indiana · 2020. 9. 10. · getting started: set-up & login page 2 state of indiana getting...

Parent/Guardian Web Portal

User Manual

Indiana

www.hoosierchildcarefamily.com

TABLE OF CONTENTS

Welcome to the Parent/Guardian Web Portal __________________________________________________________ 1

About The Manual _________________________________________________________________________________________________ 1

About the Parent/Guardian Portal _______________________________________________________________________________ 1

Getting Started: Set-up & Login _________________________________________________________________________ 2

Set Up A New Account _____________________________________________________________________________________________ 2

Enter Identification Information ______________________________________________________________________________ 3

Create a User ID and Password ________________________________________________________________________________ 4

Choose & Answer Your Security Questions ___________________________________________________________________ 4

Login & Manage your Password __________________________________________________________________________________ 6

Log In to the Parent/Guardian Web Portal ____________________________________________________________________ 6

Manage Your Password _________________________________________________________________________________________ 7

Forgotten Password ____________________________________________________________________________________________ 7

Incorrect Passwords and Lockouts ____________________________________________________________________________ 9

Account Lockout when Unused ________________________________________________________________________________ 9

Home/Case Profile ________________________________________________________________________________________________ 10

Read Broadcast Messages from FSSA _________________________________________________________________ 11

Look Up Information about Your Case ________________________________________________________________ 12

Case Attendance Report __________________________________________________________________________________________ 13

Find the Attendance Record You Need _______________________________________________________________________ 13

Provider Profile ___________________________________________________________________________________________________ 15

Cardholder Profile ________________________________________________________________________________________________ 16

Child Profile _______________________________________________________________________________________________________ 17

Voucher & Payment Information ________________________________________________________________________________ 18

Voucher Details ________________________________________________________________________________________________ 18

Voucher Payment Inquiry _____________________________________________________________________________________ 19

Voucher Payment Summary ___________________________________________________________________________________ 20

Voucher Payment Details ______________________________________________________________________________________ 21

TABLE OF CONTENTS

Approve or Deny Late Attendance ____________________________________________________________________ 22

Late Attendance Worklist ________________________________________________________________________________________ 22

Voucher Late Attendance Details ________________________________________________________________________________ 23

How to Get Help ________________________________________________________________________________________ 24

WELCOME TO THE PARENT/GUARDIAN WEB PORTAL

Page 1 State of Indiana

Welcome to the Parent/Guardian Web Portal

Welcome to the Indiana Family and Social Services Administration (FSSA) HoosierWorks for Child Care

Parent/Guardian Web Portal.

This User Manual will help you manage your HoosierWorks for Child Care case and voucher information

on the Parent/Guardian Web Portal found at www.hoosierchildcarefamily.com.

ABOUT THE MANUAL

This manual provides basic instructions on how parents and guardians can log into the Parent/Guardian

Web Portal to manage their HoosierWorks for Child Care case.

The images in this manual may change over time as the program changes. For the most current program

information, visit the Portal at www.hoosierchildcarefamily.com.

ABOUT THE PARENT/GUARDIAN PORTAL

The Parent/Guardian Web Portal allows 24/7 access to information about your HoosierWorks for Child

Care case, including the following:

Manage your Web Portal account (log-in and password)

Read broadcast messages from FSSA

Look up up-to-date information about your current and past vouchers, current and past attendance

payments, and all attendance entries

Approve or deny late attendance entries

http://www.hoosierchildcarefamily.com/


GETTING STARTED: SET-UP & LOGIN


Getting Started: Set-up & Login

SET UP A NEW ACCOUNT

The first time you visit the Parent/Guardian Web Portal at www.hoosierchildcarefamily.com, you will create

a new account. On the Welcome screen, below, click Register Now to start the process.

Screen 1. Parent/Guardian Web Portal Welcome Screen

On the following screen, you will enter your cardholder and card information to access your HoosierWorks

for ChildCare account. You will also create a User ID and Password that you will use each time you visit

the Parent/Guardian Web Portal.




Screen 2. New Account Set-up Screen

Enter Identification Information

Cardholder (name, address and date of birth) and card (number and PIN) information must match the

information in FSSA’s account to link your new account with your HoosierWorks for Child Care account.



Create a User ID and Password

The User ID and Password you create will be used each time you log in to the Parent/Guardian Web

Portal. DO NOT SHARE YOUR PASSWORD WITH ANYONE ELSE! The User ID and Password must meet

the following format rules:

User ID Password

Must be at least 5 characters long, but no more than 11 characters


You can use any combination of lettersand numbers

User ID is not case-sensitive (i.e., treats“A” and “a” as the same)

Must have:

At least one (1) number At least one (1) upper-case letter At least one (1) lower-case letter At least one (1) special character,

which MUST BE one of these: __ # or $

After entering a User ID and Password that meet the rules above, read and accept (by clicking check-box)

the Terms and Conditions and click Submit.

NOTE: Once you create an account, your Password will expire every 60 days and you will need to change

your password. The Portal will alert you to this when you log in.

After creating a User ID and Password, you will be asked to choose and answer Security Questions to use

to reset your account if you forget your password in the future.

Choose & Answer Your Security Questions

On the following screen, you will be asked to choose three (3) Security Questions from five (5) standard

security questions. First, choose a security question from the drop-down list of options. Then, type in your

answer to that question. (NOTE: You will be asked for this answer if you forget your Password in the future.

You also will need to remember which Security Questions you set up for your account.) Security Question

answers must meet the following format rules:

Security Question Answers


Answer must use characters a-z, A-Z, 0-9, or a space You cannot use a space at the beginning or end of your answer You cannot use two spaces in a row One answer cannot be the same as an answer to another question Answers are not case sensitive (i.e., treats “A” and “a” as the same)



Screen 3. Security Question Set-up

After choosing and answering your security questions, click the Submit button to complete the new account

set-up process. (NOTE: This screen is also used if you choose to change your Security Question answers in

the future.)



LOGIN & MANAGE YOUR PASSWORD

Log In to the Parent/Guardian Web Portal

Once you successfully create your new account, you will log in to the Parent/Guardian Web Portal on the

Welcome screen with your User ID and Password.

Screen 4. Parent/Guardian Web Portal Welcome Screen



Manage Your Password

Your password will expire every 60 days and you will need a new password. If you log in within ten (10)

days of your password expiration date, you will see the following message:

Logon Message

Yes

Your password will expire in 8 days. Do you want to change it now?

No

The first time you log in after your password expires, you will see the following message:

Logon Message

OK

Your password has expired and must be changed.

After clicking “Yes” to the early warning message or “OK” on the expiration message, you will be taken to the

password change screen. On the screen, below, you will enter (and re-enter) a new password, which also

follows the format rules on page 4.

Screen 5. Change Your Password

Forgotten Password

If you forget your password, click Forgot Password? on the Welcome screen, below the login area. On

Screen 6 on the following page, you will enter your User ID to begin the password re-set process.



If you forget your password, click the Forgot Password? hyperlink to view Screen 6 and begin the password

re-set process. Enter your User ID and click Submit to continue the process. (NOTE: If you forgot your

User ID, call the Conduent Parent/Guardian Help Desk at 1-800-876-0487.)

Screen 6. Re-set Password 1

Enter your User ID and click Submit to continue the process. (NOTE: If you forgot your User ID, call the

Conduent Parent/Guardian Help Desk at 1-800-876-0487.)

Screen 7. Re-set Password 2



On Screen 7 on the previous page, you will choose one (1) of the three (3) Security Questions you chose

during account set-up and enter the Security Answer. If the answer matches the one you gave during

account set-up, you will be taken to a screen to change your password (see Screen 5).

Incorrect Passwords and Lockouts

Keeping cardholder information secure is important to us. Your account will be locked out if the wrong

password is used three (3) or more times in a row.

If the wrong password is entered three (3) times in a row, the account is locked for 30 minutes.

Even if the correct password is entered, once the account is locked, the parent/guardian cannot log

in. If your account is locked, wait 30 minute and try again.

If you the wrong password is entered nine (9) times in a row, the account is disabled and must be

re-set by Xerox or FSSA.

Account Lockout when Unused

If you do not log into the Parent/Guardian Web Portal for 180 days, your account will be disabled and your

password will need to be changed.



HOME/CASE PROFILE

You will see this screen once you log in to the Parent/Guardian Web Portal, once you view any broadcast

message(s) on your case. From anywhere in the Parent/Guardian Web Portal, click the Home link to

return to your Case Profile.

Screen 8. Case Profile (Home)

The Case Profile lists basic information about your case, including cardholders and voucher/child

information associated with the case.

Click a blue, hyperlink Cardholder Name or Child Name to go to more detailed information about that

cardholder or child’s voucher.

Click the Attendance button to see the Attendance Report for this case. Click the Late Attendance

Worklist button to see Late Attendance entries that waiting for your review and approval or denial.

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READ BROADCAST MESSAGES FROM FSSA


Read Broadcast Messages from FSSA

FSSA can send messages to HoosierWorks for Child Care parents and guardians using the

Parent/Guardian Web Portal. If you have a message(s) from FSSA, it will be displayed after you log in to

the portal. FSSA can send messages statewide, countywide or to one, specific case.

Screen 9. Broadcast Messages

You can also read broadcast messages on this screen by clicking View Message from the My Profile section

of the Home page.

If there are more than 10 broadcast messages listed, click the Previous or Next page links to view more

messages.

LOOK UP INFORMATION ABOUT YOUR CASE


Look Up Information about Your Case

You can look up a variety of information about your case on the Parent/Guardian Web Portal. From the

Case Profile (Home) Screen, you can access:

Case Attendance Report

Provider Profile

Cardholder Profile

Child Profile

Voucher & Payment Information

On the following pages, each screen is provided, with how to get to the screen from the Case Profile.

Screen 10. Case Profile (Home)

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CASE ATTENDANCE REPORT

To get to this screen, click the Attendance button on the Case Profile (Home) Screen. The Case

Attendance Report shows all attendance for the children on the case. You can search by date for specific

attendance information. Attendance only shows up in the system once it is approved (for example, Late

Attendance entered by a provider but not yet approved by the parent/guardian will not show up on this

screen).

Screen 11. Case Attendance Report

Find the Attendance Record You Need

You can Search for an attendance record by date by entering the month starting and ending dates

((MM)/day (DD)/year (YYYY)) of interest. Then, click the Search button. (The Reset button will start your

search over with blank fields.)

You can Search by transaction type, if you choose a type from the drop-down menu:

IN: Check-in

OUT: Check-out

P/IN: Previous Check-in (checked in within two weeks of date)

P/OUT: Previous Check-out (checked out within two weeks of date)

L/IN: Late Check-in (checked in later than two weeks, but within a year, of date)

L/OUT: Late Check-out (checked in later than two weeks, but within a year, of date)

SAF: Store and Forward (attendance saved for later processing because system was down)

PERSONAL DAY: Day designated as Personal Day without child care attendance

L/PERSONAL DAY: Late Personal Day, entered within a year of date

VOID: Voided attendance entry

VOID ENTIRE DAY: Voided attendance day



PROVIDER HOLIDAY: Provider holiday (facility closed)

INCLEMENT WEATHER CLOSURE DAY: Provider closure due to extreme weather conditions

You can also use the Search Results Toolbar to find what you need:

Click the arrows to move to the first page, previous page, next page or last page, from left to right

Click on these icons to export your list of attendance records to a text file (.txt), Microsoft Excel file (.xls) or Adobe PDF file (.pdf), from left to right

Click the magnifying glass to find a specific record, and click the arrows to refresh (or update) the list

Enter one or more letters or numbers into the fields above column names to find records with those letters or numbers (for example, type “John” above Child First Name to find attendance records for John).



PROVIDER PROFILE

To get to this screen, click the hyperlink Child’s Name on the Case Profile (Home) Screen, then select the

Provider’s Name hyperlink in Voucher History. Hyperlinks to vouchers for children on the case cared for

by this provider are also on this screen.

Screen 12. Provider Profile

Click on blue hyperlinks to see Child Profile from this screen.

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CARDHOLDER PROFILE

To get to this screen, click the hyperlink Cardholder’s Name on the Case Profile (Home) Screen. The

selected cardholder’s card and contact information are shown on this screen. Hyperlinks to vouchers for

children on the case are also on this screen.

Screen 13. Cardholder Profile

Click on blue hyperlinks to see Case Profile, Cardholder Profile or Child Profile from this screen.

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CHILD PROFILE

To get to this screen, click the hyperlink Child’s Name on the Case Profile (Home) or Cardholder Profile

screen. Vouchers for the selected child are shown on this screen.

Screen 14. Child Profile

From this screen, click on blue hyperlinks to see Case Profile, Cardholder Profile, or Provider Profile.

Click the Details button to see Voucher Details for the selected voucher.

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VOUCHER & PAYMENT INFORMATION

To get to voucher and payment information, click the Details button on the Child Profile screen. The first

screen you will see is the Voucher Details screen.

Voucher Details

This screen shows detailed information about the selected child’s voucher.

Screen 15. Voucher Details Screen

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Click the blue hyperlink to see the Case Profile or Provider Profile screen.

Click the Payments button to see the Voucher Payment Inquiry screen that shows payment information

related to this voucher.

Voucher Payment Inquiry

This screen allows the parent or guardian to search for attendance payment details for a selected payment

period for a voucher.

Screen 16. Voucher Payment Inquiry Screen

Select a Year and Payment Period from the drop-down menus to search for attendance payment details.

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Voucher Payment Summary

This screen shows the attendance payment details resulting from the search on the Voucher Payment

Inquiry screen. You can see payments made for this voucher during the selected payment period, including

Late Attendance payments.

Screen 17. Voucher Payment Summary Screen

Click on a blue hyperlink Payment Amount (for example, $99.50 above) to see the Voucher Payment

Details Screen for that payment.

SEARCH



Voucher Payment Details

This screen is accessed with the user clicks a blue hyperlink Payment Amount on the Voucher Payment

Summary Screen. The screen shows payment attendance details for the week selected.

Screen 18. Voucher Payment Details Screen

Each Settled (paid) attendance entry or transaction, with time and transaction type details, for the selected

week is listed on this screen.

The Voucher Payment Details Screen shows Late Attendance Payments for the selected week (for

example, the Late Personal Day (L/Personal Day) listed in the Voucher Payment Details on Screen 18). Late

Attendance is paid only after the Child Care Provider enters the attendance into the Provider Web Portal,

and the parent or guardian approves the attendance on the Parent/Guardian Web Portal or through the

Conduent Parent/Guardian Help Desk at 1-800-876-0487.

APPROVE OR DENY LATE ATTENDANCE


Approve or Deny Late Attendance

LATE ATTENDANCE WORKLIST

The Late Attendance Worklist Screen shows attendance entries that are not yet Settled (paid). These

entries are in Pending status, waiting for approval or denial from a parent or guardian.

Screen 19. Late Attendance Worklist Screen

Click the Details button to see the detailed information about the Late Attendance entry, and to approve or

deny payment.

APPROVE OR DENY LATE ATTENDANCE


VOUCHER LATE ATTENDANCE DETAILS

This screen shows all attendance details for the selected week, including both the Settled (Paid) and

Unsettled (unpaid) Late Attendance entries. On this screen, a parent or guardian can approve or deny

Late Attendance entries – either matched check-in/check-out pairs or Late Personal Day entries.

Screen 20. Late Attendance Details Screen

The Voucher Late Attendance Details Screen lists all Late Attendance entries, whether they are Settled

(paid), Pending (waiting for approval from parent/guardian), Approved (approved by parent/guardian,

waiting for payment calculation), or Denied (waiting for payment calculation).

On the Voucher Late Attendance Details Screen (Screen 20), the parent or guardian can approve or deny

a late attendance entry created by a Provider by clicking the Approve or Deny button next to the entry.

NOTE: Late attendance entries must be created and approved within 364 days of the original attendance

date. Parents and guardians should approve or deny late attendance entries promptly to promote efficient

payment to child care providers.

HOW TO GET HELP

PG-WEB-2017 State of Indiana

How to Get Help

Visit www.hoosierchildcarefamily.com for up-to-date information about the HoosierWorks for Child Care

program. See below for other phone numbers and websites that can help.

Conduent Parent/GuardianHelp Desk

Your LocalIntake Agent

Check the website below for the address, phone number and

email address for your Local Intake Agent

Tel 1-800-876-0487 www.in.gov/fssa/carefinder/3900.htm

Use the menu 24 hours/day, or speak to a representative during business hours:

To set up your PIN

To change/re-set your PIN

To approve late attendance

To talk to Customer Service

Visit, call or email your Local Intake Agent:

To ask questions about yourvoucher account

To ask questions about problemswith your HoosierWorks card


http://www.in.gov/fssa/carefinder/3900.htm

indiana · 2020. 9. 10. · getting started: set-up & login page 2 state of indiana getting...

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