalised after the transfer
13
+
14
+What to do :
15
+
16
+The government has advised you need to add these enrolments in CCS.
17
+
18
+SmartCentral will add these enrolments to CCS on your behalf close to the cutover date via a bulk submit function.
19
+
20
+DO NOT ENTER ENROLMENT DETAILS VIA THE PEP. THIS WILL INTERFERE WITH BULK UPDATING.
21
+
22
+We will run our migration process close to cutover to ensure we are migrating the most recent information and you dont need to enter information twice.
... ...
\ No newline at end of file
Enrolments-and-why-they-havent-moved-to-PENDIN.md
... ...
@@ -0,0 +1,37 @@
1
+**Pending Eligibility** means: Pending Eligibility, which could mean the CCS assessment is still in progress or the enrolment was submitted before the parent put in their CCS assessment claim, and if that's the case, then the enrolment notice exists on MYGOV when they are creating their claim.
2
+
3
+A few things to check, that will help you work out why the enrolment remains at PENDEL. Some enrolments can take 4-6 weeks to move from PENDEL to PENDIN. However when it starts to be 1 mth or longer the following can be checked.
4
+
5
+Common issues for enrolments remaining stuck at RECEIVE or PENDEL:
6
+
7
+1) If an enrolment is PENDEL it will never move past PENDEL, unless the parent confirmed the enrolment notice, as the final step of their CCS assessment claim. So these enrolments go straight from PENDEL to CONFIRM and if stuck the parent missed the CONFIRM step of the claim. The parent should be able to still see the enrolment notice on MYGOV and needs to confirm it. At that point the enrolment will move straight to CONFIRM (Active in SC)
8
+<img src="/uploads/MYGOVEnrolmentNoticeConfirm.png"/>
9
+<img src="/uploads/Confirm1.png"/>
10
+<img src="/uploads/Confirm2.png"/>
11
+
12
+If the parent can't see the enrolment notice they have to go to C/link for a **"operator assisted" (manual) confirmation** of the enrolment notice.
13
+
14
+**NOTE:** When enrolments are confirmed post attendances being submitted there was a CCS issue of the earlier attendances not being reprocessed. Since Oct 2019, this has been fixed with a job running twice a week to reprocess any attendances that existed prior to confirmation. If after the enrolment is CONFIRM (Active) and CCS is still not back paid to the date on the eligibility letter, first check the Session Subsidy report to make sure the parent (INDIV) hasnt received it. If neither the SERV or INDIV has received the back paid CCS then contact support.
15
+
16
+2) CCS assessment has been done for the sibling, but not this child, incorrect parent/child combination, or incorrect CRN/DOB of either the child or parent.
17
+
18
+A common issue is parents filling in a CCS assessment for one child, but not their sibling. So if the sibling has the same parent and is ACTIVE, and this child is PENDEL ask the parent, have you done a CCS assessment for **_this child_**, with the emphasis on "**_this_**".
19
+
20
+Ask to see the **eligibility letter** - it has a lot of useful information and can be scanned in and loaded onto the child's documents TAB. Maybe even ask for this as part of your policy as the sooner you can check what is on it, the less work for you to swap to the correct parent (should that be the issue).
21
+
22
+The eligibility letter shows when the date the letter was sent, and the date from when CCS (if eligible) will commence.
23
+
24
+This helps you know, how far back the CCS once approved will be back paid - see below section on Back Pay - which then (in most cases) is given directly to the parent and shows as paid to INDIV on the session subsidy TAB.
25
+
26
+The parent/child combination is on the eligibility letter, and this is the parent who should be Parent 1 on the enrolment. This is a common reason why the enrolment may stay at PENDLE.
27
+
28
+If the correct parent is on the current enrolment, you can ask for a screen shot of MYGOV - the screen which has the children's CRN/DOB and the parent's CRN, you can then double check you have the correct CRN/DOB's on the child/parent.
29
+
30
+It may be useful to ask for this screenshot of MYGOV when the family give you their CRN/DOB (in the initial application or later), so incorrect CRNs & occassionally even incorrect DOBs, can be eliminated as early as possible.
31
+
32
+If the enrolment has the incorrect parent, follow the relevant help links below to swap parents, and transfer any credit created.
33
+
34
+* [How Do I swap parents on an enrolment?](How-do-I-swap-parents-on-an-Enrolment)
35
+* [Canceling or varying Prev year's Attendances](How-do-I-cancel-vary-or-submit-attendances-from-a-previous-financial-year)
36
+* [Transferring payments from one parent to the other](Transferring-Payments-from-one-parent-to-the-other)
37
+* [When do families get back paid CCS?](When-is-CCS-BackPaid-to-Parent)
Entitlement-Notifications.md
... ...
@@ -0,0 +1,15 @@
1
+Smart Central has the option to automatically send notifications to parents if their CCS entitlement or CCS absence count changes.
2
+
3
+You can switch these options on from Account > Setup Org in the section called **CCS Entitlement**.
4
+
5
+![Entitlement Notification Settings](/uploads/ccsnotify2.PNG)
6
+
7
+Depending on which options you select an email will be sent to the parent if that part of their entitlement changes.
8
+
9
+
10
+### Sample Email
11
+
12
+![Entitlement Notification Email](/uploads/ccsnotify1.PNG)
13
+
14
+
15
+
Estimate-fees.md
... ...
@@ -0,0 +1,4 @@
1
+To help you and your parents calculate an estimate of fees we provide a link to the [SmartCentral Fee estimator](https://www.smartcentral.net/CCS_Calc.html).
2
+
3
+This estimator calculates an estimate of their expected Childcare Subsidy (CCS) entitlement from July 2018.
4
+
Everything-Web.md
... ...
@@ -0,0 +1,18 @@
1
+| [[Home]] > [[Training]] > [[Everything Web]] |
2
+
3
+#### Web Profile
4
+
5
+
6
+#### Vacation Program
7
+
8
+
9
+#### Parent Invitations
10
+
11
+
12
+#### Processing Online Applications
13
+
14
+
15
+#### Re-enroling
16
+
17
+
18
+| [Previous](Special Circumstances) | [Next](Reports and Extracts) |
... ...
\ No newline at end of file
FAQ-for-Staff.md
... ...
@@ -0,0 +1,13 @@
1
+#### What do those little symbols mean next to the child's name on the rolls ?
2
+
3
+ The symbols next to the child's name on the digital roll indicates if there are any 'conditions' recorded for the child.
4
+
5
+* B: Birthday
6
+* C: Court Order
7
+* S: Special Needs
8
+* D: Disability
9
+* E: Epipen
10
+* H: HealthCare
11
+* M: Management Plan
12
+* R: Dietary restrictions
13
+* I : Immunisations
... ...
\ No newline at end of file
FAQ.md
... ...
@@ -0,0 +1,85 @@
1
+## Frequently Asked Questions
2
+
3
+##### What things can I do as a parent or guardian in SmartCentral ?
4
+
5
+ SmartCentral provides you online access to your service to apply for enrolment; enter or update your and your child's details; check enrolment status; review transaction balance and download statements.
6
+
7
+ You have the convenience of entering this information securely online in your own time and being able to track the progress of any enrolment applications.
8
+
9
+
10
+##### How do I access this new portal ?
11
+
12
+You can access it with the following link: [[https://www.smartcentral.net/v2/]]
13
+
14
+
15
+Otherwise your service can provide you with a service specific link to create your own account. They may have already created an account for you and sent you details if your email address is on file.
16
+
17
+Look for an email from **no_reply@smartcentral.net** . You may find it in your spam filter . If you do, mark it as 'not spam' so you will receive all notifications from our site.
18
+
19
+##### I have a SmartCentral account but I can't access my child care service or some features are missing
20
+
21
+ Contact us at support to let us know which child care service or feature is missing. If your service isn't already registered we will contact them and invite them to join. Either way we will keep you informed of progress on your request.
22
+
23
+##### When I use the PAY option why am I switched to another site? Are my card details secure?
24
+
25
+ We take security of your details very seriously. In fact to ensure your card details are kept confidential and only handled on a 'need to know basis', the full card details you enter are never visible in the clear to any party.
26
+
27
+ We direct you to our payment gateway provider ChildCare EasyPay (CEP). CEP processes your card details through their PCIDSS compliant payment system and notify us if the payment completes successfully. When your payment appears on your card statement it will have the processor's name in the description "CHILDCARE PAYMENT CEP AUS BALMAIN".
28
+
29
+
30
+##### I'm not receiving email notifications or statements. What can I do ?
31
+
32
+ The first thing to do is to confirm with your service that the email address they have on file is current.
33
+Secondly check your spam / junk folder for emails from no_reply@smartcentral.net and mark any as 'not spam'.
34
+
35
+ Next add no_reply@smartcentral.net to your email contacts list.
36
+
37
+ Finally you can send an email to no_reply@smartcentral.net with 'Email Test' in the subject line and cc the email to support@smartfees.com.au and we can investigate the issue. Let us know the results of the previous steps.
38
+
39
+##### Something is not working the way I expected. What do I do ?
40
+
41
+ Check with your service to make sure you have the correct email address on file.
42
+
43
+ Check what Browser you are on. SmartCentral is compatible with Chrome and Firefox, both can be downloaded for free.
44
+
45
+ If that is ok, let us know at support.
46
+
47
+##### Why do I get a statement if my fees are up to date?
48
+
49
+ A statement is produce for all parents with an active enrolment as a means of providing information on your account.
50
+
51
+##### I have logged on to the parent Portal for the first time and an **incomplete** application is in the Applications TAB.
52
+
53
+Within the Applications TAB :
54
+
55
+- Select **view/edit** on the **Incomplete** application
56
+- Select **edit**
57
+- You will see down the left hand side, links to various sections of the application; Parent, Child, Parent 2, Booking, etc
58
+- Review each section and update and/or add the relevant details to your application
59
+- When all sections (on the left hand side) have **done** beside them, all mandatory fields have been completed and you are ready to **review** your application and **submit** it to the centre.
60
+
61
+##### I need to update the information on a previously submitted application. How do I do this?
62
+
63
+If your application has been approved and you wish to request a change, Eg. add new emergency contacts, or update my immunisation statement:
64
+
65
+- start a **new application** for the same service
66
+- Select your child from the drop down box
67
+- copy across the information submitted in a previous application using the **Copy** function
68
+- make any changes and
69
+- **review**
70
+- **submit** your changes.
71
+
72
+##### My centre is using Digital Sign In. I have submitted my application but I can't see my PIN yet.
73
+
74
+Your PIN is your digital signature. It is assigned to you when your application is approved and the enrolment is created. Once this happens you will be able to retrieve your PIN and the PIN for any 'approved to collect' nominees through the parent portal.
75
+
76
+##### I thought I would be able to make holiday bookings through SmartCentral but I can't see that option.
77
+
78
+If your centre runs holiday programs (eg Vacation Care) they can make program bookings available through SmartCentral.
79
+
80
+Typically holiday program bookings are opened around 6 weeks before the holiday period starts but it is up to the individual centre. The program only becomes visible to parents once the centre opens it for bookings.
81
+
82
+##### I need more information about the new Child Care Subsidy
83
+
84
+We have collated a list of resources for families specifically related to the Child Care Subsidy [here](CCS-resources-for-families).
85
+
FDC-Educator-Leaves.md
... ...
@@ -0,0 +1,7 @@
1
+### FDC Educators Leaving
2
+
3
+**Don’t** remove educators from SmartCentral, just **end date their bookings**.
4
+
5
+Removing educators will prevent correct tallying on historical reports.
6
+
7
+**Don’t do it**
... ...
\ No newline at end of file
FDC/Hybrid-Educator-Payment-Process.md
... ...
@@ -0,0 +1,18 @@
1
+We know the government's push towards the 'centre collecting gap fee' model might seem a bit daunting, especially with all the changes coming our way. But don’t worry, we've been using this model since the introduction of CCS back in 2018, and we’ve just introduced a hybrid payment mode to help ease the transition and make things a bit smoother for everyone.
2
+
3
+So, what’s the hybrid payment model? Basically, it lets centres pay some educators the full session fees and others just the CCS part. This way, you can work with your educators to transition at a pace that suits everyone, and you can switch between the two models whenever needed.
4
+
5
+Setting it up is pretty straightforward. Just head to the staff profile section and go to the bank details. From there, you can choose the payment model for each educator: either 'CCS' or 'Session Fee'. If you’re a new centre, just let us know, and we can update these settings in bulk for you.
6
+
7
+![Setting](https://ik.imagekit.io/rjue0pnu1/SC%20Wiki/edu_payment_model_setting.png?updatedAt=1719996381880)
8
+
9
+Once you’ve set it up, everything else falls into place. The chosen setting will automatically apply to all parts of educator payment operations – this includes educator statements, the ABA file, and to record payments. You can carry on with your usual weekly operations, and the system will work out the figures for you.
10
+
11
+
12
+![Weekly View](https://ik.imagekit.io/rjue0pnu1/SC%20Wiki/edu_stmt_wkly_view.png?updatedAt=1719996381901)
13
+
14
+
15
+_For those educators on the 'CCS only' model, if attendance is shared by more than one educator, you'll still need to split the CCS. But if the educator is on the 'Session Fee' model, there’s no need to worry about splitting the CCS._
16
+
17
+
18
+
Family-Daycare.md
... ...
@@ -0,0 +1,162 @@
1
+There are a few features added specifically to support the unique needs of operating a Family Day Care service.
2
+
3
+1. Recording educator details
4
+
5
+2. Linking Rooms with educators
6
+
7
+3. Hourly Rate session codes
8
+
9
+4. Variable session start and end times in bookings
10
+
11
+5. Alternate parent statement option
12
+
13
+6. Educator Statements
14
+
15
+7. CCS Reallocation
16
+
17
+8. Educator Payments Extract
18
+
19
+
20
+
21
+### Recording educator details
22
+
23
+When a new educator has been added in Proda they will automatically be imported into SmartCentral overnight and then their setup can be completed. Some additional educator details are required for submission to CCS but those details cannot be retrieved from CCS.
24
+
25
+All personnel added in PRODA, including FDC Educators, are visible in **CCS > Personnel** menu.
26
+![Personnel TAB](/uploads/CCSPersonnel.png)
27
+
28
+**FDC Educators** specifically can be viewed and their additional details maintained from Services > Educators.
29
+CCSPersonnel.png
30
+
31
+The following lists the order for setting up a new FDC educator.
32
+
33
+1. Set up the FDC Educator in PRODA. SC will bring the educator down in the next query (3am the next day) to the Personnel and Educator TABS.
34
+2. Setup the FDC Educator in SmartCentral, add their address
35
+3. Room Setup
36
+4. Add Educator to Enrolment
37
+5. Add Room to Bookings
38
+
39
+As long as a new FDC educator is setup correctly, **before their first attendance is submitted**, it won’t be a problem.
40
+
41
+
42
+
43
+
44
+
45
+
46
+
47
+From this screen you can update the educator's address and add an alternate reference. The alternate reference is used in the Educator Payments Extract file and is designed for import into an external accounting system.
48
+
49
+
50
+### Linking Rooms with educators
51
+
52
+Once the educator has been set up in PRODA, imported and configured in SmartCentral they can now be attached to a room.
53
+
54
+Attaching an educator to a room is SmartCentral's method for tracking which educator delivered which session of care to which child. It is used in both bookings and daily rolls.
55
+
56
+Once an educator is linked to a room sessions operate similarly for all care types including FDC.
57
+
58
+If an educator leaves your service DO NOT delete their room, just mark the room inactive and end date the bookings. Room name history is retained for reporting purposes.
59
+
60
+### Hourly Rate Session codes
61
+
62
+A session code may be set to 'Hourly Rate'. If this option is selected then SC will calculate the fee for the session based on the session start and end times rather than using the enterred amount as a flat rate.
63
+
64
+Access this from Services > Session Codes
65
+
66
+### Variable session start and end times in bookings
67
+
68
+For other care types, a uniform session start and end time is common. However for FDC it is quite common for the child to start and finish at different times of the day on different days of the week. Rather than have to create a separate session code and booking for each variation, SmartCentral allows you to optionally override the default session start and end time for each day of the week.
69
+
70
+If nothing is entered SC will use the default session start and end times.
71
+
72
+### Alternate parent statement option
73
+
74
+Some FDC service providers have the educators collecting payments from the parents directly and the payment is not recorded in SmartCentral. Thus the parent balances will not reflect the true amount owing.
75
+
76
+When running a statement batch there is an option to suppress the display of a running balance and balance brought forward to cater for this scenario.
77
+
78
+
79
+### Educator Statements
80
+
81
+Educator statements can be generated in SmartCentral and come in two options, depending on whether the service collects from the parent, or the educator does as this changes the educator payment calculation.
82
+
83
+In order to cater for adjustments made, after the intial submission, the date range, in the statement generation, is based on the posting date (submit or cancel) NOT the attendance date.
84
+
85
+Educator statements can be accessed from the Service screen.
86
+
87
+#### Example
88
+
89
+Attendances for week ending the 26th August, are intially submitted on the 24th August and payments are processed into the system dated the 26th.
90
+
91
+An educator statement run is done on the following Tuesday for the period 13th August to 27th August, picking up all attendances submitted in that period, CCS payment items received in that period and any adjustments to prior weeks made in that period.
92
+
93
+One attendance from the week ending 26th Aug is cancelled on the 4th September. The amounts associated with the cancelation of that attendance will show as a separate line item when the statements are run for the posting period 28th August to 11th September.
94
+
95
+#### Choosing your date range
96
+
97
+When choosing your educator statement periods we recommend you follow a routine based on when you submit attendances.
98
+
99
+If you submit the prior weeks attendances on the Monday run your statements on the Wednesday and include all edits up to the Tuesday.
100
+
101
+To avoid duplication or missing data dont include a date that's in progress (ie the current date) and dont choose overlapping dates. Make sure your educator statement date ranges are consecutive.
102
+
103
+#### Choosing your layout - Default or Summary
104
+
105
+When creating educator statements you will see an option 'LAYOUT'.
106
+
107
+![Layout option](/uploads/LayoutEducatorStmts.png)
108
+
109
+If you leave this setting on default it will create statements in the familiar way. This is the option you should continue to use for your normal fortnightly educator statements.
110
+
111
+If you change the layout to 'Summary' the statement will include the weekly totals, but not the breakdown for each child. This layout is intended for quarterly or annual summaries but you can use it for other periods depending on the dates you choose.
112
+
113
+![Educator Summary Stmt](/uploads/EducatorSummaryStmt.png)
114
+
115
+#### When running educator statements, why are prior weeks showing?
116
+
117
+If you amend a week after you do a statement run, the difference will show up again in the next run.
118
+
119
+If you run, for example statements from 10/9 to 26/9 why does it show w/e 2/9 & 9/9? It is showing amendments. If you amended w/e 2/9 on the 11th it will be picked up during 10/9 - 26/9 run, only the differences are included so there is no duplication but the date ranges for the statement runs need to be continuous.
120
+
121
+The difference will show up in the period the amendment was made (that may or may not be the next run). Adjustments for amendments are a necessary evil to make sure the correct amounts are paid.
122
+
123
+### CCS Reallocation
124
+
125
+Default CCS allocation: where there is an attendance, with multiple educators, the Educator with the most hrs in the attendance, gets allocated 100% of the CCS.
126
+
127
+For those circumstances where a child is in the care of two or more educators in the same week, and the default CCS allocation isn't sufficent, you now have the option to re-allocate some or all of the CCS to a different educator.
128
+
129
+It is best to transfer the CCS to the 2nd Educator, prior to the Educator statement run whose date range includes the relevant week. However, the transfer is a debit and a credit Miscellaneous Fee, with a posting date (the date the transfer was made) and it will be picked up in the next statement run.
130
+
131
+Before using this option we recommend that you set up a miscellaneous fee code specifically for this purpose. for example something like "CCSTX" and give it a description:"CCS Transfer between educators".
132
+
133
+This will make it easier for you to report on this figure.
134
+
135
+Applying the transfer will create a debit (Misc Fee Charge) on one educator, and a matching credit (Misc Fee Charge) on the other, which will come through on the statement that spans the date it's created (the posting date).
136
+
137
+If you make a mistake entering the transfer, you can immediately delete it, up until the end of that business day. After that it's locked into the transaction listing, so any later correction will need to be done as second transfer.
138
+
139
+![CCS Allocation Split](/uploads/CCSTxTrsfMultipleEducators.png)
140
+
141
+The following is an example of a CWA enrolment, with multiple Educators. One of the Educator's is caring for her own child the majority of the attendance session hours and therefore by default gets awarded 100% of the CCS (even though the 2nd Educator is entitled to all of the CCS paid).
142
+
143
+Note: Development have in the pipeline an automated way to detect this scenario and you will be advised when this is in place and therefore you no longer have to transfer 100% of the CCS to Educator 2 when Educator 1 is caring for their own child.
144
+
145
+Eg. Multiple Educators Child's Bookings
146
+
147
+![Multiple Educators Child's Bookings](/uploads/MultipleEducatorsBooking.png)
148
+
149
+Eg. Multiple Educators Child's Attendance showing the CCS paid, 100% originally allocated to Educator 1 & the 100% transfer to Educator 2.
150
+
151
+![Multiple Educators Child's Attendance](/uploads/MultipleEducatorsAttendance1.png)
152
+![Multiple Educators Child's Attendance Payment and CCS Transfer](/uploads/MultipleEducatorsAttendance2.png)
153
+
154
+### Educator Payments Extract
155
+
156
+Accessed through Services > Levy
157
+
158
+All the suggestions relating to educator statements also apply to the payment extract as it is the same data in a different format.
159
+
160
+The extract is a csv file of ccs payments and calculated levy amounts suitable for importing into an accounting system.
161
+
162
+Input the account codes used by your accounting system for the relevant payment types.
Finalise-and-Unsettle.md
... ...
@@ -0,0 +1,31 @@
1
+We have introduced a small change to the way attendances are processed to cope with the APR - JUN exclusion period.
2
+
3
+#### Attendances for weeks before 5th Apr 2020
4
+
5
+These weeks are frozen at CCS until 29th June 2020 so we have frozen them in SmartCentral as well so that SmartCentral remains consistent with the CCS information. After 29th June there will be a period where these attendances can be amended if needed prior to end of year reconciliation.
6
+
7
+#### Attendances for weeks from 6th APR to 28th JUN 2020
8
+
9
+CCS will not accept attendance reports for this period and you aren't allowed to charge a parent gap fee.
10
+
11
+For this period we have blocked session fees from the parent accounts. Any balances owing prior to this date are unaffected.
12
+
13
+So that attendances can be included in reports (for example if you need evidence to request a supplemental payment) we have provided an alternative method to mark these attendances as submitted or vary them if needed.
14
+
15
+These functions are accessed from the Weekly Attendance screen as normal. Buttons appear once at least 1 attendance is selected.
16
+
17
+**Finalise** - mark attendance records as 'submitted' and include them into reports
18
+
19
+Finalising attendances works pretty much the same as submitting did pre-covid . We renamed it so you wouldn't think its going direct to ccs as it isn't. The Parent's balance is updated with a charge, which will be "swept off" (exempt) overnight. This will then register on statements as a $0 charge for the attendance week.
20
+
21
+**Unsettle** - unmark them as 'submitted' , removing them from reports until Finalised again. These will show as "cancelled" and will reverse the charge on the parent's balance. Again wait overnight for teh reversal to be "swept off" (exempt)
22
+
23
+**IMPORTANT NOTE** - Finalised / unsettled attendances are temporarily applied to the parent's account, then 'swept off' overnight. So dont finalise/unsettle and send statements on the same day. You must wait overnight before running statements or submitting a DD batch for outstanding debts prior to 6/4/2020.
24
+
25
+We are working to remove this limitation.
26
+
27
+<img src="/uploads/finalise.PNG"/>
28
+
29
+
30
+
31
+
Finance-Role.md
... ...
@@ -0,0 +1,26 @@
1
+The finance role is designed for staff that need access to various reports but have no need to access a parent's or child's details.
2
+
3
+They have access to the following reporting and trending functions:
4
+
5
+## Reports
6
+* Aged Debt
7
+* Income
8
+* Payment
9
+* Misc Charges
10
+* Payment Summary
11
+* Balance Owing
12
+* Utilisation
13
+* Bond
14
+
15
+## Analytics
16
+* Monthly Income and Utilisation by Room (EXPORT)
17
+* Settlement Report
18
+* Monthly Income by Room
19
+* Occupancy Trends
20
+* Attendance Analysis
21
+* Income Detail
22
+
23
+## Accounting Export (MYOB)
24
+* Trial Balance
25
+* Accounting Export
26
+
Financial-Reports.md
... ...
@@ -0,0 +1,92 @@
1
+### Income Report
2
+
3
+This report displays income earned for the period entered, in the Period beginning and ending date fields. The start & end dates are calculated from "posting dates".
4
+
5
+The income figures represent actual income earned (billed) in the period shown. For CCS approved services: Income from attendances is considered to be earned, when the attendances are submitted. The date the attendances are submitted is the posting date for this income.
6
+
7
+The income earned is broken down into type of income - Full fees charged to parents and miscellaneous fees.
8
+
9
+Notes:
10
+
11
+The figures DO NOT reflect payments received, they are 'billings'.
12
+
13
+GST on miscellaneous fees is not included in this report as GST is not income.
14
+
15
+
16
+### Payment Report
17
+
18
+This report shows totals of each payment type within the specific date range, selected by you, on the Payment Reports Selection screen. Payment type examples include: Direct Debit, SmartFees Online, Cheque, Cash, etc.
19
+
20
+Again, the payment report runs on "posting date"
21
+
22
+### Aged Debt Report
23
+
24
+This report shows the age of any unpaid amounts sitting on the parent's balance up to the date selected. Posting date is used to calculate a parent's balance at the selected date.
25
+
26
+Aged debt is broken down into weekly periods. Payments are assigned against debts on an 'oldest first' basis to derive the age of the debt relative to the date selected. Only charges and payments on or before the date selected are included in the calculation so you have an accurate 'point in time' figure no matter when you run the report.
27
+
28
+### Accounting Extract (MYOB)
29
+
30
+The Accounting Extract provides a profit and loss summary of the organisations performance over the time period.
31
+
32
+This information may then be extracted in a format suitable for direct import into MYOB as General Ledger postings.
33
+
34
+Posting date is used to calculate Profit & Loss summary so that later changes to the data (eg an updated CCS calculation) will show in the period they happen even if they relate to an earlier period.
35
+
36
+### More Reports > Misc Charges Report
37
+
38
+Displays each parent's miscellaneous charges in detail. Detailed miscellaneous charges can be used to assist in your GL end of period reconciliation. It can also be used if a query arises regarding a particular charge.
39
+
40
+Posting date of the Misc Charge, is used to calculate Miscellaneous charges within a date range.
41
+
42
+### More Reports > Parent Payments Report
43
+
44
+Allows you to print a report of all parent payments within a particular date range. Use this report to look at each payment transaction in detail.
45
+
46
+The date range for the report, uses the posting date of any payments displayed.
47
+
48
+### More Reports > Utilisation Report
49
+
50
+The Utilisation report is designed to be produced weekly to give an actual snapshot of the business performance and whether your service is being used to its full potential.
51
+
52
+It allows you to gather data from submitted attendances, which influences which sessions offered are successful and those which need further analysis.
53
+
54
+As it analyses at the submitted session level on a day by day basis and therefore can pick up part weeks, you will see differences in totals compared to other reports that deal in completed weeks unless you choose your periods appropriately.
55
+
56
+Note: the utilisation report looks at the session dates, but only includes sessions that have been submitted - it doesnt matter when they were submitted, as long as they are submitted before the report was run.
57
+
58
+#### Reconciling Utilisation and Income Reports
59
+
60
+The **Income Report** is based on income earned/posted, within the selected dates (usually the first and last day of the month).
61
+
62
+You need to include the posting date (submitted date), of the last week of attendances submitted, if you wish that attendance income to be included within the selected date range.
63
+
64
+The **Utilisation Report** is based per calendar day. It's not usually necessary to reconcile the two since they are intended for different purposes.
65
+
66
+However if you do wish to reconcile your income, against your utilisation, you will need to run the utilisation report keeping your week endings in mind, and run your income report keeping your relevant attendance submission dates (posting dates) in mind.
67
+
68
+Example:
69
+
70
+From Date - will be the last Monday of the previous month unless the month conveniently ends on a Sunday, in which case the from date is the 1st of the month.
71
+
72
+To Date - will be the last Sunday of the month
73
+
74
+For example July 2017 - Monday 26/06/2017 - Sunday 30/07/2017
75
+
76
+August 2017 - Monday 31/07/2017 - Sunday 27/08/2017
77
+
78
+Note: IS Claim payments are attributed to the Service rather than a session and aren’t included in the utilisation report.
79
+
80
+### More Reports > Balance Owing Report
81
+
82
+Reports parent balances owing or in credit up to the selected "posting" date. This report also displays any non active parents who still owe money, and who may not be included when you produce your statements in bulk.
83
+
84
+### More Reports > Payments Summary Report
85
+
86
+Allows you to print a report of all parent payments within a particular "posting" date range.
87
+
88
+Filter by one or more payment types to find specific payments for example to conduct a bank reconciliation.
89
+
90
+### More Reports > Remittance Details Report
91
+
92
+List all payment transactions from CCMS within a single remittance for reconciliation purposes.
Finding-Parents-and-Children.md
... ...
@@ -0,0 +1,68 @@
1
+## Global Search
2
+
3
+**SmartCentral** provides a handy shortcut to access any parent or child's profile page quickly.
4
+
5
+In the top right corner of every page is the search bar. Type in here and hit "ENTER" to launch a search across all parent and children records.
6
+
7
+![Global Search](/uploads/search3.png)
8
+
9
+You can search on any of the following pieces of information:
10
+
11
+* First Name
12
+* Last Name
13
+* CRN
14
+* Child's preferred name
15
+* Parent's email address
16
+
17
+The search will find hits on partial words as well.
18
+
19
+For example:
20
+* Searching on "Tim" will find "**Tim**othy"
21
+* Searching on "Lis" will find "E**lis**abeth" and E**lis**a"
22
+
23
+
24
+## Parent List
25
+
26
+You can access a list of all your parents (past and present) from the **People > Parents** menu.
27
+
28
+On this list you have a number of sort and filter options to locate the parent you want.
29
+
30
+1. You can search by first name , last name , CRN or email address by typing in the search box.
31
+2. You can sort any column with the up and down triangle symbols by clicking on the symbol
32
+3. You can filter any column with the downward caret symbol by clicking and choosing the option you want.
33
+
34
+![Parents List](/uploads/ParentListScreen.PNG)
35
+
36
+Once you have identified the parent you want to access click on their Parent Id.
37
+
38
+### Filter Options
39
+
40
+| Heading | Explanation |
41
+| Gender | Male / Female |
42
+| Email | Does this parent have an email address on file (Y/N) ? |
43
+| Enrolled | Is this parent associated with a current enrolment (Y/N) ? |
44
+| Account | Does this parent have a portal account registered (Y/N) ? |
45
+| DD | Is this parent set up for Direct Debit (Y/N) ? |
46
+
47
+
48
+## Child List
49
+
50
+Similarly you can access a list of all your children (past and present) from the **People > Children** menu.
51
+
52
+On this list you have a number of sort and filter options to locate the parent you want.
53
+
54
+1. You can search by first name , last name or CRN by typing in the search box.
55
+2. You can sort any column with the up and down triangle symbols by clicking on the symbol
56
+3. You can filter any column with the downward caret symbol by clicking and choosing the option you want.
57
+
58
+
59
+![Children List](/uploads/children.png)
60
+
61
+| Heading | Explanation |
62
+| Gender | Male / Female |
63
+| Enrolled | Is this child associated with a current enrolment (Y/N) ? |
64
+| DOB | Date of Birth |
65
+| Age | Age in years |
66
+| Month | Month the child was born in |
67
+
68
+See our video [here](https://www.facebook.com/SmartFees/videos/1643919019023561/)
... ...
\ No newline at end of file
Formalise an Enrolment.md
Formalise-an-Enrolment.md
... ...
@@ -0,0 +1,25 @@
1
+Occasionally (or perhaps often) you will start an enrolment before the parent has supplied CRN details.
2
+
3
+In this instance you should start the enrolment as a CWA enrolment type anyway. At some future point the parent may eventually supply the (correct) CRN details and its time to **Formalise** the enrolment. The term is a hold over from CCMS but it fits the bill.
4
+
5
+If all other details had been supplied correctly, when the enrolment was first created, this is a simple process.
6
+
7
+To complete this task you must be an **Admin**.
8
+
9
+1. Edit the parent record and add the CRN
10
+2. Edit the child record and add the CRN
11
+3. Open the enrolment record and click **Edit** then **Save**.
12
+4. The updated enrolment information will be sent to CCS and the parent will then need to confirm the enrolment in MyGov.
13
+
14
+
15
+#### What could go wrong ?
16
+
17
+The most common errors are **Child details not found** and **Parent Details not found**.
18
+
19
+Make sure you have a legible copy of the letter from Department to the parent with the details on it to verify against.
20
+
21
+The details recorded in SmartCentral, and submitted to DSS on the enrolment, must match exactly what Centrelink has on file.
22
+
23
+
24
+
25
+If the error is **Eligibility Details Not Found, Incorrect or Invalid**, then the parent details you have been provided are not the details of the parent registered at Centrelink. Check the letter for the registered parent and add them.
... ...
\ No newline at end of file
Forms-Designer.md
... ...
@@ -0,0 +1,97 @@
1
+SmartCentral incorporates a general purpose forms designer that can be used to create forms for a wide variety of purposes in a childcare centre.
2
+
3
+The process involves creating new forms templates from the **Forms** tab under **Account > Setup Org**.
4
+
5
+Once form templates have been created they can be accessed from the Forms tab on the Service page.
6
+
7
+Form templates can only be created or modified by Admins however they can be used by all staff.
8
+
9
+### Creating a Form Template
10
+
11
+To create a form template click **Add** from the Forms tab, give the form a name and choose whether the print layout should be portrait or landscape layout.
12
+
13
+Grid mode is a special layout option that adds a room selector to the form and lays out the questions in a grid with a child per row for the selected room.
14
+
15
+Use **Grid Mode** if you want a roll-like form. Leave **Grid Mode** off for a standard form.
16
+
17
+If using Grid Mode it's recommended to limit the number of questions in the form as a grid form quickly becomes very crowded if there are too many questions.
18
+
19
+Click Save to finalise the form template.
20
+
21
+### Configuring the Form Template
22
+
23
+Having created the form the next step is to add questions to the form. This is done via the **Configure** action button.
24
+
25
+SmartCentral has a large variety of question types that you can mix a match in your form.
26
+
27
+The question types available are:
28
+
29
+* Text - a single line of text
30
+* Big Text - multi-line text
31
+* Yes/No - a drop down with options Yes and No
32
+* List - a customisable drop down pick list
33
+* Checkboxes - a customisable multi-select list
34
+* Child Details - pick a child from the currently active children at the service
35
+* Staff Details - pick a staff member from the currently active children at the service
36
+* Date Picker - a calendar date picker
37
+* Time Picker - formatted time picker
38
+* Current Date - automatically records the current date each form is created from this template
39
+* Conditional Details - ask a yes/no question and if the answer is yes present a big text field
40
+* Conditional File Upload - ask a yes/no question and if the answer is yes present a file uploader
41
+* Signature - capture a signature via sign on glass
42
+* Lable Only - a display label only, usually used as a heading to break the form into sections
43
+
44
+All question types have several settings in common. List and Checkbox question types have an additional setting.
45
+
46
+Common Settings:
47
+
48
+* Type - the question type to be used for this question
49
+* Required - is it mandatory to provide an answer
50
+* Key - internal question name, must be unique amongst all the questions in this form, recommended to use a short text string of alphanumeric, no spaces eg tea_am rather than Morning Tea
51
+* Description - The question text diplayed on the form. This is a multi-line feild and can be as long as you need but its recommended to stay concise.
52
+* Order - The order of the question on the form
53
+* Subject - Only relevant if exporting the forms via APIs. Includes this field in calculating the subject of the form.
54
+
55
+Additional Setting for List and Checkbox
56
+* Options - List and Checkbox provide multiple entries to choose between. Enter these in the options box 1 per line.
57
+
58
+
59
+Once you are satisfied with the questions click **Publish** to make the template live.
60
+
61
+You can trial the form from the Service > Forms menu and make modifications if necessary. Make sure to hit **Publish** to save any changes to the template.
62
+
63
+
64
+### Tips
65
+
66
+Keep in mind how your form will be used. For example , if the form will primarily be used on an iPad then preview the form on an iPad or use the emulator built into Chrome to preview it.
67
+
68
+Do not over crowd your form, the longer you make an individual form the harder it will be for staff to fill it out.
69
+
70
+Forms work best if they can be completed in one go or at the most on the same day.
71
+When moving from paper forms to electronic forms consider rethinking forms such as weekly forms that are partially filled out a day at a time.
72
+
73
+#### Accessing Chrome's built in device emmulator.
74
+
75
+![Chrome Emmulator](/uploads/emu.png)
76
+
77
+* Open the form you wish to emmulate from the Services > Forms tab in Chrome.
78
+* Select the options menu - 3 dots in a vertical line top right of the browser
79
+* Select **More Tools > Developer Tools**
80
+* Enable the device toolbar by hitting control-shift-M or clicking the device icon
81
+* Select the device you wish to emmulate from the **Dimensions** dropdown
82
+* Change the scaling if ncessary to fit your screen
83
+
84
+Emmulators are only an approximation of the result on the actual device but this can save a lot of time and is a useful step.
85
+
86
+Once you see how the form will look on your chosen device you may wish to make adjustments to the template design. to do this go back to the form templates in **Forms** tab under **Account > Setup Org** and modify the configuration of the form. Remember to publish any changes.
87
+
88
+
89
+
90
+
91
+
92
+
93
+
94
+
95
+
96
+
97
+
Full-Refresh.md
... ...
@@ -0,0 +1,18 @@
1
+Usually a refresh of a page is sufficent to reload all data.
2
+
3
+Occasionally stale data on your PC will prevent this working.
4
+
5
+If a hard reload is required do the following :
6
+
7
+### Chrome
8
+
9
+1. Go to the Google menu and select More Tools > Developer Tools
10
+
11
+2. Go to the reload button and press and hold the reload button until the extended menu appears
12
+
13
+3. Select 'Delete Cache and Reload'
14
+
15
+
16
+### Firefox
17
+
18
+1. Hold down the shift key and click reload
... ...
\ No newline at end of file
Gap-Fee-Waivers.md
... ...
@@ -0,0 +1,109 @@
1
+Gap fee waiving
2
+Until 30 June 2022, services can waive the gap fee and receive Child Care Subsidy (CCS) if a child is unable to attend care for one of four reasons:
3
+
4
+1. They, or a member of their immediate household, must isolate due to COVID-19.
5
+
6
+This includes if they are a close contact or are awaiting test results.
7
+
8
+This applies from 9 November 2021.
9
+
10
+2. The child is at a higher risk of severe disease from COVID-19.
11
+
12
+This includes:
13
+
14
+children with a disability
15
+children with severe chronic health conditions
16
+Aboriginal and Torres Strait Islander children.
17
+Where the child has a disability or chronic health condition, the family must provide a letter from a medical practitioner confirming the child is at higher risk before the service can waive the gap fee. The service must keep a record of the letter.
18
+
19
+This applies from 27 January 2022.
20
+
21
+3. The service, or a room at the service, is closed due to COVID-19.
22
+
23
+This includes where:
24
+
25
+The service, or a part of the service, closed based on general guidance from a state or territory government agency, such as a health, education, or regulatory agency, due to a COVID-19 case. This applies from 27 January 2022. Services must have written advice for closures prior to 27 January 2022.
26
+The service, or a part of the service, closed because educator to child ratios cannot be safely met due to the educator/s isolating. This applies from 27 January 2022. Services must have written advice for closures prior to 27 January 2022.
27
+A Family Day Care or In Home Care educator can’t provide their usual service because they, or a member of their immediate household must isolate due to COVID-19. Written advice from a state agency is not required. This applies from 1 October 2021.
28
+An Outside School Hours Care service operating on a school campus closed as part of a direction to the school to close. This applies from 1 October 2021.
29
+Services are encouraged to explore all options to remain open and provide care for vulnerable children and children of essential workers.
30
+
31
+4. The state or territory has restricted access to child care in a region due to COVID-19.
32
+
33
+This includes where the state or territory has restricted school attendance, in the case of Outside School Hours Care.
34
+
35
+This applies from the first day the restrictions are in force.
36
+
37
+Services must not waive the gap fee for families in any other circumstances.
38
+
39
+If a family chooses to keep their child at home they may use their allowable absences, but must pay a gap fee to the service.
40
+
41
+Services must accurately reflect waived gap fees in the fee statements provided to parents.
42
+With some power comes some responsibility, don't use this inappropriately. Its not compulsory.
43
+
44
+
45
+
46
+## Weekly Attendance Screen
47
+
48
+### Automatic exempt will only work if the child has been absent for all sessions in the week. If the child attended at least 1 session, the gap waive will need to be done manually (see below for more information).
49
+
50
+To help you manage this process, SmartCentral has introduced additional options on the attendance screens to automate the waiving of the parent GAP, but it can only be for the entire week.
51
+
52
+You can now select 1 or more attendances and choose *Charge* or * Exempt*.
53
+
54
+*Charge* - removes the exempt previously attached to the attendance
55
+*Exempt* - will waive the parent GAP
56
+
57
+The relevant action will be applied to all selected attendances as long as all sessions in that attendance are marked as absence or additional absence.
58
+
59
+Attendances that have been exempted are highlighted in yellow. These attendances and related CCS payments will appear on the parent's transactions and statements as a zero amount.
60
+
61
+Attendances can be marked "exempt" before or after the attendance has been submitted.
62
+
63
+![Weekly Attendance Screen](/uploads/exempt1.PNG)
64
+
65
+### Individual Attendance Screen
66
+
67
+You can also *Charge* or * Exempt* an individual attendance from the Attendance Screen. The functions work the same way but are only applied to the attendance that's open.
68
+
69
+![Weekly Attendance Screen](/uploads/exempt2.PNG)
70
+
71
+
72
+
73
+## How to Manually Waive a portion of the Parent GAP
74
+
75
+First, set up a Misc Fee code so you can keep track of any manually waived fees.
76
+
77
+![Weekly Attendance Screen](/uploads/SetupOrgMiscFeeCodes.png)
78
+
79
+![COVID 19 Misc Fee Code](/uploads/CV19MiscFee.png)
80
+
81
+
82
+You can only waive the fees if you are in one of the locked down postcodes/areas, and only if they are absent for COVID reasons. For those families who may attend some sessions and may be absent for others, then you cannot waive the fees for those attended (eg rostered to work in the office 2 days a week, and from home the rest of the week)
83
+
84
+Part weeks will need to be waived manually, using a negative Miscellaneous Fee charge to refund the GAP. See above section on creating a Misc Fee Code to use.
85
+
86
+When the relevant weekly attendance is submitted, the full charge will be placed on the parent's transaction TAB. When the CCS is returned the CCS paid for the week will be known. You will need to wait for the CCS to be paid and then work out your partial parent GAP to waive.
87
+
88
+** You need to work out the portion to be waived, prior to running the invoices for the relevant week, and prior to DD runs as they will still be paying a portion of the GAP.
89
+
90
+The following example is worked out on a family who is getting the same amount of CCS paid per session. Eg. Their booking is for 4 days, they are eligible for 100hrs a fortnight and that more than covers the attended and absent sessions.
91
+
92
+Family A: Is booking for 4 days a week normally, but in advance has elected to keep their child home 2 days a week for COVID related reasons.
93
+
94
+So their child attends 2 days a week, and is absent for COVID related reasons for the other 2 days
95
+
96
+Full LDC charges for the week are $400. CCS Paid was $360. parent GAP for 4 days is $40.
97
+
98
+$40 divided by 4 sessions = $10 per session Parent GAP. Family was only absent for 2 sessions, so GAP to be waived is $10 x 2 = $20
99
+
100
+Create a Misc Fee Charge "CV19" for -20 on the parent's Transaction TAB.
101
+
102
+The screenshot example below is refunding $46, in the case above you would only refund $20.
103
+
104
+![Weekly Attendance Screen](/uploads/AddMiscFee.png)
105
+
106
+![Weekly Attendance Screen](/uploads/WaiveFeeNegativeCharge.png)
107
+
108
+
109
+
Getting-Started.md
... ...
@@ -0,0 +1,42 @@
1
+| [[Home]] > [[Training]] > [[Getting Started]] |
2
+
3
+
4
+#### Session Codes
5
+
6
+You can add or update session codes by selecting 'sessions" from the Service's home page
7
+
8
+![ServiceHomePage](/uploads/SessionRoomCodesHmPage.png)
9
+
10
+![SessionCodes](/uploads/SessionCodesUpdateNew.png)
11
+
12
+#### Rooms
13
+
14
+You can add or update rooms by selecting 'rooms" from the Service's home page
15
+
16
+![ServiceHomePage](/uploads/SessionRoomCodesHmPage.png)
17
+
18
+![Rooms](/uploads/UpdateNewRooms.png)
19
+
20
+
21
+
22
+#### Miscellaneous Fees
23
+
24
+
25
+#### Authorised Users
26
+
27
+
28
+#### Organisation Details
29
+
30
+
31
+
32
+#### Service Details
33
+
34
+
35
+#### Custom Questions
36
+
37
+
38
+#### Custom Documents
39
+
40
+
41
+
42
+| [Previous](Concepts) | [Next](The Basics) |
... ...
\ No newline at end of file
Gitlab-test.md
... ...
@@ -0,0 +1,3 @@
1
+Will this work?
2
+
3
+I think so.
... ...
\ No newline at end of file
GraphQL-Booking.md
... ...
@@ -0,0 +1,67 @@
1
+
2
+# Step 1 Get available sessions
3
+
4
+Get a list of current bookings of an enrolment, and a list of available casual sessions to book.
5
+
6
+ service(id: 979) {
7
+ id
8
+ sessionsAvailable(startDate: "2021-12-29", endDate: "2021-12-30", enrolmentId: "sfdev_22053") {
9
+ date
10
+ enrolmentId
11
+ bookingId
12
+ productId
13
+ room
14
+ code
15
+ fee
16
+ startTime
17
+ endTime
18
+ status
19
+ absent
20
+ }
21
+ }
22
+
23
+
24
+
25
+The result looks like this:
26
+
27
+
28
+ {"data":{"service":{"id":"sfdev_979","sessionsAvailable":[
29
+
30
+ {"date":"2021-12-30","childId":null,"enrolmentId":"sfdev_22053","bookingId":"sfdev_2034","productId":null,"startTime":"07:00:00","endTime":"18:00:00","fee":110.0,"room":"Newts","code":"Casual","status":"booked"},
31
+
32
+ {"date":"2021-12-30","childId":null,"enrolmentId":null,"bookingId":null,"productId":"sfdev_40","startTime":"07:00:00","endTime":"18:00:00","fee":110.0,"room":"Tadpoles","code":"Casual","status":"open"},
33
+
34
+ {"date":"2021-12-30","childId":null,"enrolmentId":null,"bookingId":null,"productId":"sfdev_41","startTime":"07:00:00","endTime":"18:00:00","fee":110.0,"room":"Tadpoles","code":"Casual","status":"open"}]}}}
35
+
36
+
37
+Sessions with status ‘booked’ are the current bookings of the enrolment.
38
+
39
+Sessions with status ‘open’ are the available sessions ready to be booked.
40
+
41
+[Reference](https://brave-sack.surge.sh/object/service/#sessionsavailable)
42
+
43
+# Step 2 Make a booking
44
+
45
+Pick a ‘session product’, send its productId and user’s enrolment id.
46
+
47
+ mutation {
48
+ createSession(productId: "sfdev_41", enrolmentId: "sfdev_22053") {
49
+ errors
50
+ session {
51
+ date
52
+ bookingId
53
+ }
54
+ }
55
+ }
56
+
57
+Done.
58
+
59
+ {"data":{"createSession":{"errors":[],"session":{
60
+ "date":"2021-12-30","bookingId":"sfdev_2633"}
61
+ }}}
62
+
63
+[Reference](https://brave-sack.surge.sh/mutation/createsession/)
64
+
65
+# Step 3
66
+
67
+There is no step 3.
Holiday-Periods-and-Closures.md
... ...
@@ -0,0 +1,29 @@
1
+
2
+```
3
+EDIT : WE HOPE YOU WON'T NEED IT BUT -
4
+
5
+THIS IS THE EASIEST WAY TO HANDLE THINGS IF YOU HAVE TO CLOSE YOUR WHOLE CENTRE DURING THE PANDEMIC
6
+```
7
+
8
+
9
+#### Rolls
10
+
11
+SmartCentral provides you with the facility to block off one or more rooms on the roll for a period of time.
12
+
13
+This allows you to stop all bookings in those rooms going on to the roll automatically in that period. This is especially useful for holiday periods as it saves you having to go into each booking and close it then open a new booking for the period after the holiday.
14
+
15
+Instead you can just let the booking run and it will resume after the holiday.
16
+
17
+So for example an **OSHC** service might halt their BSC and ASC rooms for the vacation periods. This won't stop the VAC bookings going on to the roll but will stop the unnecessary before and after school booking from cluttering the roll up.
18
+
19
+
20
+Another example would be a **LDC** or **PRE** service that closes for 2 weeks over Christmas and New Year could put a hold on all normal bookings in that period.
21
+
22
+**Holidays** are added from the **Service** menu. Click **NEW** then choose the room or rooms it applies to and the dates from and to, then click **Save**. The system will create a holiday period for each selected room. They can be removed individually by deleting them.
23
+
24
+![Add new holiday period](/uploads/holiday.PNG)
25
+
26
+#### Holiday Closures and Fee Projection
27
+
28
+The holiday closure doesn't just affect the rolls. It's also taken into account when calculating fee projections for statements and direct debit. This should make it simpler for centres billing in advance through a holiday period.
29
+
Home.md
... ...
@@ -0,0 +1,133 @@
1
+<!-- --- title: -->
2
+
3
+### TOP QUESTIONS:
4
+* [Ratio Calculator](Ratio-Calculator)
5
+* [My PRODA key is expiring or has expired](https://wiki.smartcentral.net/Reactivating-Connection-to-PRODA)
6
+* [My PRODA key is locked &/or I can't submit to CCS](https://wiki.smartcentral.net/I-reactivated-my-software-recently-and-now-I-can%27t-submit-to-CCS)
7
+
8
+
9
+### SmartCentral Tabs Explained
10
+[Services](https://wiki.smartcentral.net/Services)
11
+
12
+
13
+### The Basics
14
+
15
+| ---------------------------------------- | ---------------------------------------- |
16
+| [[Finding-Parents-and-Children ]] | [[Add-an-Enrolment]] |
17
+| [[Create-a-Booking]] | [[Formalise-an-Enrolment]] |
18
+| [[Submitting-An-Enrolment-Start-Date]] | [[Update-a-Daily-Roll]] |
19
+| [[Restarting-Exited-Enrolments]] | [[Additional-Child-Care-Subsidy]] |
20
+| [[Submit-Weekly-Attendances]] | [[Adding-a-staff-member]] |
21
+| [[Remove-a-staff-member]] | [[Submit-IS-Claims]] |
22
+| [[Estimate-fees]] | [[Set-up-Digital-Sign-In]] |
23
+| [[Parent-TAGs]] | [[Session-Codes]] |
24
+
25
+
26
+
27
+### Billing and Payments
28
+| [[Send-Parent-Statements]] | [[Process-Direct-Debits]] |
29
+| [[Process-Manual-Payment]] | [[Import-Payment-File]] |
30
+| [[Managing-Bonds]] | [[Billing-in-Advance]] |
31
+| [Online Registration for Payments](DD-Registration) | |
32
+
33
+
34
+
35
+### Everything Web
36
+
37
+
38
+| [[Set-up-a-web-profile]] | [[Invite-a-Parent-to-join-SmartCentral]] |
39
+| [[Create-a-Vacation-Program]] | [[Process-Online-Applications]] |
40
+| [[Re-enroling]] | [[Changing-Email-Addresses]] |
41
+| [Digital CWA](CWA) | [Online Direct Debit Registration](DD-Registration) |
42
+|[When to use **PULL IN**](Applications PULL IN) | |
43
+
44
+### Special Stuff
45
+
46
+| [Additional Child Care Subsidy](https://wiki.smartcentral.net/Additional-Child-Care-Subsidy) | [[Reporting-Absences]] |
47
+| [[Family-Daycare]] | [[Updating-fees-on-mygov]] |
48
+| [[Holiday-Periods-and-Closures]] | [[CCS-Fortnights]] |
49
+| [Parent Group Emails](https://wiki.smartcentral.net/Parent-Communications)| |
50
+* [Staff Discount](https://wiki.smartcentral.net/Staff-Discount)
51
+* [Scheduling your Weekly Attendances](https://wiki.smartcentral.net/SmartCentral-Schedules)
52
+* [Waiving the Parent GAP for **all** sessions in a weekly attendance](https://wiki.smartcentral.net/Gap-Fee-Waivers)
53
+* [Waiving the Parent GAP for **some** sessions in a weekly attendance](https://wiki.smartcentral.net/Manual-Gap-Fee-Waivers)
54
+* [Claiming for absences at the start or end of an enrolment](/Absences Policy Changes)
55
+
56
+* [Booked fees](https://wiki.smartcentral.net/booked-fees)
57
+
58
+### Reports and Extracts
59
+
60
+[[Financial-Reports]]
61
+
62
+[MYOB Accounting Exports](/myob)
63
+
64
+### Other Common Questions
65
+* [CCS Calulations, Subsidy calculator, Session Codes and Capped rates explained](https://wiki.smartcentral.net/CCS-Calculations-Explained)
66
+* [How to fully refresh SC](https://wiki.smartcentral.net/Full-Refresh)
67
+* [How can parents find their PIN? ***video tutorial***](https://www.youtube.com/watch?v=Y2zE9FRIFkg&list=PLJzSFnbxKlSS-oDxxO9ozUftL_UirqawO&index=2)
68
+* [Restarting Exited Enrolments](Restarting-Exited-Enrolments)
69
+* [Why are IS Claims rejecting or only paying a portion of the hrs claimed?](https://wiki.smartcentral.net/Submit-IS-Claims)
70
+* [Why hasn't this Enrolment moved to ACTIVE?](Enrolments and why they havent moved to PENDIN)
71
+* [Setting Up Digital Sign In ***video tutorial***](https://www.youtube.com/watch?v=3cCBwbVEfNU&list=PLJzSFnbxKlSS-oDxxO9ozUftL_UirqawO&index=1)
72
+* [Cancelling or varying Prev year's Attendances](How-do-I-cancel-vary-or-submit-attendances-from-a-previous-financial-year)
73
+* [Transferring payments from one parent to the other](Transferring-Payments-from-one-parent-to-the-other)
74
+* [Digital CWA Notices](CWA)
75
+* [Formalising an Enrolment](Formalise-an-Enrolment)
76
+* [Preschool Exemption Activity Test](Preschool Exemption Activity Test)
77
+* [Capped rate changed from Centre based care to OSHC, correctly or incorrectly](https://wiki.smartcentral.net/School-Age-child-attending-ZCDC-service)
78
+* [How do parents confirm their enrolment?](https://www.humanservices.gov.au/individuals/online-help/centrelink/confirm-your-childs-enrolment-details-child-care-subsidy)
79
+* [How Do I swap parents on an enrolment?](How-do-I-swap-parents-on-an-Enrolment)
80
+* [When do families get back paid CCS?](When-is-CCS-BackPaid-to-Parent)
81
+* [FAQ for Parents and Guardians](FAQ)
82
+* [What to do & say when a parent DISPUTEs their MYGOV enrolment notice](https://wiki.smartcentral.net/What-to-say-when-a-parent-DISPUTEs-their-MYGOV-enrolment-notice)
83
+*
84
+* [Still being compiled - Analytic Reports](https://wiki.smartcentral.net/Analytics)
85
+*
86
+### Personalising SmartCentral
87
+
88
+**SmartCentral** has a number of options for you to tailor it to your centres specific needs.
89
+
90
+* Branding : upload your logo to appear on statements, web pages and in emails sent by SmartCentral for your centre
91
+* Message templates : control the wording inserted into emails at key communication points; Applications , Re-erolment, Statements , Payment Registration.
92
+* Sessions & Rooms : Define how you will charge for attendance and how you organise the children in your care.
93
+* Feeder Schools : Create your own list to collect information about the child's school if needed. Use it to sort and group children in rolls.
94
+* [[Custom-Questions]] : Create additional questions specific to your services that are automatically added to new applications and child profile screens
95
+
96
+
97
+### Other Stuff
98
+* [CHECK YOUR ACTIVATION](https://www.smartcentral.net/v2/ccs_device_reg)
99
+* [CCS Impacts](CCS 2018)
100
+* [[FAQ-for-Staff]]
101
+
102
+###Training
103
+[SmartCentral Fundamentals](Training)
104
+
105
+[[Access-SmartCentral-from-your-SmartPhone-or-Tablet]]
106
+
107
+[[Submit-vacancies-to-CCMS]]
108
+
109
+[[Updating-Financial-Details-to-CCMS]]
110
+
111
+[[Updating-Operational-Profile-to-CCMS]]
112
+
113
+[[Updating-Parent-Organisation-Details-to-CCMS]]
114
+
115
+[[Direct-Debit-Registration]]
116
+
117
+[[SmartCentral-Emails]]
118
+
119
+[[Editing-Tips]]
120
+
121
+[[Troubleshooting]]
122
+
123
+[[Access-SC1]]
124
+
125
+[How to access Live Chat](Live-Chat)
126
+
127
+
128
+New Pages in Progress
129
+
130
+[Captures](https://wiki.smartcentral.net/Captures.md)
131
+
132
+[Parent App](https://wiki.smartcentral.net/Parent-App)
133
+
How-Do-I-Create-a-Session-Code.md
How-Do-I.md
... ...
@@ -0,0 +1 @@
1
+Create Session Codes
... ...
\ No newline at end of file
How-To-Videos.md
... ...
@@ -0,0 +1,163 @@
1
+
2
+### Digital Sign In
3
+<table style="width:100%">
4
+ <tr>
5
+ <td>
6
+ <p>Setting Up</p>
7
+ <a href="http://www.youtube.com/watch?feature=player_embedded&v=3cCBwbVEfNU&t=3s
8
+ " target="_blank"><img src="/uploads/setupd.png"
9
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
10
+ <td>
11
+<p>PINs</p>
12
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=Y2zE9FRIFkg&list=PLJzSFnbxKlSS-oDxxO9ozUftL_UirqawO&index=2
13
+" target="_blank"><img src="/uploads/PIN2.png"
14
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
15
+ <td>
16
+<p>Attendance Report</p>
17
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=Zgx4QzhuzVI&list=PLJzSFnbxKlSS-oDxxO9ozUftL_UirqawO&index=3
18
+" target="_blank"><img src="/uploads/AR3.png"
19
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
20
+ </tr></table>
21
+
22
+
23
+### Introduction to Online Applications
24
+
25
+
26
+
27
+<table style="width:100%">
28
+
29
+ <tr>
30
+ <td>
31
+<p>Set Up Your Web Profile</p>
32
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=xuW3MHEhCjI&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB
33
+" target="_blank"><img src="/uploads/webpage.png"
34
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
35
+ <td>
36
+<p>Applications 101</p>
37
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=uhq0X5fnVV4&index=2&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB
38
+" target="_blank"><img src="/uploads/app101.png"
39
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
40
+ <td>
41
+<p>Custom Questions</p>
42
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=IH4BNoOK4lU&index=3&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB
43
+" target="_blank"><img src="/uploads/customQs.png"
44
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
45
+</tr>
46
+<tr>
47
+ <td>
48
+<p>Custom Documents</p>
49
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=KB0g9fYEsFM&index=4&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB
50
+" target="_blank"><img src="/uploads/customdoc.png"
51
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
52
+ <td>
53
+<p>Multiple Sessions</p>
54
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=6zLUw4xap_s&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB&index=5
55
+" target="_blank"><img src="/uploads/multiplesesh.png"
56
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
57
+ <td>
58
+<p>Parent Set Up</p>
59
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=AeZnwfh9l-Q&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB&index=6
60
+" target="_blank"><img src="/uploads/enrol.png"
61
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
62
+ </tr></table>
63
+
64
+### Bookings
65
+
66
+
67
+
68
+<table style="width:100%">
69
+
70
+ <tr>
71
+ <td>
72
+<p>Room and Session Codes</p>
73
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=vD3HbuFzT44&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=1
74
+" target="_blank"><img src="/uploads/Bcodes.png"
75
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
76
+ <td>
77
+<p>Casual Bookings</p>
78
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=V22MpmYoFqg&index=2&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ
79
+" target="_blank"><img src="/uploads/Bcasual.png"
80
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
81
+ <td>
82
+<p>Split Bookings</p>
83
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=Yqvo78Zy2TE&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=3
84
+" target="_blank"><img src="/uploads/Bsplit.png"
85
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
86
+</tr>
87
+<tr>
88
+ <td>
89
+<p>Holiday Closure</p>
90
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=jkwTPQnyNDw&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=4
91
+" target="_blank"><img src="/uploads/Bclosures.png"
92
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
93
+ <td>
94
+<p>Booked Absences</p>
95
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=D8WSRnFfTjU&list=PLJzSFnbxKlSSgOGz_r5E3iSJv_Qs6LvuZ&index=5
96
+" target="_blank"><img src="/uploads/Babsences.png"
97
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a></td>
98
+
99
+ </tr></table>
100
+
101
+ <h3>Direct Debit</h3>
102
+
103
+ <table style="width:100%">
104
+ <tr>
105
+ <td>
106
+ <p>Setting Up Direct Debit</p>
107
+ <a href="https://www.youtube.com/watch?v=yRMtPbQZM2U&t=0s&list=PLJzSFnbxKlSS6rf7P33FctiEWf8yZtmDk&index=2
108
+ " target="_blank"><img src="/uploads/setupdd.png"
109
+ alt="IMAGE ALT TEXT HERE" width="190" height="100"
110
+ border="10" /></a></td>
111
+
112
+ <td>
113
+ <p>Direct Debit Billing</p>
114
+ <a href="https://www.youtube.com/watch?v=FAo81SIfsKc&index=2&list=PLJzSFnbxKlSS6rf7P33FctiEWf8yZtmDk"
115
+ target="_blank"><img src="/uploads/bildd.png"
116
+ alt="DD" width="190" height="100"
117
+ border="10"/></a></td>
118
+
119
+
120
+ </tr></table>
121
+
122
+
123
+<h3>FAQ</h3>
124
+<table>
125
+ <tr>
126
+ <td>
127
+<p>Submitting Attendances</p>
128
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=Z6CVuIiqF8A
129
+" target="_blank"><img src="/uploads/pubhol.png"
130
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a>
131
+ </td>
132
+
133
+ <td>
134
+<p>Online Applications for Parent's</p>
135
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=6UKUuX_AQbg
136
+" target="_blank"><img src="/uploads/application.png"
137
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a>
138
+</td>
139
+
140
+ <td>
141
+ <p>Match PINS for contacts</p>
142
+
143
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=19mvTPRSvV4
144
+" target="_blank"><img src="/uploads/home.PNG"
145
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a>
146
+</td>
147
+
148
+
149
+ </tr>
150
+ <tr>
151
+ <td>
152
+<p>Search For Parent or Child</p>
153
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=j0pTBHo84vA
154
+" target="_blank"><img src="/uploads/finder.png"
155
+alt="IMAGE ALT TEXT HERE" width="190" height="100" border="10" /></a>
156
+ </td>
157
+
158
+
159
+
160
+
161
+ </tr>
162
+
163
+</table>
... ...
\ No newline at end of file
How-do-I-cancel-vary-or-submit-attendances-from-a-previous-financial-year.md
... ...
@@ -0,0 +1,9 @@
1
+If you need to cancel, vary, resubmit or submit, any attendances from a previous financial year, you will need to fill in a form, to request authority to do so.
2
+
3
+You can find the fact sheet & form [here](https://docs.education.gov.au/documents/attendance-restrictions-fact-sheet).
4
+
5
+When you get authorisation to cancel/vary/resubmit/submit previous financial year attendances, please first send the authorisation to support via email (support@smartfees.com.au) and then let the support team know you have sent it, in the support chat.
6
+
7
+One of the support team will cancel or vary the relevant attendances for you.
8
+
9
+You can then update & resubmit any varied attendances and submit any new attendances for the relevant weeks. There is nothing further to do with any cancelled attendances.
... ...
\ No newline at end of file
How-do-I-swap-parents-on-an-Enrolment.md
... ...
@@ -0,0 +1,35 @@
1
+###Online Application
2
+
3
+The best way to swap parents is to get the correct parent to fill in an online application. When approving select the new parent and the existing child. Then you can cleanup the attendances as detailed below. Even if initially you set up the new enrolment manually (as shown below) it would be useful to re-enrol the parent to link the new parent's email to the child's new enrolment & to ensure any contact details, health etc are up to date.
4
+
5
+###Manually
6
+
7
+If you have the incorrect parent as Parent 1, you can only change the incorrect parent to the correct parent (on parent 1) if you have not submitted it to CCS with a CRN.
8
+
9
+You also cannot change a DOB post submission to CCS.
10
+
11
+Once you have submitted the enrolment to CCS with a CRN/DOB, you cannot change the first/last name and CRN/DOB of Parent 1 to the other parent. This will not work within CCS and you will get an error.
12
+
13
+Instead set up a new parent (People -> Parent -> New Parent), link the new parent to the existing child (Add new enrolment), set up the booking, and submit the enrolment.
14
+
15
+Delete the booking from the old enrolment, exit the old enrolment to the last Sunday of any submitted attendances.
16
+
17
+**Contact Support** DO NOT CANCEL ANY ATTENDANCES YET!!!
18
+
19
+###Cleaning up Attendances
20
+
21
+Find out from the eligibility letter when CCS started, if eligible, and **then ask support to copy all relevant attendances** (that would get CCS) from the other parent's enrolment to this new enrolment.
22
+
23
+If relevant, cancel these attendances on the old enrolment, back to the date the new Parent is eligible for CCS.
24
+
25
+Check and then submit the attendances (from the CCS eligibility date) on the new enrolment (Correct parent 1), up to the last copied attendance.
26
+
27
+Delete any attendances that won't get CCS, these are still submitted on the old enrolment, and won't be cancelled.
28
+
29
+Make sure the booking is correct (on the new enrolment) so the rolls generate attendance sessions for the new enrolment from tomorrow, and make sure this week's attendance has all the correct sessions on it up to and including today's date. If you need to add any missing ones, go to the rolls and "add session", making sure you choose the correct new enrolment (the correct parent 1)
30
+
31
+The following help links may be relevant:
32
+
33
+* [Cancelling or varying Prev year's Attendances](How-do-I-cancel-vary-or-submit-attendances-from-a-previous-financial-year)
34
+* [Transferring payments from one parent to the other](Transferring-Payments-from-one-parent-to-the-other)
35
+* [When do families get back paid CCS?](When-is-CCS-BackPaid-to-Parent)
... ...
\ No newline at end of file
How-to-enrol-a-sibling.md
... ...
@@ -0,0 +1,27 @@
1
+Log on to SmartCentral’s Parent Portal, as usual, via [Login to SmartCentral](https://www.smartcentral.net/v2/session/login). Use your email as login. Your password is either your mobile number, the password you changed it to or you may need to use the [forgot password](https://www.smartcentral.net/v2/user/forgot_password) link.
2
+
3
+Once logged in, select “applications”. You should see your current child's existing applications. If there are none here call staff and ask them to send you an incomplete application for your current child as you wish to re-enrol a sibling.
4
+
5
+Once there is an Application for the current existing child do the following;
6
+
7
+If the status is "Incomplete" you can select it, then review and change all details that are not relevant to the new sibling, Name, birth date, CRN, health, etc (Review and Submit)
8
+
9
+If staff cannot send you an incomplete application for some reason, or if the existing child's application says approved or submitted, or there is no application, then see below.
10
+
11
+In Applications there is a "New Application" button. Select that. IF there is an existing sibling with a previously submitted application, their name will appear in a drop down box. Select the sibling's name and select "COPY". The copy will open a new application, pre-filled with the existing, enrolled sibling's details.
12
+
13
+Parents can review the current application by scrolling down, and if any changes are required for any section, they can select the relevant part of the application from the left hand side menu.
14
+
15
+Scroll to the top to see Parent, child, booking, etc in a menu (left hand side). Make sure all details that pertain to the new child being enrolled for the first time are changed (Name, DOB, CRN, medical and health details.)
16
+
17
+Beside’s parent/child contact information and the new bookings you wish to re-enrol for, it’s very important to make sure health & authorisations have also been reviewed, and if relevant changed, to reflect up to date information.
18
+
19
+Once you are happy with all the application changes, you can select review, scroll to the bottom and submit.
20
+
21
+If however the existing sibling has no previously submitted application, and staff cannot send you a re-enrolment application (Incomplete application) for the existing child, then select "New Application". You will need to complete a blank application.
22
+
23
+The Video in Parent Help will assist for any application questions.
24
+
25
+[Click here for Parent help](https://wiki.smartcentral.net/Parent-Help)
26
+
27
+Last edited by Susan Farrell, 2020-01-01 22:35:39
... ...
\ No newline at end of file
I-reactivated-my-software-recently-and-now-I-can't-submit-to-CCS.md
... ...
@@ -0,0 +1,18 @@
1
+We have been having a few services reactivate their software only to have their PRODA device "locked" a few days later.
2
+
3
+** 5 attempted submits using a devise, not activated correctly, locks it.**
4
+
5
+If you are unsure follow the points below to remove your locked devise, recreate another one, and reactivate your software. Then ** ask support in chat to check if you have reactivated it correctly**, before you submit again:
6
+
7
+1. check on PRODA if your device is locked
8
+2. disable/remove all device names, you will only be able to remove locked devices,
9
+3. create a new B2B device
10
+4. Reactivate the software
11
+5. If the screen comes back blue/green headings - everything is successful.
12
+6. If the screen has yellow/red error headings, please ask for help in the support chat
13
+
14
+[Recreating a B2B devise](https://wiki.smartcentral.net/Reactivating-Connection-to-PRODA) is the help to recreate a B2B device - let me know if you need help
15
+
16
+[Reactivating Your Software](https://www.smartcentral.net/v2/ccs_device_reg/edit) is the screen you need to add your details of the new device.
17
+
18
+Once that is done, please hop into support chat and ask us to check it is OK before you attempt a submit again.
... ...
\ No newline at end of file
Import-Extracted-SC-Journal-File-into-Xero.md
... ...
@@ -0,0 +1,84 @@
1
+To manually import a SmartCentral Xero Extract, into Xero, do the following:
2
+
3
+- From the Home Screen select Accounting then Reports.
4
+- Scroll down to the Accounting Section,
5
+- click Journal Report.
6
+- Click Manual Journals,
7
+- Click Import.
8
+- In the Import Manual Journal screen, click Browse, then select the relevant Xero file (extracted from SmartCentral)
9
+- Click Import
10
+- Review the message and imported data
11
+- When happy its imported correctly, click Complete Import.
12
+
13
+<img src="/uploads/AccountingReportsMenu.png"/>
14
+
15
+
16
+<img src="/uploads/AccountingJournalReport.png"/>
17
+
18
+
19
+<img src="/uploads/ManualJournals.png"/>
20
+
21
+
22
+<img src="/uploads/ManualImport.png"/>
23
+
24
+
25
+<img src="/uploads/SelectImportFile.png"/>
26
+
27
+
28
+<img src="/uploads/SelectFileFromDownloads.png"/>
29
+
30
+
31
+<img src="/uploads/SelectImport.png"/>
32
+
33
+
34
+<img src="/uploads/Successfull_importMessage.png"/>
35
+
36
+
37
+The imported data is currently sitting in the Drafts TAB of the Manual Journals Screen
38
+
39
+To move them from the draft to the posted TAB do the following:
40
+
41
+- From the Home Screen select Accounting then Reports.
42
+- Scroll down to the Accounting Section,
43
+- click Journal Report
44
+- Click Manual Journals
45
+- Click on the Draft tab
46
+- Select the little square next to narration (all draft posts will be selected, untick any you dont want to post)
47
+- click post
48
+
49
+<img src="/uploads/AccountingReportsMenu.png"/>
50
+
51
+
52
+<img src="/uploads/AccountingJournalReport.png"/>
53
+
54
+
55
+<img src="/uploads/ManualJournals.png"/>
56
+
57
+
58
+<img src="/uploads/SelectDraftJournals.png"/>
59
+
60
+
61
+<img src="/uploads/ConfirmNumber2Post.png"/>
62
+
63
+
64
+To create a Trial Balance Report;
65
+
66
+- From the Home Screen select Accounting then Reports.
67
+- Scroll down to the Accounting Section,
68
+- click Trial balance
69
+- Select Today or the relevant period
70
+- Export the report
71
+
72
+<img src="/uploads/AccountingReportsMenu.png"/>
73
+
74
+
75
+<img src="/uploads/CreateTrialBalanceRpt.png"/>
76
+
77
+
78
+<img src="/uploads/CreateTrialBalance.png"/>
79
+
80
+
81
+
82
+
83
+
84
+
Import-Payment-File.md
... ...
@@ -0,0 +1,18 @@
1
+If you are receiving deposits into your bank account directly by parents you may wish to import a payment file rather than enter each payment manually.
2
+
3
+Go to **Extracts > Payment File Import**
4
+
5
+To do this the import file must be correctly formatted.
6
+
7
+- It must be a .CSV file
8
+- Column 1 is the Date [YYYY-MM-DD] The date format must be international format YYYY-MM-DD. The system is very picky on this and depending on how you prepare the file it may default to another format so please make sure you switch it back before saving
9
+- Column 2 is (optional) ProviderRef [text]
10
+- Column 2 is AltParentID and must match a Parent Reference Number (Parent > Direct Debit) [number]
11
+- Column 3 is the amount [decimal]
12
+
13
+Example :
14
+
15
+| Date | ProviderRef | AltParentID | Amount|
16
+| 2017-09-04 | Transfered from XXX | 757 | 100 |
17
+| 2017-09-04 | Transfered from ABC | 127 | 99.50 |
18
+| 2017-09-04 | Transfered from XYZ | 29 | 85 |
Improved-Period-Close.md
... ...
@@ -0,0 +1,112 @@
1
+A raft of changes were implemented on 1st December 2019 to streamline end of period closing for accounting and deal with the current limitations of fee projection and also feedback we have had on statement design. Several areas will be touched:
2
+
3
+- [Session Code updates](#session-code-updates)
4
+- [Parent Statements](#parent-statements)
5
+- Parent Transaction Listing
6
+- [Fee Projection](#creating-fee-projections)
7
+- Direct Debit batch creation
8
+- Recording fees and payments
9
+- Accounting Extracts
10
+- Financial Reports
11
+ - Aged Debt
12
+ - Balance Owing
13
+ - Income Reports
14
+ - Payment Reports
15
+
16
+A perennial problem with CCS is that nothing is ever really locked down and numbers can change from weeks or even months ago, in extreme cases even from the prior financial year.
17
+
18
+This makes reconciling of information in SmartCentral with an external accounting system (eg MYOB or TECH1) quite difficult since changes to prior periods happen routinely but accounting systems (and accountants) really don't like that.
19
+
20
+To address this we are shifting to a strict 'posting date' based reporting. Any transaction or change is now taken into the reports on the date it happened rather than the date it applies to. So if an attendance is submitted 3 weeks late it will go into the statement from that later period.
21
+
22
+Similarly if an attendance submitted 3 weeks ago is now varied, the previous submission will be reversed on the transaction record and the new one added on the date it is submitted.
23
+
24
+The net result of this however is that if you come back six months later and run that same statement for that same period you will always get the same result. It will show what ever it did for that period in time originally and changes will show up in later periods when they are made.
25
+
26
+To make sure that the posting date approach works the way changes are made in the system will be more strictly controlled. If a payment or fee is manually recorded in the system it will only be able to be edited or deleted on the day its created. After that point it is part of the permanent transaction record and can only be adjusted by explicitly reversing it and entering a new transaction.
27
+
28
+All reports on financial information are switched to using 'Posting Date' as the basis for including a transaction into the report.
29
+
30
+As a result there should no longer be any differences in reported numbers as a result of timing issues.
31
+
32
+This does simplify a number of calculations and we have taken advantage of this to introduce a number of related and frequently requested changes:
33
+
34
+- Aged Debt report now has an 'As At' date so you can pick any prior date and run the report
35
+- Fee Projection is its own discrete step and doesn't need to be done separately for direct debit and statements
36
+- Projected Fees are now pushed onto the parent transactions so they appear in transaction listings, balance owing and aged debt reports
37
+- Session Code changes now have a 'Date of Effect' so fee changes can be entered in advance and the change will take effect on the date chosen without further interaction, allowing (among other things) for accurate fee projection when fee changes take effect
38
+
39
+Probably the most visible change will be to parent statements. The front page of the statement will now show a simplified listing of charges and payments to line up with the online transaction listing, with a running balance. Session detail information will be separated and relegated to subsequent pages.
40
+
41
+### Session Code updates
42
+
43
+Changes to fees can now be enterred in advance with a date of effect. For example as soon as you know what next year's fees will be you can enter them in the system by going to the session code and clicking 'Update Fee'.
44
+
45
+![Updated Fee](/uploads/feeupdate1.PNG "Apply a fee update")
46
+
47
+### Parent Statements
48
+
49
+Based on lots of feedback from centres we have taken the opportunity to rationalise the statement layout as part of this update.
50
+
51
+Basically we have split the statement layout further so that the new page 1 is simply a list of charges and payments. This layout follows the pattern of the transaction screen and provides a running balance.
52
+
53
+It should be very simple for new parents to understand as it follows the same approach as they would be familiar with from internet banking.
54
+
55
+**Please Note:** the 'To Date' that you pick when generating statements corresponds to the 'Posting Date' in the parent's transaction list. The closing balance on the statment will correspond to the final balance on the transaction list for the same date. Transactions posted after that date will not be on that statement.
56
+
57
+This includes **Fee Projections** - the 'To Date' for statements has to include or be after the posting date, the Fee Projection was created.
58
+
59
+#### Parent Statements PAGE 1
60
+
61
+The transaction listing consists of the following columns
62
+
63
+* Description : What the charge or payment relates to. For attendance charges it will nominate the child and the service to distinguish where the parent has mulitple children in care in the same week
64
+* Date : The date the charge or payment relates to. For attendances this will be the week ending of the relevant week.
65
+* Posting Date : When the charge or payment was recorded in the system. If a payment or charge is reversed this is the date it was reversed on. If a replacement charge / payment is enterred the posting date will be the date that action happened.
66
+* Charges : The amount if a charge
67
+* Payments : The amount if a payment
68
+* Balance : The net balance on the account after this transaction was applied
69
+
70
+![Updated Statement Layout : Page 1](/uploads/statement_n_1.PNG "Parent Statement Page 1")
71
+
72
+#### Parent Statements PAGE 2
73
+
74
+The second page now shows the attendance detail for each finalised attendance in the transaction listing. The layout is identical with the same information in the previous design, slightly expanded for readability.
75
+
76
+![Updated Statement Layout : Page 2](/uploads/statement_n_2.PNG "Parent Statement Page 2")
77
+
78
+#### Varying an Attendance
79
+
80
+In the screenshot below highlighting shows the flow of changes to an individual attendance when it is varied.
81
+
82
+* 2019-10-01 : Attendance for w/e 2019-09-29 is intially submitted with a charge of $330.
83
+* 2019-10-08 : The initial submission is put back to editing (varied) and reversed off the parent account -$330. As the parent had already paid the full amount, the account is now in credit.
84
+* 2019-10-08 : The updated attendance record is submitted with the new charge of $110, leaving the account still with a (reduced) credit.
85
+
86
+
87
+![Updated Statement Layout : Vary](/uploads/statement_n_1a.png "Parent Statement Variation to Attendance")
88
+
89
+### Creating Fee Projections
90
+
91
+Fee projections are now accessed as a separate menu item in the 'Extracts' menu.
92
+
93
+The main screen provides a list of any projections created using this process and provides the following functions :
94
+
95
+- Add New Projection
96
+- Delete Batch (all weeks in the batch are refunded)
97
+- Refund (individual week)
98
+
99
+![Fee Projection list](/uploads/feeprojection3.PNG "Fee Projection Batch Listing")
100
+
101
+Clicking 'New' brings up the batch creation screen.
102
+
103
+**Date from** : Always pick the Monday of the first week in your projection. If you want to bill the current week before it's submitted that will be the Monday of the current week.
104
+
105
+**Weeks** : The number of week you want included in this batch. They will be sequential from the first week.
106
+
107
+**Refund date relative to period end date** : The number of days before or after the Sunday of that week that the projection rolls back. 0 (the default) means the projection will 'roll back' on the Sunday , this will generally be appropriate but if you submit on Fridays and run statements and bill all on the same day you will want the projection to roll off 3 days before the week ending date ie on Thursday. So set it to -3.
108
+
109
+**Limit to these rooms** : You can specify if you only want certain rooms included in the projection. For example you want to create a projection for VAC care but not ASC/BSC . Just make sure the appropriate rooms are ticked. You can use the text filter for example to find all your VAC rooms, particulalry useful for multi-service organisations.
110
+
111
+You must tick the ** Service** to create a Fee projection, which automatically ticks all rooms.
112
+
In-Development.md
... ...
@@ -0,0 +1,15 @@
1
+### Updates to SmartCentral: Coming Soon
2
+
3
+**Projections:**
4
+
5
+* Until CCS cap_reached is corrected (July 17th) bypass the "cap_reached" = "true" test in projections.
6
+
7
+**Manual DD Gateway:**
8
+
9
+* Updating to accept CBA DD files
10
+
11
+**Bookings:**
12
+
13
+* Bookings Applications: 2 activities on the same day with same session code - Disable submit button if overlapping activity & error msg displayed
14
+
15
+
Integration.md
... ...
@@ -0,0 +1,267 @@
1
+Tools and information for 3rd party integrators
2
+
3
+
4
+## GraphQL
5
+
6
+SmartCentral has implemented GraphQL to support an extensible integration method for api access to centre data.
7
+
8
+Graphql is currently implemented with persistent token based authentication for fast server to server comms.
9
+
10
+Contact us for end points and authentication when you are ready.
11
+
12
+### Schema
13
+
14
+Schema definition is [here](https://graphqldocs.v.smartcentral.net/).
15
+
16
+
17
+## Examples
18
+
19
+
20
+### Get a list of enrolments
21
+
22
+```
23
+{
24
+ "query": "{
25
+ service(id: 1) {
26
+ id
27
+ enrolments {
28
+ id
29
+ status
30
+ startDate
31
+ }
32
+ }
33
+ }"
34
+}
35
+```
36
+
37
+### Get a single enrolment with details
38
+
39
+```
40
+{
41
+ "query": "{
42
+ service(id: 1) {
43
+ id
44
+ enrolments(id: \"sfdev_22020\") {
45
+ id
46
+ status
47
+ startDate
48
+ child {
49
+ dateOfBirth
50
+ contacts {
51
+ firstName
52
+ }
53
+ }
54
+ parent1 {
55
+ firstName
56
+ email
57
+ }
58
+ parent2 {
59
+ lastName
60
+ phone
61
+ }
62
+ }
63
+ }
64
+ }"
65
+}
66
+```
67
+
68
+### Who attended on a particular date? (Actual sessions)
69
+
70
+```
71
+{
72
+ "query": "{
73
+ service(id: 472) {
74
+ id
75
+ sessions(date: \"2020-08-06\") {
76
+ room
77
+ enrolmentId
78
+ fee
79
+ startTime
80
+ endTime
81
+ absent
82
+ }
83
+ }
84
+ }"
85
+}
86
+```
87
+
88
+### How many children are present at a certain time?
89
+
90
+
91
+```
92
+{
93
+ "query": "{
94
+ service(id: 472) {
95
+ id
96
+ sessions(date: \"2020-08-06T17:00:01Z\") {
97
+ room
98
+ absent
99
+ }
100
+ }
101
+ }"
102
+}
103
+```
104
+
105
+### Who will attend in the future, based on bookings.
106
+
107
+
108
+```
109
+{
110
+ "query": "{
111
+ service(id: 472) {
112
+ id
113
+ bookedSessions(startDate: \"2021-12-20\", roomId: \"sfsta_762\") {
114
+ enrolmentId
115
+ room
116
+ roomId
117
+ code
118
+ sessionCodeId
119
+ fee
120
+ startTime
121
+ endTime
122
+ absent
123
+ }
124
+ }
125
+ }"
126
+}
127
+```
128
+
129
+### Query Application Forms.
130
+
131
+The SEPD team has released the change to allow query application forms.
132
+
133
+The schema definition:
134
+
135
+https://graphqldocs.v.smartcentral.net/object/service#applications
136
+
137
+https://graphqldocs.v.smartcentral.net/object/app/
138
+
139
+
140
+It has one param status. Possible values are:
141
+
142
+incomplete, submitted, waitlisted, information_requested, withdrawn, approved
143
+
144
+Sample request
145
+
146
+```
147
+{
148
+ "query": "{
149
+ service(id: 979) {
150
+ applications(status: \"submitted\") {
151
+ id
152
+ plannedStartDate
153
+ plannedDays
154
+ childFirstName
155
+ parentLastName
156
+ childDob
157
+ }
158
+ }
159
+ }"
160
+}
161
+```
162
+
163
+### List of applications (TEST)
164
+
165
+The type of application
166
+https://brave-sack.surge.sh/object/app/
167
+
168
+```
169
+{
170
+ "query": "{
171
+ service(id: 1) {
172
+ applications(status: \"submitted\") {
173
+ id
174
+ plannedStartDate
175
+ plannedDays
176
+ childFirstName
177
+ parentLastName
178
+ childDob
179
+ }
180
+ }
181
+ }"
182
+}
183
+```
184
+
185
+### List of staff sign in and out (TEST)
186
+
187
+https://brave-sack.surge.sh/object/staffatt/
188
+
189
+```
190
+{
191
+ "query": "{
192
+ service(id: 976) {
193
+ staffAtts(date: \"2019-05-15\") {
194
+ in
195
+ out
196
+ date
197
+ firstName
198
+ roomName
199
+ unpaid
200
+ }
201
+ }
202
+ }"
203
+}
204
+```
205
+
206
+# Authentication
207
+
208
+## Fixed Token
209
+
210
+A fixed token will be assigned to the integration partner for server to server integration.
211
+
212
+## OpenID Connect
213
+
214
+
215
+SmartCentral supports the OpenID Connect specification as an Identity Provider.
216
+
217
+Resources for specifications and sample code libraries:
218
+
219
+* [[http://openid.net/connect/]]
220
+
221
+* [[https://github.com/IdentityModel/IdentityModel.OidcClient]]
222
+
223
+FAQ
224
+
225
+* [[http://openid.net/connect/faq/]]
226
+
227
+
228
+Our OpenID entry point for staging is:
229
+
230
+* [[http://test.smartcentral.net/authorizations/new/]]
231
+
232
+To get JWK public keys :
233
+
234
+* [[http://test.smartcentral.net/jwks.json]]
235
+
236
+Create your own test account :
237
+
238
+* [[http://test.smartcentral.net/user/new/]]
239
+
240
+
241
+### Implicit flow
242
+
243
+* 3rd party sends authorisation request
244
+
245
+http://test.smartcentral.net/authorizations/new/?client_id=fancy_app&response_type=id_token%20token&scope=openid%20email&nonce=1234&redirect_uri=http://localhost:3001/auth
246
+
247
+* SmartCentral redirects end user to login page if not logged in, after end user's authorisation, send the following fields (http form fields encoded) to redirect_uri provided by 3rd party.
248
+
249
+ * access_token
250
+ * id_tokenhttps://wiki.smartcentral.net/livepreview/images/save_24.png
251
+ * token_type
252
+
253
+* After 3rd party received id_token (JWT format), the id token should be verified using the public key provided by SmartCentral http://test.smartcentral.net/jwks.json
254
+
255
+* To get readble information of the user, 3rd party sends GET request with access token returned by SmartCentral to http://test.smartcentral.net/user_info?access_token=abcd
256
+
257
+* User info returns the following fields:
258
+ * subject (SmartCentral user unique id)
259
+ * name
260
+ * email
261
+
262
+### Microsft Active Directory Bridging
263
+
264
+The following resources contain information on enabling the use of AD to be an OpenID identity provider:
265
+
266
+* https://docs.microsoft.com/en-us/azure/active-directory/develop/v2-protocols-oidc
267
+* https://docs.microsoft.com/en-us/powerapps/maker/portals/configure/configure-openid-settings
... ...
\ No newline at end of file
Introduction.md
... ...
@@ -0,0 +1,9 @@
1
+**SmartCentral** is a modern, easy to use, fully CCMS compliant, designed for web, childcare management system.
2
+
3
+We manage the detail of connecting between systems so you don't have to.
4
+
5
+Both Parents and Staff benefit from having access to appropriate information online in an easy to use format.
6
+
7
+In this wiki we will look at SmartCentral from the perspective of a new staff member just getting started on the system.
8
+
9
+We welcome any suggestions to improve this site so if you have any suggestions or feeback [let us know](http://www.smartfees.net/contact-us)
... ...
\ No newline at end of file
Invite-a-Parent-to-join-SmartCentral.md
... ...
@@ -0,0 +1,26 @@
1
+### Create Parent Account
2
+
3
+SmartCentral provides two simple ways for you to quickly invite a parent to register, or update their details online, by creating a user account. The best method to use will depend on whether any of the parent's details are already stored in SmartCentral.
4
+
5
+#### Method 1 : Parent Details already in SmartCentral
6
+
7
+If the parent's details are already recorded in SmartCentral (as a minimum First Name , Last Name , email address and mobile phone number) you can use the **Create User Account** feature from the **Parent Screen** or in bulk from the **Parent List**. The process is started when the staff member clicks the **Create User Account** button and goes like this:
8
+
9
+**Onboarding Process**
10
+
11
+* Staff member clicks **Create UserAccount** button on the **Parents** list (bulk operation) or the **Parent Profile** (single operation)
12
+*![create user](/uploads/create-user.png)
13
+* System creates the parent account and sends an email to the parent. This email contains the welcome message set up in the **Setup Org** screen. (Accounts -> Setup Org)
14
+* The system also pre-fills an application form based on the parent and child email details and attaches it to the parent's profile, so that they can check the details on file but don't have to retype everything. They only need to update existing information, so it's correct, or enter any missing information.
15
+* SmartCentral will create an application form for each service that is open for applications. So for example if an OSHC service only wants to take VAC bookings online to begin with, they can
16
+
17
+
18
+
19
+
20
+Note: **SmartCentral** only needs a very minimum of information to start the process. It is often easiest to create a basic parent record (min First Name , Last Name , DOB, email address and mobile phone number), then use the **Create User Account** feature, rather than use the second method.
21
+
22
+#### Method 2 : No Parent Details in SmartCentral
23
+
24
+Use your normal email client to email the profile link to apply online to your service. If you have your own website you can also place this link there with a message like **Click here to apply online**. (The link can be found Accounts -> Setup Org -> Profiles. Check with support which profile link to use, if there is more than one.)
25
+*![create user](/uploads/profilelink.png)
26
+*![create user](/uploads/applynow.png)
LastMinute-Booking-API.md
... ...
@@ -0,0 +1,125 @@
1
+# End Point
2
+
3
+POST /api/booking_app/booking
4
+
5
+# Create booking
6
+
7
+ {
8
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
9
+
10
+ "Date": "2018-10-09",
11
+
12
+ "StartTime": "08:00:00",
13
+
14
+ "EndTime": "17:00:00",
15
+
16
+ "Fee": 100.00,
17
+
18
+ "SmartFeesEnrolmentId": "sfdev_3791",
19
+
20
+ "SmartFeesRoomId": "sfdev_114",
21
+
22
+ "TransactionType": "Booking",
23
+
24
+ "Action": "Create"
25
+ }
26
+
27
+_SessionCodeId is no longer required given the flexible nature of the bookings. We do need Date, Times, Fee instead_
28
+
29
+# Create Absence
30
+
31
+
32
+ {
33
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
34
+
35
+ "Date": "2018-10-09",
36
+
37
+ "Fee": 50.00,
38
+
39
+ "TransactionType": "Absence",
40
+
41
+ "Action": "Create"
42
+ }
43
+
44
+
45
+_Absence is related to a booking. Date is required but fee is optional_
46
+
47
+# Cancel Absence
48
+
49
+ {
50
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
51
+
52
+ "TransactionType": "Absence",
53
+
54
+ "Action": "Cancel"
55
+ }
56
+
57
+
58
+# Cancel Booking
59
+
60
+
61
+ {
62
+ "BookingId": "b7fca559-9bfa-4f53-b913-ce64c250b676",
63
+
64
+ "TransactionType": "Booking",
65
+
66
+ "Action": "Cancel"
67
+ }
68
+
69
+
70
+# Get Service Data
71
+
72
+GET /api/booking\_app/service/[service_id]
73
+
74
+e.g.
75
+
76
+https://test.smartcentral.net/api/booking_app/service/979
77
+
78
+Sample response:
79
+
80
+ {
81
+ "CentreName": "FLUFFY FOOTS OSHC",
82
+ "EmailAddress": "zosh@smartcentral.net.sc",
83
+ "StreetAddress": null,
84
+ "Suburb": null,
85
+ "State": null,
86
+ "Postcode": null,
87
+ "ServiceType": "ZOSH",
88
+ "ApprovedPlaces": 0,
89
+ "ServiceStartDate": null,
90
+ "Vacancy":{
91
+ "sfsta_761":{"2021-02-22":3,"2021-02-23":4,"2021-02-24":3,"2021-02-25":4,"2021-02-26":3},
92
+ "sfsta_762":{"2021-02-22":2,"2021-02-23":1,"2021-02-24":2,"2021-02-25":2,"2021-02-26":4},
93
+ "sfsta_759":{"2021-02-22":0,"2021-02-23":0,"2021-02-24":1,"2021-02-25":1,"2021-02-26":0}
94
+ },
95
+ "Rooms": [
96
+ {
97
+ "Id": "sfsta_752",
98
+ "Name": "ASC_Panda",
99
+ "Capacity": 10,
100
+ "AgeGroups": []
101
+ },
102
+ ],
103
+ "StaffMembers": [
104
+ {
105
+ "Id": "sfsta_9",
106
+ "Type": "Admin",
107
+ "Email": "corrie@smartfees.com.au"
108
+ },
109
+ ],
110
+ "PublicSessionCodes": [
111
+ {
112
+ "Id": "sfsta_453",
113
+ "Price": 50,
114
+ "StartTime": "15:00:00",
115
+ "EndTime": "18:00:00",
116
+ "IsHourlyRate": false
117
+ },
118
+ ]
119
+ }
120
+
121
+
122
+Optionally specify a date for querying vacancy.
123
+
124
+https://test.smartcentral.net/api/booking_app/service/979?date=2021-03-01
125
+
Live-Chat.md
... ...
@@ -0,0 +1,18 @@
1
+### Accessing Live Chat
2
+
3
+SmartCentral has introduced a live chat system for centre admins to streamline support activity and improve the customer support experience.
4
+
5
+If you are logged in with a centre admin account you will find the chat icon in the bottom right corner of your browser window when you are on a SmartCentral page.
6
+
7
+To access live chat and online FAQs just click on the chat icon.
8
+
9
+![livechat](/uploads/freshchat.PNG)
10
+
11
+
12
+### Troubleshooting Access
13
+
14
+Some centres with tightly controlled network access may encounter issues accessing live chat if our chat server and related components are not allowed through their organisation's firewall.
15
+
16
+If this is an issue provide the below list to your IT team to allow the URLs access.
17
+
18
+[[https://support.freshchat.com/support/solutions/articles/238233-list-of-domains-to-whitelist-to-start-using-freshchat]]
... ...
\ No newline at end of file
MYOB-IMPORT.md
... ...
@@ -0,0 +1,23 @@
1
+For information on setting up your connection to MYOB and creating the export file go [here](/MYOB).
2
+
3
+Importing transactions from SmartCentral into MYOB is a simple process done using the MYOB import / export assistant in the MYOB file menu.
4
+
5
+1. Start the import / export wizard from the file menu
6
+2. Select 'Import Data'
7
+3. Set the import source to 'General Journal Entries' and select the file exported from SmartCentral
8
+4. Select 'Data is separated by TABS' and 'The first line of the file contains HEADERS OR LABELS'
9
+5. Link the fields in the SmartCentral file (left window) with the appropriate fields in MYOB (right window)
10
+ **Note**: Any fields in SmartCentral not linked to corresponding fields in MYOB will be ignored. If using CATEGORY codes, make sure that is linked.
11
+6. BACK UP YOUR FILE !!! - Even if you back up your file regularly we strongly recommend you do a backup now before the import.
12
+
13
+7. IMPORT !
14
+
15
+
16
+<img src="/uploads/MYOB_IMPORT1.PNG"/>
17
+
18
+<img src="/uploads/MYOB_IMPORT2.PNG"/>
19
+<img src="/uploads/MYOB_IMPORT3.PNG"/>
20
+<img src="/uploads/MYOB_IMPORT4.PNG"/>
21
+<img src="/uploads/MYOB_IMPORT5.PNG"/>
22
+<img src="/uploads/MYOB_IMPORT6.PNG"/>
23
+
MYOB.md
... ...
@@ -0,0 +1,71 @@
1
+The MYOB functions are found in the **Extracts** menu.
2
+
3
+From here you can:
4
+
5
+- Run a **Trial Balance** for a period
6
+- **Extract** a General Ledger postings file for import into your accounting system
7
+- Import your General Ledger **Accounts** codes from your accounting system
8
+- Assigning (**Mapping**) your account codes to SmartCentral categories
9
+
10
+Importing account codes and mapping is only required when the system is set up or if you change your account codes.
11
+
12
+### Trial Balance
13
+
14
+Run a trial balance for a period by selecting the start and end date then clicking **UPDATE**.
15
+
16
+The trial balance function sumarises all accouting information for the period and is very useful overview of your centre's financial performance even if you are not exporting data to an accounting system.
17
+
18
+### Extract
19
+
20
+You can extract data into an accouting file in one of three formats depending on your needs.
21
+
22
+1. Standard Format (Download) - this is the simplest format and groups all data of the same type by date across the whole organisation
23
+2. Service Format (Group by Service) - this splits transactions into separate entries for each service
24
+3. Parent Format (Group by Parent) - this puts each parent transaction onto a separate line and is the most verbose format
25
+
26
+If your organisation operates a single service then format 1 and 2 will produce the same result.
27
+
28
+
29
+
30
+### Accounts
31
+
32
+During setup you 'train' SmartCentral which MYOB account codes to use for each SmartCenrtal internal account.
33
+
34
+To start this process you export the list of General Ledger (GL) account codes from your accounting system and import them into SmartCentral.
35
+
36
+
37
+![Export accounts.txt file 1](/uploads/ExportAccountsFile1.png "Export Accounts 1")
38
+
39
+![Export accounts.txt file 2](/uploads/ExportAccountsFile2.png "Export Accounts 2")
40
+
41
+![If relevant: Remove {} from the accounts.txt file](/uploads/AccountsFile1.png "Remove {} line MYOB Accounts file"
42
+
43
+
44
+
45
+![Import the accounts.txt file](/uploads/ImportMYOB_AccountsFile.png "Import MYOB Accounts file")
46
+
47
+
48
+### Mappings
49
+
50
+ Once the accounts.txt file has been imported, train SmartCentral which GL codes to use for parent payments , government payments, miscellaneous fees , bonds etc;
51
+
52
+ - Service drop down box: select "All", if all services will be mapped to the same MYOB accounts.
53
+ - Service drop down box: select the relevant service, if each service is to be mapped to different MYOB accounts.
54
+ - In the mapping screen, select the relevant account code from each drop down box
55
+
56
+
57
+![Map MYOB GL Codes](/uploads/MYOB_GL_CodeMapping.png "Map MYOB GL Codes")
58
+
59
+Note: If you are operating an organisation with multiple services you may set up separate mappings per service or use the same mapping for all services.
60
+
61
+The default organisation mapping will be used until service mapping is added.
62
+
63
+All GL accounts to be mapped must be in the one MYOB accounts.txt file
64
+
65
+### End of Period Processing (Export)
66
+
67
+Now that SmartCentral is fully trained, just choose your date range (for end of period processing) and click **Export**. The file output is ready for immediate import into MYOB all correctly coded.
68
+
69
+### Importing into MYOB
70
+
71
+Details on how to import the SmartCentral file into MYOB can be found [here](/MYOB-IMPORT "MYOB Help - Import File"). You are importing General Ledger Entries.
Managing-Bonds.md
... ...
@@ -0,0 +1,64 @@
1
+**Enrolment Bonds** require a slightly different approach from other charges since taking a bond creates an obligation to refund the bond if the account is in good order when the child leaves the service. Of course you are entitled to retain any other amounts owing but any remainder must be returned to the parent.
2
+
3
+That is referred to as a *liability* in accounting terms. You need to keep separate track of your liabilities because you will have to pay them back.
4
+
5
+### Setting up Enrolment bond fee codes
6
+
7
+For most services it is sufficient to set up one miscellaneous fee code for the **enrolment bond**, another for the **enrolment bond refund** , and third for **general refunds**.
8
+
9
+You do this from the **Account > Setup Org > Misc Fee Codes** screen.
10
+
11
+When setting up the Bond refund code, do make sure the default amount is **negative**, to account for it being a refund amount.
12
+
13
+Set the default amount for **general refunds** to $0.00 since this amount can change from case to case. You will also need to put a negative (minus sign) in front of teh amount at the time of refunding a general refund, else you will charge them.
14
+
15
+To ensure SmartCentral knows which miscellanous fee codes relate to bonds or similar (no matter what you choose to call them) ensure you tick the option **Liability?** in the miscellaneous fee code.
16
+
17
+![Set up a liability code](/uploads/misc_code_liability.PNG)
18
+
19
+### Applying an enrolment bond charge to an account
20
+
21
+After the setup is done correctly applying an enrolment bond charge is just like applying any other charge to a parent account. Go to the **Balance** tab on the parents profile and click **Add Misc Fee**.
22
+
23
+Select the code you have created for the bond , set the date and add a note if required. Click **SAVE** to confirm the charge. This applies the bond charge to the account. The Bond amount is added to the parent's balance (transactions TAB) added to the Bond section of the Parent's main screen, and adds them to the Bond report as a liability.
24
+
25
+When the parent pays the bond either directly to the service or via the integrated payments gateway it will *net off* the charge on the transaction screen, but remain on the Bond report and in the Parent's Bond Section.
26
+
27
+### Refunding an enrolment bond on exit
28
+
29
+**Refunding** an enrolment bond is a two step process because the parent may still owe an amount, at account exit, and you are entitled to recover that amount from the bond. Any remaining funds must then be returned to the parent.
30
+
31
+#### STEP 1 - Cancelling the liability
32
+
33
+Process a **MISC FEE** to the parent account using the **BOND REFUND** code set up at the beginning. Make sure you have a negative (minus sign) in front of the amount. Refund the entire Bond amount (if that in fact is what you are doing) as this shows up in the Parent Bond Section (and the Bond balance becomes $0), and removes the Bond Liability from the Bond report.
34
+
35
+This cancels the liability and credits the bond back to the parents account (leaving them with $0 balance, in credit or still owing you a debt).
36
+
37
+Depending on the parent's balance before the bond refund the parent may still owe you money (which you will need to recover separately), the account may now be in balance (nothing more to do) or the parent's account may now be in credit (in which case you need to manually transfer the amount in credit via online transfer or cash to the parent, then manually refund the amount in credit to their SC balance - it may not be the same amount as the bond).
38
+
39
+You manually refund the credit via a negative manual payment (record payment on the transaction screen) with a note to say how the credit was retruned to the parent. The parent's balance should now be $0.
40
+
41
+#### STEP 2 - Refunding the Parent Account
42
+
43
+Whether you refund the parent in cash, cheque or funds transfer; you need to record the actual amount that changes hands. You do this by applying a negative manual **record payment** to the parent's account for the amount of the refund.
44
+
45
+
46
+### Handling Bonds while Transfering Balances into SmartCentral
47
+
48
+Bonds and similar liability accounts are handled differently by different software systems so adjustments need to be made to the balance transfer process according to your current system's treatment.
49
+
50
+This adjustment will be handled by the support specialist assigned to your transfer but the explanation is included here for your information.
51
+
52
+Always note that SmartCentral follows standard accounting practices and negative amounts reflect accounts in credit whereas positive amounts reflect amounts owed to you.
53
+
54
+#### Situation 1 : You have not used liability accounts previously
55
+
56
+No adjustment is needed and the balance reflected in the import should match the amount owed by the parent after all charges and payments made on or before the cutover date.
57
+
58
+#### Situation 2: You are collecting a bond and the bond charges and bond payments (if any) are reflected in the parent's account balance
59
+
60
+The bond charged should be shown in the 'bond' column of the import file. There is no need to adjust the balance as this already includes any bond payments made.
61
+
62
+#### Situation 3: You are collecting a bond however the bond charges and bond payments (if any) are reflected in a different sub account and not included in the main parent account balance.
63
+
64
+The bond charged should be shown in the 'bond' column of the import file. Any bond payments made must be added back into the 'balance' column.
Manual-Gap-Fee-Waivers.md
... ...
@@ -0,0 +1,144 @@
1
+## Conditions for waiving Parent GAP
2
+
3
+DESE has announced that services have the option to waive the gap (difference between Fee charged and CCS paid) for children under the following conditions:
4
+
5
+* the service is in an area under Stage 3 or higher lockdowns
6
+* the child is absent due to covid 19
7
+* an absence is recorded
8
+
9
+Read the (very limited) details of the rules [here]( https://mailchi.mp/80285720845b/response-to-covid-19-in-victoria-are-you-ready-for-ccs)
10
+
11
+## Auto Gap Fee Wavers for an entire attendance
12
+
13
+To help you manage this process, SmartCentral has introduced additional options on the attendance screens to automate the waiving of the parent GAP, but it can only be for the entire week.
14
+
15
+See the Staff Help on how to automate the waiving of the Parent GAP [here](https://wiki.smartcentral.net/Gap-Fee-Waivers).
16
+
17
+The above help is for waiving the Parent GAP for the entire week, when every session has been marked absent. Please not: if waiving the whole gap for the week, for those families who use up their CCS eligible hours in the beginning of the CCS fortnight, you may be waiving the full or most of the session charge when using this option, if they have run out of eligible hours.
18
+
19
+See below on how to waive the Parent GAP for those sessions marked absent, in an attendance that also has attended sessions.
20
+
21
+## Marking the Rolls
22
+
23
+Regardless of which method you use, either to waive the parent's gap in full or partially waive it, the rolls are marked as normal. Signed in/out if attending, marked absent if absent for the day.
24
+
25
+## Booked Absences
26
+
27
+Regardless of which method you use, either to waive the parent's gap in full or partially waive it, you can set an enrolment's booking, to auto mark the roll with "Hrs absence", if you know in advance a family will be absent due to COVID related reasons.
28
+
29
+You can also add an additional reason if a family may be in danger of running out of their 42 (or in VIC's case 72 allowed absences where no additional reason is required).
30
+
31
+Go to the family's enrolments and click on the Bookings TAB.
32
+
33
+Set the day, or the date range to cover the period the family has told you they will be absent. All bookings willbe marked absent on the roll within the date range.
34
+
35
+Eg If the booking is for Tue, Wed, Thurs and the date range covers 6 weeks, then every Tue, wed, thurs within those 6 weeks will be marked absent.
36
+
37
+Add an additional reason if required & tick the supporting documentation box if you have the documentation to back the additional reason selected.
38
+
39
+![Bookings TAB](/uploads/BookingTAB.png)
40
+
41
+![Adding An Absent Booking](/uploads/AddAbsBookings.png)
42
+
43
+## Direct Debit - Stage 3 Lockdown Areas.
44
+
45
+Ignore this bit if you do not Direct Debit Fees
46
+
47
+For those parents, you are waiving the entire week's Parent Gap, we suggest you untick the DD box to ensure they do not accidentally get billed.
48
+
49
+For those families you are partially waiving the Parent fee for, you need to make sure you have manually refunded the partial GAP, prior to invoicing the parent or Direct Debiting their balance.
50
+
51
+## Projecting Fees - Stage 3 Lockdown Areas.
52
+
53
+Ignore this bit if you do not project fees.
54
+
55
+Projecting Fees are based on an enrolment's bookings and absent bookings are still counted as a charge.
56
+
57
+If you are waiving the parent GAP partially or for the entire week, then we recommend you **DO NOT project fees for the families you know in advance will be absent due to COVID reasons**.
58
+
59
+One way you can do that is not to project fees for any families during this time.
60
+
61
+Another way is to use the parent TAG (the DD TAB, filter field) to group families into those to pay projected fees and those to not pay fees in advance (as they will eventually be waived).
62
+
63
+Eg. If all active families are grouped with a Parent Tag (eg. Active) then you can change the filter for those families, you know in advance, are going to be absent for the projected weeks to a "COVID19" filter. Your exited families will be tagged for eg. InActive or Exited.
64
+
65
+You then run the projected fees, for **Active** group of families only, using the parent TAG you gave them. (eg Active)
66
+
67
+In this way you will only project fees for those attending and not for the absent "COVID19" group of families.
68
+
69
+## COVID 19 Misc Fees
70
+
71
+Set up a new Misc Fee Code so you can keep track of any manually waived fees.
72
+
73
+![Weekly Attendance Screen](/uploads/SetupOrgMiscFeeCodes.png)
74
+
75
+![COVID 19 Misc Fee Code](/uploads/CV19MiscFee.png)
76
+
77
+## How to Manually Waive a portion of the Parent GAP
78
+
79
+You can only waive the fees if you are in one of the locked down postcodes/areas, and only if they are absent for COVID reasons. For those families who may attend some sessions and may be absent for others, then you cannot waive the fees for those attended (eg rostered to work in the office 2 days a week, and from home the rest of the week)
80
+
81
+Part weeks will need to be waived manually, using a negative Miscellaneous Fee charge to refund the GAP. See above section on creating a Misc Fee Code to use.
82
+
83
+When the relevant weekly attendance is submitted, the full charge will be placed on the parent's transaction TAB. When the CCS is returned the CCS paid for the week will be known. You will need to wait for the CCS to be paid and then work out your partial parent GAP to waive.
84
+
85
+** You need to work out the portion to be waived, prior to running the invoices for the relevant week, and prior to DD runs as they will still be paying a portion of the GAP.
86
+
87
+The following example is worked out on a family who is getting the same amount of CCS paid per session. Eg. Their booking is for 4 days, they are eligible for 100hrs a fortnight and that more than covers the attended and absent sessions.
88
+
89
+Family A: Is booking for 4 days a week normally, but in advance has elected to keep their child home 2 days a week for COVID related reasons.
90
+
91
+So their child attends 2 days a week, and is absent for COVID related reasons for the other 2 days
92
+
93
+Full LDC charges for the week are $400. CCS Paid was $360. parent GAP for 4 days is $40.
94
+
95
+$40 divided by 4 sessions = $10 per session Parent GAP. Family was only absent for 2 sessions, so GAP to be waived is $10 x 2 = $20
96
+
97
+Create a Misc Fee Charge "CV19" for -20 on the parent's Transaction TAB.
98
+
99
+The screenshot example below is refunding $46, in the case above you would only refund $20.
100
+
101
+![Weekly Attendance Screen](/uploads/AddMiscFee.png)
102
+
103
+![Weekly Attendance Screen](/uploads/WaiveFeeNegativeCharge.png)
104
+
105
+For those families who may not be eligible for CCS for all sessions in a fortnight, then it will be a little more complex to work out the portion of parent GAP to be refunded. Some days in the fortnight may be full charge, as they are no longer eligible for CCS, and you may not want to waive the entire day.
106
+
107
+For other families their % may be low and it is a big GAP to waive, it may not be affordable to waive the whole GAP.
108
+
109
+And there may be other complex examples.
110
+
111
+We suggest for these complex cases, you work out what your policy will be, advise the parent as they may want to change their booking during these unsettled times, and then ask in support chat if you need help working out the partial amount you wish to waive.
112
+
113
+To work out the parent GAP per indic=vidual day, go to the child's enrolment -> Session subsidy TAB. Put in the relevant week ending and the fortnight that week is a part of will display. This is mostly live CCS data. Some of the totals down the bottom come from SC.
114
+
115
+The top portion is the attendances in the fortnight. The subsidies paid is below.
116
+
117
+You can find the CCS paid per session and using the session charge work out the GAP per individual day, when the eligible hours means the CCS paid per session is different (as the hours have been used up).
118
+
119
+** See below to warn your parents about extended absences.**
120
+
121
+## Important Warning: Enrolments that cease "no attendances"
122
+
123
+July 13th 2020 - absences were reset to 0 (would prior to free childcare been reset July 6th)
124
+
125
+July 13th 2020 - a session was added for July 12th to all enrolments to prevent the 14 week ceased no attendances from happening
126
+
127
+That means the 14 weeks for checking if a child has attended or not, recommenced July 13th 2020.
128
+
129
+Note: The CCS will be retrieved post 14 weeks no attendances (ie if absent for 14 weeks).
130
+
131
+### Reasons for absences.
132
+
133
+Any child can do this, however only stage 3 lockdown areas can waive the Parent GAP
134
+
135
+Can use 42 absences starting July 13th - no reason needed
136
+Post 42 absences can use additional reason (reasoning if GAP to be waived would be COVID19 related) Vic allowable absences have been extended to 72.
137
+
138
+### Child is absent for 14 weeks in a stage 3 area
139
+
140
+**If absent for 14 weeks for any reason the following will happen is the same regardless if in a stage 3 area or not.**
141
+
142
+If lockdown extends past the 6 weeks and a parent (for COVID related reasons) extends absences and the number of weeks, with no attended sessions, totals 14 - **the enrolment will be ceased by CCS (no attendance) and CCS will be retrieved.** So at that point of time, even though the service has been waiving the GAP for 14 weeks, for COVID related reasons, **the CCS for the entire 14 weeks** will be owed by the parent if the enrolment ceases no attendances.
143
+
144
+**Note:** 14 weeks will be very near end of transition period, this is how it stands today 17th Aug 2020, no talk to date of that changing. But with everything COVID 19 related, anything can happen.
Migrations.md
... ...
@@ -0,0 +1,35 @@
1
+#### QikKids
2
+
3
+Required reports
4
+
5
+1. Children > Child Information Summary
6
+2. Misc > Active Bookings
7
+3. Debtors > Current Balances
8
+4. Contacts > Contact Quick List (children with bookings)
9
+
10
+These reports can all be extracted to excel. Choose Datasheet option and email to support.
11
+
12
+QK represents debts as negative numbers.
13
+
14
+##### Transfering QK Balances and Bonds
15
+
16
+QK holds bonds in a separate parallel account to the main parent balance account similar to SmartCentral. Whenever a transaction is done on the bond account it immeadidaetly affects the main account. The main difference being we follow standard accounting practice that a negative amount is a credit.
17
+
18
+So from QK you need 2 pieces of information for each parent
19
+
20
+Q1: Parent Balance in main account
21
+Q2: Total Bond Payments
22
+
23
+These map into the SC import columns
24
+
25
+SC1 : balance = -(Q1)
26
+SC2 : bond = Q2
27
+
28
+#### KW
29
+
30
+Required Reports
31
+
32
+1. Current Debt including estimates
33
+
34
+
35
+KW Represents debts as positive numbers
... ...
\ No newline at end of file
MobileFAQ.md
... ...
@@ -0,0 +1,27 @@
1
+Frequently asked questions for SmartCentral Mobile:
2
+
3
+* How do I install the SmartCentral Mobile webapp?
4
+
5
+ SmartCentral has been designed to install directly from the web
6
+link. No need to worry about 'app stores' or 'install updates'.
7
+
8
+ * Click on the link
9
+ * Tap the options menu
10
+ * Select 'Add to Home screen'
11
+ * Tap 'Add'.
12
+ * Done !
13
+
14
+* How do I view recent payments and charges?
15
+
16
+* Can I view my last statement?
17
+
18
+* Email notifications aren't getting to me. What can I do?
19
+
20
+* I want to book an extra day. Can I find a vacancy and book it?
21
+
22
+* I need to update details about my child, how do I do that?
23
+
24
+* I've already submitted all my details for one child, do I really need to do it all again for the next one?
25
+
26
+* I was part way through an application when I got interrupted. How to I go back and finish the application I started? Surely I don't have to start from scratch?
27
+
Module-02-Getting-Started.md
... ...
@@ -0,0 +1 @@
1
+text
... ...
\ No newline at end of file
NSW-Live-CORONAVIRUS-Case-Data.md
... ...
@@ -0,0 +1,21 @@
1
+The data going into this graph is pulled live from NSW Health every morning at 5AM.
2
+
3
+KUDOS to NSW Health for providing this data in an accessible format.
4
+
5
+If I find similar data available for other jurisdictions I will add them.
6
+
7
+
8
+[Live graph](https://analytics.zoho.com/open-view/1905148000003580496)
9
+
10
+<p>
11
+<iframe src="https://analytics.zoho.com/open-view/1905148000003580496" frameborder=0 width="800" height="600"></iframe>
12
+
13
+</p>
14
+
15
+### Some explanation:
16
+
17
+The scale on the left relates to new cases each day (the blue line)
18
+The scale on the right is total cases reported (green line)
19
+So on the 30/3 NSW had 69 new cases reported taking the total from 1992 on the 29th to 2061 on the 30th
20
+
21
+You can look at individual regions by adjusting the filters at the top. The graph will live update as the filters are changed.
... ...
\ No newline at end of file
NSW-Start-Strong-data.md
... ...
@@ -0,0 +1,27 @@
1
+# What is this?
2
+
3
+[https://education.nsw.gov.au/content/dam/main-education/early-childhood-education/operating-an-early-childhood-education-service/current-service-providers/start-strong-funding/How_to_guide_Start_Strong_fee_relief_data_submission.pdf](https://education.nsw.gov.au/content/dam/main-education/early-childhood-education/operating-an-early-childhood-education-service/current-service-providers/start-strong-funding/How_to_guide_Start_Strong_fee_relief_data_submission.pdf)
4
+
5
+# Where to find it?
6
+
7
+The Start Strong section is located at the bottom of the service entry page.
8
+![Service show](https://wiki.smartcentral.net/uploads/Screenshot%20from%202024-08-23%2011-32-30.png/11f7e9d467f21cde39b880cc79a94eeb7134140f)
9
+
10
+Just choose the correct period and click Download to donwload the CSV file.
11
+
12
+# Columns A-F (service info) are a bit off, how to fix them all quickly?
13
+
14
+We currently do not store all the required information from NQA-ITS, so the pre-generated file may need to be updated. To do this quickly.
15
+
16
+![CSV](https://wiki.smartcentral.net/uploads/image-2.png/310559d27f6be9ede17f2ab517d5f787742f80c5)
17
+
18
+* Locate your service information from NQA-ITS.
19
+
20
+* Enter them in the first data row, columns A-F.
21
+
22
+* Select the first data row, columns A-F only, and drag down to the last row while holding the click. Now all data rows, from column A-F should be selected.
23
+
24
+* Hit Ctrl + d
25
+
26
+
27
+**Make sure you open and save the file in CSV format and ignore whatever Microsoft warns you.**
Organisation-Setup.md
... ...
@@ -0,0 +1,81 @@
1
+The Organisation Setup screen is located on the Account Menu . Account > All orgs/svcs > Create New Organisation (Super User only)
2
+
3
+The org setup screen allows SmartCentral to be tailored to the needs of an organisation. Note that settings here will apply to all services in the organisation. This is particularly relevant for multi-service organisations.
4
+
5
+## Setup
6
+
7
+* Basic information about the organisation
8
+
9
+ Name, logo, background colour, phone number and ABN
10
+
11
+* Address details
12
+
13
+ Of the organisation, each service within the organisation may have a separate address.
14
+
15
+* Statement configuration
16
+
17
+ Authorised signatory: This is the name that will appear on the parent statements, usually the Director or the Provider.
18
+
19
+ Send email notifications to parents automatically upon new statements generation: Tick this, otherwise you will need to tick it each time you generate statements.
20
+
21
+ Allow statements to be optionally CC'd to this address for troubleshooting: Some services put the service email in here out of habit from other software, but there is no need in SmartCentral as we retain copies of every statement sent both in bulk and against every parent.
22
+
23
+ Display Pay Now button on the statement: Leave this blank until you attach the payment gateway, once attached, set it to 'When direct debit is disabled'.
24
+
25
+ Allow parents to adjust amount in Pay Now: Tick this if you want to allow them to change the figure paid, don't tick if they must pay the full amount on the statement.
26
+
27
+ Display attendance period instead of transaction period: Don't tick this unless you want attendance data only for the selected period. (Special build for one client)
28
+
29
+ Display bonds: Don't tick this unless you want the bond displayed on every statement generated.
30
+
31
+
32
+* Notifications
33
+ * Welcome Email to Parents - sent on account creation
34
+ * Welcome Email to Contacts (Auth to Collect) - sent on account creation
35
+ * Re-enrolment Email - sent when 'Re-enrol' is triggered from the enrolment screen
36
+ * Notify Parents On ASC Arrival - sent on sign in if this option is enabled on a session
37
+ * Notify parents when immunisation, MMP or Epipen became overdue
38
+ * Defer staff welcome emails - enable this if you DONT want to send welcome emails immediately
39
+
40
+
41
+
42
+* Application: Instruct applicants to provide immunisation record
43
+* Digital Attendance (Kiosk Function Options)
44
+* Digital Signin Kiosk Display (Kiosk Display Options)
45
+
46
+ Join the pilot program of the new kiosk and new parent app. (Always tick for all new set ups)
47
+
48
+ Mode. (Always choose QR Code and Code)
49
+
50
+ Compatibility mode. (Only select if you don't wish for children's names to appear until a mobile number is entered)
51
+
52
+ Hide Children List. (Removes the child sign on button from the kiosk, so QR code or nothing)
53
+
54
+* Parent App Gen 2
55
+
56
+ Only enable if you wish to allow parents to book direct to the rolls without admin approval. Only do this if you have low capacity as it doesn't recognise room capacity.
57
+
58
+* FDC (enable expanded permissions in the admin system - doesn't affect the dedicated FDC app)
59
+* CWA
60
+* Fee Projection
61
+
62
+ Do NOT send a new invoice to the parent upon updating the fee projection. (Always tick this, otherwise every time you update a batch, it will email anyone with changes)
63
+
64
+
65
+ Refunds of projections are posted to the date of the original projection. (Don't tick this unless you want the refund to be back dated, instead of showing on the posting date)
66
+
67
+* Accounting
68
+
69
+ The length of the lockdown for manual payments and misc fees. (Usually set to 4 weeks, check client's preference.
70
+
71
+ Record failed attempted payments. (Don't select unless ABA client)
72
+
73
+* CCS Entitlement (notifications)
74
+
75
+ Send parents email notifications upon entitlment changes. (Select for all CCS approved clients)
76
+
77
+ Copy services upon entitlment changes. (Only select if the service wants a copy of the parent email above)
78
+
79
+ Send parents email notifications upon absence count changes. (Don't select unless you want to send the parents mad, invented for Covid)
80
+
81
+
Organiser.md
... ...
@@ -0,0 +1,12 @@
1
+Easily track your child's events and activities by viewing them on a calendar and adjusting as needed. You can see all your tasks in one place, giving you a clear overview of your schedule by day, week, or month.
2
+
3
+
4
+
5
+[insert video]
6
+
7
+
8
+
9
+
10
+Once an activity is added to the Organiser. It can be viewed in four different ways: Monthly, Weekly, Daily, and Activities.
11
+
12
+[insert video]
... ...
\ No newline at end of file
Parent-App.md
... ...
@@ -0,0 +1,39 @@
1
+# Introducing the Parent App
2
+The Parent App, also known as the Parent Portal, is a user-friendly platform designed for parents to efficiently manage and communicate their children’s activities and records.
3
+
4
+
5
+With the <a href="https://sceducatorhub.my.canva.site/scparentapp" target="_blank">Parent App</a>, you can remotely mark your child's attendance, send and receive notes from staff or other parents, and easily perform casual bookings. The app also provides quick access to recently captured photos and published reports, allowing you to stay up-to-date with your child's progress. Additionally, you can view and modify your parent account details, ensuring all information is accurate and current.
6
+
7
+### Homepage
8
+ ![](/uploads/PA1.jpg)
9
+
10
+**Current Centre:** Displays information about the child's current centre.
11
+
12
+**CWA Notifications:** Sends notifications to the registered email for confirmation.
13
+
14
+**Received Notes:** Shows notes sent from Smart Central or Educator Hub.
15
+
16
+**Booked Sessions:** Details casual bookings for the child.
17
+
18
+**Shortcuts:** Quick access to the homepage, pictures, calendar, and account details.
19
+
20
+# FAQ
21
+
22
+# Communication
23
+**Sending Notes via Smart Central:** Log in, select the centre, and send notes to parents.
24
+
25
+**Sending Messages via Educator Hub:** Use the communication page to send and receive messages with parents.
26
+
27
+**Viewing Messages**
28
+* Log in to the Parent App.
29
+* View and reply to messages sent from the centre or educators.
30
+* Attach images and other files to the messages.
31
+
32
+# Viewing Photos
33
+**Log in to the Parent App.**
34
+
35
+* Access all photos tagged to the parent and child from Educator Hub.
36
+* Zoom in and download tagged photos.
37
+
38
+# Casual Bookings
39
+* View details of casual bookings for the child through the Parent App.
... ...
\ No newline at end of file
Parent-Communications.md
... ...
@@ -0,0 +1,30 @@
1
+We have rolled out an enhancement to assit with parent communications and allow you to send emails to parents in bulk.
2
+
3
+We added this via the enrolment screen to give you more control over who it's sent to.
4
+
5
+This option uses the 'Select Enrolments' function on the left of the screen and the option appears once at least one enrolment has been selected.
6
+
7
+<img src="/uploads/GroupEmails.png"/>
8
+<img src="/uploads/GroupEmails2.png"/>
9
+
10
+You can enter a subject line and email body. The email body supports Markdown so you can embed links and they will come out clickable.
11
+
12
+<img src="/uploads/Email2.PNG"/>
13
+
14
+for example
15
+
16
+```
17
+[here](https://www.smartfees.net/sc20200402)
18
+```
19
+becomes
20
+
21
+[here](https://www.smartfees.net/sc20200402)
22
+
23
+You can also include Parent 2 in the blast and have recorded on file by selecting the appropriate options.
24
+
25
+The email will be topped and tailed as usual with the parent's name and your centre logo and information as usual.
26
+
27
+<img src="/uploads/Email3.PNG"/>
28
+
29
+Hope this helps !
30
+
Parent-Details.md
... ...
@@ -0,0 +1,15 @@
1
+## View or Edit Parent Details
2
+
3
+From this screen you can view or edit a parent's information and also trigger a number of actions.
4
+
5
+
6
+![Parent Details](/uploads/parentdetails2.png "Parent Details")
7
+
8
+1. Parent Summary tab (shown).
9
+2. Additional Profile details.
10
+3. Transaction History.
11
+4. Statement History.
12
+5. Direct Debit configuration (if enabled).
13
+6. Edit Parent Summary.
14
+7. Add a note to parent's profile and optionally publish to Digital Sign In
15
+8. Request online registration for direct debit (also used to update registration details).
... ...
\ No newline at end of file
Parent-Help-how-to-re-enrol-your-child.md
... ...
@@ -0,0 +1,15 @@
1
+To re-enrol your child you would already have an existing enrolment (else see staff about applying to attend for the first time).
2
+
3
+Log on to SmartCentral's Parent Portal, as usual, via https://www.smartcentral.net/v2/session/login. Use your email as login. Your password is either your mobile number, the password you changed it to or you may need to use the forgot password: https://www.smartcentral.net/v2/user/forgot_password
4
+
5
+Once logged in, select "applications". Then select the relevant incomplete application (if there is more than one sibling, there will be more than one incomplete application)
6
+
7
+Once selected it will say "review" or "withdraw". Withdraw deletes the application, so avoid that.
8
+
9
+Review opens up the application in the review part of the menu.
10
+
11
+Parents can review the current application by scrolling down, and if any changes are required for any section, they can select the relevant part of the application from the left hand side menu.
12
+
13
+Scroll to the top to see Parent, child, booking, etc in a menu (left hand side). Beside's parent/child contact information and the new bookings you wish to re-enrol for, it's very important to make sure health & authorisations have also been reviewed, and if relevant changed, to reflect up to date information.
14
+
15
+Once you are happy with all the application changes, you can select review, scroll to the bottom and submit.
... ...
\ No newline at end of file
Parent-Help.md
... ...
@@ -0,0 +1,13 @@
1
+# Welcome to SmartCentral's Parent Help
2
+
3
+![SmartCentral Home Page](/uploads/home.PNG "HOME")
4
+
5
+### TOP QUESTIONS THIS MONTH :
6
+
7
+* [Contactless SignIn & SignOut](https://wiki.smartcentral.net/Contactless-SignIn-for-Parents)
8
+* [Completing a new application : VIDEO](https://www.youtube.com/watch?v=gTdUwXk0NEE&t=30s)
9
+* [FAQ for Parents and Guardians](FAQ)
10
+* [How to re-enrol your child](https://wiki.smartcentral.net/Parent-Help-how-to-re-enrol-your-child)
11
+* [How to enrol a sibling](https://wiki.smartcentral.net/How-to-enrol-a-sibling)
12
+* [Copy of CWA email sent to Parents, and where to acknowledge](https://wiki.smartcentral.net/Complying-Written-Arrangement-(CWA)-Email)
13
+* [Request a booking : VIDEO](https://www.youtube.com/watch?v=SP12z8KfDYk&feature=youtu.be)
Parent-Profiles.md
... ...
@@ -0,0 +1,3 @@
1
+**Child Count**
2
+
3
+Located on the parent profile screen.
... ...
\ No newline at end of file
Parent-TAGs.md
... ...
@@ -0,0 +1,47 @@
1
+A parent tag (DD filter field) can currently be used to group families; on the
2
+
3
+- parent screen,
4
+- direct debit extract,
5
+- balance owing report, and
6
+- invoice statements.
7
+
8
+If you go to the parent screen (People-> Parents), the right most column is TAG. When a parent has had the Direct Debit filter field setup, on the parent's DirectDebit TAB, the list of Tags will show in this column.
9
+
10
+![Parent Screen](/uploads/ParentTAG.png "Parent TAG column")
11
+
12
+![Parent DD TAB](/uploads/DDFilter.png "DD Filter")
13
+
14
+You can use the tag on the parent screen to group families for re-enrolment & sending PINs
15
+
16
+The parent TAG gets set up in the Parent's Direct Debit TAB using the DD filter field (and can be setup regardless if the service or parent is using Direct Debit or not). It's a text field and therefore any word or number or mixture of letters/numbers can be used.
17
+
18
+The TAG is designed to help, not make you have an admin nightmare. So just be cautious about setting up too many groups, which doubles, triples, etc your admin load. The more groups you have the more times you may need to run DD extract or the invoices, unless you use ALL for both frequency and filter.
19
+
20
+A tip is to run the weekly and fortnightly (frequency filter) groups on the same day, thereby you still only run everything once.
21
+
22
+Some examples follow of how the Parent Tag (DD filter) can be used.
23
+
24
+![Invoice Extract](/uploads/InvoiceFilter.png "InvoiceDDFilter")
25
+![DD extract Screen](/uploads/DirectDebitFilter.png "DD Extract")
26
+![Balance Owing Rpt](/uploads/BalOwing.png "Balance Owing")
27
+
28
+##Examples
29
+
30
+Some services use it to group families for direct debit extracts, combined with the frequency of extraction. Eg. Weekly (frequency) Monday (filter) group.
31
+
32
+Many use the filter to identify an Active family vs an InActive family. So you can run Invoices for all families.
33
+
34
+And, Then if something doesn't look right on the review of their DD extract or Invoice extract, before sending the invoices or the DD batch, they exclude those families by labelling their TAG as OnHold.
35
+
36
+If you just want to exclude a family from the DD run you can untick the DD box, however for invoices you do need to change the TAG.
37
+
38
+If a group of families were OnHold, you could run the DD extract and Invoice statements for the Active group, so you don't hold up everyone else whose balance looks OK.
39
+
40
+Then you can sort out the OnHold group - get support to investigate their balance, etc - and then once solved, you can run Invoices/DD extract for the OnHold group, before returning those families back to the Active group.
41
+
42
+Next run would again be for the Active group.
43
+
44
+
45
+
46
+
47
+
Payment-Integration.md
... ...
@@ -0,0 +1,29 @@
1
+SmartCentral supports a variety of payment integration options which you can use depending upon your needs.
2
+SmartCentral can act as origin for charges sending to an external system or as a collector receiving amounts to be paid (invoices) from a third party system that then get transferred to the parents' SmartCentral account.
3
+
4
+### Integrated Payment Gateway
5
+
6
+For most services this is the simplest and most comprehensive solution. SmartCentral's fully integrated payment gateway solution is PCI compliant and supports a full end to end online process from registration through to billing and payments. Payment amounts are calculated according to billing rules and automatically reconciled onto parent accounts depending on the success or failure of the transaction.
7
+
8
+### Payment File Export
9
+
10
+For services that need to use an alternative payments process, SmartCentral can export a payments file CSV. This file can use an external customer / parent ID that must match with your external payment system. Payment amounts are processed through the billing rules engine so can take into account fixed, capped or variable parent payment settings.
11
+
12
+An exported payment file must be cleared onto the parent accounts through the manual clearing process. This handles any failed payments.
13
+
14
+### Payment File Import
15
+
16
+For services that have parents making direct deposits into a nominated bank account, SmartCentral supports the option to accept a payment file import csv. The file is assumed to contain only cleared transactions and is immediately processed onto the parent account.
17
+
18
+### Payments API
19
+
20
+
21
+The payments api allows an external system to read the parents' current balances as at a date and post payment transactions. Payments are assumed to be cleared funds and are immediately cleared onto the parents' accounts.
22
+
23
+Generally the external system would take responsibility for posting any reversals if required but reversals can also be applied manually by the centre administrator.
24
+
25
+#### Supported Operations
26
+
27
+* Read Balances Owing at Date
28
+* Post Payments
29
+* Post Miscellaneous Charges
... ...
\ No newline at end of file
Payments-Error-Codes.md
... ...
@@ -0,0 +1,38 @@
1
+List of error codes and associated reason information commonly returned from the banking network in payment transactions.
2
+
3
+
4
+
5
+## Bank Account
6
+
7
+Code Reason
8
+001 Invalid BSB Number
9
+002 Payment Stopped
10
+003 Account Closed
11
+004 Customer Deceased
12
+005 No Acc or Incorrect Acc No
13
+006 Refer to Customer
14
+009 Technically Invalid
15
+
16
+## Credit Card
17
+
18
+Code Reason
19
+01 Refer to Card Issuer
20
+02 Refer to Issuer's Special Conditions
21
+03 Invalid Merchant
22
+04 Pick Up Card
23
+05 Do Not Honor
24
+06 Error
25
+07 Pick Up Card, Spaecial Conditions
26
+09 Request in Progress
27
+10 Partial Amount Approved
28
+12 Invalid Transaction
29
+13 Invalid Amount
30
+14 Invalid Card Number
31
+15 No Such Issuer
32
+17 Customer Cancellation
33
+18 Customer Dispute
34
+19 Re-enter Transaction
35
+20 Invalid Response
36
+21 No Action Taken
37
+22 Suspected Malfunction
38
+23 Unacceptable Transaction Fee
... ...
\ No newline at end of file
Payments-Processing.md
... ...
@@ -0,0 +1,25 @@
1
+SmartCentral has a number of features to allow centres to run a fully online payments process. These functions allow you to do everything from online registration for payments through to billing in advance or arrears, tracking late payers, setting up payment plans for parents who are behind and providing CCS compliant statements.
2
+
3
+I will cover the options below in two groups:
4
+
5
+* Setup Functions - these settings control how the system behaves and the messaging to parents
6
+* Operational Functions - these give you control over what happens when
7
+
8
+
9
+### Setup Functions
10
+* Configure Payment Gateway
11
+* Parent Registration
12
+* Parent Settings and Payment Plans
13
+* Pay Now Option - only works for cards, not direct debit
14
+* Statements Messaging
15
+* Entitlement Changes Notification
16
+
17
+### Operational Functions
18
+* Run / Update Fee Projections (Billing in advance)
19
+* Run Direct Debit - Batch
20
+* Run Direct Debit - Single Parent
21
+* Reconcile Payments
22
+* Check Outstanding Debtors
23
+ * Balance Owing report
24
+ * Aged Debtors report
25
+ * Aged Debtors CSV extract
Preschool-Exemption-Activity-Test.md
... ...
@@ -0,0 +1,3 @@
1
+The fact sheet below explains the activity test for preschool exemption and specifically answers the question of "who is a preschool aged child?"
2
+
3
+[Fact Sheet - Activity Test for Preschool Exemption](https://docs.education.gov.au/system/files/doc/other/preschool_exemption_to_the_child_care_subsidy_activity_test.pdf)
... ...
\ No newline at end of file
Printing.md
... ...
@@ -0,0 +1,4 @@
1
+
2
+You can print anything you can see in SmartCentral. This can be handy if you want to quickly grab some information out for reference away from the system. With the information visible on screen go to the browser menu and find the **Print** option.
3
+
4
+![Print from Browser](/uploads/PrintfromBrowser2.PNG)
... ...
\ No newline at end of file
Process-Direct-Debits.md
... ...
@@ -0,0 +1,57 @@
1
+#### First Time Setup
2
+
3
+In order to process direct debits you must first:
4
+
5
+1. Set up your direct debit details - contact the support team for an Activation Form, then support will set this up for you once the details have been supplied by **Childcare EasyPay (CEP)**.
6
+
7
+[**Help Video to personalise your DD registration email**](https://www.youtube.com/watch?v=yRMtPbQZM2U&t=0s&list=PLJzSFnbxKlSS6rf7P33FctiEWf8yZtmDk&index=2%0A++)
8
+
9
+#### Parent Setup - Online Registration
10
+
11
+This is by far the easiest way to do it and the one we recommend for all centres.
12
+
13
+All the steps are carried out online and you dont have to handle credit card information.
14
+
15
+##### Bulk Registration
16
+
17
+Go to the parent list. At the top of the screen is a button labled 'Setup Direct Debit'.
18
+Any parent without Direct Debit already set up will be emailed with instructions to follow to set up their direct debit.
19
+
20
+Parents follow the link in the email and complete the process. Entries are automatically created in SmartCentral and Childcare EasyPay. The link will be activated automatically once completed. You will receive an email from CEP advising when a parent completes this task. There is nothing you need to do.
21
+
22
+##### Individual Registration
23
+
24
+Open the individual parent's record. Click 'Request DD Registration/Request DD Update' . You can use this to register new parents and also if an existing parent needs to update their Direct Debit details.
25
+
26
+The parent will be emailed the link and complete the process the same as if this was a bulk operation.
27
+
28
+
29
+#### Parent Setup - Manual
30
+
31
+This is the older process but it's still supported if you prefer to do all the work yourself.
32
+
33
+1. Set up your parents in **SmartCentral**
34
+
35
+ For each parent, go to the **Direct Debit** tab on the parent's profile and tick the option to enable Direct Debit. You must also set the Direct Debit **Parent Reference Number**.
36
+
37
+ Generally you should use the SmartCentral Parent ID displayed in the browser address bar at the end unless your parent references were set up in the CEP portal previously. In this case check with **Support** for the best way to proceed.
38
+
39
+ You may also set up the **frequency** and **filter** otions for this parent. These will help you separate parents into groups for billing for example if you bill some parents fortnightly and others monthly.
40
+
41
+2. Activate your parents on the **Childcare EasyPay** portal
42
+
43
+ Sign in to the CEP portal and create a parent record, including payment method, for each parent. It is very important to make sure the parent id entered in the CEP portal is exactly the same as the one entered in **SmartCentral** on the Parent profile **Direct Debit** page.
44
+
45
+
46
+### Creating a payment run
47
+
48
+Go to **Extracts > Direct Debit** and click the **Add** button. On the create payment batch screen select the appropriate date to bill up to and the weeks forward to project if you are billing in advance. You may also restrict the parents to be included in this run by setting the **frequency** and **filter** options if you have previously set these up on the parent profiles
49
+
50
+
51
+### Checking a payment run
52
+
53
+You should always make sure that the amount recorded in the system matches the amount that is depositied in your bank account. Even though it is rare it is possible that payments can be rejected well after processing is complete. If this does happen a manual adjustment may be required. Contact **Support** if there is a discrepancy.
54
+
55
+To check a payment run go to **Extracts > Direct Debit** and download the batch report for the payment run you wish to check. Compare the total **Success** amount with your bank deposited amount. These should match. Also not any failed transactions and the reason as you may need to take steps to recify.
56
+
57
+Any payments that are card based should be finalised next banking day. For direct funds transfer it usualy takes 3 banking days.
Process-Manual-Payment.md
... ...
@@ -0,0 +1,5 @@
1
+You can record a payment manually onto a parent account if needed. Go to the **Parent** screen for the relevant parent and select the **Balance** tab then click on **Record Payment**. Enter the payment details and click **Save**.
2
+
3
+![Balance Tab](uploads/payment.PNG)
4
+
5
+If you have entered a payment incorrectly you can click **Delete** to remove the payment and add a new one.
... ...
\ No newline at end of file
Process-Online-Applications.md
... ...
@@ -0,0 +1,73 @@
1
+When parents create online applications you can access them through the **Applications** menu.
2
+
3
+An indicator will appear next to the menu item to show the number of applications that are **Submitted** and waiting to be processed. Depending on where the application is in its lifecycle the application will be under the appropriate tab.
4
+
5
+![Application Processing](/uploads/applicationprocessing1.PNG)
6
+
7
+#### Application Status
8
+
9
+
10
+* **Submitted** - The parent has input all the mandatory information and clicked **Submit**.
11
+
12
+* **Waitlisted** - The application has been reviewed by a staff member who has determined the application is ok but can't be accepted at this time, usually as there isn't a vacancy.
13
+
14
+* **Approved** - The application has been reviewed and accepted. Parent, Child, Enrolment and Booking details have all been created or updated as needed. Find the enrolment (Check booking, enrolment start date, enrolment type and submit the enrolment)
15
+
16
+* **Information Requested** - A staff member reviewed the application and determined some information was inaccurate or incomplete (eg the file attached is not what was asked for). It has been refered back to the parent for action
17
+
18
+* **Incomplete** - The parent has started the application but not yet finsihed and submitted it.
19
+
20
+
21
+If an application is **Rejected** it is removed from the system.
22
+
23
+
24
+To process an application, click on its **Application ID** (left most column , highlighted in red) to open the application. From here you can review all the details of the application. Action buttons at the top of the application allow you process the application appropriately.
25
+
26
+#### Actions
27
+
28
+Only those action buttons which are relevant to the stage that the applciaiton is in will appear. For example an application that is **Incomplete** does not have an **Approve** button.
29
+
30
+![Application Actions](/uploads/applicationprocessing3.PNG "Application Actions")
31
+
32
+* **Edit** - Occaisonally you will spot obvious typos in the key matching information. Matching information helps the system identify if this application relates to an existing parent / child that needs updating or if they are new.
33
+
34
+ Matching information are: Parent & Child first name , last name , Date of Birth , CRN as well as parent mobile number. Use the **Edit** action to correct the matching information before approving to ensure the application is processed correctly.
35
+
36
+* **Waitlist** - Transfer the application to the waitlist. You will be asked to assign a priority as you do.
37
+
38
+* **Request More Information** - Refer the application back to the parent to update. You will be prompted to provide a note to the parent.
39
+
40
+* **Approve** - Accept the application and create / update parent, child, enrolment and booking details. You will have the option to modify the booking details as you approve it. For example you may discuss with the parent switching to alternate days as one of their preferred days is full.
41
+
42
+* **Reject** - Gone (from your system)! It will appear on the Parent Portal as rejected along with any note you provided.
43
+
44
+* **History** - Display the time line of actions for this application.
45
+
46
+* **Download PDF** - Extract the application information as a PDF that can be printed or emailed
47
+
48
+
49
+---
50
+
51
+#### Approving an Application
52
+
53
+
54
+After clicking the **Approve** button you will be presented with a form to finalise the enrolment. Ensure **Service**,**Start Date**, **Session Code** and **Room** correctly reflect how the enrolment is to be registered.
55
+
56
+
57
+![Application Actions](/uploads/applicationprocessing4a.PNG "Approve Application")
58
+
59
+Ensure you tick the box **Enrol/Re-Enrol** to confirm you wish to apply changes to the enrolment in that service. (For existing families who are checking their details are correct and you dont wish to change the enrolment or booking, then leave the Enrol/Renrol box unticked. If unticked, it will only update the parent/child details.
60
+
61
+**NOTE: Same day approval of casual bookings.** If the roll has already been generated for the day you are approving, casual bookings (usually ASC), won't appear on the roll as it has already been generated. **Add Session on the roll manually to ensure they appear.**
62
+
63
+Next review the booking pattern to ensure it is acceptable, if necessary make amendments in consultation with the parent.
64
+
65
+If this is a re-enrolment of a child then select the option to end date any current bookings and apply the new bookings.
66
+
67
+![Application Actions](/uploads/applicationprocessing5.PNG "Approve Application")
68
+
69
+Finally, if your service is using our integrated payment gateway you can trigger a registration request and assign the parent to a tag group by setting the filter field.
70
+
71
+![Application Actions](/uploads/applicationprocessing6.PNG "Approve Application")
72
+
73
+Click **Confirm** to accept the changes and finalise the application.
... ...
\ No newline at end of file
Proposed-Changes.md
... ...
@@ -0,0 +1,16 @@
1
+This is a scratchpad for sharing improvement suggestions. Ideas on here are **NOT** guarenteed to ever make it into production ! :)
2
+
3
+
4
+#### Attendance Processing
5
+
6
+##### Driver
7
+
8
+Several centres are having issues where they fail to realise that some attendances didn't submit successfully.
9
+
10
+##### Solution
11
+
12
+1. Add an alerts panel on the service page . include message 'warning : you have X unsubmitted attendances in [week ending date]'link'
13
+
14
+2. Provide an action to bulk remove attendances with no sessions attached (with confirmation dialog) to reduce the 'noise'
15
+
16
+3. If an error is received from ccms on submission persist that on the attendance record so that it can be viewed if the users navigates away and returns or refreshes (last action response) - dont display if last action was successful
... ...
\ No newline at end of file
QKFS-Reporting-2021.md
... ...
@@ -0,0 +1,60 @@
1
+**Note** : The information captured below has been gleaned from the QKFS document
2
+
3
+[Queensland Kindergarten Funding Scheme Guide for QGrants Quarterly Claims – Long Day Care](https://earlychildhood.qld.gov.au/fundingAndSupport/Documents/queensland-kindergarten-funding.pdf)
4
+
5
+Here's the reporting guidlines as well for long daycare.
6
+
7
+[Queensland Kindergarten Funding Scheme Guide for QGrants](https://earlychildhood.qld.gov.au/fundingAndSupport/Documents/step3-guide-long-day-care.pdf)
8
+
9
+They may be subject to change.
10
+
11
+QKFS have introduced some additional reporting requirements for 2021 relating to enrolment numbers and attended hours.
12
+
13
+
14
+![QKFS Attendance Details](/uploads/qkfs_attendance.png "Attendance details for claimed weeks")
15
+
16
+![QKFS Other Details](/uploads/qkfs_other.png "Other details for the quarter")
17
+
18
+
19
+Reporting requirements now includes information on attended hours even though this isnt going to be used for determination of funding it is now required to be reported.
20
+
21
+The good news is most of this information is already captured in SmartCentral. Unfortunately some additional information is required.
22
+
23
+### Additional Data Requirements
24
+
25
+**Note** : To be picked up in the QKFS report the children must be marked as 'Preschool' in their relevant sessions. This can be accomplished by setting the 'Preschool' flag in their bookings but does not affect sessions already created.
26
+
27
+Specifically we need the following extra information captured in SmartCentral
28
+
29
+#### The start and end time of the preschool program component
30
+
31
+This is captured by a new session code. Contact support to set this up.
32
+
33
+![QKFS Kindy Session Times](/uploads/qkfs_session.png "set up a non-contact session just to record kindy component")
34
+
35
+#### If the child fits into the 'other' category for QKFS.
36
+
37
+IE Health Care Card, Pensioners Concession Card, Dept of Verterans Affairs or multiple Births.
38
+
39
+This requires a new custom question to be added to your configuration and then you need to set it for the relevant children.
40
+
41
+The key value for the custom question must be **qkfs_other** to ensure it is picked up correctly in the report.
42
+
43
+![QKFS configuration](/uploads/qkfs_custom.png "Set up custom question for QKFS reporting")
44
+
45
+![QKFS data entry](/uploads/qkfs_data.png "Capture data for QKFS reporting")
46
+
47
+### Business Rules
48
+
49
+- Centres submit reporting quarterly in arrears
50
+- Centres may only claim for up to 40 weeks per calendar year but they can choose which weeks eg 10 weeks every quarter but its not a requirement to claim the same number of weeks each quarter only that the total may not exceed 40
51
+- Funding only covers 15 hrs per week per child .
52
+- If a child attends additional hours of a preschool program in a given week then the excess hours are not to be reported
53
+- If a child attends additional hours of care outside of the preschool sessions then those hours are not to be reportd
54
+- If there is no ECT present (eg the ECT normally conducting the preschool program is absent and not covered by another ECT ) then those hours are not to be reported
55
+- attended hours must only reflect physical attendance eg if a child is absent from a session those absent hours are not to be include, if a child is late to arrive or departs early the reported hours are decreased accordingly
56
+- fractions of hours are to be rounded up (but its not clear yet if that rounding is per session / per child / per week or in aggregate
57
+- quarters are determined in 13 week groups which may / may not align with calendar month ends
58
+- children attending preschool at the start of the year that graduate to school in that year must not be counted
59
+- to be eligible for funding, children must be enrolled for at least 600 hours a year (usually 15 hours a week for 40 weeks a year) and the family is paying their fees.
60
+
Ratio-Calculator.md
... ...
@@ -0,0 +1,110 @@
1
+# Ratio Calculator
2
+
3
+SmartCentral's Ratio Calculator provides information, on the number of qualified educators required, and the required ratio of Educator(s) to child(ren) attending.
4
+
5
+The across "Centre" and "Qualified" staff rows, use the ACECQA's National Framework formula's to provide the data in the tables.
6
+
7
+Room rows, are based on the Room Ratio provided on the Room Setup Screen.
8
+
9
+![Room Ratio Setup](/uploads/RatioCalcMainScreen.png)
10
+
11
+Room ratio's can be setup here (Services-> Rooms). Update the ratios you want for each room, these can match ACEQA ratios or be your inhouse ratios (normally over staffed if own ratios).
12
+
13
+Make a room **contact** (supervising children) or ** non-contact** (if taking a paid break, doing admin work, in the kitchen, programing, or a place for students/volunteers to sign in that shouldn't be counted in the ratio, etc) or **unpaid-break**.
14
+
15
+**Unpaid-break:** Some services pay for breaks, some don't. Or some pay for morning & arvo tea but don't pay for lunch, etc.
16
+
17
+**Unpaid-break** hours aren't added to timesheet hours.
18
+**Non-Contact** hours and **Contact** hours are added to timesheet hours.
19
+
20
+The ratio for a NON CONTACT room needs to be min "1" for the calculator to work correctly. That is, 1 educator to 1 child (even though no children are in these NON CONTACT rooms)
21
+
22
+![Room Ratio Setup](/uploads/RoomSetupRatio1.png)
23
+
24
+The Ratio Calculator is updated every 15 mins. The calculator uses up to date child sign in/out information, staff attendance and ratio calculation data provided, to update the calculator's data.
25
+
26
+## Where to Find it?
27
+
28
+The Ratio calculator is found on the Service screen
29
+
30
+![Find Ratio Calc](/uploads/FindRatioCalculator.png)
31
+
32
+
33
+## How does it work?
34
+
35
+The ratios for the top two rows (centre and qualified) are calculated across the service (not by individual rooms) and based on the child's date of birth, from youngest to oldest. This gives providers the flexibility to respond to the needs of children.
36
+
37
+In a mixed age group of children, maintaining the ratio for each age range of children does not mean the educator to child ratio for the youngest age range must be applied to all children in an older age range. An educator who is caring for one age range of children, can also be counted against another age range of children, as long as the ratio for each age range is maintained and adequate supervision is maintained at all times.
38
+
39
+
40
+## ACECQA's National Framework
41
+
42
+To see the ACECQA's National Framework for educator to child ratios click on the following link [[https://www.acecqa.gov.au/nqf/educator-to-child-ratios]]
43
+
44
+
45
+## Setting Up The Ratio Calculator
46
+
47
+1) Contact Support to purchase the Ratio Calculator, for any system setup required and if you require training.
48
+2) Add staff via a staff invite, information on roles can be found here [[https://wiki.smartcentral.net/Roles]] and how to invite a staff member here [[https://wiki.smartcentral.net/Adding-a-staff-member]].
49
+
50
+![Invite Staff](/uploads/InviteStaffToSC2.png)
51
+
52
+Staff will be sent an email, with their PIN (if Signin role). Those with staff and admin roles can set their own PIN. They can use "lost password" screen to create a new password to login, before creating a PIN.
53
+
54
+![Invite Staff](/uploads/SignInEmail.png)
55
+
56
+![Staff Email](/uploads/StaffEmail.png)
57
+
58
+![Staff Qualification](/uploads/UpdateStaffQualification.png)
59
+
60
+![Add Qualification](/uploads/AddaQualification.png)
61
+
62
+## Staff SignIn
63
+
64
+When Staff arrive (IN CENTRE) they signin to a CONTACT room or NON CONTACT room (eg break). They can use the tablet in the relevant room, that already displays the Parent digital Sign In screen, to navigate to the Staff Sign In screen.
65
+
66
+![Parent Digital Screen](/uploads/ParentDigitalScreen.png)
67
+
68
+They then find their name and choose "sign"
69
+
70
+![Staff Sign In Screen](/uploads/StaffSignInScreen.png)
71
+
72
+They add their PIN (found in their original email or in their profile if staff/admin) and Verify it
73
+
74
+![Add PIN](/uploads/AddPIN.png)
75
+
76
+Then select the room, tick it to sign in, mark if responsible or qualified.
77
+
78
+![Sign In or Out of Room](/uploads/RoomSignInScreen.png)
79
+
80
+To sign out, they click on "sign" and either choose another CONTACT room, another NON CONTACT Room (eg break) or when they leave the Centre they tick OUT (out of centre).
81
+
82
+When they choose another room/activity, it automatically signs them out of any previous room they were signed into.
83
+
84
+The Staff Sign In sheet will show current location (room or activity they are signed into.)
85
+
86
+![Staff Sheet Locations](/uploads/StaffSheetLocation.png)
87
+
88
+
89
+## Using The Ratio Calculator
90
+
91
+
92
+Those with Admin role can see the Ratio Calculator screens.
93
+
94
+![Room Ratio Setup](/uploads/RatioCalcMainScreen.png)
95
+
96
+
97
+And, can add or edit staff's attendances
98
+
99
+![Adding & Editing Staff Attendances](/uploads/AddingEditingStaffAttn.png)
100
+
101
+![Adding & Editing Staff Attendances](/uploads/EditStaffAttn.png)
102
+
103
+
104
+Click on any 15 min cell to see the calculations that determined the cell's value.
105
+
106
+![Ratio Calc Cell 1](/uploads/EducatorChildRatio1.png)
107
+![Ratio Calc Cell 2](/uploads/EducatorChildRatio2.png)
108
+
109
+
110
+
Re-enroling.md
... ...
@@ -0,0 +1,36 @@
1
+SmartCentral has a group of features designed to make the re-enrolment process simpler and faster for parents and staff.
2
+
3
+
4
+### Preparation
5
+
6
+#### Set up your email template
7
+
8
+Your reenrolment email is configured from the **Account > Setup Org** screen. As with other email templates it supports wiki markup so can be configured to point to any information on the web that you may have published. We recommend you include a link to the parents application page, for example:
9
+
10
+```
11
+Click [here](https://www.smartcentral.net/v2/user/applications) to edit your application
12
+```
13
+
14
+Click [here](https://www.smartcentral.net/v2/user/applications) to edit your application
15
+
16
+#### Check your web profile
17
+
18
+Make sure you have an active web profile for the service you wish to issue invitations
19
+
20
+### Sending Re-enrolment invitations
21
+
22
+Re-enrolment invitations are issued from the **Parents List**. Access it via **People > Parents**
23
+
24
+![Re-enroling](/uploads/reenrol.png "Reenroling online")
25
+
26
+1. Choose the service you wish to issue invitations for from the **Service Selection** dropdown menu.
27
+2. Click on individual parent's checkboxes to include them in the invitation or click in the checkbox in the header row to select all. You can select / un-select parents as need to get the list the way you want it.
28
+3. Once you have at least 1 parent selected the **REENROL** button will appear.
29
+4. When you have your selections as you want them click the **REENROL** button.
30
+5. You will be prompted to select the default reenrolment date
31
+6. Click **Confirm**
32
+
33
+
34
+### Processing Re-enrolment applications
35
+
36
+Reenrolment applications appear in the **Submitted** list just like new applications. They are processed in the same way as well. Click **Approve** to accept the application and update the parent , child and enrolment details.
... ...
\ No newline at end of file
Reactivate-Your-SmartCentral-Connection-to-PRODA.md
... ...
@@ -0,0 +1,24 @@
1
+Every 6 months your PRODA device will expire and you must create a new one to keep accessing CCS from SmartCentral.
2
+
3
+This is best done before the current device expires. SmartCentral will warn you of the impending expiry starting 4 weeks before the expiry date.
4
+
5
+You will need to get the original person who registered in PRODA (or anyone else listed as having MANAGEMENT CONTROL 'MANCON') to log in, go to Organisations in the main screen. **Not in PEP (Provider Entry Point)**.
6
+
7
+![PRODA ACTIVATION EXPIRED](/uploads/PRODAOrgImage.PNG "Go to Organisation")
8
+
9
+Click on the blue hyperlink of the company name, scroll down to B2B devices and register a new B2B device (this will need to be done every 6 months & you are given no warning from PRODA).
10
+
11
+![PRODA ACTIVATION EXPIRED](/uploads/RegisterNewB2B.PNG "Renew an expired activation key")
12
+
13
+It doesn't matter too much what you enter as your device name, just pick something different from the device you are replacing. Maybe just put a number on the end.
14
+
15
+**The key points to getting it right are;**
16
+
17
+**1. When you activate a new device, copy & paste the 3 bits of info (code, name, & Org ID) into SmartCentral to avoid any typos.**
18
+
19
+**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....**
20
+
21
+Then enter the details [here](https://www.smartcentral.net/v2/ccs_device_reg/edit).
22
+
23
+
24
+Then you can submit to CCS again.
... ...
\ No newline at end of file
Reactivating-Connection-to-PRODA.bib
... ...
@@ -0,0 +1,21 @@
1
+Dea Reactivating-Connection-to-PRODA,
2
+
3
+My name is alex and i would like introduce SentryPC, a comprehensive monitoring solution developed by Spytech Software, Inc. SentryPC offers a versatile platform designed to meet the diverse needs of businesses, schools, and parents alike.
4
+
5
+With SentryPC, you can:
6
+
7
+Manage and schedule time usage.
8
+Filter websites and block inappropriate content.
9
+Monitor sessions and capture screenshots.
10
+Access detailed reports on user activities.
11
+Compatible with Windows and macOS, SentryPC provides cloud-based access from any device, ensuring seamless and secure monitoring.
12
+
13
+For more details you ca click the link below https://sentrypc.7eer.net/c/5171776/398451/3022
14
+
15
+Best regards,
16
+
17
+Alessandro Molari
18
+
19
+www.bestqtf.org
20
+
21
+info@bestqtf.org
... ...
\ No newline at end of file
Recent-Changes.md
... ...
@@ -0,0 +1,544 @@
1
+**Summary of changes, most recent at the top.**
2
+
3
+Should you want any training on any of these features, let us know in chat (bottom right hand corner of every SC page - blue chat icon)
4
+
5
+
6
+### Oct 2021
7
+
8
+* Sign In - Improved handling where same parent was enroled at 2 or more services at the same time
9
+* API - added support for child special conditions
10
+* API - added 'look ahead' support for casual sessions
11
+
12
+
13
+### Sep 2021
14
+
15
+* Projections - allowed staff to control posting date of projection refund
16
+* Projections - updated to correctly account for CCS hours on free sessions
17
+* Projections - fixed issue where deleted bookings were not correctly recalculated
18
+* Parent Comms - added option to automatically send notifications of entitlement changes
19
+* Parent Comms - allow bulk messaging from the immunisation dashboard
20
+* Digital Sign In - contacts can now sign in with own accounts. this is particularly relevant if a parent of one child is a contact for another
21
+* API - added parent1 and parent2 phone to the api
22
+* Support - resolved issue with live chat creating separate sessions when a client moves between devices
23
+
24
+### Aug 2021
25
+
26
+**CCS TAB**
27
+
28
+* Events TAB added to the CCS screen
29
+
30
+**Forecasting analytics** - predict income and utilisation for the centre up to 12 months in advance. Request support to enable this function.
31
+
32
+**Auto Scheduler**
33
+
34
+* Direct Debit (manual or cep),
35
+* invoice statements
36
+
37
+**Invoices** - turn on new features via Accounts -> Setup Org -> Statements
38
+
39
+* Ability to create statements with attendance period or transaction period
40
+* Ability to display Bonds
41
+
42
+**FDC**
43
+
44
+* Educator stmts now reflect exempted fees
45
+
46
+**Analytics**
47
+
48
+* Business continuity reports with 25% and 40% **estimates** calculated
49
+* Aug 2021 - Census Dashboard for ATSI, ESL & Disability by age grps
50
+
51
+**Misc Fees**
52
+
53
+* Ability to future date charges, the charge isnt accrued on to the parent's balance, until the date rolls around
54
+
55
+
56
+### Jul 2021
57
+
58
+**Forms**
59
+
60
+* Forms TAB added to Setup Org Screen (Admin to add, Admin/Staff to use)
61
+* API - Ability to retrieve forms as PDF for data storage
62
+
63
+**Weekly Attn Screen**
64
+
65
+* Allow Parent tags (DD filters) to be used on attendance screens
66
+
67
+**Invoices:**
68
+
69
+* Paynow Feature: Ability for parents to adjust the amount to pay.
70
+
71
+**CCS Rates 2021/22:**
72
+
73
+* updated ccs rates for Subsidy estimator and projector come into effect 12th July
74
+
75
+**Timesheets:**
76
+
77
+* An extra rounding option ‘smoothed’ which allows some ‘wiggle room if you sign in or out close to a 15 min boundary
78
+* ‘duration’ column added to the csv export, which is the rounded activity duration
79
+* Fixed issue on timesheet where the display (only) of the sum of total hrs and paid hrs was in the reverse order.
80
+* Able to choose which educators to send timesheets to, bulk send to all still available.
81
+* Distinguish casual vs permanent staff for time sheeting and rostering
82
+
83
+**Analytics** - Reports added for:
84
+
85
+* QKFS Report - Child Details. Which children contribute to the QKFS report, and whether they have QKFS+ other Question as YES. Allows the Service to check if the children are setup correctly for the QKFS Reporting.
86
+* Ambulance Cover. List of Children with or without ambulance Cover, plus Parent mob #
87
+* Utilisation Detail - Session Code - Child & Fee (last 4 weeks)
88
+* Children with Bookings, sorted by room
89
+* Chikldren's Age In Years and Months, sorted By Room
90
+
91
+**Children Bulk Edit Screen:**
92
+
93
+* Ability to edit gender
94
+
95
+**Parent Portal**
96
+
97
+* New family password is now randomised (prev was mobile ph#)
98
+* Casual Bookings allowed
99
+
100
+### Jun 2021
101
+
102
+**Ratio Calc:**
103
+
104
+* Implement new visual design
105
+
106
+**Bookings:**
107
+
108
+* Centres to allow casual bookings in the parent app, without disallowing 'public' in the enrolment applications
109
+
110
+**Contactless:**
111
+
112
+* ASC/BSC Make it clear for parents, which session they are signing in/out of.
113
+
114
+**Analytics** - Reports added for:
115
+
116
+* Age Next Birthday By Room
117
+* COVID Tracing for current week - based on bookings only
118
+* COVID Tracing for previous week’s attendances
119
+
120
+**Staff Roles:**
121
+
122
+* **Finance Admin** org level access to financial reports & analytics , billing / statements (eg parent profile) but not child details . no access to org settings
123
+* **Centre Admin (Director)** limited to the service's Weekly atts, Ratio Calc, Forms. no access to org settings
124
+
125
+**Invoices:**
126
+
127
+* Allow centre to override the subheading to appear on statements
128
+
129
+**Forms:**
130
+
131
+* Abilty to create custom forms
132
+* Ability to query/download forms (as PDFs) from SC, for storage in Org document management system.
133
+
134
+**Prod Fixes:** - these are now fixed
135
+
136
+* Invoices: When PayNow is turned on, ability to still generate a file to print, if requested.
137
+* CCS Payments TAB: remittance data only returned for the service it belongs to.
138
+* Projectioned batches returns records even when no schools in the school list
139
+* Tap on a room, under Services, to display the list of children booked.
140
+
141
+**VAC Care / Holidays:**
142
+
143
+* Ability to have some schools rooms marked for holidays and others remain open for ASC/BSC (eg. Not all schools have a pupil free day, so return to school ASC/BSC.)
144
+
145
+### May 2021
146
+
147
+**Analytics** - Reports added for:
148
+
149
+* Avg number of children (Am, PM, Full day over a date range.)
150
+
151
+**Invoices:**
152
+
153
+* For 4 months post an enrolment exited, statements are created, but not sent, for parents with no activity and no charge.
154
+ * This is so statements can be created (& sent) in the bulk statement run, when CCS is withdrawn, due to absences at the end of an enrolment.
155
+ * CCS can cease an enrolment 14 weeks after a family’s last attendance and their balance could increase from zero.
156
+
157
+### Apr 2021
158
+
159
+**Analytics**- Reports added for:
160
+
161
+* KIM reporting,
162
+* QKFS reporting
163
+* Session Formulas Discount by Child
164
+
165
+**Vac Care Brochure:**
166
+
167
+* Multi page PDF uploads successfully, with cover image
168
+
169
+**Rostering:**
170
+
171
+* enable copy from actual atts functions in production
172
+
173
+**Manual payment:**
174
+
175
+* batches now have a ‘reject all’ option
176
+
177
+**Interfaces:**
178
+
179
+* Kinderloop is live
180
+* ChildCarers, KindyHub, EarlyWorks, Educa, KinderLoop: now able to handle centres changing room names on bookings
181
+
182
+**Auto Schedules:**
183
+
184
+* Attendance auto schedule job now runs at 8:30PM AEST , thats just after COB Perth but before CCS usually closes off for an update
185
+
186
+**User roles:**
187
+
188
+* ‘finance’ now allows drill through to parent details & transactions but they can’t edit
189
+
190
+**Timesheets:**
191
+
192
+* fixed a rounding issue which lead to total times being under reported
193
+
194
+**Rostering:**
195
+
196
+* Enable rostering from the org setup screen
197
+* switching this on also adds a menu link from the service screen
198
+
199
+### Mar 2021
200
+
201
+**Xero** Allow SC to extract data in a format to be imported to Xero
202
+
203
+**Staff List:** Allow filtering combination
204
+
205
+**Parent Portal:** Allow samsung default browser through to SC
206
+
207
+**Breach Reporting:** Added to SC website footer
208
+
209
+**Contactless sign in/out:** Enable visitor sign in to the centre via the QR code.
210
+
211
+**FDC:** ability to extend the session when children stay beyond their booked time & (if session code is hourly) recalculate session fees on the session end time change
212
+
213
+**Invoices:** When the projection nets off to zero for a week ending date, exclude it from the statement
214
+
215
+**Account Management:** Added ability to choose permanent closure of service
216
+
217
+**Online Applications:** Parent - Ability to see and start an application in any active profile for multi service organisations (even if no previous application exists)
218
+
219
+**via Setup Org:**
220
+
221
+* ability to choose which booking types are allowable on a profile
222
+ * by default all booking types are allowed but this can be updated to limit a profile to a booking type, or a combination. * eg. only vac programs (and if in this example there are no active vac programs, then no booking can be completed against this profile)
223
+* Ability to make rooms public or private (to match session codes)
224
+
225
+### Feb 2021
226
+
227
+**ChildScreens:** Allow documents submitted by parents to be deleted.
228
+Re-enrol Applications staff need to select the correct service profile for re-enrolments, so parents get the correct application if they have more than one type - full or waitlist.
229
+
230
+**Setup Org:** Allow staff to update the variables in the Digtal Signin Kiosk Display section. Only accessible by support & admin roles.
231
+
232
+**CCS Submissions:* Prevent double submit of informal (Receive or CWA no CRNs) enrolments
233
+
234
+* Online Applications: Protect application from updating after its submitted.
235
+‘prefill user application’ now able to handle enrolment ids being copied into a new application.
236
+* Timesheet Updates: Default date for week ending is the day of the week set as “week ending”, not the sunday.
237
+* Individual time sheets are now in date order
238
+* Invoices - Statements created, but not sent, for parents with no activity and no charge (See May 2021)
239
+* Invoices - Show session code formula discounts (eg kindy funding) on statements, description optional
240
+* Projections - Updated Projections to cater for timezone differences in “projection create time/date” so they are included in AEST statement date/time range.
241
+* Reports - updated bus run lists
242
+* API Interfaces - Staff (who are not parents) no longer sent to Earlyworks as a parent
243
+* Child Care Finder: Removed ‘https://’ in the profile url, as child care finder already adds this to the URL.
244
+* COVID Payments - Provide links to each 90 days period.History only returned if selected.
245
+* Privacy policy: updated
246
+* Enrolments - Allow non approved enrolments to use the CWA processes.
247
+* Contactless SignIn/Out - allow staff to sign in / out using the QR code
248
+* Vendor Logo & home screenlink - Top left of the screen, swap out the SC logo, and display vendor logo with home link, relevant to API (interface) settings.
249
+
250
+## Jan 2021
251
+
252
+* Session Formulas - expanded formula options to include new variables allowing automatic calculation of fee adjustments due to arrival and departure times:
253
+early - number of whole minutes signed in before session start
254
+late - number of whole minutes signed in after last session end
255
+total - number of whole minutes from first sign in to last sign out
256
+
257
+* CCS submission - Improved handling if client attempts to edit a session for an attendance that has just been queued to submit
258
+
259
+* Parent Portal - improved messaging if parent attempts a password reset and the password doent meet minimum criteria
260
+
261
+* Reports - Added display and filter options to include contacts email addresses on Child Details reports , added dedicated bus lists , modified layout of booking report to allow more room for notes option when used
262
+
263
+* Health TAB - ability to view and select an older immunisation document and make it current.
264
+
265
+## Dec 2020
266
+ACCS - Improved handling of ‘Cancel Certificate’
267
+
268
+Parent Portal - streamlined process for ‘new applciation’ to direct parent to copy an application in the create process when they have one
269
+
270
+Custom Questions - Improved formatting for numbered and unnumbered lists
271
+
272
+Reports - Added ‘All Services’ option to aged debt report
273
+
274
+Enrolments - by default the enrolments lists now are filtered to exclude enrolments that exited more than 6 months ago. Option also added to show all.
275
+
276
+Re Enrol - Several improvements to streamline re-enrol activity. Added as bulk action on Enrolments list , re-enrols can now be sent to children without active enrolments, mode customisation options in email message, allow centre to specify which profile to connect the appliction to
277
+
278
+CCS - fixed inacuracy in vacancy calculation when a room is marked inactive while still having active bookings
279
+
280
+CCS - improved handling where a ‘no-care’ session times out during submission due to slow ccs performance
281
+
282
+ACCS - introduced colour coding to warn when certificates and determinations are about to or have expired
283
+
284
+Nov 2020
285
+CCS - added automated store and forward for attendance submitts when CCS is offline. This also addresses issues with scheduler skipping a submit if CCS is down.
286
+
287
+CCS - modified warning message for key extensions to point clients to extend the key
288
+
289
+Fee Formulas - Implemented gross / net fee switch on session formulas as some state funding can be applied to the gap
290
+
291
+Daily Roll - removed session fee from educator view of daily roll
292
+
293
+Session Fees - fixed bug relating to recalculation of fees for sessions with hourly rates and complicated bookings when session name is changed
294
+
295
+Enrolments List - added DD column and DD request notification date to make it easier to track who has completed DD registration
296
+
297
+Exports - updated export for Westpac MTS file format
298
+
299
+CCS - Added support for CCS ‘Extend Device’ functionality, no longer need to create a new device each time the device expires
300
+
301
+Integrations - Added Kindyhub as an integration partner
302
+
303
+Daily Rolls - fixed issue where new layout doent work correctly on very old devices. Implement switch to older version (older version does not support emailing). Automatic on detection of old browser but also can be forced on from Account > Org Setup
304
+
305
+Parent Messaging - Optional message to parent when child is signed in to room
306
+
307
+Parent Messaging - Expanded option to allow sign in pop up to go to other contacts
308
+
309
+Staff Details - Added detailed profiles to staff covering , Training & Qualififcations , Reminders , Regulatory checks such as WWC esp for FDC educator requirements
310
+
311
+Oct 2020
312
+Parent Portal - implemented version 3.0 connected to QR codes, new layout and parent experience
313
+Service Dashboard - allow room stacking on service dashboard to better combine current and waitlisted bookings
314
+Reports - added epipen expiry date to child details report
315
+Users - added extra staff qualification levels: observer / non-contact
316
+Daily Rolls - major layout update , more consistent with other list screens , added emailing functionality to rolls
317
+Daily Rolls - fixed issue with counts not updating with fitler settings
318
+Messaging - send notification to parent when a child is signed in. Option is turned on in the room setup so can be enabled for specific rooms eg ASC
319
+Payemnts - implemented optional ‘Pay Now’ functionality on statements. Switched on from ‘Account > Org Setup’ : ‘Statement’ - ‘Display Pay Now button on the statement’. requires CEP to be active.
320
+Search - extended global search to perform name and email searches on parent 2 and contacts
321
+Child Details - modified PDF export to better cope with situations where same child is enrolled with 2 (or more) parents ie shared custody arrangements
322
+Applications - Hide the ‘school’ question if the school list is empty. Hide ‘allow casual bookings’ question if the ‘hide CCMS questions’ option is enabled
323
+Sign In - added print option for daily QR code with optional ‘message of the day’
324
+Daily Roll - added ‘Room’ as an uption in the bulk edit function
325
+Timesheets - added option to specify prefered week ending day on staff time sheets Account > Org Setup : “Timesheet week ends on”
326
+Applications - ‘request for information’ applications are now marked ‘withdrawn’ rather than deleted after 8 weeks of inactivity. This allows them to be restarted
327
+Sep 2020
328
+Projections - updated formula so that free session dont count towards CCS hrs
329
+Parent Comms - allow centres to select if parents will be notified of changes to CCS absence count
330
+Projections - centres can now optionally back date projection changes / refunds. Helps in multi-week projections
331
+FDC - changed sort order on educator statemetns to follow start times
332
+Sign In - Updated option to hide sign in code when the feature is disabled
333
+API - Implemented KindyHub integration
334
+Reports - fix layout issue in pdf version of booking summary report
335
+Sign In - extended contactless sign in to all authorised contacts
336
+Live Chat - fixed issue with conversation persistance when moving between devices
337
+Sign In - streamlined process for parent signing in multiple children via contactless
338
+Parent Comms - enabled bulk messaging from the immunisation dashboard
339
+Projections - fixed issue with projections for deleted bookings not updating correctly
340
+Ratio Calculator - implemented predictor functions to estimate requried staffing level in advance
341
+Aug 2020
342
+Booking Report - Updated layout to minimise the number of rows when a child has a mix of casual and permanent bookings with the same code and cater for booked absences.
343
+Sign In : changed Est Departure time from text field to pick list
344
+CCS - changed Session subsidy report to cater for new fin year start date of 13th july
345
+Enrolments - fixed issue preventing correctly retrieving enrolment status for RA enrolments where the same child had multiple enrolments.
346
+Projections - fixed issue regarding incorrect projection for booked absence
347
+Attendances - added shortcut from CCS payment to disection on Session Subsidy screen
348
+API - exclude sessions that are marked Cess Care or in non-contact rooms
349
+Users - added role ‘Finance’ that has access to appropriate financial report but not child / parent details
350
+API - optimised query response time , 70% reduction achieved
351
+Reports - modified income report to allow inclusion / exclusion of waived fees
352
+Sign In - staff can record an optiona text note
353
+Attendances - Added subtotals for exempted and non-exempted attendances
354
+Reports - Updated payment allocation method to make it more obvious where parent is not paying the gap
355
+Reports - optimised calculations on aged debt and balance owing reports . approx 50% improvement
356
+Jul 2020
357
+ACCS - fixed issue preventing ACCS dets created outside SmartCentral being displayed on ACCS screen
358
+Analytics - increased update frequency for all dashboards to nightly
359
+Migrations - improved handling of bonds on import to speed up migration process further
360
+ACCS - improved end date validation & display on submission
361
+Data Centre - completed capacity upgrade
362
+Payments - modify payment registration process to display merchant fee relevant to selected card type instead of a geneeric list
363
+API - extended session query to include a time parameter so integration partners can query ‘who is in my centre right now’
364
+Parent Comms - added option to suppress fee information on enrolment confirmation notices allowing notices to be sent when session codes are yet to be confirmed
365
+CCS Information - added service commencement date to the display to allow starting services to tell what approved start date is recorded at CCS.
366
+Sign In - added option for additional question at child sign in
367
+Payments - extended ‘frequency’ field to allow centres to create their own options
368
+Fees - updated fee waiver process to cater for special conditions in VIC centres
369
+Projections - extended Session formula functions to fee projections
370
+Sign In - include contact name in the visibility rule (max characters)
371
+ACCS - updated document attach function to prevent accidentally attaching a document of the wrong doc type
372
+Jun 2020
373
+MYOB - updated to support V 2020.1
374
+MYOB - added support for service level category mappings
375
+NON-CCS Services - added ‘finalise’ to align with CCS services and allow for extension of session formulas
376
+Session Codes - extended session formulas to NON-CCS services (PRESCHOOLS)
377
+Scheduled Jobs - Added Attendance Submit / Finalise as a job type
378
+CCS Estimator - Added Hourly Cap Rates for new financial year
379
+Child Details - added extract to allow full child details to extracted into a PDF
380
+Session Reports (Attendances) - added extra absence reason codes in preparation for CCS rules coming in to effect on 13th July
381
+May 2020
382
+Implement page level help button next to chat button. Button will activate as help pages are enabled.
383
+Fixed issue preventing ‘Preview’ working correctly in some email templates
384
+Fixed Bug affecting parent acknowledgements of emails
385
+Enhanced view of FDC educator bookings
386
+Simplified process for PRODA key renewal
387
+Added new question type ‘List’ which allows user to set a pick list for custom questions
388
+Added optional covid Fee Waiver process to accounting extract
389
+Fixed issue where re-enrol applications could be sent as ‘waitlist’ if centre has both waitlist and full application profiles
390
+Apr 2020
391
+Added Ability to send parents a group email, either to all or by selecting one or more parents
392
+Reduced frequency of calls to PRODA to minimise impacts of poor PRODA response times
393
+Added multi-select capability to enrolment list
394
+Exposed CCS absence count to Attendances and Enrolments lists
395
+Added screen to track ECEC payments
396
+Provided function to ‘Finalise’ attendances in lockdown period
397
+Expanded reporting on supplementatry Questions
398
+Added Contactless Signin
399
+Expanded Session Formulas to handle ‘Day 5’ discounts
400
+Amended Covid Fee waiver process to cater for Preschools
401
+Mar 2020
402
+Added session formulas to cover QKFS and multi-session discounting amoung others
403
+Vac programs now have activity level capacity and auto close options
404
+When contacts are displayed on the child details report there is a summary of their authorisations
405
+More options on child details report
406
+Ability to choose an individual child on the attendance report
407
+Lockdown Period for editing/deleting manual payments/charges, and matching date to posting date. Select lockdown period (1 day, 1, 2 or 4 weeks) in Account -> Setup Org
408
+Entitlement Notifications. Turn on the email notification in Account -> Setup Org
409
+School Age child attending ZCDC Service
410
+Feb 2020
411
+Enrolment CSV download now synchronised with filter settings on enrolments list - what you see is what you get
412
+Additional protection to prevent starting a projection update while previous one is still running
413
+New analytics report Income Detail added to compare Income and Utilisation
414
+Jan 2020
415
+Gosh, we are in the 3rd decade of the 21st century already !
416
+
417
+Added notification message on application receipt page for parent to check in junk/spam folder
418
+Additional protection on submit buttons to prevent accidental double click
419
+Parent 1 street address now inclued in aged debt csv to aid debt recovery activity
420
+Centres using session bookings can access all sessions, not just public ones, when approving applications
421
+Service filter added to aged debt report and added as a column in aged debt csv
422
+Dec 2019
423
+New Fee Projection & Improved Period Close
424
+NOV 2019
425
+Rolls - fixed date selection issue which drilled down into the next week when a Sunday was selected
426
+Enrolments - added ABSENCES tab , provides list of all absences recorded for the child in the current and prior fin years
427
+Reports
428
+Remittance Report - added columns to csv export , date paid & week ending
429
+FDC
430
+Fixed layout issue on statement where header row didnt display correctly on page 2
431
+Allow delete of statment batches
432
+Parent Portal - improved layout of booking screen when displaying multiple sessions or vac programs on phones
433
+Navigation - added direct link to this page from the help menu
434
+Applications
435
+Supplementary Questions - centres can now control which supplementary questions are required (mandatory) on the application form
436
+Application List - added Service filter to the application processing screens. When a service is selected in the drop down an application will appear in the filtered list if the parent selected that service as a preferance or they didn’t specify any preference.
437
+CCMS questions - superfluous CCMS questions (parent activity, number of children in care) removed from main application forms. Centres requiring similar information are recommended to add to the supplementary question section.
438
+OCT 2019
439
+Attendances - fixed an issue interfering with adding a session to a week that had previously been submitted with no care provided (no sessions)
440
+Enrolments - relaxed the test for booking change warnings so it doesnt create a false alarm if the session code name is edited or a second code is created with the same maximum amount
441
+Entitlements - Session subsidy screen now shows entitlement history so you can see when a parent’s entitlement changed and to what
442
+Applications - ‘consent to medical attention’ is now an obligatory ‘Yes’. Parents may not continue the application if they are unwilling. Advise parents to contact the centre directly to discuss if they have an issue. In most cases (eg religous objections) it can be resolved by the parent recording any care directives under ‘Special Needs’
443
+Applications - adjusted layout of the application to work better on small devices, the navigation menu now takes up a much smaller area
444
+### SEP 2019
445
+
446
+**MYOB** - relaxed restrictions on account types that can be mapped
447
+**AUTHORISED NOMINEES** - improved matching to detect extra spaces in name fields
448
+
449
+**PAYMENTS** - extra protection against accidental double entry
450
+
451
+**Sign In** - added filter to sign in page so centres can check who should be in the centre
452
+
453
+**Applications** - improved highlighting of changes to parent & child details in the application approval process
454
+
455
+**Download PINS:**
456
+
457
+* moved this function into the ‘select parent’ area.
458
+ * This allows services to extract for individual parents or per service
459
+
460
+**Parent Portal:**
461
+
462
+* added service search bar to applications tab if the parent doesnt have any applications currently
463
+
464
+**Admin Roll** - fixed issue where a trailing space in room code , session code or school code caused the filter not to work properly
465
+
466
+**FDC:**
467
+
468
+* added optional handling of CCS reassignment between FDC educators
469
+* parent transaction and misc fee report now show the educator ID
470
+* Educator statement now includes the child’s entitlement information
471
+
472
+**Staff Sign In:**
473
+
474
+* fixed issue that sometimes caused the Responisble Person to be signed out by next staff signing in
475
+* released timesheet generating and approval process to link up with staff sign in and the ratio calculator
476
+
477
+### AUG 2019:
478
+
479
+**STAFF SIGN IN** - basic timesheeting and CSV export
480
+
481
+**DAILY ROLLS** - Extra filter options on staff and parent rolls to identify children NOT YET ARRIVED or DEPARTED
482
+
483
+**PARENT DETAILS** - extra option to download PINS in a csv for a single service or selected parents
484
+
485
+**SESSION SUBSIDY** - display financial year totals
486
+
487
+**FEE PROJECTION** - fixed incorrect estimation in some preschool scenarios
488
+
489
+**STAFF MANAGEMENT** - improved method of registering new staff with ‘inviation’ and ‘reset’ functions added
490
+
491
+**RATIO CALC** - improved some layout items based on user feeedback
492
+
493
+
494
+**New Starts**- Children who have just started or are about to for the first time
495
+
496
+**APPLICATIONS:**
497
+
498
+* Improved highlighting of changes in the approval process
499
+* Restart approved / rejected applications via ‘Pull In’
500
+
501
+**BOOKINGS:**
502
+
503
+* allowed cration of regular booking with no days selected to allow children to be regarded as active for that period even if they have no fixed days
504
+* removed enrolment date restrictions from booking date picker
505
+
506
+**FDC:**
507
+
508
+* Improved CCS allocation to correctly bypass zero fee sessions. Provided manual overrid of CCS allocation
509
+* improved handling of zero fee sessions for educators caring for own children to prevent recurring exits
510
+* implemented date of effect for levy rates to allow correct calculation when rate changes during the year
511
+* fixed issue related to sessions starting / ending at midnight calculating incorrect session duration
512
+
513
+**Childcare Finder:**
514
+
515
+* Improved input of fee structures
516
+
517
+**Direct Debit:**
518
+
519
+* Settlment Report - Reconciliation report for funds deposited to the centre’s account from CEP (Childcare EasyPay).
520
+* Displays batch parameters and user who intiated
521
+
522
+**Extended Absences**
523
+
524
+* Children who are still active but havent been physically present for 3 weeks or more
525
+
526
+**Reports and Analytics**- added new reports & dashboards:
527
+
528
+* Occupancy Trends - Trends of number of sessions by date and room
529
+* Income Trend Weekly Summary - a variation on the fee income report that makes it easier to see weekly totals and then drill down to the days in a specific week
530
+* Attendance Summary - Lists attendances not submitted or in editing or failed to submit
531
+* Waitlist Summary - Lists all applications currently on the waitlist in an exportable format
532
+* ATSI Census - Count of currently enroled children by their ATSI status
533
+* Preschool Census - A count of enrolments with a ‘Preschool’ indicator on at least 1 booking
534
+* Parent Occupation Census - Count of parents with active enrolments in each occupation
535
+* Utilisation Dashboard - Shows utilisation graphically and in tabular format
536
+* AGED DEBT Report - (On the Parent Screen) Download the report by select the ID of one, more or all Parents and Download CSV button is the Aged Debt Report
537
+* Late Report:
538
+
539
+ * Identifies all children signed out after the session end time during the previous 3 months.
540
+ * List can be filtered by Service , date range and minutes late.
541
+
542
+* Child Details Repot - modified the period emergency report so that the child’s contacts are now an option making the report more flexible
543
+* Remittance Report - added search by date range allowing a report to be run when you don’t know the remittance number
544
+* Booking API - modified the bookings api used by some integrated products to cut off bookings as soon as the end date is reached instead of 1 week later
... ...
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Reconciling-CCS.md
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@@ -0,0 +1,41 @@
1
+Services have a responsibility to ensure that CCS payments made to them are passed on to the person who is entitled to them.
2
+
3
+There are several steps you can perform to verify that CCS payments are being correctly transferred to the parents' accounts.
4
+
5
+**1) Parent Statements**
6
+
7
+Send out statements regularly - at least every 2 weeks.
8
+
9
+**2) Trial Balance Report**
10
+
11
+Even if you are not exporting general ledger posting files you can use the accounting extract to generate a trial balance. The top line of the the trial balance rolls up all fees and payments. Check the net receivables less any ISS/Other payments in a period are equal to the change in balance owing over that date. Make sure that you determine the starting balance for the period by running a balance owing report for the day BEFORE the period.
12
+
13
+**3) CCS Remittance Report**
14
+
15
+Compare the amounts advised by CCS through SmartCentral in the remittance report with the amounts paid into your bank account.
16
+
17
+##Troubleshooting
18
+
19
+**1) Parent Accounts**
20
+
21
+Compare the change to parent balances with the CCS payment received.
22
+
23
+* Run a balance owing report for the Sunday [B1]
24
+* Run a payment report Mon-Sat [P]
25
+* Run a misc fees report Mon-Sat [M]
26
+* Run a balance owing report for Sat [B2]
27
+
28
+The changes in balance owing should equal Payments - Misc Fees for that week since attendance fees are attributed on the last day of the CCS week , Sunday.
29
+
30
+[B2] - [B1] = [P] - [M]
31
+
32
+
33
+**2) Attendance Detail**
34
+
35
+If you or a parent have concerns about a CCS payment:
36
+
37
+* Compare the SmartCentral remittance report totals with the remittance advice sent directly from CCS.
38
+* Review the live transaction history to see if the CCS payment shown in the remittance report has been correctly allocated to the parent account.
39
+* Check the session subsidy screen to compare the amounts paid to service with the amounts in the live transaction history and on the CCS payment report. Parents can also access this information from the live link on their statement. This also shows any payments to the individual.
40
+
41
+**Note:** Payments are show in the session subsidy screen as soon as they are calculated whereas payments aren't credited to the parent account until CCS advise clearance. Clearance may take 1-2 business days normally however there may be extended delays if CCS does not have a valid bank account on file for your centre.
Registering-New-Families.md
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1
+SmartCentral provides several different ways to register or update family information and the one most appropriate for you will depend on how much information you already have in SmartCentral and how much of the typing you want to do yourself.
2
+
3
+
4
+### Fully Manual
5
+
6
+ You can just enter all the parent and child details , enrolment and booking information yourself. You can also update all information this way if you really want to.
7
+
8
+ Use this method if your parents aren't able go online or you just love to kill trees with paper application forms. :)
9
+
10
+### Link to web profile
11
+
12
+ Provide a parent with a link to your SmartCentral web profile. Parents can create an account (basically an email address and a password) and then start, fill in and submit an application form. The same account they use to submit the application form will provide them access to enrolment , statement and transaction information once you approve the application.
13
+
14
+ Use this method as a way to get parents to register if you need to broadcast to a large group of potential parents many of whom wont be registering. This is common for OSHC services who include the link on the school website or in the school newsletter.
15
+
16
+### Send Invitation
17
+
18
+ Enter some minimal details into SmartCentral (new parent: first, last names, CRN (optional), DOB, gender, email address [save, go to profile of new parent nd add] mobile) and then
19
+
20
+use the 'Create Account' function to start the parent off.
21
+
22
+The parent will have a portal account created and will receive an email with instructions about what to do next.
23
+
24
+ Use this method if you don't mind typing in a few details, you prefer the parent to receive an individualised email and for you to be able to track their progress immediately.
25
+
26
+ Commonly used as part of a 'new enrolment' process where the parent comes into the centre for a chat and a 'look see'. Once you and the parent are comfortable to proceed you enter the details in SmartCentral and off you go. Also very common in a by invitation situation such as childcare centres attached to universities.
27
+
28
+### Re Enrolment
29
+
30
+ This method is the most time efficient for parent and centre but can only be used if you have an enrolment recorded in SmartCentral to start with. Even an exited enrolment record will do so its perfect for returning families or to reconfirm details for children coming back for the new year or the next vacation period etc (you know - re-enrolling :) ).
31
+
32
+ Its also a very effective way of getting your child and parent details updated as part of a migration process. It works a treat, parents are introduced to the portal and you end up with completely up to date information about child contacts, medical etc. you can run this in bulk or for selected or individual parents all from the parent list screen. Tick at least one parent and the button will appear. Remember if a previous parent has no current enrolments they will appear under the 'Not enroled' list.
33
+
34
+ This process gathers up the current information and pre-fills an application form (as much as it can) and sends that to the parent. They need to complete any missing sections and/or update changed information and send it back.
35
+
36
+ **Use this whenever possible !!!**
37
+
38
+
39
+
Remove a staff member.md
Remove-a-staff-member.md
... ...
@@ -0,0 +1,3 @@
1
+To ensure that only people who should have access to personal information about your parents and children are the ones that actually have access, its important to remove access from any person once they leave your organisation.
2
+
3
+To do this simply go to the **People > Staff** page , locate the person who has left and enter an end date so they can no longer log in.
Reporting-Absences.md
... ...
@@ -0,0 +1,16 @@
1
+### Absences
2
+
3
+The number of initial, additional and total absence days are counted by CCS for a child (separated parents both included in single total) per financial year.
4
+
5
+Where a child is absent for more than one session on a day across all services they are enrolled in, this is counted as one absence.
6
+
7
+#### Initial absences:
8
+
9
+ * The first 42 absences regardless if evidence is provided are counted as initial absences. **Initial absences will attract CCS.**
10
+
11
+#### Additional absences
12
+
13
+ Any **subsequent absences following the 42 initial absences** are counted as additional absences. Additional absences will attract CCS where a valid reason is given and evidence is supplied and held by the provider.
14
+
15
+
16
+If an absence more than the 42 day allowance and no reason is given it will not be subsidised.
... ...
\ No newline at end of file
Reports-and-Extracts.md
... ...
@@ -0,0 +1,30 @@
1
+| [[Home]] > [[Training]] > [[Reports and Extracts]] |
2
+
3
+#### Operations
4
+
5
+* Attendance Signatures
6
+* Bookings
7
+* Daily Sign In Sheet
8
+* Immunisations
9
+* Period Emergency List
10
+* Weekly Sign In Sheet
11
+
12
+#### Debtor Management
13
+
14
+* Aged Debt
15
+* Balance Owing
16
+
17
+#### Financial Performance
18
+
19
+* Utilisation
20
+* Parent Payments
21
+* Miscellaneous Fees
22
+* Income
23
+* Payments
24
+* CCMS Remittance Details
25
+* Trial Balance
26
+* Accounting Extract
27
+
28
+
29
+
30
+| [Previous](Everything Web) | [Next](Tips and Tricks) |
... ...
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Restarting-Exited-Enrolments.md
... ...
@@ -0,0 +1,24 @@
1
+
2
+
3
+
4
+If an enrolment goes for 14 weeks without an attendance submitted the department will cease it and the status will change to **Exited**. This is the equivalent of the old 'deemed exit' process from CCMS.
5
+
6
+
7
+## Steps to restart an enrolment
8
+
9
+* Query the enrolment to find the ceased date
10
+* Edit the enrolment
11
+* Choose a new start date that's on or after the ceased date, can even be today's date (as long as it covers any new attendances) Eg. If the ceased date is a Monday & you have an attendance session on that day, make the start date the Monday. In some cases they may cease it on a Wednesday when the child will have attendances on the Monday & Tuesday, in these circumstances always choose the Monday as the start date, even if it's a day or two before the ceased date.
12
+* Choose overwrite notice type 200A (only to be used if enrolment is exited)
13
+* Late submission reason may be needed if the restart date is back dated greater than 2-3 weeks
14
+* Select Save - to resubmit the new restart date on the enrolment.
15
+
16
+This will wake the enrolment back up (restart - status will be PENDIN) and you can then add bookings and submit attendances as normal.
17
+
18
+If you add new bookings or change the existing booking, go back to the enrolment and select edit/save to update the MYGOV enrolment notice. Parents will be asked to reconfirm the enrolment notice with the updated bookings.
19
+
20
+You can also resend the CWA - on the enrolment (Update & Email CWA)
21
+
22
+The parent will then need to confirm the enrolment on MyGov again and acknowledge the CWA digitally.
23
+
24
+![Resubmit](/uploads/restart.PNG)
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Roles.md
... ...
@@ -0,0 +1,94 @@
1
+**SmartCentral** controls who can do what based on assigning **Roles**. Every person who uses SmartCentral has a user account that they use to log in with and then the system presents them with menus based on their **role** within the system. There are 7 levels of role within the system.
2
+
3
+1. Public
4
+2. Parent
5
+3. PIN Only
6
+4. SignIn
7
+4. Staff
8
+5. FDC Educator
9
+5. [Finance](/Finance-Role)
10
+5. Centre Admin
11
+6. Admin - Authorised User delegation
12
+7. Authorised User
13
+
14
+
15
+### User Roles
16
+
17
+#### Public
18
+
19
+This is the lowest level access that everyone starts with by default when their account is first created. This allows you to search for services and fill out and submit an application and respond to requests in relation to your appliciation.
20
+
21
+#### Parent
22
+
23
+Once an application is approved the account that submits it is linked to the service and the user can now access online balances and statements. They can also submit updated details.
24
+
25
+#### PIN Only
26
+
27
+A user account can be attached to a service via someone with an ADMIN role inviting them to have a PIN only.
28
+
29
+The PIN only role is designed for use by staff, who need to sign in/out children (if parent PIN doesn't work or is forgotten) on the Parent Digital Screen only, and can use their PIN to sign in/out of rooms on the staff sign in digital sheet. (If you have ratio calculator and staff timesheets - ask in support chat for a demo if you do not have access to these functions.)
30
+
31
+#### SignIn (Parent Digital SignIn Rolls)
32
+
33
+A user account can be attached to a service through the **People > Staff** screen by entering the email address used to create their intial account and assigning a role (SignIn / Staff / Admin).
34
+
35
+The SignIn role is designed to take the login to the Parent Digital Screen only - used for the parents to sign their children in/out of the service.
36
+
37
+#### Staff (General Staff / Educator)
38
+
39
+A user account can be attached to a service through the **People > Staff** screen by entering the email address used to create their intial account and assigning a role (SignIn / Staff / Admin). The Staff role is designed for Educators responsible for the direct care of the children.
40
+
41
+They can access daily rolls and child details such as medical and emergency contact information for parent and nominees. The account can be detached from the service at any time which will revoke its extra access and return it to a parent or public account as appropriate.
42
+
43
+#### FDC Educator
44
+
45
+An FDC educator needs a little more access than most staff in a centre as they are operating independently but only to the children assigned to them. In the staff profile assign the appropriate educator Id to link them to their room and thus control what they can see.
46
+
47
+They can access daily rolls and child details such as medical and emergency contact information for parent and nominees as can general staff and have access to edit sessions.
48
+
49
+- Edit Session (sign in/out times only)
50
+
51
+In addition an option in the Org Setup screen boost the educator permissions and adds the following :
52
+
53
+- Edit Session (additional fields, eg start & end session times)
54
+- Add Session
55
+- Delete Session
56
+
57
+
58
+#### Finance
59
+
60
+The finance role is designed for staff that need access to various reports but have no need to access a parent’s or child’s details.
61
+
62
+For details of the specific functions accessible to this role go [here](/Finance-Role).
63
+
64
+#### Centre Admin
65
+
66
+A user account that has been attached to a service with **Centre Admin** rights can access both child and parent information for nominated services within an organisation. This admin role has no access to and Extracts or reports. They can be switched between Staff, Centre Admin and Admin roles if needed or revoked.
67
+
68
+#### Admin - Authorised User has delegated "submit" functions.
69
+
70
+A user account that has been attached to a service with **Admin** rights can access both child and parent information and all reports. Essentially they can perform all functions within the system that involve sending information to CCS. They can be switched between Staff, Centre Admin and Admin roles if needed or revoked.
71
+
72
+Ultimately the **Authorised User** is legally responsible for the data submitted to CCS. Anyone with Admin role can submit to CCS. Therefore, by giving staff an admin role, the **Authorised User** has **delegated** sending enrolment and attendance information to CCS to another person, but takes responsibility for ensuring they only do so, if that person has the skills and training to do it properly.
73
+
74
+An **Admin** role has therefore been given access to the various CCS **Submit** functions.
75
+
76
+See below for service delegations the Admin role has as well.
77
+
78
+#### Authorised User
79
+
80
+An Authorised User is a person who has been nominated to CCS (via PRODA) as being responsible for the operation of the service and the accuracy and truthfulness of the information provided.
81
+
82
+Provided they have a SC login with an **Admin** role, an **Authorised User** has authority to make changes both to attendance and enrolment information and changes to details about the service, including hours of operation and financial information, and submitting these changes to CCS.
83
+
84
+By granting another staff member an **Admin** role the Unthorised user has delegated these functions.
85
+
86
+As a result it's usually only a very small number of people who should be granted an **Admin ** role.
87
+
88
+An **Authorised** user can not delegate this part of their role. By having **MANCON** as their provider role in PRODA, they are also able to make changes to details about the service on PRODA, including extending the PRODA key every 6 months on PRODA, creating and removing B2B devices on PRODA.
89
+
90
+These last two functions cannot be done within SmartCentral, only in PRODA and only with **MANCON** access to PRODA, so it is recommended to have at least 2 staff members with PRODA provider role of **MANCON**, so that if one person is away or leaves suddenly, someone else has authority to update service details. If the PRODA key or device expires the service cannot query or submit anything to CCS. That includes submission of attendances and enrolments and downloading anny changes, including CCS paid.
91
+
92
+It is possible to be an **Authorised User** without being having an **Admin** SC login, but there is little to be gained from it as the **Authorised User** is fully responsible for all the data and therefore in practice they will have dual functions.
93
+
94
+Some boards and committee members are **Authorised** users with no SC login. In this case someone who has the **Admin** role, needs to also be trusted with a **MANCON** provider role in PRODA.
... ...
\ No newline at end of file
Rolls.md
... ...
@@ -0,0 +1,17 @@
1
+The Daily Roll is generated automatically each morning using the session details entered on the booking information for an enrolment.
2
+
3
+The letters against a child's name, on the staff roll, have the following meaning:
4
+
5
+* B: Birthday
6
+* C: Court Order
7
+* S: Special Needs
8
+* D: Disability
9
+* E: Epipen
10
+* H: HealthCare
11
+* M: Management Plan
12
+* R: Dietary restrictions
13
+* I: Immunisation Due / Overdue
14
+
15
+The child screens and roll emergency list will show more details.
16
+
17
+Until the roll has been generated this screen shows the projected roll based on bookings in the system. Once the roll has been generated it can then be edited if needed by adding or removing sessions for example for a late inclusion.
... ...
\ No newline at end of file
Room-Setup.md
... ...
@@ -0,0 +1,72 @@
1
+In SmartCentral **Rooms** are used to group children together whether they are in physically separate rooms or just in logical groupings.
2
+
3
+In either event rooms can be set up in a variety of ways so that:
4
+
5
+- its easier to distinguish children on the roll (age groups)
6
+
7
+- manage staff time sheets (ratio calculator)
8
+
9
+- group together children undertaking the same activity (VAC care)
10
+
11
+
12
+### Room Settings
13
+
14
+There are several settings for a Room.
15
+
16
+They would normally only be set as the room is first created.
17
+
18
+
19
+![New Room](/uploads/new_room.PNG "Add new Room")
20
+
21
+#### Name
22
+
23
+Choose a name for this room. Generally short names (under 10 chartacters or so) are best as they will display better in reports and dashboards.
24
+
25
+If you are operating an OSHC its useful to set up separate rooms for ASC , BSC and VAC.
26
+If you have mutiple rooms in each then prefixing the room name with ASC/BSC/VAC works well.
27
+
28
+eg ASC Blue etc
29
+
30
+#### Colour
31
+
32
+This is the colour code for the room displayed on the main service screen.
33
+
34
+#### Capacity
35
+
36
+The normal limit to number of children in this room.
37
+
38
+#### Age Range
39
+
40
+The range of ages normally in this room. If you arent grouping children by ages just set the age range as big as possible. The range is specified with a 'From' and 'To Under' settings.
41
+
42
+For example From : 0 months To Under: 6 months
43
+
44
+On the daily roll the child's age and the Room's age range are compared and children are 'traffic lighted' according to how their age matches the room's age range for that session.
45
+
46
+**Red** : More than 1 month outside the range
47
+
48
+**Amber** : From 1 month inside the range to 1 month outside the range
49
+
50
+**Green** : More than 1 month inside the range
51
+
52
+There's no problem with having rooms with overlapping age ranges if you wish
53
+
54
+Eg
55
+
56
+Blue : 0 months to under 7 months
57
+
58
+Red : 6 months to under 25 months
59
+
60
+
61
+#### Room Type
62
+
63
+Relevant for staff timesheets. Staff signed in to non-contact and unpaid break 'rooms' are not counted towards NQF 'across the service' calculations.
64
+
65
+#### Educator to Child Ratio
66
+
67
+For Ratio Calculator. This is the your desired ration of staff to children in this room. SmartCentral calculates room level ratios based on your settings and also uses the NQF ratio formula for 'across the service' calculations.
68
+
69
+#### Inactive
70
+
71
+Marking a Room inactive hides it from all menus so it cant be selected. Use this if you want to stop using a room already set up.
72
+
Scheduler.md
... ...
@@ -0,0 +1,50 @@
1
+SmartCentral supports a number of process scheduler options to automate routine processes.
2
+The scheduler is accessed from its own tab under Account > Org Setup
3
+
4
+Note:
5
+
6
+* Using the scheduler is completely optional. You can always end date your schedules at any time if you want to revert to fully manual control.
7
+* The scheduler runs overnight on the night you select.
8
+
9
+These options can be used individually or in combination.
10
+Where it makes sense the options can use parent tags and filters to selectively apply the action to a group.
11
+
12
+### Supported Schedules
13
+
14
+1. Submit Attendances
15
+
16
+2. Create Fee Projection
17
+
18
+3. Send Statements
19
+
20
+4. Submit Direct Debit Batch
21
+
22
+
23
+
24
+
25
+### Recommended Schedules - Weekly Cycle
26
+
27
+For centres billing weekly. Below is a suggested schedule for a centre running on a weekly billing cycle.
28
+This is our recommendation but you can adjust it to your particular needs
29
+
30
+
31
+#### Submit Attendances
32
+
33
+Schedule your attendances to be submitted weekly on a FRIDAY night. This ensures the attendances are at CCS for processing over the weekend and improves the odds that CCS payments will be received on Monday. Ensure you have reviewed the rolls for each day before the end of Friday so that accurate data is sent to CCS.
34
+
35
+#### Create Projection Batch
36
+
37
+When the Fee Projection scheduler runs it will always create projections for as many weeks as your projection cycle, starting in the **CURRENT WEEK** that the batch is run.
38
+
39
+Set the schedule to run on TUESDAY to be included in the statements and direct debit runs. If a Projection schedule runs on the same night as any other action it always runs first so its safe to run projections and statements on the same night.
40
+
41
+#### Send Statements
42
+
43
+Schedule your statements to go out weekly on TUESDAY. This caters for late processing by CCS when they have weekend outages. The statement date range will always be the same length as your schedule cycle so a weekly statement will include any transactions in that 1 week; including charges, payments, miscellaneous fees, adjustments or CCS/ACCS.
44
+
45
+#### Submit Direct Debit Batch
46
+
47
+Schedule your direct debit batches to go out on WEDNESDAY night. The arrival of the statement the day before serves as a reminder to the parent. If the parents are given a steady schedule they know what to expect.
48
+
49
+
50
+
School-Age-child-attending-ZCDC-service.md
... ...
@@ -0,0 +1,40 @@
1
+For ZCDC services who have other school age children attend for before/after school care or VAC care, edit the child, say YES to "attends school, and save.
2
+
3
+If you have any current projected fees, select "update batch" for it to recalculate these children's fees.
4
+
5
+<img src="/uploads/SchoolAgeAttendsZCDCservice.png"/>
6
+
7
+Normally the fees projected estimate, would be close to the actual parent GAP post attendance submitted & CCS Paid, but as the capped rate is different for LDC vs OSHC capped rate, it can be slightly out.
8
+
9
+Selecting YES for this "attends school" field, forces the code to calculate the projection using the OSHC capped rate.
10
+
11
+## July 2019 capped rates
12
+
13
+- Hourly rate cap (children below school age) $11.98
14
+
15
+- Hourly rate cap (school-age children) $10.48
16
+
17
+- Family Day Care same at $11.10
18
+
19
+## Troubleshooting
20
+
21
+If projected fees are not equating to Full attendance charge minus CCS paid (ie Parent Gap), then consider if the child's CCS capped rate has changed from centre based care to OSHC care.
22
+
23
+Firstly: see above for how to match projected fees with CCS paid, until the CCS capped rate is switched back to Centre based care. IF it isnt switched back then the above instructions stay as changed. If it is switched back then you need to undo the changes above.
24
+
25
+From CCS: The rate cap changes (Centre based to OSHC) when a child is in Centre based care AND has been indicated as attending school. it is based on when the family notify Centrelink that the child has begun school. CCS can see in the system, that this has occurred with the children we provided as examples of the capped rate change.
26
+​
27
+We also have in the technical CCS specification document "The hourly rate cap changes depending on whether the Department determines a child to be school age or not, irrespective of whether they are attending a Long Day Care or Outside School Hours Care service." so maybe at times if the parent hasn't notified C/link that they are not attending school based on age there is an assumption they are.
28
+
29
+Given that, for any of your children whose CCS capped rate has dropped to OSHC capped rate, and the parent believes the child hasn't attended school recently, can you check if the parent updated their child's Education status recently either on MYGOV or via Centrelink.
30
+
31
+Regardless of if they think they did or not, can the parent/carer check the following;
32
+
33
+
34
+1) Check that their MYGOV -> Child Care Subsidy -> Action (relevant child) -> View/Update Education details states "Has not started studies" **if they have never attended school.** If they are attending a school next year, enter the school and estimate a start date.
35
+
36
+
37
+2) Parent to call Centrelink, to check their capped rate is now back to Centre based care & once it is, to check will they be back paid any CCS, that wasn't paid over recent weeks/months. If it isn't back to centre base care check why it isn't, and what do they need to do to get it back to centre based care. Make sure the parent gets a c/link reference number.
38
+
39
+Note: You shouldn't have to vary/resubmit anything so check with us before you do that, if that is what C/Link say to do.
40
+
Searching-within-a-page.md
... ...
@@ -0,0 +1,3 @@
1
+ CTRL-F will open a 'search within page' dialog. The exact format will depend on your browser.
2
+
3
+![Search Page](/uploads/searchpage.PNG)
... ...
\ No newline at end of file
Send-Parent-Statements.md
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1
+## Projection of Fees
2
+
3
+The help on how to create fee projections can be found [here](https://wiki.smartcentral.net/Improved-Period-Close#creating-fee-projections)
4
+
5
+Fees must be projected (for the relevant weeks you wish to bill in advance) prior to running an individual statement or statements in bulk.
6
+
7
+## Sending an Individual Statement
8
+
9
+See below for bulk send of statements
10
+
11
+You can send an individual parent a statement, regardless of their activity or filter settings, by accessing the **Statements** tab within the relevant parent's profile.
12
+
13
+<img src="/uploads/IndividualStatement.png"/>
14
+
15
+Select **Add** , fill in the **Date From** and **Date To** fields. A **Note** may also be added to the statement.
16
+
17
+You can tick the box to send the invoice to the parent as an email, or leave it unticked to preview the invoice first.
18
+
19
+If you do not want a running balance tick the **Does not carry balance before, running balance or total owing** box.
20
+
21
+Tick the **Do not display amount** if you do not want the amount due displayed at the top of the invoice.
22
+
23
+<img src="/uploads/InvoiceBalance.png"/>
24
+
25
+Tick **Display attendance details** for times signed in and out of each session. This is displayed in an attendance table at the end of the invoice.
26
+
27
+<img src="/uploads/AttendanceTable.png"/>
28
+
29
+When the details are correct click **Confirm**.
30
+
31
+A statement will be generated, the parent will be emailed a link to download the statement if you ticked the email box and they have an email address on file and the statement will become accessible on the **Statements** tab. The parent can also see the statement via their parent Portal.
32
+
33
+You can click on this link to download the statement in PDF format and print it if required.
34
+
35
+### Sample Statement
36
+
37
+Below is an example of a statement. Each statement is personalised with the parent's name, the names of each child and your service details. Your logo if uploaded will appear in the top left corner.
38
+
39
+The statement shows all charges and payments in the period together with the balance brought forward and a running balance.
40
+
41
+This makes it very easy for a parent to understand their charges and how the amount owing is calculated.
42
+
43
+<img src="/uploads/Stmts1.png"/>
44
+<img src="/uploads/Stmts2.png"/>
45
+
46
+## Sending Statements in Bulk
47
+
48
+Generating statements in bulk follows a similar process but with a few more options to control which parents will be sent statements.
49
+
50
+Extracts > Produce Statements, **'Add'**, fill in the **Date From** and **Date To** plus the other fields as per individual statement instructions above.
51
+
52
+If you have set up Direct Debit Frequency & Direct Debit Filters (parent tag) in the parent direct debit tab, you can use these when invoicing, if not just ignore the filters.
53
+
54
+When the details are correct click **Confirm**.
55
+
56
+A bulk lot of statements will be generated.
57
+
58
+Those parents with a balance and an email address on file, will be emailed a link to download the statement and the statement will become accessible on the **Statements** tab and on the parent's portal.
59
+
60
+Those parents with zero balance, zero activity in the date range and with an email address on file, will still be included in the bulk statement run for 4 months past their enrolment end date. However these parents will **not be emailed** their statement - the statement will show **false** beside their name in the **Emailed?** column. A zero balance statement will become accessible on the **Statements** tab and on the parent's portal.
61
+
62
+Creating $0 balance statements for exited families is to accommodate late CCS adjustments, which might come after 12 weeks of exit. If balances rise above zero, the exited parent will receive an invoice (if it's within 4 months of the enrolment exiting)
63
+
64
+If all parents have an email address and there are no exited parents not being sent their statement, the message 'Nothing to Generate' will appear. If one or more parents are not sent their invoice, you will see Sent/Unsent figures eg. 86/90, you can then **generate** and **download** the (example) four statements for parents without emails.
65
+
66
+Enrolments which have been submitted and have no end date, or the end' date is within the date range will be picked up in the bulk statements run. If CCS has exited an enrolment due to no attendances or the enrolment has been exited by arrangement, and the end date is outside this 4 month window, you will have to run an individual statement if the family still owes the service a debt.
... ...
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Services.md
... ...
@@ -0,0 +1,89 @@
1
+# Services
2
+<img src="/uploads/s1..png"/>
3
+#### The list of services within one organisation in the system.
4
+Each admin will have their service or their service list, the content may vary according to the services you have access to.
5
+**Note: varies if you have a single service, or multiple under one organisation.For a single service, the page is automatically directed to the specified Service Home page.**
6
+
7
+The ‘Services’ menu includes the service’s profile page. It includes the following functions that can be customised according to the Centre’s needs:
8
+### Session Codes
9
+<img src="/uploads/s2.png"/>
10
+
11
+##### These are the assigned fees added to the bookings in the enrolment process. When creating a new code you will see the following:
12
+
13
+
14
+Code-
15
+Chosen name of session code.
16
+
17
+
18
+Session fee- How much will be charged for this session.
19
+
20
+
21
+Start time-
22
+The start time of the session.
23
+
24
+
25
+End time-
26
+The end time of the session.
27
+
28
+
29
+Inactive-
30
+Used to disable the session code when no longer being used.
31
+
32
+
33
+Public-
34
+Tick the button to allow parents to see this session in their booking request form. Untick this box if you want to hide this session and prevent parents selecting it.
35
+
36
+
37
+Is hourly rate-
38
+Tick the button to enable charging the session code
39
+on an hourly rate.
40
+
41
+
42
+Formula Settings -
43
+Fee reduction provided by State or Territory for vulnerable or disadvantaged families.
44
+Use gross fee in the session reports to CCS
45
+Add the applicable formula to the session.
46
+
47
+#### Age Groups
48
+This tab is used to customise the groups of the children. May vary according to
49
+Operational capacity and educator to Child Ratio
50
+
51
+
52
+#### Rooms
53
+The grouping of children within the service, children’s bookings and sessions are set up based on their room.
54
+
55
+
56
+
57
+
58
+Name- The desired name for the room. Recommended to be less than 10 characters to ensure it displays properly on reports and dashboards.
59
+
60
+
61
+Colour-
62
+Create a colour for each room. The colour code appears on the main service screen of the room.
63
+
64
+
65
+Capacity-
66
+Maximum number of children in the room.
67
+
68
+
69
+Age Range-
70
+Assigned children’s age range assigned to the room.
71
+
72
+
73
+Room Type-
74
+Room types allow non-contact rooms to be set up for rostering and timesheets.
75
+
76
+
77
+
78
+Belongs to-
79
+Allows rooms to be linked together.
80
+
81
+
82
+Educator to Child Ratio-
83
+Used to determine the desired ratio of staff to children in the room.
84
+
85
+
86
+
87
+
88
+
89
+
Session-Codes.md
... ...
@@ -0,0 +1,57 @@
1
+<img src="/uploads/SessionCodes.png"/>
2
+<img src="/uploads/UpdateAddSessionCodes.png"/>
3
+
4
+## Creating a new session code
5
+
6
+To create a new session code (fee) click on the "add new session code" button, and fill in the form.
7
+
8
+## Updating an existing Session Code
9
+
10
+You can click on the session code's name to change an existing session code's hours, make the code active/inactive, public (true or false), an Hourly Rate, and/or to add a formula.
11
+
12
+Changes saved, will update the session code and bookings immediately, however, be mindful that the change will take effect the next time sessions are generated for the roll.
13
+
14
+Alternatively, to update a session code's hours or other attributes effect in the future, create a new session code. However, you must then end date existing bookings and create new future dated bookings with the new session code.
15
+
16
+SmartCentral's help on Session Formulas can be found [here](https://wiki.smartcentral.net/Session-Formulas)
17
+
18
+## Updating a session Code's Fee Amount.
19
+
20
+To update the fee amount, click on "update fee". You can update the amount immediately, or set a future date. All bookings will be updated with the new fee amount on the date of effect, and will update the rolls next time they are generated.
21
+
22
+<img src="/uploads/UpdateFutureFeeAmount.png"/>
23
+
24
+## Notifying Parents of Fee changes
25
+
26
+Prior to changing session codes, you can notify the parents via email. SmartCentral's help to send Emails to parents, can be found [here](https://wiki.smartcentral.net/Parent-Communications)
27
+
28
+## Enrolment CWAs and MYGOV post a session code change
29
+
30
+When you create a new fee or update an existing fee and the change becomes current:
31
+
32
+- You must edit/save enrolments with permanent bookings, to push the change through to MYGOV. The parent can then confirm the change.
33
+- You can update & email CWAs to the parent
34
+- You can update operational hours (if changed) on Child Care Finder.
35
+- send your changed fee schedule to MYGOV
36
+
37
+**Note** CWA's have two dates. Top right is the agreement date - which comes from the Enrolment start date. And the start date on the booking. So if you update the current session code (fee) and that updates current bookings, you need to update the start date of the booking for the CWA to capture the start date of the updated fee.
38
+
39
+SmartCentral's help to update MYGOV with your fee schedule changes, can be found [here](https://wiki.smartcentral.net/Updating-fees-on-mygov)
40
+
41
+## Session Code Changes - Notes
42
+
43
+###Varying an attendance prior to the Session Code "date of effect"
44
+
45
+If you vary an attendance prior to the session code change, and for example add a session, the session will pick up the relevant rate for the date.
46
+
47
+'Date of effect' though ONLY applies to fee rate changes, so you would have to edit a back dated "add" session, to put the hours back to what they were prior to a change.
48
+
49
+So that is just something to keep in mind
50
+
51
+### Changing the Current Session Code
52
+
53
+The "update fee" schedules the "date of effect" of the change and therefore can be completed as soon as you know the date you want the fee rate to change.
54
+
55
+On the "date of effect" all the bookings attached to the session code changing, will have the rate also change, then the generation of the rolls will happen as usual. ie. the sessions on the rolls & therefore attendance sessions will change because the bookings changed. Any "add sessions" (for casuals) will pick up the new rate from the "date of effect".
56
+
57
+If you need to change the name or times of a session code, those changes will austomaiucally take effect the next time the roll is generated, no already existing rolls will be updated.
Session-Formulas.md
... ...
@@ -0,0 +1,120 @@
1
+In some situations the rate you wish to charge for a session will depend upon how many other sessions of the same type are present in the week.
2
+
3
+Examples of this include:
4
+
5
+1) Queensland Kindy Funding Scheme (QKFS) where the centre directs some or all of the funding to cover attendance charges but the child must attend a minimum of 3 sessions to qualify
6
+
7
+2) Multi Session Discounting where a centre may provide the parent a discount to the session rate but only if the child attends at least 4 sessions in that week
8
+
9
+To provide this capability we have provided session formulas that allow you to set the session charge based on whether a criteria has been met or not.
10
+
11
+There are 6 pre-defined values provided for use in the formula:
12
+
13
+* **session_number** : Sessions are numbered in sequence by date and time within the week. So if you have 1 session each day from Monday to Friday they will be numbered 1 through 5. If you only have 2 sessions in the week they will be numbered 1 and 2 even if they are separated eg Mon & Thu.
14
+
15
+* **session_count** : This is how many sessions in total of that specific session code for that enrolment in that week
16
+
17
+* **base_rate** : This is the applicable normal rate for that session code
18
+
19
+* **early** : The number of whole minutes the child was signed in before the official session start
20
+
21
+* **late** : The number of whole minutes the child was signed out after the offical session end
22
+
23
+* **total** : The total number of whole minutes from first sign in to last sign out for that session.
24
+
25
+* **discount_rate** : An optional percentage discount to apply to attendance fees.
26
+
27
+If sign in or out is empty then its treated as midnight unless the child is absent. If the child is absent then its treated as sign in a t session start and sign out at session end.
28
+
29
+## Example 1
30
+
31
+If the child attends 3 or more sessions of Kindy in the week then I want to apply a $30/wk discount but spread evenly over all the sessions attended.
32
+
33
+```
34
+if (session_count > 2, base_rate - 30 / session_count, base_rate)
35
+```
36
+
37
+## Example 2
38
+
39
+If the child attends 4 or 5 sessions in the week then apply a 10% discount otherwise charge the full fee.
40
+
41
+```
42
+if (session_count > 3, base_rate * 0.9 , base_rate)
43
+```
44
+
45
+## Example 3
46
+
47
+The first 2 sessions in the week are fully covered by state funding and free to parents, but if the child attends 3 or more sessions, we charge full rate for sessions 3, 4 and 5.
48
+```
49
+if (session_number > 2, base_rate , 0)
50
+```
51
+
52
+## Example 4
53
+
54
+The funding works out to a weekly amount of $33.75 and for simplicity we will apply all of it to day 1 of the week. The other days will be charged at the normal rate.
55
+```
56
+if (session_number = 1, base_rate - 33.75 , base_rate)
57
+```
58
+
59
+## Example 5
60
+
61
+The funding works out to a weekly amount of $27.50 and for simplicity we will apply all of it to day 2 of the week. The other days will be charged at the normal rate. So if a child only attends 1 day per week then no discount will be applied in that week.
62
+```
63
+if (session_number = 2, base_rate - 27.50 , base_rate)
64
+```
65
+
66
+## Example 6 - Default VIC Kindy Funding
67
+
68
+Victorian government is providing $2000 per child in Kindy funding for 2021. This funding is to cover up to 15 hrs per week of kindy per child. If the child attends for more than 15 hrs per week you are allowed to charge for the extra. So if your program is running for 50 weeks and children attends 2 or more sessions per week you can apply a $20 discount per session for the first 2 sessions in the week and charge the remainder at the normal rate :
69
+
70
+if (session_number <= 2, MAX(base_rate - 20.00) , base_rate)
71
+
72
+Note that you dont discount the fee below zero. If your normal fee is less that the funded amount you may use the remainder for service improvements at the kindergarten where the funding is allocated.
73
+
74
+https://www.education.vic.gov.au/childhood/providers/funding/Pages/free-kinder-providers.aspx
75
+
76
+## Example 7 - Default QKFS Kindy Funding
77
+
78
+Queensland QKFS funding is based on a 40 week preschool program with the child attending a minimum of 15hrs per week ( 2 sessions) to get full funding
79
+
80
+So for example if receiving $2,000.00 hunding per child for 40 weeks at 2 sessions per week (80 sessions) then that would be $25 per session for the first 2 sessions of the week and normal price after that.
81
+
82
+Do note that QKFS type 2 funding can be applied after CCS is calculated but type 1 can only be applied before CCS
83
+
84
+```
85
+if (session_number <= 2, base_rate - 25 , base_rate)
86
+```
87
+
88
+## Example 8 - Basic Discount
89
+
90
+Apply a discount to all session fees based on the percentage discount set against the enrolment.
91
+
92
+```
93
+(100- discount_rate)/100 * base_rate
94
+```
95
+
96
+## Example 9 - Five Day fortnight
97
+
98
+Apply a discount where the first 5 sessions in a fortnight are free.
99
+
100
+This is a little complicated as the formula system analyses individual session reports so it operates on a 'per week' basis.
101
+
102
+To achive the same result we turn this into 2.5 session per week.
103
+
104
+This is generally in the case where a preschool program is based around 6 hr sessions ie 2.5 sessions are funded per week.
105
+
106
+```
107
+if (session_number <=2, 0 , if (session_number = 3 , base_rate / 2 , base_rate))
108
+```
109
+
110
+## Things to Note
111
+
112
+* If the formula is left empty then it just uses the standard rate (base_rate)
113
+* The formula works off the base rate that applied on that day so understands fee increases
114
+* sessions are only counted if they are from the same session code and same enrolment so for example BSC and ASC sessions are counted separately and split enrolment (shared care) are counted separately
115
+* Your funding may require you to show the funding sorce on your statments. Conveniantly SmartCentral prints the session code name on the statement so simply choose an appropriate session code name) eg KINDY - QKFS discount
116
+* CCS allows funding by state or territory to be applied after CCS is calculated when its specifically in relation to children who are at risk or disadvantaged. Please make sure you advise support if this applies to your situation and the approrpiate setting can be turned on "Fee reduction provided by State or Territory for vulnerable or disadvantaged families. Use gross fee in the session reports to CCS:"
117
+
118
+
119
+Formulas can only be edited by support. If you think formulas are relevant to your service contact the support team to discuss.
120
+
Session-Subsidy-Codes.md
... ...
@@ -0,0 +1,41 @@
1
+### Entitlement Reason
2
+
3
+* ABREAS - Absence Reason
4
+* ABSENC - Absence Over 42 Days
5
+* ABSEND - Absence Prior To Enrolment Cease Date
6
+* ABSFIR - Absence Prior To 1st Physical Attendance
7
+* ACEXHT - Annual Cap Exhausted
8
+* APTEXH - Apportioned Hours Exhausted
9
+* ATREXH - Activity Test Results Exhausted
10
+* CESENR - Enrolment Ceased
11
+* CUSDBT - Reversal Of Customer Debt
12
+* CUST%0 - Customer's CCS Subsidy % is 0
13
+* DBTTRF - Debt Transfer
14
+* DISENR - Disputed Enrolment
15
+* FDCCHS - FDC Child Swapping
16
+* IHCFEE - More Than One Session Fee
17
+* INVSER - Service Is Invalid
18
+* INVWWC - Invalid WWC card
19
+* LCLEMR - Local Emergency
20
+* MANENR - Manual Enrolment
21
+* NOATR - No Activity Test Result
22
+* NOCARE - No Care Indicator in Session Report
23
+* NOCWB - No CWB Certificate or Application
24
+* NOENR - No Active Enrolment
25
+* NOENT - No Entitlement Exists
26
+* PELENR - Enrolment Pending Eligibility (Claim)
27
+* PENENR - Enrolment Pending Confirmation
28
+* PRELIG - Provider Not Eligible
29
+* PRODBT - Reversal Of Extra Payment To Provider
30
+* PROSUS - Provider Suspended
31
+* PSTRCO - Differences to Customer, Post Reco Processing
32
+* RECENR - Enrolment Received (CRN Pending)
33
+* REJENR - Enrolment Rejected
34
+* REPLAC - Session Report Replaced
35
+* SERCAN - Service Is Cancelled
36
+* SERSUS - Service Suspended
37
+* SESS0$ - Session Of Care Amt is $0
38
+* SVELIG - Service Not Eligible
39
+* TRANSP - Transport only checked in Session Of care
40
+* WITHDR - Session Report Withdrawn
41
+* WTHAPP - Withholding Applied
... ...
\ No newline at end of file
Set up Digital Sign In.md
... ...
@@ -0,0 +1 @@
1
+pin
... ...
\ No newline at end of file
Set-up-Digital-Sign-In-Smart-SignIn.md
... ...
@@ -0,0 +1,11 @@
1
+## SmartSignIn FAQs
2
+
3
+**Q:** Is SmartSignIn compatible with any device/programme?
4
+
5
+**Answer:**
6
+
7
+* You can login securely to SmartCentral (then use SmartSignIn) from any internet connected device with a compatible browser. (eg: Devices - PC , MAC, Smartphone or Tablet. Browsers - we recommend Chrome & firefox which can be downloaded for free.)
8
+* Performance will depend on the speed and reliability of your internet connection.
9
+* SmartCentral has been optimised for a tablet or larger device however it can be used from smaller devices such as smartphones.
10
+* SmartSignIn was designed to be used on a tablet, which can either be locked down (for parents to sign in) or carried from room to room for admin or an educator to mark the roll.
11
+
Set-up-Digital-Sign-In.md
... ...
@@ -0,0 +1,89 @@
1
+### New Kiosk
2
+
3
+Are you using our refreshed version of the kiosk? Please find the updated guides here:
4
+
5
+
6
+[https://smartcentralassist.freshdesk.com/support/solutions/folders/44001240861](https://smartcentralassist.freshdesk.com/support/solutions/folders/44001240861)
7
+
8
+![New Kiosk](https://www.smartcentral.com.au/hs-fs/hubfs/Contactless%20Sign%20In%20Before-After.gif?width=1200&name=Contactless%20Sign%20In%20Before-After.gif)
9
+
10
+### Digital Sign In
11
+
12
+To Setup Contactless Sign In/Out for Parents, Staff, Visitors click here:
13
+
14
+
15
+* [COVID 19 - Contactless Sign In](Contactless-Signin-For-Services)
16
+
17
+See Instructions below to digitally setup SignIn for Parent using a PIN (non contactless).
18
+
19
+
20
+Digital Sign In allows parents (and others a parent has authorised to collect their child) to digitally sign their child in and out each day using their own PIN.
21
+
22
+PINs are created automatically when the contact's information is added to SmartCentral. A separate and unique PIN is created for Parent 1 , Parent 2 (if enterred) and each Authorised Nomminee who is 'authorised to collect'.
23
+
24
+**It is important to remind parents their PIN is a personal electronic signature and should no more be shared than the pin of their bank account.**
25
+
26
+Parent 1 is the primary account holder and can see all assigned PINs from the parent portal under the **Enrolments** tab. They are responsible for giving Parent 2 and all authorised contacts their PIN.
27
+
28
+Staff can see all active PINs asociated with a child's enrolment from the **Contacts** tab on the child's profile.
29
+
30
+To make it easier to quickly get your parents up and running with digital sign in the process of signing in digitally has been made as close as possible to signing a paper roll. Parents and Nominees select the child on the roll and are then prompted to enter their unique PIN.
31
+
32
+We have also provided a way to export all PINs into a CSV so you can quickly assist those parents/contacts having trouble remembering their PIN in the first week. To export go to the parent screen, tick the ID box to select all parents then click on 'Download Pin'.
33
+
34
+You can also send an email to parent 1 with a link to all parent/contacts pin numbers. On the parent screen tick the parent/s you wish to email and click the blue button at the top of the page 'Send Pin'.
35
+
36
+The digital roll can be used from any internet connected device but must be set up by a staff member at the beginning of the day.
37
+
38
+While most services are using tablet devices such as **android** tablets or **iPads**, it is perfectly possible to use a PC or laptop. The device does not need to be particularly powerful so any old PC / Laptop will probably do as long as you can install a modern browser on it. We recommend **Chrome**.
39
+
40
+The staff view of the roll shows updated sign in and sign out so staff can see which children are signed in or out and by who.
41
+
42
+#### Setup a generic Digital Sign In Login
43
+
44
+**Step1:** On your normal PC/MAC/Laptop, log out from SmartCentral, and create a generic email address to be used for Digital SignIn. You can get emails free from gmail eg. <DayCareRolls@gmail.com> or you can use one attached to your Service's website eg. <rolls@smartfees.com.au>
45
+
46
+**Step2:** Register the generic Rolls email address on SmartCentral, along with any email addresses to be used for staff.
47
+
48
+![AddNewStaff](/uploads/SignUpNewAccount.png)
49
+![AddNewStaff](/uploads/Registration.png)
50
+
51
+**Step3:** Log back in to SmartCentral with your **admin** login, go to People -> Staff and add the new registered email addresses to your service and assign them the roles of admin, staff or SignIn. The generic rolls signIn needs to have the role of SignIn.
52
+
53
+![AddNewStaff](/uploads/AddNewStaff.png)
54
+
55
+**Do not choose a FDC educator, leave that blank for generic Sign In**.
56
+
57
+See Staff Help [here](https://wiki.smartcentral.net/Roles) for information about each role type.
58
+
59
+**Step4:** Open Chrome on the tablet and secure it (delete all history including cache and stored passwords)
60
+
61
+**Using Chrome - How to secure your tablet for Digital SignIn:**
62
+
63
+Once you have opened Chrome (make sure only one TAB is open):
64
+ * Click on the three dots (top right)
65
+ * Select history from the drop down box
66
+ * Select history again
67
+ * Select clear browsing data
68
+
69
+The above may differ slightly on your tablet dependent on which version of Chrome you have - essentially you want to delete all history.
70
+
71
+**Step 5:** Log in to SmartCentral on the device you wish to use for Parent Digital SignIn, using the generic Rolls login, with role type **SignIn**, created earlier in Steps 1 to 3.
72
+
73
+It will show you a screen with your servic(s). Select the relevant service.
74
+
75
+![AddNewStaff](/uploads/SignInLogin.png)
76
+
77
+**Step6:** It will automatically open the Parents' digital SignIn Screen for today's date. If required select the relevant room.
78
+
79
+![AddNewStaff](/uploads/ParentDigitalSignInScreen.png)
80
+
81
+Parents can now securely use the tablet to sign in their child. The signin screen will roll over to tomorrow's date if left logged in.
82
+
83
+**Warning**: You will need to regularly secure your tablet, if it has been used for other actvities, before Parents again use the SignIn screen.
84
+
85
+**Step7:** Staff with a login (role type Staff or Admin) can go to Account -> My profile and add a PIN that can be used on the Parents' Digital SignIn screen, to sign in children when Parent/Carer PINS have been forgotten.
86
+
87
+**Step8:** In case the internet is offline, just when parents need to sign in/out, we recommend printing off the attendance sheets for a week and having them on file.
88
+
89
+If the internet is slow/down, you can photo copy the hardcopy attendance sheets, cross out and replace the Date and let the parents sign in. Staff will then have to transfer the SignIn's to the rolls when the internet is back up. You can do so by going to the Rolls, ticking the relevant SignIn/out box and selecting **Edit** per session to add the SignIn/out time.
Set-up-a-web-profile.md
... ...
@@ -0,0 +1,81 @@
1
+#### Click image to watch video tutorial###
2
+
3
+<a href="http://www.youtube.com/watch?feature=player_embedded&v=xuW3MHEhCjI&list=PLJzSFnbxKlSSnJ32lUCjYX0TdiLANDFNB
4
+" target="_blank"><img src="/uploads/webpage.png"
5
+alt="IMAGE ALT TEXT HERE" border="10" /></a>
6
+
7
+**SmartCentral** allows you to set up web profiles for your organisation. Depending on your needs you may set up a profile per service or a single profile for all of your services. Its quite common to take a mixed approach and set up a separate profile per service type (for example if you have multiple vacation care services its convenient to group them into 1 web profile so parents can combine them in a single application).
8
+
9
+
10
+Before we start with the setup of your web profile check you already have your logo and background colour scheme set.
11
+
12
+Go to **Account > Setup Org > Setup**
13
+
14
+1. Load your logo file - this will be used on your web profile and also inserted into statements. Any standard image format will work. Mainly you will have a .png or .jpg file. Keep in mind this image needs to be able to fit in the top left corner of your statement so should be no larger than 360px by 120px for best results.
15
+2. Select a **Colour** by clicking on the colour bar and choosing a colour that matches or contrasts your logo main colour
16
+3. Scroll to the bottom of the form and click save
17
+
18
+Once you have uploaded your logo, it will appear on statements, profile page and so forth.
19
+
20
+The simplest case is where you have a single service and therefore only need 1 profile page.
21
+
22
+## Single Service
23
+
24
+Go to **Account > Setup Org > Profiles** . A default profile will already exist called **All**
25
+
26
+To view the profile click on the link, it’s worth noting that if you right click on this link and copy that link address, you can paste that in an email to send to parents or include in your Newsletter and that will take parents to your profile page.
27
+<img src="/uploads/CHECKprofile.png"
28
+ />
29
+
30
+The profile page automatically picks up the centre details from Smart Central and inserts a map of your location.
31
+
32
+There is some basic editing required in order to set up the profile page. Click on “Edit profile”, the first thing you’ll notice at the top of the page is the profile name and which centres you have linked to this profile page.
33
+<img src="/uploads/editprof.png"
34
+ />
35
+
36
+
37
+Some sample formatting will appear that you can overwrite with your details. you can see a block here which is called the “Introduction”, it includes an instruction code to the system to upload an image and then the text. This will appear beside the map in the Introduction section. 


38
+Detailed discription section which is below, goes the full width of the page, so that’s the main difference between the two. You edit them the same way, but they’re laid out on the page slightly differently with the Introduction appearing beside the map image and the description section going the full width of the page below those two items.
39
+
40
+<img src="/uploads/introblock.png"
41
+ />
42
+
43
+
44
+Markup is a set of coded instructions to Smart Central about how you want the contents to be presented.
45
+A hash
# on the start of a line by itself, means that this is a heading.
46
+You can have one # for a size one heading, two ## for a size two heading etc.

47
+You can also bold pieces of text by putting ** in front and behind the text to be **bolded**.
48
+
49
+As well as headings and emphasis (bolding words), you can also insert **links**.
These will be clickable and will go through the the pages that you link it to.
The words you want displayed are in square brackets [words] with no spaces in between, followed by the page you want to link which will need to be in round brackets (egWebpage.com), make sure you do not put any spaces in between or it will not work. eg. [click here for handbook](www.handbook.com <- **close round bracket here.**
50
+
51
+The system will read that and say display the word but mark it as a hyperlink and send it to the webpage when it’s clicked.
52
+That can be any location or document as long as it’s accessible on the web.
53
+
54
+<img src="/uploads/boldetc.png"
55
+ />
56
+
57
+If you have an **image** instead of a document or a webpage you want to include on this page, the Markup is very similar, you just put an exclamation mark **!** infront. That tells the system that is an image 
!(what I want to call image)[link to the image] and it will include it on your page. 

58
+Some of the other things that are also on this page control how various things look.
The next section below, the **application contents**, relates to the application form itself.On the application form, there are two blocks of text you can enter. First the “Header” and appears as the very first thing they see when they login to the application and then the application “Footer” which is the very last thing they see just above the submit button.
59
+
60
+We suggest that in the “Header” you might put additional instructions for your parents, so if they need extra guidance you can update the wording as it will be the first thing the see before they start, and in the “Footer” you would put things you want to remind them of before they click submit. Many centre’s in the Footer section tend to say “By clicking the submit button you agree to the terms outlined in the Parent Handbook.”
61
+
62
+<img src="/uploads/headfoot.png"
63
+ />
64
+
65
+Once they do click “Submit”, they will get a message displayed to confirm that it is a successful submission, and the wording displayed on that page is configurable by you. All three of these boxes follow the same Markup rules as the sections on the profile page, which means you can include links here. So if you want to, for example on the “Successful submission” page, want to send them somewhere else, you can put a link on that page using the Markup that we previously went through. If at any time you’re not sure what that Markup is, click on the blue “Markdown Syntax” and it will show a guide.
66
+
67
+In the reminder email, when you request additional information from the parent, there’s a template there that follows the same rules.
68
+
69
+You can also define how many “Authorised Contacts” is the minimum required for the application form.
70
+You can also temporarily disable applying through this profile, so you might leave that as ticked to disable while you’re setting up or if you need to make major changes and you don’t want anyone applying while you do that. You can temporarily disable the applications or if for any reason you don’t want to accept online applications, but you do want to use the other parent portal functions, you tick the temporary disable box, click save and the profile will still be created, you will still have that webpage but the “Apply” button won’t be on the webpage. 

71
+
72
+<img src="/uploads/authcontact.png"
73
+ />
74
+
75
+
76
+
77
+## Multiple Services
78
+
79
+Go to **Account > Setup Org > Profiles** . A default profile will already exist called **All** that you should edit as you would for a single service. You can opt to choose individual services and add new profiles for each (an example is one profile for BSC/ASC and another for VAC), or choose all of your sevices on the main profile with links to each new profile you create, and disable applications on the main page, directing parents to each service seperately. The support team can advise what solution will work best for your business and assist you with the set up.
80
+
81
+To add new profiles select **Add New Profile**, give the new profile a name and select the service/s you want to direct parents to apply at.
... ...
\ No newline at end of file
SmartCentral-Emails.md
... ...
@@ -0,0 +1,15 @@
1
+SmartCentral sends email to parents in a number of situations:
2
+
3
+1. Sending Statements
4
+2. Confirming receipt of an online application
5
+3. Changes to status of an online application
6
+3. Invite a parent to register for the Parent Portal
7
+4. Request a parent to set up their direct debit
8
+
9
+When emails are sent to parents from SmartCentral they come from **no_reply@smartcentral.net** however the **'reply to'** address will be the service's email address as set up on the **Edit Service** page.
10
+
11
+Should a parent hit 'Reply' to one of these emails the email address it comes back to is the service email address.
12
+
13
+![ServiceReplyToEmail](/uploads/ServiceReplytoEmail.png "Eg. Service Reply to Email")
14
+
15
+If parents are associated with multiple services, the system will pick one service's email address.
... ...
\ No newline at end of file
SmartCentral-Menus-Explained.md
... ...
@@ -0,0 +1,19 @@
1
+What are :
2
+
3
+ * [[Services]]
4
+ * [[Rolls]]
5
+ * [[Weekly Attendances]]
6
+ * [[Applications]]
7
+ * [[Submitted Applications]]
8
+ * [[Waitlisted Applications]]
9
+ * [[Enrolments]]
10
+ * [[Bookings]]
11
+ * [[Attendances]]
12
+ * [[People]]
13
+ * [[Child Profiles]]
14
+ * [[Parent Profiles]]
15
+ * [[Members]]
16
+ * [[Extracts]]
17
+ * [[Statements]]
18
+ * [[Direct Debit]]
19
+ * [[MYOB]]
... ...
\ No newline at end of file
SmartCentral-Schedules.md
... ...
@@ -0,0 +1,27 @@
1
+##Where to find your schedules
2
+
3
+To setup a scheduled job to submit your weekly attendances, go to Account -> Setup Org -> Schedules
4
+
5
+<img src="/uploads/SetupOrgSchedules.png"/>
6
+
7
+##Schedule Weekly Attendances To Be Submitted
8
+
9
+To update an existing schedule, click on the schedules ID
10
+
11
+To add a new schedule select "Add"
12
+
13
+<img src="/uploads/UpdateOrAddSchedule.png"/>
14
+
15
+<img src="/uploads/AddNewSchedule.png"/>
16
+
17
+
18
+## Using the Scheduler
19
+
20
+The scheduler supports :
21
+
22
+* Submit Attendances
23
+* Run Statements
24
+* Create projections
25
+* Send Direct Debit Payments for processing
26
+
27
+For details on scheduler settings and operations go [here](/Scheduler)
... ...
\ No newline at end of file
Special-Circumstances.md
... ...
@@ -0,0 +1,29 @@
1
+| [[Home]] > [[Training]] > [[Special Circumstances]] |
2
+
3
+
4
+#### Jet
5
+
6
+
7
+#### SCCB
8
+
9
+
10
+#### Service SCCB
11
+
12
+
13
+#### Inclusion Support
14
+
15
+
16
+#### Shared Care
17
+
18
+
19
+
20
+
21
+
22
+
23
+
24
+
25
+
26
+
27
+
28
+
29
+| [Previous](The Basics) | [Next](Billing and Payments) |
... ...
\ No newline at end of file
Staff-Discount.md
... ...
@@ -0,0 +1,73 @@
1
+## Staff Discounts
2
+
3
+As of Jan 24, 2022, Child care providers can now offer discounted fees to employees with enrolled child/children in the centre.
4
+_Please refer to [[https://www.dese.gov.au/early-childhood/announcements/child-care-discount-early-childhood-workforce]] for more information._
5
+
6
+
7
+#### Follow the steps below on how to set up the Staff Discount and apply it to the Fees:
8
+
9
+##### **1.** Add the Staff discount dropdown menu to the system.
10
+
11
+_a._ Login to the system. Then click Account from the top menu bar.
12
+
13
+![](/uploads/a..png)
14
+
15
+_b._ Drop down menu appears. select setup org.
16
+
17
+![](/uploads/b..png)
18
+_c._ Setup Edit organisation tab appears. Click the Discounts tab from the menu bar.
19
+
20
+![](/uploads/c..png)
21
+
22
+_d._ Staff Discounts Levels tab appears. Add the necessary details on the next blank level:
23
+
24
+![](/uploads/d..png)
25
+
26
+
27
+**Level** - the next available level for the discount(Level 1 VIP discounts)
28
+
29
+**Label** - Enter the name of the Discount to add
30
+
31
+**Discount** - the percentage of discount to use on the Fees.
32
+
33
+_e._ Click Save to save the entries
34
+
35
+![](/uploads/e..png)
36
+
37
+##### **2.** Apply the Discounts on the Parent’s profile for the enrolment Fees.
38
+_a._ Click People from the top menu bar.
39
+
40
+![](/uploads/2a..png)
41
+
42
+_b._ Drop down menu appears. Select Parents
43
+
44
+![](/uploads/2b.png)
45
+
46
+_c._ Enrolments page appears. Select a Service from the dropdown menu
47
+
48
+![](/uploads/2c.png)
49
+
50
+_d._ Selected service appears. Enter the parent’s name
51
+
52
+![](/uploads/2d.png)
53
+
54
+_e._ Filter result appears. Click on the Id number of the parent
55
+
56
+![](/uploads/2e.png)
57
+
58
+_f._ Parent’s enrolment details page appears. Then, click Profile from the menu bar.
59
+
60
+![](/uploads/2f.png)
61
+
62
+_g._ Profile tab appears. Scroll down to the Staff Discount dropdown menu. Then, select the appropriate discount.
63
+
64
+![](/uploads/2g.png)
65
+
66
+_h._ Save to save the entries.
67
+
68
+![](/uploads/2h.png)
69
+
70
+A notification appears that the Parent profile is now updated.
71
+
72
+ ![](/uploads/2i.png)
73
+
Staff-Quals.md
... ...
@@ -0,0 +1,9 @@
1
+<img src="/uploads/sq1.png"/>
2
+
3
+<img src="/uploads/sq4.png"/>
4
+
5
+<img src="/uploads/sq2.png"/>
6
+
7
+<img src="/uploads/sq3.png"/>
8
+
9
+<img src="/uploads/sq5.png"/>
... ...
\ No newline at end of file
Submit-IS-Claims.md
... ...
@@ -0,0 +1,56 @@
1
+## When to submit an IS Claim
2
+
3
+Inclusion Support (IS) Claims must be submitted **48 hrs, or longer, after** the relevant attendance is submitted.
4
+
5
+The CCMS IS Claims processing job runs in the small hours of the morning and goes looking for the related processed attendance. The IS Claim will be rejected if the CCMS job doesn't find its related attendance within IS.
6
+
7
+So the CCS attendance has to be synced with IS prior to the IS claim being processed.
8
+
9
+General rule is submit IS Claim post submitting attendance, min 48 hrs after attendance has been submitted. .
10
+
11
+Nov 2019 - From CCS: there is a CCS bug, that for some enrolments, attendances are not syncing with IS, and so the service is to create a template with Service ID, Enrolment E# Id , attendance week-ending date, IS Case ID and contact details.
12
+
13
+Then via email request CCS to sync the attendance with IS. This is if 48 hrs, the IS Claim still rejects.
14
+
15
+After the attendance is sync'd manually by CCS, wait anotehr 48 hrs, cancel the old rejected IS Claim and create/submit a new IS Claim for the relevant week ending.
16
+
17
+In the case when you are receiving a portion of the hrs claimed (IS claim is processed) and there is 2 or more enrolments attached to the one IS Case - one explanation can be, one of these enrolment's attendances are not being sync'd by CCS with IS - see above info on "How to" get CCS to sync the attendance with IS.
18
+
19
+You need to still cancel the processed IS Claim 48 hrs after they say the attendance is sync'd and create/submit the new IS Claim.
20
+
21
+
22
+## Finding an IS Case
23
+
24
+Under the relevant Service, click **CCS**.
25
+
26
+![IS Cases in the Enrolment List](/uploads/CCS_TAB.png "IS Cases1")
27
+
28
+Then select the **IS Cases** TAB.
29
+
30
+![IS Cases in the Enrolment List](/uploads/IScase_TAB.png "IS Cases2")
31
+
32
+An IS Case will only appear if SmartCentral detects an IS Case associated with that service.
33
+
34
+Select the latest IS Case (review dates will tell you latest one) by clicking on the **ISCaseId**.
35
+
36
+![IS Cases in the Enrolment List](/uploads/SelectIScase.png "IS Cases3")
37
+
38
+## Creating an IS Claim
39
+
40
+Once in the relevant IS Case, click on the **Case Claims** tab.
41
+
42
+![SmartCentral IS Cases](/uploads/Select_IScase.png "IS Cases4")
43
+
44
+If there are any existing IS Claims, they will be listed similarly to the attendances list, with a blank status field (not yet submitted) or a status field of Submitted or Processed.
45
+
46
+
47
+![SmartCentral IS Cases](/uploads/IS_Claims.png "IS Claims")
48
+
49
+To create an IS Claim, click on **Case Claim**:
50
+
51
+* First Claim - Start typing the **Additional Educator's name**
52
+* Fill in the relevant IS Claim fields, then the hrs next to the relevant educator. You can have more than one educator on the IS Claim. You cannot claim more than the allocated care hrs per day
53
+* See the IS Case for care details
54
+* 2nd Claim - all previos fields will be prefilled - change/delete as required. Leave the previous additional educator names there , just 000:00 their hours if they don't apply. If you need a different additional educator then type in their name in the next available row.
55
+
56
+![SmartCentral IS Cases](/uploads/IS_Claims2.png "IS Claims")
... ...
\ No newline at end of file
Submit-Vacancy-to-MyChild.md
... ...
@@ -0,0 +1,5 @@
1
+To submit your vacancies
2
+
3
+Click on Services then on CCB on the menu below.
4
+
5
+On the CCB page click on Update Vacancy
... ...
\ No newline at end of file
Submit-Weekly-Attendances.md
... ...
@@ -0,0 +1,130 @@
1
+### Auto Schedule of Weekly Attendances
2
+
3
+[To add a schedule to automatically submit your weekly attendances go to this help](https://wiki.smartcentral.net/SmartCentral-Schedules)
4
+
5
+### Manually submitting Your Weekly Attendances
6
+To submit your Weekly Attendances go to **Services > Weekly Attendances** page, tick the box next to ID to select all attendances, or tick the box next to specific attendances and the Submit/Vary/Cancel buttons will appear. Click on **Submit** to submit the selected attendances.
7
+
8
+This will start the submission process which will take a few to several seconds to complete depending on how busy CCMS is at the time.
9
+
10
+If there are any problems with the submission the error message **failed to submit** will be displayed on this screen. Hover your cursor over the red error to see what the error is, rectify the errors and click submit again.
11
+
12
+### Why Can't I edit a submitted Attendance?
13
+You can't change a submitted attendance without first varying it - see below how to vary an attendance individually or in bulk.
14
+
15
+### What happens to a Parent's balance in Edit?
16
+
17
+When you vary (editing) an attendance, the full charge is removed from the parent's balance and doesn't go back on to their balance until the attendance is resubmitted.
18
+
19
+### When does CCS know about a varied attendance?
20
+
21
+CCS will not know you have varied an attendance until the attendance is resubmitted.
22
+
23
+At that point the original CCS is withdrawn (similar to a cancel), the attendance is reprocessed, and the CCS due to be paid is assessed.
24
+
25
+If the original CCS paid is the same post resubmit, it will look like it hasn't been withdrawn
26
+If the original CCS paid is too low, the original CCS withdrawn will be repaid, back dated and additional CCS will be paid with a new reprocessed date.
27
+If the original CCS paid is too much, the original CCS withdrawn will be repaid back dated, and the difference will be withdrawn.
28
+
29
+To Cancel an attendance at CCS end you must use CANCEL and not Vary - See cancel section below
30
+
31
+### Amending a Submitted Attendance
32
+
33
+#### You Can't vary a No Care submitted Attendance
34
+
35
+**Important Note: You cannot vary/edit a NOCARE session report (attendance)**, it must first be cancelled, then varied, then resubmited. If you vary it and then submit you will get the following error and you will need to ask support to fix it.
36
+
37
+CCS returned reason: R003806 Cannot use 'INIT','VARY','NOCARE','NOCHG' Action on NOCARE Session Report (failed to submit)
38
+
39
+**For all other attendances you wish to edit:** see below for how to vary/edit/resubmit an individual attendance or how to vary/edit/resubmit in bulk
40
+
41
+#### Varying an individual attendance
42
+
43
+Go to the enrolment screen -> find the child -> open the enrolment, go to attendance TAB, select the individual attendance to vary (edit), select vary, make changes, submit from the individual attendance.
44
+
45
+Once an attendance is in edit mode (post varying the attendance) you can edit a session in the attendance or add a session to the roll (which in turn adds it to the attendance) or delete a session. Then resubmit it.
46
+
47
+#### Varying attendances in bulk
48
+
49
+If you submit everyone's attendance and need to make a bulk change (eg forget it's a public holiday, or forget to add a Misc Fee in bulk)
50
+
51
+1.Go to the Weekly attendance screen.
52
+2.Select the correct week ending
53
+
54
+![Weekly Attendances](/uploads/A1.png)
55
+
56
+3.Select the square next to ID (left hand side) and vary will appear (along with submit & cancel)
57
+4.Select vary this will vary all attendances
58
+5.Make bulk changes to all attendances
59
+6.select the square again next to ID
60
+7.Resubmit all attendances
61
+
62
+
63
+If you need to ADD a session, delete all sessions you do this by navigating to the Roll for the day in question and adding the session there.
64
+
65
+
66
+### Cancelling a Submitted Attendance
67
+
68
+You can also cancel attendances from the weekly attendance screen following the same process ie select the attendances you wish to cancel then click the CANCEL button.
69
+
70
+Only use CANCEL if you want to withdraw the attendance completely. If you only wish to change a submitted attendance record use the VARY process.
71
+
72
+
73
+### Attendances from a Prior Financial Year
74
+
75
+After the reconciliation period is over (usually 3 weeks into the new financial year) you cannot change attendance information from the prior financial year without first getting DSS approval.
76
+
77
+If you attempt to make a change you will get the following error **New attendances for not permitted**.
78
+
79
+- You cannot submit or amend attendance data for the previous financial year after cutoff (in 2018 this was delayed to the 30th September to assist transition).
80
+- You will need to obtain & submit an application form to do so. It can be obtained from the DSS website. It is called [Application to submit or amend attendance data in a prior financial year](https://docs.education.gov.au/node/44611)
81
+
82
+### Public Holiday Processing
83
+
84
+Attendances can only be submitted as soon as the last session of care for the week has commenced even if this session is being marked as an absence.
85
+
86
+So if you normally submit attendances on a Friday, but that happens to be a public holiday then you can only submit the week's attendances on the Thursday if you will not be charging for the Friday (no Friday session in that week).
87
+
88
+If you intend to charge for the public holiday you must wait at least until Friday to submit the weekly attendances for any children with Friday sessions.
89
+
90
+If you attempt to submit attendances early that have Friday sessions in them all such attendance records will fail to submit and you will see the following error message "Session of Care Date cannot be in the Future”. You will need to resubmit these attendances on Friday or after.
91
+
92
+#### Thursday Submission
93
+
94
+##### Uncharged Public Holiday
95
+
96
+* If you do not charge for a public holiday (ie you would delete a public holiday's sessions) then on Thursday update the rolls for Mon to Thursday as normal and bulk submit the week's attendances as normal;
97
+
98
+ * Make sure the weekly attendance date is for the current week
99
+
100
+
101
+#### Monday Submission
102
+
103
+Submitting Weekly Attendances on a Monday when the previous Friday was a Public Holiday.
104
+
105
+If you normally submit attendances on a Monday or you usually do it on a Friday and you are charging for the session, then you can submit the previous week's attendances as normal, you just need to ensure Friday's sessions on the roll represent your services public holiday policy.
106
+
107
+##### Uncharged Public Holiday
108
+
109
+If you do not charge for a public holiday:
110
+
111
+* Update the rolls for Mon to Thursday as normal.
112
+
113
+* On Friday's roll **Delete all sessions**
114
+
115
+ ![DeleteAllSessions](/uploads/DeleteAllSessions.png "Delete All Sessions")
116
+
117
+* Bulk submit the week's attendances as normal
118
+
119
+##### Charged Public Holiday
120
+
121
+If you do charge for a public holiday:
122
+
123
+* Update the rolls for Mon to Thursday as normal.
124
+* Go to Friday's roll
125
+* Mark all absent
126
+* If you need to change all session codes to a public holiday code then use *Bulk Edit*
127
+* Go to the weekly attendance screen and select the correct week ending date
128
+* Bulk Submit to DSS
129
+
130
+
Submit-vacancies-to-CCMS.md
... ...
@@ -0,0 +1,9 @@
1
+To submit your vacancies to MyChild.
2
+
3
+Click on **Services** from the main menu at the top.
4
+Once on the Service page click on **CCB** which will direct to you to the CCB Approval page.
5
+Click on **Update Vacancy**.
6
+
7
+Enter the Week Ending and tick 'Operational during the week' if you are. Under Care Provided deselect care types that do not apply.
8
+Complete the number of vacancies per day and tick the relevant boxes below.
9
+Submit.
... ...
\ No newline at end of file
Submitting-An-Enrolment-Start-Date.md
... ...
@@ -0,0 +1,9 @@
1
+###Approved Services
2
+
3
+You can only submit an enrolment to CCS, with today's date or a date in arrears of today. ie. You cannot submit an enrolment with a future date.
4
+
5
+Casual enrolments: (those with no permanent bookings) can be submitted with today's date.
6
+
7
+Permanent Enrolments: Those with a permanent booking. If the child is starting at a future date, submit the enrolment with today's date. Make sure that the booking start date is the FUTURE START DATE. This means you can setup the child prior to them starting and the booking start date is when they will be added to reports and teh rolls.
8
+
9
+Note: The Enrolment will cease no attendances (by CCS) if the child isn't starting for 8 weeks. In that case you just restart the enrolment closer to their future start date.
... ...
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The-Basics.md
... ...
@@ -0,0 +1,26 @@
1
+| [[Home]] > [[Training]] > [[The Basics]] |
2
+
3
+#### The Parent List
4
+
5
+
6
+#### The Child List
7
+
8
+
9
+#### Parent and Child Details
10
+
11
+
12
+#### Enrolments
13
+
14
+
15
+#### Bookings
16
+
17
+
18
+#### Rolls
19
+
20
+
21
+#### Attendances
22
+
23
+
24
+
25
+
26
+| [Previous](Getting Started) | [Next](Special Circumstances) |
... ...
\ No newline at end of file
The-Gap-v-COVID-19.md
... ...
@@ -0,0 +1,24 @@
1
+NOTE : I am not a lawyer. Please get professional advice before doing anything rash.
2
+
3
+This was written on 26th March 2020. Things are changing **rapidly**. You have been warned.
4
+
5
+SEE ALSO : [COVID 19 Absences](COVID-19-Absences)
6
+
7
+The legislation is here : <https://www.legislation.gov.au/Details/C2020C00071>
8
+
9
+The Minister's rules are here : <https://www.legislation.gov.au/Series/F2017L01464>
10
+
11
+The amendment to the Minister's Rules related to COVID 19 are here : <https://www.legislation.gov.au/Details/F2020L00295>
12
+
13
+Yellow highlighting below is mine.
14
+
15
+### Legislation
16
+
17
+<img src="/uploads/payments_leg.png"/>
18
+
19
+
20
+### Amendments to Ministers Rules
21
+
22
+<img src="/uploads/payments_covid.png"/>
23
+
24
+**So until you have been forced to close by a Health Agency what you claim must match what you charge or you are breaking the law.**
... ...
\ No newline at end of file
Timesheets.md
... ...
@@ -0,0 +1,53 @@
1
+SmartCentral's timesheet system allows you to manage and collate timesheet information collected through staff sign in process.
2
+
3
+## Settings
4
+
5
+### Organisation Settings
6
+
7
+Basic settings related to timesheets are located in Account > Setup Org in the block labeled 'Ratio'
8
+
9
+#### Timesheet week ends on
10
+
11
+Specify which day of the week you wish the timesheet period to end on. Default is Sunday . Please note that if you change this setting it will only affect timesheets from that date forward and if the change is made in the middle of a week then that week's timesheet will be split.
12
+
13
+#### Timesheet Hours Rounding
14
+
15
+* **Each Activity** - Start and End times for each activity is rounded to the nearest 15 min
16
+* **Smoothed** - Start and End times for each activity is rounded from 5 min before and up to 10 min after a 15 min boundary
17
+* **Daily Total** - Individual activities are not rounded by the daily totals are rounded to the nearest 15 min
18
+
19
+
20
+
21
+### Activity (Room) Settings
22
+
23
+A wide range of staff activities can be tracked through the SmartCentral timesheet system. These activities are defined in the same way (and on the same screen) that Rooms are set up since being on duty in a room is the main activity for an educator.
24
+
25
+The setting in the room configuration that has particular relevance for timesheeting is
26
+
27
+**Room Type** - Specifies if the room is a contact (supervison) activity , a non-contact activity or for an unpaid break.
28
+
29
+For example normal rooms would be 'Contact' whereas programming would be 'non-contact' and lunch might be 'non-contact' or 'unpaid break' depending on your arrangements.
30
+
31
+
32
+## Adminstrator Functions
33
+
34
+Note : **NTR** means No Time Recorded, ie a sign-in or sign-out time is missing for 1 or more activities for that educator on that day. The sign in/out time will need to be adjusted before hours can be calculated correctly.
35
+
36
+### Review Timesheet Summaries
37
+
38
+### Submitting Timesheets for Staff Review
39
+
40
+### Adjusting Timesheets
41
+
42
+### Downloading Timesheet data
43
+
44
+
45
+## Staff Functions
46
+
47
+
48
+### Review and Approve a Timesheet
49
+
50
+
51
+### Request a Review of a Timesheet
52
+
53
+
Tips-and-Tricks.md
... ...
@@ -0,0 +1,18 @@
1
+| [[Home]] > [[Training]] > [[Tips and Tricks]] |
2
+
3
+* [Searching for Parent or Child](Finding-Parents-and-Children)
4
+* [[Correcting Attendances]]
5
+* [[Searching within a page]]
6
+* [[Printing]]
7
+* Using a spreadsheet to explore data
8
+* [[Creating a new enrolment from old]]
9
+* Starting Digital Sign In
10
+* Emailing Statements
11
+
12
+ There are two options that control statement emailing:
13
+
14
+On the **Account > Setup Org** screen : this sets the default for the whole organisation.
15
+
16
+When you add a statement run from the **Extracts > Produce Statements** screen : this controls statement emailing for just this one statement run.
17
+
18
+| [Previous](Reports and Extracts) | [Next](EarlyWorks) |
... ...
\ No newline at end of file
Training.md
... ...
@@ -0,0 +1,25 @@
1
+## SmartCentral Fundamentals - Course Notes
2
+
3
+To access the exercises in these course notes you will need an account in the **SmartCentral** demo environment.
4
+
5
+Contact support@smartfees.com.au to arrange access to the demo environment.
6
+
7
+Module 01: [[Concepts]]
8
+
9
+Module 02: [[Getting Started]]
10
+
11
+Module 03: [[The Basics]]
12
+
13
+Module 04: [[Special Circumstances]]
14
+
15
+Module 05: [[Billing and Payments]]
16
+
17
+Module 06: [[Everything Web]]
18
+
19
+Module 07: [[Reports and Extracts]]
20
+
21
+Module 08: [[Tips and Tricks]]
22
+
23
+Module 09: [[Earlyworks]]
24
+
25
+Module 10: [[CCS 2018]]
... ...
\ No newline at end of file
Transferring-Payments-from-one-parent-to-the-other.md
... ...
@@ -0,0 +1,15 @@
1
+Cancelling attendances will remove any attendances charges from the old parent 1's transactions TAB, and therefore their balance
2
+
3
+Find the parent, (People -> Parents), select Old Parent, go to Transaction TAB. .
4
+
5
+If the old enrolment had an incorrect parent then, old Parent 1 wont have had any CCS to be withdrawn.
6
+
7
+Therefore what remains as the parent's balance, are any payments made to date by old parent 1, and thus they will be in credit.
8
+
9
+Make a negative payment for the entire amount in credit with a note that the balance is being transferred to new parent 1.
10
+
11
+Then make a payment for the same amount to new Parent 1, thus transferring the payment credit to the new parent/child.
12
+
13
+This will mean that once the new enrolments attendances are submitted, the credited payments transferred will be absorbed by the attendance charges.
14
+
15
+**Note**: You can only do this if old parent 1 and new parent 1 are from the same immediate family. There was an example of the child being looked after by the Grandmother. The mother (parent 1) had become in credit from cancelled attendances but the credit had to be legally repaid to the mother, even though the G'mother looked after the child, with no CCS, for the period the attendances were cancelled.)
... ...
\ No newline at end of file
Troubleshooting.md
... ...
@@ -0,0 +1,40 @@
1
+### Accessing XMLS
2
+
3
+Production : https://www.smartcentral.net/v2/diagnose/ccms_soap/
4
+
5
+The XMLS are organised by **CCB Approval ID** and then **Date**.
6
+
7
+You can look up the **Approval Id** under **Services > Service > CCB** .
8
+
9
+
10
+### User stuck on random page after login
11
+
12
+* Go to the browser address bar and type **www.smartcentral.net/v2/user/edit** then hit enter. You should then be able to navigate properly
13
+
14
+
15
+### Parent cant view their statement
16
+
17
+A few parents have experienced **"This page can’t be displayed"** when attempting to view their statements. Generally this is related to the email client, browser version or browser settings.
18
+
19
+**Any information about the device and software the parent is using would be great.**
20
+
21
+Possible explanations are :
22
+
23
+- **Running hotmail on Internet explorer:** Many people have reported problems opening or displaying documents particularly PDFs
24
+- **Solution:** Switch to using chrome / safari / firefox when accessing hotmail
25
+
26
+- **Accessing on a work computer:** Some companies block the downloading of 'suspicious' attachments , unfortunately this often catches perfectly valid ones in the same net
27
+- **Solution:** Try from a non-work device eg smartphone
28
+
29
+- **Outdated software:** If the software on the computer is not up to date it may not be able to read the pdf file
30
+- **Solution:** Check your software is up to date, especially browser and pdf reader
31
+
32
+
33
+#### Possible workarounds
34
+
35
+If the above solutions don't work there are a number of possible work arounds
36
+
37
+- **If the parent is using a Desktop/ Laptop:** Parent can right-click on the link and select **Save link as**,they should then be able to open the saved file.
38
+- **If the parent is using a touchscreen device eg iPad or Smartphone:** After the message **This page can’t be displayed** appears in the browser window go into the browser menu and click **Download** , the file should then download to the device and be viewable
39
+- **Use Portal:** Parent can log into the portal and view their statement their
40
+- **Nothing else seems to work** - staff can download the statement and email it to the parent. If this doesn't work for the parent either then its very likely their device cant read PDFs and they need to install a PDF viewer
Update-a-Daily-Roll.md
... ...
@@ -0,0 +1,20 @@
1
+To Update the Daily Roll
2
+
3
+Go to Services and click on Rolls
4
+
5
+On the Roll screen enter the date you want to amend in the date field and select the action you would like to perform by selecting a function from the menu bar located under the date field;
6
+
7
+- Delete All Sessions: To be used when not charging for a public holiday
8
+- Mark All Absent: To be used when charging for a public holiday or the service is shut
9
+- Bulk Edit: Used to update every session with the same type or code
10
+- Add Misc Fees: add the same Misc Fee to all sessions
11
+- Add Session: Add a casual to the roll, only use on today's date or in arrears. (Create a day booking for any future casuals)
12
+- Sheet: Print the attendance sheet for that date
13
+- Emergency List (for the relevant date. See extracts -> more reports -> Period Emergency List Report for an emergency report that covers a longer date period.)
14
+
15
+You can delete or edit individual rows on the roll, mark children absent and sign children in/out if a parent has forgotten to do so..
16
+
17
+Edit can be used to update the following fields (date, session code, room, fee, start time, end time, signed In time, Signed Out time, Session type, Preschool Indicator.)
18
+
19
+
20
+Whatever you update on the teacher's roll (or the parent's digital sign in sheet) is also updated on the weekly attendances and vice versa.
... ...
\ No newline at end of file
Updating-Operational-Profile-to-CCMS.md
... ...
@@ -0,0 +1,34 @@
1
+# Operational Status
2
+
3
+
4
+Services are able to submit more than one future dated operational profile for a given CCB approval to support known changes to their operating conditions e.g. school holidays and terms. Multiple future dated profiles can exist for a single CCB Approval, but each profile must have a unique date of effect.
5
+
6
+Select the service > CCB > Update Operational Profile
7
+
8
+Select a valid option from the drop list. Valid options are:
9
+
10
+**Operational** - the operational status of your service will usually be Operational. This option would be selected for most replacement profiles submitted. You may be opened post closing for Christamas, changing your operating hours or the weeks per year you currently operate, etc.
11
+
12
+**Temporarily Closed** - When you know you will be closed between specific dates you can create an operational profile using this status. The date of effect will be the date you plan to close your service. A second record can also be created where the date of effect is the date you plan to reopen. Both these records can be submitted at the same time. Typically you will create new operational profiles if you shutdown for the Christmas period. The operational status change reason would be Planned Closure.
13
+
14
+You may also select this option if your service is temporarily closed due to an emergency, the reason for this type of temporary closure would be Unexpected Circumstances.
15
+
16
+**Closed** - Select this option if your service is to close. You must notify DSS of your intention to close at least 42 days before the intended closure date. The Date of Effect should reflect the Closure date. If this option is selected you will also need to include an operational status change reason. This field will not display until all displayed fields have been entered and the new record is saved.
17
+
18
+**Transferred** - If your service is being sold to a new owner or the business structure of your organisation is changing and a new CCB Approved operator is required you would select this option.
19
+
20
+## What next?
21
+
22
+This is the minimal information you are required to enter prior to clicking on the Save button;
23
+
24
+**Date of Effect**
25
+This is the key to your new record and this date determines the currency of when your service's new profile is to become active. The date of effect must always be in advance. For example, if your operating hours are to change next month you can create and submit a new profile with the date of effect in one month's time. It defaults to tomorrow's date but can be overridden.
26
+
27
+**Hours/Week**
28
+Enter the number of hours per week your service operates. If you are creating a replacement profile you must enter this information regardless of whether your operational hours per week are changing.
29
+
30
+**Weeks/Year**
31
+Enter the number of weeks per year your service operates. If you are creating a replacement profile you must enter this information regardless of whether your operational weeks per year are changing.
32
+
33
+**Open/Close**
34
+You must enter the Operator hours before you can submit this profile to CCMS.
... ...
\ No newline at end of file
Updating-Parent-Organisation-Details-to-CCMS.md
... ...
@@ -0,0 +1,7 @@
1
+If you need to update your parent organisation details that must be done on a separate form provided by the government.
2
+
3
+***"Use this form to notify the department of changes to the legal entity including the name, location and contact details for the entity. (The legal entity is the Organisation (sole trader, partnership, company or trust) that is the Approved Operator for CCB purposes)."***
4
+
5
+--- Department of Education website : https://docs.education.gov.au/documents/update-parent-organisation-details-form
6
+
7
+Access the form [here](https://docs.education.gov.au/documents/update-parent-organisation-details-form)
... ...
\ No newline at end of file
Updating-Provider-Details-to-CCS.md
... ...
@@ -0,0 +1,12 @@
1
+Certain information relating to the details of a provider must be updated directly through PRODA.
2
+
3
+These details include:
4
+
5
+* Provider name
6
+* Contact details
7
+* Financial details (including bank account details)
8
+* Address details
9
+
10
+
11
+
12
+The details for performing the task through PRODA are described [here](https://www.education.gov.au/child-care-package/resources/how-view-and-update-organisation-details-provider-entry-point).
... ...
\ No newline at end of file
Updating-fees-on-mygov.md
... ...
@@ -0,0 +1,14 @@
1
+Services are required to publish a fee schedule to **mygov**. This complements the vacancy information so that parents can see which services have space available and what their fee structures are.
2
+
3
+Under CCS a more flexible way of publishing fee structures is available. Instead of following the previous rigid structure services may simply provide a link to a web page with their fees on it.
4
+
5
+In SmartCentral this is accomplished from **Services > CCS > Fee**.
6
+
7
+There are 2 options:
8
+
9
+- Link mygov to one of your SmartCentral profile pages (the page **all** is the default)
10
+- Link mygov to a specific page on your web site
11
+
12
+In either case you can update fee information on the linked page and parents will have access to the most up to date information on your web page.
13
+
14
+![Update Fees on MyGov](/uploads/mygov_fees.PNG "Set Fee URL")
... ...
\ No newline at end of file
Waitlist-Bookings.md
... ...
@@ -0,0 +1,29 @@
1
+Services sometimes need to maintain a waitlist of bookings for days for exisitng children in a way that's easy to pull on to the roll when a spot becomes available.
2
+
3
+1) Setup
4
+
5
+* Create a zero fee session code with an easily identifiable name
6
+* (Optional) create a separate room code
7
+
8
+2) Adding a waitlist booking
9
+
10
+* Create the required booking for the child selecting the zero fee code
11
+* If a CCS service choose default session type of 'CESSATION of CARE' to prevent the session going to CCS by mistake
12
+
13
+3) Modifying the waitlist booking
14
+
15
+* Days can be ticked in or out of the waitlist booking as needed just like a normal booking
16
+* The whole booking can be converted to a normal booking by changing the session code and default session type
17
+
18
+4) Deleting the waitlist booking
19
+
20
+* End date or delete the booking as needed
21
+https://wiki.smartcentral.net/livepreview/images/save_24.png
22
+
23
+Notes:
24
+
25
+* The waitlist booking will appear on the admin roll and create a session when generated. The session will be marked absent.
26
+* The waitlist booking will be hidden on the parent roll.
27
+* The waitlist session on the roll can be edited into a normal session.
28
+* Waitlist sessions will remain on the roll unless manually deleted (eg filter and bulk delete).
29
+* Waitlist bookings will count towards room totals in occupancy & utilisation reports. To avoid this create a separate 'waitlist' room and use that for the booking.
... ...
\ No newline at end of file
Weekly-Attendances.md
... ...
@@ -0,0 +1 @@
1
+Weekly attendances are created by collating sessions on the daily roll.
... ...
\ No newline at end of file
What-to-do-if-you-are-reopening-post-being-closed-for-COVID.md
... ...
@@ -0,0 +1,89 @@
1
+DRAFT - not finished yet
2
+
3
+If your doors closed leading up to 6/4, when free childcare started, or you closed your service during the free child care period, and you're just starting to reopen, please read on.
4
+
5
+The following links and screenshots will help you quickly find what you need to read and do, in order to navigate the remaining free childcare period - 6th April to 12th July 2020.
6
+
7
+CLOSED period
8
+
9
+
10
+
11
+
12
+Free childcare:
13
+
14
+* ends July 12th
15
+* From 6 April to 12th July you cannot charge the families attending your service.
16
+
17
+
18
+
19
+COVID Payments
20
+And you will receive COVID payments for the period you are open, if eligible and with at least one child in attendance.
21
+
22
+From July 13th we return to the normal CCS processing: submitting attendances, receiving CCS where relevant & parent paying the GAP. From July 13th you can also vary/cancel & resubmit any relevant attendances from 2019/2020 financial year un to 5/4/2020.
23
+
24
+
25
+You should be able to update bookings, update session codes and submit enrolments, IS Claims, even query attendances. You cant however submit, vary or cancel any attendances this financial year until the free childcare finishes.
26
+
27
+Free ChildCare + COVID Payments
28
+
29
+If you are re-opening you can alert the Dept of Education, so you can get paid your COVID payments for any period prior to July 12th that you have one or more children attending your service. Your Fees must be capped at your Feb 23rd to Mar 1st period, (which is the reference period the COVID payments are based on)
30
+
31
+COVID Payments are placed in the COVID TAB - as they are lump sums, not attached to any attendances as such.
32
+
33
+I can see you have been paid these. If you have been shut you will need to alert the dept of Education. These payments will need to be withdrawn.
34
+
35
+
36
+Support - Chat
37
+
38
+I rang but you had left. Let me know in chat when you are back if you still need a call (after you read below).
39
+
40
+
41
+Your SC Account
42
+
43
+
44
+You are paid up to date & none of your staff are end dated - so you should be able to log in.
45
+
46
+COVID Help
47
+
48
+if you can log into SmartCentral, then I suggest you go to Help -> Staff and read through the Top Questions this month which relate to a lot of the COVID changes, we have had to do for this period. Our Help, plus along with FAQs from the government should bring you up to date. Then if you still have questions, please ask for one of us in chat.
49
+
50
+https://www.dese.gov.au/covid-19/childcare/childcare-faq
51
+
52
+The ones with green arrows might be worth reading first. ​
53
+
54
+Attendances up to 5/4
55
+
56
+
57
+On Thurs 2/4, the govt decided from Mon 6/4 childcare was free, the attendances for the financial year would be locked as is and you wouldn't be able to submit, vary or cancel any attendances for this financial year.
58
+
59
+Knowing some of our clients submit Mondays(7/4) and even later (we have some clients who submit fortnightly) we issued group emails to say mark the rolls and submit everything up to 5/4 on Friday 3/4.
60
+
61
+When we could see that not everyone had read their email and there were still attendances not submitted we made the call to submit them for people (this was conveyed in the email too)
62
+
63
+We didn't want services to miss out on their CCS for the weeks leading up to 5/4.
64
+
65
+Unfortunately some services didn't put holidays into SC, so bookings still generated the rolls and therefore attendances. These got submitted on 5/4.
66
+
67
+If they were not meant to be submitted, we apologise but in the rush of that week, we had to make a call.
68
+
69
+If they were not meant to be submitted you will have to cancel them and the CCS will be withdrawn. Unfortunately you can't cancel them until the COVID period ends. The end date is currently 12th July, so you should be able to cancel them 13th July. The government will probably issue an email to that affect.
70
+
71
+B2B Proda Device
72
+
73
+Your device is expiring 27/6, about a week out I suggest you disable/remove the current B2B device and create a new one and reactivate your software
74
+
75
+The help to disable/remove your old device & create a new one is below.
76
+https://wiki.smartcentral.net/Reactivating-Connection-to-PRODA
77
+
78
+​
79
+
80
+Once you reactivate the software it should return with a blue/green headings like this:
81
+
82
+If it comes back with yellow/red headings there is an error - please ask us in chat to help you fix that. If you submit 5 times using a B2B device in error it will be locked and you will have to create a new one and reactivate all over again.
83
+
84
+Hope that all helps
85
+
86
+
87
+https://docs.education.gov.au/documents/covid-19-faqs-inclusion-support-program
88
+
89
+https://www.dese.gov.au/covid-19/childcare/childcare-faq
What-to-say-when-a-parent-DISPUTEs-their-MYGOV-enrolment-notice.md
... ...
@@ -0,0 +1,37 @@
1
+### CONFIRMing an enrolment
2
+What the parent is agreeing to when they confirm the MYGOV enrolment notice is that they agree they have requested care from the Service (the enrolment states that) and that they agree to the session codes, and start date of care (the booking contains that).
3
+
4
+### Parent disputes the enrolment notice
5
+CCS do not let you future date an enrolment start date, you would have had to put a start date of today (whatever date that was at the time) or in arrears. The booking though can be future dated.
6
+
7
+The enrolment start date is not the start date of care, it's the start date of the family applying for care - think of it like a shell - it contains the % & hrs per fortnight the family are eligible for CCS and other data, like absences, the service ID, etc.
8
+
9
+The booking start date is the more important than the enrolment start date, that is the start date of care, that is the start date for receiving CCS if they are eligible, that is the start date for paying any remaining Parent GAP.
10
+
11
+### Parent disputes the CASUAL session rate
12
+
13
+The MYGOV enrolment notice has a casual session on the MYGOV enrolment notice. CCS technical specs state that if the system (SmartCentral) puts the highest rate that could possibly be charged on the MYGOV enrolment notice (ie your highest session code) then the service staff (you ) do not need to push every single casual session through to MYGOV for the parent to CONFIRM. The highest rate is chosen as we do not know which session code you will assign for a casual session, should one be asked for. There is also a condition that states on SC's CWA that you will only be charged the casual session rate you book for.
14
+
15
+Once that is explained to a parent they normally CONFIRM the enrolment notice, but you have to restart the Disputed enrolment first.
16
+
17
+### Parent Disagrees with the booking
18
+
19
+Update the booking to reflect what the parent does agree to.
20
+
21
+### Undisputing An Enrolment;
22
+
23
+- Speak to the Parent to find out why they disputed the MYGOV Enrolment Notice.
24
+- If the explanations above satisfy the parent, undispute the enrolment (see below)
25
+- If the booking is the issue, update the enrolment's booking and undispute the enrolment (see below)
26
+
27
+To undispute the enrolment;
28
+
29
+- Select the relevant enrolment
30
+- Click on Edit
31
+- Type a reason, eg. Fix Dispute
32
+- Choose Overwrite Notice Type 200D
33
+- Save
34
+
35
+Enrolment should now be back to status PENDIN, then the parent can confirm it on MyGov.
36
+
37
+Let support know in chat if you get an error undisputing this enrolment, and we will take a look. There used to be a CCS bug that didn't allow you to undispute an enrolment if there was no booking change. We have a way to get around this issue. Cross fingers though, by the time you need this information, the bug is fixed.
... ...
\ No newline at end of file
When-is-CCS-BackPaid-to-Parent.md
... ...
@@ -0,0 +1,21 @@
1
+There are exceptions to to the rule (as always) but what tends to happen is the following:
2
+
3
+Any attendances submitted that are eligible for CCS, prior to the enrolment moving to CONFIRM (Active), will be back paid to the parent. And all CCS paid from the enrolment being Active, will be paid to the service.
4
+
5
+With the swapping of parents, from an old enrolment (old Parent 1) to a new enrolment (new Parent 1) & subsequently submitting of a number of attendances all at once, we are not sure if all of these attendances will have any eligible CCS back paid to the new parent 1, or only the 28 days prior to their claim being made. The parent can check this with C/Link if they want to know.
6
+
7
+C/Link recommend relying on the CCS payments made (see bottom of each attendance) and the parent owes you in full for any charges that do not receive CCS.
8
+
9
+You can check in the Session Subsidy TAB for the weeks no CCS was paid - if the family were eligible it will show as INDIV paid rather than SERVI paid.
10
+
11
+If no one paid, then the family may not have been eligible - check the eligibility letter for the date they were eligible from.
12
+
13
+Information above was taken from the excerpt below, from the childcare handbook:
14
+
15
+Where possible, providers should encourage parents to lodge their claim before enrolling their child. A Child Care Subsidy claim can stay active for a year without any sessions of care being reported for the child.
16
+
17
+However, Child Care Subsidy claims can only be backdated for a maximum of 28 days before the claim was made. If a child is enrolled and starts attending care before a claim is made, and the claim is delayed, Child Care Subsidy will not be paid for sessions of care that took place more than 28 days before.
18
+
19
+Any back payment of subsidy that is payable for the 28-day period before a claim was made will generally be paid to the individual, not the provider (see Are any payments made to families?). This reflects the expectation that until a family’s claim is finalised and the provider knows they are eligible for Child Care Subsidy (and what their entitlement is) the provider will charge the family full fees for care provided.
20
+
21
+This excerpt can be found [here] (https://www.education.gov.au/child-care-provider-handbook/enrolment-process-0)
Zero-Fee-Session-Code.md
... ...
@@ -0,0 +1,28 @@
1
+### Creating a Zero Fee Session Code
2
+
3
+If you wish to record a child's sign in/out times or even absences, but don't wish to charge the parent for the session, you will need to create a Zero Fee Session Code, unless you already have one.
4
+
5
+You create a new session code as usual, with a start & end time, but the session fee will be zero.
6
+
7
+<img src="/uploads/ZeroFee.png"/>
8
+
9
+The department doesnt count zero fee sessions to absences. So this may be useful if you wish to voluntarily close due to the Corona Virus Pandemic.
10
+
11
+
12
+### Editing a Zero Fee Session Code on your Daily Roll
13
+
14
+You can manually edit individual sessions on your Daily Roll, or you can do the entire roll in one bulk edit.
15
+
16
+<img src="/uploads/RollEdit.PNG"/>
17
+
18
+When doing a bulk edit, choose the appropriate Session Type & Session Code. What you select will reflect on all sessions on the Roll for that day.
19
+
20
+Alternatively you can filter the roll and apply the session code to the filtered list eg filtering to all absent and applying the new code.
21
+
22
+<img src="/uploads/BulkEditSess.PNG"/>
23
+
24
+### Modifying Bookings to Zero Fee Session Codes
25
+
26
+You can modify bookings so it automatically uses this session code. You may also want to change the default session type applied by the booking eg 'Hrs Absence' or 'Hrs Additional Absence'
27
+
28
+<img src="/uploads/zfs.PNG"/>
booked-fees.md
... ...
@@ -0,0 +1,51 @@
1
+**Adding a Booked Fee**
2
+A booked fee allows a schedule of payments to be made, for example, a bond of $1000.00 may be required to be charged, which allows that amount to be paid across a period of time.
3
+ Follow the steps below on how to add a booked Fee:
4
+Log in to the system. On the top menu bar, click People.
5
+Then, select Parents from the drop down menu.
6
+<img src="/uploads/bf01.PNG"/>
7
+
8
+
9
+
10
+
11
+Parents page appears.
12
+select from the enrolled at dropdown menu. Then enter the desired parent name to search the Filter by name, CRN or email text field.
13
+<img src="/uploads/bf02.PNG"/>
14
+<img src="/uploads/bf03.PNG"/>
15
+Search results appear.
16
+Then, click on the Parent’s ID number
17
+<img src="/uploads/bf04.PNG"/>
18
+Parent details tab appears.
19
+Then, click on the Transactions tab.
20
+
21
+<img src="/uploads/bf05.PNG"/>
22
+
23
+Transactions tab appears.
24
+Then, click Add Booked Fee.
25
+
26
+<img src="/uploads/bf06.JPG"/>
27
+
28
+Add new booked fee page appears.
29
+Then, fill out the necessary information:
30
+<img src="/uploads/bf07.JPG"/>
31
+
32
+***Service*** -Available service in the system to use.
33
+***Amount*** - amount to be paid in the Booked fee
34
+***Note*** - any information regarding the amount to be paid.
35
+***Start date*** - Start date the payments will be deducted
36
+***End date*** the payments will be paid by.
37
+***Style*** - Includes 2 options:
38
+Days/Weekly
39
+***Every*** - frequency of amounts being paid
40
+***Weeks*** - select the desired days within the week.
41
+
42
+<img src="/uploads/bf08.JPG"/>
43
+
44
+
45
+Click Save to save all entries.
46
+
47
+<img src="/uploads/bf09.JPG"/>
48
+
49
+Booked fee now appears on the top of the list in the Transaction history.
50
+<img src="/uploads/bf10.JPG"/>
51
+
console.md
... ...
@@ -0,0 +1,138 @@
1
+Migrations
2
+
3
+updated process for migrations Jan 2018
4
+
5
+### CCB Approved Services
6
+
7
+1. Create Org
8
+2. Attach Service Approval
9
+3. Resolve Informals
10
+3. Run attendance import
11
+4. Run booking auto create
12
+5. Run balance reset
13
+6. Import Transfer amounts
14
+7. Import parent emails
15
+8.
16
+
17
+
18
+#### Start Ruby console
19
+
20
+```
21
+ssh into prod.
22
+
23
+cd /home/bitnami/ccsm_prod
24
+RACK_ENV=production bundle exec padrino console
25
+```
26
+
27
+
28
+#### Set all balances to zero (no service allocation)
29
+```
30
+# in ruby console
31
+
32
+Organisation[9999999].parents.each {|v| Payment.create(amount: v.balance, parent_id: v.id, payment_date: Date.parse('2020-01-01'), notes: "Migration balance adjustment", src: 'other', src_ref: 'migration_2_sc') }
33
+
34
+# 9999999 is the organisation id
35
+# payment_date can be today (Date.today)
36
+# notes and src_ref can be changed (but give it something unique, can be easily deleted if by mistake)
37
+# to get balance at, call balance with a single param v.balance(Date.parse('2018-01-01'))
38
+
39
+```
40
+
41
+
42
+#### Set all balances to zero (multi-service allocation)
43
+
44
+cd ccms
45
+
46
+RACK_ENV=staging bundle exec padrino run script/reset_parent_service_balance.rb [org_id] [adjustment date 2018-02-01]
47
+
48
+RACK_ENV=production bundle exec padrino run script/reset_parent_service_balance.rb [org_id] [adjustment date 2018-02-01]
49
+
50
+#### auto generate bookings and session codes
51
+
52
+you now must specify which week to use as the baseline
53
+
54
+cd /home/bitnami/ccms_prod
55
+
56
+RACK_ENV=production bundle exec rake auto_bookings[service_id,we_date]
57
+
58
+e.g. rake auto_bookings[100,2018-04-29]
59
+
60
+#### auto generate bookings and split rooms
61
+
62
+```
63
+the cmd to generate booking and split room based on dob
64
+
65
+$cd ccms_prod
66
+$RACK_ENV=production bundle exec rake auto_booking[445,2018-05-20,2016-01-01_2014-01-01]
67
+
68
+so that is service id, week ending to sample booking and dobs joined by '_'
69
+```
70
+
71
+
72
+alternatively just rerun the entire import job in console
73
+```
74
+$cd ccms_prod
75
+$RACK_ENV=production REDIS_URL=redis://localhost:6379/0 REDIS_PROVIDER=redis://localhost:6379/0 bundle exec padrino console
76
+
77
+then in console
78
+[1] pry(main)> NewClientImportWorker.perform_async(445,'2018-05-20','2017-01-01_2014-01-01')
79
+
80
+```
81
+this just kicks the process off and exits . an email will be sent to support on completion
82
+
83
+### Pull Attendance history
84
+
85
+```
86
+Usage:
87
+
88
+under ccms_prod dir:
89
+
90
+FULL HISTORY
91
+============
92
+
93
+RACK_ENV=production bundle exec padrino run script/ccms_load_atts.rb <SC service id>
94
+
95
+Query recent atts.
96
+=================
97
+
98
+RACK_ENV=production bundle exec padrino run script/ccms_load_atts.rb <SC service id> recent
99
+
100
+the script will auto exit when all operations finished, there is no need to monitor the progress.
101
+
102
+p.s. upon exit the script will throw Concurrent::RejectedExecutionError, which is normal.
103
+
104
+```
105
+
106
+old method
107
+```
108
+ssh into prod.
109
+
110
+cd /home/bitnami/ccsm_prod
111
+RACK_ENV=production bundle exec padrino console
112
+
113
+wait...
114
+
115
+after console loaded, type:
116
+
117
+require './sucker_punch_jobs/dss_att_job.rb' [enter]
118
+
119
+DssAttJob.perform_async(302, nil, true) [enter]
120
+
121
+wait for a while (seconds) and refresh att list page to see if statuses updated.
122
+* 302 is the SC service id.
123
+
124
+* third param true is recent two weeks. false is three years.
125
+```
126
+
127
+#### Pull Payments
128
+
129
+in ccms_prod folder, run script with service_id
130
+
131
+~/ccms_prod$ RACK_ENV=production bundle exec padrino run script/ccs_payment_query.rb 482
132
+
133
+### Requery all atts on a CCMS enrolment.
134
+
135
+bitnami@sfng:~$ cd ccms_prod
136
+bitnami@sfng:~/ccms_prod$ RACK_ENV=production bundle exec padrino run script/ccms_atts_by_enrol.rb service_id dss_enrolment_id
137
+
138
+e.g. RACK_ENV=production bundle exec padrino run script/ccms_atts_by_enrol.rb 10 4-SDFSDF
... ...
\ No newline at end of file
dapoxetine and cialis.mediawiki
... ...
@@ -0,0 +1 @@
1
+This standard applies to all FDA approved generic medicines <a href=https://enhanceyourlife.mom/>priligy generico</a> Brayden kewhAIwiJxOczO 6 19 2022
... ...
\ No newline at end of file
embed-video.md
... ...
@@ -0,0 +1,3 @@
1
+<h1>Hello</h1>
2
+
3
+<<Video(https://ik.imagekit.io/rjue0pnu1/SC%20Wiki/20527357-sd_240_426_30fps.mp4?updatedAt=1722467398758) >>
replyfunction.md
... ...
@@ -0,0 +1,22 @@
1
+### How can I access the Reply function?
2
+
3
+Administrators can trigger emails from several different screens within Smart Central:
4
+
5
+
6
+
7
+Daily Roll
8
+Parents list
9
+Enrolments
10
+Immunisations, MMP & Epipen
11
+SC Immnunisation Page
12
+<img src="/uploads/r1.png"/>
13
+When emails are sent, an admin has the option to select “Record as notes on file.”
14
+<img src="/uploads/r2.png"/>
15
+
16
+
17
+This option will include a link with the message for the parent to acknowledge and reply.
18
+
19
+The parent receives the link via email and the app. Note that the service must be switched to the new app for app acknowledgment.
20
+<img src="/uploads/r3.png"/>
21
+
22
+Clicking the link opens the reply screen. The parent clicks, and the note is posted onto the parent’s record with the time and date.
... ...
\ No newline at end of file
tadalafil price ireland.mediawiki
... ...
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1
+The cell lines studied differ in expression of p53 as expected Figure 1A <a href=https://cialis.lat/discover-the-best-prices-for-cialis>cheap cialis online pharmacy</a> Further ultrasound studies or urinary luteinizing hormone LH tests can aid detection of ovulation
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\ No newline at end of file
test2.md
... ...
@@ -0,0 +1 @@
1
+test
... ...
\ No newline at end of file
updates22/Updates.md
... ...
@@ -0,0 +1,34 @@
1
+### FDC’s will have the ability to record if a child is related to an educator for reporting purposes:
2
+
3
+
4
+As an admin , I can access a child's profile and specify a 'related educator'
5
+
6
+<img src="/uploads/up1.png"/>
7
+
8
+
9
+### Alternative Booking Summary Report option:
10
+
11
+We implemented this alternative layout for the Booking Summary Report as an aid to centres transitioning from QK / XPLOR. added columns:
12
+Child DOB, p1 first, p1 last, p1 mobile, p2 first, p2 last, p2 mobile
13
+
14
+<img src="/uploads/up2.png"/>
15
+
16
+To switch to this layout, select “classic” from “style” dropdown
17
+
18
+<img src="/uploads/up3.png"/>
19
+
20
+### _NEW KIOSK ONLY_. Sign out options wording change.
21
+
22
+<img src="/uploads/up4.png"/>
23
+
24
+To avoid confusion:
25
+We have changed “sign out” to “confirm”.
26
+We have removed the “absent” option from sign out.
27
+
28
+### _NEW KIOSK ONLY_. Filter child list by session code
29
+
30
+As an ADMIN, when I access the child list "Session Code" is available as a filter option.
31
+
32
+Will not display the session codes , just to be able to filter by them.
33
+
34
+<img src="/uploads/up5.png"/>
... ...
\ No newline at end of file
uploadFile.md
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@@ -0,0 +1,32 @@
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+diff --git a/lib/graphql_schema.rb b/lib/graphql_schema.rb
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+index af9dba63..cf128ead 100644
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+--- a/lib/graphql_schema.rb
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++++ b/lib/graphql_schema.rb
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+@@ -106,6 +106,7 @@ class ServiceSessionType < GraphQL::Schema::Object
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+ field :roomId, String, null: true
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+ field :absent, Boolean, null: false
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+ field :enrolmentId, ID, null: false
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++ field :childId, ID, null: false
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+ field :date, String, null: true
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+
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+ def enrolment_id
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+@@ -127,6 +128,8 @@ end
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+ class EnrolmentType < GraphQL::Schema::Object
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+ field :id, ID, null: false, method: :spid
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+ field :child, ChildType, null: false
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++ field :childId, ID, null: false
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++ field :parentId, ID, null: false
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+ field :parent1, ParentType, null: false
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+ field :parent2, ParentTwoType, null: true
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+ field :status, String, null: false, method: :graphql_status
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+@@ -187,7 +191,9 @@ class ServiceType < GraphQL::Schema::Object
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+ field :id, ID, null: false, method: :spid
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+ field :name, String, null: false
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+ field :type, String, null: false
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+- field :enrolments, [EnrolmentType], null: false, method: :families
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++ field :enrolments, [EnrolmentType], null: false do
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++ argument :id, String, required: false
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++ end
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+ field :rooms, [RoomType], null: false
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+ field :educators, [CcsPersonType], null: true, method: :ccs_people
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+
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+<!-- --- title: -->
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+# Welcome to the SmartCentral Wiki
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+
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+| - | - |
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+| Welcome to the SmartCentral Wiki | ![SmartCentral Home Page](/uploads/login2.PNG "HOME") |
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+
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+
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+style="float:right;
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+
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+![SmartCentral Home Page](/uploads/login2.PNG "HOME")
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+
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+| - | - |
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+| Welcome to the SmartCentral Wiki | ![SmartCentral Home Page](/uploads/login2.PNG "HOME") |
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+
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+[[Introduction]]
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+
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+[[FAQ for Parents and Guardians|FAQ]]
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+
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+[[Recent Changes]]
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+
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+[[SmartCentral Menus Explained]]
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+
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+[[Roles]]
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+
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+## How Do I ?
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+
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+
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+| ------------------------------ | ------------------------------ |
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+| ++++++++++++++++++++++++++++++ | ++++++++++++++++++++++++++++++ |
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+| [[Finding Parents and Children ]] | [[Add an Enrolment]] |
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+| [[Create a Booking]] | [[Formalise an Enrolment]] |
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+| [[Update a Daily Roll]] | [[Submit vacancies to CCMS]] |
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+| [[Claiming SCCB]] | [[Submit Weekly Attendances]] |
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+| [[Add a staff member]] | [[Remove a staff member]] |
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+| [[Submit IS Claims]] | [[Add an Additional Educator]] |
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+| [[Set up Digital Sign In]] | [[Estimate fees]] |
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+
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+
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+### Billing and Payments
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+
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+| ---------------------------------------- | ---------------------------------------- |
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+| ++++++++++++++++++++++++++++++ | ++++++++++++++++++++++++++++++ |
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+| [[Send Parent Statements]] | [[Process Direct Debits]] |
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+| [[Process Manual Payment]] | [[Import Payment File]] |
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+| [[Managing Bonds]] | [[Billing in Advance]] |
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+
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+
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+| ---------------------------------------- | ---------------------------------------- |
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+| ++++++++++++++++++++++++++++++ | ++++++++++++++++++++++++++++++ |
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+| [[Find an existing Parent or Child]] | [[Process Online Applications]] |
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+| [[Add an Enrolment]] | [[Create a Vacation Program]] |
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+| | [[Formalise an Enrolment]] |
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+| | [[Submit vacancies to CCMS]] |
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+| [[Claiming SCCB]] | |
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+| [[Submit Weekly Attendances]] | [[Add a staff member]] |
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+| [[Submit IS Claims]] | |
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+| [[Send Parent Statements]] | [[Remove a staff member]] |
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+| [[Process Direct Debits]]| [[Managing Bonds]] |
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+| [[Process Manual Payment]] | [[Set up Digital Sign In]] |
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+| [[Set up a web profile]] | [[Invite a Parent to join SmartCentral]] |
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+| [[Estimate fees]] | |
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+
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+
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+
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+Here is some text with a floating image (I hope). ![SmartCentral Home Page](/uploads/login2.PNG "HOME"){ float: right; }
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+
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+
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+
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+[[Editing Tips]]
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+
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+[[Troubleshooting]]
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+
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+[[Access SC1]]
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+