Click on the section about which you have a question, or use the search field on the right!
This usually happens when a child has been deleted from Kindy Manager and re-entered but has not had their hours removed from the Bookings Screen.
Go to Tools – Deleted Children – tick the box for the relevant child and Re-instate.
Add an * to the Child’s Surname so you know you are dealing with the deleted child. Run a Bookings Report or Sign On Register and check to see whether you now have two children with bookings (including the re-instated child with an *)
Go to Bookings Screen and delete all hours and sessions for the deleted child.
If there are bookings or other entries in the Data Entry screen that have not been uploaded to CCMS delete these too.
Delete Child again.
This will remove them from the report.
Not updating in data entry screen after payments have been applied:
Query Attendances for that week
Synchronize with CCMS
This will put the CCB% that was paid for that week.
Not updating in children’s screen or when estimating:
Update Estimated CCB% in Children
This is the single child CCB% applied to that child by Centrelink.
Payments for that week have not been applied to the Data Entry screen.
Display Payments Already Downloaded
(if nothing comes up Download Payments from CCMS) then Display Payments for the week when the attendances were uploaded or deleted and re-uploaded)
Even though the Green Line means that things are finalised in Kindy Manager (eg. attendance, payments, etc) if there are changes via Centrelink, CCMS can change the amounts paid in any week. It is good practice on a monthly basis to synchronise with CCMS by both Query Attendances – Synch with CCMS for multiple weeks and also go into Payments select the same weeks – Display Payments Downloaded and then Update Accounts.
Kindy Manager does automatically download payments for previous weeks and will give a Year Week range, it is up to the user to Update the Accounts for these weeks.
I have changed a child’s permanent bookings and when I Upload Attendances it gives an error message that session already exists.
Check in the Data Entry screen that a session has not been repeated, eg. two Monday Full Days.
If no repeats then go to KM5 and Query Attendances – Synchronise with CCMS and see whether there has been hours uploaded against that child.
When Uploading Attendances there are two check boxes for each child line. The first one is Uploaded (ie. The information has been uploaded to CCMS) the second one is Synchronised (ie. The information has synchronised with CCMS). If the line goes RED check whether either of these boxes have been ticked. If the neither has a tick it means there is an issue with CCMS. Wait and re-upload later. If Uploaded is ticked but not Synchronised, go to Query Attendances – Synchronise with CCMS. This will complete the process.
Yes. The child is absent and the information needs to be uploaded to CCMS regardless of what fees you are charging while they are away. If they do not want the absences counted they will need to Exit and be re-enrolled when they get back.
You must ensure that the fees charged are not less than the CCB/CCR payments being made.
The booking template is the foundational tool and has been designed to speed up the booking process; however, the template itself does not have a global facility as each child’s bookings will be unique. It will require you to make sure that each template is correct for each child and then it can work globally.
As you correct each child’s template to save time do not press “Update Bookings From Template” we have a global function to do that quickly.
Now that your templates reflect your new bookings, close down the bookings screen.
Go to Tools …….. “Bookings – Repeat Default”
Put the appropriate starting and ending weeks and update all of the Centre’s bookings in the press of a button.
Bookings Screen – Template – [PS] add preschool hours to the session (in the PS Hrs column) and click the drop down box in the next column to select In-house or Off-site.
Update Bookings from Template. These hours will now be Generated and uploaded to CCMS.
You can also do one off changes in Data Entry screen before uploading the attendances.
Pre-school hours are only the hours where a qualified Pre-school teacher is in the classroom running an authorised Pre-school program. During long day care this can be 6 hours per day all week (same as at school) or a few hours a couple of times a week.
Single line vs format with Guardian name
Quote direct from CCMS website:
“The custodial parent (including guardian or authorised person) should, if possible, record the arrival and departure times of their child or children attending care. It is best practice for the service to ensure these entries are signed or initialled by the custodial parent at the time of arrival and departure on each day of care.”
Session Error – Session record already exists for the same period
Your Internet connection may have crashed previously while upload attendances – Synchronize with CCMS.
If nothing shows up with a CCMS synchronise check that the hours haven’t been double entered under Data Entry, eg. 2 Tuesdays sessions. CHECK THE HOURS AND THE SESSION DESCRIPTION. Could be that the description says BSC but the hours are ASC or that the child has moved rooms and has been booked into both (auto generated then the template is changed and re-generated).
Correct the error and re-upload attendances.
Click on Settings – Classes / Sessions.
This will open a window with all Classes and those Class’s Sessions displayed.
Click on the Class and the Sessions related to that Class will be displayed in the bottom screen.
Select the item to be changed Click Add/Edit will bring up the details screen to make changes.
Go to KM5 – Enrolments – Create Enrolment – find the child or children new to ISS, highlight and Single Synchronise.
Enrolments – ISS Viewer – will bring up the details for the ISS case.
Create a new ISS Session under Classes / Sessions for the number of daily hours but do not enter a cost.
Add the ISS sessions into the Bookings ensuring that you change the Session Type to ISS Regular hours. ISS children must have still have a Regular Hours booking for any days they have an ISS Session.
If you have already generated eligible weeks add ISS session into the Accounts screen, ensure ISS Regular hours is selected and that there is a Case ID selected in the last column.
After you have uploaded the attendances you can create a claim under Enrolments – Create ISS Claim.
Sometimes we have had to cancel multiple weeks of attendances to make a change (eg. JET, change of guardian, etc) and then reupload (see uploading multiple weeks of attendance).
Go to Query Atten and enter the first week number to be cancelled.
Tick the Use Range box and enter the last week to be cancelled.
Click on Display.
Find the child you want to cancel and click to high and click on Filter By Selected Child to just show this child’s attendances.
Click on the first instance of attendance and, if cancelling all weeks, hold down the Shift key and click on the last instance of attendance.
If only cancelling some week hold the Control key down and click on the weeks you wish to cancel.
Click Cancel Attendance
Sometimes we have had to cancel multiple weeks of attendances to make a change (eg. JET, change of guardian, etc) and then reupload (see cancelling multiple weeks of attendance).
Go to Upload Atten
Enter the first week of Attendances to be uploaded.
Click on Advanced Conditions User Advanced Filter and enter the last week of Attendances to be uploaded.
Click on Display Attendances.
Find the child you wish to upload and click to highlight.
Click on Filter By Selected Child – this will bring up that child’s attendances only.
Click on Select All – Upload Attendances.