The System Administration module is where the primary or background data for your centre is recorded and where user security is administered to instigate seamless operation of your system.

Services will use the Primary Service Information activity to define their background data. The data managed here includes such things as centre identification particulars, operating hours, service type particulars, banking details, accountant and professional contact details, business slogan and logo among others. The Holiday Periods activity is also administered in this module and is used to define periods of closure where a service does not charge child care fees e.g. Christmas Break, which is vital reporting information to FaCSIA. Collection of the above data is a primary and fundamental component for successful operation of your software, as much of what is defined here will filter into various functions and activities throughout the remainder of your system.

The Roles and Security activity is where you will tailor predefined user roles to suit your business structure and operations. Roles define the functions or processes that can be executed by users that are assigned to them. Once roles are assigned to users and put into practice, users will stop being inundated with irrelevant modules or activities at each login. It also maximises service security and privacy of information for services where required.

Fees & Programs

The Fees and Programs module is where you will create and manage fee schemes i.e. the child care fee structures for your service. You will then link these to centre programs.

Creating fee schemes involves defining the centre's service type, fee type and age groups that apply. A fee schedule is then devised where you specify the fee schedule commencement dates and the rate combinations or charges that apply.

Creating a program requires detail such as hours of program operation/duration, care type, maximum capacity, activity types and fee schemes as they apply. The program is the central aspect of this module around which child schedules are designed and child care fees are charged.

The scheduling cycle will then be complete and can come to fruition when your centre assigns employees (Employee Register module) and children (Family Register module) to programs.

The Employee Register module is where you will create and manage employee details. In the Employees activity you will track and maintain general and detailed employee information including contact details, employment basis, emergency contacts, education and qualifications, training and performance review dates as well as banking and payroll details.

Other vital components of this module are the Employee Schedules and Daily Timesheet activities. These activities facilitate work schedule compilations and confirmation of hours or days worked, sick days, public holidays, annual leave absences etc, which form the basis for your payroll activities and calculations.

Messaging is an additional feature to this module that allows users to send messages to each other. Just like any email service you will be able to send, receive, reply and forward messages to users or groups of users. These messages will be seen by individuals when they log in to the system.

The Family Register module is where you will create and manage parent/guardian and child details, both general and detailed. The parent/guardian register holds parent/guardian and partner identification and contact details, medical particulars, and family contacts including pickup and authorised personnel. The child register holds identification detail as well as detail surrounding behaviours and routines, foods and allergies, medical and immunisation information and other cultural particulars.

In this module you will also create child schedules by allocating children to your centres' pre-defined programs, then forecast attendance sessions based on child schedules. Access to the Enrolment and Attendance Reporting activities are also given in the Family Register module. These enable you to create child enrolments and submit Attendance Record reports to FaCSIA without having to navigate to the CCMS module. They have been incorporated into this module for continuity and ease of navigation.

In addition, users can also use this module to record and manage incidents that occur whilst children are in their care.

The CCMS module marks the introduction of online electronic lodgement of CCB and other government benefit data that will allow child care centres to effectively and more accurately than ever before communicate with FaCSIA. This has been designed to reduce delays in reporting of information to the government and ultimately to families and the sector as a whole. The suite of FaCSIA interface activities include:

. Enrolments - Submit, query, update, cancel and formalise

. Attendances - Submit, query and cancel

. CCMS payments - Query and review

. CCMS messages - Query and review

. Vacancies - Submit and review

The system will automatically query FaCSIA data on a nightly basis to keep you informed and your data up to date. This intelligence reduces labour intensive processes, streamlines communication and provides for superior child care service management.

The comprehensive Financial Management module captures data regarding the financial operations of your centre including general ledger account management, book keeping and financial statements including Profit and Loss, Balance Sheet and periodic BAS Statements etc.

Payroll, Invoicing and Billing ledgers or transaction records will be automatically transposed into the corresponding activities of this module as and when they occur for simplified accounting and ease of use.

Navigate quickly and easily through each aspect to manage your financial operations.

The Invoicing module is where you will create invoices to issue to clients for child care and admin services rendered to families.

To do this you will create line items (individual fees and charges) to issue to clients in the form of invoices.

Once invoices are issued you will then be able to manage payments received as well as credit adjustments, refunds and/or write-offs as and when they occur. You will also have visibility of parent/guardian transaction histories should you wish to query any transactions.

The Billing module is where you will manage the purchasing and billing activities expended by your centre.

To do this you will create a vendor/supplier register, create line items (individual fees and charges) then issue bills to maintain records of products and services purchased by your service. Once bills are issued you will then be able to manage payments your service makes to vendors as well as credit adjustments and refunds received as and when they occur. You will also have visibility of vendor transaction histories should you wish to query any transactions.

The Payroll Module is the environment in which you will carry out your payroll equation including calculating gross wages, tax deductions, voluntary deductions, sick pay, annual leave and net pay among other payroll concepts and policies.

The system will capture data from the Daily Timesheets activity to calculate payroll hours and entitlements, with the facility to record pays and administer recurring pays. This module is also where you will print pay slips and payment summaries or group certificates for staff, as well as produce your own payroll reports such as payroll activity and payroll register reports.

The Hotlist module is primarily a hub of comprehensive daily, weekly and other operational reports as well as commonly used forms, print sheets and documents that will be required for the day to day operation of your service. It is also where users can report on payment history, overdue invoices and forecast income.

The fundamental feature of this module is the open framework that allows you to personalise the vital reports for managing your centre (under development). The default reports already created for you are a collaboration of the data that you generate across the whole of your system and are available at any time with real time information.

An additional component of the hotlist is the Fee Estimates activity which can be used to calculate the child care fee estimates for families before a child commences care with your service.