community services: early years nams training … · nams training manual please refer ... view...

Community Services: Early Years

Volume 1 Issue 4

March 2013

NAMS TRAINING MANUAL

Please refer to the documents listed below when using this manual.

Payment Timetable Guidance Note on Category Banding Parent Information Leaflet Holiday Timetable

Contents Front Screen in NAMS Page 3

APPLICATIONS

Create & Manage Entering new application Page 4

Temporary ID numbers Page 4

View existing application forms Page 11

Edit & Delete applications forms Page 12

Nursery List Viewing Nursery List, including checking capacity Page 13

Amend requested sessions due to oversubscription Page 15

Record Placement Decision Offered to accepted Page 16

Parents request alternative provision Page 16

Discontinued Page 16

Amend details/pattern of provision prior to full enrolment Page 17

RECORDS

Accept/Reject Enrolments Stages and start dates Page 18

Transfers in Page 18

Edit Basic details, addresses and amend patterns of provision for fully enrolled children

Page 19

Addresses and contacts 0

Enter SNAs—LA units only Page 21

Mark Leavers To other preschool providers and Primary 1 Page 22

(LA units do this in End shared placement Page 23

C&G) To destination unknown Page 24

FUNDING Partner Providers Only

Enter Authorisation code Page 25

View Existing payment report Page 26

REPORTS

Breadcrumb reports General Searches Page 27

Mis-matched addresses Page 28

Contact Reports Page 28

FRONT SCREEN

You should all see a blue screen when you have opened NAMS as shown below. This screen alerts you to the informa on in NAMS. In the case below there are 2 students wai ng to be enrolled. If you click to open menu it will take you to Records: Accept/Reject Enrolments. It breaks down the number of pending students into their star ng dates. In the example below there are 2students due to start in April 2013. However the text says ‘ 2 with a leaving date in April 2013’. The reason it says ‘leaving date’ is because this is when the child is due to leave the NAMS holding area to become fully enrolled in your nursery. This screen should also flag if anyone has transferred to your nursery to be enrolled immediately. These children will require to have a pa ern of provision entered for them once they are fully enrolled. Children who have already been enrolled in one nursery and have moved to you will appear in your Records: Accept/Reject enrolment screen.

PLEASE FOLLOW THE APPROPRIATE

NSTRUCTIONS ON HOW AND WHEN TO FULLY

ENROL CHILDREN

Create & Manage – this screen allows the user to add a new application and to edit, view and delete existing applications. Applications that have been accepted cannot be edited.

Entering a new application

Go to Applications Then go to Create & Manage

1. Click NEW at the bottom of

the screen 2. Unlock the padlock at the bottom right of the screen by clicking on it once. Clicking it again will close the padlock

CREATE AND MANAGE: APPLICATIONS

NOTE: mandatory fields are highlighted with a red border. You will not be able to save the application if one or more of the mandatory fields have not been completed. You will be signposted by a pop up box to the mandatory fields you haven’t completed.

Temporary ID Codes

Please note that you can change the Identification Type drop down from Birth Certificate to Passport and Temporary ID code. If you have been issued with a temp ID code by the Helpline please choose Temp ID code from the drop down and enter the number you have been given. Then click FIND CHILD.

It should say that an exact match has been found. This is because HQ has created a record for them with the Temp ID code, you can click ok and continue to enter the rest of the details as outlined below.

Once a birth certificate has been returned you should advise the helpline who will update the system with the correct details.

CREATE AND MANAGE: TEMPORARY ID CODES

CREATE AND MANAGE: ENTERING NEW APPLICATION

Personal Details

Please see previous page for instructions on how to open a new application form 1. Enter the child’s details (see notes)

2. A birth certificate or a passport will be required to register a child on NAMS. A Scottish Birth Certificate is formatted as follows: 3 digit district code, 4 digit year of registration, up to 3 digit number denoting entry into registry. The default is Scottish Birth Certificate to prompt you with the 3 boxes. If you have any other Birth Certificate please choose the appropriate country. For England, Northern Ire-land & Wales please choose British

3. Click FIND CHILD 4. SEEMiS will check against all children

entered into NAMS, if a match is found a mes-sage will be displayed. If this happens and the child is not a shared placement please phone the Helpline

NOTE: It is very important that you

ensure the details you have keyed

are

correct for the child as once you

have clicked CONFIRM the only

way to change these details is to

contact the Helpline.

If the child is a shared placement please click ok and this will create a link between the two records. It should pull some of the details that the other provider has already en‐tered, such as address. However, it is your responsibility to check this informa on is full and correct. If no match is found please con nue with step 5.

For all other birth cer ficates and

passports please do NOT enter le ers unless they occur in the middle of the iden fica on number

as is the case for French passports.

Also please do not enter spaces between any numbers

5. If no record has been found, please see red note opposite before clicking CONFIRM to create a new record


Contact Details 1. Enter home telephone number 2. Enter postcode and click SEARCH 3. 3. All addresses associated with this postcode will be displayed, se-

lect the relevant address and click CONFIRM. Please note that if the address is a flat and the address is not listed in full i.e. you only have the street address and not the flat number you must click NOT FOUND and enter the whole address manually.

4. If the address is not listed, click NOT FOUND 5. Enter address details in fields provided, click CONFIRM 6. The address will now be displayed

NOTE: if you a

mend the child

’s address at a

ny

point prior to

accepng the

child you will

need

to remember to

check the con

tact details fo

r

the parents a

nd amend ac

cordingly. It i

s the

parent’s addr

ess we use to

send out offe

r

le ers and autho

risa on codes so it

needs to

be correct


Family Details

1. Enter contact details as required, however if you know that the contact is already in NAMS as a contact for another child click LINK CONTACT, enter search criteria and click NEW LIST. Select the correct contact and Relationship and click OK to save the details

2. If the contact can collect the child click the box CAN COLLECT 3. If the contact address is the same as the child’s click the COPY CHILD’S

ADDRESS. If the address is different, enter the postcode and follow the instructions above in Child Details

4. Add telephone details as appropriate 5. Complete the involvement section 6. If this contact is also an emergency contact click CONTACT 7. If you need to add another contact click ADD CONTACT


Nurseries Requested

1. Your own nursery will be displayed by default as the first choice 2. Select the second choice nursery as required. A tick will be displayed before the nursery name if it is within catchment area, if not it will be a cross. If the catchment area cannot be determined a ? will be displayed

Places Requested 1. Most units will have an attendance pattern of 5 x 2.5 hours, however some

nurseries offer 4 x 3 hour sessions and therefore they need to use the drop down menu to indicate their pattern

2. There are 3 options for Status as described below. Click on the appropriate icon Funded (£) = funded by Early Years Not Funded (£) = funded by parents (wraparound) Clear (eraser) = will clear the selected session(s)

If the parent has advised that they are flexible with regard to days please tick the FLEXIBLE box

4. Enter a start date and

start me (see note

below)

3. Click AM if all mornings are required or PM if all afternoons are

required. Click MONDAY or TUESDAY etc to select both a

morning and an afternoon session in the same day. If there is a

combination of sessions please click in the appropriate space.

4. NOTE: This is the time and date that preschool starts, not any privately funded sessions. This information is pulled into the offer letters and therefore needs to be accurate. Also please put in the correct term start dates as if you do not it will affect your funding. Therefore for most children the start date will be the start date of the term they are starting in. Please note this is the actual start for pupil’s and not any in-service days. If a child is eligible to start midway through a term please enter their actual start date.


Child Health Information Health Conditions and Doctor's Details

1. Choose YES or NO as indicated on the application form. If no answer has been given you must choose NOT DISCLOSED

2. If YES is selected a field will be generated where additional details can be added

Additional Information to Support Application

1. You can use this field to record if the child has requested Gaelic preschool/

transport, agreed to be photographed etc NOTE: LA units only - this information is not transferred into Click & Go therefore you may only want to key the data once Intended Primary

For most children the health board will be Highland, you can use the drop down list for the practice, however it may be easier to use the FIND button, highlighted below. Enter search details (usually entering the town is the best option), click NEW LIST and select the appropriate practice

1. Use the drop down to enter the information from the application form. If the parent has not indicated which school please click the UNKNOWN check box


NOTE: This is useful information to Early Years Service as it will shape how we advertise preschool registration week in future years

Ethnic Background

1. Complete all sections as required

Marketing Information 1. Use the drop down to enter the appropriate

response from the application form

3. Ensure you tick the split placement box if it has been indicated on the form that a split placement has been requested

NOTE: if a ques on has not been

answered you must enter NOT

DISCLOSED. It is an offence to

record data that is not on the form

1. Now click SAVE – if the SAVE button ‘ghosts’ out it means that your application has saved successfully. It may be that you receive an error message advising that you have not filled out all the necessary details. You will need to go back and fill out the mandatory fields and then try saving again.

YOU ARE THE O

FFICE – this means

whoever has re

sponsibility for

NAMS

for your establis

hment. The Helplin

e is

no longer the o

ffice.

We do not use Da

te of Panel, Det

ails

of Placement or P

roof of Address

Office Use Only

2. You can now click NEW to enter another application or you can click on the ‘search panel’ on the left hand side of the screen. This will slide out and you will be able to manage your applications (see next section).

CREATE AND MANAGE: VIEW APPLICATIONS

During the registration period you will most likely search for applications using ‘Active’ and clicking ‘add to list’

View Application

Go to Applications Then go to Create & Manage

1. Search by Application Status ACTIVE and click ADD TO LIST. This will return all applications where the status is ACTIVE. You can also search for applications where the status is OFFERED or ACCEPTED

2. You can also search by Name, DOB, Date Created, Last Modified and Number of Applications

See next page for how to edit an application

If you require to amend an application that has been accepted but will

not be enrolled for a long time i.e. April starts please see the FAQ section for assis-tance. If you still require assistance please contact the Helpline. If an application has been entered in error it can be removed using the delete option.

3. If you have children on the list who are not registered at your nursery, check to see if they have a status in the status column, if they don’t then this indicates that you are their second choice nursery.

NOTE

CREATE AND MANAGE: EDIT & DELETE APPLICATIONS

Edit Application 1. Click on the application you need to edit and click OPEN at the

bottom of the screen. The search panel will slide back and reveal the chosen application form

2. Click the padlock to unlock the application 3. Edit the application as required 4. Click SAVE to save the changes or REVERT to undo changes 5. If the save button ‘ghosts’ out then your save has been successful

Delete Application 1. You should contact the Early Years Helpline prior to deleting an

application 2. Select the appropriate application and click DELETE at the bottom of the screen 3. Enter the reason for the deletion and click DELETE

Applications that have been accepted cannot be deleted

NOTE: if you a

mend the child

’s address at

any point prio

r to accep ng the

child you

will need to r

emember to check

the con‐

tact details fo

r the parents

and amend

accordingly. I

t is the paren

t’s address we

use to send o

ut offer

NURSERY LIST: VIEWING NURSERY LIST

1. Select the options (see above in green) and click LOAD LIST. You must enter a planned intake date for your capacity figures to show. The planned intake date will usually be a date corresponding to the start an intake period e.g. 15/08/2012, 22/10/2012, 07/01/2013 or 15/04/2013. This is because children should not be changing their sessions outwith these dates. If you have amended a pattern of provision for an existing child to start outwith these dates then the nursery list may not be accurate.

2. Once you have clicked LOAD List the search panel will slide back to reveal your nursery list. If no children show you do not have any children sitting as Active status. See overleaf for more information

NURSERY LIST This facility allows nurseries to view all current applications and to organise or offer places accordingly, whilst monitoring available capacity. The nursery list is vital for the registration period as it shows clearly what space you have to offer. You may not use it as much during a school term unless you get many new applicants. However, you can use it to show at a glance what sessions your enrolled children are taking individually. This can be exported into an excel spreadsheet by using the button at the bottom of the screen

Go to Application Then go to Nursery List

Include Pending applications shows active applicants on another nursery list, where your nursery is second or

third choice. Include waiting applications shows applicants where status is ‘No Space’ in your nursery, and active on second or third choice

nursery

You can filter the list by using the date of birth function or the funding date function

DO NOT CLICK BULK

OFFER BUTTON.

THIS IS FOR HQ USE ONLY

NURSERY LIST: VIEWING NURSERY LIST (cont)

3. The list is shown in category order, with highest priority at the top 4. Children’s names highlighted in blue show that there is sufficient capacity to take that child with their requested sessions 5. A white background indicates those applicants where their requested sessions

cannot be offered. Each of the sessions that you do not have capacity for will be highlighted in red in the potential offer column

6. A striped blue background indicates those applicants that are pending i.e. you are their second choice and where there is potentially a space for them

7. A purple background indicates that the applicant has been offered a place and has accepted. See above note.

8. If a child’s name is written in red, this shows that the same child is already enrolled in your nursery and therefore is a duplicate entry and needs to be deleted

9. If a child’s name is written in a slightly different blue it indicates they have requested a split placement. To see their status with the other provider, hover your mouse over their name

10. Sessions that can be offered but were not initially requested will have a green background

11. HQ will work with you to fit children in if you are full or you can try and fit children in by manipulating their sessions using the buttons on the top left of the Nursery List screen. Different options for placement are:

Based upon potential offer: Attempts to place pupils as requested by the applicant Based upon any places: Will change potential offer places to whatever is available Allocate minimum sessions: Allocates place holders to pupils with less funded

sessions requested (see Handy Tips overleaf) Limit to maximum sessions: Limits places to funded sessions only

NOTE: To show full roll including offered, accepted and enrolled children click show full roll

NURSERY LIST: AMEND REQUESTED SESSIONS (if oversubscribed)

*Handy Tips If you always keep 5 sessions available regardless of how many sessions a child has requested you can use the place holder function. For example a child requests 3 morning sessions but you hold the other two morning sessions open for that

child so that they can ‘grow’ into them. Double click on the potential offer column and insert the place holder sign (it looks like a bookmark and is blue) into the appropriate spaces. This ensures your capacity accurately reflects the spaces you have left to offer

Amend Requested Sessions

Follow the instructions ‘Viewing Nursery List’ to show your list of applicants. If a parent requests a change, ensure that you have it in writing and then amend the sessions in the Create & Manage screen. You should only amend sessions in this screen if you are making the change to fit the child into your nursery. You must not amend a child’s sessions in their application form in create & manage if you are making the changes to fit the child in. This is to ensure an audit trail is available as to why the sessions were changed.

1. To edit offered places, double click on the potential offer column for that child. A window will appear allowing the user to edit

2. Make the required changes and click PROCEED NOTE: if you amend sessions from morning to afternoon or vice versa remember to change the start time of the sessions as this will be pulled into their offer letter. If a child accesses a mix of am and pm put down the start time of their first session taking into account that they may start on a Wednesday e.g. a child who has Mon-day, Tuesday am and Wednesday to Friday pm would have their start date as the start of term 15 August 12 which is a Wednesday and therefore the start time would be pm. You would NOT need to amend their start date as this should always be the start of a term un-less a child has been granted permission to start midway through a term

RECORD PLACEMENT: OFFERED TO ACCEPTED/SECOND CHOICE/ALTERNATIVE/DISCONTINUED

Second Choice (Parents request alternative provision) If a parent requests to move a child to their second choice provider this can be done by selecting “not accepted” in Site Placement Decision without HQ intervention. This removes the child from your site and makes them ‘Active’ in their second choice site. You MUST inform the second choice nursery that you have done this to ensure they are aware and can respond swiftly to the parent’s request.

Alternative Provision If a parent requests a move to a provider who is not second choice HQ can amend the original NAMS application to show the alternative provider as second choice. We will need this request in writing/email from the parents. Please contact HQ and then follow the steps above as Second Choice.

Discontinued If a child does not return the acceptance slip and does not turn up for the start of term, you should make every effort to contact them to check if they still require the place. If you cannot contact them you can end their sessions with you by choosing ‘Discontinued’ in Record Placement Decision. This removes the child from your site but doesn’t move them to their second choice.

To action any of these the status must be ‘offered’. If the status is ‘Accepted’ you must follow this procedure to reverse the record placement decision to ‘offered’ before you will be able to choose ‘Not accepted’ or ‘Discontinued’.

RECORD PLACEMENT DECISION

This is used to change the application status. This is done individually rather than in bulk. You will usually be changing the status from Offered to Accepted.

Go to Applications Then go to Record Placement Decision

You can search by name, date of birth and application status. 1. Click Add to List 2. Select pupil record, the line will go blue 3. In Site Placement Decision, select ‘accepted’, then click SAVE and follow the onscreen

instructions. It should say that a ‘transfer will be made from the NAMS holding area’

1

3

RECORD PLACEMENT: AMEND DETAILS/SESSIONS PRIOR TO FULL ENROLMENT

RECORD PLACEMENT DECISION

A parent often changes their mind about the number of sessions they wish their child to amend, or changes to or from a shared placement. If the child is not yet fully enrolled in your Nursery, i.e. hasn’t started their preschool sessions yet and is usually a January or Easter start, please follow the instructions below to amend their sessions.

Go to Applications Then go to Record Placement Decision

You can search by name, date of birth and application status. 1. Click Add to List 2. Select pupil record, the line will go blue 3. If the child is status ‘Accepted’ follow step 4, if their status is ‘Offered’ go straight to step 5. 4. In Site Placement Decision, select ‘Offered’, then click SAVE and follow the onscreen

instructions. Do not amend the pattern of provision in this screen. 5. In Site Placement Decision, select ‘Active’, then click SAVE and follow the onscreen

instructions. Do not amend the pattern of provision in this screen. 6. Now follow the instructions provided earlier in this manual on how to amend an application

form in Create & Manage 7. Once you have saved the amended application form please follow the instructions above

but change the status from ’Active’ to ’Offered’ and then back to ‘Accepted’ if that’s what they were prior to amending their sessions. See previous NAMS page for help on this

1

3

RECORDS

Accept/Reject Enrolments

Children, who have been accepted into a nursery, require to be enrolled to allow authorisation codes to be generated and any funding changes made. Any pending enrolments are displayed and the user can select to accept or reject them.

Go to RecordsThen go to Accept/Reject Enrolments

RECORDS: ACCEPT/REJECT ENROLMENTS

Children should only be enrolled once they have physically started in the

nursery for their preschool provision.

Children should not be enrolled prior to eligible start dates

unless agreed by HQ.

1. Highlight the child’s record 2. Enter the correct start date

2. This should be the pupil start date for

that term. The only time a different date

should be entered is if a child has been

agreed to start mid-term as per the parent

information leaflet guidelines. It is vital

that this start date is correct as this is the

date you will receive payment from.

3. Select the correct stage from the pick list provided 4. Click the ‘include’ checkbox

6. Click ACCEPT 7. RELOAD to refresh the screen

3. Children whose DOB falls into the 3 year

old category should be enrolled as N4,

children who fall into the 4 year old or

additional year category should be enrolled

as N5. Refer to your parent information leaflet

for the current school year for the dates of

birth

Transfers in

Children who are already accessing preschool provision and have been transferred into your nursery from another will appear in your Accept/Reject Enrolment screen. You are required to enrol them as above. However you must then go into Records/Edit and amend their pattern of provision (see next page)

RECORDS: EDIT PLACEMENTS, ADDRESS AND BASIC DETAILS Edit

Edit is used to make changes to the children’s details once they are enrolled into the nursery. It is YOUR responsibility to ensure this data is kept up to date to ensure you receive the correct payments for children.

Go to RecordsThen go to Edit

3. Unlock the padlock

1. Click NEW LIST

2. Highlight the child’s name then click open at the bottom of the screen.

Basic This tab holds the name, date of birth and year stage of the pupil. Address The address details are held in this tab. It is vital this information is up to date and matches the address in the contacts tab so the authorisation codes are received by the parents. Placements Current, future and previous placement information is shown in this tab. Nurseries are unable to amend historical patterns of provision as this could affect amounts previously paid. You must ensure you add a pattern of provision to transfer in.

You can switch between children's records using

these buttons

All changes to attendance patterns must be changed in this screen as this will update the site capacity.

4. ADD allows user to add a new pattern. You must enter the full new pattern and not just the changed sessions.

5. Only HQ can delete a pattern of provision and edit a pattern of provision that occurred in the past

RECORDS: EDIT CONTACTS Edit

Edit is used to make changes to the children’s details once they are enrolled into the nursery. It is YOUR responsibility to ensure this data is kept up to date to ensure you receive the correct payments for children.

Go to RecordsThen go to Edit

3. Unlock the padlock

1. Click NEW LIST

2. Highlight the child’s name then click open at the bottom of the screen.

Contacts You can update parental, doctors and emergency contact here. Click on the contact details you want to update and then click edit at the bottom of the screen. Make your changes and click save. Each child should have a main contact. This is the contact that letters are addressed to. Main contacts are denoted by a star in the Relationship column. To amend a main contact, click on the contact you want to be the main contact and then click main contact at the bottom of the screen, ensure the right contact is showing and click ok.

You can switch between children's records using

these buttons

NOTE If you amend a child’s address in the ‘Address’ tab in Records: Edit, you should be prompted to amend the parents’ addresses also. A pop up box should ask you to tick a check box to indicate if mum and dad’s address have also changed. As the authorisation code letters go to the main parental contact it is very important you do this.

RECORDS: EDIT - ENTER SNAs LA units to enter patterns of provision in NAMS to update SNAs in Click & GO SNAs

Local Authority Providers should follow this information to enter SNAs into Click & Go for ALL children who have been registered through NAMS. This procedure should be completed immediately after fully enrolling a child in NAMS.

Go to Records Then go to Edit, see previous page for instructions on how to get to the

placements tab

You can switch between children's

records using these buttons

All changes to attendance patterns must be changed in this screen as this will update the site capacity.

1

1. Highlight the most recent pattern of provision (this may not be the top line, check the dates for the most recent date)

2. Press ‘view attendance conflict’ button 3. In the pop up box the Action column (far right) should say ‘update’ then click

proceed. If it does not say ‘update’ please phone HQ 4. If your proceed button is not bold, check you have unlocked the padlock in the

bottom right hand corner 5. Check the SNA pattern has been replicated correctly in Click & Go. If not call HQ

2

3

4

RECORDS: MARK LEAVERS

MARK LEAVERS—Known destination

This is where you can mark children as leavers either to a different nursery school, destination unknown or to primary school.

Go to Records Then go to Mark Leavers

1. Click NEW LIST. This will show all your enrolled children 2. Select the appropriate student. More than one child can be selected if they are all leaving at

the same time to the same destination i.e. Primary school leavers 3. Select the relevant reason for leaving from the drop down list—default is usually correct 4. Enter the student’s leaving date (see Note below) 5. If the transfer is a confidential transfer, tick the available box (HQ will advise whether a transfer

has to be marked as confidential) 6. Click ‘known’ 7. Change the drop down ‘Select by’ to ‘Authority’ and click NEW LIST or if outwith Argyll and

Bute select ‘Name’ 8. Click on ‘Name’ at top of column to sort schools into alphabetical order 9. Select relevant destination—ensure you pick the correct nursery or school. If a child is leaving

to P1 and is a placing request please pick the placing request school 10.Click MARK SELECTED STUDENTS AS LEAVERS

3

4 & 5 1

2 6

7

8

9

If you receive an error message

after completing step 9 advising

‘Invalid Admission Record’, contact

HQ as they need to amend the

record for you. This is most likely

because the child has a split

placement 10

NOTE: If a child is moving to a provider who is also on NAMS whether Argyll and Bute Council or outwith A&BC, the child’s leaving date will be the actual date of leaving. However if a child is moving to a non-NAMS authority the leaving date will be the end of the term. Children should not be moving mid-term in Argyll and Bute unless agreed by HQ. Advise HQ of all leavers.

RECORDS: MARK LEAVERS WITH SHARED PLACEMENTS

Go to Records Then go to Mark Leavers You will be directed to mark your school leavers by HQ. You will have this information for each child in order to arrange their transitions to primary one. The children will remain on NAMS until the leaving date comes and they will automatically be transferred to their selected primary.

Follow the steps on the previous page but at Step 4 note that the leaving date will be the end of the summer term, usually the last Friday in June. Ensure you pick the school and not the pre five unit attached to the school.

If in the Mark Leavers list a child has a cross in the split provision box (1) you will not be able to mark the child to their primary school. When you select that student a single box will appear on the other side of the NAMS screen (shown below) and you enter their leaving date (2) which will be the end of the school year (usually last Friday in June). Then click End Split Placement at the bottom of the screen (3).

3

2

1

RECORDS: MARK LEAVERS to DESTINATION UNKNOWN

DESTINATION UNKNOWN You should make every effort to determine a child’s new destination however if the child has left without any forwarding details, please follow the Mark Leaver steps 1-5, then the instructions below as highlighted on the diagram. 6. Click unknown 7. Enter what details you do know into the Destination Details box. This information is extremely useful if we need to locate a missing child i.e. moved to Surrey, England 8. Click MARK SELECTED STUDENTS AS LEAVERS NOTE: Partner Providers If a child leaves mid-way through the term please put the end of term date in as the leaving date and their actual leaving date into the Destination Details notes box.

6

7

8

NOTE: if a child’s destination then becomes known you must notify HQ as they can amend to show the correct destination for the child

FUNDING: ENTER AUTHORISATION CODE

In order to validate that the children are attending your nursery, the local authority allocate a unique code for each child. This code is posted to the parent. The code is returned, by the parent, to the nursery where it will be entered by you into NAMS. Codes are generated for a particular nursery and period. Authorisation codes should be entered as followed:

Go to Funding Then go to Enter Authorisation Code

4. Select the appropriate child record

5. Click into the Code field and enter the code.

6. The start and end dates should prefill when you enter the code. If the child started mid-way through the term please amend the start date to their actual start date.

5. Click SAVE. The code should go green once all data has been entered correctly. You may need to click on the next child’s details before it goes green

Leaving the cursor over pupils’ details, will show a pop up box of why the code cannot be generated

1. Choose the appropriate authorisation period as per the payment timetable

2. Click Add to List 3. Unlock padlock

1

2

3

NOTE—the code will always be formatted as number, letter, number, letter. This should help when determining between the number 1 and the letter I for example.

FUNDING: VIEW EXISTING PAYMENT REPORT

You can view the report broken down by day and student name if you check the box that appears asking if you would like PDF or Excel.

VIEW EXISTING PAYMENT REPORT

Once a payment run has been generated for your nursery, the payment can be viewed using this menu option. It allows you to view the history of payments generated to date. The report details a breakdown summary of information by nursery listing all relevant students and also includes a breakdown of students by days attended.

Go to Funding Then go to View Existing Payment Report

2. Select your Nursery

2. Select the appropriate payment run

3. Click LOAD PAYMENT DETAILS

Reports can be

opened/viewed/saved in

PDF format or opened/

saved in Excel format

1. Click add to list

REPORTS: BREADCRUMB REPORT

BREADCRUMB REPORT

This allows reports to be created and saved with information based on either the Application Form or Current Nursery. Columns can be moved/added to view the details.

Go to Reports Then go to Breadcrumb Report

1. Select the tab – ‘Application Form Data’ or ‘Current Nursery Data’. Application form data will return data for all children who have had an application form entered into your nursery. Current Nursery Data will return information on the children that are currently fully enrolled in your nursery i.e. if you search in August, it will not show you information for your January and Easter starts.

2. On the left hand side of the screen there is a tab that says ‘search condi-tions’ please click on this and the search panel will slide out. Enter your search criteria.

1

3. Then click ADD TO LIST. Your results will be revealed.

To remove a column from the report right click over the column headings and deselect each heading in turn to remove from the report

4. EXPORT allows the information to be opened/viewed/saved in PDF format or opened/saved in Excel format

2

REPORTS: BREADCRUMB REPORT

MIS-MATCHED ADDRESSES

This report has been saved by HQ for use by Partner Providers to ensure the child’s address and main contact’s address match. This is important as the Authorisation code is sent out to the main contact address and not the child’s.

Go to Reports Then go to Breadcrumb Report

1. Select the tab – ‘Current Nursery Data’ 2. Click load/save button 3. Choose Mis-matched address from the list 4. Click load selected

To remove a column from the report right click over the column headings and deselect each heading in turn to remove from the report

CONTACT REPORT

Use the same procedure as above but click ‘contact numbers/emails’ and this will return a list

of the contact details you hold for each child that is currently fully enrolled in your nursery.

Click Edit Restric ons (6) and this will show all contacts including emergency contacts

This is extremely handy for if you are going on a trip and need emergency contact details

printed off to take with you.

1

3

5. EXPORT allows the information to be opened/viewed/saved in PDF format or opened/saved in Excel format

2

4

6

This page has been left blank. Although I’m sure I will fill it soon...

Early Years Helpline Argyll House

91 Alexandra Parade Dunoon

PA23 8AJ 01369 708503

[email protected]

community services: early years nams training … · nams training manual please refer ... view...

Documents