review of agency data in childware 2 · 2020. 8. 4. · review of agency data in childware 2.0 dr....

Review of Agency Data

in ChildWare 2.0Dr. Gail Farally-Semerad

ChildWare Program Manager

helpdesk@phmc.org

Thelma Clanton, MA

Client Support Specialist

helpdesk@phmc.org

Heather Narwich Greenfield, MS

Data Coordinator

helpdesk@phmc.org

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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

4

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 helpdesk@phmc.org 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 PHLpreK@phmc.org 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 helpdesk@phmc.org 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 helpdesk@phmc.org for assistance

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Have a Great Week!

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