CHAPTER 1 TABLE OF CONTENTS - WordPress.comCHAPTER I - OVERVIEW ChildWare Manual 2/9/2012 Chapter 1...

CHAPTER 1 – GENERAL OVERVIEW

TABLE OF CONTENTS

Section A: Introduction to ChildWare

1

Background About ChildWare Commitment to Quality

Section B: Support

2

About the Manual Technical Support

Section C: Accessing ChildWare

3

Web Accessibility ChildWare Usernames and Passwords Login Instructions User Levels

Section D: Main Menu Navigation

10

Home Page Section E: Common Features

11

Dropdown Menus Lookup Lists – Select/Delete, Filtering, Sorting Ok & Cancel Buttons, Add Buttons

Section F: Multi-site Agencies

17

Changing Sites

CHAPTER I - OVERVIEW

ChildWare Manual 2/9/2012 Chapter 1 – General Overview

Page 1

Section A: Introduction Background ChildWare is a child care management system developed and managed by Targeted Solutions, the consulting practice of Public Health Management Corporation (PHMC). PHMC's development of this software is part of a larger initiative for childcare providers in Pennsylvania, known as the Pennsylvania Shared Source Initiative (PASSI). PASSI offers a new way for providers to do business, with a menu of cost-saving and time-saving options, management best practices and a shared commitment to quality improvement. ChildWare was specifically designed to meet the reporting and tracking needs of childcare providers in Pennsylvania. These include reporting and data tracking for the following ECE-related programs: Keystone STARS CCIS PA DPW Licensing Requirements Pre-K Counts Head Start ELN CACFP

Most recently, ChildWare programming has been expanded to meet the needs of New Jersey providers. About ChildWare ChildWare is an all-in-one information tracking system for childcare providers. Information stored in ChildWare includes:

Child and Family Data Staff Professional Development Child Attendance Records Tuition and Billing Subsidy and Scholarship information Meals and Meal Subsidy Information Recruitment and Registration Licensing and Accreditation

Commitment to Quality PHMC‟s commitment to continuous quality improvement means that we are constantly working to update and improve ChildWare. During its pilot phase, ChildWare programming staff worked closely with childcare providers to best understand the needs of the user. We continue to draw upon user feedback to enhance the user experience. As a ChildWare client, you will have the opportunity to provide us with feedback as well. You have been assigned a ChildWare representative who will work with you directly to ensure your questions and concerns are answered.



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Section B: User Support About this Manual This manual should be used as a guide to help you understand how to enter information, use processing features, and extract information via reports and exporting. Technical Support Technical support for ChildWare is available through Targeted Solutions. Workshops and webinars are offered throughout the year for all ChildWare clients. Clients will be emailed about upcoming workshops and can check the ChildWare website for updated information: http://childware.org. ChildWare clients can also request one-on-one assistance with a ChildWare representative. If you have a technical problem or have questions that this manual is not able to address, contact the ChildWare Team at 215-731-2407 or [email protected]. If you forget your password or are unable to login, contact the PHMC Help Desk as 215-985-2599 or [email protected]. The ChildWare Team and the PHMC Help Desk are available Monday though Friday 9:00 am to 5:00 pm, excluding holidays.

http://childware.org/

mailto:[email protected]

mailto:[email protected]



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Section C: Accessing ChildWare Web Accessibility ChildWare can be accessed from any computer with a secure internet connection. The data stored in ChildWare is hosted at PHMC and backed up daily. ChildWare works best with Internet Explorer, version 8, however it is compatible with Mozilla Firefox and Google Chrome. ChildWare Usernames and Passwords You will be assigned a username and password. Due to HIPAA regulations, you will periodically be asked to update your 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) $,! %,^&,+,=,@ The following are examples of acceptable passwords: OTHel!0 othe11@ 2005mn# The following are not acceptable passwords: othel17 (only contains numbers and lower case letters) Oth17 (only 5 characters) OTH#$% (only contains uppercase letters and special symbols)



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Section C: Accessing ChildWare ChildWare Usernames and Passwords (cont.) When it is time to reset your password, a popup window will appear.

After clicking okay, you should receive the following message in your browser.

Enter your current password and your new

password. Then click “Ok” to save.

Click this link to return to the login screen

and log in with your new password.



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Section C: Accessing ChildWare ChildWare Usernames and Passwords (cont.) If your password does not meet the requirements listed on page 3, you will receive the error message shown below.

Click “Back” to return to the previous screen

and try another password.



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Section C: Accessing ChildWare User Levels Depending on the size of your agency, you may want to assign different user levels to the staff that will be using ChildWare. You have the option of applying one of the four user levels listed below. If you do not specify a level for each user, that user will be assigned to Provider Administration. User Level Definition Provider Administration: has full access to data stored in ChildWare. Generally this user level will be the director or assistant director. Fiscal Specialist: has access to all information stored in ChildWare that relates to fiscal management. This user level might be assigned to the bookkeeper or accountant. Human Resources Specialist: has editing and adding rights for staff data and can view basic child and family data. This user level might be assigned to a human resources manager. Child / Family Specialist: has editing and adding rights for child and family data and can view a list of staff. This user level might be assigned to the program director or group supervisor.



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Section C: Accessing ChildWare User Level Access Each user level has a different level of access to the six main sections of ChildWare. Access levels are designated to each user level in Tables 1 through 4. Table 1

Provider Administration

Agency & Site: Full Access

Child & Family: Full Access

Attendance/Meals: Full Access

Staff: Full Access

Processing: Full Access

Reports: Full Access

Table 2

Fiscal Specialist

Agency & Site: Add/update capabilities

Child & Family: Add/delete child records; Add/delete financial transactions; Add/update service profiles

Attendance/Meals: Add/update capabilities

Staff: View list of staff

Processing: Full Access to batch and billing features; No access to group training entry

Reports: Full Access

Table 3

Child / Family Specialist

Agency & Site: View data

Child & Family: Add/delete child records; Add/modify financial transactions; Update service profiles

Attendance/Meals: Add/update capabilities

Staff: View list of staff

Processing: Add/update batches and billing cycles; No access to group training entry

Reports: Child/Family Reports; Referral Reports; Management Reports

Table 4

Human Resources Specialist

Agency & Site: View data

Child & Family: View data

Attendance/Meals: View data

Staff: Full Access

Processing: Full access to group training entry feature; No access to batches and billing cycles

Reports: STARS Reports, Staff Reports

Multi-site Agencies If you operate a multi-site agency, all user levels can have access to one or all sites. For example, the executive director would be at the Provider Administration level with access to all sites. The director for a specific site would be at the Provider Administration level with access to only that one site.



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Section C: Accessing ChildWare Login Instructions To login, visit http://childware.org. You will be brought to the ChildWare website which provides software updates and information on upcoming workshops.

Click “Login”.

2. The green area will expand. Click “Login Now”.

http://childware.org/



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Section C: Accessing ChildWare Login Instructions (cont.)

You will be directed to the ChildWare home page.

3. The login window will pop up. It may look different depending

on your browser. Enter your username and password.

4. Click “Ok”.



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Section D: Main Menu Navigation You can easily navigate to different sections using the horizontal menu across the top of the page. The main menu displays the eight main sections of ChildWare: Children Contacts Attendance/Meals Staff Processing Maintenance To Do List Reports

Home Page The ChildWare home page displays your “Hot List” of To Do items. These items are a subset of the full To Do List (See Chapter 7: To Do List) that focus on the most important pieces of information you will want to manage at your center.

Select the area of ChildWare you want to work in utilizing the main. This menu will remain constant regardless of what you section you are working in at the time.

Return to the home page, change site, or logout by

clicking on these links.



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Section E: Common Features Dropdown Menus Some fields in ChildWare, such as the Allergy: field in this screen shot, have an arrow on the right hand side. These fields have standard values that must be used; you can select the appropriate value by clicking on the arrow, or typing it in the field. If the value you're looking for does not appear in the list, contact the ChildWare Team.

1. Click on the arrow to view the selections

available for this field. 2. Place your cursor over the value you want to select and click. You can also type

the first letter of the word for larger lists.



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Section E: Common Features Lookup Lists Lookup Lists display a group of records by type that you can select, view and modify. The example below shows a listing screen for all of the children at the center. Other lookup lists types include contacts and staff.

Some lookup lists exist within records. In the example below, there is a lookup list for a child‟s special needs. This listing screen is only accessible by opening up a child‟s record and opening the Special Needs Tab.



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Section E: Common Features Lookup Lists – Select and Delete

All lookup lists have “Select” option so that you can view and modify a

specific record.

Some lookup lists also have a “Delete” option depending on the record type and your user level. Deleting a record should only be done for data entry error. There are other ways to update records such

as deactivating a contact, or discharging a child.



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Section E: Common Features Lookup Lists – Filtering You can pull a subset of records in a lookup list by establishing filters. The View or Search By: field allows you to specify the parameter by which you want to restrict the list. The example below shows the children lookup list filtered by „Waiting List‟ which defines the list by enrollment status.

Search Term(s): For certain filter options, you need to select a second criterion that limits the parameter you selected. For example, if you wanted to retrieve children with the last name of Smith, you would enter "Smith" in this field after you had selected 'Last Name' in the View or Search By: field. Similarly if you wanted to view all children with the last name starting with “L” you could enter that into the Search For: field. Records are displayed after you enter a value in this field and click “Search”.



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Section E: Common Features Lookup Lists – Sorting Lookup lists will be sorted based on type. For example, children, staff and contacts are already sorted by last name in alphabetical order. For financial transactions on a child‟s record, the list is sorted newest to oldest transaction. You have the option of sorting lookup lists by any of the column headers. Depending on the type of lookup list, it will already be sorted in a specific way.

Click “DOB” to sort this list by child‟s date of birth. The information displays oldest to youngest. To reverse the sorting order, click “DOB” again.



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Section E: Common Features Ok & Cancel Buttons The “Ok” and “Cancel” buttons are available to help you navigate out of a record. If you have changed part of a record and wish to save those changes, click “Ok.” If you have not made changes to the record both the “Ok” and “Cancel” button will exit you out of the record. If you have made changes that you wish to discard, click “Cancel” to exit out of the record without saving.

Add Buttons Whenever you are ready to enter in a new record, you will use the Add button to start your record. This will take you to a form where you can enter in basic information to get started. Add buttons are labeled by what type of record you will be creating. In the example below, you can create a new staff record.



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Section F: Multi-site Agencies Changing Sites ChildWare enables agencies that manage multiple sites to easily navigate between site information. If you work at a single site agency, this option will not be available on your screen. If you work at a multi-site agency, but do not have access to other site information, you will also not see this option. Users who have access to information at multiple sites will be logged into a default site. When navigating away from the default site, click on the “Change Site” link at the top of the page.

1. Click “Change Site”. The site you are currently working

in will be displayed here.

2. Select the site you want to switch to from the dropdown list.

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