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the UserManual - Targeted Solutions

1. erv Full Partial Full Partial 772006 Infant 15 00 12 00 22 50 18 00 1272010 Toddler 16 00 13 00 24 00 19 50 Older Toddler 17 00 14 00 25 50 21 00 Preschool 18 00 15 00 27 00 22 50 Young School Age Older School Age Note Active Children Displays the number of active children whose attendance covered by thatpayer Thisnumber iscalculated based on the intake and payer data forchildren You cannot edit this field Active Displays whether or not the contract is active Start Displays the date the contract begins Stop Displays the date the contract ends Rates section Displays the rates paid by the payer foreach type of attendance day Separate ratescan be entered for Traditional and Non traditional Part time and Full time attendance and foreach of care level Note Disolaysa note about the contract ChildWare User Manual Page 104 Last Updated 11 11 2010 CLOSE button Retums you to the Site screen and if in Edit Mode saves your changesand retums you to the Site screen EDIT button Allows you to edit the information on the Payer page Once a PayerContract has been added this information should not be edited If the rateschange you must specify an End Date i e the last date for which the old payer information is applicable and then create a new Payer Contract record The Begin Date of the new record should be the d
2. Name Julius Marx Name Leueen MacGrath Phone 215 555 4851 Phone 215 555 1407 Cell 267 555 1818 Cell 267 555 9641 Relation Brother z Relation Wife z Close Edit view Print Home section Home Address 1 and 2 Display the staff person shome address City tate and Zp Display the staff person s city state and zip code Home Phone Displays the staff person shome phone number Cell Phone Displays the staff person s cell phone number Email Displays the staff person s email address Note Disolaysa comment about the staff person Medical Information section Physician Name Displays the name of the staff person s physician ChildWare User Manual Page 117 Last Updated 11 11 2010 Address 1 and 2 Display the staff person s physician s address City State and Zp Display the staff person s physician s city state and zip code Phone Displays the staff person s physic ia n s phone number Allergies Displays the staff person s allergies Medical Note Displaysa comment about the staff person s medical condition Emergency contacts section Displays information about two emergency contacts for the staff person Name Displays the name of the emergency contact Phone Displays the emergency contact s home phone number Cell Phone Displays the emergency contact s cell phone number Relation Displays the emergency contact s relationship to the staff person ChildWare
3. TARGETED solutions ChildVVare USER MANUAL Last updated November 11 2010 TABLE OF CONTENTS OVERVIEW About ChildWare Technical Support Accessing ChildWare via the Intemet Usemames and Passwords ChildWare Main Menu Accessing Multiple Sites COMMON CHILDWARE FUNCTIONS Common Buttons Drop Down Menus Retrieve Options Edit Mode Retneving Exported Files CHILD SECTION Child Listing screen Add Child screen Child screen Main page Health page Administrative page Meals page Charges Payments Listing screen Add Payment screen Add Charge screen Payment screen Charge screen ELN page Child Log screen History Listing screen Add Child History screen Child History screen Payer Listing screen Add Payerscreen Payer screen Event Listing screen Add Event screen Event screen Contact Listing screen Add Contact screen Contact screen Main page OUBRP RE Contact screen Work School Contact Information page Sibling Listing screen Add Sibling screen ATTENDANC E MEALS SECTION Attendance Meals Listing screen Add Attendance screen Attendance screen Marking days as Open orClosed Attendance Reports Meals screen TO DO UST FANANCIAL MENU Overview Bulk Charges Listing screen Add Charge screen Bulk Payments Listing screen Add Payment screen Billing Request screen Special Billing Request screen Print Invoices screen Reconciliation screen Reconciliation Listing
4. 8 23 2010 Refund 8 23 2010 Copayment 8 18 2010 Payment 8 16 2010 Copayment 8 15 2010 Field trip 7 30 2010 Meals 7 26 2010 Copayment 7 22 2010 Payment 7 22 2010 Payment 7 21 2010 Meals 7 19 2010 Copayment 7 14 2010 Field trip 7 12 2010 Field trip The Charges Payments page screen showsa list of charges to and payments made by the child s caregivers SELECT button Allows you to retrieve a paymentorcharge record See page 28 and 30 In order to retrieve a record highlight it in the list then press the SELECT button ADD button Allows you to add a payment orcharge See pages 25 and 27 DELETE button Allows you to delete a charge orpayment In order to delete a record highlight it in the list then press the DELETE button PRINT button Allows you to print a list of payments and charges for that child orthe family if the child has siblings fora user specified date range ChildWare User Manual Page 24 Last Updated 11 11 2010 Add Payment sc reen amp Add Payment Ea Payment Credit Charge Type Payment Bi Child 4rmstrong Louis Y Note Contact Smith Bessie zi Date 7 05 2010 Amount 25 00 Method Check z Check 123 Receipt 456 Close Add PAYMENT CREDIT button Indicates whethera payment orcredit is being entered This is the default view when you press the A
5. Child Listing screen Children iew or Search By Active H Close Select Show All Add Last Name First Name e Intake Discharge E Belafonte Harry 10 08 2008 M 10 08 2010 JEFF 26 Brite Rainbow 1 01 2006 F 9 01 2010 JEFF 1024 Clemon Tonya 12 23 2009 F 10 10 2010 JEFF 677 Deville Lil 2 28 2009 F 3 15 2010 JEFF 678 Deville Phil 2 28 2009 _ M 3 15 2010 JEFF 873 Doe Jane 9 10 2009 F 8 05 2010 JEFF 690 Doe John 10 02 2008 M 10 20 2010 JEFF 676 Finster Chuckie 5 29 2008 M 3 25 2010 JEFF 672 Griffin Stewie 6 26 2008 M 3 01 2010 JEFF 699 Mayonaise Patty 6 26 2000 F 3 15 2010 JEFF 1110 Pickles Dill 3 23 2010 M 10 24 2010 JEFF 611 Pickles Tommy 2 27 2009 M 5 01 2010 JEFF Simpson Maggie 1 22 2010 _F 4 15 2010 JEFF Squarepants Spongebob 2 14 2008 M 8 09 2010 Test Trace 7 01 2008 F 7 01 2010 Record 14 4 il gt t Il of 15 Delete View Print When you select Children from the Main Menu ChildWare sends you to a list of active children for the site CLOSE button Retums you to the Main Menu SELECT Allows you to retrieve a child srecord In orderto retrieve a record highlight it in the list then press the SELECTbutton See page 17 SHOW ALL Allows you to view a list of all children loca
6. ChildWare User Manual Page 89 Last Updated 11 11 2010 Agency screen Main page amp Agency AGENCY The East Shelton Tabernacle Main Insurance Name The East Shelton Tabernacle Phone 215 555 8280 Address 1 1842 Church Street Fax 215 Address 2 Email testchurch comcast net City Philadelphia Note State Pa z Zip Tax ID 23 1231222 Baby Geniuses Learning Academy 4 10 2010 TEST Jeffs Place 6 24 2010 JKNIGHTLY 2 23 2005 KAHLEN Record 14 lt 1 gt lorl gt of 4 Close Edit Group Training The Main page of the Agency Screen stores basic information about the agency Some of this information is included on reports and documents such as invoices Name Displays the name of the agency Address 1 and 2 Display the street address forthe agency City State and Zp Display the city state and zip code forthe agency Tax ID Displays the tax identification number assigned to the agency Phone Displays the phone number forthe agency Fax Displays the fax number for the agency Email Disolays the email address forthe agency Note Displaysa comment about the agency ChildWare User Manual Page 90 Last Updated 11 11 2010 Site section The site section displays a list of child care sites run by the agency SELECT button Allows you to retrieve the record forone of the agency s sites In order to retrieve a record
7. Displays the receipt number for that payment if applicable Note Disolaysa comment about the payment ChildWare User Manual Page 28 Last Updated 11 11 2010 CLOSE button Saves yourchanges and retums you to the Charges Payments page EDIT button Allows you to edit the data In orderto edit the data press the EDIT button and edit the data directly on this screen PRINT button Allows you to view and print the receipt for that individual payment ChildWare User Manual Page 29 Last Updated 11 11 2010 Charge screen Charge Type Tuition i Note Weekly Copayment Date P os 2010m Amount 25 00 Close Edit Type Displays the type of charge Date Displays the date of the charge Amount Displays the amount of the charge Note Disolaysa comment about the charge CLOSE button Saves yourchanges and retums you to the Charges Payments page EDIT button Allows you to edit the data In orderto edit the data press the EDIT button and edit the data directly on this screen ChildWare User Manual Page 30 Last Updated 11 11 2010 Child screen ELN page Child CHILD Armstrong Louis Balance Due 862 00 Family Due 973 23 Main Health Administrative Meals Charges Payments ELN Health Information Child s Birth Weight Normal Greater than or equal to 5 8 Ibs z Mother s Birth Year 1922 Mother s Highest Education Vocational or Technica
8. SELECT button Retrieves an existing payerrecord In orderto retneve a record highlight it in the list then press the SELECT button See page 40 ADD button Allows you to add a new payerrecord See page 39 DELETE button Deletesa payerrecord In orderto delete a record highlight it in the list then press the DELETE button ChildWare User Manual Page 38 Last Updated 11 11 2010 Add Payerscreen 3 Add Payer Ed Begin Date Payer z Care Level zi CCIS Agency z Copayment Billing Frequency z Close Add Begin Date Enter the date the payer s coverage for the child begins Payer Select the name of the payer options available include Private Pay CCIS Head Start Pre K Counts Meals If meals are not included in a child s tuition this payer should be added in orderto enable to system to charge a child s caregiver for partially subsidized ornon subsidized meals Care Level Select the child scare level This field becomes invisible if you selecta payerthat doesnot have car levels CCIS Agency Enterthe CCISagency This field is only visible if you select CCIS asthe payer Co payment Enter the amount of the child s weekly co payment for the payer s coverage Billing Frequency Displays how often the caregiver will pay CLOSE button Retums you to the Payer Listing screen without saving the new record you created ADD bu
9. Note Disolaysa comment about the contact Is Contact section Active Displays whether or not the contact isan active contact forthe child Emergency Displays whether ornot the contact isan emergency contact for the child At least 16 Displays whether or not the contactisat least 16 years of age Student Displays whether or not the contactisa student Language section Displays the languages spoken by the contact Home Contact Information section Address 1 and Address 2 Display the contact shome address City State and Ap Display the contact s home city state and zip code County Displays the contact shome county Home Phone Displays the contact shome phone number Cell Phone Displays the contact s cell phone number Email Displays the contact s email address ChildWare User Manual Page 49 Last Updated 11 11 2010 School District Displays the school district assigned to the contact s address CHILDREN button Displays a list of other children in the system that have a relationship with the contact MAIN button When you are on the Work School Contact Information page retums you to the Main Page WORK SCHOOLCONTACTINFO button When you are on the Main page takes you to the Work School Contact Information page ChildWare User Manual Page 50 Last Updated 11 11 2010 Contact screen Work School Contact Information page amp Contact CONTACT Smith Bessie Child Name Armstrong Lou
10. ADD button Saves the payment you have just entered closesthe Payment screen and retums you to the Bulk Payments listing screen ChildWare User Manual Page 76 Last Updated 11 11 2010 Billing Request screen Billing Request xi Site Jeffs Place H Nov 2010 Nov 7 2010 7 Payer CCIS H Bill Frequency weekly o Date 11 15 2010 To Be Billed 45 00 60 00 Copayment 98 00 Copayment 25 00 Copayment 75 00 Copayment 30 00 Copayment 3 76 Copayment Simpson Maggie 25 00 Copayment Squarepants Spongebob 25 00 Copayment hd Record 14 4 I 1 Db otl gt of 9 Total To Be Billed 386 76 Ok Cancel The Billing Request screen allows you to apply tuition charges for private pay children and co payments for subsidized children All active children are billed based on the criteria selected After the billing processiscomplete you also have the ability to print invoices from this screen Copayment E Finster Chuckie Oo Griffin Stewie Pickles Dill Site Select the site you for which you want to apply charges Bill Frequency Select the bill frequency for which you want to apply charges Date Enterthe date that the billing cycle begins For weekly bi weekly billing this date must be on a Monday For monthly quarteny billing this date must be on the first day of the month quarter You
11. Add Existing Contact If the contact you are adding has already been entered in ChildWare you can use this drop down to search for his or her existing record If an existing contact is selected all fields except Relationship and Pick Up will disappear If the contact isnot on the list fill out the form Last Name Enter the contact s last name First Name Enter the contact s first name Suffix Enter the contact s suffix if applicable MI Enter the contact s middle initial Sex Select the contact s gender Relationship Select the contact s relationship to the child Pick Up Select whether or not the contact is allowed to pick up the child at the agency Language Select the primary language spoken by the contact Youcan enter additional languages the contact speaks after you add the contact At Least 16 Check this box if the contact is at least 16 years of age The box ischecked asa default Student Check this box if the contact isa student ChildWare User Manual Page 46 Last Updated 11 11 2010 Emergency Contact Check this box if the contact isan emergency contact forthe child CLOSE button Retums you to the Contact Listing screen without saving the new contact record you have created ADD button Saves the new contact record you have created and opens the Contact screen forthat contact for further data entry Before a record isadded ChildWare will check to see if there isalreadya contact wit
12. Date Displays the staff person s termination date Termination Note Displaysa comment about the staff person s termination CLOSE button Saves yourchanges and retums you to the Staff Main screen EDIT button Allows you to edit information in the staff history record ChildWare User Manual Page 112 Last Updated 11 11 2010 Staff screen Schedule page Staff STAFF Kaufman George Main Schedule Hiring Information Contact Information Professional Development Room Schedule Day Classroom Start End Sunday Monday e z 10 00 am 3 00 PM Tuesday Orange room zi 10 00 AM 3 00 PM Wednesday Blue room H 8 30 4M 6 00 PM Thursday H Friday zi Saturday zi El Close Edit viewsPrint Foreach day of the week displays the room in which the staff person works and the hours they are scheduled to work Classroom Displays the room in which the staff person works Sta rt Displays the start time forthe staff person End Displays the end time for the staff person CLOSE button Saves your changes and retums you to the Staff Listing screen EDIT button Allows you to edit the staff person s schedule VIEW PRINT button Allows you to print the staff person s schedule ChildWare User Manual Page 113 Last Updated 11 11 2010 Staff sc reen Hiring Information page 3 Staff STAFF K
13. Supervisor Displays the name of the contact s work supervisor ChildWare User Manual Page 51 Last Updated 11 11 2010 Phone Displays phone number of the contact s work supervisor Note Displaysa comment about the contact s work orschool contact information ChildWare User Manual Page 52 Last Updated 11 11 2010 Sibling Listing screen Sibling Relationship Classroom Chisolm Shirley Sister Orange room Dali Salvador Brother Red room De burgos Julia Sister Green room Ma Yo yo Brother Blue room Marx Harpo Brother Frog room Record 1 4 1 gt Cn aaa of 5 Close Select Add Delete The Sibling Listing screen lists other children at the agency who are related to the child When two or more children are linked as siblings their financial information is also linked and foreach child in that family both a family balance and the individual balance for the child is displayed This financial information about the family is displayed in the header of the Child screen and can be printed from the Charges Payment Listing screen See page 24 CLOSE button Retums you to the Child screen SELECT button Allows you to retrieve the Child record of the sibling ADD button Enables you to establish a new sibling relationship within the database See page 54 DELETE button Deletesa relationship To delete a relationship highlight it in the list then press the DELETE button
14. 2009 F 7 01 2001 TEST 15 _ Bolivar Simon 5 02 2008 F 9 01 2004 TEST 5 Chisolm Shirley 1 03 2002 F 9 04 2004 TEST 1 Dali Salvador 12 01 2002 M 9 01 2004 TEST 7 Davis Miles 1 01 1995 M 12 01 2009 11 30 2005 TEST 3 De burgos Julia 5 05 2000 F 9 01 2004 TEST 578 Doe Janice 12 31 2006 F 1 15 2010 TEST 24 Douglass Frederick 12 10 2006 M 3 01 2007 TEST 25 Ellington Duke 1 01 2007 M 1 21 2007 TEST 19 Fitzgerald Ella 2 01 2009 F 8 01 2006 TEST 46 Flintstone Fred 12 25 1950 M 12 02 2009 5 03 2010 TEST S77 Frazier Walt 12 10 1995 M 3 01 2010 TEST het Record 14 4 1 gt gt L gt of 36 d Close Select Show All Add Delete view Print When retrieving data in ChildWare you will often be presented with a list to choose from asin the example above Most listing screens have two fields which allow you to filter which records are retrieved View or Search By Allows you to specify how you want to filter the list There are two ways to filter lists First you can filter by certain general attributes without needing to enter any search tems Forexample you can filter by Active or Discharged Selecting one of these options will immediately restrict the list to only active children or only discharged children In these cases the Search Term s field will not appear Search Term s The second method of filtering the list requires you to select or input additional information to
15. Child screen Meals page 5 Child CHILD Armstrong Louis Balance Due 887 00 Family Due 998 23 Main Health Administrative Meals Charges Payments ELN Expected Meals Monday Tuesday Wednesday Thursday Friday Saturday Sunday sti O O Snack 1 o O o o O O O Lunch O O Snack 2 Oo o go oO Oo Oo o Supper O Ci o oO o o o Food Subsidy Reduced price Close Edit Log History Payers Events Contacts The Meals page displaysa grid of expected meals forthe child perweek To enter or change this information press the EDIT button and press the boxthat corresponds with the day and meal type to add orremove an expected meal Food Subsidy Displays the food subsidy status of the child If you enter the child s family income and family size on the Main tab See page 18 the food subsidy status will default to one of the three options based on rules set by the state of Pennsylvania You may choose to ovenide this field if you do not have accessto that information Pricing information for meals islocated in the Payers Listing screen See page 38 ChildWare User Manual Page 23 Last Updated 11 11 2010 Child screen Charges Payments page amp Child CHILD Armstrong Louis Balance Due 975 00 Family Due 1 233 45 Main Health Administrative Meals Charges Payments ELN Transactions 3 30 2010 Copayment 8 25 2010 Late pickup 8 25 2010 Copayment
16. Displays whether or not the child seesa physician regula dy ChildWare User Manual Page 31 Last Updated 11 11 2010 Has Regular Dentist Displays whether ornot the child seesa dentist regula dy Anemia Displays whether or not the child has anemia Asthma Displays whether or not the child has asthma Diabetes Displays whether or not the child has diabetes Obesity Displays whether or not the child is considered obese None Displays whether or not the child has no known conditions Misc ellaneous Household Information section Language at Home Displays the primary language spoken in the child s home Homeless Displays whether or not the child is homeless Is English Child s First Language Displays whether or not English is the primary language spoken in the child s home Adopted Displays whether or not the child isadopted Age of Adoption Displays the approximate age the child wasat the time of adoption Reading Frequency Displays the approximate frequency that the caregiver readsto the child of Books at Home Displays the approximate number of books in the child s home Outreach section This section displays a list of referrals made by the provider including Emergency Crisis Intervention Substance Abuse Mamiage Education Housing Assistance Child Abuse Health Insurance Transportation Assistance Domestic Violence Health Providers Mental Health Services Child Support Unknown ESL Training Health
17. Enter the child s first name MI Enter the child s middle initial Last Name Enter the child s last name Suffix Enter the child s suffix if applicable Sex Select the child s gender DOB Enter the child s date of birth Ethnicity Enter the child s ethnic ity ChildWare User Manual Page 13 Last Updated 11 11 2010 Race Select the child s race SSN Enter the child s SSN Recruitment section Referral Date Enter the date the child was first referred to the agency By Select the child s referral source Staff Contact Select the name of the first person at the agency to contact the child s caregivers Status Select the recruitment status of the child based on the following options Enrolled If you enter an enrollment date the status field will default to enrolled Pending If you do not enteran enrollment date this field will default to Pending Pending refers to a child whose caregiver has expressed interest or while the application process is underway Waiting List If the child s caregiverhas indicated that he she would like to proceed with enrollment the application process is complete but youragency is full you may manually overwrite this field to list the child on the Waiting List NotEnrolled If a child s caregiveror youragency decides not to enroll the child you may select the Not Enrolled option What is selected in the status field will help you sort lists of children based
18. Phone 215 825 7625 Type Child care center zi Active Fax 215 825 7699 Address 1 8200 Ridge Avenue Email abcchildcare comcast net Address 2 Suite 702 CCIS ID 72378472782 3 City Philadelphia CCIS Reporting Email State PA z Zip 19128 Note County H Select Add Delete Entered By B gt ccis 10 2009 10 2010 11 17 2009 MIKE Record wf cf if gt ory of 1 Close Edit The Main page of the Site Screen stores basic information about the site Some of this information is included on reports and documents such as invoices Name Displays the name of the site Type Displays whether the site isa child care center group home or family day care center Active Displays whether or not the site is active Address 1 and 2 Display the street address for the site City tate and Zp Display the city state and zip code forthe site County Displays the name of the county in which the site is located Phone Displays the phone number for the site Fax Displays the fax number for the site ChildWare User Manual Page 96 Last Updated 11 11 2010 Email Displays the email address for the site CCISID Displays the identification number of the agency according to CCIS CCIS Reporting Email Displays the email address where CCIS attendance ee ncy reports will be sent when the PDF feature is available See page Note Disolaysa comment about the site Payers s
19. Publisher authenticity verified by VeriSign Commercial Software Publishers CA Caution Microsoft Corporation asserts that this content is safe You should only install view this content if you trust Microsoft Corporation to make that assertion I Always trust content from Microsoft Corporation More Info ChildWa re User Manual Page 2 Last Updated 11 11 2010 Press then YES button to download ActiveX a Microsoft control The download takes less than 15 seconds You may also be prompted to download ThinPrint software that will allow you to print from ChildWare If you have a problem installing ActiveX or ThinPrint please contact PHMC contact information is listed on Page 1 of this manual STEP 4 Enter your usema me and network password Press the OK button You will see this screen Enter Username and Password TARGETED solutions ChildVvare Username KAHLEN Password STEP 5 Yourusemame automatically appears in the usemame field Enter your database password and hit the LOGIN button You are now logged in to ChildWare ChildWare User Manual Page 3 Last Updated 11 11 2010 ChildWare Usemames and Passwords You will be assigned a usemame and two passwords network and database with which to access ChildWare Yournetwork password grants you access to PHMC servers yourdatabase password grants you accessto ChildWare If you were not assigned a usemame and passwords conta
20. User Manual Page 118 Last Updated 11 11 2010 Staff sc reen Professional Development page 5 Staff STAFF Kaufman George Main Schedule Hiring Information Contact Information Professional Development Hours Last Professional Dev D AEYC Membership Total 53 00 Type Date Expires Membership Start JATE PQAS 34 00 First Aid 4 13 2010 _4 13 2012 Type Regular zl Act 48 Child Abuse 1 07 2010 Last Year 11 00 Fire Safety Other CPR 1 07 2009 1 07 2011 Director Credential Emerg Plan Staff Evaluation Career Lattice Level m z Date Description Select P 8 18 2010 Child Development Child observation skills 6 24 2010 How to write your name Blueprint for literacy Add E 6 22 2010 Handwashing Behavior 6 21 2010 Handwashing Health _Delete 6 01 2010 How to make your teacher crazy in one day Other 6 01 2010 How to embarrass your parents in 5 easy les Other v Record Wa cf irj of 13 al a Close Edit viewsPrint Hours section You cannot edit the data in thissection They are updated automatically based on the trainings entered forthe staff person See page 122 Total Displays the total hours of professional development received by the staff person during the curent training year The start month and day of the training year are recorded on th
21. When you delete a relationship record ChildWare automatically deletes the reciprocal record Forexample if you deleted Harpo Mar from Louis Amstrong s list of siblings ChildWare would automatically delete Louis from Harpo s list of siblings ChildWare User Manual Page 53 Last Updated 11 11 2010 Add Sibling screen E Add Sibling x nam oo Close Add Name Select the name of the sibling Relationship Enter the relationship of the sibling to the child CLOSE button Retums you to the Sibling Listing screen without saving the new sibling relationship you just created ADD button Saves the new sibling relationship you just created When a record iscreated ChildWare automatically creates the reciprocal record for the sibling Forexample if you create a record asserting that Ella Fitzgerald is Louis Armstrong sister ChildWare automatically createsan entry on Ella s record indicating that Louis is Ella s brother ChildWare User Manual Page 54 Last Updated 11 11 2010 Attendance Meals Listing screen Attendance Meals iew or Search By In Process zi Month Site Att Prepared Att Certified Meals Prepared Meals Certified Entere gt TEST 3 17 2010 3 17 2 2 2010 TEST 3 16 2010 3 16 2 1 2010 TEST 1 06 2010 1 06 2 12 2009 TEST 12 15 2009 12 15 2 11 20093 TEST 12 07 2009 12 07 2 10 2009 TEST 11 03 2009 11 03 2 9 2009 TE
22. child s services including tuition co payments and meal payments See page 38 EVENTS button Allows you to view and enterdata about developmental events for the child including observations See page 42 CONTACTS button Allows you to view enterand edit data about the child s contacts See page 45 Child screen Main page First Name Displays the child s first name MI Displays the child s middle initial Last Name Displays the child slast name Suffix Displays the child s suffix if applicable SSN Displays the child s Social Security number Sex Displays the child s gender Ethnicity Displays the child s ethnicity Languages Display the languages spoken by the child Family Size Displays the number of people in the child s household including the child DOB Displays the child s date of birth Race Displays the child s race Income Displays the child s family income Classroom Displays the name of the child s primary classroom Only classrooms for the site the child attendscan be selected Food Subsidy Displays the child s food subsidy level The status is automatically updated whenever the child s family income or fa mily size is edited based on the rules forfood subsidies A pop up box notifies users ChildWare User Manual Page 18 Last Updated 11 11 2010 when the system automatically recalculates food subsidy status Userscan overwrite the calculated value if necessary SIBLINGS butto
23. highlight it in the list then press the SELECT button See page 96 ADD button Allows you to add a new site to the agency CLOSE button Saves yourchanges and retums you to the Main Menu EDIT button Allows you to edit information about the agency GROUP TRAINING button Allows you to record training sessions for multiple staff members at one time See page 94 ChildWare User Manual Page 91 Last Updated 11 11 2010 Agency screen Insurance page amp Agency AGENCY The East Shelton Tabernacle Main Insurance Insurance Bonds Start Date End Date General WAPATIE 6 30 2010 Auto 2 01 2009 3 01 2010 Worker s Comp 7 01 2009 6 30 2010 Professional 7 01 2009 6 30 2010 Abuse 7 01 2009 6 30 2010 Fidelity Bond 4 01 2009 3 31 2010 Miscellaneous Setup Training Start Date 12 31 Active Auto Receipting Logo double click to change Enter Actual Payment O Close Edit Group Training Insuranc e Bonds General Displays the start and end date of the agency s general insurance policy Auto Displays the startand end date of the agency s automobile insurance policy Worker s Comp Displays the start and end date of the agency s Worker s Compensation policy Professional Displays the startand end date of the agency s professional liability insurance policy Abuse Displays the start and end date of the agency
24. menu ChildWare User Manual Page 72 Last Updated 11 11 2010 Date Enterthe date of the charge Amount Enter the amount of the charge Note Enter any details orspecific notes associated with the charge CLOSE button Closes the Add Charge screen without saving any information you may have entered and retums you to the Bulk Charges listing screen ADD button Saves the charge you have just entered closes the Add Charge screen and retums you to the Bulk Charges listing screen ChildWare User Manual Page 73 Last Updated 11 11 2010 Bulk Payments Listing screen Payment Batch iew or Search By Batch j Search Term s Batch 33 Entered zi Method ML eville pate amount J oo 11 08 2010 ms a Rainbow Brite 11 08 2010 12 00 11 08 2010 CBALSAMO Process The Bulk Payments Screen allows you to apply individual payments to multiple children s recordsin batch format If there are no open batches the listing screen will appear blank and you may press ADD to starta new batch If there isan open batch the listing screen will appear with the payments you had previously added asseen above To add to an open batch you use the same ADD button to add a new payment To view previous batches select from the Search Term s drop down menu Processed batches will be labeled assuch Name Displays the name of the child for whom the payment is being made Date Displays the date of the payment
25. part time Y and non traditional full time 2 School Information section Preschool Only Sta rts Kindergarten Enter the year the child began oris scheduled to begin kindergarten After School Only School Select the name of the school that the child attends Grade Enter the child s grade level School Pickup Check this box if agency staff pick the child up at theirschool ChildWare User Manual Page 15 Last Updated 11 11 2010 Pupil ID Enter the child s Student ID number within the child s designated school district CLOSE button Retums you to the Child Listing screen without saving the record you just entered ADD button Saves the new child record you just entered and opens the Child screen for that child ChildWare User Manual Page 16 Last Updated 11 11 2010 Child screen amp Child CHILD Armstrong Louis Balance Due 60 50 Family Due 194 73 Main Health Administrative Meals Charges Payments ELN First Name Louis Sex M zl DOB 12 10 2004 MI S Ethnicity Non Hispanic zi Race Black or African American v Cantonese vf Last Name Armstrong Languages French Suffix Jr v SSN 152 14 0411 z Family Size 3 Income 20 000 Classroom Blue room z Food Subsidy Contacts Guardians Reduced price z Siblings Name Smith Bessie Name Ellington Duke Nickname Aggie Sex F Nickname Edward Sex M Relationship Aunt R
26. previously on the roster but were recently discharged ChildWare prompts you to delete them from the roster An example of this is displayed below Press the YES button to remove these children from the roster ChildWare 3 There is 1 client who was previously active in this period but are no longer active and should not be on the roster Would you like to update the roster Pressing the EDIT button also causes two additional buttons to appear MARK and CALCULATE CALC ULATE button Updates individual and aggregate attendance totals These figures are also updated automatically when you press the CLOSE or PRINT button The CALC ULATE button is visible only after you press the EDIT button Marking days as Open or Closed MARK button Allows you indicate a closed day asbeing open oran open day asbeing closed To change the status of a day highlight that day on the roster then press the MARK button ChildWare re you sure you want to mark Saturday 12 5 09 as open ChildWare User Manual Page 60 Last Updated 11 11 2010 When you try to mark a closed day asopen ChildWare prompts you to be sure you have selected the comect day Press the YES button to mark the day asopen ChildWare 2 re you sure you want to mark Saturday 12 5 09 as closed When you try to mark an open day asclosed ChildWare prompts you to be sure you have selected the comect day Press the YES button to mark the day asclosed ChildWa
27. the child s physician works Address Displays the address of the child s physician City State and Ap Display the city state and zip code of the child s physician Phone Displays the phone number of the child s physician Insurance section Insurer Displays the name of the child s insurance company Policy Displays the child s insurance policy number Group Displays the child s insurance group number Assessments and screenings section Date of Health Assessment Displays the date the child s health assessment form wascompleted These data appear in the Health Assessment Report Vision Displays the date and result of the child s vision screening Hearing Displays the date and result of the child s hearing screening Dental Displays the date and result of the child s dental screening Restrictions section Activity Displays the child s activity restrictions These data appearon the Food and Activity Restrictions report Food Displays the child s food restrictions These data appearon the Food and Activity Restrictions and Food Restrictions reports Special Needs section Displays up to four special needs forthe child which can be selected froma drop down list ChildWare User Manual Page 20 Last Updated 11 11 2010 Child screen Administrative page 3 Child CHILD Armstrong Louis Balance Due 60 50 Family Due 194 73 Main Health Administrative Meals Charges Payments ELN School Inf
28. you with a window that ensures you want to run the billing cycle for the date and type of payment you specified Press Yesto complete the billing cycle Child Ware Da Do you wish to run special billing for The East Shelton Tabernacle for 7 2 2010 for these 7 children for charge type Field trip CANCEL button Cancels this function and retums you to the Financial Menu ChildWare User Manual Page 80 Last Updated 11 11 2010 Print Invoices screen E Enter Date Range Ea From 77042010 To 7 10 2010 k Cancel The Print Invoices screen allows you to print invoices foreach child based on a user specified date range Range Selecta time frame from the drop down menu orselect Custom and create yourown date range OK button Opens invoices so you may preview and or print CANCEL button Cancels this function and retums you to the Financial Menu ChildWare User Manual Page 81 Last Updated 11 11 2010 CCIS Reconciliation screen Entering the Reconciliation screen When you enter the Reconciliation screen ChildWare first prompts you to enter the name of the payer for which you want to view data orenter payments amp Select Payer xi Payer CCIS z CCIS Agency Bucks z Ok Cancel Select the name of the payer If you selected CCISasthe payer ChildWare prompts you to enterthe CCISagency for which you want to view data or enterpayments Select the CCISagency then press the OK button Ch
29. 14 4 1 gt orl gt of 2 The History Listing screen displays a list of the child s recruitment enrollment and discharge records Each enrollment penod forchildren who hasbeen discharged and then re enrolled forthe child is listed CLOSE button Retums you to the Child screen SELECT Allows you to retrieve a history record In orderto retrieve a record highlight it in the list then press the SELECT button See page 36 ADD button Opensthe Add History screen and allows you to add a new history record See page 35 DELETE Allows you to delete a record In orderto delete a record highlight it in the list then press the DELETE button ChildWare User Manual Page 34 Last Updated 11 11 2010 Add History screen amp Add History x Referral Date By z First Staff Contact Enrolled Site Jeffs Place z Close Add Referral Date Enter the date the child was referred to the agency By Select the child s referral source First Staff Contact Select the name of the person at the agency who had the first contact with the child s caregivers Enrolled Enter the child s expected first day of attendance Site Select the site at which the child enrolled ChildWare entersa default value of the current site which you can overwrite with another site for your agency CLOSE button Retums you to the History Listing screen without saving the new history record ADD b
30. Amount Displays the amount of the payment Method Displays the method of payment Entered Displays the date the payment was entered into the system By Displays the user who entered in the payment ChildWare User Manual Page 74 Last Updated 11 11 2010 CLOSE button Saves yourchanges and retums you to the Financial Menu screen SELECT button Allows you to retrieve a specific payment listed in the batch ADD button Allows you to add a new payment to the batch DELETE button Allows you to delete a payment entry PROCESS button Allows you to preview and print the batch once you ve completed data entry ChildWare Do you want to process this batch Once you have pressed PROCESS the batch report appearsand ChildWare will ask if you would like to process the batch Press YESto processand close the batch You will not be able to add to thisbatch Press NO to keep the batch open for future data entry Add Payment screen amp Add Payment Ea Type Child Contact Date Method Receipt Close Payment Griffin Stewie Griffin Lois E Hi Note zi 11 06 2010 378 dd Amount Check z Check 15 00 1043 Type Will automatically pre load with Paymentand may not be edited Child Select the name of the child for whom the payment is being made from the drop down menu You may also choose to search by contact s
31. Assessment CLOSE button Retums you to the Room Listing screen EDIT button Allows you to edit information about the room ChildWare User Manual Page 102 Last Updated 11 11 2010 Site Log screen Site SITE The East Shelton Tabernacle Main Accreditations Rooms Log Transaction Log Date Field Old Value 7 12 2010 Keystone Stars level il JKNIGHTLY 2 01 2010 Keystone Stars level 3 1 KAHLENNFP 2 01 2010 Keystone Stars end date Dec 1 2009 Dec 31 2010 12 00AM KAHLENNFP 2 01 2010 Keystone Stars begin date Jan 12009 Jj Jan 1201012 004M KAHLENNFP Keystone Stars end date Dec 1200912 004M MIKEB Keystone Stars begin date Jan 1200912 004M MIKEB Keystone Stars level 3 MIKEB Keystone Stars level 2 MIKEB Record 14 4 J 1 gt Laip of 8 The Site Log screen displays information about when critical ste data were changed and what the old data were Date Displays the date the data were updated Field Displays the name of the field that was updated Old Value Displays the value of the field before the update New Value Displays the value of the field after the update By Displays the username of the person that made the change CLOSE button Retums you to the Site screen ChildWare User Manual Page 103 Last Updated 11 11 2010 Payer Contactscreen amp Payer PAYER CCIS Active Children 27 Traditional Rates Non Traditional Rates
32. DD button on the Payment and Charge Listing screen To entera charge press the CHARGE button See page 27 Type Select the type of payment from a drop down list Deposit Credit Meal Credit Payment Tuition Credit Child Defaults to the child you have previously selected Contact Select the name of the caregiver who made the payment Date Enterthe date of the payment Amount Enter the amount of the payment Method Select the method of payment e g cash or check Check Enter the check number This field is visible only for payments by check Note Entera comment about the payment Receipt Entera receipt number if desired Forsome agencies a receipt number is automatically assigned if you printa receipt forthe payment ChildWare User Manual Page 25 Last Updated 11 11 2010 CLOSE Retums you to the Charges Payments page without saving the payment record you just entered ADD Savesthe payment record you just created and retums you to the Charges Payments page ChildWare User Manual Page 26 Last Updated 11 11 2010 Add Charge screen amp Add Charge xi Payment Credit Type Like Child Armstrong Louis 7 Note Date Amount CHARGE button Press the CHARGE button to indicate that you are entering a charge asopposed to a payment Type Enter the type of charge from a dro
33. Education None J ob Training Parenting Education Adult Education AFII ChildWare User Manual Page 32 Last Updated 11 11 2010 Child Log screen Log Old alue New alue Entered By Close 6 01 2010 client_transportation_cons Jul 20 2009 12 00AM Jul 20 2009 12 004M MMCDERMOT 4 12 2010 client_family_size 12 3 IKNIGHTLY 3 11 2010 client_family_income 30000 20000 JKNIGHTLY 3 11 2010 client_family_size 5 12 IKNIGHTLY 2 21 2009 client_family_size 5 5 KAHLEN U 2 15 2009 client_classroom Orange room Blue room KAHLENNFP 7 15 2009 client_classroom Red room Orange room KAHLENNFP Record Ma E gt gt t gt of 30 l R The Child Log screen displays information about when critical data about the child waschanged and by whom and what the old data were Date Displays the date the data were updated Field Displays the name of the field that was updated Old Value Displays the value of the field before the update New Value Displays the value of the field after the update Entered By Displays the usemame of the individual that made the update CLOSE button Retums you to the Child screen ChildWare User Manual Last Updated 11 11 2010 Page 33 History Listing screen History Referred Enrolled Site Discharge Reason TESS 10 24 2004 TEST 8 15 2002 12 15 2002 TEST 8 15 2003 Family situation Record
34. NAA Accreditation Displays the date the site received its NAA accreditation orhad itsaccreditation renewed ChildWare User Manual Page 98 Last Updated 11 11 2010 NAFCC Accreditation Displays the date the site received its NAFCC accreditation orhad itsaccreditation renewed NEC PA Accreditation Displays the date the site received its NEC PA accreditation orhad itsaccreditation renewed Keystone Stars section Level Displays the site s current Keystone Stars level Begin Displays the date the current Keystone Stars level was achieved End Displays the date the site s current Keystone stars level is due to be reviewed ChildWare User Manual Page 99 Last Updated 11 11 2010 Room Listing screen 5 Site SITE All Bout Children Main Accreditations Rooms Log Rooms Description Classroom Capacity Select rog room 15 m Puppy Room Add Delete Record 14 4 I 1 gt Loup of 2 Close Edit The Room Listing screen displaysa list of the rooms atthe site Description Displays information such name or number that would describe the room Classroom Displays whether or not the room is designated specifically asa classroom Capacity Displays the maximum capacity forthe room SELECT button Retrieves the record fora room In orderto retrieve a record highlight it in the list then press the SELECT button See page 102 ADD button Allows you to entera new room record S
35. ST 11 03 2009 11 03 2 8 2009 TEST 10 12 2009 10 12 2 7 2009 TEST 9 25 2009 9 25 2 6 2009 TEST 11 03 2009 11 03 2 5 2009 TEST 11 03 2009 11 03 2 2 2009 TEST 2 19 2009 2 19 2 1 2009 TEST 10 05 2009 10 05 2 a onn7 TEST 11712 2007 41419497 Record 4j 4 1 gt on gt of 35 4 r Close Select dd The Attendance Meals Listing screen lists attendance rosters and meals by month CLOSE button Retums you to the Main Menu SELECT button Allows you to retrieve an attendance month In orderto retrieve a record highlight it in the list then press the SELECT button See page 5 7 ADD button Opensthe attendance screen to enable you to create a new attendance roster See page 56 ChildWare User Manual Page 55 Last Updated 11 11 2010 Add Attendance screen amp Add Attendance xi Site he East Shelton Tabernacle Date 7 2010 Close Add Site Select the site for which you want to create the attendance roster ChildWare entersa default value of the current site Date Select the month for which you want to create the attendance roster ChildWare entersa default value of the current month CLOSE button Retums you to the Attendance Listing screen without creating a new attendance roster ADD button Createsa new attendance roster and sends you to the screen for that roster If an attendance rosterhas already been created for the site and month you entered ChildWare doesnot re c
36. T Brown Charlie Date ZERAN Type Early intervention zi Staff Howard Ryan Notes Visit from Occupational Therapist Date Displays the date of the event Type Displays the type of event Notes Displays details of the event Staff Displays the name of the primary staff member involved if applicable CLOSE button Saves yourchanges and retums you to the Event Listing screen EDIT button Allows you to edit the data In orderto edit the data press the EDIT button and edit the data directly on this screen ChildWare User Manual Page 44 Last Updated 11 11 2010 Contact Listing screen Retrieve Contact TO E E 16 ener Duke ee ea Brother Record 14 4 1 gt lorl gt l of 3 The Contact Listing screen displays the names of the child s caregivers and other adult contacts CLOSE button Retums you to the Child screen SELECT button Retnevesa contact record In orderto retrieve a record highlight it in the list then press the SELECT button See page 48 ADD button Opensthe Add Contact screen and allows you to entera new contact record See page 46 ChildWare User Manual Page 45 Last Updated 11 11 2010 Add Contactscreen amp Add Contact Es Existing Contact zi OR Last Name Suffix x At Least 16 First Name MI Student O Sex Language z Relationship z Emergency Contact O Pick Up zi Close
37. arge To view previous batches select from the Search Tem s drop down menu Processed batches will be labeled assuch Name Displays the name of the child being charged Date Displays the date of the charge Amount Displays the amount of the charge Type Displays the type of charge Entered Displays the date the charge was entered into the system ChildWare User Manual Page 71 Last Updated 11 11 2010 By Displays the user who entered in the charge CLOSE button Saves yourchanges and retums you to the Financial Menu screen SELECT button Allows you to retrieve a specific charge listed in the batch ADD button Allows you to add a new charge to the batch DELETE button Allows you to delete a charge entry PROCESS button Allows you to preview and print the batch once you ve completed data entry ChildWare 2 Do you want to process this batch Once you have pressed PROCESS the batch report appearsand ChildWare will ask if you would like to process the batch Press YESto processand close the batch You will not be able to add to thisbatch Press NO to keep the batch open for future data entry Add Charge screen amp Add Charge Ea Type Field trip zi Child Bloom Judy zi Note Please Touch Museum tripl Date 7 12 2010 Amount 15 00 Close Add Type Select the type of charge from the drop down menu Child Select the name of the child from the drop down
38. ate that the new ratesbecome applicable This process ensures that historical rate information is accurate ChildWare User Manual Page 105 Last Updated 11 11 2010 Staff Listing screen Staff iew or Search By All Active H Entered 11 08 2006 Marian Accountant CFO TEST MOLI V Cody William Accountant CFO TEST 11 03 2009 TEST Dummy Testx IT support TEST 7 08 2010 IKNIG Garner Jennifer Food service TEST 9 24 2009 FPARK Kaufman George Substitute TEST 10 05 2009 TEST IT support TEST 7 28 2010 IKNIG Accountant CFO TEST 8 16 2006 KAHLE Assistant teacher TEST 10 05 2010 JKNIG Apprentice teacher aide TEST 5 28 20093 MIKEB Assistant teacher TEST 10 14 2010 JKNIG Lead teacher TEST 4 06 2005 dbo Food service TEST 4 12 2010 IKNIG Lead teacher TEST 10 14 2010 IKNIG Sullivan fin fiecictant taachor TEST 2 22 fennel TEST Record 14 4 I 1 gt bip of 16 lt gt Close Select Show All Add Delete View Print Knightly Jeffrey Gabriel Bat aa Man O neill Poppins Mary Sendak Shakespeare Maurice William Snape Severace The Sta ff Listing screen displays the names of staff for the site you selected The default list shows active program staff i e staff who work directly with children and are current employees CLOSE button Retums you to
39. aufman George Main Schedule Hiring Information Contact Information Professional Development Qualifications Required Documents Degree Major Date Proof of Age Birth certificate zi State ME a Child Development zi 12 1945 Resume zi zi Clearances z z Date Completed Exempt Teacher Cert Certified z Child Abuse Check 2 01 2010 HS Diploma cpa O Criminal Record Check ECE Credits 200 Disclosure 2 01 2010 Experience FBI Check None Medical Physical Date 2 01 2010 Signature M References Screenings Date Result Chest X Ray z ee A PPD Applied 2 01 2010 eli sal PPD Read 2 03 2010 Fz Close Edit _ View Print Qualifications section Degree Displaysadvanced degreeseamed by the staff person Major Displays the major for the degree Only majors related to child care are listed Date Displays the date month year the advanced degree was awarded Teacher Cert Displays whether or not the staff person has received their teachercertification HS Diploma Displays whether ornot the staff person has received a High School degree or equivalency CDA Displays whether or not the staff person has received a Child Development Associate credential ChildWare User Manual Page 114 Last Update
40. ct the administrator at youragency If you are the administrator for youragency contact the ChildWare Team See page 1 If you were assigned a usemame and passwords and forgot them contact the PHMC Help Desk See page 1 Due to HIPAA regulations you will periodically be asked to update your network password Yourdatabase password will not change Due to HIPAA regulations you must follow the following protocols when selecting a new network password New passwords must be at least six characters long AND must contain at least three of the four following types of characters Character Type Examples Uppercase letters A B C Z Lowercase letters a b c Z Numbers 0 1 2 9 Non alphanumeric characters special symbols 1 amp The following are examples of acceptable passwords OTHel 0 othe11 2005mn The following are notacceptable passwords othel17 only contains numbers and lowercase letters Oth17 only 5 characters OTH only contains uppercase letters and special symbols ChildWare User Manual Page 4 Last Updated 11 11 2010 ChildWare Main Menu Children Attendance Meals To Do Financials Reports Agency Staff Exit G solutions Cs hildVVare ChildWare MIS Copyright 2006 2010 Public Health Management Corporation Yersion 6 30 2010 15 39 The East Shelton Tabernacle When you log in to ChildWare select the Main Menu option that comesponds to what you want to do Whe
41. d Displays the date the application fee was received Forms Completed Displays the date that the completed application forms are submitted Status Displays the recruitment status of the child See page 14 Note Disolaysa comment about the child s recruitment Intake and Discharge section Enrollment Date Displays the date the child enrolled at the agency Site Displays the site the child attends For agencies with only one site this field is populated automatically if an enrollment date has been entered Discharge Date Displays the date the child wasdischarged Reason Displays the discharge reason Ifa discharge date hasbeen entered you must enter the discharge reason Note Disolaysa comment about the child s intake and discharge CLOSE button Saves yourchangesand retums you to the History Listing screen ChildWare User Manual Page 37 Last Updated 11 11 2010 Payer Listing screen Retrieve Payers iew or Search By All Payers zl The Payer Listing screen displaysa list of current payers for the child The rates displayed here indicate the co payment if third party payer is involved or tuition if private pay and ormeal payments that will be charged to the Caregiver View or Search By Allows you to filter this list by active orall payers To view a list which includes prior payer information and rates select All on this drop down CLOSE button Retums you to the Child screen
42. d 11 11 2010 ECE credits Displays the number of ECE credits eamed by the staff person Experience Displays the staff person s years of experience in the child care field These data appearon the DPW compliance report References section Displays the date s thata reference check wascompleted Required Documents section Proof of Age Displays the type of proof of age documentation provided by the staff person at the time of hisorherhiring State Displays the name of the state that issued the staff person s proof of age Resume Displays whether or not the staff person hasa resume on file Clearances section Child Abuse Check Displays the date of the staff person s child abuse clearance Staff withouta valid child abuse clearance appearon the site s to do list unless the staff person is exempt from the requirement Criminal Record Check Displays the date of the staff person s criminal record check Staff without a valid criminal record check appearon the site s to do list unless the staff person is exempt from the requirement Disclosure Displays the date the staff person signed a disclosure form FBI Check Displays the date of the staff person s FBI check Staff without a valid FBI appearon the site s to do list unless the staff person is exempt from the requirement Exempt Displays whether ornot the staff person isexempt from providing a clearance form Medical section Physical Date Displays the date of the staff per
43. e 66 Last Updated 11 11 2010 To Do Listing screen To Do iew or Search By 3 All To Do Types Child To Do Nan child Room To Do Needed By Contact To Do brent expired 8 24 2010 EEIT o expire 8 24 2010 Anderson Marian SPecific To Do s bership 8 24 2010 Cody william CPR training due to expire 3 13 2012 Cody william Get staff child abuse clearance 8 24 2010 Cody william No staff health assessment 8 24 2010 Cody william Get staff FBI clearance 8 24 2010 Cody william No DYAEYC membership 8 24 2010 Cody William First aid training due to expire 8 24 2010 Cody William No PPD 8 24 2010 Cody William Get staff criminal records check 8 24 2010 Dummy TestX DVAEYC membership expired 8 24 2010 Dummy Tect No firet aid trsinina 2 rafonin z Record WW a 6 gt n gt of 70 Ra Close Select view Print The To Do list identifies missing expired orsoon to expire data forthe agency sites staff and children The list can be filtered so show only To Do items for children children by classroom caregivers for enrolled children sites staff members orthe agency asa whole You can also filterfora specific To Do item for children or staff To do this select Specific To Do s from the View or Search By drop down menu The Search Tens field will then appearand you can select the relevant To Do item from the Searc
44. e Site screen PQAS Displays the total hours of professional development received by the staff person during the curent training year that are PQASeligible Act 48 Displays the total hours of professional development received by the staff person thatare Act 48 eligible Last Year Displays the total hours of professional development received by the staff person during the pror training year Last Professional Development section ChildWare User Manual Page 119 Last Updated 11 11 2010 You cannot edit the data in thissection They are updated automatically based on the trainings entered for the staff person First Aid Displays the date of the last first aid training received by the staff person Child Abuse Displays the date of the last child abuse training received by the staff person Fire Safety Displays the date of the last fire safety training received by the staff person CPR Displays the date of the last CPR training received by the staff person Emerg Plan Displays the date of the last emergency plan training received by the staff person DVAEYC Membership section Membership Start Displays the date the staff person s DVAEYC membership began Type Displays the staff person s DVAEYC membership type Other section Director Credential Displays the date the staff person wascertified asa child Care director Staff Evaluation Displays the date of the staff person s last evaluation Training Section Di
45. ection Displays a list of contracts with third party payers for the site SELECT button Allows you to retrieve a payercontract record See page 104 ADD button Allows you to add a payercontract record DELETE button Allows you to delete a payercontract record CLOSE button Saves yourchanges and retums you to the Agency screen EDIT button Allows you to edit information on the main page ChildWare User Manual Page 97 Last Updated 11 11 2010 Site screen Accreditations page Site SITE All Bout Children Main Accreditations Rooms Log Accreditation Date Received DPW Licensing EZEIZA ii License Number Certificate of Compliance NAEYC Accreditation NAA Accreditation NAFCC Accreditation NECPA Accreditation Keystone Stars Level 1 Begin 1 01 2009 End 12 31 2009 Accreditations page The Accreditations page allows you to record the dateson which certain accreditations were awarded orrenewed This information is used to generate renewal reminders in the To Do List DPW Licensing Displays the date the site received its DPW license orhad its license renewed License Number Displays the site s DPW license number Certificate of Compliance Displays the date the site received its certificate of compliance NAEYC Accreditation Displays the date the site received its NAEYC accreditation orhad its accreditation renewed
46. ee below and select the child based on the contact orvice versa ChildWare User Manual Last Updated 11 11 2010 Page 75 Contact Select the name of the child s contact person making the payment Once a child sname isselected the Contact drop down menu is automatically filtered to show only that child s contacts If you have the name of the contact making a payment but not the name of the child to whom the payment applies you may also select from the complete contact list To do this leave the Child field blank and select the appropriate contact from the drop down menu If the person making the payment is the contact person for only one child the child sname will automatically appear in the Child field If the person isa contact for multiple children the Child drop down menu will be restricted to show only children for whom that person isa contact Method Enter the method of payment Check This field will only appear if check or money orderis selected asthe payment method Enterthe number of the check or money order Receipt Enter the receipt number of the payment Date Enterthe date of the payment Amount Enter the amount of the payment Note Enter any details or specific notes associated with the payment This note will appearon the child s invoice CLOSE button Closes the Add Payment screen without saving any payment information you may have entered and retums you to the Bulk Charges listing screen
47. ee page 101 DELETE button Allows you to delete the room record selected which is indicated by the black arrow on the left CLOSE button Retums you to the Site screen ChildWare User Manual Page 100 Last Updated 11 11 2010 Add Room screen E Add Room xi Name Number Classroom O Capacity Close Add Name Number Enter the name of the room Forsome agencies this is the room number Classroom Check this box if the room isa classroom Capacity Enter the capacity of the room CLOSE button Retums you to the Room Listing screen without adding a new room ADD button Createsa new room record and sends you to the Room screen forthatroom See page 102 ChildWare User Manual Page 101 Last Updated 11 11 2010 Room screen amp Room ROOM Frog room Name Number Classroom Capacity 15 Last ERS Assessment Date Score Comment Close Edit Name Number Displays the name of the room Forsome agencies this is the room number Classroom Displays whether ornot the room is specifically designated asa classroom Capacity Displays the capacity of the room this information allows the system to calculate vacancy rates by classroom Last ERS Assessment Date Displays the date of the last ERS Assessment Score Displays the score of the last ERS Assessment Comment Displays any comments relating to the ERS
48. elationship Brother Pick Up Any time Pick Up Only in emergency Language English Language English Home Phone 215 555 7421 Home Phone 215 555 7421 Pager Cell 267 555 8401 Pager Cell 267 555 8402 Work Phone 215 555 5101 x 124 Work Phone x Address 102 N Trumpet Street Address 102 N Trumpet Street Philadelphia P amp 19139 Philadelphia PA 19139 Comment Comment On the road most of the time Close Edit Log History Payers Events Contacts Regardless of the tab selected the Child screen always displays the Balance Due and Family Due at the top right hand comerof the screen and the seven buttons at the bottom of the screen Close Edit Log History Payers Events and Contacts Balance Due Displays the balance due from the child s caregiver s for the child based on data from the Charges Payments page See page 24 You Cannot edit this field Family Due Displays the balance due from the child s caregivers for all children in the child s family based on data from each child s Charges Payments page You cannot edit this field LOG button Allows you to view data changes made to critical fields on the Child screen See page 33 HISTO RY button Allows you to view and enter information about the child s recruitment intake and discharge See page 34 ChildWare User Manual Last Updated 11 11 2010 Page 17 PAYERS button Allows you to view and enter information about payers for the
49. equest screen amp Special Billing Request xi Site The East Shelton Tabernacle H Jul 2010 Jul 2010 7 Type Field tripl z Date 7 02 2010 Amount 20 00 Comment Trip to Philadelphia Zoo Classroom Green room zl To Be Billed Baldwin James A Blades Rueben O De burgos Julia O Frazier Walt EE Roosevelt Franklin Record 14 4 Ii 1 gt Lip of 5 Ok Cancel The Special Billing Request screen allows you to apply charges to all active children in a selected site orall active children in a specific classroom This function is utilized for special one time charges such as field trips or fundraising projects Site Select the site you for which you want to apply charges Type Select the type of charge from the drop down list Date Select the date of the charge Amount Select the amount that is being charged Comment Type in a comment about the charge Thiscomment will appear on the invoice Classroom Select the classroom for which you want to apply charges this can be used forclass field trips etc If you are charging all children in the site leave this field blank ChildWare User Manual Page 79 Last Updated 11 11 2010 To Be Billed Displays the children in this billing cycle based on the Site and Classroom you selected above OK button Applies the specified charges to all children in the list After pressing the OK button ChildWare will prompt
50. ff of of e ie oe ee eee ee a tuch OMMMMOOMMMMMOOMMMMMOOMMMMMOOMMEM 22 Snacki2 LINMELISLISLISLISLISLISLISLISLISLISLISLISLISLISLISLISLISLISCISLISLISLISLISLISLISLISLISLIS Lis Sapper Ee a eI ane I ae ei ei od Baldwin James Breakfast MO OMOOOOOOODOOODOOOOOO0OO0OO0O0O0O0OOO0000 DD 2 seme it e ee io ee ee ee eee eee eee Lunch El eG i BB Bo Ee Gb Be Be Gelso cue ri M M M 7 E m E E io ie eee eee ee ee Supper El EG a aaa eee Be eG bbe Ee br Gs 20 Blades Rueben Breakfast OE MP 0 eB i i Be a fea Succi Mo M M m m ie ioe ee ee ee ee ee eee ee G lurch OMMOMOOMMMOMOOMMMOMOOMMMOMOOMEM MF is n a 6 S Record I4j lt 1 gt ij gt of 33 Close Edit Attendance Print The Meals screen displays the meals received by the child forthe attendance month you have selected When the attendance roster is created and or when new children are added to the roster the Meal screen is pre populated with meal data based on the expected meals foreach child See page 23 In order to enter meal data that differs from the expected meals you must press the EDIT button then check oruncheck the relevant mealsas appropriate CLOSE button Retums you to the Attendance Meals listing screen EDIT button Allows you to edit the meal information After you press the EDIT button you can check or uncheck meals foreach day in the month ATTENDANCE button Retums you to the attendance roster forthe month ChildWare User Manual Pag
51. fora holiday and paid forby CCIS X Holiday Unpaid Closed fora holiday and not paid forby CCIS W Closed forthe weekend weekend days are automatically marked as such When the site isclosed you cannot enter attendance for individual children In orderto marka closed day asopen oran open day asclosed use the MARK button See page 60 Note that if you mark an open day asclosed then re mark it asopen the default child attendance data will notappear In thiscase attendance data for this day will have to be entered by hand Attendance screen Buttons and Functions CLOSE button Saves your changes re calculates the attendance forthe month and retums you to the Attendance Listing screen EDIT button Allows you to edit the data on the screen You must press the EDIT button in orderto edit orfilterdata When you press the EDIT button ChildWare updates the roster to reflect data forrecently enrolled ordischarged children You will be prompted before ChildWare actually updated the roster An example of this is displayed below If there are children who were recently enrolled but are noton the roster ChildWare prompts you to add them to the roster Press the YES button to add these children to the roster ChildWare User Manual Page 59 Last Updated 11 11 2010 ChildWare There are 2 clients who were active in this period but are not on the roster Would you like g to update the roster If there are children who were
52. h Term s drop down menu Missing data are listed assuch fordated requirements the To Do list differentiates between items that have expired and those that are due to expire within the next 30 days The following fields trigger to do list items Children Social Security numbers family size income and food subsidy status classroom health assessment care level expiration DPW emergency contact fom EIP IFSP and initial observation dates recruitment follow up and Social Security numbers for primary and secondary contacts ChildWare User Manual Page 67 Last Updated 11 11 2010 Sta ff Child abuse criminal record check and FBI clearance dates health assessment and PPD test dates first aid and CPR trainings and DVAEYC membership Agency Insurance expiration dates Sites DPW license and certificate of compliance dates CLOSE button Retums you to the Main Menu SELECT button Retrievesa child staff agency orsite record allowing you to view the record or make corrections In order to retrieve a record highlight it in the list then press the SELECT button VIEW PRINT button Allows you to print the contents of the To Do list or export the list to Excel amp Select Report Fa Report E Paper listing Export to Excel Ok Cancel ChildWare User Manual Page 68 Last Updated 11 11 2010 Financial Menu Financial Menu Bulk Charges Bulk Payments Special Billing Print Invoices Reconciliati
53. h the same name in the system to prevent duplication of records ChildWare There is already a contact person with the same name Would you like to see that person s record If there isalready a contact with the same name you will be prompted to view that record If you are certain the contact is not already in the system press the NO button and you will be retumed to the Add Contact screen Press the YES button if you want to view the existing contact ChildWare 2 j Is this the person you want to add as a contact The existing contact record will open and ChildWare will ask if this is the contact you want to add Press the YES button if you want to make the existing contact in the system the contact forthat child You will need to designate the relationship and pick up information If you press NO you will retum to the Add Contact screen ChildWare User Manual Page 47 Last Updated 11 11 2010 Contact screen Main page amp Contact CONTACT Smith Bessie Child Name Armstrong Louis Last Name 2ta Suffix III Is Contact Languages First Name Bessie MI W Active English zi Nickname Aggie Emergency French z Sex F z Race Black or African Americ gt At Least 16 i SSN 101 00 0014 DOB 8 01 2010 Student H Relationsh
54. here you can view and edit meal information for children curently displayed on the screen See page 66 VIEW PRINT button Allows you to print up to five reports Reports Generated from the Attendance screen amp Select Report Ea Report ttendance Roster Expected Payment Summary Attendance Invoice Discrepancy Report Attendance Invoices to CCIS Meals By Month Report Select the report you wish to view orprintand press OK Attendance Roster If you select Attendance Roster you may selecta blank roster a completed roster and or rosters broken down by classroom The following prompts will appear I ChildWare 2 Do you want to print a blank attendance roster Yes No Press YES to printa blank rosterand NO to printa completed roster ChildWare User Manual Page 63 Last Updated 11 11 2010 Child Ware 2 Do you want to print a roster only for classroom Bullpen Room No If you had filtered the attendance roster by classroom you will be asked if this is the only roster you wish to print Press YES to print just the roster for the classroom selected ChildWare Es 2 Do you want to print a separate roster for each classroom Ce e If you haven tfiltered the roster by classroom or you selected NO above ChildWare prompts you to print the entire roster on one page orto printa separate page foreach classoom Expected Payment Summary ChildWare Do you want to pr
55. hose care level doesnot match with their age due to a data entry enor Children by Payer Prints a list of children by payerfora user specified date range Classroom Vacancies Prints a list of vacancies by classroom at the selected site The number of vacancies is calculated by subtracting the number of children assigned to each classroom from the classroom s maximum Capacity see Page 96 for information about establishing classroom Capacity ChildWare User Manual Page 87 Last Updated 11 11 2010 Contact List Prints a list of basic contact information foreach child and his hercontacts The list may be sorted alphabetically by the child slast name orby the primary contact slastname ChildWare will prompt you before running the report Demographics Summarizes the number and percentage of children based on gender age and race ELN Prints information collected for ELN foreach child Food and Activity Restictions Prints a list of food and activity restrictions for all active children A separate page is printed foreach classroom Food Restrictions Prints a list of food restrictions forall active children Food Subsidy Prints the total numberof meals and snacks received by children fora userspecified date range grouped by food subsidy status and meal type Health Assessment Status Prints a list of children and groups them based on the status of their health assessment Meals By Month Prints a grid or list
56. ildWare 2 Do you want to process a payment ChildWare prompts you to see if you want to processa payment If you say YES ChildWare prompts you fora check number Check Number 21x Please enter the check number for this reconciliation di Cancel Enter the check number then pressthe OK button When you have entered a check number ChildWare uses that numberasthe default check number when you enter payments ChildWare User Manual Page 82 Last Updated 11 11 2010 Reconciliation Listing screen Reconciliation iew or Search By all z Month Child Expected Status Paid Check 3 2010 Bloom Judy 186 00 168 00 3 2010 Chisolm Shirley 129 00 129 00 3 2010 Dali Salvador 168 56 155 56 3 2010 Fitzgerald Ella 152 00 152 00 3 2010 Flintstone Fred 162 00 147 00 3 2010 Hughes Langston 321 00 294 00 3 2010 Murrow Edward R 147 00 100 00 3 2010 Roosevelt Franklin 123 00 Outstanding 3 2010 Utley Chase 280 00 adda W Written off Record I4 4 7 bd dotl gt e of 9 Close Edit The Reconciliation Listing screen allows you to review the status of payments from third party payers enter payments by child and month and write off uncollected payments Month Displays the attendance month invoiced Child Displays the name of the child covered by the third party payer Expected Displays the expected amount of the payment This amoun
57. int the expected payment summary Press the YES button to print the Expected Payment Summary which shows the expected revenue from each CCISagency Attendance Invoice Discrepancy Report ChildWare Do you want to print the attendance invoice discrepancy report ChildWare User Manual Page 64 Last Updated 11 11 2010 Press the YES button to print the CCIS Attendance Discrepancy report which compares actual attendance to the expected attendance forchildren in CCIS Attendance Invoices to CCIS This feature isnot yet available When itis available for use you will be able to send your Attendance Invoice Discrepancy Report directly to CCIS Meals By Month ChildWare 2 Do you want to print the Meals By Month report Press the YES button to print the Meals By Month report which shows the meals and snacks provided during the month ChildWare User Manual Page 65 Last Updated 11 11 2010 Meals screen MEALS onth vear 3 2010 Site The East Shelton Tabernacle Summary Prepared By zl On Certified By On Search By Classroom z Child 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Total gt Armstrong Louis Breakfast O OOOOQOQOMMMMMOOMMMMMOOMMMAMYAMMOOMMEM i118 sees Ml if
58. ip Aunt zi El Guardian Primary Guardian ja Education Up to 8th Grade z Priority 2 Pick Up Any time zi Note Home Contact Information Address 1 102 N Trumpet Street Home Phone 215 555 7421 Address 2 Cell Phone 267 555 8401 City Philadelphia Email bessie comcaset com State P4 z Zip 19139 County Philadelphia z School District Philadelphia City z Close Edit Children Main Work School Contact Info Las Name Displaysthe contact s last name Suffix Displays the contacts suffix if applicable First Name Displays the contact s first name MI Displays the contact s middle initial Nickname Displays the contact s nickname Sex Displays the contact s gender Race Displays the contact s race SSN Displays the contact s Social Security number DOB Displays the contact s date of birth Relationship Displays the contact s relationship to the child ChildWare User Manual Page 48 Last Updated 11 11 2010 Guardian Displays the type of guardian that this contact is in relationship to the child Priority Displays the priority of the contact relative to other contacts for the child Data about the two primary contacts are displayed on the Main page of the Child screen The lowerthe number the higher the pronty e g Priority lis most important Education Displays the contact s education level Pick Up Displays whether or not the contact is permitted to pick up the child
59. is WORK SCHOOL CONTACT INFORMATION Employment Status SORA EE rere rep Student Status Student Full Time Primary Employer School Name Philadelphia Orchestra Phone 215 555 5101 x 124 Address 1 260 S Broad Street Email bsmith philaorch org Address 2 City Philadelphia Supervisor Christoph Eschenbach State P4 X Zip 19102 Phone 215 555 5555 Ey Secondary Employer School Name Zanzibar Blue Phone 215 555 5555 x Address 1 212 S Broad Street Email Address 2 City Philadelphia Supervisor Fletcher Henderson State PA X Zip 19102 Phone 215 512 1020 x Note Close Edit Children Main Work School Contact Info Employment Status Displays the contact s current status of employment Student Status Displays the contact s current status in school if applicable Primary and Secondary Employee School sec tions ChildWare stores information for up to two work orschool sites for contacts Name Displays the name of contact s school oremployer Address 1 and Address 2 Display the contact s work or school address City State and Zp Display the contact s work city state and zip code Phone Displays the contact s work phone number including extension Email Displays the contact s work email address
60. juries observations parent conferences and much more CLOSE button Retums you to the Child screen SELECT button Retrieves an existing event record In orderto retrieve a record highlight it in the list then press the SELECT button See page 44 ADD button Opens the Add Event screen so you can create a new event record See page 43 DELETE button Deletes an event record In orderto delete a record highlight it in the list then press the DELETE button ChildWare User Manual Page 42 Last Updated 11 11 2010 Add Eventscreen amp Add Event xi Date _8 20 9010 Type Health z Staff Howard Ryan x Notes Charlie had an asthma attack and had to be taken to the ER Close Add Date Enterthe date of the event A default value of the current date is entered which can be over wnitten Type Select the type of event from a drop down list Administra tive Early intervention Health Injury Observation ParentConference Parental involvement Transition Staff Select the name of the primary staff member involved in the event if applicable Notes Enter details about the event CLOSE button Retums you to the Events Listing screen without saving the event record you have just created ADD button Saves the event record you have just created and retums you to the Events Listing screen ChildWare User Manual Page 43 Last Updated 11 11 2010 Event Screen EVEN
61. l orexpected attendance becomesapplicable The Begin Date must be atleast one day afterthe old payer s End Date Begin Date Displays the date the payers coverage forthe child begins Payer Displays the name of the payer Care Level Displays the child s care level This field is visible only forpayers with care levels CCIS Agency Displays the child s CCISagency This field is visible only if the payer is CCIS Co payment Payment Displays the child s weekly co payment for services paid forby the third party payer If you entered Private Pay as your payer this field will appearas Payment and displays the child s tuition rate End Date Displays the date the payers coverage ends This should be left blank while the information above is still active Expected Attendance section Displays the child s daily expected attendance Attendance typesare traditional part day P traditional full day F non traditional part day Y and non traditional full day 2 The default attendance is setto traditional full day F Monday to Friday ChildWare User Manual Page 41 Last Updated 11 11 2010 Events Listing screen Events Date Type Notes Staff B gt 7 26 2010 Injury Phil fell off the seesaw during outdoor play Howard Ryar CBALSAMO 1 gt bLI gt of 1 Select Add Delete The Events Listing screen displaysa list of recorded events forthe child This section can be used to track events such as in
62. l Program After Hz Immunizations Up To Date O Has Regular Physician O Has Regular Dentist O Anemia O Asthma O Diabetes O Obesity O None O Miscellaneous Household Information Language at Home Korean z Homeless O Is English Child s First Language O Adopted O Age of Adoption 12 weeks E Reading Frequency Less than once a month i of Books at Home Fewer than 5 i Sibling Count 24 Adults in Household 1 Outreach Emergency Crisis Intervention O He Marriage Education O Housing Assistance O Child buse O Health Insurance O Transportation Assistance Domestic Violence O Health Providers O Mental Health Services Child Support O Unknown O ESL Training O Health Education O None O Job Training O Parenting Education O Adult Education O AFIL O Close Edit Log History Payers Events Contacts For providers who are a part of the Eary Lea ming Network this page is available to document ELN infomation requirements Health Infomation section Child s Birth Weight Displays the approximate weight of the child at birth Mother s Birth Year Displays the year that the child s mother was bom Mother s Highest Education Displays the highest level of education achieved by the mother of the child Immunizations Up To Date Displays whether ornot the child s immunizations are up to date Has Regular Physician
63. lays the date the child s IEP or IFSP expires EIP Sharing Allowed Displays whether or not the child s caregiverhas authorized the sharing of the child s EIP data EIP Comment Displays a comment about the child s Early Intervention participation Consents and Required Forms section Emergency Contact Form Displays the date the child s DPW Emergency Contact Fom wascompleted Medical Consent Displays the date the child s caregivergave consent for the child to receive medical treatment Trip Consent Displays the date the child s caregiver gave consent for the child to participate in trips organized by the agency Transportation Consent Displays the date the child s caregiver gave consent forthe child to be transported by agency staff First Aid Consent Displays the date the child s caregiver gave consent forthe child to receive first aid while in the agency scare Swimming Consent Displays the date the child s caregiver gave consent for the child to swim while in the agency scare Wading Consent Displays the date the child s caregiver gave consent for the child to wade while in the agency scare Photo Video and Work Display the dates the caregiverallowed for photos and videosof the child and copies of the child s work to be used by the agency Separate consent is required for release in the agency s newsletter on the agency s web site and to the media ChildWare User Manual Page 22 Last Updated 11 11 2010
64. lla 152 00 152 00 8795 3 2010 Flintstone Fred 162 00 147 00 8795 3 2010 Hughes Langston 321 00 294 00 8795 3 2010 Murrow Edward R 147 00 M 100 00 8795 3 2010 Roosevelt Franklin 123 00 Outstanding D Approved z 3 2010 Utley Chase 280 00 FETTE PDS W Written off Record I4 4 7 pb lorl gt l of 9 Close Edit To entera payment or otherwise change the status of an expected payment select the new status from the dropdown list When you change the status to A ChildWare entersa default Paid amount equal to the expected payment amount If you entered a check number when you entered the Reconciliation screen ChildWare also enters the default check number ChildWare User Manual Page 85 Last Updated 11 11 2010 Retrieve Editing Reconciliation iew or Search By Outstanding zl Search Term s as Month Child Expected Status Paid Check 1 2010 Chisolm Shirley 204 00 1 2010 Dali Salvador 296 04 1 2010 Fitzgerald Ella 212 00 1 2010 Hughes Langston 422 00 1 2010 Murrow Edward R 172 04 1 2010 Roosevelt Franklin 115 04 Record I4 lt 1 gt bLI gt of 6 Exit Edit If the actual payment a mount differs from the expected payment amount you can edit the amount in the Paid column If you expect further payment from the third party payer change the statusto P If you expect no further
65. may utilize the calendarto the right to identify the cormect date Payer Select the payer type for which you wish to bill To Be Billed Displays the list of children to whom tuition charges will be applied within the billing cycle based on the criteria you selected above Name Displays the name of each child in the billing cycle Amount Displaysthe amount that isowed foreach child This is the amount that will be charged ChildWare User Manual Page 77 Last Updated 11 11 2010 Type Displays the type of charge Total To Be Billed Displays the total amount of charges for that cycle OK button Runs the billing cycle ChildWare Pa Do you wish to run weekly billing for The East Shelton Tabernacle for 7 19 2010 for these 7 children with payer CCIS After pressing the OK button ChildWare will prompt you with a window that ensures you want to run the billing cycle forthe date payerand bill frequency you specified Press YES to complete the billing cycle ChildWare Ea c Charges have been created z Do you wish to viewjprint these invoices Moa Next ChildWare will ask you if you would like to print invoices for the billing cycle If you press YES the system will generate invoices forall children that fell within the billing cycle If you press NO you can print them later by selecting Print Invoices under the Financial Menu ChildWare User Manual Page 78 Last Updated 11 11 2010 Special Billing R
66. me First Name Enter the staff person s first name Hire Date Enterthe date the staff person was hired Title Select the staff person s job title CLOSE button Retums you to the Staff Listing screen without saving the sta ff record you have just created ADD button Saves the new staff record you just created and opens the Staff screen to enable you to add additional information to that staff record ChildWare User Manual Page 108 Last Updated 11 11 2010 Staff sc reen Main page Staff STAFF Kaufman George Schedule Hiring Information Contact Information Professional Development Demographics Last Kaufman Languages Arabic zl First George Cambodian z DOB 10 24 1968 SSN 123 45 6789 Sex mM gt Race Native Hawaiian or Pacific Islander zi Work Phone 215 555 8704 x 214 Work Email gkaufman testchildcare org View All Sites Status Paid z HISTORY Hired Tite Terminated Site Select 12 15 2009 Lead teacher 1 01 2010 ABC 10 05 2009 Substitute Add 7 01 2008 Lead teacher 6 30 2009 TEST Delete Record 14 4 1 gt Leip of 3 Close Edit view Print Main section Last Displays the staff person s last name First Displays the staff person s first name DOB Displays the staff person s date of birth SSN Displays the staff person s Social Security number Se
67. n Allows you to connecta child s record to one ormore of his orhersblings at the agency See page 53 Contacts Guardians section Displays the namesand contact information for the child s two primary contacts You cannot edit the data in thissection In orderto change the child s primary contacts orchange the data forcontacts use the CONTACTS button See page 45 Child screen Health page 3 Child CHILD Armstrong Louis Balance Due 60 50 Family Due 194 73 Main Health Administrative Meals Charges Payments ELN Doctor Restrictions Name UNEME ji Activity Practice Kensington Pediatrics iNo singing strained vocal chords Address 1435 Kensington Ave j City Philadelphia State Pa Zip 19142 Phone 215 505 _ ex Food Insurance Allergic to rice Insurer Personal Choice zl Allergic to oranges Policy 40075001500 Ji Group 7C6500 muna Assessments and Screenings Date of Health Assessment 12 10 2009 Special Needs Screening Date Result 1 4DD ADHD E Vision K 2 Adaptive devices zi Hearing 3 ADD ADHD j Dental 4 ADD ADHD zi Close Edit Log History Payers Events Contacts Doctor section Name Displays the name of the child s physician ChildWare User Manual Page 19 Last Updated 11 11 2010 Practice Disolays the name of the practice at which
68. n you are prompted for the site for which you want to see data amp Select Agency and Site Fa Site WATARA All Bout Children Baby Geniuses Learning 4cademy Jeffs Place The East Shelton Tabernacle Select the site for which you want to see data If you have entered a site earierin your ChildWare session that site will be the default site until you change it Users who have accessto only one site do not see this screen they automatically see data forthe one site to which they have access ChildWare User Manual Page 6 Last Updated 11 11 2010 COMMON CHILDWARE FUNCTIONS Common Buttons in ChildWare Throughout Child Ware there are several buttons that appearon multiple screens When you press these buttons the follow operations will be perfomed CLOSE button Exits you out of the current screen If you are in Edit Mode the CLOSE button will save yourchanges and then close the screen If you are adding a new record and press the CLOSE button the record will not be added orsaved EDIT button Allows you to enterinto Edit Mode See page 10 SELECT button Allows you to retrieve the record that is curently highlighted with a black triangle on the left hand side of the list ADD button Allows you to add a new record to the listing screen that you have open PRINT and PRINT VIEW buttons Allow you to view a printable version of the Current screen orreport you have selected If applicable this butto
69. n will also allow you to export data into Excel See page 11 DELETE button Allows you to delete the record that is curently highlighted with a black triangle on the left hand side of the list ChildWare User Manual Page 7 Last Updated 11 11 2010 Drop down Menus Begin Date Payer H Care Level z CCIS Agency z Copayment Billing Frequency z Close Add Some fields in ChildWare such as the Payer field in the above screen shot have a downward anow on the right hand side These fields have standard values that must be used you can select the appropriate value by pressing on the anow ortyping it in the field If the value you re looking for doesnot appearin the list contact the ChildWare Team See page 1 ChildWare User Manual Page 8 Last Updated 11 11 2010 Retrieve Options Children iew or Search By Payer z Search Term s CCIS zi Last Name First Name e Intake Discharge Angelou Maya 5 14 2001 F 10 01 2009 10 31 2009 TEST Armstrong Louis 12 10 2004 M 10 24 2004 8 15 2003 TEST 10 Baldwin James 12 10 2006 M 11 01 2009 TEST 26 bedontil barry 1 02 2006 M 1 30 2009 10 31 2009 TEST 9 Bedrosian Michael 1 01 2002 M 9 01 2004 11 30 2009 TEST 45 Blades Rueben 12 10 2006 m 9 01 2009 TEST 22 Bloom Judy 10 01
70. n you exit from an area you are retumed to the Main Menu The majorfunctions of ChildWare are the following CHILDREN Allows you to enterdata about children served by youragency and their caregivers including recruitment and enrollment payers consent forms and medical data See page 12 ATTENDANCE MEALS Allows you to enter monthly attendance and meal data foreach site and print attendance meal and payment reports for third party payers See page 55 TO DO Generatesa list of missing expired and soon to expire data for children staff sites and the agency See page 67 FINANCIALS Allows you to bill and invoice co payments tuition and other charges for children enter payments from caregivers in batch format reconcile payments from third party payers and print financial reports See page 69 REPORTS Allows you to print reports about children and staff See page 87 AGENCY Allows you to enterdata about youragency and each site See page 90 STAFF Allows you to enter information about staff including data about credentials and professional development See page 106 ChildWare User Manual Page 5 Last Updated 11 11 2010 EXIT Ends your Child Ware session Accessing Multiple Sites Users who work atagencies that have more than one site and who have administrative rights in ChildWare or work at more than one site have access to data for multiple sites Each time you select a Main Menu optio
71. ndance Summaries section is updated to reflect only the children in the current classroom When you print a report with the classroom filter on the attendance roster will include only the current classroom however associated financial reports will include all classrooms Attendance screen Attendance Roster The attendance roster displays the daily attendance foreach child in grid format Name Displays a list of children active during that month sorted alphabetically by lastname Days Displays the number of attendance days for the child during the month Displays the percentage of days that the site was open that the child attended during the month ChildWare User Manual Page 58 Last Updated 11 11 2010 The remaining columns each representa day of the month When the roster is created or when new children are added to the roster the expected attendance forchildren who have it is pre loaded into the roster In orderto enterattendance that differs from the expected attendance press the EDIT button to enterinto Edit Mode select the day and child for which you want to edit orenterattendance and entera new attendance symbol see page 57 forattendance symbols Days when the site is closed are indicated by special symbols These symbols are E Emergency Paid Closed foremergency such asa snowstom and paid forby CCIS J Emergency Unpaid Closed foremergency and not paid forby CCIS H Holiday Paid Closed
72. of children and their expected or documented meals based ona user specified date range Recruitment Report Prints a summary of pending and enrolled students based ona userspecified date range Sign In Sheet Prints a weekly sign in sheet foreach classroom The sign in sheet consists of an alphabetical list of children with blank spaces for their Caregiversto sign and record the times the child was picked up or dropped off Waiting List Prints a list of children on the waiting list See page Staff Basic Training Prints the date of the most recent first aid child abuse fire safety CPR and emergency plan trainings foreach active staff person Staff Contact List Prints the home and cell phone numbers and comment foractive staff members Can be restricted to substitutes only Staff DVAEYC Membership Displays the DVAEYC membership type and date of membership for active staff ChildWare User Manual Page 88 Last Updated 11 11 2010 Staff Medical Data Prints the date of the last medical examination PPD test and chest X ray for active staff Staff Qualifications Prints the advanced degrees ECE credits and years of experience foractive staff Training Displays a list of all trainings received by all staff members during a user specified date range To Do Prints the To Do list Exit Retums you to the Main Menu OK button Generates the report you selected CLOSE button Retums you to the Main Menu
73. on Aging Report Balances Report Deposits Report Fiscal Summary Report Transaction Report Reconciliation Report Exit Close Ok The Financial Menu containsa set of batch functions to ease data entry and reports to help summarize financial information stored in ChildWare You can print hard copies of the reports and bulk entries from each screen The following reports and batch functions are available from the Financial Menu Bulk Charges Allows you to apply individual charges to multiple children s recordsin batch format Bulk Payments Allows you to apply individual payments to multiple children s recordsin batch format Billing Allows you to apply co payments and tuition charges to all children s caregivers After the billing processis complete you also have the ability to print invoices directly after billing Special Billing Allows you to apply bulk charges other than co payments and tuition to children and filters by classroom Print Invoices Prints invoices based ona userspecified date range ChildWare User Manual Page 69 Last Updated 11 11 2010 Reconciliation Allows you to review the status of payments from third party payers enter payments by child and month and wnte off uncollected payments Aging Report Allows you to view how long each child s balance has been outstanding in 30 day increments priorto a userspecified date Balances Report Allows you to view each child s o
74. on recruitment status on the Child Listing screen See page 12 Intake section Complete this section only if the child has enrolled at one of the agency s site s Enrolled On Enter the child s first day of attendance Site Select the site the child is attending This field defaults to the curent site Classroom Select the child s primary classroom Date Consent Form Completed Enter the date the child s caregiver completed a consent form ChildWare User Manual Page 14 Last Updated 11 11 2010 Payer section These fields are operational only if you have entered an enrollment date for the child Payer Select the child s primary payer If the child has multiple payers additional payerscan be added later from the Child screen Fora list of payers see page 39 Care Level Select the child scare level This field becomes invisible for payers without care levels CCiSAgency Select the child s CCISagency This field is only visible if you select CCiSasthe payer Co payment Enter the child s co payment for the third party payer or the tuition amount for non subsidized children Fornon subsidized children this label isrenamed Payment Expected Attendance section These fields are operational only if you have entered an enrollment date for the child Enter the child s daily expected attendance from the third party payer Attendance typesare traditional part time P traditional full time F non traditional
75. or higher STEP 2 Go to the following site www 1973 phmc org You will see the following screen Remote Desktop Web Connection Windows Internet Explorer Ge E http www 1973 phmc org Ble Edt view Favorites Tools Help CE w amp Remote Desktop Web Connection M A Gh page G Toos be ry PHMC DATABASES This site is for authorized users only If you are not an authorized user please click here Screen Resolution Full screen gt Connect ChildWare User Manual Page 1 Last Updated 11 11 2010 STEP 3 Press the CONNECT button If your CONNECT button is not functioning please contact PHMC HelpDesk See page 1 You will see the following screen File Edit View Favorites Tools Help Bak gt gt O Ai Qsearch Favorites Media 3 S 3 Address amp http 207 245 76 3 connect asp Server proxy phmc org r W 8008rH 600 Log On to Windows Microsoft Copyright 1985 1999 daH Windows 2000 Corporation Server Built on NT Technology SEE A User name Password Cox Cancel Options gt gt E Done ig Internet Notes for the first ime you log in to ChildWare The first time you log in to ChildWare you may be prompted to download two pieces of software Security Warning x Do you want to install and run Terminal Services Actives Control signed on 5 24 2000 10 12 4M and distributed by Microsoft ration
76. oreach category The Attendance symbols in ChildWare are P traditional partial day F traditional full day Y non traditional partial day Z non traditional full day Ifa child was not enrolled on a particular day for the month if they were enrolled ordischarged in the middle of the month those days will be marked with an asterisk ChildWa re User Manual Page 57 Last Updated 11 11 2010 Total Days Displays the total number of attendance daysof all types forthe month forall children currently displayed on the screen Total Children Shows the total number of children curently displayed on the screen Prepared by Displays the name of the person who prepared the attendance report Namescan be selected from the drop down menu On Displays the date the attendance report was prepared Certified by Displays the name of the person who certified the attendance report Namescan be selected from the drop down menu On Displays the date the attendance report was certified Search By Classroom Allows you to filter the attendance rosterto a single classroom To filter you must first press the EDIT button and then select the name of the classroom from the drop down menu To remove a filter highlight the cla sroom name displayed in the Classroom field then hit the Delete key on your keyboard followed by the Enter key also on your keyboard When you filter the roster by classroom the data in the Atte
77. ormation Consents and Required Forms Pre School Students Only Form Date Signed Starts Kindergarten E Emergency Contact Form 7 20 2009 After School Students Only Medical Consent School CAPA HS for Creative and Performing Arts z Trip Consent Grade 1 Pupil ID 1231420 School Pickup O Transportation Consent 7 20 2009 County Record 517 2737272 First Aid Consent 7 20 2009 Swimming Consent Early Intervention Wading Consent Early Intervention O IFSP IEP Expiration Newsletter Web Media EIP Sharing Allowed O EIP Comment Photo Close Edit Log History Payers Events Contacts School Information section Preschool Students Only Sta rts Kindergarten Displays the year the child began orisscheduled to begin kindergarten After School Students Only School Displays the name of the school the child attends Grade Displays the child s grade Pupil ID Displays the child s ID number with the School District of Philadelphia School Pickup Indicates whether ornot the child is picked up at school pror to attending child care County Record Displays the child s county record number ChildWare User Manual Page 21 Last Updated 11 11 2010 Early Invention section Early Intervention Indicates whether or not the child participates in Early Intervention IFSP IEP Expiration Disp
78. p down list Application Fee Co payment Deposit Field Trip Fundraising Late fee Late pickup Meals Refund Tuition Unscheduled attendance Child Defaults to the child you have previously selected Date Enterthe date of the charge Amount Enter the amount of the charge Note Entera comment about the charge CLOSE Retums you to the Charges Payments page without saving the information you just entered ADD Saves the information you just entered and retums you to the Charges Payments page ChildWare User Manual Page 27 Last Updated 11 11 2010 ChildWare Is a payment being made for this charge today After you entera charge ChildWare gives you the option of entering a payment forthat charge Press the YES button to entera payment Press the NO button to retum to the Charges Payments page Payment screen Payment Type Payment zi Note Contact Doe Jon z Date 6 24 2010 Amount 50 00 Method Check Check 123 Receipt 163 Close Edit Print Type Displays the type of payment Contact Displays the name of the caregiver who made the payment Date Displays the date of the payment Amount Displays the amount of the payment Method Displays the method of payment e g cash orcheck Check Displays the check number of the payment This field is visible only for payments made by check Receipt
79. payment from the third party payer update the status to W Written off If you have an expected payment for which you will not be receiving payment from the third party payer entera W in the status column to write off the payment If you have received some response from the payer including a partial payment fora month for which you expect to receive full payment but do not have a final resolution entera P in the status column to indicate that payment is pending ChildWare User Manual Page 86 Last Updated 11 11 2010 Reports Menu Report Options Care Level Expiration a Children By Payer Classroom Vacancies Contact List Demographics ELN Food and Activity Restrictions FFood Restrictions Food Subsidy Health Assessment Status Meals By Month Recruitment Report Sign In Sheet Waiting List Staff Basic Training Staff Contact List Staff DVAEYC Membership Staff Medical Data Staff Qualifications Training To Do Evit pa Close Ok When you print a report from the Reports menu the report is displayed on yourscreen in print preview format You can then printa hard copy of the report from the screen If you do not have a default printer installed on your computer you will be unable to view reports The following reports are available from the reports menu Care Level Expiration Prints a list of children who have aged out of their Curent care level or children w
80. per O o CI o Oo m O Food Subsidy Reduced price z ChildWare User Manual Page 10 Last Updated 11 11 2010 Retrieving Exported Files ChildWare allows you to export some reports and lists to Excel Files you export from ChildWare are sent to an FIP Intemet site To access the site enter the following in your Web browsers address field ftp ftp phmc org your agency abbreviation In the above the agency abbreviation is assigned to youragency by PHMC If you don t know youragency abbreviation contact the administrator at youragency If you are the agency administrator please contact the ChildWare Team See page 1 When you access the site you will be prompted to log on Logonas j x gt Either the server does not allow anonymous logins or the e mail address was not accepted FTP server ftp phmc org User name Password After you log on you can add this server to your Favorites and return to it easily A FTP does not encrypt or encode passwords or data before sending them to the server To protect the security of your passwords and data use Web Folders WebDA instead Learn more about using Web Folders J Log on anonymously Save password cer Username Enter the word unity followed by a backslash then your usemame Password Enter yournetwork password Press the LOG ON button to access the site ChildWare User Manual Page 11 Last Updated 11 11 2010 CHILD SECTION
81. phia Professional Dev Instructor Christianne Balsamo Type CPR z Hours 3 00 Expiration 5 31 2011 nd paasM Act 48 O Keystone STARS Knowledge Area K7 Health Safety and Nutrition zl Competency Level C1 Comprehension H Topic Code 80 Pediatric first aid g Close Edit Title Displays the title of the training Professional Dev Org Displays the name of the organization that provided the training Professional Dev Instructor Displays the name of the person who facilitated the training Type Displays the type of training Hours Enter the length of the training PQAS Select whether or not the training is PQAS eligible Act 48 Select whether ornot the training is Act 48 eligible Keystone Stars This section tracks professional development relevant to Keystone Stars and the Professional Development Record PDR ChildWare User Manual Page 122 Last Updated 11 11 2010 Knowledge Area Select the knowledge area classification for the training Competency level Select the competency level for the training Topic Code Enter the topic code for the training Only topic codes appropriate forthe knowledge area can be selected CLOSE button Saves your changes and retums you to the Staff Professional Development page EDIT button Allows you to edit information in the training record ChildWare User Manual Page 123 Last Upda
82. re 2 There are meals indicated for this day Do you wish to remove these meals If there are meals indicated forthe day you are marking asclosed ChildWare will ask you if you would like to remove the meals for that day Press the YES button to uncheck all expected meals forthat day 5 Select Reason for Closing xi Reason Emergency Paid Emergency Unpaid Holiday Paid Holiday Unpaid Cancel Ok ChildWare prompts you to select the reason the site wasclosed If the day you are Closing is nota Saturday or Sunday Weekend will not appear in the list If CCIS will be paying for the closing you should select Emergency Paid or Holiday Paid If CCIS will not be paying forthe closing select Emergency Unpaid or Holiday Unpaid This will affect the calculation when reconciling with CCIS See page 82 If you are uncertain if a closure is paid or unpaid contact CCIS Select the reason forthe closing then press the OK button ChildWare User Manual Page 61 Last Updated 11 11 2010 The MARK button is visible only after you press the EDIT button ChildWare User Manual Page 62 Last Updated 11 11 2010 CCIS Invoices button Enables you to add invoice numbers from all CCIS agencies that subsidized children at yourcenter during that month This information is then used for reconciliation and to generate automated CCIS Attendance Discrepancy reports MEALS button Takes you to the Meals screen w
83. reate the roster ChildWare User Manual Page 56 Last Updated 11 11 2010 Attendance screen ATTENDANCE month year 3 2010 Site Jeffs Place Summary Full Partial Prepared By z On 8 18 2010 Traditional F 92 P32 Total Days 126 Certified By zi On Nontraditional Z 0 Y 2 Total Children 10 Search By Classroom oO Child gt Deville Lil __ Deville Phil __ Griffin Stewie el Mayonaise Patty il Pickles Tommy __ Simpson Maggie Squarepants Spongebo Urkel Steve za agza Record wll 1 gt rfp of 9 Close Edit Mark Calculate CCIS Invoices Meals View Print The Attendance screen displays all children who were active at the site forat least one day during the month and theirattendance forthe month The Attendance screen is pre populated with attendance data based on each child s expected attendance see page 40 In ordercreate an accurate attendance report forthe month you only need to edit those days where the child s attendance was different from the expected attendance Attendance screen Attendance Summary section Traditional Nontraditional Full and Partial Disolays the total number of traditional and non traditional full and partial attendance days for the month forall children currently displayed on the screen Attendance symbols are displayed alongside the totals f
84. refine your filter For example if you wanted to retrieve only children funded by CCIS you would select Payer from the View or Search By drop down menu The Search Tens field would then appear and you would select CCIS from the drop down menu Similarly if you wanted to list only children with the lastname Smith you would select Last ChildWare User Manual Page 9 Last Updated 11 11 2010 Name from the View or Search By drop down menu and enter Smith in the Search Terns field Edit Mode Many screens contain an EDIT button In orderto prevent accidental data entry you must press the EDIT button before making changeson the screen After you press the EDIT button the header of the fom indicates that you are in edit mode Before editing not allowed Child CHILD Armstrong Louis Balance Due 60 50 Family Due 194 73 Main Health Administrative Meals Charges Payments ELN Expected Meals Monday Tuesday Wednesday Thursday Friday Saturday Sunday O CI Snack 1 o 0o Oo Li O O LI Lunch O O Snack 2 o O 0o LI O O Li Supper O o O o O o O Food Subsidy Reduced price z After editing allowed CHILD Armstrong Louis Balance Due 60 50 Family Due 194 73 Main Health Administrative Meals Charges Payments ELN Expected Meals Monday Tuesday Wednesday Thursday Friday Saturday Sunday aj O o Snack 1 O L o o O O O Lunch O O Snack 2 O O O Li 0 0 O Sup
85. s sexual abuse insurance policy Fidelity Bond Displays the start and end date of the agency s fidelity bond ChildWare User Manual Page 92 Last Updated 11 11 2010 Misc ellaneous Setup Training Start Date Displays the month and day that marks the start of the agency straining year Annual training totals for staff people are calculated based on this date Active Displays whether or not the agency is active Auto Receipting Check this box if you would like ChildWare to create automated receipt numbers when a cCaregivermakesa payment See page 25 Logo double click to change Double click box and window to search computer will appear Select image and press Save ChildWare User Manual Page 93 Last Updated 11 11 2010 Add Group Training Date Iti zd d Title Professional Dev Org Professional Dev Instructor Type i Hours PQAS Act 48 Keystone STARS Knowledge Area zi Competency Level zl Topic Code zl E Include All Staff nderson Marian Cody William Doodle Dipsey Dubee Rich Dumbledore Albus Dumbledore Albus Dummy Testx Fitzgerald Scott Garner Jennifer Gross Greg Record 14 4 1 gt gt t gt of 29 Staff Attending 0 Close Add OOOOUOO00O0 The Add Group Training function allows you to add a training session to multiple staff records in one
86. screen Enterall information for the fields listed in the Training section of the screen Then select the staff members who attended the training session in the Staff section of the screen You may check the Include All Staff Field if you would like add this session to the training recordsof all staff members Date Enter the date of the training session Title Enter the title of the training Professional Dev Org Enterthe name of the organization that provided the training Professional Dev Instructor Enter the name of the person who facilitated the training Type Select the type of training ChildWare User Manual Page 94 Last Updated 11 11 2010 Hours Enter the length of the training PQAS Select whether or not the training is PQAS eligible Act 48 Select whether ornot the training is Act 48 eligible Keystone Stars This section tracks professional development relevant to Keystone Stars and the Professional Development Record PDR Knowledge Area Select the knowledge area classification forthe training Competency level Select the competency level for the training Topic Code Enter the topic code for the training Only topic codes appropriate forthe knowledge area can be selected ChildWare User Manual Page 95 Last Updated 11 11 2010 Site screen Main page amp Site SITE All Bout Children Name All Bout Children
87. screen Reconciliation screen Entering Payments REPORTS MENU AGENCY SECTION Agency screen Main page Agency screen Insurance page Add Group Training Site screen Main page Site screen Accreditations page Room Listing screen Add Room screen Room screen Site Log screen Payer Contract screen STAFF SECTION Sta ff Listing screen Add Staff screen Sta ff screen Main page Add Staff History screen Sta ff History screen Staff screen Schedule page Sta ff screen Hiring Information page Sta ff screen Contact Information page Sta ff screen Professional Development page Add Training screen Training screen 111 112 113 114 117 119 121 122 OVERVIEW About ChildWare ChildWare hasbeen developed by the Public Health Management Corporation PHMC specifically to meet the needs of Pennsylvania child Care providers Technical Support Ongoing technical support for ChildWare is available from PHMC If you have a technical problem e g you can t print orlog in please contact the PHMC HelpDesk at 215 985 2599 or helpdesk phmc org If you have a problem with or question about using the software e g you don t know whata field does orhow to enterdata please contact the ChildWare Team Farrah Parkes 267 765 2343 fparkes phmc org Christianne Balsamo 215 731 2407 cbalsamo phmc org Accessing ChildWare via the Intemet STEP 1 Connect to your Intemet provider using Intemet Explorer 6
88. son s most recent physical Signature Displays whether or not the staff person s most recent physical form was signed bya physician ChildWare User Manual Page 115 Last Updated 11 11 2010 Chest X Ray Displays the date and result of the staff person s most recent chest X ray PPD Applied Displays the date the staff person s most recent PPD test was applied PPD Read Displays the date the staff person s most recent PPD test was read and the result of the test ChildWare User Manual Page 116 Last Updated 11 11 2010 Staff sc reen Contact Information page S Staff STAFF Kaufman George Main Schedule Hiring Information Contact Information professional Development Home Medical Information Home Address 1 ARIZA Physician Name Alexander Woollcott Address 1 1814 Walnut Street Home Address 2 City Philadelphia gades 2 State P Zip 19142 City Philadelphia State PA X Zip 19103 Home Phone 215 555 1407 Phone 215 555 8942 Cell 215 555 7689 Allergies Clams squid shrimp tuna fois Email gkauffman algonquin org gras and peanut butter Note cut and Medical Note Subject to violent outbursts at the mention of peanut butter paste Emergency Contacts
89. splays a list of training sessions attended by the staff person SELECT button Allows you to retrieve a specific training session In orderto retrieve a recor highlight it in the list then press the SELECT button ADD button Allows you to create a new training session record See page 121 DELETE button Allows you to delete a training session record In order to delete a record highlight it in the list then press the DELETE button ChildWare User Manual Page 120 Last Updated 11 11 2010 Add Training screen amp Add Professional Development xi Staff Kaufman George Date Title Type H Hours Close Add Staff Displays the name of the staff person for whom you are entering training information You cannot edit this field Date Enterthe date of the training Title Enter the title of the training CLOSE button Retums you to the Training Listing screen without creating a new training record ADD button Createsand new training record and sends you to the Training screen forthat record Note that if multiple staff members attended the same training session you can enter training data for multiple staff members at once See page 94 ChildWare User Manual Page 121 Last Updated 11 11 2010 Training screen PROFESSIONAL DEVELOPMENT Shane Victorino Date 6 02 2010 Title CPR Training Professional Dev Org Red Cross Philadel
90. t is calculated based on the child s payer care level and expected attendance If a co payment was entered in the child s payer record that is subtracted from the third party payers rates You cannot edit the expected payment field If this field is incomect you must make changes to the child s record in ordergenerate the correct amount Status Displays the payment status forthe month The statuscan be any of the following BLANK Outstanding No response from payer ChildWare User Manual Page 83 Last Updated 11 11 2010 A Approved Payer has paid in full P Pending Payer has either made a partial payment orno payment atall and you are in the process of investigating or negotiating with payer W Written Off Payer has either made a partial payment or no paymentatall and you have decided to accept this partial ornon payment Paid Displays the amount paid Check Displays the check number of the payment CLOSE button Saves yourchanges and retums you to the Main Menu EDIT button Allows you to edit data on the screen See page 85 ChildWare User Manual Page 84 Last Updated 11 11 2010 Reconciliation screen Entering Payments Retrieve Reconciliation iew or Search By all zi Month Child Expected Status Paid Check 3 2010 Bloom Judy 186 00 168 00 8795 3 2010 Chisolm Shirley 129 00 129 00 8795 3 2010 Dali Salvador 168 56 155 56 8795 3 2010 Fitzgerald E
91. ted 11 11 2010
92. ted at the site you selected If you have accessto data from multiple sites you will be able to view a list of all children atall sites within youragency ADD button Allows you to enroll a new child oradd them to the recruitment waiting list See page 13 DELETE Allows you to delete a child srecord In orderto delete a record highlight it in the list then press the DELETE button ChildWare User Manual Last Updated 11 11 2010 Page 12 VIEW PRINT Allows you to print orexport data about the children in the list Add Child screen This screen can be used to add newly enrolled children as well asadd information about potential enrollees or children on the waiting list 5 Add Child Ea First Name MI Payer Information Last Name Suffix BI Payer a Sex x DOB Care Level oO Ethnicity zl CCIS Agency F oO Race zl Copayment SSN Billing Frequency aya Recruitment Information Expected Attendance Referral Date Monday By Hi Tuesday z Staff Contact i Wednesday gt Status zi Thursday Intake Information Friday Enrolled On si Saturday Site Sunday Classroom zi School Information Date Consent Form Completed Pre School Only Starts Kindergarten After School Only School zi Grade School Pickup O Pupil ID Close Add First Name
93. the Main Menu SELECT button Retrieves the record fora staff person In orderto retrieve a record highlight it then list then press the SELECT button See page 109 SHOW ALL button Retrieves all staff records in the system ADD button Allows you to entera new staff record See page 108 DELETE button Deletesa staff record In orderto delete a record highlight it in the list then press the DELETE button VIEW PRINT button Allows you to printa report forthe staff people currently displayed in the list ChildWare User Manual Page 106 Last Updated 11 11 2010 3 Select Report xi Report X Paper listing Paper listing compliance Export to Excel Paper listing Printsbasic data about staff including title hire date and key training and clearance information Paper listing Compliance Prints data for DPW site audits Export to Excel Exports data to Excel ChildWare User Manual Page 107 Last Updated 11 11 2010 Add Staff screen 3 Add Staff xi Site WATARA E EE Last Name First Name Hire Date 7 14 2010 Title zi Close Add Site Select the primary site at which the staff person works ChildWare enters a default value of the curent site which you can overwrite If the staff person works at more than one site you will need to add a history record for each site at which the person works Last Name Enter the staff person s last na
94. tory screen 83 Add Staff History Ed Site The East Shelton Tabernacle zi Hire Date 7 14 2010 Title SJEA CEE Close Add Site Select the site at which the staff person works ChildWare entersa default value of the curent site which you can overwrite If a staff person works at more than one site you should entera record foreach site at which the staff person works Hire Date Enter the date the staff person washired to work at the site Title Select the staff person s job title at the site CLOSE button Retums you to the Staff History Listing screen without saving the staff history record you have just created ADD button Saves the staff history record you have just created and opens the Staff History screen to enable you to add additional data to that record ChildWare User Manual Page 111 Last Updated 11 11 2010 Staff History screen amp Staff History STAFF HISTORY Kaufman George Hire Date FIERA Site The East Shelton Tabernacle z Title Lead teacher zi Termination Date 6 30 2009 Termination Note had baby Hire Section Date Displays the date the staff person was hired Site Displays the site at which the staff person works If a staff person works at more than one site you should entera record foreach site at which the staff person works Title Displays the staff person s job title Termination Section
95. tton Saves the new record you created and opensthat record for further editing See page 40 Payerscreen ChildWare User Manual Page 39 Last Updated 11 11 2010 B Payer PAYER CCIS Armstrong Louis Begin Date SAMAT Expected Attendance Payer CCIS z Monday F Care Level Older toddler 25 36 months Hi Tuesday F CCIS Agency Chester zl Wednesday F Copayment 14 00 Thursday F Friday F E End Date Saturday _ E Sunday E The Payer screen is displayed after you add a new payerorselecta payer from the Payer Listing screen e page 38 In orderto maintain accurate payer history records once a payerhasbeen added no fieldscan be modified except the End Date Ifa child sco payment amount care level expected attendance and orpayerchanges you must specify an End Date i e the last date for which the old payer information was applicable and then create a new payerrecord When you close out the payerrecord you will see this message ChildWare p You have just closed out this payer Do you wish to extend this payer for a new period ChildWare User Manual Page 40 Last Updated 11 11 2010 Press YES if you wish to modify that record The Add Payerscreen will appear with the same information asthe previous payer record You may edit the information here The Begin Date of the new payerrecord should be the date that the new co payment care leve
96. utstanding and credit balancesasoftoday sdate and a curent summary of these figures Deposits Report Allows you to view a list of children whose caregivers have paid beyond their tuition and co payments and those amounts Fiscal Summary Report Allows you to view a snap shot of all charges payments balancesand deposits based on a userspecified date range Transactions Report Allows you to view a list of chargesand payments by child during a user specified date range Reconciliation Report Allows you to view the status of payments from third party payersfora user specified date range ChildWare User Manual Page 70 Last Updated 11 11 2010 Bulk Charges Listing screen Retrieve Charge Batch View or Search By Search Term s Batch 17 Entered 11 9 10 X Name Date Amount Entered 11 9 2010 3 00 11 09 2010 TEST ul Deville 11 9 2010 3 00 Late fee 11 09 2010 TEST Rainbow Brite 11 8 2010 15 00 Fundraising 11 09 2010 TEST Record 14 4 1 gt PL gt of 3 Select Add Delete Process The Bulk Charges Listing screen allows you to apply individual charges to each child s record in a batch format If there are no open batches the listing screen will appearblank and you may press ADD to starta new batch If there isan open batch the listing screen will appear with the charges you had previously added asseen above To add to an open batch you use the same ADD button to add a new ch
97. utton Adds new history record and opensthat record for further editing See page 36 ChildWare User Manual Page 35 Last Updated 11 11 2010 Child History sc reen amp Child History CHILD HISTORY Finster Chuckie Recruitment Information Referral Date First Staff Contact Expected Enrollment Follow Up Application Fee Paid Status Note 09 20100 By Family Member H Gross Greg zi Toured Facility By zi Forms Completed Enrolled zi Intake and Discharge Information Enrollment Date Site Discharge Date Reason Note 3 25 2010 Jeffs Place Close Edit Recruitment section Referral Date Displays the date the child was referred to the agency By Displays the child s referral source First Staff Contact Displays the name of the staff person at the agency who had the first contact with the child s caregivers Expected Enrollment Displays the date the child isexpected to enroll atthe agency Toured Facility Displays the date the child and his or her caregivers toured the facility Follow up Displays the date someone at the agency followed up on the child s referral ChildWare User Manual Last Updated 11 11 2010 Page 36 By Displays the name of the person at the agency who followed up on the Child s referral Application Fee Pai
98. x Displays the staff person s gender Race Displays the staff person s race Work Phone Displays the staff person s work phone number including extension Work email Displays the staff person s work email address ChildWare User Manual Page 109 Last Updated 11 11 2010 Status Displays whether the staff person isa volunteerorpaid staff person View all Sites Disolays whether or not the staff person can view data forall of the agency ssites If this box isnot checked the staff person can only view data about the site s at which they work Only staff with administra tive rights can edit this field Languages section Displays a list of languages spoken by the staff person History Section Allows you to add and edit hiring transition and discharge information for the staff person SELECT button Allows you to retrieve a staff history record In orderto retrieve a record highlight it in the list then press the SELECT button ADD button Allows you to create a new staff history record DELETE button Allows you to delete a record In orderto delete a record highlight it in the list then press the DELETE button CLOSE button Retums you to the Staff Listing screen EDIT button Allows you to edit information on the Staff Main page VIEW PRINT button Preview and print the staff member straining information based ona userspecified date range ChildWare User Manual Page 110 Last Updated 11 11 2010 Add Staff His

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