CCMS Advance Features
Action for Children Child Care Data Management System (AFCCCMS) implements and
supports a web-based (Ms SQL Server 2005) data information and outcome
management system for child care facilities to track information required by
their funding sources. The initial focus in developing the system was on
tracking child care requirements for the Franklin County Early Learning
Consortium (FCELC) centers. This included tracking of attendance per child
calculated per minute, lead teacher professional development monitoring, and
tracking of child medical screenings. As a web-based system, AFCCCMS is set up
to allow interaction with various funding sources to transmit and receive
required data reports electronically. Centers
are provided with digital formats of required forms such as State and County,
assistance in learning how to reconcile billed hours with payment reports
received from funders at the end of each billing cycle, and assistance in
providing more direct care to the children rather than devoting staff resources
to repetitious and redundant paper reporting.
initial focus was on child care centers, the AFCCCMS system is deliberately
designed to include flexibility in its modules for a variety of settings,
including family child care home providers.
Specific functionalities that can be tailored to any setting include, but
are not limited to, online enrollment and registration processing; management of
waiting lists; ability to generate master calendars, site calendars, staff
calendars, and individual child calendars; ability to handle late fees,
adjustments to fees and discounts; parent access via the web; capacity to
generate announcements, permission slips and reminders via the web; online bill
payment; and automatic payment from a checking account.
The system includes technical support and online remote technical
ChildCare Management System
ChildCare Management System
Automatic Sign-In/Sign-Out For ChildrenWith AFC CC Management System computerized child sign-in and sign-out feature,
you'll be tracking child attendance by week, day and hour with the
click of a button! Users simply click the checkbox by the student's name, and
the computer captures the time and date for you. Comprehensive reports summarize
attendance hours on a daily and weekly basis making this feature even more
Automatic Sign-In/Sign-Out For Children
Simply click the "IN"
checkbox and the computer will automatically enter the current "Time
In". Next, click the down arrow under the "Sign In" drop-down
box. You will choose from the list of persons authorized to pick up or drop off
the child as identified in the child's information data. That's right, just
click and select a name! No typing! When the child is picked up, just click the
"OUT" checkbox and select the name from the drop-down box! That's all
there is to it! Now, let the computer calculate and track attendance for you,
Automatic Sign-In/Sign-Out For EmployeesLike the Automatic Sign-In/Sign-Out for children, AFC CC Management System
computerized employee sign-in and sign-out feature simplifies tracking of
employee hours. Employee attendance is tracked by week, day and
hour. Just click the checkbox by the employee's name, and the computer captures
the time and date for you. Comprehensive reports summarize employee attendance
hours on a daily and weekly basis.
Simply click the "IN"
checkbox and the computer will automatically enter the current "Time
In" for your employee! Likewise, click the "OUT" checkbox to
record the "Time Out" for your employee. That's all there is to it!
Let the computer calculate and track attendance for you, including hours!
AutoBill TuitionsOptional feature, the system will
automatically bill the appropriate childcare account for tuition dues according
to the tuition rate and billing schedule setup. This option is available to the
user on a per child basis by clicking a checkbox on the child's information
form. On days when the computer AutoBills an account, or accounts, the user is
notified by a printable popup information form listing the account name(s) and
amount(s) that were billed. This information is also available to management, at
any time, from the Account Transactions Menu.
Global BillingGlobal Billing (Optional Feature)
allows the user to enter a single debit transaction and have it posted to all
Active accounts at once. This feature is excellent for posting those once per
year billings such as insurance, supplies, etc. Additionally, use this feature
to post activity fees, drop-in fees, late fees, etc., for a large group of
children. The feature allows you to exclude any account from being billed, on a
per child basis. And, users can simply click the Print button to print out a
report of the Global Billing transaction for their records. You'll never again
be spending hours posting the same billing transaction to each account
Today's RemindersAFC CC Management-System reminders are
presented with a printable information form, Today's Reminders. This form
includes: interoffice reminders for that day, upcoming children's birthdays and
the age they will be, upcoming activities, upcoming child immunizations due,
childcare accounts where information needs to be updated and the date it was
last updated, and Active childcare accounts which are past due. All of this
information, and the user never even had to click a button! Today's Reminders is
also available at any time from the Reminders Menu.
End Of Month StatementsWith the click of a button, users can print End Of Month Statements, similar to
an account statement received from a bank, for each Active childcare account in
which transactions took place during the month. Users may input any month-end
and year date. Unless an account has in excess of 35 transactions during the
month, the entire end of month statement will print on a single sheet of paper
per account. End Of Month Statements include a running balance and balances do
carry from year to year.
End Of Month Statements
Update/Change Tuition RatesTo complement AutoBilling, the Update/Change Tuition Rates feature enables the
user to update or change tuition rates for all children under a particular
tuition rate, such as Full-Time Infants, with the click of a button. The user is
presented with a printable form that shows the tuition type, current rate, all
Active children in care that fall under that rate, and the rate currently being
charged per child. The user has the option (on the same form) of entering a
unique tuition amount charged for any child, even after a new rate has been
Update/Change Tuition Rates
With the Update/Change
Tuition Rates feature, there'll be no more headaches in billing school students
for full time care during holiday weeks or when school is out of session! Simply
set up a Student Tuition (school in session) rate. When school is out for a week
of holidays, or for summer session, use this feature to change the rate due
before the next AutoBilling cycle for these students. AutoBilling will pick up
the new rate and charge the accounts appropriately.
Daily RosterThe Daily Roster feature allows users to view and print the day's roster, as a
whole or by classroom. It is based on the schedule set up for each child on a
per day basis. If there is a child assigned to a classroom, but he or she is not
in care for a particular day of the week, the child will not appear on the
roster for that day. The printed form includes the classroom, teacher name(s),
children's names and a count of children in the class. Additionally, it includes
checkboxes for whether a child is present or absent, a box for lunchroom
attendance count, and additional lines for the teacher to write in any child's
name who is present but not on the roster. This is an excellent means for the
bookkeeper to know which childcare accounts to bill for a drop-in fee for that
Transportation ScheduleAny childcare facility that provides transportation for students to or from
school will find the Transportation Schedule invaluable! With the click of a
button, users can print a weekly transportation schedule that includes the type
of transportation required (before or after school, or both), schools, and
children's names. A child's name will only appear on the Transportation Schedule
for days specified on the child's information form.
Guardian InformationThe Guardian Menu makes it easier to look up information about a guardian and/or
children on an account. A guardian account is either Active or Inactive
(children are no longer in care). The menu presents the user with separate
drop-down list boxes of Active or Inactive guardian names. Nothing to type, just
click on the name of the guardian whose information you wish to view! To view
information about all children on an account, simply select a guardian name and
click the View Children On Account button.
When a guardian removes all
of his or her children from care, the user simply selects the guardian account
name from one of the drop-down boxes and clicks to view the information form. A
click on the Inactive checkbox will set the account status as Inactive, and all
children on the account are automatically set to Inactive status as well. The
account name and children's names will no longer appear in reminders, daily
rosters, transportation schedules, birthday lists, etc. However, the account
information is kept in the system for bookkeeping purposes until the user
chooses to delete the account using the Account Transactions Menu.
Mailing labels can be
printed for all Active childcare accounts as well as Inactive accounts. Inactive
account labels are printed according to the last year in which there was a
transaction on the account. The user is presented with a popup form that will
prompt the user to enter a specific year. If the user wants to print mailing
labels for Inactive childcare accounts whose last transaction took place in
2007, the user would simply enter that year in the popup box.
Child InformationThe Child Menu works in the same manner as the Guardian Menu, giving the user
simple drop-down boxes from which to select a child name. Users can look up
and/or edit information about a single child or multiple children quickly and
AFC CCMS also provides the
user with a Birthday List, Birthdays By Classroom, and a Quick Desk Reference.
The Quick Desk Reference report is a handy item to have at your fingertips! It
is an alphabetical listing which includes guardians, children, emergency
contacts, medical and restricted pick up information for every Active child
enrolled in the childcare facility.
Account TransactionsThe Account Transactions Menu follows the same format as the guardian and child
menus. When the user wants to enter, view or print account transactions, he or
she simply clicks on a name from the drop-down list box for either an Active or
Inactive account. The user can enter Bill To Account or Received On Account (and
print a receipt) transactions from this menu. If the charge or credit is for a
particular child on the account, the user can select the child's name from a
drop-down list box of all children on the account. Make a mistake? Simply select
the account name and click on View/Edit Transactions. From there, you may either
edit the transaction or delete it completely. The printed report from this form
will include a running balance on the account.
The user can also print
transaction information for all childcare accounts, for a given date or period
of dates, from the Account Transactions Menu. AutoBilling information for the
day is also available from this menu. A click of the Outstanding Active accounts
button will present the user with a printable form listing all past due Active
childcare accounts and the amount in which they are past due. A click of the
Outstanding Inactive accounts button will produce the same printable form for
Inactive childcare accounts.
ActivitiesThe Activities Menu allows the user to enter information about an upcoming
activity including fees, due dates, etc. The user can also enter children's
names who will be attending a particular event. On the date of the activity,
simply print out the report and the names of the children, and take it to the
event. Users may also print out an Activity Calendar for a particular month from
Waiting ListFrom the Waiting List Menu, users can keep up with children waiting for an
opening. Users enter the standard information regarding the guardian and
children, including child's date of birth. AFC CC
an added feature. It automatically calculates the ages of the children waiting
for an opening. This age is recalculated each time the user opens the form to
view the waiting list. No more trying to figure out how old a child is who's
waiting for an opening!
EmployeesUsers enter information about employees from the Employees Menu. Users can view
or edit information about an Active or Inactive employee by selecting the
employee name from a drop-down list box. Again, nothing to type!
Users can also print
employee mailing labels from this menu for Active or Inactive employees.
Inactive employees are printed by the year in which the employee status became
Inactive. If the user wants to print mailing labels for employees who became
Inactive in the previous year, the user would simply enter that year when the
popup box prompts him or her to enter a year. This feature is excellent for
mailing out tax information to former employees!
General LedgerFrom the General Ledger Menu, users can enter information regarding payables and
all other receivables, other than from childcare accounts. If the user chooses,
he or she can enter vendor information for a recurring payable. The company name
will appear in the Payable To drop-down list box when the user enters a Payable
Transaction. Upon selecting the vendor company name from the drop-down box, the
address, service or supply, etc. information on the Payable Transaction form
will be automatically filled in.
Company InformationFrom the Company menu, users enter information about the facility and tuition
rates. The user will find the Update/Change Tuition Rates available from this
menu. Information is displayed on the bottom of the menu which tells the user
the current number of Active accounts, children, classrooms and employees in the
facility. Also from this menu, users simply enter a year to query, and they will
have access to the following reports:
· General Ledger
Payables SummaryA quarterly breakdown of all payables, subtotals and totals by vendor and type
· General Ledger
Receivables SummaryA quarterly breakdown of all receivables, subtotals and totals, other than
Childcare Accounts SummaryA quarterly breakdown of all childcare account debits and credits, subtotals and
· Year Childcare
Accounts SummaryA complete alphabetical listing of all accounts, debits and credits, total for
· Company SummaryA quarterly breakdown of Childcare Accounts, Accounts Receivable and Accounts
Payable, subtotals and totals.