PA’S CHILDCARE MANAGEMENT SOLUTION

ATTENDANCE & MEAL TRACKING  Record of Actual Attendance & Meals  Comparison of Scheduled vs. Actual Attendance & Meals  Attendance & Meal Reports (incl. Data For CACFP Reports ChildWare has 4 key functional areas BILLING & ACCOUNTS RECEIVABLE  One-Click Weekly Billing & Simple Billing Adjustments  Batch Charges, Payments, Refunds, Credits & Discounts  Family Billing, Inter-sibling Balance Transfers, & Payment Splits  Financial Reports & Invoices STAFF DATA  DPW Requirements  Keystone STARS Standards  Professional Development (Training & Other Activities)  Credentials, Experience & Career Lattice Level  Clearances & Health Assessments  Schedule & Classroom Assignments  Reports & Notifications CHILD & FAMILY DATA  Enrollment, Discharge and Recruitment tracking  Parents & Emergency Contacts  Health Information & Assessments  Expected Attendance & Meals  Schedule & Classroom Assignments  Tuition Rates, Discounts & Subsidies  Reports & Notifications

Child & Family Data

As soon as a parent calls about enrolling their child, you can begin to track their information – this is the “Add Child” screen.

Each child has an individual record; this is the “Main” Tab.

Child Record – Relationships Tab

Child Record – Service Profile Summary Tab

Child Record – Service Profile Detail The Service Profile specifies care level, classroom, expected attendance & meals…

Child Record – Service Profile Detail …it also includes subsidy information, tuition rates, and the parent’s payment plan.

Child Record – Financial History Tab

Child Record – Health Information Tab

Child Record – Special Needs Tab

Child Record – Enrollment/Consents Tab

Child Record – Events Tab

Child Record – Vaccines Tab

Child & Family Reports For a complete list of reports, see the “Reports Overview” section of the Manual

Child Health Assessment Report – Enables centers to stay on track to meet DPW requirements

Child Emergency Contact and Health Information Report – Useful for teachers in classrooms or on field trips

Child Care Level Transition Report – Helps centers plan classroom assignments and identify upcoming vacancies

Child Care Level Mismatch Report – Helps centers identify children who need to be moved to the next care level

Daily Classroom Schedule Report – Outlines arrival and departure times for each child, by classroom for each day of the week (weekends can also be included).

Billing & Accounts Receivable

For each billing period, the system generates a list of children to be billed along with corresponding amounts, based on the service profile.

For non-routine charges such as field trips, you can bill several children at once using the “Batch Charge” function.

You can also enter payments for multiple children at once using the “Batch Payment/Credit” function.

This function also enables you to split payments among siblings.

Financial Reports For a complete list of reports, see the “Reports Overview” section of the Manual

Invoices – Can cover any period; can be printed in bulk or individually; and can either include siblings, or not

Aging Report – Shows how much money is owed for each child and for how long the debt has been outstanding

Fiscal Summary Report – Shows charges and payments for each care level served; a collapsed version without care level groupings is also available

Tax Statements – ChildWare makes it easy to generate tax statements for each family at the end of the year

Attendance & Meals

The system generates a weekly attendance roster pre-populated with default attendance & meals – only absences and missed meals need to be entered. When a child is marked absent, meals are automatically deleted. Each completed week can be saved for your records.

Attendance & Meal Reports For a complete list of reports, see the “Reports Overview” section of the Manual

Attendance Summary – Shows expected vs. actual attendance for each child and calculates an attendance percentage

Meals Summary – Shows the number of each type of meal consumed by each child and calculates the number of free, reduced and paid meals of each type served within a given month

Attendance/Meal Detail – Shows a weekly breakdown of meals and attendance for each child, by classroom; this report enables centers to quickly compare hand-written meal counts to the counts recorded in the system to help avoid errors

Staff Data

Each staff member has an individual record, similar to the child record. Not all tabs are covered in this demo. This is the “Credentials” Tab.

Staff Record – Clearances Tab

Staff Record – PD-Training Tab

Staff Record – PD-Training Detail

Staff Record – PD-Events Tab

Staff Record – Schedule Tab

Staff Reports For a complete list of reports, see the “Reports Overview” section of the Manual

Basic Training Expirations Report – Helps centers quickly identify which staff members need required trainings now or in the near future

STARS Training Hours Report – Helps centers determine if all staff members are on track to meet requirements for Keystone STARS

STARS Career Lattice Report – Helps centers determine if staff meet credentialing requirements for Keystone STARS

Classroom Schedule by Staff – Handy reference tool; classroom schedule by room also available

Staff/Child Ratio Report – Shows number of children and staff (and staff/child ration) in each classroom during each 15-minute increment of the day; Identifies required ratio based on age of youngest child...

…and displays a warning if no staff are assigned or if the required ratio is not being met; A companion report shows only time periods when the ratio is not being met.

System-Wide Features & Tools

To-Do List helps centers keep on top of time-sensitive tasks.

Group Training and PD Event entry saves time on updating staff records.

Advanced Child Lookup feature helps centers identify children that meet any number of criteria.

Printable forms (in the reports section) to help centers in their daily operations.

Multiple filtering options for all reports so centers can get the specific data they want.

Almost all reports can be exported to Microsoft Excel for further data analysis.

WANT TO SEE MORE ? Call to schedule a live demo today! ChildWare is a product of Targeted Solutions, the consulting practice of Public Health Management Corporation (PHMC), and is part of the Shared Source Pennsylvania Initiative.