Family Day Care - Release Notes V7.0.00
Software Release Date: 20th June 2016
Xpedite has updated the tool used for the development of all the City Manager modules.
The tool bar buttons have been updated to a ribbon bar, screen layouts in some instances may have been changed.
Please take the time to look around and familiarize yourself with the new layout.
CCMS 2016 changes are included. This update must be installed in your LIVE environment by opening of business, Monday 4th July 2016. Your Centres will not be able to communicate with CCMS if this update is not applied by this date.
Refer to the Inclusion Support Programme and Innovative Solutions sections for the major changes.
General look and feel updates for Version 7.0.0 3
Double click on Ribbon Bar 3
Roll through the ribbon bars 3
Buttons – greyed instead of imprint 3
Application Exit 4
Search Button updated 4
Family Day Care 5
Toolbar buttons - Home Ribbon 5
Menus 5
Administration Ribbon 6
Configuration 6
Finance 6
Dates 6
System Group 7
Care Provision Ribbon 7
CCMS Ribbon 7
Batch Ribbon 8
Equipment Ribbon 8
Reports Ribbon 9
Print Options – PDF file (new) 9
Help Ribbon 10
Ribbon Security 10
Tabs - One row of tabs instead of two 11
Enhancements and Bug Fixes V7.0.0 11
Educators 12
Deactivate/Activate and Delete Educator buttons 12
Child 13
Mandatory Indigenous Status (10775) 13
Immunisation button (10756) 14
Mandatory Indigenous Status (10775) 15
Absences tab (10747) 16
Timesheet Entry 16
Fee and Hours Calculations (10785) 16
Word Templates 17
Absence reporting fields (10715) 17
Family Totals by Educator Invoice Stmt 17
Absence Merge Fields for template 17
Family CCMS 4 weekly Statement 18
Inclusion Support Programme 19
Summary Changes: 19
Service Agreements & Timesheets 19
CCMS Enrolment 19
IS Case Claim 20
IS Case Claim details 21
Additional Educators 21
Enrolments 22
Innovative Solutions Cases 23
Query Innovative Solutions Case Claims 23
Query Innovative Solutions Cases 23
General look and feel updates for Version 7.0.0
Double click on Ribbon Bar
If you double click in the ribbon bar it will “hide”, to bring it back, click on any of the Ribbon bar names.
Roll through the ribbon bars
Single click on a ribbon bar; use the mouse wheel to roll the various ribbon bars to locate the one you want.
This works only when a button/screen is not open.
Buttons – greyed instead of imprint
instead of
Instead of ......
Application Exit
Exit application only exists on the Home Ribbon
Search Button updated
Where you need to search for an application the binoculars button has been updated throughout the system.
Was is now
Family Day Care
Original look and feel of Family Day Care versus new look and feel
Toolbar buttons - Home Ribbon
Menus
Administration Ribbon
Grouped Administration items together for ease of locating, and for similar functions.
Buttons with a down facing arrow ↓at the bottom, indicate they expand downwards.
Configuration
Finance
Dates
System Group
This group is also located on the Administration Ribbon.
- User Security - Previously named Operator Profile/Security Access
- Templates – used for site specific Word Template Maintenance
- Logos – set the application Logo
Care Provision Ribbon
CCMS Ribbon
We’ve included what was previously located using the CCMS Menu item on a single ribbon.
Message Logging – click this button to change the setting to ‘Enabled’.
You must also run and enable the same setting in the CCMS.exe
Used to create XML of the transactions being sent to and returned from CCMS.
Batch Ribbon
Batch ribbon for sites using a Creditors Transfer to ‘pay’ the Educators.
Batch ribbon for sites using Payroll to ‘pay’ their Educators
In this example, the site uses Debtors to invoice their families the Gap Fee & Pay their Educators thru Payroll.
Equipment Ribbon
Reports Ribbon
Using the Reports icon on the Home Ribbon opens the familiar Reports screen
Infrequently used Report groups have been moved to the bottom of the page. These report groups do not have button access on the Reports ribbon bar.
Print Options – PDF file (new)
ASCII report mode has been altered to PDF file creation instead.
Help Ribbon
Ribbon Security
If you do not have security to the options you will be able to click on the ribbon bar, excluded functions are disabled.
Tabs - One row of tabs instead of two
Tabs will wrap when FDC is minimized.
Enhancements and Bug Fixes V7.0.0
These are changes not related to the change to the new development tool.
CCMS 1.70 release is included – this update must be in your Live/Production by opening of business on Monday July 4th 2016 (at the latest)
Educators
Access Educator details from the Home ribbon
Deactivate/Activate and Delete Educator buttons
These 2 features were previously included the Educator menu.
Deactivate/Activate an Educator – use this when an Educator leaves the service or recommences.
If the Educator is Active, the system will check you want to de-activate them. Click Yes, to proceed, No to stop.
Delete Educator is used to remove an Educator record from the system – this will not work if the Educator has ever been registered with CCMS and/or provided any care to anyone.
Deactivate their record is this is the case.
Child
Mandatory Indigenous Status (10775)
Requested by Holroyd/Cumberland
Indigenous Status now mandatory on the Maintain Child Ethnicity tab. These details are transmitted to CCMS when the Child is enrolled or updated with CCMS.
A warning will display indicating there is no detail recorded when a Child record is saved.
Update the Indigenous Status field, then Save again.
Indigenous Status selection is populated into the Create CCMS enrolment screen details.
Hint:
If a Child Record is opened and maintained the system will not complete the changes until a response to Indigenous Status is recorded.
Use the Excel Reports – Child Listing - to identify Children who do not have an Indigenous Status recorded.
Immunisation button (10756)
Removed the Conscientious Objector tick box.
Mandatory Indigenous Status (10775)
Requested by Holroyd/Cumberland
Indigenous Status now mandatory on the Maintain Child Ethnicity tab. Indigenous Details are transmitted to CCMS with the Child’s Enrolment.
A warning will display indicating there is no detail recorded when a Child record is saved.
Update the Indigenous Status field, then Save again.
Indigenous Status selection is populated into the Create CCMS enrolment screen details.
Hint:
If a Child Record is opened and maintained the system will not complete the changes until a response to Indigenous Status is recorded.
Use the Excel Reports – Child Listing - to identify Children who do not have an Indigenous Status recorded.
Absences tab (10747)
Changed tab name from Absences Taken to Absences
Altered the screen display - Current Child Care year is displayed when the tab is opened.
Absences visible here are from entries recorded on the Attendance record(Timesheet).
To see the Child’s YTD absence count recorded at CCMS, complete Query of their CCMS Enrolment
Timesheet Entry
Fee and Hours Calculations (10785)
Reported by Gannawarra
There was an issue with keyboard entry, it’s now been fixed.
Word Templates
Absence reporting fields (10715)
Family Totals by Educator Invoice Stmt
Base template– xpdc_educator_inv.dot
Screen Identifier – DCEInv
Header file - xpdc_educator_inv.hdr
Added 2 merge fields for Absence reporting to the base template
- «AbsInPeriod»
- «YTDAbs»
This template is an ‘emailable’ report, produced using Family Day Care > Word Reports > Educator Invoice Statements.
Absence Merge Fields for template
Absence Merge fields available to select in this template
«AbsDescW1»
Absences taken at your scheme for current Child Care Year.
These are recorded on the Child’s Timesheet, they display on Absences tab, within the current financial year
This field refers to the current child care year only
Prints on report as:
Abs Taken (x) – Limit (xx) (dd-mth-yy/dd-mth-yy)
Limit (xx) and Child Care year details are read from Year End details screen as shown
«AbsDescW2»
Reports a second line of Absence data when the report crosses two Child Care years.
FDC fortnightly processing rarely straddles 2 child care years.
Uses same details as «AbsDescW1» whilst referring to the previous Child Care year.
«AbsInPeriod»
Displays Absences taken for the printed period
Details are also read from the Child’s Absence Trans tab. The dates selected for the period are referenced and reported.
See AbsDescW1 for screen shot of where detail is read from
«YTDAbs»
Reports Year to Date Absences taken from the latest update of the Child’s CCMS Enrolment.
Family CCMS 4 weekly Statement
Base template– xpdc_ccms_4wkly_stmt.dot
Screen Identifier – DC4Wkly
Header file - xpdc_ccms_4wkly_stmt.hdr
Added 2 new fields for including details of Absences taken and Year to Date from the CCMS reporting
«YTDAbs»
«AbsInPeriod»
Refer earlier section: Absence Merge Fields for template details
Inclusion Support Programme
Refer to communications from Education- IPSP: regarding Inclusion Support Programme details
Summary Changes:
Added new Innovative Solutions Cases and Claims
Service Agreements & Timesheets
- Submitting session details to CCMS for IS Attendances is no longer required.
- Submit only the standard entries of Care on the Child’s timesheet
- IS Case Service Agreements ARE NO LONGER REQUIRED and will need to be end dated in your Centres as of 3rd July 2016
- Attendance records including ISS Regular hours as the Care Type will NOT submit to CCMS – they will fail
CCMS Enrolment
Information supplied by CCMS in the Child’s CCMS enrolment has changed for Inclusion Support.
IS Case Claim
IS Case Claims screen has expanded details required for the submission of the Claim for payment.
- Hours Claimed now require Dates provided and number of hours for the date
- Non Face to Face hours claimed is limited to a percentage of the IS Case Hours – refer to your program guidelines for details.
IS Case Claim details
Record the Case ID – from the Child’s CCMS Enrolment or the Query IS Cases screen
Week Ending date is required – submit this data AFTER the Attendance records have been sent to CCMS for processing
IS Payment Type – Centre Based Care has 5 types – these are included in the drop down list
Service Provision is either Face-to-Face or Non Face-to-Face (absent child)
Additional Educators
FDC Educators who have provided care may need to be specified in the Claim. The specification is not clear on this. As CCMS has not provided FDC specific Test IS Cases details I’ve been unable to test this. As always, I’m willing to assist when you make an IS Claim for payment.
More information is now collected for Staff providing the Additional Care
- When making a Claim submission agree to the Additional Educator Declaration
- Use the white button to look up the Additional Educator CCMS Personnel ID (refer to Staff screen/CCMS Personnel button all personnel require a CCMS Personnel ID)
- Record the Hours then the Care Date provided by this Staff member. Repeat for each date hours of IS where provided.
- SAVE for each line of detail
- Repeat the process for each Staff and dates Care was provided
Enrolments
New - for each Case Claim link the CCMS Enrolment ID of each Child who is linked to the IS Case.
Look up the Enrolment ID using the white button
Click the binoculars
Use Child ID or name details to search for the Enrolment ID
When located, Save the entry.
Innovative Solutions Cases
The Query IS Innovative Solutions Case Interface is used to query DSS for information on IS Innovative Solutions Case records.
2 Query screens included accessed via the menu:
- Query Innovative Solutions Case Claims
- Query Innovative Solutions Cases
Query Innovative Solutions Case Claims
Query Innovative Solutions Cases
XpediteProfessional Services Pty Ltd © 2016 Page 1 of 23