Presentation on theme: "PA’S CHILDCARE MANAGEMENT SOLUTION. ATTENDANCE & MEAL TRACKING Record of Actual Attendance & Meals Comparison of Scheduled vs. Actual Attendance &"— Presentation transcript:
PA’S CHILDCARE MANAGEMENT SOLUTION
ATTENDANCE & MEAL TRACKING Record of Actual Attendance & Meals Comparison of Scheduled vs. Actual Attendance & Meals Attendance & Meal Reports (incl. Data For CACFP Reports ChildWare has 4 key functional areas BILLING & ACCOUNTS RECEIVABLE One-Click Weekly Billing & Simple Billing Adjustments Batch Charges, Payments, Refunds, Credits & Discounts Family Billing, Inter-sibling Balance Transfers, & Payment Splits Financial Reports & Invoices STAFF DATA DPW Requirements Keystone STARS Standards Professional Development (Training & Other Activities) Credentials, Experience & Career Lattice Level Clearances & Health Assessments Schedule & Classroom Assignments Reports & Notifications CHILD & FAMILY DATA Enrollment, Discharge and Recruitment tracking Parents & Emergency Contacts Health Information & Assessments Expected Attendance & Meals Schedule & Classroom Assignments Tuition Rates, Discounts & Subsidies Reports & Notifications
Child & Family Data
As soon as a parent calls about enrolling their child, you can begin to track their information – this is the “Add Child” screen.
Each child has an individual record; this is the “Main” Tab.
Child Record – Relationships Tab
Child Record – Service Profile Summary Tab
Child Record – Service Profile Detail The Service Profile specifies care level, classroom, expected attendance & meals…
Child Record – Service Profile Detail …it also includes subsidy information, tuition rates, and the parent’s payment plan.
Child Record – Financial History Tab
Child Record – Health Information Tab
Child Record – Special Needs Tab
Child Record – Enrollment/Consents Tab
Child Record – Events Tab
Child Record – Vaccines Tab
Child & Family Reports For a complete list of reports, see the “Reports Overview” section of the Manual
Child Health Assessment Report – Enables centers to stay on track to meet DPW requirements
Child Emergency Contact and Health Information Report – Useful for teachers in classrooms or on field trips
Child Care Level Transition Report – Helps centers plan classroom assignments and identify upcoming vacancies
Child Care Level Mismatch Report – Helps centers identify children who need to be moved to the next care level
Daily Classroom Schedule Report – Outlines arrival and departure times for each child, by classroom for each day of the week (weekends can also be included).
Billing & Accounts Receivable
For each billing period, the system generates a list of children to be billed along with corresponding amounts, based on the service profile.
For non-routine charges such as field trips, you can bill several children at once using the “Batch Charge” function.
You can also enter payments for multiple children at once using the “Batch Payment/Credit” function.
This function also enables you to split payments among siblings.
Financial Reports For a complete list of reports, see the “Reports Overview” section of the Manual
Invoices – Can cover any period; can be printed in bulk or individually; and can either include siblings, or not
Aging Report – Shows how much money is owed for each child and for how long the debt has been outstanding
Fiscal Summary Report – Shows charges and payments for each care level served; a collapsed version without care level groupings is also available
Tax Statements – ChildWare makes it easy to generate tax statements for each family at the end of the year
Attendance & Meals
The system generates a weekly attendance roster pre-populated with default attendance & meals – only absences and missed meals need to be entered. When a child is marked absent, meals are automatically deleted. Each completed week can be saved for your records.
Attendance & Meal Reports For a complete list of reports, see the “Reports Overview” section of the Manual
Attendance Summary – Shows expected vs. actual attendance for each child and calculates an attendance percentage
Meals Summary – Shows the number of each type of meal consumed by each child and calculates the number of free, reduced and paid meals of each type served within a given month
Attendance/Meal Detail – Shows a weekly breakdown of meals and attendance for each child, by classroom; this report enables centers to quickly compare hand-written meal counts to the counts recorded in the system to help avoid errors
Each staff member has an individual record, similar to the child record. Not all tabs are covered in this demo. This is the “Credentials” Tab.
Staff Record – Clearances Tab
Staff Record – PD-Training Tab
Staff Record – PD-Training Detail
Staff Record – PD-Events Tab
Staff Record – Schedule Tab
Staff Reports For a complete list of reports, see the “Reports Overview” section of the Manual
Basic Training Expirations Report – Helps centers quickly identify which staff members need required trainings now or in the near future
STARS Training Hours Report – Helps centers determine if all staff members are on track to meet requirements for Keystone STARS
STARS Career Lattice Report – Helps centers determine if staff meet credentialing requirements for Keystone STARS
Classroom Schedule by Staff – Handy reference tool; classroom schedule by room also available
Staff/Child Ratio Report – Shows number of children and staff (and staff/child ration) in each classroom during each 15-minute increment of the day; Identifies required ratio based on age of youngest child...
…and displays a warning if no staff are assigned or if the required ratio is not being met; A companion report shows only time periods when the ratio is not being met.
System-Wide Features & Tools
To-Do List helps centers keep on top of time-sensitive tasks.
Group Training and PD Event entry saves time on updating staff records.
Advanced Child Lookup feature helps centers identify children that meet any number of criteria.
Printable forms (in the reports section) to help centers in their daily operations.
Multiple filtering options for all reports so centers can get the specific data they want.
Almost all reports can be exported to Microsoft Excel for further data analysis.
WANT TO SEE MORE ? Call to schedule a live demo today! ChildWare is a product of Targeted Solutions, the consulting practice of Public Health Management Corporation (PHMC), and is part of the Shared Source Pennsylvania Initiative.