review of agency data in childware 2 · 2020. 8. 4. · review of agency data in childware 2.0 dr....
TRANSCRIPT
Review of Agency Data
in ChildWare 2.0Dr. Gail Farally-Semerad
ChildWare Program Manager
Thelma Clanton, MA
Client Support Specialist
Heather Narwich Greenfield, MS
Data Coordinator
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AGENDA
• ChildWare Accounts: Logging in/Creating password
• Navigation Menu
• Accessing/Reviewing Agency and Site Information
• Staff Overview
• Closing a Site
• Entering a Child
• Applying a Child to a Site
• Enrolling a Child in a Classroom
• Changing a Child’s Classroom
• Discharging a Child
• Resorces
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Must Haves!
Make sure you have the completed
PHLpreK Application next to the
computer for every child you intend to
Enter, Apply, and Enroll in Childware
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Your ChildWare AccountThe ChildWare Team has created a new account in ChildWare for you
1. You will receive an email with your user nameand a temporary password
2. Click on the link in your email
3. Copy the temporary password
4. Type in your user name and paste your temporary password
5. You will be asked to change the password. Type your desired password
6. Write this down and put it in a safe place or store in your cell phone
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Accessing ChildWareONLY USE the CHROME browser
Access to ChildWare at childware.phmc.org
Please bookmark this site on your computer
for easier access.Login page
Navigation Menu
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Download Chrome at www.chrome.com
After you login successfully with your new username and password.
Click on the PHMC logo to access the
Welcome page with the Navigation Menu.
• Clicking on the different headings allows you to navigate around ChildWare.
• The action buttons on this menu may not be available to everyone.
– What you see depends on the user permission level
An Agency administrator will see all categories, whereas a staff member responsible only for
attendance will see less
Login
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Logging Out
ChildWare will automatically log you
out after 15 minutes of inactivity
• The logout button is on the
Navigation Menu at the bottom.
• We recommend that you logout of
ChildWare if you are not actively
using it for privacy/security
reasons.
• ChildWare also has an automatic
timeout function.
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Navigation Hint
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Reporting a Problem Technical Assistance*:
Email [email protected] for technical assistance with ChildWare software• Include your name – Agency/Site Name and Phone Number
• Brief discussion of the problem you are experiencing
Questions about PHLpreK processes/program:
• Email [email protected] for program or child status inquiries
* ChildWare users can click on the BUG REPORT Icon at anytime they
are in ChildWare to create an instant email to the helpdesk. The BUG
REPORT Icon is on every page in ChildWare
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Accessing your Agency’s Data
• Scroll to Agency on Navigation
Menu
•
•
Click on the Agency Name to access your
agency’s general information
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Agency General Information
Review: Agency Name, Agency Short Name, MPI, Phone, Address
including county. If you need to update any information, click Edit.
Editing County:
Click Edit at the bottom of the tab.
To choose a County – click on the dropdown arrow and scroll to the
county name or if the county is PHILADELPHIA, hit the ‘P’ key twice on
your keyboard and it will automatically scroll to Philadelphia. Click
SAVE.
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Accessing Site Data
• Click on the ‘Site’ tab in on your agency view, and then click on the site name that you want to review.
• Or you can access Sites from the main Navigation Menu.
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Site: General Tab
Review: Site Name, MPI, DHS Capacity, Site Type. If you
need to update any information (CACFP ID, Tax ID, City Council
District or Track Meals, etc.) click Edit.
Site Name
Agency
Name is
Displayed in
Upper
Corner
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Site Address Tab
Review for accuracy – edit if necessary
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Site Funding Allotment Tab
This is where your slot allocations will appear for the 2019/2020 program year once those
allocations have been finalized by the PHLpreK program.
You will need to set the start time and number of hours for your site today!
As you enroll and discharge children – the count in the slot remaining column will automatically
adjust. If PHLpreK makes changes – you will also see changes to these fields.
MUST COMPLETE Start
Time and Hours
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Site Classroom Tab
YOU will need a minimum of 1 classroom for PHLpreK
Notice Total Enrollment
Capacity and DHS Capacity
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Edit or Add Classroom
Click Add Classroom on Classroom Tab
1. Choose Age Group
2. Type care level and the name of classroom
3. Fill in Max Occupancy (the system defaults to the PA DHS
maximums for each age group)
4. Choose Curriculum
5. Click Update
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Site Certification Tab
Add New Certification:
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Document Tab
The Site Document tab is where you will upload various documents (pdf
format only). The Contract Specialist will review and audit this tab to
make sure that you are uploading the necessary documents to meet
your compliance requirements.
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Accessing Staff Information
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Adding a New Staff Member
Always click SAVE to update information
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Reviewing Staff Records
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Clearances
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To add Clearances – click on the New Clearance button
1. Pick the clearance.
2. The Effective Date
refers to the date on
the documentation
3. ChildWare will auto
calculate expiration
date
4. Click to add file to
upload a document
(PDF only)
Staff ListHave a large number of Staff? Use the Search to find them
by typing the first 3-4 letters of their name
Notice: Created By and Created Date is included in Staff Information24
Closing A Site
ChildWare allows the provider to create scheduled and emergency site closures
Providers can populate all the scheduled closings for the year in the Site Closure
section, which can then be printed out and disbursed to parents, staff, etc…
The Site Closing Dates function can be found under the Maintenance button of your
Navigation Menu
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Maintenance/Site Closing
In ChidWare you can PRE-
POPULATE your scheduled
closings. You can post a
whole year’s worth of
closings and more….
Access your Navigation Menu
and scroll down to and click on
Maintenance, and then Site
Closing Dates
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Add Site Closing
Notice: A list of closings
populates
You can easily edit,
view, and delete you
closing
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Choose Type of Closing
• Closing Date: Choose a date from the pop-up
calendar or type the date in the section
• Type: Choose the Type of closing you are
scheduling (mandatory)
• Add a description28
Viewing Closings in
Schedule/Attendance Section
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Entering a ChildAccess your Navigation Menu
and scroll down to and click on
CHILDREN
Before you BEGIN – Make sure
you have the child’s PHLpreK
Application next to your
computer while you are inputting
information.
The PHLpreK application will
provide answers to all the
enrollment questions that you will
be required to answer.
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Adding a New Child
To add a new child - click on Add Family on
the blue bar
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Family Details
1. Type in size of family
2. Type in family income (check off Family Income Not Entered, if you were
not given the family income information).
3. Choose Member of Family – CHOOSE CHILD
1 2
3
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General Child Tab
1. Complete information in the required fields which have an asterisk*(All required info can be found on the PHLpreK Application form)
2. Choose you Agency in the Agency drop down and click Next.
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Languages
1. Click the Primary button2. Click on drop down arrow
in Language block and scroll to the language - or if you start typing the language name the system will auto-fill.
3. If the child speaks a language that is not on the list, send an email to [email protected] with your language request.
4. Click on the plus sign if you need to add additional languages
5. Click Next
12/3
4
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Image Uploads
You can upload a picture of the child in ChildWare to have a facial ID of the child.
• The image must be on your computer to upload in ChildWare
• There are size requirements for photos. If you are sending a picture from your cell phone it must be the lowest size setting available on your phone,.
• You will also have the option to upload a caregiver image
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Image Upload Examples*
*Make sure to have a signed media release if you take pictures36
Adding a Caregiver
At the Add a Family Member screen
1. Click on the down arrow and choose Caregiver
2. Each child needs to have at least one primary caregiver listed (you will have an option later to add additional
caregivers).
3. Click Next
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Caregiver’s Information
1. Complete the Caregiver’s personal information
2. Any fields with an * are required.
3. Click Next
(All required info can be found on the PHLpreK Application form)
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Caregiver’s Address
1. Complete the address information—make
sure to complete the COUNTY
2. Click Next
The child’s address is pulled from this information.
Any address updates need to made at Caregiver Address Tab
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Caregiver’s Contact Info
You have the option to add email and phone information fro caregivers. The
dropdown menu in the Contact Type section will offer you both work and personal
email and phone options.
• You are required to add a phone contact number for the caregiver, but we
suggest also adding an email contact in addition to the phone.
• After completing the first contact type, click on the plus sign to add another,
then click Next. NOTE: the primary check box indicates that this is the
best phone number at which to contact the caregiver.
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Relationship Tab
• Choose the relationship that the Caregiver is to the
Child from the dropdown list
• Click Next
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Add Additional Family Member
• you have the option
to add additional
family members; this
would include
siblings and a
secondary caregiver
• Once you have
completed the record,
click Submit
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Successfully Entered a Child
w/ Caregiver
Once you have entered all the necessary information, you will see a message commenting that the Family
you created was a SUCCESS!
You will be returned to the Family Record
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Children ListOnce you have added all the children to your center. The Children List in the Navigation Menu will display a list of the children at your agency/site. You can sort the information in the columns by clicking on the headings. You can also find a child quickly by using the quick search feature.
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Using the Search Option
You can easily locate a child, caregiver, or staff from a long list of by using the Search function in ChildWare.
To use the search function to locate a child, Navigate to your children’s list and in the upper right corner of the blue bar, you will see a search box.
Type a few letters of the child’s first or last name and a limited list will appear. This function makes finding children very easy!
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Applying a Child
• All required info can be found on the PHLpreK Application
form – make sure you have a copy of the application on
hand
• To start the application process, open a child’s record by
clicking on the child’s name. You can actually click anywhere
in the child’s row and their record will open
• In the Child’s record, review that information to ensure that
everything on the general tab and address tab is up to date
and correct based on the application you have on hand. If the
address information is not correct, refer to instructions for
updating the child’s address.
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Child RecordMake sure that you review the information in the PHLpreK Application related to Consent
for Screening/Release Form and Custody Agreement.
1. Do you have a signed release form – this box needs to be checked off
2. Is there a custody agreement for this child? Then the “Custody Agreement” box
needs to be checked off on the child’s record.
3. To make changes -click the “Edit” button – check off the areas – where appropriate
and click save!
4. This needs to be done after the ADD Family information is added – for EVERY child.
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Application Tab
To access the Application
List– scroll down to
Application on your
Navigation Menu
The Application category is
the most used access point
in ChildWare
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Application and Enrollment Tab
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New ApplicationClick on the New Application Button
This opens a pop-up screen. Use the drop down to select a site – you will see all the sites associated with your agency. Choose a site.
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Applicant Status
You will now see that the child has a new application in their
record. The Status for the Child is now an APPLICANT –
otherwise referred to children on the “waiting list.”
Applicants DO NOT take up a PHLpreK slot.
Note that the “Application Date” in the record is generated by
the system and cannot be edited and refers to the date you
“created the application in ChildWare.” 51
Is the Child Eligible for PHLpreK?
There is a residency and age requirement for child to participate in the PHLpreK
program – if either of these fields are not completed or completed incorrectly the
child will not be able to be enrolled in a classroom.
Residency: The child needs to have an address in Philadelphia County
Age: The child needs to be between 3-4 years old prior to the program start.
Eligible:
2 year olds who will be 3 on or by 09/01/20
4 year olds not turning 5 on or by 09/01/20
Let the age Calculator do your math~ https://www.calculator.net/age-
calculator.html52
ChildWare Calculates EligibilityBEFORE trying to enroll a child – always click on the ELIGIBILITY button
If there are any RED X’s under Age or Residency
you will not be able to enroll this child.
Residency X: Check the Caregiver’s address – is the county field
completed? The “county” in the address should be Philadelphia.
Age X: Check DOB. 53
Enrolling a Child
1. Open the Main Navigation Menu
2. Select Application from the Menu.
3. This will open the Application List
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Application List• A list of children that have been applied to your site will appear
• The children’s status could be Applicant, Pre-Enroll, Enrolled,
Withdrawn, or Discharged
• The child who was entered most recently will be at the top of
the list.
• Remember that you can click any of the column headers to sort
the information or use the quick search to find what you are
looking for
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Enrolling a Child from Application List
Tip – have the child’s PHLpreK application form and
related documents on hand. You will need information from
the application to complete the enrollment
Always check Eligibility first – if you see all green √ you can
proceed to enrollment.
Next: Click on ENROLL Button
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Enrollment Process
1. Find the child on the Application list by sorting the list or using the quick search feature
2. Clicking on the Eligibility button. This will display the Eligibility pop-up and provide you information on the services for which the child is eligible.
3. Clicking on the Enroll button will take you to the Enrollment screen so that you can enroll the child.
4. Once you know the child is eligible. Click the Enrollment button for the child you wish to enroll
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Enrollment Display• The Student Details screen provides summary information – review
the information to make sure that you have the correct site and child
• Click the Enroll button
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Service Tab
1
2 3 4
5
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1. Service Drop down – select FY20 PHLpreK 09/02/2019-06/30-2020
(slots will be awarded soon)
2. Classroom – choose classroom
3. Start Time – coordinates with PHLpreK start time
4. End Time – coordinates with PHLpreK program end time
5. Start Date – APPROVED enrollment date issued by PHLpreK
program (a site’s start date may vary from PHLpreK start date)
6. Schedule – choose days of week child is attending or click the
“Weekdays on” button for Mon-Fri schedule
7. Review the information entered
8. Click Submit59
Example: Completed Services Tab
Make sure the Service* starts 07/01/2020 and ends 06/20/2021
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Application Questions
• A new pop-up window will open that contains questions
from the PHLpreK application.
• Complete all of the questions and then click Save.
If you do not answer ALL
the questions – YOU
WILL NOT be able to
proceed with the
ENROLLMENT
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Successful Enrollment
Once you submitted the application questions successfully, you will
return to the 1st Enrollment screen.
Notice - there is now enrollment information in the table at the bottom
of the screen.
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Changing Classrooms
You can change a child’s classroom after you enroll them – BUT this must occur BEFORE the first day of attendance.
1. Navigate to Application List.
2. Click on the child’s name you need to change classrooms.
3. Click on Enrollment button
4. Click on Change Enrollment button
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Changing Classrooms
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1. Click on
Classroom down
arrow and scroll
and click on new
classroom
2. Check start and
end time – do they
need to be
changed?
3. Choose an
effective date from
the pop-up
calendar
4. Click Submit
This WILL NOT change the original enrollment date
Changed Classroom
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Enrollment date
remained the same
even though
classroom was
changed.
Discharging a Child
Navigate to the Application
Section of your Menu
1. Click on Application
2. The Application list will
appear showing you a
list of children in your
site
3. Click on the name of
the child that you want
to discharge.
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Discharging a Child vs.
Withdrawing an Application
Discharge Child: You can only discharge children that have the status of Pre-Enrolled or Enrolled
Withdraw Application: This option is only for children who have the APPLICANTstatus. If a child NEVER ATTENDS your center, you can withdraw the application, so that your “Waiting/Applicant List” is accurate.
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Choosing a ChildNavigate to the Application List
Access the child’s record by clicking on their name, or anywhere on the line
Notice Application Count
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Discharge Process
Access the child’s record you want to discharge
1. Click on the Application/Enrollment Tab
2. Click on the Enroll button under the Action heading to
access enrollment information
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Discharge Child
Click on Discharge button
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Discharge Date and Reason
1. Enter the Discharge Date from
the pop-up calendar
2. Choose a Discharge Reason
from the drop-down list.
Note: for PHLpreK providers,
please select “Never Attended” if
the child does not attend your
program
3. Click Add to discharge
the child
1 2
3
If successful – you will
get a pop-up:
Success: Discharge
details added.
When you discharge a child – you FREE UP a SLOT
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Check Your Results
To double check – Navigate to the Application List and you will
see that Bryce Harper now has a Discharge Status
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Need to Add another Family Member?No need to start from scratch!
You can add family members (additional children or caregivers) by
accessing either the child’s record or the caregiver record.
On the child’s record:
1. Click on the Relationship Tab
2. Click on the Add New Relationship
3. Answer following questions to add additional family members or
caregivers.
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ChildWare Tips
• Use the BUG REPORT to send a helpdesk ticket to the helpdesk. Allow 24-48 hours for response.
• Always check the Eligibility of child on the Application/Enrollment Tab before trying to enroll the child.
• The Address on a child’s record is pulled from the Caregiver’s address information. If there are changes or you need to update the county, you will need to make the updates in the Caregivers information.
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Resources Available Online
Visit www.childware.org to review how-to
documents, videos, and PowerPoint
presentations for all the features available in
ChildWare:
https://childware.org/user_support/phl-prek-
users/
Having technical issues?
Email [email protected] for assistance
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Have a Great Week!
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